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Approve fixed assets purchases totaling $181,692 for the purchase of two new electric kettles and an electric skillet pan to replace existing irreparable equipment at the Claybank Detention Facility, and for purchase of an interactive training simulator; and Approve an Appropriations Transfer Request (ATR) of $181,692 to purchase the fixed assets and recognize offsetting unanticipated revenue from the Supplemental Law Enforcement Services Fund (4/5 vote required)
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Sheriff’s Office recommends that the Board of Supervisors:
1. Approve fixed assets purchases totaling $181,692 for the purchase of two new electric kettles and an electric skillet pan to replace existing irreparable equipment at the Claybank Detention Facility (CDF), and the purchase of an interactive training simulator; and
2. Approve an Appropriations Transfer Request (ATR) of $181,692 to purchase the fixed assets and recognize offsetting unanticipated revenue from the Supplemental Law Enforcement Services Fund (4/5 vote required).
SUMMARY:
Each year the Sheriff’s Office receives State monies from the Supplemental Law Enforcement Services Fund (SLESF) through 2011 Public Safety Realignment under the Citizens Options for Public Safety (COPS) program pursuant to Government Code section 30061. COPS funds are allocated among cities, counties and special districts that provide law enforcement services. The Sheriff’s Office receives $121,900 to fund jail construction and operations and $100,000 for front-line law enforcement.
Typically, the Sheriff uses front-line law enforcement SLESF funding to operate its Warrant Service Team. The Warrant Service Team is focused on delivering warrants to people in Solano County and helps further the administration of justice. SLESF jail construction and operations funds are for exclusive use of county jails for construction and operation and the Sheriff’s Office has used this funding in the past for one-time expenditures associated with facility, safety and security improvements in the jails.
The Sheriff’s Office is requesting to use its jail construction and operations funds to purchase two new electric kettles and an electric skillet pan for the CDF to continue food service to inmates; and to use its front-line law enforcement funds to purchase a training simulator to provide staff with the proper training to de-escalate situations and/or respond in force when necessary.
Jail Construction and Operation
More than 2,400 meals are prepared daily in the Claybank Detention Facility (CDF) kitchen. In accordance with California Code of Regulations Title 15 Minimum Standards for Local Detention Facilities, the County is mandated to provide inmates with at least one hot meal per day and to meet specific dietary requirements. The steam kettles are used to heat food to meet the Title 15 meal requirements. The existing steam kettles are non-operational as the boilers which heat the kettles have been in service since CDF began operations in 1979, or more than 40 years ago, and have reached their end of life. Until the kettles are replaced, canned foods with a higher cost than raw foods must be used, and must be heated in smaller, less efficient pieces of kitchen equipment.
Front-Line Law Enforcement
Pending legislation such as California Senate Bill 230 and Assembly Bill 392 is moving to redefine the “reasonableness” standard for use of force events. There is no single, universally agreed-upon definition of use-of-force. No two situations are the same, nor are any two officers. In a potentially threatening situation, an officer will quickly tailor a response and apply force, if necessary. Situational awareness is essential, and officers are trained to judge when a crisis requires the use of force to regain control of a situation. Using simulations to deliver employee training on effective responses to these critical situations is one of the most effective training methods available today and provides many benefits over the more traditional lectures.
FINANCIAL IMPACT:
Board approval of the purchase of the two new electric kettles, electric skillet pan and the interactive training simulator and approval of the ATR will not have any impact to the General Fund. The Sheriff’s Office will draw down SLESF fund balance unspent in FY2018/19. The Appropriations Transfer Request will increase appropriations by $181,692 to purchase the two electric kettles and electric skillet pan ($61,932) and to upgrade the electrical at the Claybank Detention Facility kitchen to accommodate the new units ($9,000); and the purchase of an interactive training simulator ($110,760). The new appropriations are entirely offset with unanticipated SLESF revenue. The Sheriff’s Office will maintain the equipment and will absorb any maintenance costs in its operating budget.
The SLESF jail construction and operations fund balance as of July 1, 2019 is $157,020. The projected FY2019/20 allocation is $121,900 plus $28,264 in growth funds. The Sheriff’s Office included $202,032 in SLESF revenue in FY2019/20 to cover jail maintenance expenses. The projected SLESF jail construction and operations fund balance at the end of FY2019/20 is $105,152 (Attachment A). The Sheriff’s Office would like to use $70,932 of this projected balance to purchase two new electric kettles and an electric skillet pan.
The SLESF front-line law enforcement fund balance as of July 1, 2019 is $104,867. The projected FY2019/20 allocation is $100,000 plus $34,261 in growth funds. The Sheriff’s Office included $69,951 in SLESF revenue in FY2019/20 to cover Warrant Service overtime expenses for two Deputies to provide warrant service one day per week for the entire fiscal year. The projected SLESF front line law enforcement fund balance at the end of FY2019/20 is $169,177 Attachment A). The Sheriff’s Office would like to use $110,760 of this projected balance to purchase the interactive training simulator.
