Exh 8EAGENDA ITEM #8E
MAY 13, 2002
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Application for Byme Grant Funding for 2002-03
DATE: May 1, 2002
SUBMITTED BY: David E. Thompson, Chief of Police/DPS
BACKGROUND:
The applications for federal Byme State and Local Law Enforcement Assistance Formula Grants
aze being completed and submitted for fiscal year 2002-03. This grant funding has been used in
the past to fund the Donner Pazk Program, Police SWAT Team, Jordan Pazk Program, and
Information Technology development. This grant funding requires a 25% match from the City of
Atlantic Beach, and the Police Department has typically utilized conti•aband/forfeiture funds for
this purpose. This will need to be addressed in the 2002A3 budget.
The proposed use of this funding for 2002-03 is for the casts of additional laptop computers and
related hazdware, modems, antennas, air time, sottwaze, training, and installation of the programs
to enhance the Police Department Information Technology System.
Budget:
As discussed in the March 29, 2002 Staff Report to the City Commission (see attachment), the
additional funding will be needed next year to complete the next phase of the Police Information
Technology System. $9,150 has been added to the previous staff report projections in
anticipation of additional hardware that may be necessary for the implementation of wireless
technology. Depending the resolution of security issues, the Report Management System may
not develop to the wireless stages next yeaz, but the additional funding is being added to assure its
availability.
The line-item expenses are represented in the table below:
Line Items:
10 La to s 1,700 17000
10 Modems 300 3000
10 FCIC Interfaces 550 5500
10 Antennas 27 270
Annual Air Time X 20 La to s 10080
RMS Interface for Mobiles 15000
Hardware for Mobile S stem 9150
Total 60,000
AGENDA ITEM #8E
MAY 13, 2002
Based on these estimates, we are requestlng:
City Matching Funds Federal Funds Total
$15,000 $45,000 $60,000
RECOMMENDATIONS: To authorize the Police Department to apply for federal Byrne State
and Local Law Enforcement Assistance Formula Grants in the amounts and for the purposes
discussed in this report.
ATTACHMENTS: March 29, 2002 Staff Report
REVIEWED BY CITY MANAGER;
AGENDA ITEM NUMBER:
AGENDA ITEM #SE
MAY 13, 2002
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA TTEM: Budget Adjustment for Laptop Computer System
DATE: March 29, 2002
SUBMITTED BY: David E. Thompson, Chief of Police/DPS
BACKGROUND:
The Jacksonville Sheriff s Office (JSO) has recently converted their jail records to a
wireless records system. As a part of this change, agencies booking suspects into the
jail are no longer allowed to submit booking dockets on paper. There are several
options that have been explored relative to the "best way" for us to book prisoners into
the jail, and we have made temporary arrangements that are cunrently in place. The best
solution for Atlantic Beach is for us to purchase laptop computers and have them
configured to operate on the JSO server.
Currently, as a short term solution, 7acksonville has loaned ten (10) laptop computers to
Atlantic Beach. These computers are the rejects that JSO has taken out of service, and
they aze jimited in their capabilities.
Recommendation:
After working with several staff people at the JSO and discussing the matter with
Atlantic Beach staff, we believe that the best plan of action is for Atlantic Beach to
purchase laptop computers, modems, mounting brackets, and airtime to provide direct
access to the JSO server.
Jacksonville is currently bidding laptop computers for use on the system, and we will be
able to purchase the computers off of their contract. It also. appears that we will be able
to purchase the wireless modems, mounting brackets, air time from AT&T, and
FCIC/NCIC interfaces off of JSO contracts.
JSO will install hazdwaze and software on the computers just like they do for the JSO
laptop computers. This will give Atlantic Beach officers access to the server and the
files at the JSO. The signal strength is generally very strong in Atlantic Beach, and
wireless transmission should not be a problem. JSO will also provide these services at
no cost to Atlantic Beach.
The laptop computers will allow access to the JSO booking dockets, records and files.
We also expect to purchase the software for a wireless interface with FCIC/NCIC so
that officers will be able to run tags, warrant inquiries, etc. from their cars. This will
relieve the Atlantic Beach Emergency Communications Operators from having to run
this information for officers.
AGENDA ITEM #8E
'MAY 13, 2002
Long term, we will also be able to use the laptops to enhance our Atlantic Beach Police
Report Management System. We have run the laptop specifications through our
software vendor and through IT Administrator Bryan Smith to obtain their approvals for
..future growth.
Expenseso
The approximate costs of the laptop computers are $1,700 each, and the modems will be
$300 each. The mounting brackets for 15 cars (with installation) will run about $225
.each, and the antennas are $27.00 each. Air time is approximately $42 per computer per
month, and the FCIC interface will cost about $550 per computer.
After discussion with staff, our long term goal is to purchase and outfit a laptop
computer for each caz. One or two officers will use each computer. The laptops will
stay in the vehicles most of the time to keep maintenance to a minimum: It will be
necessary to keep a few spaze laptops on hand for maintenance.
Based on this assignment system, the Police Department will need to purchase 201aptop
computers, software, and accessories at a total cost of approximately $54,915. Air time
will add another $42 per computer per month, for a total of $10,080 per year. The
addition of the Atlantic Beach Police Department Report Management System onto a
wireless network will cost approximately $15,000,
The total expenses will be approximately $79,995.
.Budget:
We recommend phasing in the laptop computers over the next year.
Phase I:
A Local Law Enforcement Block Grant has already been obtained to expand the
Police Department information management system in 2001-02. We plan to use $5,500
for softwre purchases and training costs, and we propose using the remaining $2,520 of
the grant to purchase 10 computer racks for the cars, and 10 Antennas. This totals
$8,020 toward the costs of the Laptop project.
We recommend the immediate purchase of 10 Laptop Computers, 10 modems, and 5
racks for a total of approximately $21,125. To fund these expenditures, we recommend
that we use money from the Police Department Trust Fund, specifically the Automation
section. As of October 2001, the balance in that fund was approximately $69,000. The
fund increases at approximately $21,000 per year. It can only be spent on automation
and emergency radio communications. If we utilize this money, we will not be required
to spend General Fund money on the project
This combination will provide the Police Department with ten (10) laptops computers,
racks for all police cars, modems, antennas, FCIC/NCIC interfaces, and air rime through
October 1, 2002.
AGENDA ITEM #SE
MAY 13, 2002
Phase II: The Police Department will apply for Grant funds through the Byme Formula
Grant Program to add 101aptops, air time, and related expenses in 2002-03. We should
meet our goal of 201aptop computers on the system within the next 9 months.
Additionally, wireless access to the City of Atlantic Beach Report Management System
(RMS) is being planned for implementation. At the present time, technical adjustments
to enhance the security of the wireless system are being monitored, and the Police
Department hopes to put their RMS on the wireless system during the next year. The
funding for this portion of the project is also expected to be secured through a grant.
The final purchases to complete this phase of the project will be approximately $50,850.
..RECOMMENDATIONS:
To approve a budget adjustment in to authorize the expenditure of $21,125 from the
Police Trust Fund Automation Account for the laptop computer system as described
.above.
ATTACHMENTS:
Spreadsheet outlining projected budget for Laptop Computer System.
REVIEWED BY CTTY MANAGER;
AGENDA TEEM NUMBER: