HomeMy WebLinkAboutOB 1 P.D. REORG. 05-20-91OLD BUSINESS NO. 1
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MAY 9, 1991
O: WILLIAM A. HUSTON, CITY MANAGER
F''Oi'' W. DOUGLAS FRANKS, CHIEF OF POLICE
SUBJECT:
POLICE DEPARTMENT REORGANIZATION
RECOMMENDATION
Approve Resolution 91-53, amending the City of Tustin Classification Plan.
BACKGROUND
At the May 6, 1991, City Council meeting Councilperson Potts requested further
information regarding the cost of the Police Department's reorganization. Outlined
- below are the critical decision points, including comparative cost analysis, which
prompted the Police Department to reorganize, thus requiring an adjustment in the
City's Classification Plan for the following positions:
--- Records Shift Coordinator
$2250 - $2726 Per Month
--- Support Services Supervisor
$3323 - $4039 Per Month
--- Administrative and Support Services Manager
$3949 - $4899 Per Month
COST SAVINGS (MAXIMUM ANNUAL AT CURRENT SALARIES)
TRADITIONAL POLICE DEPARTMENT RESTRUCTURING
1 Lieutenant
1 Sergeant
Benefits @ 50 Percent
Maximum Minimum
$ 66,511
55,003 $55,033
60,750 27,516
TOTAL $182,264 $82,549
Mr. Huston
May 9, 1991
Page 2
TUSTIN POLICE DEPARTMENT RESTRUCTURING
(Using Existing Personnel; Salary Increase Based Upon Additional Responsibilities)
Administrative & Support Services Manager
Support Services Supervisor
Records Shift Coordinator
Additional Benefit Cost @ 27 Percent
SUBTOTAL
TOTAL COST SAVINGS
Maximum Minimum
$ 13,891
2,301
2,863
5,130 $24,185
$24,185 $24,185
$158.079 $58,364
The decision to reorganize the tasks and responsibilities of the Police Department was
made after a careful analysis of the current responsibilities assigned to supervisory
and management personnel, short- and long-term goals of the Department, and the
current and future technological requirements of the Police Department.
Equally paramount in our decision-making was the organizational structure that would
be most cost-effective to the City, departmentally effective and efficient, yet also
provide career ladder promotional opportunities for existing personnel. The decision
was made to reclassify current positions, capitalizing upon existing expertise rather
than creating new positions in the Police Department. This decision also provided a
career ladder for nonsworn personnel within the Police Department, which is often not
available for many nonsworn personnel within the traditional hierarchy of a police
agency.
If we had elected to reorganize utilizing the traditional police methodology, we would
have, optimally, required the addition of one lieutenant and one sergeant. At a
minimum, we would have required one sergeant. While this traditional organizational
adjustment could certainly be justified given our current growth factors, it would not
be the most cost-effective process, nor would it provide specific career ladder
enhancements for our nonsworn personnel.
By realigning the responsibilities of the current Records Supervisor (Teri Helsel) to
include all administrative and support services responsibilities (i.e., Property &
Evidence, Communications, Records, and Technical Services), we find that we have
not only optimized the talents of existing personnel but have also provided windows
of opportunity for our personnel.
Mr. Huston
May 9, 1991
Page 3
By utilizing the same cost-effective concept, we have provided our Communications
Supervisor (Scottie Frazier) with the opportunity to increase her supervisory
responsibilities by giving her the opportunity to supervise Communications. and
Records (19 employees). Within a traditional police organization, this level of
responsibility would oftentimes be delegated to a police sergeant. We have also
provided the promotional opportunity for one of our clerical personnel to accept a first
management position.
By this reorganization we have also reassigned a sergeant, who was primarily
responsible for the computer technology of the Department, to a position that will not
only utilize his technical expertise but will also provide for direct supervisory
responsibility of our Community Resources Unit, which had been under the
supervision of the Office Coordinator.
W. DOUGLAS FRANKS
Chief of Police
WDF:kh
- CONSENT CALENDAR NO. 16
5-6-91
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ATE: APRIL 30, . 1991
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: ADMINISTRATIVE SERVICES DEPARTMENT
SUBJECT: POLICE DEPARTMENT NON -SWORN MANAGEMENT REORGANIZATION AND
AMENDMENT TO THE CLASSIFICATION PLAN
RECOMMENDATION:
Approve Resolution #91-53 amending the City of Tustin
Classification Plan.
BACKGROUND:
The Police Chief has reorganized the non -sworn management component
of the Police Department. Salary ranges for the positions are:
Records Shift Coordinator: $2250 - $2726 per month; Support
Services Coordinator: $3323 - $4039 per month; and Admihistrative
and Support Services Manager: $3949 - $4800 per month. The Chief
of Police feels that the reorganization will enhance the
supervision and organization of the records, support services,
communications and community resource units of the Police
Department.
Attached for Council's review are the job descriptions for the new
positions as well as Resolution #91-53, amending the City's
Classification Plan.
Royleen A. White, Director
Administrative and Community Services
RAW/Md
RAW3:CAJOBREC
Attachments
CITY OF TUSTIN
Administrative and Support Services Manager
Definition
Under general direction from the Division - Commander, this non -sworn
management position is responsible for managing and supervising the
activities of the Administrative and Support Services Sections of the
Police Department.
Example of Duties
This position manages and supervises police.support personnel in their
work, scheduling, assignment of duties while maintaining efficiency.
Also included is work of a difficult and specialized nature dealing with
human relations and behavioral problems. The Administrative and Support
Services Manager will have the responsibility for sections of the Police
Department including the Records Section, Communications Section,
Community Resources Section, electronic data processing, and fiscal
management. This individual will also have the overall responsibility
for the maintenance of equipment in the building, assisting in and
coordinating special research, conducting employee training programs, and
other duties as directed.
MINIMUM QUALIFICATIONS
Education/Experience Sufficient education and experience to demonstrate
possession of the knowledge and skills required for the position.
Typically this would include graduation from a two-year college (or
equivalent) with specialization in Public Administration, Business
Administration, Police Science or a related field, and five year of
increasingly responsible general office or police support experience
involving administrative analysis, establishment and maintenance of
procedures and systems, and supervisory responsibility.
Knowledge of:
Modern Police methods, practices and techniques; pertinent federal, state
and municipal laws and ordinances particularly with reference to Police
records, Police communications systems, evidence storage and retrieval,
and electronic data processing; laws, procedures, and techniques
relating to the administration and supervision of personnel in the public
sector.
i
Skill in:
Analyzing complex problems and preparing management studies; planning,
organizing, directing and coordinating the work of staff; interacting
with other law enforcement division personnel and other law enforcement
agencies; expressing ideas clearly and concisely both orally and in
writing; preparing budget estimates and materials; advising, instruct-
ing, evaluating and training personnel; dealing with the public firmly
and courteously and establishing effective relationships with the public,
news media, city officials, and others contacted in the scope of work.
Developed April 1991
ASSMI.PD
CITY OF TUSTIN
Support Services Supervisor
Definition
Under general direction from the Administrative Support Services Manager,.
this non -sworn management position supervises activities and staff in
both the Records Section and Communications Section of the Police
Department.
Example of Duties
Formulates, develops and implements operational goals, objectives,
polices and work procedures and standards for the Police Records and
communications sections; analyzes and evaluates existing and alternative
systems and procedures to eliminate problems and determine feasibility
and application of new or improved methods and techniques; prepares,
submits for approval, and assists in the implementation of procedures for
the direct operation of the Records and Communications sections;
supervises, evaluates, and prepares performance evaluations for subordi-
nates; provides training or assigns qualified personnel to train new
employees; prepares work schedules for both sections making necessary
adjustments as needed to cover vacancies and vacations; prepares monthly
statistical reports; enforces strict adherence to regulations and
procedures governing the security and privacy of criminal history records
and personnel information; assists in implementing computer applications
for the Police communications and Records functions; prepares budget
recommendations for each section; controls and disseminates all records
of the Police Department; coordinates activities for the 9-1-1 telephone
system; acts as terminal coordinator for the CLETS computer system;
identifies section equipment needs; maintains comprehensive files and
reports;. backs up and performs duties of subordinate personnel as
needed; performs other duties as assigned.
Minimum Qualifications
Education/Experience
Requires a combination of education and experience to demonstrate
possession of the required knowledge and skills. This would typically
consist of high school graduation or equivalent and four years increas-
ingly responsible dispatching and/or records experience preferably in a
police or similar emergency response agency. Some supervisory experience
is preferred.
Knowledge of
Police communications equipment; activities and functions performed by a
police department; computer applications for a police department; general
law enforcement practices; municipal government operations and budget
administration; effective supervisory techniques; local, state and
national regulations pertaining to communications systems; police
dispatching procedures; specialized procedures needed in processing and
maintaining Police records; law enforcement data processing, storage,
retrieval, destruction, transmission and the legal requirements and
equipment necessary for each function; systems design and analysis
pertaining to records management; and laws and current legislation
pertaining to storage, retention and release of law enforcement records.
Skill in
Directing and coordinating the work or Police support personnel in the
Records and Communications sections; training and instructing others in
the technical operation of the Communications and Records functions;
supervising and evaluating subordinate personnel; communicating
effectively both orally and in writing; establishing effective working
relationships with those contacted in the course of work; planning,
coordinating and assisting in the administration of short-term and long-
term development and operation goals for the Police Communications and
Records sections; preparing and maintaining records, files,. reports,
charts, maps, etc..
Physical Requirements
Must be able to handle a job which is primarily sedentary in nature
requiring prolonged periods of sitting. Must be emotionally able to
handle stressful situations.
Developed April 1991
SSSUPVI.PD
CITY OF TUSTIN
Records Shift Coordinator
Definition
Under general direction from the Support Services Supervisor, the Records
Shift Coordinator is a working supervisory position, responsible for the
coordination and training of a Records Section shift staff and the duties
of its personnel.
Example of Duties
Plans, organizes, and coordinates the activities of personnel engaged in
receiving typing, processing, storing, retrieving and transmitting
records, reports, and data pertaining to crimes, criminals, investiga-
tions, arrests, accidents, complaint incidents and related matters,
teletype computer communications, word processing, statistical reports,
in consultation with administrative reports; works with the Support
Services Supervisor in formulating, developing, and implementing
operational goals, objectives, policies, and work procedures and
standards; prepares master work schedules and priorities; enforces
strict adherence to regulations and procedures governing the security and
privacy of criminal history records and personal information.
MINIMUM QUALIFICATIONS
-- Education/ Experience Graduation from High School, or G. E. D. equivalency,
supplemented by two years of experience in a fast -paced Police Records
environment.
Knowledge of
Varied techniques and technology oriented toward recorded information and
paper files; the information process, legal ramifications, and methods
and types of information coming into and going out of a Police Depart-
ment; current legislation pertaining to records, and laws affecting
retention and release of records; specialized procedures needed in
processing and maintaining Police records; law enforcement data process-
ing, storage, retrieval, transmission and the equipment necessary for
each function; effective supervisory techniques.
Skill in
Assisting with the direction and coordination of the workloads of Police
Records Clerks; interacting with other law enforcement division
personnel and other law enforcement agencies; planning and organizing
work load and schedules; communicating orally and in writing in a clear
and concise manner; and operating office equipment such as computer
terminals and word processing equipment.
Additional Requirement Incumbent must be able and available to work all
shifts as well as holidays and weekends as assigned.
Developed April 1991
RECSHFSU.PV
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RESOLUTION NO. 91-53
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF TUSTIN, CALIFORNIA, AMENDING THE
CLASSIFICATION PLAN
WHEREAS, the City adopted a Classification Plan in 19841
by adopting Resolution No. 84-63; and
WHEREAS, the City Council amended the Classification Plan
in 1990 by adopting Resolution No. 90-33; and
WHEREAS, the City Council finds that it is desirable and
appropriate to revise and update the Classification Plan when
appropriate;
.NOW, THEREFORE, the City Council of the City of Tustin,
California does hereby resolve that the Classification Plan
of the City of Tustin, dated August 201. 1984, is hereby
amended to include the classifications of Administrative and
Support Services Manager, Support Services Supervisor, and
Records Shift Coordinator, as outlined in the attached job
descriptions.
PASSED AND ADOPTED by the City Council of the City of
Tustin at a regular meeting held on the 6th day of May, 1991.
Mary E. Wynn, City Clerk
Charles E. Puckett, Mayor
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Resolution 91-53, Page 2
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF TUSTIN )
CERTIFICATION FOR RESOLUTION NO 91-53
Mary E. Wynn, City Clerk and ex -officio Clerk of the City
Council of the City of Tustin, California, does hereby certify
that the whole number of the members of the City Council is
five; that the above and foregoing Resolution was duly and
regularly passed and adopted at a regular meeting of the City
Council held on the 6th day of May, 1991 by the following
vote:
res91-53.wp
COUNCILMEMBER AYES:
COUNCILMEMBER NOES:
COUNCILMEMBER ABSTAINED:
COUNCILMEMBER ABSENT:
Mary E. Wynn, City Clerk