The Billings Police Department has explored electronic ticket writing for three years and wishes to establish long-term funding to purchase, license, maintain, repair and replace/update an electronic-citation system for Billings Police Department.  This project was discussed at the November 20, 2017, Council work session and again at the first reading and public hearing on March 26, 2018.

Currently, Officers hand-write all driver, vehicle and offense information onto a citation(s). Support Services Clerks then type this data into the record management system for transmittal to the Court. Electronic citations use scanning, auto-populating and pre-built data tables to streamline the process.  The electronic system has the ability to combine multiple citations into one transaction, so the officers – and later police support and court staffs – do not go through the redundant process of writing and entering the same information multiple times. This reduces the possibility of human error.
 
The Department will eventually deploy electronic-citation capabilities in all patrol vehicles, but recommends the initial installation be limited to the four Selective Traffic Enforcement Program (STEP) vehicles. The initial purchase includes software and a small deployment of hardware to equip four cars, which puts the resources where they will be used most frequently and vigorously and allows BPD to use the software and hardware in the Billings’ work environment and climate. This further allows the department to identify and address weaknesses and leverage strengths and efficiencies. This will be an outright purchase by Billings Police Department. 

The Billings Police Department requests a surcharge on all citations and complaints, criminal and traffic, to create a technology fund. A $5.00 surcharge will generate enough revenue to outfit up to 12 cars per year. This surcharge will also fund on-going license and maintenance fees, equipment replacement, and system updates.  

An electronic citation writing system brings efficiencies to patrol officers, clerical and court staffs. The electronic systems can save officers about 10 minutes per traffic stop. This savings increases officer safety, reduces citizen inconvenience and translates into greater officer productivity. An electronic system also limits opportunities for human error as officers hand-write and clerks enter information.

City Council may:

• Approve an ordinance to add the BPD Technology Surcharge to fund electronic citations; or,
• Amend and adopt an ordinance; or,
• Disapprove the ordinance.

Municipal Court processes an average of 16,000 charges annually, many of which are combined charges and will then only generate one surcharge.  The Police Department anticipates the surcharge to generate $50,000-80,000 per year, which will generate enough revenue to outfit up to 12 cars per year. This surcharge will also fund on-going license and maintenance fees, equipment replacement, and system updates.

Staff recommends that the City Council approve an ordinance to add the $5 BPD Technology Surcharge to fund the electronic citations project.