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HomeMy WebLinkAboutResolutions - 2003.11.20 - 27273adoption of the foregoing resolution. MISCELLANEOUS RESOLUTION #03323 November 20, 2003 BY: Public Services Committee, Hugh D. Crawford, Chairperson IN RE: SHERIFF DEPARTMENT - FISCAL YEAR 2003 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM - REIMBURSEMENT AWARD ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the US Department of Justice, Bureau of Justice Assistance has awarded Oakland County expenditure reimbursement funding in the amount of $57,044, with a County match of $-0- under the federal Fiscal Year 2003 State Criminal Alien Assistance Program - Reimbursement Award; and WHEREAS this award and total program amount of $57,044 is the same amount as authorized by U.S. Department of Justice, Bureau of Justice Assistance for reimbursement as described in attached Schedule A; and WHEREAS Oakland County has met the federal requirements necessary to accept the award; and WHEREAS Oakland County's program for Fiscal Year 2003 State Criminal Alien Assistance Program is to receive reimbursement of Correction Officers regular salaries and associated fringe benefits (based on a prescibed formula) for those officers directly involved in the care and maintenance of alien inmates housed in the Oakland County Jail system; and WHEREAS the reimbursement will cover the period July 1, 2001 through June 30, 2002; and WHEREAS the reimbursement agreement has been processed through the County Executive Contract Review and the Board of Commissioners' Grant Acceptance Procedures. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accept the reimbursement award and approve the fiscal year 2003 State Criminal Alien Assistance Program - Reimbursement Award (SCAAP) funding from the U.S. Department of Justice, Bureau of Justice Assistance in the amount of $57,044. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioner is authorized to execute the reimbursement agreement and to approve any reimbursement extensions or changes, within fifteen percent (15%) of the original award, and to authorize reimbursement drawdown which is consistent with the original agreement as approve. Chairperson, on behalf of the Public Services Committee, move the Public Services Committee Vote: Motion carried unanimously on a roll call vote. From: Greg Givens [givensg@co.oakland.mi.us ] Sent: Friday, October 24, 2003 10:01 AM To: Wedell, Harvey; whitefieldj@co.oakland.mi.us ; Matkosky, Joe Cc: Cunningham, Dale; Frederick, Candace; Pardee, Mary Subject: CONTRACT REVIEW - Sheriff's Department CONTRACT REVIEW - Sheriff's Department GRANT NAME: FY 2003 State Criminal Alien Assistance Program FUNDING AGENCY: US Department of Justice DEPARTMENT CONTACT PERSON: Janet Whitefield / 452.2110 STATUS: Acceptance DATE: October 24, 2003 Pursuant o Misc. Resolution #01320, please be advised the captioned grant materials have completed internal contract review. Below are the comments returned by review departments. Department of Management and Budget: Approved.- Laurie Van Pelt (10/23/2003) Personnel Department: No comments received. Risk Management and Safety: Approval. - Gerald Mathews (10/10/2003) Corporation Counsel: There are no legal issues that must be resolved prior to accepting the FY 2003, Criminal Alien Assistance Program--Reimbursement Award. - Jody Schaffer (10/20/2003) The captioned grant materials and grant acceptance package (which should include the Board of Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this email containing grant review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. Greg Givens, Supervisor Grants Administration Unit Fiscal Services Division Janet Whitefield From: SCAAP [SCAAP@OJP.USD0J.GOV] Sent: Monday, September 15, 2003 3:38 PM To: SCAAP Subject: FY 2003 SCAAP Awards Dear SCAAP Applicant: The award levels for all FY 2003 applicants have been determined and are now available on the BJA web site: http://www.ojp.usdoj.gov/BJA/grant/scaap.html This web site offers a basic report on award levels (in Adobe Acrobat Reader "PDF" format). A more detailed spreadsheet report (in both Excel and Lotus) that provides information about the inmate data vetting results from the Bureau of Immigration and Customs Enforcement is also available at the above link. In the near future, BJA will provide a text document on this site that explains the decision making and award process - however, the basics of this process have remained unchanged over the last few years. Your FY 2003 award level was influenced by a number of factors: Increases or decreases in your reported salary costs and per diem, your reported number of illegal aliens and their qualifying number of incarceration days, the annual appropriation level, and the number of jurisdictions submitting applications. Changes in these variables from prior years have directly influenced your award level this year. Please consider all of these factors when analyzing the . results. In the next few weeks, we will provide you with more information about accepting this award and activating the electronic funds transfer to your bank account of record. Some jurisdictions submitted banking information in the SCAAP online system that was different from information that resided in the Office of the Comptroller's internal financial management database. If this was the case, you will be contacted and asked to assist in reconciling these differences. Thank you for your ongoing patience as we move forward and prepare to make electronic payments over the next few weeks. The SCAAP Program Team Bureau of Justice Assistance 1 County of.Muskegon County of Oakland County of Ottawa County of Saginaw County of Shiawassee County of St. Joseph County of Tuscola County of Van Buren Livingston County Roscommon County Sanilac County St. Clair County State of Michigan Washtenaw County Chippewa County County of Anoka County of Dakota County of McLeod County of Ramsey County of Stearns Hennepin County Olmsted County Polk County St. Louis County State of Minnesota Watonwan County City of St. Louis County of Audrain County of Greene County of Lafayette County of Newton County of Phelps County of Pike County of Platte County of St Charles Jackson County MI $6,406 MT $57,044 MI $32,093 Mt $5,786 MT $2,329 MI $7,463 MI $1,296 MI $3,801 MI $7,220 MI $268 MI $650 MI $17,046 MI $832,915 MI $6,296 $1,209,417 MN $4,508 MN $24,548 MN $13,550 MN $6,494 MN $97,475 MN $11,589 MN $209,517 MN $28,223 MN $1,454 MN $2,027 MN $1,060,002 MN $5,974 $1,465,361 MO $6,046 MO $81 MO $32,639 MO $1,142 MO $4,998 MO $3,078 MO $9,477 MO $1,465 MO $7,954 MO $7,447 2003-AP-BX-0525 2003-AP-BX-0496 2003 -AP-BX-0509 2003-AP-BX-0045 2003-AP-BX-0090 2003-AP-BX-0328 2003-AP-BX-0204 2003 -AP-BX-0105 2003-AP-13X-0381 2003-AP-BX-0384 2003-AP-BX-0206 2003-AP-BX-0076 2003-AP-B X-0514 2003-AP-BX-0659 2003-AP-BX-0235 2003 -AP-BX-0096 2003-AP-BX-0623 2003-AP-BX-0248 2003-AP-BX-0263 2003 -AP-BX-0179 2003-AP-BX-0572 2003-AP-BX-0049 2003-AP-BX-0700 2003-AP-BX-0208 2003 -AP-BX-0409 2003-AP-BX-0482 2003-AP-BX-0145 2003-AP-BX-0396 2003-AP-BX-0365 2003 -AP -BX-0350 2003-AP-BX-0286 2003 -AP-BX-0714 2003-AP-BX-0543 2003-AP-BX-0457 2003-AP-BX-0535 2003-AP-BX-0685 Jurkas,George Whitefield,Janet Baar,Steven Snyder,Benita Powell,Dotig Carey,Daniel Hoagland,Michael Deleo,Douglas Homan,Donald LeMire,Steve Walker,Lora Torrey,Thomas DeBor,Stephen Wickstrom,Brian Tufto,Stacy Dowd,Denis Scott,Michael D Rath,Dianne Vodovoz,Mike Lieser,Mary Svidron,Jan Vonwald,Steven BurIcholder,Bret Kivisto,Kevin Skon,Erik Hunstad, Susan Schriro,Dora Miller,Stuart Everett,Sarah Wahn,Jennifer Montz,Cathy Blankenship,Donald Pointer,Clark Anderson,Richard Gillies,Linda Scott,Laura (231) 724-6289 (248) 452-2110 (616) 738-4090 x4090 (989) 790-5584 (989) 743-2202 x2226 (616) 467-5500 x631 (989) 672-3700 x2224 (269) 657-8253 (517) 546-2440 (989) 275-9070 x16 (810) 648-8338 (810) 987-1709 (517) 373-3255 (734) 973-4980 (320) 269-2121 (763) 323-5071 (651) 438-4801 (320) 864-1491 (651) 266-9365 (320) 259-3730 (612) 348-4112 (507) 287-1980 (218) 281-6074 (218) 726-2105 (651) 642-0257 (507) 375-3121 x1206 (314) 621-5848 x1052 (573) 473-5800 (417) 829-6276 (660) 259-3461 (417) 451-8311 x235 (573) 364-1818 (573) 324-5447 (816) 858-2424 (636) 949-3003 x4141 (816) 881-4232 2003 SCAAP Results The following represents the results of the electronic data vetting performed by the Bureau of Immigration and Customs Enforcement (ICE), Department of Homeland Security, for the 805 state and local jurisdictions that successfully submitted an online application for FY2003: Total inmate records submitted to &TA: 403,743 Total unique inmate records reviewed by ICE: 284,325 ICE Data Vetting Results of 284.325 Records: Total Eligible: 93,489 Total Unknown: 121,618 Total Ineligible: 51,680 Total Invalid: 17,538 ICE Categorical Definitions: Unique: Records adjusted to create one file per inmate, incorporating aliases, multiple periods of incarceration, etc. Eligible: Confirmed through ICE data vetting as an undocumented alien. Unknown: No direct match of the inmate in ICE databases. Ineligible: ICE records that show the inmate, at time of incarceration, had sufficient legal status and is not considered undocumented for purposes of SCAAP. Invalid: Inmate record had the United States or one of the U.S. territories as country of birth, and no direct match in ICE databases. FY 2003 Payment Formula Calculation The FY 2003 SCAAP payment formula is derived through a multi-step process: (1) Using financial data the applicants supplied via the online GMS system, a per diem rate is calculated for each jurisdiction. Specifically, a rate is determined using each applicant's annual correctional officer salary costs and the total number of all inmate days (i.e. total number of days all inmates were held by the applicant jurisdiction, regardless of citizenship status). This year, the average per diem rate was $23.50 per inmate. (2) ICE analyzes the inmate records and provides the Bureau of Justice Assistance (BJA) with a data report that delineates each applicant's number of eligible, unknown, ineligible, and invalid inmates, and each category's respective number of inmate days. (3) Each jurisdiction's total eliaible inmate days and a percentage of the unknown days are totaled; that total is then multiplied by the applicant's per diem rate, to derive the total correctional officer salary costs