HomeMy Public PortalAbout13-8637 Grant Award for 2013 Edward Byrne Memorial Justice Sponsored by:City Manager
RESOLUTION NO. 13-8637
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY
MANAGER TO ACCEPT THE AWARD OF GRANT FUNDS
FROM THE DEPARTMENT OF JUSTICE AND THROUGH
THE MIAMI-DADE COUNTY OFFICE OF GRANTS
COORDINATION FOR THE FY 2013 EDWARD J. BYRNE
MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) IN THE
AMOUNT OF TWO THOUSAND EIGHT HUNDRED AND
FOURTEEN DOLLARS ($2,814) FOR OVERTIME FOR
RECORD IMPROVEMENT PROJECT; PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN
EFFECTIVE DATE
WHEREAS, the City of Opa-Locka ("City") is committed to finding external sources of
funding from county, state and federal grants and has previously been awarded funds under the
JAG program; and
WHEREAS, Miami-Dade County ("County") has been awarded federal funds from the
Edward Byrne Federal Justice Assistance Grant Funding; and
WHEREAS, Miami-Dade County is desirous of supporting continue improvement of
funding for the overtime hours for the Opa-locka Police Department's electronic records
improvement initiatives; and
WHEREAS, the City of Opa-Locka has applied for grant funds from the Edward J. Byrne
Memorial Justice Assistance Grant (JAG); and
WHEREAS, the City Manager is requesting authorization to accept the awarded JAG funds
for the FY 2013 Edward J. Byrne Memorial Justice Assistance Grant (JAG) for the provision of a
Records Improvement Project for the City of Opa-locka.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA-LOCKA,FLORIDA:
Section 1. The recitals to the preamble are hereby incorporated by reference.
Section 2. The City Commission of the City of Opa-Locka hereby authorizes the City
Manager to accept the award of grant funds from the FY 2013 Edward J. Byrne Memorial Justice
Assistance Grant(JAG) and through the Miami-Dade County Office of Grants Coordination in the
amount of Two Thousand Eight Hundred Fourteen Dollars ($2,814) for the overtime needed to
continue the records improvement project.
Section 3. This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this 10th day of July, 2013.
YRA T'YLOR
MAYOR
A est to:
a_ ` b f-- dia,1/4-3---)
Jo. na Flores
City Clerk
Approved as to form and legal sufficiency:
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J. •;' 7 eller
t r EN.POON MARDER PA
ty Att orney
Moved by: COMMIS ONER JOHNSON
Seconded by: VICE MAYOR KELLEY
Commission Vote: 5-0
Commissioner Holmes: YES
Commissioner Johnson: YES
Commissioner Santiago: YES
Vice-Mayor Kelley: YES
Mayor Taylor: YES
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City of Opa-Locka
Agenda Cover Memo
Commission Meeting July 10,2013 Item Type: Resolution Ordinance Other
Date: X
(EnterXin box)
Fiscal Impact: Ordinance Reading: 1st Reading 2nd Reading
(Enter X in box) Yes No (Enter X in box)
X Public Hearing: Yes No Yes No
(Enter X in box) X
Funding Source: (Enter Fund&Dept) Advertising Requirement: Yes No
(Enter Acct No.) FDOLE-JAG BY (EnterXin box) X
MDC
Contract/P.O.Required: Yens No RFP/RFQ/Bid#:
(EnterXin box) X N/A
Strategic Plan Related Yes No Strategic Plan Priority Area: Strategic Plan Obj./Strategy: (list the
(Enter X in box) X specific objective/strategy this item will address)
Enhance Organizational p
Bus.&Economic Dev • Continuing to improve the City of Opa-
Public Safety p Locka Police Department's efficiency
Quality of Education C] in their record management system
Qual.of Life&City Image •
Communcation
Sponsor Name City Manager Department: Finance
Short Title:
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY
MANAGER TO ACCEPT ALLOCATED FUNDING FROM DADE COUNTY DEPARTMENT OFFICE OF BUDGET AND
MANAGEMENT GRANTS COORDINATION FOR FEDERAL DEPARTMENT OF LAW ENFORCEMENT ALLOCATION FOR
THE CITY OF OPA-LOCKA UNDER THE EDWARD BYRNES MEMORIAL JUSTICE ASSISTANCE(JAG PROGRAM FY 2013)
Staff Su .1"Y:
Florida Department of Law Enforcement set aside funds in the amount of$735,463 from which the City of
Opa-Lock was allocated $2,814. We were contacted by Miami Dade County Office of Grants Coordination
who is managing these funds to certify participation. Staff is recommending approval.
