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Home My WebLink About74-126RESOLUTION 74- 126 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AN APPLICATION FOR GRANT FOR ORANGE CO%~TY BURGLARY PREVENTION INDEX FROM THE CALIFORNIA STATE OFFICE OF CRIMINAL J~3STICE PLANNING AND AUTHORIZING THE CHIEF OF POLICE OF THE CITY OF SANTA ANA TO EXECUTE ALL DOCUMENTS PERTINENT THERETO. WHEREAS, the City of Santa Aha desires to undertake a certain project designated Orange County Burglary Prevention Index to be funded for the second year in part from funds made available through the omnibus Crime Control and Safe Streets Act of 1968, PL 90-355, as amended PL 91-644, (hereafter referred to as the Safe Streets Act) administered by the Orange County Criminal Justice Council (hereafter referred to as OCCJC). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA that the Chief of Police, Raymond C. Davis of the Santa Ana Police Department, was authorized on its behalf, to submit the attached Application for Grant for Law Enforcement Purposes to OCCJC and is authorized to execute on behalf of the City of Santa Ana the attached Grant Award Contract for law enforcement purposes including any extensions or amendments thereof. BE IT FURTHER RESOLVED the the applicant agrees to provide all matching funds required for said project (including any extension or amendment thereof) under the Safe Streets Act and the rules and regulations of OCCJC and the Law Enforcement Assistance Administration and that cash will be appropriated as required thereby. BE IT FURTHER RESOLVED that grant funds received hereunder shall not be used to supplant on-going law enforce- ment expenditures. PASSED AND ADOPTED by the City Council of the City of Santa Ana at its regular meeting held on 19th day of August 1974. ATTEST: Resolution 74- 126 Page 2 STATE OF CALIFORNIA ) COUNTY OF ORANGE ) CITY OF SANTA AlgA ) I, FLORENCE I. MALONE, do hereby certify that I am the Clerk of the Council of the City of Santa Ana; that the fore- going Resolution was introduced to said Council at its regular meeting held on the 19th day of August 1974, and was at said meeting passed and adopted by the following' vote, to wit: AYES, NOES, COUNCILMEN:¥amamoto, Evans, Griset, ~Vard, Patterson, Gar~he~ NIarkel COUNCILMEN: I~one ABSENT, COUNCILMEN: None CLERK OF THE COUNCIL APPROVED AS TO FORN: CALIFORNIA COUNCIL ON CRIMINAL JUSTICE' I. Title: 3. ~ype of Application ~ Original [][] Revision or Continuation of Grant ~,mber , Year: 1st , 2nd.x, 3rd 4., ant Duration: 12 Months 5- .ngth of Project.: ~ Months ~upport Dollars. Percent 6. Federal 180,000 90% 7. State Buy-IQ 10~000. r 8. Local Hard Match 10~000 q. Other Match & In-Kind 0 0 lC. Total Project Cost 200~o00 lO0~ 1]. Cate§or~: _Prevent crime and delinquency . Burglary has iucreased fa~ter than Program.: Orar~e County Police agencies' abil~t~ 16. Project Summary. Application for a grant under Section 301 {b) of the Omnibus Crime Control and Safe Streets Act of 1968 (PL-90-351), as amended by PL-91-644. SANTA ANA POLICE DEPT. R~c~nr~ ~ D~v~ln~m~nf Orange County BurElary.Preventlon Index 12. Applicant: ~CJP Staff Use Only) Part B , Part C. Part Pre-Agreement Effective Date Grant Extension Approved To 2. Region: T Santa Aha Police Department 24 Civic Center Plaza ' Santa Ana, Cai 92701 (714) 834-4211 13. Project Director: Ra~mond C. Davis, Chief of Police Santa Ana Police Depsx~t~ent 24 Civic Center Plaza Santa Ana, Ca. 92701 (714) 83~-4200 ~14.Financial Officer: Lawrence M. Shaffer' Director of Finance City of Santa Ana 20 Civic Center Plaza Santa Ana, Ca. 92701 (714) 8~4-4940 15.' Official Authorized to Sign Application: Raymond C. Davis, Chief of Police City of Santa Ana 24 Civic Center Plaza Santa~_?~a~2~O1 '..._(714> 834-4200 Si~natur~._~J(_~..~/~ Date ~he overall goai of this project is to expand the Burglary Index 'Data System which will pro- vide the law enforcement con~munity of Orange County with more effective and timely operational information for the prevention of burglaries, the clearances of cc~uitted burglaries, the · apprehension of burglary suspects, and the recovery of stolen property in a total on-line environment. M~or proAect objectives include the following: (1) Expand the data processing capabilities of the system as they perta~ to' burglaz7 prevention and the apprehension function of law enforcement by providing on-line data input and retrieval to all regional police agencies. (2) Integrate, on a regional basis, related burglary infon~ation; i.e., pawn reports, field contacts, officers' daily logs, etc., in order to provide correlation betwee~n maj.or data sources as they pertain to the cr~me of burglary. F.) Provide tactical plar~ing info~nation in the forth of statistics and reports for tribution of police patrol u~its for the most effective burglar7 prevention and app- rehenslon. P~0JECT SUM~3U~Y (Continuedl. A permanent advisory committee comprised of representatives from all participating /aw enforcement agencies in Orange County will be established to provide a formal vehicle for technical support and coordination, proJec$ review and system evaluation. ~he procedures and functional tasks outlined in the Orange County System Development Mao,,~l will be utilized by the advisory committee and project technical staff where appropriate to attain project objectives and to ensure cG~0atibility with existing and/or projected information system development projects in Orange County. Anticipated benefits from the proposed Burglary Prevention Data System~include: (a) a reduction in excessive time currently spent by /aw enforcement agency per- sonnel in searching for and correlating burglary related information; ('b) a signifi cant improvement in the quality of burglary related information in terms of timeli- ness, cGnpleteness and organization of available data; and (c) a significant re- duction in the incidence of burglaries throughout Orange County and an inc~ase in the rate of clearances of reported cases. - lA - PROJECT SU~V~RY ' · ~he overall goal of this project is to expan~ the B~rElary Index Data System which will provide the law enforcement cczmmunity of Orange County with moro effective aud timely operational infoz~aation for the prevention of burglaries, the clearances of cc~mitted burglaries, the apprehension of burglary suspects~ and the recovery of stolen oroperty in a total on-line environment. Major project objectives include the following: (1) Expand the data processing capabilities of the system as they pertain to burglary prevention and the appz~hension Dluction of law enforcement by providing on-line data input and retrieval to ali regional police agencies. (2) Iutegrate, on a regional basis, related burglary information; i.e., pawn roports, field contacts, officers' daily logs, etc., in order to provide correlation between major data sources as they pertain to the crime of burglary. (3) Provide tactical plant,lng information in 'the form or statis- tics and reports for distribution of police patrol ~nits for the most effective burglary prevention and apprehension. A penuanent advisory committee comprised of reprosentatives frc~a all partici- pating law enforcement agencies in Orange County will be established to prO- vide a formal vehicle for technical support and coordination, project review and system evaluation. The procedures and functional tasks outlined in the PROJECT SUM~A~ (Continued) Orange County S~stem Development Manual will be u$illzed by the advisory committee and project technical staff where appropriate to attain project objectives and to ensure cGnpatibility with existing and/or projected in- fornmtion system development projects in Orauge County. Anticipated benefits from the proposed Burglary Prevention Data System in- clude: (a) 'a reduction in excessive time currently spent by law enforcement agency persomnel in searching~for and correlating burglary related informat~io~; (b) a significant improvement in the qu~Ity of burglary related information in terms oi~ timeliness, c~leteness and orEanization of available data; and (c) a significant reduction in the incidence of burglaries throughout OrangeJ County and an increase in the rate of clearances of reported cases. - lC ~ 01 02 03 04 05 C=~y of ~nta Aha f ~g~ary ~eventzon Prog~ram I Poll~e Department ~ ~lVlC Center Plaza Davis Chief of Police ~1~ To expand a computer-based system a/med at reducing., bur~]~-L~ies I'z'~[thln C~an~6 C ' ounuy. 5his data base will be designed to monitor "2'ZJil burglary incidents and related information in the County and '2'~)~rfom statistical analysis of patterns in specific target areas. "z'~ese analyses ~11 result in predictions of high probability burg- ~.0N! (69-75) I 1"" ~mty of Santa Aha FEDERAL FUNDS ~80,000 10,000 10,000 200,000 r,,,,~,~ ~..OD~r~$~t of Justice SENATE- DISTRICT I SOUFtCE OFOTHER NON-FlED. FUNDS (58-80) (23-30) (32-39) 4-1-?~ YES TL~ 69 NO ~ ;0 ACKNOWIFDGMENT OF NOTICE OF ~ E~lYPn~''.'~.'.~'~t I~.LOACT STATE{.~NT NEGATIVE I~LPACT STATE~ENT TO: All Interested Government Agencies and Public Groups Gentlemen: In accQrd with the procedures for the preparation of environmental impact statements, an environmen'tal assessment has been performed on the proposed agency action below: ORANGE COUNTRY BURGLARY PREVENTION PROGRAM The assessment process did no~ indicate a s~gnificant environmental impact from the proposed action. Consequently, an environmental impact statement will not be prepared. .~.. An environmental impact appraisal, which summarizes the assessment and the reasons %.;by a statement is not required, is on file at the above office and will be auailable for public scrutiny upon request. Sincerely, R~ond C. Davis, Chief of Police Santa Aha Police Department Project Director 6-11-?~ -4- ENVIRON~IENT~.L IMPACT APPRAISAL * YES :'' NO '' X 5. × 6. X 8. X 9. X 10. 0RANUE COUNTY BURGLARY P~ENTION PROGRAM NP2.~E OF. PROJECT Noticeably increase noise level? Disrupt historical', cultural, or natural aspects? Cause significant deterioriation of aesthetic or visual effect? Derogate from important recreational areas? Substantially alte~ behavior of a non-human species? Interface wibh important b~eeding, nesting, or feeding grounds? Cause significant increase in air or water pollution? Disturb ecological balance of land or water area~ Create possibility of contamination of public water supply source, treatment facility, or sewage system? Be detrimental to the quality of the human environment, including the transportation system? PROJECT DIRECTOR - Ra~mond C. Davis, Chief of Police Santa Ana Police Department ORGANIZATION June 11, 1974 DATE * To be retained in Applicant's files. BUDGET CATEGORY ' I FEDERAL TOTAL I FUNDS · HARD NATCHLocAI , ---STA'TE BUY- I.q I IlARD 1,1~TCHI 21. Personal Services Salaries 1) 2) 4) 'Project Director $2,427/mo. X 12 mo. at 2% of time = $ Project Coordinator $1,573/~o. X 12mo. at 100% of time = $ Program Analyst $1,517/mo. X 12 mo. at 100%-of time = $ (3) Clerk-Typists Sy44/mo. X 3 X 12mo. at 100% of $ime = $ Advisory Committee (See attached page) Refer Budget Narrative D. Denefi'ts SUB TOTAL (See attached page) TO~ AL 18,876 18~204 26,788 68,867 21,353 90,220 582 18,876 18,204' 26,788 4,417 68,86? 21,353 · 90,'220 -5- 21. 'P~SONALSERVICES (Attached Pa~e). A. Salaries 5. ,Advisory C~,~dttee 23 Burglary Investigators from participating agencies - $8.00 br. X 2B persons X 2hr. X 12meetings = $4,417 Investi- at meeting meeting project period gator ~ Bm Total Total Benefits 1. Project Coordinator: $8,233 $5.53/$100 State Cc~pensatioh $23.629/$100 Retirement $10.75/$100 Vacation/Sick Leave/Holidays $39.91/$100 + $700/Yr. Insurance = Total Benefits ($18,876/100) X 39.91 + ?00 ~ $8,233 2. ProE~ Analyst/Clerk T~pists: $13,120 $.16/$100 $12.03/$100 $10.75/$1,~0 $22.94/$100 State Compensation Retiren~nt Vacation/Sick Leave/I{olid~ys + $?00/Yr. Insurance = Total Benefits ProEFamAnal~st: $4,876 ($18,204/$100) X 22.94 + 700 = $4,876 Clerk~ists: $8,244 ($9,928X$100) X 22.94 + 700 = $2,7~8 X 3 = $8,244 - 6A - BUDGET CATEGORY TOTAL FUNDS STATE I LOCAL BUY-IN HARD MATCH 22. Travel Exm~ination of similar con~puter based data syste~ that have recently been implemented / 1,178/ 1,178 ReFer to Budget Narrative TOTAL 1,178 1,178 23. Consultant Services :' DNA TOTAL 24. Equipment 1) Supply cabinet 2) Co~outer tape & disk storage cabi~et 3) Computer Expansion Equipment a) 8 Port cc~cations module b) 32K Word storage expansion c) 50 million character disk storage unit d) 8 Video display terminals at $4,000 each e) F~netic disk packs - 6 at $200 f) ~gnetic tapes 36 at $10 each g) Misc. computer support supplies - for above (i.e., cables, plugs, 250 350 13,000 _ connect~rs etc.) ~_~ ~?~netic ta~e e~ ae~l~ ~t ~2.X40 .Refer to Budge N~rratiye TOTAL 25,000 , 1,200 ~360 4,000 8O 80,240 70,240 10,000 .10,000 " DETAILED PROJECT BUDGET (CON'T) '1- FEDERAL , ' . HAROL t{~TCH BUDGET CATEGORY TOTAL FUNDS STATE . ~ LOCAL .... BUY-IN , 25. Supplies and Operating Expenses 1. Indirect Operating Expenses _-~'~ ~ (55 of Total Project Costs). ~ _l~_0,000_,l} 10,000 2. Offl6e Expenses 8,282 8,282 a) supplies: Estlmate~ $5o x 12 mo.: $600 b) Duplioation: Estimated' f~ $.05/sheet X 43,000 sheets: 2,150 ¢) Postage: Esti~nated $?.00 mo. X 23 Dept. X 12 mo. = ] d) Co~' Supplies: Estimated ,~ $300 X 12 mo. : 3,600 3; Office C~nnications 1,080 . 1,080 a) q telephones at $15 mo. X b) Long.E~..stauce at $30 mo. X 12 mo, = 360 'q. Vehicle M~Intenance & O~eratio. n 1~800 1,800 i $150 mo. -X' 12 mo. : 1,806 i 5. CcEputer S~stem Equipment Main- terence ' ' 7,200 7,200 i --~6~o, X 12 mo. = '7,200 I · . ]~efer to Budget Narrative I" '"1" , TOTAL 28,362 ~8,362 lO~OOO 26. IOIAL PROJECT COST 200,000 180,000 :~ . 27. Percent of Total Pr~o_ject Cost a'~ BUDGET NARRATIVE 28. Personal Services A. Salaries: $68,867 1. Project Director: $582 ~he Project Director will be responsible for policy as it relates to direction and control of the Burglary Prevention Index and will oversee the entire project operation. 5he $582 is for 2% of his time during the 12-month project, and will be from grant funds. Project Coordinator: $18,876 The Project Coordinator is re.sponsible to the Project Director, ~no represents the Chiefs of Police and the Sheriff of Orange County, for directing the first line operation of the Burg- lary Index. It will be his duties to establish procedure for the receipt, dissemination, and security of Burglary Index in- formation. He will schedule advisory meetings and agendas as well as attend meetings of agencies involved in joint investi- gations. The project coordinator will maintain personal liaison with member agencies and advisory members. He will establish tr~1rdng sessions for advisory members in areas of concern and mutual interest. He will n~intain statistical information on the results of the index operations 'for dissemination and report to the Project Director and the Chiefs of Police and the Sheriff of Orange County. The $18,876 is for 100% of his time during the 12-menth project, and will be from grant funds. BUDu~I' NARRATIVE (,Continued) 3. Burglary Pro~rfl .Analyst: $18~'20~ Ehe Burglary ~o~ ~st will be ~ct~ ~sP~ible. to the ~Ject C~tor. It will be the ~ ~st's ~spo~iblllty to de~$, develop, ~l~nt ~o~ co~ute~based ~ ~ventton ~ta Syst~ ~or t~ ~w e~orc~nt cowry of ~ C~ty. He will ev~te ~d ~ze b~ ~fo~tion collected by the c~uter center. :He wlll dete~e the cre~bi~ty~ re- li~l~ty, ~d pe~ence of ~o~tion ~fo~tion to ~sclose pmtte~, tre~, ~or e~de~e of or~zed b~ ~tivity. ~e ~ ~ ~st ~1 also prep~ ~s to s~ize ~e ~ ~ c~clu- sio~ based on the ~te~retation of the ~o~tion. He be c~led upon to ~t~ct ~p~sentatives of ~er ~encies ~ the ~tic~ ~d related ~ctions of t~ ~ ~x ~d the ~so~es av~l~le to identi~ ~ co, at b~ acti~ty. ~e ~ ~yst ~11 .