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The following application tracking information was generated by the system:
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CFDA Number:
CFDA Description:
Funding Opportunity
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Funding Opportunity
Description :
Agency Name:
GRANT00122368
COPS-SOS-2006-1
Secure Our Schools
Community Oriented Policing Services
https://apply.grants.gov/GGReceiptIFXServlet?SUBMISS10N _ TYPE=GRANT &SUBM1S SI ON_NAME... 6/28/2006
Submission Confirmation
Page 2 of2
Application Name of this
Submission:
DatelTime of Receipt: 2006.06.284:27 PM, EDT
It is suggested you Save and/or Print this response for your records.
Columbia Heights School Security Grant
httn,,'/hmnlv onmt"oov/GGReceintIFXServlet?SUBMISSION TYPE=GRfu"'JT&SUBMISSION NAME... 6/28/2006
Executive Summary
The Columbia Heights Police Department in collaboration with the Columbia Heights
School District and the Fridley Police Department has outlined a program to enhance
school security through controlled access and remote monitoring of problem areas. This
program expands controlled access to the elementary schools and enhances the controlled
access at the high school and middle school. Additionally, it enhances remote monitoring
of problem areas at the high school with the installation of additional video surveillance
equipment.
The geographical layout of the school buildings allows for the use ofthe elementary
schools as additional resources in a variety of emergency situations. Implementing card
access integrates these elementary schools into the existing card access system already
utilized by school and police personnel. School and police personnel practice school
lock-down drills in the event of an 'active shooter' incident such as the Columbine
tragedy. Columbia Heights practices emergency entry and resolution of such an incident
with officers from the city of Fridley, the neighboring community that would be called
upon to assist with a major incident. The most likely targets for this type of threat would
be the high school and middle school. Each of these schools has an elementary school
adjacent to it. Including these schools in the existing card access system would make
them an integral part of the emergency plan, allowing police to have immediate
controlled access to the buildings. This will allow police to rapidly gain access and
secure the schools, utilizing them as additional shelter for students who flee the building
where the emergency is occurring. Individual cards can be quickly and remotely
disabled, and without the continual expense of re-keying. Allowing 24-hour access to
these buildings provides police with alternative shelter options for weather emergencies
or other disasters.
Enhancing surveillance in high crime areas at the high school, such as the cafeteria and
areas adjacent to the locker rooms, will serve both to deter criminal activity and improve
prosecution of offenders. Students who are aware of the omnipresent eye of the video
camera will be less likely to engage in criminal conduct, and review of recorded
surveillance data by school and police personnel will serve to identify or narrow the list
of potential suspects, increasing solvability rates.
Proiect Description
Project Description Summary
The proposed school security project is a collaborative effort between the Columbia
Heights and Fridley Police Departments, and the Columbia Heights School District. One
of the five schools involved is located just inside the Fridley city limits. Additionally,
school emergency plans such as schoollockdowns and police emergency response to
shootings or other major incidents involve a multi-jurisdictional response by both
Columbia Heights and Fridley Police Departments.
This project builds upon early successes ofthe limited implementation ofthe existing
security program. This existing program combines controlled access, remote
surveillance, and coordinated training and response to school crisis incidents by both
police departments and the school district. This proposed project enhances this system by
adding additional cameras and related equipment to the high school, and improving
controlled access at all five schools in the district.
Assessment of Existing Problems
The school district and police department have worked together in an effort to make the
school safer for students and staff. The school contributes fifty percent funding for a
liaison officer who works full time at the schools. Additionally, the school district and
Columbia Heights Police Department split the cost for a second police officer at the
middle school during afternoon hours.
School and police personnel work together practicing lock-down drills for teachers and
students. Police personnel conduct multi-jurisdictional training dealing with response
and resolution of an active-shooter scenario. This training includes officers from
Columbia Heights and the neighboring city of Fridley.
Currently, the elementary schools adjacent to the high school and middle school are not
included in the card access system that's implemented at the high school and middle
school. This makes integration of the elementary schools into the emergency plans for
the high school or middle school difficult. Police officers responding to an active shooter
or other emergency requiring the evacuation of the high school or middle school will
have difficulty utilizing these schools as a valuable shelter resource. Once included in
the existing system, the same card currently used by the officer to gain access to the
police department will allow them access to all equipped schools simply by passing their
access card in proximity to the card reading unit. There will be no need to fumble
through a handful of keys in an emergency, nor having to rely on someone inside a
school to open the door from the inside. These systems have backup power and will
work even during a power failure.
Current surveillance and controlled access measures have shown promise, however
additional enhancements are needed. Recent fights in the gym during an evening
basketball game, and the following morning in the cafeteria, occurred in areas that are not
covered by the school's security camera system. This made identifying suspects and the
details of the criminal activity difficult. Similarly, thefts from the locker rooms and
improper conduct in the computer labs have been difficult to investigate without being
able to identifY possible suspects. These incidents occurring outside of the current
surveillance area impair the ability of police to investigate, and decrease the perception of
safety and security in the school.
With the loss of approximately three million dollars from its operating budget due to state
funding cuts over the past three years, the police department is unable to contribute
additional funding for school safety and security initiatives. The school district is willing
to contribute matching funding for this project that is expected to benefit both the school
district and the police department, and therefore the community as a whole.
Project Goals and Objectives
Improve government and community relationships
Enhancements to the existing system will improve the impact it has as a tool for
improving school safety and security. Likewise, the collaborative nature ofthe project
between the school district and the police will enhance and strengthen our relationship as
we continue to work together. In addition to the close working relationship with the
school district, this project will further strengthen the relationship between the Fridley
and Columbia Heights Police Departments and the Columbia Heights School District.
North Park Elementary school is located in the city of Fridley near their border with
Columbia Heights. Including North Park in the project is a natural progression
considering the multi-jurisdictional training that has already occurred with the police
departments of Columbia Heights and Fridley, and the Columbia Heights School District.
Enhance case solvability and prosecution
Motion-activated cameras connected to a digital recording system will allow police to
review recorded video of criminal incidents, assisting in suspect identification and
verification of incident details. This will improve the efficiency of police investigation
and prosecution of criminal activity occurring on school property, and aid school
personnel in handling violations of school rules that require administrative action.
Reduce criminal activity and improve safety perception
Increased security camera presence will deter criminal conduct and improve safety
perception by creating the impression that student activities are being monitored even
when no school personnel are physically present in the area.
Enhance Emergency Shelter Accessibility
Allowing police to rapidly access the elementary schools integrates them into the existing
emergency plan for evacuation of students at the high school and middle school, and
improves safety by allowing officers to quickly access and secure the elementary schools
in the event of an active-shooter or other major incident. It also allows officers to quickly
utilize the schools as a shelter resource during a severe weather event or other disaster.
Improve police and fire service to the schools.
Including the elementary schools in the controlled access system will allow police and
fire access to the schools 24 hours a day. This has already proven beneficial at the high
school for responding to fire alarms occurring after the school is closed.
School partner information
This project is a collaborative effort with the Columbia Heights School District. The
schools included in this project are:
1. Columbia Heights High School
. 886 Students
2. Columbia Heights Middle School
. 624 Students
3. Highland Elementary School
. 414 Students
4. Valley View Elementary School
. 480 Students
5. North Park Elementary School
. 425 Students
Total Student Population:
. 2,829 (60% qualify for reduced or free lunch)
Implementation Plan
Month 1
. Central High School
o Pre- Wire & Conduit Install
_ T~__4._111"1_M__~___ 0 ("'l_____.~...L-_T""-"'tTT"l
U 1l1Silll1 \...-dllH::Ti1S OG "eI.:W-llY U v K
o Test and Commission System.
. Central Middle School
o Pre- Wire & Conduit Install
o Install Card Reader, Elect Locking Hardware and Control Panel
o Test and Commission System
Month 2
. Highland Elementary School
o Pre- Wire & Conduit Install
o Install Card Reader, Elect Locking Hardware and Control Panel
o Test and Commission System.
Month 3
. North Park Elementary School
o Pre- Wire & Conduit Install
o Install Card Reader, Elect Locking Hardware and Control Panel
o Test and Commission System.
Month 4
. Valley View Elementary School
o Pre- Wire & Conduit Install
o Install Card Reader, Elect Locking Hardware and Control Panel
o Test and Commission System.
Month 5
. Train/Instruct Personnel
. Issue or update access cards
Month 6 through 24
. Track Delinquent activity for comparison to previous year.
. Track usage of video data in administrative and criminal investigations.
. Track usage for emergency shelter or other incident requiring emergency
police response.
. Complete necessary reports or documentation to evaluate effectiveness of
enhanced system.
Evaluation Plans, Outcomes, and Effectiveness of the Program
The effectiveness of this plan will be identified through the following measures:
A. Purchase and implementation of identified equipment
B. Integration of elementary schools into emergency plans
C. Multi-jurisdictional involvement in enhanced system
D. Reduced criminal activity in controlled areas.
E. Successful utilization of collected surveillance data in criminal or administrative
investigative process by school and police personnel.
Current/Planned Crime Prevention Activities
As previously stated, the school district and police department have partnered to place
multiple officers in the schools to deter delinquent behavior and create a safe
environment that is conducive to learning. The proposed project builds on a security
program that has already proven successful in its initial, limited implementation. School
Superintendent Dr. Nancy Kaldor reports that investigations of delinquent behavior have
been enhanced when they occur in the limited areas covered by surveillance cameras. Dr.
Kaldor reports that disbelieving parents of involved juveniles are rendered speechless
when they review video recordings of their child's delinquent conduct.
As word spreads among the student body about successful investigations involving the
security system, the perception of safety and security is increased, and students inclined
toward delinquent behavior are discouraged from committing such acts on school
grounds. When such acts do occur, the system will assist both police and school officials
in their investigation to ensure that appropriate corrective action can be taken against
those involved. To summarize, this project deters juvenile delinquency through a two-
pronged approach; first by deterring the delinquent acts by providing increased remote
oversight of student activities, and secondly by improving school and police investigation
into incidents that do occur.
Budget Narrative
1 Security Digital Video Recorder (DVR)
The current video recording equipment is outdated and not capable of expanding to
include the additional camera input required to adequately cover the high-threat areas at
the high school. The new system is compatible with the school's existing network,
allowing data to be searched based on alarm type, event type, date, and time. Recorded
data can be burned to CD format in a form acceptable for use as evidence in court or for
school administrative hearings. Based on our research, the unit cost is $7,603.85. The
total cost for DVR is $7,603.85.
10 Motion-activated surveillance cameras
While existing video cameras have been useful in investigations and showing parents that
their children were involved the delinquent activity, the limited implementation is
insufficient for the size of the high school. The additional cameras are needed to cover
other high-threat areas such as the gymnasium and cafeteria where fights and other
criminal activity have occurred. Based on our research, the unit cost is $1,507.34. The
total cost for surveillance cameras is $15,073.40
11 Card Reader Door Access Controls
Limited implementation of these access control devices have been beneficial in allowing
police and other emergency personnel 24-hour access to the high school and middle
school. Already used routinely for such things as alarms occurring during hours the
schools are closed, they have been included in multi-jurisdictional emergency crisis
response plans such as active-shooter incidents and emergency shelter resources during
severe weather events. Additional card readers will allow integration of the three
elementarY schools into the existinQ" ememencv crisis response plans. and improve
.,I 10",..> ........,; ........ ,. ....
interoperability of existing and proposed emergency access systems ofthe Columbia
Heights and Fridley Police Departments. Based on our research, the unit cost is
$2,383.15. The total cost for Card Reader Door Access Controls is $26,214.65
11 Electric Door Locking Hardware Units
U sed in conjunction with card access equipment, this allows doors to be locked and
unlocked based on a timed schedule or with a valid card read. Several doors on each
school will be equipped with this equipment while remaining doors will be secured and
allow only emergency exit from inside. Doors equipped with these units, in conjunction
with the card readers will allow officers 24-hour access. These doors can be remotely
locked from a computer linked to the schools network in the event of an emergency
incident. Based on our research, the unit cost is $1,747.58. The total cost for Electric
Door Locking Hardware is $19,157.38.
59 Alarm Monitor Door Sensor Units
These units integrate all the doors with the current system. The security system will
indicate when a door is opened without authorization and the current position of all doors
on the system. In an emergency involving a schoollockdown, changes in the status of
the school doors can be monitored remotely, and officers on scene can be advised of the
location and nature of the activity. Based on our research, the unit cost is $595.70. The
total cost for Alarm Door Sensor Units is $35,146.30.
Participating Schools
1. Columbia Heights High School
1400 49th Ave. NE
Columbia Heights, MN 55421
763-528-4600
2. Central Middle School
900 49th Ave. NE
Columbia Heights MN, 55421
763-528-4701
3. Highland Elementary School
1500 49th Ave. NE
Columbia Heights, MN 55421
763-528-4400
4. North Park Elementary School
5575 Fillmore S1. NE
Fridley, MN 55432
763-528-4300
5. Valley View Elementary School
800 49th Ave. NE
Columbia Heights, MN 55421
763-528-4200
;
Grant Application Package
",,--./
-
GRANTS.GOV""
06/30/2006
Opportunity Title:
Offering Agency:
CFDA Number:
CFDA Description:
Opportunity Number:
Competition 10:
Opportunity Open Date:
Opportunity Close Date:
Agency Contact:
Secure Our Schools
Community Oriented Policing Services
COPS-SOS-2006-1
I
Chanell Trotter-Jones
Program Manager
E-mail: Chanell. Trotter-Jones@usdoj.gov
I will be submitting applications on my behalf, and not on behalf of a company, state, local or tribal government, academia, or other type of
organization.
. Application Filing Name:
Mandatory Documents
Columbia Heights School Security Grant
Move Form to
Submission List
Mandatory Completed Documents for Submission
Application for Federal Assistance (SF-424)
COPS Budget
COPS Application Attachment
Move Form to
Documents List
Optional Documents
Move Form to
Submission List
Optional Completed Documents for Submission
Other Attachments Form
Move Form to
Documents List
Enter a name for the application in the Application Filing Name field.
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Open and complete all of the documents listed in the "Mandatory Documents" box. Complete the SF-424 form first.
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fields in other mandatory and optional forms and the user cannot enter data in these fields.
-The forms listed in the "Mandatory Documents" box and "Optional Documents" may be predefined forms, such as SF-424, forms where
a document needs to be attached, such as the Project Narrative or a combination of both. "Mandatory Documents" are required for this
application. "Optional Documents" can be used to provide additional support for this application or may be required for specific types of
grant activity. Reference the application package instructions for more information regarding "Optional Documents".
-To open an item, simply click on it to select the item and then click on the "Open" button. When you have completed a form or document, click
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submit an application.
;
Grant Application Package
GRANTS.GOV"
Application Submission Verification and Signature
Opportunity Title:
Secure Our Schools
Offering Agency:
Community Oriented Policing Services
CFDA Number:
CFDA Description:
Opportunity Number:
COPS-SOS-2006-1
Competition ID:
Opportunity Open Date:
Opportunity Close Date:
06f30f2006
Application Filing Name:
Columbia Heights School Security Grant
Please review ~~e summary provided to ensure that the information listed is correct and that you are submitting
an application to the opportunity for which you want to apply.
If you want to submit the application package for the listed funding opportunity, click on the "Sign and Submit
Application" button below to complete the process. You will then see a screen prompting you to enter your user ID
and password.
