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10-198
Resolution No. 10-198 RESOLUTION AUTHORIZING ACCEPTANCE OF DEPARTMENT OF JUSTICE FY 10 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT FOR PURCHASES RELATED TO THE RECORDS MANAGEMENT SYSTEM PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City of Elgin, Illinois hereby accepts the Department of Justice FY 10 Edward Byrne Memorial Justice Assistance Grant in the amount of $24,319.40 for purchases related to the Records Management System Project,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: October 27, 2010 Adopted: October 27, 2010 Omnibus Vote: Yeas: 7 Nays: 0 Attest: • s/Diane Robertson Diane Robertson, City Clerk • . 0________:.,l.-- Resolution No. 10-198 RESOLUTION AUTHORIZING ACCEPTANCE OF DEPARTMENT OF JUSTICE FY 10 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT • FOR PURCHASES RELATED TO THE RECORDS MANAGEMENT SYSTEM PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that the City of Elgin, Illinois hereby accepts the Department of Justice FY 10 Edward Byrne Memorial Justice Assistance Grant in the amount of $24,319.40 for purchases related to the Records Management System Project,a copy of which is attached hereto and made a part hereof by reference. Ed Schock, Mayor Presented: October 27, 2010 Adopted: .Vote: Yeas Nays Recorded: Attest: Diane Robertson, City Clerk ____ _ .___ pii_lr..cnik.--sa.© D A 0 e for: prl M of ,v�, ❑ Telephoned ❑ Returned you all ❑ Came in all gain .0 Please return th- call1 Q See me il Message:_ -* t Phone: Date V-•;6•1--1.0 Time By r' _ '`a Department of Justice ' rf ., _„::i--:-,:"-. Office of Justice Programs Bureau of Justice Assistance Office of Justice Programs Washington,D.C. 2053! August 18,2010 The Honorable Thomas Weisner City of Aurora 44 E.Downer Place • • Aurora,IL 60507 • Dear Mayor Weisner: On behalf of Attorney General Eric Holder,it is my pleasure to inform you that the Office of Justice Programs has approved your application for funding under the FY 10 Edward Byrne Memorial Justice Assistance Grant(JAG)Program Local Solicitation in the amount of S140,031 for City of Aurora. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements,including the timely submission of all financial and programmatic reports,resolution of all interim audit findings,and the maintenance of a minimum level of cash-on-hand. Should you not adhere to these requirements,you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award,please contact: • - Program Questions,Kerri Vitalo Logan,Program Manager at(202)353-9074;and - Financial Questions,the Office of the Chief Financial Officer,Customer Service Center(CSC)at (800)458-0786,or you may contact the CSC at ask.ocfo®usdoj.gov. Congratulations,and we look forward to working with you. Sincerely, • • James H.Burch II Acting Director Enclosures 1 v=" Department of Justice Office of Justice Programs • _ _ � „ �_ • Enforcing Civil Rights Laws All recipients of Federal financial assistance,regardless of the particular funding source,the amount of the grant award,or the number of employees in the workforce,are subject to the prohibitions against unlawful discrimination.Accordingly,OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups.In addition,based on regulatory criteria,OCR selects a number of recipients each year for compliance reviews,audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards. Complying with the Safe Streets Act or Program Requirements In addition to these general prohibitions,an organization which is a recipient of financial assistance subject to the nondiscrimination provisions of the Omnibus Crime Control and Safe Streets Act(Safe Streets Act)of 1968,42 U.S.C.§3789d(c),or other Federal grant program requirements,must meet two additional requirements:(!)complying with Federal regulations pertaining to the development of an Equal Employment Opportunity Plan(EEOP),28 C.F.R.§42.301-.308,and(2)submitting to OCR Findings of Discrimination(see 28 • C.F.R.§§42.205(5)or 31.202(5)). 1) Meeting the EEOP Requirement In accordance with Federal regulations,Assurance No.6 in the Standard Assurances,COPS Assurance No.8.B,or certain Federal grant program requirements,your organization must comply with the following EEOP reporting requirements: If your organization has received an award for$500,000 or more and has 50 or more employees(counting both full-and part-time employees but excluding political appointees),then it has to prepare an EEOP and submit it to OCR for review within 60 days from the date of this letter.For assistance imdeveloping an EEOP,please consult OCR's website at http://www.ojp.usdoj.gov/ocr/eeop.htm. You may also request technical assistance from an EEOP specialist at OCR by dialing(202)616-3208. If your organization received an award between$25,000 and$500,000 and has 50 or more employees,your organization still has to prepare an EEOP,but it does not have to submit the EEOP to OCR for review.Instead,your organization has to maintain the ESOP on file and make it available for review on request.In addition,your organization has to complete Section B of the Certification Form and return it to OCR.The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm. • • If your organization received an award for less than$25,000;or if your organization has less than 50 employees,regardless of the amount of the award;or if your organization is a medical institution,educational institution,nonprofit organization or Indian tribe,then your organization is exempt from the EEOP requirement.However,your organization must complete Section A of the Certification Form and return it to OCR.The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm. 2) Submitting Findings of Discrimination In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your organization after a due process hearing,on the ground of race,color;religion,national origin,or sex,your organization must submit a copy of the finding to OCR for review. Ensuring the Compliance of Subrecipients If your organization makes subawards to other agencies,you are responsible for assuring that subrecipients also comply with all of the applicable Federal civil rights laws,including the requirements pertaining to developing and submitting an EEOP,reporting Findings of Discrimination,and providing language services to LEP persons.State agencies that make subawards must have in place standard grant assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients. • If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding,please call OCR at(202)307- 0690 or visit our website at http://www.ojp.usdoj.gov/ocr/. Sincerely, m,7 a. .--- Michael L.Alston Director cc: Grant Manager Financial Analyst I ;;,;;;<<._ Department of Justice ,r:4 of '`l, Office of Justice Programs PAGE 1 OF 5 '{ r .c} Bureau of Justice Assistance Grant 1.RECIPIENT NAME AND ADDRESS(Including Zip Code) 4.AWARD NUMBER: 2010-DJ-BX-1568 City of Aurora 44 E.Downer Place 5.PROJECT PERIOD:FROM 10/012009 TO 09/30/2013 Aurora,IL 60507 BUDGET PERIOD:FROM 10/01/2009 TO 09/30/2013 6.AWARD DATE 08/182010 7.ACTION 1A.GRANTEE IRS/VENDOR NO. 8.SUPPLEMENT NUMBER Initial 366005779 00 9.PREVIOUS AWARD AMOUNT $0 3.PROJECT TITLE 10.AMOUNT OF THIS AWARD $140,031 Law Enforcement Projects 11.TOTAL AWARD $140,031 12.SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13.STATUTORY AUTHORITY FOR GRANT This project is supported under FY10(BJA-JAG)42 USC 3750,et seq. • 15.METHOD OF PAYMENT • GPRS • AGENCY APPROVAL GRANTEE ACCEPTANCE 16.TYPED NAME AND TITLE OF APPROVING OFFICIAL 18.TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL James H.Burch II Thomas Weisner Mayor Acting Director 17.SIGNATURE OF APPROVING OFFICIAL 19.SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL i9k DATE :)--..—.IA---ty-..--4...= AGENCY USE ONLY 20.ACCOUNTING CLASSIFICATION CODES 21. JDJUGT1471 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT X B DJ 80 00 00 140031 OJP FORM 40002(REV.5.87)PREVIOUS EDITIONS ARE OBSOLETE. OJP FORM 4000/2(REV.4-88) • Department of Justice Office of Justice Programs AWARD CONTENUATION ""r;• 14 Bureau of Justice Assistance SHEET PAGE 2 OF 5 .'F4 it , Grant PROJECT NUMBER 2010-DJ-BX-1568 AWARD DATE 08/18!2010 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 acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan(if recipient is required to submit one pursuant to 28 C.F.R.Section 42.302),that is approved by the Office for Civil Rights,is a violation of its Certified Assurances and may result in suspension or termination of funding,until such time as the { recipient is in compliance. 3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133,Audits of States, Local Governments,and Non-Profit Organizations,and further understands and agrees that funds may be withheld,or other related requirements may be imposed,if outstanding audit issues(if any)from OMB Circular A-133 audits(and any other audits of OW grant funds)are not satisfactorily and promptly addressed,as further described in the current edition of the OW Financial Guide,Chapter 19. 4. Recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of the enactment,repeal,modification or adoption of anylaw,regulation or policy, at anylevel of government,without the P�> P� � express prior written approval of OJP. 5. The recipient must promptly refer to the DOJ OIG any credible evidence that a principal,employee,agent,contractor, • subgrantee,subcontractor,or other person has either 1)submitted a false claim for grant funds under the False Claims • Act;or 2)committed a criminal or civil violation of laws pertaining to fraud,conflict of interest,bribery,gratuity,or similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud,waste, • abuse,or misconduct should be reported to the OIG by- mail: Office of the Inspector General U.S.Department of Justice • Investigations Division 950 Pennsylvania Avenue,N.W. • Room 4706 Washington,DC 20530 e-mail:oig.hotline@usdoj.gov hotline:(contact information in English and Spanish):(800)869-4499 or hotline fax:(202)616-9881 Additional information is available from the DOJ OIG website at www.usdoj.gov/oig. 6. Recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of any contract or subaward to either the Association of Community Organizations for Reform Now(ACORN)or its subsidiaries,without the express prior written approval of OJP. 7. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the agency determines that the recipient is a high-risk grantee.Cf.28 C.F.R.parts 66,70. OJP FORM 4000/2(REV.4-88) i' Department of Justice ".;' Office of Justice Programs AWARD CONTINUATION ,Ot Bureau of Justice Assistance SHEET PAGE 3 OF 5 • Grant PROJECT NUMBER 2010-DJ-BX-]568 AWARD DATE 08/18/2010 SPECIAL CONDITIONS 8. To support public safety and justice information sharing,OJP requires the grantee to use the National Information Exchange Model(NIEM)specifications and guidelines for this particular grant. Grantee shall publish and make • available without itatiiction all schemes generated as a result of this grant to the component registry as specified in the guidelines. For more information on compliance with this special condition,visit http://www.niem.gov/implementationguide.php. 9. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information sharing systems which involve interstate connectivity between jurisdiction,such systems shall employ,to the extent possible,existing networks as the communication backbone to achieve interstate connectivity,unless the grantee can demonstrate to the satisfaction of BJA that this requirement would not be cost effective or would impair the functionality of an existing or proposed IT system. 10. The grantee agrees to comply with the applicable requirements of 28 C.F.R.Part 38,the Department of Justice regulation governing"Equal Treatment for Faith Based Organizations"(the"Equal Treatment Regulation").The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to fund any inherently religious activities,such as worship,religious instruction,or proselytization.Recipients of direct grants may still engage in inherently religious activities,but such activities must be separate in time or place from the Department of Justice funded program,and participation in such activities by individuals receiving services from the grantee or a sub-grantee must be voluntary.The Equal Treatment Regulation also makes clear that organizations participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. Notwithstanding any other special condition of this award,faith- • based organizations may,in some circumstances,consider religion as a basis for employment. See • http://www.ojp.gov/about/ocr/equal_fbo.htm. • 11. The recipient acknowledges that all programs funded through subawards,whether at the state or local levels,must conform to the grant program requirements as stated in BJA program guidance. • • •• 12. The recipient agrees that any information technology system funded or supported by OJP funds will comply with 28 • C.F.R.Part 23,Criminal Intelligence Systems Operating Policies,if OJP determines this regulation to be applicable. Should OJP determine 28 C.F.R.Part 23 to be applicable,OW may,at its discretion,perform audits of the system,as • per the regulation. Should any violation of 28 C.F.R.Part 23 occur,the recipient may be fined as per 42 U.S.C. 3789g(c)-(d). Recipient may not satisfy such a fine with federal funds. 13. The recipient agrees to ensure that the State Information Technology Point of Contact receives written notification regarding any information technology project funded by this grant during the obligation and expenditure period.This is to facilitate communication among local and state governmental entities regarding various information technology projects being conducted with these grant funds.In addition,the recipient agrees to maintain an administrative file documenting the meeting of this requirement.For a list of State Information Technology Points of Contact,go to http://www.itojp.gov/default.aspx?area=policyAndPractice&page=1046. 14. Grantee agrees to comply with the requirements of 28 C.F.R.Part 46 and all Office of Justice Programs policies and procedures regarding the protection of human research subjects,including obtainment of Institutional Review Board approval,if appropriate,and subject informed consent. 15. Grantee agrees to comply with all confidentiality requirements of 42 U.S.C.section 3789g and 28 C.F.R.Part 22 that are applicable to collection,use,and revelation of data or information.Grantee further agrees,as a condition of grant approval,to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R.Part 22 and,in particular, section 22.23. OJP FORM 4000/2(REV.4-88) Department of Justice Office of Justice Programs AWARD CONTINUATION =4 Bureau of Justice Assistance SHEET PAGE 4 OF 5 Grant PROJECTMJMBER 2010-DJ-BX-1568 AWARD DATE 08/18/2010 SPECIAL CONDITIONS 16. The grantee agrees to assist BJA in complying with the National Environmental Policy Act(NEPA),the National Historic Preservation Act,and other related federal environmental impact analyses requirements in the use of these grant funds,either directly by the grantee or by a subgrantee. Accordingly,the grantee agrees to first determine if any of the following activities will be funded by the grant,prior to obligating funds for any of these purposes. If it is determined that any of the following activities will be funded by the grant,the grantee agrees to contact BJA. The grantee understands that this special condition applies to its following new activities whether or not they are being specifically funded with these grant funds. That is,as long as the activity is being conducted by the grantee,a subgrantee,or any third party and the activity needs to be undertaken in order to use these grant funds,this special condition must first be met. The activities covered by this special condition are: a. New construction; b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area,including properties located within a 100-year flood plain,a wetland,or habitat for endangered species,or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic prior use or(b)significantly change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as an incidental component of a funded activity and(b)traditionally used,for example,in office,household,recreational,or education environments;and e. Implementation of a program relating to clandestine methamphetamine laboratory operations,including the identification,seizure,or closure of clandestine methamphetamine laboratories. The grantee understands and agrees that complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement,as directed by BJA. The grantee further understands and agrees to the requirements for implementation of a Mitigation Plan,as detailed at http://www.ojp.usdoj.gov/BJA/resource/nepa.html,for programs relating to methamphetamine laboratory operations. Application of This Special Condition to Grantee's Existing Programs or Activities:For any of the grantee's or its subgrantees'existing programs or activities that will be funded by these grant funds,the grantee,upon specific request from BJA,agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 17. The recipient is required to establish a trust fund account.(The trust fund may or may not be an interest-bearing account.)The fund,including any interest,may not be used to pay debts or expenses incurred by other activities beyond the scope of the Edward Byrne Memorial Justice Assistance Grant Program(JAG).The recipient also agrees to obligate and expend the grant funds in the trust fund(including any interest earned)during the period of the grant.Grant funds (including any interest earned)not expended by the end of the grant period must be returned to the Bureau of Justice Assistance no later than 90 days after the end of the grant period,along with the final submission of the Federal Financial Report(SF-425). 18. The recipient agrees that funds received under this award will not be used to supplant State or local funds,but will be used to increase the amounts of such funds that would,in the absence of Federal funds,be made available for law enforcement activities. OW FORM 4000/2(REV.4-88) { I '`;, Department of Justice :'``- -`*:3 Office of Justice Programs AWARD CONTINUATION '� � ` --. =.5 Bureau of Justice Assistance SHEET PAGE 5 OF 5 r '" _."'� Grant PROJECT NUMBER 2010-DJ-BX-1568 AWARD DATE 08/18/2010 SPECIAL CONDITIONS 19. Award recipients must submit quarterly a Federal Financial Report(SF-425)and annual performance reports through GMS(https//grants.ojp.usdoj.gov). Consistent with the Department's responsibilities under the Government Performance and Results Act(GPRA),P.L. 103-62,.applicants who receive funding under this solicitation must provide data that measure the results of their work. Therefore,quarterly performance metrics reports must be submitted through BJA's Performance Measurement Tool(PMT)website(www.bjaperformancetools.org). For more detailed • information on reporting and other JAG requirements,refer to the JAG reporting requirements webpage. Failure to submit required JAG reports by established deadlines may result in the freezing of grant funds and future High Risk designation. • 20. Award recipients must verify Point of Contact(POC),Financial Point of Contact(FPOC),and Authorized Representative contact information in GMS,including telephone number and e-mail address. If any information is incorrect or has changed,a Grant Adjustment Notice(GAN)must be submitted via the Grants Management System (GMS)to document changes. 