Police Chief Jeff Lynn told the City Council that Sweet Home Police Department has begun implementing some of the changes recommended in an agency review by the Oregon Association of Police Chiefs.
The review team recommended hiring an additional sergeant, which would address multiple needs at once. The Police Department has two supervisory positions in addition to the police chief, with 12 other sworn police officers and seven non-sworn department members.
Lynn requested a review last December. Sherwood Police Chief Jeff Groth, retired Silverton Police Chief Rick Lewis and Oregon City Police Chief Jim Ban conducted an on-site review May 30-31.
The visit included a department meeting, a tour and review of the facilities and equipment, an employee survey, a community survey, time with field personnel to observe and assess field operations and interviews with agency personnel and community stakeholders.
Lynn presented the final report and recommendations to the City Council Aug. 22 during the council’s regular meeting.
According to their report, the department has a shortage in the leadership team based on feedback by employees, the leadership team and the reviewers’ assessment. The general consensus was that the chief and sergeants are too busy and unable to provide the type and amount of leadership and supervision they would like.
Sergeants are trying to cover too many patrol shortages and trying to do too much, leading to potential fatigue, which can lead to poor decision-making; while the chief is directly supervising three staff members – the detective, school resource officer and community services officer.
The reviewers recommended changes to staff work schedules, upgrades to the fleet and other changes.
“We have to embrace it and see what we can do to improve,” Lynn told the council. “I was excited to have it done, and I was actually pleased with the results that came back.”
He plans to use the recommendations to move the department forward, he said. He agrees with the recommendation to hire a new sergeant, but in a department where expenses are outpacing revenue, “I’m reluctant to bring somebody on.”
When the city can add a sergeant, it would make sense to do so, he said.
Lynn said the department is already working on other recommendations, including adjustments for the sergeants such as moving their shifts to coincide with the heaviest call loads, between 3 p.m. and 3 a.m. The sergeants also no longer fill in for patrol shifts, allowing them to simply supervise.
Lynn is compiling information to begin developing an actionable strategic plan focusing on staff development, internal and external communication and crime reduction.
The department has begun replacing old patrol vehicles this year, he said, addressing recommendations by the reviewers. He also has started initial conversations with outside agencies about various possibilities for meeting dispatch needs, something that boils down to the funding deficit facing the department.
The council can further discuss other topics, like other funding mechanisms, during a council work session, he said.
“Funding is the huge issue,” said Councilor Dave Trask. “We have to do what we have to do.”
Lynn told the reviewers he was concerned that the department doesn’t have 24-hour supervision.
During interviews, employees most requested more and improved communication from the chief and sergeants, something that is true at most departments but is exacerbated in Sweet Home for a couple of reasons.
One is uncertainty regarding the future of the agency’s dispatch center and the impact on the dispatchers. Additionally, the department has an ever-present concern regarding the budget and future of police funding.
Sweet Home funds its Police Department entirely on a local option levy, which must be renewed periodically, an unusual way to fund a department directly related to the timing of statewide votes for property tax limitation measures passed in the 1990s.
The review found that everyone the reviewers spoke to likes and respects coworkers, including their supervisors, a sentiment that is uncommon in their experience and should be recognized as an asset to the community.
In spite of challenges, the reviewers rated the department “very strong.”
Highest among recommendations was to hire an additional sergeant. The reviewers also recommended that Lynn look for alternative work schedules for the sergeants and begin using patrol officers to fill patrol shortages and to assign his supervision duties to another supervisor.
They recommended that Lynn set aside time for strategic planning and visioning collaboratively with the members of the department, improving communication and to develop a plan to increase face-to-face communication with members.
They recommended immediately addressing the dispatch issue, a “best practice” review and to seek accreditation. They also recommended that the city consider an analysis of the Municipal Court.
The reviewers said that police services must be viewed as a priority, and funding for the chief and an additional sergeant come from the general fund, freeing up the levy to fund an additional officer to strengthen patrol.
The reviewers generally found that the department’s policy manuals, facilities and training were strong or up to standard, offering some suggestions for improvement.
The agency is well-equipped for police work, but its patrol fleet is too old, the reviewers said, recommending that the department immediately lease three new patrol cars.
The reviewers found that staffing is stretched. Rather than a goal of having two cars on patrol at once, they recommended making it a minimum requirement especially because the nearest assisting officer is 13 miles away. The reviewers also recommended changing schedules. Officers currently work 12-hour shifts.
During the interviews, the reviewers heard concerns from several employees.
Their perception of Sweet Home Municipal Court was that it wasn’t responsive enough in dealing with misdemeanor crimes, with several stories relayed about repeat offenders who had little to no ramifications for things like shoplifting. Officers expressed the view that the average repeat offender had little incentive not to re-offend.
A survey of employees found that the roughly 54 percent of personnel agreed that the department “is able to completely and effectively respond to calls for service.” By contrast, a survey made available to 51 members of the public through a controlled link and interviews with community leaders showed consistent positive feedback. In the survey, 96 percent agreed with the statement.
– In other business, the council declared a vacancy. Ryan Underwood resigned effective at the end of July.
The council will accept applications until 5 p.m. on Sept. 6.
Applicants must have resided within the city limits for at least one year and be a registered voter to qualify.
The council will likely interview applicants Sept. 12 and appoint a new councilor Sept. 26.
For more information or to apply, call the city manager’s office at (541) 367-8969 or stop by City Hall, 1140 12th Ave.