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Presented By: Referred To: 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 25 26 27 28 29 30 31 RESOLUTION CITY OF SAINT PAUL, MINNESOTA Conncil File # ��j� Green Sheet # 113630 a� WHEREAS, the U.S. Department of Justice, Office of Community Oriented Po] Promoting Cooperative Strategies to Reduce Racial Pro£iling grant to the Saint Committee:Date: JecVlces, has awar(leti a Police Department; and WHEREAS, the purpose of this grant is to promote coopera6ve strategies to reduce racial profilfng through accountability, data collection and analysis, minority communiTy engagement, recruitment, technology, and training; and WHEREAS, the City of Saint Paul Police Department needs to establish a 2002 financing and spending plan for this grant; and WfiEREAS, The Mayor pursuant to Secrion 10.071 of the Charter of the City of Saint Paul, does certify that there are available for appropriation funds of $199,946 in excess of those estimated in the 2002 budget; and WIIEREAS, The Mayor recommends that the following addirion be made to the 2002 budget: CiJRRENT AMENDED FINANCING PLAN: BUDGET CHANGES BUDGET 436-Police Special Projects Fund 34059-Strategies to Reduce Racial Pro£ling 3094-OtLer Federal Direct Grants 0 149,946 199,946 0 199,946 199,946 SPENDING PLAN: 436-Police Special Projects Fund 34059-Strategies to Reduce Racial Profiling 011l-Full-Time Permanent Salaries 0141-Overtime 0219-Fees-Other Professional Services 0251-Transportarion 0439-L'odging-Meals-Etc. 0439-Fringe Benefits 0370-Computer Supplies 0 92,700 92,700 0 26,584 26,584 0 42,500 42,500 0 1,000 1,000 0 1,500 1,500 0 21,162 21,162 0 14,500 14,500 0 199,946 199,946 32 33 THEREFORE BE IT RESOLVED, that the City Council accepts tlus grant award and approves these changes 34 to the 2002 budget. 35 DEPARTMENT/OFFICFJCOUNCIL DATEINI7IATED Poli�D��ent vivoz GREEN SHEET ` No. 113630� � CONTA 7 PERSON PHONE wmAVDnrE INfTIAUDATE G7uefFinIIey 292-3$88 1 oevxmnexroiaECrort_ 5 couna� MUST BE ON COUNqL AGENDA eY (pATE) PleaseprocessASAP. ❑2 crtvnrroaxEr_�__ �cmcmc�wc oa �� , .s pINANCIFLSEfMCESDIR_ �FlMNNGW.SERV/ACLTG u �YdR10RA5515TANT)�_ ❑NUMNMiUGH[S TOTAL # OF SIGNATORE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE) cnoN rzEnuesreo Approval of the attached councd resolution aceepting a Piomoting Cooperative Strategies to Reduce Racial Profiling grant from the U.S. Department of Jusrice and establishing a 2002 financing and spending plan for the gcant. RECAMMENDAT40N ApproVe (A� of Reject (R} PERSONAL SERVICE fANTRACTS MUST ANSWER THE F�IIOWING QU£STI00l5: 1. Has this perso�rtn ever worked under a contrect for fhis tlepartment? PLANNING COMMISSION vES NO CIB COMMITTEE 2. Has this person/firm ever been a city employee? CIVIL SERVICE COMMISSION YES NO 3. Does ihis persoNfirtn possess a skill not rrormally possessed by any curreM city employee? YES NO 4 Is this pereonlfrm a 1argeted vendor? YES NO Expiain all yes answers on separate sheet and attach to green sheet INITIA7ING PROBLEM ISSUE, OPPORTUNI7Y (WHO, WHAT, WHEN, WHERE, WHI� The U.S. Department of Justice, Office of Community Oriented Policing Services, has awazded a grant to the Saiut Paul Police Department for promoting coopeiarive stcategies to xeduce Tacial profiling through accountability, data collecrion and analysis, minority couummity engagement, recruitment, techno�,� �� and traiviug. A 2002 financing and spending plan needs to be established for this gant. (Attached is a copy of the gant awazd.) �AI� 1� �� ADVAN7AGESIFAPPROVED �� E ��IINE F AbIlity to use grant fuuding awarded to improve the recruiting hiiing, and training of police officers. DISADVANTAGESIFAPPROVED None DISADVAN7AGESIFNOTAPPROVED Lost opportunity to use grant funding available to develop a bettex recruiting, Liring, and training process with community input in developing a piofile of the ideal police officer candidate. TOTAL AMOUNT OF TRANSACTION $ 19J COSLREVENUE BUDGETED (CIRCLE ONE) YES NO FUNDING SOURCE FCdC2'31 Q�I3IIt ACTIVIN NUMBER 436-34059 �� r,� n,,. i"�uv�e�s� a.�-.._.y� FINANCIAL INFORMATION (EXPLAIN) �� `�T RacialPro&Iinggan4g4.02 Award #: ORI #: Awardee: U. 5. Department of Justice Office of Community Oriented Policing Services oa �� COPS Training and Technical Assistance Award 4� 6 2001HSWXK046 Project Title: Promoting Cooperative Strategies to Reduce Racial Profiling MN06209 St. Paul, City of Vendor#: 41-6005521 Awardee Executive Official: Awardee Address: Awardee Phone Number: Chief Williazn Finney 100 East 1 Ith Street St. Paui, MN 55101 (651)292-3588 Cooperative Agreement Conditions: This project is approved subject to such conditions of limitations as aze set forth on [he attached pages. Statutory Authority for Cooperative Agreement Award: The Public Safety Partnership and Community Policing Act of 1994, 42 U.S.C.