Resolution No. 74881 RESOLUTION NO. 7488
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 VERNON AUTHORIZING THE REALLOCATION OF FUNDS MADE
AVAILABLE THROUGH THE JUVENILE ACCOUNTABILITY
4 INCENTIVE BLOCK GRANT PROGRAM FOR YEAR TWO TO THE
LOS ANGELES COUNTY DISTRICT ATTORNEY'S OFFICE, LOS
5 PADRINOS COURT
6
7 WHEREAS, by Resolution No. 7274 adopted on February 16, 1999,
8 the City Council of the City of Vernon authorized the reallocation of
9 funds made available through the Juvenile Accountability Incentive
10 Block Grant ("JAIBG") in the amount of Eight Thousand Four Hundred
11 Eleven Dollars and No Cents ($8,411.00) to the Los Angeles,County
12 District Attorney's Office, Los Padrinos Court; and
13 WHEREAS, the JAIBG Program Grant which is administered by the
14 Office of Criminal Justice Planning ("OCJP") is intended to be
15 utilized for matters relating to the suppression of juvenile
16 delinquency, including, but not limited to, funding a contract with a
17 District Attorney or a probation officer relating to juvenile
18 prosecution; and
19 WHEREAS, the Los Angeles County District Attorney's Office
20. has requested that the City continue its partnership with the Los
21 Angeles County District Attorney's Office in the JAIBG Program for
22 Year Two under the same terms as the past year; and
23 WHEREAS, the City of Vernon, acting alone, would not be able
24 to achieve the goals of the Program with the amount of grant money it
25 has been provided; and
26 WHEREAS, the City of Vernon would directly benefit by
27 authorizing the entire amount of its subgrant award in Year Two of the
28 Program to be expended by the Los Angeles County District
I Attorney's Office, Los Padrinos Court; and
2 WHEREAS, the City's grant allocation this year is Eight
3 Thousand Four Hundred Thirty -Three Dollars and No Cents ($8,433.00);
4 and
5 WHEREAS, the City Council of the City of Vernon desires to
6 continue its partnership with the Los Angeles District Attorney's
7 Office in Year Two of the JAIBG Program and, therefore, declines to
8 directly accept funds made available through the JAIBG Program.
9 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
10 CITY OF VERNON AS FOLLOWS:
11 SECTION 1: The City Council of the City of Vernon hereby
12 finds and determines that the recitals contained hereinabove are true
13 and correct.
14 SECTION 2: The City Council of the City of Vernon waives its
15 right to its entire direct subgrant award under the JAIBG Program and
16 authorizes the funds to be expended by the Los Angeles County District
17 Attorney's Office, Los Padrinos Court, for the mutual benefit of both
18 units of local government.
19 SECTION 3: The City Council of the City of Vernon recognizes
20 that any liability arising out of the performance of the Grant Award
21 Agreement, including civil court actions for damages, shall be the
22 responsibility of the grant recipient, and that the State of
23 California and the OCJP disclaim responsibility for any such
24 liability.
25 SECTION 4: The grant funds received under the JAIBG Program
26 shall not be used by the City of Vernon to supplant expenditures
27 controlled by the City of Vernon.
28 SECTION 5: The City Clerk of the City of Vernon is directed
- 2 -
to mail a certified copy of this Resolution to:
Mia Baker, Esq.
Special Assistant District Attorney
c/o Bureau of Management & Budget
Los Angeles County District Attorney's Office
201 N. Figueroa Street, Suite 1300
Los Angeles, CA 90012
SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 15th day of February, 2000.
ATTEST•
BRUCE V. MALKENHORST, City Clerk
LEONIS C. MAt9URG, Ma or
- 3 -
STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution No.
7488, was duly adopted by the City Council of the City of Vernon at a
regular meeting of the City Council duly held on Tuesday, February 15,
2000, and thereafter was duly signed by the Mayor of the City of
Vernon.
(SEAL)
BRUCE V. MALKENHORST, City Clerk
- 4 -
SUPPORTING
DOCUMENTS
OFFICE OF THE CITY ADMINISTRATOR/CITY CLERK
INTER -OFFICE MEMORANDUM
TO: Bruce Olson, Chie of Police
FROM: Gloria J. Oros 0, QTrief Deputy City Clerk
DATE: February 22, 2000
RE: Resolution No. 7488
Transmitted herewith is a copy of Resolution No. 7488 that was
approved by City Council on February 15, 2000.
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
Wm. "BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL McCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator / City Clerk
FAX (323) 581-7924
P DAVID B. RLEY
C' o ey
3 �
v KE WILSON
irector of Community Services & Water
FAX: (323) 588-2761
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
February 9, 2000
City Council
City of Vernon
Honorable Members:
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 583-1983
DAVE TELFORD
Fire Chief
FAX: (323) 581-1385
BRUCE W. OLSON
Police Chief
FAX: (323) 583-5236
Last year the City was given a Grant in the amount of $8,411.00
from the Office of Criminal Justice through the Juvenile
Accountability Incentive Block Grant (JAIBG) Program. The grant
was to be used for matters relating to the suppression of
juvenile delinquency, which included funding a contract with the
Los Angeles District Attorney's (LADA) Office or the probation
office relating to juvenile prosecution. This Council approved
reallocating those funds to the LADA's Office.
The City's Grant allocation this year is $8,433.00, and it is
hereby recommended that the City, again, reallocate the funds to
the LADA's Office.
Very truly yours,
Bruce V. Malkenhorst
City Clerk
BVM/gst
COFFICE OF THE CITY CLERK
INTEROFFICE MEMORANDUM
DATE: February 7, 2000
TO: Bruce V. Malkenhorst
City Administrator/City Clerk
FROM: Gloria J. Orosco
Chief Deputy City lerk
RE: Request to Reallocate Funds. -
Dear Mr. Malkenhorst:
Last year the city was given a Grant in the amount of $8,411 from
the Office of Criminal Justice through the Juvenile Accountability
Incentive Block Grant (JAIBG) Program. The grant was to be used
for matters relating to the suppression of juvenile delinquency,
which included funding a contract with the district attorney's
office or the probation office relating to juvenile prosecution.
The City Council approved reallocating those funds to the Los
Angeles District Attorney's office.
The City's Grant allocation this year is $8,433.00 and our Police
Department is again asking that the City consider reallocating the
funds to the District Attorney's office. If you again recommend
approval to the Council a resolution will also have to be adopted
as we did last year.
/gj o
LOS ANGELES COUNTY DISTRICT ATTORNEY'S OFFICE
BUREAU OF SPECIAL OPERATIONS
GIL GARCETTI • District Attorney
ROBERT P. HEFLIN • Chief Deputy District Attorney
MICHAEL E. TRANBARGER • Assistant District Attorney
January 27, 2000
Chief Bruce Olson
Vernon Police Department
4305 Santa Fe Avenue
Vernon, CA 90058
Dear Chief Olson:
)OHN K. SPILLANE • Director
The Office of Criminal Justice Planning (OCJP) has informed us that we are entering the next
funding cycle and application period for the Juvenile AccountabJfftw_Incentive Block Grant program.
Your city council also should have received th`e Application (RF and corresponding
paperwork from OCJP. As we did last year, we are writing to advise you of the time frame to
complete the grant application.
The Los Angeles County District Attorney's Office utilized its "county" allocation of JAIBG funds to
place one senior Grade IV deputy district attorney in each of our nine juvenile court offices. These
experienced deputies have been working closely with both judges and defense attorneys to ensure
that the appropriate cases are adjudicated and fair dispositions are reached in the remaining cases.
The JAIBG "city" funds released to the District Attorney's Office provided additional staffing to our
HEAT (Heightened Enforcement and Targeting) and ACT (Abolish Chronic Truancy) programs, as
well as the newly created "707" program focusing on serious juvenile offenders. These
prosecutors began their assignments in September 1999, and we have been pleased to receive
positive feedback from many of the cities as to their dedication and usefulness in juvenile
investigations and prosecutions.
The District Attorney's Office is continuing its commitment to the assignment of a senior deputy
district attorney in each juvenile court office for this second JAIBG year. In addition, we would like
to continue the participation of the HEAT, ACT and 707 deputies in your cities. The.new allocation
for the City of Vernon is $8,433. We are taking this opportunity to ask if you would like to
continue your partnership with the Los Angeles County District Attorney's Office in the JAIBG
program for Year Two under the same terms as this past year.' If your city chooses to continue in
the JAIBG program, we will need a draft of the enclosed city council resolution forwarded to
Special Assistant District Attorney Mia Baker no later than February 15, 2000, with a letter of
intent to release your allocated funds to the Office of the District Attorney. The resolution need
not be passed by the February deadline but your draft resolution and letter of intent should include
the date your city council is scheduled to hear the agenda item. Year Two of the grant award
period is scheduled to begin April 1, 2000; however, it may start at a later date since Year One of
the program did not actually begin until September, 1999.
'Some cities entered into programs with the Los Angeles County Probation Department. We
are also encouraging these cities to determine if they wish to continue with their JAIBG partners
for Year Two. These cities will need to communicate with their partner(s) and complete the
resolution as indicated below.
18-205 Criminal Courts Bldg.
210 West Temple Street
Los Angeles, CA 90012
(213) 974-3881
Chief Bruce Olson
Page Two
January 27, 2000
Last year several cities chose not to participate in a collaborative program with our office or
another county department. These cities must again apply to the Office of Criminal Justice
Planning for JAIBG funds for Year Two unless they wish to join one of the programs described
above. If your city did not request to be involved with one of our programs, but are interested in
working together during this funding cycle, please contact Deputy District Attorney Susan Steinfeld
at (213) 974-9870.
Our office has applied to the Office of Criminal Justice Planning for a 30-day extension of the
application deadline, to March 15, 2000. We hope this extension is granted to allow all JAIBG
participants time to meet the grant application requirements. However, as of today's date, the
deadline remains February 15, 2000. We shall keep you apprised of any change in this deadline.
If you have any questions, please do not hesitate to contact Susan Steinfeld or Mia Baker at (213)
202-7652.2
Very truly yours,
GIL GARCETTI
District Attor y
By
JOH K. ILLANE
Dire
jw
Enclosure
c: City Administrator/Manager
2Please forward any written communication to:
Special Assistant District Attorney Mia Baker
c/o Bureau of Management & Budget
Los Angeles County District Attorney's Office
201 North Figueroa Street, Suite 1300
Los Angeles, California 90012
You may FAX to: (213) 202-6086
RESOLUTION INSTRUCTIONS - (B)
Note: The resolution must include all of the elements contained in the sample.
Unless there is a compelling reason not to do so, OCJP strongly suggests that
the project follow the exact format and language provided in the Sample
Resolution. This will assure that the processing of the Grant Award
Agreement and the request for funds are not seriously delayed because the
language of the Resolution does not meet OCJP's requirements.
(1) Enter the full name of the board or council making the resolution.
(2) Enter the same as item (1).
(3) Enter the full name of the city/county receiving the funds from the unit of local
government in item (1). (example - City of Alameda or County of Sacramento)
(4) Enter board or council, whichever is appropriate.
(5) Enter the same as item (1).
(6) Enter the date of the meeting in which the resolution was adopted.
(7) Enter the votes of the members in the appropriate category.
(8) Enter the signature of the person signing on behalf of the board or council.
(9) Enter the date of the certification.
S
(10) Enter the typed name and title of the person making the certification.
(11) Enter the signature of the person attesting that this is a true copy of the resolution.
This must be a person other than the person who signed on behalf of the board or
council (see item (10)).
(12) Enter the date attested.
(13) Enter the typed name and title of the person attesting.
SAMPLE RESOLUTION - (B)
Use this format and language only if you are releasing a direct grant award to
another unit of local government as cart of the a Regional Juvenile Crime
Enforcement Coalition (RJCEC)
RESOLUTION OF THE GOVERNING BOARD
WHEREAS the (1) unit of local government) declines to directly accept funds
made available through the Juvenile Accountability Incentive Block Grant (JAIBG)
Program administered by the Office of Criminal Justice Planning (hereafter referred to as
OCJP).
NOW, THEREFORE, BE IT RESOLVED that (2) (unit of local government)
waives its right to its entire direct subgrant award and authorizes the funds to be expended
by (3) (unit of local government) for the mutual benefit of both units of local
government.
IT IS AGREED that any liability arising out of the performance of this Grant
Award Agreement, including civil court actions for damages, shall be the responsibility of
the grant recipient and the authorizing agency. The State of California and OCJP disclaim
responsibility for any such liability.
BE IT FURTHER RESOLVED that grant funds received hereunder shall not be
used to supplant expenditures controlled by this body.
I hereby certify that the foregoing is a true copy of the resolution adopted by the
(4) (governing body) of (5) Junit of local government or organization) in a meeting
thereof held on (6) (date) by the following:
Vote: (7)
Ayes:
Noes:
Absent:
Signature: f 8) Date: (9)
Typed Name and Title: (10)
ATTEST: Signature: (11) Date: (12)
Typed Name and Title: (13 )
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
Wm. "BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL McCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator / City Clerk
FAX (323) 581-7924
DAVID B. BREARLEY
City Attorney
FAX: (626) 330-5818
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 588-2761
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
February 22, 2000
Mia Baker, Esq.
Special Assistant District Attorney
c/o Bureau of Management & Budget
Los Angeles County District Attorney's Office
201 N. Figueroa Street, Suite 1300
Los Angeles, CA 90012
Re: Resolution No. 7488
Dear Ms. Baker:
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 583-1983
DAVE TELFORD
Fire Chief
FAX: (323) 581-1385
BRUCE W. OLSON
Police Chief
FAX: (323) 583-5236
Transmitted herewith is a certified copy of Resolution No. 7488
that was approved by the Vernon City Council on February 15,
2000.
Very �jruly yours,
ore
Gloria J. osco
Chief Dep ty City Clerk
GJO:rcm
cc: Captain Benudiz
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
Wm. "BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL McCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator / City Clerk
FAX (323) 581-7924
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
February 14, 2000
VIA FACSIMILE AND MAIL
Mia Baker, Esq.
Special Assistant District Attorney
c/o Bureau of Management & Budget
Los Angeles County District Attorney's Office
201 N. Figueroa Street, Suite 1300
Los Angeles, CA 90012
Facsimile No. (213) 202-6086
DAVID B. BREARLEY
City Attorney
FAX: (626) 330-5818
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 588-2761
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 583-1983
DAVE TELFORD
Fire Chief
FAX: (323) 581-1385
BRUCE W. OLSON
Police Chief
FAX: (323) 583-5236
Re: Juvenile Accountability Incentive Block Grant Program
Dear Ms. Baker:
The City Council of the City of Vernon will be considering
the adoption of the attached Resolution regarding the re-
allocation of funds made available through the aforementioned
Program for Year Two to the Los Angeles County District
Attorney's office, Los Padrinos Court, on February 15, 2000.
I anticipate no problem with the approval of the
Resolution. We will advise you of the City Council's decision
after tomorrow.
If you have any questions,.please call me.
Very truly yours,
Ole
Eduardo Olivo
City Attorney
EO:j1
Enclosure - Draft Resolution No. 7488
STATE OF CAUFORNIA GRAY DAVIS. Govemor
OFFICE OF CRIMINAL JUSTICE PLANNING
OFFICE OF THE DIRECTOR
1130 K STREET, SUITE 300
SACRAMENTO, CA 95814
(916) 324 9142
December 20, 1999
TO UNITS OF LOCAL GOVERNMENT
Subject JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT (JAIBG)
REQUEST FOR APPLICATIONS (RFA)
The enclosed 1999-2000 instructions and forms will assist you in submitting a JAIBG
Program application. The Fiscal Year (FY) 1999-2000 Budget reflects Governor Gray Davis'
strong commitment and support for public safety and victim services in our state.
The total federal allocation for the JAIBG Program in this application is anticipated to be
$22,598,300. Please refer to Appendix A of the Program Guidelines for specific grant amounts.
Implementation for projects is scheduled to begin April 1, 2000, and end March 31, 200E
To be considered for funding in FY 1999-2000, materials must be completed and
submitted to the Office of Criminal Justice Planning (OCJP) by 5:00 p.m., Tuesday,
February 15, 2000. Proposals returned after the deadline will not be considered for funding.
Applications should be addressed to:.
Office of Criminal Justice Planning
1130 K Street, Suite LL60
Sacramento, California 95814
Attn: Juvenile Justice and Delinquency Prevention (JJDP) Branch
If you have any questions regarding this RFA, please contact Dan Walker, Program
Specialist, JJDP Branch, at (916) 322-2051, or Michael Miller, Program Specialist, JJDP Branch,
at (916) 327-5667.
Sincerely,
FRANK GRIlyES
Executive Director
Enclosures
1999
JUVENILE ACCOUNTABILITY AND
INCENTIVE BLOCK GRANT
REQUEST FOR APPLICATIONS
OFFICE OF CRIMINAL JUSTICE PLANNING (OCJP)
JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT
REQUEST FOR APPLICATIONS
TABLE OF CONTENTS
PART I: GENERAL INSTRUCTIONS
A.
