011122 Sp Called Virtual Council Mtg w/attachment Administration Department
North
Au
gustA ,j/
South Carolina's Riuerfront
Interoffice Memorandum
TO: City Council and James S.Clifford, City Administrator
FROM: Briton S.Williams, Mayor
DATE: January 7, 2022
SUBJECT: Special Called Virtual Meeting of Tuesday,January 11, 2022
Pursuant to Section 2-37,entitled"Calling Special Meetings,"of the Code of Laws of North Augusta,South
Carolina, a Special Called Virtual City Council meeting is called for Tuesday.January 11,2022 at 12:00 PM
using GoToMeeting online conferencing software.The virtual meeting will be streamed online for public
viewing at:
• City Facebook page:To access,visit City of North Augusta—Public Information" on
www.Facebook.com
• City YouTube page:To access,visit"City of North Augusta Public Information" on
www.YouTube.com
The purpose of the Special Called Virtual City Council Meeting shall be for Council to consider the
following:
ITEM 1. PUBLIC SAFETY: Resolution No. 2022-04—Accepting a School Resource Officer Program
Grant from the State of South Carolina Department of Public Safety
Office of Highway Safety and Justice Programs and Authorizing
Advancement of Funds for Reimbursement Expenditures Related
Thereto
Please see ATTACHMENT#1 for a copy of the proposed resolution.
Bri on . Williams, Mayor
ATTACHMENT#1
RESOLUTION NO. 2022-04
ACCEPTING A SCHOOL RESOURCE OFFICER PROGRAM GRANT FROM THE
STATE OF SOUTH CAROLINA DEPARTMENT OF PUBLIC SAFETY OFFICE
OF HIGHWAY SAFETY AND JUSTICE PROGRAMS AND AUTHORIZING
ADVANCEMENT OF FUNDS FOR REIMBURSABLE EXPENDITURES
RELATED THERETO
WHEREAS, the School Resource Officer(SRO) Program is authorized by the South
Carolina Appropriation Act (Act)which provides that state funds appropriated for SROs in the
Act shall be utilized for the purpose of hiring certified law enforcement officers to serve as a
SRO for school districts; and
WHEREAS, the City of North Augusta (City) applied for and was awarded a State
SRO Program Grant from the South Carolina Department of Public Safety Office of Highway
Safety and Justice Programs(OHSJP)to provide for an additional SRO to one of the City's two
middle schools which will allow both middle schools to have one full time SRO each; and
WHEREAS, the grant budget for 01/01/2022-6/30/2022 includes reimbursement for
personnel salaries, travel, vehicle and related equipment, uniforms, and other related
accessories totaling $110,268; and
WHEREAS, there is no match requirement from the City for this program and it is
anticipated that the City will continue to apply on an annual basis for the SRO program grant
for the fiscal year periods July 1'through June 30'to maintain a full time SRO at each middle
school in the City.
NOW THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City
of North Augusta, South Carolina, in meeting duly assembled and by the authority thereof that
the City Administrator and Chief for the Department of Public Safety are authorized to execute
any and all documents required by OHSJP for the purpose of accepting such grant.
BE IT FURTHER RESOLVED that reimbursable expenditures as identified in the
grant budget are authorized to be advanced from the Department of Public Safety's operating
budget in the General Fund with grant proceeds to be deposited into the General Fund grant
revenue account.
DONE, RATIFIED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF NORTH AUGUSTA, SOUTH CAROLINA, ON THIS DAY OF
2022.
Briton S. Williams, Mayor
ATTEST:
Sharon Lamar, City Clerk
�d4 OF Plq�o
3�a South Carolina Department of Public Safety
Office of Highway Safety and Justice Programs
December 31, 2021
Director John Thomas
North Augusta Department of Public Safety
444 East Buena Vista Avenue
North Augusta,South Carolina 29841
RE: State School Resource Officer Program Award No. SR-049-0203-22
North Augusta School Resource Officer Program
Dear Director Thomas:
I am pleased to provide you with an award approved by this office in the amount of$110,268 for the above-
referenced grant project. To complete the contract for this award, it is necessary for you, as the Implementing
Agency Head, to return the signed award within 30 days from the date of this award. The Office of Highway
Safety and Justice Programs(OHSJP) is now offering awardees the option to use electronic or digital signatures
to execute OHSJP award documents. Any of the electronic signature processes available in Adobe Acrobat
Reader, or similar software, are generally acceptable (e.g., a signature image applied to the PDF, or a digital
credential). See the attachment entitled "OHSJP Electronic and Digital Signature Tutorials for Adobe Acrobat
Reader"if additional information is needed.
