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Home My WebLink AboutM-80-0512cr Joseph R. Grassie City Manager Kenneth 1. farms, Chief of Police Robert D. Krause, Director f 1- Department of Human Resources JUL' 1 1960 AEM8 Miami Police Department Staffing increase As per resolution by the City Commission June 26, 1980, the Miami Police Department will add 100 sworn and 50 civilians to its authorized '80-81 budget. In addition, the Police Department has been authorized to hire above the budgeted sworn limit of 814 to compensate for attrition. Our goal is to recruit, process, train, and graduate from a police academy a sufficient number of police officers to bring the Departmental strength to 814 sworn police officers, inclusive of supervision and command. After reviewing the current systems impacting upon this process, this is a realistic goal and can be achieved. Many issues concerning system modifications required to reach the indicated goal have been resolved. The more important ones include: 1. Adequate funding for additional recruitment, processing and training costs. 2. Reduction of the total recruitment, processing, and training time from 51 weeks to 34 weeks, give or take 2 weeks. 3. The addition of three staff members for the Human Resources Department. 4. The addition of fourteen members to the Police Department Recruitment and Selection Detail to perform, supervise and manage background investigations and other processing requirements. Also, additional instructors and training advisors will be assigned to the police academy as new classes are started. Successful goal accomplishment is also contingent upon resolving the following two issues which are currently pending: 1. The authorization to expand the residency requirement to include all of Dade County. This is currently being coordinated with the Human Resources Department and the Law Department. 80-512 a � . r Page 2 Oft 2. The reduction of the police academy curriculum from 22 weeks to 18 weeks. This is currently being coordinated with the Police Department and the Southeast Florida Institute of Criminal Justice. Please find enclosed copies of a Commentary on Pert Chart, Pert Chart, and Summary of Current and Revised Selection Procedures for Police Officers for additional information. KIH:RDK:sbb I 80.512 COMMENTARY ON PERT CHART Several changes in procedures used by both the Miami Police Department and the Department of Human Resources are necessary to achieve the goals set forth on the Pert Chart. These and other related co ments are sum marized below. RECRUITMENT (A) The two departments will continue recruitment in order to produce a sufficient pool of applicants. (B) 70% of applicants will take the exam. (C) Funding for Recruitment drive will be derived from salary surplus in the FY 80-81 budget of the Miami Police Department. (D) Two professional positions and one clerical will be provided in the Department of Human Resources for the recruit program utilizing the salary surplus from the Miami Police Department budget. (The same provisions will be utilized for other processes discussed below and will be used for the Recruitment and Selection for the additional civilian applicants as well as sworn officers.) (E) Successful recruitment of approximately 2,800 applicants is dependent on the approval of the authority to recruit and appoint residents of Dade County. EXAM DATES (A) Exams will be given on a regular basis, either monthly or bi-monthly. PREPARATION OF ELIGIBLE REGISTER (A) A two week turn around point for exam scoring by the University of Chicago is critical. It is anticipated that this time schedule can be achieved since there will be a smaller number of test papers when the exam is given on a regular basis. (B) It will be necessary to utilize salary surplus for the Miami Police Department budget to purchase and score recruit exams. The test booklet costs $4.45 each and the scoring booklet costs $4.60 each. REFERRAL FROM ELIGIBILITY REGISTERS (A) It will be necessary to merge registers, since exams will be given on a recurring basis. (B) Achieving of the goal of 80% for minorities and women, as included in the City Commission minutes adopted June 26, 1980, depends upon continuing use of the new Civil Service rules. (C) The new Civil Service rules will permit the referral of 150 names for each 50 vacancies. This will facilitate the Miami Police Department process. it 80-512 00 �, it (D) A new procedure has been developed to expedite the notification to successful Miami Police Department candidates as the Department of Human Resources refers names to the Miami Police Department. The Miami Police Department Recruitment and Selection Detail notifies applicants by telephone and certified letter. MIAMI POLICE DEPARTMENT APPLICANT PROCESSING (A) Initial processing of all applicants "en masse" at one location, i.e. Bayfront Auditorium. (B) Overtime basis conducted on a Saturday. (C) Need for three I.D. Techs. and four Typist Clerks, in addition to personnel of Recruitment b Selection Detail due to the following steps: 1. Explanation of steps in Selection Process. 2. Explanation of Personal Data Form. 3. Completion of initial forms. 4. Review of polygraph questions. 5. Scheduling of polygraph and medical exams. 