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HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.09.2005MEMBERS PRESENT: OTHERS PRESENT: MINUTES BUDGET/FINANCE COMMITTEE MARCH 9, 2005 5:00 P.M. COUNCIL CONFERENCE ROOM Chairman Mark Mace (5:10) Kate Stevenson Mayor Ken Olson Chief Rick Musson Gay Easton Doug Poehls Mary Embleton A special meeting of the Budget/Finance Committee was called to order by Chairman Easton at 5:05 p.m. Mayor Olson stated that Chief Musson attended the meeting to inform the committee and discuss the issue of the 8½-hour shifts for the police department. ChiefMusson explained to the committee that the type of work schedule the police department is using is called a "6 and 3 shift" where officers work six days, then are off for 3 days. The work days are 8½ hours. This changes the workweek from 7 days to 9 days. Overtime occurs when an officer works more than 8½ hours during his/her shift, or if he/she takes a day offthat is normally scheduled to work. The chief explained that he first looked at the shift in 1999, and looked at it for 4 years before deciding to use it. Rick then presented several hand-outs, which are attached to these minutes. Officem bid the various shifts, which are: 7:00 am - 3:30 pm; 3:00 pm - 11:00 pm; 7:00 pm - 3:30 am; 11:00 pm - 7:30 am. The shifts now overlap by ½ hour. Officers stay on the same shift for 6 months. This type of schedule came from the Helena Police Department. Discussion ensued. Rick emphasized there are no "short back" issues. An officer always has at least 8 hours off between shifts. Dispatchers rotate shifts. Mayor Olson asked about accounting and payroll issues associated with this change of workweek. How is the overtime monitored, and what triggers the overtime? Rick explained the differences with the 8-hour work day, vs. 8½-hour work day, vs. 10-hour work day. He also explained that police departments are allowed to have a work week that is more than 40 hours. He further stated that the officers signed off that they would not claim overtime for over 40 hours in a week. The language for this shift, however, is not spelled out in the Union Contract. As management, Chief Musson felt that the authority was his to change the workweek and shifts, and also understood that former Mayor Johnson consented to this change. Rick emphasized that the extra ½-hour overlap is good for briefing and for officers to finish paperwork. Holiday overtime and paid days offare two issues that were not formally spelled out when this work schedule took effect. It was perceived by the committee that this change would be done on a trial basis, but there is no document stating this. Alderman Poehls Budget/Finance Committee 3/9/05 Special Meeting Page 2. suggested that if the city makes this a permanent work schedule, then it needs to be spelled out in both city policy and the union contract. The dispatchers are also on the 6 and 3 schedule, working 8½-hour shifts. Rich stated that this gives the 2 relief dispatchers more overall hours, which means they are better trained. Mayor Olson countered that if the relief dispatchers are working mom hours, then the regular dispatchers are working less. It was also pointed out that relief dispatchers receive the full insurance package, even though they are just part-time. The coverage for the police department is there, but the numbers still show that not as many days or hours are being worked. There was also discussion regarding the accumulation of sick and vacation hours. Mary stated that she had to defer to the anion contract language, and it is set up to accumulate on a pay-period basis, not on how many hours are worked. Mayor Olson recommended to the committee to ask Chief Musson to bring an outline of this schedule, the history, and backing (i.e. 207k) in order to have more discussion on the issue. Chairman Mace stated that he would like to have enough understanding of this issue to be able to explain it to the citizens. Also, the city will need to weigh the pros and cons, as well as the cost to benefit of using this schedule. Brief discussion was held regarding the history of changes that has occurred at the police department, such as improvements in shift coverage with additional personnel, changing to the MPORS retirement system, development of the SRO and HIDTA programs, and the use of the motorcycle lease program. All of these improvements have encouraged longevity in the employment of the officers. The meeting adjourned at 6:30 pm. Respectfully Submitted, ~eton Clerk/Treasurer LAUREL POLICE DEPARTMENT 215 W' 1 st STP'EET, LAUREL,MT. 59044 PHONE: 406-628-g737 FAX: 406-628-4641 ~(~ 365 DAYS DIVIDED By 9 (DAYS IN 6/3 ROTATION) = 40.555 WOILK WEEKS 1N 6/3 ROTATION 40.555 TIMEs 6 (DAYS WORKED Eq 6/3 WEEK) = 243.33 WORK DAYS PEK YEAR 6/3 ROTATION 243.33 TIME 8.5 (HOURS WORKED PEK DAY) = 2068.305 HOURS WORKED PEK YEA_K *DUE TO SH.[FT CHANGE AND THE WAY THE SCHEDULE ROTATES SOME OFFIcERs MAY HAVE MORE OR LESS. LAUREL POLICE DEPARTMENT 215 W. 1er STREET, LAUREL, MT. 59044 PHONE: 406-628-8737 FAX: 406-628-464I JAN 176 161.5 187 176 178.5 178.5 161.5 FEB 170 170 153 170 153 170 153 MAR 184 187 178.5 195.5 178.5 178.5 170 APR 176 153 178.5 176 178.5 176 178.5 MAY 176 187 161.5 168 178.5 168 178.5 JUN 176 170 161.5 159.5 170 185 170 JUL 176 170 170 170 187 153 170 AUG 176 187 161.5 178.5 161.5 161.5 178.5 SEP 176 153 178.5 178.5 176 176 178.5 OCT 167 187 187 161.5 168 168 161.5 NOV 161.5 170 170 178.5 176 176 168 DEC 187 170 170 170 184 184 170 TOT: 2101.5 2065.5 2057 2082 2089.5 2074. 2038 14,508 ACTUAL HOURS WORKED IN 2004 2080 HOURS X 7 EMPLOYEES = 14,560 HOURS WORKED AT 5/2 SCKEDULE 52 HOURS OF WORK SAVED BY CITY WITH NO LOSS OF COVERAGE $858 SAVED BY THE CITY LAUREL POLICE DEPARTMENT 215 W. 1s'r STILEET, LAUREL, MT. 59044 PHONE: 406'-628-8737 FAX: 406--628-4641 IF THE PART TIME DISPATCHER WORK.ED 8 HOUR SHIFTS WITH A 40 HOUR WORK WEEK, THE FOLLOWING AMOUNT OF HOURS, LISTED BY MONTH, WOULD HAVE BEEN SAVED JAN 10 FEB 15.5 MAR 15 APR 17.5 MAY 13 JUN 12.5 JUL 16.5 AUG 12.5 SEP 12 OCT 14.5 NOV 10 DEC 18 TOTAL: 167 HOURS TOTAL SAVINGS: $2,513.35 *THE 613 DISPATCH SCHEDULE ALLOWS THE PART TIME DISPATCHERS TO WORK MORE HOURS IN A MOIYrH, KEEPING THEM BE'iTtcR TRAINED. THIS IS AN OFFICER SAFETY FACTOR. *IT ALSO ALLOWS FOR THEM TO MORE OFTEN ACHIEVE THEIR 20 HOURS PER WEEK THAT AFFECTS THEIR BENEFITS. *IT ALSO LESSENS THE TURN OVER RATE DUE TO PART DISPATCHERS MAICING ENOUGH MONEY TO CONTINUE WORKING HERE AND AT ANOTHER JOB. THIS SAVES MONEY BY NOT HAVll~G TO TRAIN NEW PERSONNEL.