If you do not want to submit the application at this time, click the "Exit Application" button. You will then be
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If this is not the application for the funding opportunity for which you wish to apply, you must exit this
application package and then download and complete the correct application package.
Application for Federal Assistance SF-424
. 1. Type of Submission:
o Preapplication
o Application
o Changed/Corrected Application
. 3. Date Received:
Completed by Grants.gov upon submission.
5a. Federal Entity Identifier:
State Use Only:
. 2. Type of Application:
[{] New
o Continuation
o Revision
4. Applicant Identifier:
6. Date Received by State:
7. State Application Identifier:
8. APPLICANT INFORMATION:
. a. Legal Name:
. b. EmployerlTaxpayer Identification Number (EINITIN):
d. Address:
. Street 1 :
Street2 :
. City:
County:
. State:
PrGv:nce:
. Country:
. Zip / Postal Code:
e. Organizational Unit:
Department Name:
OMS Number: 4040-0004
Expiration Date: 07/31/2006
Version 02
. If Revision, select appropriate letter(s):
. Other (Specify)
. 5b. Federal Award Identifier:
. c. Organizational DUNS:
1556467579
Division Name:
f. Name and contact information of person to be contacted on matters involving this application:
Suffix:
Prefix:
Middle Name:
. Last Name:
Title:
Organizational Affiliation:
. Email:
. Telephone Number:
. First Name:
Fax Number:
OMS Number: 4040-0004
Expiration Date: 07/31/2006
Application for Federal Assistance SF-424
Version 02
9. Type of Applicant 1: Select Applicant Type:
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
. Other (specify):
* 10. Name of Federal Agency:
11. Catalog of Federal Domestic Assistance Number:
CFDA Title:
* 12. Funding Opportunity Number:
* Title:
!,"ore 0" Sohool,
13. Competition Identification Number:
Title:
14. Areas Affected by Project (Cities, Counties, States, etc.):
* 15. Descriptive Title of Applicant's Project:
Columbia Heights Police and School District Coordinated Security Program.
Attach supporting documents as specified in agency instructions.
OMS Number: 4040-0004
Expiration Date: 07/31/2006
Application for Federal Assistance SF-424
16. Congressional Districts Of:
. a. Applicant IMN-005
. b. Program/Project I MN-005
Attach an additional list of Program/Project Congressional Districts if needed.
17. Proposed Project:
. a. Start Date: 111/01/2006
. b. End Date: 111/01/2008
18. Estimated Funding ($):
. a. Federal
. b. Applicant
. c. State
. d. Local
. e. Other
. f. Program Income
. g. TOTAL
. 19. Is Application Subject to Review By State Under Executive Order 12372 Process?
D a. This application was made available to the State under the Executive Order 12372 Process for review on
o b. Program is subject to E.O. 12372 but has not been selected by the State for review.
D c. Program is not covered by E.O. 12372.
I.
. 20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes", provide explanation.)
DYes
o No
21. 'By signing this application, I certify (1) to the statements contained in the list of certifications" and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. , also prQv!de the required assurances** and agree to
comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims
may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
o .. I AGREE
.. The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency
specific instructions.
Authorized Representative:
Prefix:
. First Name:
Middle Name:
. Last Name:
Suffix:
. Title:
. Email:
. Signature of Authorized Representative: Completed by Grants.gov upon submission
. Date Signed: Completed by Grants.gov upon submission
Version 02
Authorized for Local Reproduction
Standard Form 424 (Revised 10/2005)
Prescribed by OMS Circular A-1 02
OMS Number: 4040-0004
Expiration Date 07/31/2006
Application for Federal Assistance SF-424
Version 02
. Applicant Federal Debt Delinquency Explanation
The following field should contain an explanation if the Applicant organization is delinquent on any Federal Debt. Maximum number of
characters that can be entered is 4,000. Try and avoid extra spaces and carriage returns to maximize the availability of space.
BUDGET DETAIL WORKSHEETS
OMB Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
I Columbia Heights Police Department
ORI#:
COPS FUNDING REQUEST
Federal assistance is being requested under the following COPS Office funding category:
. Please select the funding category that was selected on the COPS Application Attachment to SF-424.
COPS in Schools
Targeted Programs
o Interoperable Communications Technology Program
o Secure our Schools
o Tribal Programs
o Universal Hiring Program
o Community Policing Development Programs
A. Sworn Officer Positions
No Sworn Officer Positions Requested 0
Instructions: COPS hiring grant programs pay for entry-level salaries and benefits of newly hired, additional sworn law enforcement officers for a period of
thirty-six (36) months.
This worksheet will assist your agency in properly organizing your maximum estimated salary and benefit costs and providing the necessary
financial details for review by the COPS Office. Please list the entry-level base salary and fringe benefits rounded to the nearest whole dollar
for one sworn officer position within your agency. COPS hiring funds may also be used to pay for entry-level salaries and benefits of newly-hired, additional
officers who will backfill the positions of locally-funded veteran officers that will be deployed into community policing specialty areas (Le., School Resource
Officers). Do not include employee contributions.
Complete part 1 if you are requesting funds for full-time officer positions; part 2 if you are requesting part-time officer positions; and both parts 1 and 2 if
you are requesting full and part-time officer positions.
Officer Positions Requested:
. Full-time:
. Part-time:
Enter the number of new, entry-level full-time and/or part-time officer positions that are being requested. Do not include any officers already funded (or
for which funding has been requested) under any other COPS grents or any positions otherwise funded with state, local. tribal, or BIA funds Your
request should be consistent with your agency's law enforcement needs. Do not request more positions than your agency can support and retain.
Please complete if your agency is requesting part-time officers:
Part-Time Hours:
. What is the average number of hours per week that your part-time COPS officer will work?
. How many hours per week is considered full-time employment?
. What is the average number of hours per year that your part-time COPS officer will work?
. What is the hourly rate for the part-time COPS officer?
To calculate the base salary amount for part-time officers, multiply the hourly rate by the average number of hours per year that the part-time
COPS-funded officer will work. You will enter this base salary on page 4.
Note: There is a funding cap for part-time officers in proportion to the number of hours worked and the maximum federal funding allowed under a
particular COPS hiring program. For example, "COPS in Schools" has a maximum federal share of $125,000. The part-time federal funding cap would
be calculated as follows: 20 hours/40 hour week = .5 full-time equivalent; part-time federal share cap = .5 X $125,000 (maximum allowed) = $62,500.
'The Universal Hiring Program" has a maximum federal share of $75,000. The part-time federal funding cap would be calculated as follows: 20
hours/40 hour week = .5 full-time equivalent; part-time federal share cap = .5 X $75,000 (maximum allowed) = $37,500.
, Applicant Legal Name:
Icolumbia Heights Police Department
OMS Number: 1103-0097
Expiration Date: 2/29/2008
ORI#:
110020400
Instructions: Please indicate the law enforcement agency's cost for each of the following categories. Please do not include employee contribution costs.
Part 1: Full. Time Officer Information
Year 1: Current Annual Entry-Level 1st Year Base Salary and Annual Fringe Benefits
, Base Salary:
FrinQe Benefit
'Social Security
Cost ($1
% of Base
'Medicare
Health Insurance
Life Insurance
Vacation
Sick Leave
Retirement
Worker's Comp
Unemployment Ins.
Other
Other
Total Fringe Benefits:
Year 2: Current Annual Entry-Level 2nd Year Base Salary and Annual Fringe Benefits
, Base Salary:
FrinQe Benefit
'Social Security
Cost ($1
% of Base
'Medicare
Health Insurance
Life Insurance
Vacation
Sick Leave
Retirement
Worker's Comp
Unemployment Ins.
Other
Other
Total Fringe Benefits:
Additional Information
Can't Exceed 6.2%.
If Exempt Check Here: 0
If Exempt Check Here: 0
Can't Exceed 1.45%.
Family Coverage?
Yes
ONO
Number of Hours Annually:
Number of Hours Annually: c=J
, Describe:
, Describe:
Additional Information
Can't Exceed 6.2%.
If Exempt Check Here: 0
If Exempt Check Here:
Can't Exceed 1.45%.
Family Coverage?
DYes
ONo
Number of Hours Annually:
Number of Hours Annually:
, Describe:
, Describe:
If no funds are budgeted for Social Security, Medicare, Workers Compensation or Unemployment please see Part 3 number 2.
. Applicant Legal Name:
OMB Number: 1103-0097
Expiration Date: 2/29/2008
ORI#:
10020400
Instructions: Please indicate the law enforcement agency's cost for each of the following categories. Please do not include employee contribution costs.
Part 1: Full-Time Officer Information (cont'd)
. Base Salary:
Year 3: Current Annual Entry-Level 3rd Year Base Salary and Annual Fringe Benefits
Frinqe Benefit
'Social Security
'Medicare
Health Insurance
Life Insurance
Vacation
Sick Leave
Retirement
Worker's Comp
Unemployment Ins.
Other
Other
Total Fringe Benefits:
Cost ($)
% of Base
Total Year 3 Salary and Benefits:
Additional Information
Can't Exceed 6.2%.
If Exempt Check Here: 0
If Exempt Check Here: 0
Can't Exceed 1.45%.
Family Coverage?
ONo
Yes
Number of Hours Annually:
Number of Hours Annually:
. Describe:
. Describe:
If no funds are budgeted for Social Security, Medicare, Workers Compensation or Unemployment please see Part 3 number 2.
, Applicant Legal Name:
I Columbia Heights Police Department
OMS Number: 1103-0097
Expiration Date: 2/29/2008
ORI#:
110020400
Instructions: Please indicate the law enforcement agency's cost for each of the following categories. Please do not include employee contribution costs.
Part 2: Part-Time Officer Information
Year 1: Current Annual Entry-Level 1st Year Base Salary and Annual Fringe Benefits
, Base Salary:
Frinoe Benefit
'Social Security
Cost 1$\
% of Base
'Medicare
Health Insurance
Life Insurance
Vacation
Sick Leave
Retirement
Worker's Comp
Unemployment Ins.
Other
Other
Total Fringe Benefits:
Year 2: Current Annual Entry-Level 2nd Year Base Salary and Annual Fringe Benefits
, Base Salary:
Frinoe Benefit
'Social Security
Cost 1$\
% of Base
'Medicare
Health Insurance
Life Insurance
Vacation
Sick Leave
Retirement
Worker's Comp
Unemployment Ins.
Other
Other
Total Fringe Benefits:
Additional Information
Can't Exceed 6.2%.
If Exempt Check Here:
If Exempt Check Here:
Can't Exceed 1.45%.
Family Coverage?
DYes
ONo
Number of Hours Annually: [=:::J
Number of Hours Annually:
, Describe:
, Describe:
Additional Information
Can't Exceed 6.2%.
If Exempt Check Here: 0
If Exempt Check Here: 0
Can't Exceed 1.45%.
Family Coverage?
DYes
ONo
Number of Hours Annually: [=:::J
Number of Hours Annually: [=:::J
. Describe:
. Describe:
If no funds are budgeted for Social Security, Medicare, Workers Compensation or Unemployment please see Part 3 number 2.
. Applicant Legal Name:
i Columbia Heights Police Department
OMB Number: 1103-0097
Expiration Date: 2/29/2008
ORI#:
1[0020400
Instructions: Please indicate the law enforcement agency's cost for each of the following categories. Please do not include employee contribution costs.
Part 2: Part-Time Officer Information (cont'd)
. Base Salary:
Year 3: Current Annual Entry-Level 3rd Year Base Salary and Annual Fringe Benefits
FrinCle Benefit
'Social Security
'Medicare
Health Insurance
Life Insurance
Vacation
Sick Leave
Retirement
Worker's Comp
Unemployment Ins.
Other
Other
Total Fringe Benefits:
Cost ($)
% of Base
Tota! Ye3r 3. Sa!ary and 8enef!ts:
Can't Exceed 6.2%.
Can't Exceed 1.45%.
Family Coverage?
Additional Information
If Exempt Check Here: D
If Exempt Check Here: D
DYes
DNo
Number of Hours Annually: CJ
Number of Hours Annually:
. Describe:
. Describe:
If no funds are budgeted for Social Security, Medicare, Workers Compensation or Unemployment please see Part 3 number 2.
OMB Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
ORI#:
10020400
Part 3: Sworn Officer Position Budget Summary (all applicants must complete this section)
After completing Part 1 and/or Part 2 of this form, answer the following questions. If necessary, attach an explanation of how you computed salaries and benefits
for this worksheet. Be sure to answer EVERY question. Missing or erroneous information could significantly delay the review of your agency's request.
. 1. If your agency's second and third-year costs for salaries and/or fringe benefits are greater than the first year, check the reason(s) why in the
space below. You must check at least one.
o Cost of living adjustment (COLA)
o Step Raises
o Change in benefit costs
Other- . please explain briefly:
2. If no funds were budgeted for 1) Social Security, 2) Medicare, 3) Worker's Compensation, and/or 4) Unemployment Insurance, your
agency must provide an explanation for each omission below:
1) Social Security:
2) Medicare:
3) Worker's Compensation:
4) Unemployment Insurance:
OMS Number: 1103-0097
Expiration Date: 2/29/2008
ORI#:
10020400
. Applicant Legal Name:
Part 3 (Continued):
3. Three-Year Projection
Please complete the following three-year projection, showing how the federal share percentage and your local matching share percentage (if applicable)
will change year by year for one officer Dosition . These figures are projections only and may be adjusted by the grantee throughout the grant period as
long as the local share percentage (if applicable) increases each year as the federal share percentage decreases. The percentage of one officer's salary
and benefits paid with federal funds must be less in Year 2 than in Year 1, and less in Year 3 than in Year 2. In contrast, the percentage of total officer's
salaries and benefits paid with local funds (if applicable) must be more in Year 2 than in Year 1, and more in Year 3 than in Year 2. Please refer to
the Application Guide for additional program-specific information and for sample budget examples.
Full-Time Computation
Three-year salary and benefit costs
per full-time position
Year 1 ($)
Year 2 ($)
Year 3 ($)
Total - 3 Years ($)
. Federal Share Amount
(Percentage must decrease each year)
Local Share Amount (If applicable)
(Percentage must increase each year)
(line 1 a)
(line 1 b)
Total Salary & Benefits
(Federal Share plus Local Share)
Part-Time Computation
Three-year salary and benefit costs
per part-time position
Year 1 ($)
Year 2 ($)
Year 3 ($)
Total - 3 Years ($)
. Federal Share Amount
(Percentage must decrease each year)
Local Share Amount (If applicable)
(percentage must increase each year)
(line 2 a)
(line 2 b)
Total Salary & Benefits
(Federal Share plus Local Share)
. Applicant Legal Name:
IColumbia Heights Police Department
4. Total Sworn Officer Cost
Total Federal Share Amount Computation
Total federal share amount per full-time position from line 1 a
Total federal share amount per part-time position from line 2 a
Total Local Share Amount Computation
Total local share amount per full-time position from line 1 b
Total local share amount per part-time position from line 2 b
Grand Total Computation
+
x
Number of full-time positions requested
x
Number of part-time positions requested
x
Number of full-time positions requested
x
Number of part-time positions requested
Box A (Total Federal Share Amount Requested)
Box B (Total Local Share Amount Requested)
=
OMS Number: 1103-0097
Expiration Date: 2/29/2008
ORI#:
110020400
=
=
TOTAL FEDERAL AMT.
