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HomeMy WebLinkAbout02-03-14 Packet AGENDA CITY OF MAPLEWOOD POLICE CIVIL SERVICE COMMISSION Monday, February 3, 2014 5:00 p.m. Council Chambers—Maplewood City Hall 1830 County Road B East A. Call to Order B. Roll Call C. Approval of Agenda D. Rotation of Chair and Secretary E. Approval of Minutes: 1. December 5, 2013 F. New Business 1. Administrative Reorganization of Police Department a. Review and Approve Proposed Reorganization b. Review and Approve Job Description and Posting for Commander c. Approve Reclassification of Deputy Chief G. Unfinished Business H. Visitor Presentations I. Commission Presentations J. Staff Presentations K. Adjourn 1 E1 MINUTES CITY OF MAPLEWOOD POLICE CIVIL SERVICE COMMISSION Thursday, December 5, 2013 5:00 p.m. Council Chambers—Maplewood City Hall 1830 County Road B East 1. Call to Order 2. Roll Call Commissioners: Debra Birkholz, Chair, present Jim Meehan, Secretary, present Lisa Liddell, Commissioner, absent Others: Terrie Rameaux, Staff Liaison, present Alan Kantrud, City Attorney, present Paul Schnell, Police Chief, present Dave Kvam, Deputy Police Chief, present 3. Approval of Agenda Commissioner Meehan motioned to approve the agenda. Chair Birkholz seconded. Ayes: All The motion passed. 4. Approval of Minutes: a. November 18, 2013 Commissioner Meehan motioned to approve the Meeting Minutes for November 18, 2013. Chair Birkholz seconded. Ayes: All The motion passed. 5. New Business a. Amendment of Rules and Regulations Pursuant to Section 28 Regarding Maintenance of Eligibility List (Section 10—Creation and Maintenance of Eligibility List) City Attorney Kantrud and Chief Schnell addressed the commission and went over the report and answered questions. Commissioner Meehan motioned to amend Section 10 of the Rules & Regulations as recommended by staff. Chair Birkholz seconded. Ayes: All The motion passed. 2 b. Review and approve backgrounds for police officer candidates and certify names for vacancy Ms. Rameaux addressed the commission and went over the report and answered questions. The commission went over and discussed the backgrounds. Commissioner Meehan motioned to approve the background and certify the name of Candidate A. Chair Birkholz seconded. Ayes: All The motion passed. Chair Birkholz motioned to reject the background Candidate B. Commissioner Meehan seconded. Ayes: All The motion passed. Commissioner Meehan motioned to approve the background and certify the name of Candidate C. Chair Birkholz seconded. Ayes: All The motion passed. Chair Birkholz motioned to approve the background and certify the name of Candidate D. Commissioner Meehan seconded. Ayes: All The motion passed. Commissioner Meehan motioned to reject the background Candidate E. There was no second. The commission discussed the candidate background with staff. Commissioner Meehan motioned to approve the background and certify the name of Candidate E. Chair Birkholz seconded. Ayes: All The motion passed. Commissioner Meehan motioned to approve the background and certify the name of Candidate F. Chair Birkholz seconded. Ayes: All The motion passed. Chair Birkholz motioned to reject the background Candidate G. Commissioner Meehan seconded. Ayes: All The motion passed. Chair Birkholz motioned to approve the background and certify the name of Candidate H. Commissioner Meehan seconded. Ayes: All The motion passed. 3 Chair Birkholz motioned to approve the background and certify the name of Candidate I. Commissioner Meehan seconded. Ayes: All The motion passed. Chair Birkholz motioned to reject the background Candidate J. Commissioner Meehan seconded. Ayes: All The motion passed. 6. Unfinished Business 7. Visitor Presentations 8. Commission Presentations 9. Staff Presentations 10. Adjourn Chair Birkholz motioned to adjourn the meeting at 5:45pm. Commissioner Meehan seconded. Ayes: All Motion passed. D AGENDA REPORT TO: Police Civil Service Commission FROM: Terrie Rameaux, Human Resource Coordinator/Staff Liaison DATE: January 27, 2014 SUBJECT: Rotate Chair and Secretary Introduction / Background In accordance with MN State Statute 419, the Commission is to hold a mandatory meeting the first Monday in February. This is also the time when the Chair’s seat rotates to the Commission member who is currently in the last year of their term. Commission Member Jim Meehan is in the last year of his term which expires 12/31/14. This is also the meeting at which a new Secretary is elected. Past practice has been that the Commission member in the second year of their term serve as Secretary. Commissioner Lisa Liddell is in the second year of her term. Recommendation It is recommended that Commissioner Jim Meehan become the new Chair for 2014 and Commissioner Lisa Liddell become the new Secretary for 2014. F1 AGENDA REPORT TO: Police Civil Service Commission FROM: Terrie Rameaux, Human Resource Coordinator/Staff Liaison DATE: January 27, 2014 SUBJECT: Administrative Reorganization and Police Department Introduction / Background Police Chief Schnell is requesting that the Commission review, discuss and approve the administrative reorganization of the police department which is detailed in his attached memo and also outlined in the attached organizational structure charts. This transition will require a new job description for Police Commander. The current Deputy Chief’s job description is the basis for creating the new Police Commander job description. A relined version of the proposed Police Commander job description is attached for your review. Also attached is a draft posting for Police Commander which is based on the draft job description. The City Manager has approved and fully supports this reorganization and the necessary steps required to achieve Chief Schnell’s vision of the Police Department. Recommendation There are three items that require the Commission’s action: 1) approval of the new administrative reorganization of the Police Department; 2) approval of the job description and posting for Police Commander; and 3) approval of the reclassification of the Deputy Chief to Police Commander. Attachments— #1 – Chief Schnell’s Reorganization Memo #2 – PD Organization Structure Charts #3 – Proposed Police Commander Job Description #4 – Draft Police Commander Job Posting F1, Attachment #1     Date:  January 21, 2014    To:  Ms. Terrie Rameaux, HR Coordinator    Fr:  Paul Schnell, Police Chief    Through: Chuck Ahl, City Manager    Re:  Positional reorganization with Police Department  With the full support and approval of the Maplewood City Manager, I am proposing an  administrative reorganization of the Maplewood Police Department.  The plan essentially calls  for the realignment of the current Deputy Chief position to that of a Police Commander and the  promotion of a second Police Commander.    On first appearance this may seem like a substantial or remarkable shift in orientation, but  closer analysis reflects a flattened structure and more manageable span of control.  While the  movement away from the Deputy Chief function is notable, the realignment reflects the  creation of a two division model of command and oversight.  The two divisions are Patrol  Operations and Investigations & Support Services. With the current Deputy Chief assuming  command of one of the two divisions, a lieutenant will need to be promoted to the position of  Police Commander to oversee the other division.  The two remaining lieutenants will report to  the Patrol Operations Commander and split oversight of the patrol division. The Support  Services Commander will have as direct reports the Special Enforcement Unit sergeant, criminal  investigators, school resource officers, and the department’s property/evidence technician.   Additionally, when our current group of new officers has completed field training, the plan is to  reconstitute retail crime officer assignments, which will also be placed under the Investigations  and Support Services Division Commander. During the implementation of the new  organizational structure and until funding can be secured for an Office Manager/Records  Supervisor, I will assume oversight of the Records Unit.      Civil Service rules, Section 22 (b), specify that, “Any movement of an employee involving a  permanent change from a position in one class to a position for which a lower maximum rate of  compensation is prescribed shall be a reduction in rank or demotion and may be made only  upon recommendation of the City Manager and approved by the Commission.”  While the  change of the Deputy Chief position to that of Commander is regarded as more of a lateral or  “same class” position, the Police Commander job and all positions within the City will be  subjected to a market study later this year.  Additionally, the incumbent Deputy Chief is at the  top of the scale and no salary reduction is being suggested or proposed.  Since a market study is  planned and the ultimate findings of the study are unknown, the Commission is asked to regard  this memo as a recommendation of the City Manager, based on a proposal of the Police Chief,  to change the position of Deputy Chief to that of Police Commander.    F1, Attachment #1     Civil Service rule, Section 4, requires that classifications of and job description for positions  within the police department be periodically reviewed by the Police Chief and City Human  Resources.  The rule further specifies that any revisions are subject to review by the Civil  Service Commission.  In accordance with Civil Service rules it is my recommendation that “to  operate in an efficient and responsive manner,” the classification of Police Commander be  established.  Assuming approval of the proposed job description for the Police Commander  position, three current Maplewood Police Department employees qualify to test for the  promotion.    Civil Service rules, Section 19 (a, b, and c) require that a competitive process be established for  the purpose establishing a promotional list.  Based on the eligibility criteria established for the  position of Police Commander, it is requested that the Commission grant Human Resources and  the Police Chief the authority to initiate a promotional process open to the eligible personnel.   The proposed promotional process would include 1.) A training and experience assessment  valued at 50% of the final score, and 2.) An oral Chief’s interview valued at 50%.     In review, three actions are sought from the Police Civil Service Commission, including:  1. Review and approval of the position classification of Police Commander.  