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City Manager 334 Front Street Ketchikan, AK. 99901 Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon , City Manager
DATE:
November 27, 2017
RE :
Authorizing Budget Transfers - Police Department and E911 Central Communications Overtime Report for the Quarter Ended September 30, 2017
By report dated November 10, 2017, my office submitted to the City Council the quarterly overtime report for General Government and KPU for the period ending September 30, 2017. As the Police Department had incurred overtime costs of 80% of its original appropriation, I instructed the Police Chief to prepare the requisite plan regarding how additional overtime costs would be addressed through the end of the year. A copy of Chief White's report, which also details the reasons for the overtime, is attached for City Council review. Since the Police Chief has proposed budget transfers of $42,000 from various accounts within the Police Department's 2017 Budget, authorization from the City Council is required . Chief White will be attending the City Council meeting of December 7, 2017, in order to address any questions and/or concerns that Councilmembers may have. A motion has been prepared for City Council consideration. RECOMMENDATION It is recommended that the City Council adopt the motion authorizing budget transfers of $25,000 and $17,000 respectively from the Police Department and E911 Central Communications Division's 2017 Regular Salaries and Wages Accounts (Account Nos. 500-01 and 500-01) to the Overtime Accounts (Account Nos. 501-01 and 501-01) for the purpose of funding unanticipated overtime costs through the end of 2017. Recommended Motion: I move the City Council authorize budget transfers of $25,000 and $17,000 respectively from the Police Department and E911 Central Communications Division's 2017 Regular Salaries and Wages Accounts (Account Nos. 500-01 and 500-01) to the Overtime Accounts (Account Nos. 501-01 and 501-01) for the purpose of funding unanticipated overtime costs through the end of 2017. AGENDA -12/07/17- GGNB4
MEMORANDUM
KETCHIKAN POLICE DEPARTMENT 361 Main Street, Ketchikan, AK 99901 907-225-6631 or Ext 384
TO:
Karl Amylon
FROM:
Chief Joseph White
DATE:
November 27, 2017
RE :
Department overtime
The Police Department is projected to go over its allotted overtime budget for 2017. Upon looking at the Council Quarterly overtime Report it shows we have used 80% of our budget. The total number budgeted is $285,000.00. This number is for both Police Operations and Central Dispatch. Police operations overtime budget is $160,000.00 and Central Communications is $125,000.00. As of November 27, 2017 Dispatch has used 97% of is allotted budget. This is a direct reflection of being short staffed throughout the year. We have had to hire and train two new employees this year, each taking approximately three months to train. During this training time that open shift is covered with overtime. We have one dispatcher on medical level and will be returning shortly which was another six weeks of overtime coverage . The communications division was only fully staffed 1 month of the 2017 year. The Dispatch Supervisor has done a great job of trying to cover these shifts by filling in, but running short staffed for the year has added up. On November 20, 2017 a dispatcher tendered her resignation effective December 16, 2017. The last two weeks of December we will be under staffed again and have to use over time to cover a portion of the shortage. I am projecting to go over budget by 17,000.00. I have enough to cover this overage in the Personnel Services and Wages account. As of November 27, 2017 Police Operations has currently used 95% of its allotted overtime. This year the department was down four officers for a large portion of the year. We have been operating at minimum staffing throughout the year. In addition overtime has been used more to cover vacations and members out on sick leave. Our department has used a large amount of overtime on several high profile cases this year. We have had multiple major criminal investigations that have required substantial overtime. The Drug Enforcement Unit has been very aggressive and has required a large amount of overtime to work these cases. The department has been much more active within our community this year taking on several new programs. I am projecting to go over budget by about 25,000.00 I have enough to cover this overage in the Personnel Services and Wages account. Historically our department stays within its allotted overtime budget. This year has been extremely busy and between being short staffed and working major cases we expect to be over our budget. I have talked to command staff and first line supervisors to keep a close track on overtime use and to make sure it is justified.
CITY of KETCHIKAN Budget Transfer Request
2017 TO:
General Accounting Finance Department
DATE:
11 /30/201 7
FROM : Police
~~~---------------------------
From Account Number
cr"
enter a project # if applicable
A
101-1220- 110-500.01
50 1 101-1220-11 O-ee8.01
Regular Salaries & Wages
Overtime
101-1220-220-500.01
£of cr 101-1 220-220-§00.01
Reg ular Salaries & Wages
Overtime
Reason for Budget Transfer:
A
Am ount (Omit Cents)
To Account Number
25,000
17,000
"""
:Zoi "1 To provide funding for anticipated overtime in 261"6.
