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Home My WebLink AboutCOM 0140.076 2000-2002 Harry Kim 4°.•'~ James S. Correa ' Police Ch~e MnVOr { ~ f k•. •i Grp cs•wa'a0p County of ~--4awai i POLICE DEPAISTNIENT 349 Kapiolani Street • Hilo, Hawaii 96720-3998 (808)935-3311 Fax (808)961-8869 SeptemD~er 7, 2001 `I°O JAMES Y. ARAIZAKI, COUNCIL CHAIR AND COUNCIL MEMBERS VIA NA s , CONTROLLER p'° FROM J S. RREA, POLICE CHIEF SUBJECT NOTIFICATION OF GRANT A~IARD Compliance with Ordinance No. 01-55, Section`7(1) Name of Grant Program: Local Law Enforcement 81ock Grant Federal or Stag Grantor: U.S. Department of Justice Office of Justice Programs County Grantee Department/Agency: County Police Depart~aent Grant No.: 2001-LB-BX®3631 Amount of Grant: $10',994.00 Amount of County Match: $0.00 County Revenue ~ Expenditures Acct#: 3302.19 and 010-201-5219.59 Grant Period: Oct 1, 2001-Sept 30, 2003 Purpose of Grant: To improve the quality and completeness of data collected and provide our uniformed officers with enhanced investigative capa?ailities. The purchase of 86 computer work stations to use with the proposed records Management System (RMS) gill help accomplish this task. If final report required by grantor? yes Notification Attached: yes Comm. No. ~ • File No. Ref. ~'o: Ref. i:ate.~~ ~3s~~ ~~~,~r°°d~, U.S. Department of Justice a~ ~ ~ Office of Justice Programs e f~ ~A~"`4~ Bureau ofJustice Assistance Office of the Director Washaragton, D.C. 20531 August 3, 2001 Mr. Kim Hawaii County Mayor, Hawaii County 25 Aupuni Street Mayor'S Office Hito, HI 96720-4245 RE: Fiscal Year 2001 Local Law Enforcement Block Grants Program Dear Mr. Kim: I am pleased to inform you that I have approved the application for funding under the Bureau of Justice Assistance's (BJA) Fiscal Year 2001 Local Law Enforcement Block Grants (LLEBG} Program in the amount of $109,994 for Hawaii County. The purpose of the LLEBG Program is to reduce crime and improve public safety. 'This Block Grant Award may be used for any of the purpose areas described in the statute. Enclosed you will find the Grant Awazd and Special Conditions documents. If you have any programmatic questions regarding this award, please contact BJA's State and Local Assistance Division at (202) 514-6638. In addition, all financial questions regarding this award should be directed to the Office of the Comptroller, Customer Service Division at (800) 458-0786. I look forward to a continuing partnership with Hawaii County in furtherance of this important criminal justice program. Sincerely yours, ~1 ~~-~--~---sue-- Richard H. Ward, III Acting Director Attachments m`~~~~J~~o U.S. Department of Justice s ® ~ Office of Justice Programs ~c °°~~~6e Off ce for Civil Rights 6d~ashingto~a, D. C. 20531 August 3, 2001 Mr. Kim Hawaii County Mayor, Hawaii County 25 Aupuni Street Mayor'S Office Hilo, HI 96720-4245 Dear Crrant Recipient: Congratulations on your recent award. Because you have submitted Certified Assurances that your agency is in compliance with applicable civil rights laws, this office has determined that you have met this requirement in the Department of Justice regulations governing recipients of Federal financial assistance (see 28 C.F.R. sec. 42.204, Applicants' Obligations). As Director of the Office for Civil Rights (OCR), Office of Justice Programs, I would like to offer you my assistance in completing the conditions of these Assurances, specifically Nos. 13, 14, and 15, as the grant goes forward. As you know, equal opportunity for the participation of women and minority individuals in employment and services provided under programs and activities receiving Federal financial assistance is required bylaw. Therefore, if there has been a federal or state court or administrative agency finding of discrimination against your agency, please forward a copy of such