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HomeMy WebLinkAboutResolutions - 1999.12.16 - 25687MISCELLANEOUS RESOLUTION #99341 December 16, 1999 BY: PUBLIC SERVICES, COMMISSIONER FRANK MILLARD, CHAIRPERSON IN RE: PROSECUTOR'S OFFICE/CIRCUIT COURT FAMILY DIVISION - OAKLAND COUNTY JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT (JAIBG) AGREEMENT MODIFICATION TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Board of Commissioners approved a multi- departmental grant award under the Juvenile Accountability Incentive Block Grant Program per M.R. #99171 from the Michigan Family Independence Agency for assistance in increasing the accountability of juvenile criminal offenders; and WHEREAS a modification to this award agreement is necessary to capture the additional funding offered to the County of Oakland by the Michigan Family Independence Agency; and WHEREAS the revised grant agreement now includes an additional $76,650 in total funding, which constitutes more than a 15% variance from the original grant award total of $502,924 to the new grant award of $579,571; and WHEREAS of the $76,650 additional funding, $68,985 will be from federal pass-through funding with a 10% required County match of $7,665; and WHEREAS this additional funding will be used to improve record keeping and juvenile justice information sharing through the procurement of a digital finger printing system and digital mug shot capability for Children's Village; and WHEREAS the grant agreement modification effects only the increased award and required match amount, and will not change any other aspect of the existing grant agreement. WHEREAS the Public Services Committee reviewed the grant application on September 14, 1999; and NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accept the federal pass-through funding from the Michigan Family Independence Agency in the amount of $68,985, with a 10% County match of $7,665, for a total amount of $76,650 in additional funding to the County for the Juvenile Accountability Incentive Block Grant. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the grant agreement and to approve amendments and extensions up to a fifteen percent (15%) variance from the award, consistent with the grant agreement as originally approved. Chairperson, on behalf of the Public Services Committee, I mov adoption of the foregoing resolution. PUBLIC qpRyicEs co PUBLIC SERVICES COMMITTEE VOTE: Motion carried unanimously on a roll call vote. Honorable Patricia D. Gardner. Chair Kent Cow?: Prohate Court • Robert Ennis, Earls Center for Children Devitt G. Gorryea Oalthowl Comity Prosecutor Dr. Jerome Gallagher Project Sentry Chief Robert Johnson n•n • - Drrertincor Larry D. Micros., Director, °Me of Juvenile histice, Family independence Agency Sheriff Dan Lane St. OM, Calory Sheriff's Department STATE OF MICHIGAN 41-s-e• ) FAMILY INDEPENDENCE AGENCY Juvenile Accountability Incentive Block Grant Ad Hoc Committee Grand Tower, Ste., 404, P.O. Box 30037, Lansing, MI 48909 JOHN ENGLER, Governor DOUGLAS E. HOWARD, Director November 1, 1999 Greg Givens Oakland County DM&B Fiscal Services 1200 N. Telegraph Rd. Pontiac, Michigan 48341 Re: Grant # JAIBG-99-63001 Dear Mr. Givens: Re: JAIBG-99- Enclosed you will find two original copies of the grant amendment. Please have the appropriate authorized representative sign both original grant amendments and return by November 15, 1999. The two original copies of the grant amendment should be returned to: Family Independence Agency JAIBG Unit 235 S. Grand Avenue, Ste. 404 Lansing, MI 48909 Once the grant amendment has been signed by the FIA Director or Designee, copies will be provided to you as the contact person and to the fiscal agent. Sincerely, Sandy McCleary, JAIBG Technician JAIBG Unit OCRS Number: JAIBG-99-63001 County: Oakland Index Code: 65250 Program Cost Account (PCA): 47702 Agency Object Code: 4203 Commodity Code: 95268 Method of Payment; Actual Cost Mail Code: 001 STATE OF MICHIGAN FAMILY INDEPENDENCE AGENCY AMENDMENT # 1 WHEREAS, the Family Independence Agency of the State of Michigan (hereinafter referred to as the "Agency") entered into a contractual Agreement effective June 1, 1999, with Oakland County, having a mailing address of Executive Office Building. 34-E, 1200 North Telegraph Road, Pontiac, Michigan 48341, (hereinafter referred to as the"Grantee"), for the provision of certain services as set forth therein; and, WHEREAS, it is mutually desirable to the Agency and to the Grantee to amend the aforesaid Agreement. THEREFORE, in consideration of the promises and mutual covenants hereinabove and hereinafter contained, the parties hereto agree to the following amendment of said Agreement. ARTICLE I The line item budget shall be changed as follows: Equipment shall be increased by $76,650 from $20,086 to $96,736. The total dollar amount of the grant shall be increased by $76,650 from $502,924 to $579,571. The purpose area budget shall be changed as follows: Purpose Area 10 shall be increased by $76,650 from $0 to $76,650. The total dollar amount of the grant shall be increased by $76,650 from $502,924 to $579,571. This Amendment shall be attached to the Agreement and is effective the date of signature by the agency Director or Designee. Said Agreement being hereby reaffirmed and made a part hereof this day of , 1999 Dated at Lansing, Michigan FAMILY INDEPENDENCE AGENCY Dated at , Micliigan, Oakland County Grantee Name (City) Authorized Representative: (Signature Witnessed By: (Signature) This day of ,1999 By: Director or Designee Witness: a. I Time Extension b. (111 Funding Increase/Decrease C. f !Program Modification d. f J Personnel Change e. 1 Address Change 1. 1 1 Line Item/Purpose Area Adjustment FAMILY LNDEPENDENCE AGENCY • OFFICE OF .TU,VENILE JUSTICE JUVENILE ACCOUNTABILITY DICENTIVE BLOCK GRANT UNIT GRANT AMENDMENT REQUEST — COMPLETE FOR ALL AMENDMENTS 1. JA.1BG Grant Number 2. OCRS Grant Number 3. Grant Amount 63040-1C98 JAIBG — 99 — 63001 Total $502,921 4. County 5. Federal LD. Number 6. Method of Payment _ Oakland 38-6004876 Actual Cost 7. Index Code 8. Program Cost Account Number 9. Amendment Number 65250 PCA 47702 1 to. Grantee Request Date Oakland County . 9/9/99 11. AdtL-ras 1200 N. Telegraph Rd., Pontiac, Michigan 48341 12. Contact Person Phone Number Grant Period Greg Givens 248/858.4057 6/1 To 5/31/2000 13. NATURE OF THE REQUESTED ADJUSTMENT. CHECK ALL BOXES WHICH APPLY. COMPLETE FOR TIME EXTENSIONS/FUNDING AMENDMENTS AS APPLICABLE 15. Time Extension (adjustment a) The beginning date of the grant agreement is The ending date of the grant agreement shall be changed from (all sources) 16. Funding Increase/Decrease — Line Item and/or Purpose Area Transfer Requests (adjustments b & 0 TOTAL COST The maNimum dollar amount of the grant agreement shall be _Lpereased by S 76,650 from $ 502,921 to $ 579,571 . You must complete the attached Line Item Transfer Request. COMPLETE FOR OTHER AMENDMENTS WHICH YOU ARE REQUESTING (adjustments a, c & d) 17. Please detail the rational for all specific changes that you wish to make, citing the original language in the grant application and providing the new wording which will replace the original language. You may accomplish this by labeling and dating copies of both the old and the new language and attaching both as necesszry. (Attach additional pages as necessary. Adjustment b. to • LINE [TEN! TRANSFER REQUESt • FAMILY INDEPENDENCE AGENCY JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT Line kern I Latest Approved Increase Decrease _ ** New Approved Line Item Total Budget Total Budg_et Personnel 114,547 1 114,547 Frin2e Benefits I 48,854 48,854 — —o— Travel o— 1 Equipment 2-0,086 76,650 96,736 Supplies 4,642 4,642 Construction , 118,719 118,719 1 I Consultant/Contractual I 191,077 1 191,077 1 1 Other Costs 1 4,996 1 4,996 1 1 TOTAL 1 502,924 76,650 1 579,571 1 " New approved Line Item Total Budget must include 10% match LINE ITEM TRANSFER REQUEST BY PURPOSE AREA (45%) Note: Any change in a program purpose area item must result in at least 35% of the total grant money being spent in areas 1, 2, and 10 and 45% of the total grant money being spent in areas 3-9. " New approved Total Purpose Area budget amount must include the 10% match increase or decrease Purpose Area I Latest Approved Increase Decrease **New Approved Purpose Total Budget Area Total Budget 3. Hiring of judges, probation officers, and 1 defenders and pretrial services 4. Hiring of prosecutors I 1 3. Funding of prosecutor-led drug, gang, and violence programs . I 6. Provision of technology, equipment, and training programs for prosecutors - 7. Probation programs 174.19R 324,398 3. Gun courts . 