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HomeMy WebLinkAboutItem B: Update/EPD Review Proc.EUGENE CITY COUNCIL AGENDA ITEM SUMMARY Work Session: City Council Priority Issue - Complete and Consider Police Department Reviews and Implement Appropriate Changes Meeting Date: June 22, 2005 Agenda Item Number: B Department: Eugene Police Staff Contact: Robert M. Lehner www. cl. eugene, or. us Contact Telephone Number: 541-682-5102 ISSUE STATEMENT The purpose of this work session is to update the status of the proposed work plan to address the City Council's 2005 strategic priority issue to complete and consider police department reviews and implement appropriate changes. The proposed work plan addresses one of the City Council's eight strategic priority issues. BACKGROUND In February, the Mayor and City Council met to develop strategic priorities for the community. Out of that session emerged eight priority issues. Each priority issue was then assigned to one of the city's executive directors with an identified project team. The priority issue, "Complete and Consider Police Department Reviews andlmplementAppropriate Changes," was assigned to the Police Chief. The recommended action plans for each strategic priority are now under development and are scheduled to be presented to the council during this summer for discussion, input, and adoption of the plans. The police department review and implementation plan is included as Attachment A. This action plan includes recommendations from a major review of the Eugene Police Department's (EPD) hiring, selection, training and supervision practices conducted by the International City-County Management Association (ICMA) and the Police Executive Research Forum (PERF). The City Manager received the ICMA-PERF report on March 9, 2005, and the Police Chief and Human Resources/Risk Services Director responded to the review with a preliminary action plan on May 9, 2005. The ICMA-PERF report and the preliminary action plan response were previously distributed to the Mayor and City Council and are presently available online at the City's website: http://www, ci. eugene, or. us/. A related review covering EPD's complaint handling systems is currently being conducted by the Eugene Police Commission. The Police Commission is scheduled to present its findings to the Mayor and City Council on July 25, 2005. The police department is presently engaged in a strategic planning process to provide a framework for prioritizing and implementing initiatives resulting from these reviews as well as the consideration of needs associated with existing programs and future agency goals which are outside of the scope of the reviews. L:\CMO\2005 Council Agendas\M050622\S050622B.doc RELATED CITY POLICIES Specific policies related to this City Council priority issue are addressed in the attached action plan. CO[INCIL OPTIONS The council is asked to provide feedback regarding the attached action plan. The council will have additional opportunities to review and discuss elements of this action plan over the coming months. The Police Commission's work plan, which will be considered by the Mayor and City Council in July, includes some important elements of this work plan. In addition, the first draft of the Police Department's emerging strategic plan will be distributed in July. The council will also hold a work session on the strategic plan in the fall. CITY MANAGER'S RECOMMENDATION No recommendation is provided at this time as this is a work session to discuss the council's strategic priority action plan to "Complete Police Department Reviews a,d Implement Appropriate Cha,ges. " S[IGGESTED MOTION No motion is provided as this is a work session only. ATTACHMENTS A. Action Plan: "Complete Police Department Reviews and Implement Appropriate Changes" FOR MORE INFORMATION Staff Contact: Robert M. Lehner, Chief of Police Telephone: 541-682-5102 Staff E-Mail: robert.m.lehner~ci.eugene.or.us L:\CMO\2005 Council Agendas\M050622\S050622B.doc ATTACHMENT A City Council Priority Issue: Complete and Consider Police Department Reviews and Implement Appropriate Changes Background In February 2005, the Mayor and Council met in a goals retreat and unanimously adopted eight priority issues. One of these issues, Complete and Consider Police Department Reviews and Implement Appropriate Changes, is the subject of this update. The reviews under consideration include a major review of Eugene Police Department (EPD) hiring, selection, training, and supervision practices conducted by the International City-County Management Association (ICMA) and Police Executive Research Forum (PERF). The ICMA-PERF report was received March 9, 2005 and a preliminary response including action items was provided to the City Manager by the Police Chief and Human Resources-Risk Services Director on May 9th. A related review covering EPD's complaint-handling systems is being conducted by the Eugene Police Commission whose work is scheduled for presentation to the Mayor and Council on July 25th. EPD is presently engaged in a strategic planning process to provide a framework for prioritizing and implementing initiatives resulting from these reviews and consideration of needs associated with existing programs and future agency goals outside of the scope of the reviews. Planninq Horizon and Focus The strategic plan and its priorities establish the implementation plan for this council priority issue. Although the full plan will not be complete until later this year, the highest priority items (1-2 year action