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HomeMy WebLinkAbout15.C.1. Application for OSHA Grant for Laptop Computers for Squad Cars IS-re.l, CITY OF SHAKOPEE Police Department en ~ ~AJr~~"T 11 .. . t' ~,j". ... f.. ."~ ffl ~. . -, ~ ';~'~.3 ~~ ~ ~\~~ ;, Memorandum ,Vhl~~~ ~ '. ~._.__.--- .-- To: Honorable Mayor, City Council Mark McNeill, City Administrator From: Officer Cody Homer Subject: Application For OSHA Grant Date: September 1, 2004 INTRODUCTION The Shakopee Police Department is seeking council approval to allow appropriate city officials to apply for an OSHA grant. BACKGROUND The Police Department is in the process of developing a plan to phase in a new laptop computer into the squad cars. Our existing laptops were purchased through a grant that was secured in 2000 along with funds from the DWI Forfeiture account. They are very restrictive in their capabilities and currently, Panasonic no longer manufactures this model. Over the last 6 months we have had to replace 2 hard drives, 3 laptop screens, and 2 keyboards. Our warranty will expire in Jan. 05', and individuals in the IT field believe that our current computers are near the end of their useful life, considering the harsh environment in a first line emergency response vehicle. On July 12, 2004 the League of Minnesota Cities performed a Loss Control Survey and identified our existing laptops as a potential risk of loss. It was stated that the Police Department's current computer mount does not have ergonomically friendly adjustments to allow officers to type reports, look up information, etc. Furthermore, the laptop was also identified as an item of potential risk. LMC recommended the purchase of a laptop that has touch-screen capabilities and a backlit keyboard to minimize any risk of potential officer safety issues. Our IT staff recommends that the Police Department begin the process of phasing in new Mobile Computer Terminals (MCT). It would be a ruggedized computer and will meet our needs. We can purchase a MCT, which has touch-screen capabilities, backlit keyboard, two-year extended warranty, a docking station that will comply with the League of Minnesota Cities request, and tax for $5080.05. Additionally, the docking station would have the capability to rotate toward the officers' laps allowing them to type their reports in the squad. This mount is a removable system that allows the officer the option of taking the computer out of a squad and typing their reports anywhere. The Police Department will need to change 11 squad computers in order to meet LMC's recommendation. We have several funding opportunities that we are trying to secure to meet this need. The Shakopee Telecommunications Commission has put in their budget to purchase one computer and docking station for the PD in 2005. We have also applied for a MN Department of Public Safety - Block Grant asking for $27,934.20 to assist with covering the cost of six computers with mounting equipment. Police Department staff would like to apply for an OSHA grant that would help to offset the costs of four new MCT's with docking stations. It is a matching grant that would cover dollar-for-dollar up to $10,000. Ifthe Police Department does not secure all funds through these alternative funding sources, we have asked that the MIS Department budget for four computers with docking stations in 2005. ALTERNATIVES 1. Allow staff to apply for the OSHA grant. 2. Do not allow the application. 3. Table for further information from staff. BUDGET IMPACT If the City was awarded the grant, the match would be $10,320.20 and may be paid by using the DWI Forfeiture Fund. Funds for this purchase exist in DWI Forfeiture Fund. RECOMMENDATION Staff recommends alternative one. ACTION REQUESTED If Council concurs, they should by motion allow appropriate city officials to submit an application for the OSHA grant for MCT's. LEAGUE OF MINNESOTA CITIES INSURANCE TRUST Loss Control Serv.ices Administration: c/o Berkley Risk Administrators Company, LLC League 0/ Minnesota Cities 222 South 9. Street, Suite 1300, Minneapolis, Minnesota 55402-3332 . Phone: (612) 766-3172 Fax: (612) 766-3199 Cities promoting excellence Web Site: www.lmnc.org July 12, 2004 Mr. Cody Horner Crime Prevention Officer City of Shakopee 129 Holmes St. South Shakopee,~ 55379 Dear Mr. Horner; A routine loss control survey was recently conducted concerning certain premises and operations for the police department. This was in conjunction with the City' sparticipation in the League of Minnesota Cities Insurance Trust property, liability and workers' compensation, program. The purpose of my visit was to assist the city in the reduction of potential loss through loss control and risk management activities. As a result of this loss control survey, I have developed the following recommendations. We have found that compliance with loss control recommendations can assist in minimizing the potential for loss. 1-7/04 The department should upgrade the vehicle computers, as well. as their control consoles, to allow for s'afer use, The following are concerns associated with the current set up: . Officers typically type up their reports in the squad car instead of the office to increase the amount of time they are out on the'streets. However, the control consoles do not have ergonomically friendly adjustments built into them to allow officers to type reports, look up informatioIl, etc. It is recommended that fully adjustable control consoles be installed in the squad cars. Adjustability should include tilt, forward, backward and side to side. . Officers have to use the mouse pad to access sites and information. This creates an additional distraction if officers are using the computer while driving. A touch screen monitor would greatly minimize the risk associated with looking up information while driving. It would allow officers to keep their eyes on the road and/or potential suspect for a longer period of time. . When officers are working at night, it is often difficult for them to see the keyboard. This increasys the chance of critical typing errors. In addition, it takes more AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION &\1PLOYER City of Shako pee July 12, 2004 Page 2 concentration for the officer to try and find the keys he/she is using. An illuminated keyboard is one solution to this concern. . The computers currently in use are not designed to withstand the bumpy ride associated with police work. Therefore the computers do not last for very long. The city should consider purchasing computers which are designed for squad cars and are able t6 hold up longer. The long-term benefits and successes that can be enjoyed by a cooperative, self-insurance organization depend upon serious and careful consideration of loss control recommendations. In that context, we ask that you keep us informed of the steps you take to address these loss control recommendations. Therefore, please respond within 60 days of your receipt of this letter regarding the status of how you intend to respond to these loss control recommendations. I appreciate the time and courtesy extended to me at the time of my loss control visit. If I can be of any assistance to you before my next visit, please do not hesitate to contact me. Sincerely, ~~ ,. 'sti Hagl~ /. . ~ Loss Control Associate Berkley Risk Administrators Company, LLC c: Daniel Hughes, Shakopee Police Chief Mark McNeil, Shakopee City Administrator Capesius Agency, Inc. 1240E. 3rd Ave. PO Box 97 Shakopee,MU~ 55379 Recommendations and comments are provided for loss control and risk exposure improvement purposes only in conjunction with the insurance program referenced above. They are not made for the purpose of complying with the requirements of any law, rule or regulation. We do not infer or imply in the making of these recommendations and comments that all sites were reviewed or that all possible hazards were noted. The fi~al responsibility for conducting loss control and risk management programs must rest with the insured.