HomeMy WebLinkAbout25 - COPSMORE GrantAgenda Item No. 25
June 27, 2000
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
ADMINISTRATIVE SERVICES DEPARTMENT
June 27, 2000
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Bob McDonell, Chief of Police
Dennis Danner, Administrative Services Director
SUBJECT: COPSMORE GRANT
RECOMMENDATION:
Accept the COPSMORE Grant and approve the attached budget amendment appropriating the
funds.
DISCUSSION:
As you probably will recall, the City of Newport Beach, as one of a consortium of 10 cities, led
by Brea, was awarded a COPSMORE Grant last year that was one of the largest COPSMORE
Grants in California. Of that total grant, the City of Newport Beach received one of the largest
total allocations of nearly $2 million dollars. The intent was for this Grant to be used for
enhancing the City's technological capabilities in law enforcement and could only be used for
new purchases - not to supplement ongoing programs. The underlying reason for the
consolidated application by the consortium, was to upgrade the existing "backbone" for Brea's
Mobile Data Computer System, on which all the cities involved lease time. In addition, each
City was allowed to add specific items related to their own technological needs. Since the City
was in the process of installing a new Computer Aided Dispatch (CAD) and Records
Management System (RMS), it was hoped that a portion of this Grant could be used to offset
some of those costs. As it turned out, none of the RMS payments had been made, nor was the
system installed or accepted by the City at the time of the Grant application or award. As a
result, a portion of those costs ($628,000 x 75% = $471,000) are eligible to be funded by the
Grant. The latter number may exceed that figure, based upon some adjustments to the actual
RMS costs which may be eligible for reimbursements, versus the estimates available at the time
of the grant submittal.
When we prepared the initial 2000 -01 Fiscal Year budget, we included the Grant revenue (since
the Grant was assured), but did not include eligible expenditures, since those were unknown at
the time. In addition, the consortium was still preparing an appeal of the "match requirement ",
which further clouded the actual net expenditures required to implement the grant. The appeal
COPSMORE GRANT REPORT
Page Two
has since been denied and the 25% match requirement applies to all the cities. Since the majority
of the funds won't be received until the new fiscal year, we have since eliminated the Grant
revenue from the budget schedules for the current year.
We have now determined that the total Grant award (for the City of Newport Beach) is in the
amount of $1,950,567, of which seventy -five percent will be reimbursed. As the lead
agency /administrator of the grant, the City of Brea will be purchasing all the equipment and
services associated with the "System Backbone" only. Brea will be billing the City of Newport
Beach for our portion of the 25% matching funds (or $104,670) for the backbone. Brea will
receive the reimbursement of 75% for Newport Beach's portion of the System Backbone. All
other equipment, maintenance and operation costs will be reimbursed to the City at 75 %.
We would propose that the Grant expenditures and revenues be appropriated as follows:
New Capital Project (Brea Consortium Grant)
for Police Department Technology
$1,636,556*
General Fund Revenue from Grant $1,148,915*
*(Project/reimbursement totals have been reduced by
$314,011, as Brea paid the entire amount of System
Backbone "up front ", and will bill the grant directly for
those costs and reimbursements).
City Contribution (which is essentially offset by the $471,000
reimbursement for the RMS that had already been
approved/funded in a prior Council action in 1995, as
part of the Department's Strategic Technology Plan). $ 487,641
It is further proposed that a portion of the revenue from the grant funds be expended as follows:
City Reimbursement for RMS System previously funded in the
Equipment lease for the Department's Strategic
Technology Plan $471,000
noo rvicLOnen
CHIEF OF POLICE
Dennis Danner
ADMINISTRATIVE SERVICES DIRECTOR
City of !Newport Beach
BUDGET AMENDMENT
1999 -00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
NO. BA- 070
AMOUNT: 51,636,556.00
Increase in Budgetary Fund Balance
AND X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations for the COPS More Grant previously awarded to the City.
Since this budget amendment is very near to our fiscal year end, amounts were segregated between the fiscal years the
funds will be recorded in.
'ACCOUNTING ENTRY:
Amount
BUDGETARY FUND BALANCE Debit Credit
Fund Account Description
010 3605 General Fund Surplus Fund Balance $104,671 `
REVENUE ESTIMATES (3601)
Fund /Division Account Description
1820 4817 COPS More Revenue 1999/2000 $493,333.50
1820 4817 COPS More Revenue 2000/2001 $1,038,552.50
EXPENDITURE APPROPRIATIONS (3603)
Description
Division Number 7017 Gen Fund Automation /Comm. Cap Proj
Account Number C1820539 Strategic Information - COPS More 1999/2000 $724,497.00
Division Number 7017 Gen Fund Automation /Comm. Cap Proj
Account Number C1820539 Strategic Information - COPS More 2000/2001 $912,060.00
Division Number
Account Number
Division Number
Account Number
Automailc System Entry.
Signed:
Fin4nci I Approval: Ad r tive Services Director Date
Signed: Q
If Administrative A roval: City Manager D e
Signed:
City Council Approval: City Clerk Date