CITY COUNCIL: Approve Police Officers Standards and Training (POST) Performing a Study of Shared Services between Carmel & Pacific Grove Police Departments

Meeting Date: October 4, 2011
Prepared by: Michael Calhoun

City Council
Agenda Item Summary

Name: Approve Police Officers Standards and Training (POST) performing a study of shared services between the Carmel and Pacific Grove police departments.

Description: Pacific Grove Police Chief Engles and Interim Police Chief Calhoun met with Police Officer Standardization Training (POST) consultants who have expressed an interest in conducting an organizational study of both departments to make recommendations for sharing police services between each respective agency.

Overall Cost: None

Staff Recommendation: Approve POST performing a study of shared services between Carmel and Pacific Grove police departments.

Important Considerations: In 2004, the City of Carmel entered into a “Service Sharing” agreement with Pacific Grove (Resolution 2004-20), and in 2009 entered into a contract with Pacific Grove to provide a part-time motor officer. Since 2010, the Carmel and Pacific Grove Police Departments have been sharing police services, training, and personnel, as needed.

Decision Record: None

Reviewed by:

________________________________ _________________
John Goss, Interim City Administrator Date

TO: MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: INTERIM POLICE CHIEF MIKE CALHOUN
DATE: OCTOBER 4, 2011
SUBJECT: APPROVE POLICE OFFICERS STANDARDS AND TRAINING (POST) PERFORMING A STUDY OF SHARED SERVICES BETWEEN THE CARMEL AND PACIFIC GROVE POLICE DEPARTMENTS

This report is being prepared for members of the Carmel City Council regarding shared services between the City of Carmel and Pacific Grove police departments to provide an overview of what we have accomplished, and services being proposed by POST (Police Officer Standardization Training) to further study the shared services model. POST is asking the City Councils of both cities to provide policy direction about the areas of
shared services they are willing to support.

BACKGROUND
In 2004, the City of Carmel and Pacific Grove entered into a “Service Sharing Agreement” with the mutual understanding of sharing police personnel to improve the effectiveness of resources and to provide a higher level of service while reducing costs.

The services included: sharing an animal control officer; clerical office assistant; general law enforcement services; and police investigative services. Before 2010, these services were utilized on a limited basis and for the most part not at all. (Resolution No. 2004-20)

TRAFFIC OFFICER CONTRACT
In 2009, the City of Carmel contracted a part-time motorcycle officer and motor equipment with the City of Pacific Grove to coordinate selective traffic enforcement services, traffic investigations, and assist in general law enforcement duties. Cpl. Rana was immediately well received by the Pacific Grove community and department personnel as he easily fit into their police organization.

The contract provides for Rana to work approximately 20 hours per week. He also is used for special events and provides additional shift coverage due to personnel shortages.

The contract was recently approved by the Pacific Grove City Council and extended to June 30, 2012. Last fiscal year, the City of Carmel received $57,188.00 from Pacific Grove for Rana’s services. That contract was extended in July into 2011-12.

JAIL SERVICES AGREEMENT/OFFICER TRAINING
In 2010, both agencies agreed to establish a cooperative agreement to house prisoners in the Pacific Grove jail. The purpose was to save overtime costs from preventing calling additional officers to cover the City of Carmel while arrestees were transported to County Jail. In addition, both agencies participated in a unified training program consisting of firearms qualifications, weaponless defense certification, use of force, and mandated perishable skills training to stay in compliance as required by POST. This working and training arrangement proved crucial in building solid relationships and mutual trust between personnel of the two cities.

ANIMAL SERVICES
Due to high costs of lodging animals at MCAS (Monterey County Animal Shelter), Carmel entered into an agreement with Pacific Grove to lodge domestic animals using Pacific Grove’s kennel. This provides a unique service to the citizens of Carmel by allowing the Carmel Police Department to lodge an animal for a few days to identify its owner prior to lodging them at MCAS. Currently, domestic animals are transported at the end of the day because Carmel cannot lodge animals overnight. By returning animals to their owners, Carmel can save the kennel fee charged by MCAS at $160.00 per animal.

Officers from each agency have been trained in the transfer and release of animals at the Pacific Grove animal holding facility. For this service, Carmel shares half of their impound fee with Pacific Grove.

SIMILARITIES OF SYSTEMS: A Key to Success
Although no two agencies are exactly alike, Carmel and Pacific Grove share similar philosophies about response to crime prevention, community oriented policing, and problem solving initiatives. The two cities also utilize the same policy manual and the same records management system (RMS).

Pacific Grove and Carmel personnel work similar 12-hour shift schedules which include four hours twice a month dedicated to training. Pacific Grove saves on overtime costs for in-house training because they integrate training time in their regular work schedule; whereas, Carmel cannot do so due to a shortage in staffing levels per shift. As a result, Carmel incurs overtime costs when training with Pacific Grove. Either agency can
provide a police officer or reserve officer at any time when there are staffing shortages, arrests, criminal investigations, or special events since both agencies have similar shift schedules.

WHAT WE HAVE ACCOMPLISHED:
Today, each agency shares police personnel, a traffic officer, animal control, investigations, the PG jail facility, and participates in mutual training as needed to improve staffing levels and reduce overtime. As of September 9, 2011, the total hours of shared services provided by each respective agency were as follows:
Carmel 90.75
Pacific Grove 98.75

These figures, however, only reflect some of the total savings in overtime since occasional overtime is incurred based on certain circumstances and current staffing levels. For example, Pacific Grove officers have covered our city on several occasions while we transported prisoners to County jail. In the past, the City of Carmel Police had to call in officers and pay overtime to cover the city.

THE NEXT STEP
Chief Engles and Interim Chief Calhoun met with POST consultants who have expressed a willingness to conduct an organizational study of both departments to make recommendations for sharing police services between each respective agency, including best practices and their effect on the shared services model. The scope of the study is proposed as follows:
Shared Services Model to Include:

• Dispatch
• Records
• Animal Control
• Investigations

Staffing Models to Include:
• Sharing a Police Chief
• Sharing Command Staff
• Sharing Patrol Officers
• Unity of Command

Members of both the Carmel and Pacific Grove Police Department agree that sharing services and resources has been beneficial and that more can be accomplished if this concept is further studied and expanded. So far, sharing of services the past few years with Pacific Grove has been smooth and uneventful.

The success of consolidating services is based on receiving jurisdictional support from each respective City Council and law enforcement personnel and citizens. Without this commitment and support, the concept is premature and of little value.

The consultants for POST are now asking each City to indicate if their respective City Council supports the study of shared services. Based on this input, POST will complete a study as outlined in this report.

FISCAL IMPACT
There is no cost to the City for the POST study.

RECOMMENDATION
Approve POST performing a study of shared services between the Carmel and Pacific Grove police departments as outlined in this report. There will be no obligation to implement any of the study’s recommendations by the City.