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Home My WebLink AboutSIRE Document Management System for Police Department - SuppAL° Council/Agency Meeting Held _ Deferred/Continued to *A proved Q l A Con !tgiapro eT ❑ Denied �' C y Jerk s ignat Council Meeting Date August 16 2010 Departure ID Number PD-10-011 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO Honorable Mayor and City Council Members SUBMITTED BY Fred A Wilson City Administrator PREPARED BY Kenneth W Small, Chief of Police SUBJECT Accept grant award of $200 000 for Fiscal Year 2010-2011 from the County of Orange Supplemental Law Enforcement Service Fund (SLESF) establish a separate business unit for this funding, and, authorize the Chief of Police to appropriate and expend funds plus interest accrued on the SIRE Document Management System Statement of Issue The Police Department has received notification of the Fiscal Year 2010-11 award of $200 000 from the County of Orange for the Supplemental Law Enforcement Service Fund (SLESF) This funding is a pass through grant from the State of California Citizens Option for Public Safety (COPS) funding program In order to comply with the State requirement regarding this funding, City Council approval of the spending plan is needed City Council approval is also requested for acceptance of the grant Financial Impact if the City Council approves this action there will be no effect on any City fund balance since new appropriations are fully offset by additional estimated revenue Recommended Action Motion to A) Accept the grant award of $200 000 from the County of Orange SLESF for funding cycle year 2010-11 and B) Approve and Authorize the Chief of Police to expend $200,000 of Fiscal Year 2010-11 expenditure plan detailed below and C) Establish a separate business unit for this funding and D) Appropriate $200 000 plus any accrued interest on the new SIRE Document Management System Alternative Action(s) Do not approve the grant and reject the grant funding from the County of Orange and direct staff accordingly -35- Item 6 - Page 1 REQUEST FOR COUNCIL ACTION MEETING DATE 811612010 DEPARTMENT ID NUMBER PD-10-011 Analysis In 1996 State Assembly Bill AB 3229 was signed into law This bill created the Citizens Option for Public Safety Program (COPS) which provided $100 million statewide to be used exclusively for front line law enforcement services This program has been ongoing but required a budget appropriation each fiscal year for continued funding Each law enforcement agency is guaranteed $100 000 minimum The total allocation to an agency is determined by a formula derived from the base amount and population figures provided by the Department of Finance Based on our population we received an award of $200 000 for fiscal year 2010-2011 This funding is provided in four installment payments due to the State budget situation The grant requires that the funds -be spent on front-line police service The SLESF Oversight Committee which is comprised of members of Orange County Sheriffs Department and involved citizens throughout Orange County has requested that we define the intended use for the funds before acceptance of this grant At this time the intended project for this grant is to fund front line patrol equipment as follows New SIRE Document Management System for the following goals • Provide immediate access to images of crime suspect arrest and location information to patrol officers detective personnel and Senior Staff through their desktop computers and/or computers in the patrol vehicles enhancing police decision making • Improve police performance efficiency and productivity by more informed citizen contacts better field investigations more thorough detective follow-up and more complete documentation of calls for service incidents • Enhance officer safety by providing crime information that is not currently and readily available • Improve information quality while allowing for wide access to it • Reduce costs associated with paper storage and handling and prevent misplaced lost or damaged reports • Provide for the recovery of crime and incident information in case of a disaster Environmental Status Not Applicable Strategic Plan Goal Maintain and Enhance Public Safety Attachment(s) Copy of Grant Notification Letter Item 6 - Page 2 -36- ATTACHMENT# -37- Item 6 - Page 3 431 THE CITY DRIVE