HomeMy WebLinkAboutResolutions - 2012.11.28 - 20616November 28, 2012
REPORT (MSC #12290)
BY: Human Resources Committee, John A. Scott, Chairperson
RE: Sheriff/Prosecuting Attorney — FY203 Narcotics Enforcement Team (NET.)
Byrne Grant Acceptance
TO: Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Human Resources Committee having reviewed the above referenced
resolution on November 14, 2012 Reports with the recommendation the resolution be
adopted.
Chairperson, on behalf of the Human Resources Committee, I move the
acceptance of the foregoing Report.
HUMAN RESOURCES COMMITTEE
HUMAN RESOURCES COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Scott absent.
November 28, 2012
MISCELLANEOUS RESOLUTION ,f 172290
SY: Public Services Committee, Jim Runestad, Chairperson
iN RE: SHERIFF, PROSECUTING ATTORNEY — FISCAL YEAR 2013 OAKLAND COUNTY NARCOTICS
ENFORCEMENT TEAM (NET) BYRNE GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Michigan State Police has awarded the Sheriff and Prosecuting Attorney funding for the FY 2013
Narcotics Enforcement Team (NET) Byrne Grant Program; and
WHEREAS the grant application requested 0397,700 in funding, and the grant award is the same: and
WHEREAS the State share of funding is $198,850, the County 50/50 grant match is $198,850 and the balance of program
funding of 0191,752 will be derived from Sheriffs Restricted Revenue Account (087,280), and reductions to Prosecutor's
general fund expense budget ($104,472); representing total NET Byrne program budget of $589,452; and
WHEREAS grant funding is for the period of October 1, 2012 through September 30, 2013; and
WHEREAS with this grant award ; the Sheriff's Office will delete one (1) full-time eligible (FTE) Special Revenue (SR)
Deputy il position (#4010920-10930),
WHEREAS in the Sheriff's Office the grant award will continue partial funding of two (2) FTE SR Sergeant positions
(#4030920-09829 and #4030920-09830), one (1) SR part-time non-eligible (PTNE) 1,000 hours per year Office Assistant
II (#4030920-10931) position; and
WHEREAS in the Prosecuting Attorney's Office the grant award will continue partial funding for one (1) full-time eligible
(FIE) SR Assistant Prosecutor III position (#4010201-06386), and one (1) FTE SR Assistant Prosecutor IV position
(#2010201-07207); and
iy1/1-4,EREAS the FY 2013 grant program is partially funded by Restricted Revenue Account funds of S87,280 from the
Sheriff's General Fund budget, and the Prosecuting Attorney's Office will reduce GFGP operating expense budget line
items in the amount of $104,472 to fulfill their budget program funding obligation; and
WHEREAS this grant award has been processed through the County Executive's Contract Review Process and the Board
of Commissioners Grant Acceptance Procedures.
NOVI THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the Oakland County
NET .Syrne Grant award, for the period October 1. 2012 through September 30, 2013, in the amount of $397,700, which
:(itiges 3198,850 of State fundina anci $198,850 of GF/GP County grant match.
IT '7 URTHER RESOLVED that one (1) full time eligible (FTE) SR Deputy II position (#4010920-10930) be deleted in
Sheriffs Office effective October 1, 2012 due to the decrease in grant funding.
BE !T FURTHER RESOLVED that the grant award partially funds the continuation of one (1) FTE SR Assistant
Prosecutor ill position (#4010201-06386), and one (1) FTE SR Assistant Prosecutor IV position (#4010201-07207).
EE IT FURTHER RESOLVED that two (2) FTE SR Sergeant positions (#4030920-09829 and #4030920-09830), and one
(1) PTNE SE 1,000 hour per year Office Assistant II position (#4030920-10931) be 'continued in the Sheriffs
Officelinvestigative & Forensic Services/Narcotics Enforcement Team (NET.) Unit and is partially funded by this grant
award.
3c= iT FURTHER RESOLVED that the Prosecuting Attorney's Office will reduce operating expense budget line items in
te amount of $104,472 to fulfill their NET program funding obligation to partially fund two (2) positions; and 587,280 be
transferred from the Sheriff's Restrictive Revenue Account to partially fund the three (3) current existing Sheriff positions.
EE- IT FURTHER RESOLVED that total NET Byrne Program funding of $589,452 consisting of $198,850 in State grant
ai),Jard funding, 3198,850 in GIFIGP grant matching funds, with S87,280 from the Sheriff's Restricted Revenue Account
#833430; and 3104,472 from reductions to the Prosecuting Attorney's general fund operating expense budget line items.
IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the grant
and to approve any grant extensions or changes, within fifteen percent (15%) of the original award, which are
consistent with the original application as approved.
SIP Fr FURTHER RESOLVED that continuation of this proaram, including positions, is contingent upon continued grant,
igtaneral fund, and Restricted Revenue Account funding.
11.i,hairpe.rson, on behalf of the Public Services Committee, I move the adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
Public Services Committee Vote:
Motion carried unanimously on a roll call vote
GRANT REVIEW SIGN OFF — Sheriffs Office / Prosecuting Attorney
- -
GRANT NAME: FY 2013 Narcotics Enforcement Team (NET) Grant
FUNDING AGENCY: Michigan State Police
DEPARTMENT CONTACT PERSON: Janet Whitefield 248 858-2866
STATUS: Application
DATE: Juno 25, 2012
Pm-suant to 1VEse. Resolution #01320, please be advised the captioned grant materials have completed internal
grant review. Below are the returned comments.
The captioned grant materials and grant application package (which should include an application Report from
Fiscal Services to the Chairperson of the Board of Commissioners, the grant application, and this Sign Off entail
containing grant review comments) may be submitted to the Chairperson of the Board of Commissioners for
review and signature, with informational copies to the appropriate Board of Commissioners' committee(s).
DEPARTMENT REVIEW
Department of Management and Budget:
Approved. — Laurie Van Pelt (6/7/2012011)
Department of Human Resources:
Approved. - Karen :tones (6/8/2012)
Risk Management and Safety:
Approved by Risk Management. — Julie Secontine (6/9/2012)
Corporation Counsel:
This application is approved. For FY12 the grant agreement had some language that necessitated an
addendum. If the State has not changed the language of the grant agreement for FY13 we will need to
have another addendum. — Bradley G. Berm (6/14/2012)
. COMPLIANCE
The grant application references a number of specific federal and, state regulations. Below is a list of these
specifically cited compliance related documents for this grant.
Restrictions on Lobbying (28 CFR part 69)
ht tp ://vy w w.access. -g,po . go viriara/cfrAvaisiclx 04/28cfr69, 04.html
Government-Wide Debarment and Suspension (28 CFR, Part 67)
ham vvw .access. M3 0 gOvinaralciilwaisidx04/2 cfr67 04.html
Executive Order 12549 — Debarment and Suspension •
http://www.aT-chives.gcni/federal-reaister/coctificationiexecuti.w,-orcier/12549.11trn1
Drag-Free Workplace Act of 1988
http://fi-webgate.access.aa.Kov/c6-bia/2etdoc.c usakdoeid=Ci.ix:+41LTSC701
The Rehabilitation Act of 1973
irtp://www,ciol.govicomplianccilaws/comp-rttilab.btm
GRANT AGREEMENT ACCEPTANCE
The Grant Agreement acceptance process does not require your agency to physically sign the Grant
Agreement. Your Authorized Official has already agreed to the terms of receiving a grant and must now
electronically "Accept the Contract" through MAGIC. If your organization requires a signed Grant
Agreement by the Michigan State Police (MSP), or if your organization declines the grant award, please
notify our office immediately via e-mail at MSP-CJgrantsamichigan.gov .
FOR GRANTS REQUIRING MODIFICATIONS:
1. The Project Director must login to MAGIC: www.michigan.gov/magic
2. If your grant requires revisions prior to the Grant Agreement being accepted, you will see your
grant placed in a status of "Modifications Required": OR, Project Directors will receive an e-mail
from a Grant Advisor instructing them to modify the application.
3. From the View Application window, select View Comments. The required revisions will open in a
separate window.
4. After such modifications are made, the Project Director can submit the Modifications from the
View Application page.
5. The Project Director agrees to submission statements by clicking on "I agree."
6. The Project Director will then receive a confirmation of submission. If the Project Director does
not receive a confirmation, then the submission did not occur and must be redone.
7. Once the MSP Grant Advisors have reviewed the modifications, you will see the grant move to a
status of "Accept Contract Required."
FOR GRANTS IN THE STATUS OF "ACCEPT CONTRACT REQUIRED":
1. The Authorized Official must login to MAGIC: www.michigan.gov/magic
2. At the Main Menu, scroll down to your FY13 Application
3. Click on the shaded bar labeled "Contract History."
4. Click on "Contract."
5. The Grant Agreement will be created in PDF and viewed on the screen. (To print the Grant
Agreement, please click on the printer icon above.)
6. After viewing and downloading the contract, the Authorized Official must electronically accept the
contract by either clicking on "Application Menu" or "View Application." At the top of the page
there is a highlighted button "Accept Contract".
7. The Authorized Official agrees to submission statements by clicking on "I agree."
8. The Authorized Official will then receive a confirmation of submission. If the Authorized Official
does not receive a confirmation, then the submission did not occur and must be redone.
9. After submission is confirmed, and received by our office, we will change the status of your grant
to "Grant Funds Available" which means you are ready to begin implementation. Do not begin
your project until our office has placed your grant into "Grant Funds Available" status!
FINANCIAL REPORTS
Financial Status Reports (FSRs) are due monthly, on the 30 th day of the subsequent month, regardless of
whether you have spent any money or not during the previous month. Dates are outlined within your
Grant Agreement. FSRs are REIMBURSEMENT ONLY; do not list expenses for any expenditure you
have not already paid.
HOW TO COMPLETE AN FSR:
1. Project Directors, Financial Officers and Program Staff are the only users authorized to
complete an FSR.
Rev. 10/2/12 Page 2 of 4
2. The authorized user must login to MAGIC: www.michigan.govimagic
3. At the Main Menu, scroll down to your FY13 Application.
4. Click on the "View Reports" button.
5. At this time, disregard the "Obligation Report." It will be used at the end of your FSR reporting
cycle.
6. The remaining reports are listed in order by month. Please be sure to break out your costs by
state agreement vs. local match (whatever your program match percentage is) on the bottom
of the financial report or it will give you an error message.
7. Reimbursement requests that include more than one month's expenditures will NOT BE
GRANTED and will be returned to you for correction and re-submission. Failure to meet
financial reporting responsibilities as identified within the Grant Agreement may result
in withholding payment or the cancellation of your grant award.
8. FSRs are required for every month even if you have spent your entire award in a previous
month, until our office has placed your grant into a "Grant Closed" status.
REMINDER NOTES:
• You must submit a financial report even if you have not spent any grant funds. To do
this you would submit a report showing "0" expenditures.
• A common error is made when "Total Expenditures" do not match the "Total Funding"
amounts (in the Expenditures Current for the month). These totals MUST match in order
for the system to allow for your submission.
• The monthly FSR available for reporting will be underlined. Until you have submitted a
financial report for the previous month, the next month will not be available online.
• You must establish a "designated backup" within your office that is also familiar with the
scheduled deadlines and can submit your agency's reports in your absence.
PERFORMANCE/PROGRESS/PMT REPORTING REQUIREMENTS
As you know: performance reporting is an important part of the grant process. As a requirement of the
Grant Agreement, you have agreed to complete Quarterly Progress Reports by no later than 20 days
after the end of each quarter (January 20, April 20, July 20 and October 20) using the federal
reporting system called Performance Measurement Tool (PMT). Shortly, we will email you a log-in and
password to this system, PLEASE KEEP YOUR LOGIN AND PASSWORD SOMEWHERE SAFE. YOU
WILL REFER TO IT THROUGHOUT THE LIFE OF THIS GRANT. The PMT site can be found at:
https://www.bjaperformancetools.org . Please know that it may be difficult to navigate the first time
around, so please plan your time accordingly.
For instructions on navigating through the PMT site, please go to our website at
www.michigan.govicjarants; click on Byrne JAG & RSAT Grant Application and General Information: click
on Performance Measurement Tool (PMT). There you will find a copy of Performance Measurements
and a User's Guide.
AFTER COMPLETING THE PMT ON THE FEDERAL SITE:
1, You will be asked if you want to submit your data to the grantor. Click "yes".
2. You now need to create a report, which will generate a report in PDF format. Save this report to
your computer.
3. Follow the instructions below to attach a copy of the PDF to your grant in MAGIC.
4. If you have not implemented your project, you must still go in the PMT system, indicate that your
grant was not active during that reporting period, and attach your PDF to the MAGIC system.
Rev. 1012/12 Page 3 of 4
REMINDER NOTES:
• If you have spent funds on your project, you CANNOT report your project as "Non
Operational" on the PMT system.
• You must establish a "designated backup" within your office that is also familiar with the
scheduled deadlines and can submit your agency's reports in your absence.
HOW TO SUBMIT THE QUARTERLY PROGRESS REPORT(S) IN MAGIC:
1. Project Directors are the only users authorized to submit the documents necessary for your
Quarterly Progress Reporting.
2. The Project Director must login to MAGIC: www.michigan.gov/magic
3. At the Main Menu, scroll down to your FY13 Application.
4. Click on the "View Reports" button.
5. The Quarterly Progress Report available for reporting will be underlined. Until you have
submitted a Quarterly Progress Report for the prior quarter, the next quarter will not be
available.
6. To submit for your quarter, you will need to upload the document (PDF or .doc) that you saved
to your computer. Do this by clicking on the specific quarter and following the instructions to
attach a copy to the grant.
7. You may upload a maximum of four documents within the Report Pages Attachments. After
locating your document(s) on your computer, you will need to click the "Save" button to finalize
loading the documents. Click "Save."
8. Click "Report Menu" to continue. Note: If you need to attach more than four documents
during this quarter, you can do this within the additional section entitled "Attachments."
Click "Add New" and follow the instructions.
9. When you are done uploading your documents, click the "Submit Report" button. The Project
Director agrees to submission statements by clicking on "I agree."
10. The Project Director will then receive a confirmation of submission. If the Project Director does
not receive a confirmation, then the submission did not occur and must be redone.
REMINDER NOTE:
• Once you have submitted the report, you can no longer go back into that particular
Quarterly Progress Report to upload additional documents. To do this requires
contacting our office to "unsubmit" your prior submission.
Rev. 10/2/12 Page 4 of 4
Adopted
FY 2013
$1,160,000
-0-
28,000
69,000
19,000
35,989
47,000
3,500
4,914
54,562
15,000
18,000
15,000
5,000
29,831
5,000
0
-0-
$1509796
Adjust- Amended
ment FY 2013
($198,850) $ 961,150
104,472 104,472
(20,000) 8,000
(11,000) 58,000
( 5,000) 14,000
( 2,500) 33,489
( 3,972) 43,028
( 2,000) 1,500
( 2,500) 2,414
(15,000) 39,562
( 7,500) 7,500
(10,000) 8,000
( 5,000) 10,000
( 5,000) 0
(10,000) 19,831
( 5,000) 0
99,425 99,425
99,425 99,425
0 $1,509 796,
FISCAL NOTE (MISC. #12290) November 28, 2012
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: SHERIFF, PROSECUTING ATTORNEY - FISCAL YEAR 2013 OAKLAND COUNTY
NARCOTICS ENFORCEMENT TEAM (NET) BYRNE GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The Prosecuting Attorney and Sheriff are requesting the acceptance of the Fiscal Year 2013
Byrne Memorial Grant for the Oakland County Narcotics Enforcement Team (NET) in the amount
of $397,700 which is equal to the grant application.
2. The grant period is October 1, 2012 through September 30, 2013.
3. The State contribution is $198,850 and County grant match is $198,850. The County match is
included in the Fiscal Year 2013 Non-departmental grant match line item.
4. The total program budget is $589,452 which includes the grant award of $198,850 and County
grant match of $198,850; the funding shortfall of $191,752 will be covered by $87,280 from the
Sheriff Department L E Enhance Sheriff Restricted Fund and reductions to the Prosecuting
Attorney's General Fund expenditures of $104,472.
5. The Prosecuting Attorney's Office proposes reducing their GF/GP Controllable Operating
Expense budget by $104,472 and transferring those funds to grant fund #27320 to meet their
program commitments; consisting of $20,000 from Overtime, $64,472 from various Contracted
Services line items, and $20,000 from various Commodities line items.
6. This grant award continues funding for two (2) SR Assistant Prosecutors, position numbers
(4010201-06386, and 07207) in the Prosecutor's Office; and two (2) SR Sergeant positions
(4030901-09829, & 09830), and one (1) SR part-time non-eligible PTNE 1,000 hour/year Office
Assistant II position (4030920-10931) in the Sheriff's Office.
7. With this grant award the Sheriff's Office will delete one (1) SR FTE Deputy II position (4030920-
10930),
8. Acceptance of this grant does not obligate the County to future commitments and continuation as
stated is contingent upon future grant and available forfeiture account funding.
9. The Fiscal Year 2013 budget is amended as follows:
GENERAL FUND #10100
Expenditures
9090101-196030-730800 Grant Match
4010201-122080-788001-27320 Transfers Out
4010301-122080-712020 Overtime
4010101-122080-730338 Comp Res Svcs
4010101-122080-730422 Court Transcripts
4010101 22080- /JUbt5t5 Expert Witness Fee
4010101-122080-731213 Membership Dues
4010101-122080-731220 Microfilm & Repro
4010101-122080-731346 Personal Mileage
4010101-122080-731388 Printing
4010101-122080-731458 Professional Svcs
4010101-122080-731941 Training
4010101-122080-732018 Travel & Conf
4010101-122080-750154 Expend Equip
4010101-122080-750392 Metered Postage
4010101-122080-750490 Security Supplies
4010101-122080-788001-27320 Transfers Out
4030901-110090-788001-27320 Transfers Out
Total General Fund Expenses
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Potts absent.
0
87,280 87,280
$ 87,280 $ 87.280
87,280 87,280
$ 87.280 $ 87,280
(21,663)
(21,663)
87,280
(176,158)
18,804
($ 113.400)
($ 60,027)
( 51,138)
630
0
( 3,495)
630
($ 113,400)
$ 99,425
99,425
87,280
99,425
203,897
$ 589,452
$ 164,979
120,521
630
184,461
118,231
630
$ 589.452
LAW ENFORCEMENT ENHANCEMENT FUND #21341
Revenue
4030901-110090-665882 Planned Use of Bal $ 0
Total Revenue 0
Expenditures
4030901-110090-788001-27320 Trfrs Out Sherf 0
Total Expenditures
GRANT FUND #27320
Project GR #0000000146
Revenue
4010201-122080-610313 Grants Federal
4030901-110090-610313 Grants Federal
4030901-110090-695500-21341 Trfrs In Sher
4030901-110090-695500-10100 Trfrs In Sher
4010201-122080-695500-10100 Trfrs In Pros
Total Grant Fund Revenue
Expenditures
4030901-110090-702010 Salaries
4030901-110090-722740 Fringe Benefit
4030901-110090-702140 Other Misc Sal
4010201-122085-702010 Salaries
4010201-122085-722740 Fringe Benefit
4010201-122085-702140 Other Misc Sal
Total Grant Fund Expenditures
$ 121,088
121,088
0
275,583
185,093
$ 702_,852
$ 225,006
171,659
0
184,461
121,726
0
$ 702,852
FINANCE COMMITTEE
e
Resolution #12290 November 28, 2012
Moved by Crawford supported by McGillivray the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Crawford, Dwyer, Gershenson, Gingell, Gosselin, Hatchett, Hoffman, Jackson, Long,
Matis, McGillivray, Middleton, Nash, Nuccio, Potts, Quarles, River, Runestad, Scott, Taub,
Weipert, Woodward, Zack, Bosnic, Covey. (25)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
HEREBY APPROVE THIS RESOLUTION
CHEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45,559A (7)
/
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Bill Bullard Jr., Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November
28, 2012, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 28th day of November, 2012.
Bill Bullard Jr., Oakland County