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Res 41-73 RESOLUTION NO. 41-73. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DELRAY BEACH, FLORIDA, REGARDING THE PUR- CHASE OF COMMUNICATIONS EQUIPMENT FOR LAW ENFORCEMENT PURPOSES. WHEREAS, the City Council of the City of Delray Beach herein called the "Applicant", after thorough consideration of the problem and available data, has hereby determined that the project described below is in the best interests of the general public: Purchase of communications equipment for law enforcement purposes; and, WHEREAS, under the terms of Public Law 90-351 as amended, the United States of America has authorized the Law Enforcement Assist- ance Administration, through the Florida Governor's Council on Criminal Justice, to make Federal Grants to assist local governments in the improvement of criminal justice; and, WHEREAS, the Applicant has examined and duly considered such Act and the Applicant considers it ~to be in the public interest and to its benefit to file an application under said Act and to author- ize other action in connection therewith, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: 1. That the project generally described above is in the best interests of the Applicant and the general public. 2. That J. Eldon Mariott, City Manager, be hereby authorized to file in behalf of the Applicant an application in the form pre- scribed by the Florida Governor's Council on Criminal Justice in conformity with said Act, for a grant to be made to the Applicant to assist in defraying the cost of the project generally described above. 3. That if such grant be made, the Applicant shall provide or make necessary arrangements to provide such funds and/or in-kind contributions in addition to the grant as may be required by the Act to defray the cost of the project generally described above. 4. That the Applicant is aware that at least forty (40) per- cent of the minimum required non-federal cost of the project be appropriated cash and that such funds designated as local hard cash contributions in all related project budget schedules that are to be provided by the Applicant are hereby appropriated new funds for Criminal Justice use for the express purpose of matching the LEAA funds. 5. That said J. Eldon Mariott, City Manager, is hereby author- ized to furnish such information and take such other action as may be necessary to enable the Applicant to qualify for s~id grant. 6. That the Official designated in the preceding paragraph is hereby designated as the authorized representative of the Appli- cant for the purpose of furnishing to the Florida Governor's Council on Criminal Justice such information, data and documents pertaining to the application for said grant as may be required and otherwise to act as the authorized representative of the Applicant in connection with this application. 7. That certified copies of this resolution be included as part of the application for said grant to be submitted to the Florida Governor's Council on Criminal Justice. 8. That if such grant be made, the Applicant or Official designated in paragraph 4 above shall maintain such records necessary and furnish such information, data and documents as required by the Florida Governor's Council on Criminal Justice to support the imple- menta%ion of the project generally described above. 9. That this resolution shall take effect immediately upon its adoption. PASSED AND ADOPTED IN REGULAR SESSION ON THIS THE 10TH DAY OF SEPTEMBER, 1973. AYO~/~ ATTEST: C~ty Cl~k -2- Res. No. 41-73. DELRAY BEACH POLICE DEPARTMENT 200 S. W. First Street Delray Beach, Florida 33444 MEMORANDUM TO: City Manager Jo Eldon Mariott FROM: Chief James S. Grantham DATE: August 30, 1973 SUBJECT Request to t~e City Council for approval of Subgrant Application for LEAA Funds. The Police Department budget request for next fiscal year contained a $6,600.00 request for six (6) mobile radios. LEAA (Law Enforcement Assistance Adminstration) Funds are available for purchasing this equipment. Captain Billings and I also need new five (5) channel walkie talkies. We have, therefore, prepared a Subgrant Application for LEAA Funds to purchase this needed communications equipment. yirt IV, page 1, is to be a Subgrant Resolution passed by the City~ uncil. Your assistance in acquiring this Resolution is needed. ~ ur signature is also required on Part I, #10; Part IV, page 8 and/ rt IV, page 9. Mr. Weber should sign Part I, #11.' J Our original estimated cost of the five (5) channel mobile radios was $1,100.00 per unit. We can use State Contract prices and purchase the radi6s for $958.00 per unit or.a total of $5,748.00. The two (2) walkie talkies will cost a total of $1,512.00. The Application also contains a request for ten (10) spare antennae for the twenty-two (22) walkie talkies obtained through a previous LEAA Grant. These antennae cost $90.00. The total cost of our request is $7,350.00. The City Council should pass a Resolution to supply twenty-five percent (25%) of this amount or $1,837.00 for matching funds. This is $4,763.00 less than our original budget request. We are trying to keep cost down and at the same time to equip the Department with modern communications equipment necessary for current needs and to prepare us for Central Dispatching~ The Subgrant Application must be submitted by September 15, 1973. The Resolution sould therefore be acted upon by the City Council no later than their September 10, 1973 meeting. After the signatures are affixed and a certified Resolution is attached, the original application and twelve (12) copies should be returned to the Police Department. We will then submit the original application and seven (7) copies to the GovernOr's Council on Criminal Justice. One copy of the application will be submitted to the Metropolitan Clearinghouse in West Palm Beach, Florida. Four copies will be retained in our departmental files. Please advise if I can be of further assistance in processing this application. I appreciate your consideration in this project. zV~ry Respectfully, ~ \ James ,! Chief of Police JSG:ri 5'i~ATF OF F~.ORtDA' ' '~ ' GOVERNO,':FS COUNCIL ON CRIMINAL JUSTICE ~.~ection IV Page 3 OPERATING POLICIES AND PROCEDURES !nstructions for Completion of- SU~3GRANT PART IV A2PLiCATtON INSTRUCTIONS Compliance/Administrative Component SUPE ;~,$E DES: Effec[iv.~ Data Approved By: Ja~s R. Ste~rt, Director s~t~on N/A Pa~, ~.~/~ Approval Date: May 1973 I Part IV. COMPLIANCE/ADMINISTRATiVE SECTION EXHII31T A MODEL SUBGRANTEE RESOLUTION WHEREAS, the (Governing Body for Unit of Government) herein called the "Applicant", after thorough consideration of the problem and available data, has hereby determined that the project described below is in the best interests of the general public: WHEREAS, under the terms of Public Law 90:351 as amended, the United States of America has authorized the Law Enforcement Assistance Administration, through the Florida Governor's Council on Criminal Justice, to make Federal Grants to assist local governments in the improvement of criminal justice; and WHEREAS, the Applicant has examined and duly. considered such Act and the Applicant considers it to be in the public interest and to its bane[it to file an application under said Act and to authorize other action in connection therewith, NOW THE R EFO RE BE IT RESOLVED BY THE (Governing' Body of Unit of Government), IN OPEN MEETING ASSEM~3LED IN THE CITY OF , FLORIDA, THIS DAY OF , 197 , AS FOLLOWS: 1. That the project generally described above is in the best interests of the A'pplicant and the general public. 2. That (Name and Title of Representative) be'hereby authorized to file in behalf of the Applicant an application in the form prescribed by the Florida Governor's Council on Criminal Justice in conformity with said Act, for a grant to be made to the Applicant to assist in defraying the cost of the project generally described above. 3. That if such grant be made, the ApPiicant shall pro.vide or make necessary arrangements to provide such funds and/or in-kind contributions in addition to the gr. ant as may be required by the Act to defray the cost of the project generally described above. 