04-275 Resolution No. 04-275
RESOLUTION
AUTHORIZING ACCEPTANCE OF UNITED STATES DEPARTMENT OF JUSTICE
OFFICE OF COMMUNITY ORIENTED POLICING SERVICES
UNIVERSAL HIRING GRANT AWARD
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
the City of Elgin, Illinois hereby accepts the United States Department of Justice Office of
Community Oriented Policing Services Grant Award in the amount of$750,000.
BE IT FURTHER RESOLVED that David M. Dorgan, City Manager, is hereby authorized
and directed to execute all documents necessary in conjunction with the subject grant program.
s/Ed Schock
Ed Schock, Mayor
Presented: October 13, 2004
Adopted: October 13, 2004
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
OFf4Ci / 1
City of Elgin Agenda Item No.
-
, `
X1111 , C .
?9T�DO'a
October 8, 2004
TO: Mayor and Members of the City Council
SAFE COMMUNITY
FROM: David M. Dorgan, City Manager 14Q
Deputy Chief James Burns
SUBJECT: Acceptance of Grant Offer from the United States Department of Justice to
Partially Fund Ten Additional Police Officers
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of City Council with
information to consider accepting a grant offer from the United States Office of Community
Policing Services (COPS) partially funding up to ten additional police officers.
RECOMMENDATION
It is recommended that the City of Elgin accept this $75,000 per officer grant offer from the
COPS office, appropriate sufficient funds to hire up to ten additional police officers, and pledge
to keep them employed after the three year grant period.
BACKGROUND
The City of Elgin has been offered a grant for $750,000 from the United States COPS office for
the funding up to ten officers at $25,000 per year per officer for three years. The grant calculates
to $75,000 per officer over three years, roughly one-third of the full cost of hiring, training and
equipping ten officers. The only restrictions on these officers is that the City must not supplant
currently budgeted funds and pledge to keep the officers after the three year grant period has
expired. The City of Elgin currently employs nineteen officers hired under a similar program
from 1995 and all of those positions remain filled.
The grant requires reporting of all funds received. The Police Department has prepared these
reports in the past and is prepared to handle the task again. This is a rare opportunity for the City
of Elgin and will assist with the costs of ten needed officers. Funds must be budgeted to cover all
matching costs. They may include anticipated telecommunication tax revenue and additional
funds to satisfy the full funding of the match as well as all costs for the continuation of these
positions after the three year grant period. It is anticipated that the Larkin Center School will
provide matching funds for one officer to serve as a School Liaison Officer at Larkin Center full-
time.
USDOJ COPS Grant
October 8,2004
Page 2
The grant is intended for salary and fringe benefits only, so any costs for equipment and training
must be paid with City funds and are not considered in the grant. This grant must be accepted by
the City of Elgin within ninety days of the grant date, or October 31, 2004. This grant was first
applied for in 1995 and the police department has been in contact with the COPS office in an
effort to obtain additional grant opportunities.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
U.S. Department of Justice.
yiLIANANCIAL IMPACT
No funds are currently budgeted to cover the City of Elgin's portion of this match. Based on
hiring ten officers the City would be required to provide additional monies in the General Fund,
Police Department budget in the amount of $276,339, 2006= $461,240, 2007 = $519,571 and
2008 = $807,859 and purchase two additional marked squads plus equipment at $40,000 each.
It is anticipated that six of the officers can be funded by the Telecommunications Tax. One
officer will be fully funded by the Larkin Center. The remaining three officers could be funded
through property tax revenue generated by new growth in the Far West Area. The Police
r Department has contacted the Department of Justice seeking approval for extending the grant
through 2005/2006. This effort would better match future revenues with the anticipated police
related expenses as well as coincide with the Far West growth plan recently reviewed with the
City Council.
lAfrilLEGAL IMPACT
None.
ALTERNATIVES
1. The City may choose to take advantage of these grant funds.
2. The City may choose not to take advantage of these grant funds.
3. The City may choose to add less than the full 10 officers allowed by the grant.
Respectfully submitted for Council consideration.
