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HomeMy WebLinkAboutDECEMBER 15,1992_2 I I CJI'IO -~" /~/!""'l'.2 e-c 34:0390 CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF THE CITY CLERK INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL MINUTE APPROVAL (Nov.17.1992) (Nov. 24,1992) (Dec.l,1992) (APPROVED) ORD. & RES. READ BY TITLE ONLY 1. la. SISTER CITY COMSN. (City Loan - Expenses for Koala Band Visit) (JI:lO ~'50 2. 3. 4. CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY REGULAR MEETING DECEMBER 15, 1992 The Arcadia City Council and the Arcadia Redevelopment Agency met in a regular meeting at 7:38 p, m" Tuesday, December IS, 1992 in the City Hall Council Chamber, Rev, Mary Reninger, Staff Minister of the Santa Anita Church Public Works Director, Joseph Lopez PRESENT: Councilmen Ciraulo, Harbicht, Lojeski, Margett and Fasching None ABSENT: On MOTION by Councilman Lojeski, seconded by Councilman Margett and CARRIED, the minutes of the regular meeting of November 17, 1992, the work session of November 24, 1992, and the adjourned and regular meetings of December I, 1992 were APPROVED, It was MOVED by Mayor Pro tern Ciraulo, seconded by Councilman Margett and CARRIED that ordinances and resolutions be read by title only and that the reading in full be WAIVED BOARDS AND COMMISSIONS It was MOVED by Councilman Harbicht, seconded by Councilman Lojeski and CARRIED, to APPROVE the request from the Sister City Commission for a loan in the amount of $2,500,00 to cover a temporary cash flow shortage related to the upcoming Newcastle Koala Band visit, This to be repaid to the City by monies received from fundraising activities. .- AUDIENCE PARTICIPATION None CITY COUNCIL RECESSED IN ORDER TO ACT AS THE ARCADIA REDEVELOPMENT AGENCY 12/15/92 1 4a. ROLL CALL 4b. MINUTE APPROVAL (Dec.l,1992) (APPROVED) 4c. ADJOURNMENT 5. 6. 6a. PUBLIC HEARING SCHEDULED (Jan. 5 ,1993) O!>'S(J- ~!>,- PUBLIC HEARING SCHEDULED (Jan.19,1993) 6b. SANTA ANITA FASHION PARK EXPANSION (Mitigation Monitoring Program) (APPROVED) j;) <)/.,- 6D 6c. REJECT BIDS RE-ADVERTISE FOR BIDS (Three Station Folder/Inserter Machine - Water Div.) 03 <10 -,.j!.O NO 34:0391 PRESENT: Agency Members Ciraulo, Harbicht, Loj eski, Margett and Fasching None ABSENT: On MOTION by Member Ciraulo, seconded by Member Lojeski and CARRIED, the minutes of the meeting of December 1, 1992 were APPROVED, The meeting ADJOURNED to 7:00 p, m., January 5, 1993. CITY COUNCIL RECONVENED CONSENT ITEMS I PUBLIC HEARING SCHEDULED for January 5, 1993 for consideration of MC 92-062, an appeal of the Planning Commission's denial of a request for a height of 5' - 8" in lieu of 5' - 0" (as approved by MC 91-005) for existing decorative metal gates at the driveway and pedestrian walkway (William C, Dale, M, D" property owner), PUBLIC HEARING SCHEDULED for January 19, 1992 for consideration of a text amendment adding t~p reduction and travel demand measures to the Arcadia Municipal Code, It was MOVED by Councilman Lojeski, seconded by Councilman Harbicht and CARRIED that the above listed public hearings be scheduled for January 5, 1993 and January 19, 1993, respectively, Consideration of the required "Mitigation Monitoring Program" for the proposed expansion of the Santa Anita Fashion Park Regional Parking Center Mall at 400 South Baldwin Avenue, It was MOVED by Councilman Harbicht, seconded by Councilman Lojeski and CARRIED to APPROVE the "Mitigation Monitoring Program" for the already approved Monitoring Plan regarding the proposed Santa Anita Fashion Park Mall expansion, as per the requirement of Public Resources Code Section 21081.6, and DIRECT staff to enforce this program to ensure the implementation of all mitigation measures adopted through the California Environmental Quality Act process, Consideration of the staff report and recommendation for the rejection of all bids for one (1) three station folder/inserter machine for the Water Division, This because staff has only recently become aware of new technology in this field, and would prefer to upgrade the bid requirements, Further, the amount of money appropriated for this purchase will not be increased. I It was MOVED by Councilman Lojeski, seconded by Mayor Pro tem Ciraulo and CARRIED, to REJECT all bids for a folder/inserter machine for the purpose of folding and inserting water bills, due to the variet~ of features of the equipment and the wide range of the bids; and APPROVE re-advertising the bid incorporating the features of the equipment that will best suit the needs of the City, 12/15/92 2 I I 6d. PLANNING SESSION (Dept. Head/ City Mgr. - Jan.1993) (APPROVED) ,jIIV uoJc.,~ 6e. VACATION LEAVE PROVISION WAIVED (Police Officer Wils terman) (APPROVED) e;;uf!) -:IJO 6f. On-o-7S- ADVERTISE FOR BIDS (Coating Six Steel Water Tanks, Instal. Two Stiffener Beams on Upper Canyon Water Tanks - W.O. 695) (APPROVED) 6g. t;Jq.lQ- '/0 ADVERTISE FOR BIDS (Reconst.of Deficient Sidewalks - Various Locations - Job No. 535) (APPROVED) 6h. 0730 -70 ARCADIA LIBRARY RENOVATION ARCHITECT'S AGREEMENT (Chas.Walton Associates AlA, Inc.) (APPROVED) 34: 0392 Consideration of the City Manager's request for appropriation of funds for the Department Head/City Manager first annual planning session as agreed upon at the Council's October corporate planning session with Mr, Bill Lewis. After considerable discussion, it was MOVED by Councilman Margett, seconded by Mayor Pro tem Ciraulo and CARRIED on roll call vote as follows to APPROVE appropriation of funds for the Department Head/City Manager corporate planning session to be held in January 1993 at a cost not to exceed $6,000, AYES: NOES: ABSENT: Councilmen Ciraulo, Lojeski, Margett and Fasching Councilman Harbicht (He would rather see a None corporate planning session conducted by staff because it would be more specific and save money.) Consideration of the request from retiring Arcadia Police Officer Donald Wilsterman to waive the vacation leave accumulation prohibition of the Memorandum of Understanding between the City and the Arcadia Police Relief Association (APRA) , Considering the Officer's years of service to the community, representatives of the City of Arcadia and the APRA met and agreed to waive the appropriate vacation leave provision of the MOU. It was MOVED by Councilman Lojeski, seconded by Councilman . Harbicht and CARRIED to APPROVE Letter of Agreement between the City of Arcadia and the Arcadia Police Relief Association waiving a vacation leave accumulation provision of the Memorandum Of Understanding for a retiring Police Officer, It was MOVED by Councilman Lojeski, seconded by Councilman Margett and CARRIED to APPROVE the specifications for the recoating of the six (6) steel water tanks and installation of stiffener beams on the two (2) Upper Canyon tanks ~ Work Order 695; and AUTHORIZE the City Clerk to advertise for bids. r It was MOVED by Councilman Harbicht, seconded by Councilman Lojeski and CARRIED to APPROVE plans and specifications for reconstruction of deficient concrete sidewalks at various locations (omitting the construction of handicap ramps) - Job No. 535; DIRECT staff to expend all of the funds for this project on those sidewalk repairs next in priority beyond those identified in the plans and specifications; and AUTHORIZE the City Clerk to advertise for bids. .", Consideration of architect's agreement with Charles Walton Associates AlA, Iqc, for architectural services for proposed additions and alterations to the Arcadia Library, The total fee for the architect's services is $265,000, with payments being allocated to each of the major phases of the project, The architect's fee includes the normal engineering for the analyses of the building's structure and systems and design 12/15/92 3 6i. 015-0 -;.at) STREET CLOSURE (Campus Dr.Bet. Santa Anita Av. & Holly Ave.