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Home My Public Portal About2021-10-28 packetNOTICE OF MEETING AND TENTATIVE AGENDAi City of Jefferson Public Safety Committee Thursday, October 28, 2021 7:30 a.m. Jefferson City Police Department – 401 Monroe Police Training Room TENTATIVE AGENDA 1. CALL TO ORDER 2. APPROVAL OF MINUTES 3. OLD BUSINESS 4. NEW BUSINESS a. Introduction of Cole County EMS Chief of Emergency Medical Services Eric Hoy, and Station Project Update (Eric Hoy) b. Introduction of Nick Tietsort, Cole County Emergency Management Director (Bill Farr) c. MoDOT FY22 Hazardous Moving Violations Grant (Chief Schroeder) d. MoDOT FY22 Driving While Intoxicated Grant (Chief Schroeder) e. FY21-FY23 BJA Bulletproof Vest Grant (Chief Schroeder) f. FY21 JAG Grant (Chief Schroeder) g. CDBG Grant Application: Community Risk Assessment & Foundational Planning Documents (Chief Schofield) 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. 1 Public Safety Committee Meeting Call to Order The September 30, 2021, Public Safety Committee meeting was convened at 7:30 a.m. by Councilman Schreiber. Councilman Schreiber requested roll call: Councilman Schreiber: present Councilman Spencer: present Councilman Spicer: present Councilman Vogt: absent Councilwoman Ward: absent Attendance Guests: Mayor Tergin, Councilman Mike Lester, City Administrator Steve Crowell, Fire Chief Matt Schofield, Police Chief Roger Schroeder, Police Captain Deric Heislen, Cary Gampher and Lisa Taylor with Architects Alliance, and Jan Schumacker. Approval of Minutes Councilman Spencer made a motion to approved the minutes of the June 29, 2021 meeting. Councilman Spicer seconded the motion. Minutes were approved. Discussion of Agenda Items OLD BUSINESS None NEW BUSINESS Councilman Schreiber welcomed Councilman Lester and attending guests. Architects Alliance – Police Department Building Expansion Councilman Schreiber stated he invited Mr. Gampher and Ms. Taylor to give their presentation on the expansion and renovation of the police building for the new members of the board, Councilman Spencer and Councilman Spicer. Mr. Gampher presented slides and provided a summary overview of the comprehensive plan. He advised the facility study was prepared in 2019 as a preliminary in -house draft document meant for internal discussion. The proposed vertical addition would add 14,000 square feet to the police department building. The estimated cost of the project in 2019 was $6.5 to $7.0 million. An estimate of current costs would add at least $1 million to the project. Mr. Gampher estimated it would take 30 months to procure the materials for the project. He stated the facility study is the first step with the information meant for deliberation and discussion. 2 City Administrator Crowell stated this was an opportunity to look at a City campus-wide solution for all facilities. He asked the council members to keep this option in mind. Councilman Spicer asked Mr. Gampher how long it would take to produce a plan that included all facilities, to which Mr. Gampher responded approximately six months. Councilman Schreiber thanked Mr. Gampher and Ms. Thomas for their presentation. Meeting with Jefferson City Racial Equity Group Chief Schroeder stated he, along with Captain Clark, Captain Wilde and Lt. Williams, met with the Jefferson City Racial Equity Group for approximately 1 hour and 45 minutes on August 31st. Members of the group attending the meeting were Jan Schumacher, Susan Randolph, Cheryl Hibbett and Sue Gibson. The main interest of the group was to discuss their perceived racial inequity concerning vehicle stop data that is generated annually. Chief Schroeder stated it was a free and forthright discussion and a good first step in voicing their respective opinions. The meeting was productive, and Chief Schroeder appreciated the group coming forward with their concerns. Police personnel will meet again with the group after Captain Wilde returns from extended military leave. Chief Schroeder stated Captain Wilde, as the Operations Division commander, has an integral part in the discussions. Jan Schumacher, present as a guest, stated she appreciated the opportunity to meet with Chief Schroeder and staff. Police Department Update At the direction of Councilman Schreiber, Chief Schroeder proceeded with updates. Chief Schroeder gave an overview of police department staffing and vacancies. By the end of next month, the department will have filled all but four of the ten police officer vacancies. Currently there are three police officer trainees attending the Law Enforcement Training Institute (LETI) at the University of Missouri in Columbia; three police officer trainees will soon be released from their field officer training; three police officer candidates have been given conditional offers of employment and are awaiting their medical assessment; and a former officer has expressed interest in returning to the police department. The department is beginning a new police officer selection process which will conclude in December. Candidates that are employed will attend LETI in January. The Animal Shelter has three vacancies from the eight full-time positions. Chief Schroeder offered an Animal Control Officer position to a candidate last week and is awaiting the results of that candidate’s medical assessment. One candidate is in the National Guard and may have an obligation to duty until January. He may be released earlier, so his candidacy is pending. Animal Shelter Manager Lori Blatter has resigned. That position is in the application process. There are three vacancies in Communications. Only one candidate is continuing through the hiring process. Chief Schroeder advised there is little interest in all positions, but especial ly Communications, compared to several years ago. Chief Schroeder advised the personnel vacancies have occurred during the last 10 months and include one death and several retirements. 3 Councilman Spencer asked if Animal Control offered different services than Cole County Animal Control and could those services be shared. Chief Schroeder advised Cole County has one officer assigned to their Animal Control. Cole County contracts with the City’s Animal Control for the use of the City facility. Chief Schroeder advised Intrado, the new 911 call answering system approved by the City Council, will be operational the first week in November. He thanked the council members for their support of this project. The Text to 911 system is operational. The department received its first text to the 911 Center yesterday. The flooring for the police department building the City Council approved is expected to be installed the middle of November. Chief Schroeder stated this will help bring the building’s appearance into the 21st Century. It is important to the employees to work in a contemporary environment. Sgt. Mike Ottolini and Officer Alex Clawson were honored to receive the Governor’s Valor Award from Governor Parson at a formal ceremony on September 1st. It is a very prestigious award, and the department is very proud of them. Chief Schroeder advised calls for service have increased, along with the violence and guns associated with the calls. The nature of the crimes is changing and are more dangerous. Councilman Spencer asked what number of officers have military obligations. Chief Schroeder responded that, on average, the department has two to three officers gone consistently for military duty. He advised he would provide a total number of officers with military obli gations at the next Public Safety Committee meeting. Participation in the FEMA Urban Search and Rescue System Chief Schofield advised four personnel from the Fire Department deployed with Missouri Task Force 1 for Hurricane Ida relief. Members of the Task Force include public safety personnel as well as civilian specialists. There are 28 Federal teams nationwide. This type of deployment gives the firefighters a rare opportunity to work with many larger and well-seasoned departments from around the world. Chief Schofield gave a brief PowerPoint overview of the Urban Search and Rescue configuration, team rotation and benefits of participation. City Administrator Crowell brought up the issue of pay during deployment. Fire personnel on deployment are on special leave with no pay from the City. They are compensated through the Federal program during deployment. Councilman Schreiber stated he appreciated the Fire Department’s participation in the program. In response to Councilman Spicer’s inquiry into staffing, Chief Schofield advised two persons are attending the recruit academy in