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Home My WebLink AboutCOM 0193.000 2004-2006 qtr os y_ ' Harry Kim ~,c~ dew, William Takaba Mayor ~ Daectar Nancy E. Crawford W~ Deputy Dmecmr • O• M~ County of Hawaii Finance Department ^ ' 25 qupuni Street. Room I IS • Hilo, Hawaii 96720 ~ ~ . 1808) 961-8234 • Pax (808) 961-8248 ` ~ - March 22, 2005 Gary Safarik, Chairman and Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget The County of Hawaii has been allocated funds from the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance, Edward Byrne Memorial Justice Assistance Grant Program for the support of law enforcement, prosecution, prevention and education, corrections, drug treatment and planning, evaluation and technology improvement programs. The Office of the Prosecuting Attorney will be administering this Justice Assistance Grant project that will primarily benefit their office, the Police Department, the Courts and Corrections. Enclosed is a resolution authorizing the Mayor to enter into an agreement with the U.S. Department of Justice for the Justice Assistance Grant. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating the Justice Assistance Grant funds to the Office of the Prosecuting Attorney's account. If there are any questions, please do not hesitate to call the Office of the Prosecuting Attorney. William Taka Director of Finance APPROVED: C~Y~I~~ 0 r f.l-tarry Kim (Mayor Enc. cc: Prosecuting Attorney Comm. No._,~, 3 Ref. To: F2a,a. ~IU-05 ~ ~ ~ 3 ~ Ref. Date ~ Hawaii County is an Equal Opportunity Provider and Employer Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Prosecuting Attorney DATE: 3/21/05 STAFF CONTACT: Nancy Kelly PHONE: 934-3315 A. REQUEST: 1) Requesting a resolution authorizing the Mayor to enter into an agreement with the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance for the Justice Assistance Grant project. 2) Requesting a bill for an ordinance to appropriate $115,645 for the Justice Assistance Grant project. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The County of Hawaii has been allocated funds from the Edward Byrne Memorial Justice Assistance Grant Program for the support of law enforcement, prosecution, prevention and education, corrections, drug treatment and planning, evaluation and technology improvement programs. The Prosecutor's Office will be administering the project that will primarily benefit Police, Prosecutor's, Courts and Corrections. The project narrative and budget is attached. SIGNED: DATE: ~ ~ ~ j' D S epartment Head i GRANT SUMMARY Su lement to B-52, Re uest for Council Action T e of Grant A ro riation bein re uested: ew or an additional a ro riation ® New (for this fiscal yeaz period). OR ? Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to ? Yes ®No Council? ? Yes ? No Name of Grant Program: JUSTICE ASSISTANCE GRANT (JAG) Grantor: U.S. Dept. of Justice, Office of Justice Programs, Bureau of Justice Assistance County Grantee Department or Agency: Prosecuting Attorney County Grantee Contact Person: Nancy Kelly Phone Number: 934-3315 Amount of Grant: $115,645 Grant Period (Commencement & Completion): Four years from time of award Purpose of Grant: To implement JAG project as suttunarized in the project narrative which is attached. 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: 0 Permanent: ? Temporazy: Duration: Full-time: ? Part-time: Time Element: Qty: Contractual: ? Explain: Explanation: Additional Comments about Grant: A formula allocation has been granted to Hawaii County. The Prosecutor's Office is administering the grant that will benefit the Police Department, Prosecutor's Office, Courts and Corrections. B-52 Gran[ Summary Form U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance Edward Byrne Memorial Justice Assistance Grant JAG FY 2005 Local Solicitation Eligibility Units of local government appearing on the FY 2005 Unifs of Local Govemment List are eligible to apply for JAG funds. To view this list, go to www.oia.usdoi.aov/BJA/pranUiaaallocations.html. GMS Application Deadline All JAG applications are due on or before 6:00 p.m. EST on March 31, 2005. ABOUT OJP The Office of Justice Programs (OJP), U.S. Department of Justice, was created in 1984 to provide federal leadership in developing the nation's capacity to prevent and control crime, administerjustice, and assist crime victims. OJP carries out this mission by forming partnerships with other federal, state, and local agencies, as well as national and community-based organizations. OJP is dedicated to comprehensive approaches that empower communities to address crime, break the cycle of substance abuse and crime, combat family violence, address youth crime, hold offenders accountable, protect and support crime victims, enhance law enforcement initiatives, and support advancements in adjudication. OJP also works to reduce crime in Indian Country, enhance technology use within the criminal and juvenile justice systems, and support state and local efforts through technical assistance and training. ABOUT BJA The Bureau of Justice Assistance (BJA), Office of Justice Programs, U.S. Department of Justice, supports law enforcement, courts, corrections, treatment, victim services, technology, and prevention initiatives that strengthen the nation's criminal justice system. BJA provides leadership, services, and funding to America's communities by emphasizing local control; building