JUSTICE ASSISTANCE GRANT (JAG)

Addendum
Submission Instructions: email to cjapplications@nctcog.org by June 1, 2009
COMPLETED ADDENDUM SHOULD NOT EXCEED 5 PAGES

Agency Name: City of Stephenville Police Dept

Application title: Laptop Computer Systems for Patrol Vehicles
Application #: 2247701

Individual Project Title (if applicable):

PROJECT BUDGET INFORMATION – indicate the total amount of each line item for this project:

CATEGORY REQUESTED AMOUNT

Personnel
Contract & Professional Services
Travel & Training
Equipment $146,589.00
Supplies & Direct Operating Expenses
Indirect
TOTAL FOR THIS PROJECT $146,589.00

1. PROBLEM STATEMENT AND SUPPORTING DATA (up to 15 points): The problem statement should refer
to situations outside of your organization that are directly related to your target population. What “external”
situation will be dealt with if you are awarded the grant? Substantiate the problem by providing at least two
years of data that are relevant to the target area served. NOTE: Data source(s) must be noted and verifiable

The problem is Citizens of Stephenville are placed at increased risk because of reduced officer patrol time. The City of
Stephenville has been having a growth of population every year and jurisdiction boundaries have significantly
increased in size. There are plans in the future with more growth in the city’s size. With this growth, Stephenville has
experienced an increase in crime. With this growth, police services are stretched even further than before. As a result
of increased crime rates, officers are spending more time at the police department completing necessary required
paperwork. The paperwork requirements have increased over the years. Officers are now required to complete several
additional forms in the routine performance of duties. Officers currently must travel to the police department, which is
located on the east side of Stephenville. Travel to the police department can easily take up to twenty minutes or more
during busy traffic times. Officers frequently answer a call and then travel to the police department to complete a
report. Response times to answer in progress calls are lengthened when officers are at the police department. This is
because officers must stop working on the report, and save the data. Then officers return to the patrol car and respond
to the call. The officer could expect to have lengthy response times if the call is on the opposite side of town where
most businesses are located. In addition, officers spend up to an hour or more to complete paperwork, per report.
Officers spend several hours a day completing paperwork. With the current system, officers are not patrolling the
streets, but sitting at the office working on reports. When the officer is at the police department, patrol visibility is non -
existent. Criminal offenders have the benefit of committing a crime and easily fleeing while the officer is at the police
department and not on the street. Patrol officers, also, currently experience delayed access to critical information vital
for officer and citizen safety. Officers have limited information available immediately to assist in the protection of the
community, and the protection of rights of people encountered by officers. The community of Stephenville is sacrificing
people’s safety and rights by taking officers off the street to complete inefficient and antiquated reporting methods.

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 2. GOAL STATEMENT (40 WORDS OR LESS) (up to 5 points): Describe the goal of the project as it relates to the
identified problem(s). Proposed project goals are clearly stated and reflect anticipated outcomes of the project.
The goal is all about the target group and how they will be changed/improved/impacted. Goals must be attainable
within the grant period. DO NOT include statistical data or activities in the goal statement.

The project goal is to have officers on the street more, which will decrease response times. Plus, officer
safety will be increased due to officers having instant data available. The community will be safer due to
increased patrol in beats.

PROJECT DESCRIPTION (up to 20 points):

ALL PROJECTS: Completely describe those activities and the strategies to be used to respond to the needs of
your target population. It should be clear that the activities/strategies are in direct response to the problem.

EQUIPMENT ONLY: Describe how this equipment will be used: What does the equipment do? Who will use it?
What training, if any, will be needed in order to implement this equipment? How often will the equipment be used?
Describe the sequence of events/activities that will typically take place when your agency uses this equipment.

