HomeMy WebLinkAboutPolice Budget Amendment ODP Partnership for Success Law Enforcement Grant 6/7/2023 7:55AM City of Meridian FY2023 Budget Amendment Form
Personnel Costs Full Time Equivalent(FTE):
Fund# Dept.# G/L# Proj.# G/L#Description Total E IDIAN%—�''
20 2135 41200 5032 Wages
20 2135 41206 5032 PT/Seasonal Wages
20 2135 41210 5032 Overtime $ 6,510 Please only complete the fields
20 2135 41304 5032 Uniform Allowance highlighted in Orange.
20 2135 42021 5032 FICA $ 498 Amendment Details
20 2135 42022 5032 PERSI $ 799 Title: ODP Partnership for Success Law Enforcement Grant
20 2135 42023 5032 Worker's Comp $ 2D5 Department Name: Police
20 2135 1 42025 5032 Employee Insurance 1$ Presenting Department Name: Police
Total Personnel Costs $ 8,013 Department#: 21M
Operating Expenditures Primary Funding Source: 20
Fund# Dept.# G/L# Proj.# G/L#Description One-Time On-Going Total CIP#:
20 2135 52610 5032 Investigation Expense(decoy) $ 480 $ 480 Project#: 5032
20 2135 5032 $
20 2135 5032 $ Is this for an Emergency? ❑ Yes 0 No
20 2135 5032 $ New Level of Service? ❑Yes [21 No
20 2135 5032 $
20 2135 5032 $ Clerks Office Stamp
20 2135 5032 $
20 2135 5032 $
20 2135 5032 $
20 2135 5032 $
20 2135 5032 $
20 2135 5032 $
20 2135 5032 $ Dote of Council Approval 6-20-2023
Total Operating Expenditures $ 480 $ - $ 480 '..
Capital Outlay
Fund# Dept.# G/L# Proj.# G/L#Description Total Acknowledgement Date
20 2135 5032 6 /z3
20 2135 5032
20 2135 5032 D ment Director
20 2135 5032 REVIEWED
20 2135 5032 By Todd Lavoie at 9:07 am,Jun 07,2023 fields 6.7.23
20 2135 5032 Chief Financial Officer
Total Capital Outlay $ 6/7/23
Revenue/Donations Liz Strader 6:18pm
Fund# Dept.# G/L# Proj.# G/L#Description Total C7��
20 2135 33100 5032 Grant Revenues 20 21355032 6-8-23
20 2135 1 5032 1 Mayor
Total Revenue/Donations $ 8,493
Total Amendment Request $ (0)
Total Amendment Cost-Lifetime
City of Meridian FY2023 Budget AnQMdswatllFadpitnikov\AppData\Local\MicrosoftlWindows\INetCache\Content.Outlook\8E3VSF161FY2023 BudaetAmendment Form-anlir -env Pa,f er,hfnr c. i
6/7/2023 7:55AM City of Meridian FY2023 Budget Amendment Form
Prior Yea r(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: Police
Funding 2023 2024 2025 2026 2027 Title: OUP Partnership for Success Law Enforcement Grant
Personnel $ 8,013 $ - $ - $ - $ - tnstramons ror suhndning Budget AateadmeD
Operating $ 480 $ - $ - $ - $ - >Departmentwtit:eAd—dmem wan oo-signamn=m I!—lBudgekManagedmr.—
Capital $ - >Rnantew4llrend Amend—to c11M11 uai:on for sign .
Total $ - $ 8,493 $ - $ - $ - $ -
➢Council Ciefson will send signed Amendmenk to Mayor
Total Estimated Project Cost: $ 8,493 >Mayor wid send signed Ammdmentm fmanee fBvaget Manageq
Evaluation Questions ➢Rnance(Budget Menege)will sendapp—dmpy of Amend—to DepenmetR
Please answer all Evaluation Questions using the financial data referenced above. >oepamnem wlu aaa mpynlAmendmerrtm C dl Agei,da va gM All,—Manager
1. Describe what is being requested?
Spending Authority in the amount of$8,492.64.Idaho State Office of Drug Policy has awarded Meridian Police Department a grant for Officer and Decoy expenses for Shoulder Tap/Compliance
Checks to reduce underage drinking.
2.Whywasthis budget request not submittedduring the current fiscal year budget cycle?
