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Home My WebLink About55A - RESO - COPS GRANTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 18, 2014 TITLE: APPROPRIATION ADJUSTMENT, RESOLUTION AND AGREEMENT ACCEPTING COPS HIRING GRANT FUNDS {STRATEGIC PLAN NO. 1, 3B} CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER CITY MAN ER RECOMMENDED ACTION Approve an appropriation adjustment recognizing $1,250,000 in COPS Hiring Grant funds in revenue account (no. 12714002 52000), and appropriating same to expenditure account (no. 12714407 - various). 2. Adopt a resolution allocating ten new Police Officer positions to the FY 2014 -15 Police Department budget. 3. Authorize the City Manager and the Clerk of the Council to execute a three -year agreement with the U.S. Department of Justice, commencing September 1, 2014, for the COPS Hiring Grant in an amount not to exceed $1,250,000, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION In June of this year, the Police Department applied for a competitive grant made possible through the Office of Community Oriented Policing (COPS). The grant is designed to assist state and local law enforcement agencies in the hiring and retention of police officers. The federal government reviewed over 1,296 applications ultimately awarding over $1 billion through the COPS Hiring Program (CHP) by way of 215 grants nationwide. The Police Department has received a grant award from the COPS Hiring Program for 10 police officers' positions in the amount of $1,250,000 over a three -year grant period. The grant allows for a cost sharing partnership with the Federal Government where the grant funds approximately 113 of the associated costs and the City General Fund covers the remaining 213 cost of $2,624,485. The City match will be $541,494 Year 1, $1,041,494 Year 2 and $1,041,497 Year 3, for a total match of $2,624,485. 55A -1 COPS Hiring Grant November 18, 2014 Page 2 The grant requires that at the end of the three -year performance period, the City must retain these 10 additional positions for a minimum of 12 months, over and above locally- funded positions that would have existed in the absence of the grant. The City cannot satisfy the retention requirement by using these grant funded positions to fill any vacancies from attrition. The Department plans on using these additional officers to enhance Community Policing initiatives by increasing frontline law enforcement staffing which will allow officers much needed time to more positively engage with the community. STRATEGIC PLAN ALIGNMENT Approval of these items assists the City in meeting Goal #1 Community Safety, Objective #3 (promote fiscal accountability to ensure financial responsibility at all levels of the organization), Strategy B (promote ongoing efforts to obtain grant funding for activities that will assist in preventing, enforcing and reducing criminal activity and traffic collisions). FISCAL IMPACT The appropriation adjustment will recognize $1,250,000 in COPS Hiring Grant funds in revenue account (no. 12714002 52000), and appropriate same to expenditure account (no. 12714407 — various. Matching funds will be identified at year -end and appropriated as part of the FY 2015- 16 budget process. Carlos Rojas Chief of Police Santa Ana Police Department APPROVED AS TO FUNDS AND ACCOUNT: Francisco ut errez, L Executive Director Finance and Management Services Agency 55A -2 RESOLUTION NO. 2014- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND THE CURRENT ANNUAL BUDGET TO ADD TEN FULL TIME POLICE OFFICER POSITIONS IN THE POLICE DEPARTMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1: The City Council hereby finds, determines and declares as follows: A. On July 1, 2014, the City Council passed and adopted Ordinance No. NS -2867, establishing the City's Budget and authorizing position allocations for Fiscal Year 2014 -2015. The Ordinance also sets forth the requirement that alterations in the allocation of authorized positions be reviewed and approved by the City Council. B. On March 18, 2014, the City Council adopted the 5 -year Santa Ana Strategic Plan. This plan established specific goals, objectives and strategies to guide the City's major efforts during the next five years. C. To assist the City in meeting Santa Ana Strategic Plan Goal #1 Community Safety, Objective #3 (promote fiscal accountability to ensure financial responsibility at all levels of the organization), and Strategy B (promote ongoing efforts to obtain grant funding for activities that will assist in preventing, enforcing and reducing criminal activity and traffic collisions), the Police Department applied for and received a grant award from the Office of Community Oriented Policing (COPS) Hiring Program in the amount of $1,250,000. The terms of the Grant contain numerous guidelines and requirements with which the Department must comply. D. The Police Chief proposes to add ten (10) full time Police Officer positions to the Police Department's budget to comply with the requirements of the COPS Hiring Program Grant. E. It is now desired to amend the Adopted Budget for Fiscal Year 2014 -2015, as amended, to effect this change. Section 2: That Ordinance No. NS -2867, the Annual Budget for Fiscal Year 2014 -2015, as amended, shall be further amended by adding ten (10) full time Police Officer positions in the Police Department, at the monthly five -step salary rate range as indicated: 55A -3 Classification Title Police Officer 5 -Step Salary Rate Range Effective 11/18/14 Monthly Salary SRR Minimum - Maximum .e $6050 - $7355 Section 3: That except as amended by this Resolution, all other provisions of Ordinance No. NS -2867 setting forth the Annual Budget for Fiscal Year 2014 -2015, as amended, shall remain in full force and effect. 