Box A
=
=
TOTAL LOCAL AMT.
BoxB
TOTAL SWORN OFFICER COSTS
Transfer to Budget
Summary Line 1
. Applicant Legal Name:
OMS Number: 1103-0097
Expiration Date: 2/29/2008
ORI#:
10020400
B. Civilian/Other Personnel
No Civilian Personnel Positions Requested
o
Instructions: Each position must be listed and computed separately. On this page you can enter one civilian position and then by extracting the
Civilian/Other Personnel Attachment form, can enter 9 more unique positions for a total of 10. Complete each position in accordance with the
instructions. Please remember that any files you attach on the page must be a PureEdge document. If more than 10 positions are requested
please complete additional pages using the Civilian/Other Personnel Attachment form on this page and attach them using the Other
Attachments form.
. Position
. Base Salary Computation: ((
x
) X
(Base Salary Subtotal)
((Annual Base Salary($) X Percent of Time Devoted to the Project(%)) X Number of Years Devoted to the Project)
% of Base
Salarv Subtotal
Frinqe Benefit
'Social Security
'Medicare
Health Insurance
Life Insurance
Vacation
Sick Leave
Retirement
Worker's Comp
Unemployment Ins.
Other
Other
Total Fringe Benefits:
Subtotal Position Salary and Benefits:
Additional Information
Cost ($)
Can't Exceed 1.45%.
Can't Exceed 6.2%.
If Exempt Check Here: 0
If Exempt Check Here: 0
Family Coverage?
DYes
o No
Number of Hours Annually: L:=J
Number of Hours Annually:
. Describe:
. Describe:
Important: Please attach your Civilian/Other Personnel position file(s) with the file name of the position title. Each file name must be unique.
1) Please attach Attachment 1
2) Please attach Attachment 2
3) Please attach Attachment 3
4) Please attach Attachment 4
5) Please attach Attachment 5
6) Please attach Attachment 6
7) Please attach Attachment 7
8) Please attach Attachment 8
9) Please attach Attachment 9
. CIVILIAN/OTHER PERSONNEL TOTAL:
(Add together all Subtotals per position)
Total Civilian/Other Personnel Cost
(Transfer to Budget Summary Line 2)
Please include a detailed position description for all positions listed in the Budget Narrative
OMS Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
ORI#:
10020400
B. Civilian/Other Personnel (cont'd)
If no funds were budgeted for 1) Social Security, 2) Medicare, 3) Worker's Compensation, and/or 4) Unemployment Insurance, your
agency must provide an explanation for each omission below:
1) Social Security:
2) Medicare:
3) Worker's Compensation:
4) Unemployment Insurance:
OMS Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
1 Columbia Heights Police Department
ORI#:
110020400
C. EQUIPMENT/TECHNOLOGY
No Equipment/Technology Requested
Instructions: List non-expendable items that are to be purchased. Non-expendable equipment is tangible property (e.g., technology) having a useful life of
more than two years. Expendable items should be included either in the "SUPPLIES" or "OTHER" categories. Applicants should analyze the cost
benefits of purchasing versus leasing equipment, especially for high-price items and those subject to rapid technical advances. Rented or leased
equipment costs should be listed in the "CONTRACTS/CONSULTANTS" category. If additional budget information is required to be entered for this category
please complete the information in an electronic format and attach the document using the "Other Attachments" form found in the Pure Edge forms package.
Pursuant to the Science, State, Justice, Commerce, and related agencies Appropriations Act, 2006, P.L.109-108, be advised that, to the greatest ex1ent
practical, all equipment and products purchased with these funds must be American-made.
For agencies purchasing items related to enhanced communications systems, the COPS Office expects and encourages that, wherever
feasible, such voice or data communications equipment should be incorporated into an intra- or interjurisdictional strategy for
communications interoperability among federal, state, and local law enforcement agencies.
See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying.
. Unit/Item Description
Security Digital Video Recorder - Records motion activated security camera
video.
. Computation
( # of Items/Units X Unit Cost($) )
Per Item Subtotal ($)
7,6038511
7,603851
Motion activated surveillance camera with installation, conduit, cable, and
power supplies.
101
1,5073411
15,073401
Card Reader Door Access Controls - with cable, power supplies, and
installation.
26,214651
Electric locking hardware allows the door to electrically lock and unlock at
set time or valid card
010 -tc'7'H,1
,~, ,~, '~~I
Alarm Monitor (Door) - Will notify when the door is opened without
authorization
591
103,195.581
Transfer to Budget
Summary Line 3
EQUIPMENT TOTAL:
Please include a detailed description for a/l items listed in the Budget Narrative
OMB Number: 1103-0097
Expiration Date: 2/29/2008
* Applicant Legal Name:
ORI#:
10020400
D. OTHER COSTS
No Other Costs Requested
[{]
Instructions: List other requested items that will support the project goals and objectives as outlined in your application. Other costs may include items such
as overtime and background investigations for law enforcement officer positions(s) and/or civilian position(s) if allowable under the program for which you are
applying. If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the
document using the "Other Attachments" form found in the Pure Edge forms package.
Pursuant to the Science, State, Justice, Commerce, and related agencies Appropriations Act, 2006, P.L.109-108, be advised that, to the greatest extent
practical, all equipment and products purchased with these funds must be American-made.
See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying.
* Unit/Item Description
* Computation
( # of Items/Units X Unit Cost($) )
Per Item Subtotal ($)
OTHER COST TOTAL:
Transfer to Budget
Summary Line 4
Please include a detailed description for all items listed in the Budget Narrative
OMB Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
I Columbia Heights Police Department
ORI#:
E. SUPPLIES
No Supplies Requested 0
Instructions: List items by type (office supplies; postage; training materials; copying paper; books; hand-held tape recorders; etc). Generally, supplies
include any materials that are expendable or consumed during the course of the project. If additional budget information is required to be entered for this category
please complete the information in an electronic format and attach the document using the "Other Attachments" form found in the Pure Edge forms package.
See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying.
. Unit/Item Description
. Computation
( # of Items/Units X Unit Cost($) )
Per Item Subtotal ($)
SUPPL~ES TOTAL:
Transfer to Budget
Summary Line 5
Please include a detailed description for all items listed in the Budget Narrative
OMS Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
[Columbia Heights Police Department
ORI#:
II 0020400
F. TRAVEL/TRAINING
No Travel/Training Costs Requested III
Instructions: Itemize travel expenses of project personnel by purpose (e.g., mandatory training, staff to training, field interviews, advisory group meetings).
Show the basis of computation (e.g., 6 staff members times the unit cost per person for lodging for 3 days). Training projects, training fees, travel, lodging and
per diem rates for trainees should be listed as separate travel items. Show the number of staff attending any event and the unit costs per person involved.
Identify the location of travel, when possible. Note: Any local training costs (within a 50-mile radius) should be listed under Section D ("Other Costs"). If
additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using
the "Other Attachments" form found in the Pure Edge forms package.
See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying.
. Computation
. Reason for TravellTraining &
Location of Travel/Training
. Travel/Training Item
( # of Staff
# of Days
X Unit Cost($) X /Trips/Events)
Per Item
Subtotal ($)
I I I I
I I I I
I I I I
I T I I
I I I I
I I I I
TRAVEUTRAINING TOTAL:
Transfer to Budget
Summary Line 6
Please include a detailed description and justification for all travel listed in the Budget Narrative.
OMB Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
I Columbia Heights Police Department
ORI#:
110020400
G. CONTRACTS/CONSULTANTS
No Contracts/Consultants Costs Requested 0
Instructions: See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying.
If additional budget information is required to be entered for this category please complete the information in an electronic format and attach the document using
the "Other Attachments" form found in the Pure Edge forms package.
Contracts: Provide a description of the product or service to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and
open competition in awarding contracts.
. Contract Description . Contract Bid Type (Open-Competitive or Sole Source) . Per Contract Subtotal ($)
Contracts Subtotal:
(G1)
Consultant Fees: For each consultant enter the name (if known), service to be provided, hourly or daily fee (based upon an 8-hour day), and estimated length
of time on the project. Consultant fees in excess of $450 per day require additional written justification in the Budget Narrative and must be pre-approved in
writing by the COPS Office.
. Consultant NamelTitle
. Service Provided
. Computation
(Cost ($) X # of Days or Hours)
Per Consultant Fee
Subtotal ($)
Consultant Fees Subtotal: I
I (G2)
Consultant Expenses: List all expenses to be paid from the grant to the individual consultants separate from their consultant fees
(e.g., travel, meals, lodging).
. Consultant NamelTitle
. Service Provided
. Computation
(Cost ($) X # of Days)
Per Consultant
Subtotal ($)
Consultant Subtotal:
(G3)
CONTRACTS/CONSULTANTS TOTAL:
Contracts (G1) + Consultant Fees (G2) + Consultant Expenses (G3)
Transfer to Budget
Summary Line 7
Please include a detailed description for all contracts listed in the Budget Narrative.
OMS Number: 1103-0097
Expiration Date: 2/29/2008
. Applicant Legal Name:
I Columbia Heights Police Department
ORI#:
H. INDIRECT COSTS
No Indirect Costs Requested
[{]
Instructions: Indirect costs are allowed under a very limited number of specialized COPS Training and Technical Assistance programs. Please see the
COPS Application Guide for a list of allowable/unallowable costs for the particular program for which you are applying. If additional budget information is
required to be entered for this category please complete the information in an electronic format and attach the document using the "Other Attachments" form
found in the Pure Edge forms package.
/f indirect costs are requested, a copy of the agency's fully-executed, negotiated Federal Rate Approval Agreement must be attached to this application.
. Indirect Cost Description
. Computation
. Per Indirect Cost Subtotal ($)
INDIRECT COSTS TOTAL:
Transfer to Budget
Summary Line 8
OMB Number: 1103-0097
Expiration Date: 2/29/2008
* Applicant Legal Name:
ORI#:
BUDGET SUMMARY
Instructions: When you have completed the Budget Detail Worksheets, please transfer the category totals to the spaces below. Please compute the Total
Project Amount, Total Federal Share Amount, and Total Local Share (if applicable). Please see the Application Guide for information on the maximum federal
share and local matching requirements for the grant for which you are applying.
Budget Category
Category Total ($)
Line #
A. Sworn Officer Positions
B. Civilian/Other Personnel
2
103,195.581
3
4
5
6
C. Equipment/Technology
D. Other Costs
E. Supplies
F. TravellTraining
G. Contracts/Consultants
7
H. Indirect Costs
8
103,195.581
Total Project Amount:
Total Federal Share Amount:
(Total Project Amount X Federal Share Percentage Allowable)
Total Local Share Amount (If applicable):
(Total Project Amount - Total Federal Share Amount)
Contact Information for Budget Questions
Please provlae contact mformation or me tmanClal official that the CUPS Ufflce may contact With questions related to your budget submission.
Authorized Official's Typed Name:
Prefix:
* First Name:
Middle Name:
* Last Name:
Suffix:
* Title:
* Phone:
* E-mail Address:
PAPERWORK REDUCTION ACT NOTICE
The public reporting burden for this collection of information is estimated to be up to 2 hours per response, depending upon the COPS program being applied for, including the time for
reviewing instructions, searching existing data sources, gathering the budget data needed, and completing the worksheets. Send comments regarding this burden estimate or any other
aspects of the collection of this information, including suggestions for reducing this burden, to the Office of Community Oriented Policing Services, U.S. Department of Justice, 1100 Vermont
Avenue, N.W.. Washington, D C 20530; and to the Public Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, D C. 20503.
You are not required to respond to this collection of information unless it displays a valid OMB control number The OMB control number for this application is 1103-0097 and the expiration
date is 2/29/2008
Application Attachment to SF-424
OMB Number: 1103-0098
Expiration Date: 02/2912008
General Instructions:
The COPS Application Attachment to SF-424 is used in conjunction with all COPS program applications. Please ensure that you have
completed all of the required sections. If a section is not applicable, please check the not applicable checkbox.
COPS FUNDING REQUEST
Federal assistance is being requested under the following COPS Office funding category:
Select the COPS Office funding category for which you are requesting federal assistance. Please refer to the program-specific portion of the
COPS Application Guide to determine which funding category the COPS Program for which you are applying falls. Please ensure that you have
read, understand, and agree to comply with the applicable grant terms and conditions as outlined in the COPS Application Guide before finalizing
your selection.
. FUNDING CATEGORIES:
o COPS in Schools
Targeted Programs
Interoperable Communications Technology Program
o Secure our Schools
Tribal Programs
Universal Hiring Program
o Community Policing Development Programs
APPLICANT INFORMATION
o Check here if your agency has not been assigned an ORI #.
. A. Applicant ORI Number: 10020400
The ORI number is assigned by the FBI and is your agency's unique identifier. The first two letters are your state abbreviation,
the nex1 three numbers are your county's code, and the final two numbers identify your jurisdiction within your county. If you do
not currently have an ORI number, the COPS Office will assign one to your agency for the purpose of tracking your grant.
B. General Applicant Information
Not Applicable (If applying under Targeted Programs, please check here)
. 1. Cognizant Federal Agency
... 2. Fiscai tear;
I ^" '" '^^^^
IV If.;;l I/L.VVO
. If the population served is not represented by U.S. Census figures (e.g., colleges, special
agencies, schools, police departments, etc.) please indicate the size of the popUlation served: 119286
C. Law Enforcement Agency information
Not applicable (If applying under Targeted Programs or Community Policing Development Programs, please check here)
. 1. Is your agency contracting for law enforcement services?
DYes
o No
If "yes," the Legal Name and address information listed on the SF-424 under section Applicant Information should be for the
iurisdiction that will be contracting to receive law enforcement services, and NOT the law enforcement agency that will actually
provide those services. Also, be sure to enter the name and agency information of the contract law enforcement department
under section A (law enforcement executive information) of this document. In all contracting arrangements, the jurisdiction that
is applying for assistance is ultimately responsible for ensuring compliance with all grant requirements. For additional
clarification on contracting guidelines, please see the program-specific section of the COPS Application Guide.
. If you are a tribal law enforcement agency, instead of providing your own law enforcement services, does your
tribe exclusively contract with a non-BIA local law enforcement agency for services?
DYes
o No
o Not Applicable
If 'Yes,' please refer to the program-specific section of the COPS Application Guide for additional eligibility information.
Certain COPS Tribal Programs do not allow a tribe that exclusively contracts with a non-BIA local law enforcement agency to
apply for funding.
Application Attachment to SF-424
OMS Number: 1103-0098
Expiration Date: 02/29/2008
2. Population Served By Law Enforcement Agency
. Do officers have primary law enforcement authority for the population to be served?
!lJ Yes
o No
An agency with primary law enforcement authority is defined as the first responder to calls for service, and has ultimate and final responsibility for
the prevention, detection, and/or investigation of criminal laws within its jurisdiction.
If yes, what is the actual population for which your department has primary law enforcement authority? [In other words, the 2000 Census
population minus the incorporated towns and cities that have their own police departments.]
119286
If no, please explain. Include the date by which your agency anticipates having primary law enforcement authority for this population. [Please limit
your response to a maximum of 250 words.]
