Staff Report.PD Structure Staffing
PREPARED BY: Clinton Tada
Acting Police Chief
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/05/2021 ITEM NO: 8
DATE: September 29, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Discuss Information on the Los Gatos-Monte Sereno Police Department’s
Structure and Current Staffing Efforts
RECOMMENDATION:
Discuss information on the Los Gatos-Monte Sereno Police Department’s (LGMSPD) structure
and current staffing efforts.
BACKGROUND:
LGMSPD provides outstanding, high quality services consistent with the Department’s mission
of ensuring public safety with integrity, compassion, and professionalism by providing
exceptional law enforcement and dispatch services, building community partnerships, and
engaging the community in problem-solving. The quality of the Department’s services is
dependent on highly skilled and trained staff.
On September 7, 2021, the Town Council approved an amendment to the Temporary
classification plan to align the Temporary Communication Dispatcher classification salary steps
with the existing Town Employee Association (TEA) Communication Dispatcher classification
salary steps. Operational dispatchers from other local agencies and retired Dispatchers with
extensive dispatch experience (also called per-diem Dispatchers) are hired on a part-time, non-
benefitted hourly basis to assist with staffing vacancies and while other Dispatchers are in
training.
During the meeting, questions arose regarding the structure, staffing, and compensation of the
LGMSPD and the Dispatch function in particular. Information provided in this staff report is
intended to update the Council and community on the current staffing and other
elements of the LGMSPD organizational structure. As the Town is currently in the bargaining
PAGE 2 OF 5 SUBJECT: Discuss Information on the Los Gatos-Monte Sereno Police Department DATE: September 29, 2021
BACKGROUND (continued):
process with two unions with staff in the Police Department, this report and agenda item
cannot share or discuss proposals associated with the bargaining process.
DISCUSSION:
LGMSPD Structure and Staffing
The Police Department is dedicated to providing a high level of service to the community
members of the Town of Los Gatos and City of Monte Sereno. The Department is experiencing
a transition in staffing of both sworn and non-sworn positions and is committed to providing
the necessary resources and services to maintain a safe community through the excellent work
of highly qualified and dedicated personnel.
The Town Council has approved full funding of the Department and all of its positions in the
Adopted Fiscal Year (FY) 2021/22 Operating Budget.
The sworn officer positions seek to maintain the high level of service to respond, investigate,
and address calls for service by the public. The table below illustrates the budgeted and actual
sworn positions within the Department.
Sworn Positions Budgeted Positions Filled Positions Operational Positions
Police Chief 1 0 0
Captains 2 2 2
Sergeants 7 7 7
Patrol Corporals 4 4 3
Officers 25 24 21
Totals 39 37 33
The difference between filled sworn positions and operational sworn positions is attributed to a
combination of staff in acting positions, training, and workers’ compensation leave or work
restriction status. In addition to natural staffing attrition through retirements and staff opting
to relocate, the Department maintains succession plans for other potential vacancies. As such,
the Department continues to recruit and maintain a “Open Continuous” recruitment process
for Lateral, Pre-Service, and Entry-Level Officer candidates in anticipation of expected and
unexpected departures or unsuccessful candidates currently in the hiring process. For example,
three Officers have indicated their intentions to retire by the end of the calendar year and the
Department is actively recruiting and training to manage this transition.
PAGE 3 OF 5 SUBJECT: Discuss Information on the Los Gatos-Monte Sereno Police Department DATE: September 29, 2021
DISCUSSION (continued):
The table below illustrates the civilian positions within the Department. The filled Dispatcher
positions include two individuals who are in training, thereby reducing the total operational
positions to three.
Civilian Positions Budgeted Positions Filled Positions Operational
Positions
Records/Communications
Manager
1 1 1
Dispatcher 8 5 3
Records Specialist 4 4 4
Senior Admin Analyst 1 1 1
Admin Tech/Analyst 1 1 1
Executive Assistant 1 1 1
Community Outreach
Coordinator
1 1 1
Parking Control Officers 2 2 2
IT System Administrator 1 1 1
Community Service Officer 1 1 1
Totals 21 18 16
Dispatch Staffing
The Communications Center provides 24/7 service and is staffed with Communications
Dispatchers who answer both emergency and non-emergency phone calls, provide
communications support for Patrol Officers, and act as one of main call centers for the Town of
Los Gatos. The Department is committed to maintaining Dispatch services and is currently
implementing a staffing plan to complete training for current Dispatch trainees, train and
deploy per-diem Dispatchers, recruit to fill vacant Dispatcher positions, and retain staff through
stretch and growth assignments.
As previously noted in the staff report from September 7th, the Dispatch function has recently
been impacted by a series of retirements and resignations. The table below provides a timeline
of departures and reasoning for separation since July 2020.
PAGE 4 OF 5 SUBJECT: Discuss Information on the Los Gatos-Monte Sereno Police Department DATE: September 29, 2021
DISCUSSION (continued):
Date of Separation
Dispatcher Reason
July 2020 Moved out of State
December 2020 Retired and moved out of State
January 2021 Didn’t complete training
March 2021 Resignation
April 2021 Didn’t complete training
August 2021 Resignation
As vacancies occur within the LGMSPD or other Town Departments, the Department notifies
the Town’s Human Resources Department to initiate recruitment proceedings. The table below
illustrates the Dispatcher recruitment efforts since August 2020.
Oral Board Date
Number of Candidates
Interviewed
Number Hired
August 6, 2020 5 1
December 15, 2020 3 0
February 9, 2021 5 2
April 29, 2021 4 1 conditional offer
September 22, 2021 4 2 in background
As the above table illustrates, the exacting nature of the Dispatcher function in conjunction
with an extensive background process often result in few applicant job offers being made. The
Department will continue to recruit and maintain “Open Continuous” recruitment process for
Communications Dispatcher in anticipation of any unexpected departures of current staff or
unsuccessful candidates currently in the hiring process.
In addition to the extensive initial recruitment process, newly recruited Dispatchers must
successfully complete rigorous training including graduation from the Dispatcher Academy.
Unlike a fully trained Dispatchers, Dispatchers in training are not allowed to take calls
independently until they complete all the training requirements.
PAGE 5 OF 5 SUBJECT: Discuss Information on the Los Gatos-Monte Sereno Police Department DATE: September 29, 2021
DISCUSSION (continued):
The following table illustrates Dispatcher staffing in 2021 relative to fully trained Dispatchers,
Dispatchers in training, and vacancies.
Jan*
Feb*
Mar*
Apr
May
Jun
Jul
Aug
Sep
Budgeted
Positions
8 8 8 8 8 8 8 8 8
Filled: Fully
Trained
5 5 4 4 4 4 4 4 3
Filled: In
Training
2 1 1 1 0 2 2 2 2
Vacancies 1 2 3 3 4 2 2 2 3
*Jan-Mar includes 1 Filled: Fully Trained Leave of Absence
The Department has developed a training program for per-diem Dispatchers and has begun
one-on-one training with five per-diem Dispatchers. The Department is committed to
maintaining a pool of five to six fully trained per-diem Dispatchers during this time for staffing
vacant shifts and for future backfill of Dispatchers as needed.
CONCLUSION:
LGMSPD continues to work on succession planning for all of its functions in anticipation of
expected retirements, hires who do not successfully complete required training, and
unforeseen resignations. The Department is focused on a sustainable staffing plan for the
Dispatch function which will take several months to fully implement.
COORDINATION:
This staff report was coordinated with the Town Manager, Town Attorney, and Finance
Director, and Director of Human Resources.
FISCAL IMPACT:
None.
ENVIRONMENTAL ASSESSMENT:
This agenda item is not a project defined under CEQA, and no further action is required.