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Home My WebLink AboutCOM 0066.000 2002-2004 MiY N~ Harry Kim ~,c~ William Takaba Mayor Director • Nancy E. Crawford ~j•. Depup~Direcmr r' County of Hawaii , Finance Department 25 Aupuni Street, Room I IR • Hilq Hxwaii 96720 (808) 961-8234 • Fax (808) 961-8248 December 17, 2002 - Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget The U.S. Department of Transportation, through the State of Hawaii Department of Transportation, Public Affairs Office -Safe Community Program, has authorized a $5,995 Under 21 Surveillance Grant to the Hawaii County Police Department. The funds will be used to purchase a surveillance camera to videotape illegal activities by teenagers and young adults for use in prosecution, in intelligence, and in public education projects. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii Department of Transportation, Public Affairs Office. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $5,995 Under 21 Surveillance Grant. If there are any questions, please do not hesitate to call the Police Department. William Takaba Director of Finance A ROVED: lv - Harry Kim Mayor Enc. ~l?S . ~ `1-03 Comm. No. .3/ cc: Police File No. Ref. To: Ref. Date nEC 2 ~ 2~Z Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 12/14/02 STAFF CONTACT: Nori Ishii PHONE: 961-2273 A. REQUEST: To create an account entitled "Under 21 Surveillance" for $5,995.00. under the object code 480. To enter into a contract with the State Department of Transportation Public Affairs-Safety Community Program under the Under 21 Surveillance Grant. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED The State Department of Transporation Public Affairs-Safe Community Program is providing a grant to purchase a surveillance camera to video tape illegal activities by teenagers and young adults to be used as evidence in criminal cases, intelligence on illegal activities, identify adults who provide liquor to under-aged drinkers and for presentations to the public relative to under-aged drinking and other illegal activities. ~ _ DEC SIGNED: ~ DATE: ~ 2 Department Head e~ GRANT SUMMARY (Supplement to B-52, Request for Council Action) Type of Grant Appropriation being requested: (New or an additional appropriation) ® New (for this fiscal year period). OR ~ Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification heen transmitted to ®Yes ~ No Council? ~ Yes ~ No Name of Grant Program: Uuder 21 Surveillance Program Grantor: State Department of Transportation Public Affairs Office-Safe Community Program County Grantee Department or Agency: Police Department County Grantee Contact Person: Sergeant Randy Apele Phone Number: 961-2305 Amount of Grant: $5,995.00 Grant Period (Commencement & Completion): October 1, 2002 -September 30, 2003 Purpose of Grant: To videotape illegal activities by teenagers and young adults to be used as evidence in criminal cases, develop intelligence on illegal activities, identify adults who provide liquor to under-aged drinkers and for presentations to the public relative to under-aged drinking and other illegal activities. County Match required?: ~ Yes ®No If yes, Matching Amount? Budgeted in account# In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent: ~ Temporary: Duration: Full-time: ~ Part-time: Time Element: Qty: Contractual: ~ Explain: Explanation: Additional Comments about Grant: ft-52 Gran[ Summary Form BENJAMIN J. CAVETANO u ~ BRIAN K. MINAAI GOVERNOR if N~4 DIRECTOR ti roeo. DEPUrY DIRECTORS GLENN M. OKIMOTO g ~ JADINE V. URASAKI STATE OF HAWAII IN gEPLV REFER TO: DEPARTMENT OF TRANSPORTATION 869 PUNCHBOWL STREET HONOLULU, HAWAII 96873-5097 SC0.369 November 15, 2002 Acting Chief Lawrence K. Mahuna Hawaii County Police Department 349 Kapiolani Street Hilo, HI 96720-3998 Dear Chief Mahuna: Enclosed for your action is a copy of the approved highway safety reimbursement project No. AL03-02 (08-H-01), entitled "Hawaii County Police Department Under 21 Surveillance." A total of $5,995.00 has been obligated to [he project. The grant funds will be used to purchase equipment to videotape illegal activities by teenagers and young adults for use in prosecution, intelligence and public education projects. Progress reports must be submitted quarterly within 15 days (ending May, August and November) and a final report must be submitted within thirty days of the end of the grant period. Reimbursement claims must be submitted in accordance with the agreement (monthly or quarterly) by the 20th of the month following the claim period. A claim must be submitted even if no expenditures were made. , The project is subject to the audit requirements of the Office of Management and Budget (OMB) A-133, Audit of State/Local Government &Non-Profit Organizations. Note that the Department/Program Number and Title with which this project should be associated in the Schedule of Federal Assistance should be associated in the Schedule of Federal Assistance Programs section of your single agency audit report are: Department of Transportation/20.600 -State and Community Highway Safety Program. A copy of all audit reports covering the grant period must be sent to the Public Affairs Office-Safe Community Program. Chief Mahuna SC0.369 Page 2 November 15, 2002 Within 60 days of the date of project approval, the Safe Community Program should be advised of your cognizant Federal audit agency and of when you anticipate the audit report(s) covering the period of this grant fo be issued. Very tmly yo rs, Marilyn 1 Governor's Highway Safety Representative Enclosure APPLtCATfON FOR HIGHWAY' SAFETY PROJECT REIMBURSEMENT GRANT STATE OF HAWAII MOTOR VEHICLE SAFETY OFFICE PARTI A licant A enc to Com le[e 1. APPLICANT AGENCY (Name and Address) Hawaii County Police Departrnen[ 349 Kapiolani Street Hilo, Hawaii 96720-3998 2. GOVERNMENTAL UNIT (Name and Address) County of Hawaii 25 Aupuni Street Hilo, Hawaii 96720-3998 3. DURATION (Month, Day, Year-See Schedule C): A. Grant Period B. Project Period From: 10/01/02 Ftom: 10/01/02 To: 09/30/03 To: 09/30/03 4. LOCATION OF PROJECT SA. TYPE OF APPLICATION Hawaii County Police Department Initial Revision CONTINUATION 349 Kapiolani Street Hilo, Hawaii 96720-3908 SB. REIMBURSEMENT SCHDULE Telephone: (808) 961-2305 MONTHLY Quarterly 6. PROJECT DESCRIPTION (Schedule A) (See Appendix A, Project Procedures Manual) 7. PROJECT OBJECTIVES AND TASKS SUMMARY FROM SCHEDULE A Equipment purchase to videotape illegal activities by teenagers and young adults for use in prosecution, intelligence, and public education projects. 8. BUDGET Schedule B) (See A endix A, Pro~ect Procedures Manual 8A. COST CATEGORY TOTAL EXPENDITURES GRANT PERIOD PRIOR YEARS PROJECT PERIOD (1) Personal Services --0.- -0-- --0-- (2) Consultant Services --0-- --0-- --0-- 3 Commodities --0-- --0-- --0- 4) Other Direct/Indirect Costs $5995.00 --0- $5995.00 TOTAL ESTIMATED COSTS (Inc. Non-Fed. Share) $5995.00 --0-- $5995.00 8B. SOURCE OF FUNDS SG SPECIFY HOW NON-FEDERAL SHARE (I) Federal 100%of TOTAL) $5995.00 WILL BE PROVIDED (2) A IicantA enc 0%ofTOTAL) --0- 9. TIME AND COST (Schedule C) (See A endix A, Project Procedures Manual t0. AGREEMENT OF UNDERSTANDING AND COMPLIANCE See Schedule D, attached) 11. ACCEPTANCE OF CONDITIONS: It is understood and agreed by the undersigned that a reimbursement grant received as a result of this application is subject to Public Law 89-564 (Highway Safety Act o 1996) and all administrative regulations governing grants established by the U.S. Department of Transportation and the Stale of Hawaii. II is expressly agreed that this project constitutes and an official part of the Hawaii Highway Safety Program and that said applicant agency will meet the requirements as set forth herein, including accompanying Schedules A, B, C, & D, which are incorporated herein and made a part of this application. Authorization to proceed with [his Highway Safety Project is requested. I IA. PROJECT DIRE I1B. AUTH ZING 1 IAL GOVERNMENTAL UNIT Signature Signature Name LA WRLNCE K. MAHUNA Name H RRY K[M Title ACTING POLICE CHIEF Title MAYOR, COUNTY OF HAWAII Date SLF ~ Z~~L Date ~ 5 2002 SCHEDULE A HCPD UNDER 21 SURVEILLANCE PROGRAM MISSION/GOAL: The Hawaii County Police Department will purchase a surveillance camera for use by our Juvenile Aid Section to videotape illegal activities by teenagers and young adults at remote locations, rave parties, or lazge gatherings. Information recorded will be used as evidence in criminal cases, to develop intelligence on illegal activities, to identify adults who may be providing liquor to under-aged drinkers, and edited for use in presentations to the public relative to under-aged drinking and other illegal activities. STRATEGIES: • Purchase a video surveillance camera. 1. Videotape illegal activities by teenagers and young adults to be used as evidence in criminal cases, develop intelligence on illegal activities, identify adults who provide liquor to under-aged drinkers and for presentations to the public relative to under-aged drinking and other illegal activities. SOLUTION/IMPLEMENTATION: • The video surveillance camera will be purchased to conduct activities as listed in the strategy portion of this application. EVALUATION: • The number of video surveillance conducted and obtained, criminal cases initiated with the assistance of the video obtained, intelligence gathered by use of the video and use of videos in public presentations will be documented to evaluate effectiveness of program. TASKS: • Purchase equipment described in strategies. • Coordinate and conduct surveillance activities. • Edit videos for public presentations. SCHEDULE B HCPD UNDER 21 SURVEILLANCE PROGRAM 1) Personal Services __0__ (2) Consultant Services __0__ (3) Commodities __0__ (4) Other DirecUIndirect Cost $5995.00 • Video surveillance camera. $5995.00 Federal Shaze) Funds Re uested* $5995.00 Total Cost $5995.00 SCHEDULE C HCPD UNDER 21 SURVEILLANCE PROGRAM MILESTONES MONTH ACTIVITY December 2002 Purchase of E ui ment. December 2002-August Coordination and implementation surveillance activities. 2003 Initiate criminal investigations as evidence permits. Conduct public presentations upon obtaining and editing videos of illegal teen/young adult activities. SCHEDULE D Agreement of Understanding & Compliance Project Number: THIS AGREEMENT made and entered into by and between the STATE OF HAWAII by and through its Director of Transportation, hereinafter referred to as 'State', and the Governmental Unit named in this application, hereinafter referred to as 'Applicant'. WHEREAS, the National Highway Safety Act of 1966 (Public Law 89-564) provides Federal funds to the STATE for approved highway safety projects, and WHEREAS, STATE may make said funds available to various state, county or municipal agencies or governments or political subdivisions upon application and approval by STATE and the UNITED STATES DEPARTMENT OF TRANSPORTATION, and WHEREAS, STATE is obligated to reimburse the UNITED STATES DEPARTMENT OF TRANSPORTATION out of its funds for any ineligible or unauthorized expenditures for which Federal funds have been claimed and payment received, and WHEREAS, the above name APPLICANT has submitted an application for Federal funds for highway safety projects. NOW, THEREFORE, IN CONSIDERATION OF MUTUAL PROMISES AND OTHER GOOD AND VALUABLE CONSIDERATTON, THE PARTIES AGREE AS FOLLOWS: I. Reimbursement of Eligible Expenditures A. It is mutually agreed and promised that upon written application by APPLICANT and approval by STATE and the UNITED STATES DEPARTMENT OF TRANSPORTATION, STATE shall obligate said Federal funds to APPLICANT'S account for reimbursement of eligible expenditures as set forth in the application. B. It is mutually agreed and promised that APPLICANT shall reimburse STATE for nay ineligible or unauthorized expenditures for which Federal funds have been claimed and payment received as determined by a State or Federal audit. Costs are not allowable for construction, rehabilitation, remodeling, or for office furnishings and fixtures -for State, local or private buildings or structures. The following are examples of items considered as furnishings or fixtures, for which reimbursement is not eligible: Desks Credenzas Storage Cabinets Chairs Bookcases Portable Partitions Tables Filing Cabinets Pictures, Wall Clocks Shelving Floor Coverings Draperies Coat Racks Office Planters Fined Lighting/Iamps G It is further agreed and promised that where reimbursement is made to APPLICANT in installments, STATE shall have the tight to withhold any installments to make up reimbursement received for any ineligible or unauthorized expenditures until such time as the ineligrble claim is made up or correct by APPLICANT. V. Noa-duplication of Gant Fund F~tpeaditures A. It is mutually agreed and promised that the APPLICANT has ao ongoing or completed projects under agreement with nay other Federal fund source which duplicate or•overlap any work contemplated or described is this project. B. It is mutually agreed and promised that the APPLICANT will either revise this project or revise nay pending or proposed request for other Federal grant Cunds which would duplicate or overlap work under this project to exclude any such duplication of grant fiord expenditures. C. It is further mutually agreed and understood that the APPLICANT shall reimburse the STATE OF IIAWAII for any such duplicate expenditutes for which Federal grant funds have been claimed and payment received as determined by State or Federal audit. VI. Project Tacome and Applicable Credits A. It is mutually agreed and understood that the APPLICANT shall apply all proceeds or credits generated under the project, such as but not restricted to: The sale of real or personal property royalties received from copyrights and patents, sale of publications or from personal or incidental services, to , the project in accordance with OMB Circulaz A-87 (FMC 74-7) and NHTSA/FHWA Order 460/7510.1. VII. Copyrights and Patents A. It is mutually agreed that nay copyrightable materials produced in the course of a project may be the property of the State or applicant agency; however, provisions should be [Wade to obtain for the United States Government, the State Governments and their political subdivisions aroyalty-free nonexclusive, and irrevocable license W use is any manner such copyrightable material. B. It is mutually agrud that the ownership of all rights accruing from any patentable discoveries or inventions resulting from a project should be covered is the agrcemeat. Aa irrevocable, aoaezclusive, nontransferable, and royalty-free license to practice each discovery or invention is the manufacture, use and disposition, according to law, of any article or material, and in the use of any method developed as part of the work under the agreement should be obtained for the United States Government, the State Governments and their political subdivisions. VIII. Certification Regazding Debarment and Suspension A. Instructions for Certification 1. By signing and submitting this proposal, [he prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered as erroneous certification, in addition [o other remedies available to the Federal government, the department or agency with which [his transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. minority business enterprises have the maximum opportunity to compete for and perform contracts. Recipients and their contractors shall not discriminate oa the basis of race, color, national origin, or sex in the award and performance of DOT-assisted contracts. XI. Requirements A. It is mutually agreed and promised that the applicant shall follow the Stale and Fedezal requirements and guidelines set forth in the State of Hawaii Project Procedures Manual as amended. All project ezpeadituro rexords are [o be retained for at least three years after the date of the final expenditure report. ' XR. Authoriution to Proceed A. IC is mutually agreed between the STATE and the APPLICANT that this AGREEMENT OF UNDERSTANDING AND COMPLIANCE shall become effective upon the STATE'S agreement and authoriutioa to proceed as set forth in PART R(2) of this application. PART II (Safe Community Program - Safety Office to complete) Project Number: AL03-02 (08-H-O1) 1. ADDENDUM (For MVSO Use Only) 2. AGREEMENT AND AUTHORIZATION TO PROCEED by State Official Responsible to Governor for Administration of the State Highway Safety Program. A. Effective Date October 1, 2002 B. Federal Funds Obligated $5,995.00 C. Approval D t 11/ /02 D. Signature E. Name Gor n .K. Hong F. Title Highway Safety Manager