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HomeMy WebLinkAboutC99-184 US Department of JusticeC,qq-1 S4-0 ff
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U.S. Department of Justice
Office of Community Oriented Policing Services (COPS)
Grants Administration Division
1100 Vermont Avenue, NW
Washington, D.C. 20530
Universal Hiring Program
Additional Officer Request Form
March 25, 1999
Sheriff A. Johnson
Eagle County Sheriff's Department
P.O. Box 359
0885 East Chambers Avenue
Eagle, CO 81631
C001900
COPS Universal Hiring Program (UHP) grantees are able to request additional grant dollars for new
officers by answering the questions below. Future grant awards will be based on the information provided in this
document only; submitting another UHP application packet is not necessary. AB grant recipients must develop a
written plan to retain their COPS funded officer positions after Federal funding has ended. This plan must be
submitted to the COPS Office with your application. Departments are also required to submit the attached
Assurances and Certifications with each additional officer request.
A request for a waiver review of the local matching requirement cannot be considered unless supporting
information is attached to this Additional Officer Request Form. The supporting evidence, at least one typewritten
page in length, must include (1) a satisfactory and documented demonstration of severe fiscal distress, and (2) a
description of the link between a locality's showing of severe fiscal distress and how that distress impacts the area's
law enforcement agency. Please refer to your COPS UHP Grant Owner's Manual for information related to the
waiver requirements.
Please complete this form and return to the COPS Office at the address below. Unreturned, blank
and/or incomplete forms will be treated as though no officers have been requested.
Additional Officers Requested
Full Time Part Time Waiver Reou'4--
L Yes ❑ No V
IMPORTANT. Both Signatures must be originals. If you have any questions, please call the U.S. Department of Justice Response
Center at 1-800-421-6770 or your grant advisor.
Law Enforcement Exec. Signature
Law Enforcement Executive Name
Government Exec. Signature
Title
/4 �TOr'fhl5tr�
Office of Continually Oriented Policing Services
Universal Hiring Program Control Desk, 7lh Floor
1100 Vermont Avenue, NW Washington, D.C. 20530
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u''r'I1'1') I SS to f "Q
Please complete and return this farm to the COPS Office A.S.A.P.
Written plan to retain COPS funded officer positions after Federal funding has ended.
The Colorado Constitution ("Amendment One" adopted by referendum in 1992) prohibits a
Colorado government from making a fiscal obligation with respect to a subsequent fiscal year
(that is, any time after calendar 1999). Accordingly, Eagle County cannot make a lawful
commitment to fund officer positions in a fiscal (calendar) year after 1999. However, by making
this application, Eagle County expresses its intent to budget for those positions, after Federal
funding has ended, for fiscal years subsequent to 1999, and to make its best efforts to appropriate,
within a lawful budget, for the positions covered by this application.
1. Contract Book
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U.S. Department of Justice
Office of Community Oriented Policing Services
-COPS
Retention Basics
When your agency accepted a COPS grant, it committed
to keeping the additional COPS -funded officer and/or
civilian positions once Federal support and the grant peri-
od ends. This retention requirement is a condition of all
COPS hiring and redeployment grant programs.
COPS -funded positions must be retained over and above
the previous locally -funded number of positions in the
law enforcement agency for at least one budget cycle
beyond the conclusion of Federal funding. Consistent
with the 1994 Crime Bill, this will help to ensure a long-
term increase in the number of sworn officer and/or civil-
ian positions serving the community. These positions can
be retained using state, local, or other non -Federal fund-
ing. You cannot use attrition to meet the retention require-
ment..
Covered COPS Programs
The retention requirement applies to the COPS AHEAD,
FAST, Universal Hiring Program, MORE, and Distressed
Neighborhoods grants..Phase I grantees submitted reten-
tion plans with their grant applications and should follow
through with those plans.
