04 Staff Report - Execute an agreement with City of Campbell
DATE: COUNCIL AGENDA REPORT January 22,2009 MEETING DATE: 2/2/09 ITEM NO: TO: FROM: MAYOR AND TOWN COUNCIL GREG LARSON, TOWN MANAGER 4-- SUBJECT: ADOPT RESOLUTION AUTHORIZING THE TOWN
MANAGER TO EXECUTE AN AGREEMENT WITH THE CITY OF CAMPBELL TO PROVIDE COURT LIAISON SERVICES FOR THE TOWN OF LOS GATOS/MONTE SERENO POLICE DEPARTMENT AND TO AUTHORIZE THE TOWN MANAGER
TO EXECUTE FUTURE AMENDMENTS TO THE AGREEMENT. RECOMMENDATION: Adopt a resolution (Attachment 1) authorizing the Town Manager to execute an agreement with the City of Campbell to provide
court liaison services for the Town of Los Gatos/Monte Sereno Police Department and to authorize the Town Manager to execute future amendments to the agreement. BACKGROUND: For some
time, Police Department staff has been looking for opportunities to share resources with the City of Campbell Police Department that will result in a reduction of costs and/or increased
service levels. For example, in 2006 the Town entered into an agreement with the City of Campbell Police Department to formalize the creation of a regionalized Special Weapons and Tactics
(SWAT) and Hostage Negotiations Team (HNT). Staff has identified another collaborative opportunity through the sharing of a Community Services Officer (CSO) to provide court liaison
services for the police department. DISCUSSION: For the past several months, both agencies have been discussing the sharing of one CSO position assigned to provide court liaison services
for both departments and have been testing the feasibility of this shared service. PREPARED BY: Scott S. Seaman, Chief of Police U:\Council Reports\CoUlt Liaison agreement
repOlt.doc Reviewed by;R$.S Town Manager Ok'itown Attorney __Clerk Administrator -Winance __Community Development
PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH THE CITY OF CAMPBELL TO PROVIDE COURT LIAISON SERVICES FOR THE TOWN
OF LOS GATOS/MONTE SERENO POLICE DEPARTMENT AND TO AUTHORIZE THE TOWN MANAGER TO EXECUTE FUTURE AMENDMENTS TO THE AGREEMENT. DATE: February 2,2009 The CSO who is assigned to the role
of court liaison is the central point of contact for routine daily interactions between the Police Department, the Office of the District Attorney and the Courts. Typical daily tasks
include: processing and filing of all criminal complaints; subpoena coordination of witnesses; entry and updates to arrest databases and records management systems; and other tasks as
outlined in Attachment 1, Exhibit A. In FY 2008/09, the resignation of the police department's crime analyst provided an opportunity for the police department to reduce persounel costs
through the restructure of some support services civilian personnel. This restructure resulted in the authorized addition of one FTE records specialist position who would assume some
of the tasks of the higher paid crime analyst position and some of the duties of the CSO assigned to the detective bureau. The CSO assigned to the detective bureau had previously been
assigned the role of court liaison along with other detective bureau support functions. The new records specialist position has remained unfilled pending the outcome of the trial period
for a shared position with Campbell Police Department. After reviewing the workload of both agencies, staff has determined that the workload to be shared would constitute a 60/40 split
of one FTE Community Services Officer between the City of Campbell Police Department and the Town of Los Gatos/Monte Sereno Police Department respectively. The proposed rate for this
service is outlined in Exhibit B. The Los Gatos/Monte Sereno Police Department should realize a cost savings of approximately .5 FTE of one records specialist position by FY 2009/10.
The Human Resources Managers from both the City of Campbell and the Town of Los Gatos have reviewed tlle proposed scope of services and have determined that they are in accordance with
the Memorandum of Understanding pertaining to each department and their respective bargaining groups. CONCLUSION: Based on the success to date of this trial program, staff is recommending
that the Town Manager be authorized to negotiate and enter into an Agreement with the City of Campbell for the purposes of providing court liaison services to the police department.