- 8:30 a.m. - 11:00 a.m., Dec.28,29,30, 1992 - Band Practice) (APPROVED) 7. CLOSED SESSION ') 00 ~ c-l0 7a. ORDINANCE NO. 1981 (ADOPTED) o ~l"O~ ';() 7b. ORDINANCE NO. 1982 (ADOPTED) O>'~D.<,.,' 34:0393 of new structures and systems, Additional fees are not included for services requested by the City, Considerable discussion ensued among the Councilmen with regard to the provisions of the agreement for architectural services, The City Attorney noted that the commercial general liability insurance could be increased without significant additional cost and recommended requiring two million dollars for the commercial general liability. It was MOVED by Councilman Margett, seconded by Councilman Lojeski and CARRIED to APPROVE the Architect's Agreement with Charles Walton Associates AlA, Inc.; APPROPRIATE $300,000 from the General Fund to cover the architect's services, reimbursable expenses, and for consultant services that will be required in conjunction with the Library expansion proj ect; AUTHORIZE the Mayor to execute the agreement after approval by the City Attorney. I Consideration of the request from the Arcadia Music Club for temporary street closure of Campus Drive between Santa Anita Avenue and Holly Avenue, to enable the Arcadia High School Band and the Newcastle "Marching Koalas" Band an opportunity to practice for the Pasadena Tournament of Roses Parade. It was MOVED by Councilman Lojeski, seconded by Councilman Harbicht and CARRIED to APPROVE temporary closure of Campus Drive between Santa Anita Avenue and Holly Avenue, and Park Avenue at Campus Drive to traffic between 8:30 a.m, and 11:00 . a.m, on Monday, Tuesday, and Wednesday, December 28, 29, and 30, 1992, CITY ATTORNEY The City Attorney announced that "at the conclusion of the film to be reviewed in the Conference Room after the formal meeting, Council will enter a CLOSED SESSION pursuant to Government Code Section 54956.9(bl) to discuss a situation involving potential litigation". The City Attorney presented for adoption and read the title of Ordinance No. 1981: "AN ORDINANCE OF THE CITY OF ARCADIA APPROVING ZONE CHANGE Z~92-002, REZONING AN 8,2 ACRE PORTION OF SANTA ANITA RACE TRACK PARCEL NO, 949 AT 385 WEST HUNTINGTON DRIVE FROM R-l (SINGLE-FAMILY) AND Sol (SPECIAL USE) TO C-2D (GENERAL COMMERCIAL WITH A DESIGN OVERlAY)", It was MOVED by Councilman Margett, seconded by Mayor Pro tem Ciraulo and CARRIED on roll call vote as follows that Ordinance No. 1981 be and it is hereby ADOPTED, AYES: Councilman Ciraulo, Harbicht, Loj eski, Margett and Fasching None None I NOES: ABSENT: The City Attorney presented for adoption and read the title of Ordinance No. 1982: "AN ORDINANCE OF THE CITY OF ARCADIA APPROVING TEXT AMENDMENT 92 -005 AMENDING SECTIONS 1,2 OF CITY COUNCIL ORDINANCE NO, 1429 AND THE EXHIBIT TO RESOLUTION NO, 4185, TO REVISE THE CURRENT BOUNDARIES WHERE MALL BUILDINGS ARE PERMITTED TO BE LOCATED AT 400 S, BALDWIN AVENUE". 12/15/92 4 I I 8. ORANGE GROVE AVE. IMPROVEMENTS ()~S'<;" -70 POLICE DEPT. PROMOTIONAL FILM OIf"O-EO 9. MARGETT (Randall Stoke) HARBICHT (Screening of Water Tanks) ()~-()I()- ; Q 1/ '1JI:/.::.C1 tJ-5l" (Bluth Correspondence) {)>~6-(,O NSr 34:0394 It was MOVED by Councilman Lojeski, seconded by Councilman Margett and CARRIED on roll call vote as follows that Ordinance No, 1982 be and it is hereby ADOPTED, AYES: Councilmen Ciraulo, Harbicht, Loj eski, Margett and Fasching None None NOES: ABSENT: MATTERS FROM STAFF Recently the County of Los Angeles preliminary design plans for the proposed improvement of Orange Grove Avenue were received by the City and the City of Sierra Madre, The Director of Public Works provided an update to the Council and informally presented the preliminary design of the roadway improvements for the Council's approval in concept. The proposed design is in agreement and consonance with the design concepts which the City Council had directed the County to design for Orange Grove Avenue in August of 1991, according to staff, The Director of Public Works presented drawings of the proposed improvements and commented that only seven trees are to be removed on the Arcadia side of Orange Grove, Of the seven trees to be removed, five are really insignificant, The affected Arcadia homeowners have approved the removal of said trees. Currently one other tree removal is under consideration, a Chinese Elm at the intersection of Lima Street and Orange Grove Avenue, This, because the street is . very narrow on the Sierra Madre side at this point, staff noted. At the conclusion of the presentation and discussion, Council approved of the Director of Public Works next step in this process which is to meet with the Arcadia residents on Orange Grove for discussion of the proposed improvements to the street, Staff will report back to the Council if any objections are received from the residents along the Arcadia side of the street, As further information, staff noted the cost of the proposed improvements would be approximately $1,5 million, which would be shared equally by Arcadia and Sierra Madre. The Arcadia Police Department public relations video, which was produced by the department, was viewed by the City Council and staff. All agreed that the video is an exceptionally fine presentation of the Arcadia Police services, MATTERS FROM ELECTED OFFICIALS Council agreed that a card and flowers be sent by the City to Randall Stoke, a prominent citizen in Arcadia, Mr. Stoke underwent surgery yesterday at the Cancer Institute in Los Angeles. Councilman Harbicht inquired if there is to be some screening of the water tanks which are being constructed on the ridge, f.~aff responded there are plans for planting trees to screen the tanks, however there is no water for irrigation at the present time, The trees will be planted as soon as'possible, A pump station is presently under construction; so the estimate of time is a couple of months. Councilman Harbicht also commented on the letter from Mr. Bluth, the developer of Whispering Pines, Phase II, and he feels that staff is handling this properly and that Mr, Bluth should follow the same rules as others. 