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37660

Resolution

Direct a working group to assess and plan for the creation of an Integrated Citywide Security Division

Adopted
Amended by Council

WHEREAS, the City has the responsibility to manage City real property assets and facilities in a prudent manner and assigns property management responsibilities to multiple bureaus, and that responsibility can be for property that are City-owned as well as City-managed (collectively “City Assets”); and

WHEREAS, an aspect of stewardship and property management requires bureaus managing City Assets to ensure that these locations are reasonably safe environment for the purposes of carrying out City business, programs, activities and services; and

WHEREAS, City property managers collaborate with human resources staff to make sure City Assets serving as worksites are safe for employees and contractor, and are welcoming locations for person wishing to visit or do business with the City; and

WHEREAS, vandalism, theft, and other misconducts occurring to or at City Assets undermine the City’s management and stewardship work, impact City employees who are tasked with responsibility for the work as well employees who have to work on-site, disrupt essential services, and result in substantial financial burdens across City bureaus; and

WHEREAS, addressing the vandalism, theft, and other misconduct to City Assets requires a comprehensive approach to implement preventive security measures and enhance security protocols; and

WHEREAS, the City needs to have appropriate security measures and security plans that address, respond to, and mitigate potential and actual criminal activities that could occur on or around, City-owned or controlled facilities and properties given the complexity of urban environments; and

WHEREAS, in 2017, the City, through the Office of Management and Finance (OMF), conducted a comprehensive assessment of City Assets on operational, architectural, physical, technology and other aspects of security consideration, and as part of this assessment OMF gathered staff doing security relevant work from approximately 2017 through 2023 in working group discussions under the “Security Stakeholders Steering Committee” (SSSC), but the SSSC did not have authority to make any unified city decisions leaving individual bureaus to continue to decide how to manage security issues for their bureaus; and

WHEREAS, the current fragmented approach and absence of standardized procedures for City security operations has resulted in management challenges, limited communication and information sharing, gaps in security coverage, delayed response times, uncoordinated funding strategies and is out of alignment with the new Citywide organizational structure; and

WHEREAS, the lack of an integrated citywide security division within the city limits coordination between City security services and public safety bureaus and agencies as well as collaboration and mutual support among City security services and hinders the effectiveness and efficiency of the overall response efforts; and

WHEREAS, security resources need to be coordinated and enhanced to ensure personnel have the necessary equipment, technology, and training to enable proactive prevention, timely response, and effective mitigation of security risks and incidents; and

WHEREAS, the City lacks modern, integrated citywide security infrastructure to protect its facilities from current threats; and

WHEREAS, having a formalized integrated citywide security division will result in higher quality and better coordinated security functions and services across the City; and

WHEREAS, having a comprehensive evaluation of security resources and deployment strategies is vital to the successful integration and evolution of City security; and

WHEREAS, creating an integrated citywide security division would improve and centralize the City’s hazard awareness, incident response coordination, and security and safety readiness efforts; and

WHEREAS, having an integrated citywide security division would align core principles of improving resilience, reducing risks, and enhancing collaboration for incident response throughout the City; and

WHEREAS, in November 2022, Portlanders passed Measure 26-228 and changed the City Charter (“Charter Reform”) and the City’s government in three primary ways: allowed voters to rank candidates in order of the voter’s preference using ranked-choice voting; established four geographic districts, with three city council members elected to represent each district – expanding city council to a total of 12 members; and established a city council that would focus on setting policy and engaging with community, transitioning day-to-day oversight of bureaus to a mayor elected citywide and a professional city administrator; and

WHEREAS, in November 2023, through Resolution 37635, Council approved a City organization chart for purposes of unifying bureaus, programs and services under the future mayor and city administrator to operate the City more efficiently and effectively, with the organization proposing six Service Areas, a city administrator’s office with executive leadership team, and further identified workgroups, programs and functions for further assessment and discussion; and

WHEREAS, as part of Charter Reform goal to make city operations more effective and efficient, the Chief Administrative Officer and OMF Security Manager support exploring the creation of an integrated citywide security division under the administrative leadership of the future city administrator who can direct bureaus to align security services, staff, resources, and planning to support a unified approach; and

WHEREAS, this integration process and work is complex, with full implementation taking place over several years and budget cycles, and that it is important to start the policy and planning discussions promptly after July 1, 2024. 

