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HomeMy WebLinkAboutResolution 2020-039 RESOLUTION NO. 2020-039 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, AUTHORIZING SUBMISSION OF A REIMBURSEMENT APPLICATION AND ACCEPTANCE OF ALLOCATED FUNDS IF AWARDED FOR THE TARRANT COUNTY 9-1-1 DISTRICT FY2021 PUBLIC SAFETY ANSWERING POINTS ASSISTANCE PROGRAM. WHEREAS, The City of North Richland Hills, Texas possesses legal authority to apply and make appointments for the conduct of business relative to the FY2021 Tarrant County 9-1-1 District Public Safety Answering Points Assistance Program allocation; and WHEREAS, The City Council of the City of North Richland Hills finds it in the best interest of the citizens of North Richland Hills that we request the funds available under this Program for the computer-aided dispatch/records management annual service agreement with Motorola Solutions; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF NORTH RICHLAND HILLS, TEXAS, THAT: SECTION 1. The City Council hereby finds that the recitals set forth above are true and correct and are incorporated into this Resolution as if written herein. SECTION 2. The City Council of the City of North Richland Hills hereby authorizes and approves the submission of the application for reimbursement and acceptance if awarded for the FY2021 Tarrant County 9-1-1 District Public Safety Answering Points Assistance Program, and to make appointments for the conduct of business relative to allocation. SECTION 3. The City Council of the City of North Richland Hills designates Public Safety Director Jimmy Perdue as the grantee's authorized official. The authorized official is given the power to apply for, accept, reject, alter or terminate the funding request on behalf of the applicant agency. SECTION 4. The City Council of the City of North Richland Hills agrees that loss or misuse of Tarrant County 9-1-1 District Public Safety Answering Points Assistance Program allocation funds or failure to comply with all funding requirements may result in suspension or termination of award funds, the repayment of award funds, and/or other remedies available by law. SECTION 5. This Resolution shall take effect and be in full force and effect from and after the date of its adoption, and it is so resolved; and all Resolutions of Resolution No.2020-039 Page 1 of 2 the City Council of the City of North Richland Hills in conflict herewith are hereby amended or repealed to the extent of such conflict. PASSED AND APPROVED on this 9th day of November, 2020. CITY F NORT CHLA HILLS By: Oscar Trevino, or ATTEST: H rjjJ3 Y n Alicia Richardson • i City Secretary/Chief Gove 7*�y • .7,4> * 5' APPROVED AS TO FORM AND LEGALITY: ales is B. McGinnis, City Attorney APPROV AS TO CO NT: P e, Public Safety Director Resolution No. 2020-039 Page 2 of 2 WHEN SECONDS COUNT rir _ t TARRANT COUNTY 9-1-1 DISTRICT 2021 ECC Assistance Program Tarrant County 9-1-1 District 2600 Airport Freeway I Fort Worth, Texas 76111 817-334-0911 I www.tc911.orq Page 1 of 5 Resolution 2020-039 FY2021 ECC ASSISTANCE PROGRAM The Tarrant County 9-1-1 District (TC9-1-1 or District) policy establishes the guidelines to be used by Emergency Communication Centers (ECC) in seeking reimbursement of allowable expenses. For the purpose of this policy: if an entity has more than one ECC, a joint application is required; and, if an entity contracts with another entity for dispatch services, their allocations will be combined. This is a "Use It or Lose It" policy which has a budgeted amount of$1,000,000.00. The ECC Assistance Program is subject to change. In compliance with applicable State laws, this is a prospective policy. No previously purchased items or services will be considered for reimbursement. All expenses must be approved by TC9-1-1. in advance, to receive reimbursement. ECC Allowable Expenses Per the HEALTH AND SAFETY CODE CHAPTER 772 — SECTION 217. Allowable operating expenses of a district include all costs attributable to designing and operating a 9-1-1 system and costs for related services that the board considers necessary. TC9-1-1 will provide reimbursement for permitted Allowable Expenses subject to availability of funds, entity allocations and annual appropriation. Allowable Expenses are determined by the state legislature for the use of public funding and the District Board of Managers (Board) and reviewed annually. An up-to-date list of Allowable Expenses is in Attachment 1 of this policy. Multi-year contracts will require Distract pre-approval in the initial year prior to making the first ye ars aY q payment. Subsequent of the contract will require the application request to be sentprior to the payment beingmade and theproof of payment will still be p Y p Y required for reimbursement. If the application falls outside the dates of the initial agreement, the request will be denied Application for Funding In order for an agency to receive funds from the assistance programs the assigned applicant must agree to the Program Policy Agreement that will be sent via email containing a link to surveymonkey.com. This acknowledgment confirms their understanding of the policy designed by Tarrant County 9-1-1 and the Board of Directors. The ECC Assistance Program opens on November 1st of 2020. ECCs will submit an Application for Funding consisting of the expenditures the ECC is requesting. Separate Page 2 of 5 Resolution 2020-039 Applications for Funding must be submitted for each project, the district will.no longer except one request for multiple items associated with multiple projects. All applications must be received by June 30th Application Instructions From the District's website (www.tc911.org) click "PSAP" on the upper right side of the page. From the next page on the lower right click the PSAP Assistance Program. From the PSAP Assistance Program page, click on either the "Application" or "Reimbursement" icon. If you have not already created an account, please do so at this time. Once you have successfully created an account, click on "Apply", then "TC9-1-1 PSAP Assistance Program — FY2021". Complete the application and upload your documentation where indicated. ECC Managers/Directors or a designee assigned by the ECC Manager/Director or Chief can complete the Application for Funding. Approval Process All expenses must be approved by TC9-1-1. in advance. to receive reimbursement. After receipt of the Request, the Technical and/or Funding Committees of the Board will review each application. The ECC may be requested to provide additional information to clarify specific line items of the funding request. The Committee(s) will initially determine the eligibility of any particular cost item. The Committee(s) will advise the ECC of any costs that are considered ineligible, and request that the application be amended. At the next meeting of the Board, the Committee(s) will report to the Board and recommend approval of the funding request (as amended, if necessary). The Executive Director will subsequently notify the ECC of the dollar amounts approved. If the ECC wishes to appeal the Committee designation of ineligible costs or reimbursement, they should make a formal appeal to the Board, addressed to the Chair. The appeal should be provided in writing; a representative of the ECC may also choose to make a live presentation of their justification at a Board meeting. The full Board will review the specific appealed claims for reimbursement and make a final determination of reimbursement eligibility. Arrangements for a Board Presentation should be made in advance to allow for scheduling and required public notice. Page 3 of 5 Resolution 2020-039 Disbursement Process All expenses must be approved by TC9-1-1. in advance, to receive reimbursement. Once a project is completed, ECCs requesting reimbursement are required to submit request for reimbursement using the on-line reimbursement process. After logging in, click on the application you are requesting a reimbursement for and provide the required information. Be sure to include a paid invoice and other necessary information. All requests for reimbursement must be received by August 31st Reallocation of unused funds On or about July 1st, the committee(s) may reallocate any remaining funds. Based on the level of unused funds available, the committee(s) may request additional applications. Reconciliation Process The Board may conduct an annual reconciliation for each ECC that submits a Funding Request and receives payments. The reconciliation will be conducted in the first quarter of each fiscal year, and will cover the immediate past fiscal year. The purpose of the reconciliation is to review Monthly Recurring Costs and to understand any increase in recurring costs, as well as to identify any opportunities for consolidation of cost centers. Amendments to Procedures The Board reserves the right to adopt amendments to the funding procedures and application forms as may be necessary, with or without notice. ECCs are encouraged to suggest changes and improvements they feel may be appropriate to improve these procedures or the program. All suggestion will be taken under advisement and any accepted will be reflected in the following ECC Assistance program year. Page 4 of 5 Resolution 2020-039 ECC Assistance Program Allowable Expenses FY2021 • 9-1-1 related recording systems and maintenance costs • 9-1-1 related CAD system upgrades and maintenance costs o Fire Station alerting hardware and software • 9-1-1 related Professional Services • CALEA or Other Communications Accreditation • 9-1-1 related Maintenance Contracts o The district will not approve requests for Critical purchase or maintenance The district provides Critical) testing at no cost to all our ECCs • Training, including "back-fill" of position. Only applicable to telecommunicators or direct leadership of the telecommunicators. Subject to approval. o 9-1-1 Related Conferences (APCO, CALEA, NENA, Etc.) o TCOLE Classes o Specialized classes o Potential state-mandated classes • 9-1-1 related Dispatch Furniture and equipment Equipment will no longer include general office supplies to include pens, paper, file folders, plates, condiments, cell phone cases, tablet cases, laptop bags, etc. • 9-1-1 related Dispatch center minor remodeling. Subject to approval o Primary sites, backup sites, backroom equipment areas. The Assistance Program will no longer fund outdoor break areas • Backup Power support for dispatch infrastructure o UPS o Generator • Uniforms for Dispatch Personnel • Personality assessment for Dispatch personnel • Dispatch recruiting events - Subject to Approval •. Staffing assessments- Subject to Approval • Dispatch advertising- Subject to Approval • EMD (Emergency Medical Dispatch) • Limited 9-1-1 related Professional Memberships • Limited 9-1-1 related Travel Expenses o Travel to and from. o Hotel of conference site or hotel of equal or less value. Subject to approval. o Per Diem at GSA Rates o Rental car or ride share expenses. Subject to approval. Page 5 of 5 Resolution 2020-039