12/15/92 5 LOJESKI (Intersection Sycamore Ave. & Santa Anita Ave. - Traffic S itua tion) MARGETT (In Memory of Jack Valiquette) 10. ADJOURNMENT (Jan.5,1993 - 7:00 p.m.) ATTEST: 34:0395 Councilman Lojeski thanked the Public Works Director for finally working out the traffic situation at the intersection of Sycamore Avenue and Santa Anita Avenue which he hopes will prevent accidents, He has already received some favorable comments from neighbors in that area, Councilman Margett stated, "I would like to adjourn this meeting in memory of a very good friend of mine, Jack Valiquette, Jack and I ran a Boy Scout Troop together some years ago, He was a longctime resident of Arcadia, He passed away December 13 here in the City of Arcadia ~ the City he loved, He is survived by his wife, Jean, two children and three grandchildren. Services will be held tomorrow at Holy Angels Church at 10:00 a,m" and internment will take place at Resurrection Cemetery in South San Gabriel," At 9:27 p,m" the City Council ADJOURNED to a CLOSED SESSION, RECONVENED AND ADJOURNED at 9:50 p, m. to 7:00 p, m" Tuesday, January 5, 1993 in the Conference Room of the Council Chamber to conduct the business of the Council and Redevelopment Agency and any CLOSED SESSION necessary to discuss personnel, litigation and evaluation of properties, D. 12/15/92 6 :1 I I T RAN S C RIP T (Insofar as decipherable) RELATING TO THE PURCHASE OF PUBLIC SAFETY (POLICE, FIRE, AND COMMUNICATIONS) COMPUTER SYSTEMS ADJOURNED REGULAR CITY COUNCIL MEETING OF DECEMBER 15, 1992 ( CITY MANAGER DUCKWORTH FIRE CHIEF GARDNER I POLICE CAPTAIN SANDONA We have a presentation tonight during the pre-meeting on the public safety departments' planned expenditure for a computer system, and we also have the plans for Orange Grove Avenue improvement here to share with you tonight if we have time after that first item, You received the staff report in your Council Newsletter regarding the purchase of a public safety computer system, First of all, as you know, the Police and Fire Departments have the computer-aided dispatch system scheduled in the Capital Program for this year for part of it and next year for the remainder of it, Funding for the project is spread over a two- year period so that we can pay as we go, which is beneficial to us, It's better for us to do it that way and pay for the system as it's installed, Thirty~five percent of the cost of the system will come from the Capital Outlay Fund, and 65% of the cost will come from the Police Asset Seizure Fund. The Fire and Police staffs, early on in this project, developed a task force to prepare all of the specifications, analyze the needs of both departments, including the 911 Center, so that we could develop this project, We went out to bid some time back, and we now have received all the bids, The task force has evaluated all the bids and we're ready to move forward and make a recommendation to the Council for purchase of the system. So we wanted to have a few minutes of your time this evening to go through the system, kind of give you an overview of what we're getting, what the system will do, what its capabilities are, and how they will benefit the City and the community, I would like to, if I could ask the Mayor to relocate for a few minutes, I'd like to have Captain Sandona give you a more technical overview of the computer system itself. Rick, Thank you, Chief, While we're getting things set up here, I will tell all of you this is a most interesting project from the standpoint that there are no other police and fire departments that we're aware of in the area -~L, A, County, Southern California--that are actually working together on such a project., ,and part of the goal of that is to save money, Why should we buy a big, expensive computer at the Police Department, and then the Fire Department do the same thing to do essentially the same project? Instead we approached this with the idea that we'd do it together, It's a complicated project", it's difficult to give it to you in 15 or 20 minutes, but we'll go through some of the highlights of the project, The system will do many things beyond what we're going to discuss here tonight, but we're going to hit the most important things that it will do for us. And most importantly what it's going to do for us-owe set out some goals for it--it's going to capture information for us at the time it's received. We're going to get it as soon as we get it, and we're going to hold that information to be able to use it and use it in many ways., ,not just within the Police and Fire Department, but back to you when you get the citizen complaints and we need to come up with how long did it take us to get there, when did this equipment arrive or that equipment arrive, We do that now manually, and the manual thing gets interrupted with, "Gee, I need a sip of my Coke" or "I need this," or the other human errors that come into it. There's no reason for us to grab this as it comes in, That's what one of the system's requirements is, is to grab the information immediately and only have to grab it one time, It's going to pass the information from the computer system right out into the field. We're going to bring this up in the police cars and in the fire equipment, to give them information while they're going to a call, ,.as we'll explain, some of the information they'll need later" ,but essential information to handle that call pLDperly to give our citizens the best kind of service that we can give them. It's going to develop the information that we receive at the respective agencies to be able to analyze it..,in our sake with the Police Department we can analyze crime, we want to know where the burglaries are happening or the car thefts are occurring. And we're going to see if we have similar modus operandis and things to be able to solve the crimes, So it's going to help us' on the Police side to put people in jail, Fire side, essentially the same thing. We found out they have a Fire Investigative Unit that goes out and investigates arson fires. A lot of times they're looking for suspects the same time we're looking for them, and we're going to have an opportunity to get together through this system and work more closely together, It's going to allow us to do the 1 completion of our work at the time it's completed, right there in the field, We'll be able to type into the vehicle computer the information; it will go right into the system as to the disposition of that call, It will allow us to write the report in the field on the computer, No one else is doing this",we'll be the first agency to do it, especially this last portion of the project, and that is the computer in the car, not the terminal in the car, the terminal is,.they call them dumb phones and that's what they are, We're going to put a full computer out there, a smart computer that we can type the report on, When the report is completed, push a button,..it will transmit it into the Police or Fire Station, where it will be reviewed by a supervisor; they'll put a mark on it, and then it will be transmitted to a separate computer, or another facet of this computer system, a separate element, which is an imaging system. Some of you have been to the Police Department and seen our imaging systel and it's where we're taking a picture of the reports, changing that basically a numerical statement, and saving it on an optical cartridg which is a 5 1/4-inch cartridge that holds 10,000 pages of text, For t Police Department, what it did for us is it reduced an area which was feet by 8 feet full of files, with 10,000 reports a year is what we collect, and reduced it down to 7 optical cartridges, That's stored in a format that's acceptable by the Department of Justice and the State of California, and we can throw that paper away as soon as we put it onto that cartridge, With this system here, we won't even turn that report to paper unless we need it for some other reason. On the service side for the citizen that walks into the Police or Fire Department and wants a copy of a report, we get their name., ,Mr, Ciraulo, , ,put the name in the computer", "Was that event last Tuesday?" You say, "Yes, it was." We push a button; the printer comes out and hands us a report and we hand it to that citizen and they're on their way. We never misfile it and we never lose it., ,we stay out of a lot of lawsuits that way, So effectively, that's what the system is going to try to pull together for us, To do that, we have to start where our information hits first, For both the Police and Fire Department it starts in the same place, CAD stands for Computer Aided Dispatching. And at the Communications Center at the Fire Station on South Santa Anita we'll actually have the most powerful equipment in the entire system, because speed is very essential at this point, and also the volume we're doing here. We'll actually have four terminals at the four dispatch positions, We required the system to have two additional terminals for future expansion, We're not purchasing these or recommending to purchase these yet, but we wanted this equipment big enough to handle this extra load. Also this system is going to tie in with the 911 system that we currently have installed, So when you call 911 we pick up the telephone, and as soon as we pick up the phone that information goes right into our computer as to who the caller is or where the caller is calling from, and essential information that is being given to us by the phone company. Again, we're not going to have to type in information we're already receiving, 0 dispatchers will then be able to key in the additional information and fro this point push a button, transmit it to the proper Police or Fire unit to respond to the call, Essentially, we can handle calls for servic without, the radio, the verbal communication radio., ,we can do it with da transmissions. This system here is not only supporting a lot of that typ of activity as far as call service, they're also going to hold business file information, hazardous material information, location history files, fire hydrant information, and they're also going to be interconnected on the law enforcement side with the California Law Enforcement Telecommuni- cations System which is'the computers that we use to track more arrest information and those kinds of things. Additionally, this computer is going to have to support what's called a file server, and that's to manage the 28. , ,and YOU'll see here, , . the number is 34, I believe, but there's actually 28 field units on the Police and Fire side. So this computer is not only working with Dispatch, but it's 2 interacting with field units also as far as its computer power that we need to have in that area, The field unit's portion of this is branded technology, It's there today, it was bid today, but it's a portion of the proj ect we have thrown at the very back of this time line, And the reason for that is we want to see those things develop better; and as time goes on, as computers do, as this gets developed better we think it's going to become cheaper, too, So it's a cost-saving move plus there will be more products for us to select the best product at the time, Dispatch, after collecting the information, is going to complete the call for service and then hand the information off to the Police and Fire Department, I For simplicity of conversation, I'd like to start with the Fire Station, When it hands information down to the Fire Department, it will go to first the main Fire Station, which is, in the case,of the Communications Center, directly downstairs, It will download the information where it will be stored here at the Fire Department and then updated with the report information or with the information that their records people in the Fire Department will add to it that they didn't have up in Dispatch, This is when the reports come in, they will indicate the case numbers and things like that that have been handed down and add information to it. Additionally, down in the Fire Station after the report is completed it will go into the imaging system, They'll have a full~service imaging system at the Fire Department and we'll have a separate one at the Police Department, In fact, ours has been installed since 1990, The reason for two separate systems, "it's the law, We can't intermix criminal history records with any other records, And so it's a prohibitive law on our side of the fence that mandates the records stay with us. However, one of the problems we all have, and you have with your businesses, you get records, , . I know at a dentist's office you get hundreds of records on file, and where do you put it and how do you manage it and how long do you keep it? There are some guidelines that allow us to purge and throw certain things away, and every time we throw it away somebody comes along and says, "Gee, do we have this report?" because now it's involved in some murder case five, six, seven years down the road, With the imaging system that becomes no problem, The imaging system that's installed at the Fire Department, they have instant retrieval of their information throughout the network, They can call up a report and deliver it to one of the other satellite Fire Stations if necessary. At Fire Station No.2, one of the problems we were faced with was the fact that Fire Station No, 2 was going to change here in the very near future, so we designed the computer system to go into Fire Station No, 2 to fit the new station. This equipment here would probably, for right now, be boxed.. ,or part of it would be boxed" ,until the new station and some of the offices are moved out of the main station and Fire Station 2, Again, a file server to manage the system over there, there's an interconnect line, a special telephone line between the fire stations and the main fire station, and between communications in the Police Department: to allow these computers to interact with each other and pass the proper information back and forth, And lastly, Fire Station No.3, it has the same setup. You can also see we've taken into some consideration what happens if the phone line goes down and we're backing the system up RF, or we're backing it up by radio, so we can communicate that over our digital radio frequency which we've already secured, Again, it's with the idea of what happens with the phone lines, Fire