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HomeMy WebLinkAbout2001-08-06 City Council (12)City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: POLICE DATE:AUGUST 6, 2001 CMR: 313:01 SUBJECT:FUND TRANSFER FROM CALIFORNIA LAW ENFORCEMENT EQUIPMENT PROGRAM (CLEEP) This is an informational report and no Council action is required. BACKGROUND In 1998, the City received funds in the amount of $136,457 from the State of California’s Citizen Option for Public Safety (COPS) program. Council approved the use of the funds for a pilot program equipping five patrol vehicles with VHS format video cameras. In October 2000, the City received $121,259 from the State California Law Enforcement Equipment Program (CLEEP). This money was made available to all police departments and sheriffs’ offices in the state for the purchase of high-technology equipment. In CMR 390:00, Council authorized $100,000 of the CLEEP funds for upgrades to the Records Management System (RMS). The remaining $21,259 was approved for the purchase of additional video cameras for patrol vehicles. The CLEEP money was originally intended to supplement the pilot program. Due to the ever-changing technology, the Department recently purchased five video units. DISCUSSION Videotapes from patrol vehicle cameras are considered evidence and, as such, must be stored in a specific manner as outlined by California Government .Code 34090(c). Tapes must be secured in a locked container and retained for at least one year in order to be used as evidence in court proceedings. Due to significant space constraints, storage space does not exist for the volume of videotapes additional cameras would generate. The evidence room has already exceeded its capacity and other areas of the police building are in use for daily operations. Technology in public safety video recording is also changing. Presently, the only format available is VHS. The industry is shifting towards DVD type format where all video will be CMR:313:01 Page 1 of 2 recorded onto compact disc size media. Not only will this make VHS equipment obsolete, but it will change the requirements for storage, significantly reducing the space needs. Staff has decided not to acquire any additional video cameras until such time as storage may be ameliorated either with additional space or through new technology. At that time, the Department would bring any new funding requests back to the Council through the normal budget process. In the meantime, staff is obligated to use the CLEEP grant money for high technology equipment. Therefore, the $21,259 will be redirected to enhance the existing public safety computer systems by establishing an interface to mobile computers in the field and through additional modifications to the RMS software. ATTACHMENTS Attachment A: CMR:390:00 dated October 23, 2000 PREPARED BY: DEPARTMENT HEAD: Shery~A~ ontois, ,’ L~E JOHNSON Coordinator Assistant Chief of Police CITY MANAGER APPROVAL: CHRIS Assistant to the City Manager CMR: 313:01 Page 2 of 2 FROM: City of Palo Alto City Manager’s Report HONO-RAB- LE-C-tTY CO -UNCIL CITY MANAGER DEPARTMENT: POLICE 9 DATE: SUBJECT: OCTOBER 23, 2000 CMR:390:00 APPROVAL OF BUDGET AMENDMENT ORDINANCE ACCEPTING CITIZENS OPTIONS FOR PUBLIC SAFETY (COPS) FUNDS IN THE AMOUNT OF $133,435; LOCAL LAW ENFORCEMENT BLOCK GRANT (LLEBG) FUNDS IN THE AMOUNT OF $22,620; AND CALIFORNIA LAW ENFORCEMENT EQUIPMENT PROGRAM (CLEEP) FUNDS IN THE AMOUNT OF $121,259; AMENDMENT TO THE TABLE OF ORGANIZATION REFLECTING A NEW SERGEANT’S POSITION RECOMMENDATION Staff recommends Council adopt the attached Budget Amendment Ordinance (BAO) in the amount of $277,314 to reflect additional appropriations provided to the Police Department as follows: 1)$133,435 - Citizens Option for Public Safety (COPS) Program funds 2)$22,620 - Local Law EnforcementBlock Grant (LLEBG), and 3)$121,259 - California Law Enforcement Equipment Program (CLEEP) Funds to cover the City’s required match for the LLEBG grant in the amount of $2,513 are included in the Police Department’s budget. BACKGROUND For the past four years, the California State Budget Act has included allocations to counties and cities for the Citizens Option for Public Safety Program (COPS). This funding is intended to fill the need for additional resources at the local levels to ensure public safety. Under the provisions of Government Code Section 30061, 75 percent of the funds are allocated to counties and cities, based upon population, for front-line law enforcement services including community crime prevention and anti-gang activities. Funds must supplement existing services and cannot be used to supplant any existing funds. Each county is required to continue the