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Agenda Packet 11/01/2021Town of Trophy Club Meeting Agenda Packet Crime Control and Prevention District Board 1 Trophy Wood Drive Trophy Club, Texas 76262 November 01, 2021 6:00 PM Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM PUBLIC COMMENTS This is an opportunity for citizens to address the Board on any matter. The Board is not permitted to discuss or take action on any presentations made to the Board. Presentations are limited to matters over which the Board has authority. Speakers have up to four (4) minutes or the time limit determined by the presiding officer. Each speaker must complete the Speaker’s Form that includes the topic(s) to be presented. You may also email parata@trophyclub.org REGULAR SESSION 1.Welcome new Board Member, Christine Udvar­Hazy. (P. Arata)  2.Recognition of J.J. Isherwood’s Years of Service and Contribution to the CCPD Board. (P. Arata)  3.Consider appointment of the CCPD Chair and Vice Chairperson. (P. Arata)  4.Take appropriate action regarding the Crime Control and Prevention District Meeting Minutes held July 14, 2021. (P. Arata) 5.Discussion and take appropriate action to amend the budget regarding the Flock Camera System. (P. Arata) ADJOURN *THE BOARD MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, TEXAS LOCAL GOVERNMENT CODE 551.071. Notice is hereby given that a quorum of the Town Council may be in attendance at this meeting. CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, Friday, October 29, 2021 by 5:00 P.M. in accordance with Chapter 551, Texas Government Code. _______________________________ Julie Swartz, Administrative Assistant If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. Town of Trophy ClubMeeting Agenda PacketCrime Control and Prevention DistrictBoard 1 Trophy Wood DriveTrophy Club, Texas 76262November 01, 2021 6:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUMPUBLIC COMMENTSThis is an opportunity for citizens to address the Board on any matter. The Board is notpermitted to discuss or take action on any presentations made to theBoard. Presentations are limited to matters over which the Board hasauthority. Speakers have up to four (4) minutes or the time limit determined by thepresiding officer. Each speaker must complete the Speaker’s Form that includes thetopic(s) to be presented. You may also email parata@trophyclub.orgREGULAR SESSION1.Welcome new Board Member, Christine Udvar­Hazy. (P. Arata) 2.Recognition of J.J. Isherwood’s Years of Service and Contribution to the CCPD Board.(P. Arata) 3.Consider appointment of the CCPD Chair and Vice Chairperson. (P. Arata) 4.Take appropriate action regarding the Crime Control and Prevention District MeetingMinutes held July 14, 2021. (P. Arata)5.Discussion and take appropriate action to amend the budget regarding the Flock CameraSystem. (P. Arata) ADJOURN *THE BOARD MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, TEXAS LOCAL GOVERNMENT CODE 551.071. Notice is hereby given that a quorum of the Town Council may be in attendance at this meeting. CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, Friday, October 29, 2021 by 5:00 P.M. in accordance with Chapter 551, Texas Government Code. _______________________________ Julie Swartz, Administrative Assistant If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. MINUTES FROM REGULAR SESSION BOARD OF THE CRIME CONTROL AND PREVENTION DISTRICT MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 1 TROPHY WOOD DRIVE, TROPHY CLUB, TEXAS Wednesday, July 14, 2021 at 6:00 P.M. Council Chambers The Crime Control and Prevention District Board of the Town of Trophy Club, Texas, met in a Regular Session on Wednesday, June 23, 2021. The meeting was held within the boundaries of the Town and was open to the public. STATE OF TEXAS § COUNTY OF TARRANT § CCPD BOARD MEMBERS PRESENT: JJ Isherwood, Chairperson Leo Daniels, Vice Chair Fred Lohmann, Board Member Christopher McAllister, Board Member Heath Williams, Board Member Joe Tellez, Board Member Marc Bartels, Board Member CCPD BOARD MEMBERS ABSENT: STAFF AND GUEST(S) PRESENT: Patrick Arata, Chief of Police Julie Swartz, Administrative Assistant Greg Lamont, Mayor Pro Tem Mike Erwin, Town Finance Manager CALL TO ORDER AND ANNOUNCE A QUORUM Board Member J.J. Isherwood called the meeting to order and announced a quorum at 6:00 p.m. CITIZEN PRESENTATIONS Citizens are allowed three (3) minutes to address the Board regarding an item over which the Board has policy or oversight authority as provided by Texas law, the ethics order, or other