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2025-05-13 CCPD Meeting9 CITY OF SOUTHLAKE TEXAS SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING AGENDA May 13, 2025 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 aboutnon-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 October 8, 2024 Crime Control and Prevention District Board meeting. B. Approve the Fiscal Year 2024 Crime Control and Prevention District annual report. 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, board, commission or committee may be present at this meeting. CERTIFICATE I hereby certify that the above agenI was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas on`�fkl �,u�2025, by 6:00 p.m., pursuant to Chapter 551 of the Texas Government Code. m D" VlAy T MCta If you plan to attend this me6i,)A?0 khave�`disability that requires special needs, please advise the City Secretary 48 hours in advance �1180A'F� -8016, and reasonable accommodations will be made to assist you. Page 1 of 7 CITY OF SOUTHLAI.E SOUTHLAKE CRIME CONTROL AN❑ PREVENTION DISTRICT BOAR❑ MEETING MINUTES: MAY 13, 2025 LOCATION: Southlake Police Department Headquarters 600 State Street, 41h Floor Southlake, TX 76092 TIME: 6:00 p.m. CRIME CONTROL AN❑ PREVENTION DISTRICT BOARD MEMBERS PRESENT: Ken McMillan (President), Robert Williams (Vice President), Jay ❑emas, Frank Powers, William Meddings and David Barnes CRIME CONTROL AND PREVENTION DISTRICT BOARD MEMBER ABSCENT: Kara Clubb STAFF PRESENT: Police Chief Ashleigh Casey, Fire Chief Shannon Langford, Chief Financial Officer Sharen Jackson, and CCPD Board Secretary Erika Fletcher 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 who steps forward to speak during public forum to limit remarks to three minutes or less.) 3. CONSIDER 3A. APPROVE MINUTES FROM THE ❑CTOBER 8, 2024 CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING APPROVED (6 — 0) Motion: CCPD Board Member proposed a motion to approve the minutes from the October 8, 2024 CCPD Board Meeting. Second: CCPD Board Member 3B. APPROVE THE FISCAL YEAR 2024 CRIME CONTROL AN❑ PREVENTION DISTRICT ANNUAL REPORT APPROVE❑ (6 — 0) May 13, 2025, Crime Control and Prevention District Board Meeting Minutes Page 2 of 7 • Comments made by CCPD Board President There is one correction needed on page 21 of the 2024 CCPD Annual Report. The 2024 Actual total is off by $1.00. In the appendix, there is a part that talks about a new interview room. • Response given by Police Chief Ashleigh Casey It is a pre-existing soft interview room. This soft interview room is used in a law enforcement setting for victims of sexual assault, victims of domestic crimes, etc. And what we've learned is that the interview rooms over the years have been very sterile in appearance, so we worked with a non-profit organization that helps police departments spruce up soft interview rooms so that they are less sterile & less institutional -looking. Now, our soft interview room is more inviting & welcoming for victims when they have to tell about their traumatic experience. Keep in mind, when we conduct interviews, we have to interview everyone. Initially, we have to interview the victims to determine what happened. From there, we interview suspects or persons of interest, in which these interviews are recorded, and we use the recordings during the prosecution process. We currently maintain the soft interview room for victims and the other interview rooms for persons of interest and suspects. • Comments made by CCPD Board Member: I think it's a great idea. l saw the article in one of the local publications and I think it's a terrific idea. • Question asked by CCPD Board President: This was a really nice report. Who is the target audience for this type of report? • Response given by Police Chief Ashleigh Casey: The general public. Motion: CCPD Board Member proposed a motion to approve the 2024 Crime Control and Prevention District Annual Report. Second: CCPD Board Member 4. DISCUSSION 4A. UPDATE ON CRIME CONTROL AND PREVENTION DISTRICT SALES TAX • Update given by Chief Financial Officer Sharen Jackson - May 13, 2025, Crime Control and Prevention District Board Meeting Minutes Page 3 of 7 Included in your packet, year to date, we've collected just under $1.4M. We are trending above what we collected in the prior year and it's very close to what we projected for 2025. We've had some audit adjustments over the last 6 months and once we pulled out those adjustments, we are trending below. We have a one-time adjustment that's included, which will make us about $23K above budget. We will continue to monitor pretty closely, but it's pretty tight. I am comfortable that we should end the year within budget. It's just a lot tighter than what we're used to seeing. • Questions asked by CCP❑ Board President: When will we receive another sales tax report? Will it be in July, with the budget? • Response given by Chief Financial Officer Sharen Jackson: Yes. 4B. UPDATE ON THE FY26 PUBLIC SAFETY NEEDS ■ Updates given by Police Chief Ashleigh Casey: Yes, so no action is requested today. As you recall, every May, we bring a preview of items we are looking to propose for the upcoming budget year. These items are currently under review as they are going through the City's formal budget process. If they are approved, we will add them to our CCPD budget presentation at the July 29, 2025, CCPD meeting. The first item is the replacement of the SWAT Ballistic Vests, at an estimated cost of $37,730. This will replace a total of 11 ballistic vests that are in accordance with the Police Department's current 5-year vest replacement program. As you recall, ballistic vest manufacturers warranty their vests for 5 years. This will ensure that the vests are the most up to date and within warranty. The eleven vests will replace 8 vests for our Southlake SWAT operators and 3 vests for our SWAT medics, who are all currently assigned to the SWAT Regional Team. At the end of the life of the vest, when it falls out of warranty, the vests will g❑ to destruction. The second item is the replacement of the SWAT Ballistic Helmets, at an estimated cost of $16,808. This item falls in line with the ballistic vests as the head gear that will go along with the vests. This will replace 8 of our SWAT operator's helmets, and only 1 SWAT medic helmet is needed for replacement. The third item is the replacement of the Police Department's Defensive Tactics Gear with the estimated cost of $4,945. This item will replace and upgrade defensive tactics gear for our officers. Our department has defensive -tactics instructors that use a variety of equipment to simulate a real situation during scenario -based training. This allows us to d❑ that in a controlled environment, and it increases our effectiveness by mimicking what we would normally use out in the field. It also mitigates injuries to our officers. May 13, 2025, Crime Control and Prevention District Board Meeting Minutes Page 4 of 7 The fourth item is the purchase of one Patrol Bicycle with an estimated cost of $2,000. The purchase of one additional Patrol -grade bike will support campus patrol operations by SRCs assigned to the department's Bike Team. Currently, four SRCs are certified members of the team who currently utilize Patrol bikes to enhance visibility, mobility, and engagement while patrolling school grounds and during special events. ■ Question asked by CCPD Board Member: I remember, at Durham Elementary School, there was an inspection performed and one of the things that they wanted to d❑ to improve the safety of the campus was to have the officer on patrol during recess. So, would a bicycle help these officers to d❑ that or is this something a little different? • Response given by Police Chief Ashleigh Casey: Yes, this is different. The patrol vehicles that are assigned to campuses, typically, we have them in high visibility areas. The bike allows them to get around the campus more quickly. The bicycle officers will tell you that the bikes are beneficial in crowded environments. We use them at special events because of their mobility. It's easier to get through crowds and you can get there quicker. ■ Updates continued by Police Chief Ashleigh Casey: Next, on the list is Less Lethal 40MM Impact Munitions at $7,507. This includes two less lethal 40MM launchers, associated training and training munitions. I'll explain more about this since I realize that you may not be familiar with what this tool is. This provides an additional less lethal force option during critical incidents. So, to put this into context, the Police Department has a cadre of less lethal equipment that our officers use. Some of those items include pepper spray, batons, and a less lethal rifle that fires bean bag rounds. The difference in what we're asking for is, for most of these items, you have to be in close proximity to an individual to render them effective. The 40MM impact munitions gives us a lot more distance and space to utilize more less lethal options. It essentially resembles a t-shirt launcher that you see at baseball games, but it can fire up to 120 feet. For example, in dealing with a mental health situation, or when people are engaged in self -harm, this tool allows us the ability to reach out to them and disable them, which allows our officers to go in to help them and get them the treatment that they need. Another thing to note about less lethal options is that they're not always effective the first time. Think of tasers. Tasers are very specific in making sure that you make connections with your target. If one of the connectors doesn't make the connection, it doesn't complete the circuit, and it's rendered ineffective. S❑ oftentimes, you may deploy a less lethal tool and if it doesn't work, you have to move on to another tool. The goal with our less lethal options is to try to keep deadly force as the last resort, especially when we're dealing with people in mental health crisis. May 13, 2025, Crime Control and Prevention District Board Meeting Minutes Page 5 of 7 The final item on the list is the Police Records Scanning Project at an estimated cost of $38,991. This project is a Laserfiche upgrade. Laserfiche digitizes, secures and centralizes our documents and automates our workflows. This funding request is a one-time contract service to digitize our existing police records and criminal case files in a secure Laserfiche repository for preservation and safety for the required retention periods. It also enhances our record and file security, mitigates risks, and increases efficiency in planning and processing responses in accordance with the Texas Public Information Act. The total FY26 CCPD requests proposed is $107,946. CFO Jackson has reviewed the financial impact of these requests in context of our available revenue, and she is comfortable allocating these expenditures as they've been provided. Are there any questions you'd like me to answer? • Question asked by CCPD Board President: Laserfiche? Is that system something that is used by most agencies? • Response given by Police Chief Ashleigh Casey: Yes, there are other agencies, governmental agencies, that we are in contact with, that also use the Laserfiche system, and who will help us to set up our system. ■ Questions asked by CCPD Board Member: Do we currently have a drone program within the City? How many drones do we have? ■ Response given by Police Chief Ashleigh Casey: Yes, we currently have a drone program. We have 2-4 drones, depending on internal versus external use. We currently have a Drone Operator who has completed drone training. The thing to keep in mind, about the drone program, is a lot of agencies around us have drone programs, so we can maximize our capabilities. If at any moment, we need a drone operator and ours is off -duty, we can call Grapevine, we can call Colleyville's drone operators to assist us. We've used our drones in multiple ways just over the last couple of years, such as a missing person, or flying over an area that's heavily wooded. There are a lot of rules and regulations and on -going training that goes along with that program. • Comment made by CCPD Board Member: Walmart's program must be done now. You used to see drones flying out of North Richland Hills from the Walmart, but not anymore. It must have created a lot of issues with personal deliveries and such. • Response given by Police Chief Ashleigh Casey: The number of drone calls we receive letting us know there are drones flying over the area have gone up a little bit, but typically, when we're using ours, we don't get a lot of calls. May 13, 2025, Crime Control and Prevention District Board Meeting Minutes Page 6 of 7 ■ Questions asked by CCPD Board Member: l went to a Calleyville council meeting a little over a year ago, and they talked about license plate readers being installed in their police vehicles. Is that something we've ever entertained? Would it make it easier or more difficult for the officer? That's my question. • Response given by Police Chief Ashleigh Casey: We have looked at it. Some of it is the cost of it. We've engaged with a local vendor that other police departments utilize. We also utilize information from other cities' license plate reader information. It is an investigative tool that we continue to look at for the long term. • Comment made by CCPD Board Member: Based on the feedback from other departments, is the license plate reader a helpful tool or is it just technology to use? ■ Response given by Police Chief Ashleigh Casey: It can be helpful, especially when you're tracking a vehicle over a period or over a distance or between cities. So, yes, it can be. If you have an offense that was committed in one city and you didn't get a license plate number through that city, or you are able to track the license plate through other cities, you may get a license plate hit in another city. • Question asked by CCPD Board Member: Is there any way the CCPD budget is going to be increased soon on the revenue side? Possibly with more businesses coming to Southlake? • Response given by Chief Financial Officer Sharen Jackson: Sales tax is very volatile especially in Town Square where some stores have moved out. There's a timeline and even though they have things planned, there is downtime from when stores move out. There won't be any sales tax generated until a new store moves in. We haven't had any new businesses, we've had transitions. There are a few on the books and some other things coming down the pipeline, but no new businesses. There are residential homes coming within the next 12 months, but it's not going to affect the sales tax. • Question asked by CCPD Board Member: Any news on the radio upgrades, have they been completed? ■ Response given by Police Chief Ashleigh Casey: It has not been completed. I have a meeting about the radio upgrade tomorrow. Right now, it's still in phase one. May 13, 2025, Crime Control and Prevention District Board Meeting Minutes Page 7 of 7 5. ANNOUNCEMENTS Next CCP❑ meeting: July 29, 2925, at 6:DDpm. S. MEETING ADJOU RNED: 6:25 PM �k Ken McMillan, Pre ident Cri ontrol a Prevention District Board Erik Fletc er, Secretary Crime C❑ I and Prevention District Board May 13, 2025, Crime Control and Prevention District Board Meeting Minutes