HomeMy WebLinkAboutStaff Report 5.B 8/5/2013 Ag • da'Itewv #5 .3'
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DATE: August 5, 2013
TO: Honorable Mayor and Members of the City Council through the City Manager
FROM: Patrick Williams Police Chief P/1 t- 7'2_4/
SUBJECT: Resolution Amending the Classification and Compensation Plan by
Reestablishing-the Classification and Pay Range of Public Safety Dispatch
Supervisor and,Authorizing the-Position Allocation of Public Safety Dispatch
Supervisor
RECOMMENDATION
It is recommended that the City Council adoptthe attached Resolution�Amending the
Classification and Compensation Plan by Reestablishing the Classification and Pay Range of
Public Safety Dispatch Supervisor and Authorizing the Position Allocation of Public Safety
Dispatch Supervisor.
BACKGROUND
The Police Department wishes tare-establish the position.ofPublic.Safety Dispatch Supervisor.
The position of Public Safety Dispatch Supervisor has;been unfilled since December of 2012.
In addition, the Police Department also had, until October 2008, a Dispatch Manager position,
when the incumbent retired and the position was left vacant and unfunded, due to budget
constraints. A Police Sergeant:filled the.Dispatch Supervisor role;from November of 2008 until
January of 2011, when additional personnel losses forced that sergeant back to patrol duties. A
retired Police Sergeant filled the Dispatch Supervisor role part-time from June,of 2011 through
December of 2012. From December-of 2012 to the present, the Police Department has assigned
the supervision'tempoiarily to a lieutenant:as an additional duty. This:!solution does"not provide
sufficient supervision or support to Dispatch personnels Nor is the lieutenant,able toprovide
dispatching:services,and the attendant staffing relief, as would a working Dispatch Supervisor.
The Dispatch Center is,currently"staffed by nine(9) full-time Public Safety Dispatcher positions
and onepart-time Public Safety Dispatcher position.. Until 2012/13, staffing included a'tenth
position, which was,done:away-with for;budgetary reasons. The Council engaged insignificant
discussion about the impacts of operating with less than ten (10) positions at that time, and
expressed';concern-about the reduction: As was discussed, the Dispatch Center is a 24 hour a
day, 7 days a week operation. The Dispatch Center is responsible for:answering all 911
Agenda Revie : /
City Attorne Finance Direct. L 7 City Manag
emergency calls from within the Petaluma city1 limits. Dispatchers,triage'these:emergency calls
and start the responseiof appropriate emergency personnel. 'This call taking;iscritical-to the.
safety of the public:and to-emergency personnel. The Dispatch'Center alsoanswers all
incoming telephone calls for now-emergency police business and handles after hours all
incoming calls for City related.business. The Dispatch Center is-also;responsible for all police
relatedradio traffic for offbers Working the streets. This includes coordinating the safety and
efficiency of responding units, updating emergency personnel on,the status of situations,
requesting additional assistance, and researching the criminal history and background of persons
policeofficers;encounter in the field. The Dispatch Center coordinates all of these functions
through the use of the Computer Aided Dispatch System, a,highlytechnical computer system
that requires a high degree of expertise to operate efficiently.
DISCUSSION:
As noted, the Dispatch Center has been without a manager or a supervisor since December 2012.
It is possible to operate without a Dispatch Manager, but the DispatchSupervisor position is a
crucial component of a well run and properly operating Dispatch Center: The Dispatch
Supervisor position requires specialized knowledge of;controlled databases, computer
operations, hardware and,softwate needs, radio operations, training, staffing, and supervision
needs specific to Dispatch operations. The,Dispatch Supervisor would directly supervise, train
and evaluate.Dispatch personnel.
As previously mentioned, the Dispatch Center=is understaffed,and cannot continue to operate
with only nine (9) full-time'Public(Safety Dispatcher positions.
With only 9 full-time Public Safety Dispatcher positions, thedispatchers.were moved to a 12
hour shift to meet minimum staffing. This staffing schedule;.confines dispatchers to the Dispatch
Center, but when they must leave their stations, only one (1);Public:;Safety Dispatcher is left in
the Dispatch Center to.handleall 911 calls, police radio traffic, medical emergencies, etc.
Mandatory overtime is necessary to,maintain minimum staffing. Dispatchers must work
additional 12 hour shifts at the beginning of each month to cover known personnel shortages. In
addition to known shortages, dispatchers are are required to fill unanticipated absences (sick
leave, etc.)as they arise.
There isno capacity to absorb-any additional personnel losses in-the=DispatchCenter. The
position of Public SafetyDispatcher`is extremely difficult to fill with qualified personnel. Staff
estimates that it will take'between six months to a year to(replace any Public Safety Dispatcher
position that is lost. Contingency plans are being made;to contract with another agency to
answer 911 calls and handle police radio traffic on an emergency.basis should another-full-time
dispatcher position be lost. The cast of this emergency contingency plan is unknown at this
point. Should'the Dispatch'Center'fall below its current staffing level Of nine (9)full-time
positions;the contingency'plan will likely be in place for the full six (6) months to a year that',it
takes to fill thewacant position(s).
