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06. Resolution 5464 - Secure Our Schools Grant Acceptance and Budget AppropriationKALISPELL POLICE DEPARTMENT 3 i 2 1 Qr AVE EAST — PO BOX 1997 — KAL1SPEI_L. IV1T 59903 TELEPHONE (406) 758-7780 — FAX (406) 758-7799 REPORT: FROM: SUBJECT: MEETING DATE: BA.CKGROIJ..ID_. Honorable Mayor Tammi Fisher and Kalispell City Council Roger Nasset, Chief of Police Acceptance of Secure our Schools Grant for Tip 411 web Application November 1, 2010 School Resource Officer Laren Webster recognized the need for an anonymous texting tip lane that students could and would use to communicate important information to law enforcement. SRO Webster researched the Tap 411 texting program and felt it would be very beneficial. Tap 411 is a web based tool that enables people to text an anonymous message that can then be responded to by authorized personnel. in the Kalispell Police Department. She took it upon herself to locate a Secure our Schools Grant and successfully applied for the $2400 necessary to purchase the web application. The grant received requires a 50150 local match; therefore we are responsible for $1200. officer Webster also took the initiative to apply for Flathead Electric's Roundup for Safety funds and the Roundup for Safety board concurred with the importance of the program and awarded the $1200 match. REC'OMMENDA.TION: Accept Secure our School Grant 201OCKWX0746. FISCAL EFFECTS: None, with the 50% ($1200) awarded from. Flathead Electric's Roundup for Safety program. award. ALTERNATIVES: Decline the Secure our School Grant. Respectfully submitted, r J koge, Nasset Jane Howington Chie of Police City Manager ROGER NASSET, CHIEF OF POLICE ICE ROGER KRAUss, AssiSTANT CME F OF POLICE 7-boll.oh WHEREAS, on August 16, 2010, the City Council adopted Resolution 5444 adopting the annual appropriations of the City of Kalispell for fiscal year 20 l 0-2011; and WHEREAS, on September 29, 2010, the City of Kalispell was informed that it was a recipient of a grant award from the US Department of Justice "Secure Our Schools" grant in the amount of up to $1,200 to pay for a web -based texting program.; and WHEREAS, said funds available to the City were not appropriated pursuant to Section 7-6- 4271, and an increase of appropriation authority is needed. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF KALIS PELL AS FOLLOWS: SECTION I. That the City Council hereby accepts the US Department of Justice - "Secure Our Schools" grant in the amount of up to $1,200. SECTION II. That the City Council hereby appropriates up to the sure of $11,200 and directs the Finance Director to allocate said amount. PASSED AND APPROVED BY THE CITY COUNCIL AND SIGNED BY THE MAYOR. OF THE CITY OF KALIS PELL, THIS I S T DAY OF NOVEMB ER , 2010. Tani i Fisher Mayor ATTEST: Theresa White City Clem. U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Office of the Director 1100 VermontAve., NW Washington, DC 20530 September 29, 2010 Chief of Police Roger Nasset Kalispell Police Department 312 1 st Avenue East P.O. Sox 1997 Kalispell, MT 59901 Re: Secure our Schools Grant Program Grant #2010CKWx0746 ORI#: MT01503 Dear Chief of Police Nasset: I would again like to congratulate you on receiving an award in the amount of $1,200 under the COPS Secure Our Schools (SOS) grant program. Enclosed in this packet is your grant award. The award document must be signed and returned to the COPS office within 90 days from the date of this letter to officially accept your grant. On the reverse side of the grant award is a list of conditions that apply to your grant. You should read and familiarize yourself with these conditions. The official start date of your grant is September 1, 2010. Therefore, you can be reimbursed for approved expenditures made on or after this date. Please carefully review the Financial Clearance Memorandum and Final Funding Memorandum included in your award package to determine your approved budget, as some of your requested items may not have been approved by the COPS Office during the budget review process, and grant funds may only be used for approved items. The Financial Clearance Memorandum will specify the final award amount and your 50% local match, and will also identify any disallowed costs. Also, please be aware that any vendor or contractor who participated in drafting your grant application may not receive federal funding for any procurement under this award. A supplemental online award package for 2010 Secure Our Schools grantees can be found at http://www.co-ps.usdoi.gov/Default.asp?ltem=2368. We strongly encourage you to visit this site immediately to access a variety of important and helpful documents that will assist you with the implementation of your grant, including the SOS Grant Owner's Manual, which specifies the programmatic and financial terms, conditions, and requirements of your grant. A Frequently Asked Questions (FAQ) document can also be found on the COPS website, which will assist you with many questions you may have about your new SOS award. In addition, within a few weeks you should receive a financial documentation package from the Office of the Chief Financial Officer, Office of Justice Programs. This important package will contain the forms and instructions necessary to begin drawing down funds for your grant. Once again, congratulations on your SOS award. If you have any questions about your grant, please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at 1.800.421.6770. Sincerely, Bernard K. Melekian Director U. S. Department of Justice - Community Oriented Policing .Services Grants Administration Division Secure our Schools 110n Vermont Avenue, NW Washington, DC 20530 Memorandum To: Chief of Police Roger Nasset Kalispell Police Department From: Andrew A. Darr, Assistant Director for Grants Administration Keith Glaeske, Grant Program Specialist Budget Prepared By: Jene' Williams, Grant Program Specialist Re: Secure Our Schools Financial Clearance Memo A financial analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and consistent with existing guidelines. Exceptions 1 Adjustments are noted below. GJP Vendor #: 816001281 GRI #: MT01503 DUNS #: 021996665 Grant #: 201OCKWX0746 Budget Category Proposed Budget Approved Budget Adjustments DisallowedlAdiusted - Reasons/Comments Other $2,400.00 $2,400.00 $0.00 Direct z -: � � - = �Costs=: - � 2 � :: � a$2a -Z Z,4z z z0� 10.00Z: z 7 $2,400.00z Z:::::!:: $- �0.00 Grand Total $29400.00 $21400.00 $0.00 Grand Total: Federal Share: $ 1,200.00 Applicant Share: $ 19200.00 Cleared Date: 8/3/2010 Overall Comments: Secure our Schools Final Funding Memo U.S. Department of Justice, Office of Community Oriented Policing Services Legal Name: Kalispell Police Department DRI: MT01503 Grant Number: 201OCKWX0746 Date: September 28, 2010 Other Tip411 Web Application Total: Amount Quantity Cost/Item Total Item Cost Disallowed 1 $ 2,400.00 $ 2,400.00 $ 0.00 Grand Total: Total Federal Share: $ 19200.00 Total Focal Share: $ 19200.00 Total Project Costs: $ 29400,00 Total Disallowed Costs: $ 0.00 Cleared Date: $/312010 Overall Comments: Total Allowed Reason Disallowed/Adiusted $ 0.00 $ 2,400.00 U.S. Department of Justice Office of Community Oriented Policing Services 2010 Secure Our Schools (SOS) Grant Terms and Conditions By signing the Award Document to accept this Secure Our Schools grant, your agency agrees to abide by the following grar>tt conditions: 1. grant Owngr'sMa Ma 1. The grantee agrees to comply with the terms and conditions in the 2010 COPS Secure Our Schools Grant Owner's Manual; COPS statute (42 U.S.C. §. 3796dd, et seq.); 28 C.F.R. Part 66 or 28 C.F.R. Part 70 as applicable (governing administrative requirements for grants and cooperative agreements); 2 C.F.R. Part 225 (OMB Circular A-87), 2 C.F.R. Part 220 (OMB Circular A-21), 2 C.F.R. Part 230 (OMB Circular A-122) and 48 C.F.R. Part 31.000 et scq. (FAR 31.2) as applicable (governing cost principles); OMB Circular A-133 (governing audits); representations made in the COPS Secure Our Schools grant application; and all other applicable program requirements, laws, orders, regulations, or circulars. 2. AlAurances 11g4 Cerolications. The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that were signed as part of its Secure Our Schools application. 3. ,A.Ilowable Costs. The funding under this project is for the payment of up to 50% of approved costs to improve security at schools and on school grounds. The allowable costs for which your agency's grant has been approved are limited to those listed on the Financial Clearance Memorandum and Final Funding Memorandum, which are included in your agency's award packet. The Final Funding Memorandum specifies the exact items/services that your agency is allowed to fund with your Secure Our Schools grant. The Financial Clearance Memorandum species the overall amount approved for each budget request category. It also describes any costs which have been disallowed aver review ofyour proposed budget. Your agency may not use Secure Our Schools grant funds for any costs that are not Identified as allowable in the Financial Clearance Memorandum and Final Funding ,Memorandum. 