Columbia. When they have completed training, the Fire Department will be fully staffed. A current firefighter application process will close on November 7th. The department’s eligibility roster lasts approximately one year. CCEMS MOU Resolution Extension 4 Chief Schofield advised he has prepared a resolution to present to the City Council on October 4th to extend the current MOU with Cole County Emergency Management Services. A new chief of CCEMS was hired approximately one month ago, and Chief Schofield would like to give him the opportunity to acclimate to his new position before discussing a new MOU for 2022. The County Commission has agreed to extending the current MOU which includes the SWAT Medic program. Councilman Schreiber advised he would sponsor the resolution. Chief Schroeder expressed his appreciation to the SWAT medics as they are a critical element of the SWAT Team. OTHER BUSINESS Fire Department Update Chief Schofield issued a reminder that open burning season begins on November 1 and continues until March 1, 2022. The Fire Department encourages the public to use the City’s recycling facility located on Southridge Drive for yard waste. October is Fire Prevention month, with the official week being recognized as October 3-9. Fire Safety will be promoted by the department during the entire month. Fire hose testing was completed in September. The roof on Fire Station #3, which was damaged by hail, has been replaced. Other Updates Mayor Tergin extended an invitation to Sgt. Ottolini and Officer Clawson to receive recognition for their Medals of Valor at a City Council meeting. She also extended an invitation to Lt. Williams to be recognized by the City Council for his prestigious Clarence M. Kelley Meritorious Award. Mayor Tergin invited Chief Schofield to give a Fire Safety presentation at the October 4 th City Council meeting. She also asked Chief Schofield to extend an invitation to both the new Cole County Emergency Management Director and the new CCEMS chief to a City Council meeting for introductions. The next meeting will be held on Thursday, October 28, 2021, at the police department. Adjourn Councilman Spicer made a motion to adjourn. Councilman Spencer seconded the motion. Meeting was adjourned at 8:55 a.m. CONSENT AGENDA STAFF REPORT ITEM CONSIDERED: (agenda item number assigned - City Clerk will fill in) SUBJECT: Acceptance of Missouri Department of Transportation. Traffic & Highway Safety Division Hazardous Moving Violations Enforcement Grant DATE: 11/01/2021 DEPARTMENT DIRECTOR(S):. CITY ADMINISTRATOR: Approval of this Consent Agenda item would approve acceptance of the Missouri Department of Transportation, Traffic & Highway Safety Hazardous Moving Violations (HMV) Grant for the period of October 2021 through September 30^^, 2022. This will be the seventeenth year the Police Department has utilized an HMV Enforcement Grant. This will be a continuation of our efforts to promote traffic safety in the area of HMV enforcement. This grant provides funds, payable at an overtime rate, for commissioned personnel to participate in enforcement efforts associated with HMV enforcement. In addition to providing funds for HMV Enforcement, the grant monies provide funds to be used towards law enforcement training & the replacement of six (6) radar units. This grant will provide $18,000 towards HMV overtime expenses, $5,300 toward law enforcement training and a match of $8,772 towards six (6) radar replacements. Grant funds total $32,072 with a required match of $8,772 which will be funded from 10- 300-517010 Police Operational Supplies. Memorandum To: City Council From: City Administrator Re: Grant Acceptance Over $25,000 For: Consent Agenda Pursuant to Section 2- 28 of the City Code, I request authority to accept the following Grant: The name of the grantor:Missouri Department of Transportation Highway Safety and Traffic Division The amount of the grant:$32,072 The purpose of the grant:This grant provides funds, payable at an overtime rate, for commissioned personnel up to $18,000 to participate in enforcement efforts associated with Hazardous Moving Violations Enforcement. In addition to providing funding for commissioned personnel, the grant also provides training funds up to $5,300 for officers to attend LETSAC and Lifesavers Conference, and an $8,772 match towards the purchase of six radar units. The grant period is October 1, 2021 through September 30, 2022. Any matching requirements or future obligations tied to acceptance of the grant: $8,772 match required for the purchase of six radar units. The match will be funded from 10-300-517010 Police Operational Supplies CFDA#;20.600 Grant Award # (if any):22-PT-02-017 City Department Responsible:Police Department Employee assigned as Grant Administrator: Sgt. Ruediger, Traffic Supervisor Revenue account # to be amended:$18,000 10-300-430011 Federal Grants-Overtime Reimb $14,072 10-300-430010 Federal Grants Expense account # to be amended:$18,000 10-300-501090 Overtime $5,300 10-300-520070 Training & Education $8,772 10-300-572020 Purchase of Equipment Reviewed by Finance: execute any documents necessary for accepting the grant and amend the budget to reflect the acceptance of such revenue, and amend the budget to reflect equivalent expenses so as to accomplish the purpose of such funds. For Finance Department Use only: Approved on the Consent Agenda this day of..,20_ Revised 8/2/16 by Ordinance 15545 f •• MoDOT Highway Safely and Traffic Missouri Department of Transportation 830 MoDOT Drive P.O. Box 270 Jefferson City, MO 6S102 573-751-4161 1-800-800-2358 Fax: 573-634-5977 September 30,2021 Chief Roger Schroeder Jefferson City Police Dept. 401 Monroe St. Jefferson City, MO 65101-3120 Dear Chief Schroeder: Enclosed please find a copy of the fully executed contract between the Highway Safety and Traffic Division and Jefferson City Police Dept. for a HMV Enforcement project. The project obligates $32,072.00 In federal funds for the period of October 01.2021 through September 30,2022. Ail eligible expenditures incurred effective October 01.2021 should be claimed against project #22-PT-02-017. If your agency has a contract with salaried positions awarded, a claim voucher and activity reports must be submitted monthly. All other contracts should submit a claim voucher and activity reports monthly, or at least quarterly. Your agency may be obligated to fulfill a requirement in accordance with the 2 Code of Federal Regulations (CFR) Part 200, known as the "0MB Uniform Guidance" with the Office of Management and Budget. It sets forth standards for obtaining consistency and uniformity among Federal agencies for the audit of States, Local Governments, and Non-Profit Organizations expending Federal awards. 2 CFR Part 200 states that Non-Federal entities expending $750,000 or more in a year in Federal awards shall have a single or program-specific audit conducted for that year in accordance with the provisions of 2 CFR Part 200 "0MB Uniform Guidance" as defined in section 200.501. The 2 CFR Part 200 can be found by going to the National Highway Traffic Safety Administration website at NHTSA.dot.gov. One hard copy of this audit shall be sent to: Missouri Department of Transportation (MoDOT) Audits and Investigations Division, PO Box 270, Jefferson City, MO 65102. Questions regarding the "0MB Uniform Guidance" requirement can be directed to the MoDOT Highway Safety and Traffic Division at 800-800-2358 or 573-751-5434. Questions regarding this contract, can be directed to Mandy Kliethermes, Senior System Management Specialist We look forward to working with you and your staff. Sincerely, fU— Jon Nelson Asst. to State Highway Safety Traffic Engineer Enclosure DCyn ^a world-class transportation system that is safe, innovative, reliable and dedicated to a prosperous Missouri, www.modotorg Oocu^ign Envelppe ID: CD9gE14D-9A5B-4B51-85C2-50A4EF360327 CONTRACT Form HS-1 Version: 1 06/09/2021 Missouri Department of Transportation Highway Safety and Traffic Division P.O. Box 270 830 MoOOT Drive Jefferson City, MO 65102 Phone: 573-751-4161 Fax:573-634-5977 Name of Grantee Jefferson City Police Dept. Grantee County Coie Grantee Address 401 Monroe St. Jefferson City, MO 65101-3120 Telephone 573-634-6400 Fax 573-634-8726 Project Title: Project Number: Project Category: Program Area: HMV Enforcement 22-PT-02-017 Police Traffic Services Police Traffic Services Funding Source: 402 / 20.600 Type of Project: Initial Started: 10/01/2021 Federal Funds Benefiting State: Local: Total: $32,072.00 $32,072.00 Source of Funds Federal: State: Local: Total: $32,072.00 $8,772.00 $40,844.00 Effective: Through: Contract Period 10/01/2021 09/30/2022 Prepared By Kliethermes, Mandy —DocuSlgnad by: Air. SftAAt. Cm/td arXFCEZEXCBFMiT jpM^uthorizing Official BSSDnBTESRSr Director .710M:^UiUI-b44W... MHTC Authorizing Official 2021-09-28 I 2:48 PM COT Date 2021-09-28 I 1:12 PM CDT Date 2021-09-29 I 1:10 PM CDT Date It is mutually agreed by the parties executing this contract to the following; the reimbursable costs shall not exceed the total obligated amount of $32,072.00; the recipient of funds shall proceed with the implementation of the program as detailed In attached forms (which become part of this agreement) and shall adhere to conditions specified in attachments (which become part of this agreement); all Federal and State of Missouri laws and regulations are applicable and any addendums or conditions thereto shail be binding; any facilities and/or equipment acquired in the connection with this agreement shall be used and maintained for highway safety purposes; the recipient of funds must comply with the Title VI of the Civil Rights Act of 1964, and the Federal Funds from other sources, excluding Federal Revenue Sharing Funds, will not be used to match the Federal funds obligated to this project. Page 1 of 24 DocuSign Envelope ID: CD99E14D-9A5B-4B51-85C2-5DA4EF360327 BUDGET Category Item Description Quantity Cost Total Local Total Requested Equipment Radar stalker DSR dual antenna radar unit 6.00 52,924.00 $17,544.00 $8,772.00 $8,772.00 $17,544.00 $8,772.00 $8,772.00 Personnel Overtime and Fringe Approximately 360 hours of enforcement overtime 1.00 $18,000.00 $18,000.00 SO.OO $18,000.00 $18,000.00 $0.00 $18,000.00 Training Professional Development LETSAC Conference 2.00 $600.00 $1,600.00 $0.00 $1.600.00 Professional Development Lifesavers Conference 2.00 $1,850.00 $3,700.00 $0.00 $3,700.00 $5,300.00 $0.00 $5,300.00 Total Contract $40,844.00 $8,772.00 $32,072.00 Page 23 of 24 CONSENT AGENDA STAFF REPORT ITEM CONSIDERED: (agenda item number assigned - City Clerk will fill in) SUBJECT: AcceDtance of Missouri Department of Transportation. Traffic & Highway Safety Division DWI Enforcement Grant DATE: 11/01/2021 DEPARTMENT DIRECTORfS): CITY ADMINISTRATOR:^ Approval of this Consent Agenda item would approve acceptance of the Missouri Department of Transportation, Traffic & Highway Safety DWI Grant for the period of October 2021 through September 30♦^ 2022. This will be the fourteenth year the Police Department has utilized a DWI Enforcement Grant. This will be a continuation of our efforts to promote traffic safety in the area of DWI enforcement. This grant provides funds, payable at an overtime rate, for commissioned personnel to participate in enforcement efforts associated with DWI Enforcement. Grant funds total $25,000 with no matching requirement by the City of Jefferson. Memorandum To: City Council From: City Administrator Re: Grant Acceptance Over $25,000 For: Consent Agenda Pursuant to Section 2- 28 of the City Code, I request authority to accept the following Grant: The name of the grantor:Missouri Depailment of Transportation Highway Safety and Traffic Division The amount of the grant:$25,000 The purpose of the grant;This grant provides funds, payable at an overtime rate, for commissioned personnel up to $25,000 to participate in enforcement efforts associated with DWI Enforcement. The grant period is October 1, 2021 through September 30, 2022. Any matching requirements or future obligations tied to acceptance of the grant; None CFDA#:20.607 Grant Award # (if any):22-154-AL-02I City Department Responsible:Police Department Employee assigned as Grant Administrator: Sgt. Ruediger, Traffic Supervisor Revenue account # to be amended:10-300-430011 Federal Grant Overtime Reimb Expense account # to be amended:10-300-501090 Overtime Reviewed by Finance: execute any documents necessary for accepting the grant and amend the budget to reflect the acceptance of such revenue, and amend the budget to reflect equivalent expenses so as to accomplish the purpose of such funds. For Finance Department Use only: Approved on the Consent Agenda this day of..»20_ Revised 8/2/16 by OrdinHncc 15545 MoDOT Highway Safety and Traffic Missouri Department of Transportation MoDOT Dnvc ^ P.O. Box 270 Jefferson City, MO 65102 573-75 M161 1-800-800-2358 Fax: 573-634-5977 September 30,2021 Chief Roger Schroeder Jefferson City Police Dept. 401 Monroe St. Jefferson City, MO 65101-3120 Dear Chief Schroeder Enclosed please find a copy of the fully executed contract between the Highway Safety and Traffic Division and Jefferson City Police Dept. for a DWI Saturation Enforcement project. The project obligates $25,000.00 in federal funds for the period of October 01.2021 through September 30,2022. All eligible expenditures incurred effective October 01,2021 should be claimed against project #22-154-AL-021. If your agency has a contract with salaried positions awarded, a claim voucher and activity reports must be submitted monthly. All other contracts should submit a claim voucher and activity reports monthly, or at least quarterly. Your agency may be obligated to fulfill a requirement in accordance with the 2 Code of Federal Regulations (CFR) Part 200, known as the "0MB Uniform Guidance" with the Office of Management and Budget. It sets forth standards for obtaining consistency and uniformity among Federal agencies for the audit of States, Local Governments, and Non-Profit Organizations expending Federal awards. 2 CFR Part 200 states that Non-Federal entities expending $750,000 or more in a year in Federal awards shall have a single or program-specific audit conducted for that year in accordance with the provisions of 2 CFR Part 200 "OMB Uniform Guidance" as defined in section 200.501. The 2 CFR Part 200 can be found by going to the National Highway Traffic Safety Administration website at NHTSA.dot.gov. One hard copy of this audit shall be sent to: Missouri Department of Transportation (MoDOT) Audits and Investigations Division, PO Box 270, Jefferson City, MO 65102. Questions regarding the "OMB Uniform Guidance" requirement can be directed to the MoDOT Highway Safety and Traffic Division at 800-800-2358 or 573-751-5434. Questions regarding this contract, can be directed to Mandy Kliethermes, Senior System Management Specialist. We look fonward to working with you and your staff. Sincerely, Jon Nelson Asst. to State Highway Safety Traffic Engineer Enclosure MACKyr Our mission is to provide a world-class transportation system that is safe, innovative, reliable and defeated to a prosperous Missouri. www.modoLorg DocuSigM Enveloge ID; 67E41326-3661-4641-AS50-41CDA4218ACF CONTRACT Form HS-1 Revision Reason: Other Version: 2 06/25/2021 Missouri Department of Transportation Highway Safety and Traffic Division P.O. Box 270 830 MoDOT Drive Jefferson City, MO 65102 Phone: 573-751-4161 Fax:573-634-5977 Name of Grantee Jefferson City Police Dept. Grantee County Cole Grantee Address 401 Monroe St. Jefferson City, MO 65101-3120 Telephone 573-634-6400 Fax 573-634-8726 Project Title: Project Number: Project Category: Program Area: DWI Saturation Enforcement 22-154-AL-021 Transfer 154/164 Alcohol Funding Source: 154 AL / 20.607 TVpe of Project: Initial Started: 10/01/2021 Federal Funds Benefiting State: Local: Total; $25,000.00 $25,000.00 Source of Funds Federal: State: Local: Total: $25,000.00 $0.00 $25,000.00 Effective: Through: Contract Period 10/01/2021 09/30/2022 Prepared By Kliethermes, Mandy —OoeuSl0Rod by: Mr. Ordu/dL iwcEffiKCSFwrr Official Director =7ro7Bm:sm7r MHTC Authorizing Official 2021-09-28 I 2:49 PM CPT Data 2021-09-28 I 1:13 PM CDT Date 2021-09-29 I 11:14 AM CDT Date It is mutually agreed by the parties executing this contract to the following: the reimbursable costs shall not exceed the total obligated amount of $25,000.00; the recipient of funds shall proceed with the implementation of the program as detailed in attached forms (which become part of this agreement) and shall adhere to conditions specified in attachments (which become part of this agreement); all Federal and State of Missouri laws and regulations are applicable and any addendums or conditions thereto shall be binding; any facilities and/or equipment acquired in the connection with this agreement shall be used and maintained for highway safety purposes; the recipient of funds must comply with the Title VI of the Civil Rights Act of 1964, and the Federal Funds from other sources, excluding Federal Revenue Sharing Funds, will not be used to match the Federal funds obligated to this project. Page 1 of 23 DocuSign Envelope ID: 67E41328-3661-4641-A550-41CDA4218ACF BUDGET Categoiy