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111494 CC WS AgP . . . .~ ~ . WORK SESS:ION 1 . DJ:SCUSSJ:ON'ON' SEN'J:OR COMM1J'NJ:TYCEN'TER J:SStrBS 2 . CON'SJ:DERATJ:ON'" OF APPLYJ:N'G FOR GRANT FOR HEW POLJ:CE OJ'FJ:CER 3 . ADJOtJRN' TO REGULAR SESSJ:OR .. . November 7, 1994 Senior Community Center :Items 1) Resolution extending Task Force 2) Partial checklist of "to do" items for discussion at a City Council Work Session 3) One design of a reconstituted Task Force with committees for the following purposes: · Programs and policies · Finance and fund raising (establishing and working with a foundation) · Construction management · Community liaison . This and other concepts should be discussed at a work session. . A CITY OF SHOREWOOD . RESOLUTION' NO. 94 -..2...L- A RESOLUTION' EX~....NDING THE TERM OF AN INTEXGOVERNMENTAL SENIOR COMMUNITY CENTEX TASK FORCE WHEXEAS, the cities of Deephaven, Excelsior, Greenwood, Shorewood and Tonka Bay and the South Shore Senior Center Advisor~ Board have jointly established a Task Force to study Senior Community Center location issues; and WBEXEAS, said Task Force, which had been scheduled to expire October 1, 1993, reported findings to the cities in February 1993; and WHEREAS, in the Spring of 1993 the cities requested the Task Force to continue study on Senior Community Center location issues and work with the Administrators on intergovernmental issues; and WREXEAS, Resolution #93-98 extended the term of the Senior Community Center Task Force through Deca~er 31, 1994; and WREXEAS, the Task Force has many duties yet to accomplish including the establishment of a Senior Community Center foundation. . NOW, THEXEFORE BE IT RESOLVED that the City Council hereby extends the term of the Senior Community Center Task Force through December 31, 1995. BE IT FURTHEX RESOLVED that current Shorewood Task Force representatives shall continue to serve through December 31, 1994 and that 1995 reoresentatives will be considered at the time annual app~intments are made by Council resolution. ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 14th day of November, 1994. ATTEST: c1Ju/VfIVJ Hurm, City Administrator . . . . November 7, 1994 PARTIAL FOR THE SOUTHSHORE CHECKLIST OF CONSIDERATIONS DISCUSSION REGARDING SENIOR/COMMUNITY CENTER PROJECT 1. Address conditions communicated by Excelsior. Officially communicate with each municipality to solicit all "conditions" in advance. 2. Agreement needed on: · Final share cost to each City. How and when will funds be collected? · Bonding agreement. Bonding costs and capitalized interest need to be added to bonds issued. · If there is a project surplus, where will funds go? If there is a shortfall, where will funds come from? · How will $100,000 be raised from fundraising? When will the money be available to pay project costs? · How will up front costs be covered if the deal falls through because of high bids or other reasons? 3. Governing/managing the building once it is built. Cities need to agree up front on issues relating to management, accountability, ownership. 4. How will an architect be selected? Who will be responsible for overseeing the project from the "owners'" perspective? Who is the Owners' representative? 5. Decide on the point in time when architectural/project management agreements can be signed. will there be an early agreement to provide funds on a prorated basis for expenditures ,necessary before construction bids are awarded and project is a "go"? 6. Preliminary plans will be needed and details worked out to proceed with a Conditional Use Permit hearing. Related Issues: . Roadway - hockey rink will need to be moved to the south (funds will need to be made available) . · Reliable water source for sprinkling the building. . Removal of current pole barn and constructing a new building to house the Badger well. . Conditional Use Permit (CUP) hearing needs to be held with needed material submittted by an architect. ~aaQ<" 1ll<O<OO~3" x-3.3.I>>_Qa <o<o<o(j)~:: - - .... (") O(i)QoQ'OCD ~<1::l:'<OO <o~o3;'o .....clCa.0-3 0-<1) iil..... =3 o C'D 1I1 C'D ::.....3rn::r= a.~0-:r1l1;; C'DoclC_CD o 3 ~ ~ g .. ~3~~:: -<0 -a. 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CDa.OllD ~ o~ "tJ o CD l\) 0 c:::3- ;~Qa[ l\) 1::l 0- CD o 0 c: · ::r~a:(') fg ~ ? 3 3 <D l\) - . ::- 0- III CD a:lC ~ lC CD c: 3 (/) <D ..!,3. ~1 .. . ~ m )> :g ~ J: o :D m )> r- G5 z Z G) ~ m ~ BW' :D 8 ;: ;: c z ~ o m ~ :D ~ (J) " " ~ o m . MAYOR Barb Brancel COUNCI L Krist; Stover Rob Daugherty Daniel Lewis Bruce Benson . CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927 · (612) 474-3236 September 27, 1994 Mayor and City Council City of Greenwood 20225 Cottagewood Road Excelsior, MN 55331 Dear Mayor and City Council: . The Senior Community Center Task Force has revised plans and estimates a base building can be built for less than $400,000. However, when earthwork, paving, design, project management and inspection, kitchen, furnishings and all other expenditures are considered the total Senior Community Center project is likely to cost over $700,000. To lower this expense even more, the Task Force feels a hundred thousand dollars can be raised through fundraising events on a southshore community-wide basis for "finishing touches" such as kitchen equipment, furnishings, blinds and canopy over the entrance. with this effort it is estimated the project can be built in total with a financial commitment from the five cities of $622,000. Attachment A shows the construction project budget and what contributions would be if based on City population (Chart I) . . Shorewood recognizes that as the'years go by it's percentage of the southshore population is likely to increase. Therefore we have prepared Chart II with Shorewood contributing 50% of the final base cost for cities. We are, on a conditional basis, committing to contributing minimally the amount identified for Shorewood in Chart II. We are asking you to make a similar conditional commitment ($24,569) for your City. The project could be completed sooner and with greater ease if cities were to consider contributing even more than what is indicated on Chart II. Fundraising efforts could then emphasize future building maintenance and equipment needs (depreciation) as is done by the Westonka Senior Foundation in Mound. A Residential Community on Lake Minnetonka's South Shore .. . Senior Community Center September 27, 1994 Page 2 of 2 . In addition, the Task Force feels funds raised in excess of building maintenance expenditures building depreciation. See Attachment B for a explanation of their projections. from space rental should go toward detailed Clearly many details need to be worked out. But we feel the best way to see a Southshore Senior Community Center built is for each of the cities to commit city resources at or greater than the amount listed on Chart II and to help with fundraising efforts throughout our southshor.e' community. We understand your Task Force representatives will be attending your next City Council meeting to discuss this letter and to answer any questions. We would appreciate your response to this inquiry immediately following your next meeting. If your answer on a tencat.ive basis is "yes," we can dive into tackling the many questions we all have, and into the many details to be worked out, such as center governance, management and accountability. It is also important for all of us to know if your answer is "no". We can then look at other options o~ move on to other areas where joint efforts benefit us all. We look forward to working with you. . Sincerely, SHOREWOOD CITY COUNCIL ~ -, .~ ~ Dan Lewis, Concilmember ;1-' ~~u Kristi Stover, Councilmember ~EL Bruce Benson, Councilmember . . MAYOR Barb Brancel COUNCI L Kristi Stover Rob Daugherty Daniel Lewis Bruce Benson CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD · SHOREWOOD. MINNESOTA 55331-8927 . (612) 474-3236 September 27, 1994 Mayor and City Council City of Deephaven 20225 Cottagewood Road Excelsior, MN 55331 Dear Mayor and City Council: . The Senior Community Center Task Force has revised plans and estimates a base building can be built for less than $400,000. However, when earthwork, paving, design, project management and inspection, kitchen, furnishings and all other expenditures are considered the total Senior Community Center project is likely to cost over $700,000. To lower this expense even more, the Task Force feels a hundred thousand dollars can be raised through fundraising events on a southshore community-wide basis for "finishing touches" such as kitchen equipment, furnishings, blinds and canopy over the entrance. . with this effort it is estimated the project can be built in total with a financial commitment from the five cities of $622,000. Attachment A shows the construction project budget and what contributions would be if based on City population (Chart - I) . Shorewood recognizes that as the years go by it's percentage of the southshore population is likely to increase. Therefore we have prepared Chart II with Shorewood contributing 50% of the final base cost for"cities. We are, on a conditional basis, committing to contributing minimally the amount identified for Shorewood in Chart II. We are asking you to make a similar conditional commitment ($139,639) for your City. The project could be completed sooner and with greater ease if cities were to consider contributing even more than what is indicated on Chart II. Fundraising efforts could then emphasize future building maintenance and equipment needs (depreciation) as is done by the Westonka Senior Foundation in Mound. . A Residential Community on Lake Minnetonka's South Shore # ~ - ,. Senior Community Center September 27, 1994 Page 2 of 2 . In addition, the Task Force feels funds raised in excess of building maintenance expenditures building depreciation. See Attachment B for a explanation of their projections. from space rental should go toward detailed Clearly many details need to be worked out. But we feel the best way to see a Southshore Senior Community Center built is for each of the cities to commit city resources at or greater than the amount listed on Chart II and to help with fundraising efforts throughout our southshore community. We understand your Task Force representatives will be attending your next City Council meeting to discuss this letter and to answer any questions. We would appreciate your response to this inquiry immediately following your next meeting. If your answer on a tentative basis is "yes," we can dive into tackling the many questions we all have, and into the many details to be worked out, such as center governance, management and accountability. It is also important for all of us to ~~ow if your answer is "no". We can then look at other options or move on to other areas where joint efforts benefit us all. We . look forward to working with you. Sincerely, SHOREWOOD CITY COUNCIL A-p~~ Dan Lewis, Councilmernber ~~ Kristi Stover, Councilmewber ~~L._ Bruce Benson, Councilmernber . MAYOR Barb Brancel COUNCl L Kristi Stover Rob Daugherty Daniel Lewis Bruce Benson CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD. SHOREWOOO, MINNESOTA 55331-8927 · (612) 474-3236 September 27, 1994 Mayor and City Council City of Tonka Bay 4901 Manitou Road Excelsior, MN 55331-6538 Dear Mayor and City Council: . The Senior Community Center Task Force has revised plans and estimates a base building can be built for less than $400,000. However, when earthwork, paving, design, project management and inspection, kitchen, furnishings and all other expenditures are considered the total Senior Community Center project is likely to cost over $700,000. To lower this expense even more, the TaskForce feels a hundred thousand dollars can be raised through fundraising events on a southshore community-wide basis for "finishing touches" such as kitchen equipment, furnishings, blinds and canopy over the entrance. With this effort it is estimated the project can be built in total with a financial commitment from the five cities of $622,000. Attachment A shows the construction project budget and what contributions would be if based on City population (Chart I) . Shorewood recognizes that as the years go by it's percentage of the southshore population is likely to increase. Therefore we have prepared Chart II with Shorewood contributing 50% of the final base cost for cities. We are, on a conditional basis, committing to contributing minimally the- amount identified for Shorewood in Chart II. We are asking you to make a similar conditional commitment ($55,980) for your City,-. The project could be completed sooner and with greater ease if cities were to consider contributing even more than what is indicated on Chart II. Fundraising efforts could then emphasize future building maintenance and equipment needs (depreciation) . as is done by the Westonka Senior Foundation in Mound. A Residential Community on Lake Minnetonka's South Shore " . . , Senior Community Center September 27, 1994 Page 2 of 2 . In addition, the Task Force feels funds raised in excess of building maintenance expenditures building depreciation. See Attachment B for a explanation of their projections. from space rental should go toward detailed Clearly many details need to be worked out. But we feel the best way to see a Southshore Senior Community Center built is for each of the cities to commit city resources at or greater than the amount listed on Chart II and to help with fundraising efforts throughout our southshore community. We understand your Task Force representatives will be attending your next City Council meeting to discuss this letter and to answer any questions. We would appreciate your response to this inquiry immediately following your next meeting. If your answer on a tentative basis is "yes," we can dive into tackling the many questions we all have, and into the many details to be worked out, such as center governance, management and accountability. It is also important for all of us to know if your answer is "no". We can then look at other options or move on to other areas where joint efforts benefit us all. We look forward to working with you. .. Sincerely, SHOREWOOD CITY COUNCIL ~~, Dan Lewis, Councilmernber .~1:~ Kristi Stover, Councilmernber ~~C" ~ ..- --". Bruce Benson, Councilmember . MAYOR Barb Brancel COUNCI L Krist; Stover Rob Daugherty Daniel Lewis Bruce Benson . CITY OF SHOREWO'OD 5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927 · (612) 474-3236 September 27, 1994 Mayor and City Council City of Excelsior 339 3rd Street Excelsior, MN 55331 Dear Mayor and City Council: . The Senior Community Center Task Force has revised plans and estimates a base building can be built for less than $400,000. However, when earthwork, paving, design, project management and inspection, kitchen, furnishings and all other expenditures are considered the total Senior Community Center project is likely to cost over $700,000. To lower this expense even more, the Task Force feels a hundred thousand dollars can be raised through fundraising events on a southshore community-wide basis for "finishing touches" such as. kitchen equipment, furnishings, blinds and canopy over the entrance. With this effort it is estimated the project can be built in total with a financial commitment from the five cities of $622,000. Attachment A shows the construction project budget and what contributions would be if based on City population (Chart I) . Shorewood recognizes that as the years go by it's percentage of the southshore population is likely to increase. Therefore we have prepared Chart II with Shorewood contributing 50% of the final base cost for cities. We are, on a conditional basis, committing to contributing minimally the amount identified for Shorewood in Chart II. We are asking you to make a similar conditional commitment ($90,812) for your City. . The project could be completed sooner and with greater ease if cities were to consider contributing even more than what is indicated on Chart II. Fundraising efforts could then emphasize future building maintenance and equipment needs (depreciation) as is done by the Westonka Senior Citizens Foundation in Mound. A Residential Community on Lake Minnetonka's South Shore . ... Senior Community Center September 27, 1994 Page 2 of 2 . In addition, the Task Force feels funds raised in excess of building maintenance expenditures building depreciation. See Attachment B for a explanation of their projections. from space rental should go toward detailed Clearly many details need to be worked out. But we feel the best way to see a Southshore Senior Community Center built is for each of the cities to commit city resources at or greater than the amount listed on Chart II and to help with fundraising efforts throughout our southshore community. We understand your Task Force representatives will be attending your next City Council meeting to discuss this letter and to answer any questions. We would appreciate your response to this inquiry immediately following your next meeting. If your answer on a tentat.ive basis is "yes,"- we can dive into tackling the many questions we all have, and into the many det.ails to be worked out, such as center governance, management and accountability. It is also important for all of us to know if your answer is "no". We can then look at other options or move on to other areas where joint efforts benefit us all. We look forward to working with you. . Sincerely, SHOREWOOD CITY COUNCIL /f~ \ . ~l1 .' . Dan Lewis, Councilmember ~J~ Kristi Stover, Councilmember ~t:: L-- Bruce Benson, Councilmember ~~~~ Rob Daugher y, C - 'lmember . . . . . Attachment A FUNDING FORMULA FOR SENIOR COMMUNITY CENTER September 27, 1994 Base Bldg $391,000 Landscaping 30,000 Walks/Paving Curb 67,000 Soils Correction/ 39,000 Earthwork $527,000 Hard Costs + 58,000 = $585,000 "'1 Design/Project Mgr 7.5% LegaVMisc. "'2 3.0% Const. Inspections 2.0% 12.5% $73,000 Contingency 8.0% 47,000 . 20.5% 120,000 Soft Costs 647,000 Total Base Cost (25.000) Cooperation Grant . 622,000 FINAL BAse COST FOR cITIes 97,000 "'3 Additions from Fund Raising $719,000 Total Project Cost Chart I: Share of Chart 1/: Share of 1993 Population $622,000 Shorewood Remaininq 50% City Estimate % Final Base Cost 50% % $ Excelsior 2,377 16.3% 101,386 29.2% 90,812 Greenwood 643 4.4% 27,368 7.9% 24,569 Deephaven 3,646 25.0% 155,500 44.9% 139,639 Shorewood 6,430 44.2% 274,924 "'4 311,000 Tanka Bay 1,466 10.1% 62,822 18.0% 55,980 14,562 100% $622,000 $311,000 100% $311,000 "'1 Kitchen and canopy should be added to hard cost to determine soft cost "'2 Testing, LSAC "'3 Kitchen, fumishings, blinds, canopy *4 Land donated by Shorewood is not included in this cost . B) CENTER BUILDING MAINTENANCE BUDGET r . . SENIOR COMMUNITY SERVla:S - SOUTHSHORE SENlOR CCNTER - RENT AI... BUDGET . &mses Eedric power. IJghts. AC 5.000 Gas for heat & coddng 3.500 Removal 800 Snow Removal 800 I..awn mak'ltanance 300 Sewer & Warsr 700 jaeaning 4.200 Telephone 1 .300 Repairs & Main1enance 2,400 TOTAL EXPENSES $19,000 Based 00 EOS Architecwr8's est. for a 7,000 SQ'~ REVENUES Southshore (prcjeded RentaJ Fees).. Large (seats 200) Room wlKitchen 19.500 - Ctaft (seats 40) Room wJSInk 7.280 - Library (seats 20) Room 4.160 - 1:At. REVENUES $30,940 I ... ._'._ _4______.-___.._..__._..._.._______ i. Southst1ore RentaJ based on Richfield and Minnetonka Canters Richfield lWItal rooms, similar 10 these pro' for Southshore. en<<a1ed $38.000 in 1993 Richfield's rooms that can be 1'8f'Jt9d 1st Large (seats 150) Room 2nd (seats 180) Room Small (seats 40) Room - Pro' fees ate based on a event cost 5imilar to J.AJnnetonka's rattler than a r hour cost like Richffeld's ),fnnetcnka's fee schedufe - Community (seats 250) Room: Weekend Resident rate $375: Non-Resident r.lt8 $0450 Meeting (seats 30-40) Rooms: Nonprofit group rata $101half day; loc:aJ Business or Resident ra. $2OAlaff day; NonIocal Business or norreslclent ra18 $3OIh:alf day Southshore Comnulity Center Pro'ectBd S<:hedu e (seats 200) Room: 156 potentia' annual slots (Fri & Sat eves, Sun aftemoonsrEstima18 based on 78 r8ntaJsI year (50%) @ $2SOIevent "'-Craft (seats 4-0) Room: 4 hour sessions. 21 potential weekiy lime slots {3Iday)-Estimate based on 7 rentalsl week (33'%) @ $2Oftime average. Nonprofit group rata $10111aJf day; Local Business or Resident rats $2OJhajf day Nonlocal Bun1ess or Nornsident rate $3OIhalf day. jbraIy (seats 20) Room: 4 hour sessions, 21 tantial weekJy time slots (3/daYrEsWnate based on 4 rentaJsI (33%) @ $2OItlme average. .- . . Suggested means of generating revenue for the maintenance of a Community/Senior Center: 1. Rental Revenue (See attached) 2. Establish a Foundation The Westonka Senior Center Inc. formed a Task Force and established the West Tonka Senior Citizen Foundation in 1988. The foundation now has $103,000. This money is not being used at present and in fact a policy has been set that the interest on the money will not be used until the foundation reaches a half-million dollars. . Westonka Foundation has raised about $20,000 to $23,000 per year. A once a year fundraising letter is sent to all resident of the Westonka School District. This effort has generated about $13,000 to $14,000 of the years amount. The remaining money has been raised . principally through Memorials/50th wedding anniversary gifts, etc. A foundation could also be established for the Southshore Community/Senior Center, funds to be used for building maintenance, capital campaign, etc. . ~ -' SOUTH LAKE MINNETONKA PUBUC SAFElY DEPARTMENT 810 Excelsior Boulevard Excelsior, Minnesota 55331 . RlCHARD A YOUNG of Police (612) 474-3261 Chief M~MQBA~.Q!lM To: Coordinating Committee Chief YOu~~ November 8, IB 4 From: Date: Subject: Crime Bill The Violent Crime Control and Law Enforcement Act of 1994 created a federal-local law enforcement partnership with funds to hire new police officers. The officers are to be used in community policing and a special program for cities under 50,000 population has been established. The application is only one page with very few questions asked. It must be submitted by December 31, 1994 and, if selected for funding, the funds would become available around February 1, 1995. " . There are some conditions which must be met. The officer mu~t be used in community policing. The officer must be a new addition to ,the current force. If awarded, we must submit additional information on our budget and a two page description of how we will be using the new officer to participate in community policing. The program has an award limit of $75,000 total for the three year program. The federal funding decreases from 75% in the first year to 50% in the second year, to 25% in the ~hird year. This means that as the officer increases in salary, the federal share decreases. In our case, the officer would be reaching top pay just as the funding ends. Since there was discussion about my request to add another patrol officer and, in fact, resulted in a tie vote at the Coordinating Committee, this may be a method by which an officer could be added and the increased costs associated with the officer could be phased in over the grant period. Obviously, such opportunities are infrequent and may not be available again for many, many years. Since our budget is already set for 1995, some funding mechanism would have to be found for the required matching funds in 1995. Unfortunately, the award year and our budget year would not be'the same. I would assume that if approved, the very soonest an officer could be hired would be March 1995. Given that, I have estimated the costs, including fringe benefits, below. The costs are based on 1995 rates. .lst grant year - 75% - $38,880 total - $29,160 federal - $9,720 local 2nd grant year - 50% - $44,688 total - $22,344 federal - $22,344 local 3rd grant year - 25% - $47,724 total - $11,931 federal - $35,793 local Serving South Lake MinnelOnka Communilies of Exi:elswr, Greenwood, SJwrewood and Tonka Bay " " By budget year, including taking over full costs in 1999, the SLMPSD . estimated costs would be: 1995 $ 7,246 9 months at 25% 1996 $19,232 3 months at 25%, 9 months at 50% 1997 $32,431 3 months at 50%, 9 months at 75% 1998 $47,198 3 months at 75%, 9 months at 100% 1999 $51,000 100% We would use approximately $63,435 federal dollars over the three years. Since we do not have another scheduled Coordinating Committee meeting until after the deadline for application submission, I thought all Coordinating Committee members should be made aware of the program. If there is any interest, any Mayor can ask for a special meeting. I have attached a copy of the application materials I received. cc: City Adminsitrators Mr. Robert Bean ..' \ . \, . " . . . fe U. S. Department of Justice Office of the Associate Attorney General RECEIVED NOV - 7 1994 Washington. D.C. 20530 Noveltlber I, 1994 Dear Colleague: The Violent Crime Control and Law Enforcement Act of 1994, signed into law by President Clinton on September 13, created a federal-local law enforcement partnership and L"Ie opportunity to hire I 00,000 new officers under the "Cops on the Beat" program. With community policing as its base, the program is intended to encourage the development of police-citizen cooperation to control crime, maintain order, and improve the quality oflife in America. Attorney General Janet Reno has established the Office of Community Oriented Policing Services (COPS) to expedite the hiring of new police officers and to implement community policing programs. The Department of Justice and the new COPS Office are pleased to announce the Funding Accelerated for Smaller Towns (COPS FAST) application. Through this new expedited grant approach, law enforCement agencies serving populations under 50,000 are eligible to quickly hire new offlCers to participate in community policing. I am enclosing a fact sheet that describes COPS FAST in more detail. To apply for a share of these funtfs, you must return the enclosed application form and certiflCations to the COPS OfflCe, by December 31,1994. We were pleased to be able to abbreviate the application process, but in order to comply with Federal laws and regulations, we must ask you to examine and agree to the attached certifications. One of the goals of COPS FAST is to expedite and streamline the process of making funds available to law enforcement agencies. We will inform you of an authorized hiring level by February I, 1995. Prior to fmal approval of your grant, we will ask for more information about your budget and a 2-page description of how your new officers will participate in community policing. If you need technical assistance to prepare your community policing plan, we will be happy to provide it. COPS.F AST is one part of a multi-faceted effort that will bring new officers and deputies to cities, counties, and towns throughout America. If you do not wish to participate in COPS FAST, other funding opportunities will bc available for innovative community policing programs, equipment, overtime, and other needs. Electing to wait for other programs will not prejudice your funding opportunities under those programs. Similarly, participating in COPS FAST will not prejudice your opportunity to participate in other programs. Announcements will be sent to you soon about these other programs. We have tried to distribute this announcement widely and if you received more than one copy of this announcement or if your agency does not meet all of the eligibility requirements for COPS FAST, please pass the information along to a colleague. For more information about this program please call the Crime Bill Response Center at 1-800-421-6770. We look forward to working with you in a productive partnership to fight crime in our country. ;4/1 r:#- I Jo!in R. Schmidt i t\SSociate Attorney General , U.S. Department of Justice v \ u.s. Department of Justice . u.s. Department of]ustice Fact Sheet Community Oriented Policing Services Funding Accelerated for Smaller Towns (COPS FAST) for Populations under 50,000 Program Information The cOPS FAST Application is one of several approaches developed by the Department of Justice under the Violent Crime Control and Law Enforcement Act of 1994 to speed the deployment of new officers devoted to community policing on the streets and rural routes in this nation. As directed by Congress, the FAST Application dramatically simplifies the task of applying for a federal grant. The FAST Application may be used by jurisdic- tions with populations under 50,000, while the COPS AHEAD approach will expedite the hiring by agencies serving larger populations. Funding Provisions CJ The FAST Application - a fill-in-the-blank, one page fonn -- will be available by November I, 1994. The application will request basic identifying infonnation about the agency, the number of golice officers currently on the force and the number of new officers requested, basic fmancial information, and an agreement to abide by standard legal requirements. CJ Completed applications will be due to the COPS Of- fice by December 31, 1994. The COPS Office will in- fonn the agency of an authorized hiring level by February 1, 1995. Before funding may begin, jurisdictions desig- nated for funding will be required to submit necessary budget infonnation and a brief, satisfactory description of community policing plans. Technical assistance with the development of policing plans will be provided to juris- dictions in need of such assistance. CJ Up to $165 million in grants will be made under COPS FAST to state, loca! and other public law enforce- ment agencies which serve populations under 50,000. If requests exceed the funds available, the atnount or start- ing date of grants may be adjusted to accommodate de~ mand. . CJ Funding will begin once the FAST Application has been approved and the new officers have been sworn. Grants will be made for up to 75 percent of the total sal- ary and benefits of each officer over three years, up to a maximum of $75,000 per officer. CJ COPS grant funds must not be used to replace funds that eligible agencies otherwise would have devoted to future officer hiring. In other words, any hiring under the COPS program must be in addition to, and not in lieu of, previous hiring plans. CJ In hiring new officers, agencies may not reduce the scope of their customary screening and training proce- dures, and must include community policing principles in their training curricula. In addition, to the extent practi- cable, COPS grant funds should be used to increase the representation of women and racial and ethnic minorities within the ranks of sworn officers. CJ An award under COPS FAST will not affect the con- sideration of an agency's application for a grant under any other COPS program. An agency that received funding under COPS Phase I is eligible to receive additional fund- ing under COPS FAST. . October15,1994 ~ , T '. OMS_lNG, 1105-005' lExP, 101l17) COPS FAST Application U.S. DeparhDentofJustice Office of Community Oriented Policing Services This FAST Application is for jurisdictions serving populations of under 50,000. This grant pays only for salaries and benefits of new or rehired police officers. Complete the information below, read the assurances on the back and the enclosed Certifications, and sign below. By signing this application you also !lcknowledge that COPS FAST hiring grants provide a maximum federal contribution of75% of the salary and'benefits of each officer over three years, up to a cap of $75,000 per officer, with the federal share decreasing from year to year. 633 Indiana Avenue, NW, 3rd Floor (202) 514.2058 Washington, DC 20531 FAX (202) 514.9272 Applicant Organization's Legal Name Law Enforcement Executive's Name Address City Telephone State FAX Zip Code Government Executive's Name Address City Telephone State FAX Zip Code Number of Officers Requested Through FAST Actual Number of Sworn Officers Performing Law Enforcement Functions as of 10/1/94 \1 Area of Jurisdiction (square miles) Entry Level Annual Salary Per Officer Number of 1993 UCR Part I Crimes Entry Level Annual Fringe Benefits Cost Per Officer I, Current Population Served (per most recent U.S. census data) Is the applicant organization delinquent on any federal debt? (If answer is yes, please attach an explanation.) Yes o No D I certify that the information provided on this form is true and accurate to the best of my knowledge. I understand that the applicant must comply with the assurances on the reverse side if the assistance is awarded. On behalf of the applicant. I ce;tify compliance with the applicable requirements of the Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; and Non-Supplanting. Law Enforcement Executive's Signature Government Executive's Signature Return this fonn posnnarked by December 31, 1994 to: COPS Office, P.O. Box 14440, Washington, DC 20044. Overnight mail: 633 Indiana Avenue, NW, Third Floor, Washington, DC 20531. FAX: (202) 514-9272. Public reporting burden for this collection of information is estimated at 55 minutes per response, including the 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 this burden estimate or any other aspects of this collection of information. including suggestions for reducing this burden to the Office of Community Oriented Policing Services, U.S. Department of Justice, 633 Indiana Ave., NW, Third Floor, Washington. DC 20531; and to the Public Use Reports Project, 11 05-0061, Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, DC 20503. COPS 001/01 . .' .. Assurances Several provisions of federal law and policy apply to all grant programs. We (the Office of Community Oriented Policing Services) need to secure your assurance that you (the applicant) will comply with these provisions. If you would like further information about any of the matters on which we seek your assurance, please contact us. By your authorized representative's signature, you assure us and certify to us that, if the grant is awarded, you will comply with all legal and administrative requirements that govern the acceptance and use of federal grant funds. In particular, you assure us that: 1. You have been legally and officially authorized by the appropriate governing body (for example, mayor or city council) to apply for this grant and that the persons signing the application and these assurances on your behalf are authorized to do so and to act on your behalf with respect to any issues that may arise during processing of this applica- tion. 2. You will comply with the provisions of federal law which limit certain political activities of your employees whose principal employment is in connection with an activity financed in whole or in part with this grant. These restric- tions are set forth in 5 U.S.C. 9 1501. ~. 3. You will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act. if they apply to.you. 4. You will establish safeguards. if you have not done so already, to prohibit employees from using their positions for a purpose that is, or gives the appearance of being, moti- vated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. 5. You will give us or the Comptroller General access to and the right to examine records and dQcuments related to the grant. 6. You will comply with all requirements imposed by us as a condition or administrative requirement of the grant. with the requirements of OMB Circulars A-87 (governing cost calculations) and A-128 (governing audits). with the appli- cable provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, with 28 CFR Part 66 (Uniform Administrative Requirements), with the provisions of the current edition of the Office of Justice Programs Financial and Administrative Guide for Grants, and with all other applicable laws, orders, regulations. or circulars. 7. You will, to the extent practicable, seek, recruit. and hire members of racial and ethnic minority groups and women in order to increase their ranks within the sworn positions in your agency. 8. You will not, on the ground of race. color, religion, . national origin, gender, disability or age, unlawfully exclude any person from participation in, deny the benefits or employment to any person, or subject any person to discrimination in connection with any programs or activities funded in whole or in part with federal funds. These civil rights requirements are found in the nondis- crimination provisions of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.S.C. 9 3789(d)); Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. ~ 2000d); the Indian Civil Rights Act (25 U.S.C. ~~ 1301-13Q.3); Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. ~ 794); Title II. Subtitle A of the Americans with Disabilities Act (ADA) (42 U.S.C. ~ 12101, ~ ~.); the Age Discrimination Act of 1975 (42 U.S.C. 9 61 01, ~.); and Department of Justice Non- Discrimination Regulations contained in Title 28, Parts 35 and 42 (subparts C. D, E and G) of the Code of Federal Regulations. A. In the event that any court or administrative agency makes a finding of discrimination on grounds of race, color. religion, national origin or sex against you after a due process hearing, you agree to forward a copy of the finding to the Office of General Counsel, COPS, P.O. Box 14440. Washington, DC 20044. B. If you are applying for a grant of $500,000 or more and Department regulations (28 CFR 42.301 ~ ~.) require you to submit an Equal Opportunity Employ- ment Plan, you will do so at the time of this application. if you have not done so in the past. 9. You will insure that the facilities under your ownership, lease or supervision which shall be utilized in the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that you will notify us if you are advised by the EPA indicating that a facility to be used in this grant is under consideration for listing by EP A. 10. If your state has established a review and comment procedure under Executive Order 12372 and has selected this program for review, you have made this application available for review by the State Single Point of Contact. COPS 001101 (Bad<\ '. . ~ ! . \"WJ U.S. Department of Justice Office of Community Oriented Policing Services CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS; DRUG-FREE WORKPLACE REQUIREMENTS; AND NON-SUPPLANTING Although the Department of Justice has made every effort to simplify the application process, other provisions of federal law require us to seek your certification regarding certain matters. Applicants should read the regulations cited below and the instruc- tions for certification included in the regulations to understand the requirements. The signature of the applicant's representative on the application provides for compliance with certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR Part 67, "Government-wide Debannent and