Memo - Proposed Police Chief Replacement Process
I Office of the City Manager I
Memorandum
To:
From:
Date:
Subject:
Honorable Mayor and Members of the City Council
Steven C. Mielke, City Manager
August 12, 1999
Proposed Police Chief Replacement Process
Attached is a memorandum I am presenting to the Civil Service Commission and copying to
the City Council. It proposes a replacement process for the Police Chief position. I would
appreciate the City Council reviewing the document and giving me a call with any comments
or suggestions, as I intend to discuss it with the Commission on Tuesday, August 17.
Also attached is a memorandum from Wynn Curtiss, outlining the duties and responsibilities
as laid out in the current rules and regulations of the Police Civil Service Commission. I have
reduced those rules and regulations into my memorandum under the heading called
"Minimum Process."
It is my hope, after speaking with the Commission, that they will endorse the proposed
process on the second page of the memorandum.
Based upon the discussion at the last work session I will also request that the Commission
consider a joint meeting with the City Council to review the replacement process. I have also
scheduled time at the August 17 Council meeting to review this memorandum with the City
Council and to discuss the issue in more depth.
Finally, I think it is extremely important that we utilize a consultant for this search, in that the
development of the position profile will assist all parties in generating a description of the
ideal candidate for this job. It, of course, then is the responsibility of the consultant to try and
find the right match for Hopkins. This same process was utilized in filling the Public Works
Director position and also in hiring department heads, especially those with high
qualifications.
The cost of Mr. Brimeyer's assistance should be $12,000 to $15,000 based upon the level of
assistance I am asking for. The cost of test administration would be an additional cost; I am
unsure of the nature and the matter of the test at this point, although I would tend toward an
intellectual and psychological testing process through a firm such as Personnel Decisions
Inc. We have regularly used them for our Police Department recruiting and testing process.
I look forward to your comments.
Attachments:
Replacement Process Proposal
Memo from Wynn Curtiss
mayorccpchiefreplace
Administrative Services -
Office of the City Manager
Memorandum
To:
Copy:
From:
Date:
Subject:
Police Civil Service Commission
Hopkins City Council III
Steven C. Mielke, Hopkins City Manager Y'"
August 9, 1999
Police Chief Replacement Process Proposal
Authorities:
; The Charter gives exclusive authority to the City Manager to hire all employees,
including the Police Chief.
The Police Civil Service Commission (PCSC) is responsible for establishing the
procedures for the hiring of the Chief.
Minimum Process:
1. Establishment of the minimum qualifications (PCSC)
2. Determination of sufficient number of candidates. (Must be able to certify at least 3
. qualified individuals to the City Manager) (PCSC)
3. Establishment of a testing procedure. (PCSC)
a. Determination of the nature of the test.
b. Determination of the manner of the test.
c. Creation of an Eligible Register. (3 candidates)
d. Additional tests or examinations of the three highest ranking applicants
(optional).
e. Forward an Eligible Roster to the City Manager.
4. Selection of Chief from the Eligible Roster candidates. (City Manager)
Proposed Process:
1. Development of Position Profile. (consultant with input from Council, Manager,
PCSC, Police staff, Dept. Heads, surrounding community Chiefs)
2. Place announcement. (consultant)
3. Recruit candidates. (consultant)
4. Review and screen candidates. (consultant)
5. Progress report to PCSC. (consultant)
6. Selection of finalists for testing. (PCSC)
7. Background and reference checks. (consultant)
8. Test administration. (consultant)
9. Interviews. (PCSC, police staff, dept. heads wI outside police professional,
luncheon wI council)
10. Establishment of Eligible Roster. (PCSC)
11. Final interviews andlor psychological assessment. (manager wI consultant if
psychological examination performed)
12. Select finalist, negotiate compensation., (manager)
13. Physical exam (doctor)
Timeline:
August - Steps 1 through 2.
Septemberl October - Steps 3 through 4
November - Step 5 through 10
December - Step 11 through 13
~
CityofJ(opkjns
1010 Pirst Street Soutli · J(opfJns, ~ 55343-7573 · CP/ione: 612-935-8474 · P~ 612-935-1834
MEMO
Date: July 20, 1999
To: Steve Mielke
From: Wynn Curtiss
Re: Authority And Procedure To Hire New Police Chief
The purposes of this memorandwn are to (1) set forth who has the authority to hire the Hopkins
Chief of Police - the City Manager or the Hopkins Police Civil Service Commission (the
"Commission") - and (2) to set forth the procedures that must be followed to hire the Chief of Police.
At issue is the interplay of the Hopkins City Charter (the "Charter"), Minn. Stat. 419.01 et. seq. (the
"Statute"), Hopkins City Code Section 320.01 et. seq. (the "Ordinance") and the Hopkins Police
Civil Service Commission Rules and Regulations (the "Rules and Regulations").
APPLICABLE AUTHORITIES
Chapter Section 6.02, Subd. 3 reads as follows:
"Except as in this Charter other provided, the Manager shall appoint and may remove
all employees. All appointments shall be upon merit and fitness alone and in
conformance with state and federal laws."
Section 320.09 of the Ordinance, Section 419.05 of the Statute and Section 2(2) of the Rules and
Regulations use essentially identical language to set forth the duties of the Commission as follows:
"Duties of Commission. Control and Supervision. The Commission shall have
absolute control and supervision over the employment, promotion, discharge and
suspension of all officers of the police department of the city and these powers shall
extend to and include all members ofthe police department."
ISSUES
1. Is Section 6.02, Subd. 3 of the Charter in conflict with the Ordinance, Statute and Rules and
Regulations, and if so, what controls?
2. What procedure must be followed to select the Police Chief?
c:\fiIe\hopkins\sm-memo
)fn 'Equal appdr:tunity 'Employer
I. The Charter is consistent with the Ordinance. Statute and Rules and Regulations.
The,.Ghwter-\gives<exclusive authority<to<hire'allemployees; inc1udiFlgthe < Chief ofPoliGe~ to 'the' City,
'.Man.ag~r.~ The Ordinance and Statute, however, give "absolute control and supervision over the
employlnent" of all officers of the police department. Although this appears to be a conflict, the law
has been interpreted in such a way that these provisions do not conflict.
~F ' " "
First, it should be noted that tire' Polite ehief1is subject',itanlthe,Comm.ission. The City may not
exclude the position of Chief of Police from the Police Civil Service Commission system. Atty.
Gen. Op. 785-e (October 5, 1978). The Police Civil Service Commission has authority over the
Chief of Police. Naeseth v. Village of Hibbing, 242 N.W. 6 (1932).
Second, city attorneys previously have requested an Attorney General opinion regarding which entity
has the authority to hire a Police Chief. The Attorney General has interpreted the Statute so that the
)autb0~~tO.lhire is retained:by,the City Managet.:, subject to.the:Rules,;and Regulations set forth by ~
..<f.... ~ ........, '....' ~',~. . .
. 'tt.~Cl!-'" !~,"{' . ~
~~,' 111;7 'ommlSSlon.
In 1967, the City of Virginia had a Police Civil Service Commission created by ordinance and a
Public Safety Commission created by its Charter. According to the Charter, the Public Safety
Commission had the sole authority to hire police officers. The Attorney General, in ruling that the
Public Safety Commission had the authority rather than the Police Civil Service Commission, stated
the Statute does not provide the Commission with actual authority to hire. (Atty. Gen. Op. 785e-2,
April 1 0, 1962) Rather, the Commission has only the authority to regulate the manner in which the
Public Service Commission conducted the hiring. The actual authority to hire was derived from the
City's Charter.
In 1978, the Attorney General's office issued a second opinion (Atty. Gen. Op. 120, October 5, 1978)
declaring that a City Council retained the authority to hire a Police Chief pursuant to the rules of a
Police Civil Service Commission. (It is important to note that the Attorney General has ruled that
the authority to terminate a Police Chief resides with the Commission rather than the City Council
or City Manager, notwithstanding a Charter provision to the contrary.)
. <
The.gity');ManageF,'~erefore,retains legalauthomtyto hlre the'PoliceChiefsubjectto the procedur~
set"forth~'1i~- the :'Golll'inissiQ)1'
II. The Commission Establishes The Procedure To Hire The Police Chief.
['{7lib.e/firs~"~f~~\~establishin:gprocedures for- hiring a new Police -Ghiefis,to determine the minimwn
~;quaJ~fi~fi;~nl)~an applicant must possess to be considered for the position. Currently, the Rules and
Regulations include a position description for the "Superintendent of Police" that lists the following
minimum application requirements:
1. The education equivalent to that of high school graduation;
c:\fi1e\hopkins\sm-memo
2
2. Ten years experience in palice wark, including three years in a cammand pasitian with a
majar palice department wherein the ability to, apply the knawledge, skills and abilities
required by this pasitian were tharoughly and satisfactarily demanstrated;
3. All applicants must camply with the minimum selective standards afthe Minnesata Baard
af Peace Officers standards and training.
Three issues arise fram these minimum standards. First, there is no, definitian af "cammand
pasitian". Seco'nd, there is no, definitian af"majar" palice department. Finally, there is no, specific
means by which to, judge whether the applicant "tharaugWy and satisfactarily demanstrated" his
qualificatians. Because these criteria are included in the current Rules, they must either be deleted
ar ~ansidered. : ,The ,Camm:issiaIi:ha~i,,t)j.e:~tttP,;Qdty,to ,detennine, any-~(jth~r ,qualifiditiens.it dee~
\:,impaliant{ar~the:J)asitian;t~Since the City Manager, hawever, has the final autharity an who' is hired,
the Cammissian shauld wark with the City Manager to, establish thase minimum qualificatians.
, The secand step.is faqthe;Ccinunissian:t0~\de~~~!n.e::\Vh:etljeraosuffi~ient numberaf currentpalice ''f
L depaitmeIit>employ,ees:meets\'tne;miinmuritquaiificatio.ns'-far the:p0sitio* Sectian 15(2) afthe Rules
and "Regulatians reads as fallaws: ' ' ,
"Pramatians shall came fram within the department unless in the judgment af the
Cammissian the qualificatians far the pasitian are deemed to, be greater than can be
met by a suitable number af persannel presently emplayed in the department."
In cansidering this issue, ItheCammissi()rinlttst;ke~~inInin(('thaH~;is,requiredta'submitta the, City,; ,"
M~~~e~~,(at:,cansider~ti~It~e ~Ts 0f'~}fJ~,~1(~~~.Pr~so,ti8'~~~ :p.N'tMI~cCe~sfqlLy,,~ampl:t~c1 the';
,\ testln~~pr,()'9~~uret:d:51t appeaFsanan.suffi.crentI1~bef'a:6 current\eplplGy::ees. Wllhneet themmnnuin '1\*'
: ,qualificati()llS ar are, unl~el){;;to;:~:U~~~$~:fully 'ca,mplete:the:t~sting':pr<iGedure,:theCQmmission, shauld,,'
;~~~~tder'caa'~tdat.esnat curienti~erilplayeCl by'tiie'departfu~n~: ,. ,
:Thiicl, a,iesthig,pmcedure must be established,~:~ The procedure must include the nature afthe test ar
tests to, be canducted, the persan ar graup that will canduct the test and the manner in which the test
will be scared. Sectians 16 thraugh 22 af the Rules and Regulatians establish the steps by which
the pasitian is to, be advertised far applicatians, the time frame far cansidering applicatians and the
general procedures far canducting and scaring the tests. Essentially, m~ pracedur~ copsists af twp
;P8rti~ First, all candidates meeting the minimum requirements\.s~i;~o;nplete atestup~~ which they
will receive a scare an a 100 paint scale. After the test has been scared, the applicants shall receive
any Veteran's Preference paints to, which they might be eligible. When the scaring has been
campleted, the,CmnmissiQnshall create',anlEligible Regi~ter ,farih~ pasitian ratll.clngJhe applicaIJ,ts,,:
- - -- . '" ' , '-", c ' , _ I
~ap~~i~g~i~~'1Jieii scores;' 'The three highest scoring candidates are then subjected to, any additianalC
testsar 'examinatians required by the Cammissian. If ane af the three fails the test, the next name
an the Eligible Raster maves up and submits to, the additianal testing. When three candidates have
successfully campleted the secand set af evaluatians, their names are farwarded to, the City Manager
who, selects any af the three far the pasitian.
