Loading...
2022-05-10 CCPD MinutesCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING MINUTES: MAY 10, 2022 LOCATION: Southlake Police Department Headquarters 600 State Street, 4th Floor Southlake, TX 76092 TIME: 6:00 p.m. CRIME CONTROL AND PREVENTION DISTRICT BOARD MEMBERS PRESENT: Ken McMillan (President), Robert Williams (Vice President), William Meddings, Jay Demas, Frank Powers, David Barnes, Kara Clubb CRIME CONTROL AND PREVENTION DISTRICT BOARD MEMBERS ABSENT: N/A STAFF PRESENT: Assistant Police Chief Ashleigh Casey, Fire Chief Mike Starr, Sharen Jackson (Chief Financial Officer) & Erika Fletcher (Interim CCPD Secretary) 1. REGULAR SESSION WAS CALLED TO ORDER: 6:00 PM 2. PUBLIC FORUM: (This is the public’s opportunity to address the board about non -agenda items. During this proceeding, the Board will not discuss, consider or take action on any items presented by the public. We respectfully ask that anyone stepping forward to speak during public forum limit remarks to three minutes or less.) The forum was opened. No one from the public was in attendance. The forum was closed. 3. CONSIDER 3A. APPROVE MINUTES FROM THE OCTOBER 12, 2021 CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING APPROVED (7 – 0) • Correction Requested by CCPD Board Member: Sharen’s first name was misspelled in Item 3A. (The spelling error was corrected by the interim CCPD Secretary, Erika Fletcher.) Motion: CCPD Board Member proposed a motion to approve the minutes from the October 12, 2021 CCPD Board Meeting. Second: CCPD Board Member Minutes: May 10, 2022, Crime Control and Prevention District Board Meeting Page 2 of 7 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4. DISCUSSION 4A. UPDATE ON CRIME CONTROL AND PREVENTION DISTRICT SALES TAX Update given by Chief Financial Officer Sharen Jackson: The good news is that we are severely above the budget in collections of what we originally anticipated. We are running 35% above what we collected for the same period last year. The retail market is the largest area of sales tax that we are collecting. We collect about 35%-38% of our total collections outside of the City through online purchases that we receive sales tax from. • Comments made by CCPD President: We’re running ahead of the quarter four projections. Last year we spent more than we took in. The new estimates will close the gap by a quarter of a million dollars. • Response given by Sharen Jackson: Yes, we will amend the number up this year during the budget process. In the amended budget, we will increase the sales tax projections for the year. We spent more last year because of the CAD system and other capital items and yes, because of that, our expenditures were a lot higher. • Comments made by CCPD Board Member: The numbers look great. At $262K over, is there anything that we are paying to rent or lease, and is it wise to buy, so that our running rate goes down? • Response given by Sharen Jackson: Rarely do we lease or rent, we normally buyout. With the budget last year, there were a lot of capital items, so we made the decision to do the 3-year lease with some of the items due to the large request of items we had. We will look at the lease to see if we can buy it out this upcoming fiscal year as opposed to spreading it out over 3 years, but I’m not sure if that’s an option. We did receive a minimal interest rate because our AAA rating. And we also have the EOC that we need to finish out that will also have a large request in the proposed FY23 fiscal year. • Comments made by CCPD Board Member: When we have extra, do we use it during that fiscal year, do we lose it or can we roll it? Minutes: May 10, 2022, Crime Control and Prevention District Board Meeting Page 3 of 7 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork • Response given by Sharen Jackson: We’ll use it when needed. There is no requirement to use it. If we don’t use it, it will go into reserves, like a savings account. 4B. UPDATE ON SCHOOL RESOURCE OFFICER PROGRAM Update given by Assistant Chief Ashleigh Casey: We currently have one (1) opening at Eubanks Intermediate School. We’ve already selected Officer Steven Werner to fill this position. Officer Werner is one of our patrol officers and much like SRO Tony Pate, Steven has background experience as a teacher and will be a great fit for the Program. Additionally, the School Resource Officer Program has received two (2) awards. We received the Program of the Year Award from the Texas Association of School Resource Officers (TASRO), and SRO Tony Pate received the Valor Award from the National Association of School Resource Officers (NASRO). Again, once a year, we send our SROs to either the TASRO training conference or the NASRO training conference. • Comments made by CCPD Board Member: SRO Wormley is doing an amazing job at Durham. I always see him on the playground, and he is doing a great job. 4C. DISCUSSION OF UPCOMING PUBLIC SAFETY NEEDS • Question asked by CCPD President: Is this list a preview of the budget meeting we have coming up in July? • Response given by Assistant Chief Ashleigh Casey: Yes. • Comments made by Fire Chief Mike Starr: Anticipate additional items will be added to the safety needs list soon, such as cost adjustments to the EOC. The EOC numbers are currently being finalized in the CIP. No solid numbers are available, at the moment, but they should be finalized by the July CCPD Board Meeting. • Question asked by CCPD President: In addition to what’s on the list, will there be any additions regarding the EOC or the Training Tower similar to last year? Minutes: May 10, 2022, Crime Control and Prevention District Board Meeting Page 4 of 7 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork • Response given by Fire Chief Mike Starr: As for the Training Tower, the current numbers look good according to what came in last year and there will be some cost adjustments made to the EOC because of the cost of things going up. Public Works is managing those two programs and right now they are generating solid numbers. There was a meeting today with the architect , so there will be a cost increase that you will see coming up in the FY23 budget year. • Comments made by Assistant Chief Ashleigh Casey: From the PD perspective, this list is a preview of our upcoming public safety needs. We’ve discussed them with Sharen based on funds available for the upcoming fiscal year. 1. Police Radio Replacement: All in-car and a portion of police portable radios must be replaced every 5 years. These radios have reached the end of their serviceable life and must be replaced in order to maintain connectivity with communications. We will purchase the radios from Motorola at an estimated cost of $250,000. The Texas Department of Information Resources has a DIR Contract list that includes Motorola. The DIR Contract will allow us to receive the discounted contract price per radio. 2. Watchguard Year 2 Payment: As part of the approved FY22 budget, the Police Department upgraded the Watchguard camera system that consists of body worn cameras and in-car cameras, transfer stations, etc. The cost of the replacement was spread over 5 years, and this item presents the second year of that cost. The cost estimate is $65,880. 3. LEAD Instruction Materials: As part of the approved FY22 budget, the PD purchased the initial training material for the SRO’s to teach the Law Enforcement Against Drugs (LEAD) curriculum. This request is for the purchase of additional training kits for the instructors. The cost estimate is $3,975. 4. Upgrade Cradlepoints & Antennas: Cradlepoints and antennas are a part of the communication system that is installed in each police vehicle. It is necessary to upgrade them to properly transmit in-car and body camera footage to the server and to track each police vehicle’s location for more efficient dispatching. They also provide the data connections for each in-car computer. The cost estimate is $77,058. • Question asked by CCPD Board Member: Are you upgrading the Cradlepoint antennas every so many years like you do the radios or are you upgrading because you are moving to a new modern technology? Minutes: May 10, 2022, Crime Control and Prevention District Board Meeting Page 5 of 7 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork • Response given by Assistant Chief Ashleigh Casey: With any type of technology, there will be the need to upgrade at some point, particularly if you upgrade any equipment that plugs into it. I can see us needing to upgrade them in the future just like any other piece of equipment, although it is not necessarily on a 5-year plan like the radios. Whenever we upgrade our radios, we check with our vendors to make sure that what we are upgrading to is compatible with the current Cradlepoint system. We do this to make sure that we have continuity. • Comments given by Fire Chief Mike Starr: Cradlepoint is basically a supercharged wireless card. As PD moves to the new CAD system, Central Square, the new system doesn’t support IPads. So now they are moving all of their patrol units to toughbooks just as we do in the Fire Department. That is a part of this too, moving from the IPad platform to this new one. The Cradlepoint will connect with their computers and to their Watchguard, which gives it a dual purpose. Basically, it’s more reliable as far as connection goes. Within the Fire Dept., we have the wireless card in our computers, so when we’re out and about it keeps us connected much better than having just a regular wireless card. • Response given by Assistant Chief Ashleigh Casey: Additionally, as for our dash camera videos, as officers pull into certain locations, that information is downloading into our main server. Because those videos are higher definition, we need that to be consistent. 