22-RESOLUTION, GRANT NARRATIVE FOR CJAD FOR SOFTWARE INTERFACE FROM CISSubmittal Date:
O1/31/2011
Council Date:
02/ 14/2011
CITY COUNCIL AGENDA ITEM BRIEFING SHEET
Originating Department: Presented By: Agenda Item No.:
Police
Chief Hundley
22.
RECOMMENDED MOTION:
Move to approve a resolution authorizing the application for Criminal Justice Assistance Division of the
Governor's Office, for $15,000 (application #2469501) for a software interface from CIS for accident
reports; and authorizing the City Manager to negotiate and execute all necessary documents
POLICY ISSUE(S):
Grant .
l3ACKGROUND:
We have been made aware of grant opportunities through the Governor's Office for a one time, one year
equipment grant. The police department would like to apply for funding to purchase a software
interface from our records management vendor for accident reports. Due to changes in the manner of
how TxDOT accepts accident reports, these reports are entered into the records management system by
records clerks. This interface would allow the accident report to be imported into the records system
electronically without much human intervention. There is no cash or in-kind match required in the
grants. We are not totally optimistic about the probability of the grants being awarded due to the
economic situation. Last year, throughout our Council of Government area, 1.2 million worth of grants
applications were turned in for what amounted to $73,000.00 worth of funding.
tSOARD/I;OMMISSION KECOMMENDATION:
r,XH113ITS:
Resolution, Grant Narrative
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
❑ D
Expense
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epartment Report Z Resolution
❑ Present
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❑ O
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Budgeted Amt.
$
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❑ Public Hearin
❑ Oth
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Acct. Name
L`t T. T.~
Acct. Number
1' 1 JI.AL 1 V V 1 L'' J:
REVIEWED AND APPROVED BY:
~ Administration E City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court Z Legal ❑ Library Z Police ❑ Eng./Public Works ❑ Utilities
City of Paris - 160 Revised 2/04/08
DRAFT
S:\RESWORK\CURRENT\PD Accident Report SoCtware Grant App RES 2011.docx
RESOLUTION N0.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
AUTHORIZING AN APPLICATION TO THE GOVERNOR'S OFFICE,
CRIMINAL JUSTICE DIVISION FOR FUNDING FOR $15,000 FOR AN
ACCIDENT REPORTING SOFTWARE INTERFACE; AUTHORIZING THE
CITY MANAGER TO NEGOTIATE AND EXECUTE ANY AND ALL
NECESSARY DOCUMENTS; MAKING OTHER FINDINGS AND PROVISIOIVS
RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Paris, Texas finds it in the best interest of
the citizens of Paris, Texas and Lamar County to seek funding from the Governor's Office,
Criminal Justice Division for an equipment grant for an accident reporting software
interface; and,
WHEREAS, the City of Paris Police Department, in Application No. 2469501, will
apply for funding to purchase a software interface from the Department's records
management vendor for the use of accident reporting; and,
WHEREAS, this is a one-time, one-year grant for $15,000 and there is no cash or in-
kind match required by the City; and,
WHEREAS, the City of Paris agrees that in the event of loss or misuse of the Criminal
Justice Division funds, the City of Paris assures that the funds will be returned to the
Criminal Justice Division in full; and,
WHEREAS, the City of Paris, Texas designates the City Manager as the grantee's
authorized official. The authorized official is given the power to apply for, accept, reject,
alter or terminate the grant on behalf of the applicant agency;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS, THAT:
Section 1. The findings set out in the preamble to this resolution are hereby in
all things approved.
Section 2. The City Council of the City of Paris, Texas approves submission of
grant Application No. 2469501 for software interface to the Governor's Office, Criminal
Justice Division.
Section 3. The City Manager of the City of Paris be, and he is hereby designated
as the grantee's authorized official and is authorized and directed to negotiate and execute,
on behalf of the City of Paris any and all documents necessary to apply for, accept, reject,
alter or terminate the grant.
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Section 4. This resolution shall be effective immediately upon passage.