Non -Covered COPS Programs
The requirement does not apply to the Youth Firearms
Violence Initiative; Community Policing to Combat
Domestic Violence; the Anti -Gang Initiative; Problem -
Solving Partnerships; Advancing Community Policng;
School -Based Partnerships; Regional Community Policing
Institutes; or the Methamphetamine Initiative.
uirements
Retention Agreements
When an agency applies for and accepts a COPS grant, it
submits retention information on some (or all) of the fol-
lowing documents: budget summary sheets; the signed
grant award page, grant conditions (of which retention
planning was one); Annual Reports; and the Community
Policing Information Worksheet. Agencies must follow
through with these plans and the grant conditions as
agreed upon when the grant was accepted..
Retention Planning
Planning to retain COPS -funded positions must reflect a
legitimate attempt by the law enforcement agency and its
governing body (the city, county, town or borough, for
example) to secure and provide funding to continue the
employment of the additional officer and/or civilian.
Documentation of this planning must be submitted with
the application..
Since the COPS statute requires agencies to retain the
COPS -funded officer and civilian positions with state or
local funding sources at the conclusion of Federal support,
UHP, MORE, Advancing Community Policing, Local Law
Enforcement Block Grants (LLEBG) or Community
Development Block Grants (CDBG) cannot be used for
retention purposes.
Failing to Plan for Retention
Failure to document efforts to retain or making no efforts
to retain, may result in the revocation or suspension of
existing grant funds, rejection of pending applications,
ineligibility for further COPS or Office of Justice Programs
funding, and any other remedies the Department deems
appropriate. For audit purposes, records must also be
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available for review up to three years after the conclusion
of the grant..
As part of our monitoring efforts, COPS, the Office of the
Inspector General, and other U.S.. Department of Justice
representatives regularly review your progress in retention
.planning.. Retention planting is a condition of the grant
award and is a compliance requirement.. COPS will track
officer and civilian retention three times a year for a mini-
mum of one year following the conclusion of each grant..
If your agency currently has a gram, COPS will confirm
retention planning when conducting a monitoring site
visit..
Simple Retention Plans
Across the country, agencies are using sound Fiscal man-
agement policies to retain COPS -funded staff. -Most
grantees are retaining through budget requests to their
governing bodies.. In addition, agencies have turned to
innovative funding avenues such as::
• Collaborative arrangements with other state/local
agencies to share the cost of positions based on
assignments (i.e., school districts, public housing);
• Using funds from cost savings elsewhere in the
department or other government body;
• Retiring municipal bonds;
• Applying for other non -Federal funding sources such as
state grants to support the additional COPS positions at
the termination of the COPS grant;
• Using'funds from parking, traffic or ordinance
enforcement;
• Using asset forfeiture funds;
• Seeking law enforcement funding from private sources,
including corporate and non-profit entities; and or
• Pursuing local revenue initiatives..
This is just a sampling of options and the COPS Office
does not endorse any particular approach..
Grant Monitoring
All COPS hiring and redeployment grant programs
require official or formal documentation of retention plan-
ning -This may consist of documents indicating your
intent to retain the COPS -funded officer and/or civilian
positions at the conclusion of the grant period -The docu-
mentation may include::relevant sections of official tran-
scripts from governing body meetings; internal memoran-
da; or official budget documents -You must submit these
documents along with a written assurance from the gov-
ernment authority that positions will be retained at the
conclusion of the grant period..
Financial Distress and Retention
Local fiscal and budgetary conditions cannot always be
predicted..If circumstances arise which jeopardize the abil-
ity to retain, contact the COPS Office immediately for a
review of their retention plan and implementation efforts..
The COPS Office will evaluate these situations on a case -
by -case basis..
For More Information
For questions about the obligation to retain, contact your
grant advisor.. Questions may also be answered by a call to
the U.S..Department of justice Response Center at 1-800-
421-6770, or by visiting the COPS web site at::
http:/ /wwwusdoj.gov/cops/..
Updated.- October 29,1998
is-0#76 i
US. Department of Justice
Office of Community Oriented Policing Services
R�eair-ne-- Is O001 I PAIN NO
Although the Departn>Pnt of justice has nnade every effort to simplify the applicstion process, other provisions, of Federal law
require us to seek you certiftication regarding certain n natters. Applicants should read the regulations died below and the
mtructions for eertificatien included in the regulations to the and whether they aPPIY to a P
applicant Signature of this foam provides for ooemplil me with eestifi - Won under 28 CFR Part 69, "New
on Lobbying," and 2B CFR Part 67, %wwww t-wide and iN t� -
Govemnwnt-wide Re for Dnrg-Free Workplace (Grants, and the oo arad
of the Public Safety Partnership and :mMunity P ' ' Act of 199�. The certifications shall be treated as a ataterial represar
tation of fact upon which reliance will be placed when the Depwmwnj of justice to award the covered grant
L Lobbying
As required by Section 135Z ride 31 of the US. Code, and impke-
mented at 28 CFR Part 69, for persons entering into a grant or coop-
erative agreement over S100AOQ, as defined at 28 CPR Part 69, the
applicant and that
A. No Federal appropriated fnards have been paid or will be
paid, by or on behalf of the undersigned, to any person for inBu-
esndng or attempting to influence an offerer or employee of any
agency, a Member of Co We s, an officer or employee of
Congress, or an employee of a Member of Congress in connection
with the making of any Federal grant; the entering into of any
cooperative aft; and the adension, continuation, renewal,
t or arodificatiosn of any Federal grant or cooperative
agreement;
B. If any funds other than Federal appropriatead f rids have been
paid or will be paid to any person for influe wing or attempting
to infkuence an officer or employee of any agency, a Member of
Congress, an officer or employee pf Congress, or an employee of
..a Member of Congrew in connection with this Federal grant or
cooperative agreement, the undersigned shall complete and sub-
mit Standard Form — LLL, "Disclosure of Lobbying Activities," in
accordance with its instructions;
C. The undersigned shall require that the language of this certifi-
cation be included in the award documents for all subawards at
all tiers (including subgrants, contracts under grants and eoopera
tave ate, and subcontracts) and that all sub-ndpients
shall certify and disclose accordingly.
2. Debarrnent, Suspension and Other Responsibility Matters
(Direct Recipient)
As required by Executive Order 12549, Debarment and Suspension,
and implemented at 28 CFR Part 67, for prospective participants in
primary covered transactions, as defined at 28 CFR Part 67, Section
67510 —
A. The applicant certifies that it and its principals:
(i) Are not presently debarred, suspended, proposed for
debarment, declared ineligible, sentenced to a denial of
Federal benefits by a sate or Federal court, or voluntarily
awixted frorn covered cdons by any Federal depart-
nwd or agency;
(H) Have not within a duve-yerar period preceding this appli-
cation been convicted of or had a civil judgment rendered
against thorn for eoermnission of fraud or a crfn*W offense in
coon with o ftftdn , attranpting to obtain, or Perforrs
ing public (Federal, state or local) twWct on or contract under
a public transaction; violation of Federal or state antitrust
statutes or oarrin dsacsn of t duft forseq•
bn'bery, falsification or destnretian of records, making false
saternents, or receiving stolen property;
(iii) Are not presently indicted for or otherwise amunally or
dvilly charged by a, entity (Federal, state or
local) with cosrrrrnission of any of the offenses enumerated in
paragraph (A)(ii) of this certification; and
(iv) Have not within a ti reie-ye r period preaedmg this apph-
cation had one or more public transactions (Federal, state or
local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the state'
ments in this certification, he or she shall attach an explanation to
this application.
3. Drug -Free Workplace (Grantees Oliver Than Individuals)
As required by the Drug -Free Workplace Act 6f 1988, and imple-
mented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28
CFR Part 67, Sermons 67.615 and 67AW—
A. The applicant onlifies that it will, or will continue to, provide
a drug -free workplace by-.
(i) Publishing a statement notifying employe w that the
unlawful manufacture, distribution, dispensing, possession or
use of a controlled substance is prohibited in the grantee's
workplace and spe dfy►ing the actions that will be taken against
employees for violation of such protu'bition;
(u) E,sablishing an on -going drug -free awareness program to
inform employees about —
1*4r
(a) The dangers of drug abuse in the workplace,
(b) The grantee's policy of maintaining a drug -free workplace;
(c) Any available drug counseling, rehabilitation and employ-
ee assistance program, and .
(d) The penalties that may be imposed upon employees for
drugtbsae violations occurring in the workplace,
(iv) Malting it a gc4A
t that each employee to W
aged in the petfiornsar.oe of the grant be given a copy of
the state
rrrltt required by PaWaPh (i);
(tv) Nbdfyft the employee in the statement required by
P"AMh (1) that, as a ccndition of under the
gam, the employee will —
(a) Abide by the teracs of the statement; and
(b) Notify the employer in writing of his or her conviction for
a violation of a criminal drug statute occurring in the work-
place no Inter than five calendar days after such conviction;
(v) Notifying the agency, in writing, wit)iin 10 calendar days
after receiving notice under ov)(0)
nPw otherwise sdual notice of uch o
receiving such oom►io-
trap. &V10yers of aoervicted employees must provide rhotice,
indudf g position title, to COPS Office, U00 Vermont Ave.,
NW, Washington, DC 20W Notice shall include the identifi.
cation nur iber(s) of each affected grant;
(vi) Tiling one of the following actions, within 30ralendar
days of receiving notice under subparagraph (ivxb), with
respect to any employee who is so convicted —
(a) Tag appropriate personnel action against such an
employee, up to and including termination, consistent with
the requbunmits of the Rehabilitation Act of 1973, as amend.
ed; or -
(b) Requiring such employee to participate satisfactorily in a
drug abuse assistance or rehabilitation program approved for
such purposes by a Federal, state or local health, law enforce.
went or other appropriate agency;
(vii) Making a good faith effort to continue to maintain a
drug-ftm workplace through implementation of paragraphs
(i), (9), (iii), (iv), (v) and (vi).
Grantee Name and Address:
Application No. and/or Prood Name:
Typed Name and Title of law Enforcement Representative:
B. The grantee may insert in the space provided below the site(s)
for the performance of work done in eorutecticn with the specific
gran&
Plsee of performance (street address, city, county, state, mp code)
Check O if there are ova kplaces m file that are not identified
here.
Section 67AW of the regulations pnwkks that a grantee that is a
state may dect to make are Mdficatim in each Federal fiscal
Yen a copy of which should be included with each application
of justice tunding. States and state agencies may
elect to use OJP Form 4061 /7.
Check O if the state has elected to oannplete OJP Form 4061 /7
4. Coordination
The Public Safety PartmAip and Comaumity Poliang Act of 1994
rognures applicants to certify that time has been appropriate coordi-
nation with all agencies that may be affected by the applicant's grant
Proposal if approved. Affected agencies may indude, among others,
the Office of the United States Attorney, slate or local prosecutors, or
cotreo UMM agmma The applicant certifies, that time has been
appropriate coordination with all affected agencies.
L Non -Supplanting
The applicant hereby certifies that Federal funds will not be used to
replace or supplant state or local funds, or funds supplied by the
Bureau of Indian Affairs, that would, in the absence of Federal aid,
be made available to or for law erUforoement purposes.
6. Retention
The applicant hereby certifies that it understands that it must abide
by its submitted plan to retain the additional officer positions at the
cotndusion of the grant period.
Grantee MRS/ Vendor Number.
Signature: Dante:
As the duly odhodW rrprescntativi of thegoveming body, l hereby certify that Me I anu'binding thegoaerning body to the above cerhfica-
tions, including the plan to Main. Elections of new officials will not relieve the governing body of its obligations redder this grant.
Typed Name and Tide of Government Representative:
Signature: Date: