5. Resolution 4433 - COPS MORE GrantRESOLUTION NO. 4433
A RESOLUTION TO AMEND THE ANNUAL APPROPRIATIONS OF THE CITY OF
KA.LISPELL, MONTANA, AS SET FORTH IN THE 1998-99 BUDGET ADOPTED BY
THE CITY COUNCIL FOR THE COPS MORE GRANT PROGRAM.
WHEREAS, the annual appropriation for the COPS MORE Grant Program
is a federal grant received subsequent to the adoption of
the Fiscal 1999 budget, in accordance with M.C.A. 7-6-
4120, and
WHEREAS, the source of funds is federal money passed through the
U.S. Department of Justice in the amount of $22,644.00
with a local match of $7,549.00, and
WHEREAS, the Kalispell Police Department is a recipient of a COPS
MORE Grant Program award in the amount of $22,644.00, and
WHEREAS, the Kalispell Police Department has the available funds
in its Fiscal 1999 Budget to match the $7,549.00
additional funds needed, and
WHEREAS, the appropriate fund would be a Special Revenue fund,
COPS MORE Grant with the appropriate expenditure line
item for an additional dispatch position qualified to
handle data processing.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
KALISPELL AS FOLLOWS:
SECTION I. That the appropriation for the COPS MORE
Grants Program in the amount of $22,644.00 be
granted.
SECTION II. This Resolution shall become effective
immediately upon its passage by the City
Council.
PASSED AND APPROVED BY THE CITY COUNCIL AND SIGNED BY THE MAYOR OF
THE CITY OF KALISPELL, THIS 2ND DAY OF NOVEMBER, 1998.
Wm. E. Boharski, Mayor
ATTEST:
Theresa White
Clerk of Council
KALISPELL POLICE DEPARTMENT
Box 1997
KaNspell, MT 5aau3
Phone (406) 758-7780
Memorandum
October 15, 1998
TO : City Manager/Mayor/Council
FROM: Frank Garner, Chief of Police
RE : COPS MORE grant
Dear Sirs,
FRANK GARNER
Chief of Police
JIM BROWN
Asst. Chief
Immediately after I was appointed acting Chief of Police I had the opportunity to apply for
a COPS MORE grant through the U.S. Department of Justice. The COPS MORE program is
intended to fund additional civilian employees to perform non -enforcement support duties of sworn
officers to allow officers more time to participate in community oriented policing projects (i.e. bile
patrol, adopt -a -cop, school resource officer, crime prevention, etc.) "Redeployment" is the term
used by the Department of Justice to describe this process. Redeployment is tracked and audited by
DOJ and is the critical issue in receiving funding.
I approved the grant application with the acting City Manager and we anticipated we would
approach the council with the request should we be awarded the grant. I was notified on 10-14-98
that we have been awarded just over $22,000.00 (twenty two thousand dollars) towards the salary
of the additional support staffer. We have until November 14, 1998 to accept the award. Before
we make a request of the council to approve the position and amend the budget there are several
considerations for you to make.
1) Cost
The total cost of this one year grant is as follows:
Total annual personnel costs (salary and benefits) $30,193.00
Federal share $22,644.00
Local match 7,549.00
2) Local Match
The local match ($7,549.00) can come from existing budgetary funds. We anticipate
the position would be used to fiord a data processing position. Currently we have 14
computer work stations in the department and six additional MDT (Mobile Data Terminal)
stations in the cars. We have no data processing position in the department or in the city to
work on software or hardware, data entry or diagnostic issues. Officers often end up
spending their time addressing those problems themselves. By funding a dispatch position
with this grant we could use an existing civilian dispatch employee, who is qualified -to handle
most of our data processing needs, to handle those issues and allow officers more time in the
field.
Currentiv we have a salary line item for part-time dispatchers. There are sufficient
funds in that line item to provide for the matching funds if we utilize the grant to hire an
additional dispatcher. We will not need any additional fiends other than are currently in our
existing 1998-99 FY budget. We will need to make a budget amendment to receive
budgetary authority to create the position.
3) Supplanting For the purpose of our COPS MORE `98 grant, supplanting means replacing state or
local funds that otherwise would have been spent on law enforcement purposes with Federal
COPS office funds. We cannot pay for any non -sworn civilians who otherwise would have
been employed with state or local funds regardless of the COPS program
4) Retention
Our agency is expected to develop a plan to retain the civilian positions funded by the
COPS MORE `98 program as well as to maintain the level of redeployment of officers
resulting from the grant. We are not required to retain the position but rather DOJ expects
a good -faith effort on our part to retain the employee.
After you have considered the cost, supplanting and retention issues our office
recommends we accept the grant and fund the additional position to allow for a data
processor to provide officers more time to participate in community policing practices. I
have attached copies of the award letter for your edification. We recognize there is a long
term financial impact involved and it is our hope to educate the council on the issues so that
you may make a more informed decision.
Respectfully bmi d,
rank Garner
Chief of Police
0
�- U.S. Department of Justice
Office of Community Oriented Policing Services (COPS)
Office of the Director
1100 Vermont Ave. N.W.
Washington, D.C. 20530
September 30, 1998
Chief Frank Garner
nau�pet► ruucc ucpanment
P.O. Box 1997
Kalispell, MT 59903
Dear Chief Gamer:
Congratulations. I am pleased to inform you that the COPS Office has approved your agency's
request for funding under the COPS MORE 98 program. The official start date of your grant is
September 1, 1998.
Enclosed in this packet is your Grant Award, which you must sign and return to the COPS Office
within 45 days to officially accept your grant. The MORE 98 Award document provides the total award
amount and redeployment figures, as well as the award amount and redeployment figures by type of
award (civilian personnel, and technology/equipment). 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.
Also enclosed in this packet are any special conditions that apply to your grant. These must also be
signed and returned in order to officially accept the grant. You must comply with the requirements of any
special condition before you are able to draw down grant funds. Also enclosed is your MORE 98 Grant
Owner's Manual, which summarizes and explains your COPS MORE 98 Grant.
You will also find materials relating to payment methods and procedures for receiving your
grant funds. You should review the grant materials in your Grant Owner's Manual regarding the
different methods of payment available to you. Please also review the Federal procurement regulations
("Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local
Governments") which cover important requirements relating to purchasing technology and equipment
and contracting for services.
Once again, congratulations on your award. Should you have any questions regarding your
COPS MORE 98 award, please do not hesitate to contact the COPS Office at 1-800-421-6770, or call
your grant advisor.
2J�se
ely,
E.Brann
or, COPS Office
aryss
DATE: September 3, 1998
U.S. Department of Justice
Office of Justice Programs
Washington, D.C. 20531
Grant Awar4 # 98-CM-WX-1686
TO: une Kress, Grant Monitor, COPS Office
FR 11\` earman, R., Financial Analyst, COPS Branch,
/ ffice of the Comptroller
SUBJECT: Financial Clearance: Application # 8-4070-MT-CM, for the'
Kalispell Police Department.
A financial analysis of budgeted costs has been completed. Costs
appear reasonable, allowable and consistent with existing guide-
lines. Exceptions/Disallowed Costs are noted below.
Cost Support
Category Resources
Personnel: 19,702
Fringe Benefits: 10,491
Total Costs: 30,193
***Disallowed Costs: 0
Grand Totals:
Federal Share: 22,644
Local Share: 7,549
Total Project Cost: 30,193
/R P/0