Exh 7AAgenda #7A
October 23, 2000
STAFF REPORT
CITY OF ATiANTIC BEACH
CITY COMMISSION MEETING
AGENDA ITEM: Budget Adjustment
DATE: October 17, 2000
SUBMITTED BY: Dauid E. Thompson, Chief of Police/DPS
BACKGROUND: The Police Department Contraband/Forfeiture Account is funded from several
sources. A major portion of the money is derived from money, cazs, jewelry,
and other items which were seized and confiscated by the Police Department.
Under federal and state laws, the Police Department can seize items that were
used to facilitate felony crimes. This funding is regulated by federal andlor
state laws, and it can not simply be placed into the General Fund. It must be
reshicted to law enforcement purposes.
During the budgeting for fiscal year 2000-O1, we anticipated that we would be
able to shi8 some of this funding to cover the costs of the Police IT' System
improvements, but we did not have firm figures at the time. Since that time,
we have identified the approximate costs of the TT System improvements for
the Police Department, in addition to other technology upgrades.
The Police Department would like to establish funding for several projects that
are appropriate for this account:
1. The Police portion of the Information Technology System can be funded
with contraband/forfeiture funds. The Police Department needs to purchase six
(6) PC Workstations in 2000-2001. The installation of the hazdware and
software, maintenance and support, and training are anticipated expenses.
Additionally, there are wiring and routing requirements in the Police
Department for the necessary expansion of the network, and to provide access
to specific web sites.
The total shaze of the Police Department's costs is estimated at approximately
$40,000. This number is based on the estimates provided by EssentialNet
Solutions, who provided the TT evaluation and strategic plan.
2. Computer Aided Dispatch File 2000
This system includes a computerized tracking system for all calls corning into
Agenda #7A
October 23, 2000
the Atlantic Beach Police Department. It would eliminate the handwritten
records in the Communications Division, and it would allow for quick seazches
and access to records throughout the records management system. The system
would record details on locations, calls, officers, etc. and it would integrate
with die existing USA Softwaze package utilized by the Police Department.
This program also integrates with the property management system proposed
for the Police Department.
During tine past yeaz, the Police Department has completely overhauled its
Property and Evidence Room. It has been assigned to the Records Division,
and literally thousands of pieces of property and evidence have been examined,
logged, and stored. This transition has taken approximately eight (8) months.
The nest step in the storage and retrieval system is to implement a baz code
system. This would quickly and easily identify property and evidence, and it
would save a great deal of time and effort in tracking items in the Police
Department.
Both of these system upgrades were recommended in the IT strategic plan, but
they were not included in the budgeted funding for 2000-O1. The total
estimated cost of the softwaze, training and equipment is approximately
$36,945.
3. The Detective Division needs several pieces of recording and monitoring
equipment that would enhance their capabilities. Lenses for cameras, new
video recording devices, transmitters, and portable, covert alarm systems are
necessary for investigative operations. Although the detectives have not
obtained bids on the equipment, they estimate the costs to be approximately
$10,000.
Grand Total: $86,945
Note: If we utilize Contraband/Forfeiture funds for the Police TT System improvements, it will free up
approximately $23,105 of the General Fund money that was appropriated for the TT System.
RECOMMENDATIONS: The Police Department recommends the approval of $86,945 from the
Police Trust Fund, account #610, for funding the projects noted above.
ATTACHMENTS: Ordinance 20-00-49 Amending the Operating Budget
Police Trust Fiurd 610 Balances
Page 75 from TI' Strategic Plan
REVIEWED BY CITY MANAGER: U__
ITEM NUMBER:
Agenda #7A
October 23, 2000
ORDINANCE NO. 20-00-49
AN ORDINANCE AMENDING THE OPERATING BUDGET FOR THE
CITY OF ATLANTIC BEACH, FLORIDA FOR FISCAL YEAR
2000/2001 BEGINNING OCTOBER 1, 2000 AND ENDING
SEPTEMBER 30, 2001.
WHEREAS, the City Charter of the City of Atlantic Beach requires that the City Commission
approve all budgetary increases and transfers at the fund level, and
WHEREAS, the nature of budgetary systems and those day to day decisions affecting such budgetary
systems require adjustments from time to time.
NOW, THEREFORE, BE IT ENACTED BY TAE CITY COMMISSION ON BEHALF
OF THE PEOPLE OF THE CITY OF ATLANTIC BEACH, FLORIDA, that;
The Fiscal Year 2000/2001 Final Budget be amended as follows:
Expenditures:
Capital Outlay
Equipment
610-0000-529-64-00
Total Expenditures
Change in Fund Balance Reserves
$86,945
$86,945
<$86,945>
Description: To appropriate funds for the Information Technology System Improvements to be
paid for with contraband forfeiture funds and to appropriate additional funds for
surveillance equipment.
2. This ordinance shall take effect immediately upon its adoption.
Passed by the City Commission on first reading this 23 day of October, 2000.
Passed by the City Commission on second and final reading this -day of October, 2000.