Item Description Quantity Cost Total Local Total Requested Personnel Overtime and Fringe Approximately 500 hours of overtime enforcement 1.00 $25,000.00 $25,000.00 so.oo $25,000.00 $25,000.00 $0.00 $25,000.00 Total Contract $25,000.00 $0.00 $25,000.00 Page 22 of 23 Memorandum To; City Administrator From: Police Department Re: Grant Acceptance under $25,000 For: Your Approval Pursuant to Section 2- 28 of the City Code, 1 request acceptance of the following Grant: The name of the grantor:The Bureau of Justice Assistance (BJA) The amount of the grant:$3,865.50 The purpose of the grant:To provide assistance for the Police Department purchases of bullet resistance vests through August 31 2023. Any matching requirements or future obligations tied to acceptance of the grant: 50% of the cost of the bullet resistant vest. CFDA#:16.607 Grant Award # (if any): City Department Responsible:Jefferson City Police Department Employee assigned as Grant Administrator: Bethany Benward Revenue account # to be amended:10-300-430010 Federal Grants Expense account # to be amended:10-300-572085 Bullet Proof Vest Grant Reviewed by Finance: Approved this day of.,20_ City Administrator Signature Revised 8/2/16 by Ordinance 15545 From: To: Subject: Office of Jusbce Programs Weekly Digest Bulletin Date: Sunday, October 17, 2021 1:36:46 PM Office of Justice Programs Bulletproof Vest Partnership (BVP) - FY 2021 Award Announcement -Awards On Hold 10/14/2021 Dear BVP applicant, The Bureau of Justice Assistance (BJA) is pleased to inform you that your jurisdiction will receive an award under the Fiscal Year (FY) 2021 Patrick Leahy Bulletproof Vest Partnership (BVP) solicitation. These funds have been posted to your account in the BVP System. A complete list of FY 2021 BVP awards is available at: https://www.oiD.aov/proQram/bulletproof-vest-partnership/overview. However, the 2021 BVP award for jurisdiction will be on hold until SAM registration is completed and the BVP Helpdesk is notified. Please see the steps below: 1. Your jurisdiction must be registered in SAM.gov. ®r more information about renewing and updating your existing SAM registration, or registering In SAM as a new entity, please visit https://sam.gov/ content/status-tracker. The SAM Helpdesk can be reached at 866-606-8220. 2. Please confirm your Jurisdiction Name (Vendor Name) registered, DUNS number, and Address between BVP and SAM. Please update SAM with the latest banking information for your jurisdiction. Please send an email to the BVP Service Desk at: Vests.Vests@ojp.usdoj.gov to confirm you have registered In SAM.gov and to confirm your Jurisdiction Name (Vendor Name) registered, DUNS number, and Address between BVP and SAM. The FY 2021 award may be used for National Institute of Justice (NIJ) compliant armored vests which were ordered after April 1, 2021. The deadline to request payments from the FY 2021 award is August 31, 2023, or until all available funds have been requested. Awards will not be extended past that date, and any unused funds will be forfeited. Please see the following websites for a list of NIJ compliant vests: https://citec.orq/compliance-testing- proqram/compliant-product-lists/ As a reminder, all jurisdictions that applied for FY 2021 BVP funding certified that a mandatory wear policy was in place for their jurisdiction. BJA will be conducting reviews of the mandatory wear policies as funds are requested from the BVP System. For more information on the BVP mandatory wear policy, please see the BVP Frequently Asked Questions document: httDs://w\ftAA/.olp.aov/sites/a/files/xvckuh241/files/media/document/FAQsBVPMandatorvWearPollcv O.pdf Finally, please visit the following page for checklists and guides for each step of the BVP process: https:// www.oip.gov/proqram/bulletproof-vest-partnership/proqram-resources For questions regarding the BVP Program or your award, please do not hesitate to contact the BVP Help Desk at vests@usdoj.gov or 1-877-758-3787. Thank you. Accepting Fiscal Year 2021 Awards in JustGrants As awards are being made, this Is a reminder that when successful applicants are notified of their awards, the Authorized Representative, Application Submitter, and Entity Administrator will receive an email notification that there is an award to accept. The entire process of reviewing and accepting