relationships in the field; developing collaborations and partnerships; promoting capacity building through planning; streamlining the administration of grants; increasing training and technical assistance; creating accountability of projects; encouraging innovation; and ultimately communicating the value of justice efforts to decision makers at every level. ABOUT JAG Proposed to streamline justice funding and grant administration, the Edward Byrne Memorial Justice Assistance Grant (JAG) Program allows states, tribes, and local governments to support a broad range of activities to prevent and control crime based on their own local needs and conditions. JAG blends the previous Byrne Formula and Local Law Enforcement Block Grant (LLEBG) Programs to provide agencies with the flexibility to prioritize and place justice funds where they are needed most. Formula The JAG formula includes a state allocation consisting of a minimum base allocation with the remaining amount determined on population and Part 1 violent crime statistics, and a direct allocation to units of local government. Once the state allocation is calculated, 60% of the funding is awarded to the state and 40% to eligible units of local government. State allocations also have a variable pass through requirement to locals, calculated by the Bureau of Justice Statistics (BJS) from each state's crime expenditures. Purpose Areas JAG funds can be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for criminal justice for any one or more of the following purpose areas: • Law enforcement programs • Prosecution and court programs • Prevention and education programs • Corrections and community corrections programs • Drug treatment programs • Planning, evaluation, and technology improvement programs * Any law enforcement or justice initiative previously eligible for funding under Byrne or LLEBG is eligible for JAG funding. 2 Responsibilities The chief executive officer of an eligible unit of local government or a local agency designated by the chief executive officer must apply for JAG funds. A unit of local govemment receiving a JAG award will be responsible for the administration of the funds including distributing the funds; monitoring the award; submitting reports including pertormance measure and program assessment data; and providing ongoing assistance to any subrecipients of the funds. Administrative Funds A unit of local government may use up to 10 percent of the award for costs associated with administering JAG funds. Eligibility Units of local government appearing on the FY 2005 Units of Local Govemment List established by BJS are eligible to apply for JAG funds. For JAG program purposes, a unit of local govemment is: a town; township; village; parish; city; county; or other general purpose political subdivision of a state; or a federally recognized Indian Tribe or Alaskan Native organization that performs law enforcement functions as determined by the Secretary of the Interior. In Louisiana, a unit of local govemment means a district attorney or a parish sheriff. For a listing of eligible units of local government, go to www.oio.usdoi.aov/BJA/arant/iaaallocetions.html. Disparate Certification A disparate allocation occurs when a constituent unit of local govemment is scheduled to receive one and one half times more (four times more for multiple units of local government) than another constituent unit(s), while the other unit of local government bears more than 50°k of the costs of prosecution or incarceration that arise for Part 1 violent crimes reported by the geographically constituent unit(s). JAG disparates are certified by the Director of BJA, based in part on input from the state's Attorney General. For a listing of disparate jurisdictions, go to www.oio.usdoi.aov/BJA/arant/iaaallocations.html. • Jurisdictions certified as disparate must submit a joint application for the aggregate of funds allocated to them, specifying the amount of the funds that are to be distributed to each of the units of total government and the purposes for which the funds will be used. The units of local government involved may establish a joint advisory board to tarty out the joint application process. When beginning the JAG application process, a Memorandum of Understanding (MOU) must be completed, signed, and faxed to OJP, indicating who will serve as the applican~scal agent for the joint funds. MOUs must be faxed l0 202-354-4147, with the OJP Grants Management System (GMS)-generated application number printed on each page. For a sample MOU, go to www.ojp.usdoi.aov/BJA/arant105JAGMOU.odf. Application Reviews The eligible unit of local government applying for a JAG award must make the grant application available far review to the governing body of the unit of local government or an organization designated by that governing body not fewer than 30 days before the application is submitted to BJA. Also, the unit of local government must provide an assurance that the application or any future amendment was made public and an opportunity to comment was provided to citizens and to neighborhood or community organizations to the extent applicable law or established procedure makes such an opportunity available. Supplanting Federal funds must be used to supplement existing funds for program activities and cannot replace, or supplant, nonfederal funds that have been appropriated for the same purpose. Award Amount Of the 40°h allocated for direct awards to units of local government from the total JAG appropriation, funds will be allocated and awards made to units of local govemment by BJA based on the same ratio to such share as the average annual number of Part 1 violent crimes reported by the unit to the Federal Bureau of Investigation (FBI) for the 3 most recent calendar years for which data is available bears to the number of Part 1 violent crimes reported by all units of local government in the state to the FBI for such years. 