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2024-05-14 CCPD MeetingCITY OF SOUTHLAKE TEXAS SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING AGENDA May 14, 2024 6:00 P.M. LOCATION: Southlake DPS Headquarters Facility 600 State Street, 41h Floor CCPD Room Southlake, Texas 76092 1. Call to order: 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. We respectfully ask that anyone stepping forward to speak during Public Forum to limit remarks to three minutes or less.) 3. Consider: A. Approve minutes from the December 4, 2023 Crime Control and Prevention District Board meeting. B. Approve the Fiscal Year 2021, 2022, and 2023 Crime Control and Prevention District annual reports. C. Recommend approval of an expenditure for Mobile Communications America Inc. (MCA) in an amount not to exceed $69,300 for the purchase of equipment, services, and installation of radio communications components for the Emergency Operations Center Relocation project. D. Recommend approval of contract change orders with Gliden Industries, LLC for a total not to exceed amount of $782,000 for work necessary to complete the Emergency Operations Center Relocation project. 4. Discussion: A. Update on Crime Control and Prevention District Sales Tax. B. Discuss upcoming Public Safety needs. 5. Meeting adjourned. A quorum of the City Council may be present at this meeting CERTIFICATE `%%'t%J 11111,,,��� I hereby certify that the �b v SPA�lv�f� posted on the official bulletin boards at Town Hall, 1400 Main Str t Southlake, Texas,`-Cn.•F�iday, 1��c•�$; 2024, by 6:00 p.m., pursuant to Chapter 551 of the Texas G me Code Amy ell y, R C City Se tary If you plan to attend this meefMyrmWhave a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817-748-8016, and reasonable accommodations will be made to assist you. CITY OF © SOUTHLAKE SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING MINUTES: MAY 14, 2024 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), Jay Demas, Frank Powers, William Meddings, Kara Clubb and David Barnes CRIME CONTROL AND PREVENTION DISTRICT BOARD MEMBERS ABSENT: Robert Williams STAFF PRESENT: Assistant City Manager James Brandon, Interim Chief of Police Ashleigh Casey, Interim Fire Chief Jeremy Wilson, Sharen Jackson (Chief Financial Officer), Laura LaNeave (Public Works Deputy Director) & Erika Fletcher (CCPD Board Secretary) REGULAR SESSION WAS CALLED TO ORDER: 6:00 PM 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.) CONSIDER 3A. APPROVE MINUTES FROM DECEMBER 4, 2023 CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING APPROVED (6 — 0) Motion: CCPD Board Member proposed a motion to approve the minutes from the December 4, 2023, CCPD Board Meeting. Second: CCPD Board Member 3B. APPROVE THE CRIME CONTROL AND PREVENTION DISTRICT 2021, 2022 AND 2023 ANNUAL REPORTS. APPROVED (6 — 0) Motion: Approve Item 3B Second: CCPD Board Member City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Page 1 of 5 3C. APPROVE AN EXPENDITURE WITH MOBILE COMMUNICATIONS AMERICA, INC. (MCA) IN AN AMOUNT NOT TO EXCEED $69,300 FOR THE PURCHASE OF EQUIPMENT, SERVICES, AND INSTALLATION OF RADIO COMMUNICATIONS COMPONENTS FOR THE EMERGENCY OPERATIONS CENTER RELOCATION PROJECT. APPROVED (6 — 0) • Comments made by Deputy Director of Public Works Lauren LaNeave: My name is Lauren LaNeave. I am the Deputy Director of Public Works and I oversee Administration. Tonight, I will present Item 3C and Item 3D together since they are both related to the EOC project. The first item is with Mobile Communications of America (MCA). This is our vendor for the HAM radio. We've identified that our original plan to use the existing antenna, running it from the 2nd floor to the new HAM radio room, is not going to work. Through the scope of services, we will move the existing antenna above the EOC and run it directly down to the new EOC. This will be a shorter run that will reduce the risk of signal loss. The contractor, Gliden, is going to install the cores and the framework to get the antenna where it needs to be. We are requesting approval to expend $36,000 of the original amount approved with Gliden to ensure that we can get this work done. The work is expected to be completed before the next CCPD Board meeting. • Question asked by CCPD Board President: The $36,000 is included in the overall budget, is that correct? And to confirm, there is a communication device included for Police radio communications, correct? • Response given by Deputy Director of Public Works Lauren LaNeave: Yes, that's correct. If you reference the cost breakdown memo, there is an amplifier that is roughly $42,000 and the HAM radio and coaxial cables for roughly $20,000. • Question asked by CCPD Board Member: Last time we asked if the $99,000 contingency had been used? Will the project exceed the amount of funds allocated as contingency funds? • Response given by Deputy Director of Public Works Lauren LaNeave: No. Within the project budget, there are plenty of contingency funds remaining for all vendors that you've already authorized funding for. The purpose of this request is to ask your approval to spend an additional $36,000 with the contractor, Gliden. The $36K is already included in the original budget, we just need your approval to spend it. If there are any remaining funds left over at the end of the project, those remaining funds will go back to the CCPD Fund Balance. Motion: Approve Item 3C Second: CCPD Board Member City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Page 2 of 5 3D. APPROVE CONTRACT CHANGE ORDERS WITH GLIDEN INDUSTRIES, LLC FOR A TOTAL NOT TO EXCEED $782,000 FOR WORK NECESSARY TO COMPLETE THE EMERGENCY OPERATIONS CENTER RELOCATION PROJECT. APPROVED (6 — 0) Motion: Approve Item 3D Second: CCPD Board Member 4. DISCUSSION 4A. UPDATE ON CRIME CONTROL AND PREVENTION DISTRICT SALES TAX • Update given by Chief Financial Officer Sharen Jackson: The sales tax report included in your budget shows that we collected less in the first quarter of this fiscal year than we collected in Q1 of last year. Year to date, we are just .4% above what we collected for the same period last year and 1 % above what we collected in 2022. We're still relatively flat. Due to the trend of sales tax going down, we were very conservative with the 2024 CCPD Fund budget projections. Therefore, we will end the current fiscal year well within budget. Due to large sales tax adjustments, in our favor, in August 2023, we ended the FY23 budget year better than we anticipated. 4B. DISCUSS UPCOMING PUBLIC SAFETY NEEDS Update given by Interim Chief of Police Ashleigh Casey: Each year in May, the City brings the CCPD Board a preview of the requests we're proposing. The first request is a NETCO Radio System Upgrade. The City of Southlake is a member of a radio consortium which consists of 6 cities including Southlake, Colleyville, Keller, Bedford, Euless and Grapevine. Within the shared radio consortium, this is the radio system for our portable radios and radio towers to make sure that we can communicate not only within our Fire Department and Police Department, but with our surrounding cities that help mutual aid us. This amount represents our share of the cost at $167,000 for phase one of the upgrades. Capt. Luna, in our department, is the NECTO Consortium representative who attends the meetings. Moving forward, we can anticipate additional costs for phase two and phase three of the upgrades spread out over the next 5 years. During that time, there will be meetings with the radio vendor informing us of the infrastructure -related things that need to be completed in order to keep the system running and what is required to ensure continuity for the future. City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Page 3 of 5 The next item is the NTR Armored SWAT Vehicle, referred to as a Bearcat. The Bearcat will provide our SWAT team and police officers an upgraded layer of protection in high -risk situations. Think about high -risk situations such as the hostage situation in Colleyville. We recently responded back to Colleyville with another armed individual where we needed that type of protection. The Bearcat has an increased ability to maneuver. It can be used more in urban settings and for what you need it to do in those situations. If you recall, NTR SWAT is comprised of 5 agencies including Southlake, Colleyville, Keller, Roanoke and Trophy Club. The $80,000 represents our share of the total cost. The reason we're proposing this item at this time is because we've received buy -in from the other agencies regarding the funding to acquire this vehicle, so this is the year we intend to move forward. The final item on the list is additional body cameras for our school resource officers. As our SRO Division has expanded over the years, this has become a need. At times, we have body cameras that are sent back for replacement or repairs. This is not just to add to the existing body cameras we have. When you think of technology, it's only as good as the time that it works. This will allow us more flexibility to have extra body cameras on hand as we need them. The grand total for these three requests is $273,000. This proposal will go through the annual City budget process, and we'll come back in July with a final list and the associated costs. . Comment made by Assistant City Manager James Brandon: Depending on the budgetary needs and the CCPD Fund Balance availability, this list may change before we meet again in July. This proposal is just so you know what our maximum requests are. • Question asked by CCPD Board Member: Compared to the MRAP that we already have, how many SWAT members will the Bearcat hold? • Response given by Assistant City Manager James Brandon: The Bearcat is smaller and much more maneuverable. The MRAP is outfitted for the military, and it is overbuilt for our use. Also, the MRAP is under the Texas 1033 Surplus Program which means the military still owns it, so at any time they can request it back if they choose to. By purchasing the Bearcat, it allows us to control the asset. To directly answer your question, the Bearcat can hold 6 or 7 people. But sometimes these vehicles are less about how many people you can put in them than they are about the mobile cover. For example, the synagogue incident, we may need to get the officers from A to B, but after that the officers will be outside of the vehicle to react to whatever is going on. Think about a standard four-sided structure, having the MRAP and the Bearcat allows us to have that armored protection on both sides of that structure to be able to handle that incident a lot better. The Bearcat is manufactured specifically for SWAT teams, and this is a unique opportunity for all of the partner cities to pitch in to have this joint asset. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Page 4 of 5 • Question asked by CCPD Board Member: Are we approving the NETCO radios this year and then approving it every 2 years? • Response given by Interim Chief of Police Ashleigh Casey: The vendor we are working with is basically informing us about what needs to happen within the next 5 years. The Consortium has worked with the vendor to identify what our options are. The recommendation from the Consortium is to plot it out in phases and forecast what will be needed over the next few years. We're starting with phase one in FY25. We anticipate the next two phases will take place in 2028 and 2030. 6. ANNOUNCEMENTS Next CCPD meeting: July 24, 2024, at 6:00pm. 7. MEETING ADJOURNED: 6:30 PM Ken McMillan, Pr sident Crim Control and Prevention District Board Erika Fletc e , Secretary Crime Control and Prevention District Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Page 5 of 5