TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: John Incontro, Police Chief
DATE: January 8, 2025
SUBJECT: ACCEPTANCE OF BODY WORN CAMERA GRANT FUNDS
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Safe Community
• Fiscally Responsible and Transparent City Government
• Efficient, Responsive, and Effective City Services
BACKGROUND
During the Fiscal Year 2024-25 Budget Process, City Council approved bodyworn cameras (BWCs) as one of the Police Department’s priority initiatives and an objective for the fiscal year.
The Police Department evaluated three vendors and received a quote from each of the vendors. The Department selected LensLock Inc. as the best choice for the Department. A recommendation was presented to the Mayor and City Council on October 25, 2024, and approval was given to the City Manager to sign a contract with LensLock Inc. for body-worn and in-car video cameras at a cost of $294,337.10 for five years of service.
DISCUSSION
The Police Department applied for and was awarded a Bureau of Justice Assistance grant in the amount of $80,000. The purpose of the federal grant program is to provide funds and technical support for BWCs to any law enforcement department with 50 or fewer full-time sworn personnel, to rural agencies, and to federally recognized tribal agencies. The grant is administered by Justice Systems Strategies, Inc. (JSS), and is titled the Small Rural Tribal Body Worn Camera Program.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Funds must be used to purchase or lease BWCs and may include expenses reasonably related to a comprehensive BWC program, like the addition of updated in-car video cameras. The Department’s current in-car video cameras are reaching the end of their usable life and therefore have been included in the LensLock Inc. contract entered for the San Marino Police Department.
The grant performance period started January 1, 2024, and ends December 31, 2026. All purchases made within this period are reimbursable up to $80,000, by grant funds. Additionally, the City of San Marino must match one dollar for every dollar of federal funds requested.
Additional Award Requirements
The Department must have a BWC Policy that meets the Department of Justice, Office of Justice Programs and JSS approval. The Police Department has developed a policy that has been reviewed by the City Attorney, the Human Resources Director and the California Joint Powers Insurance Authority (CJPIA), the City’s insurer. Once the City has signed the contract for the award, the Department’s policy will be submitted to JSS for approval.
Also, the Department will be required to submit monthly reports, as well as a final report after the project end date. The reports will include the submission of both financial and programmatic information. All Police Department records related to the grant must be maintained for three years after the project end date.
FISCAL IMPACT & PROCUREMENT REVIEW
As required by the grant, the grant transactions will be tracked separately under the Body Worn Camera Grant Fund #228. Listed below are the budget adjustments needed for FY 24/25 to create the new fund in order to track the transactions. These budget adjustments are needed to record the grant expenditure and related reimbursement. The remaining funds will be used next fiscal year to contribute towards the second payment to LensLock Inc.
Account#
Budget
Adjustment
Needed
228-30-4613-0002 61,948
228-30-3201-5550 61,948
LEGAL REVIEW
The City Attorney's office has reviewed this report and approved as to form.
RECOMMENDATION
Staff recommend that the City Council accept the grant funds, authorize the City Manager to sign the grant agreement, and approve the budget adjustments needed.
If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to accept the grant funds, authorize the City Manager to sign the grant agreement, and approve budget adjustments needed.”
ATTACHMENT
1. Small, Rural, and Tribal Law Enforcement Agency Body-Worn Camera Policy and Implementation Program – Subaward Agreement Between the San Marino Police Department and the U.S. Department of Justice