COLERAIN POLICE DEPARTMENT

COLERAIN POLICE DEPARTMENT BENCHMARKING PROJECT DANIEL MELOY, CLEE Chief of Police

ACCREDITATION The Department achieved our third overall accreditation award Awarded Accreditation with Excellence One of only 124 accredited police agencies nationwide that employ 25-74 full time employees Only 28 agencies of similar size, in the State of Ohio, are accredited Only 47 agencies, nationwide, of all sizes, have been awarded Accreditation with Excellence. More than 18,000 law enforcement agencies in U.S.

Accreditation with Excellence Criteria Demonstrated excellence in the development and implementation of contemporary policy and procedure. Demonstrated excellence in the ability to use the CALEA Accreditation process as a tool for continuous organizational improvement. Demonstrated excellence in the collection, review and analysis of organizational data for the purpose of public safety service improvement. Demonstrated advocacy for CALEA Accreditation as a strategy for enhancing the professional standing of public safety. Demonstrated excellence in addressing the intent of CALEA standards, beyond compliance. Demonstrated organizational culture supportive of CALEA Accreditation. Accreditation assessment demonstrating standards compliance and accreditation process success.

Additionally, the following technical criteria must be met by the agency for consideration: Must have a minimum of two previous consecutive accreditation awards. Must not have conditions or noncompliance issues on most recent past award. Must not have noncompliance issues, or be recommended for conditions on current assessment. Current Assessment Report must have limited file maintenance and applied discretion issues. Current Assessment Report must not have issues involving life, safety, and security standards. Must not currently be affected by issues that detract from the tenets or goals of accreditation.

SERVICE AND REVENUE Since 2009, the Department negotiated almost $950,000 in outside revenue and equipment Contracted for police services with Northwest Local School s for two School Resource Officer s to work from our two high schools, and for the services of one School Investigator Renewed on May 21 st for 2012/2013 school year Negotiated a contract for $285,000 to provide policing services at Northgate Mall One police cruiser awarded for our safe driving education and enforcement efforts, valued at $21,000 Through a grant from Homeland Security, the Department was awarded two Automated License Plate Reader (APLR) system s, valued at $41,000

SERVICE AND REVENUE IMPOUND LOT The Department recently studied the possibility of starting a Colerain Police Department impound lot. The lot would create local storage for vehicles towed for specific crimes or violations The study estimated the Department could generate more than $150,000 in annual revenue from the creation of the impound lot

FINANCIAL RESPONSIBILTY Vehicle Maintenance $24,950 paid to five vendors for vehicle maintenance in 2011 Because of the changeover in cruiser fleet, we sought bids from five vendors to provide exclusive maintenance on our fleet for 2012 The deal was negotiated at a cost of $12,250 That amount is a more than 50% reduction in maintenance costs and fixes the expense

FINANCIAL RESPONSIBILTY Met with the Director of the Hamilton County Communications Center in May of 2012 to discuss service and cost From the meeting, I prepared a letter for the Communications Center and County Administration, requesting that Hamilton County use Colerain Police Department as a Beta test to try a new form of payment for dispatching Attempt to fix an uncontrollable expense Offered $316,000 for 2013, an increase from $297,000 in 2011 and $293,000 in 2010 With the assuming of an additional 30% of work in the Township, costs for dispatching will increase from past levels

FINANCIAL RESPONSIBILTY No longer use the TASER intermediate force option Through studies and recent court decisions, the TASER can cause death The Police Department and individual officers are liable for the use of the TASER Deliberate Indifference All the agencies that border Colerain Township have been made aware that we no longer use the TASER The Hamilton County Sheriff s Office sent members to training and have been made aware of the liability associated with the TASER As of this presentation, HCSO still uses TASER Pilot agency for MARK 63 and MK911 intermediate force option All training, devices, and support are provided to the agency, at no cost A savings of more than $50,000 to the agency

