HomeMy WebLinkAboutIGA - JAG Award - City of BendDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701 -1960
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of June 24, 2009
DATE: June 16, 2009
FROM: Sue Brewster, Legal Counsel, Deschutes County Sheriff's Office Phone: 385 -1714
TITLE OF AGENDA ITEM:
Consideration and signature of Document No. 2009 -337, an Intergovernmental Agreement between the
City of Bend and Deschutes County for the allocation of the Edward Byrne Memorial Justice
Assistance Grant (JAG) Program award.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The Edward Byrne Memorial Justice Assistance Grant (JAG) Program is the primary provider of
federal criminal justice funding to state and local jurisdictions. JAG funds may be used for state and
local initiatives, technical assistance, training, personnel, equipment, supplies, contractual suppoit,
information systems for criminal justice, and criminal justice - related research and evaluation activities
that will improve or enhance a variety of programs, including law enforcement programs, corrections
and community corrections program; and planning, evaluation and technology improvement programs.
These funds will be used to purchase four mobile radios for the Sheriff's Office Civil Division, which
will improve their communication and officer safety while working in rural areas; ten VHF mobile
radios for the Patrol Division, which will allow for communication with fire agencies, US Fores
Service, ODOT, and Oregon State Police; two "Smart Boards," one for the Deschutes County Adult Jail
and one for the Work Center. These interactive white boards will be used for training, emergency
drills, and briefings. The funds will also be used to purchase five portable radios and ten radio batteries
for deputies at the jail.
FISCAL IMPLICATIONS:
The City of Bend and Deschutes County are considered to be "disparate jurisdictions." As sucl I, the
jurisdiction must identify a fiscal agent (City of Bend) that will submit a joint application for tl e total
eligible allocation. The total allocation from JAG is $49,286.00. The City of Bend agrees to provide
Deschutes County $24,643.00 from the JAG grant award.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Document No. 2009 -337, an intergovernmental agreement between the City
of Bend and Deschutes County for the allocation of an annual Edward Byrne Memorial Justice:
Assistance Grant.
ATTENDANCE: Captain Tim Edwards, Deschutes County Sheriff's Office
DISTRIBUTION OF DOCUMENTS:
Return signed originals to Sue Brewster, Legal Counsel at DCSO, for distribution.
DESCHUTES COUNTY DOCUMENT SUMMARY
Date: June 16, 2009 Department: Sheriff's Office
Contractor /Supplier /Consultant Name: N/A
Contractor Contact: Contractor Phone #:
Type of Document: Document No. 2009 -337: Intergovernmental Agreement between the City
of Bend and Deschutes County for the allocation of the annual Byrne Justice Assistance Grant
(JAG) Program award. The award is made in the first fiscal year of the appropriation and may
be expended during the following 3 years. The Bend Police Department and the Sheriff's Office
trade off administrating the grant on a yearly basis. This current grant award will be
administered by the Bend Police Department.
Goods and /or Services: Document No. 2009 -337: Edward Byrne Memorial Justice Assistance
Grant (JAG) Program funds may be used for state and local initiatives, technical assistance, training,
personnel, equipment, supplies, contractual support, information systems for criminal justice, and
criminal justice - related research and evaluation activities that will improve or enhance a variety of
programs, including law enforcement programs, corrections and community corrections program;
and planning, evaluation and technology improvement programs.
These funds will be used to purchase four mobile radios for the Sheriff's Office Civil Division,
which will improve their communication and officer safety while working in rural areas; ten VHF
mobile radios for the Patrol Division, which will allow for communication with fire agencies, US
Forest Service, ODOT, and Oregon State Police; two "Smart Boards," one for the Deschutes County
Adult Jail and one for the Work Center. These interactive white boards will be used for traininl.;,
emergency drills, and briefings. The funds will also be used to purchase five portable radios and ten
radio batteries for deputies at the jail.
Background & History: The Edward Byrne Memorial Justice Assistance Grant (JAG) Program
is the primary provider of federal criminal justice funding to state and local jurisdictions. JAG
funds support all components of the criminal justice system, from multi jurisdictional drug and
gang task forces to crime prevention and domestic violence programs, courts, corrections,
treatment, and justice information sharing initiatives. JAG funded projects may address crime
through the provision of services directly to individuals and /or communities and by improving
the effectiveness and efficiency of criminal justice systems, processes, and procedures.
Agreement Starting Date: May 22, 2009 Ending Date: May 22, 2012
Annual Value or Total Payment: One time award of $24,643.00
❑ Insurance Certificate Received (check box)
Insurance Expiration Date:
6/16/2 109
Check all that apply:
RFP, Solicitation or Bid Process
(l Informal quotes ( <$150K)
® Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
(I
Funding Source: (Included in current budget? Yes IX No
If No, has budget amendment been submitted? (l Yes M No
Is this a Grant Agreement providing revenue to the County? PI Yes n No
Special conditions attached to this grant: A joint application with the City of Bend must be
submitted. The City of Bend will act as the fiscal agent and submit the application once the IGA
has been signed.
Deadlines for reporting to the grantor: Once an award is accepted, quarterly financial status
reports, quarterly performance metrics reports, and an annual progress report must be submitted
to the Bureau of Justice Assistance. The City of Bend will be responsible for coordinating and
submitting the reports.
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a
grant- funded position so that this will be noted in the offer letter: 17 Yes n No
Contact information for the person responsible for grant compliance:
Name: Kimberly Morse, Grant Administrator, Bend Police Department Phone #: 322 -2974
Departmental Contact and Title: Pat Davis, Legal Assistant, Sheriff's Office
Phone #: 617 -3367
Sheriff's Approval:
Signature Date
Distribution of Document: Return signed originals to Sue Brewster, Legal Counsel at the
Sheriff's Office.
Official Review:
County Signature Required (check one): ® BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Legal Review Date
Document Number 2009 -337
6/1( /2009
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G re 4
1EPA3
GMS Application Number 2009- H0207 -OR -DJ
INTERGOVERNMENTAL AGREEMENT
BETWEEN THE CITY OF BEND OREGON, AND THE COUNTY OF
DESCHUTES OREGON
2009 ANNUAL BYRNE JUSTICE ASSISTANCE GRANT (JAG) PROGRAM
AWARD
This Agreement is made and entered into this day of , 2009, by and between the COUNTY
of Deschutes, a political subdivision of the State of Oregon, hereinafter referred to as COUNTY, and the
CITY of Bend, acting by and through its governing body, the Bend City Council, hereinafter referred to as
CITY, both located in Deschutes County, State of Oregon.
Recitals:
WHEREAS, Oregon Revised Statutes, Chapter 190 allows local governments in Oregon to enter into
Intergovernmental Agreements, and
WHEREAS, Each governing body, in performing governmental functions or in paying for the performance
of governmental functions under this agreement, shall make that performance or those payments from
current revenues legally available to that party from the proceeds of the JAG grant, and not from any other
source: and
WHEREAS, COUNTY and CITY find that the performance of this Agreement is in the best interests of
both parties, that the undertaking will benefit the public, and that the division of costs fairly compensates
the performing party for the services or functions under this agreement: and
WHEREAS, the CITY agrees to provide the COUNTY $24,643.00 from the Annual JAG award for the
County to purchase equipment for their department.
WHEREAS, the COUNTY and CITY believe it to be in their best interest to reallocate the JAG funds as
provided herin.
NOW THEREFORE, the COUNTY and CITY agree as follows:
Section 1.
City agrees to pay COUNTY a total of $24,643.00 of JAG funds within 30 days of receiving said funds.
Section 2.
COUNTY agrees to use $24,643.00 for the Deschutes County Sheriff's Office to purchase equipment until
the amount has been expended prior to the three (3) year expiration period set out in the JAG award.
Section 3.
Each party to this Agreement will be responsible for its own actions in providing services under this
agreement and shall not be liable for any civil liability that may arise from the furnishing of the services by
the other party or for other actions of the other party in connection with this agreement.
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GMS Application Number 2009- H0207 -OR -DJ
Section 4.
By entering into this Agreement, the parties do not intend to create any obligations express or implied other
than those set out herein; further, this Agreement shall not create any rights in any party not a signatory
hereto.
Section 5.
Neither County or City is, by virtue of this Agreement, a partner or joint venture with the other in
connection with activities carried out under this agreement, and neither party shall have any obligation with
respect to the others debts or any other liabilities of any kind or nature except as specifically provided
herin.
Section 6.
The term of this agreement is three years from the date of execution, unless terminated by mutual
agreement of the parties.
Section 7.
CITY designates Bend Police Depait'iient Chief Sandi Baxter to represent CITY in all matters pertaining to
administration of this Agreement.
COUNTY designates Sheriff Larry Blanton to represent County in all matters pertaining to administration
of this Agreement.
Any notice or notices provided for by this Agreement or by law to be given or served upon either party
shall be given or served by certified letter, deposited in the U.S. mail, postage prepaid, and addressed to:
Sandi Baxter Larry Blanton
Chief of Police Deschutes County Sheriff
Bend Police Department 63333 Highway 20
555 NE 15th Street Bend Oregon 97701
Bend Oregon 97701
CITY OF BEND
APPROVED this day of , 2009 for the City of Bend.
Kathie E. Eckman, Mayor
Sandi Baxter, Chief of Police
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GMS Application Number 2009- H0207 -OR -DJ
DESCHUTES COUNTY, OREGON
APPROVED this day of , 2009 for the Deschutes County Board of
Commissioners.
Tammy Baney, Chair
Dennis R Luke, Vice Chair
Alan Unger, Commissioner
ATTEST:
Recording Secretary
Larry Blanton, Deschutes County Sheriff
APPROVED AS TO FORM:
County Counsel Kimberly Morse, Grant Manager
City Attorney
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