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2002-24728 Reso RESOLUTION NO. 2002-24728 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2001-24488, DATED JUNE 27, 2001, TO REFLECT REVISIONS TO THE EXPENDITURES OF GRANT FUNDS RECEIVED FROM THE UNITED STATES DEPARTMENT OF JUSTICE, LOCAL LAW ENFORCEMENT GRANT PROGRAM. WHEREAS, on June 27, 2001, the Mayor and City Commission accepted a grant from the United States Department of Justice, Local Law Enforcement Block Grant Program, in the amount of $426,147.00, approved by Resolution No. 2001-24488; and, WHEREAS, Resolution No. 2001-24488 specified that the funds would be used for special overtime projects such as gang related enforcement, underage alcohol enforcement, selective traffic enforcement programs at locations that have had a high incidence of traffic accidents and injuries, unexpected major special events, and various crime prevention initiatives; and, WHEREAS, as a result of recent events, the Police Department has reassessed its priorities and requests to amend Resolution No. 2001-24488 to expend the grant funds as follows: 1) $200,000.00 for new law enforcement equipment (less than lethal munitions, a driving simulator, training equipment, specialty vehicles, etc.) and for new computer hardware and software (desktop computers, mobile laptops, printers and other associated peripheral equipment, Microsoft XP, Office Suite and other software programs); and 2) $226,147.00 to fund special overtime projects such as gang related enforcement, underage alcohol enforcement, selective traffic enforcement programs at locations that have had a high incidence of traffic accidents and injuries, unexpected major special events, and various crime prevention initiatives. NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission adopt this Resolution, amending Resolution No. 2001-24488 and grant the requested amendments of the Police Department, to budget and expend the grant funds as shown above. PASSED AND ADOPTED this 30th day of January, APPROVED AS TO ATTEST: FORM & LANGUAGE & FOR EXECUTION ~r p~ ~ H.;-d:>-- CITY CLERK . ity ... T:\AGENDA\2002\JAN0930\CONSENT\locallaw enfor r o.doc CITY OF MIAMI BEACH Grants Management Office Interoffice Memorandum m To: From: Mayra Diaz-Buttacavoli Assistant City Manager Alexand~ ) Grants ~'C/ "LLEBG" FY' 2001 BUDGET Date: January 14, 2002 Subject: As requested, attached you will find additional information concerning the budget allocation for the Local Law Enforcement Block Grant (LLEBG) funds received by the City of Miami Beach for FY' 2001-2002, Backoround: In an effort to streamlined the Grants Management functions associated with "LLEBG" funds, the Department of Justice now provides an array of functions on-line. One of these new and innovated functions provide for greater flexibility when "LLEBG" funds to be re- allocated within parameters established by the Department of Justice. These parameters, know as "Program Purpose Areas" (attached), allow for "LLEBG" recipients to move budget allocations without seeking DOJ approval. Limitations: Governing boards of local jurisdictions have the sole authority in making budget adjustments. In our case, the City of Miami Beach Commission is the governing board; as such, all changes to the original "LLEBG" budget appropriation require approval from the City Commission. Recommendation: Upon additional research and consultation with the DOJ "LLEBG" helpdesk on this matter, I join in support of the Resolution scheduled for action on January 30, 2002. Please feel free to contact me for additional information. c: 2001-2002 LLEBG File M:\GRAN\$ALLlAlelCander\2001-2002 Police\2001-2002 LLEBGBudget Memo.doc B1/14/2BB2 15:49 3B5-673-7854 Local Law nforcement Block Grants Program 5UPPOR~ SERVICES . . U~d G~ anc. Rogllfding lit LLI!!IIG Proer. lLEBG ~D08E I I Local Law Enforcement Block Grants Pr gram Jay Marshall, Acting Director. State and Local Assistance Oi 'sion FY 2001 LLEBG Program: I November 8 ,2001 Update: Project Information and Allocatlo Details The LLEBG system now allows grantees to update their Pr ~ect Information and Allocalion details that were supplied durin the Request for Drawdown (RFD) process. If you have change your original plan and need to update this Information log into Ih LLEBG $Yi\l(em, access your grant, and go to the grant changes ta . At the grant changes lab click either the Change Project lnformati n or Change Allocation and follow the on screen instructions. A you are updating this information, it is important to remember that e ery project has two parts - Project Information and Project Allo lions. Please make sure that bOth parts of every project are upda ed as necessary . July 31, 2001 Update: New Extended LLEBG Deadline The Bureau of Justice Assistance is extending the fIScal ye r 2001 Local Law Enforcement Block Grant Program application d ad line for a second time. The new deadline for submitting your FY 2 01 LLEBG Application Is August 22, 2001 at 5:00 PM (EDT). I July 25, 2001 Update: Extended LLEBG Deadline The Bureau of Justice Assistance is extending the flscal ye r 2001 Local Law Enforcement Block Grant Program application d adline from July 25, 2001 at 5:00 PM ( EDT) until August 2.2001 t 5:00 PM (EDT). PAGE B2 Page 1 of2 ABOUT BJA Please Nole: The peak hours for accessing the FY 2001 LLEBG tem are weekdays from 12:00pm . 4:00pm EDT. You may experience prob ems accessing the LLEBG system during these peak times. If you cannot access e system. please do not send multiple email messages or call the technical h Ip desk multiple times. All telephone calls and emall messages are returned in the rder in which they are received. Multiple messages received from the same juris!1iction significantly hinders our ability to return messages. If you have any questions, please contact the GMS Hotline at 1.888-549-9901, option 4. http://www. p.usdoj.govIBJA/htrnUllebg1.htrn 01/1412002 4 .. .. . \T':I LLEBG Related Links FY2001 Application Information FY2001 Eligibility List Updated Guidance Regarding the LLEBG Program FY 2001 DISPARATE CERTIFICATION PROCESS FY 2000 ELIGIBILITY liST FY 2000 DISPARATE CERTIFICATION PROCESS FY 1999 EliGIBiliTY liST LLEBG Primer LLEBG TI A LLEBG SAA's LLEBG ARCHIVE ~DOBE READER Page 1 of2 WHATSNEW _ABOUTBJA Welcomel You have arrived at the Fiscal Year (FY) 2001 Local Law Enforcement Block Grants (LLEBG) Program on-line Grants Management System (GMS). The FY2001 LLEBG Application Period opened on June 13, 2001, and will now close at 5:00pm EDT on August 22, 2001. Please read the instructions below on how to submit your FY2001 LLEBG Application. Remember, the LLEBG GMS allows you to access all of your LLEBG grants at one centralized location. If you have any questions, call the GMS Hotline at (888) 549-9901, option 4. Important Differences Among the FY 1999. FY 2000 & FY2001 LLEBG Programs How To Apply for the FY 2001 LLEBG Program: Applying for FY 2001 LLEBG funds has never been easier! Carefully read the following instructions and guidance on how to complete and submit your FY 2001 LLEBG application: 1. Confirm your jurisdiction is eligible to apply for FY 2001 funds by locating it on -the FY 2001 Eligibility List, which is listed in the left-hand column. If your jurisdiction is not listed, then you are not eligible to receive FY 2001 funds directly from BJA. You may contact your State Administrative Agency to determine if you are eligible to receive funds from your state. 2. For FY 1999 & FY 2000 Grantees Only: Once you arrive at the LLEBG GMS Home Page, use your existing username and password to log-in to the system. Proceed through the application process by following the on-screen instructions. If you have forgotten your username and/or password, or if that information is not available to you (I.e., you replaced last year's LLEBG GMS user and do not know the existing password), then click on the "Having Login Problems?" button and follow the instructions on the screen. For First-Time Users Only: If your jurisdiction has never applied for an LLEBG grant using the GMS, then you must click on "Create New Account" once you arrive at the LLEBG GMS Home Page. Follow the instructions to create an LLEBG username and password for your jurisdiction. 3. Proceed to the LLEBG GMS and log-in to the system. Please read all of the information on this screen prior to entering the system! Remeber, you cannot begin the FY2001 LLEBG Application until June 13, 2001. All users should bookmark the LLEBG GMS site to allow you to easily return to the log-in screen. The LLEBG GMS allows you to complete all of the steps required to submit your FY 2001 LLEBG Application in one easy-to-follow process. Please Note: Only the Chief Executive Officer (CEO) of your jurisdiction (I.e., Mayor, City Manager, County Commissioner, etc.), or the official Program Contact r.J designated by the CEO, may apply for funding under LLEBG. http://www.ojp.usdoj.gov/BJAlhtml/llwe1come.htm 1/14/2002 .. Page 2 of2 entypublic officials have the ability to bind the jurisdiction legally to the terms of the LLEBG Program. A CEO may not delegate this responsibility to a non-public official or a public official outside his/her jurisdiction. A jurisdiction may use whatever assistance it deems appropriate to gather the information required for the completion of the LLEBG on-line application and payment acceptance processes; however, it may delegate onlv to a public official within the aoolicant iurisdiction the responsibility for actually completing the on-line processes. Any applying jurisdiction violating these requirements will be subject to formal action, including nullification of the FY 2001 LLEBG application as well as eligibility for future LLEBG funding cycles. To help prepare you for the application process, here are some items you will be asked on the FY 2001 LLEBG Application: 1. Your jurisdiction's Public Safety Officers' Health Benefits (PSOHB) Provision compliance status. 2. Your jurisdiction's disparate negotiation agreement to share funds (only applies to jurisdictions certified as disparate by your State Attorney General; click on the FY 2001 Disparate Certification Process link in the left-hand column for additional information regarding the disparate process). 3. Your jurisdiction's Chief Executive Officer information, including email address. 4. Your jurisdiction's designated program contact information, including emall address. Home I Fundina I Evaluation/Plannina I Trainlna and T/A I Publications I Conferences U.S. DeDartment of Justice I Office of Justice Proarams I Ask BJA http://www .ojp. usdoj .gov/BJA/htrnllllwe1come.htrn 1/14/2002 , Locltl Law Enforcement Block Grants Program .(1\ V \1:1 FY2001 Application Information Updated Guldanca Regarding tha LLEBG Program FY 2001 DISPARATE CERTIFICATION PROCESS FY 2000 ELIGIBILITY LIST FY 2000 DISPARATE CERTIFICATION PROCESS FY 1999 ELIGIBILITY LIST LLEBG Primer LLEBG TI A LLEBG SAA's LLEBG ARCHIVE ~DOBE READER Page 1 of3 WHAT"S NEW _ ABOUT BJA Updated Guidance Regarding the LLEBG Program: July 31, 2001 1. Closing the FY 1999 & FY 2000 Request For Drawndown (RFD) Tab: With the development and implementation of the Internet-based Grants Management System (GMS) to administer the LLEBG Program, BJA established the following deadlines: . In FY 1999, LLEBG grant recipients have 12 months from the Award Date (Field 4 on the official Award Document) to accept their award AND submit their RFD. . In FY 2000, LLEBG grant recipients have 45 days from the Award Date to accept the award and 90 days to submit the RFD. The deadlines are provided throughout the online application and award process, as well as this Web site. In addition, the Special Conditions associated with the Award Document state the deadlines for accepting the award and submitting the RFD. The following are the dates the RFD Tab will close: . The FY 1999 Award Acceptance and RFD Tabs closed on June 29, 2001, at 5:00pm EDT. . The FY 2000 Award Acceptance and RFD Tabs closed on July 31, 2001, at 5:00pm EDT. If you do not accept your award and submit your RFD by the dates listed above, your FY 1999 and/or FY 2000 LLEBG award(s) will be deobligated and returned to BJA. Deobligated funds are added to the funding pool and are redistributed among all eligible jurisdictions during the next funding cycle. Please call the GMS Hotline at (888) 549-9901, option 4, if you have any questions. 2. Progress Reports Update: The submission of traditional semiannual progress reports is no longer required for the LLEBG Program. However, you are encouraged to update the Project Information and Allocation Details you submitted during the RFD phase using the Grant Changes Tab (see #3 below) in the GMS, once this feature is available. A Grant Adjustment Notice (GAN) revising the special condition regarding the submission of semiannual progress reports for the FY 1999 & FY 2000 LLEBG Programs will eventually be added to the GANs button in the Grant Changes Tab. You will be notified via email once this GAN is available for review. You are still required to submit one Final Progress Report to officially close out the grant at the end of the 24 month combined obligation and expenditure period. Additional guidance regarding the Final Progress Report will be provided over the next several months. You are still required to submit quarterly Financial Status Reports (SF269a) on paper to the Office of the Comptroller (OC). See #4 below for additional guidance http://www.ojp.usdoj.gov/BJAlhtml/llupguid.htm 1/14/2002 Local Law Enforcement Block Grants Program Page 2 of3 regarding the SF269a. For all questions regarding the submission of financial reports, please call the GMS Hotline at (888) 549-9901, option 2, or the OC Customer Service Help Desk at (800) 458-0786. 3. Grant Changes Tab Enhancements: Some new features will soon be added to the Grant Changes Tab. In addition to viewing existing GANs, this Tab will eventually allow you to update the following: . Point of Contact information . Project Information and Allocation Details submitted during the RFD The Grant Changes Tab is where you will make all revisions to your electronic grant file. The official Application, Award, and RFD are separate one-time submissions, and you may not change the original information provided during these phases. Instead, the Grant Changes Tab will eventually allow you to update your information as needed, but it will not replace the original information displayed in the Application, Award, or RFD Tabs. The Grant Changes Tab will always contain the most recent information on record. BJA will continue to expand this Tab to allow you to change the Chief Executive Officer (CEO) information and any other grant adjustments that require official GANs. You will be notified via email when additional functions become available in the Grant Changes Tab. 4. Guidance for Completing the Financial Status Reports (SF269a) Financial reporting begins on the quarterly end date following the Award Date (Field 6 on the Award Document). For example, if your Award Date is 03/02/2000, then your first quarterly SF269a report is due 45 days after the quarter ends on 03/31/2000. Please follow the guidance below to ensure your SF269a is correctly completed. For all questions regarding the submission of financial reports, please call the GMS Hotline at (888) 549-9901, option 2. FY 1999: For all SF269a reports submitted prior to the submission of your RFD, enter 10/01/1999 - 09/30/2001 (Field 5 on the Award Document) in Field 8 (Funding/Grant Period) on the SF269a. For all SF269a reports submitted after the submission of your RFD, enter the 24 month Expenditure Period (not the Obligation Period) listed on your RFD GAN in Field 8 on the SF269a. FY 2000: For all SF269a reports submitted prior to the submission of your RFD, enter 10/01/1999 - 09/30/2001 (Field 5 on your Award Document) in Field 8 (Funding/Grant Period) on the SF269a. For all SF269a reports submitted after the submission of your RFD, enter the 24 month combined Obligation/Expenditure Period listed on your RFD GAN in Field 8 on the SF269a. Example: a. Your Award Date is 08/16/2000. b. The first reporting quarter is 07/01/2000 - 09/30/2000 (enter this period in Field 9 on the SF269a). The SF269a is due 45 days after 09/3012000. c. If you have not yet submitted your RFD, then enter 10/01/1999- http://www.ojp.usdoj.gov/BJNhtmVllupguid.htm 1/14/2002 Local Law Enforcement Block Grants Program Page 3 00 09/30/2001 in Field 8 on the SF269a. OR d. If you have submitted your RFD, then enter the 24 month Expenditure Period (not the Obligation Period) listed on your RFD GAN in Field 8 on the SF269a for your FY 1999 grant. For FY 2000, enter the 24 month combined Obligation/Expenditure Period in Field 8 on the SF 269a. 5. Revising Your Financial Institution Information: If you need to revise your Financial Institution Information, then call the GMS Hotline (888) 549-9901, option 2, or the OC Customer Service Help Desk at (800) 458-0786. Remember, all LLEBG funds must be deposited into your jurisdiction's primary Office of Justice Programs (OJP) account. Funds cannot be deposited directly into the implementing agency's account, nor can they be deposited into a secondary account. You may transfer these funds from the primary OJP account into the secondary account after receipt of funds. Home I Fundina I Evaluation/Plannina I Tralnina and T/A I Publications I Conferences U.S. Department of Justice I Office of Justice Programs I Ask BJA http://www.ojp.usdoj.govIBJAlhtmllllupguid.htm 1/14/2002 allocations-llebg Page 2 of 4 Distribution of Funds Each award is disbursed in one lump sum, contingent upon availability of federal funds. Funding Period The funding period