Portland Auditor: Fire Bureau HR office not implementing audit recommendations

December 20, 2023 – City of Portland: The Fire Bureau has taken steps to improve its accountability system; Human Resources made one improvement to its investigation guidelines, but disagrees others are necessary

This is a one-year follow-up to our 2022 report, “Fire & Rescue does not have a coherent accountability system,” that recommended Fire set clear expectations for work requirements and employee conduct, and Human Resources improve guidance and monitoring of complaints, investigations, and discipline.

Summary

In our 2022 audit on the Portland Fire & Rescue Bureau’s complaint, investigation and discipline system, we found that the Fire Bureau did not have a coherent employee accountability system. Although a study of its workplace culture found some employees, particularly women and people of color, felt alienated, it had not offered training recommended to improve its workplace, nor ensured that employees attended a mandatory training on prohibited conduct. It had also not established and well-communicated processes for filing complaints, conducting investigations, and imposing discipline that employees trusted.

Some Fire Bureau employees perceived investigations into misconduct as inconsistent or unfair and thought they took too long; these conditions took a toll on morale. We also found that discipline decisions were unpredictable, time-consuming, and viewed as unfair.

During the three years we reviewed in our audit, the Bureau of Human Resources performed most investigations into employee misconduct at the Fire Bureau. We could not determine whether those investigations were consistent or fair, primarily because documentation was incomplete. We found Human Resources’ investigative procedures were unclear and did not include guidance to help ensure investigations were well documented or timely, or that notice was given to employees when investigations were complete. We also found Human Resources was not tracking all complaints it received, only those that were investigated, and that its tracking of investigations and discipline was incomplete and included errors.

We made nine recommendations for how the Fire Bureau could improve the way it handles complaints, investigations, and discipline. The Fire Bureau is in the process of implementing or has implemented them all. The Fire Bureau established methods and guidance for complaints and is developing guidance to help ensure investigations are consistent, impartial, and timely. Additionally, the Bureau’s discipline process is more predictable and better communicated. The Bureau is in the process of updating governing documents to reflect improvements to its accountability system.

We made two recommendations for how the Bureau of Human Resources could improve its investigation guidance and central documenting and monitoring of complaints, investigations, and discipline. Human Resources updated its guidance to incorporate one element of our recommendation, but does not plan to implement the remaining elements. It is in the process of improving its central tracking.

Download Right Now Oregon on the Google Play Store