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Home My WebLink About28-Human Resources CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: LINN LIVINGSTON Subject: IMPLEMENTATION OF THE PROPOSED RECORDS REORGANIZA- TION IN THE POLICE DEPARTMENT FOR FY 2003-04 Dept: HUMAN RESOURCES Date: JULY 23, 200~"'" ~~,.. I ' '\.., " . . <" . MICC Meeting Date: Synopsis of Previous Council Action: On July 28, 2003, the Personnel Committee recommended this item for approval. Recommended Motion: Approve the Records reorganization proposal and the following motions. \. Establish full-time position of Police Transcriber, Range 1321, $2,201-$2,675/month. 2. Direct the Human Resources Department to update Resolution 97-244 (Position Control) and Resolution 6413 to reflect this particular action. 3. Authorize the Finance Director to amend the Police Department's FY 03/04 budget to reflect the proposed salary increases for the above positions, along with the reductions of funds to the appropriate accounts. >=.Jl '~" ~ l4M~L4J.dJ-1/lA _J Signature Contact person: Linn Livingston Phone: 384-5161 Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: Source: (Acct No.) (Acct Description) Finance: Council Notes: Agenda Item NO.-U- 3/9/~3 Page I of4 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect: The Police Department is moving forward with implementing a budget reduction proposal to reorganize the Records Bureau. This item requests the City Council to authorize the addition of seven (7) Police Records Technician Trainees and two (2) Police Records Transcribers to the Police Department's table of organization. Backl!round: The Police Department has submitted a proposal to reorganize the Records Bureau as part of the City's budget reduction strategies for FY 03/04. Implementation of this budget reduction package will increase efficiency within the Records Bureau, improve the delivery of service to the public, and cause significant budget savings for FY 03/04 and the following two fiscal years. The major components ofthis proposal are as follows: . The termination of the current Services Agreement with the Wackenhut Corporation that provides employees to scan police reports into the FileNET document imaging system and staffing for the subpoena coordinator's position and permits clerk position. . The utilization of budget savings to add and fund the following additional full- time City positions: (7) Records Technician Trainee positions (existing classification) to perform the tasks presently performed by the Wackenhut Corporation employees. (2) Full-time Police Records Transcriber positions (new classification at Range 1321) to resolve an ongoing backlog of taped police reports awaiting transcription. For the FY 03/04 budget, the Police Department has requested $300,000 for outsourcing through the Wackenhut Corporation several jobs within the Records Bureau. At the current billing rates, there is sufficient funding to staff the permits desk, subpoena coordinator's desk, and 16,685 hours (the equivalent of8 full-time employees) for scanning police documents into the FileNET document imaging system. Elimination of this services agreement allows the funding to be redirected to increase the efficiency of the Records Bureau, improve service to the public, and generate budget savings. The Records Bureau is the central depository of all official police reports, including crime reports, traffic collisions reports, arrest reports, traffic citations, field interview cards, and related documents. Employees scan, index, and perform quality control on an estimated 850,000 separate pages of police documents annually. Staffing fluctuates, but currently there are six (6) contract employees assigned as scanners. A major portion of the redirected funding would be utilized to hire five (5) Police Records Technician Trainees to perform the scanning function. Redirected funding would also be utilized to fund two (2) Police Records Technician Trainee positions to replace the contract subpoena coordinator and permits clerk provided by Wackenhut Corporation. Wackenhut has not been able to fill the permits clerk position, which has required the Police Department to temporarily backfill this position with a Police Records Technician, pulling this person away from his other assigned duties. The permits clerk fingerprints and completes the necessary documentation on all City employee applicants and persons convicted of felony crimes who are required to register annually with their local police department. The subpoena coordinator receives, processes, distributes, and tracks all criminal subpoenas for police personnel, and coordinates court appearances through ongoing communication with the District Attorney's Office, Public Defender's Office, and other entities that have subpoena powers. Additionally, Police Records Technician Trainees will form a ready pool of applicants to fill Police Records Technician positions that become vacant. A portion of the redirected funding would be used to hire two (2) full-time Police Records Transcribers. We presently carry a transcription staff of 13 part-time employees. They are recruited from the ranks of the Riverside School of Court Reporting and have work schedules that accommodate their school schedules. Part-time transcribers can work an average of 19-1/2 hours per week and 1,000 hours per year. There is a frequent turnover of transcribers as they pass the state qualification exam and are employed as court reporters. The addition of two (2) full-time transcribers would give us 24/7 coverage, providing needed flexibility to meet demand for these services. There have been occasions where the use of a transcriber would have resulted in a "real time" transcription of witness and victim statements, thus saving time in preparing cases for prosecution. This has not been possible due to scheduling limitations and working hour restrictions. Hiring two (2) full-time transcribers will also reduce the frequency and funding requirements for Steno Solutions, a transcription outsourcing service that we will utilize during peak workloads or to address large backlogs of tapes awaiting transcription. The addition of two (2) full-time transcribers will allow the Police Department to additional reductions in several line item accounts for FY 03/04. The budget request for outsourcing transcription with Steno Solutions can be reduced by $25,000. Additionally, the budget request for part-time transcriber salaries can be reduced by $30,000. Financial Impact: The financial impact for this reorganization is listed below: . A reduction of $30,000 annually for part-time Police Records Transcriber salaries. . A reduction of $25,000 for outsourcing tapes for transcription to Steno Solutions. . That the timing of filling the new City positions coincide with the termination of the Service Agreement with Wackenhut to avoid unnecessary gaps in staffing coverage. . The net savings associated with this proposal is approximately $109,531.62 for FY 03/04. Categorv Account No. Addition/(Reduction) Full-time sa1ary/benefits Part-time Salaries Wackenhut PO Steno Solutions Net Reduction (savings) 001-222-50xx 001-222-5014 001-222-5505 001-222-5505 $215,468.38 (30,000.00) (270,000.00) (25,000.00) ($109,531.62) Recommendation: Approve the Records reorganization proposal and the following motions. 1. Establish full-time position of Police Transcriber, Range 1321, $2,201-$2,675/month. 2. Direct the Human Resources Department to update Resolution 97-244 (Position Control) and Resolution 6413 to reflect this particular action. 3. Authorize the Finance Director to amend the Police Department's FY 03/04 budget to reflect the proposed salary increases for the above positions, along with the reductions of funds to the appropriate accounts. HR/SR.Records.Reorg.FY03-04 .2' -, LU ~ 2 W (eJ <C- Z' <( :i ~o( (f) ,~ :":A .::) r;:.:";.'-:.') ,Cle_ .... C III ~ 15 Q.~ O.~ ~ c ~~ '"-.) ~... .5 0 'E III ta1 E.... 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