policy order. No citizens addressed the Board. REGULAR SESSION 1. Discuss and take appropriate action regarding the Trophy Club Crime Control and Prevention District Board Minutes for June 23, 2021. Chairperson J.J. Isherwood called for a review of the minutes of the June 23, 2021 Meeting of the Crime Control and Prevention District. The minutes were reviewed and a motion was made by Leo Daniels to accept the minutes as presented. Motion seconded by Board Member Joe Tellez. Heath Williams inquired regarding a budget item and the police cars, which was confirmed by Chief Arata, and one other question asking if data from Flock camera system was saved for thirty days. This was also confirmed, but noted that research may be accessed if the Department needed it for some reason. Heath also made note of Chief Arata’s leadership and the idea of getting an electric motorbike for the Department. Motion approved by a vote of 7-0. 2. Public Hearing – FY 2021-2022 proposed Annual Budget for the Trophy Club Crime Control and Prevention District. a. Chairperson J.J. Isherwood opened a Public Hearing. Chief Arata addressed the Committee and reminded the Board what was discussed at last meeting. Chief did have one update regarding the Flock camera system. After researching, he found that Flock has a “transparency portal” that will be put on the website once implemented. This will allow citizens to access data and how the Police Department is using the cameras. That will not include arrests; Flock does not have direct access to that information. It will show how many times the Police Department accesses the records (i.e., if 1,000 cars came thru in a month and Department looked at that information three times, it will show system was utilized three times). Other items such as the electric motor bike will be more fuel efficient and allow the Department to go places it has not been able to access before such as golf course, country club, trails, etc. Another update we are looking to is the Brazos ticket writer, to improve current CAD system, which has failures at times and causes Officers to continue to use paper tickets during failures. J.J. pointed out that the updated system would free up Officers so they can be more aware of surroundings at all times and help eliminate need for more admin type work for them. Chief mentioned enhanced training that will be coming up also. Chief asked for any additional comments or questions; there were none. b. Public Hearing closed by Chairperson J.J. Isherwood Closing comments were made regarding the charity softball game, the installation time frame of the camera system (can be as soon as October), the July 4th event, and renewal of Board Members. ADJOURN Board Member Fred Lohmann made a motion to adjourn at 6:16 p.m. Motion seconded by Board Member Joe Tellez. Meeting adjourned at 6:16 p.m. JJ Isherwood Julie Swartz Town of Trophy Club Town of Trophy Club Trophy Club Police Department fransparenc.y Portal Overview The Trophy Club Police Department uses Rocle Safety's Operating System to capture objective evidence without compromising on individual privacy. Trophy Club PD utilizes retroactive search to solve crimes after they've occurred . Additionally, TCPD utilizes real-time alerting of hotlist vehicles to capture wanted criminals . In an effort to be open with the public to demonstrate our proper usage and communicate what guardrails are in place, we have made the below policies and usage statistics available to the public . Policies 0 0 0 0 0 0 What's Detected Vehicles, License Plates What's Not Detected Facial recognition, People, Gender, Race Acceptable Use Policy Data is used for law enforcement purposes only. Data is owned by Trophy Club PD and is never sold to 3rd parties. Prohibited Uses Immigration enforcement, traffic enforcement, harrassment or intimidation, usage based solely on a protected class (i.e. race , sex , religion), Personal use . Access Policy All system access requires a valid case number and is stored indefinitely. This data is regularly audited every 6 months .. Hotlist Policy Hotlist hits are required to be human ver ified prior to action Usage 0 0 0 0 0 0 Data retention 30 days Number of owned cameras 9 External agencies who have access Grapevine PD, Northlake PD, Argyle PD Hotlists Alerted On NCIC, Amber Alert, Blue Alert, Silver Alert Vehicles detected in the last 30 days Hotlist hits in the last 30 days 0 Searches in the last 30 days 0 Search Audit Link 1/2 Additional Info Full ALPR Policy TroRhY. _!lub PD's full ALPR policy can be found at the following link : Link Provided by Flzk 5gf,e.tx 2/2 f i'ock safety · Let's defeat cr i me togethe r.· A new way to promote the ethical use of technology in public safety Flock Safety Transparency Portal Flock Safety's Transparency Portal is the first public-facing dashboard for law enforcement agencies, city leaders, and local government officials to share policies , usage, and public safety outcomes related to automatic license plate recognition (ALPR) technology. Promote transparency and accountability i n the use of policing technology in order to bui l d community trust while creating a safer, more equitable society. _,._. A•---•"-'''' •·,..,, .. •,, ..... ,. ...... __ 1/ ,n .. -•--•·-._,.,.-...,_.. _,......,,..,,~ .r ... ..., .. .,.~.,~,,.,-►"-~,, .. ,.. .... ..,.__ .. _,.... ,._, ... ,...,. "''•"' --··•· .. -•••-.. ---• ..,_....,.. .. ,; .... _.,.,.. ... -. ._..,_,,. ___ oc ·,.,_,...., _ _ ,..,.._, .-.~, ......... -..,,. .............. -.... -... ....... ,.. ...... '"' ---0 :::-:~';'.:! , 0 ~- 0 _,'."-"'--·-•·· 0 :--·-·- ----·----·· .. .-.v,,,~u.•"••-;;,,ot-<> .... ~•----••to•~·-•--¢•--~-... o ::· -~-.:::.-::· ·.-:--::::,_, 0 ~=2:-:~;=-~~~:i° ·--·· .. ,, ........ --,..._,,_., 0 ,.-•-••-••-•e 0 ::-·------· Make your ALPR policies and usage publically available with a shareable link Build trust and engage the public i n a di alogue about A L PR 's ability to capture objective ev i de nce used by law enforceme nt to elimi nate cr i me witho ut i nv ading the privacy of citizens . ffock safety N I WWW. f locksafety.com I a66·901-1781 Build community trust while creating a safer, more equitable society Display your Flock Safety metrics automatically. Tout the ROI of ALPR to stakeholders in your community with real-time usage stats for Hot List alerts, vehicle detection, crimes solved, and more in fully customizable modules. Provide easy access to Search Audit reports Demonstrate your commitment to accountability and integrity by proactively providing access to downloadable search audit reports* detailing the user, date , number of cameras, and reason for each search conducted with Flock Safety . •optional feature ; can be disabled Policy Trophy Club Police Department 1001 Policy Manual AUTOMATED LICENSE PLATE READER (ALPR) DATA PORTAL USE AND LIMITATIONS 1001.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidance for the capture , storage and ue of digital data obtained through the use of Automated License Plate Reader (ALPR) technology. 1001.2 POLICY The Trophy Club Police Department's Automated License Plate Reader (ALPR) Access Policy defines a minimum set of binding guidelines to govern the use of ALPR Data in order to enable the collection and use of such data in a manner consistent with respect for individual 's privacy and civil liberties . 1001.3 AUTHORIZED PURPOSES, COLLECTION AND USE OF ALPR DATA To support the mission of the Trophy Club Police Department law enforcement personnel with a need and right to know will utilize ALPR technology to: • Locate stolen, wanted, and subject to investigation vehicles; • Locate and apprehend individuals subject to arrest warrants or otherwise lawfully sought by law enforcement; • Locate witnesses and victims of violent crime; • Locate missing and elderly individuals, including responding to Amber and Silver Alerts; • Support local, state , deferral and tribal public safety departments in the identification of vehicles associate with targets of criminal investigations, including investigations of serial crimes. 1001.4 RESTRICTIONS ON COLLECTION OF APLR DATA AND USE OF ALPR SYSTEMS Trophy Club Police Department may utilize ALPR data to collect data that is within public view , but may not be used for the sole purpose of monitoring individual activities protected by the First Amendment to the United States Constitution.· • ALPR users may not contact occupants of stolen, wanted, or subject-of-investigation vehicles unless the ALPR users are sworn law enforcement officers of the Trophy Club Police Department, Non-Sworn Criminal Investigations Assistants or authorized Public Service Officers. • ALPR users must recognize that the data collected from the APLR devices and the content of referenced hotlists, consist of data that may or may not be accurate, despite ongoing efforts to maximize the currency and accuracy of such data. To the greatest extent possible, vehicle and subject information will be verified from separate ***DRAFT"** Copyright Lexipol , LLC 2021 /10/25 , All Rights Reserved . AUTOMATED LICENSE PLATE READER (ALPR) DATA PORTAL USE AND Trophy Club Police Department Policy Manual AUTOMATED LICENSE PLATE READER (ALPR) DATA PORTAL USE AND LIMITATIONS law enforcement information sources to confirm the vehicle or subject's identity and justification for contact. Users of ALPR Data must, to the fullest extent possible, visually confirm the plate characters generated by the ALPR readers corresponded with the digital image of the license plate in question. • All users of the ALPR Data are required to acknowledge that they have read and understood this policy prior to being granted access to the APLR Data Portal. • Training required for all authorized users. 