2. Recognize and approve the reclassification of Deputy Chief to Divisional Commander  pending the City planned market study.  3. Approve the proposed process for promotion of a Police Lieutenant to Police  Commander as specified herein.      Attachments:  ‐‐  Planned Organization Structure Chart—F1, Attachment #2   ‐‐ Proposed Police Commander job description (redlined Deputy Chief job  description)—F1, Attachment #3         Applicable Civil Service Rules:  SECTION 4. CLASSIFICATION OF POSITIONS    The Commission recognizes that for the Department to operate in an  efficient and responsive manner, a variety of Position Classifications must be  created.  The Human Resource Director, in conjunction with the Police Chief,  will create classifications and job descriptions and will periodically review  them for needed changes.  Revisions are subject to review by the Civil Service  Commission.  Such job descriptions are maintained in the Department and in  the City's Human Resource Department.     F1, Attachment #1     SECTION 22. ASSIGNMENTS AND DEMOTIONS    (a) Assignments ‐ The movement of an employee from a position in one  class to another position in the same class shall be called an assignment  and may be made by the Chief of Police, who may assign such  employees as in his/her judgment are qualified by ability and  experience to such posts, tasks and duties as are necessary for the  efficient operation of the Department.      (b) Demotions ‐ Any movement of an employee involving a permanent  change from a position in one class to a position for which a lower  maximum rate of compensation is prescribed shall be a reduction in  rank or demotion and may be made only upon recommendation of the  City Manager and approved by the Commission.    SECTION 19. PROMOTIONS    (a) Competitive job‐relevant examination(s) shall be established and  administered by the Commission for all promotional positions open  within the Department.    (b) All persons who meet the minimum job‐relevant requirements  established by the Commission for such promotional position(s) shall be  eligible to compete in the examination procedure.    (c) Final ranking on the Eligibility List shall be determined by the  Commission based on its evaluation and weighing of all criteria and  examinations it deems relevant to the job.    (d) The procedures set forth in Part III of the Rules regarding hiring are  applicable to promotions and incorporated by reference herein.    F1—Attachment #2  Maplewood Police Department ‐ Organizational Structure – March 1, 2014   Staffing: 52 Sworn/Licensed Peace Officers (52.0 FTE) 4 PT CSO’s (1.8 FTE*) 1 Property Evidence Technician (1.0 FTE) 3 FT Records Specialists (3.0 FTE) I PT Records Specialist (0.3 FTE*) 1 Office Manager/TAC (Terminal Agency Coordinator) (1.0 FTE) 1 Public Safety IT Specialist (reporting to IT Director) (1.0 FTE**) Police Department personnel count: 59.1 FTE *Rounded **Not in Police Department staffing count due to IT assignment  ChiefRecords StaffAdmin Asst.CommanderSupport ServicesProperty EvidenceSEU Sergeant SEU/VCETInvestigationsSRO/RetailCommanderPatrol OperationsLieutenantSergeantOfficersFleetSergeantOfficersUse of ForceSergeantOfficersTrafficLieutenantSergeantOfficersVolunteersSergeantOfficersFTOSergeantOfficersK9CSO Deputy Police ChiefPolice Commander Page 1 of 3 February 2009March 2014 F1, Attachment #3 POSITION PROFILE Effective Date: February 2009March 2014 Position Title: Deputy Police ChiefPolice Commander Status: Exempt Department: Police Approved: Accountable to: Police Chief Primary Objectives Performs divisional (Patrol Operations or Investigative and Support Services) administrative and responsible managerial police work involving the protection and safety of the community through prevention and control of crime, preserving peace, regulating traffic, and providing emergency services; and performs related duties as required. Supervision Received Works under the general or administrative supervision of the Police Chief. Supervision Exercised Provides general supervision to Police Lieutenants, Sergeants, and other personnel dependent upon divisional responsibility. and, through them, to other department staff; MAJOR AREAS OF ACCOUNTABILITY * 1. Oversees the work of Police Lieutenants and/or other sworn and non-sworn personnel; assigns and reviews work; approves time off; trains and coaches; conducts performance appraisals; enforces policies and labor agreements; ensures a safe work environment; provides rewards and administers discipline up to and including suspensions. * 2. Advises and directs Lieutenantspolice personnel in the proper enforcement of laws and ordinances. * 3. Advises Lieutenants on resolution of grievances; recommends resolution to the Chief as requested. * 4. Acts as a liaison to the public and responds to questions and concerns. * 5. Oversees the review process for police investigations and reporting;reports and recommends changes if necessary. Deputy Police ChiefPolice Commander Page 2 of 3 February 2009March 2014 6. Conducts or assists in conductingand/or oversees internal investigations as needed. * 7. Plans and oversees joint agency crime prevention and investigative efforts and coordinates response with other agencies such as the county, area communities, BCA, FBI, ATF, Secret Service, and the State Patrol as needed. 