HomeMy WebLinkAbout17- Personnel CITY OF SAN BERR .RDINO - REQUEST l iR COUNCIL ACTION
BARBARA DILLON POLICE RECORDS
From: Subject: TRANSCRIPTION UNIT
Dept: PERSONNEL REORGANIZATION
Date: OCTOBER 26, 1995
Synopsis of Previous Council action:
I
On May 22, 1995, the Mayor and Common Council directed the City Administrator and the
Acting Chief of Police to oversee the implementation of the Police Management Audit
' recommendations.
On August 7, 1995, 'the Mayor and Common Council approved the fin,' budget for FY 1995-96.
10/30/95 -- Recommended for approval by Council Personnel Committee
with direction that staff bring back a status report
to Committee in six months.
Recommended motion:
1. Establish the part-time position of Police Transcriber, at $10.00/hour.
2. Establish one (1) position of Administrative Analyst, Range 4380, $2,954 - $3,591/month.
3. Delete one (1) vacant Police Records Clerk 11 position, Range 1287, $1,858 - $2,258/month.
4. Delete one (1) vacant Police Records Clerk I position, Range 1267, $1,681 - $2,044/month.
5. Upgrade one(1) Account Clerk II position, Range 1267, $1,681 - $2,044/month to an Account Clerk III
position, Range 1296, $1,943 - $2,362/month.
6. Direct the Personnel Department to update Resolution 6413,Section Thirteen, to reflect this particular
action.
Signature
:ontact person: Barbara Dillon Phone: 384-5161
supporting data attached: Yes Ward:
=UNDING REQUIREMENTS: Amount: Net Savings of$11,457 Fiscal Year 1995-96.
Source: (Acct. No.)
(Acct. Description) Salaries - Permanent/Full-Time
Finance:
ouncil Notes:
CITY OF SAN BERK RDINO - REQUEST l JR COUNCIL ACTION
STAFF REPORT
POLICE RECORDS
TRANSCRIPTION UNIT REORGANIZATION
I. BACKGROUND
Wayne Harp, Acting Chief of Police, recommends reorganizing the Records Section of
the Police Department, Services Division. A study was completed by Police Records
Manager, Anita Perry, as authorized by Police Captain Robert Curtis. Study
recommendations include:
• Establish the part-time position of Police Transcriber, at $10.00/hour.
• Establish one (1) position of Administrative Analyst, Range 4380, $2,954 -
$3,591/month.
• Delete one (1) vacant Police Records Clerk H position, Range 1287, $1,858 -
$2,258/month.
• Delete one (1) vacant Police Records Clerk I position, Range 1267, $1,681 -
$2,044/month.
• Upgrade one (1) Account Clerk H position, Range 1267, $1,681 - $2,044/month
to an Account Clerk III position, Range 1296, $1,943 - $2,362/month.
Other changes include transferring four (4)Police Records Clerk I positions to the Police
Records Unit and one (1) full-time Stenographer position to the Vice/Narcotics Unit.
One (1)position of Police Records Clerk I in the Vice/Narcotics Unit will be transferred
to Police Records. One (1) position of Senior Secretary will be transferred to the
Support Services Unit.
These recommendations are being made to fill staffing needs in the Police Department.
The Police Management Audit, which was performed recently by Ralph Andersen and
Associates, supports these changes to create increased efficiency and budgetary savings.
Exhibit B explains, in detail, the various changes necessary to accomplish this
reorganization.
II. STA FFIN�
Reco Bureau
g The Transcription Unit of the Records Bureau currently includes the following positions:
• One (1) Senior Secretary position
• Four (4) Police Records Clerk I positions
• One (1) Stenographer position
I
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75-0264
The proposed staffing would be as follows:
• Five (5) part-time Police Transcribers (existing positions transferred to
Records Bureau, Vice/Narcotics, and Services Division Commander)
Survey of Other Agencies
Police and Personnel staff contacted several agencies who are using part-time employees
who possess stenotype certificates to perform transcription duties. One agency, the City
of Buena Park, has a position of Police Transcriptionist. Other agencies use the services
of a company called Rapidtext. Minimum qualifications include a stenotype speed of
180-200 wpm, a steno dictionary of at least 20,000 entries and WordPerfect knowledge
and use.
Exhibits C1 and C2 show the current and proposed organization charts.
Research and Development
The Police Management Audit also recommended the establishment of one Administrative
Analyst position to perform research and development projects. Duties of the new
position include:
• Conducting management level research projects, such as costing out
contract police operations for neighboring communities and developing a
plan to market the City Jail to neighboring police agencies.
• Conducting internal audits and inspections to ensure compliance with
federal, state and municipal statutes and regulations.