~so be ~ired to p~ ticipate ~ the meet~ of the Adviso~ ~ttee ~ o~er to ~sse~te the ~sults of the ~sis of the s~tted ~o~ mtion. ~e ~11 assist ~ the pl~ ~d d~rection of the ~ ~dex ~d ~11 act for tSe ~Ject C~tor in ~sence. ~e $18,20~ is for 100% of the ~ ~st's t~ ~d wi~ be,~ the ~t - 9A - BUDGET NARRATIVE (Continued) 4. Three Clerk-T~pists: $26,787 ~he Clerk-Typists will be assigned to clerical, fi]zhng matters and prepare the computer input. ~he Clerk-Typists will be called upon to do indexing and processing as a clerical support to the Program Analyst position. One Clerk- ~fpist will handle the unit correspondence, processing re- quests for information, processing incoming information, main- taloing various files and directories, and handling incoming phone calls. The Clerk-Typists, in addition, will be re- sponsible for coding data from incoming burglary reports to a meaningful form for input to the computer. ~he $26,787 is for three Clerk-Typists 100% of the time and will be from the Advisory Conm~ittee: $4,417 ~he Advisory Committee, comprised of representatives from all participating law enforcement agencies in Orange County, will meet once a month or more frequently if needed, to give assistance to the Project Coordinator and represent participating agencies in the Burglary Index. The committee will act as a liaison be- tween the Index and user agencies. The $4,417 is based on an $8.00 average hourly wage of a Burglary Investigator, times the estimated participating agencies (23) times a 2-hour meeting, (estimated length) times 12 ~etings the program length. BUDGET NARRA'I'iVE (Continued) B. Benefits: $21,35S f~ployee benefits are based upon existing standard salery overrides currently in effect with the City of Sauta Aha, and used in the cmwputation of the annual budget, as accepted and approved by the Santa Ana City Council. Vacation, sick leave, and holidays ~re employee benefits and are not in- cluded in the annual salary. 1. Vacation is accumulated at the rate of 1-1/~ days per month, or 15 days per year. 2. Sick leave is grsnted to all employees at the rate of one day per month, or 12 days per year. ~here is a 180-day limit accrual. B. Each employee is ~granted nine .p~td .holidays per year.and they are taken as earned - there is no accrual. Travel: $1,178 Ehe travel fund will be used to cover expenses for transportation to and from law enforcen~nt data centers throughout the country. ~ in~s, tallations using state-of-the art technology and proced- ures new to law enforcement will be exsmined. The exact locations h~ve not been_dSermined at this time due to schedules of imple- mentation not being finalized. ~hese systems wilt~ be ex~m~Lned personally i~ order to provide first-hand information and derive benefits from the different designs and systems and to avoid BUDGET NARRATIVE (Continued) duplicated effort in using the system specifications de- veloped by the installations. T~avel to Sacramento will be necessary for the initiation of the second year and to ex- amine San Francisco's 'CABLE' System. D. ~ Consultaut Services: Not applicable to this project Equipment: $80,240 The purchasing of equipment will utilize the existing pro- cedure of the Santa Ana Police Department. A request for equipment will be made to the purchasing agent who will, in turn, request a minimum of three bids from vendors and the low bid will be acceptable, except for the minor items cover- ed under contracts already let under approvel competitive bid procedures. In addition, the equipment will be compatible with that used within the Santa Ana Police Depa~b~ent. 1. Supply Cabinet, double door $ 250 2. Conkouter tape and disk storage cabinet with locks 350 3. Computer expansion equipment: ~his equipment will increase ·the storage and processing capability of the existing compute~ system and provide increased processing capa- bilities for the region. Compatibility with the - 9D- E. Eguipment (Continued) existing Burglary Index system is necessary to continue without major technical problems, therefore, it is significant that the same supplier who provided the original system supplies the expansion equlpment. ~he follow- ing equipment is necessary to increase the capability of the existing system: a) 8 Port c~nnications module allows ~' additior~.l video terrains_Is to be plugged into the system 32,000 words oE inte~nalstorage for the computer. Necessary to increase the speed of information processing. c) 50 million character disk storage facility. Provides an additional 50 million characters of on-line data storage d) 8 video display termiuals at~$4,000 each allows expansion to provide simultaneous access to stored computer files by 8 additional users e) 6 magnetic disk packs at $200 each. Allows r~movable data storage for the cc~puter disk files - gives six times the storage capacity of i disk pack f) 36 m~gnetic tapes at $10 each Provide secure backup for co~uterized files ~and additional storage of information g) Miscellaneous cc~puter support supplies, (cords,acables, switches, e$c.) necessary to interconnect equipment .. Magh~tic tape edge seals 40 X $2.00 each to provide dust and atmospheric protection to stored tape files $ 4,000 13,000 25,000 32,000 1,200 36O 4,000 80 - 9E - BUDGET NARRATIVE (Continued) F. Supplies snd O~erating Expenses: $28~362 1. Lndirect Operating Expenses: $10,000. Yan-ki~d contribution: 5% of total project costs (using $200,000 as the base) 2. Office Expenses: $8,282 A. Supplies - $600 ~his is to include envelopes, file folders, pen, pencils, desk trays, tablets, waste- baskets, etc. Prices are based on City of Santa Aha Purchasing figures. B. ~lication - $2~150 q~is cost is based on the d~plication of 28,000 burglary reports per year with an average of three pages per report by the participating Orange County law enforce- n~nt agencies at $.05 a sheet. The re- ports are then sent to the Burglary Index for processing. This figure ~l~o allows 2,000 additional duplication sheets. C. Postage - $1,932 It has been estimated that the mailing costs to mail the participating agencies burglary reports once a week to the Burglary Index would cost an average of $7 a month per agency, times 23 agencies, times 12 nonths (project length) would be $1,932. It has been esti- mated that the return postage of data to the agencies and routine correspondence of the uo_It would be included in the above figure. $10,000 3. Office Communication - $1~080 Telephones Long Distance The nature of the unit requires mainterk~nce of contact among member agencies scattered throughout the state, therefore, the long distance telephone bill will be.proportionate. This overall cost also includes installation costs for the two phones. - 9F - 720 360 (Co.ntinued) Vehicle Maintenance and o~eration - $1,800 Es expense is budgeted for the sedan to be utilized by the Burglary Index and is based on current Santa Aha Police Department rates for ummarked investigator units. ~his cost will not include any depreciation. 5. Computer System Equipmen~ M~te:~mnce - $7,200 The routine maintenance contract necessary to ensure that the computer system rem~ ~us in peak operational condition. Provided by the equip- ment manufacturer. - 9G - l>q.. ;(.;~;~?hic Representation of Costs - B_S ~.:on~h. PROJECT "~'~' ' $200,000 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th llth 12th 180,000 .~/ 160,000 ,, , ./ 140,000 // 120,000 J 100,000 -= / J / 80,000 / ...... ~0,000' . . . 1020,000/ ~0, Othe~ Sources of Funding NONE FUNDS DATE. AGEI:CY REQUESTED REQUESTED STATUS,OF REQUEST $ $ 31. Resolution.: · , ~ue resolution for this project is anticipated to be scheduled for the July l, 1974 meeting of the Santa Aha City Council. 'i ............... :":'":.:. ::3¢S3 ' I: : ': ...... t!:'; : , . i 'C') 0 0 O' 0 o o o :'0':. 32. PROBLEM STATEMENT During the past twelve years, the number of reported burglaries ccmm~itted in Orange County h~s grown substantially from 5,688 in 1960 to 28,27B in 1972, an increase of 39? percent. ~he rate of burglary clearances for the same period, however, has.decreased from 28 percent in 1960 to 19 percent in 1972. The nmgnitude .of the burglary problem in Orange County is graphically'illustrated by Tables 1-5 and by the following additional BCS statistics: 1960 1972 % of ChanEe County Population 688,290 1,565,200 +127 Reported Burglaries 5,688 28,273 +397 Police Officers 1,025 2,255 +120 Burglary Rate Per 100,000 Popul. 721 1,~06 +128 Police Officers Per 100,O00 Popul. 149 144 -03 Clearance Rate 28% 19% -09 Note: 1973 statistics not available at this time It is e~rldent from these figures tha5 the increase in the rate of burglaries per 100,000 pop.ulation (128%) has tended to parallel an increase in the population growth (127%). It also should be noted that the increase in the burglary rate has not been matched by an equivalent increase in the number of polige officers which, in fact, has shown a regional d~cline of 3 percent per 100,000 population dur- ing the same period. There has been an apparent interaction between the population growth - 12 - PROBL~ STATEMENT (Continued) of Orange County and the increased rate of burglaries. ~here has also been a decline in the available police manpower resources on the regional level. Other equally important dimensions to the prob- lem also are identifiable and should be addressed in order to oper- ationally enhance the burglary prevention ~nd apprehension function of law enforcement. ~he law enforcement con~nnity of Orange County is comprised of twenty- two municipal police agencies and the Orange County Sheriff's Depart- merit. ~he operational activities of these police agencies as they pertain to the burglary prevention and apprehension functions are con- fined essentially to Jurisdictional boundaries, while the activities of the burglar (or potential burglar) are not. Present law enforcement practices sre frequently determined according to in~nediate and/or local needs. This system does not adequately afford police officers the opportunity for systen~tic inquiry about events; e.g., burglaries which occur in other Jurisdictions, although useful information frequently exists. Moreover, the present systems and procedures employed by each of the respective police agencies within Orange County tend to be data- oriented rather than function or task-oriented. As a result, the infor- mation collected often is of poor or insufficient quality, excessive i~ volume, lost, or unavailable (at a minimum, uncoordinated) in a myriad of disassociated files. Enforcement program, therefore, generally lack proper development or application because the burglary investigator is not provided with sufficiently complete or detailed burglary related information. 33. .PROBLEM STATeMEnT (Continued). It hms become axiomatic, in light of today's ,rising crime rates and increased expenditures for law enforcement, that the "life blood" of law enforcement activities is. information. This major law enforcement Lugredient is necessary for both efficient oper- atic~s and effecbive management decisions, 'particularly as applied to the burglary prevention and apprehension function. Accordingly, this application proposes to exRand the capabilities of the regional, cc~puter based data system which is not tO be confinced to Juris- dictional bou~4aries, and will correlate burglary information in an accurate, orgs~lzed, timely~and cd,plete manner. Furthermore, it will provide, in an on-line environment, a systematic determination of the inter-relationships between those data elements necessary to meet this requirement. APPROACHES C1DNSIDERED It is readi~v apparent from the Problem Statement discussion above that a s~ignificant increase in the incidence of burglaries, coupled with a decrease in the rate of clearances and the apprehension of suspects, continues as a major concern for the law enforcement c~,,~nity of Orange Cc~uty: It is further apparent that current or traditional approaches to the problem no longer are adequate~ in combating the crime burglary. Generally,-it~ is accepted that vigorous and agressive police patrols effectively ckhvd_~ish the opportunity for criminal~'conduct, and increase the probability of apprehension. To this extent, some Orange County police agencies recently have established "crim~ specific" burglary 14 - APPROACHES CONSIDERED (Continued) units in an attempt to address the problem. These efforts have shown success. However, burglars are not confined to particular Jurisdictions and not infrequently cross boundaries at will. ~he use of modern electronic technology in support of various s~mfnistrative and operational activities required of the law en- forcement co~m~ity is accelerating throughout the county. T~rge quantities of data now can be stored, retrieved, and ~lyzed with great rapidity at relatively low cost. This technology, however, has not been f~lly applied to the burglary prevention and appre- hension function. The current unavailability, untimeliness, or in- c~leteness of pertinent burglary information can be traced to the failure of all law enforcement agencies in the county to systematically identify and share common data needs on a regional basis. The region recognized this failore and developed the Burglary Index which became operational during the latter part of Ms.rch, 1974. The basic needs with regard to information and the suppression of burglary have and will be satisfied through the application of the approach used during the Index's first year of operation. ~he most significant limitations to the approach taken during the first year of operation are storage capability and remOte on-line input and retrieval of info,nation. In- asmuch as the computer has such c~pability, the proposed design and development of an expanded computer-based data system wil~ provide for increased processing and correlation of pertinent data (e.g., crime patterns, M. O.'s, suspect information, pawn information, etc.) on a - 15 ~ APPROACHES C0NSiD~ED (Continued) regional basis, and relay that information, in a total on-line en- vi~or~nent, across Jurisdictional boundaries in support of the burglary prevention and apprehension function. Anticipated benefits to be derived from the proposed up grade of the Burglary Prevention Data ~ystem include (1) a reduction in excessive time currently spent by law enforcement agencies in searching for, and correlating burgl_~y related information; (2) a significant improvement in the quality of burglary related information in terms of timeli- ness, completeness and organization of available data; and (3) a significant reduction in the in6idenc~ of burglsries throughout Orange County and an increase in the rate of clearances of reported cases. T~e City of S~nta Ana is a logical choice for the implementation of this program for several reasons: (1) It is the county seat of govern- ment and is centrally located, thus providing toE-free telephone ser- vice to all but two Orange County cities; (2) It currently is conduct- ing a local "crime specific" burglary program which consists of efforts by the Santa Ana Police Department to