for eligible and unknown inmate days for the reporting period. The percentage used for unknown days is determined by a sliding scale, developed by ICE, which gives credit to jurisdictions, by type. The current scale credits cities 60 percent, states 65 percent, and counties 80 percent of their total unknown inmate days. (4) The value of each applicant's correctional officer salary costs associated with its eligible and credited unknown inmate days are then totaled. This total value reflects the maximum amount subject to reimbursement by BJA for the reporting period. A percentage factor is then developed to reflect the relationship between the maximum reimbursable salary costs and program's annual appropriation. For FY 2003, this factor was approximately 36 percent - essentially, each jurisdiction's award was 36 percent of its total salary cost for eliaible and credited unknown inmate days. The payment formula calculation process occurs only one time, using all of the data provided by each participating jurisdiction, the annual appropriation, and ICE data vetting results. If a jurisdiction discovers errors or problems with its data after the 'awards are calculated (e.g., through an outside audit), the system-wide factor (i.e. 36 percent) remains unchanged and any required future adjustments to a payment amount will use this factor. Example of a Jurisdiction's Payment Calculation for FY 2003 Program: Jurisdiction's Total Salary Costs: $4,407,099.00 Jurisdiction's Total Number of All Inmate Days: 200,385 Jurisdiction's Per Diem Cost Per Inmate (Total Salary/Total Inmate Days): $21.99 Per Diem Cost Per Inmate: $21.99 Total Illegal Inmate Days (Per ICE): 13,853 (combines eligible and % of unknown - days) Salary Costs for Illegal Inmate Days (Per Diem x Illegal Days): $304,627. Salary Costs for Illegal Inmate Days ONLY: $304,627. FY2003 SCAAP Payment Ratio (varies each year): 36 percent SCAAP Payment Amount: $109,665. In general, a wide variance will exist between the total amount of salary costs reported by jurisdictions and the final SCAAP payment amount. This variance is due to adjustments for unknown, ineligible, or invalid inmate records, combined with appropriation levels that normally cover only a portion of the total salary costs associated with verified undocumented criminal aliens. ICE Vetting Process for SCAAP Inmate Files (1) The applicant records are first processed through the Central Index System (CIS). CIS primarily identifies the location of alien data files and provides certain information about their immigration status. ICE checks CIS first because the system contains a record for every alien with whom ICE has had significant contact. CIS is the best place to look for aliens who have maintained legal status or become naturalized. Aliens that have been placed in removal proceedings should also be in CIS, but the details of their case are not available in this system. (2) After CIS, the applicant records are processed through the Deportable Alien Control System (DACS). DACS is a repository of information about aliens who have been placed in removal proceedings. DACS will have the outcome, if any, of those cases that include an order of removal, a grant of relief, or an administrative closure. The record matching process does not depend on a match in CIS, but it will use that information if available. (3) The third stage is to process the records through ICE's version of the Executive Office for Immigration Review database. This step is necessary to help ascertain when an alien was placed in proceedings and the alien's legal status during times of reported incarceration. Under SCAAP rules, such aliens become eligible for payment if they were placed in proceedings before the period of incarceration began. In each system, ICE first attempts to make a match based on an ICE A-number, if one was supplied by the applicant jurisdiction. Without an A-number, the CIS data review process attempts an FBI number match, if provided. If neither the A-number nor FBI number are available, the ICE data vetting process seeks a match based on the exact name and date of birth. ICE uses a set of routines to try variations on names in its multiple attempts to make a successful match. FY 2003 State Criminal Alien Assistance Program Guidelines Bureau of Justice Assistance, U.S. Department of Justice Updated June 2003 (supercedes and replaces all previous versions) FY 2003 Reporting Period The FY 2003 SCAAP incarceration reporting period runs from 12:00 a.m. (midnight), July 1, 2001 through 11:59 p.m., June 30, 2002. Eligibility and payment decisions are based exclusively on reported inmate days during this period. FY 2003 Registration and Application Deadlines Applications will be accepted through the Internet at https://grants.ojp.usdoj.gov from Monday, April 14 to 11:45 p.m. (EDT) Friday, June 20, 2003. Applicants must begin the SCAAP registration process online prior to 11:45 p.m. (EDT) Friday, June 13, 2003. Legislative Authority The State Criminal Alien Assistance Program (SCAAP) is governed by the Immigration and Nationality Act, 8 U.S.C. 1252, Section 242 as Amended and Title II, Subtitle C, Section 20301, Violent Crime Control and Law