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HomeMy WebLinkAboutExhibit 1CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Miguel A. Exposit° Chief of Police (Through Channels) uis 1✓. brei& Deputy ief Administration Division C ief of Police DATE: MAY 7 6 7n1[1 SUBJECT : FY 2011 Edward Byrne Justice Office of the Assistance Grant Program — �, Ala • ��Certi=icate of Participation �NCEs: MA 2 21i E CLOS REC E IV D FILE : RECEIVED Sr,' 2010 LEGISLATION DETAIL The City of Miami Police Department has been invited to participate in the FY 2011 Edward Byrne Memorial Justice Assistance Grant Program. Attached you will find a Certificate of Participation which needs to be executed and signed by the Chief of Police. This certificate indicates that the city's allocation for this grant is $53,075. Monies previously awarded to the department under this grant were used to fund the Records Improvement Program and the School Resource Officers Program. Last year these programs were funded in the amount of $48,651.00; $24,325.00 for the School Resource Officer's Project and $24,326.00 for the Records Improvement Project. Please note that this year local agencies are not required to provide a cash match for awarded federal funds. If we wish to participate, we must choose to provide services in one or more of the three predetermined program areas. These areas are: School Resource Officer; Record Improvement and/or Domestic Violence. This decision, as well as the execution of this certificate must be made no later than close of business on May 2Stk, 2010. Upon completion of the form, it must be faxed to Ms. Michaela Doherty, Special Projects Administrator at the Office of Grants Coordinator for Miami -Dade County, at 305-375-4049. Once the Certificate of Participation is received, a Conference Call Schedule and a Sample Approval Letter, which is to be signed by our Mayor, will be forwarded. The application for this funding needs to be submitted by June 1lth; "2010. 'Staff,.from the Office of Community Advocacy will be contacting us to review and discuss our completed proposed program narrative and budget. Our recommendation would be, given that both programs previously funded would benefit from these monies, is to go ahead and request funding for both the" School Resource Officers Program and the Records Improvement Program. AdditionallyWe would recommend that like in the past, the funding be divided equally amongst:the two programs. This would give each program a total of $26,537.50. After you have chosen the program area(s), please return the form to Maria Gonzalez in the Business Management Section so that she may process the Certificate. Should you have any questions, please contact me at extension 6130. Your prompt attention to this matter will be greatly appreciated. LEC:MCS :MLG:mlg F:riZ 111, 23bv rage 1 o 3onzafez, Maria ,rcm: Doherty, Michaels (OGC) [MIC3©miamidade.gov] >ent: Tuesday, May 25, 2010 1:06 PM ro: Gonzalez, Maria; Brown, Carol .; Martin, Tracey ',c: Exposito, M (Chief of Police) iubject: FY2011 Byrne Grant mportance: High kttachments: FY11 Cert of Part for Mia..doc lello all, .ttached is the Certificate of Participation for your city's FY2011 Byrne/JAG allocation. Please complete nd have the Chief sign as indicated, and email or fax back to me at (305) 375-4049 by COB Friday, May 8, 2010 (even if you do not wish to participate). I know that this is a very short turnaround time, but DLE gave us a rather short deadline. So if we want the money, we have to hustle! .t this time all I need is your completed and signed Certificate of Participation, I will be contacting you hortly to set up your individual phone appointments to discuss your project scope and budget. LEASE SEND IN YOUR CERTIFICATE AS REQUESTED, OR THE ENTIRE APPLICATION PROCESS WILL BE TALLED. hank you in advance for your cooperation, we look forward to working with you in the coming grant ear. ind regards, 4ichelle 9ichaela Doherty, Special Projects Administrator Iffice of Grants Coordination 11 NW 1 st. Street, 19th Floor 4iami, FL 33128 'hone (305) 375-2108 iic3@miamidade.gov Delivering Excellence Every Day" CERTIFICATE OF PARTICIPATION FY2011 Edward Byrne Justice Assistance Grant Program Name of Jurisdiction: Miami Total FY2011 Allocation: $53,075 Please read and check one of the two choices listed below. Your response is due in this office no later than May28, 2010. Choice 1 We wish to participate in the Drug Control and System Improvement (Byrne Grant) FY2010 application. We understand that our federal allocation for FY2011 does not require a Cash Match. We also understand that the application PROCESS must be COMPLETED by June 11, 2010 to insure inclusion of our program in the Miami -Dade County application. Choice 2 We do not wish to participate in the Drug Control and System Improvement FY2011 grant application. We understand that our current allocation will be reallocated to the Miami -Dade Schools Police Department Gang Abatement Project. The Coordinator of our grant application will be: Name: Title/Agency: Maria Gonzalez Grants Coordinator/ City of Miami Police Department Mailing Address: Business Management Section 400 NW 2nd Avenue City/Zip Code Miami, FI 33128 Email Address: Maria.Gonzalez@miami-police.org Phone Number: 305-603-6201 Fax Number: 305-579-6634 We will use our funds in the following eligible Program Area: (Please indicate your choice below) x 07A School Resource Officer x 015C Record Improvement 018 Domestic Violence Chief of Police Signature Miguel A. Exposito (Print Name) MAY 2 7 2C1D Upon completing this form please FAX it to the attention of Michaels Doherty: Miami -Dade County Office of Grants Coordination, at 375-4049 or email it to mic3amiamidade.00v, by May 28, 2010. Budgetary Impact Analysis l.. Department Police Division Administration 2. Title and brief description of legislation or attach ordinance/resolution: Application for the FY 2010 Byrne Justice Assistance Grant Proeram for the Miami Police Department's Records Improvement and the School Resource Officers Programs in the amount of $53,076.00, with $26,538.00 going to the Records Improvement Program and $26.587.00 to the Schools Resource Officers program. 3 Is this a revenue -producing program? NO: X YES 4. Are City of IVliami match funds required? NO: x YES (Ifno, ship to item #7) 5. Amount of matching funds required: $0.00 6. Source of funds: Amount budgeted in the Line Item $ Balance in Line Item $ Amount needed in the Line Item $ Sufficient funds will be transferred from the following line items: ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index/MMIinor Objeet/Project No. From N/A $ From $ From $ To $ 7. Any additional comments? This allocation for FY 2010 does.not require a snatch. • Approved by: ( .4"-"`-'4 1/%770 gl44 ,C) iD meut Directo /D nee . Date Grants i ctoi Daite OR DEPARTMENT O1' MANAGEII Verified by: ENT AND BUDGET USE ONLY Department of Management and Budget Director/Designee Date Verified by: No MA T O,i Budget Analyst Date Revised 2008 ATTACHMENT A PROGRAM NARRATIVE Jurisdiction Name: CITY OF MIAMI Contact Person: Lt. John W. Buhrmaster Address: 400 NW 2nd Avenue, Miami, FL 33128 Contact Numbers: 579-6477 Office 579-6635 Fax Program Area: Record Improvement Project Program Dates: 10/01/10 through 09/30/11 Program Name: Backlog Reduction Program Target Population: City residents Problem Identification The City of Miami is the largest city in Miami -Dade County. It is populated by more than 362,000 residents. The Miami Police Department (MPD) has made significant strides in the services provided to its community. We are one of the largest police departments in the country. Currently, the MPD is in the process of improving their Records Unit. While previous funding has allowed the MPD to address the backlog of reports entered in the Law Records Management System (LRMS); to cross train unit clerks and facilitate the Record Unit to become more automated and efficient, monies are still needed to improve the day to day functioning of this Unit. The Records Unit currently has a backlog of over 7,000 cases. The MPD operates on 24 hours, 7 days a week schedule while the Records Unit. However, due to budget constraints the unit -has been operating on an 8 hour day 5 days a week schedule since 2005. This causes the Unit to begin each week with a backlog. Additionally, there has been a large reduction in personnel due to the city's economic conditions. Each of the three (3) MPD Districts generates 400 — 500 reports daily. The backlog is not only a direct result of reduced schedules, but also due to a shortage of laptops and computer brackets, requiring officers to manually submit reports and/or share laptops with other officers. This funding will allow the backlog to be decreased by 50%. Program Description MPD installed the Law Records Management System (LRMS) that provides an efficient process for recording and accessing criminal justice information. Records Unit Clerks work overtime to input data in the department's LRMS. Statistics are used to publish crime rates and trends which are then used to determine the allocation of resources. During the upcoming grant year, the records Unit Supervisor and Clerks will work their scheduled overtime hours, attempting to eliminate the current backlog of 7,000 reports. This backlog is a result of the current economic conditions, as well as loss of significant personnel. Staff will continue to cross train all personnel in the Records Unit. Trained staff will serve as backup when other key personnel are absent from work. The decrease in backlog will allow for reports to be more readily accessible to citizens, police personnel as well as the State Attorney's Office. Specifically, MDP will utilize JAG funds to provide the overtime needed to automate records to improve the maintenance and management of criminal justice data in the police department. Grant funds are vital to our department for the purposes of data entry of the LRMS System, and mandatory requirements of the department Jurisdiction Name: CITY OF MIAMI Contact Person: Lt. John W. Buhrmaster Address: 400 NW 2nd Avenue, Contact Numbers: 579-6477 Office Miami, FL 33128 579-6635 Fax Program Area: Record Improvement Project Program Dates: 10/01/10 through 09/30/11 Program Name: Backlog Reduction Program Target Population: City residents Required Activities Planned Measures Monitoring Plan To automate criminal justice records system during the grant year. Convert 1,100 records/files from a manual system town electronic retention system for the purposes of criminal justice records improvement. Use 1024 overtime hours to convert records from a manual system to an electronic retention system for the purposes of criminal justice records improvement. The Provider shall be responsible for: Improving Records Unit by: Inventory back log of incident Reports in Law Records Management System (LRMS). Entry of 1100 backlogged reports Into the Law Records Management System. The Provider is to submit the following information to the County in a complete and timely manner: Quarterly Performance Reports Quarterly Expenditure Reports Computerized reports from new reporting system Payroll Register and signed overtime slips documentation GRAM BUDGET sdiction Name: CITY OF MIAMI jram Area: Record Improvement jram Name: Backlog Reduction Program tractual Services, Total 'ries and Benefits, Total erks X 205 hours X $23.797/hr (overtime) apervisor X 204 hours X $34.431/hr (overtime) efits include FICA (7.65%) ?rating Capital Outlay ►enses, Total al Budget ni Dade County will reimburse an amount not to exceed: 26,538 Contact Person: Lt. John Buhrmaster (305) 603-6476 PH -- (305) 579-6110 FX Program Dates: 10/1/10 - 9/30/2011 19,514 7,024 $26,538 26,538 $0 $0 $26,538 3/2010, R109 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Subgrant Recipient Organization Name: Miami -Dade County County: Dade Chief Official Name: Carlos Alvarez Title: Mayor Address: 111 Northwest 1st Street Suite 2911 City: Miami State: FL Zip: 33128-1930 Phone: 305-375-5071 Ext: Fax: 305-375-3618 Email: mic3@miamidade.gov Chief Financial Officer Name: Carter Hammer Title: Finance Director Address: 111 Northwest 1st Street City: Miami State: FL Zip: 33128 Phone: 305-375-5245 Ext: Fax: Email: chammer@miamidade.gov Application Ref # 2011-JAGC-1364 Section #1 Page 1 of 2 Contract 2011-JAGC-DADE-28-52-205 Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Implementing Agency Organization Name: Miami -Dade County County: Dade Chief Official Name: Carlos Alvarez Title: Mayor Address: 111 Northwest 1st Street Suite 2911 City: Miami State: FL Zip: 33128-1930 Phone: 305-375-5071 Ext: Fax: 305-375-3618 Email: mic3@miamidade.gov Project Director Name: Michaels Doherty Title: Project Director Address: 111 Northwest 1st Street 19th Floor City: Miami State: FL Zip: 33128 Phone: 305-375-2108 Ext: Fax: 305-375-5715 Email: mic3@miamidade.gov Application Ref # Contract 2011-JAGC-1364 Section #1 Page 2 of 2 2011-JAGC-DADE-28-B2-205 Rule Reference 11D-9.006 OCJG-005 (rev. April 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide General Project Information Project Title: CRIMINAL JUSTICE RECORDS IMPROVEMENT PROJECT-MIAMI Subgrant Recipient: Miami -Dade County Implementing Agency: Miami -Dade County Project Start Date: 10/1/2010 End Date: 9/30/2011 Problem Identification The City of Miami is the largest city in Miami -Dade County. It is populated by more than 362,000 residents. The Miami Police Department (MPD) has made significant strides in the services provided to its community. We are one of the largest police departments in the country. Currently, the MPD is in the process of improving their Records Unit. While previous funding has allowed the MPD to address the backlog of reports entered in the Law Records Management System (LRMS); to cross train unit clerks and facilitate the Record Unit to become more automated and efficient, monies are still needed to improve the day to day functioning of this Unit. The Records Unit currently has a backlog of over 7,000 cases. The MPD operates on 24 hours, 7 days a week schedule while the Records Unit. However, due to budget constraints the unit has been operating on an 8 hour day 5 days a week schedule since 2005. This causes the Unit to begin each week with a backlog. Also, as a result of the current economic conditions, no overtime has been allowed for the past year. Additionally, there has been a large reduction in personnel due to the city's economic conditions. Each of the three (3) MPD Districts generates 400 to 500 reports daily. The backlog is not only a direct result of reduced schedules, but also due to a shortage of laptops and computer brackets, requiring officers to manually submit reports and/or share laptops with other officers. This funding will allow the backlog to be decreased by 50%. Project Summary (Scope of Work) MPD installed the Law Records Management System (LRMS) that provides an efficient process for recording and accessing criminal justice information. Records Unit Clerks work overtime to input data in the department's LRMS. Statistics are used to publish crime rates and trends which are then used to determine the allocation of resources. During the upcoming grant year, the records Unit Supervisory staff and personnel will work their scheduled overtime hours, attempting to eliminate the current backlog of 7,000 reports. This backlog is a result of the current economic conditions, as well as loss of significant personnel. Staff will continue to cross train all personnel in the Records Unit. Trained staff will serve as backup when other key personnel are absent from work. The decrease in backlog will allow for reports to be more readily accessible to citizens, police personnel as well as the State Attorney's Office. Specifically, MDP will utilize JAG funds to provide the overtime needed to automate records to improve the maintenance and management of criminal justice data in the police department. Grant funds are.vital to our department for the purposes of data entry of the LRMS System, and mandatory requirements of the department Application Ref # 2011-JAGC-1364 Section #2 Page 1 of 3 Contract 2011-JAGC-DADE-28-62-205 Rule Reference 11D-9.006 OCJG-005 (rev. April 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Application Ref # 2011-JAGC-1364 Section #2 Page 2 of 3 Contract 2011-JAGC-DADE-28-B2-205 Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005) Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Section Questions: Question: Does the Subgrantee receive a single grant in the amount of $500,000 or more from the U.S. Department of Justice? Answer: Yes Question: Does the Implementing Agency receive a single grant in the amount of $500,000 or more from the U.S. Department of Justice? Answer: Yes Application Ref # Contract 2011-JAGC-1364 Section #2 Page 3 of 3 2011-JAG C-DAD E-28-82-205 Rnla Roforenne l lr)-Q 0n5 OCJC;-n05 (rev_ Anril 20051 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide General Performance Info: Performance Reporting Frequency: Quarterly Federal Purpose Area: 006 - Planning, Evaluation, & Technology Improvement State Purpose Area: D - Personnel - Employ Personnel Activity Description Activity: Personnel Target Group: Personnel Geographic Area: Urban Location Type: Police Department Objectives and Measures Objective: 23.D.SI - Number of overtime hours paid with JAG funds Measure: Part 1 Number of overtime hours to be paid with JAG funds Goal: 1024 Measure: Part 3 Total number of hours of overtime to be paid by all other, non -JAG sources Goal: 0 Application Ref # 2011-JAGC-1364 Section #3 Page 1 of 2 Contract 2011-JAGC-DADE-28-B2-205 D,, ., o..r....,.,_„ „n .o nna nr it---nn0 (, , nnril 'nnsi Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Section Questions: Question: If "other" was selected for the geographic area, please describe. Answer: NA Question: If "other' was selected for location type, please describe. Answer: NA Application Ref # 2011-JAGC-1364 Section #3 Page 2 of 2 Contract 2011-JAGC-DADE-28-B2-205 Rnle Rafarenna 11n-Q nns nC:.IC;-nns (rPv Anril 90f151 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide General Financial Info: Note: All financial remittances will be sent to the Chief Financial Officer of the Subgrantee Organization. Financial Reporting Frequency for this Subgrant: Quarterly Is the subgrantee a state agency?: No FLAIR / Vendor Number: 596000573 Budget: Budget Category Federal Match Total Salaries and Benefits $0.00 $0.00 $0.00 Contractual Services $26,538.00 $0.00 $26,538.00 Expenses $0.00 $0.00 $0.00 Operating Capital $0.00 $0.00 $0.00 Outlay Indirect Costs $0.00 $0.00 $0.00 -- Totals -- $26,538.00 $0.00 $26,538.00 Percentage 100.0 0.0 100.0 Project Generated Income: Will the project earn project generated income (PGI) ? No Application Ref # 2011-JAGC-1364 Section #4 Page 1 of 3 Contract 2011-JAGC-DADE-28-B2-205 Ri iI.. RefprRnnR. 110-9.005 OCJG-005 (rev. April 20051 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Budget Narrative: Contractual Services, Total $26,538 Salaries and Benefits, Total $26,538 4 personnel X 205 hours X $23.797/hr (overtime) $19,514 1 Supervisory Staff X 204 hours X $34.431/hr (overtime) $7,024 Benefits include FICA (7.65%) Total Budget $26,538 Services provided are based on a contractual agreement between Miami -Dade County and the City of Miami. The overtime rate will vary upon the individual; the city's rate includes benefits listed above. Application Ref# 2011-JAGC-1364 Contract 2011-JAGC-DADE-28-B2-205 Rule Reference 11 D-9.006 OCJG-005 (rev. April 20051 Section #4 Page 2 of 3 Application for Funding Assistance Florida Department of Law Enforcement Justice Assistance Grant - County -wide Section Questions: Question: If salaries and benefits are included in the budget as actual costs for staff in the implementing agency, is there a net personnel increase, or a continued net personnel increase from the previous Byrne program? Answer: NA, overtime only Question: If benefits are to be included, are they reflected in the budget narrative? Answer: Yes Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or implementing agency, if it is the sheriffs office. Answer: $1000 Question: If indirect cost is included in the budget, indicate the basis for the plan (e.g. percent of salaries and benefits), and provide documentation of the appropriate approval of this plan. Answer: NA Question: If the budget includes services based on unit costs, provide a definition and cost for each service as part of the budget narrative for contractual services. Include the basis for the unit costs and how recently the basis was established or updated. Answer: NA Application Ref # Contract 2011-JAGC-1364 Section #4 Page 3 of 3 2011-JAGC-DADE-28-B2-205 Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)