c:\file\hopkins\sm-memo
3
Section 22(1) of the Rules and Regulations appears to require the City Manager to select from one
of the names submitted, regardless of whether the City Manager wants to select any of the three.
This may be a provision of the Rules and Regulations which should be reconsidered to allow the
City Manager to reject all candidates if he so chooses. If the City Manager selects a candidate, the
candidate becomes the new Chief of Police, subject to a 12 month probationary period in which the
City Manager can reject the candidate.
III. The Commission Must Have Three Members.
Currently, the Commission only has two members. Both the Statute and the Ordinance state that the
Commission "shall" consist of three members. There is no provision for allowing the Commission
to operate with fewer than three members. Therefore, I would recommend that before significant
action is taken, a third member of the Commission be appointed.
CONCLUSION
The City Manager has sole authority to hire - but not fire - the Police Chief. However, the City
Manager must follow the evaluation procedures established by - and with - the Commission. The
Commission, however, requires three members to act and has now only two. No significant action
should be taken until a third member is appointed. If you have any questions, please call.
WC
c:\file\hopkins\sm-memo
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'S~~OM 'lAOD 's'n r'BU1~!~0 01 Wl'BTO ON 9661 '08 ~UT4S!TqnJ lsaM (0) 14~1~AdoO
AUG-02-1996 14: 30 FROt'! :::t~t..jEP It..j COUNT\' LAl.,1 LI B
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tl9387678 P. 16
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MUNICIPALITIES: POLICE CIVIL SERVIC~ COtl~ISSIOU: POWEP.S-
nle City of V1rgin1a Pub11c Safety Cornr.1ss1on hns the nower
to appoint. promote. suspend end d18char~e e~ployec8 or the
police department, but these functions must be ~errormed 1n
accordance with any rules and regulations promulr.atod by the
Police Clv~l Service Comm1uslon rolating to such functlonn.
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AprIl 10, 1961
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~ " f~'" ' The Honorab 1e Milton Logan
f' 0.". City Attoml1
..,. I Carpenters Du11d1ng
t ' I 11- ~1rC1n1~, M1~..ot;& 55792
l' . 0 f- De... :'7~~;ttl" to AttOl'lllY 0.",..11 Doudu M. lI.... 'OU
j , ~ . ~rel.n" thl t0110wlnc
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"'l'he C1tl of '11'61n1a h.. a Polloe ClvU
Servloe Commil.1on oreated pursuant to provi.lona
ot the Minne.ot. Statut., Ch~pter _19. 8y Ch.~t'r
we allo have a Pub110 Sat.t, Commie.lon ....hown
in SecUon, 31 or our Ch"rter. ACCOrding to t.he, '..
9harte:r, ~be Publ10 Sat.t,'.CoIlill1"lon has the l~ol.
. powlr .to appoint or promote t1nllen and polloe.en.
and to.demote and al.clpllne allot the. .ubJ.at
to the authority or the Pol108 Civil Servioe
COIIUIl1.a10n. It, ,
',,' You call our attention to Op.. Atty. aln. 1851-2.