Enforcement Act of 1994, Public Law 103-322. In general terms, if a chief executive officer of a State or a political subdivision exercises authority over the incarceration of undocumented criminal aliens and submits a written request to the U.S. Attorney General, the Attorney General may provide compensation to that jurisdiction for those incarceration costs. SCAAP is subject to the terms and conditions of yearly congressional appropriations. Program Scope SCAAP is administered by the Bureau of Justice Assistance (BJA), Office of Justice Programs (OW), United States Department of Justice (DOI), in conjunction with the Department of Homeland Security (DHS). SCAAP provides federal payments to States and localities that have incurred correctional officer salary costs for incarcerating undocumented criminal aliens that have at least one felony or two misdemeanor convictions for violations of State or local law and incarcerated for at least four consecutive days during the reporting period. The FY 2003 SCAAP application and payment process continues to be managed through the innovative Web-based, electronic system that was premiered in FY 2000. Applicants apply, transmit inmate data, and request payments via this Internet-based system. Funds provided through SCAAP payments are not restricted and may be used for any lawful purpose. The SCAAP Catalog of Federal Domestic Assistance (CFDA) number is 16.606. Re-Issued June 17, 2003 Page 1 Undocumented Criminal Aliens Undocumented criminal aliens are generally persons who entered the United States illegally, are subject to deportation proceedings, or were granted non-immigrant status that has since expired. Technical eligibility questions about immigration matters should be referred to your local DHS officials. To be potentially eligible, an undocumented criminal alien must be convicted of at least one felony or two misdemeanors for violations of state or local law, and incarcerated in a state or local correctional facility (including contract facilities) for at least four consecutive days during the applicable reporting period. Qualifying Criminal Charges and Convictions If a person in state or local custody is considered an undocumented (illegal) alien, convicted of at least one felony or two misdemeanors for violations of state or local law, and incarcerated for at least four consecutive days during the reporting period, applicant jurisdictions may count all inmate days attributed to this person during the reporting period, including: Pretrial detention time served during the reporting period for a conviction of one felony or two misdemeanors. Pretrial detention time served during the reporting period on subsequent charges for persons with prior qualifying convictions, regardless of the type or number of new criminal charges. Post-conviction, sentenced time served during the reporting period on a conviction of one felony or two misdemeanors. Post-conviction, sentenced time served during the reporting period on subsequent convictions for persons with prior qualifying convictions, regardless of the type or number of new convictions. Minimum Period of Incarceration Eligible undocumented criminal aliens that were incarcerated for at least four consecutive days between July 1, 2001 and June 30, 2002 may be included in this year's application. The 72-hour threshold no longer applies. Two examples of the four consecutive day threshold: 1. An inmate enters just before midnight on Sunday, May 5 and is released at 6:00 a.m. on Wednesday, May 8. This inmate was only in custody for approximately 54 hours but is now Re-Issued June 17, 2003 Page 2 eligible because he was in custody over the minimum period of four consecutive days, regardless of the total hours of incarceration. 2. An inmate's detention began at 12:00 noon Monday, June 24 and ended with his release at 8:00 a.m. Thursday, June 27. Using the previous 72 hour minimum rule, this inmate would not be eligible because he only was in custody for 68 hours. Under the new four consecutive day rule, he is eligible because his custody began Monday and ended Thursday (four consecutive days), regardless of the time of day the incarceration began or ended. A cautionary note: The on-line GMS application system will reject any inmate record that does not reflect a minimum of four consecutive da ys of incarceration or detention. Required Inmate Data Format The most important and significant portion of the on-line application is the detailed inmate file information that reflects the jurisdiction's good faith effort to identify and list undocumented criminal aliens in their correctional facilities. The application cannot be properly vetted or approved without having inmate records in the proper format and order. Required inmate data includes the INS A- Number, if known; last, middle and first names; date of birth; unique inmate number assigned by the applicant jurisdiction; foreign country of birth; date taken into custody; date released from custody (or the last day of the reporting period if the inmate is still in custody at the end of the reporting period); and FBI number, if known. Unique, jurisdiction-specific country code data dictionaries are no longer accepted and inmate records that are not in the required format will not be considered for funding. Any record missing a valid country code is invalid. BJA recognizes that the official names of countries are subject to change. If the country provided by the inmate is not on the list, the applicant should select one with the closest political boundaries. Incarceration Began or Ended Outside the FY 2003 Reporting Period If a qualified inmate was taken into custody prior to July 1, 2001, jurisdictions may use the actual date taken into custody or July 1, 2001 as the "Date Incarcerated." Only those qualifying consecutive days on or after July 1, 2001 are eligible for consideration. If an inmate was released after June 30, 2002, jurisdictions may use the actual date released from custody or June 30, 2002 as the "Date Released." If an inmate is still incarcerated at the time of the GMS inmate data file upload, applicants must assign an arbitrary end date from June 30, 2002 to the day prior to the actual upload. A release date must be provided for purposes of GMS data Re-Issued June 17, 2003 Page 3 requirements, even when the inmate is still in custody. The system will automatically adjust these records when counting eligible days, since only those qualifying consecutive days on or before June 30, 2002 are eligible for consideration. Eligible inmates incarcerated more than once during the reporting period may be included by creating a separate and distinct inmate record for each qualifying period of incarceration. The same inmate number may be used for all of the inmate's related records. On-line Inmate Data Reporting Process BJA has implemented improved inmate data validation and editing functionality for FY 2003. Applicants will receive an inmate data error report at the completion of the inmate file upload if there are problems. Accounting for these additional checks, the estimated time required for file uploads is as follows (examples only): 300 inmate records - one minute; 7,800 inmate records - 2 minutes; 54,600 inmate records - 15 minutes. During the file upload process, a red flashing bar will appear at the bottom of an applicant's screen. This bar will continue to flash until the inmate file upload is complete. Upon completion of the inmate file upload, the SCAAP GMS will provide the applicant with a file upload status report. This report will list the number of inmate records in the upload and the number of inmate records that are complete. In addition, the report will provide a detailed list of inmate records (by file number) that are incomplete or have data format errors and the nature of the error. Applicants should print this file upload status report for their records. Applicants have a choice of two alternative methods for submitting the inmate data: Direct File Upload: The direct file upload function allows applicants to submit their inmate database records in a single ASCII formatted file directly into GMS. File uploads must contain the mandatory data fields in the required format. File uploads that do not include the necessary information will be considered incomplete and not eligible for funding under SCAAP. The SCAAP system will provide applicants with an opportunity to correct their files or add missing data prior to finalizing the application. Direct Data Entry: The direct data entry function allows jurisdictions to manually enter inmate data directly into an on-line inmate data template, as opposed to creating a separate ASCII file. This approach may be best suited for jurisdictions with smaller facilities or small criminal alien populations. Drop-down menus are provided for selecting incarceration dates, date of birth, and country of birth (the complete country names are listed as opposed to the country code index). Re-Issued June 17, 2003 Page 4 . 7 PUBLIC' SERVICES COMMITTEE MISCELLANEOUS RESOLUTION #03323 November 20, 2003 BY: Public Services Committee, Hugh D. Crawford, Chairperson IN RE: SHERIFF DEPARTMENT - FISCAL YEAR 2003 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM - REIMBURSEMENT AWARD ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the US Department of Justice, Bureau of Justice Assistance has awarded Oakland County expenditure reimbursement funding in the amount of $57,044, with a County match of $-0- under the federal Fiscal Year 2003 State Criminal Alien Assistance Program - Reimbursement Award; and WHEREAS this award and total program amount of $57,044 is the same amount as authorized by U.S. Department of Justice, Bureau of Justice Assistance for reimbursement as described in attached Schedule A; and WHEREAS Oakland County has met the federal requirements necessary to accept the award; and WHEREAS Oakland County's program for Fiscal Year 2003 State Criminal Alien Assistance Program is to receive reimbursement of Correction Officers regular salaries and associated fringe benefits (based on a prescibed formula) for those officers directly involved in the care and maintenance of alien inmates housed in the Oakland County Jail system; and WHEREAS the reimbursement will cover the period July 1, 2001 through June 30, 2002; and WHEREAS the reimbursement agreement has been processed through the County Executive Contract Review and the Board of Commissioners' Grant Acceptance Procedures. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accept the reimbursement award and approve the fiscal year 2003 State Criminal Alien Assistance Program - Reimbursement Award (SCAAP) funding from the U.S. Department of Justice, Bureau of Justice Assistance in the amount of $57,044. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioner is authorized to execute the reimbursement agreement and to approve any reimbursement extensions or changes, within fifteen percent (15t) of the original award, and to authorize reimbursement drawdown which is consistent with the original agreement as approve. Chairperson, on behalf of the Public Services Committee, move the adoption of the foregoing resolution. Public Services Committee Vote: Motion carried unanimously on a roll call vote. From: Greg Givens [givensg@co.oakland.mi.us ] Sent: Friday, October 24, 2003 10:01 AM To: Wedell, Harvey; whitefieldj@co.oakland.mi.us ; Matkosky, Joe Cc: Cunningham, Dale; Frederick, Candace; Pardee, Mary Subject: CONTRACT REVIEW - Sheriff's Department CONTRACT REVIEW - Sheriff's Department GRANT NAME: FY 2003 State Criminal Alien Assistance Program FUNDING AGENCY: US Department of Justice DEPARTMENT CONTACT PERSON: Janet Whitefield / 452.2110 STATUS: Acceptance DATE: October 24, 2003 Pursuant to Misc. Resolution 401320, please be advised the captioned grant materials have completed internal contract review. Below are the comments returned by review departments. Department of Management and Budget: Approved.- Laurie Van Pelt (10/23/2003) Personnel Department: No comments received. Risk Management and Safety: Approval. - Gerald Mathews (10/10/2003) Corporation Counsel: There are no legal issues that must be resolved prior to accepting the FY 2003, Criminal Alien Assistance Program--Reimbursement Award. - Jody Schaffer (10/20/2003) The captioned grant materials and grant acceptance package (which should include the Board of Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this email containing grant review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. Greg Givens, Supervisor Grants Administration Unit Fiscal Services Division Janet Whitefield From: SCAAP [SCAAP@OJP.USD0J.GOV] Sent: Monday, September 15, 2003 3:38 PM To: SCAAP Subject: FY 2003 SCAAP Awards Dear SCAAP Applicant: The award levels for all FY 2003 applicants have been determined and are now available on the BJA web site: http://www.ojp.usdoj.gov/BJA/grantiscaap.html This web site offers a basic report on award levels (in Adobe Acrobat Reader "PDF" format). A more detailed spreadsheet report (in both Excel and Lotus) that provides information about the inmate data vetting results from the Bureau of Immigration and Customs Enforcement is also available at the above link. In the near future, BJA will provide a text document on this site that explains the decision making and award process - however, the basics of this process have remained unchanged over the last few years. Your FY 2003 award level was influenced by a number of factors: Increases or decreases in your reported salary costs and per diem, your reported number of illegal aliens and their qualifying number of incarceration days, the annual appropriation level, and the number of jurisdictions submitting applications. Changes in these variables from prior years have directly influenced your award level this year. Please consider all of these factors when analyzing the results. In the next few weeks, we will provide you with more information about accepting this award and activating the electronic funds transfer to your bank account of record. Some jurisdictions submitted banking information in the SCAAP online system that was different from information that resided in the Office of the Comptroller's internal financial management database. If this was the case, you will be contacted and asked to assist in reconciling these differences. Thank you for your ongoing patience as we move forward and prepare to make electronic payments over the next few weeks. The SCAAP Program Team Bureau of Justice Assistance 1 County of.Muskegon County of Oakland County of Ottawa County of Saginaw County of Shiawassee County of St. Joseph County of Tuscola County of Van Buren Livingston County Roscommon County Sanilac County St. Clair County State of Michigan Washtenaw County Chippewa County County of Anoka County of Dakota County of McLeod County of Ramsey County of Stearns Hennepin County Olmsted County Polk County St. Louis County State of Minnesota Watonwan County City of St. Louis County of Audrain County of Greene County of Lafayette County of Newton County of Phelps County of Pike County of Platte County of St Charles Jackson County MI $6,406 MI $57,044 MI $32,093 MI $5,786 MI $2,329 MI $7,463 MI $1,296 MI $3,801 MI $7,220 MI $268 MI $650 MI $17,046 MI $832,915 MI $6,296 $1,209,417 MN $4,508 MN $24,548 MN $13,550 MN $6,494 MN $97,475 MN $11,589 MN $209,517 MN $28,223 MN $1,454 MN $2,027 MN $1,060,002 MN $5,974 $1,465,361 MO .