AGENDA
ITEM
8 AGENDA
CALEXICO California ITEM
8 CITY COUNCIL
AGENDA STAFF REPORT
DATE: September 2, 2026
TO: Honorable Mayor and City Council
APPROVED BY: Ben Martinez, City Manager (2u
Karla Chaparo, Finance Director De
REVIEWED BY:
PREPARED BY: Armando Orozco, Chief of Police A0
SUBJECT: Approval of a Records Management Funding Agreement Between the City of Calexico Police Department and the Imperial County Department of Probation ========================== =============================
RECOMMENDATION
That the City Council:
1. Approve the Records Management Funding Agreement between the City of Calexico Police Department and the Imperial County Department of Probation.
2. Authorize the City Manager to execute the Agreement and any non-substantive amendments necessary to carry out the intent of the Agreement.
3. Authorize the Calexico Police Department to incur eligible overtime expenditures specifically for the records backlog project in an amount not to exceed $24,500 and accept reimbursement from the Imperial County Department of Probation for such expenditures.
Adopt the attached Budget Amendment Resolution recognizing $24,500 in anticipated reimbursement revenue from the Imperial County Department of Probation and appropriating $24,500 for eligible overtime expenditures associated with the records backlog project.
BACKGROUND
The Calexico Police Department Records Division is currently experiencing an estimated twelve (12) month backlog in the processing and completion of criminal case files. The backlog has resulted from staffing shortages, increased workload, and working with a new information/ report system. As a result, the timely processing, submission, retrieval, and management of criminal case information related to investigations, arrests, prosecutions, and other law enforcement activities has been significantly impacted.
Timely and accurate records management is a critical component of the criminal justice system.
Criminal case files are relied upon by prosecutors, probation officers, the courts, allied law enforcement agencies, and the public. Delays in records processing can adversely affect criminal investigations, court proceedings, records requests, and the efficient administration of justice.
Recognizing the operational challenges facing the Calexico Police Department, the Imperial County Department of Probation has agreed to provide funding assistance to reimburse overtime costs associated with reducing the existing records backlog.
DISCUSSION
The proposed Records Management Funding Agreement establishes a cooperative partnership between the City of Calexico Police Department and the Imperial County Department of Probation to improve records management and criminal case processing.
Under the terms of the Agreement, the County will reimburse the City for eligible overtime expenses incurred by Records Technicians in an amount not to exceed $24,500.00. Reimbursable overtime will be dedicated exclusively to reducing the existing backlog of criminal case records and improving the efficiency of the Records Division.
The overtime assignments will focus on:
• Completing and updating outstanding criminal case files. • Processing arrest reports, investigative reports, and related criminal records. • Ensuring timely and accurate data entry into the Department's Records Management System. • Assisting with records retrieval and case preparation in support of criminal investigations and prosecutions.
• Reducing the backlog of both adult and juvenile criminal records.
Overtime funded under this Agreement will be limited to work directly associated with reducing the existing records backlog and will be subject to the City's established overtime approval procedures. A separate overtime code will be established for this project and shall be used for all overtime charged to the Agreement. The Police Department will be responsible for ensuring that eligible overtime is properly coded and for monitoring expenditures against the $24,500 reimbursement limit. Total overtime expenditures authorized under this Agreement shall not exceed $24,500 without further authorization from the City Council. This will allow the City to separately track and reconcile eligible overtime expenditures prior to submitting reimbursement requests to the County.
The City will remain solely responsible for the supervision, scheduling, compensation, benefits, and employment of all Records Division personnel. The County's responsibility will be limited to reimbursement of eligible overtime expenses supported by payroll documentation and submitted in accordance with County reimbursement procedures.
Approval of this Agreement will provide the Department with additional resources to address the existing records backlog while establishing controls to ensure that County reimbursement funding is used only for its intended purpose.
FISCAL IMPACT
The Imperial County Department of Probation will reimburse the City of Calexico for eligible overtime expenditures in an amount not to exceed $24,500.
The attached Budget Amendment Resolution will recognize $24,500 in anticipated reimbursement revenue and appropriate an equal amount of $24,500 for eligible overtime expenditures associated with the records backlog project.
Overtime associated with the project will be charged to a separate overtime code to facilitate tracking, reconciliation, and reimbursement. Total overtime expenditures authorized for this project shall not exceed the $24,500 appropriation without further authorization from the City Council.
