Police Department Staffing Request

The purpose of this discussion is to ask the City Council to consider authorizing, by consensus, a recruitment for a part-time police records technician position.   The part-time recruitment would be conducted with the intent and desire of retaining the current fulltime employee--the employee submitted a letter of resignation on October 19th from the fulltime position, but is willing and available to work a part-time position.  

Why Now
This request, while time-sensitive based on the current staffing situation, is not solely based on a specific individual, but also due to an ever growing backlog of police records reporting,  such as  performing computer entries for calls for service, transcribing supplemental reports and statements, submitting  required documents to local, state and federal agencies, processing records using departmental imaging system, filing records per departmental retention guidelines, completing integrity and validation reports as required by state and federal agencies, and working with state and federal network programs as a certified operator. 

This year, the city will see a savings in wages due to records staff being out on unpaid FMLA leave. Additionally, will be realizing cost savings from the recently announced retirement of a patrol sergeant. 
     
Strategic Plan
The strategic action plan has a goal and imperative of an effective organization, to maintain a highly functional staff, meeting the increasingly ever-changing needs of the organization.  Due to the resignation of our fulltime records technician, staff is planing to replace the fulltime position, but is requesting to recruit for a an additional part-time position.  This would allow the City to attempt to retain the current trained employee to work in a new part-time position, or, if unsuccessful in that effort, to address current department needs with the addition of a new part-time employee.
 
Increased Work Demands / Staffing
The introduction of a new Public Safety Data System has increased the work load of records staff. In addition, there has been an increase in the amount of data requests by our city and county attorney, as well as the public.  State and Federal agencies have also increased reporting requirements.  Police Department staff feel there is simply more work to be completed than there are employees; this is further validated by data that shows the City of Ramsey's records staffing / sworn officer ratio is very low (12.5% compared to an average of 17.9%.)   Historically, the Ramsey Police records division has operated efficiently with a very lean staff. However, the hiring of department support staff has not kept pace with the increase in the number of officers. In comparison with the officer-to-records staff ratio at other local agencies, the Ramsey Police Department is under-staffed. See the attached chart for additional details.   Even with  the addition of a part-time position, the staffing ratio is still less than the average and the lowest of the comparable cities.           
 
Retain Skilled Talent
The creation of a part time (15-25 hours per week) position will allow us to retain an already trained and certified employee, who is in good standing with the city. The city has invested heavily into training this employee over the past 5+ years. Due to the records technician positions being highly technical with many certifications being required, it is not simply a clerical position.

Budget Process
This additional part-time position has been part of the strategic plan, and in the budget, but recently pushed to 2018.  Due to growth in the Ramsey community, and in turn growth of sworn police officers, there is a need for additional support staff to meet our number one guiding principal of ensuring that responsiveness to the public is upheld.
 
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. In this case, a recruitment is planned to fill the fulltime vacancy.  However,  because of the current need, staff would like to discuss a recruitment for a part-time position as described above. 

 

Approximately 20 minutes or less.

Due to several unfunded police department employee leaves of absence, the 2016 funding for this position is well within the  budget.  Staff expects available funding within the 2017 budget due to a senior officer's retirement and an anticipated vacancy by a community service officer which will take approximately two months to fill.    Additional financial data will be provided at the work-session.   

Colleen Lasher, Human Resources Manager

For the City Council to direct staff, by consensus, to recruit for a part-time police records technician.