II
Application Attachment to SF-424
OMS Number: 1103-0098
Expiration Date: 02/29/2008
. 3. Land Base Covered by Law Enforcement Agency (in square miles):
Enter the number of square miles covered by the law enforcement agency. Exclude the population and square miles primarily served by other law
enforcement agencies within your jurisdiction. For example, a sheriff's department must exclude populations and areas covered by a city police
department for which the sheriff's department has no primary law enforcement authority. Do not list acres (1 mile = 640 acres).
4. Current Budgeted Locally-Funded Sworn Force Strength as of the Date of this Application:
. Full Time
. Part Time
Enter the budgeted locally-funded sworn force strength. The budgeted locally-funded sworn force strength is the number of sworn officer positions
your department has allocated for its budget, including state, Bureau of Indian Affairs, and locally-funded vacancies. Do not include
unpaid/reserve officers, COPS-funded positions (unless they are in the locally-funded retention period), or detention staff.
5. Current Actual Locally-Funded Sworn Force Strength as of the Date of this Application:
. Full Time
. Part Time
125
10
Enter the actual locally-funded sworn force strength. The actual locally-funded sworn force strength is the actual number of swam officer positions
employed by your department as of the date of application. Do not include vacant state, Bureau of Indian Affairs, or locally-funded positions,
COPS-funded positions (unless they are in the locally-funded retention period), or unpaid/reserve positions.
WAIVERS OF THE LOCAL MATCH
Please refer to the program-specific section of the COPS Application Guide to determine if your agency may apply for a waiver of the local match.
Certain COPS Programs do not have local matching requirements, while others do not allow applicants to apply for a waiver of the local match.
o Check here if not applicable
. Are you requesting a waiver of the local match based upon severe fiscal distress?
DYes
III No
If requesting a waiver, you are required to attach a detailed waiver justification below. Please refer to the COPS Application Guide "Waiver of the
Local Match" section for information on what to include in your justification, as well as the program-specific portion of the Guide to review the local
match requirements for the grant program under which you are applying.
Application Attachment to SF-424
OMS Number: 1103-0098
Expiration Date: 02/29/2008
EXECUTIVE INFORMATION
Listing individuals without ultimate programmatic and financial authority for the grant could delay the review of your application, or remove your
application from consideration.
A. Law Enforcement Executive/Program Official Information:
Enter the law enforcement executive's name and contact information (for law enforcement agencies) or program official's name and contact
information (for non-law enforcement agencies). For law enforcement agencies, this is the highest-ranking official within your jurisdiction (e.g.,
Chief of Police, Sheriff, or equivalent). If the grant is awarded, this position would be responsible for the programmatic implementation of the
award. If your agency is a "start-up" this section can remain blank.
Prefix
, First Name
. Title
Middle Name
. Last Name
Suffix
, Agency Name
Icolumbia Heights Police Department
Street Address 2
, Street Address 1
. City
County
. State
Province
, Zip Code
. Country
USA: UNITED STATES
, Telephone 1763-706-3755
Fax
, E-mail
, B. Type of Agency:
New Startup' (please specify)
Other' (please specify)
Agency types that have an asterisk next to them and that are applying for COPS hiring grants must provide additional information. Please
refer to the COPS Application Guide: Agency Supplemental Information section for the questions that you will need to address. Please
attach this information below:
Application Attachment to SF-424
OMB Number: 1103-0098
Expiration Date: 02/29/2008
c. Government Executive/Financial Official Information:
Enter the government executive's name and contact information (for government agencies) or financial official's name and contact information (for
non-government agencies). For government agencies, this is the highest-ranking official within your jurisdiction (Mayor, City Administrator, Tribal
Chairman, or equivalent). If the grant is awarded, this position would be responsible for the financial management of the award.
Prefix
. First Name
. Title
Middle Name
. Last Name
Suffix
. Name of Government
Entity/Financial Entity
Street Address 2
. Street Address 1
. City
County
. State
Province
. Zip Code
. Country
. Telephone
Fax
. E-mail
Gary. Peterson@ci.columbia-heights.mn.us
'" Typo of Go%mm,"1 Eel"
I
City
Application Attachment to SF-424
OMB Number: 1103-0098
Expiration Date: 02/29/2008
CONTINUATION OF PROJECT AFTER FEDERAL FUNDING ENDS
Retention for COPS Hiring Grants
This section is applicable to applicants applying for sworn officer positions.
III If not applying for sworn officer positions, please check here.
Hiring grantees are required to retain all additional officer positions awarded for at least one full local budget cycle following the expiration of
COPS grant funding for each COPS-funded officer position. The additional officer positions should be added to your agency's law enforcement
budget with state, local, or tribal funds for at least one full local budget cycle, over and above all other locally-funded officer positions (including
other school resource officers) that would have existed regardless of the grant, from the time that the thirty-six (36) months of grant funding for
each COPS position expires. Absorbing COPS-funded officers through attrition (rather than adding the extra positions to your budget with
additional funding) does not meet the retention requirement. Please be aware that if your agency has additional sworn officer hiring grants that are
active when one hiring grant expires, the officer positions that were awarded under the expired grant are added to your baseline of locally-funded
officer positions and must be maintained throughout the implementation of all additional hiring grants.
Use the space below to explain how your agency currently plans to retain any additional officer positions awarded. Please be
as specific as possible about the source(s) of retention funding (General Fund revenues, local ballot item, etc.) your agency
plans to utilize. A missing or incomplete response could affect your ability to receive funding.
Application Attachment to SF-424
OMB Number: 1103-0098
Expiration Date: 02/29/2008
NEED FOR FEDERAL ASSISTANCE
All applicants are required to provide a brief explanation of their agency's public safety needs and an explanation of their agency's inability to
implement this project and/or address these public safety needs without federal assistance.
In the space below, please provide a brief explanation of their agency's public safety needs and an explanation of their agency's inability to
implement this project without federal assistance. [Please limit your response to a maximum of 250 words.]
The city of Columbia Heights is primarily a middle class residential community. Historically the city has relied upon local government aid
to meet necessary budgetary costs. In the past three years the city has lost about three million dollars from its budget due to cuts in local
state aid. Columbia Heights currently receives about ten percent of its budget from state aid funding.
The Columbia Heights School District has been in statutory operating debt since 2001. In order to comply with state law, the school cut
its operating budget by 2.1 million dollars in 2001, and made annual cuts between $400,000 and $600,000 since then.
As a first ring suburb of Minneapolis, Columbia Heights deals with many of the same big city crime problems that plague its larger
neighbor. The demographic makeup of the schools mirrors that of the city. The racially diverse population of the district is comprised of a
large number of at-risk students. Sixty percent of the student population qualify for reduced or free lunch.
The proposed school security project enhances a program already proven successful in its limited implementation. This project is
designed to capitalize on those previous successes through federal and local matching funds, and the collaborative effort of the school
district and the two law enforcement agencies affected by the project.
EXECUTIVE SUMMARY
Please refer to the COPS Application Guide: "How to Apply" section of the program for which you are applying to determine if an
Executive Summary is required as part of your application.
Check here if not applicable
Please attach a brief summary of how your agency will use this federal funding. Be sure to include a description of how you expect this grant to
impact pUblic safety and/or crime prevention in your community. Please refer to the COPS Application Guide for clarification on specific
information to include in your summary. The Executive Summary may be used to keep Congress or other executive branch agencies informed on
law enforcement strategies to deter crime in your community. [Please limit your response to a maximum of 400 words.]
I executive sum mary doc
II
" ~.
-,~, - ~-
PROJECT DESCRIPTION (NARRATIVE)
Please refer to the COPS Application Guide: How to Apply section of the program for which you are applying to determine if a Project
Description (Narrative) is required as part of your application.
o Check here if not applicable
Please attach an in-depth narrative response detailing your proposed project. Please refer to the program-specific section of the COPS
Application Guide: "How to Apply" section for information on what should be included in your response, as well as any additional formatting
requirements and page length limitations.
I Project Description.doc
Application Attachment to SF-424
OMB Number: 1103-0098
Expiration Date: 02/29/2008
BUDGET NARRATIVE (EXCLUDING SWORN OFFICER POSITIONS)
Please refer to the COPS Application Guide: "How to Apply. section of the program for which you are applying to determine if a Budget
Narrative is required as part of your application.
o Check here if not applicable
Please attach a budget narrative describing each item proposed for purchase, its purpose, and how the items relate to the overall project. Like
items may be grouped together for ease of reporting. The structure of the Budget Narrative must mirror the structure of the Budget Detail
Worksheet included in this application. In other words, each item reported in the Budget Narrative must fall under one of the following budget
categories: Civilian/Other Personnel, EquipmentlTechnology, Other Costs, Supplies, TravellTraining, Contracts/Consultants, and Indirect Costs.
For your information, a sample Budget Narrative and a sample Budget Detail Worksheet are included in the COPS Application Guide. Every item
included on the Budget Detail Worksheet must be included in the Budget Narrative.
Note that allowablelunallowable costs will vary widely between different COPS grant programs and cooperative agreements.
Please ensure that you refer to the program-specific portion of the COPS Application Guide - "Federal Funding: Allowable &
Unallowable Costs" section for a complete list of the allowable and unallowable costs associated with the particular program for
which you are applying. Including unallowable items on your application may delay the processing of your application and could
ultimately result in the denial of your request.
MEMORANDUM OF UNDERSTANDING
Please refer to the COPS Application Guide: "How to Apply. section of the program for which you are applying to determine if a
Memorandum of Understanding is required as part of your application.
o Check here if not applicable
Please attach a Memorandum of Understanding (MOU) to your application that defines the roles and responsibilities of the
individuals and partner(s) involved in your proposed project. Please refer to the program-specific portion of the Guide for a
complete description of information pertaining to the required MOU.
Application Attachment to SF-424
OMS Number: 1103-0098
Expiration Date: 02/29/2008
OFFICIAL PARTNER(S) CONTACT INFORMATION
Not Applicable (If your application does not require an official partner, please check here).
An official "partner" under the grant may be a governmental or private entity that has established a legal, contractual, or other agreement with the
applicant for the purpose of supporting and working together for mutual benefits of the grant. Please refer to the program-specific portion of the
Guide for a complete description of partnership requirements under the grant program for which you are applying.
. Title
Prefix
. First Name
Middle Name
. Last Name
Suffix
. Name of Partner Agency
I Columbia Heights Public Schools
. Type of Partner Agency (e.g., School District)
I School District
Street Address 2
. Street Address 1
. City
County
. State
Province
. Zip Code
. Country
. Telephone 1763-528-4500
Fax
. E-mail
. Title
Prefix
Middle Name
. Last Name
Suffix
. Name of Partner Agency
Application Attachment to SF-424
OMS Number: 1103-0098
Expiration Date: 02/29/2008
OFFICIAL PARTNER(S) CONTACT INFORMATION
. First Name
. Street Address 1
Street Address 2
. City
County
. State
Province
. Zip Code
. Country
. Telephone
Fax
. E-mail
MN: Minnesota
USA: UNITED STATES
1763-572-3651
I abbottd@cLfridley.mn.us
Application Attachment to SF-424
OMS Number: 1103-0098
Expiration Date: 02/29/2008
OFFICIAL PARTNER(S) CONTACT INFORMATION
. Title
Prefix
. First Name
Middle Name
. Last Name
Suffix
. Name of Partner Agency
. Type of Partner Agency (e.g., School District)
. Street Address 1
Street Address 2
. City
County
. State
Province
. Zip Code
. Country
. Telephone
Fax
. E-mail
Application Attachment to SF-424
OMS Number: 1103-0098
Expiration Date: 02/29/2008
OFFICIAL PARTNER(S) CONTACT INFORMATION
. Title
Prefix
. First Name
Middle Name
. Last Name
Suffix
. Name of Partner Agency
. Type of Partner Agency (e.g., School District)
. Street Address 1
Street Address 2
County
. City
. State
Province
. Zip Code
. Country
. Telephone
Fax
. E-mail
Please attach additional partner information pages, if necessary. If you attach additional pages, please ensure that these partners have also
signed the Certification of Review and Compliance Page.
Application Attachment to SF-424
OMB Number: 1103-0098
Expiration Date: 02/29/2008
CERTIFICATION OF REVIEW AND REPRESENTATION OF
COMPLIANCE WITH REQUIREMENTS
The signatures of the applicant's Authorized Organizational Representative (on-line applications only), Law Enforcement Executive/Program
Official and Government Executive/Financial Official, and any applicable program partners on the Certification of Review and Representation of
Compliance with Requirements:
1) Assures the COPS Office that the applicant will comply with all legal, administrative, and programmatic requirements that govern the applicant
for acceptance and use of federal funds as outlined in the applicable COPS Application Guide; AND
2) Attests to the accuracy of the information submitted with this application (including the Budget Detail Worksheets).
The signatures below must be made by the actual executives named on this application unless there is an officially documented authorization for
a delegated signature. If your jurisdiction has such an official document, it must be attached to this application. Applications with missing,
incomplete, or inaccurate signatures or responses may not be considered for funding. Stamped or electronic signatures (unless applying online
via Grants.gov) also will not be accepted. Original signatures are required. Faxed copies will not be accepted. Applications postmarked after the
final application deadline date may not be considered for funding.
Signatures shall be treated as a material representation of fact upon which reliance will be placed when the Department of Justice determines to
award the covered grant.
Please be advised that a hold may be placed on this application if it is deemed that the applicant agency is not in compliance with federal civil
rights laws, and/or is not cooperating with an ongoing federal civil rights investigation, and/or is not cooperating with a COPS Office compliance
investigation concerning a current grant award.
By signing below, I certify that I have read, understand, and agree, if awarded, to abide by all of the applicable grant compliance terms and
conditions as outlined in the COPS Application Guide. In addition, I certify that the information provided on this form and any attached forms is
true and accurate to the best of my knowledge. I understand that false statements or claims made in connection with COPS programs may result
in fines, imprisonment, debarment from participating in federal grants, cooperative agreements, or contracts, and/or any other remedy available by
law to the federal government.
Authorized Organizational Representative's Signature:
Completed Upon Submission to Grants.gov
Date:
Completed Upon Submission to Grants.gov
Law Enforcement Executive/Program Official:
Prefix
I . First Name
Middle Name
. Last Name
Suffix
Signature:
Date: Completed Upon Submission to Grants.gov
Government Executive/Financial Official:
Prefix
IMr
. First Name
Middle Name
. Last Name
Suffix
Signature:
Date: Completed Upon Submission to Grants.gov
Signing this page also assures the COPS Office that you have read, understand, and agree, if awarded, to abide by the grant terms and
conditions as outlined in the Assurances and Certifications. The signed hard copy of the Assurances and Certifications should be kept in the
agency's files and furnished upon request.
Application Attachment to SF-424
OMB Number: 1103-0098
Expiration Date: 02/29/2008
Official Partner(s) Signature:
Prefix
First Name
Middle Name
Last Name
Suffix
Signature:
Date: Completed Upon Submission to Grants.gov
Prefix
First Name
Middle Name
Last Name
Suffix
Signature:
Date: Completed Upon Submission to Grants.gov
Prefix
First Name
Middle Name
Last Name
Suffix
Signature:
Prefix
First Name
Date: Completed Upon Submission to Grants.gov
Middle Name
Last Name
Suffix
Signature:
Date: !Completed Upon Submission to Grants.gov
GRANTS.GOV NOTE:
When applying online via Grants.gov, the Authorized Organizational Representative's signature will be the only signature submitted online.
However, the Law Enforcement Executive/Program Official and the Government Executive/Financial Official signatures, as well as any applicable
program partners' signatures, are MANDATORY and a hard copy of the Certification of Review and Representation of Compliance with
Requirements should be kept in the agency's files and furnished upon request. Signatures shall be treated as a material representation of fact
upon which reliance will be placed when the Department of Justice determines to award the covered grant.
PAPERWORK REDUCTION ACT NOTICE
The publiC reporting burden for this collection of information is estimated to be up to eight average hours per response, depending upon the COPS
program being applied for including time for searching existing data sources, gathering the data needed, and completing and reviewing the
application. Send comments regarding this burden estimate or any other aspects of the collection of this information, including suggestions for
reducing this burden, to the Office of Community Oriented Policing Services, U.S. Department of Justice, 1100 Vermont Avenue, N.W.,
Washington, D.C. 20530; and to the Public Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and Budget,
Washington, D.C. 20503.
You are not required to respond to this collection of information unless it displays a valid OMB control number. The OMB control number for this
application is 1103-0098 and the expiration date is 2/29/2008.
Other Attachment File(s)
. Mandatory Other Attachment Filename: I Participating Schools.doc
To add more "Other Attachment" attachments, please use the attachment buttons below.
CITY COUNCIL LETTER
AGENDA SECTION: Consent ORIGINATING DEPARTMENT CITY MANAGER
NO. POLICE APPROVAL:
ITEM: Accept U.S. Dept. of Justice COPS 2006 BY: Thomas M. Johnson BY:
NO. Secure Our Schools Grant #2006CKWX611 DATE DATE:
Meeting of September 25, 2006
BACKGROUND
In late June 2006, the Columbia Heights Police Department applied for a grant called Secure Our Schools through
the U.S. Department of Justice. Sergeant John Rogers of the Columbia Heights Police Department, with the
assistance of Columbia Heights School District Superintendent Nancy Kaldor and School District Manager of
Finance Joe Primus, wrote the grant. The grant is to be used to secure and make safe schools and students in our
district from terrorism and other forms of criminal activity. Specifically, this grant will allow for additional
security cameras in the gym area of the High School and will allow the three elementary schools to be equipped
with proximity reader security at each door. This will allow the School District to secure the schools at any given
time and will allow for access by public safety personnel as needed. This is the same system currently used in our
City Hall, so the same cards we now carry will give us access to our buildings and to the School District's
buildings. The grant is for $51,598 and requires a 50 per cent match. The match of$51,598 is being paid by the
Columbia Heights School District. The School District itself is not allowed to apply for this grant; it is a
requirement of the federal government that the grant be applied for by law enforcement. Since we could see a
direct benefit from this grant to our police and fire services, we decided to work with the School District and apply
for the money.
ANALYSIS/CONCLUSION
On September 18, 2006, the Chief of Police was notified that our Police Department had been awarded a COPS
2006 Secure Our Schools grant in the amount of $51,598. This grant also requires a 50 per cent match of
$51,598, which is to be covered by the Columbia Heights School District. Since it was a requirement of the
federal government that this grant had to be applied for by a law enforcement agency, the Columbia Heights Police
Department worked with the Columbia Heights School District to apply for the grant. The City Council must now
approve acceptance of this grant.
RECOMMENDED MOTION: Move to authorize the Mayor and the Chief of Police to accept the U.S.
Department of Justice, COPS 2006 Secure Our Schools grant in the amount of$51 ,598, with the 50 per cent match
of $51 ,598 to be paid by the Columbia Heights School District.
TMJ :mld
06-170
COUNCIL ACTION:
R- t: (- t--
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U.S. Department of Justice - ..
Office of Community Oriented ~fi~ilig.;g1I'Vices 1 G H T S
'11i I rc,,,.. "',,--~.
j -.'1..1 I:. Ul:./=hh i !'..liENT
Office of the Director
1100 Vermont Avenue, NW
Washington, DC 20530
September 11, 2006
Chief of Police Thomas Johnson
Columbia Heights
559 Mill St. NE
Columbia Heights, MN 554213822
Re: Secure Our Schools Grant #: 2006CKWX0611
Dear Chief of Police Johnson:
On behalf of Attorney General Alberto R. Gonzales, it is my pleasure to congratulate you on
receiving a COPS 2006 Secure Our Schools grant. Enclosed is your agency's award document with a
list of special conditions (on the reverse side) that apply to your grant. The award amount is $51,598.00.
You will also find enclosed an ACH-Vendor form, a letter regarding civil rights requirements, a
Financial Status Report (SF-269A) with a Helpful Hints Guide, and a Fact Sheet regarding on-line filing
of your quarterly SF-269A.
Please read and familiarize yourself with the grant award conditions prior to signing the award
document. To accept your grant, the law enforcement and government executives listed on the
document must sign the enclosed oriQ"inal grant award and return it to the COPS Office within 90 days.
Failure to submit the signed award document within this 90-day period may result in withdrawal of the
grant without further notice from the COPS Office.
Your grant award period officially began on September 1, 2006 and runs through August 31,
2008. Extensions of time to expend grant funds may be offered on a case-by-case basis. Information on
extensions will be made available approximately three to four months before the grant period is set to
expIre.
Should you have any questions regarding the award process, please contact your grant
coordinator assigned to this project at 1-800-421-6770. Congratulations again on your award. On
behalf of the COPS Office, we look forward to working with you on this important school safety
project.
Sincerely,
~\(~
Carl R. Peed
Director
Enclosures
U. S. Department of Justice
u> COl1zmunity Oriented Policing Se1'}'ices\
/g[all~s~dmiIlistra tio r(pivi~J9P (GA.t),)
SeCuteOurSchools
........-... ....., .....
Project Title:S~6UJ"~OJrsbh66Is
u Grant #: 2006CKWX0611
L+ ORI #: MN00204
/ltPpliP::tIlt Organizatiol}I~Legal NliITle: C..o.lumbiaIfeights
Vendor #:41@05069
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Law EnfQft~fubntE~ettitive;Cpjbf ofPqtih~ Thomas M. Joht$6n
...)1ddtess/S S9.MiifSDNE
City, State, Zip Code: Columbia Heights, MN 554213822
Telephone: (763) 706-3755
Fax: (763) 706-3752
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qGov~~~fu~nt Executive: May~F Gary}>~~rsopY ......... ......(
........ .H .... Address.: 59tr4ofh A1iE.NE ............ ./.:..
cliy, State, Zip Code: .silifhih.bia Htigllti,lv1N654t138i1."
Telephone: (763 )706-3607
Fax: (763) 706-3601
9/l/2006
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Type~ Name and Title of Law
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Thomas M. Johnson, Chief
19nature of Gove ent Official with the Authonty to
Accept this Grant Award ... ..........
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Ga.fy.P~fetson, Mayor
Typed Name and Title of Govemment Official
City of Columbia gE:!ight;~>
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False statements ortIaiInScm~deiAconn~dtiofiwfthCOI>Sgrants may resUlt in fines.;impHsor@e~1:, M.~armfmt from
participating in federal grantsor#dl}~cts, aIld/oranyretnedyavailable.by la),\itothe Fed~raI9ove.rm#ent.
...Awli.rd.lD{84077
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.CONDITION.S. OF SECURE OUR SCHOOLS .oRANTEA.W A~\: ...
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&an&a*Jil~t:h(l~e\b~W:a\vaTded~fidingfottl1epr-2curetli~ti.t of atl##fuin ~#!essipr$lgO,dq6 and plan to use
competitive prQdU~iiJent prQt;ess1ijiust provideiiwdttel1~&J6,sotlf;se ju~~it:icat~~J:lJ~thegj;f~ of Community Orie1lted
PoliCing Services (COPS) fiif#pproval prior to obligati~g; e~peria.in.~d:;f.J:lrawiriifdowngrimt funds for that item.
The funding under this projedis for the payment ofup'ib 50% of approved costs to improve security at schoolsll1d un
.... ~~~1.Iool gfo()llnds. The allowable costs for which your agency's grant has. been approved are listed on the budget .,,,.
... 'cJ~~~~~'~fu~~orandum, which is included in your agency~s award packet. ..::.::' .:......::..:.:.:::,:.
......$~puretlt#$chools grant funds must be used to supplement, and not supplant, state, local o(~ureau ()ni1diaiI;AtTii.#,s
ft1ncl.~alr~lidy ROiitm~t:ted for the gr~ijtpurpose(hiring,tmifling, Ptl~"hases, and/or activitiesJf~at w()tJ#l~:l(istl':iith(O/
.. .. abs~~p~0f the grane:;.... .....n.: u" .... .......... ... .... ............. ...... . ......... .......
6~~.~~~n~~~s a;;;~:~~~fce:ti~~~~f~~en~:':t:~t:~ly:~ith.}~~~SSU~;~#s and.certlfldliion~..~~~~~tte~.~'!:~:tlle 'Sccllle
In order to assist the COPS Officeoiii the.rBc@t(:irinibW't~tiawarf.~your agency will be' responsible for suhmlUing
. periodic progress reports and quarterly financial status-reports. ....
Thdtops Office may conduct or sponsor national evaluations of the Secure Our Schools program. The grantee
...td,;qooper.a.te.#:Jth the,e,:va,luators. .... .:..
::tRi gr;!iD:f6e~Fkn()~~erlgi6~ thaL$~Department of Justice perf{)rms variotls fun.cctlq~s to#~sUf:~coI11P1ian~~~ihth
. ...:"gr~n(fequ~rerneJ:ii#and #{proyide:te,thnical assistance to gJ:ili]iees. The grantei€fitiI#s i:6coi}perate with any
for grant~f~l~tecI:4qc:~[le:ntatioit o:foihep~ele~!lIl~IDform~t~bn...... .. . ..... ......... ..........
The granteeagfee~i~:libide&yt:li~h:rms, condItions, and.regWatiQPs asf.qunrljt:ttb..eUi1lfW1HAdministrative
Requirements for Grants an4C);i:Ciperative Agreement$.i&St~l?. diiliL./f2di Gov.ernn;ents,28 C.F.R. Part 66 (or the
J)niform Aaministrative Requirements for Grants andC60perativeAgreements with Institutions of Higher Education, .
..... fl2spita~:;,~t1d other Non-Profit Organizations, 28 C.F.R. Part 70, as applicable). .
. ....... ~:qf.:'g,@~~~~gr:$500,OOO or more (or $1,000.,000 or more in grants over an eighteen-month per~gd)~ the gt~~fjtec:,::\::::?<:':':::;;
'@Cnowie4g~s th.llt failure to submit an acceptable Equal Employment Opportunity Plan (ift~#grante~ i~:Eeqt;iEted uP:
. .....c.....~il~~~h?tf~~sd~;!f~~~~~;.~~~~~I:si:~~~::~JX:it::.~g~:d.,~~~~~~;fu:;~' ~:~~;~sc4B~~~~;,~~~f,~;~,.~11~...... .....
grantee must submit a complete.q~J:;oPG#rilfi#atioHfom:itD the 01$~e ofJ'ustJ2et'rograll#/ q$ce?n5~;il R;gli~;;.
_ within 60 days ofthe grant a~iifdL .:. h' W''.'h h.. .h.h.h.h..h ......... 'h
The grantee agrees to complete arirlkeep:OI:lfj~e;'as.wptapriate;#.)3ureau of Citizenship and Immigration Services
Empl()yment Eligibility Verification Form (1-9). This form is to be used by the recipients of federal funds to vcn(,' tl~iii
p~s.9ns are eligiple to work in'the United States. h
Ofiintees..l.l.s.irig:Secur,(:Q!lr Schools funds to operate an interjurisdictional crimin~\ intelligeflJ:le system must.l'pmpb ...
.. ~~ th~~Dp~~~ting..pdn~1ples o.f:48.~\:.F~R. Part 23. The gran#~~ acknowl~~ge$.;;$~~th~~~oJ#p~et~J~/5:1gri0:a:~alld :;;.:.:.......
...... ~~m~~rr~g.:~~t.~ j~:~~g~.(~ppli~*iiq~:i~e re~~,:ant Spe~ial c;~g~'ltion s~~~~fj~ln~J~~;.c~plian.ce.:~:~~h ~i8 C.F.R Part}1~t~.
~~~ra~~~~~~~~~~~.~~i:~tcJ~~~~~~~:1~;fh~~;~7~~~~;~~oij~:~yi3~~t~~e~~d~~~1 ~~~:i:~;::~~lions .... .
The grantee may not obliga:t~~:~Kpend or draw do~n gtati:ffJfids Jhdlbfflciai8:o:tiflcation'is received that the project
i:1u.dget has been approved by the COPS Office_ .....,... ....
..:j~}::::~~pr ag~.IJ~:Y.. may request an extension of the grant award period to receive additional time to implement your g~~n~t:.-:'.
.':' pfggnillli$u.ch extensions do not provide additional funding. Only those grantees that can pr()vide a rCii~'<mD~;1~('/
<j~~fificatiQli:forcle.lays will be grante,d no-cost extensions. Extension requests must be receiy#d by tl1.e. ttjrs:p!-lici2
::iprlGrJ:Q.tlj~exprHiHo1J.ofthe grant.~ward. ............... - - ..;;,........;;. ............;
.. ~~~~f~:ed~~t~~tn::~e:~s~W~~~~i~ek~~vj~~~w~;~~:~~:~~ei~~:&~~:fg:.!t~~:i~~~7P~~1~1~B~~ti6IT:;..:~.I)f:
Travel cos~s for transportatio.iIi;I6dglnga:nd~~b~iste~~,ajid r~laJefl1ferris are allowable unrlerthe Secure UIlI Sclwn!c,
rgrantpfpgtam with prior apprQvaJfrQm ih:eCoPS office: Paymerit for travel costs incurred directly hy the grantee and
. grap:ttrelated travel costs Of other (non-grantee) individuals will be based on the rates established in the graniee' '..:
wfttten traveLpQlicy (if available) if costs are reasonable and allocable to the project. Grantees that do not inyl' <<
~~t:ept~!:lie:wf.!!1en tf?yelpolicies will be reimbursed for allowable per diem traye.Lcostsf.qilQ(lging,jTlcals'lfjd</
:lHp'id#itati,a~the #tlibnsHed QS6j:lpr di.em rates for the releY:!lDt geogr~hic~r~a:j~JlQw.abl~:ilirf<iietra~;ef(~ostsN~ilr:
b~reiriibJ.1fs~r b~ l!pqn thdo~eSt disSOUJ:lt. commercial.a.~rrare,)I1~:f~oenil~ovefq.ment cp*=fuct airfare, if autliifEizcd
and available, o(Standilid coach .ai.nare, inaccoroance wilh:CircuW A~g7 CO~~ Pdi'iclpl~sfor:State, Local and Ind iall
Tribal Governmertts;CircularAJizz Cost Principles fQr.NO:n~Profit drganizai~:Ons;andCircUlar A-21 Cost Principles
for Educational Institution5;asapplicable. "i<, . .... .... ... ....
stalements or claims made in connection with COPS grants may result in fines, imprisonment, deb:1rment fr,-,OJ
in federal grants or contracts, and/or any other remedy available by law.
u. S. Department of Justice
Community Oriented Policing Services
Grants Administration Division (GAD)
Secure Our Schools
1100 Vennonl Avenue. NW
Washing/on. DC 20530
Memorandum
To: Chief of Police Thomas M. Johnson
Columbia Heights
From: Michael E. Dame, Assistant Director
Kevin Andrews, Grant Program Specialist
Budget Prepared By: Wanda Seawright, Grant Program Specialist
Re: Secure Our Schools Financial Clearance Memo
A [mandaI analysis of budgeted costs has been completed. Costs under this award appear reasonable, allowable, and
consistent with existing guidelines. Exceptions / Adjustments are noted below.
OJP Vendor #: 416005069
OR! #: MN00204
Grant #: 2006CKWX0611
Budl?et Catel?orv Proposed Budeet Approved Budl?et Adjustments Disallowed/Adiusted - Reasons/Comments
Equipment $103,195.58 $103,195.58 $0.00
Direct Costs: $103,195.58 $103,195.58 $0.00
----------------------------------------- -------- -------- =
----------------------------------------- -------- --------
Grand Total $103,195.58 $103,195.58 $0.00
Grand Total: Federal Share: $ 51,598.00
Applicant Share: $ 51,598.00
Cleared Date:
8/1 7/2006
Overall Comments:
Prior to obligation, expenditure or draw down of grant funds for non-competitive contracts in excess of $1 00,00, grantee must submit a
sole source justification to the COPS Office for review and approval.
COPS
COMMUNITY ORIENTED POLICING SERVICES
U.S. DEPARTMENT OF JUSTICE
ACCEPTING YOUR GRANT A WARD
Frequently Asked Questions
HOW DO I ACCEPT THIS AWARD?
. Accepting your COPS Methamphetamine award is a simple and straightforward process. All the
documents needed to accept and start your grant can be found in this packet. You should
carefully read all information in the award packet prior to accepting your grant.
· COPS Law Enforcement Methamphetamine Award - This document must be signed by
the top law enforcement and government executives in your jurisdiction, and then returned to
the COPS Office.
WHO MUST SIGN THE AWARD DOCUMENT?
:;';!t:~~-
The law enforcement and government executives that have ultimate financial and programmatic
~~' authority for the grant must sign the award document. Typically, these are the same individuals
who signed the grant application. Moreover, these are generally the highest-ranking officials
within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent for law enforcement
executives, and Mayor, City Administrator, or equivalent for government executives).
ARE PHOTOCOPIED OR STAMPED SIGNATURES ACCEPTABLE ON THE A WARD
DOCUMENT?
No. All signatures on the award document must be original. Stamped or photocopied signatures
wi II not be accepted.
MA Y I RETURN A SIGNED PHOTOCOPY OF THE A WARD DOCUMENT?
No. Only a signed, original award document (i.e., the actual document mailed to you by the
COPS Office) will be accepted.
HOW LONG DO I HAVE TO RETURN THE SIGNED AWARD DOCUMENT?
Your agency has 30 days from the postmark date on your award packet to return your signed
award document to the COPS Office. Failure to return your signed award document within the
30-day time frame will result in your inability to access grant funds, and may result in your
agency being withdrawn from the COPS Methamphetamine program.
THE GOVERNING BODY IN MY JURISDICTION NEEDS MORE TIME BEFORE
GIVING FINAL APPROVAL TO ACCEPT mIS GRANT. WHAT DO I DO?
If your agency needs more than 30 days to sign and return the award document, please contact
your Methamphetamine Coordinator at 1.800.421.6770 to request an extension of the return
period. All time extensions for purposes of returning the award document are approved on a
case-by-case basis.
OVER~
:C(;>!!I;1<<iHiTy tffl!~;i(1'tt~ F(,.t!~<i rttrv'rr:tf$
if.-.t. Jrl.;p,iifr~ .ot' JrJUl(:cJ:;
Change of Information Sheet
If you need to let the COPS Office know about changes or corrections, please type or print the informatiOIi on this sheet and
submit it to the COPS Office. In addition to the changed or corrected information, always indicate your organization's name
on this sheet. Changes of grant executives will not relieve the grantee entity of its obligations under this grant.
Organization's legal Name:
OR I:
law Enforcement Executive Name (TItle, First Name and last Name)
Address:
City:
State:
Phone Number:
Zip Code:
Fax Number:
Government Executive Name (Title, First Name and last Name)
Address:
City:
State:
Phone Number:
Contact Name (Title, First Name and last Name)
Name of individual submitting this Change of Information form (Name and Title):
Date:
ACH VENDOR/MISCELLANEOUS PAYMENT
ENROLLMENT FORM
OBM No. 1510-0056
EXpa-ation Date 06{30193
This form is used for Automated Clearing House (ACH) payments with an addendum record that contains payment
related information processed tlTough the Vendor Express Program. Recipients of these payments should bring this
information to the attention or their financial institution when presenting this form for completion.
Privacy ACT Statement
The following information is provided to comply with the Privacy Act of 1974 (P.l. 93-579). All information
collected on this form is required under the provisions of 31 U.S.C. 3322 and 31 CFR 210. This
information will be used by the Treasury Department to transmit payment data, by electronic means to
vendor'S financial institution. Failure to provide the requested information may delay or prevent the
receipt of payments through the Automated Clearing House Payment System.
AGENCY INFORMATION
FEDERAL PROGRAM AGENCY:
OFFICE OF JUSTICE PROGRAMS
AGENCY IDENTIFIER: I AGENCY LOCATION CODE (ALC).
OJP 15-04-0001
I AC'ggfMAT:
IU CCD lEI CTX
D CTP
ADDRESS:
810 Seventh Street NW
WASHINGTON, D,C 20531
CONTACT PERSON NAME:
Accounting Division 1-800421~770
TELEPHONE NUMBER:
ADDITIONALINFORMA TION:
PA YEE/COMPANY INFORMATION
NAME:
I SSN NO. OR TAXPAYER 10 NO:
ADDRESS:
I w" ^" ""''' '^",
I TELEPHONE NUMBER:
~:
LW'
FINANCIAL INSTITUTION INFORMATION
NAME:
ADDRESS:
ACH COORDINATOR NAME: I TELEPHONE NUMBER:
NINE DIGIT ROUTING TRANSIT NUMBER:
DEPOSITOR ACCOUNT TITLE: .
DEPOSITOR ACCOUNT NUMBER:
TYPE OF ACCOUNT: D CHECKING DI SAVINGS OJ LOCKBOX [j1: TELEPHONE NUMBER:
SIGNATURE AND TITLE OF AUTHORIZED OFFICIAL: (Could be lhe same as ACH Coordinator)
U.S. Department of Justice
Office of Community Oriented Policing Services
COPS Fact Shee'
: ~~~~~_:~ .
, ;'jj~~t~,{ ~- . . - www.cops.nsdoj.gov
~ ~lk:r;;L --' -',~/
COMMUNITY OR'.KT.l1 POUCING 'I1WIC.,
LI.L 1)P.,jIf.TIlIUIT 0' JUSTU:6.
On-line Filing of SF-269A Quarterly Financial Status Reports
All COPS grantees are required to submit quarterly Financial Status Reports (FSRs) using a Standard Form 269A
(SF-269A). COPS grantees can now submit SF-269As on-line through the Internet at:
http://grants.oiv.usdo!.g-ov/
Please be advised that the COPS preprinted blast fax will be discontinued after the June 30, 2004 reporting period
due to the ability to submit online. The due dates for on-line filing of SF-269As remain the same. The SF-269As
must be submitted on-line no later than 45 days after the last day of each reporting quarter as follows:
Reporting Quarter Date Due
Jan I-Mar 31 May 15
April I-June 30 Aug 14
July I-Sept 30 Nay 14
Oet I-Dee 31 Feb 14
The on-line SF 269A requires the same reporting information as the paper version. The use of this on- line
application enables authorized users to view current and past SF-269As, and allows them to file or amend the
SF-269A for the current quarter.
Grantees \\'ho do not submit SF-269As by the due date will be unable to drawdown funds. The payment systems
contain an edit that checks for SF-269A delinquency and will r~iect a drawdown attempt if the SF-269A is not up to
date.
An email confirmation of receipt of the SF-269A will be sent to the grantee at the email address listed by the
grantee's registered user. Subsequent email reminders will be sent to the grantee at that email address if/when future
SF-269As are delinquent.
While grantees are encouraged to submit their SF-269As through the Web-based system, we will continue to accept
SF-269As through the Control Desk by mail and by fax. The fax number for the Financial Status Reports Control
Desk is (202) 616-9004. Mailed reports should be addressed to the U.S. Department of Justice, Financial Status
Reports Control Desk, 1100 Vermont Avenue, NW 6th Floor, Washington, D.C. 20530.
For general inforn1ation concerning on-line filing of SF-269A reports, go to www.ojp.usdoj.gov/oc or contact the
COPS Office Response Center by phone at 800.421.6770 or by email at AskCopsRC@usdoj.g-ov.
Created July 8, 2004
u. S. Department of Justice
Office of Community Oriented Policing Services
((HELPFUL HINTSJJ
Guide for Completing a
Financial Status Report (SF-269A)
PurptJse:
The purpose ofthis guide is to assist recipients of Conmmnity Oriented Policing Services
(COPS) Grants with the reporting and accounting of their financial expenditures. This document
will provide essential information to help facilitate the completion and submission of the
mandatory quarterly Financial Status Report (SF-269A).
The guide contains information on the following topics:
I. What is a Financial Status Report (SF-269A)
II. When and how many forms to submit
III. Where to file the SF-269A
IV. Where to get help
V. Step-by-step procedures for completing the SF-269A
,J1 r.:l ~nnn~'
y~. VIV':'.:>ClIY
General. Information:
I. WHAT IS A FINANCIAL STATUS REPORT (SF-269A)? - Recipients, hereafter known
as Grantees, of Federal monies under the Office of Community Oriented Policing Services
(COPS) Grant Programs are required to submit quarterly Financial Status Reports. Grantees
report expenses incurred under each Grant Number awarded on these reports. These
expenses can be categorized as cash disbursed, or incurred but not yet paid (Accounts
Payable). Expenses incurred are further segmented into Federal share and local matching
contributions.
II. WHEN AND HOW MANY FORMS TO SUBMIT? - COPS Grantees are required to
submit a Financial Status Report (SF-269A) each calendar quarter following receipt and
acceptance of a grant award. Past due or inaccurate SF-269As may negatively affect a
COPS Finance
Revision I
June 13,200 I
Grantee's ability to draw down funds. The following schedule reflects the SF-269A due
dates for the corresponding calendar quarter:
COPS Finance
Revision I
June 13,2001
2
Calendar Quarter
SF-269A Due to COPS Office
Ol/OlfYEAR- 03/31fYEAR
04/0IfYEAR- 06/30fYEAR
07/0IfYEAR- 09/30fYEAR
10/0IfYEAR-12/3IfYEAR
No later than OS!lSfYEAR
No later than 08!lS/YEAR
No later than 1l/IS/YEAR (Please try to submit by 10/lS)
No later than 02!lSfYE...\R
· A Grantee is required to submit one SF-269A per quarter for each grant number. There
may be multiple supplemental, renewal, and modification awards under the same grant
number. (Please do not fax or mail duplicate copies of the same report. If a Grantee
revises a report in the same quarter it is due, the word "REVISED" should be annotated
in LARGE LETTERS at the top of the report.)
Example:
In the following example, the Grantee has multiple grants with two ofthegrants having
multiple awards.
Pro gram
Grant Number
Amount
Original Award: FAST
Supplement # 1: UHP
Modification to Supplement #1
95CFWX1234
95CFWX1234
$75,000
$75,000
$15.000
$165,000
Original Award:
Renewal
MORE98
MORE98
98CMWX9999
98CMWX9999
$33,000
$33.000
$66,000
Originai Award:
CIS
98SHWX8888
$125,000
$125,000
In this example, the Grantee is required to submit 3 separate SF-269A's each quarter.
One for each Grant Number: 95CFWX1234, 98CMWX9999 and 98SHWX8888.
· A Grantee is required to submit an SF-269A for every quarter whether expenses are
incurred or not. If expenses are not incurred during the quarter, zeros are to be reported
on Lines a, b, and c in Column II, This period.
· A Grantee is required to submit an SF-269A for every quarter even if the grantee is
delinquent from prior quarters. The COPS Financial Officer has reserved the right to
waive this requirement in some cases where the Grantee has been delinquent for several
quarters. The Financial Officer will allow Grantees to send a cumulative report covering
multiple periods in order to get their reports back on track.
Example:
COPS Finance
Revision 1
June 13, 200 J
3
The current reporting calendar quarter is 6/30/00 and the Grantee's last SF-269A
submission was for the 6/30/99 calendar quarter. The Grantee must submit an SF-269A
for the 9/30/99, 12/31/99, 3/31/00 and 6/30/00 quarters. The Grantee should report
expenses in the appropriate quarter in which they were incurred and carry the cumulative
totals from Lines a, b, and c in Colunm III to the Previously Reported Lines a, b, and c in
Column I of the subsequent SF-269A.
· A Grantee is required to submit a Final SF-269A no later than 120 days after a Grantee
has reported and expended their total allowable federal share granted for all awards
issued under the same Grant Num~er, or after the last award has expired. If multiple
supplements or renewals are issued under one grant number, the Grantee would not
submit a Final SF-269A until the last supplement or renewal is fully expended up to the
allowable cost or expired. A Final SF-269A is distinguishable by checking "Yes" in
Block 6.
III. WHERE TO FILE THE SF-269A?
Fax completed SF-269A's to:
Control Desk: 202-616-9004
Alternative Fax: 202-5 I 4-2852
Or
Mail to:
Office of Community Oriented Policing Services
I 100 V ermont Ave., NW
At~ention: OC/COPS Control Desk
Washington, DC 20530
If the report is faxed, there is no need to also mail a copy. Please discontinue mailing
reports to the Office of Justice Program, 81 dh Seventh Street or faxing reports to any
numbers other than those cited above.
IV. WHERE TO GET HELP?
SF-269A form and instructions are provided on
COPS Internet www.usdoi.gov/cops
Or
By calling the DOl Response Center at 1-800-421-6770
COPS Finance
Revision I
June ]3,2001
4
v. STEP BY STEP PROCEDURES FOR COMPLETING THE SF-269A
Block I:
Federal Agency
· For COPS Grant Programs always use:
U.S. Dept. of Justice
COPS Office
Block 2:
Federal Grant Number
MANDATORY FIELD
· Enter, the AlphalNumeric Grant Number cited on Award Document
· EXAMPLES: 97CCWX1234 or 2000UMWX1234
BlOck 3:
Recipient Organization
MANDi\tO~)J ifl]fJLD
· Enter Grantee's Organization's Legal Name and Address as identified on the award
document
· EXAMPLE:
XYZ POLlCE DEPARTMENT
999 XYZ STREET
HOMETOWN, USA 99999-9999
Biock 4:
Employer Identification Number
MANDAIrOR~FIEtD
· Enter the 9-dizit Vendor Number cited on A ward Document. This number is also provided
in the P APRS and LOCES packages that are sent to the Grantee from the U. S, Department
of Justice, Office of Justice Programs, Office of the Comptroller. If there is a discrepancy
between the numbers provided, please contact the COPS Response Center for assistance,
. EXAMPLE: 000999333
Block 5:
Recipient Account Nun1ber
NON..MANl>ATOR.'Y FliELD
. For Grantee's internal accounting use only
Block 6:
Final Repd.rt
MANtlAT.EJR YlEIltLD
. This block should always be checked NO until the Grantee has reported and expended their
total allowable federal share granted for all awards issued under the same Grant Number, or
the grant has expired.
. A Final SF-269A is due 120 days after a Grantee has reported and expended their total
allowable federal share granted for all awards issued under the same Grant Number, or after
the last award has expired, Ifmultiple supplements or renewals are issued under one grant
COPS Finance
Revision 1
June 13, 2001
5
number, the Grantee would not submit a Final SF-269A until the last supplement or renewal
is fully expended up to the allowable cost.
Block 7:
Basis
MAN;[)A:TOR~ FIELD
· This block is used by the Grantee to designate which basis of Accounting is used to record
financial transactions.
· If the Grantee uses the Cash Basis of Accounting, then the Grantee should not complete
Lines d, e, and f in Block 10 ofthe SF-269A. The Grantee would only be required to report
"Cash Outlays" (monies spent) in Lines a, b, and c in Block 10.
· If the Grantee uses the Accrual Basis of Accounting, then the Grantee would report Accounts
Payable in Blocks d, e, and f in Block 10 and Cash Outlays in Lines a, b, and c. Accounts
Payable are expenses that have been accrued but not yet paid, such as a payroll expense.
Block 8 :
Funding/Gran:VPyriod
M..... ........... AJ\Jj''\A:.r-pr)n~~;r1J)W'(. .D.......,
M.l:~l1d~~:,: I':'::\7:n2I"-"'. -ITI:Jb l2t.-, . .
-, : ",- . ,.' " - ":.': '.-' -....-..:.,. ," ..,;
· These dates represent the cumulative time period covered by all awards, supplements,
renewals, modifications, and extensions issued under one Grant Number.
· EXAMPLE:
Original A ward:
Supplement:
Supplement:
FAST 95CFWX1234
UHP 95CFWX1234
UHP 95CFWX 1234
$75,000
$75,000
$150,000
03/01/95-02/28/98
12/01/95-11/30/98 Extended to 05/31/00
09/01/96-08/31/99 Extended to 08/31/00
For the above example, the Grantee would enter From: 03/01195 To: 08/31/00 in Block 8.
Note: use the beginning date of the original award and the latest ending date of all awards.
Block 9:
Period Covered by this Report
MANDATORY FIEtP
· Enter one of the following sets of dates (calendar quarter):
~ Ol101/YEAR - 03/3 l/YEAR
04/0 l/YEAR - 06/30/YEAR
07/0 l/YEAR - 09/30/YEAR
1 % l/YEAR - 12/3 l/YEAR
· FIRST SF-269A SUBMISSION - The only exception to using the above dates is when a
Grantee submits it's first SF-269A. The Grantee may use the award start date of the grant for
the first submission.
Block 10:
Transactions
M- ,. A..N.D..:.A'jf.. ..m.....~::.\T. "'j.' I.;E.:..E....f).
',: "-,,,,' '.;: ," -: . ; ": ~ .' . . :::":' -. : ':,. '.' ': . :' " . ,: -,' . :.'
,,', .:' ',~. .':'.' " ,":.,:'" .:'-::..- ;;:, ';'. ',:~: ,: ""'-':'-'; ., , :: .):: '. :':: >;, ::>..
.... ". .' ."'. '.", , .' ...
Table I below provides a skeletal model of a SF-269A. The fields on the model
have been labeled to illustrate the mathematical relationship of the Lines and
COPS Finance
Revision I
June 13.200]
6
Columns to be completed in Block 10. Please refer to Table I as you read
through the "Steps for Properly Completing Block 10 of an SF-269A".
Table I.
a. Total outlays
(CASH PAID OUT)
b. Recipient's share of outlays
c. Federal share of outlays
COLUl\I~ ] COLUl\I~ II COLUl\J~ III
~ ~ ~
d. Total unliquidated obligations
(ACCRUED EXPENSES NOT YET
PAID)
e. Recipient share of unliquidated
obligations
f. Federal share of unliquidated
obligations
g. Total Federal share (sum of lines c
and f)
h. Total Federal funds authorized for
this funding period (CUMULATIVE
VALUE OF ALL AWARDS
WHICH INCLUDES ORIGINALS,
SUPPLEMENTS OR RENEWALS
AND MODIFICA nONS ISSUED
UNDER ONE GRANT NUMBER
i.Unobligated balance of Federal funds
(Line h minus line g)
COPS Finance
Revision I
Jtme 13, 2001
7
I
Previously
Re orted
~:~~\~:":..g::~'.:':
Lihe c Col. I
. . (Step J)
Line b Col. I
(Step 1)
Line c Col. I
(Step 1)
N/A
N/A
N/A
N/A
N/A
N/A
II
This Period
t~)lell(J()t[l ==
L" b' C' I" lId.
'lhei{);i ..+
.. -, . .
Line cCdt 11
(Step 3)
Line b Col. II
(Step 2)
Line c Col. II
(Step 2)
N/A
N/A
N/A
N/A
N/A
N/A
III
Cumulative
Litle aiC(JI~ IU =
Line~ICOl, 1+
Line a Cot II =;::
Line tiCaL ill +
Line.cGDI. III
S!e:6'
Linev'CQliIIl =
Line beol. 1+
LinebCoL II
'$16.5.
Line-cGo); ill =
Line c GoL I + Line
c CoLI!
S(~4
Lihed;{;ol; 1.11 =
Linee CoL III +
Line L Got III
(Step 8)
Line e Co1. III
(Step 7)
Line f Col. III
(Step 7)
Lineg Col. III =
Line ceoI. In +
Line f. Col. III
Ste, 9
Line h. Co1. III
(Step 10)
Line i Cot III =
Line h Co1. III -
Line g CoL HI
Ste 11
Step] : Complete Column I Previously Reported:
· Enter the ending figures from Column III Cumulative from the previous SF-269A
submitted. If this is the first SF-269A that the Grantee is submitting, enter $O's on Lines
a, b, and c in Column I, Previously Reported. .
· Line a Column I should equal the sum of the figures entered on Lines band c in Column
I.
· If the Grantee needs to make corrections to prior SF-269A submissions, then the figures
reported in Lines a, band c in Column I for the most current SF-269A would be
adjusted.
EXAMPLE:
The date is 07/03/00 and the SF-269A is due for the quarter ending 06/30/00. The
Grantee has determined that they should have reported $2,000 less on Line c, Column II
of their 12/31/99 SF-269A.
12/31/99 Submission
Line a.
Line b.
Line c.
Previously
Reported
Column I
This
Period
Cumulative
Column II
Colunm III
$50,000
$12,500
$37,500
$27,000
$6,250 /
$20,750 /
$77,000
$18,750
$58,250
Column I
Colunm III
03/31/00 Submission
Line a.
Line b.
Line c.
$77 ,000
$18,750
$58,250
$25,000
$6,250
$18,750
$102,000
$25,000
$77,000
Column I
Adjustment
from 12/31/99
Column II
Colunm III
06/30/00 Submission
Line a.
Line b.
Line c.
$100,000
$25,000
$75,000(1)
$25,000
$6,250
$18,750
$125,000
$31,250
$93,750
In Block 12, the Grantee would footnote the $2,000 adjustment on the 06/30/00
submission and attach any supporting documentation that explains why the adjustment
was made and which quarterly submission(s) was corrected.
COPS Finance
Revision I
June 13, 200 I
8
EXAMPLE:
(l)Adjustment of $2,000 is reflected on this quarter's submission to correct erroneously
reported numbers for Federal share of outlays on the 12/31/99 submission.
Step 2: Complete Lines band c, Column II This Period:
· Enter the cash outlays (which are the monies that the Grantee has spent) during the
current reporting quarter.
· Enter Grantee's share of cash outlays (local matching contributions) on Line b.
· Enter Federal share of cash outlays on Line c.
· Review Grantee's budget documentation to determine how the monies are to be prorated
between Federal share and Grantee's share.
· For assistance in determining allowable and unallowable costs, Federal share, local
matching requirements, or waiver infom1ation -- go to the COPS Web site or contact the
Response Center for the name and telephone number of the COPS Grant Advisor
assigned to handle the Grantee's state.
Step 3: Complete Line a, Column II This Period:
· Sum the figures entered on Lines band c in Column II.
Step 4: Complete Line c, Column III Cumulative:
· Sum the figures entered on Line c in Columns I and II.
Step 5: Complete Line b, Column III Cumulative:
· Sum the figures entered on Line b in Columns I and II.
Step 6: Complete Line a, Column III Cumulative:
· Sum the figures entered on Line a in Columns I and II.
· Crosscheck by summing the figures entered on Lines band c in Column III.
Step 7: Complete Lines e and f, Column III Cumulative:
· Ifthe Grantee is on the Cash Basis of Accounting (Block 7 on Form), then skip to Step
#9, Line g, Colunm III Cumulative.
· If the Grantee is on the Accrual Basis of Accounting (Block 7 on Form), then Complete
Lines d, e, and f in Column III Cumulative.
>- Enter Grantee's share of Accounts Payable (expenses incurred but not yet paid) on
Line e, Column III.
>- Enter Federal share of Accounts Payable (expenses incurred but not yet paid) on Line
f, Column III.
COPS Finance
Revision 1
June 13, 200 I
9
Step 8: Complete Line d, Column III Cumulative:
Sum the figures entered on Lines e and f in Column Ill.
Step 9: Complete Line g, Column III Cumulative:
· Sum the figures entered on Lines c and f in Column Ill.
Step 10: Complete Line h, Column III Cumulative:
· Enter the sum of the total federal funds authorized under the Grant Number. This will
include all accepted original awards, supplements or renewals, and modifications.
EXAMPLE:
Original Award:
Supplement #1:
1'v1odification to
Supplement #1:
Supplement #2:
FAST 95CFWXI234
UHP 95CFWXl234
$75,000
$75,000
3/1/95-2/28/98
12/1195-11/30/98
UHP 95CFWX1234
UHP 95CFWX1234
$(25,000)
$150,000
Total: $275,000
12/1195-11/30/98
9/1 /98-8/31101
For this example, the figure entered on Line h in Column III, would be $275,000. This
will nom1ally match the total on your latest grant award.
Step 11: Complete Line 1, Column III Cumulative:
· Line h, Culumn III minus Line g, Column III.
Block 11 :
Indirect Expense
NON+MAN))1trOJlY FIELD.
· Very few COPS grants pem1it indirect expenses, so this is usually blank or has $0.
Block 12:
Remarks
NON~MANP.A3[('ORYFIEtD
· Use this Block to footnote any adjustments made for prior reporting periods on the most
current SF-269A that is due for submission.
· Use this Block to explain any other item(s) that should be brought to the attention of the
COPS Office.
Block 13:
Certification
. . .
1\j[,t~tfiA'::Tfin,i EittU'J:<t'i
1 f:.t~i.~',:~ll!,~:"il>;Q.~\.>, F:,JjJiJ.,:.<.:il!.~:'
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· Type or print Certifying Official's Name, Title, and Telephone Number
· Type or print Date Report Submitted
· Grantee's Authorized Certifying Official must sign document
COPS Finance
Revision 1
June 13, 2001
10
· The Certifying Official is the individual who has the knowledge and authority to certify that
tbe figures reported on the SF-269A are accurate and complete. This individual may be the
Police Chief, Sheriff, Certified Public Accountant (CPA), Accountant or other person
designated by the Grantee's organization.
Vl. GLOSSARY
Accrual Basis Of Accounting: Expenses are recorded in the period in which they are
incurred regardless of whether cash is disbursed in that period.
Cash Basis Of Accounting: Expenses are recorded in the period in which the cash is
actually disbursed.
COPS Office: The Office of Community Oriented Policing Services (COPS) is the "grantor
agency" for the grantee's COPS grants. The COPS Office is directly responsible for
programmatically administering and monitoring the grant for the entire grant period.
Federal Share Contributions: The amount of allowable funds expended by a Grantee under
a grant program that can be reimbursed by COPS. The allowable federal share is not always
the same as the maximum federal funds on the grant award.
Grant Number: This number, which uniquely identifies each grant, is presented in the
following fom1at: 95-CF-WX-OOOO, 96-CM-WX-OOOO, 97-UM-WX-0000, 98-UL-WX-0000
for grants awarded in FY 1995 through FY 1998. In fiscal years 1999 and 2000, grant
numbers are presented in the following format: 1999-UM-WX-OOOO and 2000-SH-WX-OOOO
respectively. The number is assigned to the original award document and is carried forward
to all supplen1t;nts, renewals, or modifications issued under the same grant program.
Matching Funds: As a condition ofa Hiring grant such as an AHEAD, FAST, UHP or
MORE grant, the grantee is required to match in cash a portion of the allowable costs of the
program, project, or activity as funded by the COPS program.
COPS Finance
Revision I
June 13. 2001
11
FINANCIAL STATUS REPORT
(Short Form)
(Follow instructions on the back)
1. Federal Agency and Organizational Element 2. Federal Grant or Other Identifying Number Assigned OMB Approval Page of
to Wlich Report is Subrritted By Federal Agency No.
0348-0038
pages
3. Recipient Organization (Name and complete address, including ZIP code)
4. Employer Identification Number 5. Recipient Account Number or Identifying Number 6. Final Report 7. Bass
DYes o No o Cash o Accrual
8. Funding/Grant Period (See Instructions) I To: (Month, Day, Year) 9. Period Covered by this Report ITo: (Month, Day, Year)
From: (Month, Day, Year) From: (Month, Day, Year)
10. Transactions: I II I III
Previously This Cumulative
Reported Period
a. Total outlays
b. Recipient share of outiays
c. Federal share of outlays
d. Total unliquidated obligations
e. Recipient share of unliquidated obfigations
f. Federal share of unliquidated obligations
g. T..........I L:........l...._1 _k.......... tC'........ ....1 ,.............. ........J,II
IV~a.1 I CUCIOI ~llalC {VLJ1I' VI 'fIG.;) "" ClI/U 'I
h. Total Federal funds authorized or this funding period
i. Unobligated balance of Federal funds (Une h mhus line g)
.-
a. Type of Rate (Place 'X" in appropriate box)
11. Indirect o Provisional o Predetermined .0 Final o Fixed
Expense b. Rate I c. Base I d. Total Amount Ie. Federal Share
12. Remarks: Attach any expanations deemed necessary orin/armaton required by Federal sponsoring agency in compliance with goveming legislation.
13. Certification: I certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and
unliquidated obligations are for the purposes set forth in the award documents.
Typed or Printed Name and Title Telephone (Area code, number and extension)
Signature of Authorized Certifying Official Date Report Submitted
NSN 7540-01-218-4387
Standard Form 269A (REV 2-92)
Prescribed by OMS Circulars A.l02 and A.l10
This form was electronically produced by Elite Federal Fonns, Inc.
FINANCIAL STATUS REPORT
(Short Form)
Public reporting burden for this collection of information is estimated to average 90 minutes per response, including time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the
burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget,
Paperwork Reduction Projecf (0348-0038), Washington, DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET.
SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
Please type or print legibly. The following general instructions explain how to use the form itself. You may need additional information to
complete certain items correctly, or to decide whether a specific item is applicable to this award. Usually, such information will be found in
. the Federal agency's grant regulations or in the terms and conditions of the award. You may also contact the Federal agency directly.
Item
Entry
1, 2 and 3. Self-explanatory.
4. Enter the Employer Identification Number (EIN)
assigned by the U.S. Internal Revenue Service.
5. Space reserved for an account number or other
identifying number assigned by the recipient.
6. Check yes only if this is the last report for the
period shown in item 8.
7. Self-explanatory.
8. Unless you have received other instructions from
the awarding agency, enter the beginning and
ending dates of the current funding period. If this is
a multi-year program, the Federal agency might
require cumulative reporting through consecutive
funding periods. In that case, enter the beginning
and ending dates of the grant period, and in the rest
of these instructions. substitute the term "grant
period" for "funding period."
9. Self-explanatory.
10. The purpose of columns I, II, and III is to show the
effect of this reporting period's transactions on
cumulative financial status. The amounts entered in
column I will normally be the same as those in
column III of the previous report in the same
funding period. If this is the first or only report of the
funding period, leave columns I and II blank. If you
need to adjust amounts entered on previous reports,
footnote the column I entry on this report and attach
an explanation.
10a. Enter total program outlays less any rebates,
refunds, or other credits. For reports prepared on a
cash basis, outlays are the sum of actual cash
disbursements for direct costs for goods and
services, the amount of indirect expense charged,
the value of in-kind contributions applied, and the
amount of cash advances and payments made to
subrecipients. For reports prepared on an accrual
basis, outlays are the sum of actual cash
disbursements for direct charges for goods and
services, the amount of indirect expense incurred,
'U. S. Government Printing Office: 1993.342.197/81289
Item
Entry
the value of in-kind contributions applied, and the net
increase or decrease in the amounts owed by the recipient
for goods and other property received, for services
performed by employees, contractors, subgrantees and
other payees, and other amounts becoming owed under
programs for which no current services or performances are
required, such as annuities, insurance claims, and other
benefit payments.
10b. Self-explanatory.
10c. Self-explanatory.
10d. Enter the total amount of unliquidated obligations,
including unliquidated obligations to subgrantees and
contractors.
Unliquidated obligations on a cash basis are obligations
incurred, but not yet paid. On an accrual basis, they are
obligations incurred, but for which an outlay has not yet
been recorded.
Do not include any amounts on line 10d that have been
included on lines 10a, b, or c.
On the final report, line 10d must be zero.
10e. f, g, h, hand i. Self-explanatory.
11 a. Self-explanatory.
11 b. Enter the indirect cost rate in effect during the reporting
period.
11 c. Enter the amount of the base against which the rate was
applied.
11 d. Enter the total amount of indirect costs charged during the
report period.
11e. Enter the Federal share of the amount in 11d.
Note: If more than one rate was in effect during the period shown
in item 8, attach a schedule showing the bases against
which the different rates were applied, the respective rates,
the calendar periods they were in effect, amounts of indirect
expense charged to the project, and the Federal share of
indirect expense charged to the project to date.
SF.269A (Rev. 7-97) Back
U.S. Department of Justice
Office of Justice Programs
Office for Civil Rights
Washington, D.C. 20531
Dear COPS Recipient:
Congratulations on your recent award. In establishing financial assistance programs,
Congress linked the receipt of Federal funding to compliance with Federal civil rights
laws. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S.
Department of Justice is responsible for ensuring that recipients of fmancial aid from
OJP, its component offices and bureaus, the Office of Violence Against Women (OVW),
and the Office of Community Oriented Policing Services (COPS) comply with applicable
Federal civil statutes and regulations. We at OCR are available to help you and your
organization meet the civil rights requirements that come with Justice Department
funding.
Ensuring Access to Federally Assisted Programs
As you know, Federal laws prohibit recipients of financial assistance from discriminating
on the basis of race, national origin, religion, sex, or disability in funded programs or
.....,....+=.....;+~....."" _......+ ......_1..... ~_ _........._......... +..... .....__1..........-........_+. __.........4-;""'......... 1-....+ ...1........ =_ +.1-..... ..J.....l;........~.. ......t::' ~.....~..:....,_....
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or benefits. Federal law also prohibits funded programs or activities from discriminating
on the basis of age in the delivery of services or benefits. .
Providing Services to Limited English Proficiency (LEP) Individuals
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil
Rights Act of 1964,42 D.S.C. ~ 2000d, recipients of Federal financial assistance must
tal<:e reasonable steps to provide meaningful access to their programs and activities for
persons with limited English proficiency (LEP). For more information on the civil rights
responsibilities that recipients have in providing language services to LEP individuals,
please see the website at http://www.lep.gov.
Ensuring Equal Treatment for Faith-Based Organizations
The Department of Justice has published a regulation specifically pertaining to the
funding of faith-based organizations. In general, the regulation, Participation in Justice
Department Programs by Religious Organizations; Providing for Equal Treatment of all
Justice Department Program Participants, and known as the Equal Treatment Regulation
28 C.F.R. part 38, requires State Administering Agencies to treat these organizations the
same as any other applicant or recipient. The regulation prohibits State Administering
Agencies from making award or grant administration decisions on the basis of an
organization's religious character or affiliation, religious name, or the religious
composition of its board of directors.
The regulation also prohibits faith-based organizations from using fmancial assistance
from the Department of Justice to fund inherently religious activities. While faith-based
organizations can engage in non-funded inherently religious activities, they must be held
separately from the Department of Justice funded program, and customers or
beneficiaries cannot be compelled to participate in them. The Equal Treatment
Regulation also makes clear that organizations participating in programs funded by the
Department of Justice are not permitted to discriminate in the provision of services on the
basis of a beneficiary's religion. For more information on the regulation, please see
OCR's website at http://www.oip.l1sdoj.gov/ocr/etfbo.htm.
State Administering Agencies and faith-based organizations should also note that the
Safe Streets Act, as an1ended; the Victims of Crime Act, as amended; and the Juvenile
Justice and Delinquency Prevention Act, as amended, contain prohibitions against
discrimination on the basis of religion in employment. These employment provisions
have been specifically incorporated into 28 C.F.R. part 38.1(f) and 38.2(f).
Consequently, in many circumstances, it would be impermissible for faith-based
organizations seeking or receiving funding authorized by these statutes to have policies or
practicies that condition hiring and other employment-related decisions on the religion of
applicants or employees. Programs subject to these nondiscrimination provisions may be
found on OCR's website at http://www.oip.l1sdoi.gov/ocr/., Questions about the regulation or
the statutes that prohibit discrimination in employment may be directed to this Office.
Enforcing Civil Rights Laws
All recipients of Federal financial assistance, regardless of the particular funding source,
the amount ofthe grant award, or the number of employees in the workforce, are subject
to the prohibitions against unlawful discrimination. Accordingly, OCR investigates
recipients that are the subject of discrimination complaints from both individuals and
groups. In addition, based on regulatory criteria, OCR selects a number of recipients
each year for compliance reviews, audits that require recipients to submit data showing
that they are providing services equitably to all segments of their service population and
that their employment practices meet equal employment opportunity standards.
Complying with the Safe Streets Act or Program Requirements
In addition to these general prohibitions, an organization which is a recipient of financial
assistance subject to the nondiscrimination provisions of the Omnibus Crime Control and
Safe Streets Act (Safe Streets Act) of 1968,42 U.S.C. 9 3789(c), or other Federal grant
program requirements, must meet two additional requirements: (1) complying with
Federal regulations pertaining to the development of an Equal Employment Opportunity
Plan (EEOP), 28 C.F.R. S 42.301-.308, and (2) submitting to OCR Findings of
Discrimination (see 28 C.F.R. SS 42.205(5) or 31.202(5)).
1) Meeting the EEOP Requirement
In accordance with Federal regulations, Assurance No.6 in the Standard Assurances,
COPS Assurance No. 8.B, or certain Federal grant program requirements, your
organization must comply with the following EEOP reporting requirements:
If your organization has received an award for $500,000 or more and has 50 or more
employees (counting both full- and part-time employees but excluding political
appointees), then it has to prepare an EEOP and submit it to OCR for review within 60
days from the date of this letter. For assistance in developing an EEOP, please consult
OCR's website at http://www.oip.LlSdoj.gov/ocr/eeop.htm. You may also request technical
assistance from an EEOP specialist at OCR by dialing (202) 616-3208.
If your organization received an avvard between $25,000 and $500,000 3....'1d has 50 or
more employees, your organization still has to prepare an EEOP, but it does not have to
submit the EEOP to OCR for review. Instead, your organization has to maintain the
EEOP on file and make it available for review on request. In addition, your organization
has to complete Section B of the Certification Form and return it to OCR. The
Certification Form cab found at http://www.oip.usdoi.gov/ocr/eeop.htm.
If your organization received an award for less than $25,000; or if your organization has
less than 50 employees, regardless of the amount of the award; or if your organization is
a medical institution, educational institution, nonprofit organization or Indian tribe, then
your organization is exempt from the EEOP requirement. However, your organization
must complete Section A of the Certification Form and return it to OCR. The
Certification Form can be found at http://www.oip.usdoj.gov/ocr/eeop.htm.
2) Submitting Findings of Discrimination
In the event a Federal or State court or Federal or State Administrative agency makes an
adverse finding of discrimination against your organization after a due process hearing,
on the ground of race, color, religion, national origin, or sex, your organization must
submit a copy of the finding to OCR for review.
Ensuring the Compliance of Subrecipients
If your organization makes subawards to other agencies, you are responsible for assuring
that subrecipients also comply with all of the applicable Federal civil rights laws,
including the requirements pertaining to developing and submitting an EEOP, reporting
Findings of Discrimination, and providing language services to LEP persons. State
agencies that make sub awards must have in place standard grant assurances and review
procedures to demonstrate that they are effectively monitoring the civil rights compliance
of subrecipients.
If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient
of Federal funding, please call OCR at (202) 307-0690 or visit our website at
http://www.ojp. usdoj .gov/ocr/.
Sincerely,
Michael L. Alston
Director
cc: Grant Manager
Financial Analyst
Do VouHave a Policing Innovation?
T' he COPS Office has invested more than $11 billion since 1994 to add
community policing officers to the nation's streets, enhance crime-
fighting technology, support crime-prevention initiatives, and advance
community policing. The COPS Office has awarded grants to more than two-
thirds of our nation's 18,000 law enforcement agencies.
As part of a COPS-funded project, the Institute for Law and Justice (IL
recently launched a web site:
This web site is a companion to ILJ's Reports from the Field project.
highlights what COPS grantees have done to advance community p
result of a COPS grant and allows users to search by topic or geog
location. In addition, COPS grantees are encouraged to use the web site to
submit their own examples of what they have accomplished with COPS funding
(click on the submission form button). Often, positive police work is not
recognized and this is an opportunity to promote what your agency is doing. If
you have additional questions about this project you can visit
www.copsreportsfromthefield.org or e-mail copsrff@ilj.org.
- - .
~ I , .: ' ~ I' ._
- .
- .
- -
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....PHPP.... COPS Publications
Please check the number of publications 1 2 3 4 5
you are ordering:
Because Things Happen Every Day: Responding
to Teenage Victims of Crime (with CD)
Call Management and Community Policing
Community Policing in Action! A Practitioner's
Eye View of Organizational Change
Crime Analysis for Problem Solvers in 60 Small
Steps
Early Intervention Systems for Law Enforcement
Agencies
Gangs Toolkit
Guide to Using School COP to Address Student
Discipline and Crime Problems
A Guide to Developing, Maintaining, and
Succeeding with your School Resource Officer
Program
Innovations in Police Recruitment and Hirin9-
Hiring in the Spirit of Service
How to Correctly Collect and Analyze Racial
Profiling Data
Law Enforcement Tech Guide for Small and
Rural Police Agencies
Law Enforcement Intelligence Guide
Law Enforcement Tech Guide: How to
Plan, Purchase and Manage Technology
(Successfully!)
Links in the Chain: Two Communities Respond to
Stalking (with CD)
Mediating Citizen Complaints Against Police
Officers
Mutual Respect in Policing (Video and
Curriculum)
A National Strategy to Combat Identity Theft
National Summit on Campus Public Safety
Police-Community Partnerships to Reduce
Domestic Violence
Federal Intervention in Local Policing:
Pittsburgh's Experience with a Consent Decree
Policing Smarter Through IT (Executive
Summary)
Problem-Oriented Policing: Reflections on the
First 20 years
Problem-Solving Tips: A Guide to Reducing
Crime and Disorder Through Problem-Solving
Partnership
Prisoner Reentry and Community Policing:
Strategies for Enhancing Public Safety
Strategies for Intervening with Officers through
Early Intervention Systems: A Guide for Front-
Line Supervisors
Supervision and Intervention within Early
Intervention Systems: A Guide for Law
Enforcement Chief Executives
Using Analysis for Problem-Solving:
A Guidebook for Law Enforcement
liD
~MIfJfrD Ni,IClIll:t f.DYore.u
U.$.~t#MI$T'fC<<
Please check the number of
publications you are ordering:
Parents Quick Reference Card on
Gang Prevention:
English
Hmong
Spanish
Vietnamese
Ethics Toolkit (available only via IACP
at 703.836.6767)
~
COPS Innovations Series
Please check the number of 1 2 3 4 5
publications you are ordering:
Addressing School Related Crime &
Disorder
A Suggested Approach to Analyzing
Racial Profiling
Combating Methamphetamine
Laboratories and Abuse: Strategies
for Success
Creative Partnerships: Supporting
Youth, Building Communities
Problem-Solving Partnerships:
Including the Community for a
Change
Street Gangs and Interventions:
Innovative Problem Solving with
Network Analysis
Violent Crime Impact Teams (VCIT)
. . . . . .
COPS Resources on CD
Please check the number of 1 2 3 4 5
publications you are ordering:
Campus Safety
Collaboration Toolkit
Community Policing for America's
Future (2004 National Community
Policing Conference)
Community Policing in Action
Drugs and Crime
Grant Monitoring Standard and
Guidelines
Hiring in the Spirit of Service
Law Enforcement Intelligence Resources
POP Guide Series (1-51)
School Safety
Solutions to Address Gang Crime
SRO Performance Evaluation
Tech Docs: Technology Resources for
Law Enforcement
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""'"'v'\v. cops repa rtsfronl thefi eld. org
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.1 COPS is pleas~d. to ha~e been .able to provide support for your
~unlty policing efforts during the past decade. Now we would
like to ask for your help in making a great police department resource
eV.en better. As part of a COPS-funded project the Institute for laW
.and Justice (lLJ) launched the COPS Reports from the Field web
. site which includes more than 250 examples of community policing
innovations and receives more than 6,000 hits each month. We
have made it even easier for you to highlight your COPS-funded
. COnlmunity policing initiatives-no lengthy report writing required.
. Gotbvvww.copsreportsfromthefield.org and click on the subrllission
Hi HfofmHbutton. Complete the brief online form and be another COPS
.. ...
success story.
. .. '. .
If you have questions about this project, you can visit www.
copsreportsfromthefield.org or e-mail copsrff@rU.org. You can also
Yi$it COpS()nline at V\!ww.cops.usdoj.gbv for the latest information
. c10() LIt. C()PS and community policing. H
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