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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: �1 I ild/4 -- 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 Op% tOCHO O � ' UI �-•� a 2 L H"r>un 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 � O 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, TiltitimmftietioakelisioltiatintototslittWittrvoirdvisfaiftinemaswbri.MSTV aiitit: 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 u :1);i'1•7' C'e ∎ ty liawe a 7 1' �p?re� i ;f s po 1 To meRt �� , t Camillo ctr'-r norr,- ai m,a' .c �wrtra5cor; to 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" 2 OP p,-LOCkQ\ a' 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.