SUBJECT: SEE BELOW DATE: November 30, 2016

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1 SAN IPSE CITY OF <F\ CAPITAL OP SILICON VALLEY TO: HONORABLE MAYOR AND CITY COUNCIL COUNCIL AGENDA: 12/13/16 ITEM: /n qs) t Memorandum FROM: Edgardo Garcia Jennifer A. Maguire SUBJECT: SEE BELOW DATE: Approved /,/ «, SUBJECT: APPROVAL OF THE PROPOSED SPENDING PLAN FOR THE SUPPLEMENTAL LAW ENFORCEMENT SERVICES (SLES) GRANT, APPROVAL OF THE REVISED SPENDING PLAN FOR THE SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND GRANT, AND ADOPTION OF RELATED APPROPRIATION ORDINANCE AND FUNDING SOURCES RESOLUTION AMENDMENTS IN THE SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND RECOMMENDATION (a) Approve the proposed Spending Plan for the Supplemental Law Enforcement Services (SLES) Grant in the amount of $1,604,880 and authorize the Chief of Police to amend the Spending Plan in conformity to the budget priorities set out in this memorandum in the event State SLES Grant payments are less or more than expected. (b) Approve the revised Spending Plan for the Supplemental Law Enforcement Services (SLES) Grant in the amount of $2,061,872, including the addition of a new Crime Prevention Community Policing Program. (c) Adopt the following Appropriation Ordinance and Funding Sources Resolution Amendments in the Supplemental Law Enforcement Services Fund: (1) Increase the estimate for Revenue from State of California by $609,623; (2) Establish an appropriation for Revenue from the Use of Money/Property in the amount of $7,105; (3) Increase the appropriation to the Police Department for the SLES Grant in the amount of $473,017; and (4) Establish an appropriation to the Police Department for the SLES Grant in the amount of $143,711.

2 Page 2 OUTCOME The SLES award allocated to San Jose is $1,604,880. This allocation is the City of San Jose's share of funds awarded to the County of Santa Clara for front-line law enforcement activities. Approval of the Supplemental Law Enforcement Services (SLES) Spending Plan will provide additional resources to the City for front-line law enforcement activity. In addition, re-designating funds within the SLES Spending Plan, will allow the City to use the funding based on the priority of projects, given their respective time frames. BACKGROUND SLES Grant funding is received from the State of California's Citizen's Option for Public Safety (COPS) Program via the County of Santa Clara. The program began in and continues to be funded. The use of the SLES funds is only for front-line, municipal police services and should supplement, not supplant current front-line law enforcement services. Funds must be encumbered or spent within the two-year grant cycle. The Spending Plan for these funds is approved by a separate, five-member Supplemental Law Enforcement Oversight Committee (SLEOC) chaired by the Santa Clara County District Attorney's Office. Approval by SLEOC will occur once the City Council has approved the proposed Spending Plan. ANALYSIS SLES Grant Spending Plan Funding for the SLES Grant will be allocated through next fiscal year. The sunset date for expending or encumbering the SLES Grant funds is June 30, In order for the Police Department to use these funds, approval of the proposed Spending Plan and related appropriation actions are required. The Police Department proposes the following SLES Spending Plan: Project # SLES Spending Plan Item Amount 1 Department Hardware, Software, and Technology Upgrades $985,000 2 Officer Safety Equipment and Enhancements in Investigative Abilities $561,856 3 Grants Administration Funding $8,024 4 Crime Prevention and Community Policing Program $50,000 Total $1,604,880

3 Page 3 Department Hardware, Software and Technology: Funding in the amount of $985,000 is being set aside to fund technology needs within the Police Department. This includes: Computer Upgrades and Enhancements ($200,000): The project would upgrade computers, servers, and other technology needs within the department. Warehouse Evidence System ($500,000): The project would replace and upgrade the obsolete property warehouse evidence tracking system. Use of Force System ($150,000): The system is an analytical tool that uses the department's existing reports to assess the probability that uses of force are reasonable and necessary. The tool is used to identify trends and patterns, evaluate risk, detect potential problems, and craft effective solutions. The Use of Force System is in response to the recommendations from the President's Task Force on 21 st Century Policing that calls for better use of data and technology, to increase transparency, building community trust and support innovation. E-Cite hardware upgrade and tablet ($85,000): The project would replace e-cite CN70's with a tablet that is more flexible. The tablet would be used to view videos for Body Worn Cameras and access to the Police Department portal. Security system upgrade of the bomb range ($50,000): Currently, the bomb range has minimal security. The purchase of the security system will provide a high definition system camera and a server for data storage. Officer Safety Equipment and Enhancements in Investigative Abilities: Funding in the amount of $561,856 is allocated in the spending plan for equipment to directly enhance the safety of the officers in the field and to enhance the investigative abilities of the officers in the detective bureau. This includes: Crowd Control backpacks ($80,000): The project will allow officers to carry crowd control gear out in the field and the packs are designed for officers hydration needs. Office remodeling ($200,000): The project will renovate the second floor of the Police Administration Building to expand and enhance office space. Mobile Security Cameras ($45,000): The mobile security cameras will provide wireless video capability during tactical operations and allow officers to perform their jobs safely and effectively in critical situations. Training for Officers ($50,000): Increased training will be provided to police personnel to obtain specialized skills training, investigative training, and leadership skills. Additional Equipment ($186,856): The project will provide additional officer safety equipment, including but not limited to, rifle suppressors, gun vaults, helicopter safety equipment, ergonomic aides, and an increase to equipment maintenance, which will improve the working conditions of the Patrol officers and assist front line law enforcement officers to address community needs.

4 Page 4 Grants Administration: The SLES grant limits administrative costs to 0.5% of the total grant award. For the SLES Grant, the administrative cap is $8,024. Funding is allocated to provide a portion of salary and benefits as allowed under the grant guidelines for grant administrative duties such as planning, development, procurement, and financial reporting. Crime Prevention and Community Policing Program: Funding in the amount of $50,000 is being set aside to expand the new Community Policing Program as described below and provide up to twenty-four outreach events at parks, recreation centers, community events, and neighborhoods. The outreach events will include Viva Parks, National Night Out, Police Athletic League, cultural festivals, and neighborhood outreach. The funding will be used specifically to purchase pre-packed ice-cream and supplies such as: soap, trash bags, gloves, and napkins. In addition, community outreach materials will be purchased to distribute during the outreach events. This includes marketing giveaways, flyers, brochures in multiple languages, educational coloring books, bullying prevention stickers and pencils. These items will help expand our community outreach by sharing information about neighborhood crime issues and improve the safety of our community. Since October 2016, the City has received its first monthly payment for the SLES Grant totaling $143,711. At this time, budget actions are recommended to appropriate the funding received to date by the State. As additional payments are received, the Administration will return to the City Council to request appropriation of the remaining grant funds. This will ensure the Department does not spend more than the funds received, should the State funding fall short of the grant award SLES Grant Spending Plan The Spending Plan for the SLES Grant was approved by City Council on May 3, Payments to the City for the SLES Grant were greater than the expected $1,588,855. The City of San Jose received an additional $465,912 for a new total grant award of $2,054,767 plus accrued interest of $7,105 totaling $2,061,872. These additional funds, including accrued interest of $7,105, were received and are being requested to be appropriated as part of this revised Spending Plan. The increase of $465,912 was received due to allocation adjustments at the State level, causing overall SLES Grant funding increases plus accrued interest. With this increase in grant funding and a shift in priorities, the Department is recommending changes to the original Spending Plan. The Department is' recommending implementing a new Crime Prevention Community Policing Program and purchasing an ice cream truck. This new vehicle will serve as a community outreach tool that has been successful in other cities by reducing crime and improving relations between police and the citizens they serve. The Boston Police Department and St. Louis Metropolitan Police Department ice cream truck programs have expressed their success by seeing an increase in positive interactions and critical conversation between the police department and the community they 1 City Council Agenda May 3, 2016, Item 8.3: id=&event id=2134&meta id=570445

5 Page 5 serve. The ice cream truck program is an example of how to build community relationships. As per the President Obama Task Force on 21 st Century, these community policing activities create opportunities for officers and law enforcement agencies to be co-contributors to the broader quality of life. The vehicle will be used to build and strengthen community relationships between the department and neighborhoods at local parks, recreation centers, and community sponsored events. The program will target underserved youth and hot spots. While this is an allowable expense under the grant, no funding was allocated in the original Spending Plan for Crime Prevention and Community Policing. As a result, a new Project #4 will be created for this program and $88,911 allocated for the purchase of the community policing ice cream truck. The Department is also recommending allocating $13,412 for a crime prevention survey, to determine the effectiveness of crime prevention efforts. The Department recommends $250,000 in additional funding to be allocated to Project #1 to purchase the Versadex virtual machine cluster to increase data storage for the Department. For Project #2, $120,694 of the additional funding will be used to purchase rifle racks for patrol vehicles to retrofit the Ford Crown Victorias, additional rifles for patrol officers, and full-face piece respirators. The interest of $7,105 is added to Project #2 to fund Officer Safety Equipment. The total cost for project #2 will be approximately $1.4 million, which will be sufficient to fund these additional items. Funds from the Spending Plan must be spent or encumbered by June 30, The following table illustrates the changes to the original Spending Plan: SLES Revised Spending Plan Project # Item Original Amount Revised Amount 1 Department Hardware, Software, and Technology Upgrades $325,000 $575,000 2 Officer Safety Equipment and Enhancements in Investigative Abilities $1,255,911 $1,376,605 3 Grants Administration Funding $7,944 $7,944 4 Crime Prevention and Community Policing Program $0 $102,323 Total $1,588,855 $2,061,872 EVALUATION AND FOLLOW-UP Expenditures will be made according to the Spending Plans once approved by the City Council, the SLEOC committee and upon receipt of funding. For the SLES Spending Plan, all funding must be expended or encumbered before June 30, For the SLES Spending Plan, all funding must be expended or encumbered before June 30, As the remaining SLES grant funds are received, budget actions will be brought forward to appropriate these funds. According to the grant guidelines, interest earned must be used in the same manner as the grant funds for front-line municipal law enforcement.

6 Page 6 PUBLIC OUTREACH This memorandum will be posted on the City's website for the December 13, 2016, City Council Agenda. The City is required to report on the expenditure of these funds to the five-member Santa Clara County SLES Oversight Committee. Members include representatives from the Santa Clara County District Attorney's Office, Sheriffs Office, County Executive's Office, a Santa Clara County Police Chief, and a Santa Clara County City Manager. COORDINATION This memorandum has been coordinated with the City Attorney's Office. COMMISSION RECOMENDATION/INPUT The memorandum does not require input from a board or commission. COST SUMMARY/IMPLICATIONS The computers and servers may have minor ongoing maintenance and repair expenses. These expenses will be absorbed in the Police Department's existing General Fund nonpersonal/equipment budget, as these are replacement items. BUDGET REFERENCE The table below identifies the fund and appropriations recommended to be amended as part of this memorandum. Fund # Appn. # Appn. Name sour ICE 414 R100 Revenue from State of California 414 R080 Revenue from the Use Current Appn. Rec'd. Budget Action Adopted Operating Budget Page Last Budget Action (Date, Ord. No.) $609,623 X- 86 N/A $7,105 N/A N/A of Money/Property USE 414 NEW SLES Grant $143,711 N/A N/A SLES Grant $1,565,246 $473,017 X /18/2016, Ord Total Funding $616,728

7 Page 7 CEOA Not a Project, File No.PP (a). Agreements and Contracts for purchase of supplies. /s/ EDGARDO GARCIA Chief of Police Senior Deputy City Manager / Budget Director I hereby certify that there will be available for appropriation in the Supplemental Law Enforcement Services Fund in the Fiscal Year monies in excess of those heretofore appropriated therefrom, said excess being at least $616,728. Senior Deputy City Manager / Budget Director For questions please contact Lisa Perez, Chief Administrative Officer, at (408) or Heidi York, Assistant Administrative Officer, at (408)