CR 99-73 Public Hearing-Purpose Area For Local Law Enforcement Block Grant Funds
. April 15, 1999 Council Report 99-73
PUBLIC HEARING - PURPOSE AREA FOR LOCAL LAW ENFORCEMENT BLOCK
GRANT FUNDS
Proposed Action
Staff recommends approval of the following motion: Move that the Council approve
the recommended use of funds for the 1998 Local Law Enforcement Block Grant
towards the purchase of the Vision Police Records Management System.
Overview
The Bureau of Justice Assistance (BJA) has approved the City of Hopkins
application for funding under the Local law Enforcement Block Grants (LLEBG)
program, in the amount of $13,005. The purpose of the LLEBG Program is to
reduce crime and improve public safety. This block grant award may be used for
any of the purpose areas described.
e The police department recommends the funds be used towards the cost of the
Vision Records Management System. This use qualifies under the purpose area of
law enforcement support - procuring equipment, technology, and other materials
directly related to basic law enforcement functions. Before funds may be
obligated a public hearing must be held to review the purpose areas and the city's
intended use of funds.
The Grant also requires a review board to make a nonbinding recommendation to
the city on the use of funds. This process is underway and staff will advise
Council of the recommendation when it is made.
Supporting Documents
Grant Award Documents
Program Fact Sheet
r!!(Ci / N .. /;X1V
Heather M. Alex, Project Manager
Earl L. Johnson, Chief of Police
e Council Report
Page 1
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U.S. DEPARTMENT OF JUSTICE I AWARD
OFFICE OF JUSTICE PROGRAMS
r~ O1P I-.!J BJA 1~-1 OJJDP I LX I GRANT PAGE 1 OF 5
.
"81S I J NIl I_love I I~ COOPERATIVE AGREEMENT
CHECK APPROPRIATE BOX
..--- .-..----- ---.._- r ~WARD NUM~ER: ---+
]. GRANTEE NAME AND ADDRESS (Including Zip Code) 98LBVX4693 I
City of Hopkins ...-. --1
1010 1st Street Soulh 15. PROJECT PERIOD: FROM 10/0 1/1998 TO 09/30/2000
Hopkins. MN 55343
BUDGET PERIOD: FROM 10/0111998 TO 09/30/2000
IA.GRANTEEIRS!vEND~RNO. 416005247__ -_ 6.~WARDDAiE 9130/!998 17.ACTi~ ---,
I 11 ""I,m,"'"
,2A.SUBGRANTEEIRSN~NDORNO. 9.PREVIOUSAWARDAMOUNT - $0.00 I
'J.PROJECTTITLE . -- 10. AMOUNT OF TIUS AWARD "'.005-. ~
Local Law Enforcement Block Grants Program - FY 1998 ___
II. TOTAL AWARD $13,005 -[
---- --.
11 SPECIAL CONDITIONS (Check, if applicable)
Ii: THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDlTlONS OR LIMIT A TIONS AS ARE SET FORTH
_C.:..J ON THE ATTACHED 4 PAGES
_.n --
e. STATUTORY AUTHORITY FOR GRANT
D TITLE 1 OF THE OMNIBUS CRIME CONTROL AND SAFE STREETS ACT OF 1968.
42 U.S.C. 3701, ET. SEQ., AS AMENDED
[J TITLE 2 OF THE JUVENILE JUSTICE AND DELINQUENCY PREVENTION ACT OF 1974
i - 42 U.S.C. 5601, E1. SEQ.. AS AMENDED
[-I VICTIMS OF CRIME ACTOF ]984,42 U.S.c. 10601, E1. SEQ., PUBLIC LAW 98-473, AS AMENDED
i:KJ OTHER (Specify): Omnibus Appropriations Act of] 998 (Public Law 105-119)
.--
14. FUTURE FISCAL YEAR(S) SUPPORT:
SECOND YEAR'S BUDGET PERIOD: N/A -..
AMOUNT OF FUNDS: N/A TYPE OF FUNDS:
THIRD YEAR'S BUDGET PERIOD: N/A
--.--- -
AMOUNT OF FUNDS: N/A TYPE OF FUNDS:
i 15. METHOD OF PAYMENT DYES ~ NO
THE GRANTEE WILL RECEIVE CASH VIA A LEITER OF CREDIT
.jttH~amIlIIIHtlIflHU - AGENCY-APPROV AL-- ~lIl1ll1ll1l1jlll~IIIIIIIIIIIIIWllllIlIlIllIllIll'IIUIUIlIIIIIII1I1I1II1I GRANTEEE ACCEPTANCE- illllllllllilllllllllllilll~j
16. TYPED NAME AND TITLE OF APPROVING DIP OFFICIAL 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Nancy E. Gist, Director Steven Mielke
Bureau of Justice Assistance City Manager
.__n. 19.sICNA 11IRF OF AUTHOR1Zeo CRANTEE .I9~. DA TF
17. SIGNATURE OF APPROVING O1P OFFICIAL
lJ~ -8- ifr 7_~~ - ~__~_ /1//3/9g I
AGENCY USE ONLY 1I111111111111111111@ 111111111111111111 U1IIIIII1II1IIJllli.I]@III!111I11111l111l1111l111111111l11l11l100f!Wltl
. ACCOUNTING CLASSIFICATION CODES 1 21. L18P75
FISCAL FUND BUD. DlV.
I YEAR CODE ACT. OFC. REG. SUB. POMS
X V LI SO 00 00 ---rr-
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OWFORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE
--.-
US DEPARTMENT OF JUSTICE A WARD CONTINUATION
OFFICE OF JUSTICE PROGRAMS SHEET
I J OJP I )(J BJA I . I OJ1DP i~ GRANT PAGE 2 OF 5
,
j--] BJS I', NIJ I J ove D COOPERATIVE AGREEMENT
. ,- L.i _.J
CHECK APPROPRIATE BOX
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PROJECT NUMBER 98LBVX4693 AWARD DATE 9/30/1998 .-- ~- -----l
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SPECIAL CONDITIONS I
, I
I. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the Office
of Justice Programs (OJP) Financial Guide.
2. The recipient agrees to comply with the organizational audit requirements of the applicable OMB audit circular. The first audit
report period should be for January I, 1998, to December 31, 1998. The management letter outlining audit findings, submitted
by the auditing organization, must be submitted with the audit report. Grantee audit reports must be submitted no later than
thirteen (13) months after the close of each fiscal year during the term of the award.
Recipients who receive $300,000 or more in Federal funds during their fiscal year, are required to submit an organization-wide
financial and compliance audit report. Recipients who receive less than $300,000 in Federal funds, are not required to submit a
program or organization-wide financial and compliance audit report for that year_
Note: If your audit disclosed fmdings or recommendations you must include with your audit report, a corrective action plan
containing the following:
I) The name and phone number of the contact person responsible for the corrective action plan.
2) Specific steps taken to comply with the recommendations.
3) Timetable for performance and/or implementation dates for each recommendation.
. 4) Descriptions of monitoring to be conducted to ensure implementation.
The submissions of audit reports for all grantees shall be as follows:
1) Mail original and one (1) copy of the completed audit report to:
U.S. Department of Housing and Urban Development
2) Mail one (1) copy of the completed audit report to:
Federal Audit Clearinghouse
Bureau of the Census
1201 E. 10th Street
Jeffersonville, IN 47132
I Mail a copy of the Cover (transmittal) letter to:
3)
Office of the Comptroller
! Office of Justice Programs
Attn: Control Desk, 5th Floor - Audit Division
810 Seventh Street, NW
Washington, D.C. 20531
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OJP FORM/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE
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u.s. DEPARTMENT OF lUSTICE I AWARD CONTINUATION
OFFICE OF JUSTICE PROGRAMS SHEET
I J OJP ! X.J BJA I " "I OJJDP I i~ GRANT PAGE 3 OF 5
[J BJS i I NIJ I.J OVC l_-1 COOPERA TIVE AGREEMENT
. 1 1____ _
CHECK APPROPRJA TE BOX
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PROJECT NUMBER 98LBVX4693 L AWARD DATE 9/3011 998 I
.. - - -- ..---- ----.----- -----.-- I
SPECIAL CONDITIONS
I ' The recipient shall submit one copy of all reports and proposed publications resulting from this agreement twenty (20) days
Y.
prior to public release. Any publications (written, visual, or sound), whether published at the recipient's or government's I
expense, shall contain the following statement (NOTE: This excludes press releases, newsletters, and issue analyses.)
"This project was supported by Grant No. 98LBYX4693 awarded by the Bureau of Justice Assistance, Office of Justice
Programs, U.S. Department of Justice_ Points of view in this document are those of the author and do not necessarily
represent the official position or policies of the U.S. Department of Justice."
14. The recipient agrees to provide information required for the national evaluation.
I
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5. The recipient agrees to provide $1,445.00 over the grant period in a cash match. The recipient is reminded that the match
funds are auditable under Special Condition #2 and will be binding to the recipient.
6. The recipient agrees to submit, at a minimum, semi-annual reports on its programmatic activities. The first programmatic
report will be due on July 31, 1999, covering the period of October, 1998 - June, 1999. The next report will be due on January
3], 2000, and cover the period of July, 1999 - December, 1999. The next report should cover the next six month period and is
. due thirty (30) days after the end of the six month period for the term of the award. A final report on the programmatic
activities is due 120 days following the end of the grant period.
i 7. The recipient agrees to submit quarterly fmancial reports. The fmancial report is due 45 days after the end of each calendar
! quarter. A fmal financial report is due 120 days following the end of the grant period.
i The recipient agrees to establish a trust fund in which all payments received under this Program, including match, must be
'8.
deposited. For the purposes of this grant, a trust fund is an interest bearing account that is specifically designated for this
Program. Only allowable program expenses can be paid from this account. This fund may not be used to pay debts incurred
by other activities beyond the scope of the Local Law Enforcement Block Grants Program. The recipient also agrees to
obligate and expend the grant funds in the trust fund (including match and interest earned) during the 24 month term of the
award. Grant funds (including earned interest) not obligated by the 24th month must be returned to BJA by the last day of
the 27th month.
9. The recipient agrees to supplement and not supplant state or local funds.
10. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required
to submit one pursuant to 28 CFR section 42.302), that is approved by the Office for Civil Rights, is a violation of its Certified
Assurances and may result in funds from the award being frozen, until such time as the recipient is in compliance.
II. The recipient agrees, if the funds are used for the hiring and employing of new, additional law enforcement officers and
support personnel, as described in the applicable purpose area of Subpart A section 10] (a){2), that the recipient unit oflocal
government will achieve a net gain in the number of law enforcement officers who perform nonadministrative public safety
service.
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OJP FORM/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE
us. DEPARTMENT OF JUSTICE AWARD CONTINUATION
OFFICE OF JUSTICE PROGRAMS SHEET
I OJP i.xl I.) OJJDP I~ GRANT PAGE 4 OF 5
BlA '__._
1-' BlS [] NIJ 0 OVC , I COOPERA TIVE AGREEMENT
. ' j !
CHECK APPROPRIATE BOX
---- ------.-- r ---- -----------. ---.
PROJECT NUMBER 9SLBVX4693 AWARD DATE 9/30/1998 ---I
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SPECIAL CONDITIONS
12. The recipient agrees, if the funds are used for the hiring and employing of new, additional law enforcement officers and
support personnel, that the units oflocal government will establish procedures to give members of the Armed Forces who, on
or after October I, 1990, were or are selected for involuntary separation (as described in section 1141 of Title 10, United States
Code), approved for separation under section 1174a or I 175 of such title, or retired pursuant to the authority provided under
section 4403 of the Defense Conversion, Reinvestment, and Transition Assistance Act of 1992 (division 0 of Public Law
102-484; 10 U.s.e. 1923 note), a suitable preference in the employment of persons as additional law enforcement officers or
support personnel.
13. The recipient agrees if funds are used for enhancing security or crime prevention, that the unit of local government __
(a) has an adequate process to assess the impact of any enhancement of a school security measure that is undertaken under
subparagraph (B) of section IO I (a)(2), or any crime prevention programs that are established under subparagraphs (C) and (E)
of section] 0 I (a)(2), on the incidence of crime in the geographic area where the enhancement is undertaken or the program is
established;
(b) will conduct such an assessment with respect to each such enhancement or program; and
. (c) will submit to the Bureau of Justice Assistance an annual written assessment report.
14. The recipient agrees that prior to the obligation and expenditure of any Local Law Enforcement Block Grants (LLEBG) funds,
at least one (1) public hearing will be held regarding the proposed use(s) of the grant funds. The recipient will provide to
BJA, through the submission of the Follow-Up Information Form, information on the contents of the hearing. BJA will review
the form for compliance with enabling legislation and issue to the recipient a Grant Adjustment Notice (GAN). Until the
issuance of the GAN, the recipient may not obligate or expend LLEBG funds. At that hearing, persons shall be given an
opportunity to provide written and oral views to the recipient on the proposed use(s) of the grant funds. The recipient will
hold the public hearing at a time and place that allows and encourages public attendance and participation.
I
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OJP FORM/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE
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US DEPARTMENT OF JUSTICE AWARD CONTINUATION I
OFFICE OF JUSTICE PROGRAMS SHEET
I j OJP ~1 BlA ~--] OJJDP i ! Xi GRANT PAGE 5 OF 5
I I
ri OJS 0 NIJ [J OVJ I -; COOPERATIVE AGREEMENT
. _____1
CHECK AP~~~PRJA TE_~O~_ I
I
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PROJECT NUMBER 98LBVX4693 L AWARD DATE 9(30/1998
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SPECIAL CONDITIONS
15. The recipient agrees that prior to the obligation or expenditure of any Local Law Enforcement Block Grants (LLEBG) funds, a
designated or newly established advisory board will meet to discuss the proposed (purpose area) use of the grant funds. The i
recipient will designate the advisory board to make nonbinding recommendations to the recipient to the use of funds under
the LLEBG Program. Membership on the advisory board must include a representative from the following, however it may be
broader:
a) the local police department or sheriffs department;
b) the local prosecutor's office;
c) the local court system;
d) the local school system; and
e) a local nonprofit, educational, religous, or community group active in crime prevention or drug use prevention or treatment.
The advisory board must review the proposed use of the funds under the LLEBG Program.
. The recipient will provide notification to BJA, through the submission of the Follow-Up Information Form, on the advisory
board. BJA will review the form for compliance with enabling legislation and issue to the recipient a Grant Adjustment Notice
(GAN). Until the issuance of the GAN, the recipient may not obligate or expend LLEBG funds.
16. The recipient has certified it is in compliance with the Public Safety Officers Health Benefits Provision (section 615 of the FY
1998 Omnibus Appropriations Act) and agrees to remain in compliance during the life of the award. This provision requires
the unit oflocal government which employs a public safety officer (as defined by section 1204 of Title I of the Omnibus Crime
I Control and Safe Streets Act of 1968, as amended) to afford such public safety officer who retires or is separated from service
I due to injury suffered as a direct and proximate result of a personal injury sustained in the line of duty while responding to an
! emergency situation or a hot pursuit (as such terms are def"med by State law) with the same or better level ofheaIth insurance
benefits at the time of retirement or separation as they received while on duty.
17. Criminal Intelligence Systems operating with support of Federal funds, must comply with 28 CFR, Part 23, if the recipient
chooses to implement this project.
GRANTEE ACCEPTANCE OF SPECIAL CONDITIONS
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OlP FORMf2 (REV 5-87) PREVIOUS EDITIONS ARE OBSOLETE
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U.S. DEPARTMENT OF JUSTICE I GRANT MANAGER'S MEMORANDUM, PT. 1:
OFFICE OF JUSTICE PROGRAMS PROJECT SUMMARY
D OJP [!] BJA D OJ1DP
. D U U- IXlGRANT 0 COOPERATIVE AGREEMENT
I BJS NIJ OVC ~
CHECK APPROPRIATE BOX PROJECT NUMBER
98LBVX4693
I
--0----- This project is supported under Title 1 of the Omnibus Crime Control and Safe Streets I
Act, 42 USC 3701, as amended.