Hov.~b':r 7. 1966. and 120 Or. ,13. 'MOl 16; 1962. an4 aak
lub.tantlal11 the following
QUESTION
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~ Do..' the power to apPo1nt, promote, d..ot. and
, dl.o1pl1n. ..ploy..a or the polio. dep.rt~.nt rllt
w1tb the C1ty ot Vl:rg1n1a Pub11a Saf"1 Oom~1..1on
'.stabl1lhed by Section 31 ot tbe City Charter'
OPINIOn
Minn. Stat. 1965. SIO. -19.05 provide. in partr
.; "The comml111on shall have absolute control
and 8upe:rv1.1on over the ..plofment. pro_otion,
diSCharge and 8usp.nalon or all ottlC.~' and
.~lo1e.. ot tho po11QO departmont..
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HUG-02-1996 14: 31 FROJ'l
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::14HEPIH COUI-lT'( LAl.>.] LIB
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1:19387670 P.17
The Honorable Milton Lo,an _ 2
April'10, 1967
Seotion 31 of tbe City ot Vl~sln1. Charter provide. 1n part.
. ' '.Tbe Publlo Safety Comm1.elon .hall have 801e
power to appolnt a Polio. r.h1.r...J to appoln' or
pro~o~e pollo...n, an~ to demote, d1101p11ne an,
or all'ot the. aUbJ.ot to tb. authorlt1 ot the
Pol~o. C1vl1 ServIce Comm1e.lon a. BUlh Comm1..1on
..., be e.'.bl1.h.~ under. the law. of the atat, or
"fUM'.ota.. ' , , , , _
1I:.-.;;?:S.. ~;;:;1I"~05. ~- tI.".;::no':pro.1d.::i'a: loU'c_ ',~C1Yl1>~S.:'Y1;e'"
~.~'" \"lUa..'POW.~i-'to . do the aUual, ,.pp~jlnt1ftc." PIt_OUIaS, f
" .' . .
:~..~&l"&J,AC.. "cU801Pl1plDc.and .uspend!n. :ot ,'he'lIplol..D' 'otr
',~.::.Ut..-"~~ao. 'depa~tiaent. .' Op,. At~,. Oen. 120' Or. 13, ~ar
1~,' 1962J 785~E-2, June 16, 19~8. I~ 1, oar op1Alon that tb.
Virginia Cltl Cbarter proper17 SlY" the Public sare'l
Co..t..lon tbe authorlt1 \0 80\u8111 apPol~t, pro~ot..
d11oharCI, ~1'C1p11n.. and ,u'pen~ the '~lble.. ~t,tb"C~~l
p~~ce ~~p.r~m.nt. OpI., Atty. o.~. 120 0:.13, September~.
,lP6_i'~ay 16, 1~62.' However, tho PUbl1a ~at.t1 C~..~on
, ,
. ~~~Uti.~{~~o ,- Ollzo~: - Ou.'~,\l;b. atJove" :_U~'lS :~.t\IfI.ttOA' ' ~n'''"
~t~l':;:P-ft'CJJ'1&1'db"':'canl::~~1e1 .,lUld. NsulaUoria /;p~lla~ed b7 "
'tb',}'::"OUG':'Cl:~lSen~ce: C0IIIIII1.U.on: 're1.t,~n&' to ~uob,'~U..n"1
M.S., SIC. ~1~~o6 plao.. 811 r~~ making authority reIatlne
,
to :th. matter. ot tlllplol111ent, P',~~:'1ot1on. demotion, lutp.nl1on
,and d1achar,. 1n the hand. or the Pollee Civil Service
CQ~1"lon. OPt Atty. Oen. 785'-~, September 12, 1966.
Por purpos.. ot clarification it 'hould ~. noted that v.
te.l that our opln1on 1n an.wer to the pr..eht ~u..tlon 1.
oon.latent with both ot the p~lor related oplnlona rendered
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AUG-02-1996 14:31 FROt'1 ::HHEPIN COUNTY LAW LIB
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1:*9387670 P. 18
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!be, Hono~able Ml1~on Logan - 3
Aprll 10, 1961
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OQ thl.' ma~ter. OpI. Atty. Oen. 765e-2, November 7, 1'661
120 are 13, Ma7 16, 1962. P~rth.r, we do not reel tha' the..
'.0 oplnlon. are 1n contl1ot w1 th each other &I tbeN 11 an
1.POl't~, cu.t11,otl,0!' to "made. In tbe op1nion ot MI1 16,
, lS62.' WI oOnlldel.d whloh ot the .two oomMl..1on. had the
. .
tinal agtborlt1 to deter=1ne vhe~her & pollee Appolnt..~t or
p~omot1on b to "e lIIQde t1nal at the e~4 ot tbe problUcma17
P~~od" and,.' held that 11noe th1s WI' an 1nteera1 part ot
the .etu.~ appo1ntment or p~omotlon the polloe and t1re
oolllll1l11.on had the, author1t)'. However. 1t aut bl noted that
.,'a110 ~led tbat under M.S., Sec. -19.06 the Polloe Civil
Service 'Colllll1al1on ... elllpowe"11 to aaJce tbe. rule, all ;to
proold\l~a to b~ toUoWld by the pollcl and tire cOlDllll..1ea
.. . . I ~ .
~~ .~lnc t~l'. determination. Th..oplnlon,ot' Novemblr',.
196.' heleS. tha' tbe power over; .81ploflllent. pro.ot1oa and
dl101p11ne ot e.plor.e. ot the po11ce depart.oat i. ...tud
1n tbe Po110e Civil servioe Comml..lon. As the reque.t upon
whiah that opinion wa. ~~aed did not pre.ent a conorete ..~
ot taots, :the opinl~n n.o....Z'UI va. 11111h4 to an lnt8,.,r..
t.\lion o~ "~S., Sea,. ~lP.O~. and wall rend.red solelY on th~
Qu.stion or rule m.kln~ pow.~ a. it relat.. to apPOIntment.
prOlllot1on, ,u,penuon, c11101pl1nl and dluharg. ot polioe
department ImplOI.e.. Op. Attl. aon. 7851-2, SepttNber 12,
19". to wh10h 10\1 called cur attent10n 1n that op1nIon
requn' lnvolved the rule MekIng power only, and 1n the
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HUI~,-02-19'3b 14: 32 FROt'!
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The JlOnO~l.JJi. Hllt,on. LClCU _ "
Aprll 10, .19'"
OP1A12f1 'rtftdered to )pOU on HOVllllber T, 1966 t v. indlaatld
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,'. that"e tAt" ...acbing a reault a1IQUar to tbat Opln1cn.
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, ,.... "JUOJa..Y,o~' .11~ not. w.,.. ~,oth rendered to the CU, of 111.
',' ,:;. Opl.' Att;. Uen. 1851-2. UeptellblZO 12, 1966J 120' Or. 13,
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, ,': D~, tWO'..rUe,. Opia1ona to 1ou, and the7 lnvolv"'tbl 'U1~,
_lo '.
',b...~. dbUnoUon, b.tw'.1I the actual PO"Il", to appoint, pro-
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: ,.ot.~~"~a01P,l1n. and dhcharee on tbe onl b.and~ and the
PO~!~ to'",' lUll. at to procedur.. to be ~I'd 1n "~polnt1ac. '
pl'omotlnc, dlae1plln1nl an~ dl.oblrllng polio, d.pa~t.'D'
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rour Que.t1on,1. theretoI" aaaWered In the attlrmatlv.
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COW'lion'lI.I.t 1I'1'C1I1 1tl pawl&- w1tbln the ,,~oop, at 1'\l1l.
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"..tab~.hld b, the rO~lo. Clv11 Serv1ce Comm1a.lon relating
to luoh Matters.
Youra ver" t~l~,
DOUaLAS H. H~AD
Attomel G'A.ra1
DJll nil
Eno.
DAVID J. BYRON
, SpoolU AI81ltant
Attome, Oen....al
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