Item C35
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 18. 2004
Bulk Item: Yes ~ No 0
Division: Manaoement Services
Department: Administrative Services
AGENDA ITEM WORDING: Approval of contract with the Monroe School District
reoardino the use of Local Law Enforcement Block Grant funds for the Hioh School
Technical Lab Security proiect.
ITEM BACKGROUND: Local Law Enforcement BlocklGrant funds are awarded to the
County annually by the Dept. of Justice Office of JustIce Proorams. Recommendations
as to the use of these funds are made to the County Commission by the Substance
Abuse Policy Advisory Board. One of the accepted uses of these funds is oovernment
buildino or school security.
PREVIOUS RELEVANT BOCC ACTION: Approval to ,apply for Local Law Enforcement
Block Grant July 2003: approval to accept LLEBG Sept. 2003: approval of
recommended uses of funds Oct. 2003.
CONTRACDAGREEMENTCHANGES:n/a
STAFF RECOMMENDATION: Approval
TOTAL COST: $14.393.00
COST TO COUNTY: $1,440.00
BUDGETED: Yes ~ _ No
SOURCE OF FUNDS: Ad Valorem Taxes
REVENUE PRODUCING: Yes 0 No ~ AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY 0 OMB/PURCHASING 0 RISK MANAGEMENT ~
DIVISION DIRECTOR APPROVAL:
~&.tI~
Sheila A. Barker
DOCUMENTATION: INCLUDED: 0 TO FOLLOW: ~ NOT REQUIRED: 0
DISPOSITION: _ AGENDA ITEM #: (;:15
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Monroe District Schools Effective Date: 10/01/03
Expiration Date: 9/30/04
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Monroe District Schools Tech Lab Security Project as part of Monroe County's FY04
LLEBG Program
Contract Manager: David P. Owens
(Name)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 02/18/04
Agenda Deadline: 02/03/04
CONTRACT COSTS
Total Dollar Value of Contract: $14,393.00 Current Year Portion: $14,393.00
Budgeted? Yes X No Account Codes: 125-04577-530490-GK0404-XXXXXX
Grant: $12,953.00
County Match: $1,440.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (e.g. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVI W
Date In
Changes
Needed
YesDNo
Date Out
Division Director
,t/; !J(o
;;/"/0 'f
~l2Lo/
Risk Management Jlu/ac.{ YesD NolEr
O.M.B./PurchasingQ~u.1 YesD No~
County Attorney _ YesD NoD
:) ,-I" c: (L'I'\ <t YC, ( {--
Comments:
OMB Form Revised 9/11/95 Mep #2
LOCAL LAW ENFORCEMENT BLOCK GRANT FUNDS AGREEMENT
THIS AGREEMENT is made and entered into this day of
, 2004, by and between MONROE COUNTY, a political subdivision of
the State of Florida, whose address is 1100 Simonton Street, Key West, FL 33040, hereinafter
referred to as "COUNTY," and MONROE DISTRICT SCHOOLS, hereinafter referred to as
"DISTRICT."
WITNESSETH
WHEREAS, the U. S. Department of Justice has awarded a grant of Local Law
Enforcement Block Grant (LLEBG) Funds to the COUNTY, and
WHEREAS, the County has determined that a proper use of these funds is to provide for
technical lab security at high schools in Monroe County; <lmd
WHEREAS, the DISTRICT has properly applied and been approved for the use of
LLEBG funds for this program; and
WHEREAS, the COUNTY has agreed to disburse the LLEBG Funds to the DISTRICT in
accordance with the COUNTY'S application for and award of the LLEBG Funds,
NOW THEREFORE, in consideration ofthe mutual understandings and agreements set
forth herein, the COUNTY and the DISTRICT agree as follows:
1. TERM - The term of this Agreement is from October 1,2003, through September
30,2004, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The DISTRICT will provide ~ervices as outlined in the COUNTY'S
"LLEBG FY 2003 Application," "Request for Drawdown,'" "Grant Adjustment Notice," and
"A ward" as they apply to this project, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the DISTRICT in
performance of the services set forth in Section 2 of this agreement shall be the total sum of
$14,393.00. The total sum represents federal grant support in the amount of$12,953.00 and
local matching funds in the amount of $ 1,440.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "LLEBG FY 2003 Application," "Request for Drawdown," "Grant
Adjustment Notice," and "Award" as they apply to this project therefor and all laws, rules and
regulations relating thereto are incorporated by reference, (Attachments A, B, C, and D,
respectively).
5. IMPLEMENTING AGENCY BOND - The DISTRICT is an implementing
agency under the COUNTY'S LLEBG Program, and shall be bound by all the provisions of the
documents incorporated by reference in Section 4 of this Agreement. Additionally, the
DISTRICT shall be bound by all laws, rules, and regulations relating to the COUNTY'S
performance under the LLEBG Program.
6. BILLING AND PAYMENT
(a) The DISTRICT shall render to the COUNTY, at the completion of the project, an
itemized invoice properly dated, describing the expenses incurred, and all other information
required by the Program Director. The original invoice shall be sent to:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the DISTRICT.
7. TERMINATION - This Agreement may be terminated by either party at any time,
with or without cause, upon not less than thirty (30) days written notice delivered to the other
party. The COUNTY shall not be obligated to pay for any services provided by the DISTRICT
after the DISTRICT has received notice oftermination. In the event there are any unused
LLEBG Funds, the DISTRICT shall promptly refund those funds to the COUNTY or otherwise
use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The DISTRICT shall maintain
appropriate financial records which shall be open to the public at reasonable times and under
reasonable conditions for inspection and examination and which comply with the Agreement
incorporated in Section 4 of this Agreement.
9. AUDIT - The DISTRICT shall submit to the COUNTY an audit report covering
the term ofthis Agreement, within one-hundred twenty (120) days following the Agreement's
lapse or early termination and shall also comply with all provisions ofthe Agreement
incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the U. S. Department of Justice cannot be obtained or cannot be continued at a level sufficient to
allow for the services specified herein, this Agreement may then be terminated immediately, at
the option of the COUNTY, by written notice of termination delivered in person or by mail to the
DISTRICT at its address specified above. The COUNTY shall not be obligated to pay for any
services provided by the DISTRICT after the DISTRICT has received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the DISTRICT shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 ofthe United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statutes,
ordinances, rules, or regulations shall constitute a materia~ breach of this Agreement immediately
upon delivery of written notice of termination to the DISTRICT. If the DISTRICT receives
notice of material breach, it will have thirty days in order to cure the material breach of the
contract. If, after thirty (30) days, the breach has not been cured, the contract will automatically
be terminated.
13. ASSIGNMENTS AND SUBCONTRACTiNG - The DISTRICT may subcontract
with DTNet, Inc. of Tampa, Florida for the purchase and installation ofthis equipment. DTNet,
Inc. has installed the existing security equipment at the sites, and the new equipment to be
installed under this project must be integrated with that eXisting equipment.
14. EMPLOYEE STATUS - Persons employe4 by the DISTRICT in the performance
of services and functions pursuant to this Agreement shall I have no claim to pension, worker's
compensation, unemployment compensation, civil service' or other employee rights or privileges
granted to the COUNTY'S officers and employees either l!>y operation oflaw or by the
COUNTY.
15. INDEMNIFICATION - The DISTRICT agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising ftom, allegedly arising from, or related
to the provision of services hereunder by the DISTRICT.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Aigreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in effect
between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agre~ment have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County,
Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
By:
Deputy Clerk
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
MONROE DISTRICT SCHOOLS
By:
Title:
, /1 --1. ~{~1.""
". Cl"~ .{f'
Ittill~~v~_G~.,~
....<~l 0 lv.--liC . J
o.tI,2-1 j)
Print Application
Application was submitted on August 11, 2003 10:39:11 AM EDT.
