HomeMy WebLinkAboutCOM 0130.000 2000-2002 r
Harry Kvn Wllllam Takaba
Mayor Dvec(or
r ~ I L ~
~ C~~ JJ
County of Hawari
Finance Department ~
25 Aupum Street Room I IS • Hilo, Hawau 96720
(608)961-8234 • Fex (808)961-8246
February 22, 2001
Honorable James Arakaki, Chairperson and
Members of the County Council
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Resolution Creating Posit)on
Enclosed is a resolution creating five (5) Police Radio Dispatcher I positions for
the Pol)ce Department's Communication Dispatch Section. The Computer Aided
Dispatch system utilized by this section requires that seven (7) workstations be
manned 24 hours a day, seven (7) days a week, and with a minimum of 35
positions Currently, there are only 30 positions allocated. This shortage has led
to an inordinate amount of overtime, workers fatigue and job stress, and a crisis
situation
If there are any questions, please do not hesitate to call the Police Department.
William Takaba
Director of Finance
APPROV D.
Harry Klm
Mayor
Enc.
Cc: Police l30
Res. St-w o~mm. Na
File No.
Ref. To:
Ref FEB 2 20`-01
FIN 03615
7/18/91 DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: POLICE DATE: 02/07/01
STAFF CONTACT: Asst Police Chief Lawrence Mahuna PHONE: 961-2261
A. REOUEST:
Create five (5) Police Radio Dispatcher I positions for the Commurncations & Maintenance
Section, Technical Services Division, Administrative Bureau.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED)
The CAD (Computer Aided Dispatch) system installed in Central Dispatch in October 1998,
regwres that seven (7) workstations be manned 24 hours a day, seven (7) days a week.
This in turn means that a minimum 35 positions are needed to prowde necessary stafFng.
Our current allocation is only 30 positions.
Compounding the problem of being five (5) positions short, the dispatch section has had to
expend an inordinate amount on overtime (excluding holiday overtime, 11,983 hours or
$268,719 in calendar year 2000) due to a high absence rate, and an average of two or more
employees on extended sick or workers' compensation leave.
Many dispatchers regularly are needed to work 12-hour shifts and work overtime on at least
one of their days off. This has led to worker fatigue and lob stress, and a crisis situation,
that if not corrected soon, wdl cause a tremendous strain on department's operations and a
potential officer and public safety concern. The addition of five (5) Police Radio Dispatcher
positions wdl make a significant impact on relieving manpower shortage and reducing
overtime expense in this section.
SIGNED: DATE: ` ~
Department Head
/Iced Ir/z~/~n
REQUEST FOR ORGANIZAitONAI CHANGES ANO/OR POSITION ACTIONS
TO: MAYOR pA~ 10/17/00
FROM: DEPARTMENT• Police
DIVISION/BRANCH: Administrative Bureau/Technical Services/
Communications
REQUEST:
® NEW POSRION Police Radio Dispatcher I SR-14
TITLE ?AY GRADE
? REAUOCnnoN
C]lRRBRTmF /?aSR1pN NO. ?AY GRADE
PROMS®11nF ?AY GRADE
? orHER
W+~C~ n FlE. 6vM~r. Mal QIRRENf TIRElMWipN N0. ?AY GRADE
COMMENTS: Request to create 5 new Police Radio Dispatcher r
positions to be funded 6v our budget. T71[aaso~~afar rn arta~t,o~
memo dated 10/17/OO.detailina our urgent need for these eesitions.
~ ~f -~O~
DEPARTMBdI HEAD DATE
LI APPROVED ? DISAPPROVED
~Ily.lel
MAYOR DATE
DCS CFOOS (!/9~(! f
NEW POSITION INFORMATION FORM
Departrnent: Police Date: 02/07/01
DNision/Brandy Administrative BureaulTechnical Servloes/Communlcations & Maintenance
Pay Fund # of Similar
Class Title Grade Sala Source Pos. in De t.
Pollee Radio Dispatcher I (5) SR-14 $2,034 County 0
10 170 5
1. Give reasons how new duties arose (statutes enacted, ordinances, newly authorized
programs, basis for increased workloads, etc.):
The number of postions allotted to the section does not meet the minimum required to
provide proper service. To fill seven (7) workstatlons 24-hours a day, seven (7) days a
week, requires a total of 35 pos~tlons; there are only 30 allotted, including supervisory
positions.
2. Can new dutes be assigned to existing positions or handled in other ways such as short
term contracts, etc.
The new positions are Intended to relieve already overburdened dispatchers. Short-term
contracts are not viable solutlons as detailed training is required for all personnel and it
would not be cost efficient.
3. How will new position increase the efficiency/effectiveness of operations (Use
productlvlry measurements where possible.):
New personnel will be assigned the responsibility of handling the call taking and pll
screening of emergency calls, abng with answering telephone Ilnes and other related
duties as required. This would allow experienced dispatchers to handle dispatch
consoles maintaining proper communicatbns with officers on assignments. Additlonally,
with minimal training, a Police Radio Dispatcher I wuld be later used to replace a
positon vaoted by a Police Radio Dispatcher II.
New Pos~hon Forth
Page 2
4. Alternatives that were considered in lieu of new position. (Have technological changes
been considered?)
Attempts were made to modify work schedules, but the lack of sufficient personnel did not
provide any viable solution.
5. YVhy were manpower needs not planned through budgetary process
Positions will be unfunded and salaries/wages will be paid from overtime reduction and
from other unfilled positions that may occur throughout the fiscal year.
6. List other rationale or pertinent statements and data:
a. Cost of 5 Police Radlo Dispatcher I (PRD I) positions
1) $2,034/mo X 12 = $24,408/yr per position X 5 positions = $122,040
2) Unavoidable holiday overtime pay for new PRD I positions:
$11.73/hr X 8 X 1.5 = $144.76 X 13 holidays/yr = $1,830 X 5 positions= 9.150
TOTAL $131,190
b. Current Overtime and Savings Analysis
1) F~ccluding holiday overtime hours, dispatch section incurred 11,983 actual hours of
overtime in calendar year 2000 or $268,719 (11,983 X 1.5 X $14.95 average hourly
wage for dispatch); this Is equal to 1,498 work days (11,983 + 8)
2) Addition of 5 PRD I positions will add (excluding vacation and sick leave days)
1,195 work days/yr (5 X 21 days/mo = 105 X12 = 1,260/yr less holidays [13 x 5]
65 days)
3) If 1,195 days are paid at overtime rate:
1,195 X 8 = 9,560 hrs X 1.5 = 14,340 X14.95 = $214,383
c. Potential Savings
1) $214,383 - $131,190 = $83,193 or
2) $83,193 + $268,719 = 31%
1
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SOURCE OF FUNDS FOR NEW ~OSIiION/REALLOCAYION/CHANGE IN FiE
5 Police Radio Dispatcher I positions, SR-14(eff 11/16/00)
1. COMPIRATION OF FUNDS REQUIRl~ FOR POSRiON NO. New (K no
number hdicate'1~eW".)
a( New monthly salary j 2, 0 3 4
b) Resent monthly ~Y M hckided h
FYgn-n i txrdpet (If NOT 1WDGETED, INDICATE j 0
e) Net funds required (Iterri "d mhos Item b~ j 2 , 0 3 4
d) Rerra4+hp number at months h currar?t tiseal yea 7.5
s) Funds nsquirsd h rema4~der of fiscal ya
(Items'd x Ftsrn'cn j (15 , 255 /pos )
$76,275/5 positions.
2 AVAIIAttIIJTy OF FUNDS
a) What k the podllon's fund souse (County, state. hderd)9 County
b) Funds are budgeted h account number.
e) Funds ore avaiable h account number. 5203.01
Transfer to account number.
d) Request to trarufer funds for rea8ocallon:
from: O10A11-5911.74341 RovMon fa RedloeaFlon
Total Amount
To:
Account Number Account Tide
{ eerMly 11# the htormation is eorteet and funds ore available, and that 1hb?urxls may Ise
used tar the dassMaalion aKtion as requested.
!d d f'~
Depatmsnt Date
ocs cwoss (s/»I Rw. s/*r: rr/ss
~a ,
DEPARTMENT OF CIVIL SERVICE LOCATION
1. Position No. COUNTY OF HAWAII Dept. Police
POSITION DESCRIPTION FORM Div. w eru. Admin/Tech Svc
rype• GWI service (x) Exempt ( ) Sedbn CommtlrUMaint
Petmranent (X) Temporary ( ) Geop. Loc. S Hlb
Full TMne (X) PaR-Time ( )
z. FOR CML SERVICE USE ONLY
Albcatbn Class Salary Range Etfectlve Date
Approved BY
Autltority Date Date Dkector of Personnel
3. DUTIES OF THE POSRION
Llat aarh dury asagnad m tlu poaltlon aapwtay Arrarpe Yeas dutlw M bdpl aidsr IrpkrYne rrtlh Uwas psrramw moat hagrNntly and falbwad by tlioee
perfamW ooneforuYy Bs tlwr, conplsb. and oondaa 9tldc b adbrnwda d tact. avoid tlr ur d vague or grwal hrrrr tilts rN saemb d the averapa
amard d tlrne aped b psdamkp aach mayor dury. tl a raabntlon d tlu paaNbn Y requMled, show the wit duupes In dutla, rweam fix tlrua clunasa and
Performs a variety of dtlBwtt cterical work M a central poise communicetiona operetlon; receives trakring in poice
redoo dispatching methods and prooedurea. X'
of tlme.
Receives telephone complalnte and other requests for poise assistance from the public, elbits and summartres 85
necessary facts, determines prehmlrtary dassification of offense and forward pertlnent informetlon to dispatchers;
receives case data from reporting police ofAcers and enters same Into various poise database systems vie
teleprocesaing terminals; makes Inqukies of vehicles end persons through computer terminal; opatatea other
common office equipment, maintains and updates logs of abandoned and towed vehldes, missing, and wanted
persons (1)(2)
Under supervision, may provide operator relief to higher level dispatchers; mainfalns and updates miscellaneous ~ ~
police bulletins and records. (1) (z)
Attends formal tralrnng aesslons related to the operations of the Communications Center, attends selected courses 5
in the police recruit Gasses to gain familiarity with the basic functlona and missions d the poise department;
receives on-the-yob trelning in poice comrttunlcetbns operetlons to Include crime dasstAcation and coding, and
utilization of redo dispatching equipment under mock as wall as actual but conftoAed wndl8ons; performs other
related dutles as required. (t) (z)
Key 1) Tha Pertomwnoe d ttda hlrictlori b the rsa+on tlwt d1W lob ezlsta
2) Tne number d dhar ernWoyeea avallebla m pertbnn tlds turatlon u gmlbd
9) Tltla tunetlan V highly apadaNzad aril ampbyee b liYad for apedal e~ertlaa.
4. Supervision Recehed Ghre the posttbn rto. and tltle of knmsdlets supervleor of this positlon
Position Number 3636,3637, 3700 Title Supv'g Pdice Redo Dispatcher
5. SUPERVISORY RESPONS~ILITIES OF THE POSRION
Uet must coMdde MAtlt the o81dN orpanlzatlon chart.
Position No. Title Nature Of Supervision
.'y Wayee G. Calvalho
Stephen K Yamaahiro PdvrClueJ
'~0y°' James S. Coves
..N Deputy Pdxe Ch,eJ
falxuntg of ~ttfuttii
POLICE DEPARTMENT
319 wp,uiu~l stmt • Hob, wwui %726399s
(!0!) 9353311 • Pu (a0B) %1-2701
October 18, 2000
TO STEPHEN YAMAS MAYOR
FROM J S. ORREA, ACTING POLICE CHIEF
SUBJECT .REQUEST FOR NEW POSITIONS
The Hawaii County Police Department is in critical need of addttional positions for the operation
of the Central Iispatch Section. We are requesting that the following positions, which will be
funded from within our budget, be created to meet this need.
Police Radio Ispatcher, PRD I, (SR-14)
Annual Salary: $24,408
Positions Requested. 5
Projected annual cost: $122,040
In October of 1998, the Police Department installed a Computer .Aided Dispatch (CAD) System
in Central Dispatch CAD required 7 dispatch console positions to be manned 24 hours a day
The commonly accepted relief factor (i.e., to wver personnel absences due to days off, sick
leave, vacation, framing, and so on) is that five personnel are required to staff one position for a
24 hour period in an entire yeaz
To cover 7 required positions we need to actually staff 35 muumum PRD personnel. We
currently have 30 permanent positions (27 PRD-IIs' and 3 SPRDs'), short of the optimum by 5
personnel. Coverage of the 7 positions along with a Supervising Police Radio Dispatcher (SPRD)
for each shift would be the optimum situation The 3 current SPRDs' perform dispatch dupes
most of the lime to make up for the shortage of manpower. To compound the matter, we
regulazly have two or more persons on extended sick leave. To maintain the 7 positions, with an
Mayor YAMASHIltO
October 18, 2000
Page 2
average of less than 30 personnel available to work, the Dispatch Section has had to expend an
exorbitant amount of overtime. Since the inception of CAD, and in 1999, the section has
averaged 1,296.5 hours, or $19,603.58 of overtime a month, amounting to 15,558.4 hours or
$235,243.01 a yeaz.