Many people utilize the benefits of having portable computers available to use. There are numerous benefits
of having a laptop computer for use. However, police equipment frequently takes serious abuse from a variety of
circumstances. Therefore equipment necessary for police use must be “cop proof” because of the abuse delivered to
the equipment. This is not an intentional abuse, but weird things frequently happen in the field. Frequently the officer
encounters dusty, dirty environments. Or, the officer has a combative subject that for some strange reason engages in
altercation near the laptop. The officer could simply have a drink near the laptop and hit a bump which spills the drink
on the computer. Plus a whole host of things could happen to the computer. Therefore, it needs to be as rugged as
possible for the mission and be as “cop proof” as possible.
In 2000, there were 8888 calls for service. In 2008, that number had significantly increased to 13919. That is
a 56% increase in calls. Crimes that were reported and generated cases were 2246 in 2000. That number grew to
3432 in 2008 or an increase of 52%. Criminal investigations division had a case load of 276 felony cases in 200 0. In
2008, that case load increased to 346 or 25%. The city has experienced an estimated growth of 20.3% since 2000,
and Tarleton University has experienced a 25% increase of enrollment since 2000.
Tarleton State University is located inside the city limits, too. The campus has its own police department that
answers calls on campus, but most of the students live off campus and inside the city or near the city. Tarleton has an
average population of about 8,000 to 9,000 students every year. The University operates at that capacity nine months
of the year. The student population affects call loads, but the call load is not reflected in the city’s estimated population
size.
The laptops will be used to complete offense and information reports while remaining in the field. Crash
reports can be completed while the officer is still on the scene. More complete information can be obtained by the
officer having the report in front of them. Officers can communicate with other officers, which keeps air time to a
minimum. Plus, critical information can be relayed without fear of sensitive information being transmitted over radios.
Officers will be able to complete criminal searches through State and National record databases. Typically, officers
find more stolen vehicles by the use of mobile computers. Officers frequently perform license checks on vehicles
parked in various places. Global Positioning Systems embedded in the software and computer can track officer
movement in times of emergency or officer distress. Officers will have access to databases which houses
photographs of suspects and wanted people. This makes positive identification more efficient and positive. Another
benefit of having laptops is the workload reduction for the dispatchers. Currently, there are usually two dispatchers for
the police and city fire and EMS. All emergency services radio traffic goes through dispatch. The dispatch can update
call information while the officer is en-route. The officer can identify the proper call location by use of the laptop.
The computers will be installed in all patrol vehicles. This includes one school resource unit, two supervisor
units, one animal control unit, and 8 patrol units. These units are used for various functions and many officers. There
are currently 23 patrol officers, 1 traffic officer, 1 school resource officer, 1 police cadet, and two animal control office rs
employed by Stephenville Police Dept. The department currently employs 36 officers.
The school resource unit is utilized when school is in session, and in the summer time, the school resource
unit is utilized as an additional patrol unit. There are four patrol shifts which contain one lieutenant, one sergeant,
three patrol officers, sometimes a “power shift officer” or a 2 PM to 2 AM officer, and a traffic officer, when available.
The two supervisor units are utilized between four patrol lieutenants or in their absence a shift sergeant. The
supervisor units are used daily. There is one unit dedicated to for the sergeants to use. School resource officer has
one unit. Animal control has one unit. And, there are seven patrol cars for officer use. The units are assigned to two
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 shifts each. One day and night shift rotation use the same cars, and the other day and night shifts utilize the other
patrol units. Animal control unit is used daily for a twelve hour period. The school resource unit is utilized daily when
school is in session, and patrol during summer months. Traffic enforcement uses any available patrol unit available.
Plus, any other officer who needs the patrol unit has it available. Primary, patrol officers, patrol supervisors, school
resource, and animal control officers will utilize the equipment.
The laptops will have specialized software which is compatible with Stephenville Police Record Management
System (RMS). The RMS was designed for use with mobile computers. The purchase of the additional module will
complete the full capabilities for use of the RMS. The data that the laptops gather will prevent redundancy by officer
having to reenter information on the RMS. The full potential of the RMS has not been available. The RMS was
purchased with the goal of one day obtaining mobile computers for the patrol cars.
Minimal training will be necessary simply due to the program on the computer will be the same program in
current use. Transition to the laptop computer should be effortless and all officers should have a working knowledge of
the current RMS program.
The computer systems will be used 24 hours a day, 7 days a week. It will be used for all patrol functions and
operations. The system will not be idle for any significant length of time, provided no major equipment failures.
Most common use of the equipment will be for reports and traffic reports. For example, an officer is
dispatched to a crime scene. There is a reporting person and two witnesses on scene. The officer can complete a
State and Nation database search by swiping the driver’s license of the involved persons. That information is also
attached to the report automatically. There is less chance of spelling errors on pertinent information. The officer
gathers other information on the computer, such as stolen property, evidence, or other items. The officer only needs to
complete the narrative of the report.
The officer travels to a busy section of the road, and begins to run stationary traffic radar. The officer begins the
narrative section. A vehicle travels by at a high rate of speed, which gets the attention of the officer. The officer
instantly saves the report, while beginning to stop the vehicle. The officer runs the license plate of the suspect vehicle.
The officer instantly receives information about the vehicle before getting out of the car. The officer learns the car is
stolen. A picture of the car is attached to the stolen report. The officer visually sees the photo and it is a match to the
stolen car. The officer begins proper procedure to investigate. The officer conducts the investigation. The suspect
driver’s license is run by swiping it into the computer. The officer gets an instant driver check. The officer learns the
driver has several speeding tickets in the past. The officer arrest the suspect for the stolen car, plus the officer writes a
ticket for the excessive speed. The ticket is printed in the car. The suspect receives the ticket for the speed. The
officer completes an arrest report while waiting for a wrecker to arrive. The information is generated for an offense
report, too.

3. TARGET POPULATION BENEFIT AND PROGRAM EVALUATION (up to 20 points):

EQUIPMENT ONLY: How does this equipment benefit your agency? How does equipment benefit/impact the
community? Describe sustainability plan for equipment – i.e., Long-term maintenance? On-going training? On-
going warranty/service contracts? Based on outputs/outcomes in eGrants, describe how you will evaluate this
project, including (1) what data will be gathered, (2) how data will be gathered, (3) how outcomes will be
measured, (4) the process of data analysis, and (5) how the evaluation will be used for program improvements.

PERSONNEL PROJECT: Describe the anticipated benefits/impact for your target population. Describe
sustainability plan for personnel – what happens after the grant period is complete? Based on outputs/outcomes
in eGrants, describe how you will evaluate this project, including (1) what data will be gathered, (2) how data will
be gathered, (3) how outcomes will be measured, (4) the process of data analysis, and (5) how the evaluation will
be used for program improvements.

This equipment will benefit the agency by significantly reducing the time an officer spends in the police department to
complete paperwork. Officers will be more likely to get all available information at the scene to complete the report.
The reports will contain more information available to the court systems and prevent having to go and investigate
cases further simply due to lack of available information. The laptops will eliminate some redundancy. Currently
officers write traffic citations by hand. At the end of shift, officers are required to re-enter the data into the computer
system. The same applies for arrest reports. Officers will have supplemental reports available immediately. Officers
will no longer need to travel to the police department to retrieve essential documents needed for differe nt types of
cases. The computers will have a warranty included. Service contracts in the future will be budgeted by the city.

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 1) eGrant Outputs
a) Number of local initiatives planned.
b) This grant includes law enforcement imitative. The initiative is the implementation of the laptops in the patrol
cars.
c) Data will be gathered by reporting the installation of the laptops.
d) Installation of the laptops would be one step in measuring the outcome of the grant. 12 laptops will be
installed in 12 different vehicles.
2) Number of organizations / units / departments involved in the coordination of grant-funded initiatives.
a) This grant will have one department involved in the coordination of grant funded initiatives.
b) Two divisions or units in the police department will work in coordination to accomplish purchase and
installation of the laptops. (Patrol Division and Administrative Division
c) Data will be gathered by each division involved in the grant.
d) The output will be measured by the Chief of Police. He will present the finding of the divisions to the City
Administrator.
3) Number of organizations / units / departments to directly benefit from the equipment target level.
a) There are four different departments that will benefit from the equipment. (Stephenville Police Department, 266
District Court, Erath County Court at Law, and Stephenville Municipal Court)
b) Data will be gathered by the number of criminal cases sent to the departments for prosecution.
c) Data will be gathered from the police department by the number of reports generated in the previous year and
compared to a year of full implementation of the grant.
d) Outputs will be measured by gathering information from the different departments and evaluating the number
of cases successfully prosecuted.
e) Outputs will be measured by the police department how many hours based on officers experience in
completing a report. That information will give a general indication of the amount of time spent on the street
instead of remaining in the department completing paperwork.
4) Outcome Measures. Number of agencies that report improved efficiency target level.
a) 4 agencies should receive improved efficiently as a result of the grant. (Stephenville Police, 266 District Court,
Erath County Court at Law, Stephenville Municipal Court
b) Data will be collected from the courts to measure efficiently for the number of cases dismissed because of
reporting errors
c) Efficiently of program will be measured by comparing response times from previous years and compared to
first complete year after grant completion.
5) Number of agencies that report improved program quality target level.
a) 4 agencies should report improved quality (Stephenville Police, 266 District Court, Erath County Court at Law,
Stephenville Municipal Court)
b) Data will be collected from the courts to see what improvements are necessary to see what could improve
efficiency
c) Improved program quality will be measured by coordination with, Judges of the courts, Prosecutors for the
courts, Assistant prosecutors for the courts, Police supervisors who monitor daily usage, and Police
administration
6) Number of staff that report improved efficiency target level. (District Court staff, District Attorney staff, County Court
Staff, County Attorney staff, Municipal Court staff, Municipal Court Prosecutor, Police administration, Police
records, Police supervisors, Police officers, Police Detectives)
a) Data will be evaluated by representatives from each agency to evaluate the programs efficiency to benefit the
community of Stephenville.
b) The goal is to be most efficient with technology available and capabilities with equipment relating to the grant.
7) Number of staff that report increased program quality. (District Court staff, District Attorney staff, County Court
Staff, County Attorney staff, Municipal Court staff, Municipal Court Prosecutor, Police administration, Police
records, Police supervisors, Police officers, and Police Detectives)
a) Data will be evaluated by representatives from each agency to evaluate the programs efficiency to benefit the
community of Stephenville.
b) The goal is to be most efficient with technology available and capabilities with equipment relating to the grant.
8) Data Analysis
a) Data will be reviewed by police department (Patrol Division Captain, Administrative Services Captain, Criminal
Investigations Captain, and Chief of Police)
b) Data will be compiled from listed agencies to review if the grant is successful and had met all expectations.
(1) successful program by meeting or surpassing outcomes
(2) maximum benefit to the community
(3) maximum benefit to cooperating agencies
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 (4) Efficiency of data flow and communications.
c) If there is a weakness discovered after analysis
(1) The weakness will be identified as best as possible
(2) Corrective action taken if necessary
(3) Is there other items needed to make the program more efficient and successful.
(4) Program reevaluation to maximize benefit to the community.

2. AGENCY COLLABORATION (up to 5 points): In the table below, list up to ten (10) of the most important
collaborations that your agency has with other entities in order to carry out this project. All applicants are strongly
encouraged to collaborate with other agencies to achieve similar goals. This includes program integration and
enhancement activities, and joint funding efforts.

Equipment Only: Describe if the equipment will be shared with other jurisdictions, describe if others outside your
agency will be trained in using the equipment, describe any collaborative purchasing agreements.

Describe nature of relationship and results the relationship is expected to achieve in

Agency name carrying out this project.
Municipal Justice Court Justice court, receives citations and class c misdemeanor offenses. The court will
have complete and readable citations available. A citation program available if the
court decides to upgrade. The equipment will not be shared, but the outcome will
significantly benefit the court with the paper trail.
County Court at Law Receives class A and B misdemeanors. More accurate information will be available
to the court. Reports will contain more information due to officer getting more
complete information at the scene. The equipment will not be shared, but the
outcome will significantly benefit the court with the paper trail
266 District Court All felony cases filed through this court. More accurate information will be available
to the court. Reports will contain more information due to officer getting more
complete information at the scene. The equipment will not be shared, but the
outcome will significantly benefit the court with the paper trail

3. PERSONNEL QUALIFICATIONS (up to 5 points): For grant-funded staff: provide title, indicate new or existing
position, name of staff, qualifications of position.

EQUIPMENT ONLY PROJECTS: Who is project manager, role in purchase and implementation? What are
qualifications of those using the equipment?

Title New/Existing Name PERSONNEL PROJECTS: Qualifications of grant-paid position

Position (not of the person currently in that position)
(N or E) EQUIPMENT ONLY PROJECTS: Who is project manager, role
in purchase and implementation? What are qualifications of
those using the equipment?
Captain E Travis Calder Computer technical supervisor and he handle all
department computer issues and upgrades.
Captain E Jason King Patrol Captain, supervisor of patrol functions.
Patrol Officers E Front line patrol officer utilizing equipment. 26 users total.

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