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R-00-05-11-14A1 - 5/11/2000RESOLUTION NO. R- 00- 05- 11 -14A1 WHEREAS, the U. S. Department of Justice, has grant funds available to cities for various law enforcement projects, and WHEREAS, grant funds are available through the C.O.P.S. (Community Oriented Policing Services) Universal Hiring Program to partially fund five additional full -time officer positions, and WHEREAS, the City Council wishes to make application for the grant to provide financial assistance for the above - described positions, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to make the necessary application for the above - described grant. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. RESOLVED this llth day of May, EST: n\ WPOOCS \EESOLUTI \E00511A1.WP0 /ec J 2UQTE LAND, City Secreta Neism5 nuerfi,Ez, ASST .a 14 ROB . STL KA, JR Mayor City of Round Rock, Texas ROUND ROCK POLICE DEPARTMENT May 2, 2000 Dear Sir or Madam: Sincerely, enc/ 615 E. PALM VALLEY BLVD ROUND ROCK, TEXAS 78664 PHONE: (512) 218 -5500 FAX: (512) 218 -7060 "TO PROTECT and SERVE" Office of Community Oriented Policing Services Universal Hiring Program Control Desk, 7 111 Floor 1100 Vermont Ave., N.W. Washington, D.C. 20530 The City of Round Rock is applying as an existing grantee for federal funding under the COPS Universal Hiring Program for five additional full -time officer positions. Enclosed are the Program's Additional Officer Request Form, Certifications, Assurances, a retention plan for the proposed officers, and the UHP Budget Information Form. If you have any questions, please contact our Management Analyst, Rick White, at (512) 218 -5524 or rwhite @round - rock.tx.us. Paul N. Conner Ro lam, (Glayor Chief of Police City of Round Rock 1100 Vermont Avenue, NIV Washington, D.C. 20530 Chief Paul Conner TX24605 Round Rock Police Department 615 East Palm Valley Blvd. Round Rock, TX 78664 Additional Officers Requested Full Time Part Time 5 IMPORTANT: Both Signatu Justice Response Center at 1 -8 Law Enforcement Exec. Signature Law Enforcement Executive Name and Title Paul N. Conner, Chief of Police Government Executive Name • nd Title Robert Stluka Ma or i ti:��I�.1. Return this form to: �� Office of Community Oriented Policing Services Universal Hiring Program Control Desk, 7th Floor 1100 Vermont Avenue, NW Washington, D.C. 20530 U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Grants Administration Division Universal Hiring Program Additional Officer Request Form March 24, 2000 COPS Universal Hiring Program (UHP) grantees are able to request additional grant dollars for new officers by answering the questions below. Future grant awards will be based on the information provided in this document only; submitting another UHP application packet is not necessary. All grant recipients must develop a written plan to retain their COPS funded officer positions after Federal funding has ended. This plan must be submitted to the COPS Office with your application. Departments are also required to submit the attached Assurances and Certifications with each additional officer request. A request for a waiver review of the local matching requirement cannot be considered unless supporting information is attached to this Additional Officer Request Form. The supporting evidence, at least one typewritten page in length, must include (1) a satisfactory and documented demonstration of severe fiscal distress, and (2) a description of the link between a locality's showing of severe fiscal distress and how that distress impacts the area's law enforcement agency. Please refer to your COPS . ../HP Grant Owner's Manual for information related to the waiver requirements. Please complete this form and return to the COPS Office in the envelop provided. Unreturned, blank and /or incomplete forms will be treated as though no officers have been requested. We have also included blank budget forms for your use, in case your department's budget has changed since your last award. If new budget figures are not included with your request, COPS will use the most recent figures that are on file. Please return all forms by May 1, 2000. We would like to receive the form by May 1, 2000. In any case, the final deadline will be receipt or postmark by May 31, 2000. This deadline is necessary due to th'e limited funding available. Waiver Requested? Yes 0 No s. I , have any questions, please call the U.S. Department of dvisor. Date y -ay - Government Exec. Signature Date /1 - 00 Please complete and return this form to the COPS Office by May 1, 2000. U.S. Department of Justice Office of Community Oriented Policing Services Certifications Reganling dying; Debarment, Suspension aid Other Responsthidy Matters; Drug-Free Workplace Requirements Coonlination with Affected Agencies; Non- 5ltpplanting; and Retention. Although the Department of Justice has made every effort to simplify the application process, other provisions of Federal law require us to seek your certification regarding certain matters. Applicants should read the regulations cited below and the instructions for certification included in the regulations to understand the requirements and whether they apply to a particular applicant. Signature of this form provides for compliance with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying," and 28 CFR Part 67, "Goverment -wide Debarment and Suspension (Nonprocurement) and Government -wide Requirements for Drug -Free Workplace (Grants)," and the coordination and non - supplanting requirements of the Public Safety Partnership and Community Policing Act of 1994. The certifications shall be treated as a material represen- tation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. 1. Lobbying As required by Section 1352, Title 31 of the US. Code, and imple- mented at 28 CFR Part 69, for persons entering into a grant or coop- erative agreement over 8100,000, as defined at 28 CFR Part 69, the applicant certifies that: A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influ- encing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant the entering into of any cooperative agreement; and the extension, continuation, renewal, amendment or modification of any Federal grant or cooperative agreement; B. R any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and sub- mit Standard Form— LLL, "Disclosure of Lobbying Activities," in accordance with its instructions; C. The undersigned shall require that the language of this certifi- cation be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and coopera- tive agreements, and subcontracts) and that all sub - recipients shall certify and disclose accordingly. • 2. Debarment, Suspension and Other Responsibility Matters (Direct Recipient) As required by Executive Order 12549, Debarment and Suspension, and implemented at 28 CFR Part 67, for prospective participants in primary covered transactions, as defined at 28 CFR Part 67, Section 67510— A. The applicant certifies that it and its prindpaLs (i) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a state or Federal court, or voluntarily excluded from covered transactions by any Federal depart- ment or agency; (ii) Have not within a three - year period preceding this appli- cation been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or perform- ing public (Federal, state or local) transaction or contract under a public transaction; violation of Federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, malting false statements, or receiving stolen property; 60) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, state or load) with commission of any of the offenses enumerated in paragraph (A)(ii) of this certification; and (iv) Have not within a three - year period preceding this appli- cation had one or more public transactions (Federal, state or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the state- ments in this certification, he or she shall attach an explanation to this application. 3. Drug -Free Workplace (Grantees Other Than Individuals) As required by the Drug - Free Workplace Act of 1988, and imple- mented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67, Sections 67.615 and 67.620 — A. The applicant certifies that it will, or will continue lo, provide a drug -free workplace by (i),Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (ii) Establishing an on-going ding -free awareness program to inform employees about— U.S. Department of Justice Office of Community Oriented Policing Services Assurances Several provisions of Federal law and policy apply to all grant programs. We (the Office of Community Oriented Policing Services) need to secure your assurance that you (the applicant) will comply with these provisions. If you would like further information about any of the matters on which we seek your assurance, please contact us. By your authorized representative's signature, you assure us and certify to us that you will comply with all legal and administrative require- ments that govern the applicant for acceptance and use of Federal grant funds. In particular, you assure us that 1. You have been legally and officially authorized by the appropriate governing body (for example, mayor or city council) to apply for this grant and that the persons signing the application and these assur- ances on your behalf are authorized to do so and to act on your behalf with respect to any issues that may arise during processing of this application. 2. You will comply with the provisions of Federal lawwhidrlimit certain political activities of your employees whose principal em- ployment is in connection with an activity financed in whole or in part with this grant. These restrictions are set forth in 5 US.0 § 1501, et seq. 3. You will comply with the minimum wage and maximum hours provisions of the Federal Fair tabor Standards Act, if they apply to you. 4. You will establish safeguards, if you have not done so already, to prohibit employees from using their positions for a purpose that is, or gives the appearance of being, motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. 5. You will give the Department of Justice or the Comptroller General access to and the right to examine records and documents related to the grant. 6. You will comply with all requirements imposed by the Depart- ment of Justice as a condition or administrative requirement of the grant; with the program guidelines; with the requirements of OMB Circulars A-87 (governing cost calculations) and A -128 or A -133 (gov- erning audits); with the applicable provisions of the Omnibus Crime Control and Safe Streets Act of 1968, 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 circulars. 7. You will, to the extent practicable and consistent with applicable law, seek recruit and hire qualified members of racial and ethnic minority groups and qualified women in order to further effective law enforcement by increasing their ranks within the sworn posi- tions in your agency. 8. You tdflnot, onthe of ace, cold on, national origin, (hereby ify compliance with .! . /' esthat governtheapp licationanduseofFederalfunds. Signature: Date; 2/ gender, disability or age, unlawfully exclude any person from partic- ipation at, deny the benefits of or employment to any person, or sub- ject any person to discrimination in connection with any programs or activities funded in whole or in part with Federal funds. These civil rights requirements are found in the nondiscrimination provi- sions of the Omnibus Crime Control and Safe Streets Act 011968, as amended (42 US.0 § 3789(d)); Title VI of the Civil Rights Act of 1964, as amended (42 US.0 § 2000d); the Indian Civil Rights Act (25 US.C. §§ 1 301 - 1303); Section 504 of the Rehabilitation Act of 1973, as amend- ed (29 US.0 § 794); Title 11, Subtitle Aof the Americans with Disabil- ities Act (ADA) (42 US.0 § 12101, et seq.); the Age Discrimination Act of 1975 (42 U.S.C. 96101, et seq.); and Department of Justice Non - Discrimination Regulations contained in Title 28, Parts 35 and 42 (subparts C, D, E and G) of the Code of Federal Regulations. A. In the event that any court or administrative agency makes a finding of discrimination on grounds of race, color, religion, national origin, gender, disability or age against you after a due process hearing, you agree to forward a copy of the finding to the Office of Civil Rights, Office of Justice Programs, 810 7th Street, NN, Washington, DC 20531. B. If you are applying for a grant of $500,000 or more and Depart- ment regulations (28 CFR 42301 et seq.) require you to submit an Equal Opportunity Employment Plan, you will do so at the time of this application, if you have not done so in the past. If you are applying for a grant of less than 5500,000 and the regulations require you to maintain a Plan on file in your office, you will do so within 120 days of your grant award. 9. You will insure that the facilities under your ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of violating Facilities and that you will notify us if you are advised by the EPAindirating that a facility to be used in this grant is under consideration for listing by EPA. 10. If your state has established a review and comment procedure under Executive Order 12372 and has selected this program for review, you have made this application available for review by the state Single Point of Contact. 11. You will devise a plan to retain the increased hiring level with state and local funds after the conclusion of your grant. ROUND ROCK POLICE DEPARTMENT April 6, 2000 615 E. PALM VALLEY BLVD ROUND ROCK, TEXAS 78664 PHONE: (512) 218 -5500 FAX: (512) 218 -7060 Office of Community Oriented Policing Universal Hiring Program Control Desk, 7th Floor 1100 Vermont Ave., NW Washington, D.C. 20530 Dear Sir or Madam: "TO PROTECT and SERVE" This letter serves as the retention plan incorporating our intention to retain any officers hired under the COPS Universal Hiring Program (UHP) after federal funding has ended. This retention plan applies specifically to any officers hired as a result of FY 2000 grants awarded from the May 31, 2000, application deadline. The City of Round Rock has received other COPS grants and has a history of retention through the use of the City's general fund. At the conclusion of federal funding for officers hired under UHP in FY 2000, all positions will be ed through the general fund of the City of Round Rock. Paul N. Conner, C ief of Police Round Rock Police Department r nett, City Manager of Round Rock 1. Cost Per Full-Time Officer -Year 1 Current Annual Entry -Level Base $30,000 (a) Salary Annual Fringe Benefits: *FICA/Social Security Health Insurance Life Insurance Vacation Sick Leave Retirement *Worker's Comp. *Unemployment In. Other (Please list others.) Total Fringe Benefits Total Year 1 Salary and Benefits U.S. Department of Justice, Office of Community Oriented Policing Services Universal Hiring Program Budget Information Applicant Name: City of Round Rock Police Department ORI Code (Assigned by FBI): 2460500 State: Texas This worksheet will assist you in properly organizing and estimating your costs and providing the necessary details for financial review. Complete Part 1 if you are requesting funds for full -time officers, Part 2 if you are requesting part-time officers, and both parts if you are requesting full- and part-time officers. Everyone must complete a budget summary. If you plan to hire more than one part-time officer and they will be working a different number of houses, use average salary and benefit figures. The budget information you provide will be used to calculate your grant amount. Assistance in completing this information is available from the U.S. Department of Justice Response Center at 1- 800 - 421 -6770, or by writing the COPS Office, 1100 Vermont Ave., NW, Washington, DC 20530. OMB Approval #1103 -0027, exp. 5/98 Part 1: Complete If You Are Requesting Full-Time Officers $2,295 $2,650 $3,600 $1,010 $144 $9,699 (b) $39,699 (c) Instructions Enter the base annual salary that your department currently pays a new, entry -level officer. Department costs ofFICA/SS (may not exceed 7.65 %). Department costs toward health insurance coverage. Department costs toward life insurance coverage. Department vacation costs, if not included in base salary. Department sick leave costs, if not included in base salary. Department contribution to retirement benefits. Department costs of worker's compensation. Department costs of unemployment insurance. Costs of equipment, training, uniforms, vehicles and overtime are not permitted. Please do not include these costs. Sum of department fringe benefits for Year 1. Year 1 base salary plus Year 1 fringe benefits (line a + line b) 2. Cost Per Full-Time Officer — Year 2 Current Annual Entry -Level Base Salary Annual Fringe Benefits: *FICA/Social Security Health Insurance Life Insurance Vacation Sick Leave Retirement *Worker's Comp. *Unemployment In. Other (Please list others.) Total Fringe Benefits Total Year 2 Salary and Benefits 3. Cost Per Full -Time Officer — Year 3 Current Annual Entry -Level Base Salary Annual Fringe Benefits: *FICA/Social Security Health Insurance Life Insurance Vacation Sick Leave Retirement *Worker's Comp. *Unemployment In. Other (Please list others.) Total Fringe Benefits Total Year 3 Salary and Benefits $31,800 (d) $2,433 $2,650 $3,816 $1,071 $144 $10,113 (e) $41,913 (f) $33,708 (g) $2,579 $2,650 $4,045 $1,135 $144 $10,553 (h) $44,261 (i) Instructions Enter the base annual salary that your department currently pays a new, entry-level officer in Year 2. Department costs ofFICA/SS (may not exceed 7.65 %). Department costs toward health insurance coverage. Department costs toward life insurance coverage. Department vacation costs, if not included in base salary. Department sick leave costs, if not included in base salary. Department contribution to retirement benefits. Department costs of worker's compensation. Department costs of unemployment insurance. Costs of equipment, training, uniforms, vehicles and overtime are not permitted. Please do not include these costs. Sum of department fringe benefits for Year 2. Year 2 base salary plus Year 2 fringe benefits (line a + line b) Instructions Enter the base annual salary that your department currently pays a new, entry -level officer in Year 3. Department costs ofFICA/SS (may not exceed 7.65 %). Department costs toward health insurance coverage. Department costs toward life insurance coverage. Department vacation costs, if not included in base salary. Department sick leave costs, if not included in base salary. Department contribution to retirement benefits. Department costs of worker's compensation. Department costs of unemployment insurance. Costs of equipment, training, uniforms, vehicles and overtime are not permitted Please do not include these costs. Sum of department fringe benefits for Year 3. Year 3 base salary plus Year 3 fringe benefits (line a + line b) Department Name: City of Round Rock Police Department ORI Code (Assigned by FBI): 2460500 Part 3: Universal Hiring Program - Budget Summary After completing Part 1 and/or Part 2, answer the following questions. If necessary attach an explanation of how you computed salaries and benefits for the worksheet. Be sure to answer EVERY question. Missing or erroneous information can greatly slow the grant- making process. 1. If your department's second- and third -year costs for salaries and/or benefits are greater than the first year, check the reason(s) why in the space below: ❑ Cost of living adjustment (COLA) Q Step raises ❑ Changes in benefits costs ❑ Other (attach an explanation) 2. If you are requesting full -time officer(s), what is the department's total 3 -year cost for salaries and benefits for one officer? (c + f + i): $125,872.96 (s) Multiply the total from (s) above by 0.75 (75 %): $ 94,405 (t). Compare (t) to $75,000. Write whichever amount is LESS: $ 75,000 (u). This is the maximum amount of Federal funds for which your department is eligible. If you are requesting part-time officer(s), what is the department's total 3 -year cost for salaries and benefits for one officer? (l + o + r): (v) Multiply the total from (v) above by 0.75 (75 %): $ (w). This is the maximum amount of Federal funds for which your department is eligible. 3. State and municipal agencies that receive Federal grants are required to have audits of those grants forwarded to a single Federal agency (Just, HUD, HHS, Transportation, etc.). The single Federal agency where such audits are sent is known as your "Cognizant Federal Agency." For assistance in determining which Federal agency receives your audits, call 1- 800 -421 -6770. Enter the name of this Federal agency in the space below: U.S. Department of Justice 4. Starting date of your fiscal year: October 1 Ending date: September 30 NOTE: UNLESS A WAIVER IS AUTHORIZED, FEDERAL FUNDS FOR EACH OFFICER CANNOT EXCEED 75 PERCENT OF 3 -YEAR COSTS OF AN ENTRY -LEVEL OFFICER'S SALARY AND BENEFITS, OR $75,000, WHICHEVER IS LESS. * IF NO FUNDS WERE BUDGETED FOR WORKER'S COMPENSATION, FICA OR UNEMPLOYMENT, PLEASE EXPLAIN. 5. Under COPS grants, the Federal share of total salaries and benefits must decrease each year, leading to full local funding by the fourth year of officer's employment. At the same time, your local share must increase each year. The percentage of total officers' salaries and benefits paid with Federal funds must be less in Year 2 than in Year 1 and less in Year 3 than in Year 2. Looking at it from the local funding perspective, the percentage of total officers' salaries and benefits paid with local funds must be more in Year 2 than in Year 1 and more in Year 3 than in Year 2. Fill out the following 3- year projection, showing how the Federal share and your share will change year by year for one officer. If applying for a waiver, you must still complete the Federal and Local amount sections as if you were not receiving a waiver. Federal Share Requirement for One Full -Time Officer's Salary and Benefits Federal Share Requirement for One Part-Time Officer s Salary and Benefits YEAR 1 YEAR 2 YEAR 3 TOTAL — 3 YEARS Federal Amount - $37,500 $22,500 $15,000 $75,000 (Percentage must decrease each year) (94.5 %) ( %) (33.9 %) $ Total (Federal Amount plus Local Amount) $ Year 1 line (I) $ Year 2 — line (o) $ Year 3 — line (r) May not exceed 75% of total costs or $75,000, whichever is smaller — line (u) Local Amount $2,199 $19,413 $29,261 $50,873 (Percentage must increase each year) (5.5 %) (46.3 %) (66.1 %) Total $39,699 $41,913 $44,261 $125,873 (Federal Amount plus Local Amount) Year 1 — line (c) Year 2 — line (f) Year 3 — line (i) Total 3 - year costs — line (s) 5. Under COPS grants, the Federal share of total salaries and benefits must decrease each year, leading to full local funding by the fourth year of officer's employment. At the same time, your local share must increase each year. The percentage of total officers' salaries and benefits paid with Federal funds must be less in Year 2 than in Year 1 and less in Year 3 than in Year 2. Looking at it from the local funding perspective, the percentage of total officers' salaries and benefits paid with local funds must be more in Year 2 than in Year 1 and more in Year 3 than in Year 2. Fill out the following 3- year projection, showing how the Federal share and your share will change year by year for one officer. If applying for a waiver, you must still complete the Federal and Local amount sections as if you were not receiving a waiver. Federal Share Requirement for One Full -Time Officer's Salary and Benefits Federal Share Requirement for One Part-Time Officer s Salary and Benefits YEAR 1 YEAR 2 YEAR 3 TOTAL -3 YEARS Federal Amount (Percentage must decrease each year) $ $ $ $ line (v) Local Amount (Percentage must increase each year) $ $ $ $ Total (Federal Amount plus Local Amount) $ Year 1 line (I) $ Year 2 — line (o) $ Year 3 — line (r) $ Total 3 - year costs — line (s) 5. Under COPS grants, the Federal share of total salaries and benefits must decrease each year, leading to full local funding by the fourth year of officer's employment. At the same time, your local share must increase each year. The percentage of total officers' salaries and benefits paid with Federal funds must be less in Year 2 than in Year 1 and less in Year 3 than in Year 2. Looking at it from the local funding perspective, the percentage of total officers' salaries and benefits paid with local funds must be more in Year 2 than in Year 1 and more in Year 3 than in Year 2. Fill out the following 3- year projection, showing how the Federal share and your share will change year by year for one officer. If applying for a waiver, you must still complete the Federal and Local amount sections as if you were not receiving a waiver. Federal Share Requirement for One Full -Time Officer's Salary and Benefits Federal Share Requirement for One Part-Time Officer s Salary and Benefits Signature The undersigned attests to the accuracy of the Budget Information submitted on the preceding pages. Name (typed) of / on ifficial: Robert Bennett Title: - 5 - / - Signature: �i � / Date: 5 City Manager DATE: May 5, 2000 SUBJECT: City Council Meeting — May 11, 2000 ITEM: 14.A.1. Consider a resolution authorizing the submission of an application to the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) for a grant to partially fund five officers for three years. The City previously has received similar grants from the COPS office, and the proposed submission seeks $375,000 over three years to hire five additional officers. The five additional officers, to be hired after Oct. 1, would bring the total number of Round Rock officers to 96, in line with the City's General Plan. Staff Resource Person: Paul Conner, Chief of Police.