2014. Section 4: This Resolution shall be operative from and after November 18, ADOPTED this 18th day of November, 2014. APPROVED AS TO FORM: Sonia R. Carvalho City Attorney 0 City Attorney AYES: NOES: ABSTAIN: NOT PRESENT Miguel A. Pulido Mayor Councilmembers Councilmembers Councilmembers Councilmembers 55A -4 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2014 -_ to be the original resolution adopted by the City Council of the City of Santa Ana on November 18, 2014. Date: 55A -5 Clerk of the Council City of Santa Ana 'P�PM U.S. DEPARTMENT OFJVSTICE COM OFFICE OF COMMUNITY ORIENTED POLICING SERVICES 145 N Street, N,E., Washington, DC 20530 Grants Administration Division COPS Hiring Program Treasury Account Symbol (TAS) 15X0406 Grant #: 2014ULWX0039 ORI #: CA03019 Applicant Organization's Legal Name: Santa Ann, City of DUNS #. 0831532470000 Law Enforcement Executive: Chierot otiee arl Government Executive: City Ma 111)311 Cavazos Full -Time Oircers Funded: 10 New Hires: 10 Rehires - Previously Laid Off: 0 Award Amount: 51,250,000.00 Ronald L. Davis Director Rehires - Scheduled for Lay -Off. 0 09/28/2014 Date By signing this Award Document, the grantee agrees to abide by all FY 2014 COPS Hiring Program (CHP) grant terms and conditions and, if applicable, the Special Award Conditions and /or High Risk Conditions in the Award Document Supplement. Carton Rojas 10/14/2014 Signature of the Law Enforcement Executive /Agency Executive Date David Cavazos 10/14/2014 Signature of the Government Executive /Financial Officer Date False statements or claims made in Connection with COPS grants may result in foes, imprisonment, debarment from participating in federal grants or contracts, and /or any remedy available by law to the Federal Government. ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING 55A -7 U. S. Department of Justice Office of Community Oriented Policing Sm4ces 2014 COPS Luring Program Grant Terms and Conditions By signing the Award Document to accept this COPS Hiring Program (CHP) grant, die grantee agrees to abide by file following gram terms and conditions I. Grant Owner's Manual. The grantee agrees M comply %'fill the terms and conditions in die 2014 COPS Hiring Progrmn Grant Owner's Mannsl; COPS statute (42 U.S.C. §. 3796dd, of seq.); 28 C.F.R. Part 66 or 28 O.F.R. Part 70 as applicable (governing administrative requirements for grants and cooperative agreements); 2 C.F.R. Part 225 (ONIB Circular A -87), 2 C.F.R. Part 220 (OMB Circular A-21),2 C.F.R. Part 230 (OME Circular A -122), and 48 C.F.R. Part 31.000 et seq. (FAR 31.2) as applicable (governing cost principles); OMB Circular A -133 (governing audits); mpresenmtions made in the CHP grant application and all other applicable program requirements, laws, orders, regulutions, or circulars. 2. Aunumaces and Certifications The grantee acknowledges its agreement to comply with the Assurances and Certifications forms dust were signed as part of its CHP application. 3. Allowable Costs. The finding under this project is for the payment of approved full -time entry -level salaries and fringe benefits over tluee years (fora total of 36 months of funding), up to a maximum federal share of $125,000 perof£icar position forcamer law enforcement officer positions (tired and/or rehired on or after the official grant award start dale. Any salary and fringe benefit costs higher than entry-level that your agency pays a CHP -Pooded officer must be paid with local funds. Your agency is required to use CHP grant funds for the specific biting categories awarded. Funding under this program truly be used for the following categories: a. Hiring new officers, which includes filling existing officer vacancies that are on longer funded in your agency's budget; b. Rehiring otrcm laid off by any jurisdiction as a result of state, local, or Bumm of Indian Affairs (BIA) budget cuts; and/or c. Rehiring officers who were, at the time of grant application, scheduled to be laid off (by your jurisdiction) on a specific future dam as a result ofstate, local, or BIA budget cuts. If you agency's local fiscal conditions have changed and your agency needs to change one or more of the funded hiring categories, your agency should request a post- award grant modification and receive prior approval before spending CHP funding order the new category. The Financial Clearance Memorandum (FCNI), included in your award package, specifies the amount of CHP funds awarded to your agency. You should carefully review your FCM, width contains the foul officer salary and fringe benefit categories and amouras for which your agency was approved. Plane now that tine salary and fringe benefit costs requested in your CHP application may have been adjusted or removed. You agency may only be reimbursed for the approved cost categories that tun documented within die FCM, up in the amounts specified in the FCNt Your agency may not use CHP funds for any emu that are not identified as allowable In the Financial Clearance Memorandum. Only actual allowable costs incurred during cite grant award period will be eligible for reimbursement and drawdawn. If your agency experiences any cost savings over cite course of die grant (for example, your grant application overestimated cite total entry-level officer salary and fringe benef m package), your agency may not use that excess funding in extend the length of the grant beyond 36 months. Any funds remaining after your ageney frail drawn down for the costs of approved salaries and fringe be<efits incurred for each awarded position during tine 36 -month funding period will be deobligated during the closeout process, and should tut be spent by your agency. 4. Latin Match. Gannets are required to contribute a local match of at least 25 percent towards the mail cost of die approved grant project, umlow waived in writing by the COPS Office. Tho local ninth mustbe a etch match tram funds not previously budgeted for law enforcement purposes and must be paid during the grant award period The local match contribution must be made on an increasing basis during each year of the three -year grant period, with the Federal share decreasing accordingly. 5. 5uppkementing, Not Supplanting. State, local, or BIA foals budgeted to pay forsworn officer positions irrespective of the receipt of CHP grant funds may not be reallocated in odor purposes or refunded as a result of a CHP grant being awarded. Non - federal funds most remain available for and devoted to that purpose, with CHP funds supplementing those non- fbdemt funds. Funding awarded cannot be obligated until afterdte grant award start date. This means that CHP funds cannot be applied no any agency castor obligation incurred prior to the award start date. In addition, you agency must akaactive and finely steps pursuant wits slandardprocedures in fully fund law enfocemenr costa already budgeted as well as fill all locally -funded vacancies; resulting from attrition during the life of His grant. 6. Retention. At the time of grant application, your agency committed to retaining all swam officer positions awarded under die CHP grant with state anrVor local funds for a minimum of 12 months following the conclusion of 36 months of federal funding for each position, over and above [the number of locally - funded swom officer positions that would have existed in the absence of the gram. Youragency cannot satisfy die retention requirement by using CHP -funded positions to All locally- funded vacancies resulting fmm attrition. 7. Extensions- Your agency may request an extension of dm grant award period to receive additional Him to implement your grant program. Such extensions do not provide additional funding. Grants may be extended a maximum of 36 months beyond the initial award expiration dune. Any request for an extension beyond 36 mouths will be evaluated an a case -by -case basis. Only those grantees that can provide a masonablejustification for delays will be granted no -cast extensions. Reasonablejusdfications may inoludo difficulties in filling COPS -funded positions, officer turnover, or other circumstances tat interrupt the 36 -month grant funding period. An extension allows your agency to complawate for such delays by providing additanal time in complete the full 36 monthhs of funding for each position awarded. Extension requests mutt be received prior to the and date a( the award. 8. Modifications. During the CHP grant award period, it tray become necessary for an agency to modify its CHP grant award due to changes in an agency's fiscal or law enforcement situation. Modification requests should be submitted in the COPS Office when an agency determines that it will need to shift officer positions awarded in one hiring category into a different hiring category, reduce the toil number ofpwitim, awarded, shift funds among benefit categories, and/air reduce the entry-level salary and fringe benefit amounts. For example, an agency may have been awarded CHP grant funding for can new, additional full -time sworn officer positions, but due in severe fiscal distress/consmaints, the agency determines it is unable to snsain all ten positions and must reduce its request to five full -time positions; or an agency may have been awarded CHP grist funding for two cow, additional sworn officer positions, but due to fiscal disttess/consvaints the agcocy needs an change the hiring category from the new hire category to tle relhim category Car officers laid off or scheduled for lay -off on a specific future date post - Page l ors y a • U. S. Department of Justice Office of Community Oriented Policing Services 2014 COPS Hiring Program Grant Terms and Conditions application. Grant madifmations ender CHP are evaluated on a case -by -case basis. The COPS Office will only consider a modification request after an agency makes final, approved budget andor personnel decisions. An agency my implement the modified grant award following written approval from the COPS Offcm Please be aware that the COPS Office will not approve any modification request Rini results in an increase of federal finds. 9. vF- ,valuations. The COPS Office may conduct monitoring or sponsor national evaluations of die COPS Hiring Program. The grantee agrees to cooperate with the monitors and evaluators. 10. Reports. To assist die COPS Office in the monitoring of your award, yotu agency will be responsible for submitting quarterly programmatic progress reports and quarterly Federal Financial Reports using Standard Foram 425 (SFA25). 11. Federal Civil Walvis Laws. Asa condition of receipt of federal financial assistance, you acknowledge and agree that you will not (and wilt require any subgrantees, contractors, successors, transferees, and assignees not to), on the ground of race, color, religion, national origin (which includes providing limited- English proficient persons meaningful Stems to your programs), sex, disability or age, unlawfully exclude any person from participation in, deny the benefits of, or employment to any person, or subject any person to discrimination in connection with any programs or activities funded in whole or in part with federal frtnds. These civil rights requirement, am found in the non - discrimination previsions of Title VI of the Civil (tights Act of 1964, as amended (42 U.S.C. § 2000d); the Omnibus Cruse Control and Safe Streets Act of 1968, as amended (42 U.S.C. § 3789d); Section 504 of the Rehabilitation Act of 1973, as amended (29 U. S.C. § 794); the Age Discrimination Act of 1975 (42 U.S.C. §6101, et seq.); Title IX of the Education. Amendments of 1972, as unaided (20 U.S.C. 1681 at sets.); and the corresponding DOJ regulations implementing those statutes at 28 C.F.R. Part 42 (subparts C, D, E, G. and 1). You also agree to comply with Executive Order 13279 Equal Treatment for Faidi -Based Organizations and its implementing regulations at 28 C.F.R Part 38, which requires equal treatment of religious organizations in the funding process and non - discrimination of beneficiaries by Faith -Based Organizations on the basis of belief or non - belief. 12. Equal Employment Opportunity Plan (EEOP). All recipients of funding from the COPS Office must comply with the federal regulations pertaining m the development and implementation of an Equal Employment Opportunity Plan (28 C.F.R. Pert 42 subpart E). 13. Grant Monitoring Activities. Federal law requires that law enforcement agencies receiving federal hording from the COPS Office must be monitored to ensure compliance with their grant conditions and other applicable statutory regulations. The COPS Office is also interested in tracking theprogress of our programs and the advancement of community policing. Both aspects of start implementation -- compliance and programmatic henefits —are partuf the monitoring process coordinated by the U.S. Department of Justice. Grant monitoring activities conducted by the COPS Offrco include site visits, office -based grant reviews, alleged noncompliance reviews, financial and programmatic reporting, and audit resolution. As a CHP grantee, you agate to cooperate with and respond to any requests for information Pertaining to your grant. 14. Employment Eligibility. The grantee agrees to complete and keep on file, as appropriate, a Bureau of Cidwnship and lmmigration Services Employment Eligibility Verification Form (t -9). This form is to be used by recipients of federal funds to verify that persons are eligible to work in the United States. 13. Community Polteine Community policing activities to be initiated or enhanced by your agency were identified and described in your CHP grant application. Your agency developed a commuNry policing plan for the CHP grant with specific reference to a crime or disorder problem and the following elements of cotmnunlry policing: a) problem solving —your agency's plan to assess and respond to the problem identified; b) community partnerships and support, including related govermrmmal and community initiatives that complement your agency's proposed use of CHP funding; and c) organizational menafnrmation —how your agency will use die funds in reorient its mission to community policing or enhance its involvement in and commitment to community policing. The COPS Office defines community policing as a philosophy that prim mles organizational suatcgim which support the systematic use of partnerships and problem - solving techniques, to prcuctively, address the immediate conditions that give rise to public safety issues such ae nine, social disorder, and fear of crime. Clip grants must be used to initiate or enhance community policing activities. All newly lumd, additional or mlinn d officers (or am equal comber of redeployed veteran officers) funded under CHP must implement your agency's approved community policing plan, which you described in your grant application. 16. Community Policing Self Assessment Tool (CPSAT). The COPS Office will require your agency to complete the Community Policing Self Assessment Tool (CP -SAT) twice within the grant period, at the beginning and again towards the and of your grant period. 17. Contracts With Other durlsdictlom. Grantees that provide law enforcement services to anmdierjurisdiction trough a contract must emum that officers funded under this grant do not service the otherjunin ictfon, but will only be involved in activities or performserviom that exclusively benefit the grantee's osm jurisdiction. IS. False Statements, False statements or otsims made in connection with COPS grants may result in fines, imprisonment, or debarment fpm participating in federal grants or contracts, and/or any other remedy available by law. 19. Additional Hiuh -Risk Grantee Reaulrecomin, The recipient agmes to comply with any addidone[ requhdnents that my be imposed during the grant performance period if die awarding agency determines that the recipient is a high -risk grantee (28 C.F.R. Parts 66 and 70). 20. System for .Award Management (SAM( and Universal Identifier Reaniremm . The Office of Management and Budget requires federal agencies in include the following standard award tens in all grants and cooperative agreements made an or after October I, 2010: A. Requiremenrfor System for Award Management (SAM) Aegistmilon Ualwt; you are exempted from this requirement under 2 G.F.R. Part 25.110. you as the recipient must maintain the currency of your information in the SAM until you submit tat fatal financial report required under thus award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term. Page 2 of 5 55A -9 O. S. Department of Justice Office of Community Oriented Policing Services 2014 COPS Hiring Program Grant Terms and Conditions B. Requirertenr for Dart. Universal Numbering System (DUNS) V,,,bers If you are authorized to make subawards under ids award, you: L Must notify pmendal subreclpients that no entity (see definition in paragraph C of this award tern) may receive a subaward from you unless the entity has provided its DUNS number to you. 2. May not rake a subaward to an entity unless the entity has provided its DUNS number to you. C Defbtidow For purposes of this award term: I. System for Award Management (SAM) means die federal reposinty into which an entity must provide Infonation required for the conduct of business as a recipient Additional information about registration procedures may be Laird at the SAM Internet site at www, nm.gov. 2. Data Universai Numbering System (DUNS) number means the nine- or thirteendigi t number established and assigned by Dun and Bradstreet, Lou. (D &B) to uniquely identify business entities. A DUNS number may be obtained from D &B by telephone (currently 856.705.5711) or the Internet at htmJ /fedaovAnb.cont webform. 3. Enliry, as it is used in :his award mat, means all of the following, as defined at 2 C.F.R. Part 25, subpart C; a. A governmental organization, which is a state, local gavernmm m; or Indian Tribe; b. A foreign public entity; c. A domestic or foreign non -profit organizatou; d. A domestic or foreign for -profit organization; and e. A federal agency, but only as a subrecipient under an award or subaward to a non. federal entity. 4. Subaward. a. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. b. The tern does not include your procurement of property and services needed to carry out the project or program (for fimther explanation. see Sec. .210 of die samliment to OMB Circular A- 133, "Audits of States. Local Governments, and Non -Profit Organizations "). c. A subaward may be provided through any legal agreement, including an agreement that you consider a contract. 5. Subrecipient means m entity that: a. Receives a subaward from you under this award; and b. is accountable to you for the we of the federal funds provided by die subaward. 21. Reuordom Subaward and Executive Compensation_ The Office of Management and Budget requires federal agencies to include the fallowing standard award term in all grants and cooperative agreements made on or after Ocmber 1, 2010: a. Reporting of first -tier sahanvards. I Apphcability. Unless you are exempt as provided In paragraph d. of this award term, you must report each action that obligates 525,000 or more in fderal hinds that does act include Recovery funds (as defined in section 1512(a)(2) of the American Recovery and Roinvesunent Act of 2009, Pub. L. I I 1 -5) for a subaward to an entity (sea definitions in paragraph e, of this award term). 2. Where and when to report. i. You incon report each obligating action described in paragraph a.1. of tlds award term to www.fshs.nov. ii. For subaward hifam itlon, report no later than the end of the mouth following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation most be reponed by no later than December 31, 2010.) 3. What to report. You must report die information about each obligating action that the subrnission instructions posted at www.fsrs.eov specify. b. Reporting Total Compensation afRecipletrtGrecativor, I. ApplieabiUly and what to report. You mwr report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if— I the total federal funding aru ierized to date under this award is $25,000 or more; ii in the preceding fiscal year, you received — (A) 80 percent or more of your annual gross revenues from federal procurement contracts (and subcontracts) and federal financial assistance subject to tie Transparency Act, as defined at 2 C.F.R. Part 170.320 (and subawards); and (B) 525,000,000 or more in annual gross revenues from federal procurement contracts (and subcontracts) and federal financial assistance subject to the Transparency Apt, u defined at2 C.F.R. Part 170.320 (and subawards); and di. The public does amt have arms to information about the compensation of the executives tuouglh periodic reports tiled under section 13(a)or IS(d) of the Securities Exebange Act of 1934 (15 U.S.C. 73m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public bas access m the compensation information, see die U.S. Security and Exchange Commission total compensation filings at wwwsec.aovsiuwemloxecotno.hnn.) 2. Where and when to report. You must report executive roust compensation describeal in paragraph b.l of this award term: L As part of your registration pmille at www.sam.eov. ii. By the end of the month following the month in which this award is made. and annually thereafter. e. Reporting of Total Compensation of Subreripiern Qxecrilivr, Page 3 of 5 55A -10 U. S. Department of lustica Off ce of Community Oriented Policing Services 2014 COPS Hiring Program Grant Terms and Conditions dpplicabtitoj and what to report. Unless you arc exempt as provided in paragraph d. of this award am. . for each first -tier subrecipient under this award, you shall report the names and total compensation of each of the subrocipient's five most highly compensated executives for the subrecipient's preceding completed fiscal your, if- i, in the subrecipient's preceding fiscal year, the subrecipient raccived- (A) 80 percent or more of your annual gross revenues from federal procurement contracts (aid subcontracts) and federal financial assistance subject to the Transparency Act. as defined at 2 C.F.R. Part 170.320 (and subawunds); and (B) $25,000,000 or more in annual gross revenues from federal procurement contracts (and subcontracts) and federal financial assistance subject m the Transparency Act, as defined at 2 C.F.R. Part 170.320 (and subawards); and ii. The public does trot have access to information about tliecompenvetion of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 ( h5 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, seethe U.S. Security and Exchange Commission total compensation filings at cocoa sec aov;areweroicxecomu hhn,) 2. Where and when to report. You must report subrecipient executive total compensation described in paragraph c.1. of this award term: i. To the recipient. ii. By the end of the monthfollowing ire month during which you make the subaward. For example, if a subaward is obligated on any dare during the month of October of given year (i,e., between October 1 and 3 p, you must report any requited compensation information of the subrecipient by November 30 of that year. d. ExenrpUons If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report i. Subawards, and H. The total compensation of the Five most Iii&y compensated executives of any subrecipient a. Definitions. For purposes of this award term: 1. Entity means all of the following, as defined in 2 C.F.R. Part 25: i. A governmental organization, which is a state, local govemtnemq or Indian Tribe; ii. A foreign public entity; iii. A domestic or foreign nom -profit organization; iv. A domestic or foreign for -profit organization; v. A federal agency, but only as a subrecipient under an award or subaward to a non- federal entity. 2. Executive means officers, managing partners, or any other employees in management positions. 3. Subawaed: i. This term means a legal instrument to provide supper for the performance of any portion of the substandve project orprognnn for which you received this award and tail you as the recipient award to an eligible subrecipient. it. The tern does not include your procurement of pmperty and services needed m cany out ire project or program (for furtfwr explanation, see Sec. — 210 of the attacliment to OMB Cimular A -133, "Audits of States, Local Governments, and Non -Profit Organizations"). iii. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract. 4. Subreciplent means an entity that L Receives a subaward from you (the recipient) under tlus award; and ii. Is accounmble to you for theme of die federal funds provided by the subaward. 5. Total coinpensabon means the cash and notscash dollar value earned by the executive during the recipient's orsubrocipicnt s preceding fiscal year and includes the following (for more information see 17 C.ER Part 229A02(c)(2)): i. Many and bona. ii. Awards of stack, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting pupusas with respect to the fiscal year in accordance with de Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123 R), Shared Bayed Payments. iii. Earningsfor services under non- equily incentive plans. This does not include group life, health, hospitalization or medical reimburscnnent plans that do pm discriminate in favor of executives, end am available generally to alt salaried employees. iv. Change in pension vahte. This is the change in present value of defined benefit and actuarial pension plans . v..9bove- market earnings on deferred compensation that is not tar- qualifled. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds S10.000, 22. Debarment and Suspension. The recipient agrees not to award Federal funds under this program to any party which is debarred or suspended from participation to Federal assisomea programs 23. pnolicative Funding, The recipient nnderstords and agrees to natify the COPS Off" ifit rerives, from any other source, finding for die same iem or service also funded under this award. 24, Whisrloblower Protection. The recipient agrees not to discharge, demote, or otherwise discriminate against an employee as reprisal for the cmploycc disclosing information that halshe reasonably believes is evidence of gross mismanagement of a Fcd:ml contract or groat, a gross waste of Federal funds, an abuse of authority relating to a Federal contract of grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related in a Federal contract (including the competition for or negotiation ofa contract) or grant. The recipient also agrees to provide to their employees in writing (in the predominant native Page 4 of 5 55A -11 U. S. Department of Justice Office of Community Oriented Policing Senices 2014 COPS Hiring Program Grant Terns and Conditions language of the workforce) of the rights and remedies provided in 4t U S.C. 4712. Please see Appendix F in the Grant/Award Owner', Manual for a fidt ten of the statute. Page 5 of 5 55A -12 Award Document Supplement 2014 COPS Hiring Program (CHP) By signing the Award Document to accept this COPS Hiring Program (CHP) grant, the grantee agrees to abide by the following Special Award Conditions and/or High Risk Conditions: Special Award Conditions Advancing Department of Justice Priority Crime Problem Awards Your agency has been selected for a COPS Hiring Program (CHP) grant to address a particular Department of Justice priority crime problem, based specifically on your CHP grant application's community policing plan to improve your agency's public safety response to the critical issues of school based policing through School Resource Officers (SRO), Trust Problems, Homeland Security, Gun Violence or Homicide Reduction. Please be advised that, in accepting this grant, your agency is agreeing to this Special Condition to its CHP grant award that requires your agency's COPS- funded officers (or an equivalent number of locally - funded officers) to initiate or enhance your agency's community policing plan to address one of the priority crime problem identified above. By signing the 2014 CHP grant award, your agency understands and agrees to the following: • Your agency will implement the one specific community policing plan identified in your CHP grant application; • Your agency will address its specific priority crime problem throughout the entire CHP grant period; • Your agency will implement any organizational changes identified in its CHP grant application in Section 6B, Questions 13 and 14; • Your agency will cooperate with any grant monitoring by the COPS Office to ensure that it is initiating or enhancing its community policing efforts to address its priority crime problem, which may include your agency having to respond to additional or modified reporting requirements. Memorandum of Understanding Requirement (School Resource Officers Problem Area Only Grantees using CHP funding to hire and/or deploy School Resource Officers into schools must submit a signed Memorandum of Understanding (MOU) between the law enforcement agency and the school partner(s) to the COPS Office before obligating or drawing down funds under this award. 55A -13 41�_ 1U.S. DEPARTMENT OF JUSTICE COPIS OFFICE OF COMMUNITY ORIENTED POLICING SERVICES 45 N Street, N.E., Washington, DC 20530 . t ioularandum COPS Hiring Program (CHP) To: Chief of Police Carlos Rojas Santa Ana, City of Re: COPS Hiring Program Financial Clearance Memo A financial analysis of budgeted costs bas been completed. Costs under this award appear rasonaile, allowable, and consistent with existing guidelines. Exceptions /Adjustments are noted below. ORI #: CA03019 Total Officers Awarded: 10 Grant #: 2014ULWX0039 Officer Costs: Project Costs Per Officer, Grand Total Project Costs: Salaries and Fringe Benefits: 5387,448.00 Salaries and Fringe Benefits: 53,874,485.00 Federal Shore: $125,000.00 Federal Share: 5112501000.00 Applicant Share: $262,448.00 Applicant Sher.: 52,624,485.00 Waiver Granted: No Budget Cleared Date: 09i28/2014 erall Comments: A financial analysis of budget costs has been completed, and this Financial Clearance Memorandum jFCM) reflects the amount of federal funds awarded to your agency for officer salaries and approved benefits. Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to COPS. You should carefully review your FCM. The FCM contains the final officer salary and fringe benefit categories and amounts for which your agency was approved. You will note that some costs may have been adjusted or removed. Your agency may only be reimbursed for the approved cost categories that am documented within the FCM. Fringe benefits already reflected In the base salary may not be drawn down individually under Fringe Benefits. ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING 55A -14 Year 1 — Approved Costs Per Entry-level Officer Year 2 — Approved Costs Per Entry-level Officer Year-3 —Approved Coats Per Entry -level Officer Base Salary tnforn ioa: $78,375,00 S82,286.00 886,406.00 Fringe Benefits 541,866.44 T46,732.15 $49,782.89 Social Security'. $silo $0.D0 $0.DO Modesto, $1,136.44 S11193.15 $1,252.89 Health (nsurance $16,921.00 $18,443.00 $20,104.00 Life husursuce $0.00 $0.00 $0.00 Vacation: $O.OD $0a0 $0.00 Tick Leave: $000 Iran $0.00 Rstuctru : $78,794.00 $19,732.00 $20,72000 Worker's Corcpensatiue' $4427.00 $6,747.00 $7,05800 unemploymeu! lasaronce: $0.00 $OAO Soot) Other Costs' $589.00 561700 $548.00 Total Per Year: $132,241.44 Tt39,018.15 4716,188.89 Officer Costs: Project Costs Per Officer, Grand Total Project Costs: Salaries and Fringe Benefits: 5387,448.00 Salaries and Fringe Benefits: 53,874,485.00 Federal Shore: $125,000.00 Federal Share: 5112501000.00 Applicant Share: $262,448.00 Applicant Sher.: 52,624,485.00 Waiver Granted: No Budget Cleared Date: 09i28/2014 erall Comments: A financial analysis of budget costs has been completed, and this Financial Clearance Memorandum jFCM) reflects the amount of federal funds awarded to your agency for officer salaries and approved benefits. Please note that the salary and benefit costs requested in your original application may have been updated or corrected from the original version submitted to COPS. You should carefully review your FCM. The FCM contains the final officer salary and fringe benefit categories and amounts for which your agency was approved. You will note that some costs may have been adjusted or removed. Your agency may only be reimbursed for the approved cost categories that am documented within the FCM. Fringe benefits already reflected In the base salary may not be drawn down individually under Fringe Benefits. ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING 55A -14 U.S. DEPARTMENT OF JUSTICE0� OFFICE OF COMMUNITY ORIENTED POLICING SERVICES 7 145 N Screet, N.E., Washington, DC 20530 October 1, 2014 City Manager David Cavazos Santa Ana, City of 20 Civic Center Plaza Santa Ana, CA 92702 Chief of Police Carlos Rojas Santa Ana, City of 60 Civic Center Plaza Santa Ana, CA 92702 Subject COPS Hiring Program Grant# 2014ULWX0039 ORIN: CA03019 Dear City Manager Cavazos and Chief of Police Rojas: Congratulations on your agency's award for 10 officer position(s) and $1,250.000.00 in federal funds over a three -year grant period under the 2014 COPS Hiring Program (CHP). The local cash match required for this award will be $2,624,485 00. Your agency may use CRP grant funding to hire new officers or rehire officers who have been laid off, or are scheduled to he Iaid off on a specific future date, as a result of local budget cuts, on or after the official grant award start data Please note that any changes to the awarded hiring categories require an official review and approval by the COPS Office. A list of conditions that apply to your grant is included on your grant Award Document and Award Document Supplement, if appl icable. A limited number of agencies may be subject to an Additional Award Notification as a result of an ongoing federal civil right: investigation or other grant review or audit of your agency by the Department of Justice. If applicable in your agency, the Additional Award Notification is included at the end of this letter and is incorporated by reference a t part of this letter. In addition, a limited number of agencies may be subject to Special Conditions as a result of high risk designation or other unique circumstances. If applicable to your agency, these Special Conditions will he found in an Award Document Supplemen: in your award package. You should read and familiarize yourself with these conditions. To officially accept your grant, the award document must be signed electronically via the Account Access link in the COPS website at www.cops,usdoj.gov within 90 days from the date of this letter. The offmial start of your grant is September 1, 2014. Therefore, you can be reimbursed for allowable and approved expenditures made on or after this date. Please carefully review the Financial Clearance Memorandum (FChI) included in your award package to determine your approved budget, as some of your requested items may not have been approved by the COPS Office during the budget review process, and grant funds may only be used for approved items. The FCM will specify the final award amount, and wilt also identity any disallowed costs. Supplemental online award information for 2014 COPS CHP grantees can be found at htp /Iw% coo= idol agWC)Ofanll aaovltem =2367, We strongly encourage you to visit this site immediately to access a variety of important and helpful documents that will assist you with the implementation of your grant, including the2014 CHP Grant Owner's Manual, which specifies the programmatic and financial terms, conditions, and requirements of your grant In addition, the above website link includes the forms and insvuctions necessary to begin drawing down funds for your grant. Please print out a copy of your application and maintain it with your grant file records. Once again, congratulations on your CHP award. If you have any questions about your grant, please do not hesitate to call your Grant Program Specialist through the COPS Office Response Center at 1.800.421.6770. Sincerely, Ronald L. Davis Director ADVANCING PUBLIC SAFETY THROUGH COMMUNITY POLICING 55A -15 ATTEST: MARIA HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R, CARVALHO City Attorney By �, • IiO.G+� Laura A, Rossini Sr. Assistant City Attorney FOR APPROVAL: Carlos Rojas Chief of Police Santa Ana Police Department CITY OF SANTA ANA DAVID CAVAZOS City Manager 55A -16