If an awardee chooses to provide a wet ink/original signature,this may be mailed in, or scanned and emailed to
the OHSJP. Award documents may be sent electronically to the SRO Program at SROproeramncr sedps.eov or
via postal mail to the following address:
Ms.Kayla Boston,Administrative Assistant
Office of Highway Safety and Justice Programs
S.C.Department of Public Safety
Post Office Box 1993
Blythewood, South Carolina 29016
Copies of the Request for Payment/Quarterly Fiscal Report Forms are attached.The financial reports should be
completed for each calendar quarter ending date and are due 30 days after the end of the quarter. The due dates
and periods covered for reporting are indicated within the attached special conditions.
Please contact your assigned program coordinator if you have any questions regarding this award.
Sincerely,
)�hi�Rilel t
Director
Attachments
c: School District Superintendent
Official File
10311 Wilson Blvd. Blythewood, SC- US Mail: P.O. Box 1993 Blythewood, SC 29016
SOUTH CAROLINA DEPARTMENT OF PUBLIC SAFETY
OFFICE OF HIGHWAY SAFETY AND JUSTICE PROGRAMS
POST OFFICE BOX 1993
BLYTHEWOOD, SOUTH CAROLINA 29016
AWARD
Implementing Agency: North Augusta Department of Public Safety
School District(s): Aiken County School District
Award Period: 01/01/2022—06/30/2022 Date of Award: December 31,2021
Amount of Award: $110,268 Award Number: SR-049-N0203-22
In accordance with the provisions of Proviso 63.9 of the 2021-2022 South Carolina Appropriations Act, and on
the basis of the application submitted, the South Carolina Department of Public Safety hereby awards to the
foregoing implementing agency state funds shown above, for the project specified in the approved application
and within the purposes and categories authorized.
This grant is subject to the terms and conditions set forth in the application and to the special conditions attached
to the award.
Payment of Funds: Funds will be disbursed to the implementing agency(according to the project budget)upon
receipt of evidence that funds have been invoiced and products received or that funds have been expended(e.g.,
invoices,contracts,itemized expenses,etc.).A copy of the grant application,which includes the approved budget
is available on www.scdvsarants.com for the awardee's use in completing the request for payment forms.
The award shall become effective, as of the date of the award, upon the return of this form to the Office of
Highway Safety and Justice Programs signed by the Implementing Agency Head in the space provided below.
This award must be accepted within thirty (30) days from the date of the award, and such quarterly and other
reports required by the South Carolina Department of Public Safety must be submitted in accordance with the
terms and conditions set forth in the application and the special conditions attached to the award.
ACCEPTANCE FOR THE AWARDEE ACCEPTANCE FOR THE SCDPS
John Thomas, Director Phil Riley,Director
North Augusta Department of Public Safety Office of Highway Safety and Justice Programs
AWARD DATA: THIS AWARD IS SUBJECT TO THE AWARD TERMS AND CONDITIONS AND THE
ATTACHED SPECIAL CONDITIONS.
SPECIAL CONDITIONS
IMPLEMENTING AGENCY: North Augusta Department of Public Safety
SCHOOL DISTRICT: Aiken County School District
AWARD NUMBER: SR-049-N0203-22
AWARD DATE: December 31,2021
1. All information required by Special Conditions must be submitted to the Office of Highway
Safety and Justice Programs (OHSJP) within 30 days of the award.
The OHSJP is now offering awardees the option to use electronic or digital signatures to
execute OHSJP award documents. Any of the electronic signature processes available in
Adobe Acrobat Reader, or similar software, are generally acceptable (e.g., a signature image
applied to the PDF,or a digital credential). See the attachment entitled"OHSJP Electronic and
Digital Signature Tutorials for Adobe Acrobat Reader" if additional information is needed.
Documents with signatures may be sent via email to the School Resource Officer (SRO)
Program at SROproerainAscdps.Qov, or mailed to the following address:
South Carolina Department of Public Safety
Office of Highway Safety and Justice Programs
Attn: Ms. Kayla Boston
P.O. Box 1993
Blythewood, SC 29016
Please contact Trevon Fordham, SRO Program Coordinator, at (803) 896-8709 or via email at
TrevonFordham(&scdps.gov for further clarification.
2. This award is contingent upon approval and availability of funds from the state funding source.
3. Please note that the budget pages have been changed to reflect the current approved award.
Please reprint those pages for your files.
4. The award period is from January 1 — June 30, 2022. Application for continued funding is
required on an annual basis. The SRO solicitation for FY2022-23 is tentatively scheduled to
be released on or about January 18, 2022 and will be available at httys:Hscdvs.sc.gov/ohsii).
The deadline for the FY2022-23 application submission will be February 25, 2022 unless
otherwise stated in the solicitation.
5. The Project Director and the individual who will be completing Request for Payment forms
and financial transactions must attend and fully participate in a Project Management Course.
Participants can choose between two dates that will be offered virtually.
10:00 a.m.,Thursday, January 27, 2022
10:00 a.m.,Wednesday, February 9, 2022
SPECIAL CONDITIONS
Please RSVP,no later than January 21,2022,to Kayla Boston at KavlaBoston(dscdps.¢ov and
indicate the date requested to receive an invitation and link.
6. The Implementing Law Enforcement Agency may obligate award funds only after the Head of
the Implementing Law Enforcement Agency makes a valid acceptance of the award. As of the
first day of the award period(January 1, 2022),the awardee may choose to incur project costs
using non-state funds, but any such project costs are incurred at the awardee's risk until, at a
minimum - (1) the awardee makes a valid acceptance of the award, and (2) all applicable
special conditions are cleared by OHSJP. Nothing in this condition shall be understood to
authorize the awardee to use award funds to "supplant" local funds.
7. This award and project costs defined in the approved application are only applicable to the
agency's state-funded SRO positions listed below unless OHSJP is notified of a reassignment
in accordance with these special conditions.
School District School Name SRO Name
Aiken I Paul Knox Middle School Vacant
8. Submit a copy of the Award document signed by the Head of the Implementing Law
Enforcement Agency within 30 days from the date of the award.
9. Submit the Certification Pages of the approved grant application with the appropriate
signatures of the current Project Director,Financial Officer,and the Law Enforcement Agency
Head within 30 days. Please contact Nicole Cannon, Senior Accountant, at(803) 896-8426 or
by email at EmeikaCannonna.scdps.eov for further information.
10. This award is to pay for the cost of a law enforcement officer(s) that shall serve as a full-time
SRO at an assigned school within the school district. The implementing law enforcement
agency must complete and forward to the OHSJP at SROyrogramA_scdns.aov a Personnel
Assignment Letter (PAL) when filling any vacant position funded by this award. A PAL is
also required to be submitted notifying the OHSJP of any change in SRO assignment at any
school that is provided an SRO through this program. The PAL must be submitted on agency
letterhead. A sample PAL is provided in the award packet for guidance.
The Project Director and the Head of the Implementing Agency for the award must sign this
letter with the school district superintendent carbon copied. The filling of any vacancies and
any changes to grant-funded personnel must be submitted within 30 days from the date of hire,
assignment, or the date the change occurs.
11. Submit a current Memorandum of Understanding (MOU) signed by the school district
superintendent and the Law Enforcement Agency Head within 30 days of the award date. The
following is relevant text from South Carolina Code of Regulations 43-210 regarding SRO
MOUs.
Prior to placing a school resource officer at a school or in a district office, a
memorandum of understanding must be executed between the school district, and
SPECIAL CONDITIONS
the employing local law enforcement agency. The role of the school district,
individual schools, local law enforcement agency, school administration, and the
school resource officer shall be clearly defined in the memorandum of
understanding. The role of the school resource officer must clearly be defined
pursuant to S.C. Code Ann 5-7-12 and in the memorandum of understanding. The
provisions of this regulation and Regulation 43-279 must be included in the
memorandum of understanding. The school district shall provide the school
administration with a copy of the memorandum of understanding, and review it
with the school administration and with the school resource officer prior to the
start of every school year.
12. Submit evidence of completion of a Basic SRO training course as provided or recognized by
the National Association of School Resource Officers (NASRO) or the South Carolina
Criminal Justice Academy (SCCJA) for any newly assigned state-funded SRO within 30 days
of completion or assignment.Evidence of completion includes a copy of the course completion
certificate or a Student Session Transcript from the SCCJA Acadis portal.
13. Prior to obligation or expenditure of funds for equipment or supplies, including those bid in
the aggregate, written approval must be received from the State Funding Agency by emailing
SROprogramAsedps.gov and copying EmeikaCannon(&scdns.gov. Refer to the Equipment
Procurement Administrative Procedures outlining state and federal requirements located on
the Division of Procurement Services website, httns://www.procurement.sc.gov/. All
purchases must follow state procurement guidelines. If purchasing on state contract, prior
approval must be received before purchase.
14. Payment of Funds and Payment Schedule:
Payment of funds will be made on a reimbursement basis. If an agency has a financial hardship
that justifies payment in advance, a written request stating the justification of need for an
advance payment may be forwarded to Nicole Cannon at EmeikaCannon(da scdns.gov for
consideration.
A Request for Payment/Quarterly Fiscal Report(RFP) covering the period of January 1, 2022
to March 31, 2022 will be due by May 1, 2022. A Final Request for Payment/Quarterly Fiscal
Report covering the period of April 1, 2022 to June 30, 2022 will be due by August 1,2022.
All charges for personnel must be accompanied by timesheets and payroll reports generated
by the agency's accounting system. A universal timesheet is available if your agency does not
provide one. Additional supporting documentation regarding salary and fringe benefits
expenditures shall be made available to SCDPS upon request.
Award funds are not to be used for overtime. If the implementing law enforcement agency
desires to pay the state-funded SRO overtime,it must come from a permissible funding source
other than the State SRO Program.
Reimbursement for equipment for a vacant position will not be made until the vacancy
is filled and the required Personnel Assignment Letter is received by the OHSJP.
SPECIAL CONDITIONS
A Property Control Form for each individual item with a m"um cost of S1,000 and any
weapons must be submitted with the Final RFP.
Failure to submit any of these required reports in a timely manner will result in a delay in
reimbursement. Requests for Payment may also be submitted on a monthly basis. The Request
for Payment,requested supporting documentation,and any payment-related items or questions
should be directed to SROprogram(&sedns.eov with EmeikaCannon(c,scdps.gov copied or
contact Nicole Cannon at(803) 896-9958.
15. The implementing law enforcement agency will complete a quarterly online report at
httys://appengine.egov.com/VMs/sc/dps/sroreoort with information on all SROs employed by
the agency (including SROs funded by sources other than the SRO Program). This quarterly
report must be completed no later than 30 days after the end of the quarter:
Quarter ending March 31, 2022: Due May 1, 2022
Quarter ending June 30,2022: Due August 1, 2022
If an agency has over ten (10) SROs, the agency may submit a spreadsheet to
SROproaxam(ascdos.gov containing the same information in lieu of using the online report.
16. In addition to the above reporting requirements, the implementing law enforcement agency
may be subject to additional reporting requirements regarding this award. The OHSJP will
provide additional notice if applicable.
17. The following applies to patrol vehicles purchased with SRO Program funds:
a. Must be a vehicle type typically used in the ordinary course of performing routine
patrol duties for the implementing law enforcement agency.
b. Must be clearly identified as an SRO vehicle and fully-marked with external
emergency lights (light bar) and full color agency graphics in the same manner as
the regular fully-marked patrol vehicles of the implementing agency. If not
otherwise clearly identified as an SRO vehicle, the vehicle must have "SRO" on
each rear quarter panel of the vehicle, which must be a minimum of four inches in
height.
c. Must be assigned to a state-funded SRO for the useful life of the vehicle, a
minimum of six years.
d. Lighting, graphics, or window tinting not standard to normal patrol vehicles of the
implementing law enforcement agency, with the exception of lettering "School
Resource Officer" or "SRO" in order to comply with the above patrol vehicle
marking requirements, is not allowable. Permanent school-specific graphics on the
patrol vehicle are not allowed. Temporary (e.g. magnetic) school graphics/logo
provided by a funding source other than this award may be utilized on the patrol
vehicle with the authorization of the law enforcement agency head.
SPECIAL CONDITIONS
18. Submit a copy of the policies and procedures regarding travel costs as stated in Grant Terms
and Conditions No. 9 within 30 days.
19. All training that grant-funded personnel wish to attend that will be paid for with grant funds,
including registration, lodging, meals, or mileage, must receive prior written approval by
submitting the training approval form with an attached copy of the agenda. If submitting via
email, send to SROprogram(&scdps.gov with TrevonFordham(a—)scdns.gov copied.
FOR SRO PROGRAM USE ONLY
NO. ASSIGNED TO CLEARED BY DATE
1 NA
2 NA
3 NA
4 NA
5 TF
6 NA
7 NA
8 TF
9 NC
10 TF
11 TF
12 TF
13 NA
14 NA
15 NA
16 NA
17 NA
18 NC
19 NA