Proposed Action:
Staff recommends the adoption of the Resolution to authorize the City Manager to accept allocation in the
amount of$2,814.00 as was done in prior years.
Attachment:
• State of Florida FDLE-USDOJ Announcement
• Miami Dade County Commissioner Letter
• City of Opa-Locka Letter of Participation
• Our Budget Approved Budget and Scope
Off.P"moo CKQ.
OF
6
• �.
Memorandum
TO: Mayor Myra L. Taylor
Vice-Mayor Joseph L. Kelley
Commissioner Timothy olmes
Commissioner Ddroth " ottie" Johnson
Commissioner Lull B. S ntiago
\�
FROM: Kelvin L. Baker, Sr., City Managle;
DATE: July 10, 2013
RE: Authorization to Acceptance Depart II ent of Justice Edward Byrne Memorial
Justice Assistance Grant Award Available through Miami-Dade County
Request: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-
LOCKA AUTHORIZE THE CITY MANAGER TO ACCEPT THE AWARD OF GRANT
FUNDS FROM THE DEPARTMENT OF JUSTICE AND THROUGH MIAMI-DADE
COUNTY OFFICE OF GRANTS COORDINATION TO ACCEPT ALLOCATED
FUNDING FOR FY 2013 EDWARD J. BYRNE MEMORIAL JUSTICE ASSISTANCE
GRANT (JAG) IN THE AMOUNT OF TWO THOUSAND EIGHT HUNDRED AND
FOURTEEN DOLLARS ($2,814) AND EXECUTE AGREEMENTS WITH THE PURPOSE
OF CONTINUING THE RECORDS IMPROVEMENT PROJECT.
Description: The Opa-locka Police Department (OLPD) is striving to improve its records
management system. The OLPD will utilize the FY 2013 Byrne Grant funds to pay overtime hours
to record and property personnel to convert paper reports, documents, and seized property
information into accessible electronic reports.
Financial Impact: No Fiscal Impact. One hundred percent of the proceeds are grant dollars.
Implementation Timeline: Immediately
Legislative History: None
Recommendation(s): Staff recommends approval.
Attachment(s): Contract, Scope, Budget
Prepared By: Delia Rosa Kennedy, Grant Coordinator Office of Grant Administration
END OF MEMORANDUM
O d
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Ui D'
Memorandum
TO: Mayor Myra L. Taylor
Vice-Mayor Joseph L. Kelley
Commissioner Timothy Holmes
Commissioner Dorothy "Dottie" Johnson
Commissioner Luis B. Santiago
FROM: Kelvin L. Baker, Sr., City Manager
DATE: July 10,2013
RE: Authorization to Acceptance Department of Justice Edward Byrne Memorial
Justice Assistance Grant Award Available through Miami-Dade County
Request: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-
LOCKA AUTHORIZE THE CITY MANAGER TO ACCEPT THE AWARD OF GRANT
FUNDS FROM THE DEPARTMENT OF JUSTICE AND THROUGH MIAMI-DADE
COUNTY OFFICE OF GRANTS COORDINATION TO ACCEPT ALLOCATED
FUNDING FOR FY 2013 EDWARD J. BYRNE MEMORIAL JUSTICE ASSISTANCE
GRANT (JAG) IN THE AMOUNT OF TWO THOUSAND EIGHT HUNDRED AND
FOURTEEN DOLLARS ($2,814) AND EXECUTE AGREEMENTS WITH THE PURPOSE
OF CONTINUING THE RECORDS IMPROVEMENT PROJECT.
Description: The Opa-locka Police Department (OLPD) is striving to improve its records
management system. The OLPD will utilize the FY 2013 Byrne Grant funds to pay overtime hours
to record and property personnel to convert paper reports, documents, and seized property
information into accessible electronic reports.
Financial Impact: No Fiscal Impact. One hundred percent of the proceeds are grant dollars.
Implementation Timeline: Immediately
Legislative History: None
Recommendation(s): Staff recommends approval.
Attachment(s): Contract, Scope, Budget
Resolution
Prepared By: Delia Rosa Kennedy, Grant Coordinator Office of Grant Administration
END OF MEMORANDUM
Delia Rosa Kennedy
From: Doherty, Michaela (OMB) [MIC3 @miamidade.gov]
Sent: Thursday, June 27, 2013 10:53 AM
To: Ernest Long (longe @aventurapolice.com); Shelisa Persaud (persauds @aventurapolice.corn);
Hemingway, Sean (shemingway @bayharborislands.net); mdaddario @balharbourpolice.org;
Hearns, Michael; Rodriguez, Ronald (MDPD); nestor.arauz @doralpd.com;
rhufnagel @villageofelportal.org; Susan Vives(svives @floridacityfl.gov); Ramirez, Michelle
[Florida City]; Chief Pedro Taylor(ptaylor @floridacityfl.gov); Sheila Pirrone;
gcadavid @goldenbeach.us; Marinelli, Frederick H. [HF]; Quintana, Annette
(aquintana @hialeahfl.gov); Van Toth (Chief @cityofhialeahgardens.com); Sandra Nanni
(snanni @homesteadpolice.com); Maher, Clark; 'Ana Y. Guerra'; Monteagudo, Joe [KBPD];
Elizabeth Chow echow @medleypd.com; Maria Gonzalez(maria.gonzalez @miami-police.org);
Hoanshelt, Jody[MB]; Essie Briggs; Soto, George (MDPD); Dorces Perez
(perezd @miamilakes-fl.gov); Mcleod, David [MSPD]; Chief Kevin Lystad
(kevin.lystad @mspd.org);jcapote @mspd.us; 'Ana Gonzalez' (agonzalez @nbvillage.comn);
rdaniels @nbvillage.com; pcohen @northmiamipolice.com; Rene Darden
(rdarden @nmbpd.org); Charmaine Parchment; Delia Rosa Kennedy; Judge, Peter J. (MDPD);
Derrick Bowman (PD) (dbowman @pinecrest-fl.gov); Pete Skumanich (skumanich@pinecrest-
fl.gov); 'Korth, Jennifer'; Grandinetti, Michael; Richard Williams, Lt.; Jesus David Borrero;
Chief James Chohonis(JChohonis @vgpd.com); Nelson Abreu, Chief
Subject: FY14 Byrne Grant
Attachments: 51% Letter Cities FY14.doc
Importance: High
Hello all,
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Regards,
Michelle
Hello all'
We have received your Certificate of Participation, and are requesting your assistance in securing a signed letter of
approval from your mayor
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Tne atta_heu sample letter contains toe specifts a,u.ding requested by toe Mate Pease a :e that the Mate require_s
that the :ter be suo m,itted on your municipality's letterhead with an original signature from your city mayor Your
signed city letter must be in our office by July 3, 2013. Faxed letters will not be accepted Letters should be mailed to
this office at the address listed below. PLEASE DO NOT FORWARD YOUR LETTER TO THE STATE.
Office of Manaeement and Bitdept
Grants !_, rtliriati^r,
1
Michaela Doherty,Special Projects Administrator, M.S., LMHC
Office of Management and Budget
Grants Coordination
111 NW 1 st. Street, 19th Floor
Miami, FL 33128
Phone(305)375-2108
mic3c miamidade.gov
"Delivering Excellence Every Day"
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Date July 10, 2013
Mr. Clayton H. Wilder
Administrator
Office of Criminal Justice Grants
Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Dear Mr. Wilder:
In compliance with State of Florida Rule 11D-9, F.A.C., City of Opa-Locka approves the distribution of
$735,463 of Fiscal Year 2014 Edward Byrne Memorial JAG Program funds for the following projects
within Miami-Dade County:
Subgrantee Title of Project Federal Funds
Miami-Dade County Aventura, SRO $3,948
Miami-Dade County Bay Harbor Islands, RI $2,043
Miami-Dade County Biscayne Park, RI $1,906
Miami-Dade County Coral Gables, RI $5,020
Miami-Dade County Cutler Bay, SRO $4,708
Miami-Dade County Doral, SRO $4,256
Miami-Dade County El Portal, RI $1,845
Miami-Dade County Florida City, RI $2,358
Miami-Dade County Golden Beach, RI $1,726
Miami-Dade County Hialeah, DV $18,898
Miami-Dade County Hialeah Gardens, RI $3,201
Miami-Dade County Homestead, DV $6,000
Miami-Dade County Key Biscayne, RI $2,517
Miami-Dade County Medley, RI $1,741
Miami-Dade County Miami, RI &SRO $31,491
Miami-Dade County Miami Beach, RI $8,726
Miami-Dade County Miami Gardens, RI $9,894
Miami-Dade County Miami Lakes, SRO $3,694
Miami-Dade County Miami Shores, RI $2,434
Miami-Dade County Miami Springs, RI $2,684
Miami-Dade County North Bay Village, RI $2,087
Miami-Dade County North Miami, RI $6,203
Miami-Dade County North Miami Beach, DV $4,743
Miami-Dade County Opa Locka, RI $2,814
Miami-Dade County Palmetto Bay, SRO $3,553
Miami-Dade County Pinecrest, RI $3,118
Miami-Dade County South Miami, RI $2,452
Miami-Dade County Sunny Isles, SRO $3,069
Miami- Dade County Sweetwater, RI $2,736
Miami- Dade County West Miami, RI $2,086
Miami- Dade County MDPD Prevention Awareness $82,626
Miami- Dade County Planning & Evaluation $73,546
Miami- Dade County JSD Civil Citation $166,837
Miami- Dade County Intensive Day/Night Treatment $214,734
Miami- Dade County MDSP Gang Abatement $45,769
TOTAL $735,463
Sincerely,
Kelvin L Baker, City Manager
7Date
Mr. Clayton H. Wilder
Administrator
Office of Criminal Justice Grants
Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Dear Mr. Wilder:
In compliance with State of Florida Rule 11D-9, F.A.C., the (city) approves the
distribution of$735,463 of Fiscal Year 2014 Edward Byrne Memorial JAG Program funds for the following
projects within Miami-Dade County:
Subgrantee Title of Project Federal Funds
Miami-Dade County Aventura, SRO $3,948
Miami-Dade County Bay Harbor Islands, RI $2,043
Miami-Dade County Biscayne Park, RI $1,906
Miami-Dade County Coral Gables, RI $5,020
Miami-Dade County Cutler Bay, SRO $4,708
Miami-Dade County Dora!, SRO $4,256
Miami-Dade County El Portal, RI $1,845
Miami-Dade County Florida City, RI $2,358
Miami-Dade County Golden Beach, RI $1,726
Miami-Dade County Hialeah, DV $18,898
Miami-Dade County Hialeah Gardens, RI $3,201
Miami-Dade County Homestead, DV $6,000
Miami-Dade County Key Biscayne, RI $2,517
Miami-Dade County Medley, RI $1,741
Miami-Dade County Miami, RI & SRO $31,491
Miami-Dade County Miami Beach, RI $8,726
Miami-Dade County Miami Gardens, RI $9,894
Miami-Dade County Miami Lakes, SRO $3,694
Miami-Dade County Miami Shores, RI $2,434
Miami-Dade County Miami Springs, RI $2,684
Miami-Dade County North Bay Village, RI $2,087
Miami-Dade County North Miami, RI $6,203
Miami-Dade County North Miami Beach, DV $4,743
Miami-Dade County Opa Locka, RI $2,814
Miami-Dade County Palmetto Bay, SRO $3,553
Miami-Dade County Pinecrest, RI $3,118
Miami-Dade County South Miami, RI $2,452
Miami-Dade County Sunny Isles, SRO $3,069
Miami- Dade County Sweetwater, RI $2,736
Miami- Dade County West Miami, RI $2,086
Miami- Dade County MDPD Prevention Awareness $82,626
Miami- Dade County Planning & Evaluation $73,546
Miami- Dade County JSD Civil Citation $166,837
Miami- Dade County Intensive Day/Night Treatment $214,734
Miami- Dade County MDSP Gang Abatement $45,769
TOTAL $735,463
*(SRO=School Resource Officer, RI=Records Improvement, DV=Domestic Violence)
Sincerely,
(Your city Mayor)
ATTACHMENT A
PROGRAM NARRATIVE Submitted June 20, 2013
Jurisdiction Name: City of Opa Locka Contact Person: Delia R Kennedy
Address: 2495 Ali Baba Ave., Contact Numbers: 0 (305) 953-2868 ext. 1209
Opa Locka, FL 33054 F (305) 953-2900
Program Area: Records Improvement Program Dates: 10/1/13 through 7/31/14
Program Name: Records Improvement Target Population: City Residents
Problem Identification
The Opa-Locka Police Department (OLPD) is striving to improve its records management system.
Documenting police related activities and the retention of these reports are important to the success of
the department. The amount of paper required is growing with the increased call for transparency, the
process of capturing and maintaining evidence, keeping track of police activities and transactions, and
the need for improved documentation. The excess documentation requires sizable storage space. With
the current financial crunch, procuring additional storage space is not a priority nor is it considered
financially responsible. In addition, locating reports and property information require manual
searches which is inefficient and time consuming. Furthermore, information can be lost and
misplaced with repeated handling by multiple parties.
Program Description
The Opa-Locka Police Department wishes to utilize FY2013 Byrne Grant funds to pay overtime hours
to record and property personnel to convert paper reports, documents, and seized property information
into accessible electronic reports. The department has embarked on developing an electronic
information network in an effort to improve the reliability, authenticity, integrity, and usability of its
records. In keeping with the City's mission of going green and being environmentally friendly, the police
department has implemented the process of converting existing paper reports and other documents
into electronic format. However, the department still has significant amount of documents to be
converted before the project goals are achieved. To accomplish the goals, while maintaining the
department's daily level of service, will require current records and property personnel to work
overtime. These individuals will not only scan reports but to enter data on seized property. The
implementation of an electronic Records Management System (RMS) will increase efficiency by
reducing the amount of time required to locate information, improve and control accessibility to reports
and other case related information, improve report security thereby reducing the potential for
misplacing information, ensure compliance, and reduce storage cost.
Jurisdiction Name: City of Opa Locka Contact Person: Delia Rosa Kennedy
Address: 2495 Ali Baba Ave., Contact Numbers: 0 (305) 953-2868 ext. 1209
Opa Locka, FL 33054 F (305) 953-2900
Program Area: Records Improvement Program Dates: 10/01/12 through 09/30/13
Program Name: Records Improvement Target Population: City Residents
Required Activities Planned Measures Monitoring Plan
To convert paper records and The Provider shall be The Provider is to submit the
other documents into electronic responsible for: following information to the
format. County in a complete and timely
Improve the functioning of the manner:
To utilize approximately 131.74 records management system
hours in overtime to accomplish Quarterly Performance Reports
this task. Overseeing the implementation
of the conversion and pay staff Quarterly Expenditure Reports
overtime salary and benefits.
Payroll documentation including
payroll registers and time sheets
and overtime slips.
PROGRAM BUDGET Attachment B
Jurisdiction Name: Opa Locka Contact Person: Delia R. Kennedy
Program Area: Records Improvement 0 (305)953-2868 x 1209 F (305) 953-2900
Program Name: Records Improvement Program Dates: 10/01/13-07/31/14
CONTRACTUAL SERVICES TOTAL $2,814
Salaries and Benefits,Total $2,814
Records&Prop. Special/clerks approx. 131.74 hrs. @$21.36/hr. ( $2,814
(rate is an average)
Benefits include: FICA, MICA&Retirement
Operating Capital Outlay,Total $0
Expenses,Total $0
Total Budget $2,814
Dade County will reimburse an amount not to exceed: $2,814
ATTACHMENT A
PROGRAM NARRATIVE
Jurisdiction Name: City of Opa Locka Contact Person: Delia R. Kennedy
Address: 2495 Ali Baba Ave., Contact Numbers: 0 (305) 953-2868 ext. 1209
Opa Locka, FL 33054 F (305) 953-2900
Program Area: Records Improvement Program Dates: 10/1/13 through 7/31/14
Program Name: Records Improvement Target Population: City Residents
Problem Identification
The Opa-Locka Police Department (OLPD) is striving to improve its records management system.
Documenting police related activities and the retention of these reports are important to the success of
the department. The amount of paper required is growing with the increased call for transparency, the
process of capturing and maintaining evidence, keeping track of police activities and transactions, and
the need for improved documentation. The excess documentation requires sizable storage space. With
the current financial crunch, procuring additional storage space is not a priority nor is it considered
financially responsible. In addition, locating reports and property information require manual
searches which is inefficient and time consuming. Furthermore, information can be lost and
misplaced with repeated handling by multiple parties.
Program Description
The Opa-Locka Police Department wishes to utilize FY2014 Byrne Grant funds to pay overtime hours
to record and property personnel to convert paper reports, documents, and seized property information
into accessible electronic reports. The department has embarked on developing an electronic
information network in an effort to improve the reliability, authenticity, integrity, and usability of its
records. In keeping with the City's mission of going green and being environmentally friendly, the police
department has implemented the process of converting existing paper reports and other documents
into electronic format. However, the department still has significant amount of documents to be
converted before the project goals are achieved. To accomplish the goals, while maintaining the
department's daily level of service, will require current records and property personnel to work
overtime. These individuals will not only scan reports but to enter data on seized property. The
implementation of an electronic Records Management System (RMS) will increase efficiency by
reducing the amount of time required to locate information, improve and control accessibility to reports
and other case related information, improve report security thereby reducing the potential for
misplacing information, ensure compliance, and reduce storage cost.
Jurisdiction Name: City of Opa Locka Contact Person: Delia R. Kennedy
Address: 2495 Ali Baba Ave., Contact Numbers: 0 (305) 953-2868 ext. 1209
Opa Locka, FL 33054 F (305) 953-2900
Program Area: Records Improvement Program Dates: 10/01/13 through 07/31/14
Program Name: Records Improvement Target Population: City Residents
Required Activities Planned Measures Monitoring Plan
To convert paper records and The Provider shall be The Provider is to submit the
other documents into electronic responsible for: following information to the
format. County in a complete and timely
Improve the functioning of the manner:
To utilize approximately 131.74 records management system
hours in overtime to accomplish Quarterly Performance Reports
this task. Overseeing the implementation
of the conversion and pay staff Quarterly Expenditure Reports
overtime salary and benefits.
Payroll documentation including
payroll registers and time sheets
and overtime slips.