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HomeMy WebLinkAbout89-0823 U-46 Officer Liaison RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH SCHOOL DISTRICT U-46 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that James J. Cook, City Manager, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with School District U-46 for the operation of a School Officer Liaison Program for the 1989 - 1990 school year, a copy of which is attached hereto and made a part hereof by reference. George VanDeVoorde, Mayor Presented: August 23, 1989 Adopted: Vote: Yeas Nays Recorded: Attest: Marie Yearman, City Clerk AGREEMENT BETWEEN SCHOOL DISTRICT U-46 AND THE CITY OF ELGIN EXTENDING THE SCHOOL LIAISON OFFICER PROGRAM FOR SCHOOL YEAR - 1989-90 For and in consideration of the mutual promises, convenants, and condition contained herein, the City of Elgin, hereafter referred to as the City and School District U-46, hereafter referred to as the District agree to establish and operate a School Liaison Officer Program for the up-coming school calendar year of 1989-90 and covering those days of the calendar year when school is officially in session as follows: 1) Program There is hereby established the School Liaison Officer (SLO) program. Gnereally this program involves the assignment of a City of Elgin police officer to Larkin High and Elgin High School. The base salary including fringe benefits for the assigned officers shall be provided for by the City in total with the exception of any and all overtime expenses incurred as a direct result of the SLO program which will be paid by the District at the existing officer's particular rate. Although the officers shall remain the employees of the City of Elgin, upon assignment such officers shall work with and be under the general direction of District staff and shall establish and operate such pro- grams and activities as is consistent with the intent of this program. Essentially, the program involves the assignment of a sworn police officer to a specific school. Although remaining an employee of the City, the responsibility for direction and supervision of the officer when assigned to school duties, shifts from the department to the identified school's administrator and/or staff. The SLO works right in the school as a member of the school's guidance team and serves many of the roles associated with a dean's assistant. In addition to normal school duties, the SLO attends specified extra- curricular activites of the school at the school administration's direction. These activities involve but may not be limited to athletic events and school sponsored dances. The scope of the SLO is basically unlimited, except in the area of counseling. Although certain levels of counseling are a part of the SLO's duties, serious counseling needs are referred to the school' s professional staff. As a member of the police department, the SLO conducts original inves- tigation of all criminal and quasi-criminal acts which occur during the regular school day and would heretofore have necessitated the dispatch of a patrol unit. The officer's presence prompts rapid and positive responses to all calls for service. In addition to conducting original investigation, the SLO is assigned cases for follow-up through the Major Investigations Division, specifically the Juvenile Bureau. The criteria for assignment is essentially the offender or victim's school assignment: time, date, and offense is secondary. These cases would SLO Program Page 2 involve a myriad of acts committed after school hours and/or on week-ends. The SLO will be responsible for conducting such investigations in conjunc- tion with other school responsibilities, within reason. The school calendar is one hundred and seventy-five (175) days. During extended school breaks and during the summer months of June - July - August, the SLO will be assigned in the department as operationally necessary and directed by the Chief of Police. 2) Duties The duties of the SLO may include but are not limited to the following: A. Promote rapport between police officers and students in the high school. B. Promote a working relationship with school counselors. C. Promote working relationship with other police counselors within the U-46 School District. D. Meet periodically with building and district administration to discuss and evaluate police counselor activities. E. Make presentations to students, parents, and staff members on law and law enforcement, safety, and good citizenship. F. Refer troubled students to proper professional help within the student services division of the school. G. Plan preventive substance abuse programs. H. Work with parents of runaway students. I. Counsel students who are established juvenile offenders. J. Assist school officials in the enforcement of truancy laws. K. Represent the high school, along with the Dean, on any criminal, misdemeanor, or traffic court action involving students. L. Work beyond regular scheduled hours when required to successfully complete an assignment or case. M. File appropriate case reports with the respective municipal police department. N. Protect school, staff, and students from violations of the law. SLO Program Page 3 0. Assist with traffic control. P. Check unauthorized personnel in and around the school. Q. Assist the administration with crowd and vehicle control at special events and coordinate additional help if needed. R. Receive police referrals involving students. S. Maintain a record of daily activities. T. Perform police duties as assigned by the police department during the periods when school is in session, so long as such activities do not interfere with student's curriculum schedule. U. Perform other duties as specified by the Assistant Principal. 3) Staffing The program shall consist of the City assigning one (1) officer to Larkin High School and one (1) officer to Elgin High School to act as the SLO for the respective schools. The SLO will begin his or her duties on the first day of school and continue each day that school is in session until the last day of classes. This is expected to be 175 days. 4) Salary and Other Related Costs The salary (to include the fringe benefit package) of the two (2) School Liaison Officers shall be shared between the City of Elgin and School District U-46 as identified on Exhibit A of this agreement to cover the school year of 1989-90. Any overtime expenses, necessitated by District scheduling requirements and in conjunction with the SLO's duties shall be paid for in total by the District at the officer's existing overtime rate as established by the City through contractual agreements. These overtime hours may be to compensate the officer's attendance at school dances, athletic events, or other school related extra-curricular activities, as the District wishes to schedule. The City will calculate these overtime costs as approved by the District and submitted by the officers, and shall then bill the District for total refund of the overtime costs incurred. Billing shall occur twice per year at the end of each semester period. Additionally, the District shall, as part of the SLO program main- tenance, provide the office work space, telephone, and other related SLO Program Page 4 commodities as previously contributed, plus personal vehicle expenses incurred for school business at the rate established and scheduled, see Exhibit A attached. 5) Term This agreement may be terminated by either party at any time. WHEREFORE the parties have caused their signatures and seals to be affixed hereto this day day of �s Vit,: , 1989. CITY OF ELGIN lr James J. Co. , City Manager SCHOOL DISTRICT U-46 by a -49 inme Exhibit A 1989-90 School Liaision Officer Program Two (2) officers, placed one (1) in each senior high facility, beginning with the first day of school and ending the last day of school for the 1989-90 school term. Personnel Costs Salary & Fringe Benefits Total salary and benefits, based on 71% or 185d of the officer's total year. $72,805 1989 City of Elgin Share (estimated) $12,108 District U-46 Share (exact contribution) 20,250 $32,358 1990 City of Elgin Share (estimated) $20,197 District U-46 Share (exact contribution) 20,250 $40.447 Total 1989-90 City of Elgin Share (estimated) $32,305 44.4% District U-46 Share (exact contribution) 40,500 55.6% $72,805 • Overtime Costs All overtime costs, associated with the SLO program and incurred as a result of extra curricular activities shall be paid for by the District at the existing overtime rate for the officer. Overtime, incurred by the officer during the school calendar year and as a result of criminal or quasi-criminal investigations, shal be paid for by the City through normal payroll channels and procedures. Note: Costs estimated on the previous year usage of $2,836 for both officers. City of Elgin Share -0- District U-46 $2,836 (est. on previous year usage) Capital Expenditures None estimated nor scheduled in 1989-90. Vehicle Expenditures The District is to continue its financial support of the personal use vehicle agreement as established in the 1987-88 program at $.25 mile or the prevailing rate as exists in the District at the time of program initiation in 1989-90. Office/Commodities The District will provide office space, telephone, and other commodities in support of the SLO Program. July 14, 1989 MEMORANDUM TO: Mayor and Members of the City Council FROM: James J. Cook, City Manager SUBJECT: School Liaison Officers Program PURPOSE: To discuss the continuation of the School Liaison Program at Larkin High and Elgin High School and the funding of the program. BACKGROUND: Early in 1987, the City of Elgin and School District U-46 entered into an agreement which placed police department youth officers at Larkin and Elgin High Schools to deal with police and associated problems. The cost of the program was to be equally shared between the City and the school district. In late 1987, financial difficulties caused the District to discontinue a number of programs. The School Liaison Program was one of those programs. During the school year 1988-1989, the City funded the program with the school district picking up school related overtime of the officers. The School Liaison Program is a valuable asset to both the district and to the police department youth division. The liaison officer being in the schools physically makes them available when a situation is occuring and is a deterrent to others which might occur. The officers lend themselves in many different roles to both the school and the police Department. FINANCIAL IMPACT: Currently funds are identified in the FY89 Budget to cover the two officers assigned to the SLO Program, regardless of their assignment status - to the department or to the schools. The approximate cost for the period usually covered by the school calendar (Sept.-Dec. ) would be $32,358.00. Additionally, personnel funds would have to be provided for the FY90 Budget , again regardless of personnel assignment - approximately $40,447.00 (Jan.-May '90) . Were District U-46 to again become a sharing partner as intended, and if their contribution involved the very tentatively discussed funding level identified in Deputy Chief Isom's analysis to Interim Chief Danielson, the City would obviously see a substantial savings. a - � School Liaison Officers Program Page 2 Projected Cost for School Calendar Year $72,805 City Share FY89 $12,108 U-46 Contribution FY89 20,250 (applied to FY89) $32,358 City Share FY90 $20,197 U-46 20,250 (appled to FY90) $40.447 Total City Share $32,305 *Total U-46 Share 40,500 $72,805 * Emphasis - Tentative figures based on preliminary discussions with U-46 representatives. RECOMMENDATION: I recommend the School Liaison Program be continued with shared funding on the part of U-46 and the City of Elgin. AO A_. _/- a. h. es . C.. oor' • ty Mana JJC/mf July 13 , 1989 MEMORANDUM TO: Chief W. Danielson FROM: Eric K. Isom, Sr. SUBJECT: U-46 School Liaison Officer Program Personnel Cost Analysis Mackaround : When we began the SLO Program with U-46 in 1987/8 , the program was designed to be a cost sharing undertaking . As a result of our agreements , we determined that U-46 costs should be based on the actual school year percentage of a full calendar year . This resulted in the original agreements reflecting a sharing of 71% of personnel costs with a maximum cap put on U-46 ' s contribution of $ 15 ,000 per officer - $30 ,000 total . Additionally, U-46 agreed to contribute $ 12 . 00 per hour towards any overtime expended as a result of the SLO Program - estimated to be 120 hours per officer/per school . Further , U-46 was to provide all office space , telephone and other incidentals associated with the SLO ' s duties at the school , plus , make a $1 ,050 payment for a capital addition (portable radio) and $ . 