4. Travel Cost& Travel costs for transportation, lodging and subsistence, and related items are allowable under the Secure Our Schools program with prior approval from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C F.R. Pant 225 (OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments), 2 C.F.R. Part 220 (OMB Circular A-21, Cost Principles for Educational Institutions), 2 C.F.R. Part 230 (OMB Circular A-122, Cost Principles for lion-Profi( Organizations), and 48 C.F.R. Fart 3I.0, et seq. (FAR-31.2, Cost Principles For Commercial Organizations), as applicable. 5. Supolementing. Not u Ianti State, local, and tribal governments must use Secure Our Schools grant funds to supplement, and not supplant, state, local, or Bureau of Indian Affairs funds that are already committed or otherwise would have been committed for grant purposes (hiring, training, purchases, and/or activities) during the grant period In other words, grantees may not use COPS funds to supplant (replace) state, local, or Bureau of Indian Affairs fonds that would have been dedicated to the COPS -funded item(s) in the absence of the COPS grant. 6 Exlensions. Your agency may request an extension of the grant award period to receive additional time to implement your grant program. Such extensions do Po provide additional funding. Only those grantees that can provide a reasonable justification for delays wilt be granted no -cost extensions. Extension requests must be received prior to the end date of the award. Any extension requests received after an award has expired will be approved only under very limited circumstances, 7. Mcdifcafions, Occasionally, a change in an agency's fiscal or law enforcement situation necessitates a change in its Secure Our Schools award. Grant modifications under the Secure Our Schools program are evaluated on a case -by -case basis. All modification requests involving the purchase of new budget items must be approved, in writing, by the COPS Office prior to their implementation. In addition, please be aware that the COPS Office will not approve any modification request that results in an increase of federal funds. S. Evaluations. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Secure Our Schools program, The grantee agrees to cooperate with the monitors and evaluators. 9. e r To assist the COPS Office in the monitoring of your award, your agency will be responsible for submitting periodic programmatic progress reports and quarterly financial reports. 10. Cram Meni!2ring AcoyAes. Federal law requires that law enforcement agencies receiving federal funding from the COPS Office must be monitored to ensure compliance with their grant conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of grant implementation -compliance and programmatic benefits ---are part of the monitoring process coordinated by the U.S, Department of Justice. Grant monitoring activities conducted by the COPS Office include site visits, office -based grant reviews, alleged noncompliance reviews, financial and program reporting, and audit resolution. As a COPS Secure Our Schools grantee, you agree to cooperate with and respond to any requests for information pertaining to your grant. 11 I Employment QpVortu1jj1X Plan (EEQFI. All recipients of funding from the COPS Office must comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Part 42 subpart E). 12. Cripi.1nal Irr elli en fts_teo, Grantees using Secure Our Schools funds to operate an intedurisdictional criminal intelligence system roust comply with operating principles of 28 C.F-R. Part 23, The grantee acknowledges that it has completed, signed and submitted with its grant application the relevant Special Condition certifying its compliance with 28 C.F_R. Part 23. 13. Ngle SourXe Jusiffication. Grantees who have been awarded funding for the procurement of an item (or group of items) or service in excess ofS144,004 and who plan to seek approval for use of a noncompetitive procurement process must provide a written sole source ,ustification to the COPS Office for approval prior to obligating, expending, or drawing down grant funds for that item. 14. Etn&yMeat Eligifilily, The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services Employment Eligibility Verification Form (1-9). This form is to be used by recipients of federal funds to verify that persons are eligible to work in the united States. I S. Ealae.NialmaLs. False statements or claims made in connection with COPS grants may result in fines, imprisonment, or debarment from participating in federal grants or contracts, and/or any other remedy available by law. 16. &dditl a1 Hit h-Ri a t e urirenrenis. The recipient agrees to comply with any additional requirements that may be unposed during the grant performance period if the awarding agency determines that the recipient is a high -risk grantee (28 C.F.R. Parts 66 and 70).