21. The grantee agrees that within 120 days of award acceptance,each member of a law enforcement task force funded with these funds who is a task force commander,agency executive,task force officer,or other task force member of . equivalent rank,will complete required online(intemet-based)task force training.The training is provided free of charge online through BJA's Center for Task Force Integrity and Leadership(www.ctfli.org). All current and new task force members are required to complete this training once during the life of the award,or once every four years if multiple awards include this requirement.This training addresses task force effectiveness as well as other key issues including privacy and civil liberties/rights,task force performance measurement,personnel selection,and task force oversight and accountability.Additional information is available regarding this required training and access methods via BJA's web site and the Center for Task Force Integrity and Leadership(www.ctfli.org). 22. Recipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has received and approved the signed Memorandum of Understanding(MOU)between the disparate jurisdictions and has • issued a Grant Adjustment Notice(GAN)releasing this special condition. . 23. Recipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has received documentation demonstrating that the state or local governing body review and/or community notification requirements have been met and has issued a Grant Adjustment Notice(GAN)releasing this special condition. • • OJP FORM 4000/2(REV.4-88) Department of Justice • Office of Justice Programs Bureau of Justice Assistance _ J Washington,D.C. 20531 Memorandum To: Official Grant File From: Orbin Terry,NEPA Coordinator Subject: Incorporates NEPA Compliance in Further Developmental Stages for City of Aurora The Edward Byrne Memorial Justice Assistance Grant Program(JAG)allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system,some of which could have environmental impacts. All recipients of JAG finding must assist BJA in complying with NEPA and other related federal environmental impact analyses requirements in the use of grant funds,whether the funds are used directly by the grantee or by a subgrantee or third party. Accordingly,prior to obligating funds for any of the specified activities,the grantee must first determine if any of the specified activities will be funded by the grant. • The specified activities requiring environmental analysis are: a.New construction; • b.Any renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100-year flood plain,a wetland,or habitat for endangered species,or a property listed on or eligible for listing on the National Register of Historic Places; • c. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic prior use or(b)significantly change its size; • d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as an incidental component of a funded activity and(b)traditionally used,for example,in office,household, recreational,or education environments;and e.Implementation of a program relating to clandestine methamphetamine laboratory operations,including the identification,seizure,or closure of clandestine methamphetamine laboratories. Complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental • Impact Statement,as directed by BJA. Further,for programs relating to methamphetamine laboratory operations, the preparation of a detailed Mitigation Plan will be required. For more information about Mitigation Plan requirements,please see http://www.ojp.usdoj.govBJA/resource/nepa.html. Please be sure to carefully review the grant conditions on your award document,as it may contain more specific information about environmental compliance. Department of Justice GRANT MANAGER'S MEMORANDUM,PT.I: I "c_. y'?1 Office of Justice Programs PROJECT SUMMARY •=' , Bureau of Justice Assistance • 'F Grant PROJECT NUMBER PAGE I OF 1 2010-DJ-BX-1568 This project is supported under FY 10(BJA-JAG)42 USC 3750,et seq. • I.STAFF CONTACT(Name&telephone number) 2.PROJECT DIRECTOR(Name,address&telephone number) Kern Vitalo Logan Michael Abbs (202)353-9074 Lieutenant 44 E.Downer Place Aurora,IL 60507 (630)256-5713 — 3a.TITLE OF THE PROGRAM 3b.POMS CODE(SEE INSTRUCTIONS ON REVERSE) FY 2010 Justice Assistance Grant Program 4.TITLE OF PROJECT Law Enforcement Projects 5.NAME&ADDRESS OF GRANTEE 6.NAME&ADRESS OF SUBGRANTEE • City of Aurora 44 E.Downer Place Aurora,IL 60507 7.PROGRAM PERIOD 8.BUDGET PERIOD FROM: 10/01/2009 TO: 09/30/2013 FROM: 10/01/2009 TO: 09/30/20I3 9.AMOUNT OF AWARD 10.DATE OF AWARD $140,031 08/18/2010 l 1.SECOND YEAR'S BUDGET 12.SECOND YEAR'S BUDGET AMOUNT 13.THIRD YEAR'S BUDGET PERIOD 14.THIRD YEAR'S BUDGET AMOUNT 15.SUMMARY DESCRIPTION OF PROJECT(See instruction on reverse) The Edward Byrne Memorial Justice Assistance Grant Program(JAG)allows states and units of local government,including tribes,to support a broad range of activities to prevent and control crime based on their own state and local needs and conditions.Grant funds can be used for state and local initiatives,technical assistance,training,personnel,equipment,supplies,contractual support,and information systems for criminal justice,including for any one or more of the following purpose areas:1)law enforcement programs;2)prosecution and court programs;3)prevention and education programs;4)corrections and community corrections programs;5)drug treatment and enforcement programs;6)planning,evaluation,and technology improvement programs;and 7)crime victim and winless programs(other than compensation). The disparate jurisdictions consisting of Kane County and the cities of Aurora and Elgin will share this JAG award in the amount of$140,031 and use funds for law enforcement purposes.The city of Aurora,serving as the fiscal agent,will use its share of funds for two police vehicles that are required for parol.The city of Elgin OJP FORM 4000/2(REV.4-88) • • will purchase laptop computers,software,and an evidence collection device for the police department and support a data conversion project for gang intelligence information.Kane County will purchase patrol vehicles for the sheriffs office. • NCA/NCF • • • J !. . • <EPORTTOMAYOR & MEMBERS OFCITY COUNCIL E LG I N THE CITY IN THE SUBURBS MEETING DATE: October 13, 2010 INITIATIVE E : Acceptance of the Edward Byrne Memorial Justice Assistance Grant for Purchases Related to the Records Management System Project COMMUNITY GOAL • A Safe Community: To create a safe community for all OBJECTIVE • Undertake initiatives to reduce the city's cost of doing business PURPOSE • Increase police operational efficiencies with improved technology • RECOMMENDATION • Approve agreement with the Department of Justice to accept the grant award to authorize the purchase of software licenses, electronic signature capturing devices, laptops and consultant services for data retrieval from current gang database in the amount of$24,319.40 BACKGROUND The police department is in the early stages of dramatically changing how it collects and stores crime information. The new technology being implemented is referred to as a records management system and the software and services related to the majority of this project are being provided by New World Systems (see attachment B). The New World Systems management system and software project was approved by the council in June of 2010 in the amount of $1,473,335. When the project is complete, officers will be able to write police reports in their cars and electronically send those reports back to the station. The main objective is to provide squad cars with capabilities similar to those they would have in the station in an effort to keep officers present and visible in the neighborhoods they are assigned IIto protect. Other benefits will include, but are not limited to, the following: • • Officers will no longer repeatedly handwrite the same information over and over; • Police personnel will not need to enter the same information into several different computer systems, as information will be stored in one system rather than many; • Sharing of crime and personal information will be available to other law enforcement agencies; • Community relationships will be enhanced through stronger information exchange; and, • Reliance on paper will be greatly reduced. No additional funding for unexpected expenses was incorporated into the original budget request. As with any project of this magnitude, it is anticipated that occasional costs not originally planned will arise. Personnel are actively seeking public/private partnerships or grant funding in an effort to provide coverage for these types of expenditures should they be identified. The project is comprised of five distinct stages, as follows: • Initiation (completed stage) • Planning (current stage) • Construction • Transition • Closing During the current planning stage with New World Systems, minor unexpected expenses were • identified. A grant opportunity has been presented and the department seeks to use this opportunity for the identified needs, as described in the operational analysis. OPERATIONAL ANALYSIS In the department's quest to bridge funding gaps and forge partnerships, it was discovered that the Aurora police department applied for, and subsequently received, a multi-agency grant opportunity that would provide funding to their agency, as well as the Elgin police department and the Kane County sheriff's department. The department was recently notified it has been awarded the funds Aurora sought through the Department of Justice's FY10 Edward Byrne Memorial Justice Assistance Grant Program Local Solicitation (see attachments A and C). The department seeks to use the awarded funds to procure the following items identified as important needs to help ensure successful project completion: • • • Six Microsoft Windows Server 2008 software licenses. It is necessary to purchase the software licenses in order to update from a 2003 platform to the most current platform. This provides the most up-to-date Windows environment available. The Windows environment will be the host for New World Systems' software that is being installed on the servers. New World Systems is a Microsoft partner and the success of their software is highly dependent upon the Microsoft server technologies. • Cost for Velocita Technology to export gang information from its database. Currently, the department uses one database provided by Velocita Technology to store information for approximately 1,200 gang members. The database has hundreds of fields of information that it collects. It is locked by Velocita's proprietary code prohibiting city personnel from extracting data for use in New World Systems' software. Enlisting the services of Velocita Technology to export gang information will prevent staff from being required to re-enter vast amounts of information, a process that would take many months to complete. • Signature capturing devices for evidence (see attachment D). Three electronic signature capturing devices will be purchased for use in the evidence room and at the front information desk. This will allow for officers and citizens to use an electronic signature pad to sign evidence into, or out of, the evidence room where the property is held. This eliminates the need for a printed piece of paper that would ultimately need to be • scanned back into the records management system and stored in a physical cabinet. • Laptops. For personnel actively involved in the construction and management of the new records management system, laptops would be purchased to help with meeting productivity and project management. Personnel will be able to bring the laptops to the many interactive sessions required to build the system. INTERESTED PERSONS CONTACTED City personnel, including police, fire and information technologies, have discussed equipment needs identified in this initiative. The department has also been working closely with the Aurora police department, the designated grant administrator and the Kane County sheriffs department. New World Systems has identified vendors that can economically assist with filling the needs that have been identified relating to the signature capturing devices. Velocita Technology has been consulted as to the cost of extracting the gang data so it can be transferred into New World Systems. • FINANCIAL ANALYSIS • The Department of Justice FY10 Edward Byrne Memorial Justice Assistance Grant is fully funding the $24,319.40 of purchases outlined in this memorandum. The city is not required to contribute matching funds and will receive the grant funding prior to procuring the identified items. Elgin staff members will provide all required grant documentation to the Aurora police department, as they are the designated administrating agency for this grant. For informational purposes, the total multi-agency grant awarded totaled $140,031 and will be allocated to Aurora ($73,702.30), Kane County, ($42,009.30) and Elgin ($24,319.40) BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(5) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-2306-731.19-11 239566 $24,320 $24,320 LEGAL IMPACT None. ALTERNATIVE COURSES OF ACTION • 1. The council may choose not to accept this grant opportunity. 2. The council may choose to accept the grant opportunity and suggest other uses for the awarded amount, though approval for said allocation would not be guaranteed. NEXT STEPS 1. Finalize the grant acceptance with the Aurora police department 2. Acquire and install the software or hardware 3. Assign equipment to the appropriate personnel 4. Seek the services of Velocita Technology for exporting gang data 5. Provide required documentation of funding usage to the Aurora police department 6. Continue to seek additional grant funding to aid with project funding as needed • it • Prepared by: Kristie Hilton, Management Analyst Reviewed by: Jeffrey Swoboda, Chief of Police Reviewed by: Colleen Lavery, Chief Financial Officer Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer Final Review by: Richard G. Kozal, Assistant City Manager/Chief Operating Officer Approved by: Sean R. Stegall, City Mana r ATTACHMENTS A: Award notification documentation from the Department of Justice B: Excerpt and Weblink to New World Systems • C: Excerpt from Weblink with information about the Edward Byrne Memorial Justice Assistance Grant D: Excerpt from Weblink with information about the Electronic signature capturing devices • i • Department of Justice rt., i, Office of Justice Programs _ J Bureau of Justice Assistance {II Office of Justice Programs Washington,D.C. 20531 August 18,2010 The Honorable Thomas Weisner • City of Aurora 44 E.Downer Place Aurora,IL 60507 Dear Mayor Weisner: On behalf of AttorneyGeneral Eric Holder,it ispleasure to informyou that the Office of Justice Programs my has approved .your application for funding under the FY 10 Edward Byrne Memorial Justice Assistance Grant(JAG)Program Local Solicitation in the amount of$140,031 for City of Aurora. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements,including the timely submission of all financial and programmatic reports,resolution of all interim audit findings,and the maintenance of a minimum level of cash-on-hand. Should you not adhere to these requirements,you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award,please contact: - Program Questions,Kerri Vitalo Logan,Program Manager at(202)353-9074;and III - Financial Questions,the Office of the Chief Financial Officer,Customer Service Center(CSC)at (800)458-0786,or you may contact the CSC at ask.ocfo@usdoj.gov. Congratulations,and we look forward to working with you. Sincerely, James H.Burch II Acting Director Enclosures 0 • I•. Department of Justice Office of Justice Programs Office for Civil Rights Washington,D.C. 20531 August 18,2010 The Honorable Thomas Weisner City of Aurora 44 E.Downer Place Aurora,IL 60507 Dear Mayor Weisner: Congratulations on your recent award.In establishing financial assistance programs,Congress linked the receipt of Federal funding to { compliance with Federal civil rights laws.The Office for Civil Rights(OCR),Office of Justice Programs(OW),U.S.Department of Justice is responsible for ensuring that recipients of financial aid from OJP,its component offices and bureaus,the Office on Violence Against Women(OVW),and the Office of Community Oriented Policing Services(COPS)comply with applicable Federal civil rights statutes and regulations.We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice Department funding. Ensuring Access to Federally Assisted Programs As you know,Federal laws prohibit recipients of financial assistance from discriminating on the basis of race,color,national origin, religion,sex,or disability in funded programs or activities,not only in respect to employment practices but also in the delivery of services or benefits.Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or • benefits. Providing Services to Limited English Proficiency(LEP)Individuals • • In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964,42 U.S.C.§2000d,recipients of Federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited English proficiency(LEP).For more information on the civil rights responsibilities that recipients have in providing language services to LEP individuals,please see the website at httpJ/www.lep.gov. Ensuring Equal Treatment for Faith-Based Organizations The Department of Justice has published a regulation specifically pertaining to the funding of faith-based organizations.In general,the regulation,Participation in Justice Department Programs by Religious Organizations;Providing for Equal Treatment of all Justice Department Program Participants,and known as the Equal Treatment Regulation 28 C.F.R.part 38,requires State Administering Agencies to treat these organizations the same as any other applicant or recipient.The regulation prohibits State Administering Agencies from making award or grant administration decisions on the basis of an organization's religious character or affiliation,religious name,or the religious composition of its board of directors. The regulation also prohibits faith-based organizations from using financial assistance from the Department of Justice to fund inherently religious activities.While faith-based organizations can engage in non-funded inherently religious activities,they must be held separately from the Department of Justice funded program,and customers or beneficiaries cannot be compelled to participate in them.The Equal Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion.For more information on the regulation,please see OCR's website at httpi/www.ojp.usdoj.gov/ocr/etfbohtm. State Administering Agencies and faith-based organizations should also note that the Safe Streets Act,as amended;the Victims of Crime Act,as amended;and the Juvenile Justice and Delinquency Prevention Act,as amended,contain prohibitions against discrimination on the basis of religion in employment.Despite these nondiscrimination provisions,the Justice Department has concluded that the Religious Freedom Restoration Act(RFRA)is reasonably construed,on a case-by-case basis,to require that its funding agencies permit faith-based organizations applying for funding under the applicable program statutes both to receive DOJ funds and to continue considering religion when hiring staff,even if the statute that authorizes the funding program generally forbids considering of religion in employment decisions by grantees. Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this • Office. • Enforcing Civil Rights Laws All recipients of Federal financial assistance,regardless of the particular funding source,the amount of the grant award,or the number of employees in the workforce,are subject to the prohibitions against unlawful discrimination.Accordingly,OCR investigates recipients that are the subject of discrimination complaints from both individuals and groups.In addition,based on regulatory criteria,OCR selects a number of recipients each year for compliance reviews,audits that require recipients to submit data showing that they are providing services equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards. Complying with the Safe Streets Act or Program Requirements In addition to these general prohibitions,an organization which is a recipient of financial assistance subject to the nondiscrimination provisions of the Omnibus Crime Control and Safe Streets Act(Safe Streets Act)of 1968,42 U.S.C.§3789d(c),or other Federal grant program requirements,must meet two additional requirements:(1)complying with Federal regulations pertaining to the development of an Equal Employment Opportunity Plan(EEOP),28 C.F.R.§42.301-.308,and(2)submitting to OCR Findings of Discrimination(see 28 C.F.R§§42.205(5)or 31.202(5)). 1) Meeting the EEOP Requirement In accordance with Federal regulations,Assurance No.6 in the Standard Assurances,COPS Assurance No.8.B,or certain Federal grant program requirements,your organization must comply with the following EEOP reporting requirements: If your organization has received an award for$500,000 or more and has 50 or more employees(counting both full-and part-time employees but excluding political appointees),then it has to prepare an EEOP and submit it to OCR for review within 60 days from the date of this letter.For assistance in developing an EEOP,please consult OCR's website at http://www.ojp.usdoj.gov/ocr/eeop.htm. You may also request technical assistance from an EEOP specialist at OCR by dialing(202)616-3208. If your organization received an award between$25,000 and$500,000 and has 50 or more employees,your organization still has to prepare an EEOP,but it does not have to submit the EEOP to OCR for review.Instead,your organization has to maintain the EEOP on file and make it available for review on request.In addition,your organization has to complete Section B of the Certification Form and return it to OCR The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm. • If your organization received an award for less than$25,000;or if your organization has less than 50 employees,regardless of the amount of the award;or if your organization is a medical institution,educational institution,nonprofit organization or Indian tribe,then your organization is exempt from the EEOP requirement.However,your organization must complete Section A of the Certification Form and return it to OCR.The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm. 2) Submitting Findings of Discrimination In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your organization after a due process hearing,on the ground of race,color,religion,national origin,or sex,your organization must submit a copy of the finding to OCR for review. Ensuring the Compliance of Subreciptents If your organization makes subawards to other agencies,you are responsible for assuring that subrecipients also comply with all of the applicable Federal civil rights laws,including the requirements pertaining to developing and submitting an EEOP,reporting Findings of Discrimination,and providing language services to LEP persons.State agencies that make subawards must have in place standard grant assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients. If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding,please call OCR at(202)307- 0690 or visit our website at http://www.ojp.usdoj.gov/ocr/. Sincerely, Michael L.Alston Director cc: Grant Manager • Financial Analyst • • Department of Justice Office of Justice Programs '`- i Grant Bureau of Justice Assistance PAGE 1 OF 5 1.RECIPIENT NAME AND ADDRESS(Including Zip Code) 4.AWARD NUMBER: 2010-DJ-BX-1568 City of Aurora 44 E Downer Place 5.PROJECT PERIOD:FROM 10/01/2009 TO 09/30/2013 Aurora,IL 60507 BUD(rb1 PERIOD:FROM 10/012009 TO 09/30/2013 6.AWARD DATE 08/18/2010 7.ACTION 1 A.GRANTEE IRS/VENDOR NO. 8.SUPPLEMENT NUMBER Initial 366005779 00 9.PREVIOUS AWARD AMOUNT S 0 3.PROJECT TITLE 10.AMOUNT OF THIS AWARD S 140,031 Law Enforcement Projects 11.TOTAL AWARD S 140,031 12.SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13.STATUTORY AUTHORITY FOR GRANT This project is supported under FY10(BM-JAG)42 USC 3750,et seq. iio 15.METHOD OF PAYMENT GPRS AGENCY APPROVAL I GRANTEE ACCEPTANCE 16.TYPED NAME AND TITLE OF APPROVING OFFICIAL 18.TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL James FL Burch II Thomas Weisner Acting Director Mayor 17.SIGNATURE OF APPROVING OFFICIAL 19.SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL 19A.DATE AGENCY USE ONLY 20.ACCOUNTING CLASSIFICATION CODES 21. JDJUGT1471 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT X B DJ 80 00 00 140031 OJP FORM 4000/2(REV.5-87)PREVIOUS EDITIONS ARE OBSOLETE. 0JP FORM 4000/2(REV.4-88) 4111 Department of 410 Office of JusticeJustice Programs AWARD CONTINUATION - ` •` Bureau of Justice Assistance SHEET PAGE 2 OF 5 Grant PROJECT NUMBER 2010-DJ-BX-1568 AWARD DATE 08/18/2010 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(OW)Financial Guide. 2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan(if recipient is required to submit one pursuant to 28 C.F.R.Section 42.302),that is approved by the Office for Civil Rights,is a violation of its Certified Assurances and may result in suspension or termination of funding,until such time as the recipient is in compliance. 3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133,Audits of States, Local Governments,and Non-Profit Organizations,and further understands and agrees that funds may be withheld,or other related requirements may be imposed,if outstanding audit issues(if any)from OMB Circular A-133 audits(and any other audits of OJP grant funds)are not satisfactorily and promptly addressed,as further described in the current edition of the OW Financial Guide,Chapter 19. 4. Recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of the enactment,repeal,modification or adoption of any law,regulation or policy, at any level of government,without the express prior written approval of OJP. 5. The recipient must promptly refer to the DOJ 010 any credible evidence that a principal,employee,agent,contractor, • subgrantee,subcontractor,or other person has either 1)submitted a false claim for grant funds under the False Claims • Act;or 2)committed a criminal or civil violation of laws pertaining to fraud,conflict of interest,bribery,gratuity,or similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud,waste, abuse,or misconduct should be reported to the 0I0 by- mail: Office of the Inspector General U.S.Department of Justice Investigations Division 950 Pennsylvania Avenue,N.W. Room 4706 Washington,DC 20530 e-mail:oig.hotline@usdoj.gov hotline:(contact information in English and Spanish):(800)869-4499 or hotline fax:(202)616-9881 Additional information is available from the DOJ OIG website at www.usdoj.gov/oig. 6. Recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of any contract or subaward to either the Association of Community Organizations for Reform Now(ACORN)or its subsidiaries,without the express prior written approval of OJP. 7. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance period if the agency determines that the recipient is a high-risk grantee.Cf.28 C.F.R.parts 66,70. OJP FORM 400012(REV.4-88) • 1 • i • Department of Justice I Office of Justice Programs AWARD CONTINUATION '•`" Bureau of Justice Assistance SHEET PAGE 3 OF s ' Grant PROJECT NUMBER 2010-DJ-BX-1568 AWARD DATE 08/1812010 SPECIAL CONDITIONS 8. To support public safety and justice information sharing,OJP requires the grantee to use the National Information Exchange Model(NEEM)specifications and guidelines for this particular grant. Grantee shall publish and make available without restriction all schemas generated as a result of this grant to the component registry as specified in the guidelines. For more information on compliance with this special condition,visit httpi/www.niem.gov/implementationguide.php. 9. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information sharing systems which involve interstate connectivity between jurisdiction,such systems shall employ,to the extent possible,existing networks as the communication backbone to achieve interstate connectivity,unless the grantee can demonstrate to the satisfaction of BJA that this requirement would not be cost effective or would impair the functionality of an existing or proposed IT system. 10. The grantee agrees to comply with the applicable requirements of 28 C.F.R.Part 38,the Department oCJustice regulation governing"Equal Treatment for Faith Based Organisations"(the"Equal Treatment Regulation").The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to fund any inherently religious activities,such as worship,religious instruction,or proselytization.Recipients of direct grants may still engage in inherently religious activities,but such activities must be separate in time or place from the Department of Justice funded program,and participation in such activities by individuals receiving services from the grantee or a sub-grantee must be voluntary.The Equal Treatment Regulation also makes clear that organizations participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision • of services on the basis of a beneficiary's religion. Notwithstanding any other special condition of this award,faith- based organizations may,in some circumstances,consider religion as a basis for employment See httpi/www.ojp.gov/aboutlocr/equal_fbo.htm. 11. The recipient acknowledges that all programs funded through subawards,whether at the state or local levels,must conform to the grant program requirements as stated in BJA program guidance. 12. The recipient agrees that any information technology system funded or supported by OJP funds will comply with 28 C.F.R.Part 23,Criminal Intelligence Systems Operating Policies,if OW determines this regulation to be applicable. Should OJP determine 28 C.F.R.Part 23 to be applicable,OW may,at its discretion,perform audits of the system,as per the regulation. Should any violation of 28 C.F.R.Part 23 occur,the recipient may be fined as per 42 U.S.C. • 3789g(c)-(d). Recipient may not satisfy such a fine with federal funds. 13. 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 1 projects being conducted with these grant funds.In addition,the recipient agrees to maintain an administrative file documenting the meeting of this requirement.For a list of State Information Technology Points of Contact,go to httpi/www.itojp.gov/default.aspx?area—policyAndPractice&page=1046. 14. Grantee agrees to comply with the requirements of 28 C.F.R.Part 46 and all Office of Justice Programs policies and procedures regarding the protection of human research subjects,including obtainment of Institutional Review Board approval,if appropriate,and subject informed consent. 15. Grantee agrees to comply with all confidentiality requirements of 42 U.S.C.section 3789g and 28 C.F.R.Part 22 that are applicable to collection,use,and revelation of data or information.Grantee further agrees,as a condition of grant approval,to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R.Part 22 and,in particular, section 22.23. 0 OJP FORM 4000/2(REV.4.88) • . I Department of Justice • ' Office of Justice Programs AWARD CONTINUATION '" �_- Bureau of Justice Assistance SHEET PAGE 4 OF 5 '`„,0 Grant l PROJECTNUMBER 2010-DJ-BX-1568 AWARD DATE 08/18/2010 SPECIAL CONDITIONS 16. The grantee agrees to assist BJA in complying with the National Environmental Policy Act(NEPA),the National Historic Preservation Act,and other related federal environmental impact analyses requirements in the use of these grant funds,either directly by the grantee or by a subgrantee. Accordingly,the grantee agrees to first determine if any of the following activities will be funded by the grant,prior to obligating funds for any of these purposes. If it is determined that any of the following activities will be funded by the grant,the grantee agrees to contact BJA. The grantee understands that this special condition applies to its following new activities whether or not they are being specifically funded with these grant funds. That is,as long as the activity is being conducted by the grantee,a subgrantee,or any third party and the activity needs to be undertaken in order to use these grant funds,this special condition must first be met. The activities covered by this special condition are: a. New construction; b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area,including properties located within a 100-year flood plain,a wetland,or habitat for endangered species,or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic prior use or(b)significantly change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as an incidental component of a funded activity and(b)traditionally used,for example,in office,household,recreational,or education environments;and e. Implementation of a program relating to clandestine methamphetamine laboratory operations,including the • identification,seizure,or closure of clandestine methamphetamine laboratories. The grantee understands and agrees that complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement,as directed by BJA. The grantee further understands and agrees to the requirements for implementation of a Mitigation Plan,as detailed at http://www.ojp.usdoj.govBJA/resource/nepa.html,for programs relating to methamphetamine laboratory operations. Application of This Special Condition to Grantee's Existing Programs or Activities:For any of the grantee's or its subgrantees'existing programs or activities that will be funded by these grant funds,the grantee,upon specific request from BJA,agrees to cooperate with BJA in any preparation by BJA of a national or program environmental assessment of that funded program or activity. 17. The recipient is required to establish a trust fund account.(The trust fiord may or may not be an interest-bearing account.)The fund,including any interest,may not be used to pay debts or expenses incurred by other activities beyond the scope of the Edward Byrne Memorial Justice Assistance Grant Program(JAG).The recipient also agrees to obligate and expend the grant funds in the trust fund(including any interest earned)during the period of the grant.Grant funds (including any interest earned)not expended by the end of the grant period must be returned to the Bureau of Justice Assistance no later than 90 days after the end of the grant period,along with the final submission of the Federal Financial Report(SF-425). 18. The recipient agrees that funds received under this award will not be used to supplant State or local funds,but will be used to increase the amounts of such funds that would,in the absence of Federal funds,be made available for law enforcement activities. OJP FORM 4000/2(REV.4-88) III { • —"--;'..'1 Department of Justice Office of Justice Programs AWARD CONTINUATION '-•y"' Bureau of Justice Assistance SHEET PAGE 5 OF 5 Grant _. .J PROJECT NUMBER 2010-DJ-BX-1568 AWARD DATE 08/18/2010 SPECIAL CONDITIONS 19. Award recipients must submit quarterly a Federal Financial Report(SF-425)and annual performance reports through GMS(httpsi/grants.ojp.usdoj.gov). Consistent with the Department's responsibilities under the Government Performance and Results Act(GPRA),P.L. 103-62,applicants who receive funding under this solicitation must provide data that measure the results of their work. Therefore,quarterly performance metrics reports must be submitted through BJA's Performance Measurement Tool(PMT)website(www.bjaperformancetools.org). For more detailed information on reporting and other JAG requirements,refer to the JAG reporting requirements webpage. Failure to submit required JAG reports by established deadlines may result in the freezing of grant funds and future High Risk designation. 20. Award recipients must verify Point of Contact(POC),Financial Point of Contact(FPOC),and Authorized Representative contact information in GMS,including telephone number and e-mail address. If any information is incorrect or has changed,a Grant Adjustment Notice(GAN)must be submitted via the Grants Management System (GMS)to document changes. 21. The grantee agrees that within 120 days of award acceptance,each member of a law enforcement task force funded with these funds who is a task force commander,agency executive,task force officer,or other task force member of equivalent rank,will complete required online(intemet-based)task force training.The training is provided free of charge online through BJA's Center for Task Force Integrity and Leadership(www.ctfli.org). All current and new task force members are required to complete this training once during the life of the award,or once every four years if multiple awards include this requirement.This training addresses task force effectiveness as well as other key issues • including privacy and civil liberties/rights,task force performance measurement,personnel selection,and task force oversight and accountability.Additional information is available regarding this required training and access methods via BJA's web site and the Center for Task Force Integrity and Leadership(www.ctfli.org). 22. Recipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has received and approved the signed Memorandum of Understanding(MOU)between the disparate jurisdictions and has issued a Grant Adjustment Notice(GAN)releasing this special condition. 23. Recipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has received documentation demonstrating that the state or local governing body review and/or community notification requirements have been met and has issued a Grant Adjustment Notice(GAN)releasing this special condition. 1 0 OJP FORM 4000/2(REV.4-88) • Department of Justice Office of Justice Programs - Bureau of Justice Assistance Washington.D.C. 20531 Memorandum To: Official Grant File From: Orbin Terry,NEPA Coordinator Subject: Incorporates NEPA Compliance in Further Developmental Stages for City of Aurora The Edward Byrne Memorial Justice Assistance Grant Program(JAG)allows states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system,some of which could have environmental impacts. All recipients of JAG funding must assist BJA in complying with NEPA and other related federal environmental impact analyses requirements in the use of grant funds,whether the funds are used directly by the grantee or by a subgrantee or third party. Accordingly,prior to obligating funds for any of the specified activities,the grantee must first determine if any of the specified activities will be funded by the grant. The specified activities requiring environmental analysis are: a.New construction; • b.Any renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100-year flood plain,a wetland,or habitat for endangered species,or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic prior use or(b)significantly change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as an incidental component of a funded activity and(b)traditionally used,for example,in office,household, recreational,or education environments;and e.Implementation of a program relating to clandestine methamphetamine laboratory operations,including the identification,seizure,or closure of clandestine methamphetamine laboratories. Complying with NEPA may require the preparation of an Environmental Assessment and/or an Environmental Impact Statement,as directed by BJA. Further,for programs relating to methamphetamine laboratory operations, the preparation of a detailed Mitigation Plan will be required. For more information about Mitigation Plan requirements,please see http://www.ojp.usdoj.govBJA/resource/nepa.html. Please be sure to carefully review the grant conditions on your award document,as it may contain more specific information about environmental compliance. 4110 Department of Justice GRANT MANAGER'S MEMORANDUM,PT.I: • Office of Justice Programs ?` r,:l' Bureau of Justice Assistance PROJECT SUMMARY .. ''' Grant PROJECT NUMBER PAGE l OF t 2010-DJ-BX-I568 This project is supported under FY I0(BJA-JAG)42 USC 3750,et seq. .-I 1.STAFF CONTACT(Name&telephone number) 2.PROJECT DIRECTOR(Name,address&telephone number) Kern Vitalo Logan Michael Abbs (202)353-9074 Lieutenant 44 E.Downer Place Aurora,IL 60507 (630)256-5713 3t TITLE OF THE PROGRAM 3b.POMS CODE(SEE INSTRUCTIONS iFY 2010 Justice Assistance Grant Program ON REVERSE) 4.TITLE OF PROJECT Law Enforcement Projects 5.NAME&ADDRESS OF GRANTEE 6.NAME&ADRESS OF SUBORANTEE • City of Aurora 44 E.Downer Place Aurora,IL 60507 7.PROGRAM PERIOD 8.BUDGET PERIOD FROM: 10/01/2009 TO: 09/30/2013 FROM: 10/01/2009 TO: 09/302013 9.AMOUNT OF AWARD 10.DATE OF AWARD S 140,031 08/182010 11.SECOND YEAR'S BUDGET 12.SECOND YEAR'S BUDGET AMOUNT 13.THIRD YEAR'S BUDGET PERIOD I 14.THIRD YEAR'S BUDGET AMOUNT 15.SUMMARY DESCRIPTION OF PROJECT(See instruction on reverse) The Edward Byrne Memorial Justice Assistance Grant Program(JAG)allows states and units of local government,including tribes,to support a broad range of activities to prevent and control crime based on their own state and local needs and conditions.Grant funds can be used for state and load initiatives,technical assistance,training,personnel,equipment,supplies,contractual support,and information systems for criminal justice,including for any one or more of the following purpose areas:1)law enforcement programs;2)prosecution and court programs;3)prevention and education programs;4)corrections and community corrections programs;5)drug treatment and enforcement programs;6)planning,evaluation,and technology improvement programs;and 7)crime victim and witness programs(other than compensation). The disparate jurisdictions consisting of Kane County and the cities of Aurora and Elgin will share this JAG award in the amount of S140,031 and use funds for law enforcement purposes.The city of Aurora,serving as the fiscal agent,will use its share of funds for two police vehicles that are required for patrol The city of Elgin OJP FORM 40002(REV.4-88) • i •will purchase laptop computers,software,and an evidence collection device for the police department and support a data conversion project for gang intelligence information.Kane County will purchase patrol vehicles for the sheriffs office. NCAINCF - i • • 410 Edward Byrne Grant-Attachment B III , , ., .51fr-_,;: ‘ ,, la , _ . „ 4 : t't New World has provided our department with an efficient f: , multi-jurisdictional softwaresysternth©t meets our needs V s' '� ± ' • •4i •today and svel/into the/uture 1-1 ` V �. Ilk Sheriff Timothy sukowski / KenkakeeCountySheriff'sOffice,Mine's it^' i Featured Event Published Customer Successes f ,7 , 2010 Executive Customer Conference Learn how New World Systems is The 2010 Conference was the highest rated r i bringing agencies together through technology, 0 „_, ..,meq . customer event to date!Thank you to everyone helping multi jurisdictional agencies overcome , �; :F that attended and we cannot wait for 2011! challenges,and enhancing interoperability. • Coming Together Over Technology • Achieving Interoperability at aLarge,Agency Upcoming Events Press Releases Colorado APCOLENA 9/27]2010 10/8/2010 New World Systems Solutions Help the Northeast South Dakota Rural Radisson Hotel&Conference Center-Longmont,CO Information Exchange Model(RIEM)Combat Crime and Drugs Michigan Sheriffs' 8/3Q/2010 10/10/2010—10/12/2010 New World Systems selected to help the Sterling Heights Police,Mich. AMWAY GRAND PLAZA HOTEL-DeVOS PLACE-Grand Rapids,MI improve efficiency and citizen service IPSTA 911.Conference 8/16/2010 10/17/2010—10/19/2010 New World Systems solutions will streamline operations and improve Crowne Plaza-Springfield,IL safety for the City of Cocoa, Fla. More Events More Press Releases S Edward Byrne Grant-Attachment C HOME I FEDERAL GRANTS DIRECTORY I ABOUT US Federal Grants Search: •Ads by Google Grants Free Grp State Grants Apply Grant Funding For TOOLS I More BROWSE FEDERAL GRANTS • ...by Name • ...by Subj_ect Area . ...by Applicant Type . ...by Federal Agenc. • _.by.__Assistance Type • Federal Grants Index • Federal Grants Directory FEDERAL GRANTS RESOURCES • Federal Grants Wire Home • Federal Grants Books • • Federal Grants Directory • What are Federal Grants? • How to write a Federal Grant Proposal • National Grants Conferences • How toapply._for_Federal Grants • Tips on applying for Federal Grants • Who is eligible to appy for Federal_Grants? Recovery Act - Edward Byrne Memorial Justice Assistance Grant (jag) Program / Grants To Units Of Local Government (16.804) Free Stimulus Grant Guide Edu.SearchByoegree.com/C Want Uncle Sam Pay For College? Get Your Federal Grants & School Guide! • nes by Google Program 16.804 Recovery Act-Edward Byrne Memorial Justice Assistance Grant(jag)Program/Grants To Units Of Local Government Federal Agency Agency:Department of Justice Authorization The American Recovery and Reinvestment Act of 2009,Public Law 111-5, (the "Recovery Act"); Subpart 1 of Part E of title I of the Omnibus Crime Control and Safe Streets Act of 1968 (42 U.S.C. 3750-3758). Program Number 16.804 Last Known Status Active •bjectives The Recovery Act—JAG programs allow states and local governments to support a broad range of activities to prevent and control crime and to improve the criminal justice system. The Recovery Act—JAG program will solicit applications from eligible States,territories,tribes, and units of local government for state and local initiatives,technical assistance,training,personnel, equipment, supplies, contractual support, and information systems for criminal justice, as well as research and evaluation activities that will improve or enhance law enforcement programs related to criminal justice such as: prosecution and court programs; prevention and education programs; corrections and community corrections programs; drug treatment and enforcement programs;planning, evaluation, and technology improvement programs; and crime victim and witness programs(other than compensation). In addition to fulfilling JAG program-specific purposes, projects funded under the Recovery Act should be designed to further one or more of the general purposes of the Recovery Act, which are to preserve and create jobs and promote economic recovery; to assist those most impacted by the recession;to provide investments needed to increase economic efficiency by spurring technological advances in science and health;to invest in transportation, environmental protection, or other infrastructure that will provide long-term economic benefits; and to stabilize State and local government budgets, in order to minimize and avoid reductions in essential services and counterproductive State and local tax increases. For additional information on Office of Justice Programs' Recovery Act Grant Programs, please visit the OJP website at . Types of Assistance •ormula Grants; Project Grants Uses and Use Restrictions Law enforcement programs related to criminal justice such as:prosecution and court programs; prevention and • education programs; corrections and community corrections programs; drug treatment programs;planning, evaluation,and technology improvement programs;and crime victim and witness programs. Funds may not be used to supplant State and local funds.Additionally,not more than 10 percent of a grant made under this program may be used for costs incurred to administer such grant. JAG funds cannot be used directly or indirectly for security enhancements or equipment for nongovernmental entities not engaged in criminal justice or public safety. JAG funds also cannot be used directly or indirectly to provide for any of the following matters unless the Attorney General certifies that extraordinary and exigent circumstances exist, making them essential to the maintenance of public safety and good order: • Vehicles(excluding police cruisers),vessels (excluding police boats), or aircraft(excluding police helicopters). •Luxury items. •Real estate. • Construction projects(other than penal or correctional institutions). • Any similar matters. To the extent(if any)that this Recovery Act program permits recipients to use funds for construction, renovation,or related projects,the recipient should be aware that special restrictions may be applicable under particular sections of the Recovery Act.For example, see section 1605 of the Recovery Act(Buy American), section 1606(wage rate requirements), section 1602 (preference for quick-start activities), and section 1554 (special contracting rules). Recipients should also be aware of the requirements of the National Environmental Policy Act. Under the Recovery Act, funds may not be used by any State or local government,or any private entity, for any • casino or other gambling establishment, aquarium,zoo, golf course, or swimming pool. Additional government-wide guidance that applies to Recovery Act programs may become available that could affect proposal narratives,time lines, budget requests, certifications and other matters, including appropriate uses of funds and restrictions on uses of funds. Interested applicants are encouraged to regularly check the OJP website for further information and updates. All recipients of any funding under the Recovery Act will be required to follow any and all applicable provisions of government-wide guidance that may be issued pursuant to the Recovery Act, even if that guidance is not reflected in this CFDA posting. Eligibility Requirements Applicant Eligibility Law,Justice and Legal Services. Beneficiary Eligibility Local. Credentials/Documentation Each applicant must