25 per mile personal vehicle use - billed directly to the District by the officer if opted for . All these arrangements held true for the first year and payment was received (see Attachment A - Agreement) . Unfortunately, School District U-46 found itself in a difficult financial situation during the 1988/9 school year and this forced a recalculation of shared costs . In consideration of these financial hardships , and given the general feeling that the program was worthwhile , the City agreed to full fund the continuation of the SLO Program (see Attachment B) . The estimated costs as projected in this Agreement , reflected that the City would absorb some $74 , 257 . School District U-46 agreed to pay for all overtime used in conjunction with the SLO Program at the current officer overtime rate . This would be billed directly to the District by the police department - at the end of December and then at the close of school in June . This was essentially a break-even arrangement , however , there are minimal benefit costs generated that the City did absorb . Further , U-46 would maintain the office for the SLO and continue to pay personal vehicle use mileage - if billed by the officer . This agreement was approved August 12 , 1988 . A memorandum , dated June 22 , 1988 , from Mr. Cook to the Mayor and City Council provided a financial impact analysis should the City decide to continue funding of the program. This memorandum U46 School Liaison Officer Program Personnel Cost Analysis Page 2 and accompanying financial impact paper led to the Council ' s decision to accept the financial obligation encumbered to cover the 1988/9 school year (see Attachment C) . As a result of the City' s acceptance of the financial obligation for 1988/9 , a letter was sent to Dr. Richard Wiggall , Superintendent of U-46 . This letter (see Attachment D) detailed the City' s acceptance of the personnel costs for the period in question. Further , the letter emphasized the Council ' s desires to once again see U-46 become a sharing partner in this program, should it be continued into the 1989/90 school term (page 2 of the Wiggal letter dated August 3 , 1988) . This paragraph indi- cates that should District U-46 once again find itself in a financial condition favorable to furtherance of the program ( 1989/90) , a different sharing percentage ratio would be desired by the City, to make up for the City' s full funding obligation during 1988/9 . It now appears that District U-46 is in better financial posture than it was previously and a new agreement needs to be formulat- ed . We currently have budgeted the necessary dollars to cover the two ( 2) officers ' costs for the continuation of 1989 , whether they are utilized by the department or assigned to U-46 SLO duties . The question is whether we can agree with the District on a dollar sharing arrangement which would recover a portion of these budgeted funds . Additionally, we would factor into the 1990 Budget , funds to cover the officers , even if we ceased the arrangement and reassigned them to full time station duties . I have prepared an analysis of costs associated with the contin- uation of the SLO Program. This analysis takes into considera- tion the last four (4) months of 1989 (to cover the beginning of the 1989/90 school year) and includes the first eight months of 1990 to provide for a full year cost estimate base . In consideration of sharing , an evaluation of costs associated with the 185 day school utilization of the officers ' time has been completed . This equates to 71% of the 12 month costs , or $72 , 237 for two ( 2) officers - total 12 month cost $103 , 150 . Utilizing the 71% time share factor , a 50/50 personnel cost split would be $36 ,619 for each participant , or $18 ,309 per officer . Overtime expenses have not been factored into this estimate given the anticipated agreement that U-46 would contin- ue to pay for authorized overtime use at a full dollar match rate which results in an offset of costs . Although the overtime dollars must be included in the budget , they would be offset through projected revenue recovery. U46 School Liaison Officer Program Personnel Cost Analysis Page 3 During tentative discussions with Area Superintendent Dar Johnson of U-46 regarding the District again becoming a funding partner , Dar initially did some calculations utilizing the original $ 15 ,000 per officer base . In consideration of person- nel costs going up over the last two years at approximately 4% per year , Dar factored in an 8% amount bring the base to $16 , 200 per officer . Additionally , he added a 25% factor to bring U-46's contribution up in consideration of the City's full obligation during 1988/9 . This brings the per officer U-46 contribution up to $20 , 250 per officer. I must emphasize that these figures are tentative and based only on initial discus- sions reference U-46 again becoming a contributor. Should these tentative numbers hold true , U-46 ' s percentage share will be approximately 55% of the program costs based on the 71% of yearly expenses projected . If through continued negotiations with the District , we can get them to utilize the new base of $18 ,309 per officer as calculated , and then add a percentage to show good faith for the City' s prior full-funding , new projections based on a truer share arrangement could be made . For instance , if we could secure an agreement based on a 60/40 split , U-46 ' s contribution to the program for 1989/90 should be in the area of $43 ,943 . 00 or $21 ,971 . 50 per officer - some $1 ,592 (approximately) more than tentative discussions have involved . A meeting has been scheduled between Area Superintendent Johnson and myself for August 3 , 1989 , to go over the personnel cost calculations in an attempt to reach some sort of dollar funding figure . Mr . Johnson indicated to me on July 12 , 1989 , that Dr. Wiggall had brought to the Board the subject of again sharing the costs of the program. This was on Monday, July 10 , 1989. At that time , according to Mr. Johnson , the Board hesitated to make a commitment to the program since they were reluctant to begin patch quilting programs back into their financial plans prior to assessing all new or renewed district programs . The Board indicated to the superintendent that a more definitive decision might be forthcoming during their mid-August meeting . At that time , it does appear that a new agreement might be negotiable , however , that is yet to be realized and exact contribution levels are still open. U46 School Liaison Officer Program Personnel Cost Analysis Page 4 1989/90 Personnel Cost Analysis U-46 Proaram One ( 1) Officer' s Expense Regular Earnings : 4 months 1989 x $3035/m = $12 , 140 8 months 1990 x 3156/m = 25 . 248 $37 ,388 $37 ,388 Holiday Additional Pay: 10d x $ 143 (aver . of 89/90 hourly) = $1 ,430 + Benefits ( . 0613) 88 $ 1 ,518 1 ,518 Police Pension (City contribution) . 1384 of salary 5 ,385 Life Insurance 81 Unemployment Insurance 2 . 5 - first $9 ,000 w/max . 225 Medical Insurance (Hospitalization) $319 . 82/m x 12 3 ,838 Norkmens Comprehensive Insurance . 0359 of salary 1 ,397 Liability Insurance . 0254 of salary 988 Sick Leave Occurrence Program Bonus 150 YMCA Contribution 105 Uniform Allowance 500 SALARY AND BENEFITS $51 ,575 Overtime Pay (based on 1988/9 history) • 57 hours x $25 . 98 (aver . hourly 89/9) $1 ,481 + Benefits ( . 0613) 91 $1 ,572 All overtime they authorized . U46 School Liaison Officer Program Personnel Cost Analysis Page 5 Total Salary and Benefits for two ( 2) Senior Patrolmen for 89/90 - 12 month period not including overtime dollars as explained $51 ,575 x 2 = $103 , 150 School District U46 utilizes the officer' s time for a total of 175 days of the 12 month period calculated plus they would contribute a portion of the 10 scheduled holidays . This equates to 71% of personnel time . Utilizing the U-46 personnel use percentage , personnel costs are calculated to be : 2 Officers 185d (71% of year) ** $73 , 237 A U-46 50% split of these costs is $36 , 619 (one officer costs - $18 ,309) * Although School District U-46 pays the entire total of overtime authorized for school activities (billed directly) , these personnel costs would still have to be reflected in the department ' s budget offset by a revenue projection . Utilizing the actual per hour overtime rate does not cover the estimated benefit costs incurred as a result of overtime earnings , however , this dollar figure is minimal given the entirety of salary and benefit costs . ** 185 days involves the 175 days of regularly scheduled school year , plus , the 10 holidays . This represents 71% of the officers ' 260 day work year as originally agreed to in the first 1987/8 agreement establishing cost sharing . A1i7 H, err A AGREEMENT BETWEEN SCHOOL DISTRICT U-46 AND THE CITY OF ELGIN ESTABLISHING THE SCHOOL LIAISON PROGRAM For and in consideration of the mutual promises covenants and conditions contained herein the City of Elgin, hereafter referred to as the City, and School Dist. U-46 hereafter referred to as The District agree to establish and operate a School Officer Liaison Program as follows: 1) Program Established There is hereby established the School Liaison Officer (SLO) Program. Generally this program involves the assignment of a City of Elgin police officer to Larkin High School and Elgin High School. The salary of the assigned officers shall be shared as provided herein. Although the officers shall remain the employees of the City of Elgin, upon assignment such officers shall work with and be under the general direction of district staff and shall establish and operate such programs and activities as is consistent with the intent of this program. Essentially, the program involves the assignment of a sworn police officer to a specific school. Although remaining an employee of the City, the responsibility for direction and supervision of the officer when assigned to school duties shifts from the department to the identified school's ad- ministrator and/or staff. The SLO works right in the school as a member of the school's guidance team and serves many of the roles associated with a dean's assistant. In addition to normal school duties, the SLO attends specified extra-curricular activities of the school. These activities involve but may not be limited to, athletic events and school sponsored dances. The scope of the SLO is basically unlimited, except in the area of counseling. Although certain levels of counseling are a part of the SLO's duties, serious counseling needs are referred to the school's professional staff. As a member of the police department, the SLO conducts original investigations of all criminal and quas-criminal acts which occur during the regular school day and would heretofore have necessitated the dispatch of a patrol unit. The officer's presence prompts rapid and positive responses to all calls for service. In addition to conducting original investiga- tions, the SLO is assigned cases for follow-up through the Major Investigations Division, specifically the Juvenile Bureau. The criteria for assignment is essentially the offender or victim's school assignment; time, date, and offense is secondary. These cases would involve a myriad of acts committed after school hours and/or on weekends. The SLO will be responsible for conducting such investigations in conjunction with other school responsibilities, within reason. • The school calendar is one hundred and seventy-six (176) days. During extended school breaks and during the summer months of June - July - August, the SLO will assume his/her assignment position in the Juvenile Bureau of the City of ELgin police department. As a Juvenile Officer, the SLO will be required to attend a training program as required by state statute. 2) Duties The duties of the SLO may include but are not limited to the following: A. Promote rapport between police officers and students in the high school. B. Promote a working relationship with school counselors. C. Promote working relationship with other police counselors within the U-46 School District. D. Meet periodically with building and district administration to discuss and evaluate police counselor activities. E. Make presentations to students, parents, and staff members on law and law enforcement, safety, and good citizenship. F. Refer troubled students to proper professional help within the student services division of the school. G. Plan preventive substance abuse programs. H. Work with parents of runaway students. I. Counsel students who are. established juvenile offenders. J. Assist school officials in the enforcement of truancy law. K. Represent the high school, along with the Dean, any criminal, misdemeanor, or traffic court action involving students. L. Work beyond regular scheduled hours when required to successfully complete an assignment or case. M. File appropriate case reports with the respective municipal police department. N. Protect school, staff, and students from violations of the law. 0. Assist with traffic control. P. Check unauthorized personnel in and around the school. Q. Assist the administration with crowd and vehicle control at special events and coordinate additional help if needed. R. Receive police referrals involving students. S. Maintain a record of daily activities. T. Perform police duties as assigned by the police department during the periods when school is in session, so long as such activites do not inter- fer with the students curriculum schedule. U. Perform other duties as specified by the Assistant Principal. 3) Staffing The program shall consist of the City assigning one (1) officer to Larkin High School and one (1) officer to Elgin High School to act as the SLO for the respective schools. The SLO will begin his or her duties on the first day of school and continue each day that school is in session until the last day of classes. This is expected to be 176 days. 4) Term This agreement may be terminated by either party at any time. 5) Costs The salary and expenses of each SLO shall be apportioned between the City and the District as provided herein. Specific allocation of costs for the period September 1987 through 1988 • shall be as set forth on Exhibit A. These allocations were determined using the "Fiscal Analysis Rationale" on Page 4 of Exhibit A. Funding allocation for 1989 and beyond shall be as agreed by the parties. WHEREFORE the parties have caused t eir signatures and seals to be affixed hereto this .24611.: day of ` , 1987. CITY IF ELGIN fames C. Co- City Manager SCHOOL DI RIOT U-46 ) by C,� Lu e a✓iV Program Fiscal Analysis Two (2) officers, placed in each senior high facility, beginning September, 1987. Calculations based on four (4) month period of 1987, September - December. Personnel Costs Regular Earnings* $21,584 Holiday Additional 1,494 Overtime** 2,717 $25,795 * ** Personnel U-46 Off-Set Salary Match (4 months) at $3,333/m $13,333 Overtime Match (120 hours) x S12/hr 1,440 $14,773 $14,773 Net Difference - Personnel Costs (City share) $11,022 Benefit Package Pension Contribution 10.42% of Regular $ 2,249 Medical Insurance 5280./M 2,240 Life Insurance 56.72/M 54 Unemployment Insurance ($212/yr based at 2.5% of first 142 $8500 in salary) Workmen's Compensation 2.87% of Gross (Reg. & O.T.) 740 Liability Insurance 1.73% of Gross (Reg. 4 O.T.) 446 Uniform Allowance 333 Total Package $ 6,204 Capital Expenditure Portable Radios, *including accessories (one-time expense) Cost S 2,650 U-46 Off-Set 1 050 Net Difference (City Share) S 1,600 S 1,600 "EXHIBIT A" (1) Vehicle (Officers Personal Unit w/mileage contribution made by U-46.) S.25 per/m x estimated 10/m x 156d (U-46) S 390 Total 1987 Projected Costs: $35,039 City Share: Salary/Holiday/Overtime S11,022 Benefits 6,204 Capital 1t600 $18,826 U-46 Contribution: Salary/Holiday/Overtime $14,773 Capital 1,050 Vehicle Costs 390 $16,213 Footnote: Of the total (City share) program costs for FY87, ($18,826.00), some $14,641.00 is already budgeted for 1987. The remainder ($4,185.00) represents costs unbudgeted in 1987. "EXHIBIT A" (2) 12 Month 1988 Fiscal Analysis Personnel Costs Salary* $67,344 Holiday Additional 2,590 Overtime** * ** Personnel U-46 Off-Set Salary (9 months) $30,000 Overtime (240 Hours) estimated 2,880 $32,880 $32,880 Net Difference - Personnel Costs (City Share) 342,706 Benefit Package • Pension Contribution 10.42% of Regular S 7,017 Medical Insurance $280/m (1987 costs) 6,720 Life Insurance $6.72/m (1987 costs) 161 Unemployment Insurance (212.50/yr based on 2.5% of first $8500 in salary) 425 Workmen's Compensation 2.87% of Gross (Reg. & 0.T.) 2,169 Liability Insurance 1.73% of Gross (REg. & 0.T.) 1,308 Uniform Allowance $500 per person 1,000 ITUVO Capital Expenditure Vehicle (Officer Personal Unit w/mileage contribution made by U-46. ) 5.25 per/m x estimated 352d at 10md S 880 • Total 1988 Program Costs: $95,266 City Share: Salary/HoTiday/Overtime $42,706 - Benefits 18,800 161.506 U-46 Contribution: Salary/Holiday/Overtime $32,880 - Capital (Vehicle Costs) 880 $33,760 Footnote: FY88 costs and revenue to be projected (included) in 1988 budget preparation. "EXHIBIT A" (3) • Fiscal Analysis Rationale Considering that School District U-46 will benefit from the services of the officers for a larger portion of the year than the City. the following formula was used in projecting each entities share. 71.5% of Personnel Costs, including benefits. will be shared with a maximum cap placed on U-46 share. 28.5% of Personnel Costs absorbed by the City. In addition to the personnel costs. School District U-46 will make further contributions in the form of overtime match, capital expenditures, and vehicle expenses. School District U-46's calendar involves a total of one hundred and seventy-six (176) days. In addition to these, the District will contribute towards ten (10) days of vacation time for a total of one hundred and eighfy-six (186) days. The City and U-46 will divide the costs applicable to the 186 days with U-46's contribution coaxing out at $15,000 per individ- ual, or $30,000. The City, in addition to their match involving the 71.5%, will pick up an additional 28.5% of the overall personnel costs, excluding overtime. School District U-46 will contribute 112 per hour toward all overtime necessitated by school activities. This is currently estimated at one hundred and twenty (120) hours per school, or two hundred and forty (240) hours. This $12 match is currently almost a 50/50 split. Capital equipment needed for first year program maintenance involves the securing of one (1 ) personal portable radio system. School District U-46 will contribute $1050.00, or nearly 40%, of that cost. Vehicle expenses associated with the program will be provided by School District U-46 at the rate of S.25 per mile for an estimated ten (10) miles per day for each officer (school). This will necessitate personal usage of vehicles; however, this will eliminate the need of expending additional funds in the purchase/maintenance of fleet units. "EXHIBIT A" (4) B AGREEMENT BETWEEN SCHOOL DISTRICT U-46 AND THE CITY OF ELGIN EXTENDING THE SCHOOL LIAISON OFFICER PROGRAM FOR SCHOOL YEAR - 1988-89 For and in consideration of the mutual promises, convenants, and conditions contained herein, the City of Elgin, hereafter referred to as the City and School District U-46, hereafter referred to as the District agree to establish and operate a School Liaison Officer Program for the up-coming school calendar year of 1988-89 and covering those days of the calendar year when school is officially in session as follows: 1) Program There is hereby established the School Liaison Officer (SLO) Program. Generally this program involves the assignment of a City of Elgin police officer to Larkin High and Elgin High School. The base salary including fringe benefits for the assigned officers shall be provided for by the City in total with the exception of any and all overtime expenses incurred as a direct result of the SLO program which will be paid by the District at the existing officer's particular rate. Al- though the officers shall remain the employees of the City of Elgin, upon assignment such officers shall work with and be under the general direction of District staff and shall establish and operate such pro- grams and activities as is consistent with the intent of this program. Essentially, the program involves the assignment of a sworn police officer to a specific school. Although remaining an employee of the City, the responsibility for direction and supervision of the officer when assigned to school duties, shifts from the department to the identified school's administrator and/or staff. The SLO works right in the school as a member of the school's guidance team and serves many of the roles associated with a dean's assistant. In addition to normal school duties, the SLO attends specified extra- curricular