4. That the Applicant is aware that at least forty (40) percent of the minimum required non-federal cost of the project be appropriated cash and that such funds designated as local hard cash contributions in all related project budget schedules that are to be provided by the Applicant are hereby appropriated new funds for Criminal Justice use for the express purpose of matching the LEAA funds. 5. That said (Name and Title of RePresentativeJ is hereby authorized to furnish such informat!o.q and take such other action as may be necessary to enable the Applicant to FLORIDA Saction iV Pa§9 4 GO"J£RNOR'"S COUNI~iL ¢)N CRI~,I,~NAL JUSTICE ~nst~u~t~ons for completion of L~C~T~ ON ~NST~UCT~ONS Co~pH~n~e/~d~n~st~ve ~omponent S'jPE RSE ~E : s~,~=~ N/A ~,~. N/A Approx,, Date: May 1973 6. That the Official designated in the preceding paragraph is hereby designated as the authorized representative of the Applicant for the purpose of furnishing to the Florida Governor's Council o.n Criminal Justice such information, data and documents pertaining to the application for said grant as may be required and otherwise to act as the authorized representative .of the Applicant in connection with this application. 7. That certified copies of this resolution be included as part of the application for said grant to be submitted to the Florida Governor's Council on Criminal Justice. 8. That if such grant be made, the Applicant or Official designated in paragraph 4 above shall maintain such records necessary and' furnish such information, data and documents as required by the Florida Gbvernor's Council on Criminal Justice to support the i implementation of the project generally described above. 9. That this resolution shall take effect immediately upon its adoption. DONE AND ORDERED in open meeting. · [Governing Body of Unit of Government) by Chairman Commissioner offered the foregoing resolution and moved its adoption, which was seconded' by Commissioner . Upon roll call, the vote was: Ayes: Nays: Absent and/or Not Voting: Date: ATTEST: BY Clerk GOVERNOR'S COUNCIL ON CRIMINAL JUSTICE 307 East Seventh Avenue Post Office Drawer 3786 Tallahassee; Florida 32303 Telephone (904) 488-6001, 488~]016 This public document was promulgated at an annual cost of $.78 per copy for the.purpose of informing prospective LEAA subgrantees of actions and policies of the Governor's Council on Criminal Justice. F'~ojuct No. __CJ Sag. f'~/.i '~' ' · ,~.-~ ~, .,~ ;..,ct s,m~,~,,~ ~',,~.~ ~ STATE OF FLORIDA FY __ __PART B 40% ____PART C ~S% GOVERNOR'S COUNCIL ON CRIMINAL JUSTICE P~T e s,c SUBGRANT APPLICATION FOR LEAA FUNDS For OCCJ Use Only PART I.'GENERAL ADMINISTRATIVE INFORMATION* ~,oj,ctTme: ~OV~NG POLICE gEPART~ENT CO~N~CAT~O~ S7STE~ 3. P~ogram and Subprogram Area in which Application is Made: ~--[ · 02 4. ~ype of Application: ~ Original ~Revision ~Continuation of Grant No. 5. Requested Subgrant Period: Oc~obe~ 1~ 1973 ~o Septembe~ 30, 6. Date Application Submitted to SPA: SepCembe~ 12, 1973 7. Name o¢ Metropoli[an Clearinghouse Application SubmiEed to: Yalm ~8Cb COUQ~ A~e8 ~i~QQ~ 8. Date Submitted to Clearlnghou~: Sap~e~be~ 12, 1973 9. LEAASupport SouGht: S 5,513.00 Matchin~Share: $. 1~7.00 . . ~otalBudget:$ 7,]50.00 '10. A~plicant: 11. Chief Financial Of[icer: Clt~ o~ De~a~ Beach, Ylo~ida C~t~ o~ Del~ay Beach, 100 ~o~tb~est ~1~st Avenue 100 ~o~tb~eSt ~1~st Avenue Del~a~ ~each, Florida 33444 ~~ ~eacb, Ylq~d~ 33444 305/278~8~,~x~ If1 ~ ~ ~ 305/278-284[, ]~x~ ~6 Signat-,e. amd ~e:' ' ity ~ anaser / ~[9natureamd Title City Finance Director 12. Implementing Agency: 13. Project Director: Delray Beach Police Department LieQtenant Charles L. Kilgore 200 Southwest First Street Delray Beach Police Depar~ent Delray Beach, Florida 33444 200 Southwest First Street 305/276-4141, Ext. ¢f4 Delray Beach, Florida 33444 305/276-4141, Ext. #9 4. Projec~ Summarw-Summarize in approximately 200 words, the most important parts of the description of the project plan pre~ted in Pmrt !1. This project is designed to equip the Delray Beach Police Department with co~unications' equipment,which has been reco~ended by Mr. F. L. Houston, Co~unications Engineer, State Division of Co~unications. Mr. Houston has reco~ended that all new police radios have 'five (5) channels. A representative of Page Co~unications Engineers, Inc., recently made a survey of our radio equipment and he also suggested that five (5) channel radios would be desirable when Central Dispatching is implemented. Implementation of Central Dispatching is scheduled to start in early 1974. The Delray Beach Police Department needs to purchase six (6) new mobile radios and two (2) walkie talkies. This equipment should have five (5) channels to prepare our Department for Central Dispatching. These radios are more expensive than our present two (2) channel radios. Due to limited funds, we are applying for a L~ Grant to obtain these radios. We desire to utilize existing State Contract prices for purchase of this equipment. See instruction manual, section t, paga 1, tot instr~ction.~ on completing this section. (For~'~ GCCJ All SI.MI;. OF FLO;q~,)A Part Il P;~je 1 O,~VE.:ir,~Oi1'S COU;JCIL ON C~IIMINAL JUSTICE Project Plan and SttppSr ting D~ta SLi,:,~, ~ANT APPLICATION ~$_;._~[.f~_~_~_F._S.: Et'fect~ve Da~e ApproveG ~V: Jam~s R. Stewart, Dhector s~,:;=,, N/A "'~" N/A ¢,,~,o~, Date; [~ay, 1973 PART I!. PROJECT PLAN AND SUPPORTING DATA*' State clearly and in detail the aims of the project, precisely what will be done, who will be involved, and what is expected to result. Use the f.ollowing major headings: A. STATEMENT OF THE PROBLEM B. MEASURABLE OP_NIECTIVES C. EVALUATION D. PROCEDURES AND TIMETABLE E. RESOURCES --. All of these topics are interrelated and should be written to reflect that fact. Clearly define a manageable but significant problem and document the need for this particular pr~ecb State measurable objectives which, if met, will have the projected effect on the problem stated. Develop a plan for assessing the extent to which the project has met its stated obiectives. Organize procedures ~nd allocate resources in a manner that is realistic and compatible with the objectives of the project. Start h~l~w ~nd use continuat~o~ p~ge~ as ~eces~r¥. A. STATEMENT OF THE PROBLEM: The Delray Beach Police Department now operates twenty (20) police vehicles. During the fiscal year starting October 1, 1973, we will increase this number to twenty-six (26). The six (6) additional vehicles must be equipped with police radios. The Department would normally purchase two (2) channel radios, but it has decided to purchase five (5) channel units to prepare for Central Dispatching. A representative of Page Communications Engineers, Inc., has stated-that implementa- tion of Central Dispatching is scheduled to start in January 1974. He is in the process of making a study of our existing communications equipment to determine which equipment will be usable when Central Dispatching is implemented. Both, he · and State Communications Engineer, F. L. Houston have recommended that all communi- cations equipment purchased be compatible with requirements for future Central Dispatching. The Chief and Captain are both in need of new walkie talkies. These walkie talkie~ should also have five (5) channel capacity. The Chief, Captain and Patrol Lieutenant are often in locations where they do not have the ability to communicate with our base radio station. Their ability to communicate would be improved if their police cars were equipped with 100 watt radios. Mr. HoustOn has indicated that lower powered units would normally be preferred, however, he has no objections to these high powered units since they would correct a communications problem. In the near future, our police cars will be dispatched bya Central Dispatching Center. When this happens, we will need five .(5) channel radios. If we purchased two (2) channel radios now, we would have to replace them with five (5) channel units for Central Dispatching. This project will contribute to the improvement of Florida's criminal justice system by supplying this Department with equipment which Iwill be required for Central Dispatching. ....· See Ir~tructior~ Manual, ~ction II, Pages I through 4, for instructions on complat;n3 this sec{ion. B. MEASURABLE OBJECTIVES: This project has several objectives. Mobile radios must be purchased for six (6) police cars. To assist this Department in preparing for Central Dispatching, we will purchase five (5) channel radios. Our Chief and Captain need an improved communications capability. They will be equipped with five (5) watt, five (5) ~hannel walkie talkies and 100 watt, five (5) channel radios. This should enable them to communicate with our base station under most conditions. The major objective is to supply our Department with currently needed communications equipment that will be compatible with the requirements of Central Dispatching. The equipment purchased throught this Grant will upgrade our communications system to the extent that approximately twenty-five percent (25%) of our mobile radios and seventy-five percent (75%) of our walkie talkies will be compatible with Central Dispatching. C. EVALUATION: One of our predetermined objectives will be achieved by equipping six (6} additional police cars with five (5) channel mobile radios. Three of these radios will have 100 watt power output. These three (3) radios will be installed in the cars of the Chief, the Captain and the Patrol Lieutenant, enabling them to communicate with our base station from greater distances. This will achieve a second objective. A third ovjective will be achieved by equipping the Chief and Captain with personal five (5) channel walkie talkies. The equipment will satisfy our current communica- tion needs and will also be appropriate for'Central Dispatching. This will achieve our major objective. To evaluate this project as being successful, we must achieve our predetermined objectives. D. PROCEDURES AND TIMETABLE: September 10, 1973 - City Council to act on required resolution. September 12, 1973 - Original Grant Application and required copies to be submitted to the District Planning Unit. September 12, 1973 - One copy of Grant Application to be submitted to the Metropolitan Clearinghouse. PENDING APPROVAL: October 15, 1973 - Let contracts for purchase of equipment using State Contract prices. November 15, 1973 - Receipt of Federal Funds. December 15, 1973 - Equipment purchased, delivered and installed. The City Clerk will prepare the certified copies of the resolution and required copies of the application. The Project Director will be responsible for submitting the application to the District Planning Unit and Metropolitan Clearinghouse. The Finance Director will supervise the issuance of purchase contracts, maintain all financial records and submit financial reports connected with the project. -2- Part II, Page 1.2 E. RESOURCES: The Delray Beach Police Department has the necessary resources to implement this ~roject. We moved into a new modern police complex in 1970. New specialized equipment has been purchased and most obsolete equipment has been replaced. Fourteen new employees will.be added to the Department during the next fiscal year. The Department is awaiting delivery of twenty-two (22) walkie talkies, which are being purchased with assistance of LEAA Grant Number 71-15-22. Equipment and personnel have been upgraded. We have endeavored to follow the recommendations of the State Division of Communications in the purchase of our communication equipment. This will assist us in preparing for Central Dispatching. The Project Director, Lieutenant Charles L. Kilgore, is an experienced police officer. He has been a member of this Department since 1961. In his position of Patrol Supervisor, he has contact with all uniformed personnel. This contact allows him to keep informed on the working condition of our communications equip- ment. He will have control over the project and will assume responsibility for keeping records on the use of and the maintenance of the equipment. Lieutenant Kilgore will supply needed information to the City Finance Director. The City Finance Director will be responsible for all financial records and reports related to this project. -3- Part II, Page 1.3 PART III. BUDGET COMPONENT SCHEDULE A-- BUDGETSUMMA,RY* ,. Buctg~'t Sunlmar~, for Gra. nt Period Totals to be brought forward from supporti.g