enhance public awareness of the burglary problem, including the need by the. public to implement more adequate burglar~ preventive m~asures; (3) The Santa Aha Police Depart- ment also is administrating the regional Orange County Narcotic Index program; (4) The interaction between these programs and the exch~lge of information will be b~ benefit not only to the individual programs, but to county law enforcement as a whole; (5) The City of Santa Ana has the - 16 - APPROACHES CONSIDERED (Continued) second largest nzunicipal police department in Orange County, and bas been designated as a "high crime" city by OCJP. Santa Ana, according to BCS statistics for 1972, had the second highest number of burglaries in Orange County - 4,267 as con,pared to Anaheim which had 4,661; smx~ (6) ~he City of Santa Ana has been sponsoring the Orange County Burglary Prevention Index since its beginning and will be maintaining the necessary con%outer equipment. - l? - 34. PROJECT OBJEC'ITVES ~he overall goal of this project is to expand the Burglary Index Data System which will provide the 1~ enforcement c~,,~nity of O~ange County with mor~ effective and timely operational infor~ mation for t~he prevention of burglaries, the clearances of ccmmitted burglaries, the apprehension of b~g%ary suspects, and the recovery of stolen property in a total on-line environment. Major project objectives include the following: (1) Expand the data processing capabilities of the' system as they pertain to burglary prevention and the apprehension function of law enforcement by providing on-line data in- put and retrieval to all regional police agencies. (2). In,grate, on a regional basis, related burglary information; i.e., pawn reports, field contacts, officers' d~ily logs, etc., in order to provide correlation between major data sources as they pertain to the crime of burglary. (3) Provide tactical planning information in the form of statis- tics and reports for distribution of police patrol units for .the most '~ff~ctive burglary prevention and apprehension. ~he.attatnm&nt of these, o]~Jectives will be accc~mplished in accordance with the milestones indicated on the project work schedule~. - 18 - 35. ~i~{ODOLOGY This project will be conducted as a cooperative effort by the Santa Aha Police Department and representatives of the law enforcement ccmmunity in Orange County. Not only is this approach necessary and appropriate in order to develop and clarify program data needs, but it also will help to ensure that the expansion of the Burglary Pre- vention Data System is designed to be practical, operational and not overbu_rdensome in its requirements for the recording and entering of raw data into the system by the user agencies. The effort outlined below constitutes a mult-phased program to ex- pand the hardware configuration to accommodate the new requirements, select proper remote terminals and communications methods, implement enhancements to the system, continue previous functions of the system and project appropriate long-raz~e modifications to the system to pro- vide the optimum in information processing for the region. Phase I will be the analysis, definition, review of the expansion re- quirements and operational specifications aqcording to. established regional performance criteria and standards. Phase II will consist of hardware specifications, procurement of equipment and preliminary sys~tem modifications. Phase III will consist of system implementation, oper- ation and post-implementation review. To.ensure accomplishment of the technical and administrative coordination requirements of the project, a permanent Advisory Committ'ee will be established. The Advisory Committee will be comprised of representatives from all participating law enforce- ment agencies in O~ange County, and will provide a formal vehicle for - 19 - ~iHODOLOGY (Continued) project review and ev~_luation of all system design, development and implementation activities. In addition, the Advisory CG~tttee will assist in establishing a preliminary set of system criteria and per- formance standards to be used as guidelines for subsequent project design and development activities. The Advisory Co~nittee also will actively participate in the formulation of a set of system data and procedural requirements to be modified, expanded, verified and made more specific during the course of the projects operation. To this extent, review of current regional system design efforts will be in- eluded in Phase I. I ~he procedures outlined in the O~ange County System Develo~nent Manual will be utilized by the Advisory Co~ittee and project technical staff where appropriate to enSure compatibility of effort with existing and/ or projected information system develo~nent projects in Or~uge County. Phase I of the proposed project will entail the development of a de- tailed set of system design specifications and performance standards that will permit the most economic an~d feasible collection, storage, retrieval and analysis of data required to support the burglary pre- vention and apprshension function, according to logical information categories and in a manner ensuring both flexible access and the elim- ination of unnecessary or redundant information. The operational dat~ ~equired to support the burglary prevention and apprehension function also will be defined. This d~efinition will identify the type, so~u~ce, characteristics, and.~format of the necessary - 20 - METHODOLOGY Continued) data, and include an indication of the "value" or "utility" of the data according to act-~l or potential demand, use, and "importance." 5he specifications and performance standards developed during the course of the project will be reviewed by the Advisory Ccn~mittee to ensure appropriateness, utility, cost effectiveness, interface ccm- patability, and personnel acceptance. An operational system design will be modified during the project, in accordance with the specifications fornulated during Phase I. The system design will include (1) the procedural requirements For the' acquisition, processing, displaying, analysis, and dissemination of data pertaining to the burglary pre- vention and apprehension function; (2) the specifications for data forms, formats and files; (3) administrative and control procedures; (4) training requiren~nts; and (5) requirements for system implementation and post-implementation testing and review (Phase III). Many of the tasks of Phases I and II will be carried out concurrently. System specifications and data requirements, will be d~veloped and processed throughout the project effort. Similarly, the data collection analysis activities and the system design will be iterative and flexible processes whereby the current set of available information can be processed through all tasks concurrently. Additional data,, analyses, and definitions that are required or in need of refinement also can be readily identified and . pursued. Detailed Technical Approach (Statement of Work) ~he proposed technical approach for the design,~development, and implementation - 21 - Detailed Technical Approach (Statement of ~brk)..- Continued of a user-oriented regional Burglary Prevention Data System will in- clude the following major task areas as outlined in the Orange County S~stem Development Ma~ (See Appendix A-.G). Phase I - S~stem ReQuirements and Performance Specification Anal~s.is and Review Task i - Formulate acceptable system performance staudards based on changing ~equirements Task 2 - Identify system modifications and operational constraints (i.e., legal procedural, facilities, budgeting, techno- logical) Task S - Re-examine detailed current and projected interface re- quirements with other federal, state or local information systems Task 4 - Identify additional system output requirements (i.e., re- ports, bulletins, screen formats, etc. ) Task 5- Identify additional input requirements Task 6 - Adjust frequency requirements for output and~input documents as defined in system enhancements Task 7 - Eva~mate aud adjust system audit procedures, security re- quirements and control procedures to meet the changi~ re- quirements Phase II - S~stem D~s_ign, D~ve~.opment end Test Task 8 - Define changes to system at program level Task 9 - Identify data requirements to meet system enhancements - 22 - Phase II - System Desi~n~ Development ~and Test (Continued) Task l0 - Re-evaluate detailed schedules (i.e., test, imple- mentation, training and organizational plans, etc. ) Task ll - Prepare new data processing procedures (i.e., prompt- ing procedures, source document control,' report utili- zation, etc. ) Task 12 - Process system enhancements and changes (logic charts, program changes, additions, etc. ) Task 13 - Conduct system test (simulation, review, etc. ) Phase III - System Ir~plementation. and Post-Implementation Evaluation Task 14 - Modify on-line data base to new' requirments Task 15 - Define new Job requirements and organizational impacts Tas~ 16 - Retrain personnel to new system design Task 17 - Provide for system operation in new mode and implement system in its entirety in a production status Task 18 - Review and approve operational system Task 19 - Evaluation of production system Pro~ect organization and staffin~ Refer to Budget Narrative Section #28 (Personnel Specifications) D. Organizational Chart See Figure I below A~encies Represented Refer to cover letter attached - 23 - Endorsement of Orar~e Count~ La~ Enforcen~nt A~encies Refer to Letters of Endor~en~nt Appendix 4 · G. Services ~here are not current~v ~ services duplicating this program Arkv on-the-Job training will be provided by the Project Coordinator and Ansdyst as required - 24 - TABLE OF ORGANIZATION PROJECT DIRECTOR PROJECT COORDINATOR ADVISORY COMMITI'~E ANALYST CLERK CLERK CTERK TYPIST TYPIST TYPIST - 25 - 36. PROJECT WORK SCHEDULE Phase I Task 1 Task 2 Task 3 Task 4 Task 5 Task 6 Task ?' Phase II Task 8 Task 9 Task 10 Task 11 Task 12 Task 13 Phase III Task 14 Task 15 Task 16 Task 17 Task 18 Task 19 Reporting Months After'Go-Ahead 4 5 6 ? 8 9 10 J '1 11 12 I I , I I, I - 26 - MANAGEMENT RECORDS Management policies ~nd procedures to be followed in support of project objectives, including record maintenance, are included in the Orange County Systems Development Manual. Specific functional tasks to be accan~plished are outlined in the Management Control Matrix contained in Appendix G__ of this application. - 27 - 38. PROJECT EVALUATION DESIGN Project evaluation will focus primarily on dete~mlntng the extent to which project objectives are realized (performance evaluation). However, there also is an implicit conmitment to examins the ade- quacy with which the project objectives were initially conceived. ~!ae evaluation will detenmine whether the project has accu~lished its intended activities, if project milestones and output require- m~nts were met as planned and on schedule, if intended participants are being served, if expenditures are on schedule, etc. ~be specific evalUatioh techniques to be enployed will be Imple- mented by the Project Coordinator and the ~visory C~fttee as rep- resentatives of the participating user-agencies. fhe following outline illustrates the intended evaluation procedures to be utilized as established in the Orange County S~stems Develop- ment Manual. fhese procedures are conta~ed in the Post-Implementation Review section of the Manual and are directly related to the procedures and functional tasks outlined in the Management Control Matrix con- tained in Appendix G of this application. - 29 - MANAGEMENT CONTROL J3.01 Page 1 of 1 Date 1 Mar 1970 ~VALUATION PLAN 1..~- To determine resource con~it~ents for the Post Implementation Review. Io determine the plan of action for reviewing the recently implemented computer based system. 2. Scope - This procedure is applicable to all departments involved in the d~velopment of computer based systems. 3. Respbnsibilitv - Data Services will insure that' all of the appropriate departments are notified. Essentially, this will be all departments which originally signed the Project Estlmate and Authorization. 4. Preparation - 4.1 Forms - th~ original Proposal Package. 4.2..F~pctional Task - A-1. 4.3 Procedure - ~pnctional Task f 4.3.) Schedule Evaluation Planning Meeting - A~l Data Services will schedule a meet{ng for {he purpose of coordinating the plan of action. 4.3.2 Identify..Critical Ar~as - At the planning meeting, each department will identify specific areas they wish to be included in the systems evaluation. A-1 4.3~3 Co~mit Resources - All involved departments will determine mutually acceptable time frames for the evaluation. They will then commit the necessary resources to insure an adequate. Post Implementation Review. . A-1 4.3.4 Publish Plan - Data Services will publish the plan of action in the form of meeting minutes. - 29 - MANAG£MENT CONTROL '.No,'''~ 3,02 · Page 1'of 3 Date .1 Mar 1970 i~VALUATION 1. Purpose- To standardize the method of evaluating computer based systems during th~Post Implementation Review phase. 2. Scope- This procedure is applicable to all departments involved in the development of computer based systems. 3. Responsibility - It is the responsibility of each department involved:' to ascertain the effecti?&ness and efficiency of their portion ofthe computer based system. Data Services will coordinate and publish the results of,the evaluation. 4..,Preparation - 4.1 Forms - Th~'System Proposal Package', and ali'other development docume-'~'~'~ion (including operating procedures, etc.). 4.2 Functional Task - A-2~. 4.3 Pro,cedure - 4.3.1"~yaluate System - The following minimum criteria ~.~ill be used in evaluating the system (within the framework of the plan published under Procedure No. 6.03.01}: ,Functional Task 4.3.1.1 A definition of.the systems's original objectives (contained in the Proposal Package), and an evaluation of how well the system accom- plishes those objectives. '&.3.1.1.1 Have changing management goals, objectives, and problems been effectively translated into revised systems requirements and inc~poTated as modifications tO the system? 4.3.1.1.2 Have anticipated savings or other benefits been fully achieved?. 4.3,1.1.3 Have original system objectives been undesirably compromised in an attempt to satisfy other objectives the system was not designed .to encompass? .t MANAG£M£N~',CONTRO~,, · N~'( .03.02 · Page· 2 of 3 Date 1 Mar 1970 e ,EVALUATION Preparation - 4.3 ?rocedure - (Cont'd) 4.3.1.1.4 Does a favorable cost versus benefits trade-off exist? An attempt to establish the value of information in the hands of the User may be appropriate. 4.3.1.2 A determination of system output effi- ciency relative to utilization by the User Depart- ment. 4.3.1.2.1 Is there added manual proc6ssing of data, using, computer output, which could be more cost effectively accomplished by revising programs or procedures? '4.3.1.2.2 Is all system output·used? 4.3.1,2.3 Are meaningful data reduction and exception reporting techniques employed to produce digestible, usable decision-oriented information? 4.3.1.2.4 Are error rates on input at a tollerable level? 4.3.1.3 An assessment of the system's integrity. 4.3.1.3.1 Do adequate procedures exist gover- ning preparation and control of input? 4.3.1.3..2 Does the systec'employ sufficient data audits?. 4.3.1.3.3 What is tile general level of confi- dence placed in system output by all involved personnel? 