activities of the school at the school administration's direction. These activities involve but may not be limited to athletic events and school sponsored dances. The scope of the SLO is basically unlimited, except in the area of counseling. Although certain levels of counseling are a part of the SLO's duties, serious counseling needs are referred to the school's professional staff. As a member of the police department, the SLO conducts original inves- tigation of all criminal and quasi-criminal acts which occur during the regular school day and would heretofore have necessitated the dispatch of a patrol unit. The officer's presence prompts rapid and positive responses to all calls for service. In addition to conducting original investigation, the SLO is assigned cases for follow-up through the Major Investigations Division, specifically the Juvenile Bureau. The criteria for assignment is essentially the offender or victim's school SLO Program Page 2 assignment: time, date, and offense is secondary. These cases would involve a myriad of acts committed after school hours and/or on week- ends. The SLO will be responsible for conducting such investigations in conjunction with other school responsiblities, within reason. The school calendar is one hundred and seventy-six (176) days. During extended school breaks and during the summer months of June - July - August, the SLO will assume his/her assignment position in the Juvenile Bureau of the City of Elgin police department. 2) Duties The duties of the SLO may include but are not limited to the following: A. Promote rapport between police officers and students in the high school. B. Promote a working relationship with school counselors. C. Promote working relationship with other police counselors within the U-46 School District. D. Meet periodically with building and district administration to discuss and evaluate police counselor activities. E. Make presentations to students, parents, and staff members on law and law enforcement, safety, and good citizenship. F. Refer troubled students to proper professional help within the student services division of the school. G. Plan preventive substance abuse programs. H. Work with parents of runaway students. I. Counsel students who are established juvenile offenders. J. Assist school officials in the enforcement of truancy law. K. Represent the high school, along with the Dean, on any criminal, misdemeanor, or traffic court action involving students. L. Work beyond regular scheduled hours when required to successfully complete an assignment or case. M. File appropriate case reports with the respective municipal police department. N. Protect school, staff, and students from violations of the law. SLO Program Page 3 0. Assist with traffic control. P. Check unauthorized personnel in and around the school. Q. Assist the administration with crowd and vehicle control at special events and coordinate additional help if needed. R. Receive police referrals involving students. S. Maintain a record of daily activities. T. Perform police duties as assigned by the police department during the periods when school is in session, so long as such activities do not interfer with the student's curriculum schedule. U. Perform other duties as specified by the Assistant Principal. 3) Staffing The program shall consist of the City assigning one (1) officer to Larkin High School and one (1) officer to Elgin High School to act as the SLO for the respective schools. The SLO will begin his or her duties on the first day of school and continue each day that school is in session until the last day of classes. This is expected to be 176 days. 4) Salary and Other Related Costs The base salary (to include the fringe benefit package) of the two (2) School Liaison Officers shall be paid by the City at the established rate to include any scheduled adjustments made during the school calendar year - 1988-89. Any overtime expenses, necessitated by District scheduling requirements and in conjunction with the SLO's duties shall be paid for in total by the District at the officer's existing overtime rate as established by the City through contractual agreements. These overtime hours may be to compensate the officer's attendance at school dances, athletic events, or other school related extra-curricular activities, as the District wishes to schedule. The City will calculate these overtime costs as approved by the Dis- trict and submitted by the officers, and shall then bill the District for total refund of the overtime costs incurred. Billing shall occur twice per year at the end of each semester period. Additionally, the District shall, as part of the SLO program main- tenance, provide the office work space, telephone, and other related SLO Program Page 4 commodites as previously contributed, plus personal vehicle expenses incurred for school business at the rate established and scheduled, see Exhibit A attached. 5) Term This agreement may be terminated by either party at any time. WHEREFORE the parties have caused their signatures and seals to be affixed hereto this 11Th day of Av , 1988. CITY OF ELGIN '!!.,. % _.ice _ mes ,City Man SCHOOL DISTRICT U-46 N ... &JO by U6) Exhibit A School Liaison Officer Program 1988-89 Costs Two (2) officers, placed one (1) in each senior high facility, beginning with the first day of school and ending the last day of school for the 1988-89 school term. Personnel Costs Salary & Fringe Benefits All salary costs, to include the fringe benefit package as provided currently for an officer of the position of Senior Patrolman (Except SLO associated overtime incurred). City share (total) estimated $74,257.00 District share -0- $74,257.00 Overtime Costs All overtime costs, associated with the SLO program and incurred as a result of extra curricular activities shall be paid for by the District at the existing overtime rate for the officer. Overtime, incurred by the officer during the school calendar year and as a result of criminal or quasi-criminal investigations, shall be paid for by the City through normal payroll channels and procedures. Note: Costs estimated on the previous - year agreement of 120 hours per officer/per school. City share $ -0- District share (estimated on experience) 240 hr. x $25. - $6,000.00 $6,000.00 Capital Expenditures None estimated nor scheduled in 1988-89. Exhibit A Page 2 Vehicle Expenditures The district is to continue their financial support of the personal use vehicle agreement as established in the 1987-88 program at $.25 per mile or the prevailing rate as exists in the District at the time of program ini- tiation in 1988-89. Office/Commodities The District will provide office space, telephone and other commodites in support of the SLO Program. June 22, 1988 • MEMORANDUM TO: Mayor and Members of the City Council FROM: City Manager SUBJECT: School Liaison Officers Program PURPOSE: To discuss the continuation of the School Liaison Programs at Elgin High School and Larkin High School after discontinuation of their portion of the funding of this program by School District U-46. BACKGROUND: In early 1987, the City of Elgin and School District U-46 entered into an agreement whereby police department youth officers would be placed in Larkin and Elgin High Schools to deal with problems occurring there, beginning with the start of the 1987-1988 school term. One officer would be assigned to each of the two high schools and would be under the supervision of the respective school principals. The cost of the program was to be divided equally between the city and the school district. In late 1987, School District U-46 found itself in severe financial difficulty and was forced to discontinue a number of programs. One of the district's cost saving measures was to discontinue their portion of the School Liaison Officer funding until their finances could be reorganized and placed on a firm footing. As the attached report shows, the School Liaison Program is a valuable supplement to the police department's other youth oriented programs, especially those which deal with gang activities. If it should be discontinued, the police department will lose the opportunity to combat gang activity in the school environment where such anti-gang efforts are likely to be highly effective. Three response alternatives to the U-46 action are available: (1) To fund the School Liaison Program completely and without assistance from School District U-46 for the entire 1988-89 school term. (2) To fund the School Liason Program as above but only for the remainder of calendar year 1988. (3) To discontinue the program. Memo to Mayor and Members of the City Council June 22, 1988 Page 2 FINANCIAL IMPACT: Additional cost to the City should alternative number one be adopted. $32,880. Additional cost to the City should alternative number two be adopted. $14,773. Cost to the City should alternative number three be adopted. $ -0- See narrative attachment Annex I for detailed financial impact analysis. RECOMMENDATION: It is recommended that the School Liaison Program be fully funded by the City of Elgin for the entire 1988-89 school term. Preliminary reviews suggest the program has proved sufficiently valuable to retain. In negotiations for 1989-1990 funding, our objective should be to have U-46 fund a larger amount to compensate for our funding the entire cost in 1988-1989. City Manager ANNEX I FINANCIAL IMPACT ANALYSIS SCHOOL LIAISON OFFICER PROGRAM . • Given the knowledge that bchool District U-46 will no longer be a participant in the funding of the School Liaison Officer Program, certain financial con- siderations had to be assessed. Based on the assumption that the District would continue their funding in the Fall of 1988 to cover the 1988-89 school year, a revenue source was identified in the fiscal '88 budget. The antici- pated 1988 revenue, which would have gone to defray 1988-89 associated costs was $13,333.00 (salary match) and $1,440.00 (over-time match), for a total of $14,773.00. Since no preparation has been completed for the FY89 Budget, no actual revenue sources have been identified; however, were the District to have continued the program without alteration in funding arrangement, ap- proximately $16,667.00 (salary match) and $1,440.00 (over-time match) would probably have been identifed to defray incurred 1989 expenses of the 1988-89 school year. Three alteratives to the existing situation have been identifed for considera- tion. Of the three, the full funding by the City of Elgin is being recom- mended. This alternative involves the City incurring the entire cost of the program for the school year 1988-89 without assistance in aid from District U-46. The total cost of this program is calculated to be $77,569.00. This figure includes the salary, holiday additional pay, fringe benefit package, and over-time for 9 months (4 months of 1988/5 months of 1989) with adjust- ments made for anticipated raises in personnel costs. Had the District continued to fund the program at the same level as previously negotiated for the 1987-88 year ($32,880.00), the City's actual cost would have been $44,689.00. Although some adjustments in the District's level of funding might have been renegotiated in preparation for the 1988-89 year, these charges would probably have been slight compared to overall program costs. Thus, should alternative one be adopted as recommended, the total costs will be approximately $77,569. The second alternative involves beginning the program in the Fall of 1988 (as previously anticipated) but eliminating it at the end of the first semester of the 1988-89 school year - no program in 1989. Should this alternative be selected, the total cost to the City of Elgin will be $34,612.00 which in- volves, salary, holiday additional pay, fringe benefit. package and anticipated overtime use. Were the District to have provided the anticipated 1988 dollars identified as revenue in the FY88 Budget ($14,773.00), the City's portion would only have been $19,839.00. Alternative number three involves the cessation of the program completely. Although there are no identifed dollar costs directed specific to the program, the officers originally assigned these duties are currently employed as police officers, thus there will still be expenses incurred in maintaining their ser- vice to the City. March 7, 1988 CONFIDENTIAL MEMORANDUM TO: Mayor and Members of the City Council FROM: City Manager SUBJECT: Police School Liaison Program We have been advised that the U-46 administrative staff will present a series of recommendations to the School Board this week to cope with anticipated funding shortfalls for the 1988-89 school year. Among personnel cuts will be the elimination of funding for the school's portion of the police liaison officers at Streamwood, Elgin and Larkin High Schools. As approved by the District and the City of Elgin, U-46 reimburses the City an estimated $32,880 for the two officers, representing approximately half of the salaries plus certain agreed expenses. The initial evaluation of the program has been positive. The school administration indicated that they support it as well, but in the process of cutting teacher positions, administrative, clerical and janitorial, they have to deal with priorities. Dr. Wiggall indicated to me: 1. That if additional revenues are generated (from the State or otherwise) that restoring these positions will have priority right after teaching positions, in his viewpoint. 2. He also asked if there is any possibility that the City could continue the program (without reimbursement) until the revenues are generated. The Police Chief and I have not evaluated this program, as yet. It is our plan to evaluate it after June 1, 1988 when the first full year has been completed. We have it included in the 1988 Police Department budget through the end of December, but the school administration action means that revenues will be approx- imately $16 ,500 short. At this time, it is too early to fore- cast the status of other revenues. Mayor and Members of the City Council March 7, 1988 Page 2 Initially, my recommendation would be to defer this decision until June when we can evaluate the current program and have a better grasp of 1988 revenues. At that time, if revenues are available and the program evaluation is positive, then we could carry it through December and review in the 1989 budget whether to renew it. After public announcement of the decision, I will place this on Committee of the Whole for discussion. Some negotiation with the school board would be needed: 1. To establish a maximum time frame for the City to continue to fund this alone; and 2. To develop an increased school share when renewed which might allow recapture of the extra cost. Alternatively, we may want to explore reducing the program to a single officer covering one-half day at each school, again depending on the program evaluation. This memo is to report to you on this contact so that you will not be surprised by any press coverage or question. I request that you keep the matter confidential in respect for Dr. Wiggall's briefing on the situation before making it public. es J. Co k, City Manager JJC:amp • March 16 , 1988 ` I MEMORANDUM TO: Mayor and Members of the City Council FROM: City Manager SUBJECT: Police School Liaison Program PURPOSE: This memo will report on the impact of proposed U-46 budget cuts on the Police School Liaison Program. BACKGROUND: In 1987 , the City Council approved a proposal from U-46 to jointly fund the assignment of two police officers to serve in Elgin and Larkin High Schools as liaison personnel. The U-46 cost was estimated at about $32 ,880 for the school year of 1987-88 . We have been notified that U-46 will be making budget cuts, including reductions in personnel, for the 1988-89 school year. They have determined that, based on current funding levels, these two positions cannot be funded. They have also indicated that they believe this is a very worthwhile program which should be continued, if possible. Staff is not ready to evaluate the extent to which we believe this program to be effective. We will be doing this in May and early June at the end of the first year. We are not prepared to make any recommendations on this program until performance has been evaluated. In addition, the City is not in a position to evaluate its financial status this early in the budget year. A number of alternatives are available for consideration, if the evaluation indicates that the program is a success and the revenues and expenditures indicate the amount of funds available to finance alternatives. These include: a) Funding the program through the end of the calendar year at a cost to the City of about $16,500. b) Also funding the program through the balance of the school year 1988-89, at an additional cost of about $17,000. c) Funding only one officer through either of the above periods at about one-half the excess cost. d) Terminating the program. Mayor and Members of the City Lbuncil March 16 , 1988 Page 2 RECOMMENDATION: In the belief that better data will be avail- able, I recommend deferring this matter to the second meeting in June. Meanwhile, staff will be discussing the alternatives with the school administration and accumulating data with regard to performance of the program and status of financing. 41"( "es J. 1 , City Manager i JJC:amp Attachment D TELEPHONE 312/6954500 Elm CITY OF ELGIN 150 DEXTER COURT ELGIN, ILLINOIS 60120-5555 o August 3, 1988 Dr. Richard Wiggall, Superintendent School District U-46 355 E. Chicago Street Elgin, Illinois 60120 Subject: School Liaison Officer Program Continuation - 1988-89 Dear Mr. Wiggall: The City Council has recently decided to provide the necessary salary to continue our mutually beneficial SLO Program. This decision makes it possible for us to place an officer in each of the senior high facilities beginning with school start-up. The Council obviously views this program and its gains as worthwhile, and I share their belief and welcome their support. As you .can appreciate, the funding of this program on a yearly basis in- volves a considerable outlay as the attached agreement, Exhibit A, demon- strates. The City Council appreciates the District's current financial hardships and feels that the program can be supported at least one more year. Unfortunately, this arrangement cannot continue year after year. In establishing the agreement for 1988-89, we are asking that the District continue with the support of the program as before, i.e., office space, commodities, etc. Additionally, we feel that any overtime incurred by the officer in extra-curricular activities (athletic events, dances) should be borne by the District totally. In the previous agreement, the District contributed $12.00 per hour towards overtime to defray our costs. We feel that it is only fair that the district contribute to SLO Program neces- sitated overtime. This does not mean that we expect the District to con- tribute overtime dollars to those situations necessitated or prompted as a result of our officers' continuing criminal or quasi-criminal investiga- tions, nor overtime for court attendance. These expenses will be paid for by the City through the officers' normal payroll procedures. Letter to Dr. Wiggall August 3, 1988 Page 2 Secondly, the Council has expressed that should the program be continued into the 1989-90 school year, the District should once again become a sharing partner in the funding of same. Given the City's current contribution in full funding for 1988-89, we would like to negotitate a different percentage ratio to cover any future SLO Program years. In order to begin planning for any future years, we should make some decisions as soon as possible. The City budget covers the FY January - December, thus, any plans to continue the program in 1989-90 need to be addressed during August, 1988. We urge you and the District to consider the continuation of this program soon. Should it appear likely that the District will again become a funding partner, please contact me promptly so that we can move forward. We are presently in the developmental stages of the FY 1989 Budget and need to pre-plan. Respectfully, JAMES J. COOK CITY MANAGER Attachment JJC:bp