INTRODUCTION .............._.....................................................................................
1
B.
STANDARD PROJECT FUNDING AUTHORITY ..................................................
1
C.
PROCESSING GRANT AWARDS...........................................................................
2
D.
ADMINISTRATIVE REQUIREMENTS..................................................................
2
E.
PREPARING AN APPLICATION............................................................................
2
F.
SUBMITTING THE APPLICATION........................................................................
2
G.
INSTRUCTIONS FOR THE APPLICATION FORMS .............................................
3
1 Grant Award Face Sheet (OCJP A301)................................................................-3
2. Resolution............................................................................................................
4
3. Project Service Area Information..........................................................................
5
4. Project Contact Information.................................................................................
5
5. Certification of Assurance of Compliance.............................................................
5
6. Coordinated Enforcement Plan.............................................................................
6
H.
BUDGET ....................................... .........................
...................................................
6
1. Budget Narrative Instructions................................._..............................................
6
2. Specific Budget Categories Instructions...............................................................
7
I.
REQUIRED/OPTIONAL FORMS................................................................._..........
7
PART IL PROGRAMMATIC INSTRUCTIONS
A.
APPLICATION DUE DATE.....................................................................................
8
B.
CONTACT INFORMATION.....................................................................................
8
C.
ELIGIBILITY CRITERIA..........................................................................................
8
D.
FUNDING CYCLE AND DURATION......................................................................
8
E.
PROGRAM INFORMATION....................................................................................
8
F.
COORDINATED ENFORCEMENT PLAN NARRATIVE ......................................
11
G.
SPECIFIC BUDGET INSTRUCTIONS...................................................................
11
H.
REQUIRED/OPTIONAL FORMS...........................................................................
I I
PART III: APPLICATION FORMS
,
OFFICE OF CREWINAL JUSTICE PLANNING
JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT
REQUEST FOR APPLICATIONS (RFA)
PART I GENERAL INSTRUCTIONS
A. INTRODUCTION
This package provides information on how to prepare an application for grant funds in accordance
with authorizing legislation and funding terms, conditions, and eligibility criteria established by the
Office of Criminal Justice Planning (OCJP). When the OCJP forms, technical documents, and project
narratives are assembled, they become the application that is submitted to OCJP. This RFA is to be
used in conjunction with the Grantee Handbook (including revisions) and the Program
Guidelines.
Under the direction of Governor Gray Davis, with the support of the Legislature, OCJP provides
support and technical assistance for criminal and juvenile justice agencies, local victim services
programs, schools, community -based organizations, community crime prevention programs and
training programs for prosecutors and public defenders. OCJP administers grant funding for state and
local units of government and private nonprofit organizations. This RFA furnishes grant applicants
with the following:
• Program Guidelines
• General instructions for preparing grant applications (Part I);
• Programmatic instructions (Part II); and
• Application forms necessary for submitting applications (Part III);
This RFA has been printed in a way that will allow the user to take the document apart and reproduce
any necessary pages. OCJP authorizes reproduction of this document in part or in whole. Contact
information is provided in the Programmatic Instructions.
B. STANDARD PROJECT FUNDING AUTHORITY
Allocation of funds is contingent on the enactment of the State Budget. OCJP does not have the
authority to disburse any funds until the budget is passed and the Grant Award Agreement is fully
executed. Until such time, projects must refrain from incurring any expenditures. Any expenditures
incurred prior to authorization are made at the project's own risk. When the executed grant is
received, authorized expenditure reports may be submitted for reimbursement of grant funds.
If, during the term of the grant award, the state and/or federal funds appropriated for the purposes of
the grant award are reduced or eliminated by the California Legislature or the United States
Government, or, in the event revenues are not collected at the level appropriated, OCJP may
immediately terminate or reduce the grant award by written notice to the grantee. However, no such
termination or reduction shall apply to allowable costs already incurred by the grantee to the extent
that state or federal funds are available for payment of such costs.
OCJP Grant Award Agreements are subject to applicable restrictions, limitations, or conditions
enacted by the California Legislature and/or the United States Government, subsequent to execution
of the agreement.
PART I 1 General Instructions
C. PROCESSING GRANT AWARDS
The complete and approved application becomes the Grant Award Agreement when signed by OCJP's
Executive Director or designee. OCJP is not obligated to fund a project until the applicant submits all
completed documents as required.
A copy of the executed Grant Award Agreement and all the attachments will be sent to the project
director. These attachments will include OCJP Report of Expenditures and Request for Funds forms
(OCJP 201), Grant Award Modification forms (OCJP 223), Grantee Handbook, equipment stickers,
audit plan specifications, etc.
Applicants are not authorized to incur costs against the grant until they have received a copy of the
fully executed Grant.Award Agreement, and the grant period as indicated in the Grant Award
Agreement, has begun. When the executed grant is received, the Report of Expenditures and Request
for Funds forms (OCJP 201) may submitted for reimbursement.
Information must be provided as directed. This includes following all instructions, using specific
forms and formats and providing requested information. Failure to provide the required information
or failure to provide the information in the manner directed may disqualify the application. We
recommend that the applicant agency maintain a clean copy of each of the sections of this RFA
When completed, the project narrative, required documents, and forms become the application to be
submitted to OCJP for consideration of funding. Instructions for completion of each required form
are provided in both the general and programmatic sections. Each form must be completed according
to the instructions. Refer to the "At -A -Glance" checklist provided at the beginning of the Part III,
Application Forms, for a complete list of the requirements.
All applications for the RFA must comply with the requirements of the OCJP Grantee Handbookfor
the current grant award period. The terms and conditions described in this application supersede all
previous applications, and if there are any conflicting provisions stated in the OCJP Grantee
Handbook or the General Instructions, the Programmatic Instructions and/or Guidelines prevail.
Applicants selected for funding must retain a copy of the Grant Award Agreement and all related
materials provided by OCJP, as these materials and the Grantee Handbook are the requirements for
the entire grant award period.
E. PREPARING AN APPLICATION
Applicants should use the forms provided or computer -generated forms, and plain white paper for the
project narrative sections. If computer -generated forms are used, they must duplicate the OCJP forms
and must not allow the applicant more space than that provided on the OCJP forms. The
Programmatic Instructions may specify a space limitation. Typed or computer -generated characters
should be no smaller than the equivalent of standard 12 pitch print. Applicants are encouraged to
double space applications. Page size should not exceed standard 8 1/2 x 11 inch paper.
Each of the three copies of the application should be assembled separately and individually fastened
in the upper left comer. DO NOT BIND APPLICATIONS.
F. SUBNUTTING AN APPLICATION
In order to submit an application, applicants must deliver the application to OCJP by the deadline.
PART I 2 General Instructions
• Deliver the proposal to OCJP: Applicants should submit original and three copies of the
application. Applicants must mail or hand deliver applications to:
Office of Criminal Justice Planning
Juvenile Justice and Delinquency Prevention Branch
1130 K Street, Suite LL60
Sacramento, California 95814
Attn: Juvenile Accountability Incentive Block Grant Program
Please note the following:
1130 K Street is located at the southwest corner of the intersection of 12th and K Streets. Please
note that K Street is a pedestrian mall at this location.
Indoor parking structures are located on the east side of 12th Street between K and L Streets and
on 1 Oth Street between K and L Streets. Street parking is limited and requires quarters for
parking meters.
Once you enter the building at 1130 K Street, take the elevator to the Lower Level and deliver the
proposal to LL60. The application will be date stamped and you may request a receipt.
• By the Deadline: The deadline for submission is specified in the Programmatic
Instructions. All applications will be date and time stamped upon receipt at OCJP. It is
the responsibility of the applicant to ensure that the application is received at OCJP by the
specified date.
G. INSTRUCTIONS FOR THE APPLICATION FORMS
The application forms are contained in Part III. The applicant must complete and submit these forms
by the due date specified in the Programmatic Instructions.
1 Grant Award Face Sheet (OCJP A301)
The Grant Award Face Sheet is the cover page for the application and becomes part of the
agreement between the applicant and OCJP. The official signing the face sheet for the applicant
must be the official designated by title in the resolution (see Resolution).
a. Grant Award Face Sheet Instructions (OCJP A301)
1) Administrative Agency: Enter the complete name of the unit of government or private
nonprofit organization that is applying for funding (e.g., Alameda County, City of Fresno,
State Department of Justice, Fairfield Youth Services Bureau, Inc.), also referred to as the
«grantee."
2) Implementing Agency: Enter the complete name of the agency responsible for the
day-to-day operation of the grant (e.g., Probation Department, District Attorney, Sheriff), and
the contact person's name, address, and telephone number.
3) Project Title:Enter the complete title of the project. Do not use acronyms. Do not
exceed 60 characters, including spaces and punctuation.
4) Project Director: Enter the name, title, mailing address, and telephone number of the
individual ultimately responsible for the project.
PART I - 3 General Instructions
5) Financial Officer: Enter the name, title, mailing address, and telephone number of the
person who will be responsible for all fiscal matters relating to the project. This person
must be someone other than the project director. Warrants for the project will be mailed
to the address shown for the financial officer.
6) Award Number: Leave blank (to be completed by OCJP).
7) Grant Period: Enter beginning and ending dates of funding as specified in the grant
application instructions.
8) Federal Amount: If applicable, enter the amount of federal funds requested for the
project. The amount must be consistent with the proposed budget. If not applicable,
enter N/A.
9) State Amount: Not applicable, enter N/A.
10) Cash Match: Enter the amount of cash match. The amount must be consistent with the
proposed budget. See instructions on cash match computation (Program Guidelines
Section 3.3 and Appendix B).
11) In -Kind Match: Not applicable, enter N/A.
12) Total Project Cost: Enter the sum of items 8, 9, 10, and 11. The amount must be
consistent with the proposed budget.
13) Official Authorized to Sign for Applicant/Grantee: Enter the signature, name, title,
address, and telephone number of the person authorized by applicant's governing body in
the resolution, by position or title, to sign and execute the Grant Award Agreement.
2. Resolution
A resolution from the governing board or council authorizing the applicant to enter into a Grant
Award Agreement with OCJP is required for each Grant Award Agreement. An original or a
certified copy, with an original signature, of the current resolution for the new grant period
from the applicant's governing board or council must be submitted with the application. A sample
resolution is included. If the resolution cannot be submitted with the application, a letter must be
included which indicates when OCJP will receive it. The resolution by the governing board or
council must designate the official authorized by.title to sign the Grant Award Face Sheet (OCJP
A301) for the applicant. Additionally, the resolution must include a statement accepting liability
for both the project and the matching funds.
a. Single Resolution for Entire City/County
Applicants may submit a single resolution for the entire city/county if the applicant anticipates
receiving more than one grant from OCJP during the funding cycle. The applicant must state
which grant application contains the original resolution or the certified copy with the original
signature.
b. Resolution Instructions
Note: The resolution must include all of the elements contained in the sample (see Sample
Resolution A in Part III, Application Forms). Unless there is a compelling reason not to do
so, OCJP strongly suggests that the project follow the exact format and language provided in
the sample resolution. This will assure that the processing of the Grant Award Agreement is
PART I 4 General Instructions
not seriously delayed because the language of the resolution does not meet OCJP's
requirements.
c. Regional Juvenile Crime Enforcement Coalition
When two or more units of local government desire to combine their direct grant award and
form a Regional Juvenile Crime Enforcement Coalition two or more Resolutions are required.
Each unit of local government passing on its direct grant award must authorize this action
through a single resolution (see Sample Resolution B in part III, Application Forms). The
contiguous or larger unit of local government accepting another unit of local governments
direct grant award in forming a RJCEC must also authorize this action through a resolution
(see Sample Resolution C in part III, Application Forms). The unit of local government
receiving more than one direct grant award from contiguous or subordinates units of local
government may include them all in one resolution providing each subgrantee's identified by
duplicating and completing the second paragraph of the sample as necessary.
3. Proiect Service Area Information
Applicants are required to complete and include the Project Service Area Information form in
their application.
a. Project Service Area Instructions
1) County or Counties Served: Enter the name(s) of the county or counties served by the
project. Put an asterisk where the principal office of the project is located.
2) Congressional District(s): Enter the number(s) of the U.S. Congressional District(s)
which the project serves. Put an asterisk for the district where the principal office of the
project is located.
3) Population of Service Area: Enter the total population of the service area served by the
project.
4. Project Contact Information
Applicants are required to complete and include the Project Contact Information form in their
application. The form and instructions are included in the Forms Section (Part III) of this RFA.
5. Certification of Assurance of Compliance
Applicants are required to include in their application the Certification of Assurance of
Compliance. By signing the Grant Award Face Sheet and Certification of Assurance of
Compliance, and submitting the application to OCJP, the applicant acknowledges awareness of
and the responsibility to comply with all the requirements outlined. The Certification of
Assurance of Compliance form is a binding assurance that the applicant will comply with the
Equal Employment Opportunity (EEO), Drug -Free Workplace, Environmental Impact, Lobbying,
and Debarment/Suspension requirements.
For grants federally funded or funded with both state and federal funds, the applicant must submit
an annual update of its EEO plan. All applicants for federal funds in excess of $500,000 must
submit a copy of the EEOP or federal letter of compliance to OCJP with the application. No
Grant Award Agreement in this amount will be approved until OCJP receives approval of the
applicant's EEOP from the Federal Bureau of Justice Assistance.
PART I 5 General Instructions
6. Coordinated Enforcement Plan
The purpose of the Coordinated Enforcement Plan narrative is to provide detailed information
concerning the problem that will be addressed by the applicant, the plan to address the problem,
and the ability of the applicant to implement the plan. Refer to the Program Guidelines (section
4.2) for specific instructions on preparing the Coordinated Enforcement Plan narrative.
H. BUDGET
This section provides standard requirements and instructions for preparing the budget. Refer to
Part II, Programmatic Instructions, for additional instructions or requirements specific to the
program.
The budget is the basis for management, fiscal review, and audit. Project costs must be directly
related to the objectives and activities of the project. The budget must cover the entire grant period.
In the budget, include only those items covered by grant funds, including match funds when
applicable. Projects may supplement grant funds with funds from other sources. However, since all,
approved line items are subject to audit, applicants should not include in the project budget any
matching funds in excess of the required match. All budgets are subject to OCJP modifications and
approval.
Applicants are responsible for referencing the Grantee Handbook regarding any and all items included
in their budget. Refer to the Grantee Handbook for the budget policies (Sections 2000 - 6000) and
Match Requirements (Section 6500). Please note that several budget policies have been revised and
have been incorporated into the Grantee Handbook included with this RFA.
OCJP requires the applicant to develop a line -item budget which will enable them to meet the
requirements of the grant, ensure the successful implementation of the project, and be cost effective.
Applicants are thus instructed to prepare a realistic and prudent budget. The following information is
provided to assist in the preparation of the budget. Strict adherence to all required and prohibited
items is expected. Where the applicant does not budget for a required item, the applicant
assumes responsibility. Failure of the applicant to include required items in the budget does not
exclude responsibility to comply with those requirements during the implementation of the project.
1. Budget Narrative Instructions
All applicants are required to submit a budget narrative as part of the application budget. The
budget narrative must be on the budget pages and not submitted separately, use extra budget
pages if necessary. The budget narrative must be entered for each line item on the appropriate
budget category page. In each budget narrative line entry:
• Describe how the proposed budget item supports the stated objectives and activities in the
project.
• Discuss how funds are allocated to minimize administrative costs and support direct services.
• Describe the duties of project -funded staff, including any qualifications or education level
necessary to the job assignment.
• Discuss how project -funded staff duties and time commitments support the proposed
objectives and activities.
• Discuss any proposed staff commitment/percentage of time to other efforts, in addition to this
project.
PART I 6 General Instructions
• Discuss the necessity of any subcontracts and any unusual expenditures.
• Discuss any mid -year salary range adjustments.
• Describe how the operating expenses are necessary to achieve the objectives.
• Justify how the equipment line items will support the project.
2. Specific Budget Categories Instructions
This section contains the general instructions for completing the budget forms that are in Part III,
Application Forms. There is a separate form for each of the budget categories listed below. In
addition to these general instructions, refer to the programmatic instructions for budget policy
specific to the program when completing each section of the budget. Programmatic budget
instructions supersede general instructions. Also refer to the Grantee Handbook Sections
referenced below.
There are three budget categories in the application budget:
• Personnel Services - Salaries/Employee Benefits (Section 2100)
• Operating Expenses (Section 2200)
• Equipment (Section 2300)
Each budget category requires line -item detail which addresses the method of calculation and
justification for the expense. Enter the amount of each line item in the right hand column of the
Budget Category form. All charges must be clearly documented and rounded off to the
nearest whole. dollar. Enter the total amount of the budget category at the bottom of the form.
If additional pages are needed, total only the last page of each budget category.
The bottom of the Equipment Category form contains a format for identifying the project total
and fund distribution. This section must be completed and submitted even if there are no
line items identified in the equipment category.
L REQUIRED/OPTIONAL FORMS
The application appendix provides OCJP with additional information from the applicant to support
components of the application. Please refer to the Programmatic Instructions for specific
requirements.
PART I 7 General Instructions
OFFICE OF CRIMINAL JUSTICE PLANNING
JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT
REQUEST FOR APPLICATIONS (RFA)
PART H - PROGRAMMATIC INSTRUCTIONS
A. APPLICATION DUE DATE
THE DEADLINE FOR RECEIPT OF APPLICATIONS AT OCJP IS:
DATE: Tuesday, February 15, 2000
TIME: No later than 5:00 p.m. (Postmarks are acceptable.)
B. CONTACT INFORMATION
Governor's Office of Criminal Justice Planning
Juvenile Justice and Delinquency Prevention Branch
1130 K Street Suite LL60
Sacramento, CA 95814
(916)324-9124
C. ELIGIBILITY CRITERIA
Units of local government whose direct grant award is $5,000 or more (see Appendix A of the
JAIBG Program Guidelines for award amounts).
D. FUNDING CYCLE AND DURATION
Grant award period is for one year from April 1, 2000, through March 31, 2001.
E. PROGRAM INFORMATION
1. Introduction
The 1999 Juvenile Accountability Incentive Block Grant (JAIBG) Program provides California with
$22,598,300 from the Office of Juvenile Justice and Delinquency Prevention (OJJDP). Seventy-five
percent of the total State award must be passed directly on to units of local government. Allocations to
units of local government are determined through a formula based upon local law enforcement
expenditures and crime index. The remaining 25 percent of the State's JAIBG Award ($5,649,575) is
available for allocation to state agencies for services and administration of the program.
In order for units of local government to receive their grant awards they must form a Juvenile Crime
Enforcement Coalition (JCEC) composed of a minimum of eight individuals representing specified
agencies and organizations (probation, juvenile court, schools, sheriff, police, prosecutor, business, and
religious affiliated, fraternal, nonprofit, or social service organizations involved in crime prevention). The
JCEC must develop a Coordinated Enforcement Plan (CEP) that addresses how its JAIBG allocation will
be used within twelve program purpose areas.
Purpose Area 1: Building, expanding, renovating, or operating temporary or permanent juvenile
correction or detention facilities, including training of correctional personnel;
Purpose Area 2: Developing and administering accountability -based sanctions for juvenile offenders;
PART II 8 Programmatic Instructions
Purpose Area 2: Developing and administering accountability -based sanctions for juvenile offenders;
Purpose Area 3: Hiring additional juvenile judges, probation officers, and
court -appointed defenders, and funding pre-trial services for juveniles, to ensure the smooth and
expeditious administration of the juvenile justice system;
Purpose Area 4: Hiring additional prosecutors, so that more cases involving violent juvenile offenders
can be prosecuted and backlogs reduced;
Purpose Area 5: Providing funding to enable prosecutors to address drug, gang, and youth violence
problems more effectively;
Purpose Area 6: Providing funding for technology, equipment, and training to assist prosecutors in
identifying and expediting the prosecution of violent juvenile offenders;
Purpose Area 7: Providing funding to enable juvenile courts and juvenile probation offices to be more
effective and efficient in holding juvenile offenders accountable and reducing recidivism;
Purpose Area 8: The establishment of court -based juvenile justice programs that target young firearm
offenders through the establishment of juvenile gun courts for the adjudication and prosecution of
juvenile firearm offenders;
Purpose Area 9: The establishment of drug court programs for juveniles so as to provide continuing
judicial supervision over juvenile offenders with substance abuse problems and to provide the integrated
administration of other sanctions and services;
Purpose Area 10: Establishing and maintaining interagency information -sharing programs that enable the
juvenile and criminal justice system, schools, and social service agencies to make more informed decisions
regarding the early identification, control, supervision, and treatment of juveniles who repeatedly commit
serious delinquent or criminal acts;
Purpose Area 11: Establishing and maintaining accountability -based programs that work with juvenile
offenders who are referred by law enforcement agencies, or which are designed, in cooperation with law
enforcement officials, to protect students and school personnel from drug, gang, and youth violence; and
Purpose Area 12: Implementing a policy of controlled substance testing for appropriate categories of
juveniles within the juvenile justice system.
The JCEC must develop a CEP which distributes their grant allocation in the following amounts; not less
than 45 percent for program purpose areas 3 - 9, not less than 35 percent for program purpose areas 1,2
and 10. The remaining 20 percent is discretionary and can be allocated among program purpose areas 1 -
12, however the JCEC decides in their CEP. This distribution ratio is required unless a unit of local
government certifies to OCJP, in its CEP, that the interests of public safety and juvenile crime control
would be better served by expending its funds in aproportion other than the 35 and 45 percent
minimums. The unit of local government is also required to provide a 10 percent cash match based upon
the amount of their direct grant award allocation. A 50 percent match is required for construction of new
permanent correctional facilities. The California Youth Authority is the only agency which builds
permanent correctional facilities for juveniles in California. Construction of juvenile halls and temporary
juvenile detention facilities require only the 10 percent match.
A unit of local government may waive its right to a direct subgrant award and request that its funds be
awarded to and expended for its benefit by a larger or contiguous unit of local government. In such a
case a JCEC will become a Regional Juvenile Crime Enforcement Coalition (RJCEC).
PART II 9 Programmatic Instructions
2. Application Process
• Identify and represent a unit of local government officially listed and identified in Appendix A.
• Determine the amount of the grant award to your unit of local government as listed in Appendix A.
Awards of less than $5,000 to local units of government cannot be processed.
• Form alocal JCEC or RJCEC if combining funds of more than one unit of local government.
Complete the form in Appendix C found in program guidelines or Request for Award.
• Acquire and identify the source(s) of the cash match. Use the form in Appendix B of the Program
Guidelines to verify the amount of the required match. Attach to the Coordinated Enforcement Plan.
• . The JCEC/RJCEC develops a CEP using the format outlined in Section F, below. Funds must be
allocated through use of the formula described in section 2.6 of the Program Guidelines, and verified
by completing the form in Appendix D. If it is determined by the JCEC/RJCEC that local needs and
resources necessitate a waiver of the allocation proportions, the reasoning should be explained in the
CEP.
• Complete the CEP Summary, Appendix E of the Program Guidelines.
• Complete the Office of Criminal Justice Planning Grant Award Application, and submit along with
the CEP and appendices B-E, an original and three copies to OCJP no later than February 9, 2000.
The application must include the CEP, completed Program Guidelines Appendices B-E and at a
minimum the following:
OCJP Grant Award Face Sheet (OCJP A301)
Resolution/s of the Board of Supervisors and/or City Councils represented by the JCEC/RJCEC applying
for the block grant direct award
Certificate of Assurance of Compliance (OCJP 656)
Coordinated Enforcement Plan Summary (OCJP 227)
Budget Category with Line Item Detail (OCJP A303a, A303b, A303c)
Project Contact Information Form
Individual Project Report (OMB 1121-0158)
Project Service Area Information Form
Other forms may be required depending upon your CEP. Consult the Grantee Handbook or OCJP.
3, Reporting Requirements
Grantees are required to submit separate quarterly progress reports (Appendix F of the Program
Guidelines) and Report of Expenditures and Request for Funds (OCJP Form 201). Each report is due
at OCJP 120 days from the start of the grant award period and every 90 days thereafter, for a total of
4 reports in a 12-month period.
4. OCJP Grantee Handbook
Grantees must administer their grants in accordance with the OCJP Grantee Handbook. An
agreement form included in the Request For Application certifies that the applicant will comply with
the required administrative and fiscal conditions contained in the Grantee Handbook. Failure to
comply with these requirements can result in the withholding and/or termination of the grant award.
PART II 10 Programmatic Instructions
The Grantee Handbook will be provided to all first-time recipients with the signed grant award
agreement.
F. COORDINATED ENFORCEMENT PLAN NARRATIVE
The JCEC or RJCEC must develop a CEP which allocates their total grant award(s) in the proportions
outlined in section 2.6. of the Program Guidelines. To assist grantees in determining and verifying
required proportions, a JAIBG Coordinated Enforcement Plan Grant Award Allocation Worksheet
(Appendix D) is included in this document. This form must be completed and attached to the CEP. If
the JCEC or RJCEC determines that it is in its best interests to allocate its total grant award(s) in a
proportion different than prescribed, then an allocation waiver certification needs to be specifically stated
in the CEP narrative. Such certification shall provide information concerning the availability of existing
structures or initiatives within the intended areas of expenditure (or the availability of alternative funding
sources for those areas), and the reasons for the state or unit of local government's alternative use.
The CEP narrative should identify'
• Which program purpose area(s) the JCEC or RJCEC has determined grant award funds will be
applied to.
• Dollar amount and allocation percentage of the total grant award applied to each program purpose
area the CEP addresses.
• Explain the activities that will be employed within the program purpose area(s) selected in the CEP.
• Establish a goal(s) within the program purpose area(s) of the CEP.
• If appropriate, a waiver of the minimum percentage of fund distribution can be applied. As stated
previously, not less than 45 percent of the total grant award is to be allocated for program purpose
areas 3 - 9, and not less than 35 percent is to be allocated for program purpose areas 1, 2, and 10.
The waiver must state that "in the interests of public safety and juvenile crime control would be better
served by expending funds in a proportion other than the 45 and 35 percent minimums." Such
certification shall provide information concerning the -availability of existing structure or initiatives
within the intended areas of expenditures (or the availability of alternative funding sources for those
areas), and the reason for alternative use.
G. SPECIFIC BUDGET INSTRUCTIONS: Refer to Part I, Section H of the RFA (Page 7).
H. REOUIRED/OPTIONAL FORMS: Applicants must completely fill out Appendices B-E of the
JAIBG Program Guidelines and submit them with their grant award applications. Copies of
the forms from the Program Guidelines are included with this RFA.
PART II I I Programmatic Instructions
OFFICE OF CRIMINAL JUSTICE PLANNING
JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT
REQUEST FOR APPLICATIONS (RFA)
PART III - APPLICATION FORMS
OFFICE OF CRIMINAL JUSTICE PLANNING
JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT PROGRAM
AT -A -GLANCE CHECK LIST
This checklist is provided to assist the applicant in ensuring that a complete application is submitted to
OCJP. When completed, each of the three copies of the application should be comprised of the
following components:
Standard Grant Award Forms
❑ Grant Award Face Sheet (see General Instructions and Application Forms, OCJP A301)
❑ Resolution or Resolutions if a Regional Juvenile Crime Enforcement Coalition (see General
Instructions)
❑ Project Service Area Information (see General Instructions)
❑ Project Contact Information (see General Instructions)
❑ Certification of Assurance of Compliance (see General Instructions and Application Forms, OCJP
656)
Project Narrative
❑ JAIBG Coordinated Enforcement Plan Summary(see Programmatic Instructions and Application
Forms, OCJP 227)
Coordinated Enforcement Plan Narrative- Includes: Problem Statement, Program Purpose Areas,
Activities (see Programmatic Instructions)
❑ JAIBG Juvenile Crime Enforcement Coalition Membership (see Program Guidelines)
Budget
Submit all documentation as appropriate to support items budgeted in the application.
❑ Project Budget Form OCJP A303a Personnel Services Salaries/Employee Benefits (see
Programmatic Instructions, Application Forms and Grantee Handbook, Section 2100)
❑ Project Budget Form OCJP A303b - Operating Expenses (see Programmatic Instructions,
Applications Forms and Grantee Handbook, Section 2200)
❑ Project Budget Form OCJP A303c - Equipment (see Programmatic Instructions, Applications Forms
and Grantee Handbook, Section 2300)
❑ JAIBG CASH MATCH AND GRANT TOTAL CALCULATION WORKSHEET (see Guidelines
Appendix B)
❑ JAIBG Coordinated Enforcement Plan Grant Award Allocation Worksheet (see Guidelines Appendix
D)
Application Appendix -Optional Forms
❑ Operational Agreements (see Programmatic Instructions and Application Forms)
❑ Additional Signature Authorization (see Application Forms)
❑ Sole/Single Source Information (see Grantee Handbook, Section 4500)
OFFICE OF CRIMINAL JUSTICE PLANNING (OCJP A301)
GRANT AWARD FACE SHEET
The Office of Criminal Justice Planning, hereafter designated OCJP, hereby makes a grant award of funds to the
following Administrative Agency (1)
hereafter designated Grantee, in the amount and for the purpose and duration set forth in this grant award.
(2) Implementing Agency Name
Contact Address
Tele hone
(3) Project Title (60 characters maximum) (6) Award No.
(4) Project Director (Name, Title, Address, Telephone) O Grant Period
(four lines maximum)
(8) Federal Amount
(9) State Amount
NA
Financial Officer (Name, Title, Address, Telephone) 10) Cash Match
(four lines maximum)
11) In -Kind Match
NA
This grant award consists of this title page, the proposal for the grant which is attached and made a part hereof, and
the Assurance of Compliance forms which are being submitted. The grant recipient signifies acceptance of this
grant award and agrees to administer the grant project in accordance with the statute(s), the Program Guidelines,
this Request for Application (RFA) and the OCJP Grantee Handbook. The Grant recipient further agrees to all
legal conditions and terms incorporated by reference in the Program Guidelines, this RFA, and the OCJP Grantee
Handbook.
FOR OCJP USE ONLY
Item:
Chapter:
PCA No.:
Components No.:
Project No.:
Amount:
Split Fund:
Split Encumber:
Year:
Fed. Cat. #:
Match Requirement:
Fund:
Program:
(Rev. 5/97)
(13) Official Authorized to Sign for
Applicant/Grant recipient
Name:
Title:
Address:
Telephone: ( )
Date:
I hereby certify upon my own personal* knowledge
that budgeted funds are available for the period
and purposes of this expenditure stated above.
Fiscal Officer, OCJP Date
Executive Director, OCJP Date
RESOLUTION INSTRUCTIONS
Note: The resolution must include all of the elements contained in the sample.
Unless there is a compelling reason not to do so, OCJP strongly suggests that
the project follow the exact format and language provided in the sample
Resolution. This will assure that the processing of the Grant Award
Agreement and the request for funds are not seriously delayed because the
language of the Resolution does not meet OCJP's requirements.
(1) Enter the full name of the board or council making the resolution.
(2) Enter the title of the proposed project. This should be the same as the title of the
proposed project on the Grant Award Face Sheet (OCJP A301).
(3) Enter the full title of the administrator or executive who is authorized to submit the
proposal.
(4) Enter the full title of the organization that will submit the proposal.
(5) Enter board or council, whichever is appropriate.
(6) Enter the same as item (1).
(7) Enter the same as item (5).
(8) Enter the date of the meeting in which the resolution was adopted.
(9) Enter the votes of the members in the appropriate category.
(10) Enter the signature of the person signing on behalf of the board or council.
(11) Enter the date of the certification.
(12) Enter the typed name and title of the person making the certification.
(13) Enter the signature of the person attesting that this is a true copy of the resolution.
This must be a person other than the person who signed on behalf of the board or
council [see item (10)].
(14) Enter the date attested.
(15) Enter the typed name and title of the person attesting.
SAMPLE RESOLUTION
RESOLUTION OF THE GOVERNING BOARD
WHEREAS the (1) (gpplicant) desires to undertake a certain project
designated
(2)_(project title) to be funded in part from funds made available through the
JAIBG Program administered by the Office of Criminal Justice Planning
(hereafter referred to as OCJP).
NOW, THEREFORE, BE IT RESOLVED that the (3) (designated official by title
only
) of the (4) (couflW/ci1y or organization) is authorized, on its behalf to submit the
attached proposal to OCJP and is authorized to sign and approve on behalf of W
(governing board).the attached Grant Award Agreement including any extensions or
amendments thereof.
BE IT FURTHER RESOLVED that the applicant agrees to provide all matching
funds required for said project (including any amendment thereof) under the Program and
the funding terms and conditions of OCJP and that the cash match will be appropriated as
required.
IT IS AGREED that any liability arising out of the performance of this Grant
Award Agreement, including civil court actions for damages, shall be the responsibility of
the grant recipient and the authorizing agency. The State of California and OCJP disclaim
responsibility for any such liability.
BE IT FURTHER RESOLVED that grant funds received hereunder shall not be
used to supplant expenditures controlled by this body.
I hereby certify that the foregoing is a true copy of the resolution adopted by the
(6) (governing body) of (7).(unit of local government or oration) in a meeting
thereof held on (8,) (date). by the following:
Vote: (9)
Ayes:
Noes:
Absent:
Signature: (10) Date: (11
Typed Name and Title (12)
ATTEST: Signature: (13) Date: (14)
Typed Name and Title: (15)
RESOLUTION INSTRUCTIONS - (B)-
Note: The resolution must include all of the elements contained in the sample.
Unless there is a compelling reason not to do so, OCJP strongly suggests that
the project follow the exact format and language provided in the Sample
Resolution. This will assure that the processing of the Grant Award
Agreement and the request for funds are not seriously delayed because the
language of the Resolution does not meet OCJP's requirements.
(1) Enter the full name of the board or council making the resolution.
(2) Enter the same as item (1).
(3) Enter the full name of the city/county receiving the funds from the unit of local
government in item (1). (example - City of Alameda or County of Sacramento)
(4) Enter board or council, whichever is appropriate.
(5) Enter the same as item (1).
(6) Enter the date of the meeting in which the resolution was adopted.
(7) Enter the votes of the members in the appropriate category.
(8) Enter the signature of the person signing on behalf of the board or council.
(9) Enter the date of the certification.
(10) Enter the typed name and title of the person making the certification.
(11) Enter the signature of the person attesting that this is a true copy of the resolution.
This must be a person other than the person who signed on behalf of the board or
council (see item (10)).
(12) Enter the date attested.
(13) Enter the typed name and title of the person attesting.
SAMPLE RESOLUTION - (B)
Use this format and language only if you are releasinE a direct grant award to
another unit of local government as wart of the a Regional Juvenile Crime
Enforcement Coalition (RJCEC)
RESOLUTION OF THE GOVERNING BOARD
WHEREAS the (1) (unit of local government) declines to directly accept funds
made available through the Juvenile Accountability Incentive Block Grant (JAIBG)
Program administered by the Office of Criminal Justice Planning (hereafter referred to as
OCJP).
NOW, THEREFORE, BE IT RESOLVED that (2) (unit of local government)
waives its right to its entire direct subgrant award and authorizes the funds to be expended
by (3) (unit of local government for the mutual benefit of both units of local
government.
IT IS AGREED that any liability arising out of the performance of this Grant
Award Agreement, including civil court actions for damages, shall be the responsibility of
the grant recipient and the authorizing agency. The State of California and OCJP disclaim
responsibility for any such liability.
BE IT FURTHER RESOLVED that grant funds received hereunder shall not be
used to supplant expenditures controlled by this body.
I hereby certify that the foregoing is a true copy of the resolution adopted by the
(4) (governing body) of (5�unit of local government or organization) in a meeting
thereof held on (6) (date) by the following:
Vote: (7)
Ayes:
Noes:
Absent:
Signature: (8)
Typed Name and Title: (10)
ATTEST: Signature: (11)
Typed Name and Title: (13)
Date: (9)
Date: -(12)
RESOLUTION INSTRUCTIONS - (C )
Note: The resolution must include all of the elements contained in the sample.
Unless there is a compelling reason not to do so, OCJP strongly suggests that
the project follow the exact format and language provided in the Sample
Resolution. This will assure that the processing of the Grant Award
Agreement and the request for funds are not seriously delayed because the
language of the Resolution does not meet OCJP's requirements.
(1) Enter the full name of the board or council making the resolution.
(2) Enter the title of the proposed project. This should be the same as the title of the
proposed project on the Grant Award Face Sheet (OCJP A301).
(3) Enter the same as item (1).
(4) Enter the name(s) of the unit(s) of local government who have agreed to pass on
their direct grant award to the unit of local government identified in item (3).
(5) Enter the full title of the administrator or executive who is authorized to submit the
proposal.
(6) Enter the full title of the organization that will submit the proposal.
(7) Enter board or council, whichever is appropriate.
(8) Enter the same as item (7).
(9) Enter the. same as item (3).
(10) Enter the date of the meeting in which the resolution was adopted.
(11) Enter the votes of the members in the appropriate category.
(12) Enter the signature of the person signing on behalf of the board or council:
(13) Enter the date of the certification.
(14) Enter the typed name and title of the person making the certification.
(15) Enter the signature of the person attesting that this is a true copy of the resolution.
This must be a person other than the person who signed on behalf of the board or
council (see item (12)).
(16) Enter the date attested:
(17) Enter the typed name and title of the person attesting.
SAMPLE RESOLUTION - (C )
Use this format and language onlv if you are accenting a direct grant award(s) from other units of
local government as part of a Regional Juvenile Crime Enforcement Coalition (RJCEC)
RESOLUTION OF THE GOVERNING BOARD
WHEREAS the (11) desires to undertake a certain project designated
(2) (project title) to be funded in part from funds made available through the
Juvenile Accountability Incentive Block Grant Program administered by the Office of Criminal Justice
Planning (hereafter referred to as OCJP).
NOW, THEREFORE, BE IT RESOLVED that (3) (unit of local government) agrees to accept the
JAIBG direct grant award(s) from (4) (unit(s) of local government) to be expended for the mutual benefit of
those units of local government.
BE IT FURTHER RESOLVED that the (5) (designated official by title only) of the (66,)
(county/city or organization) is authorized, on its behalf to submit the attached proposal to OCJP and is
authorized to sign and approve on behalf of (7(governingboard) the attached Grant Award Agreement
including any extensions or amendments thereof.
BE IT FURTHER RESOLVED that the applicant agrees to provide all matching funds required
for said project (including any amendment thereof) under the Program and the funding terms and conditions
of OCJP and that the cash match will be appropriated as required.
IT IS AGREED that any liability arising out of the performance of this Grant Award Agreement,
including civil court actions for damages, shall be the responsibility of the grant recipient and the
authorizing agency. The State of California and OCJP disclaim responsibility for any such liability.
BE IT FURTHER RESOLVED that grant funds received hereunder shall not be used to supplant
expenditures controlled by this body.
I hereby certify that the foregoing is a true copy of the resolution adopted by the
(8) (governing body) - of (9) (unit of local government or organization) in a meeting thereof held on
0 0) (date) by the following:
Vote: (11)
Ayes:
Noes:
Absent:
Signature: (12) Dater 03)
Typed Name and Title: (14)
ATTEST: Signature: (15) Date: (16)
Typed Name and Title:
PROJECT SERVICE AREA INFORMATION
1. COUNTY OR COUNTIES SERVED: Enter the name(s) of the county or counties served by the
project. Put an asterisk where the principal office of the project is located.
2. U.S. CONGRESSIONAL DISTRICT(S): Enter the number(s) of the U.S. Congressional District(s)
which the project serves. Put an asterisk for the district where the principal office of the project is located.
3. STATE ASSEMBLY DISTRICT(S): Enter the number(s) of the State Assembly District(s) which
the project serves. Put an asterisk for the district where the principal office of the project is located.
4. STATE SENATE DISTRICT(S): Enter the number(s) of the State Senate District(s) which the
project serves. Put an asterisk for the district where the principal office of the project is located.
5. POPULATION OF SERVICE AREA: Enter the total population of the service area served by the
project.
PROJECT CONTACT INSTRUCTIONS
l . Provide the name, title, address, and telephone number for the person having day-to-day
responsibility for the project.
2. Provide the name, title, address, and telephone number for the person to whom the person
listed in #1 is accountable.
3. Provide the name, title, address, and telephone number for the Chief Executive of the
implementing agency.
4. Provide the name, title, address, and telephone number for the Chair of the Governing Body
of the implementing agency.
5. Provide the name, title, address, and telephone number for the person responsible for the
project from the applicant agency.
PROJECT CONTACT INFORMATION
Applicant:
Implementing Agency (if applicable):
Project Title:
Grant Number (to be added by OCJP):
Provide the name, title, address and telephone number for the project contact persons named below. If a
section does not apply to your project, enter "NIA."
1. The person having day-to-day responsibility for the project:
Name'
Title:
Address:
Telephone Number: ( ) Fax Number: ( )
2. The person to whom the person listed in #1 is accountable.
Name:
Title:
Address:
Telephone Number: ( ) Fax Number: ( )
3. The executive- director of a nonprofit organization or the chief executive officer (e.g., chief of
police, superintendent of schools) of the implementing agency:
Name:
Title:
Address:
Telephone Number: ( ) Fax Number: ( )
4. The chair of the governing body of the implementing agency: (Provide address and telephone
number other than that of the implementing agency.)
Name:
Title:
Address:
Telephone Number: ( ) Fax Number:
5. The person responsible for the project from the applicant agency, if different than # 1:
Name:
Title:
Address:
Telephone Number: ( ) Fax Number:
CERTIFICATION OF ASSURANCE OF COMPLIANCE INSTRUCTIONS
All applicants must submit the Certification of Assurance of Compliance with the Grant Award Forms
Package. By signing the Grant Award Face Sheet and the Certification of Assurance of Compliance
(OCJP 656, Rev. 7/97), and submitting the Grant Award Forms Package to OCJP, the applicant
acknowledges awareness of and the responsibility to comply with all specified state and federal
requirements.
1. Equal Employment Opportunity '
a. General EEO Rules and Regulations
1) California Fair Ern loyment and Housing A�EHA) and its I= 'mentingReaulations
California Administrative Code, Title 2 Division 4 Fair Employment and Housing
Commission:
The FEHA declares it illegal in California to discriminate against anyone in employment
because of race, religious creed, color, national origin, ancestry, physical handicap, medical
condition (cancer related), marital status, sex or age (over 40). The objectives of the FEHA
and these regulations are to promote equal employment opportunity and to assist all persons
in understanding their rights, duties and obligations, so as to facilitate achievement of
voluntary compliance with the law.
2) California Government Code Article 9 5, Sections 11135-11139 5 and its Implementing
Regulations California Administrative Code, Title 22, Sections 98000-98413; Title VI of the
Civil Rights Act of 1964:
These sections mandate comprehensive state and federal civil rights regulations prohibiting
discrimination or denial of benefits to persons who are under programs or activities receiving
financial assistance from the State of California or the federal government.
3) Title V, Section 504 of the Rehabilitation Act of 1973 (29 USCS- Section 974). Government
Code Section 4450, et sea.
These state and federal regulations mandate that qualified persons with disabilities will not be
excluded from, denied benefits of, or discriminated against solely on the basis of their
disabilities, under any program or activity that receives financial assistance from OCJP.
Further, all facilities used by OCJP funded projects shall be made reasonably accessible to and
usable by the physically handicapped.
These regulations also provide that employers shall make reasonable accommodation to the
physically handicapped, unless the employer can demonstrate that such accommodation would
impose undue hardship.
4) The Americans with Disabilities Act of 1990 (ADA), 42 USC Sections 12101 et seg.., and
U.S. Department of Justice Implementing Regulations, 28 CFR, Part 3 5
The ADA guarantees equal opportunity for individuals with disabilities in public and private
sector services and employment. A comprehensive anti -discrimination law for persons with
disabilities, the ADA extends to virtually all sectors of society and every aspect of daily living
(i.e., work, leisure, travel communications and more).
b. Federally Funded Projects - 28 CFR, Part 42, Nondiscrimination; Equal Employment
Opportunity; Policies and Procedures (U.S. Department of Justice)
1) Requires agencies receiving federal financial assistance from OCJP to prepare an Equal
Employment Opportunity Program (ESOP) upon meeting the following criteria:
• Grantee has 50 or more employees;
Grantee has received a total of $25,000 or more in grants or subgrants since 1968 (for
grants of $500,000 and more see 2); and
• Grantee has a service population of 3% or more minority representation (if less than 3%
the EEOP must be prepared to focus on women).
Effective Fiscal Year 1992/93, the criteria and requirements apply to the "implementing
agency" responsible for the day-to-day operation of the project (e.g., Probation
Department, District Attorney, Sheriff).
Please note that upon submission of the Certification of Assurance of Compliance to'OCJP,
the applicant certifies that the agency has an EEOP on file or will formulate, implement, and
maintain an EEOP within 60 calendar days of the date the Grant Award Face Sheet (OCJP
A301) is signed by the Executive Director of OCJP. This certification further commits the
agency to submit to OCJP a copy of its EEOP within 60 calendar days of the Executive
Director's signature on the OCJP A301. The EEOP mast be developed for the
implementing agency.
2) All applicants for federal grants funds of $500,000 or more must submit a copy of the current
EEOP developed for the implementing agency, or federal letter of compliance, to OCJP with
the Grant Award Forms Package. No Grant Award Agreement in this amount will be
approved until OCJP receives approval of the applicant's EEOP from the federal government.
3) Projects who have previously received a total of $25,000 or more in grant funds, or a single
award in the amount of $500,000 or more, and have an approved EEOP on file with OCJP,
are required to submit an annual update of their EEOP if funds are continued. The timeframe
for EEOP updates are the same as are identified in 1) and 2). above and must cover the
implementing agency.
c. State Funded Grants and Community -based Organizations (CBOs)
State funded grants and CBOs are exempt from the federal government requirement of developing
an ESOP, pursuant to 28 CFR, Part 42, Subpart E; however, they are monitored by the U.S.
Department of Health and Human Services in EEO compliance matters.
d. Additional Requirements for ALL OCJP Grantees
1) In addition to the Certification of Assurance of Compliance (OCJP 656), all OCJP grantees
must have a current year EEO Policy Statement, established by their agency, posted in a
prominent place accessible to employees and applicants (See Grantee Handbook, Appendix
V).
2) The poster entitled "Harassment or Discrimination in Employment is Prohibited by
Law" (See Grantee Handbook, Appendix W) also must be posted in a conspicuous location
accessible to employees and applicants for employment. This poster may be obtained from the
local office of the Department of Fair Employment and Housing (DFEH).
The Equal Employment Opportunity Program Guidelines may be obtained by contacting the EEO
Compliance Office at (916) 327-3689. Additionally, applicants are encouraged to contact their
Personnel Office or Affirmative Action Office for EEO information and assistance.
2. Drug -Free Workplace
Senate Bill 1120 (Chapter 1170, Statutes of 1990) established the Drug -Free Workplace Act of 1990
("the Act") which requires grantees to maintain a drug -free workplace, as does the federal Drug -Free
Workplace Act of 1988. By signing the Certification of Assurance of Compliance, the applicant
formally notifies OCJP, as the granting/monitoring agency, that the applicant will comply with the
provisions of the Act.
A copy of the Drug -Free Workplace Certification is included in the Grantee Handbook, Appendix O,
to serve as a guide for the development of the agency's statement.
3. Environmental Impact
The California Environmental Quality Act (CEQA) (Public Resources Code, Division 13, Section
21000 et seq.) requires that a Lead Agency (the public agency which has principal responsibility for
carrying out. or approving a project which may have a significant effect on the environment) prepare
an environmental document on the project. For purposes of CEQA, the Lead Agency is the city or
county planning department. If this requirement has previously been met, the applicant must sign and
submit OCJP 656 confirming compliance.
NOTE: State agencies applying for OCJP grant funds must meet all CEQA requirements outlined
above. Each agency has the authority to determine which of the designated categories
applies. All notices must be filed with the Office of Planning and Research (OPR) instead
of with a local planning department, and kept on file with the project.
Public school districts and county Offices of Education applying for OCJP grants must also meet
all CEQA requirements. OCJP 656 must be completed and submitted to OCJP. Public school
districts may have lead agency authority to determine which of the designated CEQA categories
applies. Evidence of this category determination must be completed and kept in the applicant's
project files.
All applicants selected for funding other than state agencies, public school districts and county offices
of education should contact their city or county planning department to determine which of the
designated categories listed in Section 2, Evidence of Compliance, applies.
A project is defined as the whole of an action which has a potential for resulting in a physical change
in the environment, directly or ultimately. For the purposes of this package, a project can include, but
is not limited to:
• An activity involving the issuance of a lease, permit, license, certificate, or other entitlement for
use by one or more public agencies, such as the leasing of real property from a government
agency (e.g., office buildings, warehouses, police stations or shelters);
An activity involving the amendment of zoning ordinances, or the amendment of a local General
Plan.
In order for OCJP to approve the funding of projects selected for funding the applicant must
complete and sign the Certificate of Assurance of Compliance (OCJP 656) and maintain evidence of
CEQA compliance on file. The process for completing these requirements is as follows:
a. Assurance of Compliance - Environmental Impact Statement
All applicants selected for funding must submit the OCJP Certification of Assurance of
Compliance (OCJP 656) signed by the person authorized by the governing board to sign the Grant
Award Agreement. This is the same signature as appears on line 13 of the Grant Award Face
Sheet.
b. Evidence of Compliance
Such evidence of compliance must be maintained on file as part of the project's administrative
requirements and may be any one of the four designated categories described below.
A sample format is included in the Grantee Handbook, Appendix U. The applicant/grantee may
present this form to the Lead Agency for review. The planning department may sign this form, or
may prepare a document which describes the applicant's compliance with CEQA.
1) Category 1
A statement, signed and dated by the planning department, citing the CEQA Guidelines
(California Administrative Code, Title 14, Division 6, Section 15061 (b)(3)) and stating that
the Lead Agency can say with certainty that there is no possibility that the activity in question
may have a significant effect on the environment and that the project is not subject to CEQA.
2) Category 2
A Notice of Exemption filed with the county clerk of the county or counties in which the
project will be located, if the proposed project falls under the provisions for statutory or
categorical exemptions of the CEQA Guidelines (California Administrative Code, Title 14,
Division 6, Sections 15260-15329). Such filing will result in a date stamped on the notice.
Normally, this notice is filed by the planning department. The applicant may file the notice
instead, but must maintain a certified document issued by the planning department stating that
this agency has found the project to be exempt. As evidence of CEQA compliance, a date
stamped copy of that notice must be maintained by the applicant in the project files.
3) Category 3
A Negative Declaration prepared in accordance with CEQA Guidelines (California
Administrative code, Title 14, Division 6, Section 15000 et. seq.), if the proposed project is
determined to have no potential to significantly effect the environment. As part of the
Negative Declaration process, the planning department must give the general public and
affected public agencies an opportunity to review the proposed Negative Declaration, and
must consider any comment. After completion of the Negative Declaration process, a Notice
of Determination must be filed with the county clerk within five (5) working days after the
Lead Agency approves the project. A copy of the Notice of Determination must also be filed
with the Office of Planning and Research State Clearinghouse. As evidence of CEQA
compliance, a date stamped copy of that notice must be maintained by the applicant in the
project files.
4) Category 4
An Environmental Impact Report (EIR) prepared in accordance with the CEQA guidelines,
if the proposed project may significantly impact the environment. As with the Negative
Declaration, the EIR must be circulated for public and agency review. Additionally, the
planning department must respond in writing to any comments made on the draft EIR, and
must adopt measures to mitigate any environmental impacts that have been determined to be
significant, or provide justification as to why mitigation of an impact is not feasible.
At the end of that process, a Notice of Determination (NOD) must be filed with the County
Clerk within five (5) working days after the Lead Agency approves the project. A copy of the
NOD must also be filed with the State Clearinghouse. As evidence of CEQA compliance, a
date stamped copy of that notice must be maintained by the applicant in the project files.
4. Lobbying
OCJP grant funds shall not be used for the purposes of lobbying (see Grantee Handbook, Section
2240.2).
As required by Section 1342, Title 31 of the U.S. Code, applicants selected for funding must review
and certify that no federal funds will be used for lobbying. By signing the Assurance of Compliance
form, the applicant formally certifies to notify OCJP, as the granting/monitoring agency, that the
applicant selected for funding will comply with the provisions of the Act.
5. Debarment, Suspension and Other Responsibility Matters - for federally funded projects only
Applicants selected for funding must certify that they will adhere to Executive Order 12549,
Debarment and Suspension. By signing the Assurance of Compliance form in the Grant Award
Forms Package, the applicant certifies to that effect.
Certification of Assurance of Compliance
OCJP-656 (Rev. 7197)
CERTIFICATION OF ASSURANCE OF COMPLIANCE
Note: There are different requirements for state and federal funds. (Those affecting only
federally funded projects are identified)
I, , hereby certify that:
(official authorized to sign grant award; same person as line 13 on Grant Award Face Sheet)
GRANTEE:
IMPLEMENTING AGENCY:
PROJECT TITLE:
will adhere to all of the Grant Award Agreement requirements (state and/or federal) as directed
by the Office of Criminal Justice Planning including, but not limited to, the following areas:
I. Equal Employment Opportunity
II. Drug -Free Workplace Act of 1990
M. California Environmental Quality Act (CEQA)
IV. Lobbying
V. Debarment, Suspension, and Other Responsibility Matters
VI. Other OCJP Certifications as Applicable
I. EQUAL EMPLOYMENT OPPORTUNITY (EEO)
A. General EEO Rules and Regulations (state and federal)
The applicant selected for funding acknowledges awareness of, and the responsibility to
comply with, the following Equal Employment Opportunity requirements by signing the
Grant Award Face Sheet (OCJP A301), including this Certification of Assurance of
Compliance, and submitting the application to the Office of Criminal Justice Planning
(OCJP).
l . California Fair Employment and Housing Act (FEHA) and Implementing Regulations,
California Administrative Code, Title 2, Division 4, Fair Employment and Housing
Commission.
2.. California Government Code Article 9.5, Sections 11135-11139.5 and Implementing
Regulations, California Administrative Code, Title 22, Sections 98000-98413
3. Title VI of the Civil Rights Act of 1964.
4. Title V, Section 504 of the Rehabilitation Act of 1973 (29 USCS Section 974) and
Federal Department Regulations on its implementation; Government Code Section
4450, et. seq.
5. Subtitle A, Title II of the Americans with Disabilities Act (ADA), 42 USC Sections
12131-12134 and U.S. Department of Justice implementing regulations, 28 CFR, Part
35.
6. U.S. Department of Justice Regulations, 28 CM Part 42, Equal Employment
Opportunity, Policies and Procedures --applies to federally funded grants only.
Certification of Assurance of Compliance
OCJP-656 (Rev. 7/97)
Federal and state agencies have the legal right to seek enforcement of the above items of
this assurance of compliance.
All appropriate documentation must be maintained on file by the project and available for
OCJP or public scrutiny upon request. Violation of these provisions may result in
withholding of grant funds by OCJP.
B. The following apply to federally funded grants only:
Note: Effective Fiscal Year 1992/93, the Federal criteria and requirements apply to
the "implementing agency" responsible for the day-to-day operation of the
project (e.g., Probation Department, District Attorney, Sheriff).
1. Criteria for Federal EEO Program Requirements for Grants in the Amount of $25,000-
$499,999. (Does not apply to community -based organizations).
Federal regulations require qualified recipient agencies of federal financial assistance to
prepare an Equal Employment Opportunity Program (ESOP) upon meeting all of the
following criteria:
a. Grantee has 50 or more employees.
b. Grantee has received a total of $25,000 or more in grants or subgrants since 1968.
c. Grantee has a service population of 3% minority representation (If less than 3%
minority population, the EEOP must be prepared to focus on women).
The EEOP must be developed for the implementing agency responsible for the day-to-
day operations of the program.
2. Assurance of EEOP for Federal Grants of $25,0004499,999
This implementing agency has formulated, or will formulate, implement, and maintain
an ESOP within 60 calendar days of the date the Grant Award Face Sheet (OCJP
A301) is signed by the Executive Director of OCJP. I also certify that the EEOP
is/will be on file in the following Affirmative Action (A.A.) Office:
A.A. Officer:
Title:
Address:
Phone:
The EEOP is available for review or audit by officials of OCJP or the Federal
Government, as required by relevant laws and regulations.
Additionally, I agree.to submit a copy of said EEOP to OCJP (Attention: EEO
Compliance Officer) within 60 calendar days of the Executive Director's signature on
the OCJP A301.
3. Federal Grants of $500,900 and Above
All applicants for federal grant funds of $500,000 or more will submit a copy of their
EEOP (developed for the implementing agency), or federal letter of compliance, to
OCJP with the second stage application forms.
4. EEOP Updates for Continuing Federal Grants
Certification of Assurance of Compliance
OCJP-656 (Rev. 7/97)
Projects that have previously received a total of $25,000 or more in federal grants, or
a single award in the amount of $500,000 or more, and have an approved EEOP on
file with OCJP, are required to submit an annual update of their EEOP if funds are
continued. The timeframe for EEOP updates are the same as identified in Section B, 2
and 3 above.
C. The following apply to all OCJP grantees:
l . In addition to this Certification, all OCJP grantees must have a current EEO Policy
Statement, established by their agency, posted in a prominent place accessible to
employees and applicants; and
2. The poster entitled "Harassment or Discrimination in Employment is Prohibited
by Law" also must be posted in a conspicuous location accessible to employees and
applicants. This poster may be obtained from the local office of the Department of
Fair Employment and Housing.
II. CALIFORNIA DRUG -FREE WORKPLACE ACT OF 1990 AND FEDERAL DRUG -
FREE WORKPLACE ACT OF 1988 REQUIREMENTS
The above -named organization(s) will comply with the California Drug -Free Workplace Act
of 1990 of California Government Code Section 8355, et. seq., and the Federal Drug -Free
Workplace Act of 1988, and implemented as 28 CFF, Part 67, Subpart F, for grantees, as
defined in 28 CFF, Part 67, Sections 67.615 and 67.620 by:
A. Publishing a statement notifying employees that unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited and specifying
actions to be against employees for violations, as required in Government Code
Section 8355(a).
B. Establishing a Drug -Free Awareness Program as required by Government Code Section
8355(b), to inform employees about all of the following:
1. The dangers of drug abuse in the workplace;
2. The organization's policy of maintaining a drug -free workplace;
3. Any available counseling, rehabilitation and employee assistance programs; and
4. Penalties that may imposed upon employees for drug abuse violations.
C. Providing as required by Government Code Section 8355(c) that every employee who
works on proposed grant:
1. Will receive a copy of the company's drug -free policy statement; and
2. Will agree to abide by the terms of the company's statement as a condition of
employment on the contract or grant.
D. Notifying the employee in the statement required that, as a condition of employment under
the grant, the employee will:
1: Abide by the terms of the statement;
2. Notify the employer in writing of his or her conviction for a violation of a criminal
drug statute occurring in the workplace no later than five (5) calendar days after such
conviction.
Certification of Assurance of Compliance
OCJP-656 (Rev. 7/97)
E. Notifying the agency, in writing, within ten (10) calendar days after receiving notice as
required above from an employee or otherwise receiving actual notice of such conviction.
Employers of convicted employees must provide notice, including position, and title to:
Department of Justice, Office of Justice Programs, ATTN: Control Desk, 633 Indiana
Avenue, N.W., Washington, DC 20531. Notice shall include the identification number(s)
of each affected grant.
F. Taking one of the following actions, within 30 calendar days of receiving notice, with
respect to any employee who is so convicted:
1. Taking appropriate personnel action against such an employee, up to and including
termination, consistent with the requirements of the Rehabilitation Act of 1973, as
amended;
2. Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a federal, state, or local health,
law enforcement, or other appropriate agency.
G. Making a good faith effort to continue to maintain a drug -free workplace through
implementation of the above requirements.
III. CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)
The above -named organization(s)/individual(s) will comply with the California Environmental
Quality Act (CEQA) requirements as stated in the Public Resources Code, Division 13,
Section 21000 et. seq. and all other applicable rules and regulations.
All appropriate documentation will be maintained on file by the project and available for OCJP
or public review upon request.
IV. LOBBYING
As required by Section 1352, Title 31 of the U.S. Code, and implemented as 28 CFR, Part 69,
for persons entering into a grant or cooperative agreement over $100,000, as defined at 28
CFR, Part 69, the applicant certifies that:
A. No federally appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the making of any federal grant,
the entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal grant or cooperative agreement.
B. If any funds other than federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this federal grant or cooperative agreement, the undersigned
shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in
accordance with its instructions.
C. The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers [including subgrants, contracts under grants
and cooperative agreements and subcontract(s)] and that all subrecipients shall certify and
disclose accordingly.
Certification of Assurance of Compliance
OCJ -656 (Rev. 7/97)
V. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
(applies to federally funded grants only)
As required by Executive Order 12549, Debarment and Suspension, and implemented at 28
CFR, Part 67, for prospective participants in primary covered transactions, as defined at 28
CFR, Part 67, Section 67.510, the applicant certifies that it and its principals:
A. Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of federal benefits by a state or federal court, or voluntarily excluded
from covered transactions by any federal department or agency.
B. Have not, within a three-year period preceding this application, been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state, or
local) transaction or contract under a public transaction; violation of federal or state
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property.
C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental
entity (federal, state, or local) with, commission of any of the offenses enumerated above.
D. Have not, within a three-year period preceding this application, had one or more public
transactions (federal, state, or local) terminated for cause or default.
Where the applicant is unable to certify to any of the statements in this certification, he or she
shall attach an explanation to this application.
VI. OTHER OCJP CERTIFICATIONS AS APPLICABLE
Failure to comply with these requirements may result in suspension of payments under
the grant or termination of the grant or both and the grantee may be ineligible for
award of any future grants if the Office of Criminal Justice Planning (OCJP)
determines that any of the following has occurred: (1) the grantee has made false
certification, or (2) violates the certification by failing to carry out the requirements as
noted above.
Certification of Assurance of Compliance
OCJP-656 (Rev. 7/97)
CERTIFICATION
I, the official named below, am the same individual authorized to sign the Grant
Award Agreement [line 13 on Grant Award Face Sheet], and hereby swear that I
am duly authorized legally to bind the contractor or grant recipient to the above
described certification. I am fully aware that this certification, executed on the date
and in the county below, is made under penalty of perjury under the laws of the
State of California.
Official's Signature:
Official's Typed Name:
Official's Title:
Date Executed:
Federal ID Number:
Executed in the County of:
THE PROJECT NARRATIVE
GOES HERE
No standard forms are provided for the project narrative.
See Programmatic Instructions for details.
BUDGET CATEGORY AND LE"4&ITEM DETAIL
A. Personnel Services - Salaries/Employee Benefits COST
n
TOTAL
OCJP-A303a (Rev. 7/97)
BUDGET CATEGORY AND LINE -ITEM DETAIL
B. Operating Expenses COST
TOTAL
A303b (Rev. 7/97)
BUDGET CATEGORY AND LINE -ITEM DETAIL
C. Equipment
COST
CATEGORY TOTAL
PROJECT TOTAL
FUND DISTRIBUTION
FEDERAL
STATE
CASH
MATCH
IN -KIND MATCH
1. Amount of Funds
NA
NA
2. Percentage of Funds
NA
NA
Cx<JP-A303c (Rev.7/97)
THE APPLICATION APPENDIX
GOES HERE
See Programmatic Instructions for details.
OPTIONAL FORMS
APPLICATION APPENDIX
THE APPLICATION APPENDIX
GOES HERE
` See General Instructions for Details
OPTIONAL FORMS
May be needed depending on components of Coordinated Enforcement Plan
• Sample Operational Agreement
• Additional Signature Authorization
• Sole/Single Source Justification Checklist
SAMPLE OPERATIONAL AGREEMENT
This Operational Agreement stands as evidence that the (applicant agencv)
and the _agency) intend to work together toward the mutual goal of providing
maximum available assistance for crime victims residing in (jurisdiction) Both
agencies believe that implementation of the proposal, as described
herein will further this goal. To this end, each agency agrees to participate in the program, if selected for
funding, by coordinating/providing the following services:
1. The (applicant agency) project will closely coordinate the following services
with the _ (aszeDccA through:
• Project staff being readily available to (agency) for service provision
through (describe arrangements with the agency_;
• Regularly scheduled meetings (how often_ between (person/ ositions) to
discuss strategies, time tables and implementation of mandated services.
* Specifically:
* List specific activities that will be undertaken between the two agencies, the length of the
agreement and/or other specifics of the agreement.
We, the undersigned, as authorized representatives of (applicant aencvl
and (agency) , do hereby approve this document.
For
Date
0
For
Date
ADDITIONAL SIGNATURE AUTHORIZATION
Grant Award #:
Applicant:
Project Title:
Grant Period: to
The following persons are authorized to sign for:
Project Director
Signature
Name
Signature
Name
Signature
Name
Signature
Name
Financial Officer
Signature
Name
Signature
Name
Signature
Name
Signature
Name
Signature Signature
Name Name
Approved By:
` Project Director
Date
Financial Officer:
Date
Regional/Local
Planning Director:
Date
SOLE/SINGLE SOURCE JUSTIFICATION
CONTRACTS FOR SERVICES
CHECKLIST
Has the applicant/grantee met the following requirements:
Yes
No
OCJP Grantee Handbook Section 4510
Do conditions exist that require a sole/single-source contract?
Cl
0
Section 4521
Is a brief description of the program or project included?
0
Section 4522
Was it necessary to contract noncompetitively?
O
0
Did the contractor submit his/her qualifications?
O
O
Is the reasonableness of the cost justified?
O
0
Were cost comparisons made with differences noted
for similar services?
Section 4523
Is an explanation provided for the uniqueness of the contract?
C3
0
Section 4524
Are there time constraints impacting the project?
O
Is a justification provided regarding the need for contract?
0
O
Were comparisons made to identify the time required for
another contractor to reach the same level of competence?
C3
0
(REV.7/97)
e
SOLE SOURCE JUSTIFICATION
CONTRACTS FOR GOODS.
CHECKLIST
Has the applicant/grantee met the following requirements:
Yes
No
OCJP Grantee Handbook Section 3510
Do conditions exist that require a sole/single-source contract?
O
Section 3520
Is a brief description of the program or project included?
O
O
Was it necessary to contract noncompetitively?
0
0
Did the contractor submit his/her qualifications?
0
Is the reasonableness of the cost justified?
O
Were cost comparisons made with differences noted
for similar services?
0
0
Is an explanation provided for the uniqueness of the contract?
0
0
Are there time constraints impacting the project?
0
0
Is a justification provided regarding the need for contract?
O
0
Were comparisons made to identify the time required for
another contractor to reach the same level of competence?
0
0
(REV. 7/97)
Sample Budget Notes
Personnel
Each person employed by the grant must be listed/ by position on the Personnel Service section of the budget
Identify if they are FTE or a fraction thereof. If an hourly employee show a formula for their estimated time.
Each position must have a narrative identifying what the duties and responsibilities are in relation to the grant.
Benefits can be either detailed out or shown as a percentage of the total salary.
A calculation in the narrative of how the amount in the cost column was derived is essential to alleviate delays in
processing
Operating
Office Space Rental - 125 sq ft/ FTE, $1.50/sq ft/month or $18.00/sq ft/yr
To increase this amount you need a very strong justification and OCJP approval.
Audit $150,000 and below = $1500 allowed
Greater than $150,000 = 1 % of grant total
Travel Lodging = $84.00/ night $110/ night in Alameda, San Francisco, San Mateo, and Santa Clara counties and
the cities of Downtown Los Angeles, Inglewood, Playa Del Rey, Venice, Santa Monica, Brentwood, West Los Angeles,
Westwood, Culver City, West Hollywood, and Hollywood.
Per Diem = $40.00/day
Mileage = $ .31/ mile
Indirect Allowed -10% of personnel minus benefits or
5% of total grant minus equipment (Federal Indirect Allocation Plan)
Insurance- General Liability, Profession Liability, and especially Property.
Fidelity Bond CBO'S need 50% of grant covered for 3 years, see section 2160 of Grantee Handbook
Consultants Any consultant over $2500 must have a Sole Source request. $450/day allowed but need OCJP approval.
Vehicles- Have a cost analysis comparing the difference between lease and purchase. If a purchase then list as an
equipment item.
Equipment
Equipment is any tangible item over $1,000
All equipment must be tagged with grant property tags and listed on the Use Of Equipment Certification OCJP Form 074
Computer narrative should show that it will be compatible with OCJP, who will utilize, and where it will be located
Software can be included in the system cost or listed separately in Operating Expenses.
Internet service list as a operating expense
10 % Cash Match
Match must be shown on all budgets. Do not overmatch.
Round all figures to the nearest dollar, show no cents.
SAMPLE
BUDGET CATEGORY AND LINE -ITEM DETAIL
A. Personnel Services - Salaries/Employee Benefits COST
Project Coordinator — VIE $35.000
Responsible for overall project implementation. Supervises project staff, Chairs
the PPB, monitors data collection to ensure needed reports are completed.
Assures case management system is implemented, protocols are developed with
agencies providing data and statistics.
Coordinator Benefits - 16%
FICA — 7.65, Ul — 5.4, Workers Compensation — 2.0, Vacation — 6.5, $5,600
Sick Leave -..3 (35,000 x .16 =$5,600)
Volunteer Coordinator - .75 FTE $29,997
(full-time salary is $40,000 annually or $3,333 per month) Coordinator will work for 9
months ($3,333 x 9 =$29,997) No Benefits. The Coordinator will Recnut; process
volunteers and coordinate volunteer training, develop PSAs, and oversee mentoring
program.
Recreation Leader/Coordinator - .50 FTE
(full-time salary is $25,000) No Benefits. The Recreation Coordinator will conduct all $12,500
after school and summer vacation sports programs. During the Summer vacation period
this becomes a full time position. The coordinator recruits Volunteer coaches and
coordinates services and activities with the Parks & Recreation Department
($25,000 x .5 = $12,500)
Youth Leaders — (4 @ 20 hours per week @ $6.00 per hour for 48 weeks is $23,040
$23,040)
High School students and young adults will be recruited as paid interns and volunteers.
They will work as Team/sports leaders, tutors, mentors, and administrative assistants.
$106,137
TOTAL
SAMPLE
r
BUDGET CATEGORY AND LINE -ITEM DETAIL
B. Operating Expenses COST
Facility Rental for Youth Center (1,00 sq. ft. a month x 1000 sq. ft. x 12 months) $12,000
The youth center will be used as a drop -in place for youth and for neighborhood
Meetings, tutoring, computer training, and in -doors events. Expenses include rent and
Maintenance services.
Office Supplies — papers, pens, markers and other office supplies. $500
Printing — Program printing of announcements, educational materials, certificates,
Invitations, surveys and case management reports. $1,000
Recreation Program Supplies — Uniforms of all types, first aid and athletic equipment,
baseballs, footballs, basketballs, etc. $6,500
Education Materials — Purchase of copyrighted materials to use for classroom
Presentations, parent training, academic enrichment, etc. $1,000
Telephone and Internet Service — Telephone installation, telephone service, pagers and
cellular phones, Internet Access and purchase of related software. $2,500
Postage — Mailing flyers and announcements
$750
$500
Utilities - PG&E, water and garbage is 4% of rental cost
Insurance — Expenses include general liability, fidelity bond, profession liability and $750
Property liability insurance.
Audit — $1,500 maximum or 1% of grant total if over $150,000 $1,500
Indirect Costs — 5% of total grant minus equipment = .05 x 141,943 = 7097 $7,097
Travel — Project will use state travel rates.
OCJP Sponsored Training 2 ( Iin Southern and 1 in Northern California) $1709
2 Staff Representatives:
Registration 100 x 2 =$200
Lodging ($79 per person per night) 79 x 2 day x 2 =$316
Per Diem ($40 per day per person) 40 x 2 day x 2=$160
Transportation (.31 per mile) 150x .31
=$47
(Airline) 98 x 2
=$186
Transportation of youth & staff to events/activities
=$600
$50 per month x 12 = $600
Conference Costs
= 600
Combined Transportation &Conference Costs
$1709
H TOTAL
$35,806
1
01
SAMPLE
BUDGET CATEGORY AND LINE -ITEM DETAIL
C. Equipment
COST
Personal Computer System: To be used by project staff for preparation of reports,
$2,800
individual case management, program support materials and contact with OCJP. It will
be located on site in the Project Coordinators office.
Intel Pentium H 400 MHZ Processor
4.3 GH Hard Drive
40 MB SDRAM
16x CD Rom
2 MB Video Card
SB Soundcard
56k V90 Modem
3 '/2 " floppy drive
MS Office 97 Suite (Professional Version)
Desktop Laser Printer
10% Cash Match
$16,083
Vehicle- 7 passenger van. Used by project for field trips, transport of clients and staff to
activity sites. Maintainence fuel and insurance will be provided in addition by
department. Cost analysis is attached to proposal
CATEGORY TOTAL
$18,883
PROJECT TOTAL
$160,826
FUND DISTRIBUTION
FEDERAL
STATE
CASH
IN KU D MATCH
MATCH
I . Amount of Funds
144,743
NA
$16,083
NA
2. Percentage of Funds
900/0
NA
10%
NA
ALL BUDGET CATEGORIES MUST TOTAL THE COMPLETE AMOUNT OF FUNDS
REQUESTED
0
1999
Juvenile Accountability
Incentive Block Grant
STATE OF CALIFORNIA GRAY DAVIS, Govemor
OFFICE OF CRIMINAL JUSTICE PLANNING
OFFICE OF THE DIRECTOR
1130 K STREET, SUITE 300
SACRAMENTO, CA 95814
December 20, 1999
1999 JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT
FOREWORD
The 1999 Federal Juvenile Accountability Incentive Block Grant (JAIBG) Program was
created to promote greater accountability of juveniles in the justice system. The goal is to hold
juvenile offenders accountable for their criminal activities. The Governor's Office of Criminal
Justice Planning (OCJP) supports this effort by providing available grant funds to California state
and local governments. Grants will be awarded based upon a jurisdiction's. crime index and law
enforcement expenditures. .
OCJP is excited to facilitate new approaches for juvenile accountability, and encourages local
governments to take full advantage of the program. This document describes programmatic and
administrative guidelines for the JAIBG Program.
Questions regarding this program or requests for more information should be directed to
OCJP, Juvenile Justice and Delinquency Prevention Branch, at (916) 324-9124.
Sincerely,
FRANK GRIMES
Executive Director
•
a
TABLE OF CONTENTS
Section 1 Introduction and Background ........................................ 1
Section 2 Overview of the Juvenile Accountability Incentive
Block Grants Program ................................................
2
2.1
Legislative Origin........................................................
2
2.2
Purpose of the JAIBG Program .........................................
2
2.3
Fiscal Year 4999 Appropriations .......................................
2
2.4
Program Purpose Areas ..................................................
2
2.5
Eligibility Requirements....... ..........................................
3
2.6
Allocation of Funds ......................................................
4
-Calculating Local Allocations Formula ......................
4
2.7
Uses of Program Funds ..................................................
6
2.8
Utilization of Private Sector ............................................
6
Section 3
Application Process .....................................................
7
3.1
Certifying Eligibility To Receive Direct Awards ... :.................
7
3.2
Cash Match Requirement ................................................
7
3.3
Cash Match Computation ................................................
7
3.4
Allowable Sources of Match .............................................
8
3.5
Civil Rights Requirements ...............................................
8
3.6
Immigration and Naturalization Service Requirements ..............
8
3.7
Audit Requirements.......................................................
9
3.8
Office of Justice Programs Financial Guide ...........................
9
Section4
Requirements............................................................
10
4.1
Juvenile Crime Enforcement Coalition ................................
10
4.2
Coordinated Enforcement Plan .........................................
10
4.3
OCJP Grantee Handbook ...............................................
11
Section 5
5.1
5.2
5.3
5.4
5.5
5.6
Roleof the Designated State Agency and Requirements of
State Recipients and Local Subgrantees ........................... 12
The Designated State Agency .......................................... 12
State -Level Award Process ............................................. 12
Program Reporting Requirements .................................... 12
Nonsupplanting Requirement ........................................... 12
Suspensionof Funding ................................................... ` 13
UnexpendedFunds ........................................................ 13
Section6 Definitions............................................................... 14
6.1
Coordinated Enforcement Plan for Reducing Juvenile Crime ....
14
6.2
Designated State Agency(DSA)......................................
14
6.3
Juvenile...................................................................
14
6.4
Juvenile Correction Facility ............................................
14
6.5
Juvenile Crime Enforcement Coalition. ..............................
14
6.6
Juvenile Detention Facility. ............................................
14
6.7
Law Enforcement Expenditures. ......................................
15
6.8
Nonsupplanting..........................................................
15
6.9
Part 1 Violent Crimes...................................................
15
6.10
Primary Financial Burden ..............................................
15
6.11
Serious Violent Crime ..................................................
15
6.12
State......................................................................
15
6.13
Unit of Local Government .............................................
15
APPENDICES
A. California Allocations
B. JAIBG Cash Match and Grant Total Calculation Worksheet
C. JAIBG Juvenile Crime Enforcement Coalition Membership
D. JAIBG Coordinated Enforcement Plan Grant Award Allocation Worksheet
E. JAIBG Coordinated Enforcement Plan Summary
F. JAIBG Progress Report
11
Section 1 Introduction and Background
OFFICE OF CRIMINAL JUSTICE PLANNING
OCJP formulates and implements statewide criminal justice policy through comprehensive
planning and program funding.
To fulfill its responsibilities, OCJP:
• develops state-of-the-art approaches for justice systems, crime prevention,
and victim services programs;
• provides technical assistance to ensure effective program management;
• disseminates information on successful program models;
• conducts training conferences and seminars on programs and issues of
mutual interest among criminal justice agencies and other public and
private organizations;
• conducts research, crime analysis, and program evaluations;
• develops publications on crime prevention, victimology, and victim services
for statewide distribution;
• provides financial assistance for victim services and criminal justice
programs; and
• develops agency mentoring programs utilizing agency volunteers and
encourages agencies to participate in mentoring through the Request for
Proposals process.
Section 2 Overview of the Juvenile Accountability Incentive Block Grants Program
2.1 Legislative Origin
The Juvenile Accountability Incentive Block Grant (JAIBG) Program is based on Title III of
H.R. 3. The JAIBG Act of 1997, as passed by the House of Representatives on May 8, 1997.
The Appropriations Act directs the United States Attorney General to establish guidelines, in
consultation with Congress-, to assist states in determining whether they may certify eligibility
for JAIBG funds in Fiscal Years 1998 and 1999.
2.2 Purpose of the JAIBG Program
Congress authorized the Attorney General of the United States to provide grants under the
JAIBG Program for use by the states and units of local government to promote greater
accountability of juvenile offenders in the juvenile justice system.
2.3 Fiscal Year 1999 Appropriations
Funds are available on a formula basis. This formula provides a minimum allocation of five
percent of the available funds to each state, with the remaining funds allocated to each eligible
state based on relative share of the aggregate of all states' populations of people under the age
of 18. California's 1999 JAIBG appropriation is $22,598,300. For direct grant award
allocations to individual units of local government (see Appendix A).
2.4 Program Purpose Areas
Funds are available for the following 11 program purpose areas, as enumerated in H.R. 3. In
addition, the Appropriations Act provides a twelfth area for which funds may be expended:
the implementation of a state or local policy of controlled substance testing for appropriate
categories of juveniles within the juvenile justice system.
Purpose Area 1
Building, expanding, renovating, or operating temporary or permanent juvenile
correction or detention facilities, including training of correctional personnel (see
Section 6.4, 6.6, "Definitions");
Purpose Area 2
Developing and administering accountability -based sanctions for juvenile offenders;
Purpose Area 3
Hiring additional juvenile judges, probation officers, court -appointed defenders, and
funding pretrial services for juveniles, to ensure the smooth and expeditious
administration of the juvenile justice system;
Purpose Area 4
Hiring additional prosecutors, so that more cases involving violent juvenile offenders can
be prosecuted and backlogs reduced;
2
Purpose Area 5
Providing funding to enable prosecutors to address drug, gang, and youth violence
problems more effectively;
Purpose Area 6
Providing funding for technology, equipment, and training to assist prosecutors in
'identifying and expediting the prosecution of violent juvenile offenders;
Purpose Area 7
Providing funding to enable juvenile courts and juvenile probation offices to be more
effective and efficient in holding juvenile offenders accountable and reducing recidivism;
Purpose Area $
The establishment of court -based juvenile justice programs that target young firearm
offenders through the establishment of juvenile gun courts for the adjudication and
prosecution of juvenile firearm offenders;
Purpose Area 9
The establishment of drug court programs for juveniles so as to provide continuing
judicial supervision over juvenile offenders with substance abuse problems and to
provide the integrated administration of other sanctions and services;
Purpose Area 10
Establishing and maintaining interagency information -sharing programs that enable the
juvenile and criminal justice system, schools, and social service agencies to make more
informed decisions regarding the early identification, control, supervision, and treatment
of juveniles who repeatedly commit serious delinquent or criminal acts;
Purpose Area 11
Establishing and maintaining accountability -based programs that work with juvenile
offenders who are referred by law enforcement agencies, or which are designed, in
cooperation .with law enforcement officials, to protect students and school personnel
from drug, gang, and youth violence; and
Purpose Area 12
Implementing a policy of controlled substance testing for appropriate categories of
juveniles within the juvenile justice system
2.5 Eligibility Requirements
All units of local government (see Section 6.13, "Definitions") within the State of California
are eligible to apply for a JAIBG award, if their formula allocation is $5,000 or greater.
Those units of local government whose formula allocation is less than $5,000 are not eligible
for a direct grant award.
3
2.6 Allocation of Funds
Allocation From State to Units of Local Government
The State of California shall distribute not less than 75 percent of its allocation received
among all units of local government in the State. In making such distribution, the State shall
allocate to each unit of local government an amount, by formula, based on a combination of
law enforcement expenditures (see Section 6.2, "Definitions") for each unit of local
government and the average annual number of Uniform Crime Report Part 1 Violent Crimes
(see Section 6.9, "Definitions") reported by each unit of local government for the three most
recent calendar years for which data are available. Two-thirds of each unit of local
government's allocation will be based on the law enforcement expenditure data and one-third
will be based on the reported violent crime data, in the same ratio to the aggregate of all other
units of general local government in the State. OJJDP, in cooperation with the Bureau of
Justice Statistics (BJS), has provided to the State, in supplemental guidance and through
technical assistance, information to assist the State in determining the appropriate allocation to
each unit of local government, including available statistical information, such as Uniform
Crime Report data; information available from the Bureau of the Census regarding local law
enforcement expenditures.
CALCULATING LOCAL ALLOCATIONS USING THE JAIBG FORMULA
Title III of H.R. 3, which describes the JAIBG Program, requires that states allocate funds to
localities based on a weighted formula of justice expenditures and Part I Violent Crimes. The
formula is designed for states to distribute two-thirds of the pass -through funds based on
justice expenditures, and one-third based on Part I Violent Crimes.
To accomplish this split, the total amount of money the State intends to pass through to
localities is divided into two "pools": the expenditures pool (two-thirds of the total pass -
through amount), and the crime pool (one-third of the total pass -through amount). Each pool
is then divided among localities based on the percentage of the total state expenditure and
crime numbers that their locality represents. The two pool allocations for each locality are
then added together to arrive at the total allocation.
Here is an example of how the local allocation is calculated. Units of local government
do not calculate their own allocation, calculations have already been made (see
Appendix A).
Total State Crime Index = 1,000,000
Total State Justice Expenditures = $7,000,000,000
Total State Accountability Fund Pass Through = $18,000,000
1/3 of State Accountability Fund Pass Through = $6,000,000
2/3 of State Accountability Fund Pass Through = $12,000,000
Unit of Local Government A
Local Crime Index
Local Justice Expenditures
Unit of Local Government A Crime Index
= 1,000
= $5,000,000
= 11000 = .001
4
Total State Crime Index 1,000,000
.001 X $6,000,000 = $6,000
Unit of Local Government A Justice Expenditure = 5,000,000 = .000625
Total State Justice Expenditures 8,000,000,000
.000625 X $12,000,000 = $7,500
Total JAIBG Allocation to Unit of Local Government A = $6,000 + $7,500 =111M
Unit of Local Government Cap
No unit of local government shall receive an allocation that exceeds 100 percent of the
average law enforcement expenditures of such unit for the three most recent calendar years
for which data are available. The amount of any unit of local government's allocation that is
not available to such unit by operation of the preceding paragraph shall be available to other
units of local government that are not affected by the operation of this paragraph.
Allocation Less Than $5,000
If an allocation for a unit of local government is less than $5,000 during a fiscal year, the
amount allocated will be expended by the State on services to units of local government
whose allotment is less than such amount.
Allocation of $5,000 or More Non -Participation or Waiver of Direct Award
Where a unit of local government qualifies for a subgrant of $5,000 or more but is unable,
unwilling, ineligible, or otherwise declines to participate in the JAIBG Program, such funds
shall be retained by the State of California to be reallocated through programs and or services
by OCJP.
Combining Subgrants By Forming Regional Juvenile Crime Enforcement Coalitions
A qualifying unit of local government may waive its right to a direct subgrant award and
request that such unit funds be awarded to, and expended for its benefit by a larger or
contiguous unit of local government. Further, units of local government may enter into
regional coalitions utilizing combined allocations from all local governments agreeing to enter
into the coalition to expend JAIBG funds using a Regional Juvenile Crime Enforcement
Coalition (RJCEC) (see Section 4.2 for JCEC membership requirements). However, a unit of
local government must serve as the fiscal agent(s) for receiving the award from the State and
obligating and expending funds for the benefit of the combined units. Units of local
government passing on their JAIBG direct award must complete a resolution authorizing the
transfer of the award funds, stating the amount of the award and identifying the unit of local
government to which the award is being passed onto. Units of local government receiving
one or more subgrants must submit the resolutions from the subgrantees to OCJP with
original signatures and seals on the resolutions.
5
Program Purpose Area Distribution of Funds
Units of local government receiving funds from the State of California must provide an
assurance that, other than funds set aside for administration, not less than 45 percent is
allocated for program purpose areas 3-9, and not less than 35 percent is allocated for program
purpose areas 1, 2, and 10. This allocation is required unless a unit of local government
certifies to the State that the interests of public safety and juvenile crime control would be
better served by expending its funds in a proportion other than the 45 and 35 percent
minimums. Such certification shall provide information concerning the availability of existing
structures or initiatives within the intended areas of expenditure, or the availability of
alternative funding sources for those areas, and the reasons for the state or unit of local
government's alternative use. However, with or without such certification, all program funds
must be expended for programs within the 12 authorized program purpose areas.
Administration
A unit of local government may use up to 10 percent of the subgrant awarded to that unit of
local government for administrative costs related to the JAIBG Program. All funds used for
administrative costs are subject to the match requirement (see Section 3.2).
2.7 Uses of Program Funds
Section 1803(a)(3) of H.R.'3 provides that:
No funds allocated to a State under this subsection or received by a State
for distribution under subsection (b) Ito units of local government] may be
distributed by the Attorney General or by the State involved for any
program other than a program contained in an approved application.
The specific program areas allowed are identified in Section 2.4 of this Guidance Manual. All
programs must be funded within one or more of the 12 purpose areas.
2.8 Utilization of Private Sector
Section 1806 of H.R. 3 encourages states and units of local government to utilize private
nonprofit entities or community -based organizations to carry out the purposes specified under
Purpose Area 2. This provision does not limit utilization of the private sector in any of the
other purpose areas, but rather serves to highlight the strengths that the private sector may ,
have to offer within Purpose Area 2.
Section 3 Application Process
3.1 Certifying Eligibility To Receive Direct Grant Awards
In order to certify eligibility, each unit of local government must meet the criteria as defined in
Section 6.2. They must also qualify for a direct grant award of $5,000 or more as listed in
Avvendix A. Units of local government, through a resolution, must certify eligibility of a
JCEC/ RJCEC, or its official representative, to receive, allocate and expend their grant award
for its benefit.
3.2 Cash Match Requirement
The JAIBG Program provides that federal funds may not exceed 90 percent of total program
costs, including any funds set aside for program administration, by a state or unit of local
government. There is no waiver provision for the cash match requirement.
Matching contributions are not required at the same time or in proportion to the obligation of
federal funds. However, the full match amount must be provided and obligated by the end of
the project period.
Funds required to pay the non-federal portion of the cost of each program or project for
which a grant is made, must be in addition to funds that would otherwise be made available
for the program or project.
Construction costs If, under Purpose Area 1, funds are used to construct a permanent
juvenile correction facility; a match of at least 50 percent of the total cost of the project must
be provided. In California, units of local government do not have juvenile correctional
facilities, but instead have detention facilities.
3.3 Cash Match Computation
The recipient of a JAIBG award must contribute (in the form of a cash match) 10 percent of
the total program cost (other than costs of construction of permanent corrections facilities,
which require a 50 percent match). The total program cost is made up of the federal award
amount and the cash match. If only the federal award amount is known, the calculation of the
match requirement is as follows:
1. Convert the federal award amount percentage to a fraction
(example: 90percent = 9/10).
2. Invert the fraction from 9/10 to 10/9.
3. Multiply the federal award amount by the numerator (example: $80,000 x 10).
4. Divide the result by the denominator to determine the total program cost (example:
$800,000/9 = $88,889).
5. Subtract the amount of the federal award from the total program cost to determine the
cash match (example: $88,889 - $80,000 = $8,889).
7
3.4 Allowable Sources of Match
Allowable sources of cash match under the JAIBG Program are as follows:
• Funds from the State of California and units of local government.
• Housing and Community Development Act of 1974.
• Equitable Sharing Program, a federal asset forfeiture distribution program to state and
local officials.
• Private funds.
Funds received from any federal fund sources other than those listed above may not be used as
the cash match required for the JAIBG Program.
3.5 Civil Rights Requirements
All recipients of federal grant funds, including JAIBG awards, are required to comply with
federal nondiscrimination laws. Specifically, the statute that governs The Office of Justice
Programs funded programs or activities (Section 809 (c), Omnibus Crime Control and Safe
Streets Act of1968, as amended, 42 U.S.C. 3789d) prohibits such discrimination:
No person in any state shall on the grounds of race, color, religion, national origin, sex
[or disability] be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under, or denied employment in connection with any
program or activity funded in whole or in part with funds made available under this
title.
Grantees receiving $500,000 or more must to submit an acceptable Equal Employment
Opportunity Plan, which must be approved by OJP's Office for Civil Rights. Failure to submit
this plan is a violation of its Certified Assurances and may result in the suspension of funding
obligation authority. If any court or administrative agency makes a finding of discrimination
on grounds of race, color, religion, national origin, gender, disability, or age against a
recipient of funds after a due process hearing, the recipient must agree to forward a copy of
the findings to the OJP Office for Civil Rights.
All grantees receiving a JAIBG award from OCJP will receive additional instruction from the
OJP Office for Civil Rights upon award. All correspondence relating to Civil Rights
Requirements should be sent directly to the Office for Civil Rights at U.S. Department of
Justice, Office of Justice Programs, Office for Civil Rights, 810 7th Street, N.W., Washington,
D.C. 20531.
3.6 Immigration and Naturalization Service Requirements
Organizations funded under the JAIBG Program must agree to complete and keep on file, as
appropriate, the Immigration and Naturalization Service Employment Eligibility Form (I-9).
This form is to be used by the recipient of federal funds to verify that persons employed by the
recipient are eligible to work in the United States.
8
3.7 Audit Requirements
All grantees must arrange for an independent audit of the grant award and may budget a
portion of the audit costs. Refer to the RFA and OCJP Grantee Handbook for specifics.
3.8 Office of Justice Programs Financial Guide
The Office of Justice Programs Financial Guide serves as the primary reference for financial
management and grants administration for all programs administered under the Office of
Justice Programs, including the JAIBG Program. The provisions of the Financial Guide, must
be utilized by direct recipients and subrecipients participating in the JAIBG Program. To
receive a copy of the Financial Guide, contact the United States Department of Justice
Response Center at (800) 421-6770, or via Internet at www.ojp.usdoj.gov\OC\finance.html.
9
Section 4 Requirements
4.1 Juvenile Crime Enforcement Coalition {JCEC)
State agencies and units of local government that are eligible to receive JAIBG funds must
first establish a JCEC and then develop a Coordinated Enforcement Plan (CEP) for reducing
juvenile crime (see Section 6.1, "Definitions").
State Coalition
A state agency which receives JAIBG funds must form a JCEC at the state level, consisting of
law enforcement and social service agencies involved in juvenile crime prevention, or utilize
some other planning group that constitutes a coalition of law enforcement and social service
agencies. This state JCEC will develop a CEP allocating JAIBG funds to be expended within
the 12 program purpose areas.
Local Coalitions
When establishing a local JCEC, units of local government must include individuals
representing: (1) police, (2) sheriffs, (3) prosecutors, (4) state or local probation services, (5)
juvenile courts, (6) schools, (7) business, and (8) religious affiliated, fraternal, nonprofit, or
social service organizations involved in crime prevention. The eight listed groups for
establishing a JCEC is not an exhaustive list. Units of local government may add additional
representation as appropriate. Units of local government may utilize members of Prevention
Policy Boards established pursuant to Section 505 (b) (4) of Title V of the JJDP Act to meet
the JCEC requirement, provided that each such coalition meets the membership requirements
listed in this paragraph.
Regional Juvenile Crime Enforcement Coalition
When a qualifying unit of local government desires not to apply directly for its JAIBG award,
it may request that its funds be awarded and expended for its benefit by a larger or contiguous
local unit of government. The local unit of government receiving the subgrants then must
form a Regional Juvenile Crime Enforcement Coalition (RJCEC). The local unit of
government forming the RJCEC must obtain a resolution from each local unit of
government's governing body authorizing transfer of its direct award to the RJCEC. These
resolutions, as well as the individual subgrant award computation worksheet of each
subgrantee included in the RJCEC, must be submitted with the RJCEC award application.
The RJCEC's award application will then include the total of all subgrants in its award
calculation.
It is recommended, but not required that subgrantees have at least one representative on the
RJCEC to which it passes its award.
4.2 Coordinated Enforcement Plan
The JCEC or RJCEC must develop a Coordinated Enforcement Plan (CEP) which allocates
their total grant award/s in the proportions outlined in Section 2.6. To assist grantees in
determining and verifying their required proportions, a JAIBG Coordinated Enforcement Plan
10
Grant Award Allocation Worksheet (see Appendix D) is included. This form must be
completed and attached to the CEP. If the JCEC or RJCEC determines that it is in its best
interests to allocate its total grant award(s) in a proportion different than prescribed, then an
allocation waiver certification needs to be specifically stated in the CEP narrative. Such
certification must provide information concerning the availability of existing structures or
initiatives within the intended areas of expenditure, or the availability of alternative funding
sources for those areas, and the reasons for the state or unit of local government's alternative
use.
The CEP narrative should identify:
• Which program purpose areas that the JCEC or RJCEC has determined that grant award
to which funds will be applied.
• The dollar amount and allocation percentage of the total grant award applied to each
program purpose area that the CEP addresses.
• Explain the activities that will be employed within the program purpose area(s) selected in
the CEP.
• Establish a goal or goals within the program purpose area(s) of the CEP.
• Responsible person/persons and agency/agencies for the program.
• If appropriate, a waiver of the minimum percentage of fund distribution can be applied.
As stated previously, not less than 45 percent of the total grant award is to be allocated
for program purpose areas 3-9, and not less than 35 percent is to be allocated for program
purpose areas 1, 2, and 10. The waiver must state that "in the interests of public safety
and juvenile crime control would be better served by expending funds in a proportion
other than the 45 and 35 percent minimums." Such certification shall provide information
concerning the availability of existing structure or initiatives within the intended areas of
expenditures (or the availability of alternative funding sources for those areas), and the
reason for alternative use.
4.3 OCJP Grantee Handbook
Grantees must administer their grants in accordance with the OCJP Grantee Handbook. An
agreement form included in the Request For Award certifies that the applicant will comply
with the required administrative and fiscal conditions contained in the Grantee Handbook.
Failure to comply with these requirements may result in the withholding and/or termination of
the grant award. The Grantee Handbook will be provided to all grant recipients with the
signed grant award agreement.
11
Section 5 Role of the Designated State Agency and Requirements of State Recipients
and Local Subgrantees
5.1 The Designated State Agency (DSA)
The legislation creating the JAIBG Program requires each State Chief Executive Officer to
identify the Designated State Agency (DSA) to apply for, receive, and administer JAIBG
funds. In California the DSA is the Governor's Office of Criminal Justice Planning.
5.2 State -Level Award Process
OCJP's role in the JAIBG Program is to assist eligible applicants in grant award preparation,
processing and monitoring of grant activities. OCJP staff will be available to provide
assistance to all eligible applicants in completing their grant award application.
5.3 Program Reporting Requirements
During the life of the grant program, grantees will be required to submit quarterly narrative
reports to OCJP that will cite the program purpose area or areas being addressed with JAIBG
Program funds according to the local or regional CEP. The reports must also demonstrate
how the goals and objectives of the program purpose area or areas selected through its CEP
are being met. Recipients of funds are required to submit both programmatic progress report
and a Report of Expenditures and Request For Funds (OCJP Form 201) throughout the grant
period. Both types of reports and their required submission schedules are outlined below.
Program Progress Report Forms
Grantees must report to OCJP every 90 days. A Progress Report Form is provided (see
Appendix F). Grantees may copy, complete and submit this form to OCJP. Reports will be
due at OCJP no later than 30 days after the end of each reporting period. The first report
period ends 90 days after the start of the grant award period. Grantees must submit reports
every 90 days thereafter, for a total of 4 reports in a 12 month period. Grantees are to submit
progress reports with financial expenditure data. Units of local government will not report
directly to OJJDP.
Expenditure Reports
Grantees must also submit on a quarterly basis a report of Expenditure and Request for Funds,
OCJP Form 201_* They are to be completed and submitted on the same schedule as Program
Progress Reports. For additional information refer to the OCJP Grantee Handbook Section
6300.
*This form must be completed and submitted in order for grantees to be reimbursed for
program expenses.
5.4 Nonsupplanting Requirement
JAIBG Program funds cannot be used to supplant state or local funds. They must increase the
amount of funds that would otherwise be available from state and local sources (see Section
6.8, "Definitions").
12
5.5 Suspension of Funding
OCJP may suspend, in whole or in part, authority to expend funds, terminate a grant, or
impose another sanction on a grantee for the following reasons:
1. Failure to adhere to the requirements, standard conditions, or special conditions of the
JAIBG Program.
2. Failure to submit reports in a timely manner.
3. Filing a false certification in this application or in another report or document.
4. Other good cause shown.
Before taking action, OCJP will provide reasonable notice to the grantee of its intent to
impose sanctions and will attempt to resolve the problem informally.
5.6 Unexpended Funds
Any unexpended JAIBG funds remaining at the completion of the grant award period will be
retained in the JAIBG Trust Fund administered by OCJP.. These remaining funds will be
expended as determined by the State JCEC.
Section 6 Definitions
6.1 Coordinated Enforcement Plan for Reducing Juvenile Crime
A plan developed by a state or local Juvenile Crime Enforcement Coalition that is based
on an analysis of juvenile justice system needs. The analysis determines the most
effective uses of funds, within the twelve JAIBG Program purpose areas, to achieve the
greatest impact on reducing juvenile delinquency, improving the juvenile justice system,
and increasing accountability for juvenile offenders.
6.2 Designated State Agency (DSA)
The term "Designated State Agency" refers to that agency which is designated by the
Governor or other Chief Executive of a state to receive, manage, and administer JAIBG
funds.
6.3 Juvenile
The term "juvenile" means an individual who is 17 years of age or younger. However,
individuals who are under the original or extended jurisdiction of the juvenile justice
system beyond the age of 17 are eligible to receive services under the JAIBG Program.
6.4 Juvenile Correction Facility
The terra "juvenile correction facility" means any public or private residential facility that
includes permanent and temporary construction fixtures which are designed to physically
restrict the movements and activities of juveniles or other individuals held in lawful
custody and that is used for the placement, after adjudication and disposition, of any
juvenile who has been adjudicated as having committed an offense, any non -offender, or
any other individual convicted of a criminal offense.
6.5 Juvenile Crime Enforcement Coalition
The term "crime enforcement coalition" means'a group of individuals representing the
police, sheriffs, prosecutors, state or local probation services, juvenile court, schools,
business, and religious affiliated, fraternal, nonprofit, or social service organizations
involved in crime prevention. The coalition is responsible for establishing a coordinated
enforcement plan for reducing juvenile crime within a unit of local government.
6.6 Juvenile Detention Facility
The term " juvenile detention facility" means any, public or private residential facility that
includes permanent and temporary construction fixtures designed to physically restrict
the movements and activities of juveniles or other individuals held in lawful custody and
that is used for the temporary placement of any juvenile who is accused of having
committed an offense, of any non -offender, or of any other individual accused of having
committed a criminal offense.
14
6.7 Law Enforcement Expenditures
The term "law enforcement expenditures" means the expenditures associated with
police, prosecutorial, legal, and judicial services and corrections as reported to the
Bureau of the Census for the fiscal year preceding the fiscal year for which a
determination is made.
6.8 Non -supplanting
The term "non -supplanting" means the prohibition on using federal funds to substitute or
replace state or local funds that would otherwise be spent for a particular program or
purpose. The non -supplanting requirement provides that funds shall be used to increase
the amount of funds that would be made available from state or local sources.
6.9 Part 1 Violent Crimes
The term "part 1 violent crimes" means murder and non -negligent manslaughter, forcible
rape, robbery, and aggravated assault as reported to the Federal Bureau of Investigation
for purposes of the Uniform Crime Reports.
6.10 Primary Financial Burden
The term "primary financial burden means that a state bears more than 50 percent of
the financial responsibility within that state for the administration of the juvenile justice
functions delineated in the program purpose areas under Section 1801(b) of H.R. 3.
Example: State X demonstrates that it bears 90 percent of the total costs incurred
within that state for the administration of juvenile justice versus 10 percent
for all units of local government. The state could request a reduction of the
required local pass -through from 75 to 10 percent.
6.11 'Serious Violent Crime
The term "serious violent crime" means murder, aggravated sexual assault, or assault
with a firearm.
6.12 State
The term "State" means the State of California.
6.13 Unit of Local Government
A "unit of local government" means a county, township, city, or political subdivision of
a county, township, or city that is a unit of local government as determined by the
Secretary of Commerce for general statistical purposes; and the recognized body of an
Indian tribe or Alaskan Native village that carries out substantial governmental duties
and powers.
15
APPENDIX - A
1999
Juvenile Accountability
Incentive Block Grant Allocation Data
The allocation data presented was developed by the Justice Research and Statistics
Association'for the U.S. Department of Justice, Office of Juvenile Justice and
Delinquency Prevention and may be subject to change. This information was based on a
preliminary computation using the available Uniform Crime Report and Census Bureau data.
This data, in some cases, may be incomplete and only one set of data 'may be available for
certain localities. Units of local government and interested parties are directed to review the
column entitled "Total Allocation" to determine the actual amount of a grant award. Those
units of local government whose grant amount is less than $5,000 are not eligible to apply or
receive a direct award. Programs and/or services for those entities who are ineligible for a
direct award will be addressed in the future. The Governor's Office of Criminal Justice
Planning does not assume responsibility for the accuracy of the data. Any disputes
regarding the data must be addressed to the California State Juvenile Crime
Enforcement Coalition.
AN EXPLANATION OF TERMS AND FORMULAS FOR EACH COLUMN
PRESENTED IN THE WORKSHEET:
• TOTAL ALLOCATION - This is the total allocation for each state based on the
population of people under the age of 18 living in each state for the most recent calendar
year in which the data are available.
• PASSED THROUGH % The percent passed through is the amount to be dispersed to
the localities. However, states may submit a waiver if the state level bears more than 25%
of the financial burden for th8 administration of juvenile justice within that state. This
locality percent is set at 75%, the minimum pass -through percentage specified by
Congress. States that receive a waiver may enter an alternative percentage, hit enter, and
the worksheet will recalculate based on this new percentage. For example, if your state
plans on keeping 70% at the state level and therefore dispersing 30% to the localities,
enter 30 in the local percent box and hit enter. The worksheet will then recalculate the
rest of the figures.
• ALLOCATION — Allocation is the amount of total award to be dispersed to the localities
after the state -level percentage is deducted.
• _ CRIME PROP ALLOC — One third of the allocation is based on crime data. The crime
proportion* allocation is the total allocation awarded to the state based on crime data.
• EXPEND PROP ALLOC - Similarly, two thirds of the allocation is based on expenditure
data. The expenditure proportion allocation is the total allocation awarded to the state
based on the expenditure data.
• AMOUNT RETAINED BY STATE — The state will retain funds for all localities
allocated less then $5,000 rather than dispersing this money. This amount must be
APPENDIX - A
expended by the state on services to units of local government whose allotment is below
the $5,000 cut-off amount. The amount retained by the state is determined, therefore, by
adding the total of all the localities that are allocated less than $5,000.
• LOCALITY - The localities are listed in alphabetical order. For a listing of localities
arranged by decreasing allocation amount, see the Listing of Localities and Allocations
worksheets.
• CRIME PROP This represents the proportion of Part I violent offenses reported to the
state by all localities (murder, rape, robbery, and aggravated assault) accounted for by
each locality. This calculation is based on the average number of offenses per locality in
1994, 1995, and 1996, except where noted in FAQs: Local Crime Date. For example, a
locality with a crime proportion of 0.0175 experiences 1.75% of the state's Part I violent
offenses. Localities with a crime proportion of "0" reported no Part I violent crimes to the
FBI for the given years. For a discussion of crime data, see FAQs: Local Crime Data.
• CRIME ALLOC — The crime allocation for each locality represents the total amount of
funds to be allocated to the locality based on its percentage of the state's crime
proportion. The crime allocation is determined by multiplying the crime proportion
[CRIME PROP] by the total crime proportion allocation [CRIME PROP ALLOC] for the
state. A locality with 1.75% of the Part I violent offenses would therefore get 1.75% of
the total crime allocation.
• EXPEND PROP — This represents expenditure data taken from the Census Bureau's
Census of Governments in 1992, which obtained expenditure data from every locality in
the country. Only direct current operating criminal justice expenditures (salaries, wages,
fees, and the commission and purchase of supplies, materials, and contractual services)
were used in the current calculations. Like the crime proportion, locality expenditures are
divided by the total expenditures reported by all localities to provide the percentage of the
total allocations represented by each locality. Localities with an expenditure proportion of
"0" reported no criminal justice expenditures to the Census Bureau. For a detailed
discussion of the computation of the expenditure proportion, please see FAQs: Local
Expenditure Data.
• EXPEND ALLOC — Like the crime allocation, the expenditure allocation is the amount
allocated to each locality based on its expenditure proportion [EXPEND PROP], and is
determined by multiplying the expenditure proportion by the total expenditure proportion
allocation for the state [EXPEND PROP ALLOC].
• TOTAL ALLOCATION This column presents the total award to each locality based on
the available data. The total allocation is determined by adding together the crime
allocation [CRIME ALLOC] and the expenditure allocation [EXPEND ALLOC] for each
locality.
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��i-i->-i-i-i-��
APPENDIX - B
JAIBG CASH MATCH AND GRANT TOTAL CALCULATION WORKSHEET
10% Cash Match Computation 50% Cash Match Computation
(A) X 10 = (B)
(B) - 9 = (C)
(A) - X 10 = (B)
(B) 5 = (C)
— (A) = Cash Match = (D)
Total Allocation (A)
Cash Match (D)
Grant Total
Round all numbers to the nearest dollar.
APPENDIX - C
IF It J 'I E f C 1' ' M b h'
uven a Crime n orcement oa ltlon em ers ip
Applicant:
Implementing Agency (if applicable):
Project Title:
Grant Number (to be entered by the Office of Criminal Justice Planning):
Provide the name, title, organization, address, and telephone number for each of the eight
member categories below. An appropriate designee must be listed, representing each
agency category.
Police
Sheriff
Name:
Naine:
Title:
Title:
Organization:
Organization:
Address:
Address:
Phone:
Phone:
Prosecutor
Probation
Name:
Name:
Title:
Title:
Organization:
Organization:
Address:
Address:
Phone:
Phone:
Juvenile Court
Schools
Name:
Name:
Title: Title:
Organization: Organization:
Address: Address:
Phone: Phone'
Community Service
Business
Crime Prevention Organization
Name:
Name:
Title:
Title:
Organization:
Organization:
Address:
Address:
Phone:
Phone:
Additional Members (optional)
Name:
Name:
Title:
Title:
Organization:
Organization:
Address:
Address:
Phone:
Phone:
APPENDIX - D
JAIBG Coordinated Enforcement Plan Grant Award Allocation Worksheet
Program Purpose Area Distribution of Funds
States applying for funding to Office of Juvenile Justice and Delinquency Prevention and units of local
government receiving funds from States must provide an assurance that, other than funds set aside for
administration, not less than 45 percent is allocated for program purpose areas 3-9, and not less than 35
percent is allocated for program purpose areas 1, 2 and 10. This allocation is required unless the State
certifies to OJJDP or a unit of local government certifies to the State that the interests of public safety and
juvenile crime control would be better served by expending its funds in a proportion other than the 45 and
35 percent minimums. Such certification shall provide information concerning the availability of existing
structures or initiatives within the intended areas of expenditure (or the availability of alternative funding
sources for those areas), and the reasons for the State or unit of local government's alternative use.
However, with or without such certification, all program funds must be expended for programs within the
12 authorized program purpose areas.
1) Unit of Local Government/ Locality
2) Grant Total (Calculated in Appendix B)
Grant award recipients submitting an allocation waiver certification to OCJP do
not need to complete 3 - 5.
3) 45% of Grant Total
Grant Total x .45 = (Must be used in Program Purpose Areas 3-9)`
4) 35% of Grant Total
Grant Total x .35 = (Must be used in Program Purpose Areas
1,2& 10)
5) 20% of Total Grant
Grant Total x .20 = (Discretionary use in Program Purpose Areas 1-12)
Amounts Funded To Specific Program Purpose Areas:
1
2
10
6) Total *1
3
4
5
6
7
8
9
11
12
7) Total *2
8) Item # 6 + Item # 7 = Grant Total (same as Item # 2)
*1 Must be equal to or greater than Item #4, if no waiver is submitted
*2 Must be equal to or greater than Item #3, if no waiver is submitted
APPENDIX - E
COORDINATED ENFORCEMENT PLAN SUMMARY INSTRUCTIONS
All of the necessary project information must be placed on the form in the space allowed. Additional pages may be
added ONLY for section # 8. This is a summary of the project narrative.
1. PROJECT YEAR: 1999-2000
2. PROJECT TITLE: Enter the complete title. The title MUST describe the focus of the project. Acronyms are
not acceptable. Do not exceed 60 characters, including space and punctuation.
3. GRANT PERIOD: Enter the beginning and ending dates of funding as specified in the grant application.
4. APPLICANT: Enter the name and complete address of the unit of local government that is applying for the grant.
5. GRANT FUNDS: Enter the amount of the grant award allocation, the cash match amount, and the total. The
total must be the same amount used on the budget pages and on the proposal cover sheet.
6. RESPONSIBLE AGENCY: Enter the agency or organization designated on the Grant Award Face Sheet as the
programmatic recipient of the grant funds who will accomplish the planned objectives and program goals.
7. PROBLEM STATEMENT: Describe the problem the project will address. Support the problem with data such
as number of offenses, description.of the target area, and local needs. Check the box provided if the Juvenile Crime
Enforcement Coalition/Regional Juvenile Crime Enforcement Coalition has determined to waive the mandated
proportions within the program purpose areas.
8. PROGRAM DESCRIPTION: Provide the Program Purpose Area(s) to be addressed, the amount of grant funds
allocated to it, and the percentage of the total grant award. Briefly describe activities within each selected
Program Purpose Area. If more space is needed attach additional pages using the same format.
9. EVALUATION: Describe how project performance will be measured. Note who will conduct the evaluation
(e.g. project staff, government personnel, or outside consultants).
10. PROJECTED NUMBER OF JUVENILES TO BE SERVED: Enter the number of juveniles projected to be
directly affected by this program.
COST PER JUVENILE: Divide the projected number of juveniles to be served by the total grant award,
including match.
11. PROJECTED BUDGET: List all noted budget items. Be specific in breakdown of grant funds and all other
budget sources.
12. NAME OF OFFICIAL RESPONSIBLE FOR PROJECT: The authorized person on line 13 of the grant
award face page should sign and date this document. The official's name and title should be typed in the space
provided.
f
APPENDIX - E
. .. ..... .. .... ........ .................
...........
.. ....................... . ....... ...... ..... .......... .. ..
. . ......... ...... . ..... ....
........... ..... ........... .....................
... ...... .... . .. . . .............. ........... ....... .....
................... ... ........ ... .......... X
..... ... ............... . .......
.. .. . ....... .......... . ...... ............... ... .....................
. .......
. .....
1. PROJECT YEAR
........ .......................
......... ............................
............................... ...... . ....
2. PROJECT TITLE
....... . ...........
........
3. GRANT PERIOD
1999-2000
To
4. APPLICANT
5. Grant Allocation $
Name: Phone:
Match Amount $
Address: Fax#:
Total
6. RESPONSIBLE AGENCY
Name: Phone:
Fax 4:
Address:
7. PROBLEM STATEMENT
MR has been determined by the JCEC/RJCEC that there are adequate resources within the intended areas of
expenditure to waive the mandated proportions within the program purpose areas. (Justify in CEP Narrative)
8. PROGRAM DESCRIPTION
A) Program Purpose Area:
Amount of Grant Funds Allocated:
Percentage of Total Grant Award:
Activities:
B) Program Purpose Area:
Amount of Grant Funds Allocated:
Percentage of Total Grant Award:
Activities:
Q Program Purpose Area:
Amount of Grant Funds Allocated:
Percentage of Total Grant Award:
Activities:
OCJP-227 (Rev. 10/98)
APPENDIX - E
9. EVALUATION
10. PROJECTED NUMBER OF
JUVENILES TO BE SERVED:
Cost per Juvenile:
11. PROJECTED BUDGET
Personnel
Services
Funds Requested
Other Grant Funds
Operating
Expenses
Equipment TOTAL
12. NAME OF OFFICIAL RESPONSIBLE FOR PROJECT
Signature:
T ed Name:
Date:
Title:
OCJP-227 (Rev. 10/98)
APPENDIX - F
OFFICE OF CRIMINAL JUSTICE PLANNING
JUVENILE JUSTICE & DELINQUENCY PREVENTION BRANCH
JAIBG PROGRESS REPORT
1130 K STREET, SUITE 300
SACRAMENTO, CA 95814
(916) 324-9124
Following the instructions, please provide the information as indicated. All reports must be received by OCJP no later
than the last calendar day of the month following the end of the reporting period.
SUBMIT TWO (2) COPIES OF THE REPORT TO THE ABOVE ADDRESS: ATTENTION: Grants Control
11 Project Title 21 Grant Award #
31 Grantee 4] Grant Period
5] Address 61 Report Period
7] Report Prepared By 8]Title
(Relationship to Project)
91 Telephone Number
10] PROGRESS REPORT (Due within 30 calendar days following the end of each reporting period).
[ ] 1st Quarterly Report: Narrative for first quarter of grant period.
{ ] 2ndQuarterly Report: Narrative for second quarter of grant period.
[ ] 3rd Quarterly Report: Narrative for. third quarter of grant period.
[ ]. Final Report: Narrative report for entire grant award period
BUDGET
1. Total grant award: $
2. Total funds expended to date: $
3. Total amount encumbered but not paid for: $
4. Total grant balance: $
_ YES NO Are grant funds being expended in accordance with the Grant Award Agreement? (If not,
please explain in narrative report.)
I CERTIFY THAT THIS REPORT IS ACCURATE AND IN ACCORDANCE WITH THE OFFICE OF CRIMINAL JUSTICE
PLANNING POLICIES AND PROCEDURES.
Signature - Project Director Title Date
REVIEWERS COMMENTS (For OCJP use only):
PROGRAM SPECIALIST DATE
PERSONNEL - Positions Authorized in Grant Award Agreement:
Name of Staff Position Duties %Grant Funded
1.
2.
s
3.
4.
YES NO Have project personnel been hired in a timely manner? If NO please explain below.
YES NO Have any of the job duties, as detailed in the Grant Award Agreement, changed. If
YES please explain below.
YES NO Are there any personnel issues which may affect the project objectives and activities.
If YES please explain below.
EQUIPMENT
YES NO If the Grant Award Agreement allows for equipment purchases, has any equipment
been purchased? If YES, please detail below:
Equipment Cost Date Ordered/ State Equipment Tag #
Received Affixed (Yes or No)
L
2.
3.
4.
5.
If your equipment purchases exceed the space above, please attach a separate sheet to this report.
Please detail any problems encountered in ordering/receiving grant equipment.
NARRATIVE
Directions: Please provide a detailed narrative covering the following program areas. Add additional pages as
necessary. Limit each program purpose area and corresponding activities to a maximum of one page.
Discuss within each selected Program Purpose Area:
• Accomplishments and project activities to date.
• Any problems the project is experiencing in starting -up the grant award.
• Any delays and/or problems in implementation.