§ 3796dd(1994). Award Date: 8/1/Ol Award Period: Award Amount: From: 8/1/O 1 $ 199,946.00 Carl R. Peed Director Date DEC 2 0 �OOt To: 7/31/02 �y]li^m K Finne� Chiaf of Police Typed Narned and Title of Official �� Z Date pwazd ID: 6765_ U. S. Department of 3ustice 0�. -15� Office of Community Oriented Policing Services (COYS) �,a ]700Ve�montAvenue, MY Waehingmn, DC20530 Memorandum To: William Finney, Chief St. Paul, City of From: Bevedy Alford; Assistant Director, Training and Technical Assistance Division Dylan Pressman, Project Manager, Training and Techn Assis[ance Division Nicole Dunning, Staff Accountant, Finance Division ��/�� _� Re: Training and Technical Assistance Financial Cleazance Memo A financial analysis of budgeted costs has been completed. Costs under this awazd appeaz reasonable, allowable, and consistent with existing guidelines. Exceptions / Adjustments aze noted below. Vendor # 416005521 ORI #: MN06209 Grant #: 20 Pr000sed Budeet Auuroved BudQet Benefits $199,446A0 $L99,946.00 $0.00 ----°______ $0_00 =____===-$0.00=====____ $0.00 Adiustments Disallowed Reasons/Comments $0.00 $Q.00 $0.00 $0.00 $0.00 >irect Costs: �direct Costs:_ _ _ _ _ _ :rand Total Grand Total: $119,284.00 $119,284.00 $21,162.00 $21,162.00 $2,500.00 $2,500.00 $14,500.00 $t4,500.00 $42,500.00 $42,500. $149,946.00 $199,946.00 $0.00 Total Award: $ 199,946.00 Cleared Date: November 1, 2001 Overall Comments: Prior to the obligation, expendimre or drawdown of �rant funds for independznt consultant fees in excess of $450 per day, approva] must be obtained by the COPS Office. ,�. I 100 V ermont Avenue, P Washington, D.C. 20i30 U.S. Department of Justice oa-�s� Office of Community Oriented Policing Services (COPS) Cooperative Agreement #2001-HS-WX-K046 I. Statement of Authority This Cooperative Agreement between the St. Paul Police Department, "the Awazdee," and the U.S. Department of Justice Office of Community Otiented Policing Services (COPS), is hereby entered into under the authority of 42 USC Section 3796 dd ( fl. The purposes of this Cooperative Agreement aze described below. II. Statement of Background and Purpose BACKGROUND: The U.S. Department of Justice Office of Community Oriented Policing Services has been charged with the implementation of the Public Safety Partnerships and Community Policing Act of 1994. Under this law, the COPS Office provides grants, cooperative agreements, and technical assistance to increase police presence, improve police and community partnerships designed to addxess crime and disorder, and enhance public safety. The COPS Office is providing reseazchers, policing agencies, law enforcement professionals, community leaders, and legal experts opportunities to undertake and produce progxams, independent reseazch, evaluations, training, and policy support activities on topics supporting the enhancement of community policing, collaborative problem-solving, police integrity, and organizational transformation. The COPS Office is expanding a pilot program that encourages law enforcement agencies to create or strengthen local projects that build trust between the police and their communities. The purpose of this Cooperative Agreement is to promote cooperative strategies to reduce racial profiling through accountability, data collection and analysis, minority community engagement, recruitment, technology, and/or training. By developing programs that promote police integrity and prevent racial profiling, we emphasize the principle that police ofFicers can be effective in reducing crime and keeping our neighborhoods safe, while at the same time treating all community members with respect and dignity, and protecting our Constitutional rights. PRIMARY OBJECTIVE: Under this Cooperative Agreement, the Awardee will explore resources available related to police integrity. Specifically, COPS funds will be used to upgxade the Awardee's integrated, data-based personnel management system (refened to as an early waming system) and develop an improved hiring process that can "screen-ouY' candidates who are not service oriented. The new eazly waming system will build on the existing infrastructure by collecting additional data, especially on the types of o s.- ��3 arrests made and citizen contacts initiated. The new hiring process will include community input in developing a profile of the ideal candidate and in developing recruitment strategies to amact such candidates. Additionally, the new process will incorporate components that aetively screen both new recruits and field training o�cers for potential bias behaviors. Finally, the Awazdee will upgrade its training in order to provide new recruits and vetezan officezs with communication and problem-solving training to reduce potential for bias-motivated behaviors. Pending fmal review and acceptance of all deliverables, the COPS Office will work with the awazdee to select the appropriate method for public dissemination. III. Scope of Work For a period hereinafter set forth, COPS and the Awazdee will cooperatively furnish the necessazy personnel, travel, supplies, and otherwise perform all things necessazy for, or incident to, the performance of work (the accompiishment of functional objectives) as set forth below: A. 5pecifically, COPS will: 1. Designate a Program Manager, to be determined by the Deputy Director of Community Policing Development, to participate in the planning and management of this Cooperative Agreement and to coordinate activities. 2. Provide information and technical assistance from government sources within available resources and as determined appropriate by the Program Manager. 3. Provide guidance to the Awardee in the planning and development of strategies used in the project and in the coordination of the project with law enforcement agencies and organizations interested in contributing to the support of the project. 4. Stimulate the exchange of ideas and information among recipients or related projects through periodic meetings. B. Specifically, the Awardee will: 1. Work closely with the COPS Office and Program Manager to achieve the tasks specified in the Cooperative Agreement. 2. Provide further detail on project plans as requested by the Program Manager. 3. Adhere to the requirements or tasks specified in this Cooperative Agreement and not deviate from them unless presented to and approved by the Program Manager. 4. Comply with the financial and administrative requirements set forth in the effective edition of the OJP Financial Guide (Millezrium Tssue, May 2000). 5. Submit all surveys and/or interview protocols to the COPS Office for submission to the Office of Management and Budget (OMB) for clearance under the Papervvork Reduction Act (PWRA) of 1995. 6. Submit one copy of all reports and proposed publications resulting from this agreement twenty (20) days prior to public release. Any publications (written, visual, or sound) or computer programs, o i.�S3 whether or not published at govemment expense, shall contain the following statement: This project was supported by Cooperative Agreement #2001-HS-WX-K046 by the U.S. Depar[ment of Justice Office of Community Oriented Policing Services. Points of view or opinions contained in this document aze those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice. 7. If any part of the funded project contains reseazch or statistical activities which involve human subjects that are not covered by an exemption set forth in 28 CFR section 46.101(b)(1-6), the Awazdee must meet the provisions of the Department of Justice's common rule regarding Human Subjects Reseazch Risk Protections, 28 Code of Federal Regulations (C.F.R.) Part 46, prior to the expenditure of Federal funds to perform such activity(ies). The Awazdee also agrees to comply with 28 CFR Part 22 regarding the safeguarding of individually identifiable information collected from reseazch participants. 8. Purchase all equipment described in the Awardee's application and program budget within 90 days of the pzoject start date, which for this purpose will be the date that a signed copy of the award document and Cooperative Agreement are received by the COPS Office. All personnel positions described in the Awardee's application and program budget will be filled within 90 days of the project start date, which for this purpose will be the date that a signed copy of the awazd document and Cooperative Agreement are received by the COPS Office. Deviations from this time-frame must be presented to and approved by the Program Manager. 9. The Awazdee will submit for approval or disapproval to the Program Manager any proposed changes in key staff assignments to this project and any significant changes in any partner's role or responsibilities. 10. The Awardee acknowledges that its implementation of this award shall be subj ect to Federal monitoring, auditing, and/or evaluation and agrees to cooperate with such activities by providing access to and copies of, as appropriate, all project-related records, documents and personnel. 11. COPS reserves a royalty-free, nonexclusive and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal govemment purposes: (1) the copyright in any work developed under a cooperative agreement, subgrant, or contract; and (2) any rights of copyright to which an Awazdee, subgrantee, or a contractor purchases ownership with support from a cooperative agreement. l2. Comply with COPS Office policy on contact with the news media. The policy establishes the Communications Division as the principal point of contact for the news media for issues relevant to the COPS Office and/or pazameters of the Grant. The Awazdee agrees to refer all media inquiries on these topics directly to the COPS Communications Division (202-616-1728). 13. The Awardee acknowledges that failure to comply with the terms and conditions of this award may result in legal sanctions including, but not limited to, suspension and termination of funds, repayment of expended funds, and ineligibility to receive additional COPS funding. 14. The Awardee agrees to the great extent practical that all equipment and products purchased with funds will be American-made. pa.-\S3 Specific Requirements At a minimum, the following specific requirements shall be fulfiiled by the Awazdee during the specific timeline outlined below_ Task 1 The Awazdee will develop a new eazly waming system that will collect and track data on the behavior and actions of individual o�cers in order to identify problem behavior within the department and among individual officers and allow eazly intervention to correct that behavior. This task will be implemented prior to the end of the third quarter of the awazd period. Task 2 The Awardee will develop an improved hiring process that will "screen-out" candidates who aze not service oriented. This task will be 3mplemented prior to the end of the second quarter of the award period. Task 3 The Awardee will partner with the community to develop a profile of the ideal candidate and develop recruiting strategies to attract such candidates. This task will be implemented prior to the end of the second quarter of the award period. • Task 4 The Awardee will upgrade its training in order to provide new recruits and veteran officers with communication and probiem-solving training to reduce potential for bias-motivated behaviors. This task will be implemented prior to the end of the second quarter of the award period. Task 5 The Awardee will provide the COPS O£fice with project status updates inclusive of quarterly reports and project timelines throughout the duration of this pro}ect. Task 6 The Awardee will develop a technical assistance guide that will document lessons leamed and model practices. This task will be implemented prior to the end of the fourth quarter of the award period. The guide wiil be submitted to the COPS O�ce for review and approval before public dissemination. C. Progress Reports The Awardee will provide quarterly reports of project activity and expenditures. Specifically: Submit quarterly financial status reports on the standard government form (form number SF269A). These should be received by the Program Manager on or before May 1(for the quarter Januazy 1— Mazch 31), August 1(for the quarter April 1— June 30), November 1(for the quarter 7uly 1— September 30), and Febniaty 1(for the quarter October 1— December 31). Submit quarterly progress reports, in a format designated by the Program Manager. These reports should be submitted in the same package as the SF269As. At the end of the project period, the Awardee agrees to submit a final progress report and a final SF269A form. o�-ts� IV. Period of Performance The period of performance of this Cooperative Agreement is twelve months from the Cooperative Agreement Award Start Date (award period August l, 2001 to July 31, 2002). V. Financial Administration A. Fundin�: The total not-to-exceed the amount of Federal funding to be provided under this Cooperative Agreement is $199,946 as specified in the official budget clearance memo that accompanies this document. B. Federal Per Diem: Allowable travel costs associated with this project will be reimbursed based on the Awazdee's written travel policy. (If the Awardee's written travel policy establishes reimbursement rates which exceed the applicable Federal rates, the Awardee must justify those rates as cost effective and obtain prior approval from the Office of Community Oriented Policing Services.) If the Awazdee does not have a written travel policy, or if the Awardee's rates aze deemed unreasonable, the allowable travel costs will be reimbursed based on the appiicable Federal rates. C. Travel: All travel plans related to the Cooperative Agreement and the development of the deliverables should be submitted to the Program Manager for review by the Office of Community Oriented Policing Services. D. Consulting Rates: Approval of this Cooperative Agreement does not constitute approval of consultant rates in excess of $450 per day beyond those authorized in the approved Project Budget. Special authorization is required for daily rates higher than $450. Authorization requires submitting a detailed written justification of consultant rate to the Program Manager. Specific and detailed written justification for additional consultants must be submitted to and approved by the Office of Community Oriented Policing Services prior to obligation or expenditure.of such funds. E. Proiect BudQet: The approved project budget, dated November 1, 2001 is incorporated herein and made a part of this Cooperative Agreement. Movement of dollazs between approved budget categories is allowed up to 10 percent (10%) of the total award amount as last approved by the awarding agency, providing there is no change in project scope. When the cumulative changes exceed 10 percent (10%) of the total award amount or change the scope of the project, prior approval from the awarding agency is required. The Awardee must give prompt notification in writing to the COPS Office of events or proposed changes which may require a budget adjustment. In requesting an adjustment, the recipient must set forth the reasons and the basis for the proposed change and any other data deemed helpful for the awarding agency's review. F. Payinent: All costs ciaimed for reimbursement, and payment, including the final payment, shall be submitted via the PAPRS system. G. Emplovment Awardee acknowledges that nothing in this Cooperative Agreement shall be construed to create an employment relationship with the COPS Office or with the Federal government or to require provision of any benefits incident to employment. oY-\5� VI. Project Officer(s) A. COPS Office Tamaza Clark, Senior Policy Analyst COPS Office U.S. Department of Justice 1100 Vermont Avenue, NW Washington, DC 20530 Phone: (202) 514-6568 B. Awardee Chief Wiliiam Finney St. Paul Police Department 100 East 11` Street St. Paul, MN 55101 Phone: (651) 292-3588 VII. General Provisions The Awardee of record must follow all financial and administrative requirements for this project as set forth in the Office of Justice Programs Financial Guide. VIII. Modifications Modifications to this Cooperative Agreement may be proposed at any time during the period of performance by either party, and shall become effective upon approval by both parties. IN WITNESS THEREOF, the parties hereto have caused this Cooperative Agreement to be executed as of the date therein written. Signature Q� Carl R. eed, Director Office of Community Oriented Policing Services �E� z j ��01 Date: �-� t�, William Finne , ChieY � St. Paul Police epartrne Date: ?/��'�� / -`� = t-� } {. t . . . l.� � . , . .�.. Presented By: Referred To: 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 25 26 27 28 29 30 31 RESOLUTION CITY OF SAINT PAUL, MINNESOTA Conncil File # ��j� Green Sheet # 113630 a� WHEREAS, the U.S. Department of Justice, Office of Community Oriented Po] Promoting Cooperative Strategies to Reduce Racial Pro£iling grant to the Saint Committee:Date: JecVlces, has awar(leti a Police Department; and WHEREAS, the purpose of this grant is to promote coopera6ve strategies to reduce racial profilfng through accountability, data collection and analysis, minority communiTy engagement, recruitment, technology, and training; and WHEREAS, the City of Saint Paul Police Department needs to establish a 2002 financing and spending plan for this grant; and WfiEREAS, The Mayor pursuant to Secrion 10.071 of the Charter of the City of Saint Paul, does certify that there are available for appropriation funds of $199,946 in excess of those estimated in the 2002 budget; and WIIEREAS, The Mayor recommends that the following addirion be made to the 2002 budget: CiJRRENT AMENDED FINANCING PLAN: BUDGET CHANGES BUDGET 436-Police Special Projects Fund 34059-Strategies to Reduce Racial Pro£ling 3094-OtLer Federal Direct Grants 0 149,946 199,946 0 199,946 199,946 SPENDING PLAN: 436-Police Special Projects Fund 34059-Strategies to Reduce Racial Profiling 011l-Full-Time Permanent Salaries 0141-Overtime 0219-Fees-Other Professional Services 0251-Transportarion 0439-L'odging-Meals-Etc. 0439-Fringe Benefits 0370-Computer Supplies 0 92,700 92,700 0 26,584 26,584 0 42,500 42,500 0 1,000 1,000 0 1,500 1,500 0 21,162 21,162 0 14,500 14,500 0 199,946 199,946 32 33 THEREFORE BE IT RESOLVED, that the City Council accepts tlus grant award and approves these changes 34 to the 2002 budget. 35 DEPARTMENT/OFFICFJCOUNCIL DATEINI7IATED Poli�D��ent vivoz GREEN SHEET ` No. 113630� � CONTA 7 PERSON PHONE wmAVDnrE INfTIAUDATE G7uefFinIIey 292-3$88 1 oevxmnexroiaECrort_ 5 couna� MUST BE ON COUNqL AGENDA eY (pATE) PleaseprocessASAP. ❑2 crtvnrroaxEr_�__ �cmcmc�wc oa �� , .s pINANCIFLSEfMCESDIR_ �FlMNNGW.SERV/ACLTG u �YdR10RA5515TANT)�_ ❑NUMNMiUGH[S TOTAL # OF SIGNATORE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE) cnoN rzEnuesreo Approval of the attached councd resolution aceepting a Piomoting Cooperative Strategies to Reduce Racial Profiling grant from the U.S. Department of Jusrice and establishing a 2002 financing and spending plan for the gcant. RECAMMENDAT40N ApproVe (A� of Reject (R} PERSONAL SERVICE fANTRACTS MUST ANSWER THE F�IIOWING QU£STI00l5: 1. Has this perso�rtn ever worked under a contrect for fhis tlepartment? PLANNING COMMISSION vES NO CIB COMMITTEE 2. Has this person/firm ever been a city employee? CIVIL SERVICE COMMISSION YES NO 3. Does ihis persoNfirtn possess a skill not rrormally possessed by any curreM city employee? YES NO 4 Is this pereonlfrm a 1argeted vendor? YES NO Expiain all yes answers on separate sheet and attach to green sheet INITIA7ING PROBLEM ISSUE, OPPORTUNI7Y (WHO, WHAT, WHEN, WHERE, WHI� The U.S. Department of Justice, Office of Community Oriented Policing Services, has awazded a grant to the Saiut Paul Police Department for promoting coopeiarive stcategies to xeduce Tacial profiling through accountability, data collecrion and analysis, minority couummity engagement, recruitment, techno�,� �� and traiviug. A 2002 financing and spending plan needs to be established for this gant. (Attached is a copy of the gant awazd.) �AI� 1� �� ADVAN7AGESIFAPPROVED �� E ��IINE F AbIlity to use grant fuuding awarded to improve the recruiting hiiing, and training of police officers. DISADVANTAGESIFAPPROVED None DISADVAN7AGESIFNOTAPPROVED Lost opportunity to use grant funding available to develop a bettex recruiting, Liring, and training process with community input in developing a piofile of the ideal police officer candidate. TOTAL AMOUNT OF TRANSACTION $ 19J COSLREVENUE BUDGETED (CIRCLE ONE) YES NO FUNDING SOURCE FCdC2'31 Q�I3IIt ACTIVIN NUMBER 436-34059 �� r,� n,,. i"�uv�e�s� a.�-.._.y� FINANCIAL INFORMATION (EXPLAIN) �� `�T RacialPro&Iinggan4g4.02 Award #: ORI #: Awardee: U. 5. Department of Justice Office of Community Oriented Policing Services oa �� COPS Training and Technical Assistance Award 4� 6 2001HSWXK046 Project Title: Promoting Cooperative Strategies to Reduce Racial Profiling MN06209 St. Paul, City of Vendor#: 41-6005521 Awardee Executive Official: Awardee Address: Awardee Phone Number: Chief Williazn Finney 100 East 1 Ith Street St. Paui, MN 55101 (651)292-3588 Cooperative Agreement Conditions: This project is approved subject to such conditions of limitations as aze set forth on [he attached pages. Statutory Authority for Cooperative Agreement Award: The Public Safety Partnership and Community Policing Act of 1994, 42 U.S.C.§ 3796dd(1994). Award Date: 8/1/Ol Award Period: Award Amount: From: 8/1/O 1 $ 199,946.00 Carl R. Peed Director Date DEC 2 0 �OOt To: 7/31/02 �y]li^m K Finne� Chiaf of Police Typed Narned and Title of Official �� Z Date pwazd ID: 6765_ U. S. Department of 3ustice 0�. -15� Office of Community Oriented Policing Services (COYS) �,a ]700Ve�montAvenue, MY Waehingmn, DC20530 Memorandum To: William Finney, Chief St. Paul, City of From: Bevedy Alford; Assistant Director, Training and Technical Assistance Division Dylan Pressman, Project Manager, Training and Techn Assis[ance Division Nicole Dunning, Staff Accountant, Finance Division ��/�� _� Re: Training and Technical Assistance Financial Cleazance Memo A financial analysis of budgeted costs has been completed. Costs under this awazd appeaz reasonable, allowable, and consistent with existing guidelines. Exceptions / Adjustments aze noted below. Vendor # 416005521 ORI #: MN06209 Grant #: 20 Pr000sed Budeet Auuroved BudQet Benefits $199,446A0 $L99,946.00 $0.00 ----°______ $0_00 =____===-$0.00=====____ $0.00 Adiustments Disallowed Reasons/Comments $0.00 $Q.00 $0.00 $0.00 $0.00 >irect Costs: �direct Costs:_ _ _ _ _ _ :rand Total Grand Total: $119,284.00 $119,284.00 $21,162.00 $21,162.00 $2,500.00 $2,500.00 $14,500.00 $t4,500.00 $42,500.00 $42,500. $149,946.00 $199,946.00 $0.00 Total Award: $ 199,946.00 Cleared Date: November 1, 2001 Overall Comments: Prior to the obligation, expendimre or drawdown of �rant funds for independznt consultant fees in excess of $450 per day, approva] must be obtained by the COPS Office. ,�. I 100 V ermont Avenue, P Washington, D.C. 20i30 U.S. Department of Justice oa-�s� Office of Community Oriented Policing Services (COPS) Cooperative Agreement #2001-HS-WX-K046 I. Statement of Authority This Cooperative Agreement between the St. Paul Police Department, "the Awazdee," and the U.S. Department of Justice Office of Community Otiented Policing Services (COPS), is hereby entered into under the authority of 42 USC Section 3796 dd ( fl. The purposes of this Cooperative Agreement aze described below. II. Statement of Background and Purpose BACKGROUND: The U.S. Department of Justice Office of Community Oriented Policing Services has been charged with the implementation of the Public Safety Partnerships and Community Policing Act of 1994. Under this law, the COPS Office provides grants, cooperative agreements, and technical assistance to increase police presence, improve police and community partnerships designed to addxess crime and disorder, and enhance public safety. The COPS Office is providing reseazchers, policing agencies, law enforcement professionals, community leaders, and legal experts opportunities to undertake and produce progxams, independent reseazch, evaluations, training, and policy support activities on topics supporting the enhancement of community policing, collaborative problem-solving, police integrity, and organizational transformation. The COPS Office is expanding a pilot program that encourages law enforcement agencies to create or strengthen local projects that build trust between the police and their communities. The purpose of this Cooperative Agreement is to promote cooperative strategies to reduce racial profiling through accountability, data collection and analysis, minority community engagement, recruitment, technology, and/or training. By developing programs that promote police integrity and prevent racial profiling, we emphasize the principle that police ofFicers can be effective in reducing crime and keeping our neighborhoods safe, while at the same time treating all community members with respect and dignity, and protecting our Constitutional rights. PRIMARY OBJECTIVE: Under this Cooperative Agreement, the Awardee will explore resources available related to police integrity. Specifically, COPS funds will be used to upgxade the Awardee's integrated, data-based personnel management system (refened to as an early waming system) and develop an improved hiring process that can "screen-ouY' candidates who are not service oriented. The new eazly waming system will build on the existing infrastructure by collecting additional data, especially on the types of o s.- ��3 arrests made and citizen contacts initiated. The new hiring process will include community input in developing a profile of the ideal candidate and in developing recruitment strategies to amact such candidates. Additionally, the new process will incorporate components that aetively screen both new recruits and field training o�cers for potential bias behaviors. Finally, the Awazdee will upgrade its training in order to provide new recruits and vetezan officezs with communication and problem-solving training to reduce potential for bias-motivated behaviors. Pending fmal review and acceptance of all deliverables, the COPS Office will work with the awazdee to select the appropriate method for public dissemination. III. Scope of Work For a period hereinafter set forth, COPS and the Awazdee will cooperatively furnish the necessazy personnel, travel, supplies, and otherwise perform all things necessazy for, or incident to, the performance of work (the accompiishment of functional objectives) as set forth below: A. 5pecifically, COPS will: 1. Designate a Program Manager, to be determined by the Deputy Director of Community Policing Development, to participate in the planning and management of this Cooperative Agreement and to coordinate activities. 2. Provide information and technical assistance from government sources within available resources and as determined appropriate by the Program Manager. 3. Provide guidance to the Awardee in the planning and development of strategies used in the project and in the coordination of the project with law enforcement agencies and organizations interested in contributing to the support of the project. 4. Stimulate the exchange of ideas and information among recipients or related projects through periodic meetings. B. Specifically, the Awardee will: 1. Work closely with the COPS Office and Program Manager to achieve the tasks specified in the Cooperative Agreement. 2. Provide further detail on project plans as requested by the Program Manager. 3. Adhere to the requirements or tasks specified in this Cooperative Agreement and not deviate from them unless presented to and approved by the Program Manager. 4. Comply with the financial and administrative requirements set forth in the effective edition of the OJP Financial Guide (Millezrium Tssue, May 2000). 5. Submit all surveys and/or interview protocols to the COPS Office for submission to the Office of Management and Budget (OMB) for clearance under the Papervvork Reduction Act (PWRA) of 1995. 6. Submit one copy of all reports and proposed publications resulting from this agreement twenty (20) days prior to public release. Any publications (written, visual, or sound) or computer programs, o i.�S3 whether or not published at govemment expense, shall contain the following statement: This project was supported by Cooperative Agreement #2001-HS-WX-K046 by the U.S. Depar[ment of Justice Office of Community Oriented Policing Services. Points of view or opinions contained in this document aze those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice. 7. If any part of the funded project contains reseazch or statistical activities which involve human subjects that are not covered by an exemption set forth in 28 CFR section 46.101(b)(1-6), the Awazdee must meet the provisions of the Department of Justice's common rule regarding Human Subjects Reseazch Risk Protections, 28 Code of Federal Regulations (C.F.R.) Part 46, prior to the expenditure of Federal funds to perform such activity(ies). The Awazdee also agrees to comply with 28 CFR Part 22 regarding the safeguarding of individually identifiable information collected from reseazch participants. 8. Purchase all equipment described in the Awardee's application and program budget within 90 days of the pzoject start date, which for this purpose will be the date that a signed copy of the award document and Cooperative Agreement are received by the COPS Office. All personnel positions described in the Awardee's application and program budget will be filled within 90 days of the project start date, which for this purpose will be the date that a signed copy of the awazd document and Cooperative Agreement are received by the COPS Office. Deviations from this time-frame must be presented to and approved by the Program Manager. 9. The Awazdee will submit for approval or disapproval to the Program Manager any proposed changes in key staff assignments to this project and any significant changes in any partner's role or responsibilities. 10. The Awardee acknowledges that its implementation of this award shall be subj ect to Federal monitoring, auditing, and/or evaluation and agrees to cooperate with such activities by providing access to and copies of, as appropriate, all project-related records, documents and personnel. 11. COPS reserves a royalty-free, nonexclusive and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal govemment purposes: (1) the copyright in any work developed under a cooperative agreement, subgrant, or contract; and (2) any rights of copyright to which an Awazdee, subgrantee, or a contractor purchases ownership with support from a cooperative agreement. l2. Comply with COPS Office policy on contact with the news media. The policy establishes the Communications Division as the principal point of contact for the news media for issues relevant to the COPS Office and/or pazameters of the Grant. The Awazdee agrees to refer all media inquiries on these topics directly to the COPS Communications Division (202-616-1728). 13. The Awardee acknowledges that failure to comply with the terms and conditions of this award may result in legal sanctions including, but not limited to, suspension and termination of funds, repayment of expended funds, and ineligibility to receive additional COPS funding. 14. The Awardee agrees to the great extent practical that all equipment and products purchased with funds will be American-made. pa.-\S3 Specific Requirements At a minimum, the following specific requirements shall be fulfiiled by the Awazdee during the specific timeline outlined below_ Task 1 The Awazdee will develop a new eazly waming system that will collect and track data on the behavior and actions of individual o�cers in order to identify problem behavior within the department and among individual officers and allow eazly intervention to correct that behavior. This task will be implemented prior to the end of the third quarter of the awazd period. Task 2 The Awardee will develop an improved hiring process that will "screen-out" candidates who aze not service oriented. This task will be 3mplemented prior to the end of the second quarter of the award period. Task 3 The Awardee will partner with the community to develop a profile of the ideal candidate and develop recruiting strategies to attract such candidates. This task will be implemented prior to the end of the second quarter of the award period. • Task 4 The Awardee will upgrade its training in order to provide new recruits and veteran officers with communication and probiem-solving training to reduce potential for bias-motivated behaviors. This task will be implemented prior to the end of the second quarter of the award period. Task 5 The Awardee will provide the COPS O£fice with project status updates inclusive of quarterly reports and project timelines throughout the duration of this pro}ect. Task 6 The Awardee will develop a technical assistance guide that will document lessons leamed and model practices. This task will be implemented prior to the end of the fourth quarter of the award period. The guide wiil be submitted to the COPS O�ce for review and approval before public dissemination. C. Progress Reports The Awardee will provide quarterly reports of project activity and expenditures. Specifically: Submit quarterly financial status reports on the standard government form (form number SF269A). These should be received by the Program Manager on or before May 1(for the quarter Januazy 1— Mazch 31), August 1(for the quarter April 1— June 30), November 1(for the quarter 7uly 1— September 30), and Febniaty 1(for the quarter October 1— December 31). Submit quarterly progress reports, in a format designated by the Program Manager. These reports should be submitted in the same package as the SF269As. At the end of the project period, the Awardee agrees to submit a final progress report and a final SF269A form. o�-ts� IV. Period of Performance The period of performance of this Cooperative Agreement is twelve months from the Cooperative Agreement Award Start Date (award period August l, 2001 to July 31, 2002). V. Financial Administration A. Fundin�: The total not-to-exceed the amount of Federal funding to be provided under this Cooperative Agreement is $199,946 as specified in the official budget clearance memo that accompanies this document. B. Federal Per Diem: Allowable travel costs associated with this project will be reimbursed based on the Awazdee's written travel policy. (If the Awardee's written travel policy establishes reimbursement rates which exceed the applicable Federal rates, the Awardee must justify those rates as cost effective and obtain prior approval from the Office of Community Oriented Policing Services.) If the Awazdee does not have a written travel policy, or if the Awardee's rates aze deemed unreasonable, the allowable travel costs will be reimbursed based on the appiicable Federal rates. C. Travel: All travel plans related to the Cooperative Agreement and the development of the deliverables should be submitted to the Program Manager for review by the Office of Community Oriented Policing Services. D. Consulting Rates: Approval of this Cooperative Agreement does not constitute approval of consultant rates in excess of $450 per day beyond those authorized in the approved Project Budget. Special authorization is required for daily rates higher than $450. Authorization requires submitting a detailed written justification of consultant rate to the Program Manager. Specific and detailed written justification for additional consultants must be submitted to and approved by the Office of Community Oriented Policing Services prior to obligation or expenditure.of such funds. E. Proiect BudQet: The approved project budget, dated November 1, 2001 is incorporated herein and made a part of this Cooperative Agreement. Movement of dollazs between approved budget categories is allowed up to 10 percent (10%) of the total award amount as last approved by the awarding agency, providing there is no change in project scope. When the cumulative changes exceed 10 percent (10%) of the total award amount or change the scope of the project, prior approval from the awarding agency is required. The Awardee must give prompt notification in writing to the COPS Office of events or proposed changes which may require a budget adjustment. In requesting an adjustment, the recipient must set forth the reasons and the basis for the proposed change and any other data deemed helpful for the awarding agency's review. F. Payinent: All costs ciaimed for reimbursement, and payment, including the final payment, shall be submitted via the PAPRS system. G. Emplovment Awardee acknowledges that nothing in this Cooperative Agreement shall be construed to create an employment relationship with the COPS Office or with the Federal government or to require provision of any benefits incident to employment. oY-\5� VI. Project Officer(s) A. COPS Office Tamaza Clark, Senior Policy Analyst COPS Office U.S. Department of Justice 1100 Vermont Avenue, NW Washington, DC 20530 Phone: (202) 514-6568 B. Awardee Chief Wiliiam Finney St. Paul Police Department 100 East 11` Street St. Paul, MN 55101 Phone: (651) 292-3588 VII. General Provisions The Awardee of record must follow all financial and administrative requirements for this project as set forth in the Office of Justice Programs Financial Guide. VIII. Modifications Modifications to this Cooperative Agreement may be proposed at any time during the period of performance by either party, and shall become effective upon approval by both parties. IN WITNESS THEREOF, the parties hereto have caused this Cooperative Agreement to be executed as of the date therein written. Signature Q� Carl R. eed, Director Office of Community Oriented Policing Services �E� z j ��01 Date: �-� t�, William Finne , ChieY � St. Paul Police epartrne Date: ?/��'�� /