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HomeMy WebLinkAboutCOM 0164.000 2002-2004 J~ZY Os N Harry Kim y6i~ William Takaba Mn~'or Director Nancy E. Crawford Depwy~Diree(or County of Hawaii Finance Department 25 Aupuni Street, Roont 118 • Hilo, Hawaii 96720 (808)961-8234 Fax (808)961-8248 r March 5, 2003 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget The U.S. Department of Justice Office of Community Oriented Policing Services (COPS) has awarded a $750,000 COPS in Schools Grant to the Hawaii County Police Department. The funds are to be used strictly for the entry level salaries and fringe benefits for six (6) new police officers for three years and not to exceed $125,000 per officer. The Police Department is responsible for the balance of the salaries and fringe benefits. These new positions are part of the School Resource Officer Program which places law enforcement officers in designated schools within the County of Hawaii. The police officers will be trained to perform three roles in the schools; law enforcement, law-related counseling, and law-related educational presentation. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the U.S. Department of Justice. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $750,000 COPS in Schools Grant. If there are any questions, please do not hesitate to call the Police Department. William Takaba Director of Finance APP OVED: Comm. N0._~-L~,~,,,~ ar Kim ale No. FND/pPR Mayor Ref. To: Enc. Ref. Pate MAR Q 6 ZOQ3 cc: Police ~,e5. S;;z-0-3 r3:'li b 8 Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 3/3/03 STAFF CONTACT: Nori Ishii PHONE: 961-2273 A. REQUEST: To create an account entitled "COPS in Schools" for $750,000.00 under the following object code 011. To enter into a contract with the U.S. Department of Justice Office of Community Oriented Policing Services (COPS) under the COPS in School Grant. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDEDI~ The U.S. Department of Justice Office of Community Oriented Policing Services (COPS) is providing funds to hire (6) six police officers. The funds are to be used strictly for salaries and fringe benefits for three years. The Grant Program provides funding for the entry level salary and fringe benefits not to exceed $125,000 for the three years per officer. The Hawaii County Police Department is responsible for the balance of the salaries and fringe benefits. The new positions are specifically for the School Resource Officer Program which is an interagency effort that places law enforcement officers in designatred schools within the County of Hawaii. The police officers are trained to perform three roles in the schools, they are: law enforcement, law-related counseling and law-related educational presentation. SIGNED: _ DATE: Department Head GRANT SUMMARY Su lement to B-52, Re uest for Council Action T e of Grant A ro riation bein re uested: New or an additional a ro riation ® New (for this fiscal year period). OR ? Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to ®Yes ? No Council? ?Yes ? No Name of Grant Program: COPS in Schools Grantor: U.S. Department of Justice Office of Community Oriented Policing Services (COPS) County Grantee Department or Agency: Police County Grantee Contact Person: Sergeant James Sanborn Phone Number: 961-2350 Amount of Grant: 783,858.00 Grant Period (Commencement & Completion): September 1, 2002 to August 31, 2005 Purpose of Grant: To provide funding for (6) six police offcers to be placed in designated school. These officers will provide law-related counseling, law-related educational presentations and law enforcement. County Match required?: ®Yes ? No If yes, Matching Amount? 33,858.00 Budgeted in account# : 010-201-5218.41- In-kind? Explain: Explanation: The match is a portion of the salaries. County's personnel requirements: Amount of new position(s)? Qty: 6 Permanent: ? Temporary: Duration: 3 years Full-time: ® Part-time: Time Element: Qty: Contractual: ? Explain: Explanation: Additional Comments about Grant: 6-52 Grant Summary Form OHSY Oi. Harry Kim - ~y ~ Lawrence IK. }Iahuna ~ • a dafng PaL¢ ChIe1 r CrDUntp of ~~a~aii POLICE DEP.4RTbIENT 719 !:apiolani Sveet Hilo. Ha3aii 96T_0-3995 (SOS)935-J311 fa<($08)961-8369 October 15, 2002 Department of Justice -COPS Office COPS in Schools Control Desk - 7~' Floor 1100 Vermont Avenue, NW Washington, D. C. 20530 Dear Sir: Attached is the signed COPS In Schools award document confirming our acceptance of the grant and conditions as set forth in the document. We look forward to this opportunity to expand our Department's community policing endeavors to selected high schools in our County. Sincerely, LAWRENCE K. MAHUNA ACTING POLICE CHIEF JNS:vta Enc. U. S. DepartmerltofJustice Office of Communiry Oriented Policing Services COPS in Schools Award ~ - , ~ Application Or,anization's Name: Hawaii County Police Department _ Grant,'!: 2002SHWX066i OIU K: HI00#00 Vendar d: 996000567 Law Enforcement Executive Name: Chief Jame$ S. Correa .-Iddress: 349 Kapiolani Street City. State, Z,p Code: Hilo, HI 96720 Tetephone: (808) 961-2244 Far: (808) 96I-2389 Government Executive Name: Mayor Hairy Kim address: 25 Aupuni Street Ciry, Srare. Zip Cade: Hilo, HI 96720 Telephone: (808) 961-821 l Fat: (808) 961-655 Award Start Dace: September 1, 2002 Award End Date: August 31, 2005 Award Amount: $ 750,000 Number of Officers: Full Time: 6 Part Time: 0 ~ i _ I I I ~ ~ ` ~ SEP 1 2002 i Carl F. Peed Date Director fiy signinc this nward, the signaton~ otllcials are aoreting to abide by tht Conditions of Grant Award found on tht revtrse side of this document: LAWRENCE K. MAHUNA, ACTING POLICE CHIEF HAWAII COUNTY POLICE DEPARTMENT DCT 9 2Gu2 - i S,cnnturt of Law Enforctmen[ Execu[ivt with the Typed Name and Title of Law Enforctment Date authuritc to acccpt yhis erru[ nsvard. Executive. HARRY KIt1, MAYOR ~I l COUNTY OF HAWAII ~j 1 4 2DDZ'',, tiienawre nl'Government ~ u ~ .cult Typed Namc and Tile of Govemment Date !hc authona~ a, acccpt this Grant award. Estcutivc. Award [D: 7»06~~ ,~~r, CONDITIONS OF GRANT AWARD I. The funding under this project is for the payment of entry-level SALARIES AND APPROVED FRINGE BENEFITS for threz years for newly hired, additional sworn career law enforcemznt officers or rehired officers. Any ponion of salazies abovz entry level must be provided for by the grant recipient. Overtimz, training, w~zapons, communication equipment, vehicles or other items cannot be paid for with COPS funding. 1. COPS in Schools grant funds must be used to hire one or more nJw additional career law enforczment officers, beyond the number of officers that would be hired or employed by the grantee in the absence of the grant. Unless authorized in writing by the COPS Office, grant funds may not bz'applied to the salary or benefits of an officer hired by a grantee prior to the Award Start Date listed on the front of this document. Your agency is expectzd to implement the retention plan submitted with your application to retain each of the additional sworn officer positions funded by the COPS in Schools program. The COPS Office will monitor retention for one full locally funded budget cycle after the expiration ofthe grant award. 3. Your agency is required to initiate or enhance community policing through the activities identified in your COPS in Schools grata application, including school resource officer duties. Significant changes to the coinmuniry policing activities identified in the application must be approved by the COPS Office. Officers funded under this grant may only be involved in activities or perform services that exclusively benefit your agency and the population that it serves. If your agency receives police services through a contractual arrangement, your agency is responsible for ensuring that the hiring of the officer resulu in officer deployment into a partner school within your jurisdiction. 6. The grantee acktrowledges its agreement to comply with the assurances and certifications submitted with the COPS in Schools application. 7. Your agency will be responsible for submitting Progtarrunatic Progress Reports and quarterly Financial Status Reports. As those reportt become due, your Grant Program Specialist and Staff Accountant can assist you with these forms and information necessary for compliance. S. Requests for extensions of the giant award period that merely involve additional time, not additional funding, should be submitted to your Grant Program Specialist no earlier than 90 days before the grant end date. 9. The grantee agrees to allow the Department of Justice or thz Comptroller General access to and the right to examine records and documents related to the grant. 10. The grantee agrees to comply with all requirements imposed by the Depamnent of Justice as a condition or administrative requirement of the grant; with thz program guidelines; with the requirements of OMB Circulars .4-S7 (governing cost calculations) and A-133 (governing audits); with the applicable provisions of the Omnibus Crime Control and Safe Streeu Act of 1963, as amended; with 28 CFR Part 66 (Uniform Administrative Requirements); with the provisions of the current edition of the appropriate COPS grant owner's manual; and with all other applicable laws, orders, regulations or circulazs. 1 L Granges that have 50 or more employees and wants over 5500,000 (or over $1,000,000 in grnnts over an ei;hteen-month period), must submit an acceptable Equal Employment Opportunity Pian ("£EOP") or ESOP short form (if grantee is required to submit an ESOP under 23 CFR 42.3D2), that is approved by the Office of Iustice Pro~mms, Office for Civil Rights within 60 days of the award start data For grants under 5500,000, but over 515,000, or for grantees with fewer than 50 employees, the grantee must submit an EEOP Certification. Gmntces of less than S'_5,000 are not subject to any EEOP requirement. I_. The grantee ngrees to complete and keep on file, as appropriate, and Immigration and Naturalization Service Employmtent Eligibility Verification Form ([-9). The form is to be used by recipients of Federal funds to verify the pCrsOnS aR: ehc161C IO w'ork In ShC United States. I.i. COPS in Schools ,rantees are required to send each school resource officer(s) (SRO) dzployed into a partner school as a result of receiving a COPS in Schools grant, and one school administrator to one COPS in Schools Training. U.S. Department of Justice Office oJCommurtity Oriented Poliaeo Ser+.~ices (COPS) C~+ce of (he Director I l00 {'ermont .~~erue, ,\'{V If}_rnington, DC ?OSiO - September 9, ?002 Chief James Correa Hawaii County Police Department 3-i9 Kapiolani Street Hilo, HI 96720 Re: Grant for Hawaii County Police Department H[00100 - 2002SHW?C0665 Dear Chief Correa: Congratulations on receiving a COPS in Schools grant award from the Office of Community Oriented Policing Services (COPS) for 6 new, additional full-time officer(s) and 0 part-time officer(s) in the amount of 5750,000. Thr grant awazd start date for }'our COPS in Schools award is 9/1/2002, which means that your agency may be reimbursed for entry-level salaries and benefits of additional officers hired on or after this date. Enclosed in this award package is your grant award document with a list of corresponding grant conditions that apply to this program. Please read and familiarize yourself with these grant conditions prior to signing the document. As a reminder, deparmtents awazded funding under the COPS in Schools grant program aze requved to attend a COPS in Schools Regional Training Workshop. The COPS Office, or our designee, will be the sole provider for the training, and COPS will reimburse al(reasonable costs up to S 1,200 for each required participant to cover travel, lodging and per diem. In order to satisfy this condition, the specific COPS in Schools officer(s) assigned to the school(s) as a result of receiving this COPS Brent, as well as one representative from the partnering school or school di~¢rict, must attend one of these training workshops. Your agen~} will receive information on the training dates and locations in the near furore. :\Iso included in this package is the COPS in Schools Grant Ox~ner's alanuol, which summarizes and explains the conditions oFyour agency's COPS in Schools Brant award. This manual also has information relating to payment methods and procedures for receiving your grant funds. Furthermore, in an effort to assist }'our agency with completing the required financial reporting forms that must be regularly submitted to the COPS Office under this grant, aNelpf:d Hinu Guide has been included in this award package. For your convenience, a set of mailing labels has been enclosed which may be used to submit correspondence to the COPS Office. To officially acce~t your grant, please sign the enclosed award document and return the original to the COPS Otlice within 90 day3~"Fallure to submit the signed award document within this 90-day period may result in withdrawal of the ~mnt without further notice from the COPS Office. U'e are pleased that your agency has eletted to participate in the COPS in School> gran[ program and look forward to ~~orking with you in a productive partnership to further your community policing efforts. Should you have any questions, please do not hesitate to contact the COPS OtFce at I-300-12I-6770. Your Grant Pmgmm Specialist will be happy to provide svu with assistance. Sincerely', G~~ Carl R. Peed Director U. S. Department of Justice Office of Community Oriented Policing Services (COPS) Greats Admirtislration Division 1100 Vermont Avenue, N6' W"ashingmn, DC 10530 Memorandum To: James Correa, Chief Hawaii County Police Department From: Robert A Phillips, Assistant Director, Grants Administration Shelley Baker, Grant Program Spedalist, Grants Administration Daniel Tedla, Staff Acrnuntant, Finance Division Re: Approved Budget, COPS in Schools A financial analysis of budgeted costs has been completed. Costs trader this award appear reasonable, allowable, and consistent with erristing guidelines. ORI: HI00100 Grant Number: 2002SHWX0665 OJP Vendor Number: 996000567 Year 1 -Costs Per Changes Change Full-Time Officer: Approved Breakdown Reason Annual Base Salary $34,308.00 $0.00 Fringe Beoefits: 57,097.00 50.00 Social Security $0.00 $0.00 Eaetttpt per Application Medicare $497.00 $0.00 1.45% of the base salary Health Insurance $388.00 $0.00 Life Insurance $5.00 $0.00 Va©don $0.00 $0.00 Sick Leave $0.00 $0.00 Rctirenrent $4,848.00 $0.00 Wod:ct's Compensation $1,256.00 $0.00 Unemployrrrent $103.00 $0.00 $41,405.00 $0.00 Full-Time 01Ticer Costs: Total Changes: $0.00 Project Costs Per Officer: Total Project Costs: Salaries and Fringe Benefits: $130,643.00 Total Officers: Salaries and Fringe Benefits: $783,858 UO Federal Share: $125,000.00' Federal Share: 5750,000.110 Applicant Share: $5,613.00 09/05/2002 S-0 6 Applicant Share: $33,858.00 ~ ty a ~ " .r„ ~ ~zNt a~t'~5,~"wd3.~"`~"~etan ~ ?~-5783 00 , ~i1"allfla7+'lltaf ~r ~..ia:.m~ h ~~'•~s ,3 ~ a`~+Z4^^'x ~ ~ v° wo~V•o"1~ "t -a+.rL° +~:-w ~yl w.~ ~15001100t!' (Arnouats have bern mundcd to the rieat+est.dollar) , „~,,~'~'..~~•~c"`aaa~.m.~ ~ = pip pp u ,,.~y~ Nnµ~"~~~11L~dnt'~1181'C~ °~1 v``cc o _ YS. ~ . - "r n Budl~ct Cleared Datc: 118129!20112 Ocernll Comments: Tltc total project mst was ineTCased by $108 due to a miscalculation of Total Fringe Benefits in year one. The amount of the ne:rrd rcllects the ura.~imum amount allowable ($125,000 per officer for three years or the total projects cost per officer for three scars, w•hicltever is Icss). lames S;mbom was contacted on 08/29/02.