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RPVCCA_CC_SR_2013_06_18_07_LAC_Sheriffs_Service_AgreementCITYOF RANCH:O PALOS VERDES MEMORANDUM TO: FROM: DATE: SUBJECT: REVIEWED: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL CAROLYNN PETRU, DEPUTY CITY MANAGE~ JUNE 18, 2013 FY 13-14 LOS ANGELES COUNTY SHERIFF'S SERVICE AGREEMENT AND REGIONAL CITIES DEPLOYMENT SURVEY (Supports 2013 City Council Goal for Public Safety and Traffic Issues and the Goal for Western Avenue Corridor Issues) CAROLYN LEHR, CITY MANAGER @SL RECOMMENDATION Authorize the City Manager to sign the FY13-14 Law Enforcement Services Agreement for the Peninsula Region (Rancho Palos Verdes, Rolling Hills, and Rolling Hills Estates) and the FY13-14 Rancho Palos Verdes Deployment Survey with the Los Angeles County Sheriff's Department. EXECUTIVE SUMMARY Each year, the City Council approves a Law Enforcement Services Agreement and a Deployment Survey which stipulates the amount and type of law enforcement services to be provided to the City during the coming fiscal year. In FY12-13, the City Council increased the City's allocation of traffic enforcement services by 30% and added a Bicycle Patrol on Western Avenue and Palos Verdes Drive South, which increased the Sheriff's patrol by 965 hours. In addition, the Lomita Sheriff's Station provided a total of 1,920 no-cost volunteer patrol hours; as well as other no to low-cost community outreach and educational services using existing Sheriff's Department staff. All of these services have been successful and staff recommends their continuance. The two requiring City funding -the traffic enforcement services and the directed patrols -have been carried forward in the FY13-14 Budget. Due to changes in overhead costs and employee benefits and compensation, the cost of Sheriff's services in FY13-14 will be 2.4% higherthan FY12-13. DISCUSSION Since incorporation, the City's law enforcement services have been provided by the Los 7-1 FY 13-14 Los Angeles County Sheriffs Contract June 18, 2013 Page 2 of 4 Angeles County Sheriff's Department. Primary service is provided through the Lomita Sheriff's Station located on Narbonne Avenue in the City of Lomita. Sheriff services include: patrol services, traffic and parking enforcement, general and specialized investigations, and various crime prevention services. Contract Cost The Regional General Law Contract for police services with the Los Angeles County Sheriff's Department is the single largest expenditure of the City's General Fund (about 22% of total General Fund expenditures). A number of factors determine the City's cost for the Sheriff's Contract from year to year. These include: • Annual Contract Increase An increase applied by the County to all contract cities due to changes in overhead costs and employee benefits and compensation. (FY13-14: 2.4%) • Liability Trust Fund The City's contribution to the Sheriff's Liability Trust fund used to pay claims and is based on a percentage of the total contract amount. The current contribution rate is 4% of the total cost for service units. (FY13-14: $164,000) • Grant Funding Annual state Community Options for Police Services (COPS) funding that is used to partially fund the Community Resource (CORE) Team. ($100,000) • Regional Service Level Authorization This is the total number of full-time equivalent sworn personnel serving the region. It includes regular patrol units, traffic units, surveillance units and special assignment units. • Deployment Survey Each year, contracted personnel and their associated costs are distributed among the three regional cities based on a combination of fixed and variable formulas. Regional Service Level Authorization The Regional Service Level Authorization is the total number of full-time equivalent sworn personnel serving the region. It includes regular patrol units, traffic units, surveillance units and special assignment units. The regional cities can determine the staffing levels from year to year. For example, in FY0?-08, the number of regional traffic deputies was increased from two to three, while in FY09-10 the number of CORE Deputies was decreased from three to two. Deployment Survey Each year a Deployment Survey is approved by each regional city which distributes contracted personnel and their associated costs among the three cities based on a combination of fixed and variable formulas. In FY13-14, the cost of the CORE Team deputies and the regional traffic deputies has been divided among Rancho Palos Verdes, Rolling Hills Estates and Rolling Hills on a 60%/30%/10% basis, respectively. 7-2 FY 13-14 Los Angeles County Sheriffs Contract June 18, 2013 Page 3of4 The Sheriff's Department provides 12.8 deputies for regular patrol services and two Surveillance and Apprehension Team (SAT) deputies for the region. The cost of the 12.8 regular patrol deputies is shared amount the three cities using a formula that is based on the following statistical measures of activity from the prior calendar year: reported incidents, cases handled, traffic accidents, traffic citations and patrol time. Depending on the level of activity in each city over the previous fiscal year, the level of deployment (i.e. the hours of service allocated to each of the three regional contract cities) and the associated costs can shift slightly between the cities. These shifts have either a positive or negative impact on the cost of the annual contract for each city. The chart below, which shows the allocation of the regular patrol deputies among the three contract cities over the last five years, demonstrates how the formula influences the service levels from year to year: Allocation of Re1;1 ular Patrol Deputies FY13-14 FY12-13 FY11-12 FY10-11 FY09-10 CITY Proposed Actual Actual Actual Actual RPV 8.5621 8.6100 9.0581 8.4227 8.4944 RH .03779 0.3628 0.2856 0.4019 ' 0.4819 RHE 3.8683 3.8356 3.4647 3.9838 3.8321 Total 12.8084 12.8084 12.8084 12.8084 12.8084 Similarly, the two SAT deputies are allocated to each city based on a formula that reflects the number of burglary cases in each respective community. The City's proposed allocation for FY13-14 is 1.3793. The allocation in FY12-13 was 1.6062. To support the Public Safety Goal, the City Council authorized the following enhancements to the Sheriff's Agreement in FY12-13, which are being carried forward in FY13-14: Traffic Enforcement Reallocation The regional traffic enforcement team consists of two patrol cars and one motorcycle unit. For the second year in a row, the City of Rolling Hills Estates has opted out of its 30% allocation of one of the traffic patrol units due to budgetary concerns. As was done in FY12-13, staff is proposing to increase the City's allocation of one of the traffic patrol units in FY13-14 by 30%, from 60% to 90%. The City of Rolling Hills retained its current 10% allocation of the unit. The $76,000 for the additional allocation has been incorporated into the Law Enforcement Services Agreement and included in the FY13- 14 Budget considered earlier this evening. Bike Patrol on Western Avenue & Palos Verdes Drive South The City has the ability to fund directed patrols from time to time to address specific community issues that are outside of the regional crime and traffic control services provide by the Sheriff's Department. In FY12-13, the City Council added a bicycle patrol on Western Avenue year round to address commercial crime prevention and on Palos Verdes Drive South during the summer months (June -August) when activity 7-3 FY 13-14 Los Angeles County Sheriff's Contract June 18, 2013 Page 4of4 along the City's coastline is high and crimes of opportunity (such as vehicle burglaries) tend to increase in this area. Based on the success of the pilot program, staff is recommending its continuation in the next fiscal year. The $32,000 for this directed patrol does not appear in the Law Enforcement Services Agreement, but is included in Public Safety Special Programs in the FY13-14 Budget considered earlier this evening. Volunteers on Patrol and Other Community Outreach Although not a budgetary item, the Lomita Sheriff's Station will continue the Volunteers on Patrol program, which provides greater law enforcement visibility in the City and acts as additional sets of "eyes and ears" for the sworn patrol deputies. The Lomita Sheriff's Station has reported that, due to the City's interest in using these volunteers more extensively in the community, participation in the Station's volunteer program has increased over the last year from 35 members to 75. In addition, Captain Bolin has indicated that he is interested in continuing the Station's community outreach efforts, including such programs as hosting a booth at the City's Fourth of July Celebration and the "Lock It or Lose It" presentation held recently at Soleado Elementary School. ADDITIONAL INFORMATION The City partially funds its share of the two-member CORE Deputy Team using state Local Citizen Options for Public Safety (COPS) funds. Until the state budget is adopted, the status of this significant funding source remains uncertain. The adopted FY13-14 City Budget assumes that the City will continue to receive the $100,000 of COPS funding as it has in the past. Staff will continue to monitor the status of COPS funding and inform the Council of any changes. FISCAL IMPACT The City's total expected cost of the FY13-14 Sheriff's Contract, including continuation of the 30% traffic enforcement allocation, is $4,251,904 (FY12-13: $4, 153,530). The amount incorporates a 2.4% increase in hourly rates from last year's contract, as well as a decrease in the City's Deployment Survey. This amount also assumes that the City is able to preserve the discounted "grant" rate for the two CORE deputies. In addition, the FY13-14 Budget includes continuing the directed patrols on Western Avenue and Palos Verdes Drive South, although the funds for this program, come from the Public Safety Special Programs (Account #101-1024-421-32), rather than the Sheriff Program (Account #101-1021-421-32). The draft FY13-14 Budget presented to the City Council for adoption on this evening's agenda is balanced based on these assumptions. Attachments: Explanation of 575 Form Items and Cost Sharing Formulas FY13-14 RPV Service Level Authorizations and Deployment Survey 7-4 EXPLANATIONS OF EACH ITEM & HOW EACH ITEM COST IS SPLIT DEPUTY SHERIFF SERVICE UNIT 40 Hour 56 Hour 70 Hour Non-Relief DEPUTY SHERIFF SERVICE UNIT (BONUS LEVEL 40Hour 56 Hour 70Hour Non-Relief (Non-Retie~ Only) 'with dedicated vehicle • B-1 B-1 (with dedicated vehide GRANT UNITS (Non-Relief Only) 'with dedicated vehicle' B-1 B-1 {with de<ficated vehicle' SUPPLEMENTAL POSITIONS 'ith Vehicle Crime Analvst custody Assistant other {Need to insert cost in next column This Is a regional traffic car split 60/30/10 -relief provided If on vacation These are the 12.8084 regional patrol deputies -Split Is detennlned based on the agreed fonnual This ls a regional traffic car split 60/30/10 -no relief provided If on vacation These are the 2 SAT deputies -Split based on the% of SAT cases handled in each city the prior calendar year This is 1 of 2 COPS deputies sp6t 60/30/10 This Is the 2nd COPS deputy sprit 60/30/10 This Is the Motor Traffic Deputy split 60/30110 7 - 5 LOS ANGELES COUNTY SHERIFF'S DEPARTMENT CONTRACT CITY LAW ENFORCEMENT SERVICES Service Level Authorization CITY: Rancho Palos Verdes FISCAL YEAR: 2013. 2014 EFFECTIVE DATE: 71112013 CONTRACT CODE SERVICES TOTAL SERVICE UNITS PURCHASED LAW # NEW PREVIOUS CHANGE USE ONLY DEPUTY SHERIFF SERVICE UNIT 306 40 Hour 0.0000 0.0000 0.0000 307 56 Hour 8.6100 8.6100 0.0000 308 70 Hour 0.0000 0.0000 0.0000 310 Non-Relief 1.5000 1.5000 0.0000 DEPUTY SHERIFF SERVICE UNIT (BONUS LEVEL) 301 40 Hour 0.0000 0.0000 0.0000 302 56 Hour 0.0000 0.0000 0.0000 303 70 Hour 0.0000 O.OQOO 0.0000 305 Non-Relief 1.6062 1.6062 0.0000 GROWTH DEPUTY, UNITS (Non-Relief Only) 335 De ut 0.0000 0.0000 0.0000 358 De ut with a dedicated vehicle 0.0000 0.0000 0.0000 336 De ut , B-1 0.0000 0.0000 0.0000 359 De u , B-1 with a dedicated vehicle 0.0000 0.0000 0.0000 (Non-Relief Only) 383 0.6000 Q.6000 0.0000 360 with a dedicated vehicle 0.6000 0.6000 0.0000 384 B-1 0.0000 0.0000 0.0000 361 B-1 with a dedicated vehicle 0.0000 0.0000 0.0000 SUPPLEMENTAL POSITIONS (Non-Relief Only) 342 0.0000 0.0000 0.0000 353 0.0000 0.0000 0.0000 348 0.0000 0.0000 0.0000 354 0.0000 0.0000 0.0000 305 0.6000 0.6000 0.0000 325 0.0000 0.0000 0.0000 347 Securi Officer 0.0000 0.0000 0.0000 340 Law Enforcement Tech 0.0000 0.0000 0.0000 343 0 erations Asst I 0.0000 0.0000 0.0000 344 0 erations Asst II 0.0000 0.0000 0.0000 345 0 erations Asst Ill 0.0000 0.0000 0.0000 351 Station Clerk II 0.0000 0.0000 0.0000 329 Crime Anal st 0.0000 0.0000 0.0000 331 Custod Assistant 0.0000 0.0000 0.0000 Other Need to insert cost on P 0.0000 0.0000 0.0000 SH-AD 575 (REV. 4/13) ©Copyright 2013 Los Angeles County Sheriff's Department. All Rights Reserved. Page 1 7-6 HOURS OF SERVICE & ESTIMATED CHARGES Page 2 7-7 LOS ANGELES COUNTY SHERIFF'S DEPARTMENT CONTRACT CITY LAW ENFORCEMENT SERVICES DEPLOYMENT SURVEY EFFECTIVE DATE: 7/1/2013 ~~~~~~~~~~----- City: Rancho Palos Verdes DEPLOYMENT SERVICE UNIT TOTAL UNITS GENERAL LAW TRAFFIC LAW TOTAL UNITS PURCHASED MOTOR SPECIAL TEAM ASSIGNED EM DAY PM EM DAY PM DEP ASSIGN D.B. LEADER DEPUTY, GENERALIST 40 Hour 0 0 56 Hour 8.61 1.43 3.26 3.92 8.61 70 Hour 0 0 Non-Relief 1.5 0.75 0.75 1.5 Motor 0.6 0.6 0.6 DEPUTY, BONUS I 40 Hour 0 0 56 Hour ·O 0 70 Hour 0 0 Non-Relief 1.6062 1.6062 1.6062 GROWTH DEPUTY Deputy 0 0 Deputy, Dedicated Veh. 0 0 B-1 0 0 B-1, Dedicated Veh. 0 0 GRANT DEPUTY Deputy 0.6 0.6 0.6 Deputy, Dedicated Veh 0.6 0.6 0.6 B-1 0 0 B-1, Dedicated Veh. 0 0 REPORT PREPARED BY: APPROVED BY: DATE: ____________ _ UNIT COMMANDER CITY APPROVAL BY: DATE: --~----------CITY OFFICIAL "I certify that I am authorized to make this commitment on behalf of the City" PROCESSED AT CLEB BY: DATE: ____________ _ BILLING MEMO REQUIRED AND SUBMITTED: (PERSONNEL TRANSACTION REQUEST) "PTR" REQUIRED AND SUBMITTED: ORGANIZATIONAL CHART REQUIRED AND SUBMITTED: DUTY STATEMENT REQUIRED AND SUBMITTED: SH-AD 575 (REV. 4/13) MINUTE PROGRAM UPDATED: Page 3 7-8