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3. Grant Acceptance - COPS Hiring Recovery ProgramKALISPELL POLICE DEPARTMENT 312 1 s-r AVE EAST — PO BOX 1997 — KALISPELL, MT 59903 TELEPHONE (406) 758-7780 — FAX (406) 758-7799 E-MAIL - KPD@KALISPELL.COM MEMORANDUM TO: Mayor Pamela B. Kennedy and Kalispell City Council FROM: Roger Nasset, Chief of Police SUBJECT: COPS Hiring Recovery Program Grant Award MEETING DATE: August 10, 2009 2'o/icr/lg Vbrorrgb Pal-Mersbips' BACKGROUND: Six months ago the Kalispell Police Department applied for a COPS Hiring Recovery Program (CHRP) Grant. On July 27, 2009 we were notified that we were successful in our grant application; $214,229.00 to hire one police officer. The grant award is to completely pay the salary and benefits of an entry level police officer for the next three years with the agreement that the City of Kalispell retain that position for a fourth year. The Kalispell Police Department is currently staffed with 30 officers, six fewer than a year ago. The acceptance of the grant would be used to further our Community Oriented Policy philosophies and provide minimum staffing levels. At our current staffing levels I may have to turn back substantial funding to the School District and/or Drug Task Force to maintain minimum staffing on patrol. FISCAL IMPACT: Fully fund an entry level police officer for three years, which is a savings of $214,229.00. The City would agree to retain the officer position for a fourth year. RECOMMENDATION: The City of Kalispell accept the CHRP Grant. Respectfully submitted, oge asset, Chief of Police lane Howington, City Manager s ROGER NASSET, CHIEF OF POLICE * ROGER KRAUSS, ASSISTANT CHIEF OF POLICE U. S. Department of Justice Community Oriented Policing Services Grants Administration Division COPS Hiring Recovery Program 1100 Vermont Avenue, NW Washington, DC 20530 Memorandum To: Chief Roger Nasset Kalispell Police Department From: Andrew A. Dorr, Assistant Director for Grants Administration Re: COPS Hiring Recovery Program Financial Clearance Memo OJP Vendor #: 816001281 ORI #: MT01503 DUNS #: 021996665 Grant #: 2009RKWX0524 ­_1 _f T__Il T:-__ /laL�____ T___,�J 1 /-1��i_ Tf_- /1 C1�___. dl� I A �1 A AA T_a_1 !i__a. G.^11 A •11A AA 1 otal Number o1 run 1 line V111cers Funded 1 "bts rer Vlllcer: aL �'+,GG7. V V 1 oLal l.osl: aL 1'F,LL7.VV New Hires: 1 Rehires- Pre -Application Layoffs: 0 Rehires- Post -Application Layoffs: 0 Budget Category Proposed Budget Approved Budget Adjustments Disallowed/Adjusted - Reasons/Comments Full Time Officer Salary $72,915.00 $72,915.00 $0.00 Full Time Officer Fringe $141,314.00 $141,314.00 $0.00 Benefits Officer Salary and Fringe Benefits for Three Years $214,229.00 $214,229.00 $0.00 Total CHRP Funding for 1 Officers $214,229.00 $214,229.00 $0.00 Total CHRP Funding for 1 Officers Federal Share: $214,229.00 Cleared Date: 6/29/2009 Overall Comments: A financial analysis of budgeted costs has been completed, and this Financial Clearance Memorandum reflects the amount of COPS Hiring Recovery Program funds awarded to your agency for officer salaries and approved benefits. Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to COPS. You should carefully review your Final Funding Memo (FFM), which is enclosed in your award package. The FFM contains the final officer salary and fringe benefit categories and amounts for which your agency was approved. You will note that some costs may have been adjusted or removed. Your agency may only be reimbursed for the approved cost categories that are documented within the FFM, up to the amounts specified in this Financial Clearance Memorandum. ♦bEt-TLAW R U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Office of the Director 1100 Vermont Avenue, N. W. Washington, DC 20530 July 28, 2009 Chief Roger Nasset Kalispell Police Department 312 1 st Avenue E. P.O. Box 1997 Kalispell, MT 59901 Re: COPS Hiring Recovery Program Grant # 2009RKWX0524 ORI#: MT01503 Dear Chief Nasset: Once again, I would like to congratulate you on receiving a COPS Hiring Recovery Program (CHRP) award. Your award is for 1 officer positions and $214,229 in federal funds over a three-year grant period. Your agency may now begin hiring or rehiring officers to fill CHRP grant -funded positions. Enclosed in this package is your grant award. The Award Document must be signed and returned to the COPS Office within 90 days to officially accept your grant. The Frequently Asked Questions (FAQ) document included in this package should be helpful in answering any questions you may have about accepting your award, or requesting additional time to do so. Beginning on the reverse side of your Award Document, you will find a total of three pages of CHRP Grant Terms and Conditions. You should read and familiarize yourself with all 16 terms and conditions that apply to your CHRP award. A supplemental online award package for CHRP grantees can be found at http://www.cops.usdoi.gov/Default.asp?Item=2271. We strongly encourage you to visit this site immediately to access a variety of important and helpful documents associated with your award, including the CHRP Grant Owner's Manual, which specifies the terms, conditions, and requirements of your grant. Also, within a few weeks you should receive an important package from the Office of the Chief Financial Officer, Office of Justice Programs, which will contain the forms and instructions necessary to begin drawing down funds for your grant. As mentioned at the time of announcement, each CHRP application was subject to a thorough review, and some of your application information may have been updated or corrected