A-~cJt ttt-eA-t A
Page 1 of
LLEBG FY 2003 Application
Date Certified : 11-AUG-03 Date Submitted: 11-AUG-03
Jurisdiction Information
Jurisdiction: County: State: CDFA Number:
Monroe County MONROE FLORIDA 16.592
Budget Information
Eligible Award Amount: Final Award Amount: Match Amount: Matching Funds Description:
State and Local Government Units
$62,388 $62,388 $6,932
CEO Information
Title: Name Prefix: Last Name: First Name :
County Mayor Mrs. Spehar Dixie
Address: Telephone: Fax: Email:
500 Whitehead Street (305) 292-3440 (305) 292-3466 boccdis 1@monroecounty-f1,gov
Suite 102
Key West, FL 33040-6581
Program Contact Information
Title: Name Prefix: Last Name : ~11! First Name:
County Administratror Mr. Robe s James
Address: Telephone: Fax: Email:
1100 Simonton Street (305) 292-4441 (305) 292-4~ rOberts-james@monroecounty_
Key West, FL 33040-3110 f1,gov
!
Application Details
Date Agreed to Trust Fund Requirement: Applicant is PSOllB Compliant:
11-AUG-03 Yes
Date Agreed to SPOC Requirement: Date Agreed to ~ Review Requirement:
11-AUG-03 11-AU -03
Date Agreed to Certifications: Date Agreed to ~surances:
11-AUG-03 11-AU -03
https:llgrants.ojp.usdoj .gov/llebgs//llebg2000.11ebg_ main.app _read _ only?p _ bgid=5&p _ action=print
2/1 0/2004
Welcome Page
A-+-\uc.. h tr\ &'\1- IS.
Page I of
Overview
OMB Clearance #: 1121-02'
Welcome to the Request for Drawdown module for the FY 2003 LLEBG Program.
Please note: Receiving your A ward Documents and accepting the Award and Special Conditions does not entitle your
jurisdiction to immediately access or obligate any (Federal or local match) ofthe FY 2003 funds. To receive the FY
2003 LLEBG funds, you must first complete the Request for Drawdown (RFD) process.
The LLEBG Request for Drawdown (RFD) is a fully integrated process that allows grantees to explain how they inten(
to expend the funds and drawdown the funds in one simple, on-line process. The RFD must be submitted within 90
days ofthe award date, 21-AUG-03.
You can complete the entire RFD process using this Tab. The process requires you to complete the following steps:
. Hold a Public Hearing for the purpose of discussing the allocation of the FY 2003 LLEBG grant funds and
complete the Public Hearing certification page (Not Applicable for State jurisdictions)
. Establish an Advisory Board with representation from all of the required members; convene at least one
Advisory Board meeting and complete the Advisory Board certification page (Not Applicable for State
jurisdictions)
. Complete the Project Information by naming and describing all projects to be funded with FY 2003 LLEBG
funds; assign each project to one of the seven Purpose Areas; and provide project specific information for each
project
. Complete Allocation Information including details by Allocation Category for all LLEBG funded projects
. Allocate all of your FY 2003 LLEBG funds within the seven Purpose Areas; and submit your RFD to BJA for
approval.
Please Note: BJA is requesting that LLEBG grantees make every effort to ensure that any proposed use ofLLEBG
funds to procure equipment and/or fund programs or projects that focus primarily on Domestic Preparedness; First
Responder; Anti-Terrorism and/or Homeland Security be coordinated with your State's Homeland Security Contact.
Written notification should be made to the State Homeland Security Contact informing them of the use of funds and
any changes to the plans, during the life of the grant. Please maintain an administrative file documenting the contact
with the Homeland Security Contact. For a list of State Homeland Security Contacts, go to
http://www .dhs. gov 1 dhspublic/interappl edi torial! editorial 0291.xml.
Please be aware that this notification will be included as a Special Condition for the FY 2004 funding cycle. Your
compliance with this request for FY 2003 is appreciated.
A summary of LLEBG Program requirements, and the information needed to complete the RFD process is also
available on the Instructions Page. Please review this information and print it for use as a checklist to guide you in
completing the drawdown process.
To ensure that all information you enter is saved, use the navigation button(s) provided at the bottom of the RFD
screens such as "Save and Continue". Use of the "Back" button on the toolbar of your browser will not save any
information you entered. You can print the content of any screen by using your browser's print option.
It is important to remember that BJA does not approve the RFD as a budget document. BJA reviews and
approves the information submitted in the RFD to ensure that it complies with basic program guidelines. It is
the jurisdiction's responsibility to ensure that its program activities and expenditures comply with OJP financial
guidelines and LLEBG program requirements. Failure to comply with these guidelines may result in the loss of
future funding and/or repayment of grant funds.
Once BJA staff have processed your request, the entire amount of your award will be submitted for payment and
https:llgrants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ main. welcome yage?p _ bgid=5
11/612003
Welcome Page Page 2 0
electronically transferred to your account. For existing grantees, an e-mail message will be sent to you notifying you
that the payment has been made. New grantees must complete the ACH (electronic banking authorization) form and
mail the original form, with the financial institution verification signature, to BJA. LLEBG funds can not be disbursec
until the original ACH form has been received by BJA. For questions about your account or the payment process,
please call the GMS Hotline at 1-888-549-9901, option 2.
Paperwork Reduction Act Notice. Under the Paperwork Reduction Act, a person is not required to respond to a collection of
information unless it displays a currently valid OMB control number. We try to create forms and instructions that are accurate, cal
be easily understood, and which impose the least possible burden on you to provide us with information. The estimated average
time to complete and file this application is sixty on-line minutes per application. If you have comments regarding the accuracy of
this estimate, or suggestions for making this form simpler, you can write to the State and Local Assistance Division, Bureau of
Justice Assistance, 810 Seventh Street NW, Washington, DC, 20531.
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ main. welcome --'page?p _ bgid=5
11/6/2003
Page 1 of
Public Hearing Certification
OMS Clearance #: 1121-021
All local (cities, towns, counties, parishes, etc.) award recipients are required to hold at least one Public Hearing on th~
proposed use of LLEBG funds prior to receipt or obligation of funds. Steps should be taken by the unit oflocal
government to encourage the fullest possible participation in the Public Hearing.
Public notification of the Public Hearing must be in accordance with your jurisdiction's local statutes regarding open
meetings.
r?l I certifY that Monroe County, FL has given sufficient public notification and has held the required Public Hearing
to request drawdown of FY 2003 LLEBG funds.
Were minutes taken?
Date Public Hearing was held:
Yes ~, No C
1.0.3 ..11.[;'.; IOCT.......II.m"...I..2...0.0....3.......II."
;'~'<J . d3f '''!""".
,-..-.....-----........ .,--..-.-.....-.
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ main.gen yhearing_ scr
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Page 1 of
Advisory Board Certification
OM B Clearance #: 1121-02
Direct award recipients are required to hold at least one Advisory Board meeting to discuss proposed use of LLEBG
funds prior to receipt or obligation of funds.
The Advisory Board must include at least one representative from yach of the following local organizations: law
enforcement agency (Police Department or Sheriffs Department), prosecutor's office, court system, local school
system, and nonprofit group (e.g. educational, religious, or community) active in crime prevention or drug use
prevention or treatment. ,
Date the FY 2003 Advisory Board completed its review and made hon-binding recommendations
I03j.I()CT"I?O~~j !
Please enter the names and positions of the representatives ofthe agency or agencies that comprise your Advisory
Board who met on the proposed allocations.
Position (not prefix) Name
~:;~:::~:;ment Agency (Chief of Police or Sheriff could represent law 1~.~13ri!fw_wn.w,w. ....,.,J Il3ic;~C3r<![):..'3<:)th.,
Prosecutor's Office 1~~~!:w~.tC3.!13~.t!X:.. ! IQC3t~u13rin13\1<:)9131
Court System I~LJclge,16thC;ircLJit! l'3ic;harclpayne
Local School System l[)ir13c;t<:)rgf Teachinllc:arolEisenman
Nonprofit Group (e.g., educational, religious, or community) active in crime
~~~~:n~~~;~~~;g:~~:tf~~~~nt~~~';~:~~~~~~~~~~:~~~:~~~~:i~: :ame l~xec;...Dir.QC3r13C:131 1~C3rshaUvvolf13
necessary.
P- I certify that each of the above Advisory Board members have reviewed and made non-binding recommendations
for the allocation of FY 2003 LLEBG Program funds.
Please Note:
If the above required Advisory Board members did not review the proposed allocations, your jurisdiction can
complete the remainder of the drawdown forms, but will not be able to submit the Request for Drawdown until such
time as another Advisory Board meeting has been held with the required members present.
https://grants.ojp.usdoj.govlllebgs/lllebg2000.rfd _ main.process yhearing
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Page 1 of
Obligation and Expenditure Policy for Fiscal Year 2003
OMS Clearance #: 1121-021
Beginning in Fiscal Year (FY) 2000, one 24-month obligation/expenditure period for the Local Law Enforcement
Block Grants (LLEBG) Program has been instituted.
Prior to the draw down of funds, a grantee must hold both an Advisory Board and Public Hearing. Once these
requirements have been met and your Request For Drawdown (RFD) is processed by the Office of the Comptroller
(OC) for payment, you will be provided the start date for the obligation/expenditure period via e-mail; which will
include an electronic Grant Adjustment Notice. You will have exactly 24 months to obligate and expend (pay for
goods and services) all funds, including match and any interest earned. No later than 90 days after the
obligation/expenditure period ends, all unobligated/unexpended funds must be returned to the OIP Office of
Comptroller.
Grantees may not use LLEBG funds to supplant state or local funds.
An example of LLEBG Program obligation and expenditure policy is provided below:
Date Public Hearing and Grantee Request For Expenditure/Obligation Period For
Advisory Board Drawdown Processed FY 2003 LLEBG Grant
Requirements Met by OC
June 3, 2003 July 12,2003 July 12,2003 to July 11,2005
Last Date Unexpended
Federal Funds Must Be
Returned To OJP
October 9, 2005
All direct LLEBG recipients and sub-recipients must establish a trust fund in which to deposit LLEBG program
funds. Trust accounts may be interest bearing; accounts cannot involve investments that jeopardize the award or match
funds.
https://grants.ojp.usdoj .gov/Ilebgs//llebg2000.rfd _main. process _ ab
11/6/2003
Add New Project
Page I c
Add New Project
Please choose a short, meaningful title for your project. This title will be used throughout this system to refer to this
project. You can also specifY a brief project description. One of the purpose areas must then be chosen for this projec
If the project can be considered to address multiple purpose areas, please refer to additional information about prograJ
purpose area and select one purpose area that best describes the project.
Enter a title for this project (less than 50 characters)
I ~()n r()E:lC::()~ ~.t}'.. ~ LJYE:l~ ilE:l[)':':J.~C::()~'!.
Provide a brief description for this project ( less than 1000 characters)
Monroe County Juvenile Drug Court includes all key
components of a drug court as defined by NDCPO, including
clinical supervision.
Please select one Purpose Area per project.
You may click on any of the Purpose Areas to get a detailed description.
r Purpose Area 1 Law Enforcement
C Purpose Area 2 Enhancing Security
(i: Purpose Area 3 Drug Courts
C Purpose Area 4 Enhancing Adjudication
C Purpose Area 5 Multi-Jurisdictional Task Forces
r Purpose Area 6 Crime Prevention
C Purpose Area 7 Indemnification Insurance
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11/6/2003
Project Information
Page 1 of
Purpose Area : 3
Project Title: Monroe County
Juvenile Drug Court
Allocated Amount: $54,928
Purpose Area 3, Drug Courts, allow for the use of grant funds to establish or support drug courts. To be eligible for
funding, a drug court program must include, at a minimum, continuing judicial supervision over offenders with
substance abuse problems who are not violent offenders, and the integrated administration of other sanctions and
services including:
. Mandatory periodic testing for the use of controlled substances or other addictive substances during any period
of supervised release or probation for each participant;
. Substance abuse treatment for each participant;
. Probation or other supervised release involving the possibility of prosecution, confinement, or incarceration
based on noncompliance with program requirements or failure to show satisfactory progress; and programmatic,
offender management, and aftercare services such as relapse prevention, vocational job training, and job and
housing placement
. LLEBG Funds may not be used to supplant state or local funding.
[ Additional Information]
Nature of Project
At least one selection must be made.
Establish a New Court
C Adult
Support an Existing Court
C Adult
C Juvenile
~.. Juvenile
Structure of Drug Court
At least one selection must be made.
P- Deferred Prosecution
[J Post adjudication
r Combination
Other I
Government Level
Select the level or type of participating government agency(ies) for this project: At least one selection must be made.
r Federal P- County/Parish
r State r Municipality
r Tribal r All of the above
r Territorial Other L
Organization Involved
Please indicate the types of organization(s) involved in your project: At least one selection must be made.
r Governmental r Social Services
r Private for-profit [J Religious
r Private non-profit [J Community organization(s) please describe I
r Educational P- All above
Other ,.....
Criminal Justice Nexus
Please indicate the criminal justice system focus of your project: At least one selection must be made.
r Prevention/Education P- Treatment
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd -yroj ect_info .update -yroject_ details
11/7/2003
lhoj ect Information
r Law Enforcement
r Prosecution
r Public Defense/Indigent Defense
r Adjudication/Courts
J7 Corrections/Alternatives to Incarceration
Page 2 0
r Probation
r Parole
r Aftercare/Reentry
r All above
Other I
Program Development
Please select the developing skills/knowledge process directed towards your project: At least one selection must be
made.
r Not Applicable
r Strategic Planning
r Organizational Development
J7 Multidisciplinary Planning
J7 Program Implementation
Program Evaluation
r C Outcome/Performance-Based
C Process Evaluation
r Training
r Technical Assistance
Other I
https://grants.ojp.usdoj.gov/llebgs/ /llebg2000.rfd -'project_info. update -'project_details
11/7/2003
Target Information Page 1 of
Please identify the target group of your project: (At least one selection in each area must be made.)
AGE
r Not Applicable
r 0-8 Youth
P 9-13 Adolescent
P 14-17 Teenage
r 18-24 Young Adult
r 25-65 Adult
r 65 and older Senior
r All Age Groups
GENDER
r Not Applicable
r Male
r Female
P Both
GROUP TYPE
r Citizens
r Illegal Aliens
r Legal Aliens
r Victims
P Offenders
r Witness
r Criminal Justice/Law Enforcement Professionals
r Physically Challenged
r Mentally Challenged
Other I . . ...... ...
https://grants.ojp.usdoj .gov/llebgs//!l1ebg2000.rfd yroject_info.insert _area_details
11/6/2003
Project Initiatives
Project Initiatives
Page 1 0:
Select up to five of the following 23 major project initiatives that best identify or describe the major focus
area(s) for this project. Within each major initiative area, select as many subinitiative descriptors as
needed. (At least one project initiative must be selected.)
2. Assault
Describe L
12. FraudlWhite Collar Crimes
C Credit Card
C Cyber Crime
C Embezzlement
C Healthcare
C Internet
C Mail
[J Money Laundering
[J Telemarketing
[J Y2K
Other I"~ ...~,~.
1. Arson : Type of Building
C Business
C Religious Structures
C Residential
Other I
3. Asset Forfeiture
Describe I
4. Auto Theft
C Carjacking
C Chop Shops
C Grand Theft
Other I
13. Gun Violence
[J Gun Control
D Gun Safety
D Homicide
Other L
5. Civil Remedy
C Code Enforcement
C Nuisance Abatement
Other I . .. ..,....... '
14. Hate Crimes
[J Ethnic
D Radal
D Religious
D Sexual Orientation
Other I
6. Community-Based Strategies
C Community Justice/Restitution
C Community Policing
C Community Prosecution
C Neighborhood Watch
C Sentencing Alternatives
Other I...
15. hriproving the Criminal Justice
System
D Ballistics Recognition Systems
D Fing~rprint Identification Systems
Other Ii
7. Counseling
C Conflict Resolution
r Mentoring
r Peer
Other I
16. M~ssing Children
I
[J Kidnapping
D Non...custodial Abduction
DRunAway
Other I
8. Domestic
Preparedness/Coun tering
https://grants.ojp.usdoj.gov/llebgs//! llebg2000.rfd yroject_info.insert _target
17. Murder
11/6/200::
Project Initiatives
Page 2 of
Terrorism
[J Biological/Chemical Warfare
[J CivillRiot Disorder
[J First Responders
[J Nuclear Warfare
[J Weapons of Mass Destruction
Other r
Describe
18. Organized Crime
[J Drug Cartels
[J Drug Lords
Other
9. Domestic Violence
[J Child Abuse
[J Elder Abuse
C Family Violence
[J Spousal Abuse
Other I.
19. Rape/Sexual Assault
[J Campus Rape
D Date Rape
D Molestation
D Violence Against Women
Other Lm
10. Drug! Alcohol
[J Driving Under the Influence
(DUI)
[J Inhalants
PJ Testing
[J Trafficking
PJ Underage Drinking
PJ Use
Other
20. Robbery
Describe L.. . ..
21. School Safety
Describe L
22. Victims of Crime
D Closed Circuit Testimony
D Victim Assistance
Other I.
11. EmploymentlUnemployment
Describer
23. Youth Gangs
D Community-based Gang/Intervention
Other I
https://grants.ojp.usdoj.gov/llebgs//!llebg2000.rfdyroj ect _info .insert_target
11/6/2003
Project Information
Page 1 01
Project Information
OMS Clearance #: 1121-02
The purpose ofthe LLEBG Program is to provide units oflocal government funds to underwrite projects to reduce
crime and improve public safety. This section is used to provide descriptive information about each ofthe projects tc
be funded under the LLEBG program.
A list of current projects specified by you is presented below. If this list is empty or you would like to add another
project, please use the Add New Project button. To complete or ch~nge the descriptive information of an existing
project, click on Update Information. Use Delete Project to remove! the specified project from the system. To check if
all project information is complete, click on the Not Completed link If there are still areas to be entered, a message
page will alert you to the specific area(s) which needs to be filled out. [Additional Infonnation]
Purpose Project Information Allocation Details
Area Status Status
Project Name
Allocated
Amount
Action
Monroe County Juvenile
Drug Court
3
Completed
Not Completed
$0
Update
Information
Delete Project
https:llgrants.ojp.usdoj.gov/llebgsll!llebg2000.rfd --'proj ect_ info . update_initiatives
11/6/2003
Page 1 of
Personnel Travel Equipment/Tech Supplies Contractual Other Indirect Costs Summary
Personnel
Enter the number of full-time equivalency positions (FTEs) in the corresponding field for each type of position listed
below for which any LLEBG funds are to be formally allocated under this project during the grant period. If part-time
positions are to be funded, enter them as a fraction of an FTE (i.e. a half-time position would be entered as a .5 FTE).
Please include fringe benefits while specifYing the dollar amount. Only whole dollar amounts (no cents) can be
entered.
Check the OlP Financial Guide for more information regarding unallowable costs.
#FTE
Administrative support personnel IQ"
Sworn Officers 10
Technical Experts IQ
Other. Please speci counselor 11
Whole Dollar Amount
$IQ,"
$10
$10
$15492~
Overtime Hours
Enter the total amount of overtime hours for which LLEBG funds are to be formally obligated under this project. If not
applicable, leave this field blank.
Overtime Amount $10
Overtime Hours 10
https://grants.ojp.usdoj.gov/IIebgs//IIebg2000.rfd _ budget.personnel?p _ bgid=5&p yroL no=60627 &p _ app... 11/7/2003
Pur ose Area: 3 Pro.ect: Monroe County Juvenile Drug Court
Switch to Another Project
Page 1 oj
Allocation: $54,9
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.project_switch?p _ bgid=5&p yroL no=60627 &p... 11 /6/200~
Page 1 of
Personnel Travel EQuipmenUTech Supplies Contractual Other Indirect Costs Summary
Allocation Details Status: Completed
The following information is summarized by Allocation Categories. You may go back and change any value in any of
the Allocation Categories or click the Continue button to proceed. If this Project's Allocation Details Status is Not
Completed, you will not be able to submit your RFD.
Allocation Category Dollar Amount
Personnel
Hiring
Overtime
Personnel Subtotal
Travel
Equipment
Traditional Law Enforcement
Equipment
Information Technology
Equipment Subtotal
Supplies
Contractual
Other
Indirect Costs
$54,928
$0
$54,928
$0
TOTAL
$0
$0
$0
$0
$0
$0
$0
$54,928
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.summary?p _ bgid=5&p -proj_ no=60627 &p _ appl... 11/6/2003
Page I 01
Allocation Details
OMS Clearance #: 1121-0.
This section is used to allocate funds to each ofthe projects to be funded under the LLEBG program. All grantees are
required to indicate locally approved allocations by Allocation Categories. A list of current projects specified by you i
presented below. To complete or change the Allocation details of an existing project, click on Update Allocation
Details. Only whole dollar amounts (no cents) can be entered.
Project Name APurpose Amount Allocated Allocation Details Status Action
rea
Monroe County Juvenile
Drug Court
3
$54,928
Completed
Update Allocation Details
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.process _summary
1116/2003
Project Details
Page'l of 1
View Project
OMS Clearance #: 1121-0204
Project Title (less than 50 characters)
lr.Jion r()e[) istrict ~cho()lsT~ch~C1~~~cLJrity!
Project Description
Purchase of security monitoring equipment to protect
technical labs at high schools throughout Monroe County.
This equipment will prevent theft of technical lab
equipment, and help apprehend those who steal equipment. ~
Purpose Area: (Select only one purpose area.)
r Purpose Area 1 Law Enforcement
(i' Purpose Area 2 Enhancing Security
n Purpose Area 3 Drug Courts
r Purpose Area 4 Enhancing Adjudication
r Purpose Area 5 Multi-Jurisdictional Task Forces
C Purpose Area 6 Crime Prevention
C Purpose Area 7 Indemnification Insurance
https://grants.ojp.usdoj.gov/llebgs/ /llebg2000.rfd --'project_info.project_ details?p _ bgid=5&p --'proL seq=60... 2/1012004
Project Information
Page 1 of~
Purpose Area: 2
Project Title: Monroe District
Schools Tech Lab Security
Allocated Amount: $14,392
Purpose Area 2, Enhancing Security, allows for the use of grant funds to enhance security measures in and around
schools and/or any other facility or location that is considered to be a risk of crime for children. Funds under this
program area cannot be used for new construction. However, costs incurred in the renovation of facilities necessary to a
project under an LLEBG program area are generally allowed. LLEBG Funds may not be used to supplant state or local
funding. [Additional Information]
Target Facility/ Location
Please indicate the target location or facility where you plan to Enhance Security. Notice that you can pick only one
area. If you need to plan to allocate these funds to multiple locations, please add a new project for each location. At
least one selection must be made.
Schools
C Pre Schools/Daycares C Primary Schools
Other
C Government Facility C Commercial Area
r Domestic Violence Center C Senior Housing
Specify (Required for an Other selection):1
<!: Secondary Schools
0- Assisted Housing
C Public Recreational Area
Government Level
Select the level or type of participating government agency(ies) for this project: At least one selection must be made.
n Federal P- County/Parish
n State n Municipality
n Tribal n All of the above
n Territorial Other 1
Organization Involved
Please indicate the types of organization(s) involved in your project: At least one selection must be made.
n Governmental n Social Services
n Private for-profit n Religious
n Private non-profit n Community organization(s) please describe I.
P- Educational n All above
Other I
Criminal Justice Nexus
Please indicate the criminal justice system focus of your project: At least one selection must be made.
P- Prevention/Education [J Treatment
r Law Enforcement [J Probation
P- Prosecution [J Parole
r Public Defense/Indigent Defense [J Aftercare/Reentry
r Adjudication/Courts n All above
r Corrections/Alternatives to Incarceration Other I..