Accordingly, the Agreement is anticipated to have no net impact on the City's General Fund to the extent eligible expenditures are reimbursed by the County. 2 COORDINATED WITH
This Agreement has been coordinated with:
• Imperial County Department of Probation
• City Manager's Office
• Finance Department
• City Attorney's Office
• Calexico Police Department Records Division
ALTERNATIVES
Option 1 (Recommended):
Approve the Records Management Funding Agreement and authorize the City Manager to execute the Agreement.
Option 2:
Decline to approve the Agreement. This option would eliminate the opportunity to receive reimbursement funding and would require the Police Department to continue addressing the records backlog using existing staffing levels and available budget resources, resulting in a slower reduction of the backlog
CONCLUSION
The proposed Records Management Funding Agreement provides the Calexico Police Department with an opportunity to significantly reduce its current records backlog while minimizing the financial impact to the City. The reimbursement provided by the Imperial County Department of Probation will enhance operational efficiency, improve the timely processing of criminal records, strengthen collaboration among criminal justice agencies, and ultimately improve service delivery to the community.
Staff recommends approval of the Records Management Funding Agreement.
ATTACHMENTS
1. Records Management Funding Agreement between the City of Calexico Police Department and the Imperial County Department of Probation.
2. Budget Amendment Resolution.
3 ATTACHMENT NO.1
RECORDS MANAGEMENT FUNDING AGREEMENT
BETWEEN THE CITY OF CALEXICO, CALEXICO POLICE DEPARTMENT
AND THE COUNY OF IMPERIAL, DEPARTMENT OF PROBATION
This Records Management Funding Agreement ("Agreement") is made and entered into effective the day of , 2026, by and between the COUNTY OF IMPERIAL, a political subdivision of the State of California, by and through its Department of Probation ("COUNTY"), and the CITY OF CALEXICO, a municipal corporation, by and through the Calexico Police Department ("CITY" or "CPD"). COUNTY and CITY may each be referred to individually as a "Party" and collectively as the "Parties."
RECITALS
WHEREAS, CPD has requested reimbursement assistance in the amount of Iwenty-Four Thousand Five Hundred Dollars ($24,500.00) to cover overtime costs associated with the Calexico Police Department Records Division;
WHEREAS, CPD is currently experiencing an approximate twelve (12) month backlog in records and case file completion, which has impacted the timely processing, submission, retrieval, and management of criminal case information related to investigations, arrests, prosecutions, and enforcement activities; WHEREAS, due to staffing shortages, increased workload demands, and limited personnel resources, CPD requires overtime assistance to address the records backlog, improve operational efficiency, and enhance the timely processing of criminal case files;
WHEREAS, COUNTY desires to support CPD's efforts to improve records management, reduce case file backlogs, enhance the accuracy and timeliness of criminal records processing, and promote coordination among criminal justice agencies;
NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the Parties agree as follows:
1. TERMS
1.1 This Agreement shall become effective on 2026, and shall remain in effect until , 2027, unless earlier terminated pursuant to this Agreement.
1.2 The term of this Agreement may be extended by mutual written agreement of the Parties through a written amendment executed by authorized representatives of both Parties.
2. RESPONSIBILITIES OF COUNTY
2.1 COUNTY shall reimburse CITY in an amount not to exceed Twenty-Four Thousand Five Hundred Dollars ($24,500.00) for eligible overtime expenses incurred by CPD Records Technicians performing work authorized under this Agreement.
"Committed to enhancing public safety by reducing recidivism, motivating behavioral change, enforcing court orders and advocating for victims."
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
2.2 Reimbursement provided under this Agreement shall be used solely for overtime expenses incurred to address the backlog of criminal case records and case file processing.
CITY shall submit reimbursement requests to COUNTY in accordance with COUNTY policies and procedures. Each reimbursement request shall include supporting documentation sufficient to verify eligible expenditures, including, but not limited to, overtime records, timesheets, payroll documentation, and a description of the work performed.
2.4 COUNTY shall process reimbursement requests after verification of eligible expenses and in accordance with applicable COUNTY procedures. COUNTY shall not be responsible for reimbursement of expenses that are not authorized under this Agreement.
2.5 Nothing in this Agreement shall be construed to create an employer-employee relationship between COUNTY and any employee of CITY. All personnel performing services under this Agreement shall remain employees of CITY.
3. RESPONSIBILITIES OF CITY / CALEXICO POLICE DEPARTMENT
3.1 CITY, through CPD, shall assign qualified Records Technicians to perform overtime work eligible for reimbursement under this Agreement.
3.2 The Records Technicians assigned under this Agreement shall primarily focus on the following duties:
a. Completing and updating outstanding criminal case files; b. Processing, organizing, and maintaining arrest, investigation, and related criminal records; c. Ensuring timely and accurate data entry into records management systems; d. Assisting with records retrieval, case preparation, and coordination related to criminal justice operations; and
e. Reducing the existing backlog of criminal case records, including both adult and juvenile case files.
3.3 CITY shall ensure that all overtime hours submitted for reimbursement under this Agreement are properly documented and used exclusively for the purposes identified herein.
3.4 CITY shall maintain records sufficient to demonstrate compliance with this Agreement and shall provide such records to COUNTY upon reasonable request.
3.5 CITY shall remain solely responsible for the supervision, compensation, benefits, scheduling, and employment status of all CITY personnel performing work under this Agreement.
4. COORDINATION
"Committed to enhancing public safety by reducing recidivism, motivating behavioral change, enforcing court orders and advocating for victims."
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
4.1 The Parties agree to coordinate with one another to facilitate the performance of the services contemplated under this Agreement and to support effective records management, criminal case processing, and coordination among criminal justice agencies.
5. TERMINATION
5.1 Either Party may terminate this Agreement upon thirty (30) days' written notice to the other Party.
5.2 Upon termination of this Agreement, CITY shall be entitled to reimbursement for eligible overtime expenses incurred prior to the effective date of termination. Any remaining funds not used for eligible expenses shall remain with COUNTY.
6. ENTIRE AGREEMENT
This Agreement constitutes the entire understanding between the Parties and supersedes all prior negotiations, representations, or agreements, whether written or oral, relating to the subject matter contained herein.
6.2 Any amendment or modification to this Agreement shall be in writing and signed by authorized representatives of both Parties.
IN WITNESS WHEREOF
The Parties have caused this Agreement to be executed by their duly authorized representatives as of the dates set forth below.
COUNTY OF IMPERIAL
Department of Probation
By:
Name:
Title:
Date:
CITY OF CALEXICO
By and through the Calexico Police Department
By: _
Name:
Title:
Date:
"Committed to enhancing public safety by reducing recidivism, motivating behavioral change, enforcing court orders and advocating for victims."
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
ATTACHMENT NO. 2
BUDGET AMENDMENT RESOLUTION NO. 2026 - -
BUDGET AMENDMENT RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF CALEXICO AUTHORIZING AN AMENDMENT
TO THE FINAL BUDGET FOR FISCAL YEAR 2026 - 2027
WHEREAS, the Final Budget for Fiscal Year 2026 - 2027 was adopted by Resolution No. 2026 - 43 of the City Council on June 17, 2026; and
WHEREAS , the City Council has authorized the amendment of the Final Budget, in accordance with proper governmental accounting and financial reporting practices; and NOW THEREFORE, the City Council of the City of Calexico hereby resolves and authorizes the following action(s)
AMENDMENTS TO ADOPTED BUDGET:
1) Record Revenue Estimates(s)
Fund No. ( Department Division Account Sub-Account Amount 299 20 210 43112 008 $24,500.00
Total 24,500.00
2) Record Appropriation(s)
Fund No. Department Division Account Sub-Account Amount 299 20 210 52040 008 $24,500.00
Total $ 24,500.00
3) Record Transfer of Funds:
FROM:
Fund No. Department Division Account Sub-Account Amount Total $
TO:
Fund No. Department Division Account Sub-Account Amount Total $0.00
4)Purpose of Budget Amendment:
To recognize $24,500 in anticipated reimbursement revenue from the Imperial County Department of Probation and appropriate the corresponding $24,500 for eligible Police Department Records Division overtime expenditures associated with reducing the existing criminal records backlog.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Calexico at the regular meeting this 2nd day of September, 2026.
VICTOR LEGASPI, MAYOR
ATTEST:
VERONICA L. ALVARADO, City Clerk
APPROVED AS TO FORMS;
Laura Estrada, City Attorney
STATE OF CALIFORNIA)
CITY OF CALEXICO sS.
COUNTY OF IMPERIAL)
1, Veronica Alvarado, City Clerk of the City of Calexico, do hereby certify under the penalty of perjury, that the foregoing Resolution No. 2026-_, was duly adopted by the City Council at their regular meeting of said City Council held on the znd of September, 2026 by the following votes:
AYES:
NOES:
ABSTAIN:
ABSENT:
VERONICA L. ALVARADO, City Clerk
City of Calexico