Jjb
r
•
:C, 1 U.S.Department of Justice
lr R Office ofConmmu»ity Oriented Policing Services(COPS)
, s •
Office ofteDirector
1100 Vermont Avenue,NW
We:hawion DC 20530 •
•
August 18,2004
Acting Chief James Lamkin
Elgin,City of
151 Douglas Avenue
Elgin,IL,60120
Re:UHP Grant.# 2004UMWX0093-1L04506
Dear Acting Chief Lamlcin:
On behalf of Attorney General John Ashcroft,I would like to congratulate yonon receiving a COPS
Universal Hiring Program grant award from the Office of Community Oriented Policing Services(COPS)
for 10 new,additional full-time officer position(s)and 0 part-time officer position(s)in the amount of
$750,000. The grant award start date for your Universal Hiring Program award is 8/1/2004,which
means that your agency may be reimbursed for entry-level salaries and benefits of additional officers
hired on or after this date. •
Enclosed in this award package is your grant award document with a list of corresponding grant
conditions that apply to this program. Please read and familiarize yourself with these conditions prior to
r. signing the award document Also included in this package is the Universal Hiring Program Grant
Owner's Manual,which summarizes and explains the conditions of your agency's Universal Hiring
Program grant award. It will assist your agency with management of the administrative and financial
aspects of this grant and provide definitions of commonly used grant terns and answers to many
commonly asked questions. This manual also contains information relating to payment methods and
procedures for receiving your grant finds. Furthermore,in an effort to assist your agency with
completing the required financial reporting forms that must be regularly submitted to the COPS Office
under this grant,a Helpful Hints Guide has been included in this award package.
To officially accept your grant,please sign the enclosed grant award document and return the
original to the COPS Office within 90 days. If a Revised Budget Summary is included with this package,
you must also complete,sign,and return this form to the COPS Office. Failure to submit the signed
award document in this 90-day period may result in withdrawal of the grant without further notice from
the COPS Office. For your convenience,a set of mailing labels has been included which may be used to
submit correspondence to the COPS Office.
We are pleased that your agency has elected to participate in the Universal Hiring Program and look
forward to working with you in a productive partnership to further the community policing efforts of
your agency. Should you have any questions,please do not hesitate to contact the COPS Office at
1.800.421.6770. Your Grant Program Specialist will be happy to provide you with assistance.
Sincerely,
1:\alg
Carl R.Peed
. Director
s.o
r U.S.Department of Justice
- .1 Office of Coinmiutity Oriented Poking Services •
COPS Universal Hiring Award
Application Organization's Name: Eight,City of
• Grad g: 2004UMWX0093
ORII: 1L04506
Vendor 0: 366005862
Law Enforcement Executive Name: Acting chief Ames Lamkin
Mbar 151 Douglas Avenue •
City,State,Zip Code: Elgin,IL 60120
Telephone: (847)289-2740
Far (847)289-2750
Government Executive Name: Acting City Manages Femi Folarin
Address: 150 Dexter Court
City,State,Zip Code: Elgin,IL 60120
Telephone: (847)931-5590
Fax: (847)931-5610
Award Start Data 8/1/2004 - Award End Date: 7/31/2007
Award Amount S 750,000 Number of Offices: Full Time 10
Part Time: 0
Ck."-"""@..D4/1/4„9 AUG Z 9 2004
Cad R.Peed Date
Director
By signing this award,the signatory officials are agreeing to abide by the Conditions of Grant Award found on the reverse aide of this document
Signature of Law Enforcement Executive with the Typed Name and Title of Law Enforcaaent Date
authority to accept flsis grant award Executive.
{
Signature of Oovanment Executive with typed Name and Title of Oovanraent Date
the authority to accept this grant award. ' Executive.
I. '
Award ID: 71033
•
CONDITIONS OF GRANT AWARD
1. Grant Owner's Mannar—The grantee agrees to abide by the terms,conditions and regulations as found in the
rhk COPS Universal Hiring Program(UHF)Grant Owner's Manual,dated February 2004.
2. Allowable Costs—This UHP grant is on for the payment of entry4evd salaries and approved fringe benefitsover
three years for new,additional sworn career law a orernent officer positions,as reflected in your approved
Financial Qearance Memorandum,hired on or after the award start date. Overtime,training,weapons,
communication equipment and vehicles cannot be paid for with UHP funding.
3. Local Match—Grantees are required to contrllute a local match of at least 25 percent towards the total cost of the
approved grant project,unless waived in writing by the COPS Office,even if the grantee only expends partial funds
and withdraws before the grant is completed. The match must be a cash match from funds not previously budgeted
for law enforcement purposes.
4. Supplementing,Not Supplanting-UHF grant funds must be used to hire one or more nevi additional career law
enforcement officers,beyond the number of officer positions that would be funded in the absence of the grant.
Unless authorized in writing by the COPS Office,giant funds may not be applied to the salary or benefits of an
officer hired by the grantee prior to the Award Start Date listed on the front of this document
5. Retention-Daring the grant,grantees mustplan to retain the additional COPS-funded officer positions. Grantees
must retain with local,state or other non COPS funds,each additional UHF officer position awarded for at least one
full local budget cycle at the conclusion of thirty-sic(36)months of federal finding for that position. Retention must
be in addition to the locally budgeted force and cannot be achieved through attrition.
6. Community Poles—Under this UHP grant,grantees must initiate or enhance the level of commumity policing in
the grant recipient's jurisdiction is a direct result of this a ward.
7. Assurances and Certifications—The grantee acknowledges its agreement to comply with the Assurances and
Certifications that were signed and submitted as part of the original grant application.
rb, 8. Extensions—The COPS Office does not offer extensions that provide additional UHP funding for this award.
However,a no-cost time extension may be requested,which provides the grantee with additionaltime to complete
grant requirements and/or draw down allowable funding. Extension requests will be reviewed and approved on a
case-by-case basis.
9. Griint Modifications—All modification requests must be approved by the COPS Office,in writing,prior to their
• implementation. Modification requests are evaluated on a case-by-case basis. -
10. ESOP—Grantees that have 50 or more employees and grants over$500,000(or over$1,000,000 in grants over an 18
month period),most submit an acceptable Equal Employment Opportunity PIM(ESOP)or ESOP short form,if
required to submit an ESOP under 28 CF.R.42.302,that is approved by the Office of Justice Programs,Office of
Civil Rights,within 60 days of the Award Start Date.
11. Reports—The grantee is required to submit programmatic progress reports and quarterly Financial Status Reports.
•
12. Contracts With Other Jurisdictions—Officers funded under this grant may only be involved in activities or
perform services that exclusively benefit the recipient agency and the population that it serves. If the grantee engages
in a contractual agreement to receive law enforcement services with this UHP grant,it is responsible for ensuring that
the contractual arrangement is in compliance with the conditions of this a ward.
13. Evaluation—The COPS Office may conduct or sponsor national evaluations of the community policing activities of
its grantees and other COPS-funded initiatives. The grantee agrees to cooperate with the evaluators.
14. Employment Eligibility—The grantee agrees to complete and keep on file,as appropriate,an Immigration and
Naturalization Service Employment Eligibility Verification Form(1-9)to verify and ensure that persons are eligible
to work in the United States. •
15. Grant Monitoring Activities—The Department of Justice performs various functions to ensure compliance with
elw grant requirements,to assess the implementation of community policing in awarded jurisdictions,and to provide
technical assistance to grantees. The grantee agrees to cooperate with any requests for grant-related documentation
or other relevant information.
U. S.Department of Justice
�
� Office of Community Oriented Policing Services(COPS)
Grants Administration Division
1100 Vermont Avenue,NW
Washington,DC 20530
Memorandum
To: James Lamkin,Acting Chief
Elgin,City of •
From: Robert A.Phillips,Assistant Director,Grants Administration
Jamie Atwood,Grant Program Specialist,Grants Administration
Mike Jackson,Staff Accountant,Finance Division
Re: Approved Budget,UHP
A financial analysis of budgeted costs has been completed.Costs under this award appear reasonable,allowable,and
consistent with existing guidelines.
ORI: IL04506 Grant Number: 2004UMWX0093 031'Vendor Number: 366005862 _
Year 1-Costs Per Changes Change
Full-Time Officer: Approved Breakdown Reason
Annual Base Salary $45,483.00 $0.00
Fringe Benefits: 815,398.00 S-22.00
Social Security $0.00 $0.00 Exempt per Application
rik Medicare $660.00 5.22.00 1.45%of the base salary
Health Insurance $6,941.00 $0.00
Life Insurance $13.00 $0.00
Vacation $1,750.00 $0.00
Sick Leave . $2,100.00 $0.00
Retirement $1,137.00 $0.00
Worker's Compensation $1,637.00 $0.00
Unemployment $23.00 $0.00
Liability ins. $1,137.00 $0.00 .
560,881.00 S-22.00
Full-Time Officer Costs: Total Changes: 5-72.00
Project Costs Per Officer: Total Project Costs:
Salaries and Fringe Benefits: $197,072.00 Total Officers: Salaries and Fringe Benefits: 81,970,720.00
Federal Share: 875,000.00 Federal Share: $750,000.00
Applicant Share: S122,072.00 08/19/2004 S-0 10 Applicant Share: $1,220,720.00
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x. +f vs z•I_ iaaae:tw.,tici tri�e .n t.st -c :.R r .:;rrt�
Budget Cleared Date: 07/3112004
Overall Comments:
The total project cost was reduced by$30,710 due to miscalculations in Medicare($720)in all years and miscalculation of total
fringe benefits($29,990)in year 3. The federal share remains the same. Deputy Cief Bums was contacted on 8/2/04
rib'.
•
UIIP Revised Budget Summary-Important Notice
rng the review of yaw COPS Universal Hiring Program budget information,the Office of the Comptroller.Office((Justice
rams or the COPS Office amended the budget information submitted with your application. These adjustments.affect your budget
swnmary. The COPS Office modified your budget summery to reflect these changes and to meet legislative requirement..
Please examine the Revised Budget Summary below. COPS(Vice staff have changed the Federal Share,the local share or both
shares. 'you have any questiorw please contact your grant advisor at the COPS Office. Th n+k you for your attention to this matter.
ORI: 1L04506 Organization: Elgin,City of
The total three year cost for salaries and benefits per full-time officer requested is: 8197,072.00
The total amount of federal funds per full-time officer requested is: $75,000.00
The total three year cost for salaries and benefits per part-time officer requested is: $0.00
The total amount of federal funds per part-time officer requested is: $0.00
Under COPS grants,the Federal share of total salaries and benefits must decrease each year leading to full local funding by the
fourth year of officers'employment. At the same time your local share must increase each year. Furthermore,Federal funds per
officer cannot exceed 75%of three years salary and benefits,or$75,000,whichever is less. We have prepared the following table
for your review. If these amounts do not meet your needs,please provide revised figures in the blank table below. Thank you.
Full Time Year 1: Year 2: Year 3: Totals:
Federal Share(mast decrease): $25,000.00 $25,000.00 $25,000.00. $75,000.00
Local Share(must increase): $35,881:00 $40,555.00 $45,636.00 $122,072.00
Total Salaries/Benefits: $60, 1.00 $65,555.00 $70,636.00 $197,072.00
Federal Share(must decrease):
Local Share(must increase):
Total Salaries/Benefits:
Part Time
Federal Share(must decrease): • $0.00 $0.00 $0.00 $0.00
Local Share(must increase): $0.00 $0.00 $0.00 $0.00
Total Salaries/Benefits: $0.00 $0.00 $0.00 $0.00
Federal Share(must decrease):
Local Share(must Increase):
Total Salaries/Benetits:
The undersigned agrees to adhere to the financial commitments outlined above.
Name(typed)of Authorized Official: • Title:
Signature: Date:
•
•
U.S.Department of,lastice
Office of(omnnmity Oriented Policing Services
N=s�.
F _
CO 1 1 Fact Sheer*:
ILL/110VATMORT OP JIMICII
Retention Requirements for COPS Funded Positions •
• Retention Basics • Tribal Resources Grant Program(TRGP),
and
All COPS Ming and redeployment grant - Universal Hiring Program and •
programs have a retention requirement Supplements(UHP).
COPS-flmded positions must be retained for Retention Agreements
at least one full local budget cycle beyond
the local budget year in which the federal when an agency applies for and accepts a
Reding conchzded.The retained positions cops Brant,it submits retention
must be in addition to the number of locally information on some or all of the foIowin$
funded positions that would otherwise have documents:grant application;budget
existed without federal funding.Consistent unary sheets;signed grant award Page;
with the intent either 1994 Crime Act,this lid conditions(apeciBcally inchzding •
• requirement helps to ensure a long-term seterdion Ply.manual reports;and the
increase am the number of sworn officer Retention Plan cenilicalion form.Agencies
and/or civilian positions saving the must follow through with these plain and
community.'These additional positions must the!�conditions as agreed upon Brant •
be retained using state,local,or other non- acceptance.
federal funding.You may not use attrition
to meet the retention requirement. Retention Planning
•
COPS Programs Subject to the Plans to retain COPS-funded positions must
• Retention Requirement reflect a legitimate attempt by the law
enforcement agency and its governing body
The retention requirement applies to the (e.g.,the arty,county,town,or borough)to
following COPS grants: secure and provide resources to continue
funding• Acoeteeated Hiring Education and civilian ask �m
DePiorneut
(AD), Retention Plan Certification must be
• COPS in ComournitY Prosecution Pilot submitted with the grant application.
Program(C1CP),
• COPS in Schools(CIS)grants, me COPS statute requires agencies to plan
• Distressed Neighborhoods, •to retain the additional COPS-landed sworn
• Fabling Accelerated for Smaller Towns positions and civilian positions with state or
(FAST), local fielding at the conclusion of federal
• Making Officer Redeployment Effective support Therefore,other federal fine mg,
(MORN, including but not limited to UHP,MORE,
• MCHS initiative, Advancing Community Policing.Local
• Mental Health and Conar:amity Safety Law Enforcement Block Grants(L.LEBO), -
Initiative for American Tnthan/Alaska COPS in Schools,or Carom amity
Native Uti<den,Youth and Fa lilies, Development Block Grants(CDBO),may
• Small Coaununities Grant Program not be used to Rind the retention of officer
(gyp), or civilian positions.
• Tribal Hiring Renewal Grant Program,
r
. • Failing to Plan for Retention ' This list is just a sample of the innovative
. approaches used to obtain funding to meet
Failure e to document efforts to retain COPS- the ratention acquirement The COPS
• .funded positions,or making no efforts to Office does not recommend any one
retain,may result in the revocation or particular approach,but advises tailoring . •
. : - suspension of existing grant funds,rejection your retention plan to your community's
• ofpending applications,ineligibility for . specific circumstances.
further COPS or Office of Justice Programs
funding,and any other remedy the COPS Grant Monitoring
Office deems appropriate.For audit
purposes,records documenting retention Retention Plans submitted to the COPS
must be available for review for up to three Office must include the following elements
years after the conclusion of the grant to be acceptable:
•
As part of our monitoring efforts,COPS, Document co-signed by the highest ranking
the Office of the Inspector General,and Law Enforcement Executive
a other U.S.Department of Justice ( of Public Safety,
representatives regularly review etc.)and the highest ranking Government • .
departments'progress in retention planning. - Executive(Maya/City Manag nan
• .Retention planning is a condition of the of County Commission,etc.)that identifies: .
• grant award and is a compliance
. requirement.COPS will track sworn and •The planned sources of finding for retaining
civilian position retention following the the position(s);and
conclusion of each grant through a variety .
.• • of monitoring activities,.e.g.,progress Jurisdictions must submit a rejection plan at
• reports,site visits and office-based grant the time of application.For many programs
reviews.If your agency currently has an a Retention Plan Certification is required
active gram,COPS will confirm retention which will serve as your offical retention
planning when it conducts a monitoring site plan.Grantee agencies must also submit
visit or an office-based grant review. these documents upon:request by the COPS
Office.
