The County of Santa Clara
California

Report
82483
Approved as Amended
Oct 4, 2016 9:00 AM

Consider recommendations relating to the procurement of an integrated mapping system for the Office of the Sheriff helicopter. (Office of the Sheriff)

Information

Department:Office of the SheriffSponsors:
Category:ReportProjects:Surveillance Technology

Multiple Recommendations

Possible action:
a. Receive Anticipated Surveillance Impact Report for the Integrated Helicopter Mapping System.
b. Approve or receive Proposed Surveillance Use Policy for the Integrated Helicopter Mapping System.
c. Approve procurement of an integrated mapping system for the Office of the Sheriff helicopter in an amount not to exceed $650,000.

Body

FISCAL IMPLICATIONS

There is no negative impact to the County General Fund as a result of approving the recommended actions.  Procurement of the integrated mapping system will be funded through grants from the Urban Areas Security Initiative (UASI) and the State Homeland Security Grant Program (SHSGP). 

REASONS FOR RECOMMENDATION

Pursuant to Section A40-2(b) of the Santa Clara County Ordinance Code, the Sheriff’s Office must notify and obtain approval from the Board at a properly-noticed public meeting on the regular calendar before acquiring new surveillance technology. 

With respect to the second possible Board action (“b. Approve or receive Surveillance Use Policy for the Integrated Helicopter Mapping System”), the optional actions are included pursuant to County Ordinance Code section A40-2(E).  That section states:  “To the extent the Board … determines that … approving or denying the Surveillance Use Policy would unlawfully ‘obstruct’ the applicable function of the sheriff … under Government Code section 25303, the Board shall simply receive and discuss … the applicable Surveillance Use Policy at a properly-noticed public meeting, on the regular (non-consent) calendar.”  Since it is not clear at this time whether the Board approval-process would unlawfully ‘obstruct’ the investigative function of the Sheriff, the proposed action item provides two alternatives:  Board approval or Board receipt of the Surveillance Use Policy.  The Use Policy includes the information required by Section A40-7(E) of the Surveillance-Technology and Community-Safety Ordinance.

Replacing the Sheriff’s Office helicopter’s mapping system with an integrated mapping system would increase situational awareness and promote safety by reducing the time it takes the helicopter observer to obtain accurate navigational information, and by allowing the helicopter observer to devote more time to monitoring air traffic and providing air support to ground units during emergency situations. 

CHILD IMPACT

The recommended actions will have no/neutral impact on children and youth.

SENIOR IMPACT

The recommended actions will have no/neutral impact on seniors.

SUSTAINABILITY IMPLICATIONS

The recommended actions will have no/neutral sustainability implications.

BACKGROUND

The helicopter crew is comprised of a pilot and an observer.  The observer is responsible for providing the pilot with navigational coordinates, monitoring air traffic and other hazards, and relaying information to ground units when necessary.  When flying to a specific location, the observer can enter an address, an intersection, or a grid section in the mapping system to obtain information regarding the shortest route to the location, navigational hazards, and a digital map of their destination through the helicopter’s 12” x 12” monitor.  The observer would then have to match the digital map with the ground or camera view to locate their exact destination.  When using a camera that is not integrated with the mapping software, the observer has to continually switch the view screen between the camera image and the digital map to pinpoint a specific location.  The process can be cumbersome and imprecise, since it relies heavily on the observer’s ability to match the camera image with the digital map.  It also hampers the observer’s ability to quickly locate a specific destination or provide ground units with information during emergency situations. 

An integrated mapping system links the mapping software with a compatible camera and the helicopter’s GPS to allow the observer to view the camera image and mapping information at the same time. The resulting image is similar to Google Maps which augments satellite imagery with street names and other data.  It must be noted that an integrated mapping system does not provide the helicopter observer with any new information that is not currently available under the current helicopter mapping system.  It simply superimposes mapping information over real-time video images. 

All information available through the integrated mapping system such as an address, business name, or image is considered public record/information that may be obtained by anyone through direct observation, an online search such as the Assessor’s Office property records, an online search map such as Google Maps, or through the use of regular GPS navigational devices.  Additionally, no recording is made unless there is a reasonable suspicion that a crime is occurring or a significant event is in progress. 

The cost for the various components of the integrated mapping system is approximately $620,000.  The Sheriff’s Office was awarded a $371,066 grant from UASI on May 10, 2016 and a $250,653 grant from SHSGP on July 20, 2016.  Should the costs exceed the projected amount, the Sheriff’s Office anticipates receiving additional grant funds from SHSGP to cover the difference.

The Anticipated Surveillance Impact Report and Surveillance Use Policy that have been reviewed and approved by County Counsel are included in this legislative file.

CONSEQUENCES OF NEGATIVE ACTION

The Sheriff’s Office will not purchase an integrated helicopter mapping system and will not be able to utilize the UASI and SHSGP grant funds.

STEPS FOLLOWING APPROVAL

The Clerk of the Board is requested to notify Liza Capulong from the Office of the Sheriff once processing of this legislative file has been completed.

 

Meeting History

Sep 27, 2016 9:00 AM Video Board of Supervisors Regular Meeting

Held to October 4, 2016 at the request of Vice President Simitian.

RESULT:HELD [4 TO 0]Next: 10/4/2016 9:00 AM
MOVER:Cindy Chavez, Supervisor
SECONDER:Ken Yeager, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager
ABSENT:S. Joseph Simitian
Oct 4, 2016 9:00 AM Video Board of Supervisors Regular Meeting

Four individuals addressed the Board, and one individual submitted written information for the record.

On motion of Vice President Simitian, seconded by Supervisor Wasserman, the Board received the Anticipated Surveillance Impact Report for the Integrated Helicopter Mapping System and approved the Proposed Surveillance Use Policy for the Integrated Helicopter Mapping System as amended to reflect in paragraph 7: "Criminal law enforcement videos, photographs, and information downloaded from the integrated mapping system shall either be made available to the public and/or deemed exempt from public disclosure pursuant to state and/or federal law."

On motion of Supervisor Wasserman, seconded by President Cortese, the Board unanimously approved procurement of an integrated mapping system for the Office of the Sheriff helicopter in an amount not to exceed $650,000.

RESULT:APPROVED AS AMENDED [UNANIMOUS]
MOVER:S. Joseph Simitian, Vice President
SECONDER:Mike Wasserman, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian