HomeMy WebLinkAbout2017-12-04-J01D COPS Program AwardAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: December 4, 2017
AGENDA ITEM:Consideration of approval of a motion approving and accepting
Community Oriented Policing Services (COPS) Hiring Program Award
FORMAT:Consent Agenda
SYNOPSIS INCLUDING PRO & CON: The Waukee Police Department was awarded a
COPS grant in the amount of $125,000 over the next 3 years to add one
additional officer during the aforementioned time frame. The city’s
match is approximately $90,000 over the same three year period. The
salary and benefits of that will be covered by the grant for the newly
hired officer will be 75% the first year, 50% the second year, and 25%
the third year.
The Waukee Police Department will be establishing a Community
Oriented Policing position, who will handle the department’s community
oriented policing programs and have oversight of SRO officers in the
schools. The Waukee Police Department plans to start the grant in July
and send the newly hired officer through the academy in August. If the
award is accepted by the City, the Waukee Police Department is required
to hire an officer to avoid supplanting.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT:
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. U.S. Department of Justice award letter – 11/20/2017
PREPARED BY:Police Chief John F. Quinn
REVIEWED BY:
PUBLIC NOTICE INFORMATION –
NAME OF PUBLICATION:
DATE OF PUBLICATION:
J1D
November 20, 2017
Chief of Police John Quinn
Waukee Police Department
1300 L.A. Grant Parkway
Waukee, IA 50263
Re: COPS Hiring Program Award #2017UMWX0010
ORI #IA02504
Dear Chief of Police Quinn:
Congratulations! On behalf of Attorney General Jeff Sessions, I am pleased to inform you that the Office of
Community Oriented Policing Services (COPS Office) has approved your agency for 1 officer positions under
the 2017 COPS Hiring Program (CHP). The estimated amount of federal funds to be awarded to your
jurisdiction over the three-year award period is $125,000.00. Your local cash match will be $89,582.00. Your
agency may use CHP award funding to hire new officers or rehire officers who have been laid off or are
scheduled to be laid off on a specific future date, as a result of local budget reductions, on or after the official
award start date. Please note that any changes to the awarded hiring categories require an official review and
approval by the COPS Office.
To officially accept and begin your CHP award, your agency must access the COPS Office website at
www.cops.usdoj.gov and select the Account Access link in the upper-right corner to log in, review, and
electronically sign the Award Document (including Award Terms and Conditions) and any special conditions as
applicable.
To electronically sign your Award Document, the appropriate Account Roles with E-Signature and User
Permissions must be established and assigned in the COPS Office Agency Portal. The Agency Portal Instruction
Manual, currently available on the COPS Office website at http://cops.usdoj.gov/pdf/UserGuide.pdf, has been
enhanced to include a Quick Step Guide. This guide will provide your agency with all of the information
needed to successfully establish Account Roles and assign User Permissions in preparation to sign the Award
Document, as well as manage many aspects of your CHP award online. Please review and follow these steps
carefully as this is the only method for signing your Award Document.
The CHP award start date is November 1, 2017. Therefore, your agency can be reimbursed for allowable and
approved expenditures made on or after this date. Please be advised that some of your requested items may not
have been approved by the COPS Office during the budget review process. When you receive your award
package, please carefully review your Financial Clearance Memorandum (FCM) to determine your approved
budget, as award funds may only be used for approved items. The FCM will specify the final award amount and
will identify any disallowed costs. We strongly encourage you to immediately visit CHP web page at
http://cops.usdoj.gov/Default.asp?Item=2367 and access a supplemental online award package that contains a
variety of important and helpful documents that will assist you with the implementation of your award,
including the 2016 CHP Award Owner’s Manual, which specifies the programmatic and financial terms,
conditions, and requirements of your award. Please print out a copy of your application and maintain it with
your award file records.
As a reminder, all positions awarded under CHP (or an equal number of veteran officers) must initiate or
enhance community policing in accordance with the community policing strategy described within Section 6 of
your application. If, for any reason, your agency finds that your community policing strategies 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 strategies), please revise the
strategy accordingly and submit it to the COPS Office for review and approval.
As part of 2017 CHP, your agency will be required to submit quarterly Federal Financial Reports (SF-425) as
well as quarterly program progress reports. CHP award recipients should be prepared to track and report CHP
funding separately from other funding sources (including other COPS Office and federal awards) to ensure
accurate financial and programmatic reporting on a timely basis. Your agency should ensure that you have
financial internal controls in place to monitor the use of CHP funding and ensure that its use is consistent with
the award terms and conditions.
Also, please remember that CHP award recipients must retain all sworn officer positions funded under the 2017
CHP award 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 award. In your 2017
CHP application, your agency was required to affirm that it plans to retain the additional officer positions
funded following the expiration of the award, and to identify the planned sources of retention funding. If, during
the life of the award, you have questions regarding the retention requirement or your retention funding sources,
please contact the COPS Office for assistance.
We look forward to working with your agency in a productive partnership to further your community policing
efforts. If you have any questions about your award, please do not hesitate to call your Grant Program Specialist
through the COPS Office Response Center at 800-421-6770.
Sincerely,
Russell Washington
Acting Director