NOW, THEREFORE, BE IT RESOLVED, that Chief Administrative Officer (“CAO”) and the Interim DCA of the City Operations Service Area (“Interim DCA-CO”) will prepare for the integration of security functions to be led by an integrated citywide security division beginning July 1, 2024, with that division to be placed within OMF until the City Operations Service Area is established and formalized in City Code as a result of the Charter Reform efforts; and

BE IT FURTHER RESOLVED, that the CAO and the Interim DCA-CO will undertake the following actions by the dates identified:

  1. Create an “Integrated Citywide Security Working Group” comprised of the Chief Administrative Officer, interim deputy city administrators (DCAs), OMF Security Manager, and other relevant stakeholders to advise on the planning and implementation of this work, to be completed by July 1, 2024;
  2. Conduct a staffing and resource assessment to better understand existing security resources across bureaus, including identifying relevant FTE/PTE and contracted security services in each bureau, and how existing resources are deployed to address each bureau’s security needs, to be completed by September 1, 2024;
  3. Conduct a facility security assessment to better understand existing resources and threats across bureaus’ facilities, to be completed by September 1, 2024;
  4. Undergo a risk cost assessment and develop a business plan, work plan and an integrated citywide security organizational structure that aligns with the new City structure, to be completed by October 1, 2024; 
  5. Establish standard operating procedures for an “Integrated Citywide Security Division”, to be completed by November 1, 2024; 
  6. Establish a long-term security management plan (SMP) that outlines multi-year Citywide security goals for the Division and identifies metrics to measure performance, to be completed by December 1, 2024;
  7. Identify administrative rules and Code that may be needed to be adopted or revised in order to support the new organizational structure, clearly outline Code enforcement authorizations, with the goal of having these prepared by December 1, 2024, and adopted for an effective date of January 1, 2025; and

BE IT FURTHER RESOLVED, that City bureaus and departments with security functions and staff will work collaboratively in the Integrated Citywide Security Working Group to undertake the work described in this Resolution in a timely and efficient manner; and

BE IT FURTHER RESOLVED, that the CAO and Interim DCA-CO will oversee the preparation, planning and implementation of the approved Integrated Citywide Security Division structure and workplan, including reviewing and resolving security risks and defining roles and responsibilities for leading security service provision across the City Assets, and will consult with the City Attorney’s Office on proposed administrative rules and Code; and 

BE IT FURTHER RESOLVED that the CAO and Interim DCA-CO will provide regular reports and updates on performance to relevant City officials and stakeholders, with this task to be assumed by the City Administrator and DCA-CO after January 1, 2025; and, 

BE IT FURTHER RESOLVED, that all bureaus and departments with security functions and staff will work collaboratively with the CAO and Interim DCA-CO in the Integrated Citywide Security Working Group; and 

BE IT FURTHER RESOLVED, that these relevant bureaus and departments will coordinate all security-related planning, resource requests, and investments with the CAO, Interim DCA-CO and OMF Security Manager to meet existing security needs and reasonably align those actions with the development and implementation of the anticipated new Integrated Citywide Security Division structure; and

BE IT FURTHER RESOLVED, that the Integrated Citywide Security Working Group deliver an implementation plan that includes an overview fiscal year 2025-26 budget needs by December 1, 2024; and

BE IT FURTHER RESOLVED, that security staff be aligned (including, but not limited to costing, authorities, physical relocation, reporting structure, etc.) in accordance with the Integrated Citywide Security Division’s new structure effective July 1, 2025; and

BE IT FURTHER RESOLVED, that unless another time schedule is determined by the City Administrator, the desired full implementation will be by July 1, 2028; and

BE IT FURTHER RESOLVED, this Resolution is binding City Policy. 

Impact Statement

Purpose of Proposed Legislation and Background Information

The resolution directs the Chief Administrative Officer, with the cooperation of City bureaus, to prepare for the integration and unification of security services, staff, resources, and planning by July 1, 2025. This work will be overseen by the Interim Deputy City Administrator of Operations. This resolution authorizes the DCA of Operations to conduct staffing, resource, and facilities assessments in order to develop a business plan, organizational structure, standard operating procedures, etc. to align security personnel and resources across the organization. The resolution also requests that the named project manager deliver an implementation plan by December 1, 2024 and requests that all appropriately identified security staff be aligned (including, but not limited to costing, authorities, physical relocation, reporting structure, etc.) according to the proposed structure of the Integrated Citywide Security Division effective July 1, 2025.  

Financial and Budgetary Impacts

As part of the staffing, resource, and facilities assessments, the Deputy City Administrator (and the work group they lead) may identify that additional positions or resources are needed to pursue phases of implementation. Those requests would be made as part of the budget process for the coming fiscal year. 

Community Impacts and Community Involvement

Addressing our fragmented security approach and the absence of standardized procedures will allow for more comprehensive management of personnel, better communication and information sharing among security teams, more informed and effective security coverage across City sites, and more strategic funding plans and resource requests that benefit the City as an enterprise. Unifying security efforts across the City will allow for better hazard awareness, incident response, and readiness.

100% Renewable Goal

Not applicable.

Agenda Items

335 Regular Agenda in April 24-25, 2024 Council Agenda

Adopted As Amended

Motion to amend the second to last "BE IT FURTHER RESOLVED" section to update the implementation date from July 1, 2018 to July 1, 2028: Moved by Wheeler and seconded by Mapps. (Y-5)
  • Commissioner Dan Ryan Yea
  • Commissioner Rene Gonzalez Yea
  • Commissioner Mingus Mapps Yea
  • Commissioner Carmen Rubio Yea
  • Mayor Ted Wheeler Yea

Contact

Manny Guerra

Security Manager

Requested Agenda Type

Regular

Date and Time Information

Requested Council Date
Time Requested
15 minutes
Portland Policy Document