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Item C37 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: Junel 15, 2005 Division: Manaqement Services Bulk Item: Yes [g] No 0 Department: Administrative Services Staff Contact Person: David P. Owens AGENDA ITEM WORDING: Authorization for County Administrator or his desiqnee to complete and submit the online application for the Federal Fiscal Year 2005 Edward Byrne Memorial Justice Assistance Grant (formerly known as the Local Law Enforcement Block Grant) via Internet as required by U.S. Dept. of Justice, Bureau of Justice Assistance. ITEM BACKGROUND: Monroe County has accepted LLEBG awards since 1997. The funds were used the first year to enhance courthouse security and the fOllowinq years for Juvenile Druq Court. Information reqardinq eliqibility, purpose areas, and proqram requirements is attached. If funds are awarded, they will be used to fund Juvenile Druq Court, as in past years. PREVIOUS RELEVANT BOCC ACTION: Approval of qrant applications and fundinq recommendations in prior years. CONTRACT/AGREEMENT CHANGES: n/a STAFF RECOMMENDATION: Approval TOTAL COST: 34,855.00 COST TO COUNTY: 3,486.00 SOURCE OF FUNDS: ad valorem taxes BUDGETED: Yes 0 No [g] REVENUE PRODUCING: Yes 0 No [g] AMOUNT PER MONTH YEAR APPROVED BY: COUNTY A TTY 0 OMB/PURCHASING 0 RISK MANAGEMENT 0 DIVISION DIRECTOR APPROVAL: DOCUMENTATION: INCLUDED: [g] NOT REQUIRED: 0 DISPOSITION: AGENDA ITEM #: Page 1 of2 APPLICA TION FOR 2. DATE SUBMITTED Applicant Identifier FEDERAL ASSISTANCE 1. TYPE OF SUBMISSION 3. DATE RECEIVED BY State Application Identifier STATE Application Non-Construction 4. DATE RECEIVED BY Federal Identifier FEDERAL AGENCY 5.APPLICANT INFORMATION Legal Name Organizational Unit Monroe County Board of County Commissioners Grants Administration Address Name and telephone number of the person to be contacted on matters 1100 Simonton St. involving this application Key West, Florida 33040-3110 Owens, David (305) 292-4482 6. EMPLOYER IDENTIFICATION NUMBER (EIN) 7. TYPE OF APPLICANT 59-6000749 County 8. TYPE OF APPLICATION 9. NAME OF FEDERAL AGENCY New Bureau of Justice Assistance 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT NUMBER: 16.738 CFDA EDWARD BYRNE MEMORIAL JUSTICE Monroe County Juvenile Drug Court TITLE: ASSISTANCE GRANT PROGRAM 12. AREAS AFFECTED BY PROJECT Monroe County, Florida 13. PROPOSED PROJECT 14. CONGRESSIONAL Start Date: October 01,2005 DISTRICTS OF End Date: September 30, 2007 a. Applicant b. Project FLl8 15. ESTIMATED FUNDING 16. IS APPLICATION SUBJECT Federal $31,369 TO REVIEW BY STATE EXECUTIVE ORDER 12372 Applicant $0 PROCESS? State $0 Local $0 Program is not covered by E.O. 12372 Oth er $0 Program Income $0 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? https://grants.ojp.usdoj.gov/gmsexternal/ appli cationReview .do?print=yes 5/3 1/2005 Page 2 of2 TOTAL 1$31,369 IN 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION PREAPPLICA TION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS REQUIRED. https://grants.ojp. usdoj .gov 1 gmsexternal/ appli cationReview .do ?pri nt=yes 5/31/2005 U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance Edward Byrne Memorial Justice Assistance Grant JAG FY 2005 Local Solicitation Eligibility Units of local government appearing on the FY 2005 Units of Local Government List are eligible to apply for JAG funds. To view this list, go to www.oip.usdoj.qov/BJNqrant/iaqallocations.html. GMS Application Deadline All JAG applications are due on or before 8:00 p.m. EST on March 31,2005. For assistance with the JAG solicitation, contact: Timothy S. Wight, Associate Deputy Director, Programs Office, at ~ or Matthew D. Hanson, Director's Special Assistant for Administration, at~. ABOUT OJP The Office of Justice Programs (OJP), U.S. Department of Justice, was created in 1984 to provide federal leadership in developing the nation's capacity to prevent and control crime, administer justice, and assist crime victims. OJP carries out this mission by forming partnerships with other federal, state, and local agencies, as well as national and community-based organizations. OJP is dedicated to comprehensive approaches that empower communities to address crime, break the cycle of substance abuse and crime, combat family violence, address youth crime, hold offenders accountable, protect and support crime victims, enhance law enforcement initiatives, and support advancements in adjudication. OJP also works to reduce crime in Indian Country, enhance technology use within the criminal and juvenile justice systems, and support state and local efforts through technical assistance and training. ABOUT BJA The Bureau of Justice Assistance (BJA), Office of Justice Programs, U.S. Department of Justice, supports law enforcement, courts, corrections, treatment, victim services, technology, and prevention initiatives that strengthen the nation's criminal justice system. BJA provides leadership, services, and funding to America's communities by emphasizing local control; building relationships in the field; developing collaborations and partnerships; promoting capacity building through planning; streamlining the administration of grants; increasing training and technical assistance; creating accountability of projects; encouraging innovation; and ultimately communicating the value of justice efforts to decision makers at every level. ABOUT JAG Proposed to streamline justice funding and grant administration, the Edward Byrne Memorial Justice Assistance Grant (JAG) Program allows states, tribes, and local governments to support a broad range of activities to prevent and control crime based on their own local needs and conditions. JAG blends the previous Byrne Formula and Local Law Enforcement Block Grant (LLEBG) Programs to provide agencies with the flexibility to prioritize and place justice funds where they are needed most. Formula The JAG formula includes a state allocation consisting of a minimum base allocation with the remaining amount determined on population and Part 1 violent crime statistics, and a direct allocation to units of local government. Once the state allocation is calculated, 60% of the funding is awarded to the state and 40% to eligible units of local government. State allocations also have a variable pass through requirement to locals, calculated by the Bureau of Justice Statistics (BJS) from each state's crime expenditures. Purpose Areas JAG funds can be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for criminal justice for anyone or more of the following purpose areas: · Law enforcement programs · Prosecution and court programs · Prevention and education programs · Corrections and community corrections programs · Drug treatment programs · Planning, evaluation, and technology improvement programs * Any law enforcement or justice initiative previously eligible for funding under Byrne or LLEBG is eligible for JAG funding. 2 Responsibilities The chief executive officer of an eligible unit of local government or a local agency designated by the chief executive officer must apply for JAG funds. A unit of local 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 measure and program assessment data; and providing ongoing assistance to any subrecipients of the funds. Administrative Funds A unit of local government may use up to 10 percent of the award for costs associated with administering JAG funds. Eligibility Units of local government appearing on the FY 2005 Units of Local Government List established by BJS are eligible to apply for JAG funds. For JAG program purposes, a unit of local government is: a town; township; village; parish; city; county; or other general purpose political subdivision of a state; or a federally recognized Indian Tribe or Alaskan Native organization that performs law enforcement functions as determined by the Secretary of the Interior. In Louisiana, a unit of local government means a district attorney or a parish sheriff. For a listing of eligible units of local government, go to www.ojp.usdoj.qov/BJA/qrant/iaqallocations.html. Disparate Certification A disparate allocation occurs when a constituent unit of local government is scheduled to receive one and one half times more (four times more for multiple units of local government) than another constituent unit(s), while the other unit of local government bears more than 50% of the costs of prosecution or incarceration that arise for Part 1 violent crimes reported by the geographically constituent unit(s). JAG disparates are certified by the Director of BJA, based in part on input from the state's Attorney General. For a listing of disparate jurisdictions, go to www.ojp.usdoj.qov/BJA/qrant/iaqallocations.html. · Jurisdictions certified as disparate must submit a joint application for the aggregate of funds allocated to them, specifying the amount of the funds that are to be distributed to each of the units of local government and the purposes for which the funds will be used. The units of local government involved may establish a joint advisory board to carry out the joint application process. When beginning the JAG application process, a Memorandum of Understanding (MOU) must be completed, signed, and faxed to OJP, indicating who will serve as the applicant/fiscal agent for the joint funds. MOUs must be faxed to 202-354-4147, with the OJP Grants Management System (GMS)-generated application number printed on each page. For a sample MOU, go to www.oip.usdoj.qov/BJA/qrant/05JAGMOU.pdf. Application Reviews The eligible unit of local government applying for a JAG award must make the grant application available for review to the governing body of the unit of local government or an organization designated by that governing body not fewer than 30 days before the application is submitted to BJA. Also, the unit of local government must provide an assurance that the application or any future amendment was made public and an opportunity to comment was provided to citizens and to neighborhood or community organizations to the extent applicable law or established procedure makes such an opportunity available. Supplanting Federal funds must be used to supplement existing funds for program activities and cannot replace, or supplant, nonfederal funds that have been appropriated for the same purpose. Award Amount Of the 40% allocated for direct awards to units of local government from the total JAG appropriation, funds will be allocated and awards made to units of local government by BJA based on the same ratio to such share as the average annual number of Part 1 violent crimes reported by the unit to the Federal Bureau of Investigation (FBI) for the 3 most recent calendar years for which data is available bears to the number of Part 1 violent crimes reported by all units of local government in the state to the FBI for such years. 3 · For FY 2005, 2006, and 2007, BJA will allocate the local amount to units of local government in the same way the LLEBG program amount was allocated among reporting and nonreporting units of local government. · If the allocation to a unit of local government is less than $10,000, the direct JAG award to the state will be increased by the total amount of such allocations to be distributed among state police departments that provide criminal justice services to units of local government and/or to any units of local government whose allocation is less than $10,000. Length of Award Awards are made in the first fiscal year of the appropriation and may be expended during the following 3 years, for a total of 4 years. Extensions beyond this period may be made on a case-by-case basis at the discretion of the Director of BJA. Match While match is not required with the JAG Program, match is an effective strategy for states and units of local government to expand funds and build buy-in for law enforcement and criminal justice initiatives. Trust Fund The unit of local government must establish a trust fund in which to deposit JAG funds. The trust fund mayor may not be an interest bearing account. Prohibited Uses JAG funds cannot be used directly or indirectly for security enhancements or equipment to nongovernmental entities not engaged in criminal justice or public safety. Based on extraordinary and exigent circumstances making the use of funds essential, BJA may certify a unit of local government's request to use funds for: . Vehicles, vessels, or aircraft . Luxury items . Real estate . Construction projects, other than penal or correctional institutions HOW TO APPLY The Catalog of Federal Domestic Assistance (CFDA) number for this solicitation is 16.738, titled "Edward Byrne Memorial Justice Assistance Grant Program." OJP requires that funding applications be submitted through the OJP Grants Management System (GMS). Faxed or mailed applications will not be accepted. To access the system, go to http://qrants.ojp.usdoj.qov. Applications submitted via GMS must be in one of the following formats: Microsoft Word (.doc), PDF file (.pdf), or text (.txt). If you experience difficulties at any point in this process, call the GMS Help Desk at 888-549-9901 between 7:30 a.m. - 9:00 p.m. EST. New GMS users must create a new account before submitting an application. All JAG applications are due on or before 8:00 p.m. EST on March 31,2005 Step 1: Signing On · If you already have a GMS user ID, proceed to GMS sign in. Even if your organization already has a user ID, you will not be registered for the solicitation until you have signed onto GMS and entered the appropriate solicitation. To do so, please proceed to step 2. · If you do not have a GMS user ID, select "New User?" Register Here." After you have completed all of the required information, click "Create Account" at the bottom of the page and note your user ID and password, which are case sensitive. · A Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number must be included in every application for a new award or renewal of an award. Individuals who would personally receive a grant or cooperative agreement from the federal government are exempt from this requirement. Organizations should verify that they have a DUNS number or take the steps necessary to obtain 4