Sample Retention Plans
Financial Distress and Retention agencies are using
sound cross fiscal � policies to retain Local fiscal and budgetary conditions
COPS-funded stafL Most grantees are cannot always be predicted.If
retaining through budget requests to their circumstances arise which jeopardize the
- governing bodies.In addition,agencies law enforcement agency's ability to retain,
have turned to Innovative Rending avenues the COPS Office must be contacted
such as: immediately for a review of the retention
plan and implementation efforts.'Ihe COPS •.
• • Collaborative arrangements with other Office will evaluate these situations on a
statrllocal agencies to share the cost of case-by-case basis.Retention eacemptions,
• positions based on assignments(e.g., we granted only in cases of severe local
_ school districts,public housiggx distress or other mitigating circumstances as
• thing fide from cost savings in other •deemed appropriate by the COPS Office.
svvernment agencies; These exemptions are not an option aid
. • Retiring municipal bonds; • will not be considered during the pre-award
•.Applying for ether non-faieial Ring phase. Exemptions to the retention plan
sources such as ate grants to support the requiremenrwill not be considered until the
• additional COPS positions at the last quarter of the grant period.•
• . to nination of the COPS grant; f�More irtttormation
• • Using finds from paste,traffic or
• o enforcement For questions about the retention
•
• Seeking asset enforcement ee Rinds: requivamarK,please enntact your Grant
• Seeking law ecforCemamt Rmsdiag from Program Specialist by calling the U.S.
Private MUM"'including eompocate and Department of Justice Response Caster at
• non-profit entities;and/or 1.800.421.6770,or by visiting the COPS
. • Pursuing local revenue initiatives. web site at www.cops.usdoj.gov
as Moth IL sat
ellik 4n
•
tJ.S Department Ohl:tice
Office of Conommnity Oriented Policing Services .
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COPS Fact -She � `
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earniontvalranionttoweirmes•
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Grant Monitoring and Compliance
Federal law requires that law enforoanent and may be shared with the law enforcement
agencies granted fmanaal assistance from the community.Technical assistance and follow
COPS Office be monitored to ensure up are conducted to address potential and
compliance with their grant conditions and actual vulnerabilities.
other applicable statutory regulations.The
COPS Office is also interested in tracking the Office-Based Grant Reviews . .
progress of our programs and the
advancement of community mrunity policing.Both Office—based grant reviews(OBORs)let
aspects of grant implementation— COPS review a greater population of grantees
compliance and programmatic benefits—are without visits.OBORa consist of an iatemal
Molfmttin a ENSURES 7HAT GRANTEES part ofthe monitoring process coordinated by review of grant doannentation.Often this
the U.S.Department of Justice. wwk is supplemented by direct contact with
the grantee and the collection of additional
MEET Jifli FR0GRAmmiine ARt7 Grant monitoring activities conducted by the supporting documentation to demonstrate the
COPS Office include COPS Count,site agency's compliance with grant requirements.
FPWANCIAL REQtIt EMEMS, SO THEY vim offs ed Mat mss,alleged
noncompliance reviews,and audit resolution. Alleged Noncompliance Reviews
ACHIEVEME An alleged noncompliance review(ANCR)is
THEIR t YltS AND CAS Count Aa follow-upon alleged noncomopbance
COPS Count is a survey of grantees received firm external(media and/or citizen
SUCCSfU[Y IIWPtEMENT COPS conducted to assess progress with the hiring complaints)or internal(COPS)sources.On a -•
and redeploying of commmunity policing y basis,COPS determines the
PROGRAMS . officers.Dining the survey,recipients of appropriate course of action to resolve the
MORE and Hiring grants are asked for issues.This may include phone or letter
information regarding the status of their contact,or a site visit by COPS or the Office
grants.Key questions centeraround:the of the Inspector General(OIG).
number of officers and civilians hired,
anticipated and actual hiring dates,and dames Reporting
technology and equipment have been or will Grantees are required to submit ptogoo.
