Loading...
CC 2013-10-08_11.a. Temporary Police Dept Relocation PlanTO: FROM: MEMORANDUM CITY COUNCIL STEVEN ADAMS, CITY MANAGERF STEVEN ANNIBALI, CHIEF OF POLICE JOHN ROGERS, DIRECTOR OF RECREATION SERVICES SUBJECT: CONSIDERATION OF TEMPORARY POLICE DEPARTMENT RELOCATION PLAN DATE: OCTOBER 8, 2013 RECOMMENDATION: It is recommended that the City Council: 1) approve the proposed Police Department relocation plan to the City of Arroyo Grande and Woman's Club Community Center ("Community Center"); 2) authorize the City Manager to execute an agreement with the County of San Luis Obispo Sheriff's Department ("Sheriff's Department") for temporary use of their dispatch center; and 3) appropriate $40,000 from the unappropriated General Fund fund balance for one-time costs associated with relocation of dispatch services. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The Sheriff's Department has proposed to allow the City to utilize its dispatch center on a temporary basis at no cost. However, it is estimated that there will be approximately $40,000 in one-time costs necessary to make the dispatch center functional for the City's use. These costs are projected as follows: Radio antenna and components lnsfrastructure upgrade Software upgrade Total $10,000 $11,300 $7.500 $28,800 In addition, staff proposes approximately $10,000 in costs to reimburse.employees for mileage associated with the increased distance to the work site. Therefore, the total cost estimate is $38,800. However, these expenses will address all one time upgrades necessary to implement a future contract with the Sheriff's Department for ongoing dispatch services. As a result, it is recommended to appropriate these funds, which are anticipated to be recovered from future savings. Other relocation costs associated with moving police operations to the Community Center include: Item 11.a. - Page 1 CITY COUNCIL OCTOBER 8, 2013 CONSIDERATION OF TEMPORARY POLICE DEPARTMENT RELOCATION PLAN PAGE2 Relocation of facility users Covering to protect existing floor Moving costs Existing phone costs New phone/data Total $6,000 $4,000 $15,000 $3,000 $65,000 $93,000 Of these costs, approximately $24,000 will be paid for from the telephone system upgrade project. Therefore, the total cost to the Police Station Upgrade project budget is $69,000. A total of $40,000 was programmed in the budget for relocation expenses. Therefore, the recommendations represent an increase of $29,000 to the project budget. BACKGROUND: At the April 23, 2013 meeting, the City Council approved a conceptual plan for remodel of the Police Station and directed staff to proceed. At that time, staff indicated that a relocation plan still needed to be developed and would likely involve the rental and location of temporary modular units on the adjacent former VCA Animal Hospital property. Since that time, staff has studied a number of options through a joint planning effort involving the City Manager, Police Chief, Director of Community Development, Director of Recreation Services, Director of Public Works, and Information Technology Manager. February 24, 2014 has been established as a target move date. The relocation is projected to involve a period of six to eight months. ANALYSIS OF ISSUES: Staff determined the use of modular units at the former VCA Animal Hospital property would be problematic for a number of reasons. First of all, relocation within the existing site would not allow sufficient area for parking or for staging for construction by the contractor. Secondly, connections to the City's computer network would not be feasible when the data systems are switched over to the proposed new equipment room. Third, use of the modular units at any site is cost prohibitive. The estimated total cost for rental alone is close to $60,000. When costs for data, phone and utility installation are added, the total could exceed $150,000. Development of the recommended relocation plan includes two components -dispatch and operations. The most cost effective approach for relocation of operations identified is to temporarily house the Police Department at the Community Center facility. To address the impact on users of the facility, staff has made tentative arrangements with St. John's Lutheran Church, the South County Regional Center, and