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HomeMy WebLinkAbout26-10 RESOLUTIONRESOLUTION NO. 26-10 A RESOLUTION AUTHORIZING ACCEPTANCE OF A GRANT FROM THE ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION TO HOST THE 2010 UNDERAGE DRINKING PREVENTION CONFERENCE AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $35,115.00 TO RECOGNIZE THE REVENUE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes acceptance of a grant from the Arkansas Department of Finance and Administration to host the 2010 Underage Drinking Prevention Conference and approves a budget adjustment in the amount of $35,115.00 to recognize the revenue. A copy of the budget adjustment, marked Exhibit "A," is attached hereto and made a part hereof PASSED and APPROVED this 2nd day of February, 2010. ATTEST: SOND (hAdn,e) mit- tit) Greg Tabor Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 2/2/2010 City Council Meeting Date Agenda Items Only Police Division Action Required: Police Department Acceptance of a grant from the Arkansas Department of Finance and Administration to host the 2010 Arkansas Underage Drinking Prevention Conference and approval of a budget adjustment in the amount of $35,115. 35,115.00 Cost of this request 1010-2920-5315.00 Account Number 07036-0910 Project Number Budgeted Item UDPC Conference Program Category / Project Name Grant Funds Used to Date Program / Project Category Name General Remaining Balance Fund Name Budget Adjustment Attached X Depart r-,�► •��:, 7eet.7(.. City ttorney Previous Ordinance or Resolution # Date Original Contract Date: /.- [ ' !/ 0 Original Contract Number: Date -t9 .Zorn Date /Thdo Date ate Finance an Internal Services Director r Comments: Revised January 15, 2009 aye evl e ARKANSAS Departmental Correspondence Fayetteville Police Department 100-A West Rock Fayetteville, AR 72701 Telephone: (479) 587-3555 Fax: (479) 587-3563 To: Mayor Lioneld Jordan and members of the City Council From: Greg Tabor, Chief of Police` Date: January 15, 2010 2010 Underage Drinking Prevention Conference Grant Re: Recommendation Staff recommends acceptance of the 2010 Arkansas Underage Drinking Prevention Conference grant and approval of a budget adjustment in the amount of $35,115. Background Underage drinking is a problem, not just in Fayetteville, but also throughout the entire state. 2010 will be the third year that the Fayetteville Police Department has hosted this conference. The Fayetteville Police Department has been a leading enforcement agency on underage drinking prevention through our education/enforcement practices and participation in the National Underage Drinking Prevention Conference and is one of two law enforcement agencies in the state to have ever attended these conferences. Historically, this conference has encouraged the exchange of ideas and has led to the implementation of some new enforcement strategies to help combat underage drinking. Discussion The Fayetteville Police Department will host the third annual Arkansas Underage Drinking Prevention Conference with assistance of the Arkansas Alcoholic Beverage Control Enforcement Office, the Pacific Institute of Research and Evaluation (PIRE), and Mothers Against Drunk Drivers (MADD). We are anticipating approximately 150 participants to register and attend this two and one half day conference to be held April 29 through May 1 at the Cosmopolitan Hotel on the Fayetteville Square. Budget Impact This is a reimbursement grant funded through the Arkansas Department of Finance and Administration in the amount of $35,115. No matching funds are required. RESOLUTION NO. A RESOLUTION AUTHORIZING ACCEPTANGE OF A GRANT FROM THE ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION TO HOST THE 2010 UNDERAGE DRINKING PREVENTION CONFERENCE AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $35,115.00 TO RECOGNIZE THE REVENUE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes acceptance of a grant from the Arkansas Department of Finance and Administration to host the 2010 Underage Drinking Prevention Conference and approves a budget adjustment in the amount of $35,115.00 to recognize the revenue. A copy of the budget adjustment, marked Exhibit "A," is attached hereto and made a part hereof PASSED and APPROVED this 2nd day of February, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer (1/5/2010) Willie Newman - Fwd: FW: Underage Drinkin Prevention Conference Grant Pro osal Pa e From: To: Date: Subject: Attachments: Rick Crisman Newman, Willie 1/5/2010 10:02 AM Fwd: FW: Underage Drinking Prevention Conference Grant Proposal 2010 Conference Budget.xls; Grant app..doc Cpl. Rick Crisman Community Policing Division Fayetteville Police Department 100-A W. Rock St. Fayetteville, AR 72701 (479) 575-8341 rcrisman@ci.fayetteville.ar.us TDD(Telecommunications Device for the Deaf): 479/521-1316 »> 'Doris Smith" <Doris.Smith@dfa.arkansas.gov> 1/5/2010 9:57 am »> Good morning Rick: Your proposal is approved. Please notify me of the planned 2010 dates so I can schedule accordingly. Thank you. Doris Smith Assistant Administrator DFA Office of Intergovernmental Services (501)682-5260 doris.smith@dfa.arka nsas.gov Original Message From: Sheila Coffman -Bunting Sent: Tuesday, January 05, 2010 9:45 AM To: Doris Smith Subject: FW: Underage Drinking Prevention Conference Grant Proposal Sheila Coffman -Bunting Intergovernmental Services 682-5244 Original Message From: Rick Crisman fmailto:rcrisman@ci.favetteville.ar.usj Sent: Monday, November 23, 2009 12:40 PM To: Doris Smith; Sheila Coffman -Bunting Subject: Underage Drinking Prevention Conference Grant Proposal Here is the proposal. Call me if you need me to send a hard copy as well. Cpl. Rick Crisman Community Policing Division Fayetteville Police Department 100-A W. Rock St. Fayetteville, AR 72701 (479) 575-8341 rcrisman@ci.fayettevi I le.ar. us TDD(Telecommunications Device for the Deaf): 479/521-1316 Fayetteville Police Department 2010 Office of Juvenile Justice Delinquency Prevention Grant Arkansas Underage Drinking Prevention Conference Budget Narrative Fayetteville Police Department TABLE OF CONTENTS Meeting Space Page 1 Food and Beverage Page 2 Registration Cost Page 3 Presenters, Printing, Measurement, Accountability Page 4 Summary . Page 5 Fayetteville Police Department Meeting Space The Fayetteville Police Department seeks to host the third Arkansas Underage Drinking Prevention Conference with the assistance of this grant, the Arkansas Alcoholic Beverage Control Enforcement Office, the Pacific Institute of Research and Evaluation (P.I.R.E.), and Mothers Against Drunk Driving (M.A.D.D.). We are anticipating approximately 150 participants to register and attend this two and one half day conference to be held at the Cosmopolitan Hotel in Fayetteville, Arkansas, April 29th — May 1St. We are targeting Arkansas law enforcement as our primary audience. We are expecting 25 staff/ volunteer members to participate in the training over the course of the conference. The venue we have selected allows us the space to house and train the numbers we are expecting. There will be no need for participants or staff to travel offsite for any portion of the training, except alcohol compliance checks (limited number and sign up in advance). We have arranged for ballrooms to accommodate at least 175 people for the conference opening and three lunches. The total cost of the four ballrooms is $450.00 including taxes. We also have arranged for five workshop rooms with a maximum occupancy of 30 persons each for all three days. This will provide us with 35 opportunities to present conference related materials. This should allow all attendees to have an opportunity to visit the workshops they want to see. The total cost of the workshop rooms is $750.00. -1- Fayetteville Police Department Food and Beverages This is our single largest expense for the conference. We are planning to provide three lunches and five refreshment breaks during the course of the conference. We expect to feed 175 people at each lunch seating by means of a buffet set up in a ballroom within the hotel. The buffets will be fully equipped and set up for our lunch time breaks with keynote speakers. The dining tables will be white tablecloth rounds with seating for eight and a head table for speakers. Our cost for each daily lunch seating is $3,920.67 including all applicable taxes and service charges. Our combined lunch costs are $11,762.01. We have also requested the five breaks be strategically divided over the conference to provide refreshments to staff and participants. Each break will vary in price depending on the selection of items to be served. (Day 1)Break #1 is $462.06, Break #2 is $381.82, and Coffee/Soda/Water is $420.56. (Day 2) Break #3 is $462.06, Break #4 is $381.82, Coffee/Soda/Water is $420.56. (Day 3) Break #5 is $462.06 and Coffee is $165.08. The food items selected are designed to feed approximately 175 people per break. The total pricing for our break food and drink is $3,156.02. Our combined food cost is $14,918.03. Please refer to the budget document for a detailed description. We can provide the breakdown of food to be served during lunches and at the breaks, if that is desired. Guests will be responsible for all meals outside of the ones provided through this grant. The guest room rates are $89.00 per night for single or double occupancy without breakfast. A continental breakfast is available for an additional $8.95 per person per day with the purchase of your room. These fees do not include taxes. We plan to build in some special event opportunities for our staff and guests over the course of the conference that will be fun and should allow for some networking and teambuilding opportunities. -2- Fayetteville Police Department Registration Costs We have anticipated the need for 150 registration packets to provide to our guests at this conference. We also have anticipated the need for packets for our staff and volunteers so they can be easily recognized and identified by our guests. The cost incurred for the registration packets is $2,900.59 including taxes and setup fees. The packets will include a conference tote bag, a conference flashlight, a conference lanyard and Conference Notebook and pen. I have included the breakdown of cost on the attached budget document. We are requesting all staff and volunteers receive an Arkansas Underage Drinking Prevention Conference shirt to identify them as staff. We estimated we will need 40 shirts at $30.00 each for cost of $1,311.00 including tax and setup fees. The total cost for the registration items is $4,211.59 including tax. Please refer to the budget document for an itemized list. -3- Fayetteville Police Department Presenters We are requesting the Pacific Institute of Research and Evaluation (P.I.R.E.) to assist us with some Nationally recognized speakers on relevant topics for this conference. We have 13 guest rooms within the host hotel that can be used for their lodging. We are requesting grant assistance for round trip airfare for some of the speakers. The cost are estimates for seven roundtrip airfare tickets at $1,000.00 each. The guest room rates are $100.79 per night for single or double occupancy taxes included without breakfast. The total estimated cost for our presenters is $11,535.55. Printing We have established there will be some printing needs for this conference including professionally designed conference programs, conference banners, conference workshop signs and conference table skirts. These are all items we will have to outsource for design and application. We are requesting 200 conference programs for our guest registration packets and staff at $2,294.25 and 20 conference workshop signs at $655.50. Our total cost for the printed items is estimated at $2,949.75 including tax and setup fees. Measurement We will be able to measure our success by evaluating the number of law enforcement officers trained. We also hope to have this training certified through Arkansas Law Enforcement Standard and Training so officers may receive training credit hours. Accountability The Fayetteville Police Department will be accountable through the Community Policing Division for organizing this conference with the assistance of our partnering sponsors. We will have all deliverables submitted within a timely manner to the grant administrator. -4- Fayetteville Police Department Summary Our grand total requested through this grant is $35,114.92. This budget narrative mirrors the budget document we have prepared in excel format for you. Please let us know if you require any additional details as you read through these documents. We look forward to hearing from you in the near future as to the next steps required in this process. Please be aware we have made our best attempts to estimate attendance and costs but they are only estimates. If awarded this grant, we can certainly make arrangements to limit our registration and keep our numbers manageable. We assume this grant will be for reimbursable dollars, which means we will be responsible for the outlay of money for the conference. We will need some assurances in writing that we will receive these reimbursable dollars in a timely manner so we can satisfy our budgetary needs. We have done our best to try and foresee all needs and costs for this conference. Please let us know if you discover things that should be included that we may have overlooked. Arkansas Underage Drinking P Conference; reuentir)n -5- Cosmopolitan Hotel 70 N. East Ave. Fayetteville, AR 72701 Vendor Area Total $100.00 $500.00 15 Minute Break #4 Vendor Area Total $100.00 $500.00 Cosmopolitan Hotel 70 N. East Ave. Fayetteville, AR 72701 offee/Soda/UY` 1 a Minute Brea 15 Minute Brea, Coffee/SodaI E 15 Minute Brea 1°5 Minute Bre Coffee Minute Bre, $420:56 $462.06 381.82 420.56 462.06 381.82 1.65.08 $462.06 Ree istration Packet. Cosmopolitan Hotel 70 N. East Ave. Fayetteville, AR 72701 Quantit u,nIt Lost Setu a Fee Subtotalg Cost Conference Notebook w/pen Conference Lanyard Conference flashlight Conference Tote 180 180 180 180 $3.75 $30.00 $705.00 $1.50 $0.00 $270.00 $4.50 $30.00 $840.00 $4.50 $30.00 $65.21 $770.21 $24.98 $294.98 $77.70 $917.70 $77.70 $917.70 Total Presenter/Staff,'Packet , Conference Shirt: 30:00" Total Category Total $1,311.00 $4,211.59 Arkansas Underage Drinking Prevention Conference Cosmopolitan Hotel 70 N. East Ave. Fayetteville, AR 72701 Cosmopolitan Hotel 70 N. East Ave. Fayetteville, AR 72701 STATE OF ARKANSAS OFFICE OFINTERGOVERNMENTAL SERVICES January 11, 2010 Department of Finance and Administration Notification of Award 1515 West Seventh Street, Suite 400 Post Office Box 8031 Little Rock, Arkansas 72203-8031 Phone: (501) 682-1074 Fax: (501) 682-5206 http://www.a rka nsas. g ov/dfa/i gs FY 2010 Enforcing the Underage Drinking Laws (EUDL) Grant EUDL # 2007 -AH -FX -0030 State Conference -Fayetteville Police Department Fayetteville Police Department -Arkansas Underage Drinking Prevention Conference Dear Chief Greg Tabor: The Arkansas Department of Finance and Administration, Office of Intergovernmental Services (DFA -IGS) is pleased to inform that your proposal for funding through the EUDL Program has been approved in the amount of $35,114.92. The award period will run from January 1, 2010 to May31,2010. Award Acceptance Receipt of the award is contingent on the following: a. All Attachments must be signed (in blue ink) by your Authorized Official (agency head) and returned to DFA -IGS by January 19. 1) Attachment 1 (acknowledgement and acceptance) 2) Attachment 2 (approved itemized budget) 3) Contact information for your designated Agent who will manage the mini -grant and for at least one additional alternate contact must also be provided in Attachment 1. 4) Attachment 3 (certifications regarding lobbying) 5) Attachment 4 (certification regarding debarment) 6) Attachment 5 (assurances) 7) Attachment 6 (contract and grant disclosure/certification form) Acceptance of the award indicates the Authorized Official's: a. Acknowledgement that the requirements for this award and all Attachments are understood and accepted. b. Agreement with the terms and conditions contained herein. c. Acceptance of and agreement to comply with federal and state laws and requirements governing the EUDL grant. [Office of Justice Programs Financial Guide may be accessed via the internet at [http://www.ojp.usdoj.gov/financialguide/index.htm d. Understanding that all costs are reimbursement only. Actual cost must be paid by grantee prior to requesting reimbursement.