HomeMy WebLinkAbout2020-0721 Summary of ActionsAPPROVED
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DANVILLE TOWN COUNCIL FINANCE COMMITTEE - Special Meeting
AGENDA
Tuesday, July 21, 2020
4:15 p.m.
TELECONFERENCE ONLY
See instructions below
CORONAVIRUS DISEASE (COVID-19) ADVISORY
AND MEETING PROCEDURE
On March 19, 2020 the Governor issued Executive Order N-33-20, ordering all residents
in the State of California to shelter at their place of residence, with the exception of those
who may leave to provide or receive critical services, as defined in Order N-33-20.
Under the Governor's Executive Order N-29-20, the Danville Town Council may utilize
teleconferencing for their meetings, as a precaution to protect the health and safety of
staff, officials, and the general public. Councilmembers will be participating via
teleconference. As such, there will be no physical location for members of the public to
participate in this meeting.
This Committee meeting can be viewed on the web -video communication platform
Zoom.
The Danville Town Council encourages citizens to participate in Council meetings. You
may submit written cornments nnly. You can have your comments read into the record
by the Finance Manager/Treasurer by sending an email to 1haLdanville.ca. ov prior to
4:00 p.m. on the day of the meeting. You must include your name and the agenda item
number in the email. Comments should not exceed three (3) minutes.
If you have questions, contact Lani Ha, Finance Manager/ Treasurer, at 925-314-3358 or
Iha@danvilie.ca.gov prior to 4:00 p.m. on the day of the meeting.
July 21, 2020
Finance Committee Agenda
Page 2
To access the Committee meeting:
Zoom: https://us02web.zooln,us/jZ81076322145
Webinar ID: 810 7632 2145
For audio access to the meeting by telephone, use dial -in information below:
US: (669)900-6833 or (346)248-7799 or
253)215-8782 or (312)626-6799 or
929)205-6099 or (301)715-8592
Webinar ID: 810 7632 2145
Please note that telephone access to the meeting is recommended for audio only. To supplement a
PC, Mac, tablet or device without audio, you may also join by phone at the telephone numbers
listed above.
AGENDA
1. CALL TO ORDER
1.1 Roll Call
1.2 Announcements
2. PUBLIC COMMENT — Citizens who would like to address the Committee about a topic
that is not listed on the agenda must submit written comments prior to 4:00 p.m. on the
day of the meeting. Comments will be read into the record and should not exceed three (3)
minutes.
3. ACTION ITEMS — Members of the public may provide input on any of the following
items listed on the agenda by submitting written continents prior to 4:00 p.m. on the day
of the meeting. C011nnents should not exceed three (3) minutes.
3.1 Consider authorizing purchase of Crossroads Software E -citations system
for Police Department (A. Shields)
July 21, 2020
Finance Committee Agenda
Page 3
3.2 Consider authorizing execution of contracts with Hurd and Associates and
Dakota Press for design and production of the Live Locally Newsletter
J. Johnson)
3.3 Consider authorizing execution of contracts with Ankit Arora Tennis, Jeff
Seaberg, Kidz Love Soccer, Inc., and Z -Sports (dba Skyhawk's Sports) for
Recreations Services (H. Perezalonso)
3.4 Consider authorizing execution of contracts with We The Creative and
Casey Printing for production of the Town's Recreation Services
Publications (H. Perezalonso)
4. ADJOURNMENT
CERTIFICATION
I hereby certify that the foregoing agenda was posted at the Danville Town Offices and
the Danville website at www.daitville.ca. ov in the Town of Danville 72 hours in
advance.
Marie SuAeri, City Clerk
NOTICE: If you: challenge a city's Zoning, planning or other decision in court you may be limited to raising only
those issues you or someone else raised at the public hearing described in this notice or in tnritten correspondence
delivered to the Town Council at, or prior to, the public hearing. Judicial reWeiv of any city adminish•atity decision
may be brad only if a petition is filed with the court not later than the 90thday following the date upon which the
decision becomes final. Judicial review of environmental determinations rnay be subject to a shorter time period or
litigation, in certain cases 30 days following the date offinal decision.
In compliance with the Aniericans with Disabilities Act, the Town of Daanrille Uill provide special assistance for
disabled citizens. Ifyou need special assistance to participate in this meeting, please contact the City Clerk (925) 314-
3388. Notifkration 48 hours prior to the ineeting evill enable the Town to make reasonable arrangements to ensure
accessibility to this meeting. [28CFR 35.102-35.104 ADA Title 11]
APPROVED ,
Olt/ J U L. 2 1 2020
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FINANCE COMMITTEE MEMORANDUM 3.1
TO: Mayor and Town Council July 21, 2020
SUBJECT: Purchase of Crossroads Software E -citations system for Police
Department to increase accuracy and reduce personnel costs
BACKGROUND
One of the goals for the Danville Police Department is to improve traffic safety through
education, engineering and enforcement. As a part of the enforcement of traffic laws,
officers conduct directed patrols targeting areas where collisions occur and for vehicle
code violations of the vehicle code that cause the most collisions. Officers have the
discretion to give verbal or written warnings and written citations in order to change
driving habits and reduce accidents. Citations currently being hand-written by the
officer, then manually entered into the Police Department's records by part-time Police
Assistants. This level of data entry necessitates one part time Police Assistant position at
an annual cost of $20,000.
In contrast to traffic enforcement, the Town's parking enforcement team currently uses
an e -citation system where the citations are written electronically, and the data is
electronically managed.
The Town's police officers currently use a system by Crossroads Software, to write traffic
collision reports and store and report on traffic collision data. That data is shared directly
with the Transportation Department for analysis to be used in engineering solutions.
DISCUSSION
E -citation writing systems have a proven history and track record; although early
versions were cost prohibitive as they relied on bulky, proprietary hardware.
In evaluating potential electronic options for use in issuing traffic citations Police
Department staff considered several third party systems including CiteClearly, eCitation
by MSA Systems, and L-Tron. However, Crossroads Software was felt to offer the best
range of features while allowing a $9,800 discount for being a current customer. The
Police Department has used Crossroads report writing software and reporting software
for over three years. We have had excellent customer service and the software and
reporting has performed above our initial expectations.
The Crossroads Software E -citation system uses a cellphone -based design that allows
officers to scan the barcodes on both license and registration documents and import
accurate data into the e -citation system. The E -citation system relies on the use of cell
phones currently issued to Danville officers and integrates into the collision analytics
already performed by the Crossroads Software. The system allows for the issuance of
citations, printing and presentation of citations to offenders, and for the electronic
transfer of data to both the records management system and the courts. The E -citation
system would require the use of a separately purchased mobile printer. Use of an e -
citation system would eliminate the need for one part time Police Assistant to enter
citation data into the Police Department's Records Management System.
The initial implementation cost for the Crossroads Software E -citation system would
include $28,900 for the software, and $5,000 to purchase seven printers and supplies for
a total of $33,900. Annual operating costs would include $1,900 for software maintenance
and an anticipated $1,100 per year to replace printers. Funds for the initial system cost
are included in the FY19/20 operating budget.
Ongoing annual cost of $3,000, offset by annual cost savings of $20,000 (for the Police
Assistant) would result in an ongoing annual savings of $17,000.
I recommend signing the attached contract with Crossroads Inc to provide E -ticket
writing services for the Town's patrol and traffic officers, reducing the overall costs to
implement the traffic enforcement program for the Police Department.
Prepared by:
Allan Shields
Chief of Police
Attachment: A - Cost Proposal
li - Scope of Services
Purchase Crossroads Software for PD 2 July 21, 2020
APPROVED
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FINANCE COMMITTEE MEMORANDUM
TO: Mayor and Town Council July 21, 2020
SUBJECT: Authorize Execution of Contracts with Hurd and Associates and Dakota
Press for design and production of the Live Locally Newsletter
BACKGROUND
Since 2016 the Town has produced a Live Locally quarterly printed newsletter ("newsletter")
as a means of reaching out to the community. The newsletter, which focuses on programs,
projects and events and features vibrant photos, informative articles and graphics, is
delivered to approximately 19,000 Danville households.
DISCUSSION
Hurd and Associates provides design and layout services for the newsletter at an annual
cost of $21,000. Dakota Press has printed and distributed the newsletter at an annual cost
of $32,000. The Town has been extremely satisfied with the professional and quality services
of both firms.
With the beginning of the 2020/21 Fiscal Year on July 1, it is necessary to renew and update
contracts with Hurd & Associates and Dakota Press. The contract price for both Hurd &
Associates and Dakota Press remains the same as FY 2019/20.
Sufficient funds are budgeted and appropriated in the FY 2020/21 Administrative Services
Community Outreach budget to cover the cost of designing, printing and disseminating the
newsletter.
It is recommended that the Finance Committee approve a one-year term contract not to
exceed $21,000 with Hurd and Associates for graphic design and layout services and a one-
year term contract not to exceed $32,000 with Dakota Press for printing and mailing services.
Prepared and reviewed by:
Jed Johnson
Administrative Services Director
Attachments: A - Hurd & Associates Proposal
B - Dakota Printing Quote
APPROVED
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AT -MLLE COMMITTEE MEMORANDUM 3.3
TO: Mayor and Town Council July 21, 2020
SUBJECT: Authorize Execution of Contracts with Ankit Arora Tennis, Jeff Seaberg,
Kidz Love Soccer, Inc., and Z -Sports (dba Skyhawk's Sports) for
Recreation Services
BACKGROUND
The Town offers over 100 classes each quarter in a variety of areas such as sports,
cooking, performing arts, visual arts, health and fitness and personal development. The
Town contracts with various instructors to provide these classes for a fee paid by
participants that is split at a rate of 60% to the instructor and 40% to the Town. The
Town's purchasing policy states the Finance Committee shall be the awarding authority
for all contacts over $25,000.
The Town offers these classes quarterly, and continuously evaluates the number of
classes offered to meet customer demand.
In the fiscal year 2019/20 prior to COVID19 closures, the Town offered, through
contracted instructors:
26 camps and classes with Ankit Arora Tennis, in which over 340 youth and teens
participated;
4 camps, classes and programs with Jeff Seaberg, in which had 162 youth
participants;
Over 30 non-competitive, recreational soccer classes with Kidz Love Soccer, Inc.,
in which 330 youth participated and;
Over 22 youth sports camps with Skyhawks Sports, in which 355 youth
participated.
DISCUSSION
Based on current and forecasted enrollment, it is anticipated that the contracts for these
instructors to meet customer demand will exceed $25,000 in fiscal year 2020/21.
Sufficient funds are budgeted and appropriated for this purpose. The revenue generated
APPROVED
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FINANCE COMMITTEE MEMORANDUM 3.4
TO: Mayor and Town Council July 21, 2020
SUBJECT: Authorize execution of contracts with We The Creative and Casey
Printing for production of the Town's Recreation Services Publications
BACKGROUND
The Town produces a quarterly Activity Guide (Guide) that offers residents information
regarding classes, programs, and special events. In May 2019, the Town posted a request
for pricing for graphic design and printing services for the Activity Guide. Bids were
awarded to We The Creative for graphic design and Casey Printing for printing services.
DISCUSSION
Casey Printing has been providing printing services since 2007 and We The Creative is
has been providing graphing design services since 2019. The annual cost for design is
approximately $41,000 and the annual cost for printing the Guide is $49,000. The Town
has been extremely satisfied with the quality and professionalism of Casey Printing and
We The Creative.
Sufficient funds have been appropriated in the Town's 2020-2021 Operating Budget to
cover the cost of design and printing of the Guide.
It is recommended that the Finance Committee approve a contract not to exceed $41,000
to We the Creative for production of the Town's quarterly Guide and $49,000 to Casey
Printing for printing of the Town's quarterly Guide.
Prepared and Reviewed by:
71 4
Henry Perezalonso
Recreation, Arts & Community Services Director