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HomeMy WebLinkAbout01(A) - Presentation of Police Department Staffing and Key Operations Review ReportFebruary 25,2025 Staffing and Key Operations Review City Council Presentation 2 Introduction Methodology Patrol Investigations Job Task Analysis (JTA) Key Recommendations Questions Agenda 3 Methodology Gather Data CAD/RMS –Data Challenges Other Sources Analyze the Data Workload Model 30 –30 –30 –10 Patrol 4 This table reflects the cumulative average leave totals for patrol officers. Patrol Availability (Table 2.20) Annual Paid Hours 2080 *Study Averages Leave Category Vacation 119.45 140 Illness/Sick 71.34 55 COMP Used 69.74 40 Holiday 0 81 Military Leave 6.7 18 On the Job Injury Leave 3.16 18 Bereavement 1.33 Leave Without Pay 2.72 Training 106 78 Sub-Total (minus) 380.44 Average Annual Availability (Hours)1699.56 1,665 5 Patrol officers and sergeants manage most of the workload. Supplanting hours are considered in the overall total. Patrol and Supplemental Patrol Unit Hours (Table 2.2) Unit 2023 Hours on Call Patrol Community Officer Total Patrol 8247:21:39 516:42:28 8764:04:07 Supplemental Patrol Community Officer Total Interim Sergeant 60:15:29 7:08:16 67:23:45 Sergeant 2106:34:13 155:26:50 2262:01:03 Sub-Total 2166:49:42 162:35:06 2329:24:48 Investigations and Task Forces Community Officer Total Detective 105:00:02 4:01:00 109:01:02 Detective/Officer 1:10:00 1:10:00 Sub-Total 106:10:02 4:01:00 110:11:02 Non-Patrol Community Officer Total Chief 2:16:00 0:04:00 2:20:00 Commander 37:56:13 1:22:16 39:18:29 Community Service Officer 100:23:14 100:23:14 Specialist I 2:20:00 0:00:00 2:20:00 Specialist II 0:10:00 0:10:00 Sub-Total 143:05:27 1:26:16 144:31:43 Grand Total 10663:26:50 684:44:50 11348:11:40 6 Community vs. Officer -Initia ted Activity (Figure 2.2) 0 2000 4000 6000 8000 10000 12000 Count Community vs. Officer Initiated CFS Community-Initiated Officer-Initiated 7 CFS by Hour of the Day –All Volum e (Figure 2.7) 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Community 392 330 435 264 217 173 170 325 455 459 423 568 538 552 572 546 578 557 549 517 505 403 481 456 Officer 135 91 53 19 31 22 13 67 98 79 56 71 107 144 104 112 131 199 142 128 113 28 140 179 0 100 200 300 400 500 600 700 Vo l u m e Hour of the Day CFS by Hour Community Officer 8 CFS by Hour of the Day –City Proper/SMSC (Figure 2.8) 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Non-SMSC 68.58.73.76.64.75.78.65.76.84.85.81.81.87.87.88.87.85.86.80.78.74.74.75. SMSC 31.41.26.23.35.24.21.34.23.15.14.18.18.13.12.11.12.14.13.19.21.25.25.25. 0.0% 20.0% 40.0% 60.0% 80.0% 100.0% Vo l u m e Hour of the Day CFS Percentage by Hour -Non-SMSC vs. SMSC Non-SMSC SMSC 9 CFS Volumes by Hour (Table 2.27) Community Officer Hour CFS Total Percent Activity Percent 0700 325 3.11%67 2.96%0700-1500 37.19% 0800 455 4.35%98 4.33%1500-2300 39.52% 0900 459 4.39%79 3.49%2300-0700 23.29% 1000 423 4.04%56 2.48% 1100 568 5.43%47.93%71 3.14%42.84% 1200 538 5.14%107 4.73% 1300 552 5.27%144 6.37% 1400 572 5.47%104 4.60% 1500 546 5.22%112 4.95% 1600 578 5.52%131 5.79% 1700 557 5.32%199 8.80% 1800 549 5.25%142 6.28% 1900 517 4.94%52.38%128 5.66%57.78% 2000 505 4.83%113 5.00% 2100 403 3.85%28 1.24% 2200 481 4.60%140 6.19% 2300 456 4.36%179 7.91% 0000 392 3.75%135 5.97% 0100 330 3.15%31.73%91 4.02%31.43% 0200 435 4.16%53 2.34% 0300 264 2.52%19 0.84% 0400 217 2.07%31 1.37% 0500 173 1.65%22 0.97% 0600 170 1.62%13 0.57% Total 10465 100.00%2262 100.00% 10 Most Frequent Activity [Top 5] (Table 2.15) *Description Event Type 2023 Event Count Percent Medical (All Except Mental Health)Service 1,311 12.53% Suspicious (Person / Vehicle / Activity)Service 1,054 10.07% Parking Traffic 719 6.87% Alarm (All)Service 577 5.51% Assist (Public)Service 555 5.30% Grand Total 10465 100.00% 11 Patrol Annual Leave Totals (Figure 2.6) 12 Obligated Workload Calculations (Table 2.26) Literal Explanation and Formula Model 1 Model 2 A -1 Primary Patrol Unit Obligated Hours -Community CFS 3,057 3,057 A -2 Back-Up Patrol Obligated Hours 3,667 3,667 A-3 Primary Patrol Sergeants Obligated Hours 544 544 A-4 Back-Up Sergeant Obligated Hours 1,482 1,482 A-5 SMSC Primary Patrol Hours 353 A-6 SMSC Backup Patrol Hours 462 A Subtotal 9,565 8,750 A-7 Detective Primary Hours 33 33 A-8 Detective Backup Hours 65 65 A Subtotal 98 98 A Total 9,663 8,848 B Available Hours per Officer*1,700 1,700 C Authorized Strength in Patrol 19 17 D Current Patrol Hours Available (B*C)32,300 28,900 E Current % Obligated to Citizen CFS (A/D)29.92%30.62% F Target Obligated Workload (30%)30.00%30.00% G Officer Workload Hours Available at 30% (B*F)510.00 510.00 H Patrol Officers Required to Meet Target Workload (A/G)19 17 I Additional Primary CFS Response Officers Needed (H minus C)0 0 13 CFS Distribution by Location (Table 2.11) Prior Lake Municipal Area Prior Lake -SMSC Category Community Officer Total Community Officer Total Crime 1570:56:18 1:10:00 1572:06:18 1643:50:02 1643:50:02 MV Crash 643:04:42 643:04:42 74:08:00 74:08:00 Service 4169:08:01 4169:08:01 948:03:42 948:03:42 Traffic 442:43:20 654:54:04 1097:37:24 172:07:50 27:14:30 199:22:20 Totals 6825:52:21 656:04:04 7481:56:25 2838:09:34 27:14:30 2865:24:04 Community-Initiated Assignment IDs Criminal Motor Vehicle Crash Service Traffic Total Liaison 82:20:50 24:28:54 159:45:44 11:15:00 277:50:28 Liaison 76:31:18 15:25:00 130:36:34 14:23:00 236:55:52 MLC Beat 127:38:47 18:55:00 62:01:12 4:35:00 213:09:59 MLC Beat 49:12:00 0:59:00 35:42:08 0:44:00 86:37:08 Grand Total 335:42:55 59:47:54 388:05:38 30:57:00 814:33:27 SMSC Assigned Volume (Table 2.4) 14 Time Per CFS – Comparisons (Table 2.10) Prior Lake PD Category % of Total Calls % of Call Time Minutes/CFS Crime 34.93%42.70%51.76 Service 58.69%51.74%31.87 Traffic 6.38%5.56%30.94 *Prior Study Averages Category % of Total Calls % of Total Call Time Minutes per CFS Crime 38.74%45.62%61.14 Service 48.66%42.34%45.17 Traffic 12.60%12.04%49.61 15 Shift Relief Factor Calculation – Sergeants (Table 2.24) Shift Relief Fa ctor Ca lcula tions – Officers (Table 2.23) Shift Hours Raw Shift Hours Total Annual Shift Relief Factor Number of Daily Shifts Officers Required to Staff Minimums 10 3650 2.15 7 15.03 Shift Hours Raw Shift Hours Total Annual Shift Relief Factor Number of Daily Shifts Officers Required to Staff Minimums 10 3650 2.15 3 6.44 16 Officers Required by Zone/Shift (Table 2.29) Current Daily Events 0600-1800 1800-0600 Total Shift Relief Factor Total Officers Total Annual Hours 4890.23 4773.80 Minutes/Day 803.87 784.73 Officers 3.72 3.63 Officers Required 4 4 8 2.15 17.2 Current Daily Events 0600-1000 1100-2100 2100-0600 Total Shift Relief Factor Total Officers Total Annual Hours 1663.29 4714.86 1420.35 Minutes/Day 273.42 775.05 233.48 Officers 1.27 3.59 1.08 Officers Required 2 4 2 8 2.15 17.2 Staffing Needs 0600-1000 1100-2100 2100-0600 Total Shift Relief Factor Total Officers *Recommended 3 4 3 10 2.15 21.50 17 Staffing Projections (Table 2.30) Base Population Base CFS Hours Base Ratio CFS Hours per Person Base Officer Hours Base Officer 30% Hours Staffing Patrol 2023 28,559 9,565 0.33 1700.00 510.00 19 2030 31,415 10,522 21 2040 38,000 12,727 25 18 CFS Response Times in Minutes – Comparisons (Table 2.17) Comparisons Priority 1 Priority 2 All Priorities Prior Studies - Under 100 Officers 0:04:34 0:05:29 0:07:59 Prior Studies - 100 + Officers 0:06:09 0:10:30 0:13:58 Prior Lake 0:08:22 19 Overtime Costs (Table 2.32) Reason Hours Cost Community event 33.75 $2,056.77 Court 472.50 $33,219.79 Exempt Overtime 16.00 $339.80 FTO 202.50 $14,022.55 Holiday Worked 1333.50 $53,566.43 Investigations 105.00 $8,563.01 Late Call/Hold Over 210.00 $14,308.40 Mystic Lake Casino Event 31.00 $2,151.78 Mystic Lake Casino Floor 60.00 $3,613.13 Mystic Lake Casino Show 168.50 $11,963.07 Music Fest 220.00 $15,236.04 Shift Coverage 2952.75 $215,062.13 Shift Extension (front or back)440.50 $32,599.47 Training 809.25 $59,709.82 TZD 72.00 $4,313.04 Total - All Overtime 7127.25 $470,725.23 *Shift Related Overtime Total 4412.50 $321,679.82 20 Overall Recommendations •Review allocation of dedicated personnel to SMSC •Add five Sworn Staff to Patrol •Add one Sergeant to Patrol •Adjust the Patrol Schedule •Incorporate Solvability Factors Patrol Summary 21 Methodology Caseloads Personnel Data Interviews Observations Survey Investigations 22 This table reflects the cumulative average leave totals for investigators. Investigations Availability (Table 3.2) Annual Paid Hours 2080 Study Averages Leave Category Hours Hours Annual Leave/Vacation 224.18 160.16 Sick Leave 113.18 40.07 COMP Time Off 30.55 19.61 *Holiday Time Off (Holiday 4/ Floating Holiday)0 51.38 Military Leave 0 7.02 Injury Leave (WC)0 14.16 FMLA Leave 0 Funeral 0 Training 85.00 82 Sub-Total (minus)452.91 Average Annual Availability (Hours)1627.09 1,702 23 Cases Assigned by Year and Unit (Table 3.3) Assignments by Unit*2023 2024 (List All Units) Persons/Property Crimes - All 302 145 Narcotics Task Force 15 17 Total 317 162* * January to May 2024 24 Investigations Capacity Per Detective (Table 3.5) Investigation Unit *Cases Assigned **Number of Detectives Annual Cases per Detective Monthly Average per Detective Average Available Hours per Year Average Hours Available per Month Average Hours Available per Case Persons/Property Crimes - All 302 3 101 8 1372.86 114.41 13.64 Narcotics Task Force 15 1 15 1 1372.86 114.41 91.52 Patrol Case Assignments 288 Persons/Property Crimes - All 446 3 149 12 1372.86 114.41 9.23 Persons/Property Crimes – All**446 4 112 9 1372,86 114.41 12.31 25 Overall Recommendations •Utilize the RMS for Case Management for Tracking and Monitoring •Add one Full-Time Investigator Investigations Summary 26 Methodology Interviews Job Task Inventory Job Task Data Collection Job Task Analysis (JTA) 27 Staff Availability (Table 5.1) Annual Hours Hour Reduction Available Hours Obligated Workload Percent *60%70%75% 2,080 240 1,840 1,104 1,288 1,380 28 Calculations by Individual (Table 5.4) Position No.Position/Role FTE 60%FTE 70%FTE 75% Total Annual (Hours) 1 Records Supervisor 2.25 1.93 1.80 2481.5 2 Records Specialist I (FT)2.11 1.81 1.68 2325 Records Specialist II (FT)1.82 1.56 1.45 2005 Records Specialist (FT) - VACANT 0.00 0.00 0.00 0 Records Specialist I and II (FT)3.92 3.36 3.14 4330 3 Records Staff (PT)1.69 1.45 1.35 1862 29 Calculations by Position 75% Obligated (Table 5.6) Professional Staff Positions Current FTE Allocation Total FTEs by Allocation (75% obligated) Staffing Recommendation Threshold Net Calculation Records Supervisor 1 1.80 1.5 -0.30 Records Specialist (FT) I-II 3 4.71 4.5 -0.21 Records Staff (PT)0.5 1.35 0.75 -0.60 Ca lcula tions by Position 70% Obliga ted (Ta ble 5.7) Professional Staff Positions Current FTE Allocation Total FTEs by Allocation (70% Obligated) Staffing Recommendation Threshold Net Calculation Records Supervisor 1 1.93 1.5 -0.43 Records Specialist (FT) I-II 3 5.04 4.5 -0.54 Records Staff (PT)0.5 1.45 0.75 -0.70 30 Non -Sworn Staffing Recommendations (Table 5.8) Description Totals Current Authorized Staffing Level 33 Additional Sworn Staffing 6 Minimum Operational Level 39 *Estimated Attrition Rate 1 Authorized Hiring Level 40 Non-Sworn Personnel Section Supervisor Employee Records 1 Administrative Assistant 1 Full-Time Records Staff 4 Part-Time Records Staff 0.00 Totals 6.00 Sworn Staffing Recommendations (Table 6.1) berrydunn.com Senior Manager: Consulting Team mweinzetl@berrydunn.com 207-842-8120 763-286-5623 Michele Weinzetl Questions and Further Discussion