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HomeMy WebLinkAboutCC RES 79-083 A RESOLUTION AUTHORIZING PARTICIPATION IN THE SUBURBAN POLICE RECRUITMENT SYSTEM Meeting Sheet IIIIII VIII VIII VIII VIII VIII IIII IIII 105979 Box: 36 Folder: CC RES 1979 Document: CC RES 79-083 A RESOLUTION AUTHORIZING PARTICIPATION IN THE SUBURBAN POLICE RECRUITMENT SYSTEM RESOLUTION 79-083 A RESOLUTION AUTHORIZING PARTICIPATION IN THE SUBURBAN POLICE RECRUITMENT SYSTEM � p WHEREAS, the City of St. Anthony is authorized by Minnesota Statutes 471. 59 to enter into joint and cooperative agreements with other governmental units; and WHEREAS, this City Council has reviewed a joint and cooperative agreement among suburban municipalities in the seven-county metro- politan area which will establish a Suburban Police Recruitment System; and WHEREAS, the purpose of the Suburban Police Recruitment System will be to recruit candidates for entry-level police positions in the cooperating municipalities and to assist the cooperating munici- palities in evaluating candidates for these positions; and WHEREAS, this City Council has determined that it will be advantageous to the City of St. Anthony to participate in the Suburban Police Recruitment System; NOW, THEREFORE, BE IT RESOLVED by the City of St. Anthony, Minnesota, as follows: 1. The Mayor and the City Manager hereby are authorized to execute the Joint and Cooperative Agreement which es- tablishes the Suburban Police Recruitment System and which provides for City membership in said System. 2 . James Fornell and Donald Hickerson hereby are desig- nated as the City' s initial Director and Alternate Direc- tor in the Suburban Police Recruitment System. 3. The City Clerk hereby is directed to file an executed copy of the Joint and Cooperative Agreement as provided therein, together with a certified copy of this Resolution. . Adopted this �— day of ����r� j� 1979 . i { Mayor j ATTEST: City Clerk Reviewed for Administration: j I certify that t'--'_s 'JJ rue _^'s t „ Cit anager 5 accurate cc!_y c,- 1 JOINT AND COOPERATIVE AGREEMENT SUBURBAN POLICE RECRUITMENT SYSTEM PREAMBLE. The parties hereto are municipal governmental units of the State of Minnesota. This agreement is made and entered into pursuant to Minnesota Statute §471.59. I. General Purpose. The general purpose of this agreement is to establish and provide the operating framework for a joint powers organization which will recruit candidates for entry-level police positions in the cooperating municipalities and which will assist the cooperating municipalities in evaluating candidates for these positions. Establishment of the proposed organization represents the conclusion of the Suburban Police Personnel Selection Standards Project, a four-year research effort by the cooperating municipalities, the Metropolitan Council and the Metropolitan Area Management Association to develop valid, non-discriminatory selection standards and procedures for entry-level police positions. II. Definitions. Section 1. Board - the Board of Directors of the Suburban Police Recruitment System. Section 2. City Council - the governing body of a member municipality. Section 3. Member - any suburban municipality which has entered into this agreement and which is in compliance with the provisions hereof. Section 4. Suburban Municipality - any municipality within the seven-county metropolitan area other than the cities of Minneapolis and St. Paul. Section 5. Suburban Police Recruitment System (SPRS) - the joint powers organization established pursuant to this agreement. III. Membership. • Section 1. Any suburban municipality shall be eligible to become a member of the SPRS. 1 9' Section 2. Charter members of the SPRS shall be those members which join • the system prior to February 1, 1980. Charter membership shall be restricted to those municipalities which have participated in the Suburban Police Personnel Selection Standards Project. Section 3. Any suburban municipality eligible to join the SPRS prior to February 1, 1980, may indicate its desire to do so by filing a duly executed copy of this agreement with Public Management Consultants, 326 South Broadway, Wayzata, Minne- sota 55391. Said agreement shall be accompanied by a certified copy of a resolution adopted by the City Council of that municipality authorizing execution of the agreement and designating the municipality's initial Director and Alternate Director. This agreement shall become effective when it has been duly executed by ten eligible suburban municipalities and when executed copies from these municipalities have been filed as set forth herein. • Section 4. Suburban municipalities desiring to join the SPRS after February 1, 1980, shall be admitted only upon a favorable vote of fifty-one percent (51%) of the total membership of the Board at a regular or special meeting. The Board also may impose such conditions upon the admission of members, other than charter members, as it deems appropriate. IV. Board of Directors. Section 1. The governing body of the SPRS shall be its Board of Directors. Each member municipality shall be entitled to appoint one Director to the Board, who shall have one vote. Each member municipality also shall be entitled to appoint one Alternate Director to the Board, who may attend meetings of the Board and who may vote in the absence of that member's Director. Section 2. Directors and Alternate Directors shall be appointed by a reso- lution of each member's City Council. The Director and Alternate Director shall be • that member's chief administrative officer, assistant chief administrative officer, chief of police (or equivalent) or chief's first assistant. f Section 3. The SPRS shall be notified of the appointment of a Director or an Alternate Director by the appointing member filing with the Board a copy of the resolution making said appointment. Accompanying this resolution shall be the mailing address of the person so appointed, to be used by the Board as that person's official address for the purpose of giving any notice required either by this agreement or by bylaws of the Board. Section 4. Directors and Alternate Directors shall be appointed to serve until their successors are appointed and qualified. Section 5. A Director or Alternate Director may be removed from the Board at any time, with or without cause, by a resolution of the City Council originally appointing that person to the Board. The SPRS shall be notified of the removal of a Director or Alternate Director by the removing member filing with the Board a copy of the resolution effecting said removal. • Section 6. Any vacancy on the Board shall be filled by the City Council of the member municipality whose position on the Board is vacant. Section 7. There shall be no voting by proxy. All votes must be cast in person at Board meetings by a member's Director or Alternate Director. Section 8. If at any time a member municipality is in default on any agreement with the SPRS or is in arrears on any dues or charges of the SPRS, during the existence of such default or arrearage the voting rights of said member shall be suspended. V. :Meetings. Section 1. The first meeting of the Board shall be held during the month of February, 1980. At this meeting the Board shall elect a President, a Vice President, and a Secretary-Treasurer, as provided in Section VII-1 hereof, and four additional members of the Executive Committee, as provided in Section VIII-1 hereof. • 3 Section 2. At the first meeting of the Board, or as soon thereafter as is reasonably possible, the Board shall adopt bylaws governing its meetings and proce- dures. Such bylaws may be amended from time to time as provided therein. However, regular meetings of the Board shall be held at least semi-annually during the months of February and August each year. Section 3. The specific date, time and location of regular and special meetings of the Board shall be determined by the Executive Committee. All meetings of the Board, however, shall be held within the seven-county metropolitan area. Section 4. Notice of regular meetings of the Board shall be given to the Directors and Alternate Directors by the Secretary-Treasurer at least fifteen (15) days in advance of the meeting, and the agenda for all such meetings shall accompany the notice. However, business at the Board's regular meetings shall not be limited to matters set forth on the agenda. • Section 5. Special meetings of the Board may be called by the President, by the Executive Committee, or by the Executive Committee upon the written request of a majority of the Directors. Notice of special meetings of the Board shall be given to the Directors and Alternate Directors by the Secretary-Treasurer at least five (5) days in advance of the meeting, and the agenda for all such meetings shall accompany the notice. VI. Powers and Duties of the Board. Section 1. The Board shall take such action as it deems necessary and appropriate to accomplish the general purposes of the SPRS and to provide the services contemplated herein. Such action shall include, but not be limited to, the establishment and operation of a cooperative recruitment and placement system for police officers and the establishment and operation of uniform testing and evaluation procedures for police positions. These activities and any other activities authorized by this agreement • or authorized at a regular or special meeting of the Board may be undertaken in any one or more of the manners outlined herein. Section 2. The Board shall have full control over and management of its affairs, which shall include the powers (a) to enter into contracts, leases or similar agreements with others; (b) to provide for the prosecution, defense or other partici- pation in actions or proceedings at law in which it may have an interest; (c) to employ such persons as it deems necessary on a full-time, part-time or consulting basis; (d) to conduct research into any police selection matter; (e) to purchase, hold and dispose of property, both real and personal; (f) to purchase public liability insurance and other bonds or insurance; and (g) to contract for space, commodities or personal services with a member or a group of members. Section 3. The Board may establish and collect membership dues, charges for services to members and non-members, and charges for services to applicants or potential applicants for employment. Section 4. The Board may accept gifts, may apply for and use grants or loans • of money or other property from the state or federal governments or from any other governmental unit, may enter into any agreements required in connection therewith, and may hold, use and dispose of such moneys or property in accordance with the terms of the gift, grant, loan or agreement relating thereto. Section 5. The Board shall cause an annual independent audit to be made of the books of the SPRS, and it shall make an annual financial report to its members in writing prior to