varies from year to year, but is generally for a period of at least six months and usually occurs occurs between the months of April and September. Applications for Funding Applications for funding are available during the period of notice and may be obtained by contacting the Office of Criminal Justice Grants at (850) 410-8700. Before beginning the application for funding process contact the Office of Criminal Justice Grants at the number listed above for eligibility requirements. A sample application may be viewed by clicking here. Note: The application shown here Is for informational purposes only and should not be used as an application form. An application may be obtained by contacting the number shown above, during the proposal period. Reporting Requirements and Forms Successful applicants will be required to report information to FDLE for: . Uniform Crime Report . Statewide Drug Intelligence Database (when completed) In addition, successful applicants will be required to submit: . A final performance report to the FDLE Office of Criminal Justice Grants (click here to view) . Expenditure Reports (click to view) . Final Close-out Reports (click to view) Program Purpose Areas Program Purpose Area 1: Law Enforcement Support for: A. Hiring, training, and employing on a continuing basis, new additional law enforcement officers and necessary support personnel (if funds are used to hire law enforcement officers, there must be a net gain over the unit of local government's current appropriated budget, in the number of law enforcement officers who perform non- administrative public safety service) in order to reduce illegal drugs in Florida. B. Paying overtime to presently employed law enforcement officers and necessary support personnel for the purpose of increasing the number of hours worked by such personnel to reduce illegal drugs in Florida. C. Procuring equipment, technology, and other material directly related to basic law enforcement functions) which will assist in reducing illegal drugs in Florida. Program Purpose Area 2: Enhancing security measures in and around schools and in and around any other facility or location that the unit of local government considers a special risk for incidents of crime, so as to reduce illegal drugs in Florida. Program Purpose Area 3: Establishing or supporting drug courts. To be eligible for funding, a drug court program must include the following: 1. Continuing judicial supervision over offenders with substance abuse problems, but who are not violent offenders; 2. Integrating administration of other sanctions and services, which shall include: http://www.fdle.state.fl.us/grants/llebg/llebg-detail.htm 1/14/2002 allocations-llebg b. substance abuse treatment for each participant; probation or other supervised release involving the prosecution; c. confinement, or incarceration because of noncompliance with program requirements or failure to show satisfactory progress; and d. programmatic, offender management and aftercare services such as relapse prevention, vocational job training, and job and housing placement. Program Purpose Area 4: Enhancing the adjudication of cases involving violent offenders, including cases involving violent juvenile offenders. For the purposes of this program, violent offender means a person charged with committing a Part I violent crime under the Uniform Crime Reports. Program Purpose Area 5: Establishing a multi-jurisdictional task force, particularly in rural areas, composed of law enforcement officials representing units of local government. This task force will work with federal law enforcement officials to prevent and control crime in order to reduce illegal drugs statewide. Program Purpose Area 6: Establishing crime prevention programs involving cooperation between community residents and law enforcement personnel to control, detect, or investigate crime or the prosecution of criminals as it relates to illegal drug reduction in Florida Program Purpose Area 7: Defraying the cost of indemnification insurance for law enforcement officers. INELIGIBLE USE OF FUNDS: The following items may not be purchased, leased, rented, or acquired with funds provided under the local law Enforcement Block Grant Program: . Tanks or armored vehicles . Fixed-wing aircraft . Limousines . Vehicles not primarily used for law enforcement . Yachts . Real Estate . Consultants nding Availability was distributed to all eligible recipients. ts to implement 120 llEBG Awards. rmation u/A CflIlT.?- rb~ a. DO 3 http://www.fdle.state.fl.us/grants/llebg/llebg-detail.htm Page 3 of4 J dl ec:< o fflO?(t~U~O.). ~~ 1/14/2002 CllY OF MIAMI BEACH COM\llISSION ITEM SUMMARY ~ - Condensed Title: A Resolution amending Resolution No. 2001-24488, authorizing the Police Department to expend Local Law Enforcement Block Grant Funds for different purposes. Issue: Shall the Police Department be permitted to amend the uses of Local Law Enforcement Block Grant Funds? Item Summary/Recommendation: . On June 27,2001, the Mayor and City Commission accepted Local Law Enforcement Block Grant Funds, in the amount of $426,147.00 and authorized the Police Department to expend the funds for special overtime projects such as gang related enforcement, underage alcohol enforcement, selective traffic enforcement programs at locations that have had a high incidence of traffic accidents and injuries. unexpected major special events, and various crime prevention initiatives. The Police Department has reassessed its priorities and requests to expend the grant funds as follows: $200,000.00 for the new law enforcement equipment (less than lethal munitions, a driving simulator, training equipment, specialty vehicles) and for new computer hardware and software (desktop computers, mobile laptops, printers and other associated peripheral equipment, Microsoft XP, Office Suite and other software programs); and the remaining $226,147.00 to fund special overtime projects such as gang related enforcement, underage alcohol enforcement, selective traffic enforcement programs at locations that have had a high incidence of traffic accidents and injuries, unexpected major special events, and various crime prevention initiatives. The Administration's recommendation is to adopt this Resolution, amending Resolution No. 2001-24488 in order to budget and expend the grant funds as shown above. Advisory Board Recommendation: I N/A Financiallnfonnation: Amount to be expended: Source of Funds: D Finance Dept. T:\AGENDA\2002\JAN0930ICONSENT\comm item summaryle blk grant 2001 amend.doc AGENDA ITEM DATE c. 7J /-3~,;J. CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.ci.miami-beach.f1.us COMMISSION MEMORANDUM To: From: Mayor David Dermer and Date: January 30, 2002 Members of the City Commission Jorge M. Gonzalea'~II~ City Manager ~ . () A RESOLUTIO OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2001-24488, DATED JUNE 27, 2001, TO REFLECT REVISIONS TO THE EXPENDITURES OF GRANT FUNDS RECEIVED FROM THE UNITED STATES DEPARTMENT OF JUSTICE, LOCAL LAW ENFORCEMENT GRANT PROGRAM. Subject: ADMINISTRATION RECOMMENDATION Adopt the Resolution. ANALYSIS On June 27, 2001, the Mayor and City Commission accepted a grant from the United States Department of Justice, Local Law Enforcement Block Grant Program, in the amount of $426,147.00, approved by Resolution No. 2001-24488. Resolution No. 2001-24488 specified that the funds would be used for special overtime projects such as gang related enforcement, underage alcohol enforcement, selective traffic enforcement programs at locations that have had a high incidence of traffic accidents and injuries, unexpected major special events, and various crime prevention initiatives. As a result of recent events, the Police Department has reassessed its priorities and requests to amend Resolution No. 2001-24488 to expend the grant funds as follows: . $200,000.00 for new law enforcement equipment (less than lethal munitions, a driving simulator, training equipment, specialty vehicles, etc.) and for new computer hardware and software (desktop computers, mobile laptops, printers and other associated peripheral equipment, Microsoft XP, Office Suite and other software programs); and . $226,147.00 to fund special overtime projects such as gang related enforcement, underage alcohol enforcement, selective traffic enforcement programs at locations that have had a high incidence of traffic accidents and injuries, unexpected major special events, and various crime prevention initiatives. Amend Uses of LEBG Program Funds Commission Memorandum Page 2 It is recommended that the Mayor and City Commission adopt this Resolution, amending Resolution No. 2001-24488 and grant the requested amendments of the Police Department, to ~dget and expend the grant funds as shown above. JMG:DD:MmL~l~M:PS:MMS T:\AGENDA\2002\JAN0930ICCJolSENT\le block grant 2002 amendmenl.mem.doc