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HomeMy WebLinkAbout05 - CC-5 - Allocation of the 2016 Edward Byrne Mem - 1/3/2017CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 3, 2017 ITEM NUMBER: CC -5 SUBJECT: RECOMMENDED ACCEPTANCE AND ALLOCATION OF THE 2016 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) FUNDS DATE: DECEMBER 7, 2016 FROM: POLICE DEPARTMENT PRESENTATION BY: MARK MANLEY, CAPTAIN FOR FURTHER INFORMATION CONTACT: MARK MANLEY - 714.754.5043 RECOMMENDATION: 1. Approve staff's recommendation to allocate 2016 Edward Byrne Memorial Justice Assistance Grant (JAG) funds to the Police Department's operating budget. 2. Approve the attached budget adjustment (BA #17-006) to increase revenue and appropriations in the JAG fund, and allocate funds as follows: ■ Electronic Citation (E -Citation) System Upgrade - $20,004.53 BACKGROUND: The City of Costa Mesa has participated in the JAG Program (formerly the Local Law Enforcement Block Grant, LLEBG) since 1996. The funds have enabled the Police Department to acquire needed equipment and technology. The County of Orange was awarded $377,708 for the 2016 JAG, which is to be allocated across Orange County agencies. Each agency's funding allocation is based on the level of Part One violent crimes reported to the FBI over a 3 -year period. Costa Mesa's 2016 JAG allocation is $21,983; however, the County retains a 9% administrative fee of $1,978.47 and the City's remaining allocation is $20,004.53. There are no City matching requirements for acceptance of this grant. ANALYSIS: Recommendations of proposed items should meet several criteria. First, any proposal or project considered should enhance crime reduction efforts and improve public safety for the community. Second, each proposal is subject to the elements contained in one or more of the purpose areas outlined by the U.S. Department of Justice. Third, it is important that proposals address the concerns and requirements of the Police Department as well as projects that benefit the community at large. 1 Electronic Citation (E -Citation) System Upgrade: The Department intends to begin a phased incorporation of handheld electronic "e -citation" devices that will eventually eliminate the traditional hard -copy, paper traffic citations that are sent to court. Handheld e -citation devices will enable field personnel to complete traffic citations more efficiently and accurately, while meeting all data collection and reporting requirements. The e -citation devices will send electronic traffic citations directly to a computer server at the Orange County Superior Court. The goal is to eventually phase out paper citations by purchasing the initial handheld e -citation devices for officers assigned to the Traffic Safety Bureau. The purchase of these new e -citation devices will help the Department align with a long-term countywide initiative to move all traffic citations to an electronic platform. ALTERNATIVES CONSIDERED: Not required on this item. FISCAL REVIEW: The attached budget adjustment BA #17-006 increases revenue and appropriations in the JAG/LLEBG fund in the amount of $20,004.53 for the support of the objective described in the "Analysis" section of this document. There are no City matching requirements for acceptance of this grant. LEGAL REVIEW: Not required on this item. CONCLUSION: Based upon the criteria outlined in the Edward Byrne Memorial Justice Assistance Grant, staff recommends that the 2016 JAG allocation of funds be used for the purpose presented. MARK MANLEY Captain STEVE DUNIVENT Interim Finance Director ROBERT N. SHARPNACK Chief of Police THOMAS R. HATCH City Manager ATTACHMENTS: 1. Budget Adjustment #17-006 2. Agreement to Transfer Funds for 2016 Edwards Byrne Memorial Justice Assistance (JAG) Program 2016 JAG GRANT ALLOCATION Date Time II Attachment 1 BUDGET ADJUSTMENT AUTHORIZATION Unit Department Division Serial Number CITY Police Support Services 17-006 Type of Transaction Reason for Request: ® Revenue Estimate ® Expenditure Appropriation ® Estimate Increase ❑ Intra -Departmental Transfer To recognize and appropriate the 2016 Justice Assistance ❑ Estimate Decrease ❑ Inter -Departmental Transfer Grant (JAG) for the purchase of e -citation devices, as ® Source ❑ From Existing Budget Appropriations ® From Donations, Fees, or Grants ❑ Project -To -Project Transfer ® Appropriation Increase ❑ Appropriation Decrease approved by the City Council at the January 3, 2017 meeting. ❑ From Unappropriated Fund Balance Unit Account Name Fund Or anization Program Project/Grant Increase Decrease CITY 430108 Local Law Enforcement Block Grant 219 15400 70911 $20,004 I - CITY 590800 Other Equipment 219 15400 70911 $20,004 - Department Authorization: Recommendation: ® Approval ❑ Disapproval Reasons For Disapproval: 4aL. -'birector of Finance ' Date Department Director Date C.E.O. Action: ® Approved ❑ Disapproved ❑ Not Required Budget Verification: The above information has been reviewed, is complete and accurate, and the appropriations and/or unappropriated funds are sufficient to support the request. City Manager Date ® Yes ❑ No City Council Action: ® Approved ❑ Disapproved ❑ Not Required Budget Analyst Date Date Attachment 2 AGREEMENT TO TRANSFER FUNDS 2016 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) THIS AGREEMENT Is entered Into this ,2A rA day of 2016, Which dato is enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political subdivision of the State of Calftmia, hereinafter referred to as "COUNTY", and the City of, p - -- �1 -. , a municipal corporation, WHEREAS, COUNTY, acting through its Sheriff -Coroner Department, hereinafter refefced to as SHERIFF, In its capacity as the load agency on behalf of 90 (ton) units of Ictal government, Including SHERIFF and the cities of A ehekn, 8tren4 Park Costa MWA, Fullerton, Garden Grove, Huntington React, OrangQ Santa Arra and Westminster, hereafter referred to as "SUBOReANTEES". As required by the jurisdictional application, the SHERIFF hes applied for, received and accepted the Edward Byrne Memorial Justice Assistance Grant from the U,S, G3epartrmnt of Justice, Office of Justice Programs, and Bureau of Justice AssiManca (hereinafter referred to as "JAGS`, WHEREAS, the purpcase of the grant is to supplement the resources available to prevent and control crime within the County of Orange that are operated by individual agencies Included in the above referenced 10 tenths of kava/ govemment, as set forth in Attachment A "Program Narrative", which Is attached hereto and Incorporated herein by reference, WHEREAS, the terms of the grant require that certain grant funds be transferred to SUBGRANTEE to be used for grant purposes, which may Include loal Initiatives, technical assistance, stratogic planning, research and evaluation, data collection, training, personnel, equipment, forensic laboratories. supplies, contractual support, and information systetm for law en%rcernent, as more particularly described In Attachment A hereto, NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 1, COUNTY shall transfer to SUBGRANTEE grant funds, In arrears, as necessary to reimburse SUBGRANTEE for reasonable and permissible expenditums to support activities QFRAC 10.739 iMIGAa U,.$., DvpaFbTWnt OfJustiaa Page 1 of 5 AGREEMENT TO TRANSFER FUNDS 3016 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (,JAG) related to proposed grant project(s), In order to obtain grant funds, SUBGRANTEE shall comply with the Instructions and submit to SHERIFF all required Information and documentation, as set forth In Attachment B CHow to Apply for JAG Grant Reirnbumements"), which Is attached hereto and incorporated herein by reference, in no event will the total amount of the grant funds transferred by COUNTY to SUBGRANTEE hereunder exceed SUBGRANTEE's allocalion, as not forth In Attachment C ("JAG Program Allocation"),, which is attached hereto and Incorporated herein by reference, unless expressly approved in writing by the Department of Justice, Office of Justice Program's State assigned Policy Advisor. 1 SUBGRANTEE shall be reimbursed with said JAG funds only for expenditures necessary to acquire personal property or equipment as set forth In Attachment A hereto [hereinafter called "grant property and equipment) or to perform such other grant fundic ns, If any, for which, Atlachment A specifies that SUBGRANTEE may utilize grant funds, 1 Throughout their useful life, SUBGRANTEE shall use grant property and equipment only for grant purpoaaa In accordance with Attachment A hereto, d, SUBGRANTEE shall exercise due care to preserve and safeguard grant property and equipment from damage or destruction and shall provide regular maintenance and such repairs for grant property and equipment as are necessary, in order to keep sold grant property and equipment continually In good working order. & If grant proper or equipment becomes obsolete, SUBGRANTEE shall dispose of It only in accordance with the Instructions of COUNTY or the agency from which COUNTY received the grant funds, & SUBGRANTEE shah submit to the COUNTY grant program reporting documents and information In accordance with requirements set out In Attachment D ("Edward Syme Memorial Justice Assistance Grant Reporting RequimrnsnW), attached hereto and Incorporated herein by reference. QF@A 106M 3010 JAG. U.