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
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,
The Sheriff's Office anticipates the following cost and expenses:
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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
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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 ,
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Please contact me directly with any questions or clarification.
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Respectfully,
.7/‘,1 I
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Ian S. Parkinson
1
Sheriff-Coroner 1
San Luis Obispo County 1
1