items) developing in the plan, many of which are directly associated with the ICMA-PERF review and response, are sufficiently clear to provide a status update as well as a rough estimate of 1-2 year costs. Additionally, the strategic plan will provide two additional levels of priority: mid-range (2-3 year) and long-range (3-5 year) initiatives. In some cases (e.g., ICMA-PERF's recommendation to "fully implement community policing"), initiatives involve a comprehensive long range effort that will require several interrelated initiatives implemented over time. Priority Issue: Police Reviews, Page 2 Priority Issue Outcomes The developing strategic plan categorizes each of the proposed initiatives into one of the following three strategic priorities which represent the overall category that best categorizes the outcome associated with the initiative: a. Improve Organizational Capacity b. Improve Organizational Effectiveness c. Improve Organizational Accountability Collectively, the programs and initiatives contained in EPD's strategic plan contribute to the City of Eugene Goals, most specifically Safe Community and Effective, Accountable, Municipal Government. Progress to-date EPD staff has been substantially engaged in the strategic planning process since January. Major early components include substantial employee and public input from an earlier process as well as public input received by the department over the past year. Further input, both internal and public, will be accepted as the draft is refined over the course of the next several months. EPD and HRRS responded to the ICMA-PERF recommendations on May 9th. Most of the recommendations will be directly addressed in the course of the short-range strategic plan initiatives listed below. All that have strategic plan implications will be prioritized in the strategic plan. As previously indicated, a first draft of the plan is tentatively scheduled for release in July 2005. A full, prioritized draft of the plan will be presented to the Mayor and Council and the public later in the fall. Adoption of the plan is expected before the end of Calendar Year 2005 and will guide EPD's budget requests for FY07 and beyond. The Police Commission is nearing completion of the current phase of its review and is scheduled to present its findings and recommendations to the Mayor and Council on July 25, 2005. Their recommendations are based on an extensive review of civilian review systems throughout the country as well as substantial public input from an outreach effort designed into the process from the start. The following timeline represents the steps most recently accomplished as well as remaining milestones through adoption of the strategic plan. May 9, 2005 June 2005 Fall, 2005 Response to Council Present ICMA/PERF Priority Strategic reports Issue Plan to update Mayor & Mayor, Council Council & Public Priority Issue: Police Reviews, Page 3 Action Plan - Resource Needs Short-term (1-2 year) Action Items: 1. The completion and adoption of a strategic plan for the EPD. A strategic plan was one of the recommendations contained in the ICMA-PERF report. It not only provides the necessary framework for implementation of most of ICMA-PERF's recommendations, it also provides prioritized guidance for the many other programs and initiatives of the department. Costs associated with the strategic planning process and development of the strategic plan include staff time and materials-supplies. These are already aflocated as part of other programs in the FY05 and FY06 budgets. 2. Obtain Oregon Accreditation Association (OAA) accreditation. Some of ICMA-PERF's recommendations have been operationally implemented but not formalized into policy. There have been other changes resulting from other reviews (e.g., the 2004 IA Audit) that were implemented on an interim basis pending comprehensive reviews. As well, EPD's policies and procedures provide important guidance to the organization in all aspects of its operation. OAA accreditation provides both a review of existing policies and procedures and a mechanism to formalize new policies resulting from the various reviews. Accreditation also provides a mechanism to periodically audit the maintenance of EPD policies and procedures. Hard costs include approximately $3, 000 per year in accreditation, standards subscriptions, and software maintenance fees which, along with on-going personnel costs, will be budgeted into a future Policy Analysis and Development program of the EPD. 3. Complete and Consider Police Commission recommendations. Develop and implement new complaint handling process. The Police Commission review of complaint handling policies and procedures, including a recommendation concerning a civilian review component to the process, is presently scheduled for Mayor and Council presentation on July 25, 2005. The Mayor and Council previously allocated $65,000 from FY05 contingency funds to supplement the Police Commission's work on this subject. Funding is sufficient to complete the review work. Costs associated with a future civilian review model are highly variable depending on the implementation but are in the range of $250,000 to $1 million annually. 