Title
AN ORDINANCE AMENDING THE 2014 BUDGET OF THE CITY OF COMMERCE CITY, COLORADO BY APPROPRIATING A PORTION OF THE UNENCUMBERED FUND BALANCE OF THE COMMUNITY JUSTICE FUND BALANCE IN THE GENERAL FUND IN THE AMOUNT OF $35,000 FOR CONDUCTING A PROPERTY AND EVIDENCE NEEDS ASSESSMENT STUDY IN THE POLICE DEPARTMENT AND THE AUTHORIZATION OF THE EXPENDITURES THEREOF.
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Summary and Background Information:
The 2009 MSC Master Plan calls for the construction of a property and evidence facility at the existing MSC site. The Colorado Association for Chiefs of Police (CACP) conducted an assessment of the police department in 2013. They noted in their assessment report the need to improve the property and evidence function. Specifically, improve overall security, packaging, storing of items, and improve the evidence management system. Over the last 10 years, the department has used a myriad of facilities to store property and evidence items, including metal storage containers, a vacated gas station, the civic center basement, the city's archive storage area, one of the sally ports and an interview room.
Over the same time period, a series of events and actions have occurred with the police department's property and evidence system, including the following:
• Rodent damage
• Water damage
• Decommissioning three offsite storage containers; this caused the loss of 1,728 square feet of storage space
• Converting a sally port to a property/evidence storage area (approx. 1300 square feet)
• By converting a sally port, the department lost the ability to process vehicles and other large items
• The sally port is not a long term solution; items located here are at some risk for water damage
• Items stored in the property and evidence room located within the police station basement are exposed to overhead water and waste lines and the buildings fire suppression system
• The water control valves for the booking area restrooms are located in the property and evidence area; this is a significant security concern
• The drug vault within the property and evidence room has inadequate venting for the storage of drugs and other items which emanate noxious odors
• The office area for property and evidence technicians in the current facility has inadequate venting and has had to be relocated
The police department has conducted significant analysis into potential solutions to these issues. The cost associated with fixing these issues within the current police facility is significant. Based upon the totality of the circumstances, staff has come to the conclusion that it will be most cost effective to move forward with the plan outlined in the 2009 MSC Master plan and construct a standalone property and evidence facility that will meet the growing needs for storage into the future. As a result, the police department is requesting a property and evidence study be conducted in an effort to identify current and long term property and evidence needs and provide a preliminary design of the facility. This will allow cost estimates and construction bid documents to be prepared for future consideration. There are additional benefits to other City Departments and operations associated with the potential construction of this facility. As an example the archiving and storage of City documents is limited and that storage area is also currently at capacity. The proposed study will investigate options for housing this operation and addressing the long term document storage needs of the City. Additionally, the infrastructure that will be required to operate a property and evidence facility at this location may be able to be shared with the MSC facility, thus increasing the sustainability of that facility.
Staff Responsible (Department Head): Troy Smith/Sheryl Carstens
Staff Member Presenting: Troy Smith
Financial Impact: $35,000
Funding Source: Court Surcharge Fund Balance
Staff Recommendation: Staff recommends city council approve ordinance 2034
Suggested Motion: I move to approve ordinance 2034