City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Police
Meeting Date: November 3, 2025
Report #:2509-5265
TITLE
Approval of the Acceptance of State of California Citizens Options for Public Safety (COPS) Funds of $211,715 and a Budget Amendment in the Supplemental Law Enforcement Services Fund for municipal police service expenses; CEQA status – not a project.
RECOMMENDATION
Staff recommends that the City Council:
1. Approve the acceptance of annual Citizens Options for Public Safety (COPS) funds from State of California, totaling $211,715; and
2. Amend the Fiscal Year 2026 Budget Appropriation for the Supplemental Law Enforcement Services (SLES) Fund by (requires 2/3 approval):
a. Increasing the estimate for revenue from the State of California by $211,715; b. Increasing Police Department expense appropriation for Capitalized Equipment by $42,000; for Facilities and Equipment by $80,000; for Contract Services by $95,000; for Supplies and Materials by $67,000; for Rents and Leases by $75,000; and
c. Decreasing fund balance by $147,285
EXECUTIVE SUMMARY
Staff recommends that the City Council approve the acceptance of the annual State of California COPS FY 2026 funds, totaling $211,715 and amend the budget appropriation in the SLES Fund to spend this revenue and appropriating unspent funding from previous years, totaling $147,285. This funding went into the fund balance at the close of the previous fiscal years to be used for other eligible expenses. In total, $359,000 is recommended for Public Safety Building (PSB) fixtures and installation services, low-speed vehicle, noncapitalized tools, equipment, and supplies related to municipal police service expenses.
BACKGROUND
Every year since 1997, the State of California, by statute, allocates designated funds to counties, which pass funding through to cities, through a Citizens Options for Public Safety (COPS)
program. This ongoing program is apportioned by a State statute and the level of funding is relative to the population as determined by the California Department of Finance. This funding is not related to the Federal Government Department of Justice “COPS” program with the same acronym.
State law provides for four main conditions on the use of the funds as written in California Government Code sections 30025- 30029.12 and 30051-30063: 1) Each recipient (County and onto the City) is required to deposit the revenue into a separate fund so the funds are not co- mingled with General Funds (Sec.30063); 2) the money shall be used for front line law enforcement services or municipal police services (Sec. 30061(c)(2)); 3) transfer to other funds is allowed provided it is to facilitate the use according to the code (Sec. 30063); and 4) the funds shall not supplant the city budget but must instead be used to enhance or expand services (Sec. 30062(a)).
Previous uses of COPS funds have included restarting the Community Service Officer (CSO) program, electronic traffic citation system, equipment upgrades, safety equipment, police training, staff wellness testing, police recruiting, upgrades to patrol vehicles, and upgraded tools and technology, pilot automated license plate reader technology, all benefiting municipal police services for the City of Palo Alto.
According to State staff, the source of funding is vehicle license fees. Specific allocations are directed by the Department of Finance, in accordance with the Government Code, while the distributions are made by the State Controller’s Office. There are two parts to the distribution:
A. A semi-permanent component based on a minimum funding level for the program, paid monthly and;
B. A growth component for funds (referred to as Growth Fund) in excess of the minimum base, paid one-time the following year after reconciliation.
ANALYSIS
The City recently received the annual notice of COPS funding, for distribution in Fiscal Year 2025-2026, of $105,1331. Further, the Growth Fund portion (distribution B above) was reported and funded $106,5822. Staff recommends use of this year’s expected COPS funds, along with a portion of the existing fund balance, for a total amount of $359,000 ($211,715 in revenue and $147,285 in existing fund balance), in the following manner(s) which are compliant with the law. All expenses below are estimated.
1 State of California Department of Finance September 9, 2025 pg. 13 https://www.sco.ca.gov/Files-ARD-Payments/copsdofletter_2526.pdf 2 State of California Citizens Option for Public Safety Growth Allocation Report For COPS and Juvenile Justice (FY2024-2025) Spreadsheet, sheet “Front Line City Breakdown”, row 500, column F https://www.sco.ca.gov/ard_payments_cops_growth.html
Public Safety Building Equipment ($152,000)
A number of items will need to be purchased by the department to outfit the building for police operations or to upgrade old, beyond life, equipment that is not suitable for the new facility.
Some of those items include hardware and software for new forensic workspaces that did not exist on 275 Forest, fixtures common to police departments such as fortified cabinets and lockers for equipment and supplies, drug scales, hardware and software for access-alarm- systems (beyond the designed burglar and panic alarms), dispatcher console configuration to include network cable testing, rack installation, and monitor installation.
Tactical Tools, Equipment, and Supplies ($67,000)
Purchase replacement ballistic helmets, radio headsets, uniforms, shields and body armor for Special Weapons and Tactics (SWAT) operators and additional breaching tools (hand-carried tools used to open doors and windows that operate similar to a crowbar) and tactical first aid supplies and kits.
Technical Equipment ($25,000)
Hardware and software/web platforms for police operations to include police operation planning and crime scene technology.
Low-speed vehicle ($20,000)
A police-marked all-electric low-speed vehicle to transport officers to events such as Stanford football traffic control and city working events in downtown or on California Avenue such as Art & Wine festival or May Fete. This vehicle reduces the need for a more expensive patrol vehicle to transport staff. Vehicle specifications and additional unit will go through internal fleet review processes and further budget process needs for annual maintenance and operations and replacement costs.
Replacement Handguns with optical sights ($20,000)
The department is updating the standard-issue handguns carried by detectives and administrative staff to a newer model that supports optical sights and offers a lower profile for concealed carry. Optical sights enhance accuracy and significantly broaden the officer's field of view, allowing both eyes to remain open and focus on the entire threat landscape rather than a fixed front sight. This improved situational awareness supports the department's goal of measured use of force in emergencies. Current handguns are equipped with non-modifiable fixed sights, limiting their adaptability compared to the new models.
This transition to advanced handguns implies enhanced accuracy and situational awareness, with officers experiencing a seamless transition due to their existing familiarity with optical technology. The potential reduction in response time, driven by improved vision and focus, reflects positively on the department's policy and procedural effectiveness in handling emergencies.
Field Based Audio/Video ($75,000)
The Police Department conducted a formal procurement to update field-based audio/video recording equipment through a subscription contract, to include audio/video in-holding facilities and interview rooms in the Public Safety Building so that all data can be on one platform instead of multiple platforms. LensLock, Inc. was selected, and the contract began in FY 2025. This funding will be used to rent more body-worn equipment as each officer must have a designated device instead of being shared as previously anticipated.
POLICY IMPLICATIONS
Palo Alto Municipal Code 2.28.080 requires a two-thirds vote by Council to accept the funds and amend the budget. The California Government Code would limit how SLES funds are redistributed. As with the acquisition of any goods or services by the City, the purchasing process will be subject to City purchasing policy manual as established in the municipal code under the direction of the Chief Procurement Officer. Any purchase that is surveillance technology is subject to provisions of the Municipal Code during the purchase process. Some of the proposed uses here are considered surveillance technology and will require a surveillance use policy approval by City Council, in accordance with the Palo Alto Municipal Code, prior to purchase, which will be brought forward separately. None of the proposed uses here are considered military equipment and subject to reporting according to AB 481.
FISCAL/RESOURCE IMPACT
This activity directly impacts only the SLES Fund. The City has received revenue each year under this program since its inception. To receive the revenue into the SLES Fund, Council’s approval is required according to the Municipal Code (PAMC 2.30.360) and the State Government code referenced above. Revenues of $211,715 are recommended to be recognized in the SLES Fund.
A total of $359,000 in expenditures is anticipated as described previously in this memorandum.
The unaudited ending fund balance for the fund, to be reported in the upcoming FY 2025 Annual Comprehensive Financial Report (ACFR), is expected to be $520,000 (for reference, the previous reported fund balance in the FY 2024 ACFR was $721,0005). Of this existing fund balance, $147,285 will be moved from the fund balance to revenues to bridge the gap between this year’s COPS revenue and expenses. There will be no impact to the General Fund as ongoing maintenance costs, if any, for the items purchased by the SLES Fund will be absorbed in the Department's existing budget, otherwise, the activities will stop when the SLES funds are spent in full.
5 City of Palo Alto FY 2023-2024 Annual Comprehensive Financial Reporting beginning on page 122 https://www.paloalto.gov/files/assets/public/v/1/administrative-services/financial-reporting/annual- comprehensive-financial-reports-acfr/current-2011-acfrs/city-of-palo-alto-acfr-single-audit-fy2024-final- unsercured.pdf
STAKEHOLDER ENGAGEMENT
No direct engagement. This report is published 10 days in advance of the City Council meeting where this item appears for decision. The public is encouraged to join the meeting and relay their opinions to City Council.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because accepting funding and approving budget amendments is a government funding mechanism or fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. CEQA Guidelines section 15378(b)(4).
APPROVED BY:
Andrew Binder, Police Chief