operation CMR:390:00 Page 1 of 5 of a Supplemental Law Enforcement Services Fund (SLESF) to receive the State funds and each agency’s proposal for use of the funds must be approved by the county’s Supplemental Law Enforcement Oversight Committee (SLEOC). Prior to sending the proposal to the SLEOC, the bill requires that each city conduct a public hearing for the purposes of reviewing and approving the Police- Department’s request for expenditure of funds. Each city is also required to deposit the funds into the separate SLESF that was established initially in 1998, so that these monies are not intermingled with General Fund dollars. The City’s financial officer must also provide monthly investment reports and the City must submit an annual audit report. Council has previously approved Budget Amendment Ordinances accepting COPS funding in 1997-98, 1998-99 and 1999- 2000. The Police Department has previously used COPS funds to-purchase surveillance equipment, mobile data terminals, "stinger spikes" (tire deflation devices) and night vision scopes and for the Positive Alternatives for Youth (PAY) program. Last year the COPS funds were dedicated to providing upgrades to the Department’s telecommunications infrastructure associated with the implementation of the new Computer Aided Dispatch (CAD) system. In addition to the COPS funds, the 2000 Budget Act also allocates $75 million in. California Law Enforcement Equipment Program (CLEEP) monies for one-time grants to local law enforcement agencies for the purchase of high-technology equipment. This budget provision requires that the State Controller allocate a minimum grant of $100,000 to each police department and sheriff’s office in the State, with the balance of any remaining funds to be allocated in accordance with the proportionate share of the State’s total population that resides in each county and city. Finally, the Federal Bureau of Justice Assistance has again made funds available to local agencies under the Local Law Enforcement Block Grants Program for purposes of reducing crime and improving public safety. The Police Department has applied for and been awarded LLEBG funds in 1996, 1997, 1999 and 2000. LLEBG funds have been used in previous years to fund a Coordinator ’ for the City’s PAY program. DISCUSSION For fiscal year 2000-01, staff proposed to spend the awarded funds in the following manner: COPS - The original intent of the COPS funds was to provide additional staffing resources to the front line level of law enforcement agencies. Palo Alto has been encouraged by State and County officials to use the current funds for this purpose. As a result, staff proposes on using approximately $128,000 of this year’s CMR:390:00 Page 2 of 5 allocation for the total cost of an additional sergeant position including salary ($82,000), benefits ($41,000), training ($1,000) and equipment ($4,000). Salary and benefit costs for the sergeant position for the remainder of 2000-01 are $72,000. The Police Department recently implemented a Special Problems Unit that is staffed by one sergeant and four officers. The unit is responsible for dealing with special problems, including crime trends, special traffic issues, Downtown and California Avenue patrols, surveillances, warrant service, etc. In order to provide adequate supervision to normal patrol shifts, the department has had to use acting supervisors. The addition of this new sergeant position would alleviate that situation and ensure appropriate supervision in the patrol division. To minimize any possible impact to the General Fund in future years, the continuation of this position will be contingent upon continued COPS funding. While there are not any guarantees, information received from Sacramento indicates that the Legislature will work towards extending the program an additional three years. Because the use of the funds for new staff positions comports with the legislative intent of the COPS program, it should increase the leverage for the future years’ approvals. At the time the funding is no longer available, the department would eliminate the position through attrition. The remainder of the COPS funds ($5,435) will be used to purchase safety equipment for patrol officers. Similar to previous year’s requirements, prior to sending the proposal to the SLEOC, the City is required to conduct a public hearing for the purposes of reviewing and approving the Police Department’s request for expenditure of funds. CLEEP - The City ofPalo Alto’s CLEEP funds for FY 2000 total $121,259. Staff proposes using about $100,000 of this one-time technology entitlement to upgrade the Records Management system, bring new modules on-line including warrants, alarms, and case