from the original version submitted to COPS. If you have not yet done so, please access your application at http://www.cops.usdoi.gov/Default.asp?Item=464, and print and maintain a final copy for your records (if you are unable to print a copy of your application, please contact the COPS Office at 800.421.6770). The Financial Clearance Memorandum (FCM) and Final Funding Memorandum (FFM) included in this package reflect allowable costs and amounts under your award. The FCM specifies the amount of COPS Hiring Recovery Program funds awarded to your agency for officer salaries and approved benefits, while the FFM contains the final officer salary and fringe benefit categories and amounts for which your agency was approved. Please review both documents carefully, as your agency may only be reimbursed for the amounts and approved cost categories indicated. As a reminder, under CHRP all positions awarded (or an equal number of veteran officers) must initiate or enhance community policing in accordance with the community policing plan as described within Section 5 of your application. If for any reason your agency finds that your community policing plans have significantly changed from those outlined in your application (e.g., because you received fewer officers than originally requested and thus must alter the scope of your community policing plans), please revise the plan accordingly and submit it to the COPS Office for review and approval. You should also contact the COPS Office if, for any reason, you need to modify your grant award. This includes any reallocation of your awarded positions across the three primary hiring categories (i.e., new hires, rehires of officers laid off pre -application, and rehires of officers laid off or scheduled to be laid off post -application). As explained at the time of grant application, there are significant reporting requirements on the use of CHRP funds. In addition to quarterly financial and programmatic progress reports submitted to the COPS Office, CHRP grantees are also required to submit quarterly Recovery Act reports within 10 days after the end of each calendar quarter to www.FederalReportingov. These Recovery Act reports will be made available to the public on www.Recovery.gov. All grantees must be registered as authorized users prior to submitting reports to www.FederalReporting gov. The registration function on www.FederalReporting.gov will be available no later than August 26, 2009. Please note that registration with this website also requires users to be registered with the Central Contractor Registration (CCR) and have a Dun & Bradstreet Data Universal Numbering System (DUNS) number. Registering with CCR and obtaining a DUNS number take additional processing time, so your agency should take immediate steps to meet these requirements in advance of registration with www.FederalReporting.gov. For additional information on CCR and DUNS, please refer to the CHRP Grant Owner's Manual at http://www.cops.usdoi.gov/Default.asp?Item=2270. Finally, please remember that grantees must retain all sworn officer positions awarded under the CHRP grant for a minimum of 12 months following the 36-month federal funding period. The retained CHRP-funded position(s) should be added to your law enforcement budget with state and/or local funds, over and above the number of locally -funded positions that would have existed in the absence of the grant. In your CHRP grant application, your agency was required to affirm that it plans to retain the additional officer positions awarded following the expiration of the grant, and to identify the planned sources of retention funding. If, during the life of the grant, you have questions regarding the retention requirement or your retention funding sources, please contact the COPS Office for assistance. Once again, congratulations on your CHRP award. If you have any questions about your grant, please do not hesitate to call the COPS Office Response Center at 800.421.6770. Sincerely, T6425xe� - David M. Buchanan Acting Director U. S. Department of Justice Office of Community Oriented Policing Services COPS Hiring Recovery Program Grant Terms and Conditions By signing the Award Document to accept this COPS Hiring Recovery Program (CHRP) grant, the grantee agrees to abide by the following grant terms and conditions: 1. The grantee agrees to comply with the terms and conditions in this COPS Hiring Recovery Program 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 seq. (FAR 31.2) as applicable (governing cost principles); OMB Circular A- 133 (governing audits); American Recovery and Reinvestment Act (Recovery Act) of 2009, P.L.111-5; representations made in the COPS Hiring Recovery Program grant application; and all other applicable program requirements, laws, orders, regulations, or circulars. 2. The grantee agrees to comply with the Assurances and Certifications forms that were submitted as part of its COPS Hiring Recovery Program application. 3. The funding under this project is for the payment of approved full-time entry-level sworn officer salaries and fringe benefits over three years (for a total of 36 months of funding) for new or rehired additional, career law enforcement officer positions, hired on or after the award start date. The Financial Clearance Memorandum included in your award packet specifies the costs that the grantee is allowed to fund with your CHRP award. It will also describe any costs which have been disallowed after review of your proposed budget. The grantee may not use CHRP funds for anything not identified as allowable in the Financial Clearance Memorandum. 