Grant was awarded June 14,2022;with a start date of July 1,2022 that coincides with States fiscal year. y
13. What is the explanation for not submittingthis_budget request during the next fiscal year budget cycle?
Awarded grant timeframeis July 1,2022-through June 30,2023,which coincides with the State's fiscal year.
4.Describe the proposed method of funding? If funding is split between Funds(i.e. General,Enterprise,Grant),please include the percentage split. list the amounts and
sources of anticipated additional revenue that will result from approval of this request.
jGrant Revenue neutral award-no General or Enterprise funds will be used for this budget amendment.
t S.Does this request align with the Department/City's strategic plan?If not,please explain how this request was not included in the Department/City strategic plan?
Yes
6. Does this request require resources to be provided by other departments?If yes,please describe the necessary resources to be provided by other departments.
No
7.Does this Amendment include any needed Equipment or Software that will utilize the Cit y's network? Yes or No No
8.Is the amendment going to result in the disposal of an asset?(Yes or No) ,No
9.An additional comments?
N/A _
Total Amendment Request $ (0)
Every effort should be made to avoid reopening the budget far an amendment.Departments will need to provide backup and appear before the City Council to justify budget amendments.
Budget amendments are intendedfor emergency or mandatory changes to the original balanced budget.Changes to the original balanced budget may cause afunding shortfall.
City of Meridian FY2023 Budoet ArAl!tddae>!allFadlitlikovlADnData\La[a arh.\('—tcnf R,.i 4manH—t Fnrm-Pnliro-n P Partn hin fnr gi(mace I au,Fnfnrremenf r,ron}
MIDAHO OFFIa OF
DRUG
POLICY
Sharlene Johnson 304 N 8th St.,Room 455
policy•oorumrt.hip•prevenhor
Grant Director Boise,ID
(208)854-3046
June 15,202
Kendall Nagy
Meridian Police Department
1401 E Watertower St.
Meridian, ID 8642
Re: Notice of Partnership for Success Law Enforcement Grant Funding
Dear Ms.Nagy,
The Office of Drug Policy (ODP) is pleased to announce that the Meridian Police Department
has been approved for a Partnership for Success Law Enforcement grant aimed to prevent
underage drinking,marijuana use,and methamphetamine use through June 30.2023. The
Meridian Police Department has been funded for the following activities: compliance checks and
shoulder tap operations.Please reference the attached documents detailing the award.
The total funding allocated for this grant is $8,492.64. It is required that you return a signed
Grant Agreement and Grant Allocation Summary and initialed Special Terms and Conditions by
June 29,2022. If these documents are not received within that timeframe,the grant award may
be withdrawn.
If at any time you have questions or concerns about this grant award,please do not hesitate to
contact me. I look forward to working with your agency.
Warm regards,
��,areu+o �oGi.wsow
Sharlene Johnson
Grant Director
Idaho Office of Drug Policy
208.854.3049
S liarl ene.Johnso n rjodp.i daho.aov
GRANT AGREEMENT
This Grant Agreement(the"Agreement") is by and between the Idaho Office of Drug Policy
(ODP)and the Meridian Police Department(the"Sub-recipient').
Section 1: Delivery of Services
1.1 Grant Award Period—The term of this agreement is July 1, 2022—June 30, 2023.
Services shall begin no sooner than July 1,2022, or when both parties have signed this
agreement, and will terminate June 30,2023.ODP with NOT pay for any services
delivered prior to July 1,2022 or after June 30, 2023.
1.2 Grant Services—The Sub-recipient shall deliver services as outlined in the Grant
Allocation Summary attached hereto and incorporated by this reference. The parties may
amend the Agreement from time to time if needed, in order to accurately reflect the
services provided by the Sub-recipient.
1.3 Sub-recipient Role—ODP requires the Sub-recipient to deliver the services as outlined
in the Agreement. The Sub-recipient may not transfer,subcontract, or delegate its
obligations to any third parties without ODP's written consent.Failure to abide by this
restriction may result in termination of the Agreement, or any other remedies available to
ODP.
Section 2: Terms of Funding
2.1 Use of Funds—The Sub-recipient agrees that funds will be used only for the approved
cost categories shown on the approved budget; however,the Sub-recipient may make
budget changes within the approved cost categories not to exceed 10%of the total award
amount. Any changes in excess of 10%or outside of an approved budget category must
be requested by the Sub-recipient and approved by ODP in a written notice prior to
incurring cost.
