Item #12 Approval to Hire (3) Three Officers Utilizing Monies from the 2010 COPS the Center of Good Li
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AGENDA ITEM COVER SHEET
Meeting Date: December 7, 2010
Item # ja
Reviewed By:
Contact Name: S. Goclon Department Director: Charles .ja own
Contact Number: X3027 City Manager: Rob Frank
✓/
Subject: Approval to hire three (3) officers utilizing monies from the 2010 COPS Hiring Program Grant
Background Summary:
On March 16, 2009, the Ocoee Police Department applied for a COPS Hiring Program Grant. The grant would
fund salaries and benefits for three (3) sworn police officers for three (3) years. On September 16, 2010, the
Ocoee Police Department received notification that it was awarded the grant. The amount awarded for three (3)
officers' salaries and benefits for a three (3) year period is $627,108. The City of Ocoee must pay for the initial
start up costs for uniforms and equipment (approximately $6,000 per officer). In order to be in compliance with
the grant requirements, the City must retain the new officers for a minimum of 12 months following the
conclusion of the three (3) year period. Federal equitable sharing monies (forfeiture funds) may be used to equip
and pay the City's final year obligation of the salaries and benefits of these officers. As one (1) of the officer
positions is a currently frozen position and two (2) of the positions would be new, a budget amendment will be
necessary.
Issue:
Should the Honorable Mayor and Board of City Commissioners authorize the Ocoee Police Department to hire
three (3) sworn police officers utilizing monies from the 2010 COPS Hiring Grant?
Recommendations:
It is recommended that the Honorable Mayor and Board of City Commissioners authorize the Ocoee Police
Department to hire three (3) sworn police officers utilizing monies from the 2010 COPS Hiring Grant?
Attachments:
COPS Grant award letter
Financial Impact:
Not more than $18,000 to pay for the initial uniforms and equipment for three (3) officers. The City must retain
the new officers for a minimum of 12 months following the conclusion of the three (3) year grant period. Federal
equitable sharing monies (forfeiture funds) may be used for these purposes. As one (1) of the officer positions is
a currently frozen position and two (2) of the positions would be new, a budget amendment will be necessary.
Type of Item: (please mark with an "x ")
Public Hearing For Clerk's Dept Use:
Ordinance First Reading _ Consent Agenda
Ordinance Second Reading Public Hearing
Resolution ✓ Regular Agenda
x Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. , N/A
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�' -- U.S. Department of Justice
Office of Community Oriented Policing Services (COPS)
Office of the Director
1100 Vermont Avenue, N.W.
Washington, DC 20530
September 30, 2010
Chief of Police Charles Brown
Ocoee Police Department
646 Ocoee Commerce Parkway
Ocoee, FL 34761
Re: COPS Hiring Program Grant # 2010UMWX0075
ORI #: FL04803
Dear Chief of Police Brown:
Once again, I would like to congratulate you on receiving a COPS Hiring Program (CHP)
award. Your award is for 3 officer positions and $627,108 in federal funds over a three -year grant
period. Your agency may now begin hiring or rehiring officers to fill CHP 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 of the date of this letter 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 two pages
of CHP Grant Terms and Conditions. You should read and familiarize yourself with all 16 terms and
conditions that apply to your CHP award.
A supplemental online award package for CHP grantees can be found at
http:/ /www.cops.usdoj.gov/Default.asp ?Item =2367. We strongly encourage you to visit this site
immediately to access a variety of important and helpful documents associated with your award,
including the CHP 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 CHP application was as sub'ect to a thorough
PIS subject g
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 applicatiotilit'
https: / /www.cops.usdoj.gov, 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 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. The Final Funding Memorandum also includes the specific hiring
category(ies) awarded under your CHP grant. Please review both documents carefully, as your
agency may only be reimbursed for the amounts and approved cost categories indicated.
As a reminder, under CHP 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 6 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).
•
Finally, please remember that grantees must retain all sworn officer positions awarded under
the CHP grant for a minimum of 12 months following the 36 -month federal funding period. The
retained CHP - 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 CHP 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 CHP 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,
•
Le-we /
Bernard K. Melekian
Director
U. S. Department of Justice
Office of Community Oriented Policing Services
2010 COPS Hiring Program Grant Terms and Conditions
By signing the Award Document to accept this COPS Hiring Program (CHP) grant, the grantee agrees to abide by the following grant
terms and conditions:
1. Grant Owner's Manual, The grantee agrees to comply with the terms and conditions in the COPS Hiring 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); applicable representations made in the original CHP grant applications; and/or the CHP application
update and all other applicable program requirements, laws, orders, regulations, or circulars.
2. Assurances and Certifications. The grantee acknowledges its agreement to comply with the Assurances and Certifications forms that
were signed as part of its CHP application.
3. Allowable Costs. The funding under this project is for the payment of approved full -time entry-level- salaries and fringe benefits over
three years (for a total of 36 months of funding) for career law enforcement officer positions hired and/or rehired on or after the official
grant award start date. Any salary and fringe benefit costs higher than entry-level that your agency pays a CHP - funded officer must be paid
with local funds.
Your agency is required to use CHP grant funds for the specific hiring categories awarded. Funding under this program may be used for the
following categories:
a. Hiring new officers, which includes filling existing officer vacancies that are no longer funded in your agency's budget due to state, local,
or tribal budget cuts;
b. Rehiring officers who had already been laid off at the time of application as a result of state, local, or tribal budget cuts; and/or
c. Rehiring officers who were, at the time of application, scheduled to be laid off on a future date as a result of state, local, or tribal budget
cuts. If your agency's local fiscal conditions have changed and your agency needs to change one or more of the funded hiring categories,
your agency should request a post -award grant modification to receive prior approval before spending CHP funding under the new
category.
The Financial Clearance Memorandum, included in your award package, specifies the amount of COPS Hiring 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
Memorandum (FFM), which is also included 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 the Financial
Clearance Memorandum. Your agency may not use CHP funds for any costs that are not identified as allowable In the Final Funding
Memorandum and Financial Clearance Memorandum.
Only actual allowable costs incurred during the grant award period will be eligible for reimbursement and drawdown. If your agency
experiences any cost savings over the course of the grant (for example, your grant application overestimated the total entry level officer
salary and fringe benefits package), your agency may not use that excess funding to extend the length of the grant beyond 36 months. Any
funds remaining after an agency has drawn down for the costs of salaries and fringe benefits incurred during the 36 -month funding period
for each awarded position will be deobligated during the closeout process, and should not be spent by your agency.
4. $upolementing, Not Supplanting. State, local, or tribal funds budgeted to pay for sworn officer positions irrespective of the receipt of
CHP grant funds may not be reallocated to other purposes or refunded as a result of a CHP grant being awarded. Non - federal funds must
remain available for and devoted to that purpose, with CHP funds supplementing those non - federal funds. Funding awarded cannot be
obligated until after the grant award start date. This means that CHP funds cannot be applied to any agency cost prior to the award start
date. In addition, your agency must take active and timely steps pursuant to its standard procedures to fully fund law enforcement costs
already budgeted as well as fill all locally funded vacancies resulting from attrition during the life of the grant.
5. Retention. At the time of grant application, your agency committed to retaining all sworn officer positions awarded under the CHP
grant with state and/or local funds for a minimum of 12 months following the conclusion of 36 months of federal funding for each position,
over and above the number of locally - funded swom officer positions that would have existed in the absence of the grant. Your agency
cannot satisfy the retention requirement by using CHP - funded positions to fill locally- funded vacancies resulting from attrition.
6. Extensions. Your agency may request an extension of the grant award period to receive additional timeioirnptentent your 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 difficulties in filling COPS - funded positions, officer turnover, or
other circumstances that interrupt the 36 -month grant funding period. An extension allows your agency 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. Any extension requests received after an award has expired will be approved only under very limited
circumstances.
Page 1 of 2
U. S. Department of Justice
Office of Community Oriented Policing Services
2010 COPS Hiring Program Grant Terms and Conditions
7. Modifications. During the CHP grant award period, it may become necessary for an agency to modify its CHP grant award due to
changes in an agency's fiscal or law enforcement situation. 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, reduce the total number
of positions awarded, shift funds among benefit categories, and/or reduce the entry-level salary and fringe benefit amounts. For example,
an agency may have been awarded COLP grant funding for ten new, additional full -time sworn officer positions, but due to severe fiscal
distress/constraints, the agency determines it is unable to sustain all ten positions and must reduce its request to five full -time positions; or
an agency may have been awarded CHP grant funding for two new, additional sworn officer positions, but due to fiscal distress/constraints
the agency must change the hiring category from new hires to rehires to prevent lay -offs. Grant modifications under CHP are evaluated on
a case -by -case basis. An agency may implement the modified grant award following written approval from the COPS Office. Please be
aware that the COPS Office will not approve any modification request that results in an increase of federal funds.
8. Evaluations. The COPS Office may conduct monitoring or sponsor national evaluations of the COPS Hiring Program. The grantee
agrees to cooperate with the monitors and evaluators.
9. Reports. To assist the COPS Office in the monitoring of your award, your agency will be responsible for submitting quarterly
programmatic progress reports and quarterly financial reports.
10. Grant Monitoring Activities, 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 programmatic reporting, and audit resolution. As a COPS CHP grantee, you agree to cooperate with and respond to any
requests for information pertaining to your grant.
11. Equal Employment Opportunity Plan (EEOP). 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. Employment Eligibility. 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.
13. Community Policing. Community policing activities to be initiated or enhanced by your agency were identified and described in your
original COPS grant application, and /or 2010 CHP application update with reference to each of the following elements of community
policing: a) community partnerships and support; b) related governmental and community initiatives that complement your agency's
proposed use of CHP funding; and c) how your agency will use the funds to reorient its mission or enhance its commitment to community
policing.
The COPS Office defines community policing as a philosophy that promotes organizational strategies, which support the systematic use of
partnerships and problem - solving techniques, to proactively address the immediate conditions that give rise to public safety issues such as
crime, social disorder, and fear of crime. CHP grants must be used to initiate or enhance community policing activities. All newly hired,
additional or rehired officers (or an equal number of redeployed veteran officers) funded under CHP must engage in community policing
activities.
14. Contracts With Other Jurisdictions. Grantees that provide law enforcement services to another jurisdiction through a contract must
ensure that officers funded under this 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 CHP funds to pay for a contract to receive law enforcement
services from another agency.
15. False Statements. 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. Additional High -Risk Grantee Requirements. The recipient agrees to comply with any additional requirements that may be
imposed 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).
Page 2 of 2
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U. S. Department of Justice
rs Vii;
Community Oriented Policing Services
Grants Administration Division
COPS Hiring Program
1100 Vermont Avenue. NW
Warhington, DC 20530
Memorandum
To: Chief of Police Charles J. Brown
Ocoee Police Department
From: Andrew A. Dorr, Assistant Director for Grants Administration
Re: COPS Hiring Program 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 / Adjustments are noted below.
OJP Vendor #: 596019764 ORI #: FL04803 DUNS #: 096268776 Grant #: 2010UMWX0075
Budget Category Proposed Budget Approved Budget Adjustments Disallowed /Adjusted - Reasons /Comments
Personnel $372,000.00 $372,000.00 $0.00 '
Fringe Benefits $255,108.00 $255,108.00 $0.00
Direct Costs: $627,108.00 $627,108.00 $0.00
Grand Total $627,108.00 $627,108.00 60.00
Grand Total: Federal Share: $ 627,108.00
Applicant Share: $ 0.00
Cleared Date:
Overall Comments:
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