Program Development
Please select the developing skills/knowledge process directed towards your project: At least one selection must be
made.
https://grants.ojp.usdoj.gov/llebgs/ /llebg2000.rfd --'project_info.update --'project_details
2/1012004
Project Information
P- Not Applicable
C Strategic Planning
C Organizational Development
C Multidisciplinary Planning
C Program Implementation
Program Evaluation
C C Outcome/Performance-Based
C Process Evaluation
C Training
C Technical Assistance
Other
\ Page'2 of 2
https://grants.ojp.usdoj.gov/llebgs/ /llebg2000.rfd yroject_info. update yroject_ details
2/1 0/2004
Target Information Page 1 of 1
Please identify the target group of your project: (At least one selection in each area must be made.)
AGE
n Not Applicable
n 0-8 Youth
n 9-13 Adolescent
17 14-17 Teenage
17 18-24 Young Adult
17 25-65 Adult
n 65 and older Senior
n All Age Groups
GENDER
n Not Applicable
n Male
n Female
17 Both
GROUP TYPE
17 Citizens
n Illegal Aliens
n Legal Aliens
n Victims
17 Offenders
n Witness
n Criminal Justice/Law Enforcement Professionals
n Physically Challenged
n Mentally Challenged
Other I
https://grants.ojp.usdoj.gov/llebgs/ /!l1ebg2000.rfd yroject_info.insert _area_details
2/1 0/2004
Project Initiatives
Project Initiatives
· Page'1 of2
Select up to five of the following 23 major project initiatives that best identify or describe the major focus
area(s) for this project. Within each major initiative area, select as many subinitiative descriptors as
needed. (At least one project initiative must be selected.)
1. Arson : Type of Building
D Business
D Religious Structures
D Residential
Other I
2. Assault
Describe I
12. Fraud/White Collar Crimes
D Credit Card
D Cyber Crime
D Embezzlement
D Healthcare
D Internet
D Mail
D Money Laundering
D Telemarketing
DY2K
Other I
3. Asset Forfeiture
Describe I
4. Auto Theft
D Catjacking
[J Chop Shops
D Grand Theft
Other I
13. Gun Violence
D Gun Control
D Gun Safety
D Homicide
Other I
5. Civil Remedy
[J Code Enforcement
D Nuisance Abatement
Other L
14. Hate Crimes
D Ethnic
D Racial
D Religious
D Sexual Orientation
Otherl
6. Community-Based Strategies
D Community Justice/Restitution
D Community Policing
[J Community Prosecution
D Neighborhood Watch
D Sentencing Alternatives
Other I
15. Improving the Criminal Justice
System
D Ballistics Recognition Systems
D Fingerprint Identification Systems
Other I
7. Counseling
[J Conflict Resolution
D Mentoring
D Peer
Other I
16. Missing Children
D Kidnapping
D Non-custodial Abduction
[J Run Away
Other I.
8. Domestic
Preparedness/Countering
https:!/grants.ojp.usdoj.gov/llebgs//!llebg2000.rfdyroject _info . insert_target
17. Murder
2/1 0/2004
P-roject }nitiatives
Page 2 of2
Terrorism
r Biological/Chemical Warfare
r Civil/Riot Disorder
r First Responders
r Nuclear Warfare
r Weapons of Mass Destruction
Other I
Describe
18. Organized Crime
r Drug Cartels
r Drug Lords
Other
9. Domestic Violence
r Child Abuse
r Elder Abuse
r Family Violence
r Spousal Abuse
Other I
19. Rape/Sexual Assault
r Campus Rape
r Date Rape
r Molestation
r Violence Against Women
Other L
10. Drug/Alcohol
r Driving Under the Influence
(DUI)
r Inhalants
r Testing
r Trafficking
r Underage Drinking
rUse
Other I,m",..
20. Robbery
Describe ler()t~c;!i()I"!.c:>!t~c;~~ic;C1lwl!
21. School Safety
Describe Iprotectio~()ftec~ni(;CI11
22. Victims of Crime
r Closed Circuit Testimony
r Victim Assistance
Other I
11. Employment/Unemployment
Describe
23. Youth Gangs
r Community-based Gang/Intervention
Other
https://grants.ojp.usdoj.gov/llebgs//! llebg2000.rfd yroject_ info .insert_target
2/1 0/2004
Pur ose Area: 2 Pro.ect: Monroe District Schools Tech Lab Security
Switch to Another Project
. Page '1 of 1
Allocation: $14,392
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.project_switch?p _ bgid=5&p yroL no=60674&p... 2/1 0/2004
Page 1 of]
Personnel Travel EquipmentfTech Supplies Contractual Other Indirect Costs Summary
Personnel
Enter the number of full-time equivalency positions (FTEs) in the corresponding field for each type of position listed
below for which any LLEBG funds are to be formally allocated under this project during the grant period. If part-time
positions are to be funded, enter them as a fraction of an FTE (i.e. a half-time position would be entered as a .5 FTE).
Please include fringe benefits while specifying the dollar amount. Only whole dollar amounts (no cents) can be
entered.
Check the OlP Financial Guide for more information regarding unallowable costs.
#FTE
19
10
10
10
Technical Experts
Other. Please specifY!
Whole Dollar Amount
$lO
$10
$10
$10
Administrative support personnel
Sworn Officers
Overtime Hours
Enter the total amount of overtime hours for which LLEBG funds are to be formally obligated under this project. If not
applicable, leave this field blank.
Overtime Amount $10
Overtime Hours 10,",
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.personnel?p _ bgid=5&p --'proL no=60674&p _ app... 2/1 0/2004
Purpose Area: 2 Project: Monroe District Schools Tech Lab Security
I S'Aiitch.. to A.n. other Pro. ject ..... ....... ..liI.i~.l..
........,.,....-..,.,."..,..,...... ........................... ....
, Page 'I of 1
Allocation: $14,392
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.project_ switch?p _ bgid=5&p yroL no=60674&p... 2/1 0/2004
Page 1 of 1
Personnel Travel EQuipment/Tech Supplies Contractual Other Indirect Costs Summary
Travel
Specify in whole dollar amounts (no cents) where you intend to formally allocate LLEBG funds for travel related
expenses. If you select Other, enter a key word descriptor in the box provided for this field. If you do not wish to
allocate funds for travel, click the Save and Continue Button without entering any data on this screen.
[ Additional Information]
Check the OJP Financial Guide for more information regarding unallowable costs.
DOJ/OJP/BJA sponsored conference $19
$10
$10
Training
Other Project Related Travel.
speciM
Please
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budgettravel?p _ bgid=5&p --'proL no=60674&p _ applicat... 2/1 0/2004
, Page'l of I
Personnel Travel Equipment/Tech Supplies Contractual Other Indirect Costs Summary
Equipment/Information Technology
Enter, to the nearest whole dollar amount, the amount ofLLEBG funds to be formally allocated for each category.
[ Additionallnfonnation ]
Check on alP Financial Guide for more information regarding unallowable costs.
If you are planning to spend any LLEBG funds on Information Technology, please review IT Special Condition.
Traditional Law Enforcement Equipment Information Technology
Vehicles $lg~ Software $19
Weapons/Ammunition $10 . Hardware $10.
Surveillance $1143~2 j Systems Development/Improvement $10
Communication Equipment 0 Othedwwwwww. $19....
Individual Protection
Other I
$10
$10
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.equipment?p _ bgid=5&p yroL no=60674&p _ ap... 2/1012004
Pur ose Area: 2 Pro"ect: Monroe District Schools Tech Lab Security
Switch to Another Project
Page 1 of 1
Allocation: $14,392
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.project_ switch?p _ bgid=5&p ~roL no=60674&p... 2/10/2004
, Page'l of 1
Personnel Travel Equipment/Tech Supplies Contractual Other Indirect Costs Summary
Supplies
Specify, in whole dollar amounts (no cents), the type(s) of project support supplies for which any Federal LLEBG
funds are allocated. If you select Other, enter a key word descriptor in this field. Ifno funds are allocated on project
support supplies, leave this field blank and click the Save and Continue Button.
Check the OlP Financial Guide for more information regarding unallowable costs.
Advertising/Promotional Materials $10
Office/Clerical Supplies $19
Other. Please specify I $10
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.supplies?p _ bgid=5&p ~roL no=60674&p _ appli... 2/1 0/2004
Pur ose Area: 2 Pro.ect: Monroe District Schools Tech Lab Security
Switch to Another Project
Page 1 of 1
Allocation: $14,392
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.project_ switch?p _ bgid=5&p -proL no=60674&p... 2/10/2004
. Page'l of 1
Personnel Travel EQuipmentJTech Supplies Contractual Other Indirect Costs Summary
Contractual
The recipient shall follow the same procurement policies and procedures in place for non-Federal funds. The recipient
shall ensure that every purchase order or other contract includes any clauses required by Federal statutes and executive
orders and their implementing regulations. Check on OlP Financial Guide for information regarding contracting with
federal dollars.
If you are planning to spend any LLEBG funds on Information Technology, please review IT Special Condition.
Information Technology [Additional Information] $19
Training [Additionallnfonnation] $IQ,,"
Renovation [ Additional Information] $19
Professional Service [ Additional Information] $19"
Audit [Additional Information] (OJP Financial Guide) $IQ
Program Evaluation [Additional Information] $IQ
~I ~
https://grants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.contract?p _ bgid=5&p ~roL no=60674&p _ appli... 2/1 0/2004
Pur ose Area: 2 ProOect: Monroe District Schools Tech Lab Security
Switch to Another Project
Page 1 of]
Allocation: $14,39~
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, Page'1 of I
Personnel Travel EQuipment/Tech Supplies Contractual Other Indirect Costs Summary
Other
For each of the items listed below, enter the amount, in whole dollars (no cents), ofLLEBG funds formally allocated. If
you do not wish to allocate funds for any items under this category, please click on the Save and Continue Button.
Check the alP Financial Guide for more information regarding unallowable costs.
Confidential Funds $10
Other. Please specify I $10
https:llgrants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.other?p _ bgid=5&p -proL no=60674&p _ applicati... 2/10/2004
Pur ose Area: 2 Pro'ect: Monroe District Schools Tech Lab Security
Switch to Another Project
Page ] of]
Allocation: $14,392
https:llgrants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.project_switch?p _ bgid=5&p -proL no=60674&p... 2/1 0/2004
, Page i of 1
Personnel Travel EQuipment/Tech Supplies Contractual Other Indirect Costs Summary
Indirect Costs
Indirect costs are costs of an organization that are not readily assignable to a particular project, but are necessary to the
operation and the performance of the project. The cost of operating and maintaining facilities, depreciation, and
administrative salaries are examples of the types of costs that are usually treated as indirect costs. Check on OJ?
Financial Guide for more information regarding indirect costs.
Indirect Costs are not an allowable expenditure under the LLEBG Program.
https:llgrants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.indirect?p _ bgid=5&p -proL no=60674&p _ applic... 2/1 012004
Purpose Area: 2 Project: Monroe ~.~.~trict Schools Tech Lab Security
ISwitch to AnotherProject ....... ....... ...MII
Page I of 1
Allocation: $14,392
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, Page '1 of 1
Personnel Travel EQuipment/Tech Supplies Contractual Other Indirect Costs Summary
Allocation Details Status: Completed
The following information is summarized by Allocation Categories. You may go back and change any value in any of
the Allocation Categories or click the Continue button to proceed. If this Project's Allocation Details Status is Not
Completed, you will not be able to submit your RFD.
Allocation Category Dollar Amount
Personnel
Hiring
Overtime
Personnel Subtotal
Travel
Equipment
Traditional Law Enforcement
Equipment
Information Technology
Equipment Subtotal
Supplies
Contractual
Other
Indirect Costs
$0
$0
$0
$0
TOTAL
$14,392
$0
$14,392
$0
$0
$0
$0
$14,392
https:llgrants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.summary?p _ bgid=5&p -proL no=6067 4&p _ appI... 2/1012004
Page 1 of I
Submit Request For Drawdown
OMS Clearance #: 1121-020~
In order to submit your Request for Drawdown, your jurisdiction must have completed the following steps:
Please use your browser's Print option if you wish to print this screen.
Complctc Held a Public Hearing for the purpose of discussing the allocations of the FY 2003 LLEBG grant funds
and completed the Public Hearing certification page.
Complctc Established an Advisory Board with representation from all of the required members, convened at least
one Advisory Board meeting, and completed the Advisory Board certification page.
Completed the Project Information page by naming and describing the projects funded with FY 2003
Complete LLEBG funds, assigned each project to one of the seven Purpose Areas, and provided the project
specific information.
Complete Completed allocation information, including details by Allocation Category for all LLEBG funded
projects.
Incomplete Allocated all of your FY 2003 LLEBG funds within the seven Purpose Areas. This will show as
Incomplete unless your project allocations match the A[Ward Amount and the Amount Remaining is zero.
. On the date payment is made, your 24-month obligation/expenditure period will begin. You will receive an e-
mail confirming this and a Grant Adjustment Notice restating the 24-month obligation/expenditure period.
I
. If your jurisdiction has completed all of the above listed tasks and all of the tasks have "Complete" beside them,
you may submit your Request for Drawdown (RFD) at this dme. If you see no Submit button below, it is
because you have at least one task listed as Incomplete above. Click on the Incomplete link to find specific
reasons.
. VERY IMPORT ANT - PLEASE READ
It is important to remember that BJA does not approve the RFD as a budget document. BJA reviews and
approves the information submitted in the RFD to ensure that it complies with basic program guidelines.
It is the jurisdiction's responsibility to ensure that its program activities and expenditures comply with
OJP financial guidelines and LLEBG program requirements. Failure to comply with these guidelines
may result in the loss of future funding and/or repayment of grant funds.
https:llgrants.ojp.usdoj.gov/llebgs//llebg2000.rfd _ budget.process _ binfo
I 1/6/2003
A-~cJ\ ",~t C
U.S. DEPARTMENT OF mSTlCE
OFFICE OF mSTlCE PROGRAMS
GRANT ADJUSTMENT NOTICE
CHECK APPROPRIATE BOX
D OJP
D BJS
o BJA
D NIJ
D OJJDP D ovc
PAGE 1 OF
I. GRANTEE NAME AND ADDRESS (Including Zip Code)
3. GRANT NUMBER:
Monroe County
500 Whitehead Street
Suite 102
Key West, FL 33040-658]
2003-LB-BX-0804
4. ADmSTMENT NUMBER:
IA. GRANTEE IRSNENDOR NO.
596000750
5. DATE
I 1114/2003
2. PROJECT TITLE
FY 2003 Local Law Enforcement Block Grants
6. GRANT MANAGER
SECTION I. DEOBLlGATIONS & REOBLlGATIONS
X
80
DIV.
REG.
00
9. PREVIOUS GRANT
AWARD AMOUNT
$62.388.00
7. ACCOUNTING CLASSIFICATION CODES
FISCAL FUND BUD.
YEAR CODE ACT. OFC.
LI
SUB.
00
MBO
B
10. REOBLlGATlON AMT
$0.00
8. DOCUMENT CONTROL NUMBER
I I. ADmSTED
AWARD AMOUNT
$62,388.00
SECTION II. CHANGES
12. CHANGE GRANT MANAGER
FROM
TO
13. CHANGE GRANT PERIOD
FROM
TO
SECTION III, OTHER ADJUSTMENTS & INFORMATION
14. This Grant Adjustment Notice (GAN) establishes the fonnal 24 month combined obligation and expenditure period for your Fiscal Year (FY) 2003 funding
under the Local Law Enforcement B lock Grants (LLEBG) Program. The 24 month combined obligation and expenditure period is 11/18/2003-1 1/17/2005.
Please make a note of these dates. No LLEBG FY 2003 funds may be either obligated or expended before the beginning of this 24 month period. or after
the end date of this period. There are no exceptions to this policy.
