December 2, 2003

SUBJECT: Volunteers in Routine Law Enforcement Pilot Project: Workplan, Goals and Objectives 

REPORT IN BRIEF

On September 16, 2003, staff presented a Report to Council on the Volunteers in Routine Law Enforcement pilot project at Public Safety.  At the conclusion of the presentation, Council directed staff to continue the pilot project through June of 2005.  Staff was further directed to report back to Council in December 2003 with a work plan and goals and objectives for the Volunteers in Routine Law Enforcement pilot project.

The primary goal of this pilot project is to determine if the use of volunteers in Public Safety is beneficial, cost effective and operationally effective.

BACKGROUND

Between September 16, 2003 and December 2, 2003, staff continued to utilize the volunteers that have been involved in the Volunteers in Routine Law Enforcement program. A work plan and goals have been developed for Public Safety’s Volunteers in Routine Law Enforcement program. 

EXISTING POLICY

Law Enforcement Sub-Element: 

Goal 4.1B: Provide Community Oriented Services That Are Responsive to Citizen's Needs in Traditionally Non-Criminal Cases.

Goal 4.1C: Increase and Maintain Public Confidence in the Ability of the Public Safety Department to Provide Quality Police Services.

Policy 4.1D.2: Provide effective and efficient management of Public Safety  resources.

DISCUSSION

The following is the general work plan for the program. This is intended to be an overview of the entire program, from initial contact with the volunteer candidate through the entire training program.

Summary Work Plan

1.      Implement Volunteers in Routine Law Enforcement Program (April 2002).

2.      Implementation/Monitoring of Program (April 2002- June 2005)

Work with the City Volunteer Coordinator to: 1) Recruit, “hire” and train a core of 3-5 volunteers to sustain two active volunteers in the pilot program;  2) Develop an effective training program for the volunteers.

3.      Progress Reports will be presented to the Council through an Informational Memorandum.  They will be delivered to Council on the following dates: April 6, 2004; July 6, 2004; October 5, 2004.

4.      Final report to Council in April 2005 on this pilot project with recommendations on the viability of using volunteers in the Public Safety Department.

Implementation/Monitoring of the Volunteers in Routine Law Enforcement Program(Detailed Work Plan)

1.      Pre-screened applicant referrals from Volunteer Services

2.      Applicants interviewed by DPS, background packets mailed to viable candidates within 1 week of referral. (1 hour)

3.      Background investigation conducted: Personal History Questionnaire fingerprints, drug/alcohol screen, DMV check. (2-4 weeks)

4.      Place volunteer

5.      Orientation, HQ Tour, ID and uniform issue

• Conduct expectations (.25hr)
• Radio use (1 hour)
• Parking Citation writing (1 hour)
• Radar trailer deployment (1 hour)
• Marking & tagging abandoned vehicles (1 hour)
• Record keeping (.5)

6.      Field Training

• Radio use (dispatch sit-along 2hrs)
• Patrol ride-along (4 hours)
• Parking citations (2 hours)
• Marking & tagging abandoned vehicles (10-15hrs)
• Radar trailer deployment (1 hour)

7.      Performing Assignments

• Marking & Tagging vehicles, solo
• Parking Citations by special assignment to high complaint areas
• Radar trailer deployment as needed by the Traffic Unit

Responsibilities:

• The volunteers will perform duties supplementing the Nuisance Vehicle Inspectors.  They will mark and tag any vehicles that are assigned.  In addition they will be expected to mark and tag vehicles the “on-view” as meeting the criteria on an abandon vehicle.  The exact number they are expected to “on-view” per workday is yet to be determined.
• The volunteers will be expected to assist the Specialized Traffic Safety Unit by deploying the radar trailer whenever assigned by the Traffic Lieutenant.
• The volunteers will be expected to write parking citations for all violations that they observe in the problem area that they are assigned to.  
• The Community Service Officer assigned to supervise the volunteers shall document all their activities and ensure their activity is accurately tracked.  
• The Community Service Officer assigned to supervise the volunteers shall document their time accurately.
• The CSO will prepare quarterly reports detailing their activities, time spent and the time spent supervising the program.  This report will also include a time comparison calculation, comparing staff’s time with the total volunteer time.  

The primary supervisor of the volunteers will be a Community Service Officer in the Crime Prevention Unit. 

Record Keeping

The volunteers will use Standard Volunteer Services timecards to track their hours (Attachment A).  All activities performed by the volunteer will be tracked using the Weekly Response to Calls Log completed by the volunteer (Attachment B).

Goals and Objectives

Staff has developed Goals and Objectives for the pilot program with which to measure the outcome of the program. 

Program Goals

• The primary goal of this pilot project is to determine if the use of volunteers for routine law enforcement is beneficial, cost effective and operationally effective.  
• A secondary goal is to improve the public’s understanding of the Public Safety mission. Volunteer programs can have a very positive effect on public perception of their city governments.  Often people who volunteer become advocates for their organizations through a sense of ownership and responsibility.

Program Objectives

• 50% of volunteers rate their experience as a volunteer as a positive one.
• 50% of volunteers are retained for a minimum of six months upon completion of training.
• 50% of staff who supervise or work with volunteers rate the volunteer contributions as positive. 

A quarterly informal survey will be conducted to gather data for the Council status reports. Should any volunteers leave the program, an exit interview with Volunteer Services’ staff will be conducted in an effort to gain further insight into the program’s strengths and weaknesses.

FISCAL IMPACT

The project oversight will continue to be in the Crime Prevention Unit.  The supervision of this project will be included within staff’s current duties, without a reduction of service levels. Due to the initial investment in the program, ongoing expenses are anticipated to be minimal. It is anticipated staff time will be a maximum of 5 hours per week, a total cost not to exceed $11,928 for FY 03-04.  This time may fluctuate depending on vacancy rates within the program.  It is anticipated that Administration oversight will be at a higher level to ensure prior mistakes are not repeated.

PUBLIC CONTACT

Public contact was made through posting of the Council agenda on the city's official notice bulletin board, posting of the agenda and report on the city's web page, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Library and the City Clerk's Office.

ALTERNATIVES

1.      Accept the Volunteers in Routine Law Enforcement Plan, Goals and Objectives

2.      Modify the Volunteers in Routine Law Enforcement Plan, Goals and Objectives

RECOMMENDATION

Staff recommends Alternative #1.

Prepared by:

Mark Stivers
Captain, Community Safety Services

Reviewed by:

Byron Pipkin, Captain
Acting Director, Public Safety

Approved by:

Robert S. LaSala
City Manager

Attachments

A. Timecard (pdf format)

B. Weekly Response to Calls Log