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HomeMy WebLinkAbout09998-10 Appropriation - $142,000 U.S. Department of Justic for the Weed & Seed ProgramORDINANCE No. ss~,o Passed by the Common Council of the City of South Bend, Indiana February 8, Attest: JOHN Attest: Presented by me to the Mayor of the City of Soutlt Bend, Indiana February 9, 2010 Ciry Clerk President of Common Council City Clerk Approved and signed by me February 10 , 2010 Mayor 2010 ORDINANCE NO. ( l 0 '~ AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, APPROPRIATING $142,000 RECEIVED FROM THE U.S. DEPARTMENT OF JUSTICE FOR THE WEED & SEED PROGRAM STATEMENT OF PURPOSE AND INTENT In order to deliver services to individuals within our community, the City of South Bend received funds from the U.S. Department of Justice to insure the delivery of programs, projects, and services. The funds appropriated in this ordinance. will aid in the defraying costs of programming within the designated Weed & Seed Site #2 -Northwest. NOW, THEREFORE, BE IT ORDAINED BY THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, AS FOLLOWS: SECTION I. The sum of $142,000 is hereby appropriated within Fund 212 for use under the guidelines of the U.S. Department of Justice Weed & Seed Program. SECTION II. This ordinance shall be in full force and effect from and after its passage by the Common Council and approval by the Mayor. Me er of the Common Council Presented by me to the Mayor of the City of South Bend, Indiana on the ~ `~"~ day of ~- hY~ , 2 O1° , at l~~-~' o'clock q . m. z~ ity Clerk , /lar,r~ Approved and signed by me on the /D ~ day of 2 0 0 at /o: ~ o'clock Gi . m. Ma or, Cit outh Bend, Indiana ~-Lr-~~ '[ sf RFADlF1G PUBLIC HEARING Z-~ ~~ ~ 3 rd READING Z-~' .-\ a NOT APPROVED REFERRED PASSED L-8~~~ ~ ~il~~ lit ~~~1'~~'~ ~~~~'sC~ JA~,~ 2 ~ 2010 J4~iii t.'u3.i,~r~ls TO THE COMMON COUNCIL OF THE CITY OF SOUTH BEND: Your Committee of the Whole, to whom was referred: BILL NO. 06-10 A BILL OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, APPROPRIATING $142,000 RECEIVED FROM THE U.S. DEPARTMENT OF JUSTICE FOR THE WEED & SEED PROGRAM Respectfully report that they have examined the matter and that in their opinion, this bill is being recommended to the full Council with a favorable recommendation. Ann Puzzello Chairperson, Committee of the Whole 1200 COiIN7Y-CITY I~UILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 '• PHONE 574/235-9371 Fax 574/235-9021 ' TDD 574/ 235-5567 CITY OF SOUTH BEND STEPHEN J. LUECKE, MAYOR COMMUNITY ~ ECONOMIC DEVELOPMENT January 18, 2010 Derek D. Deiter, President South Bend Common Council 400 County-City Building South Bend, Indiana 46601 ,JEFFREY V. GIBNEY EXECUTIVE DIRECTOR Dear President Deiter and Council Members: The attached ordinance will appropriate the second year of funding for Weed & Seed site #2 Northwest. from the Department of Justice (DOJ). The grant award of $142,000 is for the period of October 1, 2009 through September 30, 2010. These funds are being used for programming related to the Weed & Seed required areas of Law Enforcement, Community Policing and, Prevention, Intervention and Treatment activities. Included in this year's funding are police patrols, the time of a targeted prosecuting attorney, graffiti paint over supplies, Bridges Out of Poverty classes, a billboard art contest for youth, and items related to an after school program. These activities are continuing the multi-year effort for Site #2. I will present this ordinance at your meeting on February 8, 2010. Please contact me with any questions prior to then. Thank you. ,fir ~. Pamela C. ever Director Community Development cc: C. Nesbitt E. Maradik 7. Gibney J. March J. Murphy l-~~~~@ ~i~C~ ~~ J ~ ~'~ 2 ~' LC, ~ORv~17 tN. C~ ~~~r~Y., S0.6=~~~ COMMUNITY DEVELOPMENT ECONOMIC DEVELOPMENT ~ ~ ~ FINANCIAL HL PROGRAM PAMELA C. MEYER 'DONALD E. INKS MANAGEMENT V 574/235-9660 574/235-9371 EI.tzAaerH LEONARD J ^, FAX: 