management, and improve regional communications through new interfaces to other agencies’ systems. The remaining $21,259 will be used to purchase additional video cameras for patrol vehicles. LLEBG - As in previous years, this year’s LLEBG award of $22,620 will be used to fund various aspects of the Positive Alternatives for Youth program, including a part-time Employment Coordinator position and a variety of outreach activities. Conditions for acceptance of this award is a public hearing to approve the expenditure request and the continuation of an advisory board that was formed in 1998. Representatives from the Police Department, Recreation and Human Services Divisions, the Santa Clara County District Attorney’s Office, the Superior Court, the Palo Alto Unified School District, Parent-Teacher Association CMR:390:00 Page 3 of 5 (PTA) Council, and non-profit organizations including the YMCA continue to serve on the PAY Advisory Board. RESOURCE IMPACT Palo Alto’s allocation of COPS funds totals $133,435. These funds will be deposited into the City’s Local Law Enforcement Services Sub-fund in the Federal and State Grants Special Revenue Fund. The CLEEP entitlement of $121,259 will be added to revenue with offsettingexpenses in the Police Department’s 2000-01 budget. In compliance with Bureau of Justice Assistance (BJA) requirements, the City has established a Local Law Enforcement (LLE) sub-fund, in the Federal and State Grants Special Revenue Fund, into which the LLEBG funds will be deposited. The LLEBG award requires a match by the City of $2,513. These funds are included in the Police Department’s non-salary budget and will be transferred to the LLE sub-fund. This transaction as presented in the attached BAO will not impact the Budget Stabilization Reserve. The Police Department Table of Organization will be amended as presented in Exhibit A. Future year General Fund ongoing costs are not anticipated as a result of this BAO for the Sergeant position. Attachment B summarizes the BAOs approved to date in 2000-01 that impact the General Fund BSR. The attachment also estimates future year ongoing costs associated with BAOs approved to date to provide a projection for the future resource needs from the General Fund for those programs approved after the adoption of the 2000-01 budget. POLICY IMPLICATIONS Expenditures of funds associated with the BAO are consistent with City policy. ENVIRONMENTAL REVIEW This is not a project subject to CEQA requirements. ATTACHMENTS Attachment A: Attachment B: Budget Amendment Ordinance (BAO) Exhibit A: Police Department Table of Organization Budget Amendment Ordinances Impacting the General Fund Approved to Date in 2000 PREPARED BY: Leslie Jennings, Police Administrator CMR:390:00 Page 4 of 5 DEPARTMENT. HEAD ~ATRICK DW~EK,~OLIC CHIEF CITY MANAGER APPROVAL:ASSISTANT CITY MANAGER CMR:390:00 Page 5 of 5 ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THEFISCAL YEAR 2000-01 TO ACCEPT AND EXPEND GRANT FUNDING IN THE AMOUNT OF $277,314 IN THE POLICE DEPARTMENT AND AMENDTHE POLICE DEPARTMENT TABLE OF ORGANIZATION TO ADD A SERGEANT POSITION WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 19, 2000 did adopt a budget for fisca! year 2000-01; and WHEREAS, as in the past the California State Budget Act has included allocations to counties and cities for the Citizens Option for Public Safety Program (COPS) and through the California Law Enforcement Equipment Program (CLEEP); and WHEREAS, in. addition the Federal Bureau of Justice Assistance (BJA) has again made funds available to local agencies under the Local Law Enforcement Block Grants Program (LLEBG) for the purposes of reducing crime and improving public safety; and WHEREAS, the $133,435 in COPS funding will be used for adding a Sergeant position to provide supervisor support in the patrol division and for additional equipment for patrol officers. Of this amount the Sergeant position requires, for the remainder of 2000-01, approximately $72,000 in salary and benefit expenses and $5,000 for training and equipment costs; and WHEREAS, the one-time allocation of $121,259 in CLEEP funds will be used for enhancing the Computer Aided Dispatch (CAD) and Records Management (RMS) systems; and WHEREAS, the LLEBG grant funding of $22,620 will be used to fund various aspects of the Positive Alternative for Youth (PAY) program; and WHEREAS, as a requirement of the LLEBG grant the City must provide $2,513 in matching funds over the grant period, which will be provided from existing funds in the Police Department’s 2000-01 budget; and WHEREAS, City Council authorization is needed to accept and expend the grant receipts and to amend the 2000-01 budget, including the table of organization, as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: SECTION i. The sum of One Hundred Thirty Three Thousand Four Hundred Thirty Five ($133,435) is hereby appropriated to the Law Enforcement Services subfund in the Federal and State Grants Special Revenue Fund, from the COPS funding, with Seventy Two Thousand ($72,000) of that amount transferred to the Police Department to cover salary and benefits costs related to the Sergeant position in 2000-01. SECTION 2. Revenue in the Police Department is increased by the sum of One. Hundred Twenty One Thousand Two Hundred Fifty Nine ($121,259) and a corresponding amount is appropriated to expenses in the Police Information Management Functional Area. SECTION 3. The sum of Twenty Two Thousand Six Hundred Twenty Dollars ($22,620) is hereby appropriated to the Local Law Enforcement subfund in the Federal and State Grants Special Revenue Fund, from the BJA Block Grant. SECTION 4. The sum of Two Thousand Five Hundred Thirteen Dollars ($2,513) is hereby transferred from the Police Department non-salary budget in the Request For Services Functional Area as matching funds to the Local Law Enforcement subfund in the Federal and State Grants Special Revenue Fund. SECTION 5. The table of Organization as amended to reflect changes shown in the attached Exhibit A is hereby approved. SECTION 6. This transaction will not impact the General Fund Budget Stabilization Reserve and future year ongoing costs are not anticipated. SECTION 7 As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a two-thirds vote of the City Council is required to adopt this ordinance appropriating new expenditures. SECTION 8. As specified in Section 2.28.080(b)of the Palo Alto Municipal Code, a majority vote of the City Council is required to adopt this ordinance adding a position to the Table of Organization. SECTION 9. The Council of the City of Palo Alto hereby finds that this is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. SECTION I0. As provided in Section 2.04.350 of the Palo Alto Municipa! Code, this ordinance shal! become effective upon adoption. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST: City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: Mayor City Manager Director of Services Administrative Chief of Police Exhibit A TABLE OF ORGANIZATION - GENERAL FUNI Adjusted Adopted 2000-01 Budget Budget 2000-01 Adjusted 1999-00 2000-01 Changes Budget Police Department Administrative Assistant Administrator, Police Animal Control Officer Animal Services Specialist Assistant Chief of Police Business Analyst Chief Communication Technician Code Enforcement Officer - Communication Technician Community Service-Officer Coordinator, Police Technical Services Coordinator, Communications Court Liaison Officer Cdme Analyst Executive Secretary Office Specialist Parking Enforcement Officer Parking Examiner Police Agent Police Agent/Advance Police Captain Police Chief Police Lieutenant Police Officer Police Records Specialist Police Sergeant * Program Assistant Property and Evidence Technician Public Safety Dispatcher Public Safety Dispatcher-Chief Staff Secretary Superintendent, Animal Services Supervisor, Animal Services Supervisor, Police Service Veterinarian Veterinarian Technician Volunteer Coordinator 0.00 1.00 1.00 1.00 1.00 1.00 4.00 4.00 4.00 2.00 2.00 2.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 2.00 2.00 2.00 5.00 5.00 5.00 0.00 1L00 1.00 1.00 0.00 0.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.00 0.00 1.50 1.50 1.50 6.00 6.00 6.00 0.50 0.50 0.50 19.00 19.00 19.00 1.00 1.00 1.00 2.00 2.00 2.00 1.00 1.00 1.00 6.00 6.00 6.00 52.00 52.00 52.00 10.00 10.00 10.00 14.00 14.00 1.00 15.00 1.00 1.00 1.00 2.00 2.00 2.00 16.00 16.00 16.00 5.00 5.00 5.00 5.00 5.00 5.00 1.00 1.00 1.00 1.00 1.00 1.00 3.00 3.00 3.00 1.00 1.00 1.00 2.00 2.00 2.00 1.00 1.00 1.00 Totals 173.00 173.00 1.00 174.00 * The additional 1 FTE position will be eliminated through attrition once the associated funding ends. City of Palo Alto ATTACHMENT B Budget Amendment Ordinances Impacting General Fund Reserves Approved-To-Date in 2000-01 BAO Descdption Estimated Beginning Budget Stabilization Reserve (BSR) Balance Adopted Budget Addition to BSR Public Safevl Building - CIP 19820 Planning Transcripdon Services Office of Transportation Safety Grant Cubberley Theau’e Chiller Replacement - CIP 10120 Arts Council Silicon Valley Gran! Police Department Grants (I) ($74,0(K)) ($40,000) ($187,065) ($22,O00) ($5,192) ($2/7,314) $187,065 $5,192 $27"/,314 ($4O $o ($22,000) $0 $0 $40,0<30 $17,000 BSR Balance After BAO’s $14,324,753 (1) Of this amount $121,259 will be deposil=d in the General Fund and $156,055 d~posited in the Specia! Rev~nne Fund.