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Home My WebLink AboutCOM 0481.000 1998-2000 t+,w . Stephen K. Yamashiro Harry A. Takahashi Mayor ~ • Director S. K. Schutte ~ ~ DepuTy County of Hawaii DEPARTMENT OF FINANCE 25 Aupuni Sheet, Room 118 • Hilo, Hawaii 96720-0252 (808) 961-8234 • (808) 961-8248 ~O ~ m October 7, 1999 ° ~ c7 cn -n ~ ~rn m 3 'U-i~ t- -i 0o v -r- ' =i Ri Honorable James Arakaki, Chairperson and r ~ Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 RE: Police Grant The U.S. Department of Justice has approved an additional award of $525,000 under the COPS Universal Hiring Supplement Program. Enclosed is a bill for an ordinance appropriating this grant, which is to be used strictly for salaries and fringe benefits for seven (7) additional police officers for community policing. Also enclosed is a resolution authorizing the County of Hawaii to enter into an agreement with the U. S. Department of Justice, Office of community Oriented Policing Services. If there are any quelIstions, please do not hesitate to call the Hawaii County Police Department. Harry A. Takahashi Director of Finance APPROVED: Enclosures ~ ( a.;Il 1~ /Qrs, /S'F- 9 9 Stephen K. amashiro Mayor Comm. No. ~ FYIe No. FNG b Ply Ref. 'Po: F ~ lief. Date ~.1 8 199 • Form #: B -52 • • 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 9/30/99 STAFF CONTACT: GARY MAESATO, BUSINESS MANAGER PHONE: 961 -2279 A. REQUEST: To appropriate an additional $525,000.00 under account number 010- 201 - 5219.53 -115. To enter into a contract with the U.S. Department of Justice Office of Community Oriented Policing Services to provide additional funding under the COPS Ahead grant. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The U.S Department of Justice has approved an additional award under the COPS Universal Hiring Supplement Program in the amount of $525,000 to hire seven (7) police officers. The funds are to be used strictly for salaries and fringe benefits for three years. The Grant Program provides funding for up to 75% of the entry level salary and fringe benefits not to exceed $75,000 for the three years per .officer. The Hawaii County Police Department is responsible for at least 25% of the total costs of the salaries and fringe benefits. The new positions are specifically for Community Policing. The duties and responsibilities are defined for these positions which will be assigned to the Field Operations Bureau. This team concept will be required to take a proactive problem - solving approach and to establish police community partnerships throughout the island. We have inadequate staffing to deal with community- oriented problems in a proactive manner. This innovative project will provide valuable assistance to our crime prevention, crime reduction, and community relations efforts in our local population. These position will not only complement our community relations endeavors but will focus on educating youths about drugs through their direct participation with law enforcement. Once programs are established, the community groups will carry the programs themselves and the police will serve in an advisory capacity. SIGNED: DATE: 9- 3o -99 WAXNE G. CARVALHO POLICE CHIEF U. S. Department of Justice - - ~ ~ 5-tea Ojfi ce ojCommuni ry Ori erred Policing Services {COPS)" ii94 SEP 2U dry 11~ 22 Office of the Director lf~~:'t~~1~~ ~CL V~ 1100 [~ermonrAversue, NR' tVashingtoa DC 20530 September 2Q 1999 Chief Wayne G. Carvalho Hawaii Catmty Police Deparunent ORI# HI00100 349 Kapiolani Street Hilo, HI 96720 Dear Chief Carvalho: Congratulations on receivutg a COPS Universal Hiring Progrmn gran[. Your grant[ for additional o$icers willtake the form of a'bupplement" of additional