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CIT~ OF SAN BERNARDI~O - REQUE~T FOR COUNCIL ACfTION
From:
PHIL ARVIZO Subject: Fingerprinting New Hires
Executive Assistant to Council
Dept:
D~e: January 9, 1987
Synopsis of Previous Council action:
November 3, 1986 - Fingerprinting resolution was referred to Legislative
Review Committee.
Recommended motion:
Adopt resolution.
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Signatu e
Contact person: Ray Schweitzer
Phone: 5122
Supporting data attached: yes
Ward:
FUNDING REQUIREMENTS:
Amount: $6,000 (4 mos.) Source:Salary Savings of RpCJllp!';t-ing
Department.
Finance:
Council Not"'s:
75.0262
An.on""'!:to 1+.0""' 1\1_
J
II.
CITY OF SAN BERNARDINO - REQUE:iT FOR COUNCIL ACt-ION
STAFF REPORT
The fingerprinting resolution was reviewed and recommended for
approval by the Legislative Review Committee at their meeting of
January 8, 1987.
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C I T Y
o F SAN B ERN A R DIN 0
INTEROFFICE MEMORANDUM
8612-701
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\~-TO:
Raymond D. Schweitzer, Acting City Administrator
FROM: Susan Chow, Assistant to the City Administrator
SUBJECT: Fingerprinting New Hires
DATE:
December 3, 1986
(6912)
COPIES:
-------------------------------------------------------------
Recommendation:
Fingerprint all employees including full-time, part-time,
permanent or temporary. Recruitment for part-time employees
such as those in Recreation and Public Services should start
earlier in order to fingerprint the employees at least 30
days prior to the actual start date. An evaluation will be
done after twelve months to assess program effectiveness.
The two departments primarily responsible
Fingerprinting Program are Police and Personnel.
for
the
Findinqs
Ten Southern California cities were surveyed over the tele-
phone on their policy to fingerprint new hires. They include
Anaheim, Carlsbad, Garden Grove, Long Beach, Ontario, Pasa-
dena, Pomona, Riverside, Santa Ana and Torrance.
All the cities except one require fingerprinting of all full-
time, permanent employees. City of Riverside fingerprints
certain classifications. (Exhibit 1 - List of Classif-
ications). All the cities except two forward the
fingerprinting cards to the California Department of Justice
for processing. The City of Anaheim fingerprints all gen-
eral, fire and part-time police employees. However, the
cards are simply filed in the Police Department and only
local record checks made on these employees. Police
personnel fingerprints are processed. The City of Garden
Grove also has a similar policy for general employees, except
they do process both the Police and Fire personnel
fingerprints.
Fingerprinting part-time personnel varies from police person-
nel only to all personnel. The majority of the cities do
fingerprint part-timers and process them through the Depart-
ment of Justice. Exhibit 2 lists the detailed responses from
the surveyed cities.
INTEROFFICE MEMORANDUM: 8612-701
Fingerprinting New Hires
December 3, 1986
Page 2
Most of the cities cited the potential liability exposure as
the main reason for fingerprinting all employees because most
public employees (full-time and part-time) have regular
contact with the public, children, money and/or other secur-
ity information. It would be an administrative nightmare to
sort out those employees who don't deal with one or all of
the above. The information that can be gotten from a finger-
print record far outweighs the administrative costs of
handing and processing. Al of the cities surveyed pay for
the processing charges. The only complaint is that it takes
too long to get the rap sheets back before hiring. It takes
about 6 to 8 weeks to obtain a response from the Department
of Justice and a minimum of three months for a response from
the Federal Bureau of Investigation that does the more
detailed background checks including all arrests. But
generally, they do come back within the probationary period,
and dismissal of an employee can be done without cause.
The Personnel Department in all of the cities surveyed is
designated as the lead agency to review the rap sheets.
Generally, an initial assessment is done whether the convic-
tion(s) is job related and could impact the individual's job
performance. Then a recommendation is made to the operating
department for their final determination.
Analysis of the City's Current Fingerprintinq Practice
Gail Lindsay, Records Manager of the Police Department, is
responsible for the fingerprinting program. Currently, only
Police and Fire employees are fingerprinted. The custodians
who work in the Police Department under contract are also
being fingerprinted. When a Police employee's fingerprint
comes back from the Department of Justice, a copy is
forwarded to the Personnel and Training Office for filing as
required by P.O.S.T. Sergeant Wood, in charge of this
office, reviews the rap sheet and notifies the Captain in
charge. Police Records file all the original records
including the Fire employees. If a Fire records returns with
a rap sheet, Mrs. Lindsay notifies the Fire Chief of any
conviction information.
As you can see, the current Fingerprint Program is limited in
scope. The Recreation Division hires an estimate of 150
part-timers (including turnovers) annually to work with
children at the playgrounds, or as lifeguards at the pools
but they are not fingerprinted. Also, due to the large
number of applicants, the application is the only source of
information about the person and reference checks are seldom
made. The other department that hires a large number of
~art-timers on a year round basis, Public Services, hires
about 100 persons (including turnovers). Those who are in
the weed abatement and graffiti program work on private
INTEROFFICE MEMORANDUM: 8612-701
Fingerprinting New Hires
December 3, 1986
Page 3
properties and those who are assigned to streets and refuse
have regular contact with the public and are probably the
most visible City employees. Although a DMV check is made on
each person, they are also not fingerprinted. Compared to
the cities surveyed, our method of screening employees is lax
and we are exposed on a daily basis to inviting undesirable
employees. A few problems caused by part-time employees have
already surfaced.
Procedures to Implement the Finqerprint Program
Typically, a person is first offered a position with a
department in the City. As a part of the orientation process
he/she will be sent over to the Police Department for
fingerprinting as part of their appointment checklist. Part-
time employees hired on a limited term should get fingerprin-
ted at least 30 days prior to the actual start date, since 6-
8 weeks are needed to receive the information back from the
Department of Justice. This will minimize the City's expos-
ure to potential liability. In order to effect this action,
the recruitment of part-time has to be scheduled ahead.
~nen the Police Department receives the information from the
Department of Justice, it will file fingerprints with a red
"no record" stamp. If a record has convictions, the finger-
prints will come back with a rap sheet attached stating date
of the arrest, when it was booked, type of charges and
disposition information. These rap sheets should immediately
be forwarded to the Personnel Department for the initial
assessment based on job descriptions and general understand-
ing of work requirements to determine if the violation is job
related and if it could impact the person's ability to
perform effectively. The City Attorney's Office will assist
in interpreting the charges based on the Penal Codes written
on the rap sheets, and provide any legal counsel to the
Personnel Department as necessary. A recommendation is then
made to the hiring department for their final determination.
The Personnel Department should keep a log of the action
taken and inform the City Administrator as necessary.
The Police and Fire Departments will continue the current
practice of reviewing their own employees' fingerprint
records, and making the final determination. All records
should be filed with the Police Department.
Program effectiveness will be evaluated after twelve months.
During this 12 month period, the Police Department will
document on a monthly basis the number of persons fingerprin-
ted by classification and employment status (full-time or
part-time) and categorize rap sheet received by major convic-
tion types. This report will be supplemented by the log
Personnel keeps to record each action taken by the hiring
INTEROFFICE MEMORANDUM: 8612-701
Fingerprinting New Hires
December 3, 1986
Page 4
departments.
I would recommend that a line item be placed in the Police
Budget to pay for all fingerprinting. According to M. J.
perlick, $1,500 would be the approximate maximum monthly cost
($18,000 annually). This will be based on an anticipated
fingerprinting between 60 and 90 employees per month (full
and part-time included, new and turnovers). I further
recommend that the City pay for all fingerprinting. Current-
ly, Police employees pay $17.50 for the processing charges
and are not reimbursed by the Department. However, the Fire
Department does reimburse the Fire employees. This creates
an inequity. Every city surveyed pays for the fingerprinting
charges. The City is, in fact, the beneficiary of the
information because knowledge of an employee's criminal
history will minimize the City's liability and give more
confidence to the citizens we serve.
Deputy City Attorney John Wilson made a determination
fingerprinting of new hires is not a meet and confer
~ith the Unions.
that
item
Furthermore, the City should be in support of any future
legislation that authorizes local agencies who have the
resources to process fingerprint records. This will shorten
the current turnaround time of 6-8 weeks by the California
Department of Justice which greatly hampers local agencies'
ability to take ~ick action on a new employee.
-~.j;;{.,~
'SUSAN CHOW
Assistant to the City Administrator
SLC/md
Attachments
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] RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING CITY
PERSONNEL ACCESS TO CRIMINAL INFORMATION HISTORY NEEDED TO
3 EVALUATE PROSPECTIVE EMPLOYEES' ELIGIBILITY FOR EMPLOYMENT.
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
5
6
SECTION 1. Recitals.
7
A. Penal Code Sections 11105 (b) (10) and 13300 (b) (10)
8 authorize cities, counties, and districts to access state and
9 local summary criminal history information for employment,
10 licensing, or certification purposes.
11
B. Penal Code Sections 11105(b) (10) and 13300(b) (10)
12 require that there be a requirement or exclusion from employment,
13 licensing, or certification based on specific criminal conduct on
14 the part of the subject of record.
15
C. Penal Code Sections 11105(b) (10) and 13300(b) (10)
16 require the city council to specifically authorize access to
17 summary criminal history information for employment, licensing,
18 or certification purposes.
19
SECTION 2. Restrictions.
20 A. The City shall not consider a person who has been
21 convicted of a felony or a misdemeanor involving moral turpitude
22 eligible for employment or licensing, except that such conviction
23 may be disregarded if it is determined that mitigating
24 circumstances exist, or that the conviction is not related to the
25 employment or license in question.
26
B. A prospective employee of the" City shall, b~el. ,/, ~A"f1'h
p. \) i,-,l-~ ~.
27 fingerprinted by the Police Department if requested y the City
28 official responsible for filling employment vacancies.
1/9/87
1
1 C. City officials responsible for filling employment,
2 certification or licensing duties are hereby authorized to access
3 summary criminal conviction history information for employment,
4 licensing or certification purposes.
5 I HEREBY CERTIFY that the foregoing resolution was duly
6 adopted by the Mayor and Common Council of the City of San
7 Bernardino at a meeting thereof, held on
8 the day of , 1987, by the
9 following vote, to wit:
10 AYES:
11
12
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18 of
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NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this
, 1987.
day
Mayor of the City of San Bernardino
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22 Approved as to form:
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24 City Attorney
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1/9/87
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