4. CHRP grant funds may not be used to replace state or local funds (or, for tribal grantees, Bureau of Indian Affairs funds) that would, in the absence of federal aid, be made available for hiring and/or rehiring full-time career law enforcement officer positions. 5. At the time of grant application, the grantee committed to retaining all CHRP officer positions awarded with state and/or local funds for a minimum of 12 months at the conclusion of 36 months of federal funding for each position, over and above the number of locally -funded positions that would have existed in the absence of the grant. You cannot satisfy the retention requirement by using CHRP positions to fill vacancies from attrition. 6. The grantee may request an extension of the grant award period to receive additional time to implement the grant program. Such extensions do not provide additional funding. Only those grantees that can provide a reasonable justification for delays will be granted no -cost extensions. Reasonable justifications may include delays in hiring COPS -funded positions, officer turnover, or other circumstances that interrupt the 36-month grant funding period. An extension allows the grantee to compensate for such delays by providing additional time to complete the full 36 months of funding for each position awarded. Extension requests must be received prior to the end date of the award, as extension requests received after an award has expired will be approved only under very limited circumstances. 7. During the CHRP grant award period, it may become necessary for an agency to modify its CHRP grant award due to changes in an agency's fiscal or law enforcement situation. For instance, modification requests should be submitted to the COPS Office when an agency determines that it will need to shift officer positions awarded in one hiring category into a different hiring category or reduce the total number of positions awarded. Grant modifications under CHRP are evaluated on a case -by -case basis. All modification requests 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. 8. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Hiring Recovery Program. The grantee agrees to cooperate with the monitors and evaluators. 9. To assist the COPS Office in the monitoring of your award, the grantee agrees to submit quarterly programmatic progress reports and quarterly financial reports in addition to any reports required by the Recovery Act. The grantee also agrees to submit all requested reports in a timely manner. 10. The COPS Office performs various functions to ensure compliance with all grant requirements, to assess the implementation of community policing in awarded jurisdictions, and to provide technical assistance to grantees. Grant monitoring activities are routine during the grant period and may occur up to three years following the official closure of the grant award. These functions, and others, often require the production of grant -related documentation and other materials. As a COPS CHRP grantee, you agree to cooperate with any such requests for information. 11. The grantee agrees to 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). For assistance, grantees should consult the Office of Justice Programs, Office for Civil Rights website at www.oip.usdoi.gov/about/ocr/ecop.htm. 12. The grantee agrees to complete and keep on file, as appropriate, a Bureau of Citizenship and Immigration Services 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. 13. All newly hired, additional officers (or an equal number of redeployed veteran officers) funded under CHRP must engage in community policing activities. Community policing activities to be initiated or enhanced by the grantee were identified and described in your CHRP grant application, with reference to each of the following elements of community policing: a) community Page 1 of 3 U. S. Department of Justice Oj,rice of Community Oriented Policing Services COPS Hiring Recovery Program Grant Terms and Conditions partnerships and support; b) related governmental and community initiatives that complement the grantee's proposed use of CHRP funding; and c) how the grantee will use the funds to reorient its mission or enhance its commitment to community policing. 14. Grantees that provide law enforcement services to another jurisdiction through a contract must ensure that officers funded under this CHRP grant do not service the other jurisdiction, but will only be involved in activities or perform services that exclusively benefit the grantee's own jurisdiction. Grantees cannot use CHRP funds to pay for a contract to receive law enforcement services from another agency. 15. 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. The grantee understands that the COPS Hiring Recovery Program is funded through the American Recovery and Reinvestment Act (Recovery Act) of 2009 and agrees to comply with the extensive accountability and transparency requirements on the use of Recovery Act funds: (A) Recovery Act Transactions Listed in Schedule of Expenditures of Federal Awards and Recipient Responsibilities for Informing Subrecipients (1) To maximize the transparency and accountability of funds authorized under the American Recovery and Reinvestment Act of 2009 (Public Law 111-5) (Recovery Act) as required by Congress and in accordance with 28 C.F.R. 70 "Uniform Administrative Requirements for Grants and Agreements for Institutions of Higher Education, Hospitals and Other Non -Profit Organizations" and 28 C.F.R. 66 "Uniform Administrative Requirements for Grants and Agreements for State and Local Governments," the recipient agrees to maintain records that identify adequately the source and application of Recovery Act funds. (2) For a recipient covered by the Single Audit Act Amendments of 1996 and OMB Circular A-133, "Audits of States, Local Governments, and Non -Profit Organizations," the recipient agrees to separately identify the expenditures for federal awards under the Recovery Act on the Schedule of Expenditures of Federal Awards (SEFA) and the Data Collection Form (SF -SAC) required by OMB Circular A-i33. This shall be accomplished by identifying expenditures for federal awards made under the Recovery Act separately on the SEFA, and as separate rows under Item 9 of Part III on the SF -SAC by CFDA number, and inclusion of the prefix "ARRA-" in identifying the name of the federal program on the SEFA and as the first characters in Item 9d of Part III on the SF -SAC. (3) The recipient agrees to separately identify to each sub -recipient (if any) and document at the time of sub -award and at the time of disbursement of funds, the federal award number, CFDA number, and amount of Recovery Act funds. When a recipient awards Recovery Act funds for an existing program, the information furnished to sub -recipients shall distinguish the sub -awards of incremental Recovery Act funds from regular sub -awards under the existing program. (4) The recipient agrees to require their sub -recipients (if any) to include on their SEFA information to specifically identify Recovery Act funding similar to the requirements for the recipient SEFA described above. This information is needed to allow the recipient to properly monitor sub -recipient expenditure of Recovery Act funds as well as oversight by the Department of Justice, Office of the Inspector General and Government Accountability Office. (B) Recipient Reports and Central Contractor Registration (1) The recipient agrees to complete projects or activities which are funded under the Recovery Act and to report on use of Recovery Act funds provided through this award. Information from these reports will be made available to the public. (2) The reports are due no later than tencalendar days after each calendar quarter in which the recipient receives the assistance award funded in whole or in part by the Recovery Act. (3) The recipient and their first -tier recipients (if any) must maintain current registrations in the Central Contractor Registration (www.ccr.gov) at all times during which they have active federal awards funded with Recovery Act funds. A Dun and Bradstreet Data Universal Numbering System (DUNS) Number (www.dnb.com) is one of the requirements for registration in the Central Contractor Registration. (4) The recipient shall report the information described in section 1512(c) of the Recovery Act using the reporting instructions and data elements that will be provided online at www.FederalReporting.gov and ensure that any information that is pre -filled is corrected or updated as needed. (C) Data Elements of Recipient Reports In accordance with section 1512(c) of the Recovery Act, the recipient agrees that not later than 10 days after the end of each calendar quarter, each recipient that received Recovery Act funds from a federal agency shall submit a report to that agency that contains — (1) the total amount of recovery funds received from that agency; (2) the amount of recovery funds received that were expended or obligated to projects or activities; and (3) a detailed list of all projects or activities for which recovery funds were expended or obligated, including — (a) the name of the project or activity; (b) a description of the project or activity; Page 2 of 3 U.S. Department of Justice Community Oriented Policing Services (COPS) Grants Administration Division COPS Hiring Recovery Program 1100 Vermont Avenue, NW Washington, DC. 20530 MEMORANDUM To: Chief Roger Nasset Kalispell Police Department From: Andrew A. Dorr, Assistant Director for Grants Administration Re: COPS Hiring Recovery Program (CHRP) Final Funding Memorandum The COPS Office has completed the financial analysis of your agency's budgeted costs. This Final Funding Memorandum (FFM) reflects your agency's final approved officer salary and fringe benefit categories and approved salary and benefits amounts. Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to COPS based on communication with your agency. Therefore, you should carefully review this FFM, as your agency will only be reimbursed for the approved cost categories that are shown within this document. OJP Vendor #: 816001281 ORI #: MT01503 Grant #: 2009RKWX0524 DUNS#: 21996665 Full -Time Sworn Officer Information Current First Year Entry -Level Base Salary for One Sworn Officer Position: $44678.00 Fringe Benefits Cost Additional Information Social Security: $2062.00 Medicare: $648.00 Health Insurance: $6060.00 Life Insurance: $0.00 Exempt: 1 Fixed Rate: 0 Exempt: 0 Fixed Rate: 0 Vacation: $2577.00 Number of Hours Annually: Sick Leave: $2062.00 Number of Hours Annually: Retirement: $6317.00 Worker's Comp: $2247.00 Exempt: 0 Unemployment Ins: $201.00 Exempt: 0 Other: Holiday Pay - $2148.00 Describe: Other: Night Differential Payments - $1552.00 Describe: Other: - Describe: Total Current First Year Entry -Level Benefits for One Sworn Officer Position = $23812.00 T otal Yeari Salary $ -f Total Year i Benefits = $68490.00 Total Year 2 entry-level salary for one sworn officer position: $47070.00 Total Year 2 entry-level benefits for one sworn officer position: $24225.00 Total Year 3 entry-level salary for one sworn officer position: $49566.00 Total Year 3 entry-level benefits for one sworn officer position: $24878.00