& depEiitin@nl Of Ju91i00 Nge 2 of 5 AGREEMENT TO TRANSFER FUNDS 2016 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) 7, SUBGRANTEE shall comply with all applicable temps of the cariftation(s) that are attached hereto as Attachment E 02016 Grant Award S Special Conditional and incorporated herein by reference. 61 By executing this Agreement, SUBGRANTEE ag►oes to comply with and be fully bound by this Agreement and all applicable provisions of Attachmenft A, B, C, 0 and E hereto, SUBGRANTEE shall notity COUNT1 im"dial* upon dr'scoverY that # fres not abided orno Wger wN abs by any appftaOe provismn ofthis Agreeamt orAttachawaft- A,,, E, C, D or E hereto. g, SUBGRANTEE and COUNTY shall be subject to examination and audit by the State Auditor General with respect to this Agreement for a period of three years after final payment hereunder, % SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and the agency from which COUNTY received grant funds, and their elected and appointed officials, officers, agents and employees from any and all claims and tosses accruing or resulting to any and all contractors, subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work, services, materiats or supplies In connection with SUBGRANTEE"s performance of this Agreement, Including Attachments A, B, C, D and E hereto, and from any and all claims and losses accruing or results to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the performance of this Agreement, including Attachments A, B. C, D and E hereto. M No alteration or variation of the terms of this Agreement shay be valid unless made In writing and signed by duly authorized representatives of the parties hereto, and no cral understanding or agreement not incorporated herein shall be binding on any of the parties hereto, 12, SUBGRANTEE may not assign this "regiment in whole or in part without the express written consent of COUNTY. cr0A1030 2016 AQ U'& repartplwlt of&311ce Page 3 of a 'a --WPtWF? AGREEMENT TO TRANSFER FUNDS 20/6 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAC) 13, For a period of three years after final payment hereunder or until all claims related to this Agreement are finally settled, whichever Is later, SUBGRANTEE shall preserve and maintain all documents, papers and records relevant to the work performed or property or equipment acquired in accordance with this Agreement, Including Attachments A, B, C, D and E hereto, For the same time period, SUBGRANTEE shah make said documents, pa Pers and records available to COUNTY and the agency from which COUNTY received the grant funds or their duly authorized repreaentative(s), for examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon request, during usual working hours. 14, SUBGRANTEE shall pmvide to COUNTY all reeds and inforrr afm requesw by COUNTY for Inclusion in quarterly reports and such other reports or records as COUNTY may be required to provide to the Wncy from which COUNTY received grant funds or other persons or agencies. I& COUNTY may terminate this Agreement and be relieved of the payment of any consideration to SUBGRANTEE If a) SUBGRANTEE 4119 to perform any of the ca"pants contained In this Agreement, Including the applicable terms of Attachments A, B, C, D and E hereto, at the time and In the manner herein provided, or b) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with the work In any manner deemed proper by COUNTY, 10, SUBGRANTEE and Ile agents and employs shah act in an independent capacity in the performance of this Agreement, Including Attachments A, B, C, D and E hereto, and shall not be Considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which COUNTY received grant funds, f0 f� creA iVM. aGN JA0 U-st Qapaslment Q Pap 4 of 5 *A . A. iia - AGREEMENT TO TRAH3FER FUNDS 2018 EOWK-40 BYRNE MEMORIAL JUSTICE ASS13TANCE GRANT (JAG) IN WITNESS WHEREOF, the parfin have ueaded this AErairntrit in Um County of Omrqo, We of Caftmia. DATED., , 2016 COUNTY OF ORANGE, a APPROVED AS TO FORM: OFFICE OF THE COUNTY COUNSEL ,8y '2v44 — a6�1— oww DATED; .2016 ATTEST: &A*,& kA!Lk DATED; q 2010 BY Sandra Hutchens, Sheriff Coroner Department 'COUNTY" OW11.134 84164" US, w"I ef.iu m Paps of s - �.._ ._ _ +!!r. =r c �. ns 3r--1:--