HomeMy WebLinkAboutCOM 0771.000 1998-2000
oJNty OF Nt
Stephen K. Yamashiro Harry A. Takahashi
Mayor Director
S. K. Schutte
'rE OF'NDeputy
. , j:r! ~3
Countp of Nawa~it
DEPARTMENT OF FINANCK
25 Aupuni Street, Room 118 • Hilo, Hawaii 96720-4252
(808) 961-8234 • Fax(808)961-8248
May 1, 2000
Honorable James Arakaki, Chairperson and
Members of the County Council
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Operating Budget
Enclosed is a bill for an ordinance to appropriate an additional $97,045 for the
Police Local Law Enforcement Block Grant, a federally-funded grant. Funding
for this grant is to purchase equipment such as intoxilyzers, radars and
portable radios.
Also enclosed is a resolution authorizing the Mayor to enter into an agreement
with the U.S. Department of Justice.
If there are any questions, please do not hesitate to call the Hawai'i County
Police Department.
`r
Harry A. tak ashl
Director of Fi ce
PP OVED:
Stephen K. Yamashiro
Mayor
Enc.
r / Comm. No. ~ ~
File No. 4
Ref. To. FG
Ref. Date MAY 0 2 2000
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: POLICE DATE: 4/26/00
STAFF CONTACT: GARY MAESATO, BUSINESS MANAGER PHONE: 961-2274
A. REQUEST:
To appropriate an additional $97,045.00 under account number
010-201-5219.59-480.
To enter into a contract with the U.S. Department of Justice Bureau of
Justice Assistance, Office of Justice Programs to provide funding under
the Local Law Enforcement Block Grant.
B. BACKGROUND AND JUSTIFICATION.(USE ADDITIONAL SHEETS AS NEEDED):
The U.S. Department of Justice Bureau of Justice Assistance, Office of
Justice Programs is providing a grant to purchase replacement equipment
which is old and outdated. These equipment include intoxilyzers, portable
radios for Traffic Enforcement Unit and radars.
•
SIGNED: MLAx(6 &AMUu DATE:
AYNE G. CARVALHO
POLICE CHIEF
September 22, 1999
TO CHARLES CHAI, MAJOR, TECHNICAL SERVICES
VIA PROP
FROM K. , SER RAFFIC SERVICES
SUBJECT UPDATED Q60T FOR LLEBG GRANT
The following are the updated quotes for the LLEBG Grant to include the twelve Kustom
Signals Eagle radars.
QTY DESCRIPTION UNIT PRICE EXTENDED PRICE
k
9 CMI Intoxilyzer 5000EN Model $6305.00 $56,745.00
#001768. This unit includes:
Keyboard, printer, cable, Guth
2100 Digital wet bath simulator,
100 mouthpieces, and one year
factory warranty.
9 H01QX MTS 2000 VHF Portable $2285.00 $20,565.00
2-Way Radio
12 Kustom Signals Eagle DSP Radar $1395.00 $16,740.00
TOTAL $94,050.00
The balance from the grant amount of $97,045 is $2995.00. This balance may be applied
to any shipping or other additional costs.
Attached is information on the Kustom radars for your review.
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LLEBG Applicant Award Review
Applicant Information
Please ensure that uppercase and lowercase have been used in your Applicant Information fields;
uppercase or all lowercase letters. You may use the "Accept with Change" function below to make
corrections. If you have provided only a post office box, please use the "Accept with Change" fun
provide a street address.
Applicant Jurisdiction Name: Hawaii County
Jurisdiction OJP Vendor Number: 996000568
Jurisdiction Address Line 1: 25 Aupuni Street
Line 2: Mayor's Office
City: Hilo
State: Hawaii
ZIP: 96721
Jurisdiction CEO: Mr. Stephen Yamashiro
Jurisdiction CEO Title: Hawaii County Mayor
FY 1999 Award Information
* FY 1999 LLEBG Final Award Information: $97,045
Matching Amount: $10,783
Special Conditions: Click here to review the special conditions associated with this Award. This c
NOT an official government document, but may be printed for use as a reference tool in your inte
files. You will be able to print the official Award page and special conditions once you accept your
* This amount will represent any eligible amount calculated for FY 1999 plus any needed adjustm
to FY 1998 Award amount.
<]N
http://grants.ojp.usdoj .gov:8003/gms/plsgUIlebg_grantee_review.details?p_appl_seq=669 12/14/99
Special Conditions - Hawaii County
Local Jurisdiction in compliance w/PSOHB
1. The recipient agrees to comply with the financial and administrative requirements set
forth in the current edition of the Office of Justice Programs (OJP) Financial Guide.
2. The recipient agrees to comply with the organizational audit requirements of OMB
Circular, A-133, Audits of States, Local Governments and Non-Profit Organizations, as
further described in OJP's Financial Guide, Chapter 19.
3. The recipient shall submit one copy of all reports and proposed publications resulting
from this agreement twenty (20) days prior to public release. Any publications (written,
visual, or sound), whether published at the recipient's or government's expense, shall
contain the following statement: (NOTE. This excludes press releases, newsletters, and
issue analysis.)
"This project was supported by Grant No. 1999-LB-VX-8602 awarded by the Bureau of
Justice Assistance, Office of Justice Programs, U.S. Department of Justice. Points of view
in this document are those of the author and do not necessarily represent the official
position or policies of the U.S. Department of Justice."
4. The recipient agrees to provide information required for any national evaluation
conducted by the U.S. Department of Justice.
5. The recipient acknowledges that failure to submit an acceptable Equal Employment
Opportunity Plan (if recipient is required to submit one pursuant to 28 CFR 42.302), that
is approved by the Office of Civil Rights, is a violation of its Certified Assurances and may
result in funds from the award being frozen, until such time as the recipient is in
compliance.
6. The recipient agrees to provide and expend a 10 percent cash match (calculated as 1/9 of
the Federal award amount) before the end of the 24 month grant expenditure period. The
recipient is reminded that the matching funds are auditable under Special Condition #2,
and will be binding to the recipient.
7. The recipient is required to establish a trust fund account. This fund may not be used to
pay debts incurred by other activities beyond the scope of the Local Law Enforcement
Block Grants Program. The recipient also agrees to expend the grant funds in the trust
fund (including any interest earned) during the 24 month grant expenditure period. Grant
funds (including any interest earned) not expended by the end of the 24 month period
must be returned to the Bureau of Justice Assistance (BJA) along with the final
submission of the Financial Status Report (SF-269A) by the end of the 27 month.
8. The recipient agrees, if the funds are used for the hiring and employing of new, additional
law enforcement officers and support personnel, as described in the applicable purpose
area of Subpart A section 101(a)(2), that the recipient unit of local government will
achieve a net gain in the number of law enforcement officers who perform non-
administrative public safety service.
9. The recipient agrees, if the funds are used for the hiring and employing of new, additional
law enforcement officers and support personnel, that the unit of local government will
establish procedures to give members of the Armed Forces who, on or after October 1,
ht.../Llebg_Conditions.Display_Condition?p_appl_seq=669&p_from=APPLICANT_REVIE 12/14/99
1990, were or are selected for involuntary separation (as described in section 1141 of
Title 10, United States Code), approved for separation under section 1174a or 1175 of
such title, or retired pursuant to the authority provided under section 4403 of the Defense
Conversion, Reinvestment, and Transition Assistance Act of 1992 (division D of Public
Law 102-484; 10 U.S.C. 1923 note), a suitable preference in the employment of persons
as additional law enforcement officers or support personnel.
10. The recipient agrees, if funds are used for enhancing security or crime prevention, that
the unit of local government - -
(a) has an adequate process to assess the impact of any enhancement of a school
security measure that is undertaken under subparagraph (B) of section 101(a)(2),
or any crime prevention programs that are established under subparagraphs (C)
and (E) of section 101(a)(2), on the incidence of crime in the geographic area
where the enhancement is undertaken or the program is established;
(b) will conduct such an assessment with respect to each such enhancement or
program; and
(c) will submit to the BJA an annual assessment report, via the Internet system.