FINANCIAL RESPONSIBILITY CHANGE IN OPERATION In 2010, we added two part-time clerks to work 20 hours on the weekends (10 hours per weekend day). Our goal was to deliver better service to the residents while reducing the fees paid to the Communications Center ($18.30 per dispatch) The part-time clerks handled 4,522 citizen requests from the inception of the service in July 2010 through May 2012 The weekend clerks saved the Department $14,198 in dispatch fees The additional weekend staffing and a general change in our internal call handling practice saved the Police Department more than $72,000.00 in dispatch fees since the change in September 2009 Later in 2012, the Reserve Corps of officers will work one shift per month in the Clerk s office during the weekend. The original part-time clerk, paid workday will reduce normal weekend by two hours per day Reserve officers will increase weekend staffing hours (at no cost), provide services and reduce costs

CHIEF MELOY LT. MEYER ADMIN ASST LT. DENNEY SGT OWENS SGT SEVIER SGT SHARP SGT REDMOND ADMIN. SGT GRAYSON INV. SGT OWEN COTP WOODS COTP PENLEY COTP QUINN COTP CORDIE COTP DEMO TRAFFIC MEYER COTP KARWISCH COTP RENNER COTP ASHCRAFT COTP PHILLIPS COTP HUSSEL CIS DEATON COTP HENDRICKS COTP BOYLE COTP STOCKIEMER COTP AS. MEYER COTP LUMPKINS DEA/SIU BERNECKER COTP MCCARTHY COTP HUNTINGTON COTP MAHER COTP DOERFLEIN CLERK 1 SIU HUBBARD COTP BERTZ COTP MAGOTEAUX HCSO CONTRACT COTP WEEKLEY CLERK 2 RESERVE RESERVE ALTHEIM NRO CULLMAN COTP MITCHELL HCSO CONTRACT CLERK 3 BIKES JOHNSON RESERVE BUXSEL RESERVE GOLDSCHMID RESERVE FRANDONI RESERVE WOOD P/T 3 BIKES CARTER RESERVE RESERVE RESERVE RESERVE HCSO TRAFFIC RESERVE RESERVE RESERVE RESERVE HCSO SIU X 2

EXPANSION OF SERVICES On 2007, we created a two-person plain clothes investigative unit to combat street level drug use, burglaries, robberies and other offenses. We expanded this unit in 2011 by inviting the Sheriff to add two investigators from the Sheriff s Department to our team We began 2008 with 35 police officers and three civilian staff members Since 2007, we hired four additional officers to raise the number of police officers serving the Township to 39. Because of our spending, cost saving initiatives, and revenue generated from our contracts for service (SRO s and School Investigator), these additional positions did not significantly impact our ability to extend the levy funds past 2012 Also a benefit of demonstrating financial responsibility is an ability to a part-time clerk for the Community Resource Center. The clerk began working 38 hours per week on January 17, 2012 We have relationships with the FBI Joint Terrorism Task Force, Drug Enforcement Administration, Arson Task Force and other government and private organizations to deliver a better law enforcement product

RESERVE OFFICER CORP The Department is in the process of identifying and appointing 14 reserve police officers The officers are selected using the same criteria as any full-time officer The officers must complete the same training requirements as any full-time officer The officers must work six patrol shifts and one clerk shift per month The officers must pay the Department for a portion of their equipment

SERVICE TO COLERAIN TOWNSHIP Our Police Department is now open 24 hours per day during the week. The reserve corps of officers will expand our weekend clerk services. This additional expansion of service will increase our service level, while saving the Department money through reduced dispatch fees. Community Resource Center open 38 hours per week Assumed 24 hours per day beat responsibility of Northgate Mall on April 19, 2012 Received a donation of $30,000 from the Mall ownership group for our patrol services Now operated as a foot patrol beat, could also save the costs of dispatch fees for officers dispatched to Mall Police responded to more than 700 calls for service in 2011 at the Mall The cost in 2011 to respond to Mall details was almost $13,000 BENCHMARKING Cannot find another agency in Ohio engaging its community and resources in the same manner as Colerain Police Department

Collective Bargaining Agreement BENCHMARKING

Area of Focus Colerain Police HCSO Work Hours 12 hours for patrol, 8 or 10 hours for specialized assignments 12 hour shifts Shift Picks Rotating shifts (every four months) Kelly day selected by seniority Permanent shifts, Kelly day selected by seniority Compensatory Time May accumulate 138 hours, however off days are assigned when employee reaches 100 hours and can be reduced to 16 hours Accumulate 240 hours (cannot be reduced below 80 hours) Compensatory Pay Out Maximum 80 hours, once a year Maximum 240 hours, once a year Supervisory Pay scale OIC (only when sergeant is off) hourly rate of probationary sergeant Sergeants receive 13% above step 5 police officer Lieutenants pay determined by Board of Trustees (No Union) Sergeants receive 16% above top patrol officer Corporals receive 7% above top Patrolman Lieutenants receive 16% above sergeants (members of union and covered by collective bargaining agreement)

Area of Focus Colerain Police HCSO Longevity Pay No longevity pay >10 years: 1% above contracted raise >15 years: 1.5% above contracted raise >20 years: 2% above contracted raise Court Time 3 hours when off-duty 4 hours when working night shift the night before court. New court appearance policy begins April 1. Only two officers will appear in court unless case is going to trial. 3 hours when off-duty Call-In 2 hours 3 hours Holidays Insurance One and one-half regular rate of pay in addition to holiday pay. No specialized assignments or administrative staff permitted to work on holidays Full-time employees pay 17% of Health Care expenses Effective May 1, 2012, all new employees will pay 20% of health care Given 120 hour holiday bank Balance of unused time paid out on December 1 st. No extra pay on holidays Union members cannot pay more than any contracted wage increase in health care costs. Meaning, a 0% wage increase results in 0% increase in health care expenses. It is believed the HCSO pays 10-12% of health care expenses

Area of Focus Colerain Police HCSO Vacation Time 1-8 years: 3.1 hours earned per pay period (80.6 hours) 1-6 years: 3.1 hours earned per pay period (80.6 hours) 9-15 years: 4.6 hours earned per pay period (119.6 hours) 15-25 years: 6.2 hours earned per pay period (161.2 hours) > 25 years: 7.7 hours earned per pay period (200.20 hours) 6-12 years: 4.6 hours earned per pay period (119.6 hours) 12-18 years: 6.2 hours earned per pay period (161.2 hours) 18-25 years: 7.7 hours earned per pay period (200.20 hours) >25 years: 9.2 hours earned per pay period (239.20 hours) Vacation Accrual Up to two weeks. At separation, all earned time is paid Up to three years. At separation, all earned time is paid Bereavement Leave Five days Seven days Wellness Time One day earned every six months of no usage. One day earned every four months of no usage

Area of Focus Colerain Police HCSO Sick Time Payout Uniforms and Equipment >10 years of service: 25% of unused time up to a maximum of 360 hours Replaced as needed, no additional payout >10 years of service: 50% of unused time up to a maximum of 800 hours Replaced as needed. Officers receive an additional $800.00 check annually Fitness Requirement Optional annual test (since 2002 there has been 100% employee participation) Tuition Reimbursement A: 80 % reimbursement B: 70% reimbursement C: 60% reimbursement Maximum: $2400.00 per year Required annual test A: 100 % reimbursement B: 90% reimbursement C: 75% reimbursement Maximum: $5250.00 per year Subcontracting Officer Pay Scale Retirement Subcontracting clause in current contracts established a cap payment of $376,000 per year Colerain Police Officers are paid on a five step contracted basis. After reaching top pay, officers receive negotiated increases only. Effective May 1, 2012, all new fulltime officers will receive an established entry wage and all increases will be negotiated through collective bargaining Full-time law enforcement officers contribute 12.1% of salary No bargaining unit work can be subcontracted by the Sheriff HCSO has not received a contracted raise since 2008. Deputies not at top pay will receive annual step increases Deputies do receive longevity increases, if they have the time in service Employee contribution (12.1%)

ENTRY LEVEL PAY POLICE OFFICER Effective May 1, 2012, all new police officers will start at the agreed upon entry level salary of $47,528.20 per year New officers will no longer receive step increases in pay Officers will only receive contracted increases Elimination of the step increases during first three years of implementing the reserve officer plan will save the Department almost $230,000

OFFICER PAY SCALE-BENCHMARKING There is no other agency we are aware of that has eliminated step increases for its officers No other police agency is paying 20% for health insurance costs

Comparison Other Townships West Chester Township Largest Township in Ohio Millage: Seven Mil, continuous levy Budget: 12.3 million current No General Fund monies used to support the Police Department TIF funds were used to purchase and renovate the building for police operations Sworn Personnel: 88 Non-Sworn: 12 Cost per Officer: $139,773 Requests for service: approximately 50,000 per year One Station 24 hours per day

Comparison Other Townships Green Township 3 rd Largest Township in Ohio and 3 rd largest community in Hamilton County Police continuing levy passed in 1986 with a voted millage of.5 This levy is up for renewal in 2016 Safety service continuing levy passed in 1994 with a voted millage of 1.75. 42.85% of this goes to the police department with the rest going to fire Safety service continuing levy passed in 2004 of 1.5 mils 50% of this goes to police with the rest going to fire Safety service 5 year levy passed in 2008 with voted millage of 1.9. Renewal in 2013 50% of this goes to police with the rest going to fire Projected 2013 budget is $4,894,347 ($456,000 of this is budgeted for the Sheriff Office) Currently employ 33 full time sworn personnel Two full time clerks who are not sworn Cost per Officer: $134,495 per police officer

GREEN TOWNSHIP Operate only one station Open 8.5 hours per day Police Department receives General Fund assistance in the amount of 1.1 million dollars TIF fund assistance $377, 180 Requests for service: 33,214 in 2011

Comparison Other Townships Delhi Township 6 th largest community in Hamilton County Levy Millage: All levies are permanent. Most recent levy was passed in 2005 and it was projected to last five years. 2.89 mills Delhi Township Police are in year seven of a projected five year levy. Budget (current or projected): 2012 Operating Budget: $3,886,880.00 Sworn Personnel: 29 Officers Non-Sworn: Nine employees Cost per Officer: $134,030

DELHI TOWNSHIP Operates only one station Open eight hours per day Receives NO General Fund assistance TIF fund assistance in the amount of $100,000 Requests for service: 8,645 in 2011

Comparison Other Townships Springfield Township 4 th largest community in Hamilton County 2011 Budget: $7,935,704.31 49 sworn officers with two part-time officers Patrol Services plus: Detectives Vice DARE School Resource Officers Bike Patrols K-9 Unit Traffic Safety Officers START (Springfield Township Arrest and Response Team) Levy Millage is 12.61 mils Cost per Officer: $152,097

SPRINGFIELD TOWNSHIP Operates only one station Open 16 hours per day Receives NO General Fund and TIF fund assistance Requests for service: 26,000 in 2011

Comparison Hamilton County Sheriff s Office 2012 Budget Data Revenue - $14,270,075 Expenses - $57,517,333 Reimbursed Patrols: $10,879,500 = Cost per Deputy $167,377 (65 contracted deputies) Full-time Employees: 732 Sworn Deputies: 210 Corrections Deputies: 276 Court Services: 58 Electronic Monitoring Unit: 11 Budget data: 2012 Budget in Brief, Hamilton County

HAMILTON COUNTY Operates five stations SHERIFF S OFFICE Colerain, Green, Anderson, Symmes/Sycamore and RENU Open 24 hours per day, seven days per week

COLERAIN POLICE DEPARTMENT 2 nd Largest Township in Ohio and 2 nd largest community in Hamilton County Levy Millage 4.65 mills 1986-2.5 Mills Five year levy 1991-2.5 mills Renewal of 1986 levy 2002 1 mill 2007 1.15 mills Proposed Operating Budget: $5,775,398 (2013) Sworn Officers: 53, Non Sworn Personnel: Seven Cost per Officer: $108,670

COLERAIN POLICE DEPARTMENT Operate three stations Main, Community Resource Center and Northgate Station Main location is open 24 hours, five days per week and 10-16 hours on weekend CRC is staffed 38 hours per week and the Northgate Station is staffed by volunteers, with varying hours Receives NO General Fund or TIF funding Requests for service: 37,140 in 2011

Historical Township Levy Data See attached Township Levy data

Top Salaries Chief Lieutenant Sergeant Patrol Admin Clerk Colerain TWP 100,000* 83,141 74,117 65,590 45,926 44,990 Green TWP 103,692 78,156 74,597 64,308 59,582 N/R Delhi TWP 90,177 80,257 71,365 63,710 45,760 40,955 Springfield TWP 120,059 87,320 78,314 68,100 47,078 47,078 Forest Park 118,734 88,464 78,986 68,382 51,397 50,392 Fairfield 128,046 89,419 79,810 70,928 66,436 40,476 West Chester TWP 114,252 91,286 79,380 69,025 56,638 42,889 Miami TWP 102,832 92,820 78,353 67,121 N/R 36,691 Average Salary $109,724 $86,356 $76,865 $67,146 $52,513 $43,353 *Effective 1/01/2013 Ranking: Highest Paid to Lowest Paid (25,000 to 100,000 resident communities) Chief Lieutenant Sergeant Patrol Admin Clerk Highest: Fairfield Miami Fairfield Fairfield Fairfield Forest Park Springfield West Chester West Chester West Chester Green Springfield Forest Park Fairfield Springfield Forest Park West Chester Colerain West Chester Forest Park Forest Park Springfield Forest Park West Chester Green Springfield Miami Miami Springfield Delhi Miami Colerain Green Colerain Colerain Fairfield Colerain Delhi Colerain Green Delhi Miami Lowest: Delhi Green Delhi Delhi Salary data: Center for Local Government, as of March 5, 2012

Qualitative Services BENCHMARKING

INNOVATIVE PROGRAMS OF VALUE TO COLERAIN TOWNSHIP Driving Angels Community and Residents Encounter - CARE

Colerain Police Department Community Resource Center, 7560 Colerain Avenue The partnership with the business community raised approximately $150,000 in cash and in-kind donations - The Community Resource Center is a second home to officers from the Colerain Police Department, Hamilton County Sheriff, Ohio State Highway Patrol, Bureau of Criminal Investigation, and Ohio Division of Liquor Control

NORTHGATE MALL

COURT OVERTIME INNOVATION For years, this area of the budget has been difficult to project Our agency issues over 3,000 traffic citations and arrests close to 2,600 persons each year. That results in officers appearing in court In the last three years, Colerain officers have been summoned to court for more than 7,000 criminal and traffic cases January through December 2011 court overtime cost the Department $124,388 in overtime compensation related to Municipal, Common Pleas, and Juvenile Court proceedings

COURT OFFICER The Department wanted to gain control over the amount of time officers spend assigned to appear in court To reduce costs, increase officer coverage and allow officers to use their scheduled off-time The Department conducted a four year review of Municipal Court cases From the review, it was learned that less than 4% of the cases, in which officers are subpoenaed by the Court, actually go to trial.

COURT OFFICER Through the use of a Court Officer system, it is anticipated the Department could save more than $25,000 per year The first full month after implementing the scheduling of two Court Officer s, the Department saved more than $2,800 Compared to the same month from 2011

COURT OFFICER - BENCHMARKING We are not aware of any other agency is using this type of court plan to reduce costs and increase manpower on the street

Area of Focus Colerain Police HCSO Training In-service, roll call training, range, Use of Force Simulator, fitness testing (average of over 3000 hours annually) Fitness testing, range, legal updates International Accreditation Three consecutive awards, received the Excellence award in 2011 Not an Accredited Organization School Resources Annual Overtime Liability (incurred by Township) Two SRO s and one District investigator This is an income stream 5.5% (policy now in effect to control and reduce this cost) Removed Taser, reduction in liability insurance for Accreditation Special Deputy assigned for traffic control at high schools SRO s in Anderson Township schools 14% (uncontrollable) after 27 month review of monthly HCSO billing Reviewed the use of Taser and it remain in use Law Enforcement Partnerships Community Resource Center DEA, FBI, DART, RENU OSP, BCI, OIU, Cincinnati Police, agencies seeking shared services partnership Developed and maintained by COTP. Every Colerain Police officer has spent time at the CRC RENU Only 8 of 38 CRC access codes have been used