574/235-9697 574!235-9371 ~`{ 5. BUDGET DETAIL WORKSHEET AND BUDGET NARRATIVE Northwest Site (#651), South Bend, IN A. Personnel -List each position by title and name of employee, if available. Show the annual salary rate and the percentage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. Name/Position Computation Cost 1) Police Overtime $34/hour @ 1021 hours Sergeant, Crime Analysis 84hrs@$34/hi= $2,856 Patrolman, Curfew Patrols 207hrs@$34/hr= $7,038 NEST Unit, Special Operations 162hrs@$34/hi= $5,508 Patrolman, Uniform Patrols 568hrs@$34/hr= $19,312 2) Deputy Prosecuting Attorney 3) Deputy Prosecuting Attorney $40,000 @ 16% $40,000 @ 20% 4) Administrative Support (Financial) $22/hr X 15 hrs/mo. X 12 mos. TOTAL: $34,714 $ 6,400 $ 8,000(match) $ 3,960 (match) $53,074 B. Fringe Benefits -Fringe benefits should be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. Fringe benefits on overtime hours are limited to FICA, Worker's Compensation, and Unemployment Compensation. (Note: Explain what is included in the benefit package and at what percentage.) Name/Position Computation Cost 1) Law Enforcement Overtime $34,714 X 8.7% $3,020(match) FICA @ 6.2% Worker's comp @ 2.0% Unemployment @ 0.5% 2) Administrative Support (Financial) $3,960 X 32.63% $1,292 (match) FICA @ 6.2% Health/Life insurance @ 16.98% Worker's comp @ 2.0% Medical Tax @ 1.45% PERF @ 6.0% TOTAL: $4,312 Total Personnel & Fringe Benefits: $57,386 C. Travel -Itemize travel expenses of project personnel by purpose (e.g., staff to training, field interviews, advisory group meeting, etc.). Show the basis of computation (e.g., six people to 3-day training at $X airfare, $X lodging, $X subsistence). In training projects, travel and meals for trainees should be listed separately. Show the number of trainees and unit costs involved. Identify the location of travel, if known. Indicate source of Travel Policies applied: Applicant or Federal Travel Regulations. Each Weed and Seed Community can budget up to a maximum of $7500 in grant funds for travel to CCDO-sponsored conferences and training. Prior approval from the program manager is required to any other use of these funds. Purpose of Travel Location Item Computation Cost Weed and Seed Workshops and Conferences (Type and number to be determined by CCDO) 1) CCDO-sponsored conferences: 2 people 2@$770/tripx3 trips $4,620 (Director/1LE rep) Air Fare $300/trip Hotel $92.50/nightx3 nights = $277.5 Per diem $40/dayx4 days = 160 Incidentals $32.50/trip (taxi cabs, etc.) 2) Regional/Statewide Meeting: 3 people 3@$407.30 /trip x 1 trip $1,222 Mileage/airfare 300milesx$.1705/mi.x2ways = $102.3 Hotel $92.50/nightx2 nights = $185 Per Diem $40/dayx3 days = $120 TOTAL: $5,842 D. Equipment -List non-expendable items that are to be purchased. (Note: Organization's own capitalization policy for classification of equipment should be used). Expendable items should be included in the "Supplies" category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the "Contractual" category. Explain how the equipment is necessary for the success of the project. Attach a narrative describing the procurement method to be used. 2 Item Computation Cost TOTAL: $0 E. Supplies -List items by type (e.g., office supplies, postage, training materials, copying paper, and other expendable items such as books, hand held tape recorders) and show the basis for computation. Generally, supplies include any materials that are expendable or consumed during the course of the project. Supply Items Computation Cost 1) Weed and Seed Office Supplies File folders and accessories Rollerball Pens Printer cartridges Multipurpose copy paper Misc. items (e.g., scissors, staples, corre 2) Diploma Program Books for classes 3) Graffiti Program Roller Cages Brushes Roller Pans Paint Roller Covers Extender Poles 4) Website Hosting 5) Newsletter Postage $139.16/month @ 12 months 1 pkg.@ $15 each 1 @ $10 per pack 1 @ $40 each 1 case @ $50 @ 24.16 ction fluid, paper clips, glue, tape, markers) 6) Bridges Out of Poverty Handbooks 7) Recreation/Education Program 12@$15 ea.= 180 5@$S.OOea.=$25 40 4" @$4.00 ea=$160 6 @$2.50 ea.=$15.00 250 gallons@$5.00/gal=$1250 13-2 packs@$6.00 ea. _ $78 2-6ft. poles@$29 ea.=$58 $177 per year $.45/itemX500 15 books X $20/book $1,670(match) $180 $1,586 (match) $177 $225 (match) $300 $3,351 401booksx$1/book= $2,401 300 ribbonsx$1/ribbon = $300 14 Teacher plaquesx$25 = $350 Misc.- award ceremony 300 kidsx$1= $300 (plates, napkins, drinks, snacks, plastic ware, etc) 8) Recreation/Education Program Misc. supplies $330(match) 9) Strengthening Families Program 10 workbooks x $20 $200 10) Art Contest /Billboard project 11) Home Security Program 12) After School Theatre Program 13) After School Program Computers 14) After School Program Computer software 8 award plaques@ $25 = $200 300certificates/ribbons@$1=$300 $500 Home Safety Supplies @ $3,000(match) 40homes x $75/home 15 costumes @ $50 ea. = 750 Misc. set supplies = $880 4@$900 ea. 4@$50 ea. $1,630 $3,600 $200 (match) TOTAL: $16,949 F. Construction - As a rule, construction costs are not allowable. In some cases, minor repairs or renovations maybe allowable. Consult with the program office before budgeting funds in this category. . Purpose Description of Work Cost **Please note that construction costs are not allowable with Weed and Seed funds. Minor renovation (i.e., to restore to original state) may be allowable if justified and approved in advance by the Community Capacity Development Office. TOTAL: $0 G. Consultants/Contracts -Indicate whether applicant's formal, written Procurement Policy or the Federal Acquisition Regulations are followed. Consultant Expenses: List all expenses to be paid from the grant to the individual consultant in addition to their fees (i.e., travel, meals, lodging, etc.) Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-hour day), and estimated time on the project. 4 Consultant fees in excess of $450 per day require additional justification and prior approval from OJP. Contracts: Provide a description of the product or services to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000. Name of Consultant Service Provided Computation Cost 1) Weed & Seed Director General Coordination $42,000/yr @ 100% $42,000 2) Bridges Out of Poverty Instructors 3) Newsletter Copying Service 4) Website Maintenance 5) Diploma Program 6) Diploma Program 7) Graffiti Program 8) Diploma Program 9) Recreation/Education Program Annual Fee 2@ $15/hr x 60hrs 1 page x 2400 copies 4x/yr @.15 per copy $1000/year Copying Service 100 pages x 20 copies @.10/copy Printing 1 brochure x 700 copies@$1/copy Workers 2x$12/hrx 15 hrs/wk x 12wks Instructors 5x2 classes x $20/class x 35wks $1,800 $1,440 $1,000 $200(match) $700 $4,320 $7,000 Instructors & Assistant Instructors $2,236 2 instructors @$35/hr x 26hrs=$1,820 2 assistant instructors $8/hr x 26hrs = $416 10) Recreation/Educational Design/Production 50% of 3 billboards@$1000 ea. $1,500 Program 11) Recreation/Educational Design/Production 50% of 3 billboards@$1000 ea $1,500(match) 12)Cell Phone-Director Monthly Service $50/mo x 12mos. $600 13) Crime Prevention Marketing Programs 14) Strengthening Families Instructor Program 15) After School/Summer Administrator Program 1 brochure x 800 copies@ $800 $1 /copy $20/hrx4hrs/wkxl5wks x lsession $1,200 $15/hrx 14hrs/w kx 41 wks $ 8,610 5 16) Cable High Speed Monthly Services $254.66/moxl2mos. $3,056 Internet Access After School Program 17) Home Security Program Contractor $67.50/hr x 40hrs $2,700 18) Home Security Program Design/Production 1 brochure x 880 copies@$1/copy $880 19) After School Theatre Instructors Instructor $20/hr x 114hrs = 2280 $3,648 Program Asst. Instructor $12Ihr x 114= $1368 20) After School Theatre Design/Production 1 flyer x 773 copies@$.15/copy $116 Program 21) Foreclosure Prevention Design/Production 50% of 3 billboards @ $1,000 ea. $1,500 Education 22) Foreclosure Prevention Design/Production Education 23) Foreclosure Prevention Promotion Education 50% of 3 billboards @ $1000 ea. $1,500 (match) 1 PSA x 18 "runs" @ $100/run $1,800 (match) TOTAL: $ 90,106 H. Other Costs -List items (e.g., rent, reproduction, telephone, janitorial or security services, and investigative or confidential funds) by major type and the basis of the computation. For example, provide the square footage and the cost per square foot for rent, and provide a monthly rental cost and how many months to rent. Description Computation Cost !)Phone -W&S Director $25/monthxl2 months $300 (match) 2) Diploma Program Space $125/dayx80 days $10,000 (match) 3) Strengthening Families Space $125/dayx30 days $3,750 (match) 4) After School Theatre Program Space $125/dayx 40 days $5,000 (match) TOTAL: $19,050 6 I. Indirect Costs -Indirect costs are allowed only if the applicant has a federally approved indirect cost rate. A copy of the rate approval, (a fully executed, negotiated agreement), must be attached. If the applicant does not have an approved rate, one can be requested by contacting the applicant's cognizant Federal agency, which will review all documentation and approve a rate for the applicant organization, or if the applicant's accounting system permits, costs may be allocated in the direct costs categories. Description Computation Cost Note: Indirect cost and/or administrative expenses may not account for more than 10% of the Weed and Seed grant. This 10% cap extends to all administrative functions. For example, usually the Site Director's job includes administrative activities (financial management, reporting, etc.) and this portion of their salary would be covered under the 10% cap. Salary that can be attributed to strictly program-related activities (coordinating the Steering Committee, organizing neighborhood activities, cultivating partnerships) would not be included under the cap. TOTAL: $ 0 Weeding/Seeding Budget Summary (Federal Request Only) SEED WEED Budget Cate~ory CCDO Core Law Enforcement A. Personnel $0 $41,114 B. Fringe $0 $0 C. Travel $2,921 $2,921 D. Equipment $0 $0 E. Supplies $6,087 $3,851 F. Construction $0 $0 G. Consultants/Contracts $51,370 $33,736 H. Other $0 $0 TOTAL DIRECT COSTS: $ 60,378 $81,622 BUDGET SUMMARY 7 Budget Category Federal Request Non-Federal Match Total Budget A. Personnel $41,114 $11,960 $53,074 B. Fringe $0 $4,312 $4,312 C. Travel $5,842 $0 $5,842 D. Equipment $0 $0 $3,800 E. Supplies $9,938 $7,011 $16,949 F. Construction $0 $0 $0 G. Consultants/Contracts $85,106 $5,000 $90,106 H. Other $0 $19,050 $19,050 TOTAL DIRECT COSTS: $142,000 $47,333 $189,333 I. Indirect Costs $ 0 $ 0 $ 0 TOTAL PROJECT COSTS: $142,00 $47,333 $189,333 Federal Request $142,00 Non-Federal (Match) $47,333 BUDGET NARRATIVE Personnel ($53,074) 1) A request of $34,714 will cover the cost of all Officers involved in overtime activities related to the Weed and Seed Strategy at a rate of $34/hour. Of the total sum, $2,856 will cover the cost of 84 hours of overtime for Crime Analysis activities; $7,038 will cover the cost of 207 hours of overtime for Curfew Patrols; $5,508 will cover the cost of 162 hours of overtime for Special Operations; and $19,312 will cover the cost of 568 hours of overtime for Uniform Patrols. No single officer will earn more than $13,245 from overtime patrols. 2) A request of $6,400 will cover 16% of the personnel cost of a Deputy Prosecuting Attorney who will spend 45% of their time focusing on the designated area in order to secure higher conviction rates, longer sentences, and federal prosecution. 3) A match of $8,000 from the Office of the Prosecutor will cover 20% of the personnel cost of a Deputy Prosecuting Attorney who will spend 45% of their time focusing on the designated area in order to secure higher conviction rates, longer sentences, and federal prosecution. 4) A match of $3,960 from the City of South Bend Community & Economic Development Department will cover the personnel cost for one Financial Analyst who will spend 15 hours a month for 12 months @$22/hour completing financial reports and overseeing accounts payables/receivables. 8 Fringe ($4,312) 1) A match amount of $3,020 from the City of South Bend Police Department will cover the fringe benefits for the law enforcement overtime (Crime Analysis, Curfew Patrols, Special Operations, and Uniform Patrols) at a rate of 8.7%. A breakdown of the rate is included in the Budget Detail Worksheet. 2) A match amount of $1,292 from the City of South Bend Community & Economic Development Department will cover the fringe benefits for the Financial Analyst at a rate of 32.63%. A breakdown of the rate is included in the Budget Detail Worksheet. Travel ($5,842) 1) A request of $4,620. will cover the costs to travel to CCDO sponsored conferences. We estimated the cost of travel to be approximately $770 per trip, with two people in attendance of a total of three trips ($770 x 2 people x 3 trips). We realize that prior to any travel; the site needs pre-approval by CCDO. These estimated trips include representation by one law enforcement officer per trip. 2) A request for $1,222 will cover the cost of travel to one regional/statewide meeting. We estimate $500 per person, with three people traveling ($407.30 x 3 people x 1 trip). We realize that prior to any travel; the site needs pre-approval by CCDO. These estimated trips include representation by one law enforcement officer per trip. Equipment ($0) Supplies ($16,949) 1) A match of $1,670 from the City of South Bend Department of Community & Economic Development will cover supply costs for the Director and the Weed and Seed office at a rate of $139.16 per month. Estimated monthly costs for individual .supplies are $45 for file folders, $10 for pens, $40 for printer cartridges, $50 for multipurpose printer paper, and $4.16 for miscellaneous items. 2) A request of $180 will cover 12 textbooks for the Diploma Program. 3) A match of $1,586 from the City of South Bend will cover the cost of supplies and tools related to the Graffiti Program. Of that sum, $25 will be spent on five roller cages, $160 will be spent on 40 4 inch paint brushes, $15 will be spent on six roller pans, and $1250 will be spent on 250 gallons of paint, $78 on 13-2 pack roller covers and $58 on 2-6ft. extender poles. 4) A request of $177 will cover the cost of an annual fee for website hosting. 5) A match of $225 from the City of South Bend Department of Community & Economic Development will cover the cost of newsletter postage at $.45 per item, and 500 newsletters are expected to be mailed. 9 6) A request of $300 will cover the cost of 15 Bridges Out of Poverty handbooks at $20 each. 7) A request of $3,351 will cover the cost of 2401 Activity Books at $1 each, 300 award ribbons at $1 each, 14 award plaques for teachers at $25 each, and miscellaneous supplies for 300 children at $1 each for the Recreation/Education Program. 8) A match of $330 from the City of South Bend will cover the cost of miscellaneous supplies for an award ceremony for the Recreation/Education Program. 9) A request of $200 will cover the cost of 20 workbooks @ $10 each for the Strengthening Families Program. 10) A request of $500 will cover the cost of 8 plaques @$25 each and 300 certificates @$1 each for the youth billboard project. 11) A match of $3,000 for the home security program will cover the cost of supplies/security hardware @ $75 per house for 40 houses. 12) A request of $1,630 will cover the cost of 15 costumes @ $50 each and $880 for miscellaneous set supplies. 13) A request of $3,600 will cover the cost of purchasing ~ 4 computers @$900 each for use in the After School Program. 14) A match of $200 from the City of South Bend will cover the cost of 4 software packages @$50 each purchased for use with the After School Program computers. Consultants/Contracts ($90,106) 1) A request of $42,000 will cover 100% of the personnel costs for the full-time Weed & Seed Director. 2) A request of $1,800 will cover 100% of the cost of 2 instructors for the Bridges Out of Poverty program sessions. Two instructors at $15 an hour will work 60 hours each. 3) A request of $1,440 will cover the copying cost for quarterly newsletters at $.15 per newsletter x 2,400 newsletters. 4) A request of $1,000 will cover the cost of website maintenance for one year. S) A match of $200 will cover the copying costs for 20 Diploma Program instruction booklets of 100 pages @ $ .10 per page. 6) A request of $700 will cover printing costs for 700 copies of a Diploma Program marketing brochure @$1 per brochure. 10 7) A request of $4,320 will cover the cost of 2 contracted positions for 15 hours per week for 12 weeks at $12 per hour for the Graffiti Program. 8) A request of $7,000 will cover the cost of 5 Instructors for the Diploma Program, who will conduct 2 classes per week for 35 weeks @ $20 per class. 9) A request for $2,236 will cover the cost of 26 hours of 2 Instructors @$35 per hour and 2 Assistants @$8 per hour for the Recreation/Education Program. 10) A request of $1,500 will cover 50% of the costs of design and production of 3 billboards @$1000 each for the Recreation/Educational Program. 11) A match of $1,500 will cover 50% of the costs of design and production of 3 billboards @$1000 each for the Recreation/Educational Program. 12) A request of $600 will cover the 12 month cost of $50 per month for cell phone service for the W&S Director. 13) A request of $800 will cover the printing costs for 800 copies of a Crime Prevention marketing brochure @$1 per brochure. 14) A request of $1,200 will cover the cost of 1 Strengthening Families Program Instructor @$20/hour conducting 1 session 4 hours per week for 15 weeks. 15) A request of $8,610 will cover the cost of 1 After School Program administrator at $15 per hour conducting activities for 41 weeks at 14 hours per week. 16) A request of $3,056 will cover the cost of high speed Internet access for the After School Program at $254.66 per month for 12 months. 17) A request of $2,700 will cover the cost of a contractor installing security hardware/equipment at $67.50 per hour for 40 hours for the home security program. 18) A request of $880 will cover the design and printing costs for 880 copies of a Home Security Program brochure @$1 per brochure. 19) A request of $3,648 will cover the cost of an instructor @ $20 per hour and an assistant instructor @ $12 per hour for 114 hours for the after school theatre program. 20) A request of $116 will cover the design and printing costs for 773 copies of an after school theatre program flyers @$.15 per brochure. 21) A request of $1,500 will cover 50% of the costs of design and production of 3 billboards @$1000 each for Foreclosure Prevention Education. 11 22) A match of $1,500 will cover 50% of the costs of design and production of 3 billboards @$1000 each for the Foreclosure Prevention Education. 23) A match of $1,800 will cover the cost of one public service announcement Foreclosure Prevention Education for run 18 times @ $100 per run on a local radio station. Other Costs ($19,050) 1) A match of $300 from the City of South Bend Community & Economic Development Department will cover the $25 monthly cost of phone service for the Weed & Seed Director at the office space provided. 2) A match of $10,000 will cover the cost of the Diploma Program classroom space in a Safe Haven valued to be $125/day for 2 classes a week for 40 weeks. 3) A match of $3,750 will cover the cost of Strengthening Families Program space in a Safe Haven valued at $125 a day for 30 days. 4) A match of $5,000 will cover the cost of the after school program space at the South Bend Theatre Firehouse Theatre valued at $125 a day for 40 days. ~I~~~ iin ~rji'~s ~; ~~$iC8 JAr,,~ 2 5 2010 ~C}?II VOvRDE CITY CLE=+~, 50. BEyD, IN. 12