CM-2019-0225 - 7/19/2019City of Round Rock
221 East Main Street
Round Rock, Texas
t ROUND ROCK 78664
TEYAS Signature Copy
City Manager Item: CM -2019-0225
File Number: CM -2019-0225
Consider authorizing the City Manager to execute a Grant Award to accept funds of
$10,000 from the Greater Round Rock Community Foundation to purchase a new drug
detective K9 unit of the RRPD.
In early 2019, the Department began making preparations to replace a retired K9 officer. A
Department member was made aware of funds available from the Greater Round Rock
Community Foundation and completed an application seeking $10,000 to replace the dog
and fund the associated training for the police handler who would work with the dog. The
Department has been awarded the requested amount and seeks City Manager approval to
accept and spend these funds.
City Manager Date
City of Round Rock Page f Printed on 7119119
ROUND ROCK POLICE DEPARTMENT
MEMORANDUM
TO: Allen J. Banks, Chief of Police
Alain Babin, Assistant Chief -Support
FROM: Rick White, Planning and Policy
DATE: June 14, 2019
SUBJECT: GREATER ROUND ROCK COMMUNITY FOUNDATION GRANT
Allen J. Banks
Chief of Police
Alain R. Babin
Assistant Chief of Police
James W. Richards
Assistant Chief of Police
Earlier this year, as we began preparations to replace a retired K9 dog, one of our lieutenants received
information about and funds that may be available from the Greater Round Rock Community Foundation.
That lieutenant competed a simple application seeking $10,000 to replace the dog and fund the associated
training for the police handler who would work with the dog. In May, command staff learned about the
application, and in late May, we found that we were awarded the funds.
The Department member who made the application was unaware of the Department's rules as it regards
grants and of the larger City's processes for seeking grant funding. That oversight has been corrected.
Upon consultation with Finance, the $10,000 check we received earlier this week has been deposited in
account 10021002-5335, K9 Supplies. Finance understands that we will be seeking authorization through the
normal city manager approval process.
As you review the attached Intent to Apply for Grant Funding and Grant File Checklist forms, you will see a few
unusual items resulting from this string of events. In the case of the former, I do not show a grant application
deadline or grant period — there is no formal grant period, nor was there a specific deadline for this grant
process. The Community Foundation is a private entity and does not employ some of the processes that many
governmental agencies use regarding grants. In the case of the checklist form, I have left unchecked the first
box — indicating our intent to conform to the normal review and approval process. That is simply because we
actually have the funds already in a city account and are seeking approval after -the -fact.
In order for us to spend those funds, I will need Chief Banks' signature on both forms were indicated. I also
have attached a copy of the grant application for your information. If you have any questions, please let me
know.
PD -029-04 {Rev. 031'14}
RGUNORota(TEXASFNMWA Attachment A
Grant File Checklist
To be Completed by the department Applying for Grant
Complete the checklist below for new and continuation grants. Once completed, please submit a copy to Finance, along with the Intent
to Apply for Grant Funding Form to Finance for review and filing with the grant records. This should occur prior to submitting the grant
application to the oversight entity.
Check
Box
Checklist Item
U 9. 1 Gomprete Intent to Apply for Grant Funding Form and submit to Finance for review and approval
friar to submittal of grant application.
2. 1 understand that the department needs to obtain proper approval for grant applications. Grant
applications for funds up to $50,000 require City Manager approval. Over 550,000 requires City
Council a roval. threshold Is consistent with the s purchasinR uidelines
3. 1 understand that the department needs to submit a copy of the grant application and supporting
documents to Finance at the time of application submission for tracking and monitoring grant
compliance requirements.
0 4. 1 have read the Grant Acquisition, Management and Compliance process provided by Finance.
gross-reterence to Grant
Acquisition, Management
6.1.7
6.
City of Round Rock, Texas
5. 1 It the grant is awarded to the City:
6a. I understand that the department is responsible for reviewing the grant agreement and I
Section 6.1,9
forwarding all information to Finance. f
5b. I understand that the department is responsible for following the City procurement policies when
Section 6.1.18 and
procuring goods or services with grant funds and following the Federal procurement rules when
6,1.19
DrOcuring goods or services with Federal funds.
5c. I understand that the department needs to comply with requirements of the grant.
Section 6.1.10
5. For purchases and contracts 525,000 or more (cumulatively in any fiscal year), I understand that
Section 6.1.17
the City shall not enter into contracts or procure goods from vendors or contractors that are
suspended or debarred.
7. 1 understand that all records related to the grant program must be retained for a minimum of five
Section 6.1.13
years from the end of the grant closeout. However, if any equipment was purchased, then the grant
records must be retained for five years from the dale of transfer, replacement. sale, or disposal of
the equipment.
8. The department needs to inform Finance when an external review over the grant is scheduled to be
Section 6.1.14
performed, whether on-site or a desk review.
a
Be. The department needs to communicate any potential audit findings from external reviews and
Section 6.1.14
provide any reports issued or correspondence from the reviewing agency to Finance.
9, I understand that If equipment is purchased with grant proceeds, the department needs to assist
Section 6.1.16
Finance with the City-wide physical inventory of the equipment as requested, at least once every
two years. Required for Federally funded assets.
a10. 1 will work with Finance to submit reimbursement requests to grantors. For certain grants, it may be
So 6.1.20
appropriate and practical for the Department to submit. In most instances, the Grants Compliance
Team will handle these request with the department's assistance.
0 ✓
11. 1 understand the department is responsible for fulfilling closeout requirements of the grant, including
Section 6.1.21
coordination with Finance on any final financial Information and reporting needed.
Please print, sign, and return this form to Finance @_Grants Compliance Team
Rick
hite Police Department
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(this sedien is to be completed by the Finance Department, Grants Team)
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Received by (Grants Team Member! Hate Received Approved by (Grants Team Member)
Data Approved
City of Round Rock, Texas
Intent to Apply for Grant Funding Attachment 8
ROUND RGQt TEXAS
Grant name: Greater Round Rock Community Foundation
Grant application deadline: See attached memo This grant application is: ❑✓ New ❑ Grant Continuation
Funding/project period: Start Date: End Date: Multi-year grant: [] Yes 0 No
CFDA * for grant, if applicable. If not applicable, please note NIA: NIA
Purpose of the grant: (provide project summary)
The grant would purchase a new drug detection/tracking dog for the K9 Unit of the Round Rock
Police Department. The dog would be utilized on patrol to serve the citizens of Round Rock in
several capacities.
What will the funds be used for? (i.e., eDnstruction, design, equipment, etc..)
This project would fund (a) the purchase of a K9 unit and (b) the training of the K9 handler to whom
the dog would be assigned.
Who Is providing the funds? Private foundation
(i.e., name of Federal Awarding Agency or Pass-thru Agency)
Which of the following are these funds considered? If Other, please identify.
❑ Federal ❑ State p other. Private foundation
Estimated grant funding amount: $10,000
Funding basis: El Advance [❑ Reimbursement
Are matching funds required? ❑ Yes ® No
If yes, please complete the following: Funding source of match:
Match %
Match $
Will the City be a direct recipient or subrecipient of the grant funds? ❑✓ Direct Recipient ❑ Subrecipient
Are ongoing operational costs anticipated once the grant funds are depleted? ❑ Yes [D No
If Yes, has the Budget Team been notified? ❑ Yes 0 No There are no additional operational
costs. This is a replacement K9,
Please print, sign, and return this form to Finance @ _Grants Compliance Team
Rick White, Crime Analysis & Statistics Manager
Department Contact Name and Title (Please Print)
Department Director Signature
June 14, 2019
Date Form Completed
Date Signed
(This section to be completed by the Finance Department, Grants Team)
fl� .)5M
By (Grants Member) Date Received.
ZJA _
By (Grants Team Member) Dale Approved -
City of Round Rock, Texas
GRANT APPLICATION
GREATER ROUND ROCK
COMMUNITY
Agency or Organization Name:
Round Rock Police Department
Full Address
(include city & state): 2701 N. Mays St. Round Rock, Texas 78665
Phone:
512-218-5500
Website:
www.roundrockicxas.gov/dcpartmentstpolice
Contact Name:
Sean Johnson
Contact Title:
Email:
Lieutenant,. K4 Unit
sjohnson@roundrocktexas.gov
Mission Statement:
The a Round Rock Police Department, in alliance with our community, provides public safety and
promotes a high quality of life_
Current Board Members:
Which Best Represents Your Core Mission Area:
EDHealthcare
Education
aAdvocacy
Animal Welfare
= Veteran Services/Supports
EDCommunity Services
= Women/Children Services/Supports
Other List here:
Law Enforcement — RRPD K9 Unit
This Grant Application is Specific to These Programs:
Education
Animal Welfare
Veterans Services/Supports
Ey 7 Community Services
Healthcare
None of the Above —Please list your specific program: Round Rock Police Department K9 Unit
Grant Project Name:
t Round Rock Police Department K9 Unit
Description of Grant Project:
The grant would purchase a new drug detection/tracking dog for the K9 Unit of the Round Rock
Police Department. The dog would be utilized on patrol to serve the citizens of Round Rock in several
capacities.
Estimated Total Budget:
Amount of Request:
Number of Participants Supported by These Grant Funds:
Grant Project Timeline (In Months):
Other Community Partners Involved in this Grant:
FNIA
$ 10,000.00
10,000.00
INIA
The dog can be
purchased upon receipt
of the grant funds.
J
Ilan for 1Vlcasur�ng t 3 c�'� ur,' �
The success of this project wil I be measured by the years of productive service of the grant purchased "
drug delection/tracking dog. If just one life is saved with a successful track of a lost child, the project
is successful. If one drug dealer is taken off of our community streets, the project is successful. i
Questions or additional comments?
Thank you for your consideration in approving this grant. We truly value our community partners and
are grateful for their support.
If any Additional Supporting Material, please attach.
Send to info rreommuni foundation.or