DATE:
October 17, 2023
TO:
Paul Buddenhagen, City Manager
FROM:
Jeff Jennings, Police Chief
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Accept And Appropriate A Grant Award On Behalf Of The Police Department From The State Of California’s Office Of Traffic Safety, Traffic Records Improvement Program (TRIP) In The Amount Of $24,800 For Funds Related To Improving The Police Department Traffic Records Reporting System Recommendation
Staff recommends that the City Council adopt a resolution accepting a grant award from the Office of Traffic Safety in the amount of $24,800 for a traffic records improvement system. This software system will improve traffic collision reporting to the state and the grant will pay for the purchase of this system.
Background
The State of California’s Office of Traffic Safety’s mission is to effectively administer traffic safety grants that deliver innovative programs and eliminate traffic fatalities and injuries on California roadways. The grant funding department of OTS introduced a new program to help agencies improve their traffic collision reporting systems and reduce staff time in complying with this mandate.
The Emeryville Police Department does not have a way to submit vehicle crash reports to SWITRS electronically but is in the process of building a new CAD & RMS system. Staff have reached out to neighboring agencies who submit vehicle crash reports to SWITRS electronically to learn what software would be appropriate. The department will be adopting the Crossroads crash software and Crossroads has a module that allows agencies to make submissions electronically. The Department intends on bringing that software into the new CAD & RMS system.
This grant will provide resources to the department for a software system that will send traffic collision reports to the State electronically. This will increase efficiency and decrease staff time sending monthly printed copies of reports to the state.
Additionally, staff will be trained in the conversion from paper submission to electronic submissions.
The grant period is October 1, 2023, through September 30, 2024.
Discussion
The benefit of accepting this grant is that it will directly impact the efficiency of submitting collision reports to the state. Traffic collision reporting is mandated, and the department has consistently complied with this mandate. This software will allow department staff to continue to comply with this mandate, but in a much more efficient process without the use of paper.
Fiscal Impact
There will be no real impact to the budget. Some police staff time will be required to administer the awarded grant; this staff time is considered part of their normal duties. Because OTS grant funding is based on the federal fiscal year calendar, which begins on October 1 and ends on September 30, the City of Emeryville expenditures will come from FY23/24 and FY24/25 budgets. The personnel costs will be submitted to OTS on a quarterly basis. Depending on the specific dates of the operations and purchases, reimbursements are anticipated to occur primarily during the City FY23/24 fiscal year.
The Police Department is requesting to increase both the revenues (254-51400) and expenditures (254-71050) due to this grant in the amount of $24,800 to accommodate the initial expense and the reimbursement of funds from the state.
Staff Communication with the Public
As of this time there has been no communication with the public as the grant award funding is unknown. However, if this funding is awarded there will be a targeted media campaign.
Conflict of Interest
None.
Conclusion
Staff recommends accepting the grant to enhance the department’s traffic collision reporting to the state.
PREPARED BY: Oliver Collins, Captain
Jeff Jennings, Chief of Police
APPROVED AND FORWARDED TO THE
CITY COUNCIL OF THE CITY OF EMERYVILLE:
Paul Buddenhagen, City Manager
ATTACHMENTS
Resolution
Grant Agreement
OTS TRIP Grant Proposal
| October 17, 2023
City of Emeryville
CALIFORNIA
MEMORANDUM