FY 2021 awards will be completed within JustGrants. To accept the award, your Authorized Representative will accept or decline the award electronically in JustGrants. With the new system, you do not need to print and sign a PDF. A few important points to note are listed below; Entities must set up their JustGrants account and enroll in ASAP to accept and manage their awards. Prior to accepting an award, the Entity Administrator must assign a Financial Manager and a Grant Award Administrator. The Entity Administrator should also review the Authorized Representative assignment made at the time of application to ensure the assignment is correct. Review the JustGrants Roles overview for more information. COPS Office grantees will have two Authorized Representatives, and both must accept the award. To accept an award in JustGrants, the Authorized Representative will — 1. sign in to JustGrants. 2. select an award from My Worklist. 3. open and accept the information for each tab of the Award Package page. 4. click Accept. (After the Authorized Representative clicks Accept, the system will display a banner indicating that the award has been accepted.) To decline an award, the Authorized Representative will — 1. select the Decline button and enter an explanation. Memorandum To: City Administrator From: Police Department Re: Grant Acceptance under $25,000 For: Your Approval Pursuant to Section 2- 28 of the City Code, I request acceptance of the following Grant: The name of the grantor:Bureau of Justice Assistance FY21 Edward Byrne Memorial Justice Assistance (jrant (JAG) The amount of the grant:$10,738 The purpose of the grant:The grant application titled. Improving & Advancing Local Law Enforcement, was submitted as a joint application for the Jefferson City Police Department and the Cole County Sheriffs Office. The proposed activity for the grant is to provide additional fimding for training and education for the improvement of officer/deputy safety. The awarded flmds received are to be split 60/40 with the Jefferson City Police Department receiving $6,442.80 and the Cole County Sheriffs Office receiving $4,295.20. The grant project period is October 1,2021 through September 30,2022. Any matching requirements or future obligations tied to accentance of the grant: No matching requirements CFDA#:16.738 Grant Award # (if any):15PB J A-21 -GG-01609-J AGX City Department Responsible:Police Denartment Employee assigned as Grant Administrator: Bethany Benward, Management Analyst Revenue account # to be amended:10-300-430010 Federal Grants Expense account M to be amended:10-300-572075 LLEBG Annual (jrant Equipment $6,442.80 10-300-572210 Cole Co Reimbursable Grant Exp $4,295.20 Reviewed by Finance: Approved this day of..,20. City Administrator Signature Revbed 8/2/16 by Ordinance 1SS4S Benward^ethan^ From: Sent: To: Subject Default <do-not-repiy@ojp.usdoj.gov> Tuesday, October 12, 2021 8:08 PM Pearre, Shieia; Mueller, Margaret; Benward, Bethany DOi Justice Grants System • Award Number 15PBJA-21 -GG-01509-JAGX Notification JUSIararAs JUSTICE GRANTS SYSTEM Congratulations! Application GRANT13432712 submitted under the 2021 BJA FY 21 Edward Byrne Memorial Justice Assistance Grant (JAG) Program - Local Solicitation has been selected for an award. Please log into Justice Grants System (JustGrants) at https;//justgrants.usdoj.gov to see award detaiis. For assistance logging into JustGrants, contactJustGrants.Support@usdoj.gov or 833-872-5175. Prior to the Authorized Representative accepting the award, the Entity Administrator needs to assign a Flnanciai Manager (responsible for submitting the Federal Financial Form), a Grant Award Administrator (responsible for submitting Grant Award Modifications, Performance Reports and Gioseouts) and an Alternate Grant Award Administrator (responsible for submitting Grant Award Modifications) to the award. To be eligible for payment, follow the Automated Standard Application for Payments (ASAP) recipient enrollment and login guidance at the JustGrants Website vA/vw.justicegrants.usdoj.gov. Please do not reply to this message. You can contact your grant manager Kandia Conaway at 202-514- 9205 and Kandia.Conaway@ojp.usdoj.gov For more Information go to w\ajw.iusticearants.usdoi.qov JustGrants is operated under the U.S. Department of Justice