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Home My WebLink About1998 01 26 Regular Item I COMMISSION AGENDA ITEM I Regular X Consent Informational January 26. 1998 Meeting MGR itJVIlDEPT Authorization REQUEST: City Manager requesting City Commission to consider information relative to the staffing needs of the Police Department and to provide comments it deems appropriate. PURPOSE: The purpose of this agenda item is to review the st~ffing needs of the Police Department with the Commission and to review any input the Commission deems appropriate. CONSIDERA TIONS: The City Manager requested the new Police Chief to perform an analysis of the department's staffing needs in order to perform the level of service standards the Chief deems appropriate for the City for consideration in the FY 98/99 budget. The City Commission has expressed interest in how different grant sources might be utilized to help finance the additional staffing and service levels the Chief feels are necessary. In order to meet the January 31,1998 Grant deadline the City has filed a COP S application with the U. S. Department of Justice to preserve the City's application position with the agency for eight (8) police officers. However, as with all grants, final acceptance of the grant requires a commitment to the matching fund obligations of the grant from City sources. The City's ability to make this commitment has to be made within the context of the many other needs the City has to fund. It is generally accepted that the appropriate place for this debate is during the budgeting process. TABLE I There is no fool proof method of determ ining staffing requirements. The best approach to determine the right level of staffing is a combination of comparative analysis, work load factors and intuition. Table I demonstrates staffing projections based upon the following: 1) International City Management Association Comparative Study of Police Department Staffing Patterns of Uniform Officers published in the 1996 I.C.M.A. Year Book for S'uburban Cities. This number provides the national mean staffing of police department's in suburban incorporated cities located within metropolitan statistical areas. This method reveals the average number of uniform officers in suburban cities to be 50 uniformed officers. 2) International City Management Association Comparative Study of Police Department Staffing Patterns of Uniform Officers,published in the 1996 I.C.M.A. Municipal Yearbook for cities between 10,000 and 50,000 population. This number is an average mean derived by computing data from the cities of 10,000-24,999 and 25,000-49,999, resulting in an average population of 30,000 and average mean of 49 uniform officers. 3) International Association of Police Chiefs Staffing Methodology provides a methodology for communities to compute their individual staffing needs for sworn officers based upon work load and officer availability factors in the community. This methodology computes the need for sworn officers in Winter Springs to be 59. 4) Averaging the three methods together reveals the need for 53 uniform officers. 5) The City currently has 45 sworn officers indicating a need for 8 new officers to satisfy the average indicated of the various methodologies. 6) A total of 53 officers based upon today's estimated population of 28,000 represents a staffing ratio for sworn officers of 1.9 per 1,000 population. 7) An average of 1.9 is below the average of 2.4 for Seminole County cities. However, it is necessary to consider that Winter Springs is unique in its lack of commercial areas, and . unique in its socio economic factors. These factors tend to 2 average out in the National Survey Data resulting in the survey data giving a good indication of communities like Winter Springs. TABLE II Table II provides a cost and revenue analysis utilizing the COP S Grant and City revenues as sources of income for 8 police officers. The COP S Grant provides 75% funding for salaries and benefits of officers for three years. Other costs have to be furnished by the City. The City would be required to assume the full burden of the salaries and benefits cost the fourth year. As demonstrated the addition of 8 new officers represents a sizable increase in General Fund Revenues equivalent to .2351 mils in the first year of the grant, .0920 in year two, .1404 in year three. In year four the equivalent increases to .3086 due to the expiration of the grant. In year five the equivalent increases to .4148 mills as a result of the need to replace the initial issue of vehicles. Assuming the Chief does not require the purchase of new vehicles in the FY 98 budget for existing staffing, there should be no reason to raise the millage to purchase the 4 vehicles for the new officers. This would result in a tax equivalent of approximately .1152 mils that would not need to be increased until the fourth year of the program when the City assumes the full cost of the additional officers. AL TERNA TIVES The Commission has several alternative, the most apparent of which are as follows: 1) Do nothing. 2) . Commit to 8 new officers now. 3) Commit to building the staffing levels up over several years as additional grants and local funds are available thereby reducing the impact on the budget in anyone year. TABLE III Table III demonstrates the cost of adding four officers in the alternative to eight. This alternative results in a first year tax equivalent of .1175 mils. 3 TABLE IV Table IV demonstrates the cost of adding two officers in the alternative to eight. This alternative results in a first year tax equivalent of .0588 mils. FUNDING: None required at this time. RECOMMENDATIONS: It is recommended that the City Commission review the staffing and service needs of the Police Department and provide any comments the Commission deems necessary. ATTACHMENTS: Table I Table II Table III Table IV Table V Table VI Table VII Sworn Officer Analysis Employee Cost Analysis - 8 Officers Employee Cost Analysis - 4 Officers Employee Cost Analysis - 2 Officers Winter Springs population 93-98 Winter Springs five year calls for service Seminole County City sworn officers staffing COMMISSION ACTION: 4 ICMA leMA IACP TABLE I SWORN OFFICER ANALYSIS Suburban City Mean 30,000 Population Average Mean Workload/Officer Availability Calculation Average Indication of Uniform Officers. Winter Springs Current Staffing of Uniform Officers Additional Staffing Indicated Winter Springs per capita with 53 sworn officers. Seminole County City per capita average. 50 49 59 53 45 8 1.9 2.4 T ABLE II COPS POLICE OFFICER GRANT EMPLOYEE COST ANALYSIS - 8 OFFICERS YEAR 1 YEAR 2 YEAR 3 YEAR 4 Year 5 Annual Recurring Expenses SALARY 186,768 194,232 202,008 210,088 218,492 BENEFITS 49,416 50,816 52,272 53,544 55,686 UNIFORMS 2,000 2,000 2,000 2,000 2,000 TRAINING 2,000 2,000 2,000 2,000 2,000 TRANSPORTATION 19,720 19,720 19,720 19,720 19,720 SUPPLIES 2,000 2,000 2,000 2,000 2,000 TOTAL 261,904 270,768 280,000 289,352 299,898 Non Recurring Expenses VEHICLES 98,404 -0- -0- -0- 11 5, 166 UNIFORMS 33,984 -0- -0- -0- -0- TOTAL 132,388 -0- -0- -0- 115,166 TOTAL EXPENSES 394,292 270,768 280,000 289,352 415,064 FEDERAL/LOCAL REVENUE SOURCES CITY 193,532 79,504 127,432 289,352 415,064 FEDERAL 200,760 191,264 152,568 -0- -0- TOTAL 394,292 270,768 280,000 289,352 415,064 MILLAGE EQUIVALENT 3.6083 .2351 .0920 .1404 .3086 .4148 TABLE III EMPLOYEE COST ANALYSIS - 4 OFFICERS YEAR 1 YEAR 2 YEAR 3 YEAR 4 YearS Annual Recurring Expenses SALARY 93,384 97,116 101,004 105,044 109,246 BENEFITS 24,708 25,408 26,136 26,772 27,843 UNIFORMS 1,000 1,000 1,000 1,000 1,000 TRAINING 1,000 1,000 1,000 1,000 1,000 TRANSPORTATION 9,860 9,860 9,860 9,860 9,860 SUPPLIES 1,000 1,000 1,000 1,000 1,000 TOTAL 130,952 135,384 140,000 144,676 149,949 -Non Recurrina Expenses VEHICLES 49,202 -0- -0- -0- 57,583 UNIFORMS 16,992 -0- -0- -0- -0- TOTAL 66,194 -0- -0- -0- 57,583 TOTAL EXPENSES 197,146 135,384 140,000 144,676 207,532 FEDERAL/LOCAL REVENUE SOURCES CITY 96,766 39,752 63,716 144,676 207,532 FEDERAL 100,380 95,632 76,284 -0- -0- TOTAL 197,146 135,384 140,000 155,676 207,532 MILLAGE EQUIVALENT .1175 .0460 .0702 .1518 .2074 TABLE IV EMPLOYEE COST ANALYSIS - 2 OFFICERS YEAR 1 YEAR 2 YEAR 3 YEAR 4 YearS Annual Recurrina Expenses. SALARY 46,692 48,558 50,502 52,522 54,623 BENEFITS 12,354 12,704 13,068 13,386 13,922 UNIFORMS 500 500 500 500 500 TRAINING 500 500 500 500 500 TRANSPORTATION 4,930 4,930 4,930 4,930 4,930 SUPPLIES 500 500 500 500 500 TOTAL 65,476 67,692 70,000 72,338 74,975 Non Recurrina Expenses VEHICLES 24,601 -0- -0- -0- 28,792 UNIFORMS 8,496 -0- -0- -0- -0- TOTAL 33,096 -0- -0- -0- 28,792 TOTAL EXPENSES 98,572 67,692 70,000 72,338 103,767 FEDERAL/LOCAL REVENUE SOURCES CITY 48,382 19,876 31,858 72,338 103,767 FEDERAL 50,190 47,816 38,142 -0- -0- TOTAL 98,572 67,692 70,000 72,338 103,767 MILLAGE EQUIVALENT .0588 .0230 .0351 .0759 .1037 Table V City of Winter Springs Population 28,032 29,000 27,231 28,000 26,474 27,000 25,673 26,000 24,772 24,008 25,000 24,000 23,000 22,000 21,000 April 193 April 194 Apri 1195 April 196 Apri 1197 Janl98 A 16.76010 increase from April 1993 to January 1998 " Table VI Winter Springs Police Department Calls for Service 15,000 10,000 5,000 13,364 12,979 113,6951114,1171. 11,375 o 1993 1994 1995 1996 1997 A 24.11 % Increase from 1993 to 1997 Table VII Comparison of Sworn Officer Deployment Ratios in Seminole County Municipalities 12.94112-91 L:..:..J 2.57 2.5 3 2.5 2 1.5 1 0.5 o 2.28 2.21 1.61 An average Deployment Ratio of 2.43 including us . longwood II lake Mary IfIl Sanford ~Altamonte Springs 111 Ov ied 0 B Casselberry III Winter Springs