6. Fingerprinting and photographing of applicants. 7. Identification of all certified officers and City employees. I.D. PREP. TIME (A) Notification to I.D. Unit for preparation of personnel and equipment necessary. OFFICIAL BULLETIN NOTICE (A) Advertisement for positions of one (1) Lieutenant, one (1) Sergeant and ten (10) Police Officers to be assigned to the Recruitment and Selection Detail to process new applicants. INTERVIEW b SELECTION (A) Based on new applications received and those received during previous year. TRANSFER E TRAINING (A) Transfer of personnel in increments reflected. (B) Training period of two weeks consisting of review of Selection Process, existing standards and actual riding time with an experienced investigator. (C) The Miami Police Department will utilize additional staffing and streamline procedures in order to expedite the processing of background investigations. POLYGRAPH (A) Run concurrent with medical exam. (B) Previous experience of approximately 30% disqualification rate prior to files placed in Background due to failure to appear, Medical, Florida State Standards b Departmental Standards. (C) Overtime basis necessary running two machines rotating examiners, in addition to personnel of Recruitment b Selection Detaii and notary to ensure checking and notarization of documents. M E D I C AL (A) The increase in applicant processing will require that some medical examsbe given at City Medical and some at the Fischer Medical Clinic. (B) Arrangements and costs will need to be worked out with the Fischer Medical Clinic. (C) The Miami Police budget contains a regular appropriation for certain medical exams, including back X-rays and EKG's. Any additional cost for medicals conducted by an outside clinic will necessarily come from salary surplus. (D) Other clinics will be given an opportunity to make proposals for medical exa m s. PHYSICAL AGILITY (A) Tests will run throughout selection process. (B) Number of applicants based on those applicants who clear polygraph, medical. RECORD CHECKS b LETTER WORK SENT OUT (A) Criminal, Traffic and Credit History conducted. (B) Letter work sent out to references, out-of-state agencies and e mployers. BACK Y-RAY (A) External agency contracted throuqh City Medical Department which can handle five per day. (B) May be necessary to include this step in conjunction with Fischer Medical Clinic. 80-512 r C ^ i BACKGROUND INVESTIGATION (A) Past experience indicates 50 % disqualification rate prior to entry into background investigation stage; however, due to an accelerated referral and selection process, it is anticipated that fewer applicants will fail to appear for processing. Thus, it is anticipated 75% will enter the background stage of which 60% should qualify to be hired. ORAL INTERVIEW BOARD (A) Conducted on a weekly basis during selection process. (B) Requires three officers per day to accomplish eight interviews. Requires review and summary of writing and communication skills. SIGN -IN b SWIM MING (A) Completion of necessary employment forms and swim minq test must be accomplished just prior to each Academy class. ORIENTATION b ACADEMY CLASS (A) Must be reduced to 18 weeks in Academy. (B) Standard three-day Departmental Orientation period. (C) Must receive approval of City Manager for authorization to hire above the authorized strength of 814 sworn for the last Academy class commencing May 11, 1981. This is necessary to account for the projected attrition rate of nine per month to the end of FY 80-81. SUMMARY OF CURRENT AND REVISED SELECTION PROCEDURES OR POLICE OFFICERS In order to establish the proper perspective concerning the recruitment and hiring of Police officers in the C ity of M is m i, we should sum marine the present steps involved in this process: 1. Once a Police Officer register expires or is depleted, the Department of Human Resources is notified by the Police Department of their need for a new register. 2. A target recruitment process carried out jointly by the Department of Human Resources and the Police Department is begun. This process takes approximately eight weeks. 3. After the closing date, there is a review of all the applications to ensure that they meet the minimum requirements for the position. This review process takes approximately one week in the Department of Human Resources. 4. The examination for Police Recruit is administered jointly by the University of Chicago and the Department of Human Resources. The test answer sheets are scored by the University of Chicago and they develop a register ranking the applicants in accordance with their test performance. This process takes approximately four weeks. The register is sent by the University of Chicago to the Department of Human Resources and the referral process begins immediately. 5. Once the Police Department receives referrals from the register, the Police Department portion of the selection procedure is begun. This includes polygraph, background investigation, physical agility test, medical examination. oral interview and finally the decision whether to hire or not. This process takes approximately an average of ten weeks. 6. Once a decision has been made to hire an applicant, there is an average of four to six weeks delay before the start of a new Police Academy class. 7. The training at the Police Academy takes 22 weeks at the present time. If tae add the amount of time that it takes from the moment that recruitment is begun for Police Officers to the time that a new Police Recruit comes out of the Police Academy and is placed on the street, we see that it takes approximately 51 weeks. In order to expedite these procedures, the Department of Human Resources and the Police Department have agreed on the following recom mendations and new methods of recruitment and selection: gp-512 1 1. Instead of waiting for a register to expire or to be depleted, the Department of Human Resources and the Miami Police Department will conduct what is known as "continuous recruitment" for the position of Police Officer. Continuous recruitment also means that Instead of giving the Police Officer exam once a year, the examination will be given on a monthly or bimonthly basis. By using continuous recruitment, we will be saving the eight weeks necessary for recruitment in addition to the one week review of applications by H R D. 2. Since the number of applicants to be tested at each examination will be of a much lesser number than at the annual exam, it is believed that it will not take more than two weeks to score the examinations and have a register ready for referral. 3. The Police Department has committed itself to streamline their own selection procedure concerning background investigations, etc., in order to diminish the time necessary for this procedure. 4. The Police Department has been able to obtain assurances that police Academy classes will be started as soon as a sufficient number of applicants are recruited and available. This will save an additional four to six weeks of waiting before a new Police Academy class is begun. 5. In order to prevent the loss of applicants who may change their minds during the waiting period, the Police Department will offer appointments so that new recruits can begin learning internal procedures of the Department before the Academy training begins. 6. The Police Department has found a method of streamlining the Police Academy training time down to 19 weeks by including the three week "ride along" period for recruits during weekend assignments that will take place within the period of training at the Police Academy. The net result is that Police appointments can be made on a regular basis (monthly or even more often). Since a joint recruitment is now in process, with testing scheduled for July 29 and 30, these new procedures can begin during the current fiscal year. ty 3 _ Rr_CPU i _ �� , ---� __ __- I�I � i _�_ _._ � I _i_ �-I�-y-- ---- • -�- ~� �I � � � II- ,1 �. III Ih � �i [30 �7, --7-1 t---- --- --=-- - --- --- - -� --- - --- - j^- ( •34 c IVA hh V J al A. e:!L 9 Lk OAV � - '2 T-7 tom---- - -� T----- -�`j• -.n/��- - --- --'-�--------- �---- ��5! //3 -- -- --- --� -- ---- __.. - --� �-�' - / ---- •� • .✓ t-1 /S�iN a �J)C►.7i'ei '. /.S vv. C6 P o. p,tei i �11. IGa' o o. -� , :,v. d3Ps, t?.�;cta !s c��/. � 31 P-a. _HtP_�� - - - ��.G✓.�;3� , F Li• f•�12�.1J - - - - - - i• --17 r.�. �_ _,� P kA -..-, ----- .-------.....-----:-------------�_•___.._. -__ +._ _ ---- - = _-tea--- L _ __ -- a - i N I I a I 1 - ci `[[k RECRUITMENT EXAM DATES REGISTER RETURN S CERTIFICATION dqs REGISTEK REFERRAL E FIO'I'IFICAT [ON SENT A'! -"?[,I CATION' PI:UCESSING I.D. PREP. TIPiE 7/13 - ---- -- -------._.. -.. . O.B. NOTICE - IfiTE?VILi! & SELECTIOPI ! _---• - - -��° - - - g/1_ - a%e -'— -- -7131 TRANSFER AND TRAINING----c �. 3-tow--- I- 3-; r. _ ��7 ��•-- POL`-'GRAPH 1- P.-lYS CAL AGILTTY= - - RECORD CHECKS AND LETTER. '.FORK OUT BSCKGP.OUND IIIV£STIGATIOIti - ' CYAL ItITERVIEUT HOARD ' - - ------ ' ----, - - - - - - —; SIGNItIG IN E SWIMMING Ist Oi:IENTATION £ ACADEMY CLASS 2nd ORIENTATION £ ACADEMT CLASS 3rd ORIENTATION 8 ACADEMY CLASS , 4th ORIENTATION 8 ACADEMY CLASS Sth ORIENTATION 8 ACADEMY CLASS 6th ORIENTATION £ ACADEMY CLASS 7th ORIENTATION & ACADEMY CLASS 8 th OR-rENTATION & ACADEMY CLASS 'r- II mow, 1 RECRUITMENT I Soo nF��tc�.:< < H3& j EY,t'lM DATES VAN REGISTER RETURN E CF.R'PIFICATION .tqS P, :GIST f:R REFERI:AL E NOTIFICAT CON SENT AL'?LICATION PF'.0CESSING - - --- - - -- - — --- - - -- - T E I.D. PREP. TIME 7/t3 ---- - - -- --- --- . �& O.B. NOTICE - - - IfJTERL'IEW E SELECTIOPJ - --- - -- TW-JSFE,R AND TRAINING Ace. 3OD POI,Y-GRAPH ---- �- — - p �-+ P:TL SICAL AGILITY= 2,124 RECORD CHECKS AND LETTER. .-ORK OUT ., y-PAY c-++..a..r... BACKGROUND IIIVESTIGATION -Q OPAL INTERVIEUT BOARD -'I SIGIIIiIG IN E SWIMMING -on NINE 1st ORIENTATION E ACE.DEMY CLASS 2nd ORIENTATION £ ACADEMT CLASS- Noma 3rd ORIENTATION E ACADEMY CLASS 4 th ORIENTATION E ACADEMY CLASS Sth ORIENTATION E-ACADEMY CLASS 6th ORIENTATION E ACADEMY CLASS 7th ORIENTATION E ACADEMY CLASS 8-th ORFENTATION E ACADEMY CLASS i Mill 0 Utility Line Installation Cost Bicentennial Park Completed December 1979. Department of Building and Vehicle Maintenance Property Maintenance Division Materials and Labor $ 4,236.19 Department of Public Works Materials 3,818.88 350.00 2,778.89 Total 6,947.77 Department of Parks Operations Division Labor 1,636.66 Total $12,820.62 Funded from the Parks for People City-wide Contingency Fund. u