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09-174
Resolution No. 09-174 RESOLUTION ACCEPTING THE 2009 COMMUNITY ORIENTED POLICING SERVICES (COPS) TECHNOLOGY GRANT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall, City Manager, be and is hereby authorized and directed to accept the 2009 Community Oriented Policing Services Technology Grant on behalf of the City of Elgin in the amount of$250,000, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: August 12, 2009 Adopted: August 12, 2009 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk t or A. GRANTS.GOV' Grant Application Package Opportunity Title: COPS Technology Program Offering Agency: Community Oriented Policing Services This electronic grants application is intended to be used to apply for the specific Federal funding CFDA Number: opportunity referenced here. CFDA Description: , If the Federal funding opportunity listed is not Opportunity Number: COPS-OTHERTECH-2 009-3 the opportunity for which you,want to apply, Competition ID: close this application package by clicking on the "Cancel"button at the top of this screen.You Opportunity Open Date: 06/15/2009 will then need to locate the correct Federal Opportunity Close Date: 07/20/2009 funding opportunity,download its application and then apply. Agency Contact: COPS Office Response Center 1-800-421-6770 askCopsRC @usdoj.gov This opportunity is only open to organizations,applicants who are submitting grant applications on behalf of a company,state,local or tribal government,academia,or other type of organization. *Application Filing Name: Elgin Police Department Mandatory Documents Move Form to Mandatory Documents for Submission Complete Application for Federal Assistance (SF-424) COPS Application Attachment COPS Budget Move Form to Delete Optional Documents Move Form to Optional Documents for Submission Other Attachments Form I Submission List Move Form to Delete IInstructions I OEnter a name for the application in the Application Filing Name field. -This application can be completed in its entirety offline;however,you will need to login to the Grants.gov website during the submission process. -You can save your application at any time by clicking the"Save"button at the top of your screen. -The"Save&Submit"button will not be functional until all required data fields in the application are completed and you clicked on the"Check Package for Errors"button and confirmed all data required data fields are completed. CDOpen and complete all of the documents listed in the"Mandatory Documents"box.Complete the SF-424 form first. -It is recommended that the SF-424 form be the first form completed for the application package.Data entered on the SF-424 will populate data fields in other mandatory and optional forms and the user cannot enter data in these fields. -The forms listed in the"Mandatory Documents"box and"Optional Documents"may be predefined forms,such as SF-424,forms where a document needs to be attached, such as the Project Narrative or a combination of both."Mandatory Documents"are required for this application."Optional Documents"can be used to provide additional support for this application or may be required for specific types of grant activity.Reference the application package instructions for more information regarding"Optional Documents". -To open and complete a form,simply click on the form's name to select the item and then click on the=>button. This will move the document to the appropriate"Documents for Submission"box and the form will be automatically added to your application package. To view the form,scroll down the screen or select the form name and click on the "Open Form"button to begin completing the required data fields. To remove a form/document from the"Documents for Submission"box,click the document name to select it, and then click the<=button.This will return the form/document to the"Mandatory Documents"or"Optional Documents"box. -All documents listed in the"Mandatory Documents"box must be moved to the"Mandatory Documents for Submission"box. When you open a required form,the fields which must be completed are highlighted in yellow with a red border.Optional fields and completed fields are displayed in white.If you enter invalid or incomplete information in a field,you will receive an error message. OClick the"Save&Submit"button to submit your application to Grants.gov. -Once you have properly completed all required documents and attached any required or optional documentation,save the completed application by clicking on the"Save" button. -Click on the"Check Package for Errors"button to ensure that you have completed all required data fields. Correct any errors or if none are found,save the application package. -The"Save&Submit"button will become active;click on the"Save&Submit'button to begin the application submission process. -You will be taken to the applicant login page to enter your Grants.gov usemame and password. Follow all onscreen instructions for submission. 4 OMB Number:4040-0004 Expiration Date:01/31/2009 Application for Federal Assistance SF-424 Version 02 *1.Type of Submission: *2.Type of Application: *If Revision,select appropriate letter(s): Preapplication © New © Application El Continuation *Other(Specify) Changed/Corrected Application El Revision *3.Date Received: 4.Applicant Identifier: 07/20/2009 5a.Federal Entity Identifier: *5b.Federal Award Identifier: IL04506 State Use Only: 6.Date Received by State: 7.State Application Identifier: 8.APPLICANT INFORMATION: *a.Legal Name: City of Elgin Police Department •b.Employer/Taxpayer Identification Number(EIN/TIN): *c.Organizational DUNS: 36-6005862 010224772 d.Address: *Streett: 151 Douglas Ave. Street2: *City: Elgin County: •State: IL: Illinois Province: *Country: USA: UNITED STATES *Zip/Postal Code: 60120 e.Organizational Unit: Department Name: Division Name: Elgin Police Department Administration f.Name and contact information of person to be contacted on matters involving this application: Prefix: *First Name: Lisa Middle Name: •Last Name: Womack Suffix: Title: Chief of Police Organizational Affiliation: *Telephone Number: 847-289-2792 Fax Number: 847-289-2750 *Email: womack_l @cityofelgin.org A f 4 OMB Number:4040-0004 Expiration Date:01/31/2009 Application for Federal Assistance SF-424 Version 02 9.Type of Applicant 1:Select Applicant Type: C: City or Township Government Type of Applicant 2:Select Applicant Type: Type of Applicant 3:Select Applicant Type: *Other(specify): *10.Name of Federal Agency: Community Oriented Policing Services 11.Catalog of Federal Domestic Assistance Number: CFDA Title: *12.Funding Opportunity Number: COPS-OTHERTECH-2 0 0 9-3 Title: COPS Technology Program 13.Competition Identification Number: Title: 14.Areas Affected by Project(Cities,Counties,States,etc.): City of Elgin, Illinois 15.Descriptive Title of Applicant's Project: Purchase and implementation of digital in-car video and audio equipment. Attach supporting documents as specified in agency instructions. Add Attachments Delete Attachments View Attachments 1 OMB Number:4040-0004 Expiration Date:01/31/2009 Application for Federal Assistance SF-424 Version 02 16.Congressional Districts Of: *a.Applicant 14,8 *b.Program/Project IL-014 Attach an additional list of Program/Project Congressional Districts if needed. Add Attachment 1 Delete Attachment 1 I View Attachment 1 17.Proposed Project: *a.Start Date: 09/01/2009 *b.End Date: 08/31/2010 18.Estimated Funding(S): *a.Federal 250,000.00 *b.Applicant 0.00 *c.State 0.00 *d.Local 0.00 *e.Other 0.00 *f. Program Income 0.00 *g.TOTAL 250,000.00 *19.Is Application Subject to Review By State Under Executive Order 12372 Process? 11 a.This application was made available to the State under the Executive Order 12372 Process for review on • b.Program is subject to E.O. 12372 but has not been selected by the State for review. c.Program is not covered by E.O. 12372. *20.Is the Applicant Delinquent On Any Federal Debt?(If"Yes",provide explanation.) Yes © No [ Explanation 1 21.*By signing this application,I certify(1)to the statements contained in the list of certifications**and(2)that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award.I am aware that any false,fictitious,or fraudulent statements or claims may subject me to criminal,civil,or administrative penalties.(U.S.Code,Title 218,Section 1001) **I AGREE ** The list of certifications and assurances, or an intemet site where you may obtain this list, is contained in the announcement or agency specific instructions. Authorized Representative: Prefix: *First Name: Lisa Middle Name: *Last Name: Womack Suffix: *Title: Chief of Police *Telephone Number: 847_289-2792 Fax Number: 847-289-2750 *Email: Womack 1 @cityofelgin.org *Signature of Authorized Representative: Lisa Womack *Date Signed: 07/20/2009 Authorized for Local Reproduction Standard Form 424(Revised 10/2005) Prescribed by OMB Circular A-102 � • w OMB Number:4040-0004 Expiration Date:01/31/2009 Application for Federal Assistance SF-424 Version 02 *Applicant Federal Debt Delinquency Explanation The following field should contain an explanation if the Applicant organization is delinquent on any Federal Debt. Maximum number of characters that can be entered is 4,000. Try and avoid extra spaces and carriage returns to maximize the availability of space. BUDGET DETAIL WORKSHEETS OMB Control Number: 1103-0097 Expiration Date:5/31/2011 Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 COPS FUNDING REQUEST Federal assistance is being requested under the following COPS Office funding category: Please select the funding category that was selected on the COPS Application Attachment to SF-424. ❑Tribal Resources Grant Program © Targeted-Technology Program ❑Targeted-Methamphetamine Initiative ❑Universal Hiring Program ❑Community Policing