order or consent decree, as required by Assurance No. 14, to OCR at the U.S. Department of Justice, Office of Justice Programs, Office for Civil Rights, 810 Seventh Street, N.W., Room 5107, Washington, D.C. 20531. Additional Instructions F°or Grantees Receiving $500,000 Or More: 1. In accordance with Assurance No. 15, each grantee that receives $500,000 or more (or $1,000,000 in an 18- month period), and has 50 or more employees, must submit an Equal Employment Opportunity Plan (EEOP)within 60 days from the date of this letter to OCR at the above address. t 2 Alternatively, the grantee may choose to complete an ESOP Short Form, in lieu of sending its own comprehensive ESOP, and return it to OCR within 60 days of the date of this letter. This easy-to-follow ESOP Short Form reduces paperwork and preparation time considerably and will ensure a quicker OCR review and approval. The enclosed Seven-Step Guide to the Design and Development of an EEOP (which includes an EEOP Short Form) will assist you in completing this requirement. Please be reminded that the above requirements apply to primary grantees and to each 3 • of their subgrantees or contractors that meet the criteria outlined in this letter. Therefore, all primary grantees should apprise subgrantees of these responsiblities and those meeting the criteria should send their EEOPs or ESOP Short Forms directly to the Office for Civil Rights within 60 days of the date of their award. NOTE: If agency has under SO employees, regardless of amount of award, no ESOP is required; however, grantee must return applicable portion of Certification Form to OCR within 60 days. PURSUANT TO THE SPECIAL CONDITION REGARDING EEOPs GOVERNING THIS AWARD, RECIPIENT ACKNOWLEDGES THAT FAILURE TO SUBMIT AN ACCEPTABLE ESOP IS A VIOLATION OF ITS CERTIFIED ASSURANCES AND MAY RESULT IN SUSPENSION OF DRAWDOWN OF FUNDS UNTIL ESOP HAS BEEN APPROVED BY THE OFFICE FOR CIVIL RIGHTS. Additional Instructions For Grantees Receiving $25,000 Or More, But Under $500,000: 4. Pursuant to Department of Justice regulations, each grantee that receives $25,000 or more and has 50 or more employees is required to maintain an Equal Employment Opportunity Plan (EEOP) on file for review by OCR upon request. (However, if the grantee is awarded $1,000,000 in an eighteen (18) month period, it must submit an acceptable EEOP to OCR.) Please complete the applicable section of the attached Certification Form and return it to OCR within 60 days of the date of this letter. NOTE: If agency has under 50 employees, regardless of amount of award, no EEOP is required; however, grantee must return applicable portion of Certification Form to OCR within 60 days. ~ If you have already submitted an EEOP as part of another award from the Office of Justice Programs (OJP) or the Office of Community Oriented Policing Services (COPS) within this grant period, or if you have certified that no ESOP is required, it is not necessary for you to submit another at this time. Simply send a copy of the letter you received from OCR showing that your EEOP or certification is acceptable. Additional Instructions For Grantees Receiving Under $25,000: 5. A recipient of under $25,000 is not required to maintain or submit an Equal Employment Opportunity Plan (EEOP) in accordance with Assurance No. 15. No Certification is required. Instructions for All Grantees: 6. In addition, all recipients, regardless of their type, the ffionetary amount awarded, or the number of employees in their workf®rce, are subject to the prohibitions against discrimination in any funded program or activity. Therefore, OCR investigates complaints by individuals or groups alleging discrimination by a recipient of OJP funding; and may require all recipients, through selected compliance reviews, to submit data to ensure their services are delivered in an equitable manner to all segments of the service population and their employment practices are in compliance with equal employment opportunity requirements. z If you have any questions, please call OCR at (202) 307-0690. Additional information and technical assistance on the civil rights obligations of grantees can be found at: http://www.ojp.usdoj.gov/ocr/. Sincerely, G~-°-- Michael L. Alston Acting Director, Office for Civil Rights cc: Grant Manager Financial Analyst z The employment practices of certain Indian Tribes are not covered by Title VII of the Civil Rights Act of 1964, 42 U.S.C. sec. 2000e. U.S. DEPARTMENT OF NSTICE yie"T O? J~W~~~ gds ''LSy, OFFICE OF NSTICE PROGRAMS a° ~e~ ~ ~ ~ OJP ~ BJA ' OJJDP ~ GRANT PAGE 1 OF 5 i sp~e ~ BJS ~ NIJ ~ OVC ~ COOPERATIVE AGREEMENT °P~~~~. CHECK APPROPRIATE BOX ~I I .GRANTEE NAME AND ADDRESS (Including Zip Code) 4. AWARD NUMBER: 2001-LB-BX-3631 i Hawaii County 25 Aupuni Street I Mayo~S Office 5. PROJECT PERIOD: FROM 10/01/200 TO 09/30/200 Hilo, HI 96720-4245 BUDGET PERIOD: FROM l0/01/200 TO 09/30/200 1 A. GRANTEE IEtSNENDOR NO. 996000568 6. AWARD DATE 08/03/2001 7. ACTYON 2. SUBGRANTEE NAME AND ADDRESS (Including Zip Code) 8. SUPPLEMENT NUMBER laitial i Suppdeaaental 2A. SUBGRANTEE iRSNENDOR NO. 9. PREVIOUS AWARD AMOUNT 50.00 i 3. PROJECT TTTLE l0. AMOUNT OF THIS AWARD S 109,994 FY 2001 Local Law Enforcement Block Grants i 11. TOTAL AWARD 5109,994 ! 12. SPECIAL CONDITIONS (Check, ifapplicable) a THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED 4 PAGES ~ 13. STATUTORY AUTHORITY FOR GRANT TITLE 1 OF THE OMNIBUS CRIME CONTROL AND SAFE STREETS ACT OF 1968. 42 U.S.C. 3701, ET. SEQ., AS AMENDED ~ TITLE 2 OF THE JUVENILE NSTICE AND DELINQUENCY PREVENTION ACT OF 1974 u 42 U.S.C. 5601, ET. SEQ., AS AMENDED ' ~J VICTIMS OF CRIME ACT OF 1984, 42 U.S.C. 10601, ET. SEQ., PUBLIC LAW 98-473, AS AMENDED OTHER (Specify): Fiscal Yeaz 2001, Departments of Commerce, Justice, and Stare, tlae Judiciary, and Related Agencies Appropriations Act (Pub. I L. No. 106-553) ! l4. FUTURE FISCAL YEAR(S) SUPPORT: ' SECOND YEAR'S BUDGET PERIOD: NIA AMOUNT OF FUNDS: N/A TYPE OF FUNDS: j THIRD YEAR'S BUDGET PERIOD: N/A i AMOUNT OF FUNDS: N/A TYPE OF FUNDS: 15. METHOD OF PAYMENT , THE GRANTEE WILL RECEIVE CASH VIA A LETTER OF CREDIT C YES a NO 1 AGENCY APPROVAL I GRANTEE ACCEPTANCE 16. TYPED NAME AND TITLE OF APPROVING OJP OFFICIAL l8. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL Richard H. Wazd, IIl Harry Kim Acting Director Hawaii County Mayor ' Bureau of Justice Assistance 17. SIGNATURE OF APPROVING OJP OFFICIAL 19. SIGNATURE OF AUTHORIZED GRANTEE 19A. DATE ~2~ ~ AGENCY USE ONLY 20. ACCOUNTING CLASSIFICATION CODES ~ 21. L18M14 FISCAL FUND BUD. DIV. LIOlU03631 YEAR CODE ACT. OFC. REG. SUB. POMS X B LI 80 00 00 OIP FORM 4000/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE i U.S. DEPARTMENT OF JUSTICE SWARD CONTINUATION <c OFFICE OF JUSTICE PROGRAMS ~ ~ c A ~ O1P ~ B1A ~ OIJDP i X ~ GRAM I PAGE 2 OF 5 o~,~~~ee~~e n BIS ~ NII ~ OVC i ~ COOPERATIVE AGREEMENT CHECK APPROPRIATE BOX I ~ PROJECT NU,VIBER: 2001-LB-BX-3631 AWARD DATE 08/03/2001 i I SPECIAL CONDITIONS j The reci tent a ees to corn 1 with the financia nd 1. r ~ r y 1 a alm~mstratrvc requuemcnts set forth In the current edition of the Office of Justice Programs (OJP) Financial Guide. I 2. The recipient agrees to comply with the organizational audit requirements of OMB Circular, A-133, Audits of States, i Local Governments and Non-Profit Organizations, as further described in OJP's Financial Guide, Chapter 19. 3, 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 suspension or termination of funding, until such time as the recipient is in compliance. ~ 4_ The recipient agrees that federal funds under this award will be used to supplement but not supplant state or local funds, pursuant to section 101(8) of H.R. 728, 104th Cong. (1995). ~ I 5, 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. 2001-LB-BX-3631 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. Deparment of Justice." 6. The recipient agrees to provide information required for any national evaluation conducted by the U.S. Department of Justice. 7. The recipient agrees, if the funds are used for the hiring and employing of new, additional law enforcement officers and/or support personnel, as described in the applicable purpose area of Subpart A section 101(a)(2) of H.R. 728, 104th Cong. (1995), 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. If the funds are used for the hiring and employing of new, additional law enforcement officers and/or support personnel, the unit of local government will establish procedures to give members of the Armed Forces who, on or after October 1, 1990, were or are selected for I 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. I j I, OJP FORM 400012 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE i U.S. DEPARTMENT OF NSTICE A?WAR® ~ONTINUa~TION ~~tiFl~'r OP?~ c¢r~ 3r OFFICE OF NSTICE PROGRAMS SI"IEET ® e ~ OlP ~ BJA ~ OJJDP ~J GRANT PAGE 3 OF 5 i `~o~,~~~,o° ~ BJS ~ NU ~ OVC ~ COOPERATIVE AGREEMENT i I CHECK APPROPRIATE BOX j ! PROJECT NUMBER: 2001-LB-BX-3631 AWARD DATE 08/03/2001 i I SPECIAL CONDITIONS CONTINUED i I g, 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 awazd by accepting the award and special conditions within 45 calendar days from the date of award. 9, The recipient agrees to submit the Request for Drawdown via the Internet system within 90 calendar days from the date of award, or to have all funds deobligated for redistribution during the next funding cycle. i I 10. The recipient agrees to one 24 month obligation and expenditure period, as established at the approval of the Request ! for Drawdown. All funds must be expended by the end of this 24 month period with no exceptions. ' 11. 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 obligate and expend the grant funds in the trust fund (including any interest earned) during the 24 month 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) by the end of the 27th month, along with the final submission of the Financial Status Report (SF-269A). i 12. The recipient agrees to submit one final progress report via the Internet system at the end of the 24 month obligation and expenditure period. i I 13. The recipient agrees, if funds are used by the recipient or subrecipient for enhancing security, that the recipient or ' subrecipient - - (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), on the incidence of crime in the geographic area where the enhancement is undertaken; (b) will conduct such an assessment with respect to each such enhancement; and, i i (c) will submit to the Bureau of Justice Assistance (BJA) an annual assessment report via the Internet system. j I i I I i OJP FORM 4000/2 (REV. 587) PREVIOUS EDITIOPlS ARE OBSOLETE U.S. DEPARTMENT OF JUSTICE f A,WAR~ C®NTiNUATI®N GEQ~` OFFICE OFIUSTICE PROGRAMS ~ ~i„i~~~ ii $ ~ ~ ~ OJP ~ BJA ~ OJJDP I ~ GRANT PAGE 4 OF 5 I `~os~~~~~! ~ BJS ~ NU ~ OVC i ~ COOPERATIVE AGREEMENT i CHECK APPROPRIATE BOX ~ PROJECT NUMBER: 2001-LB-BX-3631 I AWARD DATE O8/03/2001 I i SPECIAL CONDITIONS CONTINUED I I 14, The recipient agrees to comply with 28 CFR Part 23 if federal funds are used to support Criminal Intelligence Systems. ~ i 15. The recipient agrees to assist BJA in complying with the National Environmental Policy Act (NEPA) and other related i federal environmental impact analyses requirements in the use of these grant funds, either directly by the recipient or by a subrecipient. Accordingly, prior to obligating grant funds, the recipient agrees to first determine if any of the ~ following activities will be related to the use of the grant funds. The recipient understands chat this special condition applies to its following new activities, whether or not they are being specifically funded with these grant funds. That is, as long as the activity is being conducted by the recipient, a subrecipient, or any third party, and the activity needs to be undertaken in order to use these grant funds, this special condition must first be met. The activities covered by this special condition are: 1. New construction; 2. Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of I Historic Places or (b) located within a 100-year flood plain; 3. A renovation, lease, or any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and, 4. Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an ` incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or ~ educational environments. i Application of This Special Condition to Recipient's Existing Programs or Activities: ~ For any of the recipient's or its subrecipient's existing programs or activities that will be funded with these grant i funds, the recipient, upon specific request from BJA, agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 16. The recipient agrees to ensure that the State Information Technology Point of Contact receives written norificarion regarding any information technology project funded by this grant during the obligation and expenditure period. This i is to facilitate communication among local and state governmental entities regarding various information technology j projects being conducted with these grant funds. In addition, the recipient agrees to maintain an administrative file documenting the meeting of this requirement. For a list of State Information Technology Points of Contact, go to http://www.ojp. usdoj.gov/ec/states.htm 17_ 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 obligation and expenditure period. The recipient is reminded that the matching funds are auditable under Special Condition #2 and will be binding to the recipient. i i i OJP FOEtM 4000!2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE U.S. DEPARTMENT OF JUSTICE ~+~'"''°p., i AWAR® C®N°T1NU~TI®N ``~r. OFFICE OF JUSTICE PROGRAMS ~ c"~ ® ` ~ OJP BJA ~ OIJDP ~ GRANT ! PAGE 5 OF 5 fi ~os~~e4d' ~ BJS ~ NU ~ OVC U COOPERATIVE AGREEMENT i ~ CHECK APPROPRIATE BOX i ~ PROJECT NUMBER: 2001-LB-BX-3631 I AWARD DATE 08/03/2001 SPECIAL CONDITIONS CONTINUED ~ 1 g, The recipient agrees that prior to the obligation or 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, via the Internet system, 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. 19. The recipient agrees that prior to the obligation or 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, though it may be broader: a) the local police department or sheriffs departrnent; b) the local prosecutor's office; I 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. 20, The recipient has certified it is in compliance with the Public Safety Officers' Health Benefits Provision of the Fiscal ~ Year 2001, Departments of Commerce, Justice, and State, the Judiciary, and Related Agencies Appropriations Act (Pub. L. No. 106-553} and agrees to remain in compliance during the life of the grant. 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 Streets 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 i the same or better level of health insurance benefits at the time of retirement or separation as the officer received while on duty. If the recipient demonstrates noncompliance during the life of the grant, 10 percent of the award amount must be returned to BJA. I I 21. The recipient agrees that funds provided under this award may not be used to operate a "pay-to-stay" program in any ~ local jail. The recipient further agrees not to subaward funds to local jails which operate "pay-to-stay" programs. I OJP FORM 4000!2 (REV. 537) PREV]OUS EDITIONS ARE OBSOLETE