APPROVED BY CITY COUNCIL ON:
Requested by: Joe White
---------------------
Prepared by:
Camille Nelson
Reviewed by:
Michelle Johansen
o b2_'€.-.-
Approved by:
D~ntHead
Approved by:
~F~in-a~n~~ e~D~i~e-c-to_r_______
j)
Approved by: City Manager
Council Quarterly OT Report
CllYv~ 1\elchlkan Account Fund
Fiscal Year to Date 09/30/1 7 Include Rollup Account and Rollup to Account
Account Description
Adopted
Budget
Amended
~1onth
'11"D
YTD
Budget
Amendments
Budget
Trdnsactions
Encumbrances
Tronsactions
Tra11saclions
Rec'd
Pnor Y"ar YTD
285,000.00
43.00
285,043.00
22,300.11
.00
229,229.16
55,813.84
80
200,175.92
$285,000.00 $285,000.00 ($285,000.00)
$43.00 $43.00 ($43.00)
$285,043.00 $285,043.00 ($285,043.00)
$22,300.11 $22,300.11 ($22,300.11)
$0.00 $0.00
$229,229.16 $_229,229.16 ($229,229.16)
$55,813.84 $55,813.84 ($55,813.84)
80% 80% 80%
$200,175.92 $200,175.92 ($200, 175.92)
Current
Budget - YTD % Used/
101 - General Fund
Dcpa1tment 1 2 20 - Police Department EXPENSE
501 501.01
Personnel Services and Wages - Overtim e Personnel Services and Wages- Overtime Wages Straight/Double OT 501- Personnel Services and Wages- Overtime Totals EXPENSE TOTALS
Department 1220 - Police Department Totals Department 1420 - Museum
~0.00
EXPENSE
501 501.01
Personnel Services and Wages - Overtime Personnel Services and Wages - Overtime Wages Straight/Double OT 501 - Personne l Services and Wages- Overtime Totals EXPENSE TOTALS
Department 1420 - Museum Totals Department 1430 - Civic Center EXPENSE
501 501.01
1,250.00
.00
1,250.00
.00
.00
108.75
1,141.25
9
195.70
$1,250.00 $1,250.00 ($ 1,250.00)
$0.00 $0.00 $0.00
$1,250.00 $1,250.00 ($1,250.00)
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$108.75 $108.75 ($ 108.75)
$1,141.25 $1,141.25 ($1,141.25)
9% 9% 9%
$195.70 $195.70 ($195.70)
2,100.00
.00
2,100.00
.00
.00
.00
2,100.00
0
.00
$2, 100.00 $2,100.00 ($2,100.00)
$0.00 $0.00 $0.00
$2,100.00 $2, 100.00 ($2,100.00)
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00
$2,100.00 $2,100.00 ($2, 100.00)
0% 0% 0%
$0.00 $0.00 $0.00
65,000.00
.00
65,000.00
3,666.41
.00
18,086.44
46,913.56
28
26,948.54
$65,000.00 $65,000.00 ($65,000.00)
$0.00 $0.00 $0.00
$65,000.00 $65,000.00 ($65,000.00)
$3,666.41 $3,666.41 ($3,666.41)
$0.00 $0.00 $0.00
$18,085.44 $18,086.'14 ($18,086.44)
$46,913.56 $46,913.56 ($46,913.56)
28% 28% 28%
$26,948.54 $26,948.54 ($26,948.54)
96,800.00
.00
96,800.00
167.04
.00
56,091.81
40,708.19
58
17,146.43
$96,800.00 $96,800.00 ($96,800.00)
$0.00 $0.00 $0.00
$96,800.00 $96,800.00 ($96,800.00)
$167.04 $167.04 ($167.04)
$0.00 $0.00 $0.00
$56,091.81 $56,091.81 (!1>56,091.81)
$40,708. 19 $40,/08 .19 ($40,708.19)
58% 58% 58%
$17,146.43 $11,146.43 ($17,146.43)
Personne l Services and Wages - Overtime Personnel Services and Wages - Overtime Wages Straight/Double OT 501 - Personnel Services and Wages - Overtime Totals EXPENSE TOTALS Department 1430 - Civic Cente•· Totals
~0.00
Department 1510 - Engineering EXPENSE
5 01 501.01
Personne l Services and Wages- Overtime Personnel Services and Wages - Overtime Wages Straight/Double OT 501- Personne l Services and Wages - Overtim e Totals EXPENSE TOTALS Department 1510- Engineering Totals
Department 1530 - Streets EXPENSE
5 01 501.01
Personne l Services and Wages - Overtim e Personnel Services and Wages - Overtime Wages Straight/Double OT 5 01 - Personnel Services and Wages- Overtime Totals EXPENSE TOTALS Department 1530 - Streets Totals
Run by Bob Newell on 11/03/2017 04:04:58 PM
Page 2 of
5
City Manager 334 Front Street Ketchikan, AK. 99901 Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon , City Manager
DATE:
November 27, 2017
RE :
Authorizing Budget Transfers - Police Department and E911 Central Communications Overtime Report for the Quarter Ended September 30, 2017
By report dated November 10, 2017, my office submitted to the City Council the quarterly overtime report for General Government and KPU for the period ending September 30, 2017. As the Police Department had incurred overtime costs of 80% of its original appropriation, I instructed the Police Chief to prepare the requisite plan regarding how additional overtime costs would be addressed through the end of the year. A copy of Chief White's report, which also details the reasons for the overtime, is attached for City Council review. Since the Police Chief has proposed budget transfers of $42,000 from various accounts within the Police Department's 2017 Budget, authorization from the City Council is required . Chief White will be attending the City Council meeting of December 7, 2017, in order to address any questions and/or concerns that Councilmembers may have. A motion has been prepared for City Council consideration. RECOMMENDATION It is recommended that the City Council adopt the motion authorizing budget transfers of $25,000 and $17,000 respectively from the Police Department and E911 Central Communications Division's 2017 Regular Salaries and Wages Accounts (Account Nos. 500-01 and 500-01) to the Overtime Accounts (Account Nos. 501-01 and 501-01) for the purpose of funding unanticipated overtime costs through the end of 2017. Recommended Motion: I move the City Council authorize budget transfers of $25,000 and $17,000 respectively from the Police Department and E911 Central Communications Division's 2017 Regular Salaries and Wages Accounts (Account Nos. 500-01 and 500-01) to the Overtime Accounts (Account Nos. 501-01 and 501-01) for the purpose of funding unanticipated overtime costs through the end of 2017. AGENDA -12/07/17- GGNB4
MEMORANDUM
KETCHIKAN POLICE DEPARTMENT 361 Main Street, Ketchikan, AK 99901 907-225-6631 or Ext 384
TO:
Karl Amylon
FROM:
Chief Joseph White
DATE:
November 27, 2017
RE :
Department overtime
The Police Department is projected to go over its allotted overtime budget for 2017. Upon looking at the Council Quarterly overtime Report it shows we have used 80% of our budget. The total number budgeted is $285,000.00. This number is for both Police Operations and Central Dispatch. Police operations overtime budget is $160,000.00 and Central Communications is $125,000.00. As of November 27, 2017 Dispatch has used 97% of is allotted budget. This is a direct reflection of being short staffed throughout the year. We have had to hire and train two new employees this year, each taking approximately three months to train. During this training time that open shift is covered with overtime. We have one dispatcher on medical level and will be returning shortly which was another six weeks of overtime coverage . The communications division was only fully staffed 1 month of the 2017 year. The Dispatch Supervisor has done a great job of trying to cover these shifts by filling in, but running short staffed for the year has added up. On November 20, 2017 a dispatcher tendered her resignation effective December 16, 2017. The last two weeks of December we will be under staffed again and have to use over time to cover a portion of the shortage. I am projecting to go over budget by 17,000.00. I have enough to cover this overage in the Personnel Services and Wages account. As of November 27, 2017 Police Operations has currently used 95% of its allotted overtime. This year the department was down four officers for a large portion of the year. We have been operating at minimum staffing throughout the year. In addition overtime has been used more to cover vacations and members out on sick leave. Our department has used a large amount of overtime on several high profile cases this year. We have had multiple major criminal investigations that have required substantial overtime. The Drug Enforcement Unit has been very aggressive and has required a large amount of overtime to work these cases. The department has been much more active within our community this year taking on several new programs. I am projecting to go over budget by about 25,000.00 I have enough to cover this overage in the Personnel Services and Wages account. Historically our department stays within its allotted overtime budget. This year has been extremely busy and between being short staffed and working major cases we expect to be over our budget. I have talked to command staff and first line supervisors to keep a close track on overtime use and to make sure it is justified.
CITY of KETCHIKAN Budget Transfer Request
2017 TO:
General Accounting Finance Department
DATE:
11 /30/201 7
FROM : Police
~~~---------------------------
From Account Number
cr"
enter a project # if applicable
A
101-1220- 110-500.01
50 1 101-1220-11 O-ee8.01
Regular Salaries & Wages
Overtime
101-1220-220-500.01
£of cr 101-1 220-220-§00.01
Reg ular Salaries & Wages
Overtime
Reason for Budget Transfer:
A
Am ount (Omit Cents)
To Account Number
25,000
17,000
"""
:Zoi "1 To provide funding for anticipated overtime in 261"6.
APPROVED BY CITY COUNCIL ON:
Requested by: Joe White
---------------------
Prepared by:
Camille Nelson
Reviewed by:
Michelle Johansen
o b2_'€.-.-
Approved by:
D~ntHead
Approved by:
~F~in-a~n~~ e~D~i~e-c-to_r_______
j)
Approved by: City Manager
Council Quarterly OT Report
CllYv~ 1\elchlkan Account Fund
Fiscal Year to Date 09/30/1 7 Include Rollup Account and Rollup to Account
Account Description
Adopted
Budget
Amended
~1onth
'11"D
YTD
Budget
Amendments
Budget
Trdnsactions
Encumbrances
Tronsactions
Tra11saclions
Rec'd
Pnor Y"ar YTD
285,000.00
43.00
285,043.00
22,300.11
.00
229,229.16
55,813.84
80
200,175.92
$285,000.00 $285,000.00 ($285,000.00)
$43.00 $43.00 ($43.00)
$285,043.00 $285,043.00 ($285,043.00)
$22,300.11 $22,300.11 ($22,300.11)
$0.00 $0.00
$229,229.16 $_229,229.16 ($229,229.16)
$55,813.84 $55,813.84 ($55,813.84)
80% 80% 80%
$200,175.92 $200,175.92 ($200, 175.92)
Current
Budget - YTD % Used/
101 - General Fund
Dcpa1tment 1 2 20 - Police Department EXPENSE
501 501.01
Personnel Services and Wages - Overtim e Personnel Services and Wages- Overtime Wages Straight/Double OT 501- Personnel Services and Wages- Overtime Totals EXPENSE TOTALS
Department 1220 - Police Department Totals Department 1420 - Museum
~0.00
EXPENSE
501 501.01
Personnel Services and Wages - Overtime Personnel Services and Wages - Overtime Wages Straight/Double OT 501 - Personne l Services and Wages- Overtime Totals EXPENSE TOTALS
Department 1420 - Museum Totals Department 1430 - Civic Center EXPENSE
501 501.01
1,250.00
.00
1,250.00
.00
.00
108.75
1,141.25
9
195.70
$1,250.00 $1,250.00 ($ 1,250.00)
$0.00 $0.00 $0.00
$1,250.00 $1,250.00 ($1,250.00)
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$108.75 $108.75 ($ 108.75)
$1,141.25 $1,141.25 ($1,141.25)
9% 9% 9%
$195.70 $195.70 ($195.70)
2,100.00
.00
2,100.00
.00
.00
.00
2,100.00
0
.00
$2, 100.00 $2,100.00 ($2,100.00)
$0.00 $0.00 $0.00
$2,100.00 $2, 100.00 ($2,100.00)
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00
$2,100.00 $2,100.00 ($2, 100.00)
0% 0% 0%
$0.00 $0.00 $0.00
65,000.00
.00
65,000.00
3,666.41
.00
18,086.44
46,913.56
28
26,948.54
$65,000.00 $65,000.00 ($65,000.00)
$0.00 $0.00 $0.00
$65,000.00 $65,000.00 ($65,000.00)
$3,666.41 $3,666.41 ($3,666.41)
$0.00 $0.00 $0.00
$18,085.44 $18,086.'14 ($18,086.44)
$46,913.56 $46,913.56 ($46,913.56)
28% 28% 28%
$26,948.54 $26,948.54 ($26,948.54)
96,800.00
.00
96,800.00
167.04
.00
56,091.81
40,708.19
58
17,146.43
$96,800.00 $96,800.00 ($96,800.00)
$0.00 $0.00 $0.00
$96,800.00 $96,800.00 ($96,800.00)
$167.04 $167.04 ($167.04)
$0.00 $0.00 $0.00
$56,091.81 $56,091.81 (!1>56,091.81)
$40,708. 19 $40,/08 .19 ($40,708.19)
58% 58% 58%
$17,146.43 $11,146.43 ($17,146.43)
Personne l Services and Wages - Overtime Personnel Services and Wages - Overtime Wages Straight/Double OT 501 - Personnel Services and Wages - Overtime Totals EXPENSE TOTALS Department 1430 - Civic Cente•· Totals
~0.00
Department 1510 - Engineering EXPENSE
5 01 501.01
Personne l Services and Wages- Overtime Personnel Services and Wages - Overtime Wages Straight/Double OT 501- Personne l Services and Wages - Overtim e Totals EXPENSE TOTALS Department 1510- Engineering Totals
Department 1530 - Streets EXPENSE
5 01 501.01
Personne l Services and Wages - Overtim e Personnel Services and Wages - Overtime Wages Straight/Double OT 5 01 - Personnel Services and Wages- Overtime Totals EXPENSE TOTALS Department 1530 - Streets Totals
Run by Bob Newell on 11/03/2017 04:04:58 PM
Page 2 of
5