Reestablishing the Dispatch'Supervisor position at this time will provide much needed direct
supervision and support to Dispatch personnel, and provides an additional person to work
Dispatch,—which will:offer some relief to the situation discussed in theprecedingparagraphs.
The vacancy created by the'Dispatch Supervisor position will be backfilled'by hiring one (1)
full-time Public Safety Dispatcher position. With a working;Dispatcli Supervisor and.a:full-time
backfill position, there will be`a net gain of.5 Or one half of a full-ti'hie dispatcher position.
To fund the Public Safety Dispatch Supervisor position, and to maintain the nine (9)Public
Safety Dispatcher positions;the•Police Department will not fill a vacant police officer position.
The loss of an additional`police officer position will drop the.Police Department staffing from
sixty two (62) full-timeswon police officers to sixty one (61) full-time sworn police officer
positions. The Police.Departnfentwent from a high Of seventy eight (78) full-time sworn police
officer positions,in 2008 to•the current sixty two (62) full-time°sworn police officer positions.
The Police Department is facing staffing concerns due to the reduced;number of police officers;
however the staffing shortage in the Dispatch Center is the most pressing need. Without
additional funding, the only at this time for funding the Dispatch Supervisor position and
full-time Public Safety Dispatcherbackfill position is from;the salary savings achieved by
reducing sworn police officer staffing: Police command staff Will continue to investigate and
seek options for continued:funding of this position, for 2014/15 and beyond, to enable the
Department to fill both this position and the officer position that:„would be held vacant in
2013/14.
With respect to compensation for the position, a review of similar classification and salary
relationships was conductedwhere such positions exist (City of Santa Rosa, Napa, Novato,
Rolinert Park, San Rafael,,and Sonoma County). Thereafter,.a review of similar classifications
and classification salary relationships`was conducted within the City's existing'internal pay
structure. In setting a salaryrange, the classification wouldbe-pl'aced-within the existing internal
pay structure at a level consistent with classifications of similar complexityand responsibility
and also compete with the external market. It'is recommended that the salary for the Public
Safety Dispatch Supervisor be set,20% above the Public Safety Dispatcher, for a maximum of
$6;501.73 per month o1'$78,020.80 per year.
Your approval of the recommended pay range is respeetfully'requested. Once the classification
is approved and the position allocated, staff will proceed with,recruitment.
FINANCIAL IMPACTS
Calculated at fifth step, which:is top of the salary range: total annual compensation for the
Dispatch Supervisor position;including benefits is approximately-$124,156,14. Salary savings of
$137,757.19 achieved from decreasing sworn police staffing by one(I) full-time sworn police
officer'position Will be transferred to cover the, cost of the3Dispatch Supervisor position and
backfill:
With the Council's authorization of this position, staffwill'initiate recruitment and it is
anticipated that the DispateltSupervisorposition will be filled-bymid-to late August 2013.
ATTACHMENTS
1. Resolution,and.ExhibitA
3
Resolution No. 2013-XXX N.C.S.
of the City of Petaluma, California
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION
PLAN BY REESTABLISHING THE CLASSIFICATION AND
PAY RANGE OF PUBLIC SAFETY DISPATCH SUPERVISOR AND
AUTHORIZING THE POSITION ALLOCATION OF PUBLIC SAFETY
DISPATCH SUPERVISOR
WHEREAS, the City wishes'tokeep current its Classification'and Compensation
Plan; and amendments and or revisions to the Classification and Compensation Plan are
effective upon approval by the City Council; and,
WHEREAS, the City Manager/Personnel Officer has determined that certain
duties and responsibilities are appropriately allocated to the classification of Public
Safety Dispatch Supevisor (as attached hereto and marked Exhibit A); and,
WHEREAS, the pay range for the classification of Public Safety Dispatch
Supervisor as listed below, is hereby recommended, effective with the adoption of this
Resolution.
Classrfrcaiimaitle Vii.' PayeRang i iMonth t
Public Safety Dispatch
Supervisor $5;343.87-$5,616.00-$5,893.33-$6,186.27=$6,501.73
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
1. Approves the amendment to the Classification and Compensation Plan as
written"in this Resolution including the amendment in the Competitive
Service of the Personnel System.
2. Takes this•action pursuant to Personne1Code3:04.020 and Personnel
Rules and Regulations (Rule IV� Classification and Rule V—
Conrpensation)and, that the notice of this action has been properly posted.
3. Authorizes the position allocation of Public Safety Dispatch Supervisor
effective With.the adoption of this Resolution.