schedL~aS): NON--FEDERAL SI-IA RE HARD CASH IN--KIND FEDERAL. t TOTAL COSI CATEGORY SHARE STATE LOCAL STATE LOCAL BUDGET Personnel Professional (Including Contract and Consultant) Services Travel Equipment $5,513. O0 $1,837. O0 $7,350. O0 Other Operating Expenses Tota~ costs $5,513.00 $1,837.00 $7,350.00 GRANT RATIO: LEAA 75 % SUBGRANTEE, 25 % TOTAL _1_0.Q_% 2. Budget Estimates for Current and Future Years of Support to be Requested from LEAA: FEDERAL SHARE ONLY CURRENT YEAR ADDITIONAL YEARS SUPPORT TO BE REQUESTED tSame as detailed COST CATEGORY federal budget) SECOND YEAR THIRD YEAR Personnel Professional (Including Contract and Consultant) Services Travel Equipment $5,513.00 None None Constr,~ction Other Operating Expenses Total Estimated Costs $ 5,513 · 00 None None 3. Total Monies Awarded for Project Activities in Prior Years o~: funding: Year Grant N[Imber LEAA Funds Matching Share Total Funds $ $ -~.~ zo ¢: ;33 'T1. 0 ~ ~ 0 ~ ~ O. ~ 0 ~ · ~ ~ ~ ~ ~~ ~~ ~ 0 0 ~ -- 0 0 0 L L ~ ~ o ~' 0 0 ~ ~ o o o o .0 0 0 0 ~ ~ ~ 0 0 0 0 0 0 0 0 0 I ~ I g I I " STATE O,F FLORIDA Part III ,' Page GOVERNOR'~ COUNCIL ON CRIMINAL JUSTICE " ' OPERATING POLICIES AND PROCEDURES MANUAL Budget Exhibit I SUBGRANT APPLICATION Budget Narrative SUPE [~SE DES: Effective Date Approved By: James R. Stewart, Director Sec,ion N/A Pa~e N/A App, ov.~ Date: May, 1973 PART III. BUDGET EXHIBIT I - BUDGET NARRATIVE* Start Below and Use Continuation Pages as Necessary, Equipment Cost is the only budget category in this project. Six (6) additional police cars must be equipped with mobile radios. These radios are to be designed to be adaptable for Central Dispatching. The prices were determined'by using State Contract No. 72-4.10 for Portable/Personal and Land Mobile Communication Equipment. These prices will be effective through December 1973. The listed base price for five (5) chamnel mobile radios with 60 to 100 watts of power is $863.00. Tone controlled squelch and an antenna are required for each unit. This adds $95.00 per unit for a total cost of $958.00 per unit. The six (6) mobile radios will cost $5,748.00. The same State Contract was used to determine prices of walkie talkies to be used by the Chief and the Captain. They must have the ability to maintain constant communication with our base station. The cost of a five (5) watt, five (5) channel walkie talkie with tone controlled squelch, two (2) rechargeable batterie~ lapel speaker, ear pieces, coil spring antenna, carrying case and charger is $756.00. The cost of two (2) walkie talkies is $1,512.00. The remaining $90.00 is for purchasing ten (10) extra coil spring antennae to be used as spares for ouz present walkie talkies. The $5,748.00 for the six (6) mobile radios, plus $1,512.00 for two (2) walkie talkies and $90.00 for ten (10) spare coil spring antennae accounts for the total of $7,350.00. The matching contribution in the form of cash will come from General Revenue Fund~ of the local government. The Federal share is $5,513.00 and the local share is $1,837.00 for a total of $7,350.00. When this equipment is in operation, the objectives of this project will be accomplished. * See Instruction Manual, Section III, Page 9 for instructions on completing this form. $'1-^-I'E OF FLORIDA Part !11 Page 9 GOVEF{NOR'S COUI~JCIL ON CRIMli'~AL JUSTICE , Budget Exhibit II SUDGRANT APPLICATION Fiscal Questionnaire SUPE ftSEDES: Effective Data Approved By: James Fi. Stewart, Director sectio. N/A .age N/A A..,o~, Date: May, 1973 PARTIII. BUDGET EXHIBIT II ' FISCAL QUESTIONNAIRE* S.~art Below and Use Continuation Pages as Necessary. The only fiscal area involved in this project is a Hard Cash Match Requirement. The City Council has appropriated funds for the express purpose of matching LEAA funds. The total cost of this project is $7,350.00. Seventy-five percent (75%) or $5,513.00 will come from Federal funds; the remaining twenty- five percent (25%) or $1,837.00 will come from the City's General Revenue Fund. The matching City funds will be available when needed. · See I nstruction i~.anual, Section It $, Page 1 O, f o~ i nstr[]ct{o . o 1 con-,ptetin] this form.