Station 3, again, a smaller setup because it's a smaller station, but as powerful as any of the terminals within the Fire Department, And lastly, on the Fire side, the one section that is essential to the operations, what happens when we open the EOC (Emergency Operations Center), You'll see it becomes kind of a unique setup, because one of the rules that we have for the EOC operation is we have to be able to pick it up and move it. What happens if it falls down itself, or what happens if the flood comes through the EOC? We decided at this point to man the EOC, the work stations in the EOC, with lap-top computers. The lap tops work just as well as the big computers today, they're just as powerful, and they'll interact with the system just as well, The advantage with the lap 3 MAYOR PRO TEM CIRAULO SANDONA CIRAULO SANDONA top is if we have to pick up and go, not only is the lap top portable, we don't need the hard line plugged into it; we plug it into a portable walkie~talkie and it now talks to the system by radio, The expense of the walkie~talkie is very minimal; in fact, we just had one donated by Arcadia Lumber to us. It happened to be an BOO-megahertz radio that we were able to at least test with (inaudible). In addition to that in the EOC, we are providing in the system two 19-inch monitors that will actually hang on the ceiling, one over the Police side and one over the Fire side, which is a status screen, Should the City Council walk in and want to know what's going on, you can literally stand in one position in that room, you can look at the Fire side and you can see the calls they're on and what they're doing; you can look at the Police side and see the calls we're on and what we're doing, and you should be able to tell, with a little bit of instruction in the beginning, how many cars are out there or how many men are on duty or what's available to d what services. It saves us from having to answer the question sever times to people in the room once everybody gets used to that type system, So the EOC is portable with the exception of the 19-inch monitor which I guess are portable if you carry them out, Rick, excuse me a minute. Should some of that information be confidential that will be up on the screen to begin with? The information that's up there is not confidential, no. What we are doing is not confidential, Who we're doing it to is, We are at this address making an arrest, , . there's nothing confidential about that. We are at this address making an arrest of John Jones, that's confidential, So it wouldn't bother you to have people know that you're at this address making an arrest, though? Not inside the EOC, which is a City (inaudible), That is, if you will, a confidentiaL., not just everybody can walk in that room, And those people in that room have a need to know and a right to know what we're doing. That's part of the purpose behind that room is to share, ,,"I'm out there and we're taking care of it," Or, "We got this call.. ,the Fire Department is on it, let them take care of it." I think it's one of the things we found in the realistic tests that we've had here recently with earthquakes is suddenly we're out bumping into each other in the field saying, "What are you doing here? We've got it," And in the EOC we cleared a lot of that up, because we're now talking to each other and we're now giving each other a picture of what's going on, which is actually pretty helpful. The most complicated side of this setup, of course, is the Police Department, That's because of the size of our facility and the needs that we have, There will be an actual computer terminal in almost every office where our detectives will get their case assignments, be able to update their cases, Our Records Section will be processing our reports, indexing our reports as they come through the Records Section. It requires 27 terminals in the Police Department. Again, a file server that manages everything that goes on, and an interconnect by data line over to the Fire Department to get the information from CAD, and what it doesn't show here also is the RF connection, And the RF connection will be used ju in case of backup information. You can appreciate it if we suddenly 10 the system with, say, ten of these terminals going at once in addition the fiald unit, the Radio Frequency gets kind of crowded, So we will n use the Radio Frequency with this unless it was an emergency of some sor One of the questions that may have come up if you've had a chance to read the material, why Micrapoint? Micrapoint is a company that came into the imaging system about two years ago with us and truly sat down with us as a partner and said, "Hey; we just got into this market and we just bought out the company you were dealing with and we don't understand the product that well. Tell us about it." We worked with Micrapoint, they were here almost daily with us, They would fly down from out of state in some circumstances just to learn the system and make the system work, literally, to our standards, and then took it from our standards far beyond that and 4 made it even better than what we ever dreamed it could be, Very easy people to work with",no arguments, I Probably the biggest nightmare that any city or business can get into is buying a computer system, You buy the computer over here from this vendor; you say, "Gee, I need the software," so you buy it from this guy over here, And now you put it together and it works pretty good, and all of a sudden the day comes that it breaks. So you call up the hardware guy and you say, "It's broke." And he says, "'Well, what's wrong with it?" "I don't know., ,it's broke," And he says, "Well, it's the software guy," You call up the software guy and you say, "It's broke and the hardware guy says it's you." And he says, "Well, it's the ha.rdware guy." Meantime you're out of bus iness for several hours, days, or weeks. One of the things we mandated is, number one, you come in as our partner, Mister Vendor, and number two, you be responsible for the entire system, If it breaks we pick up the phone, we call you, and you come down and fix it, You don't tell us to call somebody else. It's all yours and we hold you responsible, This company says, "No problem, we'll come in and do that." So they've proven their track record with us, they're willing to become a partner with us, they're willing to literally do anything we'd like; and the biggest reason why we've turned to Micrapoint when they said "No problem," they were literally the cheapest, They came in, in part" ,the reason why they're the cheapest is we walked through, especially the Fire Department for the past five years or so, the Fire Department did many things to buy, upgrade, the systems they have, And the Fire Department has a lot of good computer equipment that we didn't just want to crate up and throw out the door. This company was the only company that walked in and said, "You know, let's use what you have and then we'll add to it and we'll make the system work good," That sounded like a great solution to us, too, because