SUSpension (Nonprocurement) and Government-wide Requirements for Drug- Free Workplace (Grants), .. and the non-supplanting requirements of the Violent Crime Control and Law Enforce'ment Act of 1994. The certifications shall be treated as a milterial representation of fact upon which reliance will be placed when the Department of Iustice determines to award the covered grant 1. LOBBYING As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 CFR Part 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 CFR Part 69, the applicant certifies that: . (a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member: of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the 'extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement; (b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influenc- ing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or em- ployee of Congress, or an employee of a Member of Congress in connection with this Federal grant or coop- erative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions, (Blank _ copies of Standard Form - LLL can be obtained from the Department of Justice Response Center at: (800) 421- 6770); (c) The undersigned" shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcon- tracts) and that all sub-recipients shall certify and disclose accordingly. . 2. DEBARMENT, SUSPENSION, AND OTHER RE- SPONSIBILITY MATTERS (DIRECT RECIPIENT) As required by Executive Order 12549, Debarment and Suspension, and implemented at 28 CFR Part 67, for prospective partiCipants in primary covered transactions, as defined at 28 CFR Part 67, Section 67.510- A. The applicant certifies that it and its principals: . .The simalUre o~ri"n C'n<rih"~. '~"";"","M .. '^ .".._ __."_'^_. (i) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency; , (ii) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing public (Federal, State, or local) transaction or contract under a pUblic transaction; viola- tion of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen properly; (iii) Are not presently indicted for or otherwise criminally or civilly charged by a govemmental entity (Federal, State,-or local) with commission of any of the offenses enumerated in paragraph (A)(ii) of this certification; and (iv) Have not within a three-year period preceding this application had one or more public transactions (Fedeial, State, or local) terminated for cause or default; and B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 3. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS) As required by the Drug-Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620 - A. The applicant certifies that it will or will continue to provide a drug-free workplace by: (i) Publishing a state_ment notifying employees that the unlawful manufacture, distribution, dispensing, posses- sion, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions tha.t ~!II be taken against employees for violation of such prohibition; (ii) Establishing an on-going drug-free awareness program to inform employees about - (a) The dangers of drug abuse in the workplace; (b) The grantee's policy of maintaining a drug-free work- place; (c) Any available drug counseling, rehabilitation, and employee assistance programs; and (d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (iii) Making it a requirement thai each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (i); (iv) Notifying the employee in the statement required by paragraph (i) that, as a condition of employment under the grant, the employee will - (a) Abide by the terms of the statement; and (b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; (v) Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph (iv)(b) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to: COPS Program, P.O. Box 14440, Washington, D.C. 20044. Notice shall indude the identification number(s} of each affected grant; (vi) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (iv)(b), with respect to any employee who is so convicted - (a) Taking appropriate personnel action against such an - employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (b) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for " such purposes by a Federal, Slate, or local health, law enforcement or other appropriate agency; (vii) Making a good faith effort to continue to maintain a drug-free workplace through implementation of para- graphs (i), (ii), (iii), (iv), (v), and (vi). B. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the specific grant: Place of Performance (Street address, city, county, state, zip code) . Check CJ if there are workplaces on file that are not identified here. Section 67.630 of the regulations provides that a grantee that is a State may elect to make one ~rtification in each Federal fiscal year, a copy of which should be induded with each application for Department of Justice fund,ing. States and State agencies may elect to use OJP Form 406117. Check CJ if the State has elected to complete OJP Form 406117. 4. NON-SUPPLANTlNG The applicant hereby certifies that Federal funds will not be used to replace or supplant State or local funds, or funds supplied by the Bureau of Indian Affairs, that would, in the absence of federal aid. be made available for the employment of law enforcement officers. The applicant further certifies that funds required to pay the non-federal or "cash match" portion of the grant . program'shall be in addition to funds that would otherwise be made available for the employment of law enforce- ment officers. coPS 002101 rBack) , .'- r,--'~ .. , .