bepurchased.Grantees receive advance pig y and financial"aims"Pits
notification ofthe dates of the COPS Corot to the COPS Office on a periodic basis.These
by fax or mart ticantees may respond by rely save as survey instruments through
completing an interior based survey,a faxed which COPS monitors compliance with grans
form,or by swiveling survey questions on semi and couiions.progress reports
the phone with an operator. grant activity over a specified period
She Visits of time incl uhing,but not limited to,
offieerakivilians hired,
•
The COPS Office conducts gtantee site visits egolPmeatfloobuolory Purchased,and
to ensure compliance with grant tams and communitY Policing activities-
Federal and local
conditions.These visits also provide first IrtatUS reports capture
hand observation ofthe grantee's comnnunity eaPendianes and umobligated award balances
policing strategies.Promising pmcdces for a specific period of time.
identified dining site visits we documented
•
• Audit Resolution 6.Redeployment:Through atradtingplsno,
MORE grantees must demonstrate that the
. In addition to monitoring activities conducted timesaving achieved through grant-funded
rilk by the COPS Office,a grant may be subject technology and civilians has allowed them
• to an audit by independent e:raminaa.The to deploy officers into oom>muthty pol'ciag
• two primary types of audits are conducted activities
(Erectly by the Department of hurries(DOS) T.Conamtmity Policing Activities:Agencies
Office of the Inspector General(010)er by are expected to implement or enhance
' independent actors as required by the community Pig strategies illustrating
Single Audit Act(SAA).The primary ooanhrmity partnerships,problem solving,
Contact COPS objective of an audit is to determine and commitment.
compliance with the programmatic,financial,
For more iofonnatian call the us. and reporting requirements associated with a rips .
J
Department e st;Response COPS grant COPS serves as the Barran
between grantees and madam in the conduct The following tips are designed to help
Center at.I SOO.421.6770,or visit and resolution of 010 audits.The comply with the and financial
COPS Online at: Program
ne at. ov. Department of Justice,Office of Justice requirements associated with the
Programs(03P)serves as the liaison between administration of your grant.If you have
• grantees and auditors in the conduct and questions concerning these tips,contact your
resolution of SAA audits. COPS Chant Program Specialist.
•
Compliance Areas •implement your community policing
• Site office-based grunt reviews,and policing as forma repotted an your net.community
audits generally focus on seven areas as Maintain isuppor ti supporting■Maintain wpporting doannhentation for
noted below: all reimbursement requests.
1.Retention:The COPS Office will monitor a Request
pugs)in
writing and ask for a written response
retention for one f dl local budget cycle from the COPS Office for your records.
after the conchrsion of the grant fauflag a submit an program and financial reports
paiod.Hiring grants ar1e 8nded for 36 accurately and on time.
months for each officer position.The •Request federal find reimbursements
retention period for each officer position only for allowable grant costs based an
slats at the end ofthe 36-month hauling only mcpenditures,rather than budgeted
period. or estimated costs.
2.Nonsupplanting:COPS grants must be It Document the sauce and amount of your
•. used to supplement,not substitute,local or . low matching funds.
state funding that otherwise would have •Prepare a retention plan for all COPS-
been spent on law enforcement purpose& funded sworn officers and MORE
COPS officer and civilian positions must civilians.
be in addition to any locally fended a}tepees a redeployment tracking plan for
positions,and COPS ledmology must be . all MORE grants as soon as possible.
•
in addition to any locally budgeted a Hire COPS-funded sworn officers and
equipment or technology ewes. civilians and purchase equipment and
•
3.Repotting:Grantees must submit the teehnology eer the award stet date.
requited programmatic and financial a Increase the baseline of focally funded
• reports by the scheduled deadline(s). sworn officals and locally funded
. 4.Allowable Costs:Grant expenditures must . sane number of
occur during the grant period and in office alcivilians awarded in your
accordance with the Financial Clearance gangs).Fill locally funded vacancies in
Memorandum. a proactive mamma
S.Source of Matching Funds:In most a If you are a COPS in Scboob grantee,
• cases,police agencies must contain* attend the COPS-sponsored School
fiords toward the grant program unless a Resource Officer training in the early
waiver is obtained from the COPS Office. stage of your grant pew,leery
Generally,these Rods carrot come from with your school administrator partner.
federal sources or monies previously
budgeted for law enforcement purposes.
eMdel.14 or>oarn
. .aaarua
/ •