everything is compatible, It's not like we're putting apples and oranges together,. ,we're putting apples and apples together; and the system will work, and they saved us a significant amount of money. You'll see this number is a little different than the number in your paperwork, That's because since they submitted their bid, we wanted the three companies, or whoever it was at the time, to bid on the same level of product. We gave them all the same number of terminals, all the same number of cars and everything else, and that's what they bid on, After the bids were in, Micrapoint came down and said, "You know, we bid it and it came out to $711,000+. However, you can make these changes and we'll drop the price down to a $680,000 figure, significantly reducing that figure," We also hope that when we do it for the final stage of this project, which is the mobile digital terminals, the project (inaudible) will come in less than that, So overall, they came in with the least expensive setup, We've provided you also with a diagram over here, which is basically this system here, which pulls the system all together. Does anybody know anything about 56 kb lines versus Tl lines? This originally was set up to go on a Tl system, which was very costly, and we decided to go with a 56 kb, It's a lower volume telephone line dedicated for computer transmissions, When we looked at it we decided not to pass images back and forth between CAD and the Police Department, and that's where the load on the system was, and that's the most technical. Essentially, that's our proposal for you tonight. Without question, when the system is fully installed it will be one of a kind in Southern Califomia, if not the nation. They are very enthusiastic. There's nothing to the software here, there's nothing that is new off the shelf, There's no new whiz-bang as far as how we do CAD or how we do what we call records management and how we track this information, The reason why there's nothing new is everybody is doing it. What's new to this system is the idea of typing reports in the field and transmitting those reports in to the Police Station or in to the Fire Station and being able to process that information right into a medium that we are allowed to store it and store it forever, conveniently store it. Where load time comes to us and we don't look at the expense,. ,and I think as businessmen sometimes you don't look at it.. ,once a year you hire somebody to come in and microfilm all that stuff, Well, first of all, 5 COUNCILMAN HARBICHT SANDONA HARBICHT SANDONA HARBICHT SANDONA HARBICHT SANDONA HARBICHT SANDONA HARBICHT microfilm is terrible quality, you lose a lot of the stuff that's been sitting for five years, and there's load time, there's an expense there, Doing it this way here the load time is very minimal, Right now on an average police report it's about three minutes of load time, With this system here it will probably cut it down to about a minute, because it will be a matter of keying a couple of fields and it will go straight into the system, both on the Police and the Fire side. We're very enthusiastic about the project, and the other thing is we're pretty well convinced it will work. If you have any questions, I'll be happy to try to field them, I have some questions. One, you say in your report there's no agency who has done this before,.,. Has done the field reporting side of this system. So we're breaking new ground. Just in this one area. This idea of typing the reports in the field, Ma agencies today are putting lap tops in the cars, they're typing the repo on the lap tops, taking the floppy disk, bringing it in to the statio and loading it into a computer system and it's being processed that wa So the only thing that's different here is we're transmitting it over the radio waves, Right. And to do that we need to put a smart computer out in that car, and we need to have the electronics to support that'computer in the car to ship it into the respective station, The dispatchers that are going to be receiving the calls and inputting the additional data into the system, is that going to require a more highly skilled person than we have now? No, In fact, it's going to be easier for them, because in many instances the information is going to be provided, For ins tance, if we've had several calls at the Harbicht residence, if you now call and you give your address to the dispatcher, she'll key in the first portion of your address, push a button, and it will fill the fields with the Harbicht information, And she can verify that, push a button, and continue on rather than having to take it and complete it out by longhand, where we sometimes find we can't read the cards or we can't pull the information off of it. What do you estimate the training cost is going to be? There's going to be a lot of people interacting with this system. I mean, I notice a lot of the police reports I see are handwritten now, Now we're going to be asking them to typewrite them into computers. Have you made an estimate of how much training time or training cost is going to be involved in getting everybody up to speed? The answer to the question is, it's difficult to say. But part of our problem is now we're getting dispatchers who are trained in CAD systems and we're having to train them into a manual system. We're getting Police officers that are computer literate, they knowhow to type and can't print worth a darn. The reason why they're printing the report is we don't ha a medium for them to be able to type it, In fact, most of the time th try to sneak in to use the typewriter at the station to type it, T advantage for us with a Police officer using a Word Perfect type progr which is, to the new Police officer, he's being taught that in high scho if not junior college, that comes with a spell checker, a grammar checke and a thesaurus on board, So I think the quality of our work is going to go up, too. But a direct answer to your question, it's estimated it will take, training a new dispatcher should take about three hours to train her with the system, and then an hour follow-up about a week later, You multiply that times, what, 12 dispatchers,..so we're looking at about 40 hours. Plus follow-ups of maybe another 10 hours on top of that. You talk about savings that will result from this. Are we going to be able to cut personnel? Where do the savings come in? 6 SANDONA POLICE CHIEF JOHNSON I 'MID"" COUNCILMAN MARGETT SANDONA MARGETT SANDONA MARGETT SANDONA You're not going to be able to cut personnel, Savings is going to be in other areas, Such as, right now we're spending a lot of money in the handling of those documents which we're no longer going to handle, Savings in the capturing of information and the protection in potential lawsuits that have come down the road. We did an audit many years ago in the Police Department when we decided to bring the imaging system in or not, Our problem with the process we were using at that current time, holding it in hard copy for five years, if we put it up on the rack and then we checked that