The cost associated with preparing the agenda item is nominal and absorbed by the department’s FY2019/20 Working Budget.
DISCUSSION:
Annually, in accordance with Government Code section 30061, the Sheriff receives approximately $221,900 in SLESF from the State to be distributed as follows: $100,000 for front-line law enforcement and $121,900 to fund jail construction and operations. SLESF front- line law enforcement funds must be spent or encumbered by the end of fiscal year following that in which they were received. The funds cannot be used to supplant resources, but instead, must be used to supplement existing resources or funding. SLESF funds can be used for salaries, services, supplies, equipment, and administrative overhead. Any remaining funds unspent in any fiscal year are kept in contingency for spending in the following year.
Electric Kettles and Electric Skillet Pan
The Sheriff’s Office relocated kitchen operations to the CDF kitchen in December of 2018. With the kitchen relocation, it was determined that the boiler used to heat the steam kettles was in need of replacement. This boiler has been repaired multiple times over the years to extend its useful life. The Sheriff’s Office consulted with the County’s inmate food vendor (Aramark), General Services, and the repairman to determine options. One option is to temporarily repair the boiler at a cost of approximately $10,000. Another option would be to move the electric kettles from the Justice Center Detention Facility (JCDF) to CDF at a cost of $14,000 to include $9,000 in electrical upgrades to CDF to accommodate the electric kettles. These options are not viable as the temporary repair would only extend the life of the boiler by 6 to 12 months and moving the electric kettles from JCDF to CDF would not allow for flexibility to reopen the JCDF kitchen once the capital improvement projects are completed there should the need arise. General Services’ Facilities Operations Division recommends replacing the boiler and existing kettles with two new electric kettles and an electric skillet pan and upgrading the electrical at CDF to accommodate the new units.
The Sheriff’s Office would like to purchase two electric, floor mounted, 60-gallon kettles and an electric skillet pan to assist with inmate meal preparation at the CDF kitchen. The two electric kettles and electric skillet pan will be used to prepare foods such as beans, rice, pasta, sauces, soups and more to adhere to Article 12 as it relates to Food in the Title 15 Minimum Standards for Local Detention Facilities. The electrical upgrades to the CDF kitchen will include a single point power supply, installation of backflow preventers, and a vacuum breaker.
Training Simulator
The Sheriff’s Office use-of-force instructors were tasked with evaluating affordable training simulators including both interactive and virtual reality systems. The instructors researched training simulators and traveled to nearby agencies that use simulators to see how they work and to interview trainers. The TI Training Corp simulator was ultimately chosen for its reasonable price and its diverse scenario library that includes jail-based scenarios. The training simulator has a wide range of force options from taser to baton to firearms. These realistic training weapons operate using CO2. The training simulator is designed to operate in normal lighting conditions and projects life-size images in a high definition format onto three large screens. The interactive software is pre-loaded with over 800 scenarios with new ones added quarterly, along with the ability to customize scenarios to the agency’s specifications and load agency-created scenarios.
The top benefits include:
• Real-life experiences. Staff can learn new protocols or procedures and how to use tools and devices.
• Immediate feedback. Instructors can provide constructive criticism in the moment and staff can retry the scenario learning by error.
• Knowledge retention. Staff can practice procedures which will reinforce procedures.
• No risks. Staff can undertake high-risk activities or procedural tasks within a safe environment without dangerous implications.
• Quantifiable training. Training can be measured, analyzed, and assessed.
• Multiple uses. New procedures or techniques; or as a refresher to strengthen skills or address a gap.
The TI training simulator will give the Sheriff’s Office the flexibility to train staff any day on any shift and provides enough portability to move the simulator from the downtown campus to the Claybank campus. Simulator training allows for many more practice trials than would occur ordinarily and the training can be individually tailored to meet instructional purposes based on an officer or deputy’s individual strengths and weaknesses. The Sheriff’s Office believes that the purchase and use of a training simulator will enhance officer and deputy wellness. Training staff to de-escalate and better interact with mentally ill, hostile or aggressive persons will reduce incidents from occurring and reduce potential injuries or severity of injuries that occur when force is used.
The County Administrator and County Risk Manager support staff receiving interactive training on de-escalation techniques and force situations. This critical training will help staff to respond in accordance with departmental policy by providing the chance to interact in real-life scenarios and then review the tactics used with an instructor to ensure the appropriate procedures are followed. These procedures will be engrained in staff to better prepare them for actual incidents.
ALTERNATIVES:
The Board of Supervisors could choose not to approve the fixed assets purchases and/or approve only one of the purchases; however, these alternatives are not recommended as the kitchen equipment is necessary to continue providing mandated hot meals to inmates which help meet specific daily dietary requirements and the inherent risk and liability surrounding use of force incidents require law enforcement agencies to provide staff with extensive, interactive training.
OTHER AGENCY INVOLVEMENT:
None.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION