Discussion Regarding Public Safety Administrative Support

The purpose of this discussion is to request the City Council's direction for staff to proceed with a recruiting effort to fill the immediate and long-term administrative support needs in both the Fire Department and the Police Department.  

As a result of two recent staffing changes in the Police Department, both the Police and Fire Departments currently have  greatly reduced administrative support capacity.  As the City Council is aware, two part-time Police Technicians (one 20-hour and one 25-hour) are no longer working in that capacity.  One of the Police Technicians is now working as a Ramsey Community Service Officer and the other is no longer employed with the City. This change has left the Police Department short by 40 hours per week and the Fire Department short by 5 hours per week.  The interim support needs are being handled by the Police Department Office Supervisor and a Police Captain, taking turns working at the front desk area taking calls and assisting customers; as well as the Fire Chief & Fire Marshal picking up as much of the work as they can.       

City's Recruiting Policy:
For previously approved/budgeted positions, it is the City's policy to conduct needed  recruitment and to bring a case forward to the City Council to request authorization to hire.   However, in this case, staff would like to discuss alternative staffing options (rather than conducting recruitment based on the current vacancies)  in order to restructure; best meeting the needs of the City and the goals of the Strategic Plan. 

Fire Department:
Staff would like to begin a recruitment for a 20-hour per week Fire Technician to fill the administrative support role within the Fire Department.  For the last couple of years the administrative support functions for the Fire Department have been handled in the Police Department at just 5-hours per week (5-hours of the 25-hour per week technicians's schedule under the direction of  2 supervisors).  The 5-hour weekly schedule came about in response to the need to reduce personnel costs; prior to that the position was 40-hours per week for several years.   There have been many changes in the Fire Department that speak to the need for additional hours of administrative support (including but not limited to payroll processing changes and other record keeping needs); along with a need to better utilize the Fire Chief's and the Fire Marshal's time to be more specifically focused on higher level public safety activities, and to provide more responsive customer service.   In addition to the attached documentation, staff is prepared to discuss the needs of the Fire Department with the City Council as part of this case.   

Police Department:
Staff would like to begin a recruitment for a 40-hour per week Lead Records Technician.  Changing from two part-time employees  to one lead full-time employee will help to provide consistency and  continuity of service.  In addition, it is the City's goal to operate under a 3-deep staffing plan and to  practice proactive succession planning.  Employing a lead support person will provide a link between the front desk support staff and the Police Department Office Supervisor.  Currently, a Police Captain must serve as the Police Department Office Supervisor's back-up.  In addition to the attached documentation, staff is prepared to discuss the needs of the Police Department with the City Council as part of this case.   

In summary, City staff continues to be cautiously prudent with regard to maintaining a reduced personnel budget and have carefully considered the staffing needs of both departments, and have determined that the City would be better able to meet the goals of the strategic plan, especially with regard to strategic imperative of  "Smart Citizen-Focused Government"  and  providing for a more  "An Effective Organization". 



 

10 to 30 minutes.

The 2015 funding required for a part-time Fire Technician is estimated to be approximately $9,508 ($23,418 on an annual basis in 2016).  The 2015  funding required for a full-time Lead Police Records Technician  is estimated to be approximately $30,506.00.     ($67,183 on an annual basis in 2016).  However, with the savings from earlier Police Department staffing changes, the 2015 difference with adding a part-time Fire Technician and a full-time Lead Police Records Technician comes to a savings of $17,116 over what was originally budged for 2015.

Colleen Lasher, Human Resources Manager in cooperation with Dean Kapler, Fire Chief and Jeff Katers, Police Chief.

For the City Council to direct staff to conduct recruitment as outlined above in order to fulfill the City's staffing needs.