SOUTH ORANGE CA 92868 (714) 935-6661 FAX (714) 935-6669 Huntington Beach Chief Kenneth Small 2000 Main Street Huntington Beach, CA 92648 SHERIFF -CORONER DEPARTMENT SANDRA HUTCHENS COUNTY OF ORANGE SHERIFF -CORONER CALIFORNIA UIVDERSNEWFF JOHN L SCOTT EXECUTIVE COMMAND TIM BOARD RICK POSTAL MIKE JAMES JAY LEFLORE RESEARCH AND DEVELOPMENT COMMANDERS MARK BILLINGS LEE TRUJILLO W DAVIDWILSON May 5, 2010 RE Supplemental Law Enforcement Services Fund (SLESF) The Citizens Option for Public Safety (COPS) - Supplemental Law Enforcement Services Funds (SLESF) are funds subject to legislative appropriations and adoption of the state budget in any given year These funds are allocated to local law enforcement agencies for front line law enforcement services and must be used to supplement existing funding Cities and Counties are required to create a separate SLESF account in order to keep these fiends separate from other monies The Orange County Supplemental Law Enforcement Oversight Conumttee (SLEOC) is responsible for meeting annually to review and approve actual and proposed future SLESF expenditures by all Orange County recipients and to facilitate required state reports regarding all expended funds The Orange County SLEOC includes the Sheriff (Chair) County Executive Officer, Distract Attorney, Police Chief, and City Manager The SLEOC will convene in early October, 2010 to approve the SLESF expenditures for FY09/10, complete and submit the standardized reporting form to the State Controllers Office, and approve the proposed SLESF expenditures for FY10/11 to authorize the release of funds by the county Auditor -Controller to each city agency To satisfy the SLESF reporting requirements, your city will need to complete the attached forms and submit them to the county SLEOC Please read the attached letter from the State Controller's Office and Government Code Section 30061-30065 addressing SLESF requirements In my assigned task of compiling these reports for the SLEOC, the Necessary Action Items detailed below must be received by the dates listed. Upon completion of the documents, please snail or deliver them to 431 The City Drive South, Orange, CA 92868 Attn SLESF Documents -Susie Cabrera If you have any questions please call or email me at (714) 935-6869 scabrera(Wocsd.org A courtesy copy of this memo, less its attachments has been forwarded to your City Manager's office PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOWING 0TIES AND AGENCIES ALISO VIEJO DANA POINT LAGUNA HILLS LAGUNA NiGUEL LAGUNA WOODS LAKE FOREST MISSION VJEJO RANCHO SANTA MARGARITA SAN CLEMENTE SAN JUAN CAPISTRANO STANTON VILLA PARK OC PARKS DANA POINT HARBOR • JOHN WAYNE AIRPORT • OCTA SUPERIOR COURT ` Item 6 - Page 4 -38- Necessary Action Items Returned before Thursday. Lu&,29, 2010 i Complete the Supplemental Law Enforcement Standardized Forms -Oversight Committee Summary ending dune 30 2010 (Green form) The Beginning Fund Balance amount has been filled in, as that number comes from the State Controller's Office based upon the previous year's reporting 2 Complete the General Description of Expenditures form of the SLESF for FY09/10 (Yellow form) 3 Obtain all necessary signatures for the Certification of Supplemental Law Enforcement Services Fund Expenditures form for FY09/10 (Cream form) 4 Complete the Expenditure Intent Form for FYI0/11 PRIOR to city council action (Orange forma Necessary Action Items Returned before Thursday, September 2, 2010 1 Complete the Supplemental Lave Enforcement Standardized Forms -Oversight Committee General Description of Planned Expenditures form for FYI 0/11 (Purple form) 2 Attach a copy of appropriate city council documentation that certifies approval of the FYI 0/11 SLESF expenditure plan from the governing board of your agency ** Please note that any future changes to the Planned Expenditures for FY 10/11 will require additional approval by SLEOC and your city council Other Attachments 1 Letter from State Controller, Steve Westly addressing SLESF reportimg requirements and timeline established by SB 736 and SB 823 2 Government Code Sections 30061-30065 3 Government Code Sections 16300-16326 4 S L E S F Automated Reporting Instructions Susie Cabrera Orange County Sheriff's Department Research and Development Division 431 The City Drive South Orange, CA 92868 (714) 935-6869 -39- item 6 - Page 5