Adopt Resolution #2016-11-233 to Rehire a Police Technician

The purpose of this case is to ask the City Council to rehire Ms. Jennifer Johnson as the City's new part-time police technician.   Ms. Johnson was hired by the City in August 2012; however, she submitted a letter of resignation in October, resigning her fulltime position.   This case was discussed with the City Council during the October 25th work-session and staff received approval by consensus to move ahead with a part-time recruitment.  The following information was shared during the work-session:

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.

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 planning to replace the fulltime position, but is requesting to recruit for 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.
 
 

 

As required under the AFSCME contract, this position was advertised internally for five days.    The city received Ms. Johnson's letter of interest and no other candidates applied.  

The funding required for the remainder of this year is well within the department budget primarily due to unforeseen personnel cost savings.  The 2017 funding required for this position at 15 hour per week is $21,122 and is also well within the department staffing budget.  

To rehire Ms. Jennifer Johnson as the City's new part-time police technician at her most recent rate of pay of $22.81 per hour and leave accrual rate, effective November 7, 2016.   

Motion to adopt resolution #2016-11-233 to rehire Ms. Jennifer Johnson as the City's new part-time police technician at her most recent rate of pay of $22.81 per hour and leave accrual rate.