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Desk Item0 N F �0s c�to DATE: Wei FROM: 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 Quoting from httv:H saratoga. ca. us / civicax /filebankiblobdload.asvx ?B1obID =9152 Address Financial Liabilities aw"M Pet Mrofcob 75%m 100 Lftspan 85 $1 far r0 RU Rebablllfaflon Ho. 55 slgnnlcant Drop Q In condition will cost S4 fo $5 Here 10 SmallB of Pavement Life D Lifsspan 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 Quoting from httv:H saratoga. ca. us / civicax /filebankiblobdload.asvx ?B1obID =9152 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. <fommuuttr \foot Wp. E.vn[x -�` fi 7 }«iMng n -Q sn «:;rtsen,K, _6 1 FM.d Aa' 4 lulmw Senn+ Io.nv: r Charge. J rgs4 l�ontreCt Servims r..o% rm.k Clu John Shepardson, Esq. (408) 395 -3701 f s «m�•s� e.a «fia C'al. tMtnreu! tatorids& Sapplin