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Home My WebLink AboutCOM 0892.000 2006-2008 +Tr or y._ Harry Kim ;w William Takaba Mayor Director Nancy E. Crawford •iy., Deputy Director r?o~ N'~ County of Hawaii Finance Department ns 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 , 5 (808) 961-8234 • Fax (808) 961-8248 4 December 19, 2007 ZQ C-j x7 rS3 Pete Hoffmann, Chairman and Members of the Hawai'i County Council Hawai'i County Council (i 25 Aupuni Street co Hilo, Hawai'i 96720 cN Re: Operating Budget The County of Hawai'i has been allocated a $109,370 Justice Assistance Grant 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 Hawai'i County Police Department hopes to use the funds to develop a Documents Management System that will electronically scan police reports and to technologically upgrade their current system of storing police reports, and to purchase a new portable Alternate Light Source kit for its crime laboratory that will improve the forensic technology portion of investigations. On July 10, 2007, the County Council adopted Resolution 236-07 which authorized the Mayor to enter into an agreement with the U.S. Department of Justice for this Justice Assistance Grant. Enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $109,370 grant. If there are any questions, please do.not hesitate to call the Hawai'i County Police Department. William Takaba Director of Finance APPROVED: (N,*, Harry Kim ?q2- Mayor Comm. No. Enc. Ref. To:.~ Ref. Date DEC 2 6 cc: Police Hawaii County is an Equal Opportunity Provider and Employer Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 12/14/07 STAFF CONTACT: Major Jay Enanoria PHONE: 961-2247 A. REQUEST: As part of the acceptance process with the Department of Justice, resolution 236-07 was sent to Council for approval prior to the Mayor entering an agreement. We recently received notification that we have been awarded $109,370.00 under this grant. This request is to create an account entitled "Justice Assistance Grant 2007" for $109,370.00 under the object code 480. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The Department of Justice Office of Justice Programs Bureau of Justice Assistance is providing a grant for technological improvement and training that will benefit law enforcement and the prosecution of cases. Funds will be used to develop a Document Management System that will electronically scan police reports and technologically upgrade the police department's current system of storing police reports. The purchase of a alternate light source kit for the crime laboratory will improve the forensic technology portion of investigations. SIGNED: DATE: Depa t ad GRANT SUMMARY (Supplement to B-52, Request for Council Action Type of Grant Appropriation being re uested: (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 been transmitted to ® Yes ? No Council? ? Yes ? No Name of Grant Program: Justice Assistance Grant 2007 Grantor: U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance County Grantee Department or Agency: Police Department County Grantee Contact Person: Major Jay Enanoria Phone Number: 961-2247 Amount of Grant: $109,370.00 Grant Period (Commencement & Completion): October 1, 2006 -September 30, 2010 Purpose of Grant: To provide technological improvement and training that will benefit law enforcement and the prosecution of cases. 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: B-52 Grant Summary Form Department of Justice Office of Justice Programs ~ PAGE 1 OF 5 1 i Bureau of Justice Assistance Grant I L RECIPIENT NAME AND ADDRESS (Imtuding Zip Co&I 14. AWARD NUMBER: 2007-DJ-BX-0275 Hawaii County Hi ' 25 Aupuni SoM 0 5. PROJECT PERIOD: FROM 10/012006 TO 09AW2010 Hilo, HI 96720720--0000 BUDGET PERIOD: FROM 10/012006 70 09/30/2010 1 I6.AWARD DATE 06/312(I07 -1'7 ACTION IA. GRANTEE IRS/VENDOR NO. i I. SUPPLEMENT NUMBER Initial 996000568 W 9. PREVIOUS AWARD AMOUNT 50 i 3. PROJECT TITLE 110. AMOUNT OF THIS AWARD 5109,370 Fiscal Ynr 2007 Justice Assistance Grant Program I 11. TOTAL AWARD $109,370 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13. STATUTORY AUTHORITY FOR GRANT This project is supported under 42 U.S.C. 3751(.) (BJA -JAG Formula) 15. METHOD OF PAYMENT PAPRS - AGENCYAPPROVAL ORANTEEACCEPTANCE ' I6. TYPED NAME AND TITLE OF APPROVING OFFICIAL IS. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL Domingo 5. Herne Lawrence Mahung Direcsor, Bane ofluslice Assistance Polim Chief 17. SIGNATURE OF APPROVING OFFICIAL 19. OF AUTHORIZED RECIPIENT OFFICIAL 19A. DATE P ~ 7 007 AGENCY USE ONLY 20. ACCOUNTING CLASSIFICATION CODES 21. DJ07U01105 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. Sl1B. POh!S AMOUNT X B DJ 80 0o 00 109370 DIP FORM 40012 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE. a OUP FORM 4000'2 (REV. 4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice SHEET PACE 2 OF 5 Assistance Grant ' PROTECT NUMBER 7007-DI-BX-0275 AWARD DATE 061312007 SPECIAL CONDITIONS 1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the j Once of Justice Programs (OJP) Financial Guide. j 2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for 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. i 3. 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 the current edition of the OJP Financial Guide, Chapter 19. 4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of OJP. 5. The grantee agrees to assist BJA in complying with the National Environmental Policy Act (NEPA) and other related federal environmental impact analyses requirements in the use of these grant funds, either directly by the grantee or by a subgrantee. Accordingly, prior to obligating grant funds, the grantee agrees to first-determine if any of the following activities will be related to the use of the grant funds. The grantee understands that 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 grantee, a subgrantee, 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 arc: i a. New construction; b. Minor renovation or remodeling of a property citber (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; c. 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, d. 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 education environments. Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the grantee's or its subgrantees' existing programs or activities that will be funded by these grant funds, the grantee, upon specific request from BJA, agrees to cooperate with BJA in any preparation by BIA of a national or program environmental assessment i of that funded program or activity. i OR FORM 40002 (REV. 488) Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice SHEET PACE J of s 1 - Assistance Grant PROJECT NUMBER 2007-DJ-BX-0275 AWARD DATE 08/31/2007 SPECIAL CONDITIONS - i 6. This special condition facilitates compliance with the provisions of the National £nvironmental Policy Act (NEPA) a j relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories [hereinafter, "meth lab operations"]. No monies from this award may be obligated to support meth lab operations unless the grantee implements this special condition. The Office of Justice Programs (OJP), in consultation with the Bureau of Justice Assistance, the Drug Enforcement Administration, and the Office for Community Oriented Policing Smices, prepared a Program-level Environmental i Assessment (Assessment) governing meth lab operations. The Assessment describes the adverse environmental, health, and safety impacts likely to be encountered by law enforcement agencies as they implement specific actions under their methamphetamine laboratory operations. Consistent with the Assessment, the following terms and conditions shall apply to the grantee for any OR funded methlab operations: A. The grantee shall ensure compliance by OR funded sub-grantees with federal, state, and local environmental, health, and safety laws and regulations applicable to meth lab operations, to include the disposal of the chemicals, equipment, and wastes resulting from those operations. B. The grantee shall have a Mitigation Plan in place that identifies and documents the processes and points of accountability within its state. This plan will be used to ensure that the adverse envirompental, health, and safety impacts delineated in the Assessment are mitigated in a manner consistent with the requirements of this condition. C. The grantee shall monitor OR funded meth lab operations to ensure that they comply with the following nine mitigation measures identified in the Assessment and whose implementation is addressed in the grantee's Mitigation Plan. These mitigation measures must be included as special conditions in all subgmnts: (See Part II of this special condition) 7. 1. Provide medical screening of personnel assigned or to be assigned by the grantee to the seizure or closure of clandestine methamphetamine laboratories; 2. Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training for law enforcement officials and all other personnel assigned to either the seizure or closure of clandestine mahamphch mine laboratories; 3. As determined by their specified duties, equip the personnel with OSHA required protective wear and other required safety equipment 4. Assign properly trained personnel to prepare a comprehensive contamination report on each seized/closed laboratory; 5. Utilize qualified disposal personnel to remove all chemicals and associated glassware, equipment and contaminated materials and wastes from the site(s) of each seized laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes at properly licensed disposal facilities or, when allowable, at properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subpamgmphs numbered 5. and 6. immediately above in order to ensure proper compliance; 8. Have in place and implement a written agreement with the responsible state environmental agency. This agreement most provide that the responsible state environmental agency agrees to (i) timely evaluate the environmental condition at and around the site of a closed clandestine laboratory and (ii) coordinate with the responsible party, property owner, or others to ensure that any residual contamination is remediated, if determined necessary by the state environmental agency and in accordance with existing state and federal requirements; and 9. Have in place and implement a written agreement with the responsible state or local service agencies to properly respond to any minor, as defined by state law, at the site. This agreement must ensure immediate response by qualified personnel who can (i) respond to the potential health needs of any minor at the site; (ii) take that minor into protecfive custody unless the minor is criminally involved in the meth lab activities or is subject to smear for other criminal violations; (iii) ensure immediate medical testing for methamphetamine toxicity; and (iv) arrange for any follow-up medical tests, examinations, or health care trade necessary as a result of methamphetamine toxicity. i I OIP FORM 4000/2 (REV. 4-88) Department of Justice _ Office of Justice Programs AWARD CONTINUATION ! ' Bureau of Justice SHEET PAGE 4 OF 5 Assistance Grant i ! ! PROJECT NUMBER 2007-DJ-BX-0275 AWARDDATE 08/31 8 00 7 SPECIAL CONDITIONS 8. The recipient agrees to submit to BJA for review and approval any curricula, training materials, or any other written n materials that will be published, including web-based materials and web site content, through funds from this grant at ! least thirty (30) working days prior to the targeted dissemination date. I I 9. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information sharing systems which involve interstate connectivity between jurisdiction, such systems shall employ, to the extent possible, existing networks as the communication backbone to achieve interstate connectivity, unless the grantee can demonstrate to the satisfaction of BJA that this requirement would not be cost effective or would impair the ! functionality of an existing or proposed IT system. - I i 10. To support public safety and justice information sharing, OJP requires the grantee to use the National Information Exchange Model (NIEM) specifications and guidelines for this particular grant. Grantee shall publish and make available without restriction all schemes generated as a result of this grant to the component registry as specified in the guidelines. For more information on compliance with this special condition, visit httpl/cacao.niem.gov/implcmmtationguide.php. I 11. The recipient is required to establish a trust fund account. ((M trust fund may or may not be an interut-bearing account.) The fund may not be used to pay debts incurred by other activities beyond the scope of the Edward Byree Memorial Justice Assistance Grant Program (JAG). The recipient also agrees to obligate and expend the grant funds in the trust fund (including any interest earned) during the period of the grata. Grant funds (including any interest earned) not expended by the end of the grant period must be retuned to the Bureau of Justice Assistance sat later than 90 days after the end of the grant period, along with the final submission of the Financial Status Report (SF-269). - 12. The grants agrees to comply with all reporting, data collection and evaluation requirements, as prescribed by the BJA in the program guidance for the Justice Assistance Grant (JAG). Compliance with these requirements will be monitored by BJA. 13. The recipient agrees that any information technology system funded or supported by OJP funds will comply with 28 C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if OJP determines this regulation to be applicable. Should OJP determine 28 C.F.R. Part 23 to be applicable, OR may, at its discretion, perform audits of the system, as per 28 C.F.R. 23.20(8). Should any violation of 28 C.F.R. Pan 23 occur, the recipient may be fined as per 42 U.S.C. 3789g(c)-(d). Recipient may not satisfy web a finc with federal funds. 14. The recipient agrees that all income generated as a dirdct result of this award shall be deemed program income. All program income must be accounted for and used for the purposes under tlx conditions applicable for the use of funds under this award, including the efrectve edition of the OR Financial Guide and, as applicable, either (1) 28 C.F.R. pan 66 or (2) 28 C.F.R pan 70 and OMB Circular A-110. Further, the use of program income must be shown on the quarterly Financial Status Report, SF269. 15. The recipient agrees to ensure that the State Information Technology Point of Contact receives written notification regarding any information technology project funded by this grant during the obligation and expenditure period. This is to facilitate communication among local and state governmental entities regarding various information technology 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:/Aw .ojp.usdoj.gov/edstates.htm. ! 16. Grantee agrees to comply with the requirements of 28 C.F.R. Part 46 and all Office of Justice Programs policies and procedures regarding the protection 3f human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject nforned consent. a OUP FORM 4000/2 (REV. 4-89) V , C ! 1 Department of Justice Office of Justice Programs AWARD CONTINUATION Bureau of Justice SHEET PAGE s of s Assistance Grant j I II II ~ I PROJECT NUMBER 2007-DJ-BX-0275 AWARD DATE 08/3112007 SPECIAL CONDITIONS I 17. Grantee agrees to comply with all confidentiality requirements of 42 U.S.C. section 3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. Grantee further agrees, as a condition of grant approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Pan 22 and, in particular, section 22.23. 18. "Applicants must certify that Limited English Proficiency persons have meaningful access to the services under this program(s). National origin discrimination includes discrimination on the basis of limited English proficiency (LEP). To ensure compliance with Title VI and the Safe Streets Act, recipients an required to take reasonable steps to ensure that LEP persons have meaningful access to their programs. Meaningful access may entail providing language assistance services, including oral and written translation when necessary. The U.S. Deparment,of Justice has issued guidance for grantees to help them comply with Title Vl requirements. The guidance document can be accessed on the Interact at www.lep.gov." _ I 19. Recipient a es that funds provided under this award may not be used tooperate a "pay-to-stay" Pro i agrees Y gram in any local jail. Recipient further agrees not to subaward funds to local jails which operate "pay-to-stay" programs. OFF FORM 4000/2 (REV. 488) Department of Justice Office of Justice Programs Bureau of Justice Assistance Wurhingron, D.C. 10531 Memorandum To: Official Grant File From: Maria Berry, Environmental Coordinator I Subject: Incorporates NEPA Compliance in Further Developmental Stages for Hawaii County All grants funded under the Edward Byme Memorial Justice Assistance Grant Program (JAG) will carry the following NEPA special condition: 1) The grantee agrees to assist BJA in complying with the National Environmental Policy Act (NEPA) and other related federal environmental impact analyses requirements in the use of these grant funds, either directly by the grantee or by a subgrantee. Accordingly, prior to obligating grant funds, the grantee agrees to first determine if any of the following activities will be related to the use of the grant funds. The grantee understands that 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 grantee, a subgrantee, 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: a. New construction; b. Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of Historic Places or (b) located within a 100-year flood plain; c. 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, d. 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 education environments. Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the grantee's or its subgrantees' existing programs or activities that will be -funded by these grant funds, the grantee, 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. V Department of Justice j t - ~ Office ollusnice Programs GRANT MANAGERS MEMORANDUM, PT. I: PROJECT SUMMARY { } Bureau of Justice Assistance - Grant 1 PROJECT NUMBER 2007-111-13X-0275 PAGE I OF I This project is suppmmd under 42 U.S.C. 3751(x) (BJA -JAG Formula) I ~ s 1. STAFF CONTACT (Name & telepl one camber) 2. PR03ECT DIRECTOR (Name, address & telephmrc. m ank u) Barry D. Roberts Jay Enanoria (202)616-1144 Maim 25 Aupuni Street Hilo, HI %720-2056 (808)961-2247 3a. TITLE OF THE PROGRAM 3b.,POMS CODE (SEE INSTRUCTIONS 2007 Justice Assistance Grant Program ON REVERSE) 4. TITLE OF PROJECT Fiscal Year 2007 Justice Assisunce Glans Program 5. NAME & ADDRESS OF GRANTEE 6. NAME & ADRESS Of SUBGRANIEE Hawaii County 23 Aupum Street Hilo, HI 967200000 7. PROGRAM PERIOD 8. BUDGET PERIOD FROM: 10/01/2006 TO: 09/30/2010 FROM: 10101/2006 TO: 09/30/1010 9. AMOUNT OF AWARD I& DATE OF AWARD S109,370 08/31/2007 11. SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT 13. THIRD YEAR'S BUDGET PERIOD 14.711111D YEAR'S BUDGET AMOUNT 15. SUMMARY DESCRIPTION OF PROJECT (See iustmetbn oo reverse) . The Edward Byrne Memorial Jupwe Assistance Giant Program (JAG) allows an=, tribes, and local govenuneras an support a broad range of activities to pnevem and control crime based on show own local needs and conditions. Giant ftmds can be and for arate and local initiative, teetotal esisissim, training personnel, equipment, supplies, contractual support, and infomution systems for awoinal justice for any one or conic of the following purport areas: 1) law cnfeceroent programs; 2) prwecmion and court programs; 3) prevention and education programs; 4) corrtctions and corurnunity corrections programs; 5) drug usta rent programs; and 6) planning evaluation, and techtnology improvement programs. Hawaii County will use the JAG finds to purchart a document mansgrmem system for scanning and storing police seports and crime lab equipment. NCAINCF OJP FORM 400012 (REV. 4-88) a