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15 Grant ApplicationCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 04/O 1 /09 Council Date: Police Interim Chief Hundley 15. 04/13/09 RECOMMENDED MOTION: Move to authorize an application to the COPS Hiring Recovery Program for police officers and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Grant Application BACKGROUND: Part of the American Recovery and Reinvestment Act recently enacted provides funding for the COPS Hiring Recovery Program (CHRP) and allows the hiring of police officers for new positions or rehiring police officers who have already been laid off. This is not a new program as the Department has had officer positions funded by this program in years past. CHRP grant pays 100 percent of the entry level pay for an officer for 36 months. There are no matching funds required and no decreasing level of funding throughout the period of the grant. There are stipulations regarding how the grant is funded and what is required by the entity accepting the grant. Any salary increase due to cost of living, successfully completing training or probation, longevity or rank pay are not included in the grant and are the responsibility of the local agency. More importantly, this grant requires an agreement from the participating entity to fully fund any position created or retained by the grant for a period of 12 months following the end of the 36 month grant period above and beyond the budgeted positions. The grant requirement specifically mentions not being able to use attrition for these grant positions to exist for the 12 months. There are no provisions in the grant for the cost of the hiring process, training or equipment. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: CHRP Program description ACTION: UDGET INFO: ❑ Financial Report ❑ Minute Order [Expense $ ❑ Department Report ❑ Resolution udgeted Amt. $ ❑ Presentation ❑ Ordinance y'I'D Actual $ ❑ P H li ub c earing ❑ Other Acct. Name Acct. Number Fiscni. NoTES: REVIEWED AND APPROVED BY: Z Administrarion Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court ❑ Legal ❑ Library Z Police ❑ Eng./Public Works ❑ Utiliries City of Paris (11) 0 3~-j Revised 2/04/08 . BACKGROUND (CONTINUED): Staff seeks direction from Council on which of two options to pursue: Six additional positions - our present patrol shift structure when we are fully staffed allows for nine officers on three of our patrol shifts with eight officers assigned to the fourth shift. By adding six positions, one additional officer could be assigned to three shifts, two officers assigned to the shift of eight creating a balance of ten officers on each patrol shift. A ten officer shift improves our preventive patrol, can be move involved with traffic enforcement, and can also be more active in community policing concepts. The additional officer position not used in patrol would be assigned SRO duties with PISD to regain that lost position. 2. Three additional positions - by adding three positions, one officer would be assigned to the replacement SRO position with PISD, one officer would be assigned as a Community Oriented Policing position with the Paris Housing Authority, and one would be assigned to the Downtown Patrol Section 7. PHA made a request to the department for officers to be assigned and offered office space for a storefront police station. At the end of the 36 month grant period, Council would need to budget funding for any officer position funded by the grant for either option. Option 1 would have an approximate cost of $330,000 in the fourth year. The estimate of what the grant would pay for six officers for the 36 months at entry level pay is $883,188. The City would receive the services of six officers for four years which, if funded by the City alone, would be at an approximate cost of $1,297,584. With the grant funding, the City, in partnership with PISD and PHA, would receive the services of six officers far four years for $330,000. With PISD and PHA funding for the final year, that figure drops to $265,934. Option 2 would have an approximate cost of $162,000 in the fourth year. The estimate for what the grant would pay for three officer positions for the 36 months at entry level pay is $441,576. The City would receive the services of three officers for four years which, if funded by the City alone, would be at an approximate cost of $648,000. The last year of the grant would require $162,000 from the City. With PISD and PHA funding applied to the final year of the grant, that figure drops to $97,934. Note that these are not exact costs due to any increase in salary or benefits would not be covered by funding from the grant. Any increase or additional costs are mandated to be funded by the city. City of Paris Revised 2/04/08 ~q A DRAFT RESOLUTION N0 attorney\reswork\current\COPS Grant Application 2009 . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, APPROVING AND AUTHORIZING THE CITY MANAGER AND OTHER CITY OFFICIALS TO EXECUTE THE APPLICATION AND ALL OTHER NECESSARY DOCUMENTS INCIDENT TO SEEKING A GRANT FROM THE U. S. DEPARTMENT OF JUSTICE, OFFICE OF COMMUNITY ORIENTED POLICING SERVICES, FOR FUNDIIVG FOR COPS UNIVERSAL HIRING PROGRAM GRANTS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the U. S. Department of Justice, Office of Community Oriented Policing Services, provides funding for the COPS Universal Hiring Program Grants; and, WHEREAS, the City Council of the City of Paris is desirous of processing a grant application to pay for salary and benefits of six (6) Police Officers for three (3) years, at a total cost of $ .00, with no matching funds; and, [oR] WHEREAS, the City Council of the city of Paris is desirous of processing a grant application to pay for salary and benefits of two (2) Police Officers at a total cost of $ . with no matching funds. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That an application be made to the U. S. Department of Justice, Office of Communiry Oriented Policing Services, to provide funding for the COPS Universal Hiring Program Grant, in the amount of $ , to pay for salary and benefits of one over a three (3) year period for Section 3. That at the end of the three (3) year grant period the City of Paris on its own behalf, the City of Paris agrees to continue the COPS University Hiring Program for at least one (1) additional year, at the sole cost and expense of the City of Paris. Section 4. That the City Manager be, and he is hereby, appointed as the Authorized Official of said project and is authorized and directed to execute, on behalf of the City of Paris, the application for grant under the terms and conditions and in the form shown in Exhibit A, attached hereto, and the grant acceptance notice at such time the grant is awarded. 