5. Migration of Watchguard Data: The Police Department currently stores a great deal of in-car and body worn camera data locally. By upgrading our Watchguard system, we will store newly gathered data in the cloud while facilitating the movement of existing data to the cloud. Ultimately, all video footage will be stored together for access and security purposes. The cost estimate is $12,000. • Question asked by CCPD Board Member: Is this a yearly cost to complete the migration of the Watchguard data or is this a one-time fee? • Response given by Assistant Chief Ashleigh Casey: There is an annual cost to maintain it. Once you migrate it, there is some sort of cost, it may not be $12,000, but there will be a separate annual cost for the storage. Minutes: May 10, 2022, Crime Control and Prevention District Board Meeting Page 6 of 7 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork • Question asked by CCPD Board Member: So potentially, we should anticipate seeing the cost to store data every year, is that correct? • Response given by Assistant Chief Ashleigh Casey: Yes, unless it is something that is transferred to another area of the budget. That is something we can talk with Sharen about, and I’ll make a note for Chief Brandon to have a better answer for you in July when it comes forward so that you’ll know if there is going to be a recurring cost. 6. Replacement of Police K-9: Duco is the Police Department’s existing K-9 and he is approaching the end of his professional assignment. (Note added: Duco is currently 10 yrs. old with 7 years of service) As he is nearing retirement, it may be necessary to replace him in FY23. The cost of this item covers the purchase of a new K-9, travel, training, and equipment. The cost estimate is $80,000. • Question asked by CCPD Board Member: Will the same handler participate or is that a decision that is made at the time? • Response given by Assistant Chief Ashleigh Casey: That typically is a decision that is made at that time, whether the current handler is willing and able to continue those duties. • Question asked by CCPD Board Member: Shouldn’t we have two K-9s if our current dog is out of service due to sickness or injury? If we are planning to get one, would it be cheaper to get two for these reasons? • Response given by Assistant Chief Ashleigh Casey: Chief and I have discussed this and truly we are operating from data and statistics. Right now, we operate the K-9 Unit much like we do SWAT and some of our other regional partners within the K-9 world. If Duco or Officer Nate Anderson, our current K-9 handler, is out or on vacation or on their regular days off, we have the ability to call additional K-9s from around us to assist. Ultimately, having a secondary dog on board would be ideal for staffing purposes, but over time the cost associated with maintaining two dogs would be cost pr ohibitive knowing that we have the ability to call other cities who will respond quickly. Duco is trained in suspect apprehension as well as narcotics, so we definitely have a dual-purpose dog, and as time goes on if we see a need or the need increases, then that certainly would be something that Chief would address at that tim e. Minutes: May 10, 2022, Crime Control and Prevention District Board Meeting Page 7 of 7 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork • Question asked by CCPD Board Member: Is the K-9 only available during the day watch? • Response given by Assistant Chief Ashleigh Casey: Our K-9 Unit operates much like our Traffic Crash Team. Officer Anderson and Duco serve in an on-call capacity. They work different shifts and respond as needed. Recently, they were called because there were theft suspects from Home Depot that they thought might be armed that ran into a wooded area. They activated him, set up a perimeter and he was able to apprehend the suspects. 5. ANNOUNCEMENTS Next meeting: July 26, 2022 at 6:00pm (Note Added: The next meeting date has been changed to July 25, 2022) 6. MEETING ADJOURNED: 6:25 PM Ken McMillan, President Crime Control and Prevention District Board Erika Fletcher, Secretary Crime Control and Prevention District Board