each year's February meeting of the Board. The books and records of the SPRS shall be available and open to examination by all members of the system at any reasonable time. The Board also shall establish an annual budget for the SPRS, in accordance with the applicable provisions of this agreement. Section 6. The Board may delegate authority to the Executive Committee between Board meetings, except that the Board may not delegate its authority to establish membership dues and service charges. Any such delegation of authority shall • be made by a resolution of the Board, and it may be conditioned in any such manner as the Board deems appropriate. Section 7. The Board may exercise such other powers and duties as are • incidental to the above powers and duties, but which may be required to effectively implement and carry out this agreement. VII. Officers of the Board. Section 1. The officers of the Board shall consist of a President, a Vice President and a Secretary-Treasurer, all of whom shall be Directors. These officers shall be elected annually at the regular meeting of the Board held during the month of February. New officers shall take office at the adjournment of the Board meeting at which they are elected. Section 2. Upon the resignation or death of an officer, or upon an officer's ceasing to be an employee of the appointing member municipality, a vacancy shall occur in that office. Upon the occurrence of such a vacancy, the Executive Committee shall fill the vacant position on an interim basis until the next meeting of the Board. • Section 3. The three officers of the Board all shall be members of the Executive Committee. Section 4. The President shall preside at all meetings of the Board and the Executive Committee. The Vice President shall act as President in the absence of the President. Section 5. The Secretary-Treasurer shall be responsible for keeping a record of all proceedings of the Board and the Executive Committee, for the custody of all SPRS funds, for the keeping of all financial records of the SPRS, and for such other matters as may be delegated to this position by the Board. Section 6. The President and the Secretary-Treasurer shall sign all vouchers disbursing funds of the SPRS. VIII. Executive Committee. Section 1. The Board of Directors shall have an Executive Committee • consisting of the Board's three officers and four other Directors, all of whom shall be a elected annually at the regular meeting of the Board held during the month of February. Vacancies on the Executive Committee shall be filled by the Committee on an interim basis until the next meeting of the Board. ' Section 2. A quorum at any meeting of the Executive Committee shall be four I Committee members. I Section 3. The Executive Committee may adopt bylaws governing its own meetings and procedures. Such bylaws, if adopted, shall be subject to this agreement, to the bylaws of the Board, and to any applicable resolution or other directive of the Board. Section 4. The Executive Committee shall meet at the call of the President I or upon the call of any two other members of the Committee. The date, time and location of a Committee meeting shall be established by the person or persons calling i the meeting. At least forty-eight (48) hours advance written notice of any meeting of the Executive Committee shall be given to all members of the Committee by said • person or persons. However, such notice may be waived by any five members of the Executive Committee who actually attend a Committee meeting or who give their written waiver of the required notice for that meeting. Section 5. The Executive Committee may exercise those powers and perform those duties delegated to it by the Board, subject to such conditions and limitations as may be imposed by the Board. The Executive Committee shall report on its activities at each regular meeting of the Board. Section 6. The Executive Committee shall cause to be prepared a proposed budget for the SPRS for each calendar year, which shall be submitted to the Board at least thirty (30) days in advance of the preceding year's August meeting of the Board. The Executive Committee shall receive and disburse funds of the SPRS in accordance with the budget for the system subsequently adopted by the Board. i 7 Section 7. Subject to the provisions of the adopted budget, upon authorization by the Board the Executive Committee may appoint, fix the conditions of employment, and remove any employee of the SPRS, and upon authorization by the Board it may negotiate and enter into contracts with consultants and contractors to the SPRS. The Executive Committee shall direct and supervise the activities of all employees of the SPRS and of all consultants and contractors to the SPRS. Section 8. The Executive Committee shall not take any action which is not authorized by this agreement or which is not delegated to it by the Board. IX. Financial Matters. Section 1. The fiscal year for the SPRS shall be the calendar year. Section 2. An annual budget for the SPRS shall be adopted by the Board at its regular meeting held during the month of August each year. Copies of the adopted budget shall be mailed promptly thereafter to the chief administrative officer of each member municipality. This budget shall be deemed approved by each member municipality unless, prior to November 15th of that year, a member gives written notice to the Board that it is withdrawing from the SPRS for the following year. Section 3. The Board shall have the authority to establish a method for sharing operating costs of the SPRS in excess of any federal, state or other outside assistance received. Billings from the SPRS to member municipalities shall be due when rendered. Any member whose bill has not been paid within forty-five (45) days after a billing shall be in default, and that member's voting privileges shall be suspended as provided in Section IV-8 hereof. In the event of a dispute regarding an amount which is due and payable, a member nevertheless shall make the payment in order to preserve its membership status, but such payment may be made under protest and without prejudice to dispute the bill and to exercise any remedies available to it. X. Administrator. • Section 1. An administrator of the SPRS may be appointed by the Board or by 8 the Executive Committee, upon specific authorization by the Board. Such an adminis- trator may be employed on a full-time, part-time or consulting basis. Section 2. An administrator, if appointed, shall have only those powers and duties which specifically are delegated to the administrator by the Board. An administrator shall report to the Executive Committee, which shall be responsible for directing and supervising all activities of the administrator. XI. Withdrawal. Section 1. Any member may withdraw from the SPRS upon thirty (30) days written notice to the Board. Section 2. The withdrawal of a member shall not affect that member's obligation to pay any fees or charges for which it may be obligated under this agreement. XII. Dissolution. • Section 1. The SPRS may be dissolved upon a two-thirds (2/3) vote of all SPRS members. Section 2. In the event of a dissolution the Board shall determine the measures necessary to effect the dissolution and shall provide for the taking of such measures as promptly as circumstances permit, subject to the provisions of this agreement. Section 3. In the event of a dissolution, following the payment of all out- standing obligations, all assets of the SPRS shall be distributed among the members in equal proportions. Should such obligations exceed assets of the SPRS, the net deficit of the SPRS shall be charged to and paid by the members in equal proportions. XIII. Duration. This agreement shall continue in effect indefinitely, unless terminated in accordance with the terms hereof. IN WITNESS WHEREOF, the undersigned suburban municipality has caused this • agreement to be executed and delivered on its behalf. 9 • "J IN THE PRESENCE OF: MUNICIPALITY: By Title RECEIVED AND FILED this day of And 19_ Title • 10 • ANTICIPATED QUESTIONS REGARDING THE SUBURBAN POLICE RECRUITMENT SYSTEM 1. What is the background of the Suburban Police Recruitment System? Establishment of the Suburban Police Recruitment System (SPRS) represents the culmination of a four-year cooperative effort by fifty-five suburban municipalities, the Metropolitan Area Management Association (MAMA) and the Metropolitan Council to develop valid, non-discriminatory selection standards and pro- cedures for entry-level police positions. This effort began in 1975 when representatives of MAMA and several local Chiefs of Police associations approached the Metropolitan Council to re- quest their assistance in securing funding for such a project. A Selection Standards Committee representing each of these groups then was formed to prepare an application for funding and to administer the resultant research effort. The first major phase of the Selection Standards Project ana- lyzed the police officer' s position in depth, beginning with an extensive collection of data on the vaious activities which an officer performs. Based upon this analysis, the Committee se- lected several characteristics and abilities which it felt are • essential for effective job performance and which must be test- ed at entry rather than trained on-the-job. The second major phase of the Selection Standards Project was the development of test instruments and procedures to measure the selected characteristics and abilities, and the ultimate validation of these instruments and procedures. The precipitating factor which most has created the need for valid selection standards and procedures probably has been the Civil Rights Act of 1964 , together with the many court deci- sions and administrative guidelines which have enforced this Act. Basically, these decisions and guidelines require that the selection standards and procedures of municipalities, as well as many other organizations, must be demonstrated to be job-related (i.e. , validated) before they may be 'utilized. Perhaps the most notable local action in this regard was the court decision which prevented the City of St. Paul from hiring police officers for over three years, until such standards and procedures could be developed. 2. Why is a centralized recruitment and evaluation system necessary? One obvious advantage of a centralized recruitment and evalua- tion system is that it will be much more efficient for appli- cants to be processed and tested once than to be processed and tested in each individual community. A centralized recruitment and evaluation system also will be more efficient for the par- ticipating municipalities. The SPAS will expose a community to a much larger group of applicants than would ap ly in' Any individual community, thus giving the community a etter chance of finding just the "right" applicant. Use of the SPRS also will drastically shorten the time required to fill a vacancy in any community. The principal need for a centralized repruitment and evalua- tion system,, howeve , relates to the teat instruments which will be used to predict an apolicgnt' s job performance. Re- peated taking of these tests by an applicant will influence their validity, thus necessitating some control over the ap- plicant population. If each community were to administer these tests individually, soon the evaluation process for all communities would be subject to challenge. 3. Why is a joint powers organization proposed to administer the SPRS? The proposal that a joint powers organization be created to administer the SPRS reflects the Selection Standards Commit- tee's philosophy that local communites should retain control over the recruitment and evaluation of their employees to the greatest extent possible. It has been estimated that each year it will take approximately 1,200 hours of professional and support time to administer the proposed recruitment and evaluation system. The Committee feels it is highly unlikely that any existing agency directly responsible to municipali- ties is willing or able to undertake such a committment, and it does not recommend that control of this function be trans- ferred to a higher level of government. 4. What services will be offered to members of the SPRS? The SPRS will act as a central "clearing house" to receive and process applications for the participating municipali- ties. Written examinations will be given to all applicants to measure their numeric and creative thinking abilities and to determine their behavioral tendencies on several specific dimensions. A composite score based upon each of these in- struments will become an applicant's "written score" in the process. Applicants successfully completing the written examination next will take a physical agility test, which they must pass in order to be listed on the SPRS eligibility roster. A -community wishing to fill a vacancy through the SPRS will receive the names and written scores of all applicants on the eligibility roster who have indicated a desire to work for that community. The community then may select candidates from this list based upon its own criteria, although such criteria obviously should be job-related, and it will receive further information on each of these candidates. Representa- tives from the community who will be conducting its oral inter- views also may attend a "training" session to receive informg- tion on the oral interview process which has been developed to complement the written examinations. Each community participating in the SPRS will have complete . control over its oral interview process and the weight which it assigns candidates' written examination scores. Each com- munity also will control candidates' background investigations and their psychological and medical evaluations. However, psy- chological and medical evaluations will be available on an op- tional fee basis through the SPRS, for communities wishing to utilize either service. 5. What fees will be charged by the SPRS? The Selection Standards Committee faced a "Catch 22" situation regarding the establishment of fees for ther SPRS. Most com- munities understandably will not consider joining the SPRS un- til they know what type of fees are anticipated, but no fee structure can be adopted until after the System is established. In order to help resolve this situation the Committee has pre- pared a budget for the SPRS for the coming year, and it has • determined a fee structure which will support this budget and which will be recommended to the SPRS Board at its first meet- ing. It is the Committee' s recommendation that a majority of the cost required to support the SPRS be borne by "placement" fees, paid by member municipalities as vacancies are filled utiliz- ing the System. The Committee also is recommending an annual fee for membership in the System. Following is the fee struc- ture which has been adopted by the Committee and which will be recommended to the SPRS Board: a. A placement fee of $600 for each vacancy which is filled utilizing the SPRS; b. An annual fee for membership in the SPRS of $10 per sworn police officer employed by a community. 6 . What is the relationship between testing rocedures of the SPRS and the POST Board? The POST Board (Peace Officer Standards and Training Board) has established minimum entrance standards for police offi- cers throughout the State, and it has certified training pro- grams for police officers in several universities, colleges and vocational-technical schools. The POST Board also has established a testing process to insure a minimum level of achievement in its certified training programs and in its . i I "skills" courses supplementing these programs. The testd administered by the POST Board primarily measure acquired knowledge, and they are not intended to predict a student' s future job performance. The tests which will be administered by the SPRS .will measure an applicant' s numeric and creative thinking abilities, an applicant's behavioral tendencies (i.e. , personality) , and an applicant' s physical agility. These tests will not be re- stricted to students who have completed certified training programs, so they will measure a much larger and broader ap- plicant population than is measured by the POST Board. The testing procedures of the SPRS specifically have been design- ed to complement and build upon, rather than duplicate, test- ing procedures of the POST Board. • •