REPORT TO COUNCIL
SUBJECT
Title
Approve Budget Modification No. 13 to Appropriate $12,832 of Federal Fiscal Year (FFY) 2016 Edward Byrne Memorial Justice Assistance Grant (JAG) Program Grant Funds for Front Line Law Enforcement Equipment
Report
GRANT SUMMARY
On August 17, 2016 the Department of Public Safety (DPS) was awarded grant funds from the U.S. Department of Justice, Bureau of Justice Assistance, in the amount of $12,832 for the purchase of front line law enforcement equipment.
The Federal Fiscal Year 2016 (FFY2016) JAG allocation will allow the City of Sunnyvale to purchase vital equipment and supplies necessary to support front line law enforcement which will enhance the Department’s capabilities. Purchase of the equipment and supplies will be funded primarily with FFY2016 JAG funds, with costs in excess of grant funds (estimated to be $245) to be absorbed by the DPS operating budget. The City’s documented procurement procedures and policy will be adhered to for the purchase of all equipment listed.
The following equipment has been approved by the Department of Justice for purchase with FFY2016 JAG grant funds:
• One (1) Crime Scene trailer with trailer hitch, locks, shelving
• Two (2) Crime Scene lighting systems with stands
• Four (4) LED Dimmable light systems with stands for use at Crime Scenes
• Forty (40) Tremco Police Anti-Theft devices, to be installed in all DPS patrol vehicles
• Miscellaneous supplies for the Arson/Accelerant Detection K-9
For detail regarding the functionality and use of the equipment, please refer to Attachment 2. The Bureau of Special Operations, Division of Strategic Services in the Department of Public Safety will be responsible for the management of the grant.
Granting Agency
U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance (OJP/BJA)
EXISTING POLICY
The law enforcement equipment purchased with grand funds supports General Plan Goal SN-3 - Safe and Secure City: Ensure a safe and secure environment for people and property in the community by providing effective public safety response and prevention and education services.
Council Policy 7.1.5 Donations, Contributions and Sponsorships:
The City Manager may apply for grants of any dollar amount, but shall notify the Council when grants are being pursued. Council approval of a budget modification to appropriate grant monies is required before funds can be expended by staff. Such a budget modification shall include the use to which the grant would be placed; the objectives or goals of the City which will be achieved through use of the grant; the local match required, if any, plus the source of the local match; any increased cost to be locally funded upon termination of the grant; and the ability of the City to administer the grant. For grants under the amount of $5,000 that do not have any external reporting requirements or any local match requirement, Council approval of a budget modification is not required. The City Manager is authorized to accept and administratively appropriate the grant funds.
This grant does not meet all of the criteria to be administratively appropriated by the City Manager; therefore a budget modification is required. Grant funds from Department of Justice, Bureau of Justice Assistance have external reporting requirements and fall under the federal single audit guidelines.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 (b) (4) in that is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
Funding Source
There is no net impact to the General Fund by appropriating these grant funds. Expenditures for this equipment are reimbursable up to a cumulative total of the $12,832 appropriation.
This equipment is supplemental to similar equipment currently in use. The budgeted expenses for this project are estimated to be $13,077, exceeding the grant allocation by $245 which can be absorbed. When equipment purchased with this grant reaches the end of its useful life, staff will either seek grant funding or add the replacement cost to the replacement schedule. The exception to this will be additional anti-theft devices for new patrol vehicles, the expense of which will be added to the acquisition cost of new vehicles.
Required Local Match
NONE
Increased Cost To City Upon Grant Termination
The grant period terminates on September 30, 2017. At the end of the grant term, there will be ongoing maintenance costs that will impact the DPS operating budget. The crime scene trailer will require some ongoing minor maintenance totaling less than $500 every five years. Anti-theft devices will be added to new patrol cars as they are acquired, increasing the purchase price for each new vehicle by approximately $100 per vehicle; current replacement schedules project that DPS will make approximately 150 vehicle replacements over the next twenty years, resulting in an increased cost of $15,000 over that period.
Budget Modification No. 13 has been prepared to appropriate FFY2016 Edward Byrne Memorial Justice Assistance Grant funds in the amount of $12,832 for the purchase of front line law enforcement equipment to a new project, FFY2016 JAG Grant.
Budget Modification No. 13
FY 2016/17
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Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Expenditures |
|
|
|
|
New Project - FFY2016 JAG Grant |
$ 0 |
$ 12,832 |
$ 12,832 |
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|
|
|
|
|
Revenues |
|
|
|
|
Edward Byrne Memorial Justice Assistance Grant |
$ 0 |
$ 12,832 |
$ 12,832 |
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Approve Budget Modification No. 13 to appropriate FFY2016 Edward Byrne Memorial Justice Assistance Grant (JAG) funds in the amount of $12,832 to a new project, FFY2016 JAG Grant.
Staff
Prepared by: Elaine Ketell, Management Analyst
Reviewed by: Chief Frank Grgurina, Director, Department of Public Safety
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Walter C. Rossmann, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Grant Award
2. 2016 JAG Budget Narrative