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Home My WebLink About07/07/2009 17 Law Enforcement Grant Application; Meeting Date; Edward Byrne Memorial Justice Assistance Grant Program BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of July 7, 2009 ITEM TITLE: Set Date of Public Meeting for July 21, 2009 to consider an application for a law enforcement grant from the U.S. Department of Justice, Bureau of Justice Assistance under the Edward Byme Memorial Justice Assistance Grant program and authorizing corresponding interlocal agreement with Yakima County SUBMITTED BY: Samuel Granato, Chief of Police CONTACT PERSON/TELEPHONE: Samuel Granato, Chief of Police — 575 -6211 Jeff Schneider Police Captain — 575 -6151 SUMMARY EXPLANATION: The City has been invited to apply for a grant from the U.S. Department of Justice, Bureau of Justice Assistance under the Edward Byme Memorial Justice Assistance Grant program. The purpose of the program is to reduce crime and improve public safety. The grant will be requested • in the amount of $100,405. The City of Yakima and, Yakima County will share the funds per a Memorandum of Understanding as required by the Department of Justice. The attached resolution authorizes the grant application and the City Manager to act as the official representative to accept the grant. The City's share of the grant, $68,256.70, will be used to support law enforcement efforts by funding program and equipment requirements of the Yakima Police Athletic League, together with the purchase of laptop computers, web based report writng system, Coban video hotspots, police surveillance systems, and computer licensing. The Justice Assistance Grant Program requires that the City execute an interlocal agreement with Yakima County, whereby the Yakima Sheriff's Department shall receive the remaining $32,148.30 of the $100,405 grant award. Resolution Ordinance Contract Other (Specify) Funding Source APPROVED FOR SUBMITTAL: v Le/ r Ci Mana • er STAFF RECOMMENDATION: Set date of public hearing for July 21, 2009. BOARD /COMMISSION' RECOMMENDATION: COUNCIL ACTION: l�y5y'iTC T` U.S Department of Justice rr"fexa� ti Office of Justice Programs OrVP Bureau of Justice Assistance The U.S. Department of Justice, Office of Justice Programs' Bureau of Justice Assistance is pleased to announce that it is seeking applications for funding under the Edward Byme Memorial Justice Assistance Grant (JAG) Program. This program furthers the Department's mission by assisting state, local, and tribal efforts to prevent or reduce crime and violence. Edward Byrne Memorial Justice Assistance Grant (JAG) Program FY 2009 Local Solicitation Eligibility Applicants are limited to units of local government appearing on the FY 2009 JAG Allocations List. To view this list, go to www.oip. usdoi. qov/ BJA /grant/09iagallocations.html. (See `Eligibility," page 1) Deadline Registration with OJP's Grants Management System is required prior to application submission. All applications are due by 8:00 p.m. e.t. on July 9, 2009. (See "Deadline: Applications," Pagel) Contact Information For assistance with the requirements of this solicitation, contact your State Policy Advisor: www.oip. usdoi. qov /BJA /resource /ProgramsOffice.pdf. This application must be submitted through OJP's Grants Management System (GMS). For technical assistance with submitting the application, -call the Grants Management System Support Hotline at 1- 888 - 549 -9901, option 3. The GMS Help Desk hours of operation are Monday -Friday from 7:00 a.m. to 9:00 p.m. e.t. Release date: May 22, 2009 CONTENTS Overview of the JAG Program 1 Deadline: Registration 1 Deadline: Applications 1 Eligibility 1 JAG Program — Specific Information 1 Match Requirement 4 Performance Measures 4 How to Apply 4 What an Application Must Include: 5 Standard Form 424 Program Narrative Budget and Budget Narrative Review Narrative Abstract Additional Requirements 6 • ii Edward Byrne Memorial Justice Assistance Grant Program CFDA #16.738 Overview of the JAG Program The Edward Byme Memorial Justice Assistance Grant (JAG) Program (42 U.S.C. 3751(a)) is the primary provider of federal criminal justice funding to state and local jurisdictions. JAG funds support all components of the criminal justice system, from multijurisdictional drug and gang task forces to crime prevention and domestic violence programs, courts, corrections, treatment, and justice information sharing initiatives. JAG funded projects may address crime through the provision of services directly to individuals and/or communities and by improving the effectiveness and efficiency of criminal justice systems, processes, and procedures. Deadline: Registration Applicants must register with the Office of Justice Programs' (OJP) Grants Management System (GMS) prior to applying. Deadline: Applications The due date for applying for funding under this announcement is 8:00 p.m. e.t. on July 9, 2009. Eligibility Applicants are limited to units of local govemment appearing on the FY 2009 JAG Allocations List. To view this list, go to www.oip.usdoi. qov/ BJA /arant/09iagallocations.html. For JAG program purposes, a unit of local government is: a town, township; village, parish, city, county, borough, or other general purpose political subdivision of a state; or, it may also be a federally recognized Indian tribe or Alaskan Native organization that performs law enforcement functions as determined by the. Secretary of the Interior. Otherwise a unit of local govemment may be any law enforcement district or judicial enforcement district established under state law with authority to independently establish a budget and impose taxes. In Louisiana, a unit of local government means the office of a district attorney or a parish sheriff. In the District of Columbia or any United States Trust Territory, a unit of local government is any agency of the District of Columbia or Federal government performing law enforcement functions for the District of Columbia or Trust Territories of the United States. For a listing of eligible units of local government, go to www.oip.usdoi. qov/ BJA /orant/09iaaallocations.html. JAG Program — Specific Information All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law. Established to streamline justice funding and grant administration, the 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 Byme 1 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 Bureau of Justice Statistics (BJS) calculates, for each state and territory, a minimum base allocation which, based on the statutory JAG formula, can be enhanced by (1) the state's share of the national population and (2) the state's share of the country's Part 1 violent crime statistics. Once the state funding is calculated, 60 percent of the allocation is awarded to the state and 40 percent to eligible units of local govemment. States also have a variable percentage of the allocation that is required to "pass through" to units of local government. This amount, also calculated by BJS, is based on each state's crime expenditures. In addition, the formula calculates direct allocations for local governments within each state, based on their share of the total violent crime reported within the state. Local govemments that are entitled to at least $10,000 awards may apply directly to BJA for local JAG funds. Purpose Areas JAG funds may be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, information systems for criminal justice, and criminal justice related research and evaluation activities that will improve or enhance: • Law enforcement programs. • Prosecution and court programs. • Prevention and education programs. • Corrections and community corrections programs. • Drug treatment and enforcement programs. • Planning, evaluation, and technology improvement programs. • Crime victim and witness programs (other than compensation). Responsibilities The Chief Executive Officer (CEO) of an eligible unit of local government or a local agency designated by the CEO must submit the application for JAG funds. A unit of local government receiving a JAG award will be responsible for the administration of the funds including: distributing the funds; monitoring the award; submitting reports including performance measures and program assessment data; and providing ongoing oversight and assistance to any subrecipients of the funds. Administrative Funds A unit of local govemment may use up to 10 percent of the award, plus any interest accrued, for . costs associated with administering JAG funds. Disparate Certification A disparate allocation occurs when a city or municipality is scheduled to receive one- and -one- half times (150 percent) more than the county, while the county bears more than 50 percent of the costs associated with prosecution or incarceration of the municipality's Part 1 violent crime. Multiple disparate allocations occur when multiple cities or municipalities are collectively eligible to receive four times (400 percent) more than the county. 2 * Jurisdictions certified as disparate must identify a fiscal agent that will submit a joint application for the total eligible allocation. The joint application must specify the award distribution to each unit of local government and the purposes for which the funds will be used. When beginning the JAG application process, a Memorandum of Understanding (MOU) that identifies which jurisdiction will serve as the applicant/fiscal agent for joint funds, must be completed, and signed by the Authorized Representative for each participating jurisdiction. The signed MOU should be attached to the application. For a sample MOU, go to www.oip. usdoi. uov /BJA/orant/iao09 /09JAGMOU.pdf. Governing Body Review The applicant agency (fiscal agent) must make the grant application available for review by the governing body (or to the organization designated by the governing body) not fewer than 30 days before the application is submitted to BJA. Public Comment The Local JAG application must include a statement that the application was made public and that, to the extent of applicable law or established procedure, an opportunity to comment was provided to citizens and neighborhood or community organizations. Supplanting Federal funds may be used to supplement appropriated funds, in an effort to augment program activities. However, federal funds cannot replace or supplant nonfederal funds that have been appropriated for the grant's purpose. Award Amount The FY 2009 JAG Allocations List indicates the amount for which each unit of local government is eligible to apply. For a listing of eligible units of local govemment and eligible amounts, go to www.oip. usdoi.gov/ BJA /orant/09jaaallocations. html. Length of Awards 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 may be granted at the discretion of the BJA Director and must be requested via GMS no less than 30 days prior to the grant's end date. Trust Fund Each unit of local govemment may draw down any and all JAG funds after acceptance of the award. To do so, a trust fund must be established in which to deposit the funds. The trust fund may or may not be an interest- bearing account. If subrecipients draw down JAG funds in advance, they also must establish a trust fund in which to deposit funds. Prohibited Uses No JAG funds may be expended outside of JAG purpose areas. Even within these purpose areas, however, JAG funds cannot be used directly or indirectly for security enhancements or equipment for nongovernmental entities not engaged in criminal justice or public safety. Nor may JAG funds be used directly or indirectly to provide for any of the following matters unless BJA certifies that extraordinary and exigent circumstances exist, making them essential to the maintenance of public safety and good order: • Vehicles (excluding police cruisers), vessels (excluding police boats), or aircraft (excluding police helicopters). • Luxury items. 