04 Staff Report - "Teleminder" Community Notification SystemN MEETING DATE: 3/7/05
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ITEM NO. /
COUNCIL AGENDA REPORT
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DATE: February 28, 2005
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: ACCEPT GRANT FOR "TELEMINDER" COMMUNITY NOTIFICATION
SYSTEM.
RECOMMENDATION:
1. Accept grant for "TeleMinder" community notification system.
2. Authorize budget adjustment to increase appropriations in the amount of $30,000.00 in Operating
Grants (Fund 270).
BACKGROUND:
In November 2004, the police department applied for a grant from Simtel, Inc. for a community
notification system, marketed as "TeleMinder." The system has a value of $30,000.00. The Town
had previously researched this and similar systems for possible acquisition. In January 2005, the
police department was notified that the grant was approved. Council action is required to accept the
donation of the system from Simtel, Inc.
DISCUSSION:
Prior to the submission of the grant application, Town staff had conducted research into various
community notification systems to enhance its ability to communicate with residents in emergency
and non-emergency situations. The "Teleminder" system was one of those researched and was
considered a desirable system for purchase if funds were available. Concurrently, police department
staff pursued the grant application and have been successful in obtaining this system at no cost to
the Town.
A community notification system uses a computer and specialty computer software to automatically
PREPARED BY: Scott R. Seaman
Chief of Police
Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator
&Q Finance Community Development Revised: 3/3/05 8:32 am
Reformatted: 5/30/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT GRANT FOR "TELEMINDER" COMMUNITY NOTIFICATION
SYSTEM.
(February 28, 2005)
call targeted areas of the community via telephone and deliver routine or custom pre-recorded
messages. This grant provides the police department, and the Town, with all of the necessary
computer hardware and software to operate this system. The grant further provides necessary
training and computer support for one year at no cost. The Town will pay approximately $100 to load
the system with published and non-published telephone information for telephone subscribers in Los
Gatos and Monte Sereno. This information will be updated two to four times per year, each time at
a cost of approximately $100. A user has the ability to identify an area of Los Gatos or Monte
Sereno, in which it wants to send out a pre-recorded message, using a computerized map. The
system then automatically dials each of the phone numbers in the identified area, and delivers the
information when the phone is answered, or leaves a message on a recorder. The system has the
capability of multiple calls in a short period of time. Future enhancements from the company are
expected to significantly increase the speed with which the system can place calls.
The Town expects to be able to use this system for routine and emergency notifications such as
notifying neighborhoods or businesses of crime patterns, providing alerts for a missing child and
attempting to locate witnesses to a crime in a given neighborhood, among many other uses. The
system will be available to other Town departments as well. It could be utilized to notify
neighborhoods of upcoming meetings or to inform residents of Town actions affecting their
neighborhood. In emergency conditions, staff expects to use the system during major storms,
earthquakes, or other natural disasters to inform and update residents and merchants of road closures,
downed power lines, flooding, or other hazard related issues.
While all of the equipment, installation and support will be provided by the vendor at no cost for the
first year, there are ongoing costs which were expected and which are consistent with all systems
researched bythe Town. Future year costs are approximately $4,000 and cover ongoing maintenance
and technical support and software upgrades. These costs are entirely optional as the system will
continue to function as a stand alone system after the first year. However, staff intends to purchase
this ongoing support in future years to ensure optimal performance of the system and to obtain all
software upgrades. Additionally, subscriber information updates are estimated at $400 per year.
Upon acceptance of the grant, the vendor will work with staff to install the system on-site, and
provide the initial training of designated personnel. The equipment will be located in the police
department and made available to other Town staff.
CONCLUSION:
Staffrecommends acceptance ofthe "Teleminder" community notification system, and authorization
for a budget adjustment to increase appropriations in the amount of $30,000 in Operating Grants
(Fund 270).
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT GRANT FOR "TELEMINDER" COMMUNITY NOTIFICATION
SYSTEM.
(February 28, 2005)
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
Costs associated with this system and its implementation for the first year, March 2005 to March
2006, are included in the grant with the exception of approximately $200 initial subscriber data costs
and the first update. These additional costs will come from the police department's existing operating
budget. For FY 2006/07, annual costs are estimated at approximately $4,400 for ongoing system
support and updating the telephone subscriber listings. Funds will be budgeted in program 4020,
account 61503 beginning in FY 2006/07.
FY 2004/05 Budget Adjustment requested:
Revenue appropriation in 270-0009 - 48730 for $30,000
Expenditure appropriation in 270-0009 - 77018 for $30,000
Attachments:
None
Distribution:
General