funding to your previous COPS award. Enclosed am your supplemental awanl and a list of conditions that applyto your grant You should read and familiarize yourself with these conditions. Note that your gran[ awanl number is the same and your grant period Iws been extended. The fmal awanl amount retlecG [he original amount of your COPS FAST, COPS AHEAD or UHP gran[ plus the award amount for the Universal Pfiring Award. In addition, the number of oflIcers urcludes the number awarded under x previous grunt program There are two methods of payment that you can use to access your grant frmds: Phone Activated Paperless Request System (PAPRS) and Letter of Credit Electronic Certification Systems (LOGES). Art explanation of both the PAPRS and LOGES methods of payment are provided in this award package. In emergency situations, youmay use a Revised H-3 (Request for Payment form) if it has been cleared with an Office of the Comptroller Accountant prior to submission We have enclosed a set ofrnailing labels for }'our convenience. You may use the labels [o address any correspondence to our office. "To accept your giant, please sign the grant award and return it fo thnb COPS office at the address on [he emailing'19bels,°ivit~in'90'iia~. Fdlureto return the°sigued award ilocirnient iri the 90 day: period could result 'in withdrawal ofthe grarrt without notice from the CQP S bffrce. We appreciate the opportmity to expand our partnership. Please let us know if we can be of any assistance. Sincerely, Mary Lou Lea A~ct~i(nyg~Director v~/(/ 25'736 `~i U. S. Department of Justice Office of Community Oriented Policiug Services ,~z COPS Universal Hiring Supplemental Award Application Organization's Name: Hawaii County Police Department Grant 95CCWX041 ~ ORI HI00100 Vendor 966000567 Law Enforcement Executive Name: Chief Wayne G. Carvalho Address. 349 Kapiolani Street Ciry, State, Zip Code: Hilo, HI 96720 Telephone: (808) 961-2341 Fax: (808) 961-8865 Government Executive Name: Mayor Stephen Yamashiro Address: 25 Aupuni Street City, State, Zip Code: Hilo, HI 96720 Telephone: (808) 961-8211 Fax: (808) 961-6553 Award Start Date: April 1, (995 Previous Award End Date: July 31, 2000 Supplemental Award Start Date: September I, 1999 Revised Award End Date: August 3l, 2002 Previous Award Amount: $1,350,000 Previous Number of Officers: Full Time: 18 Supplemental Award Amount: $525,000 Part Time: 0 Total Award AmOUnt: $1,875,000 Supplement to Number of Officers: Full Timu: 7 Part Time: 0 Total Number of Officers: FuII Time: ti Part Time: 0 SEP 2 0 1999 Mary Lou Leary, Actin Director Dale By signing this award, the signatory officials ate agreeing to abide by ilie Condi[imu of Grant Award found on the n;vecse side of this document Signature of Law Enforcement Executive with the Typed Name and Title of Law Dale authority toxceptthisgrantaward. EnforcanrntExecutive. Signature of Govemment Executive with the Typed Name and Title of Govenuneut Date authority [o accept this grmt award. Executive. Acct Class: 98220201 Award ID: 56915 CONDITIONS OF SUPPLEMENTAL GRANT AWARD I. The funding under this Universal Hiring Program Supplemental Grant Award may only be used for the payment of the approved salaries and benefits of those additional; newly hired officers funded under your agency's Universal Hiring Program Supplemental Grant Award. Unless approved in writing by the COPS Office, the funding under this Supplemental Grant Award may not be applied to officers hired before the Supplemental Grant Award Start Date printed on the reverse side. In addition, the funding may not be used to hire officers to fill current vacancies for which local funding is available. 2. Your agency remains subject to the same terms and conditions as were set forth in the original FAST, AHEAD, or UHP Award. 3. Your agency agrees to complete and keep on file, as appropriate, an Immigration and Naturalization Service Employment Eligibility Verification Form (I-9). This form is to be used by recipients of federal funds to verify that persons are eligible to work in the United States. ' 4. Your agency is expected to retain the positions funded by COPS Universal Hiring Program grant funds at the conclusion of the grant, in accordance with the retention plan contained in your grant application. U. S. Department of Justice Office of Community Oriented Policing Services (COPS) Grants Administration Division /100 VermontAvem~e, NW Washington, DC 20.130 Memorandum To: Wayne Carvalho, Chief Hawaii County Police Depaztment From: Robert A. Phillips, Assistant Director, Chants Administration Re: Approved Budget A financial analysis of budgeted costs has been completed. Costs under this supplemental awazd appeaz reasonable, allowable, and consistent with existing guidelines. ORI: HI00100 Grant 95CCWX0415 Year 1 -Costs Per Full-Time Officer: changes Change Approved Breakdown Reason Annual Salary: 528,332 SO Fringe Benefits: 511,110 SO FICA/Social Security: $411 $0 1.45% of the base salary Health Insurance: $3,990 $0 Life Insurance: $44 $0 Vacation: $0 $0 Sick Leave: $0 $0 Reftrement $5,574 $0 Worker's Comp: $1,000 $0 Unemployment: $91 $0 Other 1: $0 $0 Other 2: $0 $0 Other 3: $0 $0 Total Salary and Fringe Benefits: $39,442 50 Full-Time Officer Costs: Total Changes: 554 Project Costs Per Officer: Total Officers: Total Project Costs: Salaries and Fringe Benefits: 5130,970.00 September 17, 1999 S-3 7 Salaries and Fringe Benefits: S916,790.00 Federal Share: 575,000.00 Federal Share: $525,000.00 Applicant Shaze: $55,970.00 Applicant Shaze: $391,790.00 ORI: HI00100 Grant 95CCWX0415 Year 1 -Costs Per Part-Time Officer: changes Change Approved Breakdoavn Reason Annual Salary: SO SO Fringe Benefits: $0 SO FICA/Social Security: $0 $0 Health Insurance: $0 $0 Life Insurance: $0 $0 Vacation: $0 $0 Sick Leave: $0 $0 Retirement: $0 $0 Worker's Comp: $0 $0 Unemployment $0 $0 Other 1: $0 $0 Other 2: $0 $0 Other 3: $0 $0 Total Salary and Fringe Benefits: SU SO Part-Time Officer Costs: Total Changes: SO ProjeM Costs Per Otficer: Total Officers: Total Project Costs: Salaries and Fringe Benefits: 50.00 September 17, 1999 S-3 0 Salaries and Fringe Benefits: 50.00 Federal Shaze: $0.00 Federal Shaze: $0.00 Applicant Share: 50.00 Applicant Shaze: $0.00 Grand Total: Salaries and Fringe Benefits: 5916,790 (Amounts have been rounded to the neazest dollaz.) Federal Shaze: 5525,000 Applicant Shaze: $391,790 COPS Change of Information Sheet Ityou need to let the COPS office know about changes or corrections, please type or print the information on this sheet and submit it to the COPS office. In addition to the changed or corrected information, always . indicate your organization's name on this sheet. h. 14.. . .i "',L,w~..t~ Organization's Legal Name ORI Law Enforcement Executive Name (Title, First Name, and Last Name) Address City Stale ~ Zip Code Phone Number Fax Number Government Executive Name (Title, First Name, and Last Name) Address City Stale ~ Zip Code Phone Number Fax Number Contact Name (Title, First Name, and Last Name) What grants do you have? UHP ® AHEAD MORE 9S ® EAST MORE 9G ® Advancing Community Policing Problem Solving Parmerships ® Domestic Violence Phase I DO TROOPS io COPS Other. a'~'~ n.o C~--3 o F N ~ ~ ~ O ~ ~ ~ o _ . n ~ o . ~ c~ ~ ~ r- n cu n-~ a~ o~~ r. S O C d n ci O ` r I~ O u J n J ~ O ~ C CD .~1 J ~~-y rVl Inr rr ~ nJ ~ y• V • G~ GOy ~ n O O O W ~ UO ~p O~ = n O r, O, n ~ ~ ~ s fD Q. ~ N ~ CJ ~ QQ o ~ o o < ~ ~ O O ~ ~ C ~ ~ < ~ (D ~ O n a. p n w ~ ~ ~ Q O C7 ~ FINANCIAL STATUS REPORT (Short Form) (Followinstrudions on the back) 1. Federal Agenry and Organ¢afional Element 2. Federal Grantor Other Identifying Number Assigned OMB Approval Page of to Which Report is Submitted By Federal Agency No. ' 0348-0038 pages 3. Redpient Organization (Name and complete address, induding ZJP code) 4. Employer Identification Number 5. Redpient Atxount Number or Identifying Number 6. Final Report 7. Basis ? Yes ? No ? Cash ? Axrual 8. Funding/Grant Period (See Insfruc6ons) 9. Pedod Covered by this Report From: (Month, Day, Year) To: (Month, Day, Year) From: (Month, Day, Year) To: (Month, Day, Year) 10. Transactions: I II III Previously This Cumulative Reported Period a. Total outlays b. Redpient share of outlays c. Fedeal share of outlays d. Total unfiquidated obligations ~.I mob; ~ °t & d .vxi p prs Y.aw < e. Redpient share of unliquidated obligations r -e~~' t. Federdl share of unliquidated obligations y -y ~ .~w*<~..~ r mom,. g. Total Federal share (Sum ollines c and 0 ~ E~ . h. Total Fedeal funds authorized for this funding period S~~ I. Unobligated balance of Federal funds (line h minus tine g) da.=, ~ cua*a,~# a. Type of Rate (Place 7C' in appropriate box) 11. Indired ? Provisiorul ? Predetermined ? Final ? Fuced Expense b. Rate c. Base d. Total Amount e. Federal Share 12. Remarks: Attach any explanations deemed necessary orin/ormaCOn required by Federal sponsoring agenryin compliance with governing legislation. 13. Certification: I certify to the best o[my knowledge and beGeCthat this report u correct end complete and that all outlays end unliquidated obligations are [or the purposes xt Corth in the award documents. Typed or Printed Name and TNe ~ Telephone (Area code, number and extervtion) Signature of Authortzed Certifying Offidal Date Report Submitted NSN 7540-07-218<367 Standard Form 269A (REV 252) Tnc/om, aazdecwnioy producedMBite Federal Forma,Inc Prescribed by OMB C6alars A-t02 and A-110 FINANCIAL STATUS REPORT (Short Form) ~ - Please type or print legibly. The followin0 general instructions explain how to use the form itself. You may~need additional information to complete certain items correctly, or to decide whether a specific item is applicable to this award. Usually, such information -will be found in the Federal agency's grant regulations or in the terms and conditions of the award. Ydu may also contact the Federal agency directly. Item Entry Item Entry 1, 2 and 3. Self-explanatory. decrease in the amounts owed by the recipient for goods- and other property received, for services 4. Enter the employer identification number performed by employees, contrattors, subgrantees and assigned by the U.S. Internal Revenue Service. otherpayees, and otheramounis becoming owed under programs for which no current services or 5. Space reserved for an account number or other performances are required, such as annuities, insurance identifying number assigned by the recipient. claims, and other benefit payments. 6.. Check yes only if this is the last report for the 10b. Self-explanatory. period shown in item. 10c. Self-explanatory. 7. Self-explanatory. 