John S. Meserve
Mayor /Presiding Officer
Approved as to form and correctness: ATTEST:
Alan C. Jensen, Esquire
City Attorney
POLICE TRUST FUND
Maureen King, CMC
City Clerk
CITY OF ATLANTIC BEACH
POLICE TRUST FUND -FUND 610
ated Property State
aced Property Federal
Reimbursement
Unused Match KLLEBG-Info Mgmt Funtl 153
Unused Match fr LLEBG-Netwk Enh Funtl 754
Technical Equipment
Cammunicaticns
Tmvel/Tmining
Other
Transfer to Funo 152 for Byrne grant match
Transfer to Fund 15fi for Pursuit Term grant match
Transfer to GlFuntl required by State of Fla.
15 % of Canfiscadons -Fund After School
Drug Prevention Donner Park (Gail Baker Sal.)
Funtl Balance -Ending
75 % Reserve For Donation
GF
Interest Income
Funds
to LLE Grant Fund 753 far matching -reporting
software
ansfer to LLE Gmnt Fund 154 for matching - netvrork
enhancements
lmhase two (2) lap top computers
uchase eight (8) BOOMHZ ratlios
and Balance - Entling
Restricted For AUtomadon (Computer, Ratlio, etc.)
end Balance -Available
Total Police Trust Funtl 670 • Fund Balance
Federal
1997/98 State
1997/98
$19,277.87 $30,900.67
29,293.78
1,167,36 0.00
1,860.48
30.461.14 1,860.48
7,250.00
3.10
8, 977.63
3,000.00
0.00 19,230.73
49,739.01 13,530.42
49,739.01 13,530.42
0.00
512.00
318.00
830.00
830.00
830.00
0.00
10,264.01
19,012.50
620.16
19,632.68
10,000.00
10.000.00
19,916.67
19,916.67
0.00
49.739.01 33,447.09
§83,186.10
Fede21
1998/99 State
1998!99
$49,739.01 $13,530.42 ~~
106,431.39
3,264.57 500.00
887.66
109,695.96 1,387.66
6,ao0.oo
2,296.91
230.70
2,280.00 ssoo.oo
7,738.08
2,280.00
0.00
12,807.61 14,918.08
146,627.36 0.00
146,627.36 0.00
0.00
392.00
4, 804.00
5,196.00
5,196.00
5,196.00
0.00
19,916.87
21,462.50
1,306.91
22,769.41
10,500.00
3,734.00
5,106.84
19,340.84
23,345.20
23,345.24
0.00
146.627.36 23,345.24
§169,972.60
Agenda #7A
October 23, 2000
Federal State
1999/2000 1999/2000
$146,627.36 50.00
500.00
735.79
8,909.99 0.00
747 J9
1,396.21
9,645.78 2,040.00
8,200.00 500.00
1,005.00
5,686.82 7,540.00
5,000.00
1,125.00
21,016.82 2,040.00
135,2§6.32 0.00
135.25fi.32 0.00
0.00
604.00
5,031.00
5,635.00
5,635.00
5,635.00
0.00
23,345.24
78,437.50
1,419.23
19,856.73
0.00
43,201.97
43,201.97
0.00
135,256.32 43,201.97
§178,458.29
Note: Interest allocated based on beginning fund balance for fiscal year.
w~r~ Agenda #7A
October 23, 2000
(Di3000-Atlantic Beach IT P[m/30 June 00 /Rev O)
functions as well as for data entry and chain of custody. This module will allow the City's Police
Department to maintain a more robust and detailed evidence tracking system by using bazcode
technologies.
4.7.4.2 CadFile 2000 Computer Aided Dispatch
ENS recommends the implementation of CadFile 2000. CadFile 2000 is designed to provide call
tracking capabilities in a public safety dispatching/communications environment. CadFile allows for
detailed tracking of dispatched calls as well as detailed shift reporting and simultaneous call status. It
also provides an E911 interface for emergency calls, and offers access to a Location/Geo-Code database,
as well as a variety of other functions for call handling, tracking, and reporting. CadFile will provide the
Police Department with the tools to effectively manage dispatch.
Total summary of recommended additional USA components:
• CadFile 2000 Computer Aided Dispatch
• MDT Cerulean Interface
• EvidenceFile 2000 for Windows Barcode Tracking System for Property and Evidence
• USA Software Annual Software Support Agreement
• USA System Configuration
• USA Software Training (4 days ON-site, 2 CAD, 1 Evidence, %z Photo, %z Stand by)
Totat costs associated with the implementation of the above modules:
Total $35,675.00
Options:
Barcode Tracking System requires a Per unit license $ 230.00
Crystal Report 7.0 Windows based Report Writer upgrade to (5) users $ 495.00
Crystal Report 7.0 Windows based Report Writer Training at USA Software Office per person $ 395.00
Additional Property Barcode Labels per 1000 (duplicated) $ 150.00
4.7.5 Pavement Management- Cartegraph
ENS recommends that the City of Atlantic Beach continue to utilize CarteGraph pavement management
software. Significant investments of time and capital have already been made in the implementation of
this application. During the course of interviews and requirements identification conducted by ENS, two
key issues concerning this application are as follows:
• Lack of training to fully utilize the softwaze
• Lack of training to properly set up the software specific to needs of Atlantic Beach.
Solutions are covered in section 4.8.2.3.
Page - 75