• Forecasting future sworn and non-sworn staffing needs, based on calls for
service and community service requests, in order to more effectively
combat crime.
Exhibit Dl shows the current organization of the Administration Division; and, Exhibit
D2 shows where the proposed new position fits into the departmental structure.
III. COSTING
Based on the study performed by the Police Records Manager, the following is
recommended:
Additions:
• Establish five (5) part-time positions of Police Transcriber, at
$10.00/hour.
• Establish one (1) Administrative Analyst position.
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• Eliminate one (1) Police Records Clerk II position
• Eliminate one (1) Police Records Clerk I Position
• Eliminate temporary help and overtime hours.
Exhibit Al shows the costing for six (6) months of the remainder of fiscal year 1995-96,
(beginning January 1, 1996). Exhibit A2 shows the costing for one year, (beginning July
1, 1996):
• Net savings (6 mos. beginning 1/1/96) _ $11,457
• Net savings (1 yr. beginning 7/1/96) _ $61,817
IV. RECOMMENDATIONS
• Implement the proposed reorganization of the Transcription Unit and Record
Bureau of the Police Services Division.
• Establish the part-time position of Police Transcriber and one full-time position
of Administrative Analyst.
• Delete one vacant Police Records Clerk I position and one vacant Police Records
Clerk II position.
• Upgrade the position of Account Clerk II to Account Clerk III in the budget
office of the Services Division.
• Submit the proposed job description for Police Transcriber to the Civil Service
Board.
• Direct the Personnel Department to update Resolution No. 6413, Section
Thirteen, to reflect this particular action.
Exhibits:
Al & A2: Costing for Proposed Police Transcription Unit
B: Staff Study - Rapidtext Transcription System
C1 & C2: Current and Proposed Organization Charts, Services Division -
Transcription & Records
D1 & D2: Current and Proposed Organization Charts, Administration Division
El & E2: Current and Proposed Organization Charts, Vice/Narcotics Division
F: Draft Job Description - Police Transcriber
DOCUMENT.•P01J( MNS.PROPOSAL dm 101261YS
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EXHIBIT Al
COSTING FOR
PROPOSED
POLICE TRANSCRIPTION UNIT
REORGANIZATION
COSTING - REMAINDER OF FISCAL YEAR 1995-96 (6 MOS. BEGINNING 1/1/96)
Acct Clk II„ Range 1267, $1,551
$1,681 - $2 044/mo. (Step 5) to
Acct. Clerk III, Range 1296,
$1,943 - $2,362/mo. (Step 4) for 6 mos.
Rapidtext Clk. Salaries $26,000
5 Q $10,400/yr.
Admin. Am lyst, Range 4380, $23,910
$2,954 - $3,591/mo. Step 1 (6 mos.)
TOTAL SALARY INCREASES: $51,461
SALARY SAVINGS:
Temporary :Help Savings: $12,000
Overtime Savings: $35,846
75% of$47,795 (6 months)
1 PRC H position, Range 1287, $1,858 - $2,258/mo. $17,409
i Step 5 (6 mos.) UNFILLED
i 1 PRC I position, Range 1267, $1,681 - $2,044/mo. $15,759
Step 5 (6 mos.) UNFILLED
TOTAL SALARY SAVINGS: $81,014
Equipment Needs (one-time expenditure): $18,096
NET SAVINGS: $11,457
DOCUMENT-POL MNS.COSHAIG.6.Mos
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EXHIBIT A2
COSTING FOR
PROPOSED
POLICE TRANSCRIPTION UNIT
REORGANIZATION
COSTING - ONE YEAR BEGINNING 7/1/96
Acct. Clk 11, Range 1267, $3,102
$1,681 - $2,044/mo.
(Step 5), to Acct. Clk III, Range 1296,
$1,943 - $2,362/mo. (Step 4)
Rapidtext Clerk Salaries $52,000
5 Q $10,400/yr.
Admin. Analyst, Range 4380, $50,215
$2,954 - $3,591/mo.
One year - Step 2
TOTAL SALARY INCREASES: $105,317
SALARY SAVINGS:
Temporary lielp Savings: $20,000
Overtime Savings
75% of$95,560 (12 months) $71,692
1 PRC H position, Range 1287,
$1,858 - $2,258/mo„ Step 5 UNFILLED $34,818
I PRCI position, Range 1267
$1,681 - $2,044/mo., Step 5 UNFILLED $31,518
1 Sr. Secretary (anticipated retirement $9,106
by 7/l/96)
TOTAL SALARY SAVINGS: $167,134
NET SAVINGS: $61,817
DOCUMEN-POUCE.7RANS.COS77NG.10.23-9S
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EXHIBIT B
City of San Bernardino
Interoffice Memorandum
To: Captain Robert W. Curtis
From: Anita Perry, Records Manager
Subject: Staff Study - Rapidtext Transcription System
Date: October 24, 1995
Copies:
PROBLEM
The following areas of the Department have identified staffing needs:
1. Services Division/Transcription - This subunit of Records is staffed at the authorized
level of 6 with 4 full-time PRCI's, 1 stenographer, and 1 senior secretary functioning as
supervisor. Its sole task is to transcribe/wordprocess Patrol and Detective tapes via
dictaphone into the City-networked Office Automation terminals.
Frequent overtime and regular-time assistance is needed from other clerical staff within
the Department and COPs to avoid the 60-tape backlog which would prompt mandatory
overtime. Even so, a high number of tapes without current investigative leads are
routinely transferred to a "tape bank" without being transcribed.
2. Services Division/Records - 1 PRCII and 4 PRCI positions have been cut since 1992,
resulting in consistent backlogs and operational problems in spite of massive overtime
use. Another PRCII position has been unfilled since late 1994 due to elimination of the
Records Graveyard Shift.
3. Services Division/Captain's Office - Three secretaries perform administrative and
secretarial work for the five command staff members of the Department: a Senior
Secretary is assigned to the Chief and Assistant Chief; a Secretary covers the Patrol
Captain and administers employee injuries; and a second Secretary covers both the
Services and Investigations Captains in addition to transcribing tapes of internal
investigations for the Internal Affairs Unit. Absences due to illness and vacation must
be covered by pulling employees from other assignments and paying them to work in the
higher classification.
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4. Services Division/Budget & Purchasing - One Account Clerk II oversees the
responsibilities of the budget as well as all purchasing functions for the Department. The
position assumed most of the duties and responsibilities of a Lieutenant previously
assigned to the Division and has now become the Department's authority on all budget
matters, far exceeding the scope of an Account Clerk II's job description.
5. Research and Development Section - The recent Management Audit recommends
establishment of this Section reporting directly to the Chief of Police and with staffing
from existing personnel in Internal Affairs and Personnel and Training. Police Command
` Staff completed an evaluation of this recommendation and concluded that it was not
feasible without permanently adding personnel to the table of organization. All assigned
personnel would be required to retain their existing duties in addition to completing
research and inspection duties.
The Department is now proposing to create a Research and Development Section under
Administration (Account#211), staffed by an additional Administrative Analyst position
permanently added to the table of organization and reporting directly to the Assistant
Chief of Police. The Administrative Analyst would be responsible to conduct
management level research projects, internal audits and inspections, and forecast future
department personnel and equipment needs. The purpose of these types of projects are
improving Department operations, efficiency and effectiveness, and minimizing police
liability.
Examples of research projects would include costin g out contract police operations for
neighboring communities and developing a plan to market the City Jail to neighboring
police agencies. Audits and inspections would include compliance with federal and state
statutes, city DDL and Department policies related to asset forfeiture seizures, retention
and disposal of evidence and property, and utilization and payment of informants.
Forecasting sworn and non-sworn staffing needs based on calls for service and
community service requests, developing a technology master plan for the effective
integration of new technologies into police operations with an aim of providing personnel
with additional tools to combat the criminal element.
RECOMMENDATIONS
1. Hire 5 half-time police transcribers using stenowriter equipment to transcribe tapes from
dictaphones into PC's by means of Rapidtext and WordPerfect software. The minimum
transcribing speed of the proposed staff is three times higher than that of an accomplished
regular typist.
2. Transfer the Transcription Unit's 6 full-time employees as follows:
A. Four (4) PRCI's from Transcription (Account #222) to Records (Account #222).
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B. One (1) Stenographer from Transcription (Account #222) to Vice/Narcotics
(Account #215). The Narcotics stenographer position is currently underfilled by
a PRCI. This PRCI would be transferred to Records (Account #222).
C. One (1) Senior Secretary from Transcription (Account #222) to Support Services
(Account #220). This change will be effective 10-12-95. Maintain the position
at Salary Range 1303 until the retirement of the incumbent.
With the transfer of the 5 PRCIs to Records, 1992 staffing levels will be regained.
i
3. Cover the initial hardware and software investment and the annual salaries of 5 half-time
transcribers through the reduction of overtime in Records and Transcription (Account
#222), due to speedier transcribing method and reassignment of personnel.
4. Upgrade the Account Clerk II position assigned to the Budget Unit (Account #220) from
Salary Range 1263, to Account Clerk III, Salary Range 1292.
5. Eliminate one currently unfilled PRCII position, Salary Range 1283, assigned to Records
(Account #222).
6. Eliminate one currently vacant PRCI position in Records, Salary Range 1263 (Account
#222).
7. Eliminate annual Temporary Help budget for one clerk, $20,000.
8. Add an Administrative Analyst position in the proposed Research and Development
Section under Account #211. The job description already exists within the City, salary
range 4380.
FINDINGS
In FY 1994/95, the Transcription Unit transcribed 9,158 tapes. This was handled by 6 full-time
staff(one of whom performs supervisory tasks 50% of her time), supplemented by a total of 574
hours in overtime by Transcription and other clerical staff, as well as considerable assistance
during regular work hours from Records and other areas of the Department.
In addition to the transcribed tapes, approximately 900 tapes were stored in a "tape bank"
without being transcribed, to be retrieved on demand at a later time.
An analysis of the current and proposed operation of the Transcription Unit shows the following:
By dissolving the present 250+ hours-per-week operation, staffed by 6 full-time
transcribers typing at a maximum of 60 wpm, and replacing it with a 100-hour-per-week
5-person half-time staff typing at a minimum 180 wpm:
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-- Annual overtime costs of $14,028 in Transcription will be reduced by at least 75%.
-- The cost per transcribed tape will drop from $23.11 per tape to $6.06 per tape (see
attached cost analysis).
-- Elimination of the "tape bank," along with its administrative tasks (logging in,
numerical interfiling, logging out, purging) will provide additional time-saving
benefits.
Supervision of the half-time transcribers would be handled by the available Records shift
supervisor at no additional cost.
By transferring the Transcription Unit's 4 PRCI's to Records and the Stenographer to
Vice/Narcotics, thereby freeing a 5th PRCI for transfer to Records:
-- Annual Records overtime of $81,562 is estimated to be reduced by at least 75%.
-- Annual Temporary Help cost of $20,000 for routine clerical help can be eliminated.
-- The unfilled PRCII position in Records at $34,818 can be eliminated.
-- The currently vacant PRCI position in Records at $31,518 can be eliminated.
• The annual $52,000 Rapidtext transcriber salaries and the first-year equipment
expenditure of $18,096 will be covered by these savings, leaving substantial first-year
and subsequent-year savings (see attached cost analysis), even after covering the
following:
-- Creation of an Administrative Analyst position at an annual salary of$50,215.
-- Upgrade of Account Clerk II to Account Clerk III, at an annual additional cost of
$3,102.
The reassignment of the Senior Secretary position in Transcription to the Captain of
Services Division will:
-- Eliminate frequent staff shortages and higher-acting pay assignments from other areas
of the Department.
-- After downgrading of that position from Senior Secretary to Secretary upon retirement
of the incumbent, annual savings of $9,106 will be generated.
A proposed job description for the new transcriber position is included in this package.
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i
COST-PER-TAPE ANALYSIS
CURRENT TRANSCRIPTION METHOD VS RAPIDTE%T
Current Transcription Personnel Costs $211, 697
Current # of Tapes Transcribed Annually 9, 158
Current Clerical Cost per Tape Transcribed $23. 11
Proposed Rapidtext Personnel Costs $ 55, 507
Current # of Tapes Transcribed Annually 9, 158
Anticipated Clerical Cost per Tape Transcribed $ 6.06
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EXHIBIT C1
RECORDS TRANSCRIPTION
ORGANIZATION CHART
CURRENT
SERVICES DIVISION
AUTHORIZED
CAPTAIN I
RECORD TRANSCRIPTION PERSONNEL.
BUREAU UNTT & TRAINING
AUTHORIZED AUTHORIZED AUTHORIZED
RCD MGR 1 SR SEC 1 LT 1
PRC'11 5 PRC I 4 CSR III 1
PRC 1 22 STENO I CSR Il 3
TEL OPER 1 CLK III 2
RGE MST I
7
COMMUNITY
PROGRAM
AUTHORIZED
P-2 1
P-1 3
CSR III I
CSR H 3
CLK U I
DOCUMENT.•ORG.REC.TRANS.SVC.CURRENT 10125195 dm
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EXHIBIT C2
RECORDS TRANSCRIPTION
ORGANIZATION CHART
PROPOSED
SERVICES DIVISION
AUTHORIZED AUTHORIZED
CAPTAIN 1 SR SECRETARY I
LA D TRANSCRIPTION PERSONNEL
U UNIT & TRAINING
ORIZED AUTHORIZED AUTHORIZED
RCD 1 POLICE Z5 : LT i
PRC 4 TRANSCRIBER CSR III PRC 26 (5 H"--?7ME) CSR 1I TEL 1 CLK III 2
_.
RGE MST i
COMMUNITY
PROGRAM
AUTHORIZED
P-2 1
P-1 3
CSR III 1
CSR H 3
CLK H 1
DOCUMENT.•ORG.REC.TRANS.SVC.PROPOSED 10125195 dm
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EXHIBIT D1
POLICE ADMINISTRATION
ORGANIZATION CHART
CURRENT
ADMINISTRATION
AUTHORIZED
CHIEF OF POLICE 1
`7
AUTHORIZED
ASSISTANT CHIEF 1
CSR II I
AUTHORIZED
SENIOR SECRETARY I
I
INTERNAL AFFAIRS
AUTHORIZED
SERGEANT 1
DOCUMENT.-ORG.POIJCE.ADMIN.CURRENT 10125195 dm
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EXHIBIT D2
POLICE ADMINISTRATION
ORGANIZATION CHART
PROPOSID
ADMINISTRATION
AUTHORIZED
CHIEF OF POLICE 1
AUTHORIZED
ASSISTANT CHIEF 1
CSR II 1
AUTHORIZED
SENIOR SECRETARY I
INTERNALAFFAIRS RESEARCH
DEVFI,OPMENP
IZED AUTHO R SERGEANT I
ADMIN ANALYST 1
DOCUMENT.•ORG.POLCE.ADMIN.PROPOSED 10125 95 dm
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EXHIBIT E1
CURRENT
VICE/NARCOTICS
ORGANZIATIONAL CHART
INVESTIGATIVE DIVISION
AUTHORIZED
CAPTAIN 1
7
VICEINARCOTICS
AUTHORIZED
LIEUTENANT 1
VICE NARCOTICS
AUTHORIZED AUTHORIZED
SGT 1 SGT 3
P-2 2 P-2 4
PRC I 1 PRC I 12
CSR II 1 CSR II 2
STENO 1
DOCUMEN:•NARC077CS.ORG.CHART.CURRENT dm 10125195
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EXHIBIT E2
PROPOSID
VICE/NARCOTICS
ORGANZIATIONAL CHART
INVESTIGATIVE DIVISION
AUTHORIZED
CAPTAIN 1
VICEINARCOTICS
AUTHORIZED
LIEUTENANT 1
VICE NARCOTICS
AUTHORIZED AUTHORIZED
SGT 1 SGT 3
P-2 2 -'P-2 4
STENO 1 PRC I 12
CSR`H 1 CSR II 2
STENO 1
DOCUMENT.-NARC077CS.ORG.CHART.PROPOSED dm 10125 193
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EXHIBIT F
POLICE TRANSCRIBER
JOB DESCRIPTION
Under general supervision, transcribes and types a variety of
police records and reports by means of stenowriter equipment and
associated software; and performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staff. Works from audio tapes to
transcribe a variety of police reports such as crime reports,
incidents, traffic accidents, internal affairs investigations, and
verbatim interviews.
Works from videotaped crime scene reenactments and videotaped
interviews to transcribe verbatim conversations. Takes minutes at
meetings as necessary. Proofreads own work to ensure proper
English grammar, spelling, diction, punctuation, and sentence
structure.
Maintains activity logs and work records. Routinely adheres to and
maintains a positive attitude toward City and Department goals; and
performs related work as required.
MINIMUM QUALIFICATIONS
Graduation from high school or G.E.D. Passcard from accredited
court reporting school verifying minimum speed of 180 words per
minute and minimum dictionary size of 22, 000 words.
Possession of a valid Class "C" California Driver's License is
required.
GENERAL QUALIFICATIONS
Knowledge of:
Transcription methods and procedures associated with Rapidtext
or equivalent stenographic software programs to limit
training time to less than 20 hours;
WordPerfect 5. 0 for Windows or higher revisions of WordPerfect
wordprocessing software;
Correct English grammar, spelling, punctuation, sentence
structure, pronunciation and diction;
Basic mathematics;
General office methods and procedures.
Ability to:
Listen to information on tape recordings and in meetings and
record on stenographic equipment at a minimum net rate of
180 words per minute;
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Operate a computer terminal in a PC based system;
Work rapidly under stressful situations;
Remain sedentary for long periods of time;
See in the normal visual range with or without correction;
Distinguish colors correctly;
Hear in the normal audio range, without correction;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those
contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
The class of Police Transcriber is a working-level transcribing
class in the clerical series. Supervision is received from a
supervisory staff member or a Police Records Clerk II.
APPROVED: DATE:
C.S.B. APPROVED DATE:
JD:POLICE TRANSCRIBER 10/9/95 ds
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