year, when that year was over, 1989, when we checked it when it was over, there were 18 reports missing, Anyone of them could have represented a significant cost to the City had we not been able to produce that report by some means, The imaging system captures it immediately and we have all the reports we want. And we won't be paying overtime for the officers to come in to the station and write the reports up (inaudible), There's also two other aspects of this system that we haven't put down in the reports and we haven't really written out, but it's been in our mind as we developed the system. One is the regionalization of the system, We've already talked to other police agencies, I believe the Fire Chief has talked to other fire departments, about moving this up to a regional level where there wouldn't be a significant cost to the City because now instead of Arcadia doing its own thing we would be doing it jointly with other agencies. The other thing is simply if we ever get to a point where we want people to be able to do work from home. This is adaptable for that, you can tie into this. Now, we run into some security problems with that, but we could do that and we could expand it in that area, So it's very adaptable, The technology you see here, gentlemen, the components, is nothing special. We can buy those components.,. readily available today off the shelf, including the imaging system.,.that's the glory of this imaging system, it's a DOS~based imaging system, The parts are readily available. In fact, in the demonstrations that we had going at the Fire Department they needed some parts, , ,we ran down to a store right here in town and were able to purchase the parts over the counter to get the system up and going, Mr. Margett? Yes, Captain, On the file system itself, you said the information is placed on cylinders, I believe, is that correct? They're optical cartridges not unlike the CD (compact disk) player you have at home. It's that type of cartridge except mounted in a plastic (inaudible), Is there any backup for that? Is there any danger of those disks being lost? Do we have a second file system? The backup to that is tape, it's a cassette tape, it's a 500-megabyte tape cartridge that backs up those optical disks when they're full. O.K" will you keep them in separate locations? The tape would go, "usually what we use is the City Clerk's office in her safe. We do our backup tape and put it over in her safe, O.K" sood. The other question I had, will you be able to integrate all law enforcement., .State, FBI, that sort of thing" .can that be brought into the system? There's a lot of politics in the answer to that question, Is there a technical ability there to do that? Absolutely, Will it happen? Probably not in my lifetime, What we are trying to do is this, Mr, Margett, bring law enforcement and fire services in this Valley together once and for all, Too often we have a detective looking for a suspect in a case, he runs him on our computer to find out where he's at, and based on the information he has in our computer he's out knocking at the guy's door and the guy is sitting in the j ail in the next town over, That's because we're not providing him with that information, 7 I1ARGETT I see, And did I understand you correctly, does each field vehicle have its own monitor or just its own lap~top computer? SANDONA We're not going to put a lap-top computer in the car., ,the problem with that, they weren't designed to be in a car, especially a police car that has a tendency to go over curbs and through dips fast, and they get broken easily. It's going to be a "ruggedized" computer in the car with the Police officer. It will be mounted in the car with maybe a portable keyboard for him to use, That will be in each of the marked police cars., ,18 on the Police side and 10 on the Fire side, I1ARGETT Not every unit will have it, then? SANDONA Not the detective units, for instance, not those, no. SANDONA O.K" and then the other thing, on the maintenance contract, will you iSSI a maintenance contract to this organization, or, "how does that operat We will be negotiating one with them, yes, and we want them to suppo especially the core material, Some of the discussion on that right n is, some of these terminals are things we can probably replace cheaper than we can fix, or we can fix ourselves. . . they're not that complicated anymore. I1ARGETT CIRAULO That's true, you can replace them, getting new ones cheaper and replacing them. SANDONA One of the recommendations we have made in discussions we've had is, that to put maintenance contracts on the particular terminals that are out and about is probably a waste of good money, However, on the core equipment it is not. We're talking about a core computer, the file server up in Dispatch is a computer that probably cost about $35,000 to $40,000, That computer system, we think, is worth putting a maintenance contract on because the parts for that are very expensive and a little bit more difficult to (inaudible), MARGETT Do you have staff that's pretty adept at computers as far as their idiosyncrasies and repair and so on and so forth? GARDNER You're kind of looking at one of them, MARGETT What happens if you're on vacation? SANDONA They call me, They called me while I was out waterskiing and said, "The computer is down," But moreover, that's what the maintenance contract is for, too. MARGETT Right, I realize that, SANDONA As far as the terminals, in this proposal that we have is an extra terminal for the Police and the Fire Department that will be put on the shelf, A terminal goes down, we pull that one off, plug it in in its place, and they're up and rolling again and then we go get that one fixed or repair it or whatever we have to do, MARGETT Let's go back to the maintenance contract for a minute, What do y anticipate that cost would be per year, or how do you issue the maintenan contract? SANDONA It will be on an annual basis, probably somewhere in the ballpark of, would say, $30,000 to $40,000, GARDNER Split between the two department, 35/65, SANDONA It's hardware~software maintenance, MARGETT O.K. Routine checkups? 