9. Drug, courts 324,398 I 324,398 , TOTAL LINE ITEM TRANSFER REQUEST BY PURPOSE AREA (35%) Note: Any change in a program purpose area item must result in at least 35% of the total grant money being spent in areas 1, 2, and 10 and 45% of the total grant money being spent in areas 3-9. "New approved Total Purpose Area budget amount must include the 10% match increase or decrease Purpose Area Latest Approved Increase Decrease **New Approved Purpose Total Budget Area Total Budget ! 1 Construction of juvenile detention or I correctional facilities, including training 118,719 118,719 2. 1 of . rsonnel Accountability-based sanctions .rota. 59,804 59 804 VO. Information sharin • system MIMIIIIErallliliiiiii.iiiNIIMMININIIIMI 76 650 I TOTAL 178,523 76,650 255,173 31ff Pardee, Director, Oakland County Department of Management & Budget • LINE ITEM TRANSFER REQUEST BY PURPOSE AREA Note: Any change in a program purpose area item must result in at least 35% of the total grant money being spent in areas 1, 2, and 10 and 45% of the total grunt money being spent in areas 3-9. • • New approved Total Purpose Area budget amount must include the 10% match increase or decrease Purpose Area 1 Latest Approved Increase Decrease *New Approved 1 Total Budget Purpose Area Total _ Budget i i 11. Accotuitabiliry-based programs designed ' to protect students and school personnel — 0— 1 from drug, gang, and youth violence 12. Implementing a polic-y of controlled substance testing for appropriate —0— categories of juveniles within the juvenile justice system i Program Adminiscative Costs 1 (1.7p to 10% of the total uant award) •— 0— [ TOTAL —0— —0— Line Item/Purpose Area Increase(s): State why line item(s)/purpose area(s) being increased must have additional funding. Be specific as to what cost items are affected, whether a cost item is being changed or added to the budget, etc. Purpose: The intent of this line itcn increase is to provide an improved system of record keeping for juveniles through the procurement of a digital finger printing system (a computer technology which captures an electronic image of fingerprints and eliminates the current "inking* process) and mug shot capability for Oakland County's juvenile offenders facility, Children's Village. This project will meet the minimum statutory requirements for such a system as noted in the letter from John Evans, Director of the JAIBG Unit, to Mike Worrell, Manager of Oakland County Children's Village, dated August 18, 1999. Procurement will begin at amendment execution with installation and project completed within the JAIBG program year ending May 31, 2000. Line Item/Purpose Area Decrease(s): State why line item(s)/purpose area(s) being decreased will be uiaderspent from projected levels. Be specific as to what cost items are affected, whether a cost item is being changes or deleted, etc. NA I impact: What impact will this change have on program performance? How will the program be affected if this line item/purpose area transfer is not approved? Impact: Using the State level data formats and input tables, as they become availably, the mugshot work station and digital finger printing system capability will be housed on-site at the Oakland County Children's Village facility. The record keeping system will only be used for adjudicated delinquent juveniles remanded to Children's Village. The system will be comprised of individual mugshot system networked to a centralized processor for the storage of mugshots and data. The processor will be located at the Oakland County Information Technology services facility. The mugshot system will interface with a digital finger printing system. When adjudicated youth arrives at the Oakland County Children's Village a photo, relevant data, physical descriptors and medical information will be captured electronically for storage and information sharing. It is estimated that by the spring of 2000 this captured juvenile data will interface and be shared with the AFIS system at the State level. Approval: Enter Grant Administrator's signature and title \I\ / ez „‘,/9" El L—i rTh SEP 10 1999 Oakland County Children's Village Digital Finger Printing and Mug Shot Project Proposal Submitted to the Michigan Family Independence Agency under the Juvenile Accountability Incentive Block Grant September 9, 1999 This proposal requests to amend the existing Juvenile Accountability Incentive Block Grant (JAIBG) funding agreement (OCRS Number: JAIBG-99-63001) between Oakland County and Michigan Family Independence Agency. The proposed amendment is for an additional $6g1,r/Min State funding to support the above captioned project. It is anticipated the amendment amount will be added to the line items of the existing agreement, IF.ingtigaufatacLaaggyar, which preserves the 35/45% allocation ratio required by federal .TAIBG funding guidelines. Project Intent: The intent of this project is to provide an improved system of record keeping and information sharing for juveniles through the procurement of a digital finger printing system (a computer technology which captures an electronic image of fingerprints and eliminates the current "inking" process) and digital mug shot capability for the Oakland County's juvenile offenders facility, Children's Village. This project will meet the minimum statutory requirements for such a system as noted in the letter from John Evans, Director of the JAIBG Unit, to Mike Worrell, Manager of Oakland County Children's Village, dated August 18, 1999. Procurement will begin at amendment execution with installation and project completion within the JAIBG program year ending May 31, 2000. Project Scope: Using the State level data formats and input tables, as they become available, the mugshot work station and digital finger printing system capability will be housed on-site at the Oakland County Children's Village facility. The record keeping and information sharing system will only be used for adjudicated delinquent juveniles remanded to Children's Village. The system will be comprised of individual mugshot system residing on the county network to allow for the use of an interface to the current record management system which resides on an IBM mainframe at the Oakland County Information Technology services facility. The mugshot system will interface with a digital finger printing system, eliminating the need for redundant data entry. When adjudicated youth arrive at the Oakland County Children's Village a photo, relevant data, physical descriptors and medical information will be captured electronically for OFF:CE OF JUVENILE JUSTICE !,.4i;M7 SuPPORT/CCF DIVISION • el storage and information sharing. It is estimated that by the spring of 2000 this captured juvenile data will interface and be shared with the AFIS and records system at the State level, Organizational Capacity and Management: Oakland County currently has in place a regional digital finger printing and mug shot system for adult offenders as part of its Jail Management System. Oakland County has extensive experience in the technical implementation of these information sharing systems. For this project, equipment procurement will be managed by Oakland County's Department of Information Technology through the Oakland County Division of Purchasing. Federal procurement standards will be followed. The technical capacity of Oakland County's Department of Information Technology is one of the highest in Michigan. The primary finiction of the Oakland County Department of Information Technology provides quality support services with enabling technologies, tools and support systems, to the citizens, business community, cities townships and villages, in partnership with all county Offices, the County Executive and the Board of Commissioners. The Department of Information Technology's customer base is large, diverse, and geographically dispersed. Support is provided 24 hours a day, 7 days per week, to 82 County Divisions, 61 local government units, and over 50 r [ivate sector customer groups through 90+ production systems, 150+ applications, 8000+ ---,grams on mainframe processors, servers, and personal computers developed using various development tools and technologies. Children's Village has trained personnel to run the system oiice it is up and running. Project Explanation: The Children's Village mugshot and digital finger printing system is a PC based system with a central processor and file server to be located at Oakland County Department of Information Technology. The system will operate under the following configuration: 1. Mugshot Capture - A work station is comprised of a PC, monitor, camera, hard copy color printer, tape backup drive, and power supply. The single work station would be at Children's Village. The mugshot capture is accomplished with a continuous motion camera (directly attached to the computer) offering the advantage of instant feedback to the operator. If the operator does not like the photo, it is retaken at no additional cost. The image can then be captured for storage at the County and a hard copy can be made for juvenile justice information sharing purposes. 2. Mugshot Storage and Retrieval - The mugshot images are digitized by the system and will be stored on hard disk. This process will reduce mugshot storage space requirements by 95.5 percent. This medium was selected instead of optical disk because retrieval is much faster and is less expensive. To retrieve a mugshot, the system can be searched using a number of key factors. A State compatible numbering system will be used to identify a mug file and this number can be used to go directly to a mug file. 3. Mugshot Display - This image system will allow Children's Village personnel to review mugshots on file to see if an updated mugshot of an individual is needed or the on-file image can Date : September 10, 1999 be printed. 4. Data Captured - Following is a list of data elements which can be entered into the mugshot system by trained Children's Village personnel: Name, Address, County of Residence, Home Phone, Social Security #, DOB, Driver's License Number, State Issued, Alias, Alias DOB, Race, Sex, Eye Color, Hair Color, Build, Height, Weight, Complexion, Scars, Marks, Tattoos, Arresting Agency, Officer, Arrest Date, Time, Location, Arrest Number, Charge, Felony or Misdemeanor, Warrant Agency, Warrant Number, Court ID 5. Digital finger printing system "Livescan" - The mugshot data will interfacing with digital finger printing system. The digital finger printing system will give Children's Village the ability to take, print, and store fmgerprints in the same manner as mugshots. Confidentiality and Data Security: All data collected from the project will be provided the maximum degree of confidentiality permitted under state and federal law and in accordance with the requirement for accountability to the community. All appropriate information will be subject to .5cc1osure under the Freedom of Information Act, 5 USC 552. Likewise, all identified data will be protected from such disclosure. pn-j_Tt Line Item Budget: Equipment State Local Total Mugshot Workstation $2,709 $ 301 $3,010 Seventeen inch monitor 351 39 390 Software, lights, camera, printer, backdrop package & installation... 22,500 2,500 25,000 Hardware installation 270 30 300 Digital finger printing system 1133H TENPRINTER & laser printer 33,840 3,760 37,600 DBI Programming for NIST records 9,000 1,000 10,000 Network Cabling 315 35 350 $68,985 $7,665 $2.6A50 Total John P. MoiCullon, Chairperson Oakland qounty Board of Commissioners Grantor Michigan Family Independence Agency of Oakland County JAIBG Grant Funded Title Oakland County Grant'Application/Acceptance Summary Report Title of Grant Agency Program Notification Date DEC 16, 1998 Submission/Acceptance Deadline MAY 1 1999 Requesting Department/Program/Agency Prosecutor's Office/Circuit Court Family Div. Grant being submitted is: New Renewal Modified The maximum number of years for which this grant is available: _ This will be the ist year of grant funding for this program. Is this program projected to extend beyond the current grant funding period? Briefly, describe any program changes since the most recent grant acceptance: Agreement modification to increase State funding for Children's Village improved record keeping and information sharing. Juvenile Accountability Incentive Block Grant (JAIBG) Juvenile Accountability Incentive Block Grant (JAIBG) 2 NA , Grant SUMMARY (mon. GRANT variance REQUEST ACCEPTANCE amount* Modification Modification ($$ and %) Number of grant funded positions -0- -- Total amount ($$) of grant 15.2% from or $76,650 $76,650 contract Grant funded personnel costs -0- -O- . . Grant funded fringe benefits -0- -- Grant funded program costs 76,650 76,650 County match requirements 7,665 7,665 County match fundingsource (Account No., OCA, PCA, Object Level 3) 17 -402220-70111.-2872 4 ginal State & local match requirements . . , (provide amount and percentage) $7,6651107 $7,665/10% Grant funding period (provide mnvyy— mrn/yy) 05/99 - 04/0C * Indicate any variance between the original grant application and the final grant acceptance (in dollar amounts and percentages). November 4, 1999 September 10, 1999 OAKLAND COUNTY, MICHIGAN GRANT & REIMBURSEMENT AGREEMENT APPLICATION REVIEW The information below is to be completed by the Fiscal Services Division with the assistance of and the Department/Elected Official requesting the grant/reimbursement agreement. This form must be attached to the grant/reimbursement agreement acceptance resolution. Please fill in the date the following actions were completed. (Complete either Section I or II on each program; Section III to be completed if necessary): I. REIMBURSEMENT APPLICATIONS & AND ON-GOING GRANT APPLICATIONS LESS THAN 15% VARIANCE FROM BUDGET A. Fiscal Service Division Report forwarded to Board Chairperson B. Informational copy of Fiscal Services Division Report received to liaison committee C. Board Chairperson's Signature II. NEW GRANTS OR ON-GOING GRANTS GREATER THAN 15% FROM BUDGET A. Liaison Committee approval of Application Report (prepared by Fiscal Services Division) B. Information copies received by Finance Committee (grant match) and/or Personnel Committee (position changes)- if applicable C. Board Chairperson's Signature III. REVISION TO GRANT APPLICATION A. Liaison Committee receipt of Fiscal Services report detailing changes in the previously approved application B. Board Chairperson's Signature September 14,1999 $ (7,665) $ 7,665 - 0 - FISCAL NOTE (Misc. #99341) December 16, 1999 BY: FINANCE COMMITTEE, COMMISSIONER SUE ANN DOUGLAS, CHAIRPERSON IN RE: PROSECUTOR'S OFFICE/CIRCUIT COURT FAMILY DIVISION - OAKLAND COUNTY JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT (JAIBG) AGREEMENT MODIFICATION TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the Miscellaneous Resolution referenced above and finds: 1) There is a request to modify the Juvenile Accountability Incentive Block Grant award agreement to capture additional funds offered to the County of Oakland by the Michigan Family Independence Agency in the total amount of $76,650. 2) The additional funding consists of $68,985 from federal pass-through funds with a required 10% County match of $7,665. 3) The funds will be used to improve record keeping and juvenile justice information sharing through the procurement of a digital finger printing system and digital mug shot capability for Children's Village. 4) This agreement modification only increases the award and required County match and does not change any other aspect of the existing agreement. 5) A budget amendment is recommended as follows: REVENUES 17-305001-70500-0171 Grants - State $ 68,985 17-402220-70111-2872 Grant Match 7,665 Total $ 76,650 EXPENDITURES 16-501201-25001-4100 Expendable Equipment Exp. $ 76,650 Grant Match Transfer General Fund 90-211000-21000-2564 Contingency Grant Fund 17-402220-70111-2872 Grant Match Total FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote. Resolution #99341 December 16, 1999 Moved by Millard supported by Amos the resolution be adopted. AYES: Schmid, Sever, Suarez, Taub, Amos, Appel, Causey-Mitchell, Colasanti, Coleman, Dingeldey, Douglas, Galloway, Garfield, Gregory, Jensen, Law, McCulloch, McPherson, Melton, Millard, Moffitt, Obrecht, Palmer, Patterson. (24) NAYS: None. (0) A sufficient majority having voted therefor, the resolution was adopted. STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on December 16, 1999 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this J4th day' of December, 1999. , ,9 G. William Caddell, County Clerk