HomeMy WebLinkAboutStaff Report 427-10TO: HONORABLE CITY COUNCIL
FROM:
DATE:
CITY MANAGER DEPARTMENT: POLICE
DECEMBER 13, 2010 CMR:427:10
REPORT TYPE: CONSENT
SUBJECT: Approval of the Acceptance of Citizens Options for Public Safety (COPS)
Funds in the Amount of $100,000 and the approval of $25,000 in prior
year's COPS funds for the Police Chief's Request to Purchase Replacement
Firearms, Firearm Instructor Hearing Protection, Replacement Interview
Recording System, Encrypted Jump Drives, and Property and Evidence
Operational and Security Improvements
RECOMMENDATIONS
Staff recommends the City Council approve the acceptance of Citizens Options for Public Safety
(COPS) funds in the amount of $100,000 and the approval of $25,000 in prior year's COPS funds for
the purchase of replacement firearms, firearm instructor hearing protection, interview recording system,
encrypted jump drives, and property and evidence operational and security improvements.
BACKGROUND
Since 1997, the California State Budget Act has included allocations to counties and cities for the COPS
program. This funding is intended to fill the need for additional resources at the local level to ensure
public safety. Under the provisions of Government Code Section 30061, a percentage of the funds are
allocated to counties and cities, based upon population, for law enforcement services. Funds must
supplement existing services and cannot be used to supplant any existing funds. Each county is required
to continue the operation of a Supplemental Law Enforcement Services Fund (SLESF) to receive the
State funds and the county's Supplemental Law Enforcement Oversight Committee (SLEOC) must
approve each agency's proposal for the use of the funds. Prior to sending the proposal to the SLEOC,
the bill requires that each city approve the Police Department's request for expenditure of funds. Each
city is also required to deposit the funds into a separate SLESF so that these funds are not intermingled
with General Fund dollars. The funds must be expended within two years after receipt. Council
approval of the use of funds must be made by January 14, 2011.
Previous uses of COPS funds have included the purchase of a crime scene evidence collection vehicle,
safety equipment (including Tasers), surveillance equipment, evidence collection equipment, mobile
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data terminals, youth program activities, upgrades to the telecommunications infrastructure, upgrades to
the patrol vehicle and traffic motorcycle programs, an additional sergeant position for the Special
Problems Team, and a captain position and associated training to assist in the City's homeland security
efforts. Last year, Council approved COPS funding for purchase of computer forensic software, global
positioning system devices, radio earpieces, remote lighting systems, patrol operation kits, replacement
canine unit, and additional funding for the crime scene vehicle. The Police Department has received
funds each year under this program since its inception in 1998. Annual allocations have averaged
$100,000 over the last few years.
DISCUSSION
Staff proposes to use this year's COPS funds in the following manner:
Replacement of Department Firearms: $44,000
No other responsibility weighs heavier on a police officer than the potential use of deadly force. While
the likelihood of utilizing a firearm in the line of duty is remote, an officer must be prepared to act
decisively to defend innocent lives. Police officers are issued department firearms and are provided
with contemporary training on a continued basis. While many of officers hired over the last few years
were issued newer firearms, most of the officers carry firea«iis purchased by the Department
approximately 18 years ago, many of these weapons require increased maintenance and repair. Staff
proposes to use $44,000 to purchase 50 firearms which will update the department's armory with a
consistent inventory. Along with the order of the 50 firearms, each weapon will be supplied with night
sights and three high capacity magazines.
Firearm Instructor Hearing Protection: $10,000
Every quarter, all police officers are required to qualify at Department conducted training with any and
all firearms they intend to carry. Firearms instructors are exposed to loud noises on a continuous basis
during firearm training. Firing from small arms, rifles and shotguns deliver decibel levels that can be
detrimental to individual's hearing levels and other bodily functions. Proper hearing protection is
essential for firearms instructors during the course of their duties. Staff proposes to use $10,000 to
purchase hearing protection headsets to replace the existing devices which have reached the end of
their serviceable life.
Replacement Interview Recording System: $35,000
Video and audio records of interviews with suspects, victims' and witnesses provide an accurate and
impartial record to all parties. They add context, protect police officers from accusations of intimidation
and streamline the judicial process. The Department's existing interview recording system does not
meet current video recording standards. The system has lost data from critical cases, formats the data
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that is extremely hard to access, and does not provide the district attorneys' office with acceptable
duplicated copies. Newer systems meet all of the criteria required for effective recording, playback,
archiving and duplication while maintaining data integrity. The proposed system will include cameras,
a digital video recorder, a computer server archive of interviews, and ability to access the recordings
remotely by authorized users. Staff proposes using $35,000 to replace the existing interview recording
system.
Encrypted Jump Drives: $8,000
The Depai tinent produces approximately 7,000 crime reports each year and has recently designed a new
automated report writing system which will enhance the crime report process from the initial officer's
report of onsite activity or a citizen's call for service to final approval of the report and download into
the police records management system. In conjunction with the implementation of new report writing
software, the Police Department will issue jump drives to each report writer. These drives protect the
most sensitive data and allow for the quick transfer of information. The data is safely carried in digital
files wherever the officer may go. The advantage of these specific thumb drives is that the material
contained within will not be accessible without the password and can be deactivated, if lost or stolen.
Staff proposes using $8,000 to purchase 120 encrypted data drives for officers and civilians responsible
for report writing.
Property and Evidence Operational and Security Improvements: $28,000
Maintaining a proper, well -documented chain of custody and ensuring the integrity of evidence are
crucial to successful law enforcement, prosecution, and court operations. A recent operational review
of the Department' s evidence room and digital media room contained recommendations that will result
in more efficient and secure operations and help to contend with the limitations of the older police
facility.
Evidence Technicians' workspace for processing evidence has been greatly reduced due to the addition
of computers and a new barcode system for property and evidence. A redesign of the space including
relocation of a safe and the installation of new workstations and electrical outlets will allow for
additional file storage and space to work on evidentiary items. The Department maintains three secured
evidence areas as well as a secured digital media room. Each door is secured through the use of a
restricted key. These rooms store evidentiary items and digital media associated with all types of
criminal cases. Access to these rooms is not currently logged. In the event that a key is lost, all locks
must be rekeyed. Adding these three access doors to the existing secured key card door system will
maintain an access log for court purposes and will give the Department exclusive rights to restrict users.
Staff proposes using $28,000 to upgrade and secure the evidence room and digital media rooms.
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RESOURCE IMPACT
One quarterly installment, or $25,000 of Palo Alto's $100,000 of COPS funds, has been received by the
City and deposited into the City's Supplemental Law Enforcement Service Fund (SLESF). It is
anticipated that the remaining three installments will be received in Fiscal Year 2011. Revenues and
expenses of $100,000 will be budgeted in the City's SLESF as part of the mid -year report. In addition,
$25,000 in interest revenue and savings from previously approved COPS funds requests has
accumulated in the SLEF and will be appropriated at mid -year.
POLICY IMPLICATIONS
Expenditures of funds associated with COPS funds are consistent with City Policy.
ENVIRONMENTAL ASSESSMENT
This is not a project subject to CEQA requirements.
PREPARED BY:
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
Senior Administrator
4,„„ 4„,
DENNIS BURNS
Police Chief
03:4A-z io
JAMES KEENE
City Manager
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