HomeMy Public PortalAbout2017-04-27 packetNOTICE OF MEETING AND TENTATIVE AGENDAi
City of Jefferson Public Safety Committee
Thursday, April 27, 2017
7:30 a.m.
Jefferson City Police Department – 401 Monroe
Police Training Room
TENTATIVE AGENDA
1. CALL TO ORDER
2. APPROVAL OF MINUTES
a. February 23, 2017 meeting
b. April 17, 2017 meeting
3. OLD BUSINESS
4. NEW BUSINESS
a. Fire Apparatus Manufacturer Selection (Chief Schofield)
b. MoDOT – Click It or Ticket Enforcement Campaign Grant (Chief Schroeder)
5. OTHER BUSINESS
a. Fire Department Update (Chief Schofield)
b. Police Department Update (Chief Schroeder)
6. ADJOURN
NOTES
i Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as
required under the Americans with Disabilities Act. Please allow three business days to process the request.
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Public Safety Committee Meeting
Call to Order
The February 23, 2017 Public Safety Committee meeting convened at 7:32 a.m. by Councilman
Graham.
Attendance
Present: Committee Members: Councilman Graham, Councilwoman Erin Wiseman,
Councilman Branch, and Councilman Schreiber.
Guests: Fire Chief Matt Schofield, Police Chief Roger Schroeder, Cary Gamphert
(Architects Alliance) and Rick Kuhl (Williams, Spurgeon, Kuhl & Freshnock
Architects, Inc.)
Approval of Minutes
Councilman Branch made a motion to approve the minutes of the January 25, 2017 meeting.
Councilman Schreiber seconded the motion. Minutes were approved.
Discussion of Agenda Items
OLD BUSINESS
Fire Station #2 Report
Fire Chief Schofield advised he had invited representatives of Architects Alliance and Williams,
Spurgeon, Kuhl & Freshnock Architects, Inc., to speak to the Committee regarding the project
status of Fire Station #2. Chief Schofield advised their goal was to have a fire station that would
serve the community for the next 100 years.
Cary Gamphert with Architects Alliance gave an overview of the activity toward the fire station
project to date. He advised that Architects Alliance, Central Missouri Professional Services, and
Williams, Spurgeon, Kuhl & Freshnock were working with Chief Schofield and members of the
fire department on determining the best course of action, renovation or replacement, of Fire
Station #2. They are currently performing an analysis of the existing building and potential sites
for a new building. Mr. Gamphert stated renovations to the current station would be extreme.
Chief Schofield advised he had solicited the input of a captain, a driver and a firefighter assigned
to the station in addition to the leadership team.
Rick Kuhl gave a presentation on modifications needed to the present site if the station were to
be renovated. The major considerations are the grade and elevation of the existing building.
Mr. Kuhl stated the architects would like to have direction provided by the committee. Both he
and Mr. Gampher concur that renovating Station #2 would not be money well spent. The
elevation of the site is prohibitive and causes equipment, safety, and environmental liabilities.
Chief Schofield stated it would be difficult to occupy the current space during a renovation,
although it could be done. He noted that in Sales Tax G, the terminology of the project was
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intentionally left open until the completion of the assessment. He added that funds in addition to
Sales Tax G would be required for either a new building on the current site or a new location in
the vicinity.
After discussion by the Committee, Councilman Schreiber made a motion to move forward with
designs for new construction of Station #2. Councilwoman Wiseman seconded the motion.
Motion approved.
Chief Schofield stated he would come back to the committee with fully developed plans.
Mr. Gamphert advised they would work on developing the floor plans and how those plans
would develop on possible sites.
NEW BUSINESS
MoDOT – Youth Seat Belt Enforcement Campaign
Chief Schroeder stated this is a $450 no -match grant from MoDOT through the University of
Central Missouri, Missouri Safety Center, for overtime pay for the enforcement of seat belt usage
by youth. The enforcement period is from March 15-31, 2017.
MoDOT – St. Patrick’s DWI Enforcement Campaign
Chief Schroeder stated this is a $1,200 no-match grant from MoDOT through the University of
Central Missouri, Missouri Safety Center, for overtime pay for DWI enforcement for
March 16-19, 2017.
MoDOT – DWI Enforcement Grant
Chief Schroeder advised this a $33,213.60 no-match MoDOT grant to be used for overtime pay
for DWI enforcement for an entire year, October 1, 2017 through September 30, 2018. This is
the 10th year that the police department will utilize this grant.
MoDOT – Hazardous Moving Violation Grant
Chief Schroeder stated this is a $23,838.84 no-match MoDOT grant to be used for overtime pay
for enforcement of hazardous moving violations for the period of October 1, 2017 through
September 30, 2018. This is the 15th year that the police department will utilize this grant.
Chief Schroeder advised the DWI Enforcement Grant and Hazardous Moving Violation Grant
applications deadline is March 1. As in the past, if the City Council has any concerns regarding
these grants, the applications may be withdrawn. In response to an inquiry, Chief Schroeder
stated it was his understanding that when received, the grant money is placed in a dedicated
overtime line item.
OTHER BUSINESS
Fire Department Update
Chief Schofield was pleased to report that the Summer Fire School will be held in Jefferson City
again this year. It will take place June 7-10.
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Cole County Emergency Management Coordinator Bill Farr, who could not attend today’s
meeting, asked Chief Schofield to relay that planning for 4th of July events and the solar eclipse
in August have begun. Mr. Farr has applied for grants for EOC upgrades.
Chief Schofield stated the fire department will be represented at the HBA Home Show this
weekend at the Capital Mall. This is a good opportunity to interact with the public and deliver a
fire prevention message.
Chief Schofield advised that the recent apartment fire at Senate Court has further convinced him
of the importance of installing fire sprinklers in multi-family apartment buildings. This is an
issue he will continue to address during the adoption of the 2015 International Fire Code. The
City’s ISO rating is directly affected by the fire code under which it operates.
Plans to refurbish the Fire Safety House are underway. An AFG grant to fund the replacement of
the Fire Safety House was unsuccessful in 2016. Donations to fund the rebuild will be solicited
from local businesses and individuals as was done with the original Fire Safety House in the
early 1990s. The current Fire Safety House is titled to the Cole County Chiefs Association.
Police Department Updates
Chief Schroeder advised he is often asked if the department has seen changes since the Ferguson
incident. The police department recently purchased 62 tactical vests for officers. These vests
offer more protection during extraordinary incidents and tactical operations, and are equipped
with a first aid kit attached. Chief Schroeder intends, in next year’s budget, to purchase
additional tactical vests so each officer has one.
The department currently has two interns. One intern, who is being paid through April, is
currently a student at Lincoln University and will be employed by the FBI in Kansas City upon
graduation. She has been extraordinary help in the property room. The second intern is not being
paid and is shadowing only. She is currently a student at Lincoln University.
Chief Schroeder stated the department is fully staffed at this time. The two additional positions
approved in this year’s budget have been filled. Samantha Suthoff was hired to fill the position
of Police Information Manager. Samantha was previously employed several years ago by the
police department as a communications operator. Russ McDowell has filled the position of
police officer. Russ was also previously employed by the department as a police officer for
approximately 15 years. Chief noted that Russ’s brother, Brad, was also recently rehired by the
police department as a police officer.
Chief Schroeder advised a temporary 90-day ordinance was enacted under his authority to
address pedestrian safety issues around Lewis and Clark Middle School. A part-time school
teacher who is also a JCPD communications operator, was recently involved in a pedestrian
accident on the street behind Lewis and Clark Middle School. The temporary ordinance redirects
traffic around the school and does not allow vehicles in the school bus area. Chief Schroeder
advised there were some parents that were not happy with the changes, but school personnel
were pleased with the changes. This ordinance will be in effect until the last day of the school
year, and then will be assessed by school administration. Chief Schroeder noted that although
most people may not be aware of it, Lewis and Clark Drive is a city street.
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There are ongoing issues with the outdoor warning sirens and woodpecker damage. The five-
year batteries in the sirens are nearing the end of their life span and will cost approximately
$7,000-$8,000 to replace. Additional money will need to be added to the budget line item to
address the ongoing needs.
Other Updates
None.
Adjourn
Councilman Branch made a motion to adjourn the meeting. Councilman Schreiber seconded the
motion. The meeting was adjourned at 8:40 a.m.
Minutes of Meeting
Jefferson City Public Safety Committee
Monday, April 17, 2017
Immediately following 6:00 PM City Council Meeting
City Hall - 320 E. McCarty Street
City Council Chambers
The meeting was convened at 9:24 P.M. by Mayor Carrie Tergin for the purpose
of election of officers.
Members of the Committee present:
Present: Kemna, Ward, Wiseman, Graham, and Schreiber
Absent: None
Mayor Tergin opened the floor for nominations of Chairman and Vice-Chairman.
Chairman - Councilwoman Wiseman nominated Councilman Graham as
Chairman. There being no further nominations made, Councilman Graham was
elected unanimously.
Vice-Chairman – Councilwoman Wiseman nominated Councilman Schreiber as
Vice-Chairman. There being no further nominations made, Councilman Schreiber
was elected unanimously.
There being no further business brought before the Committee at this time,
Councilwoman Ward moved for adjournment, seconded by Councilman
Schreiber, and approved unanimously at 9:25 PM.
University of Central Missouri
Subaward Agreement
Click It or Ticket (CIOT) Enforcement Campaign
Pass -Through Entity (PTE):
Subrecipient:
University of Central Missouri — Missouri Safety Center
Jefferson City Police Dept.
PTE Principal Investigator.,
Subrecipient Principal Investigator (PI):
Terry Butler —Director, Missouri Safety Center
Jefferson City Police Dept.
PTE DUNS Number: 79-559-7124
Subrecipient DUNS Number: 048127740
PTE FEIN. 44-6000293
Subrecipient FEIN: 44-6000193
Subaward Number. SAF083-
CFDA No.: 20.600
State Awarding Agency:
0161
MO Dept. of Transportation — Traffic & Highway Safety
PTE State Award No: 17 -OP -05-002
Federal Awarding Agency:
US Department of Transportation
Project Title. Click It or Ticket (CIOT) Enforcement Campaign
Subaward Period of Performance:
Subaward Type: Reimbursable
Award Start: May 22, 2017
Award End: June 04, 2017
Subaward Value: $2,000
Terms and Conditions:
The parties to this contract do mutually agree to the following terms and conditions as outlined in this documents and
corresponding attachments.
Reporting and Monitoring Requirements:
All invoicing and reporting will follow the guidelines and restrictions as set out in the attached statement of work. All
payments shall be considered provisional and subject to adjustment within the total estimated cost in the event such adjustment
is necessary as a result of an adverse audit finding against the Agency.
The Agency shall permit monitoring by the State or appropriate federal agency representatives, and comply with such reporting
procedures as may be established by the State. The Agency shall maintain all related records for three years following the end
date of this contract. Record retention is required for purposes of Federal examination and audit. All invoicing and reporting
will follow the guidelines and restrictions as set out in the attached statement of work and contract. By signing this form,
Agency agrees to abide by the terms set forth in the statement of work.
Non -Supplanting Certification:
The agency affirms that the federal funds will not be used to supplement existing funds, and will not replace (supplant) funds
that have been appropriated for the same purpose. Applicants may be required to supply documentation certifying that a
reduction in non-federal resources occurred for reasons other than the receipt of federal funds. Only eligible officer overtime
will be reimbursable through this contract.
Revisions and Amendments:
Matters concerning the technical performance of this agreement, not cost extensions, a request or negotiation of any changes in
terms, conditions, or amounts should be directed to the UCM principal investigator, as noted in this contract. Any changes
made to this agreement require the written approval of each party's Authorized Official.
Indemnification:
Each party shall be responsible for damages resulting from the wrongful or negligent acts or omissions of each respective
party's employees, agents, and/or representatives for risks, losses, and circumstances occurring during or arising out of the
scope of work in this agreement. University of Central Missouri does not waive its sovereign immunity as provided by RSMo
Section 537.600, nor any of the protections afforded it as a quasi -public body of the State of Missouri. The University agrees to
be responsible hereunder only to the extent that it would otherwise be liable under the provision of RSMo Section 537.600.
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Project Description & Total Amount of Federal Pass -Through to PTE:
Provide targeted law enforcement agencies with the resources to fund full, part- time and reserve officers overtime pay for
occupant protection enforcement in targeted locations to increase the awareness and compliance of seat belt usage by all
Missouri drivers during the national Click -It -or -Ticket (CIOT) campaign. These resources will be in the form of sub -award
grants to law enforcement agencies identified by the Traffic and Highway Safety Division of MoDOT. The total amount of the
Federal pass-through funding to PTE is $232,103.72.
Termination of Agreement for cause:
Either party may terminate this agreement with thirty (30) days written notice to the appropriate party's principal investigator.
If applicable, the University shall pay Agency for termination costs as allowable under OMB 2 CFR Parts 200 and 1201.
Governing law: This Agreement shall be interpreted under and governed by the laws of the State of Missouri.
Reimbursable Award: The University of Central Missouri (UCM) hereby awards a cost reimbursable contract of up to $2,000
to the Jefferson City Police Dept. to support officer overtime on the Click It or Ticket (CIOT) Enforcement
Campaign. In its performance of work under the terms of this agreement, Agency shall be an independent entity and not an
employee or agent of UCM.
Attachments:
Attachment A: Statement of Work and Notice of Eligibility
Attachment B: Contract between the Missouri Highways and Transportation Commission & University of Central
Missouri/Missouri Safety Center
Signature of Authorized Official of PTE (UCM):
Signature of Authorized Official of Subrecipient (Agency):
�rC C�l
Date:
Printed Name: Sarah Craig 01/01/2017
Printed Name: Date:
Title: Director, Sponsored Programs
Title:
UCM Project Address:
Signature of Enforcement Administrator of Subrecipient:
Missouri Safety Center
Attn: Mindy Sergent
Humphrey Building, Suite 200
Warrensburg, MO 64093
Phone: 660-543-4392 Fax: 660-543-4482
Printed Name: Date:
Email: sergent@ucmo.edu
Agency Address:
Subaward Number: SAF083-0161
Agency Phone:
Agency Email:
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Attachment A:
Statement of Work and Notice of Eligibility
Click It or Ticket (CIOT) Enforcement Campaign
The Traffic & Highway Safety Division — Missouri Department of Transportation (MoDOT) has identified Jefferson City
Police Dept. as eligible to participate in the CIOT. Full-time, part-time and reserve officers are eligible to participate in
overtime enforcement campaigns. Part-time and reserve officers must have the same authority as a full-time permanent officer.
Through the University of Central Missouri Subaward Agreement (here after referred to as Subaward Agreement), a maximum
reimbursable amount of $2,000 has been designated for actual officer overtime salary and fringe benefits dedicated to
enforcement activities on this enforcement campaign.
Participation in CIOT requires your agency to:
1. Complete the sections of the University of Central Missouri Subaward Agreement:
TWO DIFFERENT (required) signatures. These are typically the Chief, Sheriff or Authorized Official AND
the Enforcement Administrator for your agency.
Agency Contact Information to include: Address, Phone and Email
2. The TWO signatures on the submitted Subaward Agreement must match the two required signatures on the Overtime
Enforcement Manpower Report Form. If the signatures are different a memo must be included with the Overtime
Enforcement Manpower Report Form explaining the reason for the difference.
• Therefore, if the person who signed as the Authorizing Official on the Subaward Agreement also works the
enforcement campaign a different authorizing official would need to sign the Overtime Enforcement
Manpower Report Form then a memo must be submitted explaining the reason for the difference in
signatures between the Subaward Agreement and the Overtime Enforcement Manpower Report Form. The
Authorizing Official cannot certify/approve THEIR -OWN hours worked.
3. Return the signed Subaward Agreement no later than May 22, 2017 of Campaign to Mindy Sergent:
• Scan then Email to: seraent e,ucmo.edu or
• Fax to: 660-543-4482
4. Upon receipt of the completed Subaward Agreement, your agency will received an email message from Mindy Sergent
which will include the following enforcement documents:
• Pre and Post News Release Examples
• Overtime Enforcement Manpower Report Form
• Enforcement Reimbursement Check List
• Highway Safety Campaign Letter to include the On -Line Mobilization Reporting Instructions
5. Upon campaign completion below items must be completed and submitted to the Missouri Safety Center by NO LATER
THAN July 21, 2017. Reports submitted after July 21, 2017 may not be reimbursed:
• Missouri Safety Center - Overtime Enforcement Manpower Report Form
• Signatures on Subaward Agreement MATCH signatures on Manpower Report, if not, a memo indicating
why the signatures a different
• Copies of the salary earnings or salary verification statement showing that the individual(s) who worked the
enforcement received payment. This should be an agency generated payroll report to include a check date
and check number
• Online reporting of citations has been submitted to Highway Safety (www.modot.mo.gov)
On behalf of the Missouri Department of Transportation's Traffic and Highway Safety Division and the Missouri
Safety Center, we appreciate your willingness to assist in making our roadways safer for all.
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