Area of Focus Colerain Police HCSO Innovative Programs Driving Angels, CARE, Project Dream, Domestic Violence Follow-up, Citizen and Student Police Academies, Community Resource Center Plus Partnerships (OSP, BCI, Cincinnati Police, Ohio Investigative Unit). Drug Recognition Expert Program (4) Crime victim follow-up Joined Driving Angels Joined DRE with one deputy in 2011 Extra Services Missing Persons Investigative Team, Special Investigations Unit, NRO Program, Bike Patrol, DARE, Repeat Calls for Service Analysis and Followup, internal dispatch, motorcycle patrol, Northwest Local School District Investigator, Member of the Northwest Local School District Crisis Team, conduct threat assessments for area businesses and schools, developed the Colerain Businesses Against Crime, Hamilton County OVI Taskforce, Hamilton County Arson Taskforce Member of Colerain Police Department Missing Persons Team, SIU, NRO, Bike units Serve as Bike, and Community Police Officers in other Townships Member of the Northwest Local School District Crisis Team Member of the OVI Taskforce Leadership All Command officers are Certified Law Enforcement Executives. Chief has attended the FBI National Academy. All supervisors undergo 10 weeks of leadership training from the various FBI, Northwestern Staff and Command academies Supervisors attend leadership academies, through the FBI, SPI, and Northwestern Staff and Command

Area of Focus Colerain Police HCSO Critically Missing Persons Response 63 trained volunteers to assist the Police Department at any time. Two Missing Persons Investigative Teams (on call 24 hours a day, 7 days a week) Will take the report, rarely requests assistance from Missing Persons Team. Two detectives and the HCSO. Colerain Township NRO are assigned to the team upon invite from COTP Supervision Sergeants assigned to every shift, OIC also assigned to each squad (all have undergone first line supervision training) Two lieutenants on call 24 hours a day. One Lieutenant who has County-wide responsibilities and a Sergeant who has responsibility for every community in the District (Columbia, Miami, Whitewater Townships) None are assigned to Colerain exclusively. Summer Events Citizens Police Academy Alumni has donated 28,000 hours (much of it for the Township s summer events. This is a savings of $476,000. These are Township residents who invest time in the success of the Police Department Special Deputies at a rate of $31.00 per hour. No volunteer involvement.

Area of Focus Colerain Police HCSO Local Control Impact of the Community Volunteers Trustees have control of all decisions that relate to law enforcement in the Township. They have direct control over the appointment of police command staff. Trustees have control of collective bargaining agreements and help decide the wages and benefits of the police officers A local police department is the face of local government. Citizens interact with officers much more than they do the elected officials. The command staff insists on professionalism and accountability. The Police Department benefits from the service of its Citizens Police Academy graduates. Since 2006, graduates have volunteered more than 14,000 hours in service to the Department and the Township. Based on the VIPS volunteer rate of pay, the savings to the Department is $320,819 since 2006 The Township pays all costs associated with contracted HCSO deputy services. This includes wages and benefits approved by the County Commissioners. No local control for collective bargaining or discipline for misconduct. Deputies that have no connection to the community. Personnel switched at the need of the Sheriff s Department. No budgetary controls The Sheriff s Department has an Explorer group as well as a Special Deputy service that requires a number of volunteer hours. Actual duties or hours is not known

Area of Focus Colerain Police HCSO 2007 Levy The community passed our levy by 58%. The levy promised the continuation of the NRO program, SRO program, Bike Team, Plain Clothes (SIU) Team, Community and Problem Oriented Policing Crime Victim Follow-Up Phone call made to every victim of crime from a member of our clerk staff and/or CPA graduate volunteer to provide and solicit additional information Reactive Policing only. Have only taken 22% of all incident reports in the Township since September 2011. The remainder of offense reports were taken by a Colerain Police Officer Used to send a postcard advising victim that the case was being investigated, this service is no longer performed. Individual contact is made by assigned investigator

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