submit a completed application that meets the requirements specified in law,the program solicitation,and the program guidance. Costs will be determined in accordance with 2 C.F.R., Part 225 for State • and local governments. This program is excluded from coverage under OMB Circular No. A-87. ' Application and Award Process Preapplication Coordination *reapplication coordination is required. Environmental impact information is not required for this program. This program is eligible for coverage under E.O. 12372, "Intergovernmental Review of Federal Programs." An applicant should consult the office or official designated as the single point of contact in his or her State for more information on the process the State requires to be followed in applying for assistance, if the State has selected the program for review. Application Procedure This program is excluded from coverage under OMB Circular No. A-102. This program is excluded from coverage under OMB Circular No. A-110. Applications are submitted on-line through the Office of Justice Programs' Grant Management System at: https://grants.ojp.usdoj.gov/and must follow the criteria outlined in the solicitation as well as the JAG Program Guidance Manual. Award Procedure An award is granted by the Director of the Bureau of Justice Assistance, and must be accepted by the applicant agency according to the special conditions of the grant. Deadlines Contact the headquarters or regional office, as appropriate, for application deadlines. Range of Approval/Disapproval Time 11111.he Bureau of Justice Assistance will not disapprove any application(or amendment to that application) without affording the applicant reasonable notice of any deficiencies and providing an opportunity for correction and reconsideration. Appeals Hearing and appeal procedures will follow 28 C.F.R., Part 18. Renewals No renewals are available with Recovery Act funding. Assistance Considerations Formula and Matching Requirements This program has no statutory formula. Matching Requirements: The funding for states is allocated based on the number of violent crimes reported by the state from 2005 through 2007 to the FBI's UCR, and the population as provided by the U.S. Census Bureau for 2008. For purposes of Recovery Act Byrne/JAG, by statute, the initial allocation to each state and Puerto Rico xcluding the remaining territories) is divided between the state and the local jurisdictions at a rate of 60 and 0 percent, respectively. For the local jurisdictions,the allocation process begins by determining which of the local jurisdictions are eligible to receive an award. To be eligible, a jurisdiction must provide to the FBI's UCR-a count of the number of violent crimes reported each year for a minimum of three years in the last ten years. By statute,jurisdictions • that have not reported any data for at least three years in the last ten years for which UCR data is available do not receive an award. For each eligible jurisdiction,BJS computes the average number of violent crimes committed for the three most recent years in which they reported data.Next,BJS uses the sum of these averages to determine the jurisdiction's share of the local award they may receive. Finally, BJS examines the initial amount of the award, and jurisdictions that were allocated an initial award that is greater than or equal to $10,000 receive a direct award from BJA for their own use. If the initial allocation is less than $10,000,the statute provides that the allocation is given to the state, rather than to the local jurisdiction. There is no match required at the Federal level. However,matching is an effective strategy for states and local units of government to expand justice funds and build buy-in for local criminal justice initiatives. This program does not have MOE requirements. Length and Time Phasing of Assistance The period of formula grant awards under this program is 4 years. See the following for information on how assistance is awarded/released:No information provided. Post Assistance Requirements Reports Pursuant to the Recovery Act, certain financial and programmatic progress reports(including complete • performance measure data)are required to be submitted by each recipient of funds to OJP within 10 calendar days of the end of each calendar quarter, throughout the life of the grant. Reports should be submitted beginning July 10, 2009.No cash reports are required. Financial and Progress reports are required in accordance with the Office of Justice Programs Financial Guide.No expenditure reports are required. Performance Measures: To fulfill the requirements of the Recovery Act and assist in fulfilling the Department's responsibilities under the Government Performance and Results Act of 1993 (GPRA),Public Law 103-62, applicants who receive funding under this solicitation must provide data that measures the results of their work. Audits In accordance with the provisions of OMB Circular No. A-133 (Revised,June 27, 2003), "Audits of States, Local Governments, and Non-Profit Organizations," nonfederal entities that expend financial assistance of $500,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Nonfederal entities that expend less than $500,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in Circular No. A-133. Payments and transactions are subject to audits by the Government Accountability Office, Department of Justice's Office of the Inspector General, State or local government auditors, and auditors from independent public accounting firms. Jurisdictions must Records In accordance with the requirements set forth in 28 C.F.R. Parts 66 and 70, grantees must maintain all financial reports and other supporting documents pertinent to the award for at least 3 years following the close of the most recent audit. • Program Accomplishments • Fiscal Year 2009: See program web site at http://www.ojp.usdoj.govBJA/index.html or contact the State Administering Agency at http://www.ojp.usdoj.gov/saa/. Fiscal Year 2010:No Current Data Available Fiscal Year 2011:No Current Data Available •inancial Information Account Identification 15-0910-1-1-754-Treasury Symbol: 1509100402. Obligations (Formula Grants)FY 09$748,245,919;FY 10 est$0; FY 11 est not reported. Range and Average of Financial Assistance $10,000 to $29 million. Regulations, Guidelines and Literature Office of Justice Programs Financial Guide,the Bureau of Justice Assistance Justice Assistance Grant Program Guidance Manual, applicable OMB Circulars,and Department of Justice regulations applicable to specific types of grantees,which can be found in title 28 of the Code of Federal Regulations (28 C.F.R.). Additional government-wide guidance pertinent to Recovery Act programs is available on Recovery.gov. lifelated Programs 6.738 Edward Byrne Memorial Justice Assistance Grant Program Information Contacts Regional or Local Office See Regional Agency Offices. Regional or Local Office: Contact the State Administering Agency http://www.ojp.usdoj.gov/saa/. Headquarters Office Darius LoCicero, Office of Justice Programs, Bureau of Justice Assistance,4th Floor, Programs Office, 810 Seventh Street N.W., Washington, District of Columbia 20531 Email: AskBJA@usdojgov Phone: 202-616- 6500 or 1-866-859-2687. Web Site Address http://www.ob.usdoj.gov/recovery/ Examples of Funded Projects Not Applicable. criteria for Selecting Proposals Applications are reviewed to determine compliance with applicable legal and guideline requirements. Additionally,to the extent that a formula grant recipient makes discretionary sub-awards, in addition to its own requirements and those requirements identified in the program solicitation,the recipient should consider including factors related to the purposes of the Recovery Act as a part of the selection process for sub-awardees. • Such factors might include- 1)Project objectives that are linked to meaningful and measurable outcomes consistent with the goals of the Recovery Act,and the likelihood of achieving such outcomes, such as job creation and preservation. 2)Activities that can be started and completed expeditiously, and in a manner that maximizes job creation and economic benefit. 3)Sound financial systems and procedures that can track and report funds separately and in a clear,accurate, and timely manner. Related Recovery Act-Edward Byrne Memorial Justice Assistance Grant(jag)Program/Grants To Units Of Local Government Federal Grants • Recovery Act-_Assistance To Rural Law_Enforcement To Combat Crime And Drugs Competitive Grant Program • Recovery Act-Edward Byrne Memorial Justice Assistance.Grant(jag) Program /Grants To Units Of Local Government • Recovery Act- State Victim Compensation Formula Grant Program • Northern Border Prosecution Initiative Program • Recovery Act- Correctional Facilities On Tribal Lands Other Department of Justice Agencies • • Bureau of Justice Assistance • Bureau of Justice Statistics • Bureau of Prisons • Civil Rights Division • Community Relations Service • Corrections Program Office • Drug Court Program Office • Drug Enforcement Administration • Executive Office for Weed and Seed • Federal Bureau.of Investigation • National Institute of Justice • Office of Community Oriented Policing Services • Office ofJuvenile Justice and Delinquency Prevention • Office of the Police Corps and Law Enforcement Education • Office of Victims of Crime • Violence against Women Office ©2004-2010 Federal Grants Wire, All Rights Reserved I Privacy Policy I Linking • • Edward Byrne Grant—Attachment D Elgectramc 9enature Soft y. eam^.--t lSii-i,gicsoft,inigel E 44'.rt`prowded by it O Elgmf y r"; �S z `.�, _. .�„_M Q-E41.uQg; 0tig .._ -- ---. _._ __ i - - ._._, - ��IitW(lwww tapaaystems.mm/ II�tt-X��C�x • sE .3 ,moi- s-g;9 3A n. n%t:' "r.,_ Nenigsowa` o ' .. 4,....--,--1,-z------..t,.,":,:,,,--:- y•` ' "•' y� Q � e .r .;t. 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