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Home My WebLink About2004-11-08 City Council (3)City of Palo Alto City Manager’s Report TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT:POLICE 13 DATE: SUBJECT: NOVEMBER 8, 2004 CMR:462:04 APPROVAL OF A BUDGET AMENDMENT ORDINANCE (BAO) TRANSFERRING $200,000 FROM THE TECHNOLOGY FUND INTO THE POLICE VEHICLE-MOUNTED VIDEO RECORDING CAPITAL IMPROVEMENT PROGRAM PROJECT NUMBER PD-05010 FOR THE PURCHASE AND INSTALLATION OF IN-CAR VIDEO RECORDING SYSTEMS IN POLICE PATROL VEHICLES RECOMMENDATION Staff recommends that Council adopt the~ attached Budget Amendment Ordinance (BAO) that transfers $200,000 from the Technology Fund into the Police Vehicle - Mounted Video Recording Systems Capital Improvement Program Project #PD-05010 for funding the purchase of hardware and installation for in-car video recording systems in all 26 police patrol vehicles. BACKGROUND Video technology has become instrumental in law enforcement training, evidence collection, and for officer safety and accountability. Staff’s interest in in-car video recording systems began in 1996 (CMR:494:96) with the installation of a video camera in one police vehicle by a local provider in exchange for feedback on the performance of the product. This public/private partnership led to a 1998 pilot program using Citizen Options for Public Safety (COPS) funds (CMR:461:98) that resulted in the purchase of video cameras and recorders for five patrol vehicles. Although the Department had secured the equipment as Part of this pilot program, staff identified a number of technological issues that required further research before deploying CMR:462:04 Page 1 of 4 these umts. One of the most significant issues dealt with the recording format and vast amount of storage space and staff time that were needed to store and catalog individual VHS tapes for the one-year nli.ninll,ml retention period prescribed by law. These issues have since been addressed with the emerging transition from analog to digital teclmology. This report provides information about the proposed use of video cameras in patrol vehicles. DISCUSSION Police departments throughout the United States are realizing the value of video recording of officer-citizen contacts in the field, citizen transports, criminal investigations and citizen complaints. Almost 50 law enforcement agencies in California and hundreds across the Country are already using in-car video systems. They have realized a number of benefits including increased conviction rates, reduced time for court proceedings and litigation, increased officer safety, reduction in unwarranted lawsuits and complaints, officer accountability and usefulness in training. Digital systems have several advantages to analog. Analog systems require VHS tapes, which can degrade over time and require additional personnel time to manage, maintain and store the tapes. Digital systems utilize a different format for recording. Digital Video Display (DVD) disks are smaller and the video can be archived onto a server for indefinite storage. Access to any portion of the recording is immediate and video clips are easier and less expensive to copy. Many new digital systems come with a "pre-event recording" feature. This feature automatically captures a preset amount of video prior to recorded activation. If an officer witnesses an event prior to activating the recording device, such as a car running a red light, the video evidence is automatically captured and recorded. Utilizing security features inherent to this newer technology, images are stored and secured for reproduction only; the original recordings cannot be altered. As with other official police records, the Department will utilize a custodian of records to manage these recordings. Staff recommends funding the installation of a digital in-car video system in each of the 26 patrol vehicles. Each system will include a zoom lens camera, audio transmitter, monitor, controller, and recorder. A server and software will be purchased to easily store, search and copy video, and audio files. Due to space limitations on the existing police motorcycles, these in-car video systems will be deployed first in the patrol vehicles. However, as the current motor fleet is replaced, the CMR:462:04 - Page 2 of 4 newer models, which utilize smaller radio and data components, will be equipped with in- car video systems as well. Pending the approval by the City Council, staff is prepared to move forward with the purchasing process by releasing a Request for Proposal (RFP) seeldng competitive pricing based on specific technical requirements and se~wices. Upon selection of a vendor following the formal bid process, the Bid Award Contract will be returned to the City Council for final approval. Currently, the Department is working with the Palo Alto Police Officers Association (PAPOA) on the development of a use policy for in-car video systems, researching vendors and worldng through procedural issues. RESOURCE IMPACT The attached BAO (Attachment A) reflects an increase in revelmes and expenditures of $200,000 into the Police Vehicle - Mounted Video Recording Systems Capital Improvement Program PD-05010 by a transfer from the Technology Fund. Ongoing equipment maintenance at an annual cost will be budgeted in the Police Department operating budget and replacement costs will be budgeted in the Information Technology (IT) Infrastructure Fund. Ongoing and replacement costs will be provided to Council as part of the Bid Award process. POLICY IMPLICATIONS This agreement is consistent with existing City policy. TIMELINE The project will begin as soon as possible and should be complete within 120 days. ENVIRONMENTAL REVIEW This ordinance and the project to install in-cm" video recording systems, is not subject to CEQA pursuant to Title 14 California Code of Regulations Section 15061(b)(3), and it can be seen with certainty that there is no possibility of a significant effect on the environment. CMR.:462:04 Page 3 of 4 ATTACHMENTS Attachment A: Budget Amendment Ordinance Attachment B: CIP PD-05010 Project Description PREPARED BY: DEPARTMENT HEAD: PETER H~k~ARIAN Senior Administrator SHERYL(~. CONTOIS Technical Services Coordinator Police Chief. CITY MANAGER APPROVAL: EMIL~-t~RIS O~" "- ..... Assistaht City Manager CMR:462:04 Page 4 of 4 Attachment A ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR FISCAL YEAR 200605 TO ESTABLISH CAPITAL IMPROVEMENT PROGRAM PROJECT NUMBER PD -05010, POLICE VEHICLE-MOUNTED VIDEO RECORDING CIP TO PURCHASE HARDWARE AND INSTALLATION OF IN -CAR VIDEO RECORDING SYSTEMS IN POLICE PATROL VEHICLES AND TO PROVIDE AN APPROPRIATION IN THE AMOUNT OF $200,000 FROM THE TECHNOLOGY FUND The Council of the City of. Palo Alto does ordain as follows: SECTION i . The City Council of the finds and determines as follows: City of Palo Alto A. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 28, 2004 did adopt a budget for fiscal year 2004-05; and B. In-car video technology has become instrumental in law enforcement training, evidence collection and for officer safety and accountability; and C. In-car video systems have been found to increase conviction rates, reduce time in court proceedings and litigation, increased officer awareness of their conduct, training situations and reinforcement, and increase understanding by all parties of recorded situations; and D. Accordingly,~ it is prudent to install a digital i~ar video system in each of the 26 patrol vehicles and to purchase associate hardware and software to process the images; and E. The appropriation of funds for purchase and installation of the in-car video system is a one -time event, and in future years maintenance and replacement costs will be included in the Po lice Department’s budget; and F. City Council authorization is needed to amend the 2004 -05 budget as hereinafter set forth. SECTION 2. Capital Improvement Project (CIP) P}05010, Police Vehicle-Mounted Video Recording is hereby created. SECTION 3. Revenue in CIP Project Number P~05010 is increased by a transfer from the Technology Fund Unrestricted Net Assets in the amount of Two Hundred Thousand Dollars ($200,000). SECTION 4. The sum of Two Hundred Thousand Dollars ($200,000) is hereby appropriated to Capital Improvement Project Number PD - 05010. SECTION 5. The Technology Fund Unrestricted Net Assets Balance is reduced by $200,000 from $7,455,000 to $7,255,000. SECTION 6. The transactions above will have no impact on the General Fund Budget Stabilization Reserve. SECTION 7. As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a twethirds vote of the City Council is required to adopt this ordinance. SECTION 8. The Council of the City of Palo Alto hereby finds that this is not a p roject under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. SECTION 9. As provided in Section 2.04.330 of the Palo Alto Municipal Code, this ordinance shal! become effective upon adoption. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST:City Attorney City Clerk APPROVED AS TO FORM: APPROVED:City Hanager Mayor Director of Administrative Services Police Chief ATTAC {MENT B Police Vehicle o, Mortared Video Recording Systems New -- Technology PROJECT DESCRIPTION Video technology has become instrumental in law enforcement training, evidence collection, and for officer safety and accountability. This project will equip 26 police vehicles with a digital in-car video system. Each system will include a zoom lens camera, audio transmitter, monitor, controller, and recorder. In addition, a server and software wilt be pur- chased to easily store, search and copy video and audio files. PROJECT JUSTIFICATION Police departments are realizing the value of video recording of officer-citizen contacts, citizen transports, and probable cause related questions. Benefits of in-car video systems are increased conviction rates, less tilne in court proceedings and litigation, increased officer awareness of their conduct, training situations and reinforcement, and easier under- standing by all parties of recorded situations. With the advent of digital teclmology, in-car video recording systems are becoming standard equipment in police vehi- cles. Digital in-car video recording systems have several advantages over the previous generation of analog in-car video systelns. Analog systems require VHS tapes, which can degrade over time and require additional personnel costs to manage, maintain and store the tapes. Digital systems require fewer mediums to store. DVD disks are smaller and the video can be archived onto a server for indefinite storage. Access to any portion of the recording is imlnediate and video clips are easier and less expensive to copy. Many new digital systems come with a "we-event recording" feature. This feature automatically captures a preset amount of video prior to recorded activation. If an officer witnesses an event prior to activating the recording device, such as a car running a red light, the video evidence is automatically cap- tured and recorded. This is a new project in FY 2004-05. PROJECT STATUS FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR 2004-05 2005-06 2006-07 2007-08 2008-09 AMOUNT ~200,000 CO]~IPONENTS Zoom lens cameras, audio transmitters, monitors, controllers, recorders, soft- ware. Sources of Funding: Technology Fund 2004-05 Budget City q/’Palo Alto Potice Vehicle o Mounted Video Recordin9 Systems continued IMPACT AND SUPPORT ANALYSIS Environmental: Design Elements: Operating: Telecommulaications: This is not a project under CEQA. None $13,500 annual maintenance and supply costs. None COMPREHENSIVE PLAN This project furthers Program T-47of the Comprehensive Plan. Managing Department: Police 2 CiO, oJ’Palo Alto 2004~05 Y~tdget