ENVIRONMENTAL ASSESSMENT: Is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: The proposal will result in a salary savings for the police department
of approximately $79,582 for the remainder ofFY 2008/09 and approximately $60,012 in FY 2009/10.
PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH THE CITY OF CAMPBELL TO PROVIDE COURT LIAISON SERVICES FOR THE TOWN
OF LOS GATOS/MONTE SERENO POLICE DEPARTMENT AND TO AUTHORIZE THE TOWN MANAGER TO EXECUTE FUTURE AMENDMENTS TO THE AGREEMENT. DATE: February 2, 2009 Attachments: Attachment 1 -Resolution
(with Court Liaison Agreement and Exhibits A & B) Distribution: General Distribution.
RESOLUTION RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT AND FUTURE MINOR AMENDMENTS WITH THE CITY OF CAMPBELL TO PROVIDE COURT LIAISON SERVICES
FOR THE TOWN OF LOS GATOS/MONTE SERENO POLICE DEPARTMENT. WHEREAS, the Town of Los Gatos and the City of Campbell have agreed it is in both agency's best interest to enter into an AGREEMENT
TO PROVIDE COURT LIAISON SERVICES (hereinafter "Original Agreement" attached), in order to streamline services and reduce costs for both entities related to the processing of criminal
complaints, walTants, subpoenas, and other related tasks as described in Exhibit A, WHEREAS, the Town of Los Gatos and the City of Campbell may desire to continue the Original Agreement
and to modify its terms with respect to future costs of services provided upon mutual agreement ofthe Town and City Managers' extension of the telTn of Original Agreement for each subsequent
year of existence, WHEREAS, the Town of Los Gatos will recognize a cost savings associated with the reduction of approximately .5 FTE Police Records Specialist in the police department
in FY 2009/10, RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa Clara, State of California, that the Town of Los Gatos enter into an agreement with the City of
Campbell to provide court liaison services for the Town of Los Gatos/Monte Sereno Police Department, and that the Town Manager is authorized, and is hereby directed, to execute said
agreement and future minor amendments in the name and on behalf of the Town of Los Gatos. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California,
held on the 2nd day of February, 2009 by the following vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK
ADMINISTRATOR LOS GATOS, CALIFORNIA Attachment 1
COURT LIAISON SERVICES AGREEMENT This Agreement entered into on ,----is between the CITY OF CAMPBELL and the TOWN OF LOS GATOS. RECITALS Town of Los Gatos is authorized to enter into
an Agreement with City of Campbell to provide court liaison services. Town of Los Gatos is prepared to authorize City of Campbell to provide court liaison services. The services to be
performed are listed in the SCOPE ofWORl<', attached hereto as Exhibit A. Town of Los Gatos and City of Campbell do mutually desire to cooperate in the area of court liaison services
and desire to specify herein the tenns and conditions under which the SERVICES will be provided NOW, THEREFORE, the parties agree as follows: AGREEMENT SECTION I TOWN OF LOS GATOS SHALL:
Bear all costs for SERVICES, as set forth in the Rate Schedule attached hereto as Exhibit B. Reimburse City of Campbell within 30 days after receipt of each billing associated with the
SERVICES. SECTION II CITY OF CAMPBELL SHALL: City of Campbell agrees to provide the services detailed in Exhibit A. City of Campbell agrees to notify ofTown of Los Gatos when City of
Campbell is unable to provide court liaison duties due to scheduled time off or vacation.
