Title
Adopt a Resolution to Approve and Authorize the City Manager to Accept Grant Funds in the Amount of $38,241.00 from the 2023 Department of Justice’s Edward J. Byrne Justice Assistance Grant (JAG) and to Authorize the City Manager to Execute all Documents Pertaining to this Resolution to Fund the Purchase and Administration of the LEFTA SHIELD Software Suite and to Appropriate $34,316.90 in Account 150-21-061-5311 for Fiscal Year 2023-2024 Expenditures Related to this Grant Program
Staffreport
COUNCIL PRIORITY
Public Safety
SUMMARY AND RECOMMENDATIONS
Staff recommends City Council adopt a resolution to accept a grant award of $38,241.00 from the 2023 Department of Justice’s Byrne Justice Assistance Grant (JAG) and to authorize the City Manager to execute all documents and funding related to the purchase and administration of the LEFTA SHIELD Software Suite.
BACKGROUND
The Edward J. Byrne Memorial Justice Assistance (JAG) Grant Program (42 U.S.C. 3751 (a)) is the primary provider of federal criminal justice funding to state and local jurisdictions. The Byrne JAG Program is administered by the U.S. Department of Justice, Office of Justice Programs and was created in 2005 by merging the Edward J. Byrne Memorial Grant Program (Byrne) with the Local Law Enforcement Block Grant Program (LLEBG). Byrne JAG funding can be used to support a broad range of state and local government projects, including those designed to prevent and control crime and to improve the criminal justice system.
To ensure that each state and territory receives an appropriate share of JAG funds, allocation to state and local governments is based on a formula using population and crime statistics in combination with a minimum allocation. Funds are split 60/40 between state and local recipients within states. Municipal governments, tribes, and community-and faith-based groups are eligible to receive Byrne JAG funding. Historically, funding for the JAG Program in California is allocated directly to counties through a non-competitive process.
The JAG Program supports seven “Program Purpose Areas” designated by federal statute. These include the following:
(1) Law enforcement programs.
(2) Prosecution and court programs, including indigent defense.
(3) Prevention and education programs.
(4) Corrections and community corrections programs.
(5) Drug treatment and enforcement programs
(6) Planning, evaluation, and technology improvement programs.
(7) Crime victim and witness programs (other than compensation).
The JAG funding must be spent according to certain federal guidelines, including the following:
• Byrne JAG funds must be used to supplement existing funds for program activities and cannot replace, or supplant, nonfederal funds that were appropriated for the same purpose.
• Byrne JAG funds cannot be used to fund security enhancements or to purchase equipment by nongovernmental entities not engaged in criminal justice or public safety directly or indirectly.
• Byrne JAG funds cannot be used to purchase vehicles (excluding police cruisers), vessels (excluding police boats), or aircraft (excluding police helicopters); luxury items; real estate; or for construction projects.
• Byrne JAG funds can be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for criminal justice for any one or more of the following purpose areas:
o Law enforcement programs
o Prosecution and court programs
o Prevention and education programs
o Corrections and community corrections programs
o Drug treatment programs
o Planning, evaluation, and technology improvement programs
o Crime victim and witness programs (other than compensation)
Analysis
Currently, the Police Department utilizes two software systems for the reporting and storage of high liability incidents such as supervisory-level use of force investigations and vehicle pursuit investigations to ensure compliance with departmental policies. The Police Department utilizes a third software system for state-mandated data collection related to the Racial and Identity Profiling Act (RIPA). The Police Department also utilizes a fourth software system to log and monitor training records for staff. The Police Department does not currently have an electronic database for documentation related to Field Training for police officers or Communications Center personnel. The Department plans to utilize the LEFTA SHIELD Software Suite to provide staff with a congruent means of reporting and storing data related to high liability incidents as well as Field Training documents and RIPA data. This grant will allow the Department to replace several software applications and modernize the reporting and storage of Field Training documentation under one comprehensive system.
The current systems are antiquated and require utilizing many different interfaces for reporting and documenting/accessing critical high-liability information. Currently, Field Training documents are stored in a hard copy format. The storage of these documents occupies valuable space and is a waste of paper. The current software being used to document supervisory-level investigations is outdated and not user-friendly. This becomes problematic when processing Public Records Act requests. It is imperative that the Department provide timely and accurate information regarding these requests and its current software platforms do not allow it to do so efficiently.
The LEFTA SHIELD Software Suite offers a collection of software applications that document field training, in-service training for sworn and civilian employees, use-of force, pursuits, and internal affairs in a central, web-based platform that will reduce staff time in creating the reports. Collectively the SHIELD Suite with its integration between the various applications will provide an early warning system to identify trends and alert management to potential liability issues.
The Field Training application provides tracking of both the trainee and trainers, and allows for including audio and video files. All reports are generated electronically and provide easy, searchable analysis.
The Force Accountability application (FACTS) provides customizable department guidelines and allows for immediate documentation of use-of-force incidents. It will allow for the management of use-of-force through built in reports and statistical data immediately available to Administration, including identification of the type of force used, the types of calls resulting in the use-of-force applications, officers who apply force, and any mental health issues or racial correlations.
The Employee Training Records application (METR) is a single, comprehensive application that will allow the Police Department to design and track training classes and tests, assign class attendees, audit training records, and provide certification renewal reminders. Additionally, it will track mandated in-service training and is fully integrated with the California Commission on Peace Officer Standards and Training (POST) records.
The Vehicle Pursuit Reporting application (VIPR) will track the justification for the pursuit and initiation, whether a supervisor monitored the pursuit, traffic and weather conditions at the time of the pursuit, and if the pursuit was justified based on the offense committed. Additionally, it will allow the Police Department to statistically analyze pursuit data.
The Internal Affairs application (IA) will allow the Police Department to fully automate, and conduct more thorough and efficient Internal Affairs Investigations identifying the type of complaint, the Officer(s) involved, and the results of the investigation.
This grant will fund three years of the LEFTA SHIELD Suite software, licenses, and subscription fees for a total amount of $34,900.00.
1. Total grant award is $38,241.00.
2. Alameda County Sheriff administrative fee is $3,824.10 (10% grant oversight/support).
3. 2023 Byrne JAG allocation for San Leandro PD is $34,316.90.
4. LEFTA SHIELD Suite Software Three-Year Agreement is $41,667.00.
5. $7,350.10 will be funded from 150-21-011 in FY 2023-2024.
The department recommends the City Council appropriate the 2023 JAG funding to purchase the LEFTA SHIELD Software Suite.
Legal Analysis
The City Attorney reviewed the quote provided by LEFTA Systems (Exhibit B), along with the grant documentation (Exhibit’s C-E) and approved as to form.
Financial Impacts
This Grant Fund (F150) project will cost $41,667.00 for a three-year agreement. This requires increasing the FY 2023-2024 Budget by the grant award amount ($34,316.90) and will be funded by a grant that will increase revenues through an Alameda County Sheriff’s Office reimbursement deposited into the City’s Federal Grants Account, 150-3608.
The grant award of $38,241.00 (minus $3,824.10 administrative fee referenced above) is fully reimbursable and has no matching requirement. The remaining $7,350.10 for the contract will be funded from 150-21-011 in FY 2023-2024.
ATTACHMENTS
Attachment A: Resolution Accept JAG Grant Funds and Fund LEFTA SHIELD Software Suite
Attachment B: LEFTA Quote
Attachment C: Byrne Justice Assistance Grant Award Letter
Attachment D: Fiscal Year 2023 Byrne JAG Budget Narrative
Attachment E: Fiscal Year 2023 Byrne JAG Certifications and Assurances
PREPARED BY: Lt. Jeffrey Walton, San Leandro Police Department