8 SANDONA Oh, yeah. Especially at the beginning, you're going to have hands-on constantly, Also, it would probably include modifications, In other words, we get going and six months down the line we say, "Gee, you know, we forgot to track this information." MARGETT Refresh my memory, the length of time that the low bidder has ex- perience,..what's his track record, how long has he,." SANDONA In computers? MARGETT Yes, SANDONA He's been in business since 1972, Now, in imaging itself, he went into imaging in late 1990, and his initiation on CAD and whatnot was", I thought it was '85,.,it was the mid-80's, IMARGETT SANDONA Where is his business located, Rick? His home business is in Salt Lake City, Utah, But his installations are in California, On the imaging side, he has several agencies here in the Valley., ,El Monte, Azusa, Whittier,. ,are installed with the imaging systems, (inaudible) networks, and his CAD system is installed out of Barstow, MARGETT Some idea what his gross sales are a year? SANDONA I don't have that information. I think it was part of the bid package, and I have the bids, I don't have them available for you right now. MARGETT That's O.K" but it's a sizeable organization? SANDONA Yes. MARGETT Twenty~five, thirty million dollars a year? SANDONA I couldn't tell you offhand, I'd hate to say yes and it turned out not to be, I can tell you this, the structure that we've started to design to put in the contract is, we're not going to pay for the proj ect in increments other than what you deliver and what you make work, and then we'll pay for that and then we'll go on to the next one, I think right now we're at 15 steps in implementation of the program, and we will accept that step, make that step work, we'll see it run, it will meet our specifications, it will meet the two Chiefs' approvals, and then we will pay for that step and go on to the next step. MARGETT In other words, you're saying that you have the programs pretty well in place.. ,you know what you want to do, that program is there, it's merely the hardware and to facilitate it is what you're looking for us to say"" SANDONA And make it to work the way we want it to work, MARGETT Yes, That's what you're asking us for the money for--$750,OOO. $750,000 includes a 5% contingency, which is an amount that we probably won't need much of. What kind of prevention for somebody to tie in from a security standpoint? These ~re on telephone terminals, telephone lines, SANDONA First of all, the data lines that these are on is a closed loop. You couldn't call on a modem and get into this loop, This will be a closed loop and there will be no modems allowed on the system that we cannot switch off, For you to.tie in, you'd almost have to call us on a phone and say, "I need to tie in," or "I'm the repair guy," or somebody we know, and we'd switch the modem on and we'd let you in, Plus there are software security steps YOU'd have to go through to get in that way, too, But the system we currently have in the Police Department, which has been up and running since October '86, no modems, It's an easy way to not lose anything (inaudible). 9 HARGETT And in your dealings with neighborhood law enforcement agencies, Sheriff, Monrovia, Temple City, wherever they may be, are they aware of this, what we're doing, do you know? SANDONA Yes, very much so, In fact, Pasadena approached us and asked to get in with us after we're up and running. They are very interested in going with regional systems, The Chief.,.in fact, in this room we kind of brought it up a little bit with him, and he thought, "Finally we're going to break down the wall and start talking to each other," And that's my data- speaking term, "talk to each other." We interact with Pasadena very well all the time, but as far as sharing data back and forth we don't do it because we don't have a way of doing it. HARGETT This would facilitate that, then, SANDONA Yes. Any other questions? Gentlemen, I'll turn it back to the Fire Chie to wrap this up, GARDNER I know we're running a little long here, but basically, I guess what y want to know is, is this good for the community? And the answer is ye because it's going to improve service levels, it's going to increase service levels, it's going to improve safety to all of our Fire and Police officers through greater information. When a Police officer stops someone he will have all the "wants and warrants" on his screen before he even steps out of the car. When a Firefighter arrives at a commercial building, he will know the hazardous materials or any other problems, substances that are in that building, and provide greater safety to the people responding, It's going to be cost effective, because we're going to try to use here, . . we're utilizing technology to improve services rather than manpower, It's easy to just keep dumping more and more people into a problem, The Police Department is faced with no units available more and more as calls for service continue to rise. What this system is going to do, to answer Mr. Harbicht's question, is it may not eliminate any people, but it's going to help us hold the line on the existing staff because the Police officers and Firefighters will be able to input those reports in the field and go directly to the next call, They don't have to go back to the station to do a lot of paperwork and they will be available much more readily, which will decrease the no-unit~available situation that we get ourselves into, And again, it will definitely improve service to our residents, When this system is completed, it will be the single most significant improvement that we've made to public safety services in this City in the past 10 years, That's the bottom line, is increased service, Basically, what you're getting is, you're getting a $750,000 computer system for $262,000 in General Fund money. All the rest is coming out of Asset Seizure Funds, and we think that this is a very good program and that we should proceed with it. HARGETT Mr, Mayor, what do we do? GARDNER This will be on your agenda at the next meeting for awarding of the Tonight was just to give you a complete overview before you got to point. DUCKWORTH That's why you can take the presentation, if a question comes up to t Chief, or,." MAYOR FASCHING How much is in that Seizure Fund now, still, $900,000? JOHNSON No, we have about a million and a half. FASCHING $1,500,000 in the Asset Seizure Fund? JOHNSON Maybe a little more. FASCHING Is that your department's 65, or whatever it is, percent of this figure? JOHNSON Yes. 10 FASCHING The portion that we're looking at from Capital Improvements is basically to fund Fire, right? JOHNSON That's correct. GARDNER That's the 35\, FASCHING One other question I have is that, all the people, the officers and firefighters that will be involved in handling this equipment in, say, a squad car or something like that, what percentage of those people can now type? JOHNSON About 95\ of them, FASCHING Is that sort of something you look at when you hire have to go to school preparing for an officer? they're a cadet they should learn to type? an officer or when they Do you tell them when I""",, All your cadets type and everybody is computer-savvy now, and Police officers that don't type learn to type very quickly, The only reason that they do write the reports is it's easier in the field, and that's the primary reason, FASCHING Well, I think it was a very fine presentation, and I do feel that if we bring it back as an agenda item, in the interim the Council can consider any other subjects or questions they have and we can discuss it at the time it's on the agenda, If we have other chings that we want to discuss with the Fire Chief or the Police Chief, we can inquire of them any questions that we have between now and when it comes back on the agenda. Would that be satisfactory? MARGETT Sure, FASCHING O.K" thank you, Jerry. Does any of the Council have a question at this time before we go on to the next subject? LOJESKI A very fine presentation. 11