3 • Real estate. • Construction projects (other than penal or correctional institutions). • Any similar matters. Reporting Requirements • Once an award is accepted, quarterly financial status reports (SF- 269s), quarterly performance metrics reports, and an annual progress report must be submitted to BJA. • For more detailed information on reporting and other JAG requirements, refer to the JAG FAQs Match Requirement While match is not required with the JAG Program, match is an effective strategy for states and units of local government to expand justice funds and build buy -in for local criminal justice initiatives. Performance Measures To assist in fulfilling the Department's responsibilities under the Govemment Performance and Results Act of 1993 (GPRA), P.L. 103 -62, applicants who receive funding under this solicitation must provide data that measure the results of their work. In addition, applicants must discuss their data collection methods in the application. New performance measures have been developed by BJA with input from criminal justice members in the field (including SAAs). Performance measures for the JAG Program can be found at: www.oip.usdoi.aov /BJA/orant/JAG Measures.pdf. How to Apply Grants Management System Instructions. Applications must be submitted through OJP's online Grants Management System (GMS). To access the system, go to https: / /orants.oip.usdoi.gov. Applicants should begin the process a few weeks prior to the GMS registration deadline, especially if this is the first time they have used the.system. Each application requires a separate GMS registration. For a step -by -step guide, visit htto: / /www.ojp.aov /gmscbt/ and refer to the section entitled "External Overview: Locating & Applying for Funding Opportunities." For additional assistance, call the GMS Help Desk at 1- 888- 549 -9901 from 7:00 a.m. to 9:00 p.m. e.t. Note: OJP will not review any application whose attachments are in Microsoft Vista or Microsoft 2007 format. Applications submitted via GMS must be in the following word processing formats: Microsoft Word ( *.doc), Microsoft Excel files ( *.xlm), PDF files ( *.pdf), or Text Documents ( *.txt). GMS is not yet compatible with Vista and cannot yet process Microsoft Word 2007 documents saved in the new default format with the extension ".docx." Please ensure the documents you are submitting are saved using 'Word 97 -2003 Document ( *.doc)" format. In addition, GMS does not accept executable file types as application attachments. These disallowed file types include, but are not limited to, the following extensions: ".com," ".bat," ".exe," ".vbs," ".cfg," ".dat," ".db," ".dbf," ".dll," ".ini," ".log," ".ora," ".sys," and ".zip." CFDA Number: The Catalog of Federal Domestic Assistance (CFDA) number for this solicitation is 16.738, titled "Edward Byrne Memorial Justice Assistance Grant Program." 4 A DUNS number is required: The Office of Management and Budget requires that all applicants for federal funds include a DUNS (Data Universal Numeric System) number in their application. Applications without a DUNS number are incomplete. A DUNS number is a unique nine -digit sequence recognized as the universal standard for identifying and keeping track of entities worldwide, including those receiving federal funds. The identifier is used for tracking purposes, to assist federal agencies with transparency of federal funding, and to validate address and point of contact information for federal assistance applicants, recipients, and subrecipients. The DUNS number will be used throughout the grant life cycle. Obtaining a DUNS number is a free, simple, one -time activity. Obtain one by calling 1-866- 705 -5711 or by applying online at www.dunandbradstreet.com. What an Application Must Include Standard Form 424 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 joint application must specify the funding distribution to each disparate unit of local govemment and the purposes for which the funds will be used. Budget and Budget Narrative (Attachment 2) Applicants must submit a budget and budget narrative outlining how JAG funds, including administrative funds if applicable, will be used to support and implement the program. A sample budget form may be found at www.oip.usdoi.aov /funding /forms /budget detail.pdf. Review Narrative (Attachment 3) Applicants must include in this attachment documentation regarding the following requirements: • Include the date that the JAG application was made available for review by the governing body. This goveming body notification must occur no less than 30 days before submission to BJA. • Include a statement that the application was made public and that, to the extent of applicable law or established procedure, an opportunity to comment was provided to citizens and neighborhood or community organizations. • If the applicant is part of a disparate jurisdiction, include the Memorandum of Understanding (MOU), which has been executed and signed by each jurisdiction's Authorized Representative, outlining each jurisdiction's allocation and indicating which jurisdiction is serving as the applicant /fiscal agent for the joint funds. Abstract (Attachment 4) Applicants must provide an abstract that includes the applicant's name, title of the project, goals of the project, and a description of the strategies to be used. The abstract must not exceed a half -page, or 400 -500 words. 5 Additional Requirements Successful applicants selected for award must agree to comply with additional applicable requirements prior to receiving grant funding. We strongly encourage you to review the list below pertaining to these additional requirements prior to submitting your application. Additional information for each can be found at www.oip.usdoi.gov /funding /other requirements.htm. o Civil Rights Compliance o Funding to Faith -Based Organizations • Confidentiality and Human Subjects Protections Regulations • Anti- Lobbying Act • Financial and Govemment Audit Requirements • National Environmental Policy Act (NEPA) Compliance • DOJ Information Technology Standards • Single Point of Contact Review • Non- Supplanting of State or Local Funds • Criminal Penalty for False Statements • Compliance with Office of the Chief Financial Officer Financial Guide • Suspension or Termination of Funding • Non - Profit Organizations o Government Performance and Results Act (GPRA) • Rights in Intellectual Property • Federal Funding Accountability and Transparency Act (FFATA) of 2006 6