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MEETING DATE: 10/20/15
ITEM NO: 2
DESK ITEM
COUNCIL AGENDA REPORT
OCTOBER 20, 2015
MAYOR AND TOWN COUNCIL
LAUREL PREVETTI, TOWN MANAGER vAkwi— AAY'7�
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE TWO
REPLACEMENT POLICE PATROL VEHICLES FROM FOLSOM LAKE
FORD IN AN AMOUNT NOT TO EXCEED $70,009
REMARKS:
After the initial staff report was distributed on October 15, 2015, staff received the attached
public comment.
Item one in the attached public comment refers to this Agenda Item.
Attachments 1 -2 previously received with Staff Report on October 15 2015
1. Town Vehicle and Equipment Acquisition and Replacement Policy
2. Vehicle Purchase Proposal
Attachments received with this Desk Item:
3. Public comment received from 11:01 a.m. on Thursday October 15, 2015 through 11:00 a.m.
Monday October 19, 2015.
PREPARED BY: LAUREL PREVETTI
Town Manager
Reviewed by: n ssistant Town
Manager Town Attorney -qAFinance
V 17
From: Council
Subject: FW: Comments for Consideration at TC Meeting 10/20/15
From: John Shepardson [mailto:shepardsonlaw @me.com]
Sent: Monday, October 19, 2015 11:06 AM
To: Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie; Council; Laurel Prevetti
Subject: Comments for Consideration at TC Meeting 10/20/15
1. Replacement vehicles
With high performance maintenance, can the useful life of the
existing vehicles be extended, particularly since LG vehicles
probably have less demand upon them then the average
police vehicle in the state? It appears to me many of the police miles
are incurred in non emergent patrol.
What does the Sheriff's Office use? Their overall response times in Cupertino are better than
LG's by a considerable margin.
Cut and past from http: / /www.scattletimes.com /seattle- news /crime /sod- fleet - shifts- from - crown - vics -to-
crossover- vehicles/
SPD fleet shifts from Crown Vics to
crossover vehicles
Originally published August 10, 2015 at 8:33 pm updated August 13, 2015 at 3:03 pm
Corrected
ATTACHMENT
New uniforms, new patches and now the third installment of Seattle
police's latest image change is hitting the streets. The department
showed off its new Ford Police Interceptor Utility vehicle Monday.
New uniforms, new patches and now the third element of the Seattle police
makeover is hitting the streets — a new ride.seattle Times staff reporter
Police are joining leagues of suburban soccer moms and
outdoor enthusiasts who have traded in sedans for
crossover -style vehicles
On Monday, the department debuted its new Ford Police
Interceptor Utility vehicle, a cross between a Taurus sedan
and an Explorer SUV. While the patrol division has been
using the Police Interceptor for months, the department said
the vehicle debuted Monday features the new logo.
Sam Houghtaling, fleet operations manager for the city of
Seattle, said about go of the all- wheel- drive vehicles have
been added to the patrol division. An additional 3o are
getting outfitted with radios and other communications
equipment and are expected to hit the streets soon, he
added.
Houghtaling said the V -6- equipped vehicles shouldn't be
confused with an SUV.Each vehicle costs the city $47,500, a
figure that includes all of the specialty equipment and
electronics, Houghtaling said.
"Essentially it's a crossover; it's on the same identical chassis
as the sedan," he said.
For 20 years, Ford's venerable Crown Victoria has been the
mainstay of the patrol division. While a handful of Toyota
Priuses and SUVs are used by specialty divisions, the familiar
Crown Vic was the SPD's car of choice.
But in 2011, when Ford announced it was retiring the sedan,
Seattle's Department of Finance and Administrative
Services, which manages the city's fleet, began searching for
an alternative. Factors like cost, comfort, accommodations
for communications equipment, storage, gas mileage and
safety were evaluated, according to the Police Department
While Houghtaling has heard some grumblings from officers
about the size of the new patrol vehicle — it's shorter than
the Crown Vies — Seattle Police Officers' Guild President
Ron Smith said he hasn't heard any complaints.
Smith said the Police Interceptor has more room for in -car
computers and other electronics.
Houghtaling said the driver's seat offers better back support
and has a cutout in the back cushion to accommodate gun
belts. The back -seat doors swing open widely, offering better
access for prisoners.
The department considered replacing the fleet by test -
drivingChevrolet Tahoes and various Ford and Chevrolet
sedans. A study was conducted by the City of Seattle
evaluating potential Crown Vic replacements.
Officers test - driving the vehicles also filled out a 14 -page
questionnaire before Mayor Ed Murray ordered 120
Interceptors in February 2014.
As the 135 Crown Victoria sedans still in use wear out, the
city will replace them with the Police Interceptors,
Houghtaling said.
The new vehicle offers better mileage than the Crown
Victoria, though both are hardly stingy with gas because of
constant idling. The new Ford Interceptors averaged 8.4
miles per gallon during one test period, compared with 6.7
mpg for the Crown Vies.
Maintenance costs per mile were also cheaper, 23 cents
compared with 40 cents for the Crown Vies.
Switching the patrol fleet to electric vehicles is not a
possibility because officers need horsepower, Houghtaling
added.
"We're always looking for the newest technologies, but
there's no electric vehicle that's pursuit- rated," he said.
Houghtaling said the go Ford Interceptors already on the
streets are an array of 2014 and 2015 models.
4
Late last year, Seattle police announced they were ditching
their two -tone blue uniforms and replacing them with solid
navy -blue slacks and shirts. The uniforms feature a new
shoulder patch, which includes the freshly designed logo
depicting Chief Sealth and the words "service," "pride" and
"dedication."'
The Ford Police Interceptor Utility has gained popularity
across the nation, said Tracy Warren, assistant fleet manager
for the Washington State Patrol.
Warren said he attended a meeting with officials from Ford
last week who claimed their Interceptor is beating
competitors by Dodge and Chevrolet.
Also forced to replace their line Crown Vic sedans, the State
Patrol decided on the Ford Interceptor. Since 2013, the State
Patrol has added 316 of the vehicles to their fleet, Warren
said.
"So far the benefit is it's a little less expensive to operate. The
tires and brake pads last longer," said Warren. "We expect it will
be better in adverse conditions to allow troopers to not spend
time chaining up in the snow or get to places they (otherwise)
couldn't."
2. Solar Ordinance
Thumbs up!
3. Library
Programs for pre - school and early years yield big personal and community returns in later years.
I'm curious to know what the costs and benefits would be if we outsourced the library to the county system?
Wasn't former Council Member McNutt a proponent of outsourcing? What does it cost Saratoga to run their
library?
Is there a partnership arrangement that could be reached with the county that would create a revenue source for
the town? I do recognize the great work of the
supporters of the library. Saratoga, Campbell and Cupertino have libraries that are part of the county system.
4. Almond Grove & Broadway
Legal liability is a continuing risk. Suggest warning signs and repairs as soon as possible.
Contract for the entire Almond Grove and Broadway. Repair all streets ASPP with priority to the
Almond Grove streets since they were first in the development project. Priority within the Almond Grove
should be to those streets in
most disrepair and used most. Keeping streets wide makes sense. If the funding can be achieved now,
I personally prefer concrete (better for reducing global warming and heat island). If necessary to effectuate
immediate repairs, I would sacrifice the concrete to
get repairs with asphalt.
5. Roads in General
Cut and paste from htti):Hsaratoiza.ca.us /civicax /filebank/blobdload asnx ?BlobID =9152
1. Improve Local Roads
One of the survival strategies many cities, including Saratoga, used during the recession was to defer maintenance of
infrastructure, such as paving of local roads. The pavement condition of roads is measured by a Pavement Condition Index
(PCI). The average PCI of Saratoga roads dropped below the 70 (Fair) rating for the fast time in many years.
The following graph shows the deterioration of a typical road. Deterioration occurs at a moderate rate for the majority of a
road's lifespan. There is a significant drop in pavement condition after the road hits 75% of its expected lifespan. The cost for
resurfacing or restoration of a road increases by four to five times once it passes that point. During the recession expenditures
for traffic light repairs, striping, signage, along with curb and gutter repairs reduced budgeted funding for street
resurfacing/restoration. The reduced budget for these activities resulted in the drop in PCI during the recession.
Pavement Condition Deterioration Curve
For FY 2015/16, dedicated funding for street resurfacing/restoration will increase by $375,000 for a total budget of $1.3 million. The
goal of the budget increase is to stabilize the overall condition of the City's roads and to steadily increase the overall PCI above 70.
This will help ensure the integrity of the roads for a longer period of time, thereby saving the City on costly upgrades in the future.
6. Unfunded Pension Liabilities
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Address Financial Liabilities
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For FY 2015/16, dedicated funding for street resurfacing/restoration will increase by $375,000 for a total budget of $1.3 million. The
goal of the budget increase is to stabilize the overall condition of the City's roads and to steadily increase the overall PCI above 70.
This will help ensure the integrity of the roads for a longer period of time, thereby saving the City on costly upgrades in the future.
6. Unfunded Pension Liabilities
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Address Financial Liabilities
The vast majority of cities in California provide retirement benefits for their employees through the California Public Employee's
Retirement System (CaIPERS), which administers benefits for its 1.6 million members. The Ca1PERS retirement plan is structured as
a defined benefit plan, which means the plan provides benefits that are calculated using a formula, rather than accounting for
individual member's contributions and earnings in a savings plan, such as occurs with a 401k. During the recession, CalPERS
investment assets decreased substantially and actuarial methods and economic and demographic assumptions were adjusted,
significantly decreasing asset valuations. Together, the investment decline and actuarial changes created a gap between pension assets
and liabilities. This gap is known as an "Unfunded Accrued Liability" (UAL).
In 2014, Ca1PERS separated the UAL from the normal annual service cost in the annual valuation report. Saratoga's UAL was
expected to grow to $7.7 million by the end of FY 2014/15. While substantial for Saratoga, other cities that provide enhanced pensions
are facing a UAL many times this amount. Consistent with the commitment to limiting the cost of services, Saratoga chose not to
incur the long -term liability of larger pension payouts or providing post- retirement benefits.
The City Council again demonstrated unprecedented fiscal stewardship in FY 2014/15 by directing staff to pay down the UAL by $3.3
million. This decision saved the City $3.6 million in future interest payments. Also with Council direction, the City plans on paying
$500,000 a year for the next 15 years toward the remaining $4.3 million UAL instead of following Ca1PERS suggested 30 -year
payment plan. This accelerated payment plan will save another $3 to $4 million in interest payments.
The City has maintained a relatively small staff, averaging 56 full -time employees over the past 10 years, which works diligently to
provide services to Saratoga's residents. Even with a lean work force, employees' salaries and benefits make up the largest portion of
the FY 2015/16 General Fund expense at approximately $7 million, or 38% of the Proposed General Fund Budget. Employee costs
have increased by almost $1 million in just five years, part of which can be attributed to rising medical benefit costs.
The Memoranda of Understanding for the three employee organizations expires on June 30, 2015. The agreements that have been
mutually approved include provisions whereby the City and employees have agreed to share the cost for the growing cost of medical
benefits. This change is a big step in addressing a long tern liability and will help the City continue delivering a high quality of
service to residents into the future.
7. Police Services
Cut and paste from http:// saratoga. ca. us/ eivicax /filebank/blobdioad.aspx ?BlobID =9152
LAW ENFORCEMENT SERVICES
Another impact on the FY 2015/16 Proposed Budget is the City's contract with the Santa Clara County Sheriff's Office. Saratoga has
contracted with the Santa Clara County Sheriff s Office for law enforcement services since Saratoga's incorporation in 1956. This
partnership has been rewarding for the City due to the Sheriff's Office flexibility in staffing, responsiveness to community needs, and
quality of services. As a result, Saratoga was named the "Safest City in California" in 2013 and the 12th "Safest City in the United
States" in 2014.
At $4.98 million, the Sheriff's contract is 27% of the FY 2015 /16 Proposed General Fund Budget, which is the City's second largest
General Fund expenditure. The cost of law enforcement services increased by $498,000 last fiscal year due to both added hours
requested by the City, and retroactive wage increases approved by the County Board of Supervisors. Service costs are expected to
increase another $250,000 in FY 2015/16 as the wage increases continue to be phased in. Public safety continues to be vitally
important to residents, City Council Members, and the Sheriff's Office. We will continue working closely with the Sheriff s Office to
identify options to limit the cost without impacting service levels. Despite these increases, the overall cost per Saratoga resident is still
lower than neighboring cities in -house law enforcement service costs.
Public safety continues to be a top priority for City Council members, residents, and the Santa Clara County Office of the Sheriff. The
City has contracted with the Sheriffs Office for public safety services since Saratoga was incorporated in 1956. This partnership has
been rewarding for the City in multiple ways.
The City saves millions of dollars a year by contracting with the Sheriff's
Office instead of employing an in -house police department. Even with an 8.1% cost
increase from the prior year — due to retroactive and current year wage increases under a new MOU, the Sheriff Contract accounts for
just 26.7% of the City's General Fund budget. This compares favorably to other Santa Clara
County municipalities that dedicated upwards of 40% or more of their
General Fund budgets on police services. (emphasis added)
While the Sheriffs Office contract cost is comparatively small, the City has received an immense return in
services. The Sheriffs Office provides all the services that an internal police department would — patrol, traffic enforcement,
and investigations —but with the added benefit of crime analysts, technology services, and other valuable law enforcement services on
an incremental, as- needed basis. In FY 2015 /16, the Sheriffs Office contract will provide 20,060 general law enforcement service
hours, 4,195 traffic enforcement hours, 2,400 investigative hours, 340 reserve activity hours, and a full -time School Resources
Officer.
Not only does the City see considerable cost savings through its agreement with the Santa Clara County Office of the Sheriff, but
crime rates also remain low compared with surrounding municipalities.
This is due to being part of a broader law enforcement organization.
Deputies are aware of criminal activity occurring throughout the county,
not just Saratoga. This broader communication alerts deputies and crime
analysts to targeted areas, criminal patterns, and crime activity
connections and suspects. In fact, our city was recognized for its low crime rate in November 2013 when
SafeW ise.com named Saratoga "The Safest City in California ". (emphasis added)
This honor was followed just a few months later with news that Saratoga had been named the 12th Safest City in the United States by
NeighborhoodScout.com. The company released the results in February 2014. The company based its findings on the research of cities
with 25,000 residents or more and the total number of property and violent crimes per 1,000 residents. Crimes included burglary, theft,
motor vehicle theft, murder, rape, armed robbery, and aggravated assault.
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