PASSED AND APPROVED this 14th day of February, 2011.
Will Biard, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
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Print This Page
Agency Name: City of Paris
Grant/App: 2469501 Start Date: 9/1/2011 End Date: 8/3012012
Project Title: Accident Repori RMS Interface
Status: Application Pending Submission
Narrative Information
introduction
The Narrative section is the description of your project. It is important that the information you provide about your project is clear and as
concise as possible. Note: All applicants must certify to the eligibility ~equirements specific to the fund source. The minimum requirements
to complete this page are the Program Requirements, Problem Statement, Supporting Data, Goal Statement, and Projett
Summary sections. We rec4_mmgnd that you complete any sections applicable to your project to assist in the appfication review process.
Click on the Save and Continue button at any time to save the information entered on this page. If you do not click on this button and
navigate away from the page, your work will be lost. When you click the Save and Continue button, you may receive several error
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that point, you have 2 hours to complete the information on that tab correctly. If you do not complete the information correctly (for the
required fields) and then you click on the Save and Continue button, you will be redirected to the eGrants Home Page. If this happens,
your data will not be saved in the system. You may also choose to compose a message on this page for OOG tn review. This can be
done by typing in the Notes By Grantee / OOG message box,
Getting Started
On this tab you will notice a cer[ain icon that is displayed.
• Q= an information icon - this nelp icon is next to certain items that may need further explanation. Simply click and review the
information provided in the pop up window.
Primary Mission and Purpose
The purpose of Criminal ]ustice Programs is to redur_e crime and improve the criminal justice system.
Funding Levels
The anticipated funding levels for C:rirninal Justice Programs are as follows:
• Minimum Award - $10,000
• Maximum Award - None
• Matching Funds - None
For more information regarding grantee match, please click on the Budget tab, and then click on the Souree of Match tab in eGrants.
Note: If you voluntarrly include mafching funds, you will be held to fhat amount throughout the granf period.
Program Requirements
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Note: The Criminal Justice Program is funded through both federal and state fund sources. The requiremen[s for this furni
source are subject to change pursuant to actions of the U.S. Congress and federal guidance. All awards are subject co the.
availability of appropriated funds and any modifications or additional requirements that may be imposed by law.
Preferences - Preference will be ylven to appiicants who demonstrate cost effective prograrns focused on a comprehensive and effective
approach to services that compliment the criminal justice system while performing the following activities:
1. Tar9et statistically supported areas of violent Crime.
2. Promote the use of inter-loral agreements (Texas Government Code, Chapter 791) to target statistically supported a-ime threats to
a specified geographical area.
3. Promote intelligence sharing, crime reporting and communication.
4. Promote comprehensive so utions to local cnminal justice priorities.
Prohibition on Serviny Certain Adult Offenders - Applicants will not serve adult offenders charged with, given deferred ,3djuciication
for, or convicted of violent or other serious crimes including murder, arson, robbery, sexual assault, aggravated sexual assault, burglary,
felony drug crimes, crimes against children, kidnapping, aggrevated kidnapping, and manslaighter, unless the executive director of C7D
grants an exception.
Purpose Areas
Applicant assures that its proposec project meets at: least one of the following Purpose Areas to be eligible for funding:
l.aw Enforcement - Supports state :3nd local law enforcement agencies that address violent crime or statistically supported rriajor crime
initiatives at the local level.
Prosecution and ourt - Progrems -hat improve the prosecution of serious and violent crimes, including those that reduce the time from
arrest to disposition.
T-Qchnology - Programs that implei7ent or expand a law enforcement agency's ability to report and analyze crime. Applicant assures that
any criminal intelligence databases developed under this program will comply with 28 CFR Part 23.
Corrections and nmmunitv Correc tio
;ns - Programs that reintegrate adults into the community.
Druq Treatm.n - Progrems that target substance abuse treatment for adults who have been court ordered to participate, including drug
courts and projects that serve as alternatives to incarceration.