o This project is supported under the Juvenile Justice and Delinquency Prevention Act of 1974 ,as amended
[!J Other: Omnibus Appropriation Act of 1998
1 ST AFF CONTACT (Name, address & telephone number) 2. PROJECT DIRECTOR (Name,address & telephone number)
Grants Administration Branch Heather Alex
LLEBG Division, BlA Administrative Services Manager
810 7th Street, NW, 4th Floor City of Hopkins
Washington, DC 2053 I
(.202)305-2088 Hopkins, MN 55343
6129391374
],. TITLE OF-,mPROGRAM ~ ib. rOMS CODE
Local Law Enforcement Block Grants Program ._ _ LE
~. TITLE OF PROJECT
Local Law Enforcement Block Grants Program - 1998
..____._._. ._.. _.___,-r'--
5. NAME & ADDRESS OF GRANTEE 6. NAME & ADDRESS OF SUBGRANTEE
City of Hopkins
810 I 0 I st Street South
""I-!opkins, MN 55343
7. PROGRAM PERIOD 8. BUDGET PERIOD
FROM: 10101/1998 TO: 09/30/2000 FROM: 1010111998 TO: 09/30/2000
-_.-._~ -- -- -..
9. AMOUNT OF AWARD 10. DATE OF AWARD
$13,005 9/30/1998
II I. SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT
NIA N/A
1-- .-" ,.. -.-" -.-...-,-
13. THIRD YEAR'S BUDGET PERIOD 14.THIRD YEAR'S BUDGET AMOUNT
N/A N/A
IS. SUMMARY DESCRIPTION OF PROJECT
The Local Law Enforcement Block Grants Program was authorized by the Omnibus Fiscal Year 1998 Appropriations Act, Public Law 105-[ 19 for the purpose of
providing units oflocal government with funds to underwrite projects to reduce crime and improve public safety. The Bureau of Justice Assistance will make direct
awards to units of local government when award amounts are at least $1 0,000 to be used consistent with the statutory program purpose areas specified in section
IOJ(a}(2).
The City of Hopkins has indicated that it intends to distribute its Local Law Enforcement Block Grants funds under the following purpose area(s):
(1 c) Equipment $13,005
Certified compliance. pursuant to section 615, Public Safety Officers Health Benefits provision.
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OJP FORM 4000/1 (REV 4-88) PREVIOUS EDITIONS ARE OBSOLETE
U.s. Department of Justice
Office uf Justice Programs
Bureau of Justice A~sistolWi'
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Nancy E. Gist, Director
FY 1998 Local Law Enforcement
Block Grants Program
The Fiscal Year (FY) 1998 Appropriations Act, Public the formula-based threshold of $10,000 are eligible for
Law 105-119, provides $523 million for the continua- direct awards from BJA.
tion of the Local Law Enforcement Block Grants The amount of State funds remaining after local alloca-
(LLEBG) Program to be administered by the Bureau of tions have been made is awarded to a State Administra-
Justice Assistance (BJA), U.S. Department of Justice. tive Agency (SAA) designated by the Governor. The
The purpose of the LLEBG Program is to provide funds
. to units of local government to underwrite projects to SAA has the choice of distributing award funds to State
police departments and/or to units of local government
reduce crime and improve public safety. not meeting the formula-based threshold of $10,000.
Program Eligibility and Distribution Additional information about this portion of the funds
of Fu nds is available from each State's respective SAA.
To be considered eligible for the LLEBG Program, a Program Purpose Areas
jurisdiction must be a general purpose unit of local gov- LLEBG Program funds must be spent in accordance
ernment. I The unit of local government must report, via with one or more of the following seven purpose areas:
its law enforcement agency, to the Uniform Crime Re- D Law enforcement support for:
ports (VCR) Program at the Federal Bureau of Investi-
gation (FBI>. . Hiring, training, and employing on a continu-
The LLEBG Program is a formula program based on a ous basis new, additional law enforcement of-
jurisdiction's number of VCR Part I violent crimes re- fieers and necessary support personnel.
ported to the FBI. The formula is computed in two stages. . Paying overtime to employed law enforcement
In the first stage, State allocations arc made proportionate officers and necessary support personnel for the
to the State's average annual number of VCR Part I vio- purpose of increasing the number of hours
lent crimes compared to all States for the 3 most recent worked by such personnel.
calendar years. Each State will receive a minimum award . Procuring equipment, technology, and other
of 0.25 percent of the total amount available for formula
distribution under the LLEBG Program. In the second materials directly related to basic law enforce-
stage, awards to units of local government arc made pro- ment functions.
portion ate to each local jurisdiction's average annual 0 Enhancing security measures in and around schools
. number of VCR Part I violent crimes compared to al1lo- and other facilities or locations that the unit of local
cal jurisdictions in that State for the 3 most recent calen- government considers to be at risk for incidents of
dar years. Jurisdictions reporting crime statistics above cnme.