Development Programs ❑Child Sexual Predator Program ❑Secure Our Schools A. Sworn Officer Positions No Sworn Officer Positions Requested ❑ Instructions: For COPS programs which fund sworn officer positions,you may apply for entry-level salaries and benefits of newly hired,additional law enforcement officers. Please refer to the Application Guide for information on the length of the grant term for the specific program which you are applying. This worksheet will assist your agency in properly organizing your maximum estimated salary and benefit costs and providing the necessary financial details for review by the COPS Office. Please list the entry-level base salary and fringe benefits rounded to the nearest whole dollar for one sworn officer position within your agency. COPS hiring funds may also be used to pay for entry-level salaries and benefits of newly-hired,additional officers who will backfill the positions of locally-funded veteran officers that will be deployed into community policing specialty areas(i.e.,School Resource Officers). Do not include employee contributions. Complete part 1 if you are requesting funds for full-time officer positions. Officer Positions Requested: Full-time: Enter the number of new, entry-level full-time and/or part-time officer positions that are being requested. Do not include any officers already funded(or for which funding has been requested)under any other COPS grants or any positions otherwise funded with state,local, tribal, or BIA funds. Your request should be consistent with your agency's law enforcement needs. Do not request more positions than your agency can support and retain. • r Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 A.Sworn Officer Positions Part 1: Full time sworn officer information Total Entry-Level Base $ x Years= $ Salary for One Position (Base Salary Subtotal) B.Fringe Benefit Cost %of Base Additional Information Social Security If Exempt Check Here: El Fixed Rate: El Can't Exceed 6.2%of total base salary. if less than 6.2%, exempt or fixed rate,provide an explanation in the "Sworn Officer Position Budget Summary". Medicare If Exempt Check Here: ❑ Fixed Rate: ❑ Can't Exceed 1.45%of total base salary. If less than 1.45%, exempt, or fixed rate,provide an explanation in the "Sworn Officer Position Budget Summary". Health Insurance Family Coverage? Yes El No Fixed Rate: 0 Can't Exceed 30%of total base salary for individual plans, or 45%for family plans. If it exceeds these rates or is a fixed rate,provide an explanation in "Sworn Officer Position Budget Summary". Life Insurance Vacation Number of Hours Annually: Sick Leave Number of Hours Annually: Retirement Fixed Rate: El Can't Exceed 20%of the total base salary(unless a fixed rate). If a fixed rate,provide an explanation in the "Sworn Officer Position Budget Summary". Worker's Comp If Exempt Check Here: El Fixed Rate: ❑ Can't Exceed 10%of the total base salary. If exempt or if it exceeds this rate,provide an explanation in the "Sworn Officer Position Budget Summary". Unemployment Ins. If Exempt Check Here: El Fixed Rate: El Can't Exceed 5%of the total base salary. If exempt or if it exceeds this rate,provide an explanation in the "Sworn Officer Position Budget Summary". Other Describe: Other Describe: Other Describe: Total Salary(Part A) Total Fringe Benefits(Part B) #of Positions Sworn Officer Total $ + x = Transfer to Budget Summary Line 1 .1 Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 Part 2: Sworn Officer Position Budget Summary(all applicants requesting officer position(s) must complete this section.) After completing Part 1 of this form,answer the following questions. If necessary,attach an explanation of how you computed salaries and benefits for this worksheet. Be sure to answer EVERY question. Missing or erroneous information could significantly delay the review of your agency's request. 1.If your agency's second and third-year costs for salaries and/or fringe benefits are greater than the first year,check the reason(s)why in the space below. You must check at least one. Cost of living adjustment(COLA) 0 Step Raises 0 Change in benefit costs Other-please explain briefly: 2.If an explanation is required for any of the following categories, please provide in the space below: 1)Social Security,2) Medicare,3)Health Insurance,4)Retirement,5)Workers Compensation,and 6) Unemployment Insurance. 1)Social Security: 2)Medicare: 3)Health Insurance: 4)Retirement: 5)Worker's Compensation: 6)Unemployment Insurance: Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 B.Civilian/Other Personnel No Civilian Personnel Positions Requested ❑ Instructions:Each position must be listed and computed separately. On this page you can enter one civilian position and then by adding another Civilian/Other Personnel page, can enter 19 more unique positions for a total of 20. Complete each position in accordance with the instructions. Part 1: Total Base Salary and Fringe Benefits for Civilian/Other Personnel Civilian/Other Personnel Page 1 of 1 Position Title: N/A Base Salary (( 0.00 X 0.00 )=X 0 ) 0.00 (Base Salary Subtotal) Computation: ((Annual Base Salary X Percent of Time Devoted to the Project)X Number of Months Devoted to the Project) Fringe Benefit Cost %of Base Salary Subtotal Additional Information Social Security 0.00 If Exempt Check Here: ❑ Fixed Rate: ❑ Can't Exceed 6.2%of total base salary. If less than 6.2%, exempt or fixed rate,provide an explanation in the "civilian/non-sworn personnel budget summary". Medicare 0.00 If Exempt Check Here: ❑ Fixed Rate: ❑ Can't Exceed 1.45%of total base salary. if less than 1.45%, exempt, or fixed rate,provide an explanation in the "civilian/non-sworn personnel budget summary". Health Insurance Family Coverage? ❑ Yes ❑ No Fixed Rate: ❑ Can't Exceed 30%of total base salary for individual plans, or 45%for family plans. If it exceeds these rates or is a fixed rate,provide an explanation in the "civilian/non-sworn personnel budget summary". Life Insurance Vacation I Number of Hours Annually: Sick Leave Number of Hours Annually: Retirement Fixed Rate: ❑ Can't Exceed 20%of the total base salary(unless a fixed rate). If a fixed rate,provide an explanation in the "civilian/non-sworn personnel budget summary". Worker's Comp If Exempt Check Here: ❑ Fixed Rate: ❑ Can't Exceedl0%of the total base salary. If exempt or if it exceeds this rate,provide an explanation in the "civilian/non-sworn personnel budget summary". Unemployment Ins. If Exempt Check Here: Fixed Rate: ❑ Can't Exceed 5%of the total base salary. If exempt or if it exceeds this rate,provide an explanation in the "civilian/non-sworn personnel budget summary". Other Describe: Other Describe: Total Fringe Benefits: 0.00 Subtotal Position Salary and Benefits: 0.00 CIVILIAN/OTHER PERSONNEL TOTAL: Total Civilian/Other Personnel Cost (Add together all Subtotals per position) . 0.00 (Transfer to Budget Summary Line 2) Please include a detailed position description for all positions listed in the Budget Narrative Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 Part 2: Civilian/Non-Sworn Personnel Budget Summary(all applicants requesting civilian/non-sworn position(s) must complete this section.) After completing Part 1 of this form,answer the following questions. If necessary,attach an explanation of how you computed salaries and benefits for this worksheet. Be sure to answer EVERY question. Missing or erroneous information could significantly delay the review of your agency's request. 1.If your agency's second and third-year costs for salaries and/or fringe benefits are greater than the first year,check the reason(s)why in the space below. You must check at least one. ❑ Cost of living adjustment(COLA) Step Raises Change in benefit costs Other-please explain briefly: 2.If an explanation is required for any of the following categories,please provide in the space below: 1)Social Security,2) Medicare,3)Health Insurance,4)Retirement,5)Workers Compensation,and 6)Unemployment Insurance. 1)Social Security: 2)Medicare: 3)Health Insurance: 4)Retirement: 5)Worker's Compensation: 6)Unemployment Insurance: et Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 C. EQUIPMENT/TECHNOLOGY No Equipment/Technology Requested Instructions: List non-expendable items that are to be purchased. Non-expendable equipment is tangible property(e.g.,technology) having a useful life of more than two years. Expendable items should be included either in the"SUPPLIES"or"OTHER"categories. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially for high-price items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the"CONTRACTS/CONSULTANTS"category. If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the"Other Attachments"form found in the Grants.gov forms package. Pursuant to the Continuing Appropriations Resolution,2008, (P.L.110-161), be advised that,to the greatest extent practical,all equipment and products purchased with these funds must be American-made. For agencies purchasing items related to enhanced communications systems,the COPS Office expects and encourages that,wherever feasible,such voice or data communications equipment should be incorporated into an intra-or interjurisdictional strategy for communications interoperability among federal,state,and local law enforcement agencies. See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. Computation Unit/Item Description (#of Items/Units X Unit Cost) Per Item Subtotal Panasonic Arbitrator In-Car 40 5,700.00 228, 000.00 Video Camera Kit CDS Server and Lap-topset-up 1 8,000.00 8,000.00 Panasonic Arbitrator 16GB P2 2 1, 150.00 2,300.00 Card Panasonic Control Panel 1 640.00 640.00 Panasonic Digital WRLS MIC 20 345.00 6,900.00 Transmitter Lind Electronics Siren 40 35.00 1,400.00 Detector Cable EQUIPMENT TOTAL: 247,240.00 Transfer to Budget Summary Line 3 Please include a detailed description for all items listed in the Budget Narrative • Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 D.OTHER COSTS No Other Costs Requested Instructions: List other requested items that will support the project goals and objectives as outlined in your application. Other costs may include items such as overtime and background investigations for law enforcement officer positions and/or civilian positions if allowable under the program for which you are applying. If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the"Other Attachments"form found in the Grants.gov forms package. Pursuant to the Continuing Appropriations Resolution,2008, (P.L.110-161), be advised that,to the greatest extent practical,all equipment and products purchased with these funds must be American-made. See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. Computation Unit/Item Description (#of Items/Units X Unit Cost) Per Item Subtotal) OTHER COST TOTAL: Transfer to Budget Summary Line 4 Please include a detailed description for all items listed in the Budget Narrative � r � Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 E. SUPPLIES No Supplies Requested ❑ Instructions: List items by type(office supplies; postage;training materials;copying paper; books; hand-held tape recorders; etc). Generally,supplies include any materials that are expendable or consumed during the course of the project. If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the"Other Attachments"form found in the Grants.gov forms package. See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. Computation Unit/Item Description (#of Items/Units X Unit Cost) Per Item Subtotal SUPPLIES TOTAL: Transfer to Budget Summary Line 5 Please include a detailed description for all items listed in the Budget Narrative ,♦ Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 F. TRAVEL/TRAINING No Travel/Training Costs Requested Instructions: Itemize travel expenses of project personnel by purpose(e.g., mandatory training,staff to training,field interviews,advisory group meetings). Show the basis of computation(e.g.,6 staff members times the unit cost per person for lodging for 3 days). Training projects,training fees,travel, lodging and per diem rates for trainees should be listed as separate travel items. Show the number of staff attending any event and the unit costs per person involved. Identify the location of travel,when possible. Note:Any local training costs (within a 50-mile radius)should be listed under Section D("Other Costs"). If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the"Other Attachments"form found in the Grants.gov forms package. See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. Reason for Travel/ Computation Training&Location Travel/ #of Days/ of Travel/Training Training Item (#of Staff X Unit Cost X Trips/Events) Per Item Subtotal I I I I I I I I I I I I I I I I I 1 TRAVEL/TRAINING TOTAL: Transfer to Budget Summary Line 6 Please include a detailed description for all items listed in the Budget Narrative • 1-, w Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 G. CONTRACTS/CONSULTANTS No Contracts/Consultants Costs Requested ❑ Instructions:See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the"Other Attachments"form found in the Grants.gov forms package. Contracts: Provide a description of the product or service to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. If awarded, requests for sole source procurements of equipment, technology or services in excess of$100,000 must be submitted to the COPS Office for prior approval. Contract Description Per Contract Subtotal Contracts Subtotal: (G1) Consultant Fees: For each consultant enter the name(if known),service to be provided, hourly or daily fee(based upon an 8-hour day), and estimated length of time on the project. Unless otherwise approved by the COPS Office,approved consultant rates will be based on the salary a consultant receives from his or her primary employer. Consultant fees in excess of$550 per day require additional written justification in the Budget Narrative and must be pre-approved in writing by the COPS Office. Computation Per Consultant Consultant Name/Title Service Provided (Cost X #Days or#Hours) Fee Subtotal Consultant Fees Subtotal: (G2) Consultant Expenses: List all expenses to be paid from the grant to the individual consultants separate from their consultant fees (e.g.,travel, meals,lodging). Computation Per Consultant Consultant Name/Title Service Provided (Cost X #of Days) Fee Subtotal Consultant Subtotal: (G3) CONTRACTS/CONSULTANTS TOTAL: Contracts(G1)+Consultant Fees(G2)+Consultant Expenses(G3) Transfer to Budget Please include a detailed description for all contracts listed in the Budget Narrative. Summary Line 7 • ilk Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 H. INDIRECT COSTS No Indirect Costs Requested Instructions: Indirect costs are allowed under a very limited number of specialized COPS Training and Technical Assistance programs. Please see the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using the"Other Attachments"form found in the Grants.gov forms package. If indirect costs are requested, a copy of the agency's fully-executed, negotiated Federal Rate Approval Agreement must be attached to this application. Indirect Cost Description Computation Per Indirect Cost Subtotal INDIRECT COSTS TOTAL: Transfer to Budget Summary Line 8 Applicant Legal Name: ORI#: City of Elgin Police Department IL04506 BUDGET SUMMARY Instructions:When you have completed the Budget Detail Worksheets, please transfer the category totals to the spaces below. Please compute the Total Project Amount,Total Federal Share Amount,and Total Local Share(if applicable). Please see the Application Guide for information on the maximum federal share and local matching requirements for the grant for which you are applying. Budget Category Category Total Line# A.Sworn Officer Positions 1 B. Civilian/Other Personnel 0.00 2 C. Equipment/Technology 247,240.00 3 D.Other Costs 4 E.Supplies 5 F.Travel/Training 6 G. Contracts/Consultants 7 H. Indirect Costs 8 Total Project Amount: 247,240.00 Total Federal Share Amount: 247,240.00 (Total Project Amount X Federal Share Percentage Allowable) Total Local Share Amount(If applicable): 0.00 (Total Project Amount-Total Federal Share Amount) Contact Information for Budget Questions Please provide contact information of the financial official that the COPS Office may contact with questions related to your budget submission. Authorized Official's Typed Name: Prefix: First Name: Lisa Middle Name: Last Name: Womack Suffix: Title: Chief of Police Phone: 847-289-2792 Fax: 847-289-2750 E-mail Address: womack_l@cityofelgin.org PAPERWORK REDUCTION ACT NOTICE The public reporting burden for this collection of information is estimated to be up to 2 hours per response,depending upon the COPS program being applied for, including the time for reviewing instructions,searching existing data sources,gathering the budget data needed,and completing the worksheets. Send comments regarding this burden estimate or any other aspects of the collection of this information, including suggestions for reducing this burden,to the Office of Community Oriented Policing Services, U.S. Department of Justice, 1100 Vermont Avenue, N.W.,Washington, D.C.20530;and to the Public Use Reports Project,Office of Information and Regulatory Affairs,Office of Management and Budget,Washington, D.C.20503. You are not required to respond to this collection of information unless it displays a valid OMB control number.The OMB control number for this application is 1103-0097 and the expiration date is 5/31/2011. . 1 OMB Number: 1103-0098 Expiration Date:08/31/2011 COPS Application Attachment to SF-424 General Instructions: The COPS Application Attachment to SF-424 is used in conjunction with all COPS program applications. Please ensure that you have completed all of the required sections. If a section is not applicable, please check the not applicable checkbox. Section 1 : COPS PROGRAM REQUEST Federal assistance is being requested under the following COPS program: Select the COPS Office grant program for which you are requesting federal assistance. Please DO NOT use this form to apply for multiple grants at one time. A separate application must be completed for each COPS program for which you are applying. Please ensure that you read, understand, and agree to comply with the applicable grant terms and conditions as outlined in the COPS Application Guide before finalizing your selection. CHECK ONE PROGRAM OPTION ONLY ❑ Targeted-Tribal Resources Grant Program p Targeted-Technology Program ❑ Targeted-Methamphetamine Initiative ❑ Universal Hiring Program ❑ Community Policing Development ❑ Child Sexual Predator Program ❑ Secure our Schools Section 2: EXECUTIVE INFORMATION Note:Listing individuals without ultimate programmatic and financial authority for the grant could delay the review of your application, or remove your application from consideration. A.Applicant ORI Number: IL04506 The ORI number is assigned by the FBI and is your agency's unique identifier. The first two letters are your state abbreviation, the next three numbers are your county's code, and the final two numbers identify your jurisdiction within your county. If you do not currently have an ORI number, the COPS Office will assign one to your agency for the purpose of tracking your grant. ❑Check here if your agency has not been assigned an ORI #. • B. Law Enforcement Executive/Program Official Information: For Law Enforcement Agencies:Enter the law enforcement executive's name and contact information. This is the highest-ranking official within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent). For Non-Law Enforcement Agencies:Enter the program official's name and contact information. If the grant is awarded, this position would be responsible for the programmatic implementation of the award. If your agency is a "start-up"this section can remain blank. Title: Chief of Police Prefix: First Name: Lisa Middle Name: Last Name: Womack Suffix: Agency Name: Elgin Police Department Street 1: 151 Douglas Ave. Street 2: City: Elgin County: State: IL: Illinois Province: Zip/Postal Code: 60120 Country: USA: UNITED STATES Telephone: 847-289-2792 Fax: 847-289-2750 E-mail: womack_l @cityofelgin.org Type of Agency: Municipal New Startup*(please specify): Other* (please specify): Agency types that have an asterisk next to them and that are applying for COPS hiring grants must provide additional information. Please refer to the COPS Application Guide:Agency Supplemental Information section for the questions that you will need to address. Please attach this information below: Add Attachment Delete Attachment View Attachment C. Government Executive/Financial Official Information: For Government Agencies: Enter the government executive's name and contact information. This is the highest-ranking official within your jurisdiction (Mayor, City Administrator, Tribal Chairman, or equivalent). For Non-Government Agencies: Enter the financial official's name and contact information. If the grant is awarded, this position would be responsible for the financial management of the award. Please note that information for non-executive positions(e.g. clerk, trustees, etc., are not acceptable). Title: City Manager Prefix: First Name: Sean Middle Name: Last Name: Stegall Suffix: Name of Government Entity/Financial Entity: City of Elgin Street 1: 150 Dexter Court Street 2: City: Elgin County: State: IL: Illinois Province: Zip/Postal Code: 60120 Country: USA: UNITED STATES Telephone: 847-931-5590 Fax: E-mail: stegall_s @cityofelgin.org Type of Government Entity: City • MJ Section 3: GENERAL AGENCY INFORMATION A. General Applicant Information 1. Cognizant Federal Agency: Enter the legal applicant's Cognizant Federal Agency. A Cognizant Federal Agency, generally, is the federal agency from which your jurisdiction receives the most federal funding. Your Cognizant Federal Agency also may have been previously designated by the Office of Management and Budget. 2. Fiscal Year: to (mo/da/yr) 3. Population served as of the 2000 US Census: 4. If the population served is not represented by the U.S. census figures, please indicate the size of the population served: B. Law Enforcement Agency Information 1. Is your agency contracting for law enforcement services? Contractual arrangements for law enforcement services are not fundable under the Universal Hiring Program. ❑ Yes ❑ No If"yes,"the Legal Name and address information listed on the SF-424 under section 8(Applicant Information) should be for the jurisdiction that will be contracting to receive law enforcement services, and NOT the law enforcement agency that will actually provide those services. Also, be sure to enter the name and agency information of the contract law enforcement department under section 2, part B (law enforcement executive information) of this document. In all contracting arrangements, the jurisdiction that is applying for assistance is ultimately responsible for ensuring compliance with all grant requirements. For additional clarification on contracting guide lines, please see the program-specific section of the COPS Application Guide. If you are a tribal law enforcement agency, instead of providing your own law enforcement services, does your tribe exclusively contract with a non-BIA local law enforcement agency for services? ❑ Yes ❑ No If'Yes,'please refer to the program-specific section of the COPS Application Guide for additional eligibility information. 2. Population Served By Law Enforcement Agency Do officers have primary law enforcement authority for the population to be served? ❑ Yes ❑ No An agency with primary law enforcement authority is defined as the first responder to calls for service, and has ultimate and final responsibility for the prevention, detection, and/or investigation of crime within its jurisdiction. If yes, what is the actual population for which your department has primary law enforcement authority? [In other words, the 2000 Census population minus the incorporated towns and cities that have their own police departments.] If no, please explain. Include the date by which your agency anticipates having primary law enforcement authority for this population. [Please limit your response to a maximum of 250 words.] 3. Current Budgeted Sworn Force Strength as of the Date of this Application: Full Time Part Time Enter the budgeted sworn force strength. The budgeted sworn force strength is the number of sworn officer positions your department has allocated within its budget, including state, Bureau of Indian Affairs, and locally- funded vacancies. Do not include unpaid/reserve officers or detention staff. 4. Current Actual Sworn Force Strength as of the Date of this Application: Full Time Part Time Enter the actual sworn force strength. The actual sworn force strength is the actual number of sworn officer positions employed by your department as of the date of application. Do not include vacant positions or unpaid/ reserve positions. Section 4: LAW ENFORCEMENT & COMMUNITY POLICING STRATEGY COPS Office grants must be used to reorient the mission and activities of law enforcement agencies toward the community policing philosophy or enhance their involvement in community policing.The following is the COPS Office definition of community policing that emphasizes the primary components of community partnerships, organizational transformation, and problem solving. Community policing is a philosophy that promotes organizational strategies, which support the systematic use of partnerships and problem-solving techniques,to proactively address the immediate conditions that give rise to public safety issues,such as crime, social disorder, and fear of crime. The COPS Office has completed the development of a comprehensive community policing self-assessment tool for use by law enforcement agencies. Based on this work,we have developed the following list of primary sub-elements of community policing. Please refer to the COPS Office web site(www.caps.usdoj.gov) for further information regarding these sub-elements Community Partnerships: Organizational Transformation: Problem Solving: Collaborative partnerships between The alignment of organizational The process of engaging in the law enforcement agency and management,structure,personnel the proactive and systematic the individuals and organizations and information systems to support examination of identified problems they serve to both develop community partnerships and to develop effective responses that solutions to problems and increase proactive problem-solving efforts. are rigorously evaluated. trust in police. Agency Management •Scanning:Identifying and •Other Government Agencies •Climate and culture prioritizing problems •Community Members/Groups Leadership •Analysis:Analyzing problems •Non-Profits/Service Providers •Labor relations •Response: Responding to •Private Businesses •Decision-making problems • Media •Strategic planning Assessment:Assessing • Policies problem-solving initiatives •Organizational evaluations • Using the Crime Triangle to •Transparency focus on immediate conditions (Victim/Offender/Location) Organizational Structure •Geographic assignment of officers •Despecialization • Resources and finances Personnel •Recruitment,hiring and selection • Personnel supervision/ evaluations •Training Information Systems(Technology) Communication/access to data Quality and accuracy of data COMMUNITY POLICING PLAN COPS grants must be used to initiate or enhance community policing. Please complete the following questions to describe the types of community policing activities that will be initiated or enhanced as a result of COPS funding.You may find more detailed information about community policing at the COPS Office web site(www.cops.usdoj.gov). Community Partnerships The COPS Office is interested in determining if your organization will use the grant to assist in increasing the capacity to develop collaborative partnerships with individual and organizational stakeholders in communities to increase trust and to develop shared solutions to community problems. If awarded funding, my organization will implement or enhance: P1-Sharing of relevant crime and disorder information with community members. © Yes ❑ No ❑ Not Sure P2-Seeking input from the community to identify and prioritize neighborhood problems. © Yes El No ❑ Not Sure P3-Engagment with the community in the development of responses to community problems. © Yes ❑ No ❑ Not Sure P4-Collaboration with other agencies that deliver public services (e.g., parks and recreation, social services, public health, mental health, code enforcement). ❑Yes ❑ No MI Not Sure Please provide specific examples of the types of activities you plan to engage in to enhance community partnerships if awarded grant funding (150 word maximum): The implementation of the in-car camera system will help strengthen the partnership and communication with the community by providing clear data and information regarding traffic stops as it relates to racial profiling, bias-based policing, and other types of traffic stop generated complaints. Problem Solving The COPS Office is interested in determining if your organization will use the grant to assist in increasing the capacity to use problem solving. Problem solving is an analytical process for systematically 1) identifying and prioritizing problems, 2)analyzing problems, 3) responding to problems, and 4)evaluating problem-solving initiatives. Problem solving involves an agency-wide commitment to go beyond traditional police responses to crime to proactively address a multitude of problems that adversely affect quality of life. If awarded funding, my organization will implement or enhance: PSI-Integration of problem solving into patrol work. p Yes ❑ No ❑ Not Sure PS2-Identification and prioritization of crime and disorder problems by examining patterns and trends involving repeat victims, offenders, and locations. 13 Yes ❑ No ❑ Not Sure PS3-Exploring the underlying factors and conditions that contribute to crime and disorder problems. D Yes ❑ No ❑ Not Sure PS4-Developing tailored responses to crime and disorder problems that address the underlying conditions that contribute to them. D Yes ❑ No ❑ Not Sure Please provide specific examples of the types of activities you plan to engage in to enhance problemsolving activities if awarded grant funding (150 word maximum): The in-car camera systems will allow for the collection and analysis of data generated by traffic stops. The system will specifically allow for the collection and analysis of data relating to biased-based stops and will allow the department to communicate valuable information to the diverse community. This is an important communication and problem-solving tool. Organizational Transformation The COPS Office is interested in determining if your organization will use the grant to assist in increasing the capacity to transform organizational environment, organizational structure, personnel, practices,and policies to support the community policing philosophy and community policing activities. If awarded funding, my organization will implement or enhance: OC1-Institutionalization of organizational changes that support the implementation of community policing strategies. D Yes ❑ No ❑ Not Sure 0C2-Incorporation of community policing principles into the agency's mission/vision statement and strategic plan D Yes ❑ No ❑ Not Sure 0C3-Institutionalization of community policing principles into a corresponding set of policies, practices and procedures. 12 Yes ❑ No ❑ Not Sure 0C4-Institutionalization of community policing agency-wide. D Yes ❑ No ❑ Not Sure Please provide specific examples of the types of activities you plan to engage in to enhance organizational alignment towards community policing if awarded grant funding (150 word maximum): The Elgin Police Department specifically prohibits racial profiling and biased-based policing. This policy is part of maintaining positive relationships with the community. The in-car camera system is a vital component in maintaining the strong, open relationship with the community. Technology The COPS Office is interested in determining if your organization will use the grant to assist in increasing technological capacity to better prevent and/or respond to crime and disorder incidents. If awarded funding, my organization will implement or enhance: • T1-Ensuring that agency staff have proper access to relevant data (e.g., calls for service, incident and arrest data, etc.). © Yes ❑ No ❑ Not Sure T2-Analysis and understanding of problems in the community. © Yes ❑ No ❑ Not Sure T3- Improvements to the agency's overall efficiency and effectiveness. © Yes ❑ No ❑ Not Sure T4-Providing officers with necessary equipment to better prevent and/or respond to crime and disorder incidents. © Yes ❑ No ❑ Not Sure Please provide specific examples of the types of activities you plan to engage in to enhance alignment of technology towards community policing if awarded grant funding (150 word maximum): The in-car camera systems provides valuable information including evidence of crime and disorder in the community. If your organization receives this COPS grant funding, it should use your responses to these questions as your organization's community policing plan.Your organization may be audited or monitored to ensure that it is initiating or enhancing community policing in accordance with this plan. We understand that your community policing needs may change during the life of your COPS grant(if awarded), and we welcome minor changes to this plan without prior approval. We also recognize that this plan may incorporate a broad range of possible community policing strategies and activities, and that your agency may implement particular community policing strategies from the plan on an as-needed basis throughout the life of the grant. If your agency's community policing plan changes significantly, however, you must submit those changes in writing to the COPS Office for approval. Changes are"significant" if they deviate from the range of possible community policing activities identified and approved in this original community policing plan submitted with your application. Section 5: CONTINUATION OF PROJECT AFTER FEDERAL FUNDING ENDS Retention for COPS Hiring Grants This section is applicable to applicants applying for sworn officer positions. ❑Check here if not applying under the Universal Hiring Program. �V Hiring grantees are required to retain all additional officer positions awarded for at least one full local budget cycle following the expiration of COPS grant funding for each COPS-funded officer position. The additional officer positions should be added to your agency's law enforcement budget with state, local, or tribal funds for at least one full local budget cycle, over and above all other locally-funded officer positions (including other school resource officers) that would have existed regardless of the grant, from the time that the thirty-six(36) months of grant funding for each COPS position expires. Absorbing COPS-funded officers through attrition (rather than adding the extra positions to your budget with additional funding) does not meet the retention requirement. Please be aware that if your agency has additional sworn officer hiring grants that are active when one hiring grant expires, the officer positions that were awarded under the expired grant are added to your baseline of locally-funded officer positions and must be maintained throughout the implementation of all additional hiring grants. Use the space below to explain how your agency currently plans to retain any additional officer positions awarded. Please be as specific as possible about the source(s) of retention funding(General Fund revenues, local ballot item, etc.)your agency plans to utilize. A missing or incomplete response could affect your ability to receive funding. Please limit your response to a maximum of 250 words. Section 6: NEED FOR FEDERAL ASSISTANCE All applicants are required to provide a brief explanation of their agency's public safety needs and an explanation of their agency's inability to implement this project and/or address these public safety needs without federal assistance. In the space below, please provide a brief explanation of your agency's inability to implement this project without federal assistance. [Please limit your response to a maximum of 250 words.] The current in-car system used is rapidly failing. Approximately 40% of the current system is inoperable and the current vendor is no longer operating, thus requiring a full system replacement. With the on-going economic crisis, no funding is available to replace the current system. Without this assistance, the department will completely loose a vital data collection,crime information, and community policing tool. • • eJ Section 7: WAIVERS OF THE LOCAL MATCH Please refer to the Application Guide for information on whether waivers of the local match, are available under the grant program for which you are applying. ❑ Check here if not applicable Are you requesting a waiver of the local match based upon severe fiscal distress? ❑Yes ❑ No If requesting a waiver,you are required to attach a detailed waiver justification below. Please refer to the COPS Application Guide— 'Waiver of the Local Match"section for information on what to include in your justification, as well as the program-specific portion of the Guide to review the local match requirements for the grant program under which you are applying. Add Attachment Delete Attachment [ Mew Attachment Section 8: EXECUTIVE SUMMARY This section is applicable to COPS applicants applying under the COPS Methamphetamine Initiative, Secure Our Schools, Child Sexual Predator Program, Technology Program and Community Policing Development Programs. ❑ Check here if not applicable Please attach a brief summary of how your agency will use this federal funding. Be sure to include a description of how you expect this grant to impact public safety and/or crime prevention in your community. Please refer to the COPS Application Guide for clarification on specific information to include in your summary. The Executive Summary may be used to keep Congress or other executive branch agencies informed on law enforcement strategies to deter crime in your community. [Please limit your response to a maximum of 400 words.] oppCOPSOTHER-2009 Executiv Add Attachment Delete Attachment' View Attachment Section 9: PROJECT DESCRIPTION (NARRATIVE) This section is applicable to all COPS applicants. Please attach to your application an in-depth narrative response detailing your proposed project. Please refer to the program-specific section of the COPS Application Guide: "How to Apply"section for information on what should be included in your response, as well as any additional formatting requirements and page length limitations. oppCOPSOTHER-2009 Project C Add Attachment Delete Attachment! View Attachment V ' .• S• Section 10: BUDGET NARRATIVE (EXCLUDING SWORN OFFICER POSITIONS) This section is applicable to COPS applicants applying under the Community Policing Development Programs, the Methamphetamine Initiative, Secure Our Schools, the Tribal Resources Grant Program, Child Sexual Predator Program and the Technology Program. ❑ Check here if not applicable Please attach a budget narrative describing each item proposed for purchase, its purpose, and how the items relate to the overall project. Like items may be grouped together for ease of reporting. The structure of the Budget Narrative must mirror the structure of the Budget Detail Worksheet included in this application. In other words, each item reported in the Budget Narrative must fall under one of the following budget categories: Civilian/Other Personnel, Equipment/Technology, Other Costs, Supplies, Travel/Training, Contracts/ Consultants, and Indirect Costs. For your information, a sample Budget Narrative and a sample Budget Detail Worksheet are included in the COPS Application Guide. Every item included on the Budget Detail Worksheet must be included in the Budget Narrative. Note that allowable/unallowable costs will vary widely between different COPS grant programs and cooperative agreements. Please ensure that you refer to the program-specific portion of the COPS Application Guide—"Federal Funding: Allowable& Unallowable Costs" section for a complete list of the allowable and unallowable costs associated with the particular program for which you are applying. Including unallowable items on your application may delay the processing of your application and could ultimately result in the denial of your request. oppCOPSOTHER-2009 Budget t Add Attachment Delete Attachment View Attachment Section 11 : MEMORANDUM OF UNDERSTANDING ❑ Check here if not applicable Please attach a Memorandum of Understanding (MOU)to your application that defines the roles and responsibilities of the individuals and partner(s) involved in your proposed project. Please refer to the program-specific portion of the Guide for a complete description of information pertaining to the required MOU. Add Attachment Delete Attachment View Attachment Section 12: OFFICIAL PARTNER(S) CONTACT INFORMATION ❑Check here if not applicable. An official"partner"under the grant may be a governmental or private entity that has established a legal, contractual, or other agreement with the applicant for the purpose of supporting and working together for mutual benefits of the grant. Please refer to the Application Guide for a complete description of partnership requirements under the grant program for which you are applying. Official Partner 1 of 1 Title: - Prefix: First Name: - Middle Name: - Last Name: - Suffix: Name of Partner Agency (e.g., School District) Type of Partner Agency(e.g., School District) Partner Agency Address Street 1: Street 2: City: County: State: Province: Zip/Postal Code: Country: Telephone: Fax: E-mail: • Section 13: INCIDENT DATA Incident data is required for the Secure Our Schools grant program. The data reported should cover the time period of September 1, 2006 to August 31, 2007 and should only include incidents that took place in and around the partnering schools. Please refer to the program guide for specific information and instructions regarding the data required for this submission. ❑Check here if not applicable. Type of Incident #of Incidents Reported Homicide Sexual Offenses Aggravated/Major Assaults—for example, an attack with hands, fist, feet, or weapons on an individual. Simple/Minor Assaults—stalking, intimidation/bullying/coercion, etc. Thefts (Includes Reports of Stolen Property) Possession/Sale of Illegal Weapons Vandalism/Destruction of Property Alcohol-Related Offenses Possession, Use or Sale of Drugs Disorderly Conduct School Data Totals Truancy Detentions Suspensions Expulsions Threats to School Property #of schools involved in project Total Student Population for Involved Schools t,! '►. Section 14: CERTIFICATION OF REVIEW AND REPRESENTATION OF COMPLIANCE WITH REQUIREMENTS Certification of Review of 28 C.F.R. Part 23/Criminal Intelligence Systems You must answer this question regardless of the type of COPS grant you are applying for.Please review the COPS Application Guide: Legal Requirements Section for additional information. Please check one of the following, as applicable to your agency's intended use of this grant: Yes, my agency will use these COPS grant funds (if awarded)to operate an interjurisdictional criminal intelligence system. By signing below,we assure that our agency will comply with the requirements of 28 C.F.R. Part 23. No, my agency will not use these COPS grant funds (if awarded)to operate an interjurisdictional criminal intelligence system. The signatures of the applicant's Authorized Organizational Representative (on-line applications only), Law Enforcement Executive/Program Official and Government Executive/Financial Official, and any applicable program partners on the Certification of Review and Representation of Compliance with Requirements: 1)Assures the COPS Office that the applicant will comply with all legal, administrative, and programmatic requirements that govern the applicant for acceptance and use of federal funds as outlined in the applicable COPS Application Guide;AND 2)Attests to the accuracy of the information submitted with this application (including the Budget Detail Worksheets). The signatures below must be made by the actual executives named on this application unless there is an officially documented authorization for a delegated signature. If your jurisdiction has such an official document, it must be attached to this application. Applications with missing, incomplete, or inaccurate signatures or responses may not be considered for funding. Stamped or electronic signatures (unless applying online via Grants.gov)also will not be accepted. Original signatures are required. Faxed copies will not be accepted. Applications postmarked after the final application deadline date may not be considered for funding. Signatures shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. Please be advised that a hold may 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, and/or is not cooperating with a COPS Office compliance investigation concerning a current grant award. By signing below, I certify that I have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and conditions as outlined in the COPS Application Guide. In addition, I certify that the information provided on this form and any attached forms is true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS programs may result in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by law to the federal government. Authorized Organizational Representative's Signature: Lisa Womack Date: 07/20/2009 Law Enforcement Executive/Program Official: Prefix: First Name: Lisa Middle Name: Last Name: Womack Suffix: Signature: Date: 07/20/2009 Government Executive/Financial Official: Prefix: First Name: Sean Middle Name: Last Name: Stegall Suffix: Signature: Date: 07/20/2009 Assurances&Certifications Click here to read and print Signing this page also assures the COPS Office that you have read, understand, and agree, if awarded, to abide by the grant terms and conditions as outlined in the Assurances and Certifications. The signed hard copy of the Assurances and Certifications should be kept in the agency's files and furnished upon request. GRANTS.GOV NOTE: When applying online via Grants.gov, the Authorized Organizational Representative's signature will be the only signature submitted online. However, the Law Enforcement Executive/Program Official and the Government Executive/Financial Official signatures, as well as any applicable program partners'signatures, are MANDATORY and a hard copy of the Certification of Review and Representation of Compliance with Requirements should be kept in the agency's files and furnished upon request. Signatures shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. PAPERWORK REDUCTION ACT NOTICE The public reporting burden for this collection of information is estimated to be up to eight average hours per response, depending upon the COPS program being applied for including time for searching existing data sources, gathering the data needed, and completing and reviewing the application. Send comments regarding this burden estimate or any other aspects of the collection of this information, including suggestions for reducing this burden,to the Office of Community Oriented Policing Services, U.S. Department of Justice, 1100 Vermont Avenue, N.W., Washington, D.C. 20530; and to the Public Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, D.C. 20503. You are not required to respond to this collection of information unless it displays a valid OMB control number. The OMB control number for this application is 1103-0098 and the expiration date is 08/31/2011. y• SECTION 15: ASSURANCES Several provisions of federal law and policy apply to all grant programs.We(the Office of Community Oriented Policing Services)need to secure your assurance that the applicant will comply with these provisions.If you would like further information about any of these assurances,please contact your state's COPS Grant Program Specialist at(800)421-6770. By the applicant's authorized representative's signature,the applicant assures that it will comply with all legal and administrative requirements that govern the applicant for acceptance and use of federal grant funds.In particular,the applicant assures us that: 1.It has been legally and officially authorized by the appropriate participation in,deny the benefits of or employment to any governing body(for example,mayor or city council)to apply for person,or subject any person to discrimination in connection this grant and that the persons signing the application and these with any programs or activities funded in whole or in part with assurances on its behalf are authorized to do so and to act on its federal funds.These civil rights requirements are found in the behalf with respect to any issues that may arise during processing non-discrimination provisions of the Omnibus Crime Control of this application. and Safe Streets Act of 1968,as amended(42 U.S.C.§3789 (d));Title VI of the Civil Rights Act of 1964,as amended(42 U. 2.It will comply with the provisions of federal law,which limit S.C.§2000d);the Indian Civil Rights Act(25 U.S.C.§§ certain political activities of grantee employees whose principal 1301-1303);Section 504 of the Rehabilitation Act of 1973,as employment is in connection with an activity financed in whole or amended(29 U.S.C.§794);Title II,Subtitle A of the in part with this grant.These restrictions are set forth in 5 U.S.C. Americans with Disabilities Act(ADA)(42 U.S.C.§12101,et §1501,et seq. seq.);the Age Discrimination Act of 1975(42 U.S.C.§6101,et seq.);and Department of Justice Non-Discrimination 3.It will comply with the minimum wage and maximum hours Regulations contained in Title 28,Parts 35 and 42(subparts C, provisions of the Federal Fair Labor Standards Act,if applicable. D,E and G)of the Code of Federal Regulations. 4.It will establish safeguards,if it has not done so already,to A.In the event that any court or administrative agency makes prohibit employees from using their positions for a purpose that is, a finding of discrimination on grounds of race,color,religion, or gives the appearance of being,motivated by a desire for national origin,gender,disability or age against the applicant private gain for themselves or others,particularly those with after a due process hearing,it agrees to forward a copy of the whom they have family,business or other ties. finding to the Office of Civil Rights,Office of Justice Programs, 810 7th Street,NW,Washington,D.C.20531. 5.It will give the Department of Justice or the Comptroller General access to and the right to examine records and B.Grantees that have 50 or more employees and grants over documents related to the grant. $500,000(or over$1,000,000 in grants over an eighteen- month period),must submit an acceptable Equal Employment 6.It will comply with all requirements imposed by the Department Opportunity Plan("EEOP")or EEOP short form(if grantee is of Justice as a condition or administrative requirement of the required to submit an EEOP under 28 CFR 42.302),that is grant, including but n of limited to:the requirements of 28 CFR approved by the Offic e of Justice Programs,Office for Civil Part 66 and 28 CFR Part 70(governing administrative Rights within 60 days of the award start date.For grants under requirements for grants and cooperative agreements);2 CFR $500,000,but over$25,000,or for grantees with fewer than 50 Part 225(OMB Circular A-87),2 CFR 220(OMB Circular A-21), employees,the grantee must submit an EEOP Certification. 2 CFR Part 230(OMB Circular A-122)and 48 CFR Part 31.000, (Grantees of less than$25,000 are not subject to the EEOP et seq.(FAR 31.2)(governing cost principles);OMB Circular requirement.) A-133(governing audits)and other applicable OMB circulars;the applicable provisions of the Omnibus Crime Control and Safe 9.Pursuant to Department of Justice guidelines(June 18, Streets Act of 1968,as amended;28 CFR Part 38.1;the current 2002 Federal Register(Volume 67,Number 117,pages edition of the COPS Grant Monitoring Standards and Guidelines; 41455-41472)),under Title VI of the Civil Rights Act of 1964,it the applicable COPS Grant Owners Manuals;and with all other will ensure meaningful access to its programs and activities by applicable program requirements, laws,orders,regulations,or persons with limited English proficiency. circulars. 10. It will ensure that any facilities under its ownership,lease 7.If applicable,it will,to the extent practicable and consistent with or supervision which shall be utilized in the accomplishment of applicable law,seek,recruit and hire qualified members of racial the project are not listed on the Environmental Protection and ethnic minority groups and qualified women in order to further Agency's(EPA)list of Violating Facilities and that it will notify effective law enforcement by increasing their ranks within the us if advised by the EPA that a facility to be used in this grant sworn positions in the agency. is under consideration for such listing by the EPA. 8.It will not,on the ground of race,color,religion,national origin, gender,disability or age,unlawfully exclude any person from • • 11.If the applicant's state has established a review and comment 15.It will not use COPS funds to supplant(replace)state, procedure under Executive Order 12372 and has selected this local,or Bureau of Indian Affairs funds that otherwise would be program for review,it has made this application available for made available for the purposes of this grant,as applicable. review by the state Single Point of Contact. 16.If the awarded grant contains a retention requirement,it will 12.It will submit all surveys,interview protocols,and other retain the increased officer staffing level and/or the increased information collections to the COPS Office for submission to the officer redeployment level,as applicable,with state or local Office of Management and Budget for clearance under the funds for a minimum of one full local budget cycle following Paperwork Reduction Act of 1995 if required. expiration of the grant period. 13.It will comply with the Human Subjects Research Risk 17.It will not use any federal funding directly or indirectly to Protections requirements of 28 CFR Part 46 if any part of the influence in any manner a Member of Congress,a jurisdiction, funded project contains non-exempt research or statistical or an official of any government,to favor,adopt,or oppose,by activities which involve human subjects and also with 28 CFR vote or otherwise,any legislation,law ratification,policy or Part 22,requiring the safeguarding of individually identifiable appropriation whether before or after the introduction of any information collected from research participants. bill,measure,or resolution proposing such legislation,law, ratification,policy or appropriation as set forth in the Anti- 14.Pursuant to Executive Order 13043,it will enforce on-the-job Lobby Act, 18 U.S.C. 1913. seat belt policies and programs for employees when operating agency-owned,rented or personally-owned vehicles. False statements or claims made in connection with COPS grants(including cooperative agreements)may result in fines, imprisonment,disbarment from participating in federal grants or contracts,and/or any other remedy available by law. I certify that the assurances provided are true and accurate to the best of my knowledge. Elections or other selections of new officials will not relieve the grantee entity of its obligations under this grant. Signature of Law Enforcement Executive(or Official with Date Programmatic Authority,as applicable) Signature of Government Executive (or Official with Date Financial Authority,as applicable) SECTION 16: CERTIFICATIONS Regarding Lobbying;Debarment,Suspension and Other Responsibility Matters;Drug-Free Workplace Requirements Coordination with Affected Agencies Although the Department of Justice has made every effort to simplify the application process,other provisions of federal law require us to seek your agency's certification regarding certain matters.Applicants should read the regulations cited below and the instructions for certification included in the regulations to understand the requirements and whether they apply to a particular applicant. Signing this form complies with certification requirements under 28 CFR Part 69,"New Restrictions on Lobbying,"28 CFR Part 67,"Government-Wide Debarment and Suspension(Nonprocurement),"28 CFR Part 83 Government-Wide Requirements for Drug-Free Workplace(Grants),"and the coordination requirements of the Public Safety Partnership and Community Policing Act of 1994.The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered grant. 1.Lobbying (ii) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for As required by Section 1352,Title 31 of the U.S.Code,and commission of fraud or a criminal offense in connection with implemented at 28 CFR Part 69,for persons entering into a grant obtaining, attempting to obtain,or performing a public(federal, or cooperative agreement over$100,000,as defined at 28 CFR state or local)or private agreement or transaction; violation of Part 69, the applicant certifies that: federal or state antitrust statutes or commission of embezzlement, theft,forgery,bribery, falsification or destruction of records,making false statements,tax evasion or receiving stolen property,making A.No federal appropriated funds have been paid or will be paid, by false claims,or obstruction of justice,or commission of any offense or on behalf of the undersigned,to any person for influencing or indicating a lack of business integrity or business honesty that attempting to influence an officer or employee of any agency,a seriously and directly affects your present responsibility. member of Congress,an officer or employee of Congress,or an employee of a member of Congress in connection with the making of any federal grant;the entering into of any cooperative (iii) Are not presently indicted for or otherwise criminally or civilly agreement;and the extension,continuation,renewal,amendment charged by a governmental entity(federal,state or local)with or modification of any federal grant or cooperative agreement; commission of any of the offenses enumerated in paragraph(A)(ii) of this certification;and B.If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to (iv) Have not within a three-year period preceding this application influence an officer or employee of any agency,a member of had one or more public transactions(federal,state or local) Congress,an officer or employee of Congress,or an employee of terminated for cause or default; and a member of Congress in connection with this federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities,"in B.Where the applicant is unable to certify to any of the statements accordance with its instructions; in this certification,he or she shall attach an explanation to this application. C.The undersigned shall require that the language of this certification be included in the award documents for all 3.Drug-Free Workplace(Grantees Other Than Individuals) subawards at all tiers (including subgrants,contracts under grants and cooperative agreements,and subcontracts)and that As required by the Drug-Free Workplace Act of 1988,and all sub-recipients shall certify and disclose accordingly. implemented at 28 CFR Part 83,for grantees,as defined at 28 CFR Part 83, Sections 83 and 83.510- 2.Debarment,Suspension and Other Responsibility Matters (Direct Recipient) A.The applicant certifies that it will,or will continue to,provide a drug-free workplace by: As required by Executive Order 12549,Debarment and Suspension, and implemented at 2 CFR Part 2867,for (i) Publishing a statement notifying employees that the unlawful prospective participants in primary covered transactions,as manufacture,distribution,dispensing,possession or use of a defined at 2 CFR Part 2867,Section 2867.437- controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; A.The applicant certifies that it and its principals: (i) Are not presently debarred,suspended,proposed for (ii) Establishing an on-going drug-free awareness program to debarment, declared ineligible,sentenced to a denial of federal inform employees about- benefits by a state or federal court,or voluntarily excluded from covered transactions by any federal department or agency; (a) The dangers of drug abuse in the workplace; (a) Taking appropriate personnel action against such an employee, up to and including termination,consistent with the requirements of (b) The grantee's policy of maintaining a drug-free workplace; the Rehabilitation Act of 1973,as amended; or (c) Any available drug counseling,rehabilitation and employee (b) Requiring such employee to participate satisfactorily in a drug assistance programs; and abuse assistance or rehabilitation program approved for such purposes by a federal,state or local health,law enforcement or other (d) The penalties that may be imposed upon employees for appropriate agency; drug-abuse violations occurring in the workplace; (vii) Making a good faith effort to continue to maintain a drug-free (iii) Making it a requirement that each employee to be engaged workplace through implementation of paragraphs(i),(ii),(iii),(iv),(v) in the performance of the grant be given a copy of the and(vi). statement required by paragraph(i); B.The grantee may insert in the space provided below the site(s)for (iv) Notifying the employee in the statement required by the performance of work done in connection with the specific grant: paragraph(i) that,as a condition of employment under the grant, the employee will- Place of performance(street address,city,county,state,zip code) (a) Abide by the terms of the statement;and (b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; Check❑if there are workplaces on file that are not identified here. (v) Notifying the agency,in writing,within 10 calendar days after receiving notice under subparagraph(iv)(b)from an employee or 4.Coordination otherwise receiving actual notice of such conviction.Employers of convicted employees must provide notice,including position title, to: COPS Office, 1100 Vermont Ave.,NW,Washington,D.C. The Public Safety Partnership and Community Policing Act of 1994 20530.Notice shall include the identification number(s)of each requires applicants to certify that there has been appropriate affected grant. coordination with all agencies that may be affected by the applicant's grant proposal if approved.Affected agencies may include,among (vi) Taking one of the following actions,within 30 calendar days others,the Office of the United States Attorney,state or local of receiving notice under subparagraph(iv)(b),with respect to any prosecutors,or correctional agencies.The applicant certifies that employee who is so convicted- there has been appropriate coordination with all affected agencies. Grantee Agency Name and Address: City of Elgin Police Department 151 Douglas Ave. , Elgin, IL 60120 Grantee IRS/Vendor Number: 36-6005862 False statements or claims made in connection with COPS grants(including cooperative agreements)may result in fines, imprisonment, disbarment from participating in federal grants or contracts,and/or any other remedy available by law. I certify that the assurances provided are true and accurate to the best of my knowledge. Elections or other selections of new officials will not relieve the grantee entity of its obligations under this grant. Typed Name and Title of Law Enforcement Executive(or Official with Programmatic Authority,as applicable): Signature: Date: Typed Name and Title of Government Executive(or Official with Financial Authority,as applicable): Signature: Date: Al In s� 'S July 16, 2009 f: I; TO: Mayor and Members of the City Council FROM: Sean R. Stegall,City Manager o CC--; Lisa Womack,Chief of Police SUBJECT: Acceptance of 2009 Community Oriented Policing Services (COPS)Grant PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the acceptance of a $250,000 grant from the Community Oriented Policing Services(COPS)Technology grant program. RECOMMENDATION It is recommended that the City Council approve and accept the$250,000 COPS Grant. BACKGROUND The Elgin Police Department participated in the 2009 Technology grant program which is funded and administrered by the Office of Community Oriented Policing Services(COPS). The department was awarded a grant of$250,000 which will allow the department to purchase and replace 45 of the current 80 in-squad cameras. It is contemplated that the cameras will be purchased from CDS Technologies through the State contract at a per unit price of$5,300. The current in-squad camera system is failing. The vendor for those cameras is bankrupt and replacement parts and additional cameras are not available. Approximately 35 percent of the in- camera system is inoperable. The funding will be used for Phase I of the replacement of the in- squad cameras. Phase II funding to complete the project is being identified. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. 4, A 2009 COPS Grant July 16,2009 Page 2 FINANCIAL IMPACT The COPS grant will total $250,000. The grant is considered a non-matching grant and therefore will pay for 100 percent of the cameras purchased.There will be an audit requirement associated with the grant that is estimated to cost less than $2,000. There are sufficient funds within the police department to pay for the audit expense. LEGAL IMPACT None. ALTERNATIVES 1. The City Council may choose to accept the grant award of$250,000 from COPS for the purchase and replacement of in-squad cameras. 2. The City Council may choose not to accept the grant award and seek funding from another source. Respectfully submitted for Council consideration. LW/sp Attachment - U.S.Department of Justice RatEl.VED 'V 7111 • Office of Community Oriented Policing Services JUN 16 2f109 Qlfice of the Director • 1100 Vermont t Ave., - Washington.D.a 20530 • June 15,2009 Chief Lisa Womack Elgin,City of • 151 Douglas Avenue . Elgin,IL 60120 • • • City Manager Olufemi FOlarin • 150 Dexter Court Elgin,IL 60120 • • Dear Chief Womack and City Manager Folarin: • I would like to take this opportunity to congratulate your agency on being.seleCted to.participate in the 2009 Technology grant program(Tech 2009)funded and administered by the_Office of Community Oriented Policing-Services(COPS). In accordance with the Omnibus Appropriations Ant,2009(P.L. 1114),your agency will be awarded$250,000 in funding,pending the successful-submission and review ofyour Tech 2009 grant application: The Tech 2009 grant program application is available on-line at www.Grants.gov. To view the application and apply on-line,please go to https://wly07.grantsToviappiviforms apps_idsJitix4. The funding Opportunity Number for this program is COPS-0111TATECII-2009-3. If you are unable to use Grants.gov,please contactthe COPS Office Response Center at 1.800.421.6770. In order to receive finiding, completed appfications must be submitted via Grants.gov no later than July 20,2009. Please be aware,that the registration process to apply for funds through Grants.gov is a multi-step process,and can take two to three weeks to complete. Agencies are strongly encouraged to begin the registration process immediately to avoid any problems or delays when submitting applications. Please allow .yourself enough time to complete the registration process under Grants.gov to ensure that you don't'miss the application deadline. • • • . • . . • . . . Prior tek the formal submission of your application,the COPS Office highly recommends that-you. contact your COPS Grant Program Specialist at r:800421.6770. Please be advised that the failure to submit all • required documentation(as specified on page 2s of the Technoloky Application Guide):by Airily 26 2009 may . delay the processing of your application.uneVor may result in the suspension or deobligation Ofirech 2009 funding awarded to your agency. Upon successful submission,review, and approval of your convicted.granr proposal,you will receive•a grant award document,a list of grant terms and conditions that will apply to your-grant,and other information necessary for the proper management of your award. We look forward to'assisting you throughout the COPS Tech 2009 grant process.. • .Sincerely, • • • Timothy J.Quinn Acting Director. . • . • •