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Dubuque Drug Task Force Civilian StaffMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Dubuque Drug Task Force Civilian Staff DATE: March 1, 2012 Dubuque bierd All-America City 1 2007 Chief of Police Mark Dalsing is recommending the City contribute 50% of the wages and benefits for the Grant Coordinator position in the Dubuque Drug Task Force for Fiscal Year 2013. Dubuque County would pay the remaining 50 %. City funds are available. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Mark Dalsing, Chief of Police Jennifer Larson, Budget Director THE CITY OF DUB •' : MEMORANDUM Masterpiece on the Mississippi TO: Michael C. Van Milligen City Manager FR: Mark M. Dalsing Chief of Police February 27, 2012 RE: DDTF Civilian Staff INTRODUCTION This memo will discuss a funding shortfall for the civilian staff member of the Dubuque Drug Task Force. BACKGROUND Prior to 1991, the Dubuque Police Department and the Dubuque County Sheriff's Office would apply for separate grants through the Governor's Alliance on Substance Abuse (GASA). The City used the grant to fund two investigators, equipment and overtime, while the County used it for overtime for two part time investigators. Beginning in 1991 the City and County combined efforts and formed the Dubuque Drug Task Force, and applied for grants as this one entity. The initial grant paid for overtime and equipment, but also for the creation of positions of a Project Director in the Sheriff's Office and a Multi- Jurisdictional Grant Coordinator in the County Attorney's Office. The grant paid for 75% of each position with a 25% match. The Sheriffs Office took care of the 25% match for their position and it was agreed that the 25% match for the Grant Coordinator would be split three ways between the Police Department, Sheriff's Office and County Attorney's Office. All other expenses not covered by grants (rent, utilities, office supplies) were also set on a three way split. The GASA grant funding eventually became the Byrne Memorial Grant, which is the grant funding we use to date. The level of grant funds fluctuated over the years resulting in varying levels of financial responsibility for the three entities, but it remained a one -third split of expenses not covered by the grant. For a period of time, grant funding was included to pay office rent and a portion of the drug prosecutor's position in the County Attorney's Office, but that has since ended. In 2004 the Dubuque Police Department added a third investigator as the grant funded 18- County Clandestine Lab Investigator. When the grant funding for the lab investigator position ran out in 2006, the Byrne Grant began to pay for a portion of one City investigator position. This was the first time a City investigator position was funded through the Byrne Grant. At the time the Byrne Grant also continued to pay portions of the Project Director /Sheriff's Investigator and the Grant Coordinator positions. When the DDTF received their Byrne Grant award in 2011, they were informed that the Grant Coordinator funding was being eliminated. County Attorney Potter advised the DDTF Control Board that he would be able to fund it through FY12, with the City and County's usual share of the match. Our share is approximately $8,500 a year. It was determined that future financing would be up to the Board of Supervisors. While there is a chance the Byrne Grant could again fund the position, we are not expecting this to happen. On January 30, 2012 I attended a Board of Supervisors work session with other members of the DDTF Control Board. The Board is supportive of filling the position but would like to see the funding of the position reviewed. While the City has previously been responsible for one third of expenses not covered by the grant, the Board expressed its desire to see a 50/50 - City /County split for the position if there is no longer going to be grant funding available. Depending on what pay grade and /or step level the position will be filled with, the position will be between $65,000 and $70,000 for salary and benefits. Taken at the higher level, a City share at 50% would be $35,000. After subtracting the $8,500 we already contribute, the City would need to provide an additional $26,500. As it stands now, the City pays the total salary and benefits of two investigators and the Byrne Grant pays $59,197 towards the salary and benefits of the third investigator. All three City positions are fully budgeted through the annual budget process, therefore the Byrne Grant allows the City to save $59,197 in funds. Although the level of funding from the Byrne grant fluctuates from year to year, I anticipate similar funding in FY13. I would like to use the savings created by the Byrne Grant on the budgeted investigator position to fund a 50% share of the Grant Coordinator position for FY13. Future, permanent funding for the position will have to be determined by the City of Dubuque and Dubuque County over the next several months, as I anticipate this being a onetime adjustment. CONCLUSION & RECOMMENDATION The Grant Coordinator position is a very important position in the DDTF. It was unexpected to lose Byrne Grant funding for the position after 20+ years of successful funding. While this is a Dubuque County position, the position equally serves the City and County investigators, with the vast majority of the investigations occurring within the Dubuque city limits. Because of these factors, I am recommending that the City contribute funding of 50% of the wages and salary for the Grant Coordinator position for FY13. The approximate $35,000 would come from the existing $8,500 match the Dubuque Police Department budgets for the position, plus the savings resulting from the Byrne Grant covering $59,197 of a budgeted City investigator position. ACTION REQUESTED Review of this memo and consideration of additional funds being allocated to cover an anticipated expense of $26,500 for the City portion of a 50/50 split with Dubuque County, for the DDTF Grant Coordinator position.