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0 Establishing or supporting drug courts. must bc returned to BJA within 90 days of the
.0 Enhancing the adjudication of cases involving project's termination.
violent offenders, including cases involving violent Public Safety Officers' Health Benefits Provision
juvenile offenders. Section 615 of the FY 1998 Appropriations Act requires
0 Establishing a multijurisdictional ta"k force, a unit of local government to afford a public safety of-
particularly in rural areas, composed of law ticer who retires or is separated from duty due to a line-
enforcement officials representing units of local gov- of-duty injury suffered as a direct and proximate result
ernmcnt. These task forces must work with Federal of responding to a hot pursuit Of an emergency situation
law enforcement officials to prevent and control at separation with health benefits that are the same as,
crime. or better than, those benefits received while on duty at
0 Establishing cooperative crime prevention pro- the time of injury.
grams between community residents and law A unit of local government eligible for the LLEBG Pro-
enforcement personnel to control, detect, or investi- gram must be in compliance with this provision to be
gate crime or to prosecute criminals. eligible to receive the entire amount of its award. A unit
0 Defraying the cost of indemnification insurance for of local government not in compliance with this provi-
law enforcement officers. sion will forfeit 10 percent of the eligible award
amount. For additional information on this provision,
Program Requirements see the LLEBG Public Safety Officers' Health Benefits
Provision fact sheet, which is available through the BJA
The following requirements must be met prior to the Clearinghouse and via the BJA home page.
obligation of LLEBG Program funds:
Advisory Board Prohibitions on Use of Funds
Each jurisdiction must establish or designate an advi- LLEBG funds are not to be used to purchase, lease, rent,
. sory board to review the application. This board must or acquire tanks or annored vehicles, fixed-wing aircraft,
be designated to make nonbinding recommendations for limousines, real estate, yachts, or any vehicle not used
the proposed use of funds received under this program.2 plimarily for law enforcement. Funds are not to be used
At minimum the advisory board must include a member to retain consultants. Construction of new facilities is also
from each of the following local organizations: law en- prohibited. In addition, Federal funds may not be used to
forcement agency, prosecutor's office, court system, supplant State or local funds; they must be used to in-
school system, and nonprofit group (e.g., educational, crease the amount of funds that would othelWise be avail-
religious, or community) active in crime prevention or able from State and local sources.
drug use prevention or treatment. Resolution of Funding Disparities
Public Hearing The LLEBG Program provides resolution to potential
Each jurisdiction must hold at least one public hearing funding disparities within jurisdictions. The State at-
regarding the proposed use of funds. Jurisdictions torney general may certify that a disparity exists be-
should encourage public attendance and participation. tween or among jurisdictions. Those jurisdictions arc
Matching Funds then required by statute to develop and submit joint
applications. BJA's role is limited to accepting State
In each jurisdiction, LLEBG funds may not exceed 90 attorney general certifications and reviewing joint
percent of total program costs. Program participation re- applications for compliance. If the State attomey gen-
quires a cash match that will not be waived. All recipients eral chooses not to become involved in the disparate
must maintain records clearly showing the source, allocation certification process, there is no mechanism
amount, and timing of all matching contributions. for BJA to intervene.
Trust .Fund The LLEBG Program employs two criteria for deter-
Each jurisdiction must establish an interest-bearing mining eligibility for certification. First, an associated
. trust fund in which to deposit program funds. All Fed- municipality's eligible funding amount must be greater
eral funds (including interest and match) must be ex- (by set percentages) than the funding amount of the
pended within the 2-year grant period. Unspent funds county. Second, the county must bear more than 50
2