4.3.1.3.4 Is the precision, as well as the accuracy, of the systems results understood by the Users? .Functional Task MANAGEMENT CONTROL ~ ~3.02 .Page 3 of 3 Date.1 Mar 1970 EVALUATION ~eparation 4.3 ~.rocedure - (Cont'd) 4.3.1.4 An evaluation of the system's pro- cessing efficiencY. 4.3.1.4.i Are processing turn-areunds satisfactory? .Functional Task 4.3.1.4.2 Are processing delays frequent in occurrence? 4.3.1.4.3 Are obsolete or unused data retained in system files and unnecessarily processed? 4.3.1.4.4 Is p~ocessing logic st~atght- fonvard, easily understood, and properly documented, or are segments unnecessarily .complicated, or is processing over-sophisticated? 4.3.1.4.5 Do adequate Data Services operations procedures exist? 4.3.1.5 An evaluation ~f the impact other interfacing systems have on the system under study a6d an appraisal of any existing or potential consequences as a result of this impact. 4.3,1.6 An analysis of alternative methods and/or systems which could be used to accomplish stated objectives. 4.3.1.7 A.eemparison of the systems stated objectives to the objectives of other systems for the purpose of uncovering and either justifying or eliminating redundancies. 4.3.2 Publish evaluation results - Awritten report will be publishdd"in the generaF-to~-~-~toutlined above. The report will contain a summary statement, including recommendations. A-2 · MANAGEMENT CONTRO~~; I~o,,~ 33.03 Page 1 of 1 Date 1 Mar 1970 ~I.PLEMENTATION 1. Purpose - To provide a vehicle for reviewing andauthorizing disposition of the evaluation report. g. Scope- This procedure is applicable to all computer based systems development efforts. 3. Responsibility ~ Data Services wtll schedule a meeting to coordinate' ' the disposition of the evaluation report. All management members authorizing the development effort will be repcesented. ?reparation - " 4.1 Forms - The. System Proposal Package, and all.other development documentation, including the evaluation report. 4.2 .Functional Task - A-3. '- 4.3 ~rocedure - 4.3.1 Review Evaluation - A discussion of the evaluafion report will be conducted. The recom- mendations will be considered. be made as follows: .Functional Task A-3 A determination will 4.3.1.1 ~ccep~ system ag is. 4.3.1.2 Authorize minimal changes. 4.3.1.3 Authorize the preparation of another Proposal Package, with respect to noted deficiencies. 4.3.2 Document Decision - The decisions reached in the meeting w-~}ll-l-be'documented in tile form of meeting minutes. The minutes will be filedwith other system documentation. A-3 - 33 - II IIt1111t}1~111111tlt11111 it FFIIIIIIIIIIJIII Iirlilli[-iL .HJ_EN2.LI~[ ~ ~__~Hi-H~-HIIIHIIIiIIIIII,ILLLLLI, L "'" .... IIIIIIILIItlllLUI t" IOtp~'d ppn¥ /--,L.LLU_I I I. EI._I. _IJJ_LLLL_I.IJ.J,-N_I_ t. LI.%..IJ Ae P~RSONNEL SPECIFICATIONS PROG~-A~YST TYPICAL DUTV~.q ~he Prog~r-Analyst performs highly technical work in preparing specifications and in developing procedures and instructions for a computer program. He creates workable systems and procedures to solve problems relating to data processing operations in systems modifications and conversions to computer processes; prepares block diagrams and flow ch~rts outlining the nature of the c(~,~uter processing and the solutions to problems, guides and/or executes the preparation of actual instructional steps; verifies progrsm logic by running test data through the ccmputer; prepares instructional notes for computer operator use during production. MINIMUM BEQUIRE~ENTS EDUCATION: High school graduation. College work in this field is highly desirable, but not a specific requirement. EXPEBr~CE: At least two year's' responsible experience in computer progrsnrming and systems analysis, including experience in the use of COBOL and FORTRAN and including at lesst' one year of experience in the use of machine la~ge. All applications will be reviewed and quali- fied applicants will be invited to appear for an oral interview. ~his ~DD_lication rev~_ew ,~rlll place particular emphasis on demonstrated ex- perience in systems development - from system analysis through progr~mmtir~ and computer implementation. SW.r ~4~i~ION PBOCEDUP~ Residence: Waived until six months after completion of one-year pro- bationary period. ~he Council prescribed residence area is the bour~snies of Orange County. Ora~. Interview Sectio.n (weight of 100%) which will include an appraisal of tmlntng, experlence and personal qualifications. A. PERSONNEL SPECIFICATIONS (Continue~) CLERK-TYPIST I TYPICAL DUTTW.~ Types letters from rough drafts, marginal notes, or verbal instruc- tions; provides information personally, over the telephone, or by letter; types reports, letters, bills, vouchers, receipts, lists, schedules, orders, notices and statistical data; receives, distrib- utes, and dispatches mail; checks and tabulates statistical data; main- tains mailing lists; prepares acknowledgements and replies frc~ form letters; keeps files, secures, prepares and copies data and other in- formation, involving the use of some independent Judgment; checks and alphabetizes records; arranges routine material for typing; operates standard office machines, such as adding machines; performs related duties as required. MINIMUM REQUIRF~fS EDUCATION: P~igh School graduation or equivalent GED test scores. EXPEPJENCE: Six months full-tlme paid clerical experience. RESIDENCE: Required within the area prescribed by the City Council which is the boundaries of Orange County. SWLMCTION PROCEDURE: WRITf~N SECTION: (Weight of 50%) which will include tests of problem solving ability involving words, numbers, symbols, and ideas and questions requiring a khowledge of granm~r including spelling, punctuation, and vo- cabulary. (Qualifying) will include tests of typing speed. A corrected speed of 40 words per minute is required to qualify. ORAL INTERVI~ SECTION: (Weight of 50%) which will include an appraisal of training, experience and personal qualifi- cations. 5he Personnel Department may waive either the written or oral examin- ation depending upon the number of applicants. When one section is waived, the remaining section will receive a weight of 100% Raymond C. Davis, the Chief of Police for the City of Santa Aha, will be the Project Director. Other personnel filling key project positions were selected ~ing the first year of the project. Letters of endorsement and support from participating Orange County law enforcement agencies will be forthcc~_tng. PROPOSEO. ~RAVEL REGULATIONS Elk'ective January 1, 1967 A. Authorization Justification for all City paid travel expenses will be evalu- ated by the benefit to the City of such travel in terms of use- fulinformation available, personal ~presentation and contacts, or persormel training. All travel expenses should be included .in budget requests, and no additional travel should be undertaken until the anticipated expenses are properly funded. Councilmen, mer. Ders of Boards and Committees, and personnel in the Clerk of the Council's office and the Attorney's office ~rlll be rei~,Dursed for all authorized travel expenses. However, they are urged to use the forms provided for other employees and to be guided by these regulations whenever possible and feasible. All enlo~loyees requesting travel reimbursement or advances must complete a "travel request and expense report" form. Advances are authorized for all out of State travel or internal travel costing more than $10.00. With the specific approval of the Department Head, ar$, e~ptoyee may tr~vel by car within the State when the trip is in the best interest of the City and can be completed within one working day at a total cost of less than $50.; authorization for intra-state trips of employees below the rank of second in comrand in each department wb_ich require ~ore than one wor~ing day or cost more than $50 must also receive the specific approval of the City ~muager. 6. All travel by any employee outside of the State of California rm~st receive specific approval by the Department Head and the City M~nager. Department Heads are authorized ~d encouraged to attend one ~nnual meeting of their~jor professional organization held outside the State of California; they are also authorized to attend two additional armual meetings of such professional org~nizations if held within the State. ~he second in co.mm~,zknd in each department is authorized to attend one amn~ml meeting held within the State ~ich requires mor~ than one work- ing day, or costs more than $50. 9. Exceptions to #7 ~nd #8 above may be granted by the City Manager for -K- PROPOSED T~A~Y.L REGULATIONS (Continued) Depar~nent Heads and the second .in command if the purpose of travel outside t~ State involves special tralnir~ or direct paI-ticipation in the program (presentation of paper, spes]¢er, panelist). 10. Any employee who is a top-level executive officer (President, Vice-Presiden$ Secretary, Treasurer, or Director of three- me~er or less Board of Directors) of a national or inte~'- national professional' organization which is directly related to his City Job, may attend one a~nual meeting outside the State or any ~-~tra-s*~ate annual meeting requir- Lng more than one worsting cay, %.~ith the specific approval of the Department Head and the City ~,~nager; officers wishing to attend a/1 other meetings of such organizations may be granted tim.~ off with pay for~oneday by the Department Head and City ~mger provided the City pays no travel expenses. B. F~THODS OF TRANSPORTATION 11. City cars should be used whenever possible ekcept forlong distances or trips requirir~ several working days. If fUel will be needed during the trip,.the PurchasignDepart- ment ~,.~ll provide City credit cards. Receipts should be obtained for all City car expenses whenever possible, in- clu~din~tolls and~ parking fees. City cars should transport erployees only for direct travel to and /Yom official destin- ations. 12. Private cars should be used for official business only when a City car is not available or it is not feasible to use it. %'~en the use of a private car is authorized, the reimbursement rate will be 9 cents per mile. ~e employee is expected to carry "~dequate liability insurance, k%en an employee takes his spouse on a long trip, or ove~ight trip, he Should use a private car. 13. ~dr travel should be used for all out of State trips and some medium range trips within the State when time is a m~or factor. %'~en only two classes of service are available, reimbursement will be based ~n coach or econo~ fare. %~en three classes of se~_ce are offered, reim33urs~ment will be based on the cost of air travel. ~ ~ 1~. Bus, train or other methods of travel will be authorized for justifiable cause?rider special circumstances which indicate such modes of travel are~most appropriate and economical. PROPOSED TRAY]EL REGULATIONS (Continued) ... C. ReLmbursable F~]0enses 15. Group Travel. When an employee t~d~es his spouse or fan~ly me~bers ,,,.~th b_tm on an official trip, he will be person- ally responsible for all of their expenses ~nd will be reimbursed only for the expenses he would have incurred traveli~ alone. %fnen two or more employees travel to- gether, each will be reimb~rsed only for his actual expenses. 16. Direct Travel Expenses. ~he employee will be reimbursed for all di~ect travel expenses which a~,e consistent with these regulations. In addition to direct travel expenses between origin and destination, bus or taxi expense to and from air- ports or hotels is reimbursable. l?. Tips and Gratuities. All tips and gratuities for reimb~ursable meals and lodgi~ will be reimbursed if they are customs_v~ and reasonable (20~ or less) and need not be itemized separately from meal and lodging expenses. 15. Lodging. An employee is expected to secure adequate lodging at moderate rates and to arrange for advance reservations through the Purchasing Department. Reimbursement for lodging shall be limited to the minim~r~ n~aber of niF~ts required to conduct the assigned City business. 19. Comnunications. Reimb~ement for telephone and telegram charges will be made for official business only. 20. Registration fees. The City will pay for an employee's registration fees at conferences, including banquet tickets and entertair~r~nt charges ~nen these ~e sponsored by the conference host org~aization as part of their group program. 21. Receipts. Receipts shoald be obtained for lodging, registration, rentsls, any other expenses for which receipts a~e ordinarilly pre- pared ~.~thout special request, and attached to the expense report. D. .No~mei~b,mrsable F~x~.er~es 22. Federal F~xcise Taxes. The City [is exempt from paying federal excise taxes and all plane, train and bus tickets should be obtained in ad- vance through the Purcb_asing Depar~tment.. ~ 23. Entertai~ent. ~e City will not pay for any personal entertairzment expenses unless they 8~e pe~t of the official ~oup prog~-'8m~ at a con- ference and are sponsored by the p~fessional organization. - K2 - PROPOSED TRAVEL REGULATIONS (Continued) 24. Personal SeIwices. No reimburscm~ent will be allowed for ~ny personal services, such as haircuts, laundry, dry clcmzing, etc., which the en%oloyee would nonmlly be respor,.~ible for regardless of his travel status. Nor will tips or gratuities be allowed for these personal services. The cost of such an elective item as traveler's checks will not be allowed unless the total cost exceeds $100. 25. I~]dlrect Travel Expenses. No reimbursement will be s/lowed for any travel expenses which are not essential to accomplish the official mission of the trip. Travel between lodging, meals, and conference sites will be allowed when necessary, but employees should ~ttempt through advance reservations to obtain lodging ~nd meals as close to the conference site as possible. ¥,hen the employee elects to utilize vacation or holiday time in conjunction with a trip, reimbursement will be based bn what the minimum travel ex- penses would have been without, such extra travel expenses. 26. Non-authorized Personnel. When an employee's travel expenses are increased because of the fact that he has elected to take his wife or family with him on a trip, reLv~ursement will be based entirely on what the minimum charges would have been had he traveled alone, and it shall be the employee's respon- sibility to determine the single room rate and single travel fares and submit these to the Finance Department for reimburse- ment. E. Exceptions. .In ar~ situation where extraordinary travel expenses are to be iucurred or where these regulatiom~ would work a significant hardship if strictly applied, the City ~nagermay authorize an exception. CITY OF SANTA ANA OFFICE OF THE CHIEF OF POLICE 24 CIVIC CENTER PLAZAo SANTA ANA · CALI'FORNIA 9270l June 11, 1974 Mr. Anthony L. Palumbo Executive Director California Office of Criminal Justice Planning 7171 Bowling Drive Sacramento, California 95822 Dear Mm. Palumbo: I, Raymond C. Davis, Chief of Police, certify that the Santa Ana Police Department has formulated an Equal Employment Opportunity program in accordance with 28 DFR 42.301, et. seq. S~ibpart E, and that it is on file in the office of Sergeant David Salazar, A~n- istrative Assistant, 24 Civic Center Plaza, Santa Aha, for review or audit by officials of the California Council on Criminal Justice, or the Law Enforcement Assistance Administration, as required by relevant laws and regulations. Sincerely yours, Raymond C. Davis 6/qief of Police RCD/JD:sh