Many dispatchers aze required to work 12-hour shifts and work overtime on at least one of then
days off. These situations have caused fatigue and higher job stress, which mev~tably raises the
sick leave and compounds the manpower shortage problem
Table 1 shows the comparison of overtime hours for the first eight months of 1999 and 2000
The numbers have been rounded to the nearest whole number.
Table 1 Overtime Companson, January 1-August 31, Calendar Years 1999 and 2000
Jan Feb Maz Apr May Jun Jul Aug Total
1999 1862 1338 1456 1188 1097 1131 1189 1187 10,448
2000 1801 1393 1725 1733 1375 1758 2284 2075 14,144
There was a 35% increase of Overtime hours m 2000 compazed to 1999. The cost of overtone
for 2000, up to August 31, totals $193,549.86 (obtained from the Finance Section) In addition
to the overtime monies paid out, the Department also incurred mileage expenses of $1,187.01 to
compensate those dispatchers that worked overtime on their days off.
With 2/3 of the year over, rt is estimated that overtone costs for 2000 will be in the azea of
$257,421.31, and rmleage cost will be approxonately $1,578.72, for the yeaz
In 1999, Sick Leave totaled 9,601 hours for the entire yeaz, or an average of 800 hours per
month The first eight months of the yeaz, Sick Leave totaled 6,445 hours. In companson, the
first eight months of 2000, Sick Leave totaled 6,686, or an average of 836 hours per month
Table 2 illustrates the comparison
Table 2 Sick Leave Companson, January 1-August 31, Calendaz Years 1999 and 2000.
Jan Feb Maz Apr May Jun Jul Aug Total
1999 850 852 903 825 636 822 692 865 6,445
2000 636 812 1015 975 648 713 963 924 6,686
There was a 7% increase of Sick Leave in 2000 compared to 1999 Currently, 27%, or 8 out of
30 personnel (Supervisors and/or Dispatchers) aze out on extended leave resulting from injury or
illness
Mayor YAMASHIRO
October 18, 2000
Page 3
With the addition of the E-911 and CAD Systems, Central Dispatch has evolved into an
Emergency 911 Center. A11911 calls come into Central Dispatch In 1999, there were a total of
98,857, or 8,238 calls per month, made to 911.
For the months of January through August 2000, there were a total of 81,659, or an average of
10,207 calls per month, made to 911. This ~s an increase of 24% of 911 calls per month.
Many of the dispatch personnel aze committed to assisting rn providing the coverage to keep
Central Dispatch operating. Due to extended pcnods of working overtime, we aze concerned that
dispatchers will "bum out", suffer from fatigue, and fall ill due to lack of proper rest It is
becoming increasingly difficult to cover all positions
Continuous trauung, a must to prevent liability concerns, is also difficult to schedule, as
dispatchers aze needed to work on a portion of the sluff preceding or following their scheduled
work shift
The remedy to the shortage of dispatch personnel and the lazge amount of overtime expenses
incurred would be the creation and filling of lower classified positions, Police Radio Dispatcher I
(PItD-I) The addition of five PRD-I's will create an avazlable pool of personnel that would be
used to replace vacant P1tD-II positions that arise due to separation from service. Replacement
of a PRD-I could be less burdensome due to more individuals avazlable to be hired due to lower
minimum qualification requirements.
In summary, we have reached a crisis situation that if not corrected soon, will cause a
tremendous strain on the Department's budget, operations, and a potential officer and public
safety concern. The addition of five PRD-I posrtions in Central drspatch will make a srgnificant
impact on relieving the manpower shortage srtuatron and greatly reduce overtime expense and
employee srck leave use. The money now berng spent on overtone could easily fund the five
new posrtrons and yet strll allows available money to be used m other endeavors
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