3Q1 b Section 5. That the Interim Police Chief be, and he is hereby, appointed as Project Director and is hereby authorized to execute and deliver, on behalf of the City of Paris, all reports, communications, assurances, and documents necessary for the completion of said project. Section 5. That the Director of Finance be, and he is hereby, authorized and directed to serve as the Financial Officer for said project and to receive and distribute funds for purposes of paying for salary and benefits for Police Officers for Section 6. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 13th day of April, 2009. jesse james Freelen, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney 3q G COPS Hiring Recovery Program (CHRP) COPS Hiring Recovery Program (CHRP) Overview The COPS Hiring Recovery Program (CHRP) is funded through the American Recovery and Reinvestment Act (Recovery Act) of 2009, P.L.111-5, and provides funding directly to law enforcement agencies to hire and/or rehire career law enforcement officers in an effort to create and preservejobs, and to increase their community policing capacity and crime- prevention efforts. CHRP grants cover 100 percent of the approved entry-level salary and fringe benefits of each newly-hired and/or rehired, full-time sworn career law enforcement officer over three years (36 months). There is no local match or cap on the amount of funding that can be requested, but CHRP grant funding will be based on your agency's current entry-level salary and fringe benefits for full-time sworn officers. Any additional costs for higher than entry-level salaries and fringe benefits will be the responsibility of the grantee agency. The COPS Office reserves the right to reduce any request based on funding availability and/or other factors as determined by the COPS Office. Funding under this program may be used to: • Hire new officers, which includes filling existing officer vacancies that are no longer funded in your agency's budget. These positions must be in addition to your current budgeted (funded) level of sworn officer positions, and the officers must be hired on or after the official grant award start date as it is listed on your agency's award document. • Rehire officers who have already been laid off (at the time of the application) as a result of state, local, or tribal budget cuts. The rehired officers must be rehired on or after the official grant award start date as it appears on your agency's award document. Documentation must be maintained showing the date(s) that the positions were laid off and rehired. • Rehire officers who are (at the time of the application) currentlyscheduled to be laid off on a future date as a result of state, local, or tribal budget cuts. Grantees will be required to continue funding the positions with local funding until the date(s) of the scheduled lay-offs. The dates of the scheduled lay-offs and the number of positions affected must be identified in the CHRP application. In addition, documentation must be maintained detailing the dates and reason(s) for the lay-offs. Furthermore, agencies awarded will be required to maintain documentation that demonstrates that the scheduled lay-offs are occurring for local economic reasons unrelated to the availability of CHRP grant funds; such documentation may include local council meeting minutes, memoranda, notices, or orders discussing the lay-offs, budget documents ordering jurisdiction-wide budget cuts, and/or notices provided to the individual officers regarding the lay-offs. An applicant may request funding in one or more of the above-referenced hiring categories under CHRP. If your agency receives a CHRP grant and aher receiving the grani, your agency needs to change one or more of the funded hiring categories it received funding under, your agency must request a post-award grant modification and must receive prior approval before spending CHRP funding. To obtain information on modifying a CHRP grant award, please contact the COPS Office Response Center at 800.421.6770. ~V1 ~ COPS Hiring Recovery Program ((HRP) Please note that unless your agency is a Federally Recognized Tribe contracting with the Bureau of Indian Affairs for law enforcement services, contractual arrangements for law enforcement services are not fundable under CHRP. An applicant may not reduce its budget for sworn officers just to take advantage of the CHRP grant. Any budget cut must be unrelated to the receipt of CHRP grant funds to avoid a violation of the COPS statute nonsupplanting requirement. The nonsupplanting requirement means that COPS grant funds must be used to supplement (increase) state, local or Bureau of Indian Affairs (BIA) funds that would have been dedicated toward the grant purpose if federal funding had not been awarded. CHRP grant funds must not be used to replace local funds that agencies otherwise would have devoted to sworn officer hiring. The hiring or rehiring of officers under CHRP must be in addition to, and not in lieu of, officers who otherwise would have been hired or rehired with local funds. For additional information on the COPS nonsupplanting requirement as it applies to CHRP, please refer to the nonsupplanting FAQs at http://www.cops.usdQi.aov/Default.asp?ltem=2119. Furthermore, all grant recipients must retain any CHRP-funded officer positions awarded for at least 12 months after the 36 months of federal funding has ended for each position. Applicants are required to affirm in their CHRP grant application that their agency plans to retain any additional officer positions awarded following the expiration of the grant, and identify their planned source(s) of retention funding. Please note that if your agency receives a CHRP grant, your agency must comply with all of the data tracking, collection and reporting requirements under the Recovery Act and CHRP on a timely basis. Grant recipients shall promptly refer to the Office of the Inspector General (OIG) any credible evidence that a person has submitted a false claim under the False Claim Act or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity or similar misconduct involving CHRP funds. The OIG may be contacted at QIG.hotlinePusdoi.aov. www.usdoj,gov/oig/F01A/hotline.htm and 800.869.4499. Misuse of CHRP funds and/or failure to comply with all COPS grant requirements may result in suspension or termination of grant funds, the repayment of grant funds and/or other remedies available by law. Please be advised that a hold may be placed on this application if it is deemed that the applicant agency is not in good standing on other U.S. Department of Justice grants, has other grant compliance issues that would make the applicant agency ineligible to receive COPS funding, and/or is not cooperating with an ongoing compliance investigation regarding a current COPS grant award. A hold may also be placed on this application if it is deemed that the applicant agency is not in compliance with federal civil rights laws and/or is not cooperating with an ongoing federal civil rights investigation. 3 ~ l=,