10d. Enter the amount of unliquidated obligations, including, 8. Unless you have received other instructions from unliquidated , .obligations to subgrantees and the awarding agency, enter the beginning and contractors. ending dates of the current funding period. If - this is a multi-year program, the Federal agency Unliquidated obligations on a cash basis are obligations might require cumulative reporting through incurred, but not yet paid. On an~accrual basis, they consecutive funding periods. In that case, enter are obligations incurred, but for which an outlay has the beginning and ending dates of the grant not yet been recorded.: period, and in the rest of these instructions, substitute the term 'grant period' for 'funding Do not include any amounts on line 10d that have been period.' included on lines 10a,b or c. 9. Self-explanatory. On the final report, line 10d must be zero. 10. The purpose of columns I,II and III is to show the 10e,f,g,h and i. Self-explanatory. effect of this reporting period's transactions on cumulative financial status. The amounts 11a. Self-explanatory. entered in column I will normally be the same as those in column III of the previous report in the 11b. Enter the indirect cost rate in effect during the same funding period. If this is the first or only reporting period. report of the funding period, leave columns I and II blank. If you need to adjust amounts entered 11c. Enter the amount of the base against which the rate on previous reports, footnote the column I entry was applied. - on this report and attach an explanation. - - 1 1 d. Enter the total amount of indirect costs charged during 10a. Enter total program outlays less any rebates, the report period. refunds, or other credits. For reports prepared on a cash basis, outlays are the sum of actual cash 11 e. Enter the Federal share of the amount in 1 1 d. disbursements for direct costs for goods and services, the amount of indirect expense Note: If more than one rate was in effect during the period charged, the value of in-kind contributions shown in item. 8, attach a schedule showing the applied, and the amount of cash advances and bases against which the different rates were applied, payments made to'sub-recipients. For reports ~ the respective rates, the calendaf period they were in prepared on an accrual basis, outlays are the effect, .amounts of indirect expense charged to the sum of actual cash disbursements for direct project, and the Federal share of indirect expense charges for goods and services, the amount of charged to the project to date indirect expense incurred, the value of in-kind contributions applied, and the net increase or ACH VENDOR/MISCELLAN EOUS PAYMENT OMe NO-i510L066 ENROLLMENT FORM E1Q"11iO"n]t~ osiaois3 This form is used for Automated Clearing House (ACH) payments with an addendum record that contains payment. related information processed through the Vendor Express Program Redpients of these payments should bring this information to the attention of their financial institution when presenting this form torcarttpletion. PRIVACY ACT STATEMENT The following information is provided to comply with the Privacy Act of 7974 (P.L.93-5791. All infor- mation collected on this form is required under the provisions of 31 US.C. 3322 and 31 CFR 210. This informaton will be used by the •Treasury Department to transmit payment data, by electronic mrans to vendor's financial .institution. Failure to provide the requested information may delay or prevent the reoeipt'of payments through the Automated Gearing House Payment System. AGENCY INFORMATION FEDERAL PROD RAM AGENCY Grant # AGENCY IOENTIFIE R: gGENCY LOCATION CODE IA LCI: ACH FORMAT: 1 -04 ?cco. ?LTx ?CTP AOOPE$S: I N .C. 1 CONTAR PERSON NAME: TELEPHONE NUMBER FC ( 1 AOOITgNAL INFOQMgT10N: PAYEE/C,OMPANY INFORMATION NAME SSN NO-OR TgXPgYER IDNO. ADORES$ CONTAR PERSON NAME: TELEPHONE NVM6Eft: ( 1 FINANCIAL INSTITUTION INFORMATION NAMc AOORE$S: ACH COORDINATOR NAME: TELEPHONE NUMBER: ( ) NINE-0IG R ROUTING TRANSIT N V MBE ft: OEPO$frOR ACOOVNT TITLE: OEPO$TOR ACCOUNT N VMBE ft: LOCKBO% N VM9Eft: TYPE OF ACCO VNT: ?CN ECKING -?