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HomeMy WebLinkAboutResolutions - 2015.04.23 - 21800MISCELLANEOUS RESOLUTION #15104 April 23, 2015 BY: Public Services Committee, Bill Dwyer, Chairperson IN RE: SHERIFF'S OFFICE —2015 COMPETITIVE SCHOOL SAFETY GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Sheriff's Office has been awarded $7,500 from the Michigan Department of State Police (MSP), Grants and Community Services Division (GCSD); and WHEREAS the funds will be used to train the Pontiac School District personnel in critical incident response to strengthen the security of its facilities and promote a safe learning environment for students and district personnel; and WHEREAS no county match is required; and WHEREAS this grant agreement has completed the Grant Review Process according to the Board of Commissioners Grant Acceptance Procedures; and NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the 2015 Competitive School Safety Grant award from the Michigan Department of State Police (MSP), Grants and Community Services Division (GCSD) in the amount of $7,500 with no county match required. BE IT FURTHER RESOLVED that the funding will be used to train the Pontiac School District personnel in critical incident response. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the grant agreement and to approve any grant extensions or changes, within fifteen percent (15%) of the original award, which are consistent with the original agreement as approved. BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future commitment and continuation of the grant program is contingent upon future levels of grant funding. Chairperson, on behalf of the Public Services Committee, I move adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE Motion carried unanimously on a roll call vote with KowaII absent, GRANT REVIEW SIGN OFF — Sheriffs Office GRANT NAME: 2015 School Safety Program FUNDING AGENCY: Michigan State Police DEPARTMENT CONTACT PERSON: Sergeant Robert Ford (248) 858-1707 STATUS: Grant Acceptance DATE: April 1, 2015 Pursuant to Misc. Resolution 413180, please be advised the captioned grant materials have completed internal grant review. Below are the returned comments. The captioned grant materials and grant acceptance package (which should include the Board of Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this Sign Off email containing grant review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. DEPARTMENT REVIEW Department of Management and Budget: Approved. — Laurie Van Pelt (3/2712015) Department of Human Resources: HR Approved (No Committee) — Lori Taylor (3/26/2015) Risk Management and Safety: Approved by Risk Management. — Robert Erlenbeck (3/26/2015) Corporation Counsel: Approved. —Nicole B. Tabin (3/30/2015) From To: cc: Subject: Date: VanPelt, Laurie West, Catherine N, Secontine, Julie L; Taylor Lori; Davis Patricia G Cunningham. Dale A; Ford Jr. Robert L; Seaman. Loretta M; Feole Tammy; Malone Jr.. Prentis5 RE: GRANT REVIEW: Sheriff's Office - 2015 School Safety Program - Grant Acceptance Friday, March 27, 2015 1:32:19 PM Approved. From: West, Catherine [mailto:westca©oakgov.corn] Sent: Thursday, March 26, 2015 2:07 PM To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G Cc: Cunningham, Dale A; Ford Jr, Robert L; Seaman, Loretta M; Feole, Tammy; Malone Jr., Prentiss Subject: GRANT REVIEW: Sheriffs Office - 2015 School Safety Program - Grant Acceptance PLEASE NOTE: The deadline for returning signed contracts is April 3, 2015. GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Sheriffs Office 2015 School Safety Program Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all) of this email. Time Frame for Returned Comments: March 30, 2015 GRANT INFORMATION Date: March 26, 2015 Operating Department: Sheriffs Office Department Contact: Robert Ford Jr. Contact Phone: (248) 858-1707 Document Identification Number: REVIEW STATUS: Acceptance — Resolution Required Funding Period: March 30, 2015 through September 15, 2015 Will you issue a sub award(s): No New Facility / Additional Office Space Needs: N/A TT Resources (New Computer Hardware / Software Needs or Purchases): yes Funding Continuation/New: New Application Total Project Amount: $21,933.78 Prior Year Total Funding: N/A New Grant Funded Positions Request: None Changes to Current Positions: None Grantor Funds: $7,500 Total Budget: $21,933.78 RICK SNYDER. GovERwri STATE OF MICHIGAN DEPARTMENT OF STATE POLICE LANSING COL KRISTE KIBBEY ETUE DIRECTOR March 17, 2015 Mr. Robert Smith Oakland County Sheriffs Department 1200 North Telegraph Road; Building 38E Pontiac, Michigan 48341 RE: MSP-107-15 Dear Mr. Smith: I am pleased to inform you that your Competitive School Safety Grant Program application to the Michigan State Police (MSP), Grants and Community Services Division, has been selected to receive grant funding. With a focus on enhancing public safety, reducing and preventing crime on school property remains a top priority for this Administration, and your (school's) efforts are valued and appreciated. The award for your project, pending the finalization of the Grant Agreement (contract), is $7,500, to be used for training. Further detail regarding allowable expenditures is contained in your grant contract, enclosed. - The requests for the Competitive School Safety Grant Program exceeded $46 million, and the State of Michigan only had $4 million to award, which made for very difficult decisions by the review committee. Of the $4 million appropriated for this program, 80% was required to be awarded to K-12 schools, and 20% to Sheriff Departments. No state agencies received funding under this program. The review committee included representatives from the Michigan Department of Education, the Michigan State Police, the Michigan Sheriff's Association, the Michigan Association of Chiefs of Police, the Michigan Association of Nonpublic Schools, and the Office of the Governor. It is crucial that you read through the entire contract to be sure you and your financial officer are aware of and able to abide by the grant requirements. Contract requirements will be enforced. Non-compliance of contract requirements may result in grant suspension and/or financial penalties. The deadline for returning signed contracts is April 3, 2015. Remember, this is a reimbursement-only grant, and reimbursements will not be approved for expenditures prior to the return of your signed contract. If you have any questions or concerns about your award, please contact Ms. Lindsey Holden at holdenlamichiqan.qov or (517) 241-1087. We look forward to working with you. Sincerely, Li. Mr. Shawn Sible, Deputy Director Administrative Services Bureau Enclosure MICHIGAN STATE POLICE HEADQUARTERS • 333 SOUTH GRAND AVENUE • P.O. SOX 30634 • LANSING, MICHIGAN 48909 www.michigan.gov/msp • {517) 332-2521 COMPETITIVE SCHOOL SAFETY GRANT PROGRAM CONTRACT This contract is awarded by the Michigan Department of State Police (MSP), Grants and Community Services Division (GCSD). Return one complete set with original signatures to: Michigan Department of State Police Grants and Community Services Division 333 South Grand Avenue P.O. Box 30634 Lansing, Michigan 48909-0634 Phone: (517) 373-2960 SECTION A: AWARD INFORMATION 1, Name of Grantee Oakland County Sheriffs Department 2, Grant Number MSP-107-15 3. Mailing Address, City, State, Zip Code 1200 North Telegraph Road; Building 38E, Pontiac, Michigan 48341 4. Award Amount $7,500 5, Award and Budget Summary Training and Supplies Related to School Safety Presentations at Pontiac Schools Whiteboard Paper, Easels, Storage Containers $2,600 Printed Materials for Distribution $3,500 Laptop Computer and Presentation Projector $1,500 SECTION B; CONTRACT CONDITIONS AND REQUIREMENTS I. Definitions CSSGP: Competitive School Safety Grant Program. Expendable Personal Property: All tangible personal property other than non-expendable property. Financial Officer: The individual responsible for fiscal accounting. FSR: Financial Status Report. GCSD: The Grants and Community Services Division is the agent for the state of Michigan, acting on behalf of the MSP. MSP: The Michigan Department of State Police. Nonexpendable Personal Property: Tangible personal property having a useful life of more than one year and an acquisition cost of $1,000 or more per unit, PSR: Program Status Report. Page 1 of 6 IL Program Review and Summary A. The grant number (indicated on Section A of this contract) must be included on all correspondence addressed to GCSD. B. Prior to executing any changes to the approved project, the grantee must inform GCSD (in writing) of proposed changes. a. GCSD will notify grantee (within 30 days) regarding whether or not the proposed project changes are approved. C. FSRs and PSRs: a FSR and PSR forms are available on the GCSD website located at: www.michigan,govicrigrants, b. Grantee agrees to submit all FSRs and PSRs in accordance with the schedule listed on Section VII of this contract. c. Grantee must maintain adequate supporting documentation for FSR and PSRs reported to GCSD. d. Failure to provide adequate supporting documentation for FSRs and PSRs may adversely affect reimbursements to grantee. e. Late FSR submission will result in reimbursement to grantee being delayed by one reporting period. f. Grantee agrees that funds accepted through the CSSGP will supplement existing funds and not supplant local funds with state funds. D. Grantee agrees that the CSSGP award is to be utilized solely for the benefit of school safety programs. E. Failure to provide adequate supporting documentation for financial and program reports may adversely affect reimbursements. F. Applicant agrees that funds accepted through the CSSGP will supplement existing funds and not supplant local funds with state funds. G. Public communications materials or news releases that result from this grant must cite the "State of Michigan" as the source of funding. a. Copies of the public communications materials or news releases must be sent to GCSD. The state of Michigan has the royalty-free right to copy, publish, and distribute any data or material associated with the CSSGP. III. Eligible Expenditures Grantee understands that only the items expressly approved within the CSSGP award documentation are eligible for purchase using CSSGP grant funds. The following items are not eligible for the CSSGP: • Weapons, including tasers. • Personal body armor, for routine use. • Costs in applying for this grant (e.g., grant writers, etc.). • Any expenses incurred prior to the date of the award. • Personnel costs. • Indirect costs or indirect administrative expenses (only direct costs are permitted). • All travel, including first-class or out-of-state travel. • Management or administrative training and conferences (only pre-approved project related training). Page 2 of 6 IV. Accounting and Recordkeeping Requirements Grantee must maintain accounting records, following generally accepted accounting procedures, to receive reimbursement for expenditures under the CSSGP. Documentation supporting all expenditures shall be maintained for at least three years after the expiration of the fiscal year covering this contract Grantee agrees to expend funds obtained under this contract only during the time period covered by the contract and only for purposes specified in the Award and Budget Summary referenced in Section A, unless written approval is received from GCSE/. ALL REVENUE AND EXPENDITURES SHALL BE RECORDED IN A FUND/ACCOUNT SEPARATE FROM THE PROVIDER'S OTHER FUNDS/ACCOUNTS. A GENERAL LEDGER IS REQUIRED AND MUST RECONCILE TO REPORTED COSTS. A. Property Management Standards Accounting Requirements: a. Grantee agrees to maintain a readily identifiable inventory of nonexpendable personal property purchased in whole, or in part, with CSSGP funds. b. Inventory of this property shall be made a part of the grantee's official records and shall be available for review by authorized state personnel. At a minimum, property management records shall meet the following requirements: i. Item description. IL Manufacturer's serial number. Eli. Acquisition date and cost. iv. Location of property. v. Ultimate disposition date, including sale price or method used to determine fair market value. vi. Method of disposition. B. Recordkeeping Requirements: a. Grantee agrees to maintain, as a part of the financial records for CSSGP, property management records for all nonexpendable personal property acquired in whole, or in part, with CSSGP funds. b. This Includes copies of purchase orders, bid information, invoices, and inventory records. c. Records shall be retained for at least three years after the expiration of the fiscal year covering this contract. V. Financial Review and Summary A. Grantee understands and agrees that all expenditures from the grant will: a. Be permissible under state and federal law and consistent with statewide policies, regulations, and practices. b. Be adequately supported by source documentation, including invoices, cancelled checks, and electronic payment conformations. c. Be for purchase of items that have been approved through this CSSGP award or subsequent approved budget modification. B. Grantee agrees to use the approved purchasing practices and bid procedures required by the grantee for all expenditures Involving project activity. C. All grantee payments must be supported by an actual invoice and supporting documentation must be included with the FSR(s). Page 3 of 6 VI. Release of Funds A. Payments to Grantee will be made on a reimbursement basis, providing grantee is in compliance with all terms and conditions of the CSSGP, and dependent upon State appropriations. B. Reimbursements are limited to the reporting periods defined in Section VII of this contract and a maximum of three reimbursements to the grantee will be made during the grant period. C. For payment reimbursement, a completed FSR, which includes a section for reimbursement request, must be submitted to GCSD. a. Documentation supporting the requested reimbursement amount must be attached to the FSR, upon submission. b. At a minimum, source documentation should include copies of the original invoices, cancelled checks, and any other reports or documents that would support the request. c, Purchase orders are not considered source documentation for reimbursement. D. Grantee's Chief Financial Officer or Administrative Officer must sign and date the FSR. E. Funds may not be released to the grantee if any of the participants in the project a. Have not filed their annual financial report (F65) or audit per the Uniform Budgeting and Accounting Act, 1968 Public Act 2, as amended (MCL 141.421 to 141.440a) or the Uniform System of Accounting Act, 1919 Public Act 71, as amended (MCL 21.41-21.55); or, b. Have a payment due and owing to the state of Michigan. VII. Reporting Requirements Grantee agrees to submit FSRs and PSRs to GCSD for each of the reporting periods listed below. FSRs and PSRs may be submitted via email to msp-schoolsafetv(michigan.gov or by mail to: Michigan State Police Grants and Community Services Division 333 South Grand Avenue Lansing, Michigan 48909 Grantees are not required to submit FSRe or PSRs for reporting periods subsequent to a reporting period that listed the project as complete (e.g., if the project has been completed and all funds are expended during the second reporting period, grantee is not required to submit FSRs or PSRs for the last reporting period). • First Reporting Period: O March 30, 2015-May 31, 2015 o FSR and PSR due to GCSD no later than June 30, 2015 • Second Reporting Period: O June 1,2015-July 31, 2015 O FSR and PSR due to GCSD no later than August 30, 2015 • Final Reporting Period: o August 1, 2015-September 15, 2015 o FSR and PSR due to GCSD no later than October 15, 2015 VIII. Amendment of Contract CSSGP project modifications or budget revisions shall be requested in writing, and approved by GCSD prior to implementation. Changes made to the scope of the approved project, without prior written approval from GCSD, will not be funded as part of the project. Page 4 of 6 IX. Limitation Upon Timing of Expenditures All obligations under this contract shall be made subsequent to the project start date and prior to the project end date of the agreement. CSSGP funds not expended or encumbered by September 15, 2015, will be forfeited. Encumbered funds must be spent by September 30, 2015, in order to be eligible for reimbursement. X. Method of Payment The state of Michigan shall reimburse the grantee for expenditures incurred during the previous reporting period, outlined in Section VII. Grantee will receive reimbursement approximately four weeks following receipt and approval of the FSR. Reimbursement may be delayed should the grantee fail to provide all required reports and other documentation, or is not in compliance with the CSSGP Agreement Conditions and Requirements. XI. Attribution Any public dissemination of information under this agreement shall identify the state of Michigan as the source of the funding for the services provided. XII. Sanctions If the grantee materially fails to comply with the terms and conditions of this agreement, GCSD may take one or more of the following actions, as appropriate in the circumstances: 1. Temporarily withhold reimbursements pending correction of the deficiency by the grantee. 2. Disallow all OF part of the cost of the activity or action not in compliance. 3. Wholly or partly suspend or terminate the current grant agreement. 4. Withhold further funding for the program. 5. Take other remedies that may be legally available. XIII. Termination Termination of this agreement will become effective based upon one or more of the following conditions: 1. The end date specified on the grant has been reached and all other conditions of funding have been satisfied. 2. Funds allocated are contingent upon an appropriation from the state of Michigan. Grantee allocations may be revised during the year based on revenue collected. 3. Grantee shall comply with the identified schedule for financial and programmatic reporting. Failure to comply will result in GCSD taking action to withhold the release of funds. 4. Grantee may terminate the agreement upon 60-days notice to GCSD. GCSD may waive this notification requirement. XIV. Inspection, Audit, and Reporting The GCSD, the Local Government Audit Division of the Michigan Department of Treasury, the State Auditor General, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the grantee which are related to this agreement, for purpose of inspection, audit, and examination. Page 5 of 6 XV. Equal Employment Opportunity Requirements In accordance with the Elliott-Larsen Civil Rights Act and the Michigan Handicappers Civil Rights Act, a grantee or contractor shall not discriminate against any employee or applicant for employment, with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital status, or handicap. Failure to cam* with this requirement is cause for termination of the agreement and CSSGP project. In accordance with Executive Directive 1979-4 and Michigan Department of Civil Rights Standards and Procedures for Civil Rights Compliance in State and Federal Contracts, a grantee or contractor roust have an established policy of equal employment opportunity without regard to race, color, religion, national origin, age, sex, or handicap. The grantee or contractor shall take steps necessary to correct any under representation and achieve a reasonably representative work force at all levels of employment. In addition, the grantee or contractor shall: A, State in all recruiting materials and advertisements that all applicants will receive equal consideration for employment without regard to race, color, religion, national origin, age, sex, or handicap; and, B. Post in conspicuous places, notices setting forth the law on equal opportunity in employment and public accommodations (posters are available from the Michigan Department of Civil Rights). The grantee or contractor shall inform GCSD of any federal or state actions taken against the grantee or contractor pertaining to equal employment opportunity requirements. The grantee or contractor shall keep employment or other recourse used in preparation of the Minority-Female-Handicapper Status Report, work force Utilization Analysis and Equal Employment Opportunity (EEO) Plan six months beyond the life of the CSSGP or agreement to permit access by the GCSD, Michigan Department of Civil Rights, or other authorized persons, as may be necessary to ascertain compliance. The award of the CSSGP is subject to acceptance of the agreement and conditions, EEO plan, and a determination of compliance with EEO requirements by GCSD or the Michigan Department of Civil Rights. XVI. Agreement Signature The grantee agrees to submit a signed grant agreement within thirty (30) days of the date of GCSD's award letter or be subject to automatic cancellation of the grant. Grant funding will not be released until all requirements of the signed grant agreement documents have been met. The undersigned has the authority to accept the terms of this grant agreement. Nancy Becker Bennett, Division Director Date Michigan Department of State Police Grants and Community Services Division Authorized Official Date CSSGP Grantee Page 6 of 6 FISCAL NOTE (MISC. *15104) April 23, 2015 BY: Finance Committee, Tom Middleton, Chairperson IN RE: SHERIFF'S OFFICE — 2015 COMPETITIVE SCHOOL SAFETY 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 Michigan Department of State Police (MSP), Grants and Community Services Division (GCSD) has awarded the Oakland County Sheriff's Office $7,500 in funding for support to the Pontiac School District in its efforts to strengthen the security of its facilities and promote a safe learning environment for students and district personnel. 2. The grant period is from March 30, 2015 through September 15, 2015. 3. The grantor funds of $7,500 will be used to purchase whiteboard paper, easels, and storage containers for $2,500; printed materials and distribution of $3,500; and a laptop computer and presentation projector for $1,500. 4. In addition to the award for equipment, the Sheriff's Office will provide $14,434 of in-kind deputy over- time hours to oversee the project; however no grant match is required. 5. The Fiscal Year 2015 budget is amended as follows: COMPETITIVE SCHOOL SAFETY GRANT FUND (#27339) FY 2015 GR #0000000710 Bud Ref 2015 Activity: GLB Analysis: GLB Revenues 4030501-110110-615571 Expenditures 4030501-110110-750567 4030501-110110-731388 4030501-110110-750154 State Grants Total Revenues Training Education Supplies Printing Expendable Equipment Total Expenditures $ 7,500 $ 7,500 $ 2,500 3,500 1,500 $ 7,500 FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. Resolution #15104 April 23, 2015 Moved by Spisz supported by McGillivray the resolutions (with fiscal notes attached) on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Long, Matis, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman, Crawford. (19) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent Agenda were adopted (with accompany reports being accepted). I HEREBY APPROVE THIS CHIEF DEPUTY COUNTY ACTING PURSUANT TO IVICL STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lisa Brown, 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 April 23, 2015, 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 23rd day of April 2015. Xaet ,er2ge,'; Lisa Brown, Oakland County