SECTION III The City of Campbell may update the Rate Schedule on an annual basis beginning FY 2009-2010. No amendment of this Agreement shall be valid unless made in writing and signed
by the parties hereto. No oral understanding or agreement not expressly incorporated herein shall be binding on either of the parties hereto. City of Campbell and Town of Los Gatos agree
that either party may terminate this agreement upon 60-day written notice to the other party. At the time of termination, the City of Campbell will be paid for work performed through
and including the date of receipt ofthe noticed termination in accordance with the tenns of this Agreement. Any notice served pursuant to this Agreement shall be personally delivered
or sent by first class U.S. mail or by overnight courier promising overnight delivery to the following: CITY: TOWN: Attachment A: Scope of Services Attachment B: Rate Schedule City of
Campbell Dan Rich, City Manager 70 N First Street Campbell, CA 95008 Town of Los Gatos Greg Larson, Town Manager I 10 East Main Street Los Gatos, CA 95032 IN WITNESS WHRE OF, the parties
hereto have execute this Agreement as of the__ day of ,20_ TOWN OF LOS GATOS, by: Greg Larson, Town Manager APPROVED AS TO FORM: Orry P. Korb, Town Attorney CITY OF CAMPBELL, by: Dan
Rich, City Manager William Seligrnann, City Attorney
SCOPE OF SERVICES The following list constitutes a general outline of the court liaison services that will be provided to the Town of Los Gatos by the City of Campbell court liaison
staff person: 1, The court liaison person will go to the Town of Los Gatos a minimum of two (2) times a week for pick-up of paperwork that is required to be submitted to the appropriate
Court. 2, The court liaison person will run the arrest booking list in Criminal Justice Information Center for both agencies to determine which agency has time sensitive, in-custody
reports that must be submitted to the Office of the District Attorney, 3, The court liaison person will process all in-custody complaints as necessary, 4, The court liaison person will
take all criminal complaint requests to the Office of the District Attorney, 5, The court liaison person will be responsible for walking through arrest warrants when requested, 6. The
court liaison person will be responsible for the collection and delivery of all required documents to Office of the District Attorney, Juvenile Probation Department, Traffic Court, Central
Identification Unit, Central Identification Division and the Hall of Justice, 7, The court liaison person will update the Tiburon database with charges that are filed, complaint requests
that are refused or require follow up and the date if a complaint is resubmitted to the Office of the District Attorney, 8, The court liaison person will process and enter subpoenas
into the Tiburon database and deliver subpoenas to the office of the Patrol Sergeant for service, The Court Liaison person will enter the service information into the database and deliver
the served subpoenas to the Office of the District Attorney, 9, The court liaison person will update charges in the arrest database as needed, 10, The court liaison person will update
CJIC and send the 849 letters when necessary. 11. The court liaison person will review the charge audit report once a month, 12. The court liaison person will obtain lab results from
Criminal Justice Information Center and forward the information to the Office of the District Attorney and Department of Motor Vehicles as needed, 13, The court liaison person will mail
required forms to the Department of Motor Vehicles, 14, The court liaison person will be the main point of contact between the Los Gatos Police Department and members of the Office of
the District Attorney and Superior Court when needed, F.xHIBIT A
15. The court liaison person will be responsible for notifying the Los Gatos Detective Sergeant of all follow up requests from the Office of the District Attorney. 16. The Town of Los
Gatos will provide a workstation for the court liaison person and remote access to their Tiburon Records Management System. 17. Reporting Relationships -Any issues that Los Gatos Monte
Sereno Police Department has regarding employee performance shouid be brought to the attention of the Campbell Police Records Supervisor. 18. Time Off Requests -All time off requests
will be submitted to the Campbell Police Department Records Supervisor for approval. 19. Sick Calls -The court liaison person wili contact the Campbell Police Department Records Supervisor
or person designated by the Records Supervisor when calling in sick. 20. Point of Contact for Los Gatos-Monte Sereno Police Department is the Administrative Services Manager. 21. The
Scope of Services document wili be reviewed annually or as either agency deems necessary.
CITY OF CAMPBELL RATE SCHEDULE Rates are calculated for Community Service Officer position assigned to Court Liaison FY 2008-2009 .40 FTE $18,256.72 (January 1, 2009 -June 30, 2009)
$ 47.70 (Hourly overtime pay -including benefits) FY 2009-2010 .40 FTE $37,826.83 (July 1, 2009 -June 30, 2010) $ 52.22 (Hourly overtime pay -including benefits) EXHBIT B