4. Complete review of the Communications Center. Consider recommendations for implementation on an appropriate timeframe. A consulting contract of approximately $30,000 for this purpose will be funded from the existing FY05 budget. This funding will be carried forward as one-time funding in the FY06 budget to complete this task. Priority Issue: Police Reviews, Page 4 5. Engage an interim, assessment-center based promotional process to fill existing vacancies for lieutenant and sergeant positions and use information gained in the process to inform a longer range initiative to develop a new promotional process. A contract of approximately $30,000 will be required as a supplement to the FY06 budget to complete these processes. 6. Engage a consulting firm to conduct a comprehensive staffing study of the EPD to update the Hobson studies. The desired result is a dynamic (can be modified to changing conditions over time) staffing model addressing the entire operation (the Hobson studies addresses only patrol and communications), taking into account both service level and workload indicators. A contract of approximately $40,000 will be required as a supplement to the FY06 budget to fund a staffing study. 7. Increase investigations capacity and accountability of the Internal Affairs Function. ICMA-PERF recommended a command officer, two investigators, and administrative support as appropriate staffing for Internal Affairs. A new (additional) sergeant investigatorposition will be assigned to EPD Internal Affairs in FY06 by reallocating an existing vacancy. Additional resource requests will be made beginning in FY07 based on the outcome of the Police Commission review process as well as ICMA-PERF recommendations. 8. Develop a neighborhood-based community policing strategy. FY06. The development of a neighborhood-based community policing strategy is the cornerstone of EPD's future community policing philosophy. Development of the strategy will require staff time, some materials and supplies, and information from the staffing study (Item 6). Costs of actual implementation would be phased-in over the course of several years and are variable depending on the options selected. 9. Develop a new hiring and screening process. FY06. Costs are primarily staff time though staff costs in Human Resources and testing components (testing materials, psychological evaluation, background investigations, etc.) may require consideration in future budgets. 10. Develop a multi-track in-service training program. FY06. Costs associated with the development of the multi-track in-service training program consist of staff time and materials-supplies. Implementation may require consideration in future budgets. 11. Develop a supplemental basic training program. FY06. EPD will complete the development of a supplemental basic training program to complement a state-required change by January 2007. Development of the program will require staff time only. Implementation costs for future basic training are not yet known though there will be at least a partial offset of costs associated with the current process. Priority Issue: Police Reviews, Page 5 12. Evaluate and adjust personnel evaluation process. FY06. EPD will evaluate and implement an adjusted personnel evaluation process in FY06. A more detailed evaluation of the personnel evaluation process will be developed as a mid-range priority initiative in the strategic plan. The initial adjustment requires only staff time and some materials and supplies. 13. Complete background investigation program. FY06. An expansion and enhancement to the existing background investigations program will require less than $5,000 to implement. Costs are associated primarily with training an expanded group of investigators and will be absorbed in the FY06 budget allocation for training. The following action items represent short-term initiatives in the strategic plan that will also be part of a broader city plan or strategy. Like previous items on the list, each is proposed for funding in a supplemental budget of FY06 or for consideration in the FY07 budget, as indicated: 14. Develop a staffing plan. The staffing plan will use information from the staffing study (Item 6) to develop a dynamic staffing model for the entire department. Implementation would begin in FY07 and likely be phased in over several years. 15. Develop a long-range facilities plan. FY06. Costs are staff time only. Future planning costs and any implementation costs would be part of the City's overall facilities and capital improvement plans. 16. Develop organizational evaluation system. FY07. A system of evaluation and reporting of department activities and accomplishments relative to its budget, programs, strategic priorities (implementation of the strategic plan, and overall effectiveness) is under development. This evaluation component will include the involvement and review by an outside evaluator as recommended by ICMA-PERF and adopted for $35,000 FY06 funding by the City Council. 17. Develop an equipment plan. FY07. Costs to develop a comprehensive equipment plan consist of staff time and materials and supplies. Implementation will be in the course of an overafl city equipment and technology plan. Priority Issue: Police Reviews, Page 6 Monitoring and Evaluation The FY06 budget included the addition of $35,000 to monitor implementation of the ICMA-PERF recommendations. Since most of these recommendations are built into EPD's strategic plan by design, monitoring and evaluation consists largely of monitoring and evaluating development, adoption, and implementation of EPD's strategic plan. With this allocation of resources, EPD will use an outside consultant to monitor and report early implementation and assist with the establishment of a longer-term implementation process. EPD anticipates preparing periodic (likely quarterly and annual) reports once the process is implemented.