$A VING$ ?LOCKBOX SIGNgTVRE AND TITLE OF AUTNOR12ED OFFICIAU ~ TELEPHONE NUMBER: (GoVIC Oc l4[ Mm<~t qCN CoerOm]IOr) t I 1017•SOOt S24fC} M]1-IOl i•]]~111w 13M1 ItiriM.a W O~+^~I NT.r?Z lI V 3 C ]]]Z, ]I Cin ]IO Instructions for Completing SF 3881. Form 1. Agency Information Section -Federal agency prints or types the name and address of the Federal program agency originating the verMor/mix~ellaneous payment, agency identifier, agency location wde, contact person name end telephone number of the agency, Also, the a ppropriate box for ACH format is diecked. 2. Payee/Company Information Section =Payee prints or types the name of the payee/company and address that will receive ACH vendor/miscellaneous paymenu, saaal severity or taxpayer ID number, and contact person name and telephone number of the payee/eompany. Payee also verifies depositor axount number, account title, and type of account entered by your financial institution in the Financial Institution Information Section. 3. Financial Institution Information Section -Financial institution prints or types the name and address of the payee/company's financial institution who will receive the ACH payment, ACH coordinator name 'and telephone number, nirtedigit routing transit number, depositor (payee/company) account title and account nurttber. Also,the box for type of account is checked, and tt+e signature, title, and telephone number of the appropriate financial institution official are included. Burden Fstimaoe Statement The estimated average burden.assodated vvitfi this oolleaion.of information is 15 minutes per re- spondent or recordkeeper, depending on individual dramstances. Comments concerning the aoceracy of this burden estimate and suggestiorss for redudng this burden should fx diriected to the Finandal Management Service, Facilities Managernertt Division, Property and Supply Branch, floom $-101, 3700 Fast West Highway, 4fyattsville, MD 2(1782 and the Office of Management and Sudget,Papen,vork Reduction Project (1510-00~.~6), Washington, DC 20503. .1 - • • ACH VENDOR /MISCELLANEOUIDAYMENT OMB No.151000SE ENROLLMENT FORM E.p;^ 06 130/93 This form is used for Automated Clearing House (ACH) payments with an addendum record that contains payment related information processed through the Vendor Express Program: Recipients of these payments should bring this information to the attention of their financial institution when presenting this form'forcompletion. PRIVACY ACT STATEMENT The following information is provided to comply with the Privacy Act of 1974 (P.L.93 -579). All infor- mation collected on this form is required under the provisions of 31 U.S.C. 3322 and 31 CFR 210. This information will be used by the :Treasury Department to transmit payment data, by electronic means to vendor's financial institution. Failure to provide the requested information may delay or prevent the receipt'of payments through the Automated Clearing House Payment System. AGENCY INFORMATION Grant II FEDERAL PROGRAM AGENCY 1 V # 1 a . to •: q : . ._. 1CLill. 7! AGENCY IDENTIFIER: AGENCY LOCATION CODE (ALC): ACM FORMAT: OJP 1 15 -04 -0001 ❑cco. ❑crx L]crP AOORESS: 810 SEVENTH STREET. NW WASHINGTON. D.C. 20531 CONTACT PERSON NAME: TELEPHONE NUMBER AC(O1I1ATTAG DIVISION ( X02 1 307 -6712 ADOTKINAL INFORMATION: PAYEE /COMPANY INFORMATION NAME SSN NO.OR TAXPAYER ID NO. ADORESs CONTACT PERSON NAME: TELEPHONE NUMBER: ( FINANCIAL INSTITUTION INFORMATION NAML ADORES5 ACH COORDINATOR NAME: TELEPHONE NUMBER: ( 1 NINE .OIGIT ROUTING TRANSIT NUMBER: DEPOSITOR ACCOUNT TITLE: • DEPOSITOR ACCOUNT NUMBER: LOCKHOX NUMBER: TYPE OF ACCOUNT: ❑CHECKING :❑SAVINGS ❑LOCKBOX S.CNATURE AND TITLE OF AUTHORIZED OFFICIAL: ' TELEPHONE NUMBER: /CRInC a ten Mme SS ACM Coo.a•mleti ( 1 SO( 7544-01-77..11Z. Mal -IDS Sr )e. 49a 13,301 11 U C) ]�Clw] "T�t