8. Assists in facilitating hiring processes including overseeing or directing background investigations. 9. Analyzes crime trends and researches and develops operational programs in response. * 10. Reviews draft policy and procedural revisions and recommends changes as needed; recommends new policies and procedures. 11. Conducts research on major purchases such as squad cars and related equipment. * 12. Assumes command of operations when the Chief is unavailable or as delegated. * 13. Assists in planning department operations and in the development and implementation of department programs; oversees programs as assigned. * 14. Acts as a representative of the Police Department with members of the media as needed or assigned. 15. Assists in compiling and preparing the annual report and divisional budget (Patrol Operations or Investigative and Support Services) for review by the Police Chief. * 16. Oversees departmental expenditures, approves purchases and provides the Chief with regular reports and recommendations on financial management issues. 17. Reviews and approves training requests, oversees training program for department staff including the Field Training Officer Program and SERT membersother specialty positions or assignments. 18. Researches information and prepares correspondence and reports as needed. 19. Performs other duties as needed or required. KNOWLEDGE, SKILLS, AND ABILITIES *  Thorough knowledge of law enforcement policy, practices, procedures, and techniques including rules of evidence, search and seizure, use of force continuum, etc. *  Thorough knowledge of federal, state, and local laws, and department policies. *  Considerable skill in handling and discharging firearms in a safe and efficient manner. *  Thorough ability to analyze situations and determine appropriate action and to respond or direct response quickly and appropriately to crisis and emergency situations. *  Considerable ability to drive safely and legally, follow emergency driving protocols, and maintain a good driving record. *  Considerable ability to prepare accurate and thorough written reports and provide direction to others. Deputy Police ChiefPolice Commander Page 3 of 3 February 2009March 2014 *  Considerable ability to develop, revise, and enforce department policies and procedures. *  Considerable ability to communicate effectively with others and maintain strict confidentiality. *  Considerable ability to stand, walk, and sit, sometimes for long periods of time. *  Considerable ability to use fine motor skills to manipulate objects requiring manual dexterity to operate a computer and other department equipment, write reports, drive a vehicle, or handle firearms. *  Considerable ability to analyze facts and determine appropriate course of action. *  Considerable ability to work independently, without direct supervision and assume control of situations or overall operations as needed. *  Considerable ability to oversee and direct operations and programs. *  Considerable ability to cope with situations firmly, courteously, and with respect for citizens' rights. *  Considerable ability to apply laws to specific incidents. *  Considerable ability to supervise and direct subordinates including supervisory staff. *  Working ability to work different shifts, weekends, holidays, and occasionally be able to respond to calls during non-work hours. MINIMUM QUALIFICATIONS  Must be currently licensed, or eligible for licensure, as a peace officer in the State of Minnesota.  Must have attained a Bachelor’s degree in criminal justice, law enforcement, Police or Public Administration or equivalent (no substitution for education).  Must have eight years experience as a sworn peace officer in a local, state, or federal law enforcement agency, including four years experience supervising sworn officers and two years experience in a command level (Lieutenant) position. (Supervisory experience must have been in a community with a population of 20,000 or more or in a department with 30 or more sworn officers.)  Must possess and maintain a valid Minnesota driver’s license or equivalent out-of-state license. * Note: Asterisked items are essential to the job. F1, Attachment #3 Deputy Police ChiefPolice Commander Page 1 of 3 February 2009March 2014 POSITION PROFILE Effective Date: February 2009March 2014 Position Title: Deputy Police ChiefPolice Commander Status: Exempt Department: Police Approved: Accountable to: Police Chief Primary Objectives Performs divisional (Patrol Operations or Investigative and Support Services) administrative and responsible managerial police work involving the protection and safety of the community through prevention and control of crime, preserving peace, regulating traffic, and providing emergency services; and performs related duties as required. Supervision Received Works under the general or administrative supervision of the Police Chief. Supervision Exercised Provides general supervision to Police Lieutenants, Sergeants, and other personnel dependent upon divisional responsibility. and, through them, to other department staff; MAJOR AREAS OF ACCOUNTABILITY * 1. Oversees the work of Police Lieutenants and/or other sworn and non-sworn personnel; assigns and reviews work; approves time off; trains and coaches; conducts performance appraisals; enforces policies and labor agreements; ensures a safe work environment; provides rewards and administers discipline up to and including suspensions. * 2. Advises and directs Lieutenantspolice personnel in the proper enforcement of laws and ordinances. * 3. Advises Lieutenants on resolution of grievances; recommends resolution to the Chief as requested. * 4. Acts as a liaison to the public and responds to questions and concerns. F1, Attachment #3 Deputy Police ChiefPolice Commander Page 2 of 3 February 2009March 2014 * 5. Oversees the review process for police investigations and reporting;reports and recommends changes if necessary. 6. Conducts or assists in conductingand/or oversees internal investigations as needed. * 7. Plans and oversees joint agency crime prevention and investigative efforts and coordinates response with other agencies such as the county, area communities, BCA, FBI, ATF, Secret Service, and the State Patrol as needed. 8. Assists in facilitating hiring processes including overseeing or directing background investigations. 9. Analyzes crime trends and researches and develops operational programs in response. * 10. Reviews draft policy and procedural revisions and recommends changes as needed; recommends new policies and procedures. 11. Conducts research on major purchases such as squad cars and related equipment. * 12. Assumes command of operations when the Chief is unavailable or as delegated. * 13. Assists in planning department operations and in the development and implementation of department programs; oversees programs as assigned. * 14. Acts as a representative of the Police Department with members of the media as needed or assigned. 15. Assists in compiling and preparing the annual report and divisional budget (Patrol Operations or Investigative and Support Services) for review by the Police Chief. * 16. Oversees departmental expenditures, approves purchases and provides the Chief with regular reports and recommendations on financial management issues. 17. Reviews and approves training requests, oversees training program for department staff including the Field Training Officer Program and SERT membersother specialty positions or assignments. 18. Researches information and prepares correspondence and reports as needed. 19. Performs other duties as needed or required. KNOWLEDGE, SKILLS, AND ABILITIES *  Thorough knowledge of law enforcement policy, practices, procedures, and techniques including rules of evidence, search and seizure, use of force continuum, etc. *  Thorough knowledge of federal, state, and local laws, and department policies. *  Considerable skill in handling and discharging firearms in a safe and efficient manner. *  Thorough ability to analyze situations and determine appropriate action and to respond or direct response quickly and appropriately to crisis and emergency situations. *  Considerable ability to drive safely and legally, follow emergency driving protocols, and maintain a good driving record. F1, Attachment #3 Deputy Police ChiefPolice Commander Page 3 of 3 February 2009March 2014 *  Considerable ability to prepare accurate and thorough written reports and provide direction to others. *  Considerable ability to develop, revise, and enforce department policies and procedures. *  Considerable ability to communicate effectively with others and maintain strict confidentiality. *  Considerable ability to stand, walk, and sit, sometimes for long periods of time. *  Considerable ability to use fine motor skills to manipulate objects requiring manual dexterity to operate a computer and other department equipment, write reports, drive a vehicle, or handle firearms. *  Considerable ability to analyze facts and determine appropriate course of action. *  Considerable ability to work independently, without direct supervision and assume control of situations or overall operations as needed. *  Considerable ability to oversee and direct operations and programs. *  Considerable ability to cope with situations firmly, courteously, and with respect for citizens' rights. *  Considerable ability to apply laws to specific incidents. *  Considerable ability to supervise and direct subordinates including supervisory staff. *  Working ability to work different shifts, weekends, holidays, and occasionally be able to respond to calls during non-work hours. MINIMUM QUALIFICATIONS  Must be currently licensed, or eligible for licensure, as a peace officer in the State of Minnesota.  Must have attained a Bachelor’s degree in criminal justice, law enforcement, Police or Public Administration or equivalent (no substitution for education).  Must have eight years experience as a sworn peace officer in a local, state, or federal law enforcement agency, including four years experience supervising sworn officers and two years experience in a command level (Lieutenant) position. (Supervisory experience must have been in a community with a population of 20,000 or more or in a department with 30 or more sworn officers.)  Must possess and maintain a valid Minnesota driver’s license or equivalent out-of-state license. * Note: Asterisked items are essential to the job.