HomeMy WebLinkAboutUnbudgeted Expenditure - Contracting with Private Company fo CITY OF HUNTINGTON BEA,
MEETING DATE: August 16,2004 DEPARTMENT ID NUMBER: PD-04-010
Council/Agency Meeting Held: t� 0
Deferred/Continued to:
)(Approved ❑ Conditionally Approved ❑ Denied it Cler 's Si ture
Council Meeting Date: August 16,2004 Departme D Number: PD-U4-01b
CITY OF HUNTINGTON BEACH I --Z
REQUEST FOR ACTION O(D112r.
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SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS N
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SUBMITTED BY: PENELOPE CULBR TH-GRA T, CITY ADM IST R TOR
PREPARED BY: KENNETH W. SMALL, CHIEF OF POLICE -
SUBJECT: Approve Contracting for Background Investigation Services
[statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis, Environmental Status,Attachment(s)
Statement of Issue:
The Huntington Beach Police Department conducts ongoing recruitment efforts for internal
vacancies created by retirements and resignations. A thorough background investigation is
required for all Police Department positions prior to hiring new employees. The department
has two police officers assigned to complete all background investigations. Currently, each
of these investigators is assigned as many as 12 to 16 background investigations. The
current backlog of investigations has slowed the background process and made it difficult to
fill vacant positions within the department. The Police Department is requesting permission
to contract with a private company to assist with portions of the background investigation
services. It is anticipated that this will allow the department to fill our vacant positions in a
more timely manner.
Funding Source:
Appropriate $28,000 for background investigations from the unreserved, undesignated
General Fund Balance.
Recommended Action:
1. Approve and authorize the Police Chief enter into an agreement with a private company
to assist with background investigation services as assigned and approved by the Police
Department, and
RCA Background Investigations.doc -3/ 7/26/2004 1:06 PM
REQUEST FOR ACTION
MEETING DATE: August 16,2004 DEPARTMENT ID NUMBER: PD-04-010
2. Approve the appropriation of $28,000 from the unreserved, undesignated General Fund
Balance for background investigation services, and
3. Authorize the Police Chief to expend up to $28,000 for background investigation services.
Alternative Action(s):
Do not approve the contracting for background investigation services and direct staff
accordingly.
Analysis:
The Huntington Beach Police Department recruits for sworn and non-sworn positions due
retirements, resignations and other reasons. Once applicants pass their initial testing and
interview, they enter the background investigation process. The background process
consists of the following:
Family and Reference Checks
Credit check
Driver's License check and driving history
Criminal history
Financial history
Employer check (in writing and in person)
Neighborhood checks (in person)
Currently, Huntington Beach background investigators are assigned between 12 and 16
active investigations. By contrast, background investigators at most other police agencies
carry between 6 and 8 active background investigations at a time. The large caseload in
Huntington Beach is caused by the current number of vacant positions and because the
background investigators assisted the Information Systems Department (IS) with background
investigations of newly hired IS employees. The large caseload has resulted in extensive
delays in the completion of background investigations. Huntington Beach background
investigations take approximately four months to complete. Most other police departments
strive to complete investigations in approximately two months. Due to the extended
background process in Huntington Beach, some candidates have accepted job offers from
other agencies because the other agency was able to complete their pre-employment
background and offer them a position in a shorter time period.
If the Police Department outsources a portion of its background investigation responsibilities,
the Department would have the ability to complete most backgrounds within a two-month
period. This would enable the department to fill vacant positions more quickly, and it would
reduce the likelihood that well-qualified candidates would be hired by other departments prior
to the completion of the background process.
RCA Background Investigations.doc + August 3,2004 5:51 PM
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REQUEST FOR ACTION
MEETING DATE: August 16,2004 DEPARTMENT ID NUMBER: PD-04-010
If this request is approved, the police department will enter into a contract with a private
company to complete a portion of the background investigation process. It is anticipated that
the private company would be used to conduct interviews with neighbors and prior
employers. Many law enforcement agencies successfully use private companies to complete
background investigations, and it is not anticipated that there will be any reduction in the
quality of the investigation based on the use of a private company.
The assignment of additional full-time personnel to background investigation duties is not a
feasible solution at this time. Assignment of additional personnel would result in a further
reduction of personnel available for uniformed patrol and criminal investigation duties. This
request is for an unanticipated emergency due the current shortage of sworn personnel.
As adopted by the City Council in March, 1998, all request for the mid-year appropriation of
General Funds must meet one of the following criteria: 1) The request is for an unanticipated
emergency, 2) The request is required to implement labor negotiations, or 3) The request will
be offset by related new revenues. This request meets criterion #1 as it is necessary to
reduce the amount of time for the background process to be able to recruit the best
candidates.
Environmental Status:
None
Attachment(s):
NumberCity Clerk's
Page 1 Fiscal Impact Statement
RCA Author: Shawna Krone-Schmidt
RCA Background Investigations.doc -S- August 3,2004 12:01 PM
3
ATTACHMENT # 1 1
CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COMMUNICA TION
To: Penelope Culbreth-Graft, City Administrator
From: Clay Martin, Director of Administrative Services
Subject: FIS 2004 — 28 Approve Contracting for Limited Background
Services
Date: July 22, 2004
As required by Resolution 4832, this Fiscal Impact Statement has
been prepared for "Approve Contracting for Limited Background
Services"
If the City Council approves this action (total appropriation $28,000),
the estimated unreserved General Fund balance at September 30,
2004 will be reduced to $4,226,000.
Clay Ma ;
Director of Administrative Services
RCA ROUTING SHEET
INITIATING DEPARTMENT: Police Department
SUBJECT: APPROVE CONTRACTING FOR LIMITED BACKGROUND
SERVICES
COUNCIL MEETING DATE: August 16, 2004
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Not Applicable
Resolution (w/exhibits & legislative draft if applicable Not Applicable
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney) Not Attached (Explain)
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the City Attorney) Not Applicable
Financial Impact Statement Unbud et, over $5,000 Attached
Bonds If applicable Not Applicable
Staff Report If applicable) Not Applicable
Commission, Board or Committee Report If applicable) Not Applicable
Findings/Conditions for Approval and/or Denial Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
No specific vendor at this time.
REVIEWED RETURNED FORftMED
Administrative Staff
Assistant City Administrator Initial
City Administrator Initial
City Clerk
EXPLANATION FOR RETURN OF ITEM:
CITY OF HUNTINGTON BEACH
MEETING DATE: August 16,2004 DEPARTMENT ID NUMBER: PD-04-010
(Below Space For City Clerk's Use •
RCA Author: Shawna Krone-Schmidt
RCA Background Investigations.doc -2- 7/26/20041:06 PM