Program Income
Applicant agrees to comply with all federal and state rules and regulations for program income and agrees to report all program income
that is generated as a result of the project's activities. Applicant agrees to report progrem income to C]D through a fonnal grant
adjustment and to secure CJD approval prior to use of the program income. Applicant agrees to use program income fer allowable costs
and agrees to expend program income immediately aRer CJD's approval of a grant adjustment and prior to requesting reimbursement of
CJD funds.
Deduction Method - Program income shall be deducted from total aliowable costs to determine the net allowable cos[s. Program income
shall be used for current costs unless CJD authorizes otherwise. Program income which the grantee did not anticipate at the time of the
award shall be used to reduce the C:JD award and grantee match rather than to increase the funds committed to the project.
Asset Seizure~and Forfeitures - Program income from asset seiwres and forfeitures is considered earned when the property has been
adjudicated to the benefit of the plaintiff (e.g., law enforcement entity).
Seizures and Forteitures
Applicant agrees to comply with thel foilowing:
1. Applican[ will maintain on file and provide a copy of the asset sharing agreement between the applicant agency and any other
criminal justice agency outlining the distribution of assets forteited in the course of grant-related activities. The asset agreement
must clearly describe the distribution of forfeited assets within the grantee agency in regards to grant funded and non-grant funded
personnel participating in grant-related activities.
2. Applicant shall maintain a logbook of all assets seized in the course of grant-related activities. The logbook shall record the assets
seized, the date and time oP the asset seizure, the case number of the incident involving the asset seizure, the name of the grantee
agency employee(s) who were: involved in the seizure of the assets, the date seized assets are forfeited, the date forFeitecl assets
are liquidated if not cash, and the final disposition of cash from cash forfeitures or property sales to the grantee agency.
Uniform Crime Reporting
Applicant assures that if it operates a law enforceme:nt agency, the agency is current and has been current in reporting required Part I
violent crime data for the three previous years to the Texas Department of Public Safety, ancl will continue timely reporting of required
Crime data throughout the grant period.
Criminal History Reporting
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Applicant assures that they are currently reporting and will maintain timely reporting of all information required un(ier the Texas Code of
Crimrnal Procedure, Chapter 60.
Constitutional Compliance
Applicant assures that they will enrlage in no activity that violates Constitutional law including profiling based upon race.
Informativn Systems
Applicant assures that any new criminal justice information systems will comply with data sharing standards for the Glubal Justice XML
Data Model and the National Inforrnation Exchange Model.
Justice Assistance Grant (JAG) Program
Applicant assures that if its agency was eligible to apply, it did apply for a 2010 direct award from the Bureau of )ustice Assistance for )FiG
Funds under the Edward Byrne Mernorial Justice Assistance Formula Grant Program: Local Solicitation.
Was your agency eligible For a;diry:~ct..a..ward)?
X Yes
No
Did your agency appiy for these fu-ids?
X Yes
No
If you selected Yes above, provide the amount you are eligible to receive, or have aiready received.
Enter the amount of JAG Funds:
19000
If you selected Yes above, describe Yiow you plan to use the funds.
The funds were split 50/50 between the City of Paris and Lamar County. The Lamar County Sheriff;s office used the funds towards the
purchase of a patrol vehicle. The polir.e department purchased digital cameras, fingerprint kits, 2 radar units, and headsets for
communications operators.
Community Planning Participation
Did the applying agency particioate! in the Local or Regional communiry planning process?
Seled the appropriate response:
X Yes
No
_ N/A
Civil Rights Liaison
A civil rights liaison who will serve as the grantee's civii rights point o' contact and who will be responsible for ensuring that rhe crantee
meets all applicable civil rights requirements must be designated. The designee will act as the grantee's liaison in civif rights matLers with
CJD and with the federal Office of Justice Programs.
Enter the Name of the Civil Rights f.iaison:
Gene Anderson
Enter the Address for the Civil Rights Liaison:
135 SE lst St Paris, TX 75460
Enter the Phone Number for the Civil Rights Liaison:
9037849241
Certification
Each applicant agency will certify to the specific criteria detailed above under Program Requirements to be eligible for funding under the
Criminal )ustice Programs Solicitation.
X I certify to all of the above e.tigibility requirements.
Problem Statement:
Please provide a detailed account in the Problem Statement section of the existing issues your project will target.
Enter your problem statement:
When TXDOT took over the acciderit reporting from DPS, we have suffered through many revisions oF the state form. We haci purchased
software for use in the patrol cars cn scene to make out accident reports. Due to TXDOT constantly changing the form, we are no longer
able to complete the forms in the cars. Secondly, there is no interface between the TXDOT forms and the records management system
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currently in use at the department. This means after the officers collect the information on the accident, another step is required to enter
the data into the RMS system for lucal statisitical use. If funding is approved, an interface exists which can be purcfiased to impcrt the
accident information into the RMS r_lectronically, therefore removing redundent data entry.
Supporting Data:
Provide as much supporting data, to include baseline statistics and the sources of your data, which are pertinent to where tre grant project
is located and/or targeted. Do not use statewide data for a local problem or national data for a statewide problem.
Enter your supporting data:
Our supporting statistical data involv?s only the part-time clerk working 36 hours a week whose primary job responsibility is to enter the
accident reports into the database.
Community Plan:
For projects that have a local or reyional impact target area, provide information regarding the community plan need(s) that: your project
willl address.
Enter your community planning needs:
Making the records division more effident by allowing electronic import of the accident information is the first area mpact. Secondary
would be the ability for records personnel to perform other acts to (urther the availability of :>tatistical data for all aspec:ts of our police
operation. Any area of the commwnity plan requires statistical information to make reasonable decisions as to what is needed anii what
isn't.
Goal Statement:
Provide a brief description of the overall goals and objectives for this project.
Enter a description for the overall ooals and objectives:
The goal of this project is to eliminate the redundant data entry of ao=ident information, thereby allowing more effic ieN: and productive use
of records personnel in other area<_.
Cooperative Working Agreement (CWA):
When a grantee intends to carry out a grant project through cooperating or par[icipating with one or more outside organizations, the
grantee must obtain authorized approval signatures on the cooperative working agreement (CWA) from each partiapating organization.
Grantees must maintain on file a signed copy of all cooperative working agreements, and they must submit to GD a list of each
participating organization and a description of the purpose of each CWA. Cooperative working agreements do not involve an exchange of
funds.
For this project, provide the name of the participating organization(s) and a brief description of the purpose(s) for the CWA(s). You should
only provide information here that rh s project's successful operation is contingent on for the named service or participation °rom the
outside organization.
Note: A Sample CWA is available here for your convenience.
Enter your cooperating working agreement(s):
N/A
Continuation Projects:
For continuation projects only, if your current or previous year's project is NOT on schedule in accomplishing the stated objectives, briefly
describe the major obstacles preventing your organiza[ion from successfully reaching the project objectives as stated within your previous
grant application. (Data may be ca culated on a pro-rated basis dependiny on how long the current or previous year's projer. has been
operating.)
Enter your current grenYs progres;::
N /A
Project Summary:
Briefly summarize the entire application, including the projecYs problem statement, supporting data, goal, target group, activities, and
objectives. Be sure that the summary is easy to understand by a person not familiar with your project and that you are confident and
comfortable with the information if it were to be released under a pubiic information request.
Enter your summary statement for this project:
Redundant data entry impacts the efficiency of our records operation ;aking almost 36 hours a week of an employees time. Esy using this
interface, that will reduce employef: rours used in this area and ailow them more time in other records division needs, primarily in
statistical data assimilation.
You are logged in as User Name: Eihundley
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Agency Name: City of Paris
Grant/App: 2469501 Start Date: 9/1/2011 End Date: 8/30/2012
Project Title: Accident R.eport RMS Interface
Status: Application Pending Submission
Profile Infarmation
Introduction
The Profile Details section coilects information about your organization such as the name of your agency and project title,
the geographic area your project will serve and information about your grant officials. Click on the Save and Continue
button at any time to save the information entered on this page. If you do not click on this button and navigate away from
the page, your work will be lost. When you ciick the Save and Continue button, you may receive several error messages
that instruct you to complete the required fields. Your data on any given tab will not save to the system until all required
fields are complete and correct, In addition, you have a 2-hour time limit for each tab where you will need to complete the
information correctly and then click the Save and Continue button. There is a timestamp in the upper-right hand corner of
the page that notes when you first clicked on the tab. From that point, you have 2 hours to complete the information on
that tab correctly. If you do not complete the information correctly (for the required fields) and then you click on the Save
and Continue button, you will be redirected to the eGrants Home Page. If this happens, your data will not be saved in [he
system. You may also choose to compose a message on this page for OOG to review. This can be done by typing in the
Notes By Grantee / OOG message box.
Email Addresses & Grant Officials Information
Designating Grant Officials Within your Application:
Enter a valid and unique email address for each grant official and click the Verify Email and Set Official to the Project
button. If you receive an error message regarding an email address, the grant official you are trying to assign to the project
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Help Desk by email.
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To reassign a grant official - Authorized Official, Financial Officer, Project Director, or Grant Writer - to your grant
project, ensure that the new official registers for a user account in eGrants first. Next, go to the Request.Adjustment tab
and check the box indicating you would like to Designate a New Grant Official, provide a brief explanation for the change in
the Grant Adjustment )ustification box, and then click the 'Create Adjustment Request' button. This will open the
Profile.Details tab allowing you to make the appropriate changes. After you have entered a valid email address for the neiv
Official, go to the Certify.Adjustment tab and click on the 'Certify AdjustmenY button to send your request to OOG for
review. If your organization is ciesignating a new Authorized Official, check your records to see if a revised Resolution rs
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technical assistance, please contact the eGrants Hel~ Desk by email.
Getting Started
On this tab you will notice a certain icon that is displayed.
• 6 = an information icon this help icon is next to certain items that may need further explanation. Simply click and
review the information provided in the pop up window.
Applicant Agency Name: City of Paris
Project Title: Accident Report RMS Intertace
Division or Unit to Administer the Project: Police Department
Address Line 1: 135 SE lst St.
Address Line 2:
City/State/Zip: Paris Texas 715460
Payment Address Line 1:
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Payment Address Line 2:
Payment City/ State/ Zip:
Start Date: 9/1/2011
End Date: 8/30/2012
Regional Council of Goverments(COG) within the Project's Impact Area: Ark-Tex Council of Governments
Headquarter County: Lamar
Counties within ProjecYs Impact Area:
Grant Officials:
Authorized Official
User Name: Gene Anderson
Email: ganderson@paristexas.guv
Address i: 125 lst Street S.E.
Address 1: P. O. Box 9037
City: Paris, Texas 75460
Phone: 903-784-9241 Other Phone: 903-784-9288
Fax: 903-785-8519
Agency:
Title: Mr.
Salutation: Mr.
Project Director
User Name: Bob Hundley
Email: bhundley@paristexas.gov
Address 1: 2910 Clarksville St:
Address 1:
City: Paris, Texas 75460
Phone:903-737-4110 Other Phone: 903-272-6148
Fax: 903-783-4710
Agency:
Title: Mr.
Salutation: Chief
Financial Official
User Name: Gene Anderson
Email: ganderson@paristexas.qov
Address i: 125 lst Street S.E.
Address 1: P. O. Box 9037
City: Paris, Texas 75460
Phone: 903-784-9241 Other Pliene: 903-784-9288
Fax: 903-785-8519
Agency:
Title: Mr.
Salutation: Mr.
Grant Writer
User Name: Bob Hundley
Email: bhundley@paristexas.gov
Address 1: 2910 Clarksville St
Address 1:
City: Paris, Texas 75460
Phone: 903-737-4110 Other Plione: 903-272 •6148
Fax:903-783-4710
Agency:
Title: Mr.
Salutation: Chief
You are logged in as User Name: Bhundley
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