1001.5 TRAINING Only persons trained in the use of the ALPR system, including its privacy and civil liberties protections, shall be allowed access to the ALPR data. Training shall consist of: • Legal authorities, developments, and issues involving the use of ALPR data and technology • Current policy regarding appropriate use of ALPR systems • Evolution of ALPR and related technologies, including new capabilities and associated risks • Technical, physical, administrative, and procedural measures to protect the security of ALPR data against unauthorized access or use • Practical exercises in the use of the current ALPR system Training shall be updated as technological, legal, ~rnd other changes that affect the use of the ALPR system occur. In no case shall a person utilize the ALPR system if he/she has not completed training in more than two (2) years. 1001.6 AUTHORIZED USERS OF THE ALPR DATA PORTAL The Trophy Club Police Department utilizes ALPR Data supplied through an on line portal. The following personnel have access to the ALPR Portal: • Chief of Police • Division Captains • Lieutenants • Sergeants • Detectives • Authorized Non-Sworn Criminal Investigative Assistants • Public Service Officers • Uniformed Police Officers Copyright Lexipol , LLC 2021/10/25, All Rights Reserved. ***DRAFT"** Published with permiss ion by Trophy Club Police Department AUTOMATED LICENSE PLATE READER (ALPR) DATA PORTAL USE AND Trophy Club Police Department Policy Manual AUTOMATED LICENSE PLATE READER (ALPR) DATA PORTAL USE ANO LIM/TA TIONS 1001.7 REASON FOR INQUIRY/ REASON FOR ENTRY Users accessing the ALPR Portal must provide a Reason for Inquiry (FRI) or a Reason for Entry (RFE) both the RFI or RFE must be in compliance with the authorized purposes as stated in this policy. 1001.8 COMMAND OFFICERS Generally, the Chief of Police and Division Captains will not be entering or searching date in the ALPR database. The Chief of Police, Field Operations Captain and the Criminal Investigations Captain will retain access to the ALPR database in order to ensure the integrity of the program through audits and command oversight. Unforeseen satiations may arise that necessitate immediate access to the APLR database by command staff in the interest of public safety. 1001.9 DETECTIVES Detectives will have access to the APLR System and are authorized to input data relating to vehicles and suspects of interest to the Trophy Club Police Department. All data entered into the APLR system will be properly recorded and forwarded to the Criminal Investigations Captain for review. 1001.10 LIEUTENANTS/SERGEANTS RESPONSIBILITIES Officers accessing the ALPR Data Portal will notify their immediate supervisor of the inquiry or entry and will provide their Reason for Inquiry or Reason for Entry in their written communication to the supervisor. A copy of this notice must be forwarded to the Detective Division ,along with the case number, as well. 1001.11 OFFICER RESPONSIBILITIES Officers accessing the ALPR Data Portal will notify their immediate supervisor of the inquiry or entry and will provide their Reason for Inquiry or Reason for Entry in their written communication to the supervisor. A copy of this notice must be forwarded to the Detective Division as well. 1001.12 ACCURACY OF DATA The Trophy Club Police Department will take reasonable measures to ensure the accuracy of ALPR data collected by the Trophy Club Police Department through the ALPR Data portal. It is the responsibility of the person entering the information into the APLR Portal to ensure the timeliness and accuracy of the data entered. It is the responsibility of the officer or detective working the case to ensure that information submitted into the ALPR system is updated and removed in a timely manner. 1001.13 AUDITS Access to, and use of ALPR Data is logged for audited purposes. Audit reports are structured in a format that is understandable, useful and contains at a minimum: Copyright Lexipol , LLC 2021/10/25, All Rights Reserved . ***DRAFT*** Published with permission by Trophy Club Police Department AUTOMATED LICENSE PLATE READER (ALPR) DATA PORTAL USE AND Trophy Club Police Department Policy Manual AUTOMATED LICENSE PLATE READER (ALPR) DA TA PORTAL USE AND LIM/TA TIONS (a) The name of the law enforcement user; (b) The name of the agency employing the user; (c) The date and time of access; {d) The specific data accessed ; (e) The supplied authorized law enforcement justification for access (RFI/RFE; and (f) A case number associated with the investigative effort generating the APLR data query. Any unauthorized use of the ALPR data will be reported to the CID Captain immediately. Access Use , Permissions, Entries, Inquiries FRI/ RFE and transaction data will be audited and audit reports will be generated at least once every six (6) months or on request by supervisory personnel of the Trophy Club Police Department. Audit reports shall be forwarded to the Chief of Pol ice. Any discovered intentional misconduct will lead to further investigation, termination of system access and notification of the user's Division Captain for appropriate recourse. The auditing data will be used to identify system issues, inadvertent misuse and requirements for policy changes, training enhancements or additional oversight mechanisms. Copyri ght Le xipol , LLC 2021 /10/25, All Rights Reserved . ***DRAFT"** Published with pem,ission by Trophy Club Police Department AUTOMATED LICENSE PLATE READER (ALPR) DATA PORTAL USE AND Trophy Club PD Ro, noke t; l @i •\, ' .opli yClub W~stlak ' 1 km RMap data 0 2021 Cameras • 9 Falcon -16mm -AT&T FN or VZWs Poles • 9 Flock Pole -12 fts Power • 9 Solar Panel -Double Top Mounts Cameras □ #01 WB TX-114 Frontage Rd x Trophy Branch Dr ,9 a Position U.S. Geolog ical Survey Streetview Trophy Club PD G3 ('Ji Roaoo•~ Cameras • 9 Falcon -16mm -AT&T FN or VZWs Poles • 9 Floc k Pole -12 fts Power • 9 Sola r Panel -Dou bl e Top Mounts Cameras DJ #02 WB Plaza x T W Kin g Rd ,9 a Position f ' ' ' .op hyC lub Westla ke ' 1 km RMap data C)2021 -. ·--..-~=-----=----------------,_Map data 0 2021 Imagery C)2021 . Maxar Technologies , U.S. Geologica l Survey Streetview r, L ~ Trophy Club PD Re ooke ' ( Cameras • 9 Fa lcon -16mm -AT&T FN or VZWs Poles • 9 Floc k Pole -12 fts Power • 9 So lar Panel -Do u b le Top Mounts Cam e ra s DJ #03 NB Trophy Wood Dr x Plaza Dr c§I a Pos it ion St r e etv iew .op hyCluh Westl~ke ' 1 km r, L J RMap data C2021 Map data ©202 1 Imagery C202 1 , Maxar Technologies, U.S. Geological Survey r, L J Trophy Club PD n Cameras @ ·14 Anancke • 9 Falcon -16mm -AT&T FN or VZWs Poles • 9 Flock Pole -12 fts Powe r • 9 So lar Pa nel -Double Top Mounts Cameras i ' ' ' m #04 NB Tx-114 Frontage Rd x Plantation Oa ks Dr (§)a Posi t ion Streetview 1 km r., L J RMap data 0 2021 Map data <02021 Imagery C>2 021 , Maxar Techn ologies, U.S. Geol ogical Survey r., .. J Trophy Club PD f oaooke ' i,iil Cameras • 9 Falcon -16mm -AT&T FN o r VZWs Po les • 9 Flock Pole -12 fts Power • 9 Sola r Panel -Double Top Mounts Cameras [I] #05 N B-TX 114 Frontage Rd x Cl aire Rd 6' a Position Streetview 1 km r., L ~ RMap data 0 2021 r, L ~ Ro, •1oke Camera s Trophy Club PD .. ' ' ' • 9 Falcon -16mm -AT&T FN or VZWs Po les • 9 Flock Pole -12 fts Power • 9 So lar Pan el -Dou bl e Top Mounts Cameras D #06-NB Trophy Club Dr x TX 114 Frontage Rd 6' a Pos ition Streetvi ew 1 km RMap data C 2021 Trophy Club PD Ro a~cke ;; ,} @ ,,. ' .op l ,yClub Westlak• ' Cameras • 9 Fa lcon -16mm - AT&T FN or VZWs Poles • 9 Fl oc k Pole - 12 f ts Power • 9 So lar Pane l -Dou b le To p Mounts Ca m e r as rn #07 NB Tr o p h y La ke Dr x North w es t Pk wy ,§1 . Pos ition Stre etv ie w 1 km r, L ,J RM ap data C>20 21 r, L .J r, L ~ @r-:, Roanok Camera s Trophy Club PD I ' ' ' .op hyCluiJ Westlake ' • 9 Falcon -16mm -AT&T FN o r VZWs Pole s • 9 Flock Pole -12 fts Po wer • 9 So lar Panel -Double Top Mounts Cameras [I] #08 SB Bobcat Blvd x Marshall Cree k Bl vd &A Pos ition 1 km r, L .J RMap data C>2021 Map data ©2021 lmagery @2 02 1 , Maxa r Technolog ies, U.S. Geological Survey Streetview r, L .J Trophy Club PD r-:1 G', ® ~ Roanoke Cameras • 9 Falcon -16mm -AT&T FN or VZWs Poles • 9 Flock Pole -12 fts Power • 9 So lar Pane l -Double Top Mounts Cameras D #09 SB Bobcat En trance into TC & A Position Streetview ' ' ' 'opll yClub Westl~k ' "'"• . 1 km RMap data C 2021 Map data ©2021 Imagery C>2021 , Max ar Technologies, U.S. Geologic al Survey ... , L .J 71 The map is a view of the license plate scans so far in 2021. LPR vehicles enter Trophy Club on a regular basis .