the City of Pismo Beach to relocate all activities to one of these three venues on a temporary basis. The owners of these venues have all graciously agreed to a reduced rate to minimize the cost impact to the City, but the rates still exceed the amounts currently paid by the user groups. It is recommended the City pay the difference in costs for use of these facilities so there will be no cost impact to the organizations affected. Under the proposal, the Item 11.a. - Page 2 CITY COUNCIL OCTOBER 8, 2013 CONSIDERATION OF TEMPORARY POLICE DEPARTMENT RELOCATION PLAN PAGE3 groups would continue to rent space from the City and the City would make arrangements with the other facilities. City staff will be used for some of the setup and cleanup, which will help avoid the layoff of personnel during this period. Twenty-two separate groups or class meetings totaling 145 hours of use per month will need to relocate during the Police Station construction. Staff has met with representatives from each group to review the need to accommodate Police Department operations at the Community Center and discuss arrangements for their potential temporary move to another facility. As time nears to move the ongoing groups, staff will lead each group on a tour of the facility they will use and act as liaison with facility operators. It is recommended dispatch services be relocated to the Sheriff's Department. Efforts to temporarily relocate dispatch to the City of Pismo Beach were not cost effective and no progress was made in pursuing a joint planning effort with the City of Pismo Beach and the City of Grover Beach for a permanent joint operation. The Sheriff's Department remains interested in a proposal to provide dispatch services to the City on an ongoing contract basis. Staff believes it will provide an enhanced level of service at a reduced cost. The proposed temporary relocation will provide time to negotiate an ongoing contract, address the equ_ipment requirements, and identify any operational issues through a trial period. A copy of the Sheriff's Department proposal is attached. Under the temporary agreement, dispatch staff would remain City of Arroyo Grande employees and would continue to provide dispatch of both Police and Fire calls. Under a future agreement. for contract services, all operations would be performed by Sheriff's Department staff and would include Police calls only. Other arrangements will need to be made for fire related calls. The Five Cities Fire Authority is currently studying alternatives. Changes in working conditions will require the City to meet and confer with the Police Officers' Association regarding both the temporary plan and ultimately any permanent plan. ALTERNATIVES: The following alternatives are presented for consideration: • Approve staff's recommendations; • Direct staff to instead pursue use of modular units for relocation of the Police Department; • Approve relocation of the Police Department to the Community Center, but do not subsidize the groups' use of the other facilities; • Approve relocation of the Police Department, as well as dispatch services, to the Community Center; or • Provide staff with other direction. Item 11.a. - Page 3 CITY COUNCIL OCTOBER 8, 2013 CONSIDERATION OF TEMPORARY POLICE DEPARTMENT RELOCATION PLAN PAGE4 ADVANTAGES: Since the Police Department will be relocated to a City facility, there will be no rental costs. The size of the facility will address both their building and parking needs. Since the City's computer network is already connected to the building, it will substantially reduce data connection costs. Arrangements to relocate existing users of the facility and to cover increased costs will help minimize negative public relations and potential loss of ongoing customers of the facility. Relocation of dispatch operations to the Sheriff's Department will eliminate costs associated with relocation of the dispatch center and will help facilitate a future potential contract aimed at enhancing services and reducing ongoing costs. DISADVANTAGES: The proposed plan will displace groups that currently utilize the Community Center. While minimal due to the advanced planning, there are also some reservations for one- time events at the Community Center that will need to be cancelled. ENVIRONMENTAL