Safe Schools Grant 2004
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MEMORANDUM
June 13, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: 2004 Safe Schools Grant ORI #IA031 01
Chief of Police Kim Wadding is transmitting information about the submittal of a Secure
Our Schools Worksheet to the Office of Community Oriented Policing Services, U.S.
Department of Justice.
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Michael C, Van Millige'n
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Kim B. Wadding, Chief of Police
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MEMORANDUM
Date: June 1,2005
To: Michael C. Van Milligen
City Manager
From: Kim B. Wadding A,-..
Police Chief 7flJ
Re: 2004 Safe Schools Grant ORI #IA03101
INTRODUCTION
The purpose of this memorandum is to describe the circumstances surrounding the
submittal of a Secure Our Schools Worksheet to the Office of Community Oriented
Policing Services, U.S. Department of Justice, and the subsequent withdrawal of
allocated funding.
BACKGROUND
The Secure Our Schools Program allows recipients to establish and enhance a variety
of school safety equipment and/or programs to encourage school safety efforts.
Placement of funds may include use of deterrent measures (metal detectors, locks,
lighting, and other deterrent measures), security assessments, personnel and student
security training, and security coordination with local law enforcement. The program
funds up to 50% of the total program cost.
Prior to sending a Secure Our Schools grant worksheet to the Office of Community
Oriented Policing Services, I spoke to Chris Hall, at the Dubuque Community Schools,
regarding this possible grant funding, with more detail to follow. On June 9, 2004, I
submitted a notice of interest worksheet via fax to the Secure our Schools Program
administered by the Office of Community Oriented Policing Services (COPS), U.S.
Department of Justice.
On the project summary of the Secure Our Schools Worksheet, the project was
described as follows:
"The project would purchase and install surveillance equipment (including
cameras and digital recorders) for secondary Dubuque Community Schools. The
installation would be supervised by the Dubuque Community Schools Buildings and
Grounds Department, and Dubuque Law Enforcement Center representatives (including
Dubuque Police School Resource Officers.) The Dubuque Community School District is
currently in the process of adding accessibility signage and security systems for their
secondary school entrances. However, the school district's budget is extremely limited,
relying mostly on grants and donations. 11
DISCUSSION
It was my understanding that after submitting the Secure Our School Worksheet, an
ensuing review would occur, and an application describing the project in detail
(including the source of the 50% match funding) would be required prior to the allocation
of any funds. When the invitation to submit an application was received, I would work
with the Dubuque Community Schools to complete the full grant application for City
Council review and request approval to submit the full Secure Our School grant
application.
I was surprised to receive the letter from Robert A. Phillips, Deputy Director of
Operations communicating the withdrawal and "deobligation" of the COPS secure Our
Schools Grant Program, ORI #IA031 01. My understanding was that a grant application
would be required before any monies could be allocated.
I spoke to Chanel Jones (202)-616-3557, Secure Our Schools (SOS) Team Leader, and
was advised of faxed notices requesting an application were sent to my attention at the
Police Department. Chanel provided copies of notices made to our agency containing
the dates of August 5, 2004, January 24, 2005, and March 7, 2005. The fax number
used was (319) 589-4497, and her records indicate the faxes went through, even
though the current Dubuque area code is 563.
When asked for consideration to receive the 2004 funding, I was directed to Andre
Tolzer (202) 616-9576, Program Manager, and then to Wanda C. Seawright (202) 616-
9576, Secure Our Schools Coordinator. Wanda said we are no longer eligible to
receive the 2004 funding, as it is an annual disbursement. However, we remain eligible
to make new application without penalty for future funding years.
RECOMMENDATION
With the Secure Our Schools grant funding available on an annual basis, I recommend
meeting with the Dubuque Community School members, explain the current situation,
clarify the steps in this particular grant funding process, and determine if they are
interested in pursuing this matching fund grant opportunity in the future.
ACTION REQUESTED
Approach the Dubuque Community Schools regarding the Secure Our Schools grant
opportunity, and to work closely with them regarding these grant fund opportunities.
OS/23/05 MON 16:17 FAX 202 514 9272
08/09/2004 WED 113: 12 1"AX .118 :J1J8 4411'(
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SEICURE O'UR SCHOOLS WORKSHEET
** FAX BACK TO (202) 514-9272 BY:June 9. 2004 -*
IA03101 Dubuque, City of FA.){i3195890890
o We dD lIat wuk tQ pllniL:ipale.. ? /9"- m-iNf 7
If you would like to paI'ticipate in the Se:I.ure Our Schools program, in the space provided below, indicate wmi;;h QQC of
the five areas meets YOllr most immediate school safety need. Please mark only one area.- If your most im:mediate
=~~ und<T~ dolment _asmes -- ,elect one .f~e~~' ~~, (c.g.W JI ~
o Placemem IJIUr use of tieterrent measures: ,~ L'V1 ,
meta.l cfeter!1o'f'S
'170 To~~ S\--r..~+
II Dthe!' deterrent measures (e;tplt.t.i"(n \() 4 -
V <- [).. l:J 0 1-- 0 1 s
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11 locI<<
o lighting
I!l Securl1y 'lU$es.~m.e,.bi.
IE] Security tra;III!)tg of pcrsonMII~lId students.
Ii] Cuord;Ilfltioll with lucid Iii.,., tj'~(Drcems"'r..
~ ~ ~ '" '\ '-' c \"3...." S- J 00 I
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D Any othe, 1IJ81'Uu.re tJlltt l1Ia)l PI'Q'IIide Il signifituUlt i",pro't1e,nellt ill.fecll'ity. (uP/iii"')
In the space provided ';,clow, indicate the a'Pproxima.t~ level of funding you estimate that you will need to implement
this project. ~ in mind that your agl:nc:y will be: responsible for the c:quivalr.:nt in loca.l matching funds. 11u: level
ofparticipation win dl=termine the maximum aInount offund.mg Iilvailabie to eat;h agency.
OtiC 0
110,000 $15,000 SiO/COO $25,000
[J $.30,000 0 11;35,000
o $40,000
Cl 545,000 a $50,000 C s
Finally. in the spaoe provided below, bl'iefly des.c::ribe your proposed proj ect. Identify the i;;UIl'ellt problem, the
sch.Ool(s) and/Dr other agencies you will be working with and yo\lr estimated project cost. Again. this is not an official
application; upon completing this ;form. yOl1 will be afforded the opportunity to submit an offiCliill application detailing
your praje6:t in its entirety,
PROJECT SUMMARY: : Thl!lproj e.ct would purchase and. install stJ'I'Vidllanca equipm.ent:
(iuc.1'l.l.diug.:f:ame1:as and digit.l~l recorders) for the seJonda"t'Y Dubuque C01DJlLUni.ty Schools.
The ixtst:a.l1at:iou vould. be $U]~erviBe.d by the Dubuque '~omm.un:f"CY Sehools Bu.:Lldings liLna
C.~ounds Department: ilnd PubuqlIe .LaW' I::nforcement. Center repn:Baut:ative$ (iuO;luding DubtJ,que
Poli~e' Sc:hoQl ltl~soul:ce Officl!.rs). The Dubuque Cotmn.u,ity School DiS1:ric;.t is c.urrently in
the process of adding ac.eess1bility ~ignage and security systems fo~ 1:hB~r sec.cnda~y
scheol entrancel3. "llavever. ~he school dis1:riC!t' s' bu~ge't i5 ext emely limited. relying
tIloat1y on gran'tli: anei donatio'ns. . . J _
Kim Wadding. ?o;Lic.e Chief 563-589-4411 . l.A....),
Name of Official CO'l;;p\cting this F'on; Contact Numbe:r
OS/23/05 MON 16;17 FAX 202 514 9272
06/08/2004 WED HI; 12 FAX 319 QlHI 44ln
COPS
.I)UDUlo/ll.ci ru.u~ "1;;1
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.l;'",1lc:1t Department
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770 I<>WiI S~t
1'.0. Box S?S
Dubuque, Iowa. SZO!J4-OSiS
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770 ro~a S~ee~ P. 0_ ~ox a7S
nubu~, ~owa 52004-0875
Phone: (563) 589-4410
FAX: (563) 589-4497
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June 9J 2004
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202-514-9272
Name: Sllcure Our Schools l';rog~am
Loc:aQ,l;'I'H U .s. DepaJ:t~t: of Jus"tice
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SeAde~' s Nama:
Chi&f Kim Waddin~
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Attached is oU~ Secu~e Our S~hoolS Wc~ksheet wj'i~h
d~dicated ~o ~he Dubuque Comm~ui~y S~hools_ Pl ,ase
if you have any questions.
I
shows a secur1~y pfan
feel ires to contac~ ms
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l.l....f'le
lnlllSrlty
Roespclt.'sibility
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'r""mworlc
OS/23/05
MON 16:18 fAX 202 514 9272
COPS
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U.S. Department of Justice
Office of Community Oriented Policing Services
Grant;> Ad",;m;stra';oll DiYi;si01f
11 00 Yem,ont Avenue, NW
Washington. D,C, ;20530
March 7, 2005
URGENT REQUICST: IMMEDII\. TE RESPONSE NEEDED
Re: COPS Secure Our Schools Gnmt Program
Dear Chief Wadding:
On January 25, 2005 your agency was faxed a copy of the following letter (see attachment) regarding the
delinquent submission. of your Secure Our Schools application package. To date, the COPS Office has not received
a response to this lett,;,r. Please be advised that the COPS Office has made several attempts to contact your agency
so that you may utili2;e the Secure Our Schools (SOS) grant funding that is available. If your agency is still
interested in participating in the SOS program, ple3$e contact the COPS Office no later than Marth 17, 2005 to
indicate whether or not your agency still wishes to proceed with your SOS grant.
