Loading...
HomeMy WebLinkAboutAgenda - 01-16-2002 - 9b ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting 0ill January16, 2002 Action Aga a Item No. SUBJECT' Public Safety Study Report and Recommendations DEPARTMENT: Personnel ATTACHMENT(S): -Findings and Recommendations Section from the Public Safety Study Report -Under separate cover, full Public Safety Study Report PUBLIC HEARING: (Y/N) No INFORMATION CONTACT: Elaine Holmes, Personnel Director, Extension 2550 Lindy Pendergrass, Sherri Extension 2909 Nick Waters, Emergency Management Director, 968-2050 TELEPHONE NUMBERS: Hillsborough 73248181 Chapel Hill 968-0881 Durham 688-7331 Mebane 3313.2272831 PURPOSE: To receive a report on the County's Public Safety Study covering employee retention and recruitment in the Sheriffs Department and Emergency Management (EMS) and to consider approving recommendations for interim and longerterm actions. BACKGROUND: At the request of the Boat of County Commissioners, the Personnel Department has completed a study of employee retention and recruitment in the Sheriffs Department and EMS. The study has included a review of employee turnover, pay, salary progression/promotional opportunity, and other personnel policies. Attached is the"Findings and Recommendations'section from the report. Under separate cover, Personnel has provided the full report on the stutly findings and recommendations. At the January 16 meeting the Personnel Director will present the report and recommendations for the Boat's consideration. At the January 16 meeting, the Board of Commissioners is being asked to take the following scions: 1. Retention Selarv Adjustment As an interim measure for 2001-02 to address employee retention, approve a special one step (about five percent) public safety retention salary increase effective January 21, 2002. This would apply to employees who have one year of County service as of January 1, 2002 and who are: I Sworn law enforcement officers and their supervisors, e EMS Telecommunications and their supervisors, or EMS Paramedics and their supervisors. This recommendation impacts about 114 employees (77 in the Sheriffs Department and 37 In EMS). 2. Career Ladders Endorse in concept the use of "Career Ladders" for Deputy Sheriffs I and 11, Telecommunicators I and 11 and Paramedics to provide employee development and advancement opportunity in support of employee raterrtion. Ask the Personnel Director to develop recommended Career Ladders for the Commissioners' consideration as part of the Classification and Pay Study now in progress. As an interim measure in anticipation of the development of the Career Ladder for Deputy Sheriff, authorize the reclassification of the six Deputy Sheriffs I who currently are certified as Field Training Officers to Deputy Sheriff 11, as outlined in the Public Safety Report . 3. Other Recommendations Provide any other direction the Board wishes to provide in terms of the Findings and Recommendations presented in the Public Safety Report. FINANCIAL IMPACT: The table below outlines estimated costs M Implement the proposed recommendations: rma current Year Cost in Estimated FUII-Veer Cost Recommendationt Retention Al Sheriffs betterment Si $1¢7,000 EMS $3'000 $02000 Tosl $115000 $2e9Wo RowmmendationY Field Tr Oup Sheriffs C atlmem $5.500 $12,000 1 add to Implement Recommendation and2 $120,500 $2$1,00 ?0 ERaoLYa dare Of Jai 21.2002 For the current fiscal year (2001-02), sufficient funs are available within the current budget for the Public Safety function to implement these recommendations. These funds ere a result of turnover that has occurred in both departments since July 1, 2001. Funds to cover costs beyond the current fiscal year will be included in the upcoming 2002-03 fiscal year budget. The estimated cost for implementation of Career Ladders will depend on the specific ladders developed and how these apply to current staff. That cost will be determined as part of the Classification and Pay Study and proposed in the fiscal year 2002-03 budget. RECOMMENDATION(S): The Manager recommends the Board approve Recommendation 1 (Retention Salary Increase) and Recommendation 2 (Career Ladders) above and. as desired. provide any additional direclion to staff on the results of the Public Safety Study. i Attachment December2001 Findings and Recommendations (From Public Safety Study Report) Overview At the request of the Board of County Commissioners, Personnel has undertaken a study of employee retention and commitment in the ShedfPS and Emergency Management (EMS) Departments. This has included a review of turnover, pay, salary progresdonlpromotions and other personnel policies. The mean in this section outlines the study methodology, key findings and recommendations. The remainder of the report is organted in two sections Sheriffs Department and EMS and includes the specific study information and findings. Given the need to coordinate the study with the Classification and Pay Study now in progress, this report is presented as preliminary information and several recommendations relate to items that would be considered as part of the Classification and Pay Study recommendations to the Spend In the Spring of 2002. Study Methodology Sheriff In completing the ShenfFs Department study, Personnel surveyed the five area local government employers that have hired Deputy Sheriffs from Orange County (Burlington, Carrbom, Chapel Hill, Hillsborough, UNC Campus Police) as well as Durham County and Wake County. Personnel has sought comparative information on turnover, pay, salary progression, promotional opportunities, other pay programs and other personnel Policies and any ideas related to programs that effectively support recruitment and retention. Personnel Analyst Elgin Lane conducted the survey over the telephone and spoke with both Personnel Department representatives and representatives of the Sheriff/Police Departments for each of the seven employers surveyed. EMS For the EMS study, Personnel reviewed turnover and completed a Telecommunications survey that it already had In progress at the time of the request for the Public Safety study. Those employers included Cary, Durham City, Durham County, Forsyth County, Gaston County, Guilford County, New Hanover County, Raleigh, and Wake County. It focused on pay and Telecommunicator functions In relation to Orange County. In December 2000 Personnel completed a Classification and Pay Study of EMS Paramedic positions. That study had led to several Classification and Pay Plan amendments approved by the Board of Commissioners in December 2000, including salary increases for Paramedics and a new class of Assistant EMS Supervisor. For this Public Safety Study, Personnel updated the salary survey information from the 2000 study. Key Findings 1. Turnover among Deputy Sheriffs I and II has increased Improved employee retention at the Deputy Sheriff l and ll level is a significant need for the Sheriffs Department. For EMS Telecommunications and Paramedics, turnover has been a significant factor in the past, but. at present recruitment is the greatest need. There need to be specific measures taken to improve retention and recmBmenl. 2. Both the Sheriff and Emergency Management Director one as a key reason for turnover and as a factor in reciuitrnenl a lack of sufficient advancement opportunity for non-supervisory personnel. The County's rate of salary progression lags slightly behind the average of other employers surveyed. Several other employers surveyed provide Career Ladders that support additional and significant advancement opportunity, beyond that provided by Orange County's current Classification and Pay Plan. 3. The County has set high standards and expectations for its public safety personnel. For example, the functional and certification requirements for Telecommunications exceed all but one other County surveyed. Operation of the IRV (Initial Response Vehicle) emergency medical services system requires that Paramedics exercise a significantly advanced level of skills in patient assessment and treatment in comparison to other counties. For example, the IRV Paramedic responds to calls independently and may make transportation and treatment decisions. Such standards and expectations for employees require the support of a strong, competitive pay plan and personnel system. Recommendations 1. Salary ProgressionlPromotlonal Opportunity For Both Sheriff and EMS Departments a. In conjunction with the Countys Classification and Pay Study consultant, Personnel work with the Sheriff and Emergency Management Director to develop proposed "Career Ladders' for Deputy Sheriffs I and II. Telecommunicators I and II and Paramedics to provide employee development and advancement opportunity and through this support employee recruitment and retention. Such a Career Ladder would provide for advancement on the basis of the employee s qualifications (experience, training, certifications) without regard to whether there is a vacant position. Recommend the proposed Career Ladders W the Board of Commissioners as pad of the Classification and Pay Stutly. (Estimated Cost: Contingent on the specific Career Ladders developed and the application of these to current employees) an As an interim measure for 2001-02, propose the Board of Commissioners approve a special one step (about five percent) public safety retention salary increase for sworn law enforcement officers and their supervisors, EMS Teleourni nicators and their supervisors, and EMT Paramedics and their supervisors effective January 21. 2002. To be eligible for the retention salary increase, require that the employee have at least one year of Cou my service as of January 1, 2002. (Estimated Cost: Forlawenforcement - $77,000 for 2001-02 and for EMS - $38,000 for 2001-02) The purpose of the retention increase would be to support employee retention, pending other actions under consideration, offset the lag in salary progression in comparison to other area employers and support longer service employees moving higher in the range in relation to new hires. This recommendation impacts about 114 employees (77 in the Sheriffs Department and 37 in EMS.) For the Sheriffs Department a As an additional interim measure for 2001-02, reclassify the positions for the au Deputy Sheriffs l who currently are Field Training Officers to Deputy Sheriis ll. For sucha promotion, requ its that the Deputy: ? Have obtained his or her certification as Field Training Officer, an approximately one year program, ? Have at least two years of service with Orange County, ? Have received Proficient or higher ratings in the last two performance reviews, and ? Serve as a tesneent anmr to new Deputies. In any Career Ladder developed for Deputy Sheriff. the Field Training Officer Certification and role would be recommended for a higher step in the Career ladder than Deputy Sheriffl. (Estimated Cost: Cost for the remainder of fiscal year 2001-02 is about $5,500.) For the EMS Department d. As an additional interim measure for 2001-02, complete a review of specific salary issues identified by EMS and address this as feasible through the County's Equity/Retention Fund. For All County Departments e. Propose an amendment to the Orange County Personnel Ordinance to provide that an employee's W PPR Review Date (and consequently the eligibility date for an In-Range Increase) is not changed by a promotion (Estimated COSt eloaddkionalcost) 2. Pay For Bath Sheriff and EMS Departments a. In conjunction with the County's Classification and Pay Study consultant, consider a salary grade adjustment for law enforcement positions as part of the classification and pay study results recommended for 2002-03 to restore the County to a more favorable labor market position. (Estimated Cost: To be determined) b. As with law enforcement positions, consider a salary grade adjustment for Telecommunications and Paramedic positions as part of the classification and pay study results recommended for 2002-03 to maintain the County in a lead role in the labor market, given the functional and training requirements of County positions that exceed many of those found in the labor market (Estimated Cast: To be determined ) 3. Other Pay and Personnel Policies For the Sheriff and EMS Departments and other Departments as applicable a. With the Sheriff and Emergency Management Directors, Personnel explore changes to the pay plan as follows and consider any recommendations for the Board of Commissioners in the 2002-03 budget: ? Increasing me premium for work on a holiday to provide additional incentive for such work and recognize the employee impact of work on a holiday. ? Providing Shift Premium Pay for work on the evening or nigh shift, J Compensating for being on call and available to return to work if called. ? Compensating for obtaining additional, job related levels of education. ? Paying for specific special assignments. ? Providing an allowance for moving expenses when hiring someone who would be required to relocate. b. In conjunction with the Sheriff and Emergency Management Director, develop a proposed employee fitness program for Deputy Sheriffs and Paramedics. In this, take account of available resources such as the Triangle SpornsPlax and possible fitness assessmen/iinstruction available through contract with outside resources. Develop proposed incentives for fitness such as a fitness bonus. (Note: Each Deputy currently receives a membership in the Triangle 5podsPlex.) For the Sherri Department c. In light of the residency requirement for Deputy Sheriffs, explore as a County any possible programs to help mitigate the costs of housing for Deputies. Alternatively, reevaluate the residency, requirement for Deputy Sheriffs and consider changing this to a requirement that the Deputy live within a certain distance or response time to provide more housing options. Note: According to the National Low Income Housing Coalition, the "Housing Wage' in the Raleigh-Durham Area is$14.94 an hour or $31,080 annually. This is the amount required per hour in order to be able to work 40 hours per week and afford a two bedroom unit at the area's Fair Market rent. Presently about 30 deputies are at salaries slightly below this level, ranging from $29,266 to$31,000. In evaluating the pay for the class and pay study in Item 2a above, staff will seek to recommend a level that assures a wage at least equivalent to the Housing Wage. The retention adjustment recommended in Item tb in itself will bring the lowest salary for current deputies within $350 of this Housing Wage. For All County Departments d. As part of the Board of Commissioners pay and benefits work session for its neat review of the pay and benefits plan (Fall 2002 work session for the two year period beginning 201 evaluate Longevity Pay for County employees and consider beginning it at the five year rather than 10 year service level. 4. Additional Option to Assess Turnover For Both Sheriff and/or EMS Departments As a possible additional option to assess turnover, the Sheriff and Emergency Management Director may wish to consider: a. Engaging a consultant to conduct a follow up survey with each Shoff a Department and EMS employee who resigned in 2000 and 2001 to assess the reason for leaving and seek feedback on any suggestions these employees might have to support employee retention in the Sheriffa and EMS Departments. To survey these approximately 35 employees, work with the Sheriff antlfor Emergency Management Director to Identify a consultant to contest the employees by telephone, conduct the survey while maintaining employee confidentiality and provide a summery reportto the County on the employee feedback by department. (Estimated Cost $3,500) From the feedback identified in the survey, develop a further action plan to address the turnover issues and suggestions for employee retention. b, During 2002-03, using a consultant to conduct a confidential employee satisfaction survey of Sheriffs and EMS staff seeking further feedback on issues and suggestions for employee retention and recruitment, after implementation athe recommendations outlined in this report.