REVIEW: There is no environmental review required for this item. PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted in front of City Hall on Thursday, October 3, 2013, and on the City's website on Friday, October 4, 2013. As indicated above, staff also personally contacted each group using the Community Center that will be impacted by the proposal if approved by the City Council. Attachments: 1. Sheriff's Department Proposal for Temporary Relocation of AGPD Dispatch Item 11.a. - Page 4 Ian S. Parkinson Sheriff -Coroner Chief Steve Annibali San Luis Obispo County Sheriff's Office 1585 Kansas Avenue• San Luis Obispo• California• 93405 www.sloshcriff.org Arroyo Grande Police Department 200 N. Halcyon Road Arroyo Grande, Ca 93433 Re: Proposal for temporary relocation of AGPD dispatch during remodel Dear Chief Annibali, Over the past several months we have had several meetings regarding the contracting of dispatch services. You have also updated me on the status of the extensive building remodel that you will begin after the first of the year. We agreed that the prudent plan would be for Arroyo Grande to utilize a Sheriff's Office dispatch station during the period of remodel. This will help solve an immediate need for the City, allow us to closely examine all of the details of a future contract and afford the City and Sheriff's Office sufficient time to agree upon a contract. As a result of these discussions we are in agreement to the following: I. Location-The Sheriff's Office will provide an assigned dispatch location for an Arroyo Grande Police Department dispatcher. Full access to dispatch will be provided to the employees during those times. There will be no charge for the use of the space. 2. Staffing-The 2417 staffing of that p<1sition will be the responsibility of Arroyo Grande Police Department. All cost and liability associated with Arroyo Grande Police employees will be the responsibility of the City of Arroyo Grande. 3. Equipment-The dispatch position will have direct radio contact with their officers in the field, RMS/ CAD access to the Arroyo Grande Police Department and all Police Department 911 and business telephone lines. All costs associated with this equipment will be the responsibility of the City of Arroyo Grande and are outlined below. 4. Miscellaneous-The Sheriff's Office will provide onsite IT services for all equipment, an employee locker room, assistance to Arroyo Grande dispatchers, when needed and onsite watch commander. Watch Commander authority will remain with the Arroyo Grande Police Department and the Sheriff's Office Watch Commander will only provide assistance when requested. Administration (805) 781-4540 • 24-hour Dispatch (805) 781-4550 ATTACHMENT 1 Item 11.a. - Page 5 COST 3 I , The Sheriff's Office anticipates the following cost and expenses: f RADIO ANTENNA AND COMPONENTS NEEDED FOR TRANSMITING `. WwyM &� 2 i f.i.ja .... ��Y�` � K�Sy.ra [^.. 1,. ='rtf t�.� ,,. i+ elan -v "; ' .,V 9{. ff .4tSt�fi�' 9., S iia < .��'�'kY i n Antenna Talley $175.00 it Feedline, 500' role Talley $382.00 .! N-female connector Talley $12.00 UHF-male connector Talley $12.00 (, Power supply Talley $116.00 Radio Coast Electronics $757.00 Raytheon NXU-2A Raytheon $900.00 Kenwood cable kit Raytheon $300.00 Tax $205.00 Labor $400.00 Total cost per frequency $3,259.00 (2) Police Frequencies $6,518.00 (1) Fire Frequency $3,259.00 '' OCEANO SUB-STATION INFRASTRUCTURE UPGRADE* zt r, mil '-- '"y'" f. ;b �19'.-..' via'"" $3 Tk' ?V ..r r.' .. y ,.. Network switch Cisco $8,844.00 1 UPS Tripp Lite $1,240.00 Tax $820.00 ti Labor $400.00 '' Estimated Total $11,304.00 *provides for redundancy and backup to antenna transmit capabilities SOFTWARE UPGRADES FOR RADIO SYSTEM 55 , i rip -,$ - � .. ' . f " . T" �` x p P$cr'rt:,):5`CZ V.31. 'dv r - rc.....s..f ..-b" 4^=•^'., ,'eva,, ,,-, - , -4',.,,S 4 4' ..,a,.- n,. -4 &' _ d Add frequency and paging Twisted Pair $6,500.00 tones for Fire Add two additional Police Twisted Pair $1,000.00 L frequencies ' TOTAL COST FOR EACH DEPARTMENT ,M.� Wi C , re4 CL 4r ,yam .§ f• 4a�j�,M.:KVG�1* *W 'xa<� 14{1,ki'y Fire $9,759.00 i` Police $18,822.00 , i J Please contact me directly with any questions or clarification. i Respectfully, .7/‘,1 I f Ian S. Parkinson 1 Sheriff-Coroner 1 San Luis Obispo County 1 1