All funds not obligated/expended by the end of this period must he returned to the Office of Justice Programs (OJP).
Guidance for Completing the Financial Status Report (SF269a): Enter the 24 month combined obligation and expenditure period listed above in Field 8,
Funding/Grant Period, on the SF269a. Financial reporting begins on the quarterly end date following the Award Date, Field 6 on the Award Document.
15. TYPED NAME AND TITLE OF APPROVING OJP OFFICIAL
16. SIGNATURE OF APPROVING OJP OFFICIAL
C. Camille Cain, Acting Director
Bureau of Justice Assistance
~
OiP FORM 4040/1 (REV. 5-87)
rAcM
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
AWARD
D OJP
D BJS
[!] BJA
D NIl
D OJJDP
D OVC
[!] GRANT
D COOPERATIVE AGREEMENT
PAGE 1 OF 7
CHECK APPROPRIATE BOX
I. GRANTEE NAME AND ADDRESS (Including Zip Code)
Monroe County
50'0 Whitehead Street
Suite 102
Key West, FL 33040-6581
4. AWARD NUMBER: 2003-LB-BX-0'804
5. PROJECT PERIOD: FROM
BUDGET PERIOD: FROM
10/0' 1/20'0'2 TO
10/0'1/2002 TO
0'9/30/2004
0'9/30/2004
IA. GRANTEE IRSNENDOR NO.
5960'00750'
6. AWARD DATE 08/21/2003
8. SUPPLEMENT NUMBER
7. ACTION
2. SUBGRANTEE NAME AND ADDRESS (Including Zip Code)
~ Initial
o Supplemental
2A. SUBGRANTEE IRSNENDOR NO.
9. PREVIOUS.f.. W ARD AMOUNT
10'. AMOUNT <!>F THIS AWARD
$0.00
3. PROJECT TITLE
FY 20'03 Local Law Enforcement Block Grants
$62,388
II. TOTAL AWARD
$62,388
12. SPECIAL CONDITIONS (Check, if applicable)
~ THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH
~ ON THE ATTACHED 6 PAGES
13. STATUTORY AUTHORITY FOR GRANT
o
o
o
w
TITLE I OF THE OMNIBUS CRIME CONTROL AND SAFE STREETS ACT OF 1968.
42 U.S.C. 370'1, ET. SEQ., AS AMENDED
TITLE 2 OF THE JUVENILE JUSTICE AND DELINQUENCY PREVENTION ACT OF 1974
42 U.S.C. 5601, ET. SEQ., AS AMENDED
VICTIMS OF CRIME ACT OF 1984,42 U.S.C. 10601, ET. SEQ., PUBLIC LAW 98-473, AS AMENDED
OTHER (SpecifY): Fiscal Year 2002, Departments of Commerce, Justice, and Slllte, the Judiciary, and Related Agencies Appropriations Act (Pub. L.
No. 10'7-77)
14. FUTURE FISCAL YEAR(S) SUPPORT:
SECOND YEAR'S BUDGET PERIOD:
AMOUNT OF FUNDS:
THIRD YEAR'S BUDGET PERIOD:
AMOUNT OF FUNDS:
NIA
NIA
NIA
NIA
I
TYPE OF F11JNDS:
TYPE OF FVNDS:
15. METHOD OF PAYMENT
THE GRANTEE WILL RECEIVE CASH VIA A LETTER OF CREDIT
D YES
o NO
AGENCY APPROVAL
16. TYPED NAME AND TITLE OF APPROVING OJP OFFICIAL
C. Camille Cain
Acting Director
Bureau of Justice Assistance
GRANTEE ACCEPTANCE
18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Dixie Sp~har
County l\!fayor
17. SIGNATURE OF APPROVING OJP OFFICIAL
19. SIGNATURE OF AUTHORIZED GRANTEE
!19A. DATE
~
20. ACCOUNTING CLASSIFICATION CODES
FISCAL FUND BUD. DIV.
YEAR CODE ACT. OFC. REG.
AGENCY USE ONLY
121. L18M14
POMS LI0'2U00'804
SUB.
X B U W 00 00
OJP FORM 40'0'0'/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
0 OJP [i] BJA 0 OJIDP
0 BJS 0 NIl 0 OVC
AWARD CONTINUATION
SHEET
[!] GRANT
o COOPERATIVE AGREEMENT
PAGE 2 OF 7
CHECK APPROPRIATE BOX
PROJECT NUMBER: 2003-LB-BX-0804
AWARD DATE 08/2112003
SPECIAL CONDITIONS
1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition
of the Office of Justice Programs (OJP) Financial Guide.
2. The recipient agrees to comply with the organizational audit requirements ofOMB Circular, A-B3, Audits of
States, 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 10 1 (g) ofH.R. 728, 104th Congo (1995).
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. 2003-LB-BX-0804 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. Department 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 Congo (1995), that the recipient unit oflocal 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 oflocal
government will establish procedures to give members of the Armed Forces who, on or after October I, 1990,
were or are selected for 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.
OJP FORM 4000/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
0 OJP ~ BJA 0 OJJDP
0 BJS 0 NIl 0 OVC
AWARD CONTINUATION
SHEET
GJ GRANT
o COOPERATIVE AGREEMENT
PAGE 3 OF 7
CHECK APPROPRIATE BOX
PROJECT NUMBER: 2003-LB-BX-0804
AWARD DATE 08/21/2003
SPECIAL CONDITIONS CONTINUED
8. 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 award 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 tlb.e Internet system within 90 calendar days from
the date of award, or to have all federal funds deobligated for redistribution during the next funding cycle.
10. Local recipients agree to one 24 month obligation and expenditilre 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.
II. The recipient agrees to provide and expend a 10 percent cash match (calculated as 1/9 of the federal award
amount) before the end ofthe 24 month obligation and expenditure period. The recipient is reminded that the
matching funds are subject to audit under Special Condition #2 'and will be binding to the recipient. Program
income/interest earned on Federal funds may not be considered .as part of recipient's 10 percent cash match.
12. Local recipients are 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 (~clUding any interest earned) during the 24 month
period. Grant funds (including any interest earned) not expend d by the end ofthe 24 month period must be
returned to the Bureau of Justice Assistance (BJA) by the end o. the 27th month, along with the final submission
of the Financial Status Report (SF-269A).
13. The recipient agrees to submit one final progress report via the ~nternet system at the end of the 24 month
obligation and expenditure period.
14. The recipient agrees, if funds are used by the recipient or subrecipient for enhancing security and/or crime
prevention programs, that the recipient or subrecipient - -
(a) has an adequate process to assess the impact of any enhancerpent 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 eWlancement; and,
(c) will submit to the Bureau of Justice Assistance (BJA) an annual written assessment report.
OJP FORM 4000/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE
U,S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
o OJP GJ BJA 0 OJJDP
o BJS 0 NIl 0 OVC
AWARD CONTINUATION
SHEET
~ GRANT
o COOPERATIVE AGREEMENT
PAGE 4 OF 7
CHECK APPROPRIATE BOX
PROJECT NUMBER: 2003-LB-BX-0804
AWARD DATE 08/21/2003
SPECIAL CONDITIONS CONTINUED
15. The recipient agrees to comply with 28 CFR Part 23 if federal funds are used to support Criminal Intelligence
Systems.
16. The recipient agrees to assist BJA in complying with the National Environmental Policy Act (NEP A) and other
related 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 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 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 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.
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
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.
17. 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 ofthis requirement. For a list of State Information
Technology Points of Contact, go to http://www.ojp.usdoj.gov/ec/states.htm
OJP FORM 4000/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE
D.S, DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
D OJP GJ BJA D OJJDP
D BJS D NIl D OVC
AWARD CONTINUATION
SHEET
~ GRANT
D COOPERATIVE AGREEMENT
PAGE 5 OF 7
CHECK APPROPRIATE BOX
PROJECT NUMBER: 2003-LB-BX-0804
AWARD DATE 08/21/2003
SPECIAL CONDITIONS CONTINUED
18. The recipient agrees that prior to the obligation or expenditure of any LLEBG funds, at least one (I) 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 ,usee s) of the grant funds. The recipient will hold
the public hearing at a time and place that allows and encourag~s public attendance and participation. The
recipient may not request a drawdown of funds until these requ~rements 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 sheriff's department;
b) the local prosecutor's office;
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 2003, Departments of Commerce, Justice, and State, the Judiciary, and Related Agencies
Appropriations Act (Pub. L. No. 107-273), as of the date of this application. 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 pro1.' imate result of a personal injury sustained in
the line of duty while responding to an emergency situation or h t pursuit (as such terms are defined by State
law) with the same or better level of health insurance benefits at ,the time of retirement or separation as the
officer received while on duty.
I
I
I
I
I
~
21. The recipient agrees that funds provided under this award may n~t 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.
OlP FORM 4000/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE
u.s. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
D OJP ~ BJA D OJJDP
D BJS D NIl D OVC
AWARD CONTINUATION
SHEET
GJ GRANT
D COOPERATIVE AGREEMENT
PAGE 6 OF 7
CHECK APPROPRIATE BOX
PROJECT NUMBER:
2003-LB-BX-0804
AWARD DATE 08/21/2003
SPECIAL CONDITIONS CONTINUED
22 . Mitigation of Health, Safety, and Environmental Risks
a. General Requirement: The grantee agrees to comply with Federal, State, and local environmental,
health, and safety laws and regulations applicable to the investigation and closure of clandestine
methamphetamine laboratories and the removal and the disposal of the chemicals, equipment, and wastes
used in or resulting from the operations of these laboratories.
b. Specific Requirements: The grantee understands and agrees that any program or initiative involving
either the identification, seizure, or closure of clandestine methamphetamine laboratories, hereafter
referred to as the "Program", can result in adverse health, safety, and environmental impacts to (1) the law
enforcement and other governmental personnel involved; (2) any residents, occupants, users, and
neighbors of the site ofa seized clandestine laboratory; (3) the seized laboratory site's immediate and
surrounding environment; and (4) the immediate and surrounding environment of the site(s) where any
remaining chemicals, equipment, and wastes from a seized laboratory's operations are placed or come to
rest.
Therefore, the grantee further agrees that in order to avoid or mitigate the possible adverse health, safety,
and environmental impacts of its Program, it will (1) include the nine, below listed protective measures or
components within its Program; (2) provide for their adequate funding to include funding, as necessary,
beyond that provided by this grant agreement; and (3) implement these protective measures throughout the
life of this grant agreement. In so doing, the grantee understands that it may implement these protective
measures directly through the use of its own resources and staff or may secure the qualified services of
other agencies, contractors, or other qualified third parties.
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 other personnel assigned by the grantee to either the seizure or
the closure of clandestine methamphetamine laboratories;
3. As determined by their specific duties, equip personnel assigned to the Program with OSHA required
protective wear and other required safety equipment;
4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed
laboratory;
OJP FORM 4000/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
D OJP ~ BJA D OJJDP
n BJS D NIl D OVC
AWARD CONTINUATION
SHEET
~ GRANT
o COOPERATIVE AGREEMENT
PAGE 7 OF 7
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PROJECT NUMBER: 2003-LB-BX-0804
AWARD DATE 08/21/2003
SPECIAL CONDITIONS CONTINUED
5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment,
and contaminated materials and wastes from the site(s) of each seized clandestine laboratory;
6. Dispose of the chemicals, equipment, and contaminateu materials and wastes removed from the sites
of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling
facilities;
7. Monitor the transport, disposal, and recycling components of subparagraphs numbered 5. and 6.
immediately above in order to ensure proper compliance;
8. Have in place and implement an inter-agency agreement or other form of commitment with a
responsible state environmental agency that provides for that agency's (i) timely evaluation of the
environmental conditions at and around the site of a closed clandestine laboratory and (ii) coordination with
the responsible party, property owner, or others to ensure that any residual contamination is remediated, if
necessary, and in accordance with existing state and federal requirements; and
9. Include among the personnel involved in seizing cland~stine methamphetamine laboratories, or have
immediate access to, qualified personnel who can respond to the potential health needs of any of the
offender(s)' children or other children present or living at the seized laboratory site. Response actions should
include, at a minimum and as necessary, taking children into protective custody, immediately testing them
for methamphetamine toxicity, and arranging for any necessary follow-up medical tests, examinations, or
health care.
c. Additional Requirements: As part of the Request for Dray/down process, the Grantee shall submit a brief
description of its project sufficient for the Office of Justice Programs (OJP) to determine whether any
additional compliance with federal environmental statutes and regulations needs to occur prior to the issuance
of LLEBG funds. Furthermore, once LLEBG funds are issued, the Grantee shall notify OJP if the project
changes significantly from the description in the Request for brawdown, or if significant new information is
revealed during the course of the expenditure ofLLEBG funds so that OJP can determine whether any
additional environmental analyses need to be completed.
J
OJP FORM 4000/2 (REV. 587) PREVIOUS EDITIONS ARE OBSOLETE
u.s. Department of Justice
Office of Justice Programs
Bureau of Justice Assistance
Office of the Director
Washington, D.C. 20531
August 21, 2003
Mrs. Spehar
County Mayor, Monroe County
500 Whitehead Street
Suite 102
Key West, FL 33040-6581
RE: Fiscal Year 2003 Local Law Enforcement Block Grants Program
Dear Mrs. Spehar:
I am pleased to inform you that I have approved the application for funding under the
Bureau of Justice Assistance's (BJA) Fiscal Year 2003 Local Law Enforcement Block
Grants (LLEBG) Program in the amount of$62,388 for Monroe County. The purpose ofthe
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 Award and Special Conditions documents. If you have any
programmatic questions regarding this award, please contact BJA's Programs Office 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 Monroe County in furtherance of this
important criminal justice program.
Sincerely yours,
~
C. Camille Cain
Acting Director
Attachments
u.s. Department of Justice
Office of Justice Programs
Office for Civil Rights
Washington, D.C. 20531
August 21,2003
Mrs. Spehar
County Mayor, Monroe County
500 Whitehead Street
Suite 102
Key West, FL 33040-6581
Dear Grant 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 Offi~e for Civil Rights (OCR),
Office of Justice Programs, I would like to offer you my assistance in completing the
conditions ofthese 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 by law. !Therefore, ifthere 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 d~cree, 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 8136, Washington,
D.C. 20531.
Additional Instructions For 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. I
2.
Alternatively, the grantee may choose to complete an EEOP Short Form, in lieu of
sending its own comprehensive EEOP, and return it to OCR within 60 days of the
date ofthis letter. This easy-to-follow EEOP 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.
3.
Please be reminded that the above requirements apply to primary grantees and to
each of their subgrantees or contractors that meet the criteria outlined in this letter.
Therefore, all primary grantees should apprise sub grantees of these
responsiblities and those meeting the criteria should send their EEOPs or EEOP
Short Forms directly to the Office for Civil Rights within 60 days ofthe date ofthei
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.
PURSUANT TO THE SPECIAL CONDITION REGARDING EEOPs GOVERNING THIS
AWARD, RECIPIENT ACKNOWLEDGES THAT FAILURE TO SUBMIT AN
ACCEPTABLE EEOP IS A VIOLATION OF ITS CERTIFIED ASSURANCES AND
MAY RESULT IN SUSPENSION OF DRA WDOWN OF FUNDS UNTIL EEOP 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
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.
I 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
EEOP 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 monetary amount
awarded, or the number of employees in their workforce, 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 pqpulation and their employment
practices are in compliance with equal employment opportunity requirements. 2
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,
I~d. tf"~
Michael L. Alston
Acting Director, Office for Civil Rights
cc: Grant Manager
Financial Analyst
2 The employment practices of certain Indian Tribes are not covered by Title VII of the Civil Rights Act of 1964, 42
US.C. sec. 2000e.