2.2 Payment of Grant Funds—ODP will pay the Sub-recipient within 60 days of receipt of
invoice contingent upon the completion of the agreed upon services, entry of required
data on the quarterly reports, and compliance with the Special Tenns and Conditions
listed in this Agreement. Information regarding data entry will be provided.
Section 3: Roles and Responsibilities
3.1 Relationship—The Sub-recipient's relationship with ODP will be that of a grantee.
Nothing in this Agreement creates a partnership or employer-employee relationship
between the parties. ODP will not obtain workers' compensation insurance for Sub-
recipient or its employees and is not a"statutory employer"of Sub-recipient or its
employees.
11Pag* e
3.2 Taxes and Record Keeping—The Sub-recipient is solely responsible for filing all talc
returns to any federal, state or local tax authority.Additionally,the Sub-recipient must
maintain and provide to ODP,upon request, all documentation supporting the Sub-
recipient's request for payments.
3.3 Review—All records and documents related to this Agreement,including but not limited
to fiscal records, shall be available for review,audit,and copying by ODP,and by state
and federal inspectors or auditors for the period of 3 years, beginning July 2023.
Section 4: Termination
4.1 Termination of Agreement—If the Sub-recipient fails to provide any of the services
outlined in this Agreement, ODP may provide written notice to require any of the
following: 1)require the Sub-recipient to make corrective action to ensure compliance
with the Agreement;2)reduce the funding allocation to more adequately reflect the
services that will be provided, as determined by ODP in its sole discretion; 3)termination
this Agreement, or 4)pursue any other remedy available at low or in equity.
Section 5: Insurance
5.1 Insurance—The Sub-recipient shall maintain comprehensive general liability insurance
and all coverages required by law sufficient for the purpose of carrying out the duties and
obligations arising under this Agreement. Sub-recipient shall maintain, at all times,
applicable hereto, a comprehensive liability coverage in such amounts as are prescribed
by Idaho Code §6-924 as amended from time to time, as well as worker's compensation
coverage for its employees as required by Idaho Code §72-301 as amended from time to
time. Sub-recipient's liability coverage obligations shall be administered by the
Administrator of the Division of Insurance Management in the Department of
Administration for the State of Idaho,and may be covered, in whole or in part, by the
State of Idaho's Retained Risk Account. Sub-recipient shall cover its liability for
worker's compensation through the State of Idaho's State Insurance Fund. Upon written
request, Sub-recipient shall furnish ODP with documentation evidencing the insurance
required by this Agreement.
Section 6: Allocation of Liability
6.1 Allocation of Liability—Each party will be responsible only for liabilities associated
with the conduct of its own officials, employees,agents and volunteers, subject to the
provisions of the Idaho Tort Claims Act,Idaho Code §6-901 through §6-929.Each party
will defend the other party against any claims that arise solely from alleged wrongful
acts, omissions or negligence of the defending party in the course of this Agreement, but
does not assume responsibility for the acts,omissions or negligence of the other party of
the other parry's officials, employees,agents and volunteers. Each party shall promptly
notify the other party of any claim arising under this Agreement and shall cooperate fully
with the defending party or its representatives in the defense of such claim. The parties
acknowledge that, if both parties participate in the State of Idaho Risk Program, any tort
2 1 P a e
liability claim, suit or loss arising from this Agreement shall be allocated in the
accordance with law by the Office of Risk Management for purposes of the respective
loss experiences and subsequent allocation or self-insurance assessments.Any party
participating in the State of Idaho Risk Program shall notify such program in the event is
receives notice or has knowledge of any claims arising out this Agreement.
Section 7: Assurances
7.1 Authority—The Sub-recipient represents that the individual signing this Agreement has
authority to bind the Sub-recipient to the terms of this Agreement.
7.2 Assurances—Sub-recipient assures ODP that all activities performed under this grant
will conform to the following ODP Substance Abuse Prevention Services program
standards:
7.2.1 Assurance of Compliance with Record Keeping/Data Collection Standards—
The Sub-recipient will maintain detailed records on all grant funded activities,
which indicate the date,time,number of participants reached, and the nature of
services delivered under the grant award. The Sub-recipient will be required to
collection evaluation data on all projects and submit that data to ODP via an
online platform. These records shall be subject to inspection by ODP. ODP has
the right to audit reimbursement requests both before and after payment and to
contest any billing or portion thereof.
7.2.2 Assurance of Compliance with Idaho State Laws—The Sub-recipient assures
ODP of its commitment to abide by any applicable state and federal laws, rules,
regulations, and executive orders of the Office of the Governor of the State of
Idaho, pertaining to equal opportunity. Pursuant to all such laws, rules,
regulations, and executive orders,the Sub-recipient assures ODP that no person in
the State of Idaho shall, on the grounds of race, color,religion, sex,national
origin,age, or disability, be excluded from employment with or participation in,
be denied the benefit of, or be otherwise subject to discrimination under any
program or activity performed under a grant award(s)entered into pursuant to this
Agreement.
7.2.3 Assurances of Compliance with Parental Consent Policy—The Sub-recipient
assures ODP that all activities conduced with grant funds to provide services to
minors will collect appropriate parental consent. All applicable staff will be fully
informed of, and will abide by,the policies and requirements set forth therein.
7.2.4 Assurance of Compliance with Charitable Choice Policy—The Sub-recipient
assures ODP it shall comply with the Faith-based Status and Policy Compliance.
7.2.5 Assurance of Compliance with Lobbying Policy—The Sub-recipient assures
ODP that lobbying activities will not be conducted using grant funds.
31Pae
7.2.6 Assurance of Compliance with Federal Law regarding Supplanting of Funds
The Sub-recipient assures ODP that Partnership for Success Law Enforcement
grant funds will not be used to supplant expenditures from other Federal. State or
local sources.
Section 8: Miscellaneous
8.1 Governing Law—Agreement shall be governed by and construed under the laws of the
state of Idaho and the parties hereto consent to the jurisdiction and exclusive venue of the
state courts of Ada County in the state of Idaho in the event of any dispute with respect to
the Agreement.
8.2 Termination of Fiscal Necessity—ODP is a government entity and it is understood and
agreed that ODP's reimbursement payments under this Agreement shall be paid from
Idaho State Legislative appropriations, funds granted by the federal government, or both.
The Legislature is under no legal obligation to make appropriations to fulfill this
Agreement. This Agreement shall in no way or manner be construed so as to bind or
obligate the state of Idaho beyond the term of any particular appropriate of funds by the
Idaho State Legislature, or beyond any federal funds granted to ODP,as may exist from
time to time. ODP shall have the right to terminate the Agreement in whole or in part(or
any order placed under it) if in its sole judgement,the Legislature of the state of Idaho
fails,neglects, or refuses to appropriate sufficient funds as may be required for ODP to
continue such payments, or requires any return or"give-back" of funds required for ODP
to continue payments, or if the Executive Brach mandates any cuts or holdbacks in
spending, or if funds are not budgeted or otherwise available (e.g.,through repeal of
enabling legislation), or if the State discontinues or makes a material alteration of the
program under which funds were provided, or if federal grant funds are discontinued.
ODP shall be not be required to transfer funds between accounts in the event that funds
are reduced or unavailable.All affected future rights and liabilities of the parties shall
thereupon cease with ten (10) calendar days after notice to the Sub-recipient.Further, in
the event that funds are no longer available to support the Agreement,as described
herein, ODP shall not be liable for any penalty,expense.or liability or for general,
special, incidental,consequential or other damages resulting therefrom.At Sub-
recipient's request. ODP shall promptly provide supplemental documentation as to such
Termination for Fiscal Necessity.Nothing in this section shall be construed as ability by
ODP to terminate for its convenience.
8.3 No Waiver—The failure of either party to require strict performance of any term of
condition of this Agreement, or to exercise any option or discretion granted to it, in any
one or all instances shall not be construed to be a waiver or relinquishment of any such
term or condition. The same shall be and remain in full force and effect unless there is a
prior written waiver by the wavering party.
8.4 Force Majeure—If either party is delayed, hindered,or prevented from performing any
act required under the Agreement by reason of delay beyond the reasonable control of the
asserting party including, but not limited to, interruption of the power supply,theft, fire,
41Pa-e
Act of God or public enemy, severe and unusual weather conditions, injunction, riot,
strikes, lockouts, insurrection,war, or court order,then performance of the act shall be
excused for the period of delay. In that event,the period for the performance of the act
shall be extended for a period equivalent to the period of the delay. Matters of the Sub-
recipient's finances shall not be considered a forced majeure.
8.5 Severability—If any term,provision, covenant,or condition of the Agreement, or the
application thereof to any party or circumstance, shall be held to be illegal, invalid, or
unenforceable in whole or in part of for any reason,the remaining terms,provisions,
covenants and conditions of the Agreement shall continue in full force and effect as if the
Agreement had been executed with the illegal, invalid or unenforceable portion
eliminated, so long as the Agreement as so modified continues to express, without
materials change,the original intentions of the parties as to the subject matter of the
Agreement, and the deletion of such portion of the Agreement will not substantially
impair the respective benefits or expectations of the parties to the Agreement.
8.6 Entire Agreement—The Agreement constitutes the entire agreement between the parties
hereto and shall supersede all previous applications,proposals,oral or written,
negotiations,representations,commitments, and all other communications between the
parties. All exhibits attached hereto and referenced herein are hereby incorporated and
made an integral part of this Agreement.
8.7 Counterparts—This agreement may be executed in two or more counterparts, each of
which shall be deemed an original but all of which together shall constitute one and the
seine instrument.
Accepted and Agreed
Sub-recipient Organization Office of Drug Policy
Signed: Signed:
Title: S"5 Cd/ - 4 Ate, POWA&A Title: Administrator
Got-Ae;,�o r
Date:_ 22 Date:
51Paae
PERFORMANCE REQUIREMENTS
Due Date: Quarterly Report Deadlines
Quarterly Progress and Financial Reports are due to ODP as follows:
carters Months Reporting Deadlines
1 July-Sept Oct 15
2 Oct-Dec Jan 15
3 Jan-March April 15
4 Aril-June Julv 15
■ The Sub-recipient must enter all data required for quarterly outcome reporting into
ODP's online platform to accurately record delivery of services:
litters.//form aotform.com/ldahoODP/le-quarterly-report.
• Requests for reimbursements must be submitted as needed throughout the quarter through
an online platform: hgps:/Iform-iotform.com/ldalioOD II/PFS-LE Reimbursement.
• All requests for reimbursements pertaining to the fiscal year must be made before July
15.2022.
Other Performance Requirements
• The Sub-recipient shall deliver the programs/services as detailed in the Grant Allocation
Summary.
e The Sub-recipient shall collect and report data in accordance with ODP's directions and
standards.
• The Sub-recipient shall be responsible for all news and information emailed and posted
on prevention.odp.idaho.gov.
61Pase
GRANT ALLOCATION SUMMARY
Partnership for Success(CDFA 93.243)Law Enforcement Grant Award
State Fiscal Year 2023
Sub-recipient Name: Meridian Police Department
Grant Allocation: $8,492.64
Budget Summary
Personnel I Mileage I Equipment Supply I Contractual I Other Total
$8,012.64 $0 1 $0 $0 1 $480.00 J $0 1 $8,492.64
This award is subject to the Special Terms and Conditions attached.
Granting Official:
Date:
Recipient Official: t
Q� Date:
71Pa- e
SPECIAL TERMS AND CONDITIONS
Initialing below ensures that the Meridian Police Department is aware and willing to comply
with the Special Terms and Conditions.
Grantee
The Sub-recipient will not use federal funds made available through this award
to supplant state or local funds. If there is a potential presence of supplanting,
the Sub-recipient will provide documentation demonstrating that any reduction
in non-Federal resources occurred for reasons other than receipt of expected
receipt of Federal funds.
The Sub-recipient must ensure that project funds are not commingled with
funds from other federal services. In addition,the Sub-recipient is prohibited
from commingling funds on either a program-by-program basis or a project-by-
project basis.Funds specifically budgeted and/or received from one project
cannot be used to support another. Where a Sub-recipient's accounting system
cannot comply with this requirement, it is recommended that the Sub-recipient
establish a system to provide adequate fund accountability for each project that
it has been awarded. A)
The Sub-recipient will ensure that all persons having contact with vulnerable
populations, including but not limited to children, incarcerated individuals,the
elderly,the unhoused,and individuals with mental illness,to deliver services
funded by this grant will obtain a background check before services are
delivered.The Sub-recipient shall supply ODP with documentation ensuring a
proper background check, upon request. n 1
The Sub-recipient is responsible for employing organization and management f V
techniques necessary to assure proper and efficient administration including
accounting,budgeting,reporting, auditing, and other review controls and
maintaining such records. n /
/V
The Sub-recipient will spend funds according to the Grant Allocation
Summary.If there are needed modifications in the project budget or activities,
the Sub-recipient will complete proper paperwork and await ODP approval
before monies are spend on said modified activities. PAI
The Sub-recipient will ensure that all personnel costs associated with these
funds are considered overtime. 9
8 1 P a e