11. The recipient agrees that prior to expenditure of any LLEBG funds, at least one (1) public
hearing will be held regarding the proposed use(s) of the grant funds. The recipient must
also provide verification to BJA of the public hearing. At the hearing, persons shall be
given an opportunity to provide written and oral views to the recipient on the proposed
use(s) of the grant funds. The recipient will hold the public hearing at a time and place
that allows and encourages public attendance and participation. The recipient may not
request a drawdown of funds until these requirements are met and the formal budget
allocations are adopted by the recipient.
12. The recipient agrees that prior to expenditure of any LLEBG funds, a previously
designated or newly established advisory board will meet to discuss the proposed use(s)
of the grant funds. The recipient will designate the advisory board to make nonbinding
recommendations on the use(s) of funds under the LLEBG Program. Membership on the
advisory board must include a representative from the following, however it may be
broader:
a) the local police department or sheriffs department;
b) the local prosecutor's office;
c) the local court system;
d) the local school system; and
e) a local nonprofit, educational, religious, or community group active in crime
prevention or drug use prevention or treatment.
The recipient may not request a drawdown of funds until these requirements are met and
the formal budget allocations are adopted by the recipient.
FOR LOUISIANA PARISH RECIPIENTS:
The recipient agrees that prior to expenditure of any LLEBG funds, a previously
ht.../Llebg_Conditions.Display_Condition?p_appl_seq=669&p_from=APPLICANT_REVIE 12/14/99
designated or newly established advisory board will meet to discuss the proposed use(s)
of the grant funds. The recipient will designate the advisory board to make binding
recommendations on the use(s) of funds under the LLEBG Program. Membership on the
advisory board must include a representative from the following; however it may be
broader:
a) the local police department or sheriffs department;
b) the local prosecutor's office;
c) the local court system;
d) the local school system; and
e) a local nonprofit, educational, religious, or community group active in crime
prevention or drug use prevention or treatment.
The recipient may not request a drawdown of funds until these requirements are met and
the formal budget allocations are adopted by the recipient.
13. The recipient has certified it is in compliance with the Public Safety Officers' Health
Benefits Provision of the Omnibus Consolidated and Emergency Supplement
Appropriations Act for 1999 and agrees to remain in compliance during the life of the
award. This provision requires that the unit of local government which employs a public
safety officer (as defined by section 1204 of Title I of the Omnibus Crime Control and
Safe Street Act of 1968, as amended) to afford such public safety officer who retires or is
separated from service due to injury suffered as a direct and proximate result of a
personal injury sustained in the line of duty while responding to an emergency situation
or hot pursuit (as such terms are defined by State law) with the same or better level of
health insurance benefits at the time of retirement or separation as they received while
on duty. If the recipient demonstrates noncompliance during the life of the award, 10
percent of the award amount must be returned to BJA
14. Criminal Intelligence Systems operating with support of Federal funds, must comply with
28 CFR, Part 23, if the recipient chooses to implement this project.
15. At the Request for Drawdown, the recipient must submit to BJA a budget for approved
purpose area allocations via the Internet system.
16. The recipient agrees this award document constitutes the obligation of Federal funds for
use by the recipient in execution of the program or project covered by the award. Such
obligation may be terminated without further cause if the recipient fails to affirm its
timely utilization of the award by accepting the award and special conditions (within 45
days) from the date of award.
17. The recipient agrees to one 24 month obligation and expenditure period that will begin on
the day of the recipient's submission of a Request for Drawdown through the Internet
system. All funds must be expended by the end of this 24 month period with no
exceptions. Six months from the date of the beginning of the expenditure period, the
recipient agrees to submit a semiannual progress report through the Internet system, and
to report every six months until all funds are expended or the grant period ends.
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UJr UIVl~ UPDA1hS AND BULLITENS Page I of 5
GMS UPDATE BULLETINS
UPDATE: December 10, 1999
Please log in to the LLEBG Application System to see if your award is ready for
review and acceptance. Look at the top right hand side of your screen for a new
option entitled, "Review Award". Click on this item to view your award, make
changes to your address, make changes to your CEO name and title information,
accept, or decline your award.
Just a reminder that you do NOT need to print, sign and mail your Award and
Special Conditions documents back to BJA. The certified online acceptance
represents your formal acceptance of the award. If you do not have the option to
review your award, the Bureau of Justice Assistance (BJA) has not completed the
approval process for your award.
Reminder: Beginning with Fiscal Year 1999, BJA no longer requires grantees to
submit LLEBG Follow-up Information Forms. Instead, BJA has developed a fully
integrated on-line Request for Drawdown (RFD) process. Implementation of the
RFD will begin on or around January 31, 2000.
ADDENDUM to the GMS UPDATE BULLETIN - November 29, 1999:
In response to a number of inquiries focused on the GMS Update Bulletin , dated
November 8, 1999, BJA provides the following:
ADVISORY BOARD A unit of local government must establish or designate an
advisory board that includes representatives of groups with a recognized interest in
criminal justice and crime/ substance abuse prevention and treatment. The intent
of the advisory board is to form a team effort towards solving a community
problem.
At a minimum, the advisory board must be comprised of representatives from each
of the following:
o Local law enforcement agency
o Local prosecutors office
o Local court system
o Local public school system
o Local nonprofit educational, religious, or community group active in crime
prevention or drug-use prevention and treatment
¦ Schools
¦ Churches
¦ Community
The advisory board reviews the application for funding under the LLEBG Program
and is authorized to make non-binding recommendations to the local unit of
government for the use of funds received under the program.
Methods of Advisory Board Communication:
Each jurisdiction has different circumstances with regard to advisory boards. Below
are types of communications that may be used:
o Formal meetings
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UJP UMS UPDATES AND BULLITENS Page 2 of 5
o Memorandum's circulated for input and concurrence in lieu of formal
meetings
o Meetings can be incorporated into other scheduled meetings
PUBLIC HEARING
A public hearing is required prior to the obligation of funds.
Consider the following when scheduling a public hearing:
o Encourage local participation
o Advertise hearing 1-2 weeks prior to hearing on cable access, newspaper, or
radio
o Hearing can be part of city council or county commission meeting, etc.
o A separate hearing not required
Documenting Compliance with the Advisory Board and Public Hearing
requirements
For the 1998 awards, compliance with the advisory board and the public hearing
requirements must be documented on the Local Law Enforcement Block Grants
Follow-Up Information Form. This form is to be signed by the CEO (Mayor, City
Manager, County Administrator, etc.) of the unit of local government receiving the
funds and the original submitted to the Bureau of Justice Assistance at:
LLEBG Control Desk
Bureau of Justice Assistance
Fourth Floor
810 Seventh Street, NW
Washington, DC 20531
This form can be completed any time during the LLEBG grant period. Although you
may have received your funding, program funds cannot be obligated until this form
has been submitted to BJA and a written Grant Adjustment Notice (GAN) from BJA
has been received.
For the 1999 award, an electronic version of the follow-up information form is
being developed for the Internet-based Grant Administration System. 1999 LLEBG
funds cannot be requested until the public hearing and advisory board meeting
have been held and the information has been reported to BJA using the Grant
Administration System.
FOR ADDITIONAL INFORMATION on the Local Law Enforcement Block
Grant:
Go to http://www.iir.com/grants/ and then Click On LLEBG near the top of the
screen to assess the LLEBG primer.
UPDATE: November S. 1999 NEXT Update: December 9, 1999
The Bureau of Justice Assistance is continuing to review and approve LLEBG Fiscal
Year (FY) 1999 Applications for Funding. Please continue to check on this page to
see when your Award documents are ready for your review. As in previous years,
actual drawdown of funds cannot be authorized until your jurisdiction has held its
Advisory Board Meeting and Public Hearing.
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OJP OMS UPDATES AND BULLITENS Page 3 of 5
Accepting Your Award
You will be notified online via the Grants Management System (GMS) when your
Award Documents are available.
While you are awaiting this notification, you may proceed to hold your Advisory
Board meeting and Public Hearing because these are required to be completed
before you can complete your Request for Drawdown, which will allow you to
expend funds.
Obligating Funds
Two requirements must be met prior to obligating (writing purchase orders,
entering into contracts or service agreements) any FY 1999 LLEBG funds:
o Hold both the Advisory Board Meeting and Public Hearing.
o Once the Advisory Board and Public Hearing requirements have been met,
grantees may obligate funds beginning on October 1, 1999.
Requesting the Drawdown of FY 1999 Funding
After accepting your Award documents and prior to expending any funds (when
you have been notified via the GMS site that the Request for Drawdown Period for
FY 1999 has opened) you will then be asked to provide information related to:
o the LLEBG Program Areas in which you are allocating funds;
o the Federal Budget Object Categories (personnel, equipment, supplies, etc.)
within the program areas; and
o which criminal justice issues you are seeking to address through the
expenditure of these funds.
More information on the above process will be provided as we near the opening
date.
Expenditure of FY 1999 LLEBG Funds
You may not expend any FY 1999 funds until you have been approved through
the Request for Drawdown process. On the date BJA approves your Request for
Drawdown, you will be provided exactly 24 months in which to expend all funds
(pay for goods and services). No later than three months after the expenditure
period ends, all unused funds must be returned to the OJP Office of the Comptroller
for deobligation and return to LLEBG program funds for the following year's award
cycle.
Limit on Period for Award Acceptance and Request for Drawdown of Funds
Each jurisdiction has 12 months from the date of its Award being posted on the
Internet-based system to accept the Award and Request the Drawdown of Funds.
After this 12-month period, BJA will deobligate the funds and return them to the
LLEBG program funding pool for the next funding cycle.
UPDATE: Oct 13, 1999: Now that you have submitted Part II of the FY99 LLEBG
application, you may be wondering what is next? The next step in the application
process is for BJA to evaluate each completed application for accuracy in order to
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UJP C1MS UPDATES AND BULLITENS Page 4 of 5
prepare the awards for eligible jurisdictions. On or about Nov 1, 1999, a GMS
Update Bulletin will be published based on the results of this evaluation and will
provide further details on your next steps in the grant award process.
While you are waiting for the results of BJA's application review, you are
encouraged to schedule and conduct your Advisory Board Meetings and Public
Hearings, if not already accomplished. Please be reminded that during the award
process you will be asked to provide additional information, including the approved
budget allocations for your LLEBG FY99 funding. The November Update will provide
additional information on this requirement.
Finally, the printing functionality is under development and will be available with
the initiation of the award process. That capability will, among others, include the
ability to print the ACH banking form and the FY99 LLEBG Application.
UPDATE: Sept 16, 1999 Alert: Some jurisdictions are submitting multiple LLEBG
applications. Only oneapplication per jurisdiction should be submitted through
LLEBG/GMS. Please be sure that you have saved your submission and call
the GMS Hotline (1-888-549-9901) to confirm if the application you are
submitting is the officially designated application for your jurisdiction. A
GMS Hotline information specialist will assist you with this information.
UPDATE: Sept 3, 1999: Local Law Enforcement Block Grants (LLEBG)
Program
The Bureau of Justice Assistance (BJA) estimates that eligible applicant access to
the Fiscal Year 1999 LLEBG Internet-based Application has been unavailable for 30
to 40 percent of the established six week Application period that started on July 22
and was to have ended on September 2, 1999. As a result, BJA is extending the
formal Application period to September 23, 1999 or by three weeks in order to
ensure all eligible applicants may access their Application forms and obtain
funding.
To assist your jurisdiction further with ascertaining where you are in the Application
process, BJA has added a status table that will appear once you have logged on
and selected your jurisdiction from the pick-list. This should eliminate the need for
you to place calls to your program managers for status information. BJA also would
like to assure each of you that already has submitted Part I for Verification that we
now are able to proceed with implementing that process, beginning today. You
each will receive a telephone call in order for BJA to complete this Verification
stage. At that time, BJA also will discuss any noted issues with any portion of the
Part I information you have supplied. This process is critical to ensuring the safety
of federal funds that have been allocated to your community. PLEASE REMEMBER
that Part I has to be submitted, including the mail-in Financial Institution
Information Form, before Verification can be completed and ability to submit Part II
provided to you. Please also remember that the Financial Institution Information
form must be signed by a financial institutional official and not by anyone in your
jurisdiction.
Please note that disparate jurisdictions negotiate agreements external to this
system; therefore, BJA does not recognize any additional impediments to
completion of the Application not experienced by non-disparate jurisdictions.
Watch this space for additional Updates on the Fiscal Year 1999 LLEBG Application
and Award process.
http://www.ojp.usdoj.gov/gms-update.htmi 12/14/99