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CITY OF PETALUMA
49:1:41-7 CLASSSPECIFICATION
A z£S
4 Date: 08/05/2013
285e, Job Class:
Public Safety Dispatch Supervisor
Summary
Supervise, plan, organize, and oversee the operations and activities of the Public Safety
Communications Center; supervise public safety dispatchers and perform a variety of technical
and specialized work related to public safety communications operations.
Class Characteristics
, General direction is provided by the Police Lieutenant; responsibilities include the direct
supervision of dispatch staff.
This position is the first line supervisor responsible for supervising and overseeing the
Communications Center and is responsible for supervising Public Safety Dispatchers. The
position is distinguished from the.Police Lieutenantimthat the latter has overall responsibility for
the management coordination and direction of the communication center function.
I Essential Duties,Skills, and Demands of the Position
The duties, skills, and demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable accommodations
may be made to enable individuals with a disability,to perform the essential duties, skills, and
demands.
Duties:
Recommend and assist inaheimplementation of goals and objectives and establish schedules and
methods for activities and operations related to the daily operations and activities of the
Communications Center;;:implement policies and procedures.
Plan, prioritize, assign, supervise and review the work of staff involved in public safety dispatch
functions; advise the Police Lieutenant of personnel issues.
Evaluate operations and activities of assigned responsibilities and recommend improvements and
modifications; prepare various:reports on operations and activities.
Supervise, train, coach, counsel and evaluate assigned personnel; conduct performance
evaluations.
Participate in the development and implementation of effective training programs; provide or
oversee the training of new dispatch personnel.
Develop and coordinate work schedules to ensure adequate coverage.
Ensure compliance with applicable laws, rules,policies, and procedures.
Oversee:and manage the Communications Center's use of secure and controlled databases, such
as the California Law Enforcement Telecommunications System (CLETS), Criminal Intelligence
System and the Department of Motor Vehicles..
Oversee and manage the installation, upgrade and maintenance of equipment and software within
the Communications Center. !
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Public Safety Dispatch Supervisor
Serve as the Public Safety Answering.Point (PSAP);Coordinator.
Maintain a variety of files logs:and reports on Communications Center operations; oversee the
duplication and or retrieval of information.
Review and investigate internal and external complaints and seek resolution or refer to Police
Lieutenant as necessary.
Attend and participate in meetings, trainings and information sessions.
Perform the duties of a Public Safety Dispatcher.
Build and maintain positive working relationships with co-workers, other City employees and
the public using principles of good customer service.
Perform related duties as assigned.
Skills/Abilities:
Supervise, plan, organize, and oversee the operations and activities of the communications
center.
Supervise,train, evaluate, mentor and motivate personnel.
Exercise sound and balanced judgment in day-to-day decision making.
Develop and recommend policies and procedures related to assigned operations.
Maintain accurate records and prepare comprehensive reports.
Effectively represent the City in contacts with the public, businesses, community organizations,
regional organizations, and other government entities.
Manage competeing demands and multi-task, oftentimes in stressful situations.
Identify potentail risk and develop sound solutions.
Communicate effectively both verbally and in writing.
Establish and maintain effective:working relationships with those contacted in the course of the
work.
Physical Demands and Work.Environment:
While performing the duties of this job, the employee is regularly required to sit; use the
computer keyboard and mouse, use hands to finger, handle, or feel; reach with hands and arms;
talk or hear; and taste or smell;;stand, walk, and stoop, or crouch. Occasionally lift and/or move
up to 25 pounds. Specific vision abilities required by this job include."close vision, distance
vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The
employee will work in an office environment where the noise level is usually moderate.
Qualifications
Knowledge of:
Police communication center operations, functions, methods, procedures and techniques,
including the use of emergency dispatching techniques and criminal information databases,
standard broad casting procedures and regulations, computer-aided dispatch and emergency 911
systems.
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Public Safety Dispatch Supervisor
Current law enforcement and police patrol practices and procedures and related terminology.
Principles and practices of supervision;and training.
Applicable laws, rules, and regulations.
Modem office procedures„practices, and equipment, including computer application and use.
Principles and practices of safety management..
Principles and practices of effective customer service.
Education and Experience
Any combination equivalent to the education and experience likely to provide the required
knowledge and abilities would be qualiing. A typical way to gain such knowledge and abilities
would be:
Education:
Equivalent to graduation from tigh school. Additional specialized training and or college level
coursework in a related field is highly desirable.
Experience:
Three (3) years of responsible journey level experience in public safety communications
dispatching. One year experience as a Training Officer is required.
Certificates/Licenses:
Possession of a POST Public Safety Dispatcher Basic certificate.
Possession of a valid CaliforniaClass C.driver4license.
Re-established: —Resolution#
Abolished: 06/05/06—Resolution#2006-096
Established: On or before 03/90
Department: Police
FLSA Status: Non-exempt
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