3 • For FY 2005, 2006, and 2007, BJA will allocate the local amount to units of local government in the same way the LLEBG program amount was allocated among reporting and nonreporting units of local government. • If the allocation to a unit of local government is less than $10,000, the direct JAG award to the state will be increased by the total amount of such allocations to be distributed among state police departments that provide criminal justice services to units of local government and/or to any units of local government whose allocation is less than $10,000. Length of Award Awards are made in the first fiscal year of the appropriation and may be expended during the following 3 years, for a total of 4 years. Extensions beyond this period may be made on a case-by-case basis at the discretion of the Director of BJA. Match While match is not required with the JAG Program, match is an effective strategy for states and units of local government to expand funds and build buy-in for law enforcement and criminal justice initiatives. Trust Fund The unit of local government must establish a trust fund in which to deposit JAG funds. The trust fund may or may not bean interest bearing account. Prohibited Uses JAG funds cannot be used directly or indirectly for security enhancements or equipment to nongovernmental entities not engaged in criminal justice or public safety. Based on extraordinary and exigent circumstances making the use of funds essential, BJA may certify a unit of local government's request to use funds for: • Vehicles, vessels, or aircraft • Luxury items • Real estate • Construction projects, other than penal or correctional institutions HOW TO APPLY The Catalog of Federal Domestic Assistance (CFDA) number for this solicitation is 16.738, titled "Edward Byrne Memorial Justice Assistance Grant Program.° OJP requires that funding applications be submitted through the OJP Grants Management System (GMS). Faxed or mailed applications will not be accepted. To access the system, go to htto://arants.oip.usdoi.cov. Applications submitted via GMS must be in one of the following formats: Microsoft Word (.doc), PDF file (.pdf), or text (.txt). If you experience difficulties at any point in this process, call the GMS Help Desk at 888-549-9901 between 7:30 a.m. - 9:00 p.m. EST. New GMS users must create a new account before submitting an application. All JAG applications are due on or before 8:00 p.m. EST on March 31, 2005 Step 1: Signing On • If you already have a GMS user ID, proceed to GMS sign in. Even if your organization already has a user ID, you will not be registered for the solicitation until you have signed onto GMS and entered the appropriate solicitation. To do so, please proceed to step 2. • If you do not have a GMS user ID, select "New Usef?° Register Here." After you have completed all of the required information, click "Create Account" at the bottom of the page and note your user ID and password, which are case sensitive. • A Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number must be included in every application for a new award or renewal of an award. Individuals who would personally receive a grant or cooperative agreement from the federal government are exempt from this requirement. Organizations should verity that they have a DUNS number or take the steps necessary to obtain 4 one as soon as possible. Applicants can receive a DUNS number at no cost by calling the dedicated toll-free DUNS number request line at 800-333-0505. Step 2: Selecting/Registering for the Program • After you have logged onto the system using your user ID and password, click on "Funding Opportunities." • Select "Bureau of Justice Assistance" from the drop-down list, and click "Search." This will narrow the list of solicitations within the Office of Justice Programs to those in BJA. • From the list of BJA grants, find "FY 2005 Justice Assistance Grant Program," and click "Apply Online." • Confirm that your organization is eligible to apply for this program by reading the text on the screen. If eligible, proceed by clicking "Continue.° Step 3: Completing the Overview Information • Select the type of application you are submitting by choosing "Application Non-Construction° in the "Type of Submission" section. • Select "New" in the drop-down box for "Type of Application." • If your state has a review and comment process under Executive Order 12372 (http://policy.fws.gov/library/rgeo12372.pdf), then select either "Yes" and enter the date you made this application available under that review or "N/A" because this program has not been selected by your state for such a review. If your state does not have such a process, then select "No. Program Not Covered by E.O. 12372." • Click "Save and Continue." Step 4: Completing the Applicant Information • Answer "Yes" or "No" to the question about whether your organization is delinquent on any federal debt. • The rest of this page will prepopulate based on the information you submitted during the registration process. Check this information for accuracy and relevance to your organization, and make any needed changes. • Click "Save and Continue." Step 5: Completing the Project Information • Provide a title that is descriptive of your project. • List the geographic areas to be affected by the project. • Enter a start date for the project that is on or after October 1, 2004 and an end date that is not more than 48 months later. • Select all of the Congressional districts that are affected by this application. To select multiple districts, hold down the CTRL key while making your selections. • Enter the grant amount in the federal line under the "Estimated Funding" section. • Click "Save and Continue." Step 6: Uploading the Attachments • You will be asked to upload three attachments to the online application system. (See the Attachments section for detailed instructions.) 1. Program Narrative (Attachment 1) 2. Budget Narrative (Attachment 2) 3. Review Narrative (Attachment 3) 5 • Click "Attach" to upload these documents. Anew window will open. To wntinue, click "Browse" and find the file on your computer or the network drive from which you wish to upload, then click on "Upload Your Document.° A window that says "File Upload Successful" should appear. Next to the upload list, the notation should change to "Attachment OK.° Repeat these steps for all three uploads. • If you encounter any difficulties uploading your file, click on "Tips for Successful Upload." This document will explain the usual problems with uploading files and will help you through them. • Click "Save and Continue." • Depending on the size of the attachment and/or your computer's Internet connection, the uploading process can take several hours. The system will shut down promptly at the deadline. Incomplete applications will not be accepted and no exceptions will be granted. Step 7: Completing the Assurances and Certifications • You will need to accept both the assurances document and the certifications document. To do this, click on "Assurances" and "Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace Requirements." • Read both documents. At the bottom of each one, click the "Accept" button. • After you have accepted both documents, enter the correct personal information for the person submitting the application. • Click the box next to the text at the bottom of the page to certify that the person submitting the application is authorized to accept these assurances and certifications. • Click "Save and Continue." Step 8: Reviewing the SF-424 • By answering the questions contained in GMS, you have completed the Standard Form 424 (SF- 424) and other forms required to apply for grant funding. Take a moment to review the SF-424 to ensure that it is accurate. • If you need to make changes to any portion of the application, simply click on that section along the left side of the screen. Be sure to click "Save and Continue" after making any changes. • When you are sure that the information is accurate, click "Continue." Step 9: Submitting the Application • A list of application components will appear on the screen. It should say "Complete" before each component. If it says "Incomplete" then click on the word and it will take you back to the section that needs to be completed. An explanation of what is missing will be at the top of that screen. ATTACHMENTS Program Narrative (Attachment 1) Applicants must submit a program narrative that generally describes the proposed program activities for the 4-year grant period. The narrative must outline the type of programs to be funded by the JAG award, and provide a brief analysis of the need for the programs. Narratives must also identify anticipated coordination efforts involving JAG and related justice funds. Certified disparate jurisdictions submitting a Jolnt application must specify the amount of the funds that are to be distributed to each of the units of local government and the purposes for which the funds will be used. Budget Narrative (Attachment 2) Applicants must submit a budget narrative outlining how JAG administrative funds will be used to support and implement the program. 6 Review Narrative (Attachment 3) Applicants must submit information documenting that their JAG application was available for review to the governing body-or organization designated by that body-not less than 30 days before the application was submitted to BJA. The attachment must also specify that an opportunity to comment was provided to citizens and neighborhood or community organizations to the extent applicable law or established procedure makes such an opportunity available. GMS APPLICATION DEADLINE While JAG's implementing language [H. R. 3036] identifies that applications are to be submitted within 90 days after the date on which funds are appropriated for a fiscal year, BJA is providing units of local government with the opportunity to submit their applications on or before 8:00 p.m. EST on March 31, 2005. QUESTIONS For assistance with the JAG solicitation, call the JAG Help Line at 1-888-549-9901, Option 4 or a-mail Timothy S. Wight, Associate Deputy Director, Programs Office, at Timothv.WiahtCausdoi.gov; or Matthew D. Hanson, Director's Special Assistant for Administration, at Matthew.HansonCrDusdoi.aov. For assistance with GMS, contact the GMS Help Desk at 888-549-9901. 7