If your agency does ,~hoose to continue with the application process. the COPS Office will be happy to send you
another copy of the application package and win work with you as you complete all necessaty materials. If your
agency chooses to withdraw from the grant program, written confirmation of this withdrawal is needed for our
records. Below, pleaHe indicate your agency's intention with regard to the SOS grant program, and fa" your
response to (202) 514-9272 no later than March 17. 2005:
_ Yes, our agenc.y wishes to continue with Ole application process. Please send another copy of the grant
application
to:
_ Yes, our agen-oy wishes to continue with the application process, but we do not need a copy of the grant
application. We will submit the application that we have by thc deadline.
_ Our agency wishes to withdraw from the SOS grant program. Please consider this letter our official
withdrawal request Signature of Agency
Executive:
Other
Please be advised th:~t failure to re~'POnd to this letter may result in the de-obligation of your agency's grant funding
without further notification. If you have any questions regarding the SOS grant program. please contact the SOS
Team Leader, Chandl Jones. at (202) 616-3557 for assistance. Thank you for your attention to this matter.
Sincerely,
~~
Robert A. Phillips
Deputy Director for Operations
OS/23/05 MON 16:18 FAX 202 514 9272
COPS
14J005
U.S. Department of Justice
Office of Community Oriented Policing Services
Grants Adlllini;stratloll Divi.rion
1100 Vemlont AVBIDII1. NW
Washington, D.C. 20530
Januaty 24, 2005
Chief Kim Wadding
Dubuque Police Department
770 Iowa Street
Dubuque, IA 52001
Mayor Terrance Duggan
Dubuque. City of
50 West 13 Lb Street
Dubuque, IA 52001
Re: COPS Secure Our Schools Grant ]~gram, ORI # IA03101
Dear Chief Wadding and Mayor Duggan:
In September 2004 the :Dubuque Police Department was selected to receive a Secure Our Schools (50S) grant award for
$50,000 from the COPS Office. TIle SOS grant program gives grantees the opportunUy to establish and enhance a variety of
school safety equipment and/or programs t) improve school safety efforts within their conununities. The selection of your
agency to receive funding and the award 8lnOWlt were based UpQn your original interest in participating in this initiative, as
indicated by the "SOS W orksheef' submitled by your agency in the SUJIUnet of 2004. As a reminder, the SOS grant program
included a local matc:hh1g share requireme:llt of 500/0, meaning that your agency is required to contribute a local cash match
equal to or exceeding the federal award anJOWlt.
All agencies receiving :;OS funding were required to submit a detailed project proposal to the COPS Office in order to gain
access to grant funding. However. although the COPS Offiee has made severnl attempts to obtain a completed application
package from your agency since the announcement of your award in 2004, l() date our office has not received any proj ect
information. Most recently, faxes were sent to your agency in May, July, and September 2004 reminding you of this
requirement to submit 2l oompleted application.
The pwpose of this letter is 10 request that you contact the COPS Office no later thanFebruary 7, ~005 to indicate whether or
not your agency wishe~; to proceed witll Y()1,U" 80S grant. If your agency does choose to oontinue with the application process,
the COPS Office will be happy to send you another copy of the application package and will work with you as you complete
all necessary materials. If your agency chooses to withdraw from the grant program, written confirmation of this withdrawal is
needed for out records. Please indieate YC)ut agency's intention with regard to the SOS grant program, and fa."C your response
to (202) 616-3557 no later than February 7, 2005:
_ Yes, our agency wishes to continue with the application process. [If yes, please list a name and number so that
our office mar contact you immediately: 1
_ Our agency wishes to withdraw from the SOS grant program. Please consider this 1ettE:r our official
withdrawal request. Signature o/Agency Etecutive:
If you have any questions regarding the SOS grant program, please contact me 80S Team Leader, Chanell Jones, at (202) 616-
3557 for assistance. nlank you for your attention to this matter.
Sincerely,
~~
Robert A. Phillips
Deputy Director for Operations
FAX 202 514 9272
OS/23/05 MON 16:18
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IURGENTFAX
72 flOURS RESPONSE REQUIRED
Oate: J\.l1gust 5, 2.004
Agency: City of Dubuque
To: ChiefI<tm Wadding
Fax: 319-5894497
From: Secure Our Schools ProgtaIn
Phone:
Fax: 202-616.9612
EI U"ent B Please fteplll' ASAP 0 For ~eview 0 Please eomment
Your agency has been select()11D t'~\I'e a 2004 Secure Ou.- Schools granllJnfOItUnately, to dale we have
not received )'our agency's grnnt ctpplic:atian. P~e be advised that although the: application deadll:ne of
July 30. 2004lw p'~sed we will (,"Ont.inue to accept applications untilAbgurt 11, Z004. Your agc:o.cy mUllt
submit the appticatlon with the oJj~ll5iRJJalures of the signing officials and itmuslbe lO311ed to the
S~Olre Our Sebol)b CQQtrol Dell<, !)UI flaor i!t the letterbead address. .
Q Our agency will submit lhe application within five business days.
IJ Our agency will not be able to participate in the program.
a Other.
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