$6,046 MO $81 MO $32,639 MO $1,142 MO $4,998 MO $3,078 MO $9,477 MO $1,465 MO $7,954 MO $7,447 2003-AP-BX-0525 2003-AP-BX-0496 2003-AP-BX-0509 2003-AP-BX-0045 2003 -AP-BX-0090 2003-AP-BX-0328 2003-AP-13X-0204 2003-AP-B X-0105 2003-AP-13X-0381 2003-AP-BX-0384 2003-AP-13X-0206 2003-AP-BX-0076 2003-AP-BX-0514 2003-AP-BX-0659 2003-AP-BX-0235 2003-AP-13X-0096 2003-AP-BX-0623 2003-AP-BX-0248 2003-AP-BX-0263 2003 -AP-BX-0179 2003-AP-BX-0572 2003-AP-BX-0049 2003-AP-BX-0700 2003-AP-BX-0208 2003 -AP-B X-0409 2003-AP-BX-0482 2003-AP-B X-0145 2003-AP-BX-0396 2003-AP-BX-0365 2003-AP-BX-0350 2003-AP-BX-0286 2003-AP-13X-0714 2003-AP-BX-0543 2003-AP-BX-0457 2003-AP-BX-0535 2003-AP-BX-0685 Jurkas,George Whitefield,Janet Baar,Steven Snyder,Benita Powell,Dotig Carey,Daniel Hoagland,Michael Deleo,Douglas Homan,Donald LeMire,Steve Walker,Lora Torrey,Thomas DeBor,Stephen Wickstrom,Brian Tufto,Stacy Dowd,Denis Scott,Michael D Rath,Dianne Vodovoz,Mike Lieser,Mary Svidron,Jan Vonwald,Steven Burkholder,Bret Kivisto,Kevin Skon,Erik Hunstad,Susan Schriro,Dora Miller,Stuart Everett,Sarah Wahn,Jennifer Montz,Cathy Blankenship,Donald Pointer,Clark Anderson,Richard Gillies,Linda Scott,Laura (231) 724-6289 (248) 452-2110 (616) 738-4090 x4090 (989) 790-5584 (989) 743-2202 x2226 (616) 467-5500 x631 (989) 672-3700 x2224 (269) 657-8253 (517) 546-2440 (989) 275-9070 x16 (810) 648-8338 (810) 987-1709 (517) 373-3255 (734) 973-4980 (320) 269-2121 (763) 323-5071 (651) 438-4801 (320) 864-1491 (651) 266-9365 (320) 259-3730 (612) 348-4112 (507) 287-1980 (218) 281-6074 (218) 726-2105 (651) 642-0257 (507) 375-3121 x1206 (314) 621-5848 x1052 (573) 473-5800 (417)829-6276 . (660) 259-3461 (417) 451-8311 x235 (573) 364-1818 (573) 324-5447 (816) 858-2424 (636) 949-3003 x4141 (816) 881-4232 2003 SCAAP Results The following represents the results of the electronic data vetting performed by the Bureau of Immigration and Customs Enforcement (ICE), Department of Homeland Security, for the 805 state and local jurisdictions that successfully submitted an online application for FY2003: Total inmate records submitted to BJA: 403,743 Total unique inmate records reviewed by ICE: 284,325 ICE Data Vetting Results of 284.325 Records: Total Eligible: 93,489 Total Unknown: 121,618 Total Ineligible: 51,680 Total Invalid: 17,538 ICE Categorical Definitions: Unique: Records adjusted to create one file per inmate, incorporating aliases, multiple periods of incarceration, etc. Eligible: Confirmed through ICE data vetting as an undocumented alien. Unknown: No direct match of the inmate in ICE databases. Ineligible: ICE records that show the inmate, at time of incarceration, had sufficient legal status and is not considered undocumented for purposes of SCAAP. Invalid: Inmate record had the United States or one of the U.S. territories as country of birth, and no direct match in ICE databases. FY 2003 Payment Formula Calculation The FY 2003 SCAAP payment formula is derived through a multi-step process: (1) Using financial data the applicants supplied via the online GMS system, a per diem rate is calculated for each jurisdiction. Specifically, a rate is determined using each applicant's annual correctional officer salary costs and the total number of all inmate days (i.e. total number of days all inmates were held by the applicant jurisdiction, regardless of citizenship status). This year, the average per diem rate was $23.50 per inmate. (2) ICE analyzes the inmate records and provides the Bureau of Justice Assistance (BJA) with a data report that delineates each applicant's number of eligible, unknown, ineligible, and invalid inmates, and each category's respective number of inmate days. (3) Each jurisdiction's total eligible inmate days and a percentage of the unknown days are totaled; that total is then multiplied by the applicant's per diem rate, to derive the total correctional officer salary costs for eligible and unknown inmate days for the reporting period. The percentage used for unknown days is determined by a sliding scale, developed by ICE, which gives credit to jurisdictions, by type. The current scale credits cities 60 percent, states 65 percent, and counties 80 percent of their total unknown inmate days. (4) The value of each applicant's correctional officer salary costs associated with its eligible and credited unknown inmate days are then totaled. This total value reflects the maximum amount subject to reimbursement by BJA for the reporting period. A percentage factor is then developed to reflect the relationship between the maximum reimbursable salary costs and program's annual appropriation. For FY 2003, this factor was approximately 36 percent - essentially, each jurisdiction's award was 36 percent of its total salary cost for eliaible and credited unknown inmate days. The payment formula calculation process occurs only one time, using all of the data provided by each participating jurisdiction, the annual appropriation, and ICE data vetting results. If a jurisdiction discovers errors or problems with its data after the 'awardsare calculated (e.g., through an outside audit), the system-wide factor (i.e. 36 percent) remains unchanged and any required future adjustments to a payment amount will use this factor. Example of a Jurisdiction's Payment Calculation for FY 2003 Program: Jurisdiction's Total Salary Costs: $4,407,099.00 Jurisdiction's Total Number of All Inmate Days: 200,385 Jurisdiction's Per Diem Cost Per Inmate (Total Salary/Total Inmate Days): $21.99 Per Diem Cost Per Inmate: $21.99 Total Illegal Inmate Days (Per ICE): 13,853 (combines eligible and % of unknown - days) Salary Costs for Illegal Inmate Days (Per Diem x Illegal Days): $304,627. Salary Costs for Illegal Inmate Days ONLY: $304,627. FY2003 SCAAP Payment Ratio (varies each year): 36 percent SCAAP Payment Amount: $109,665. In general, a wide variance will exist between the total amount of salary costs reported by jurisdictions and the final SCAAP payment amount. This variance is due to adjustments for unknown, ineligible, or invalid inmate records, combined with appropriation levels that normally cover only a portion of the total salary costs associated with verified undocumented criminal aliens. ICE Vetting Process for SCAAP Inmate Files (1) The applicant records are first processed through the Central Index System (CIS). CIS primarily identifies the location of alien data files and provides certain information about their immigration status. ICE checks CIS first because the system contains a record for every alien with whom ICE has had significant contact. CIS is the best place to look for aliens who have maintained legal status or become naturalized. Aliens that have been placed in removal proceedings should also be in CIS, but the details of their case are not available in this system. (2) After CIS, the applicant records are processed through the Deportable Alien Control System (DACS). DACS is a repository of information about aliens who have been placed in removal proceedings. DACS will have the outcome, if any, of those cases that include an order of removal, a grant of relief, or an administrative closure. The record matching process does not depend on a match in CIS, but it will use that information if available. (3) The third stage is to process the records through ICE's version of the Executive Office for Immigration Review database. This step is necessary to help ascertain when an alien was placed in proceedings and the alien's legal status during times of reported incarceration. Under SCAAP rules, such aliens become eligible for payment if they were placed in proceedings before the period of incarceration began. In each system, ICE first attempts to make a match based on an ICE A-number, if one was supplied by the applicant jurisdiction. Without an A-number, the CIS data review process attempts an FBI number match, if provided. If neither the A-number nor FBI number are available, the ICE data vetting process seeks a match based on the exact name and date of birth. ICE uses a set of routines to try variations on names in its multiple attempts to make a successful match. FY 2003 State Criminal Alien Assistance Program Guidelines Bureau of Justice Assistance, U.S. Department of Justice Updated June 2003 (supercedes and replaces all previous versions) FY 2003 Reporting Period The FY 2003 SCAAP incarceration reporting period runs from 12:00 a.m. (midnight), July 1, 2001 through 11:59 p.m., June 30, 2002. Eligibility and payment decisions are based exclusively on reported inmate days during this period. FY 2003 Registration and Application Deadlines Applications will be accepted through the Internet at https://grants.ojp.usdoj.gov from Monday, April 14 to 11:45 p.m. (EDT) Friday, June 20, 2003. Applicants must begin the SCAAP registration process online prior to 11:45 p.m. (EDT) Friday, June 13, 2003. Legislative Authority The State Criminal Alien Assistance Program (SCAAP) is governed by the Immigration and Nationality Act, 8 U.S.C. 1252, Section 242 as Amended and Title II, Subtitle C, Section 20301, Violent Crime Control and Law Enforcement Act of 1994, Public Law 103-322. In general terms, if a chief executive officer of a State or a political subdivision exercises authority over the incarceration of undocumented criminal aliens and submits a written request to the U.S. Attorney General, the Attorney General may provide compensation to that jurisdiction for those incarceration costs. SCAAP is subject to the terms and conditions of yearly congressional appropriations. Program Scope SCAAP is administered by the Bureau of Justice Assistance (BJA), Office of Justice Programs (OW), United States Department of Justice (DOT), in conjunction with the Department of Homeland Security (DHS). SCAAP provides federal payments to States and localities that have incurred correctional officer salary costs for incarcerating undocumented criminal aliens that have at least one felony or two misdemeanor convictions for violations of State or local law and incarcerated for at least four consecutive days during the reporting period. The FY 2003 SCAAP application and payment process continues to be managed through the innovative Web-based, electronic system that was premiered in FY 2000. Applicants apply, transmit inmate data, and request payments via this Internet-based system. Funds provided through SCAAP payments are not restricted and may be used for any lawful purpose. The SCAAP Catalog of Federal Domestic Assistance (CFDA) number is 16.606. Re-Issued June 17, 2003 Page 1 Undocumented Criminal Aliens Undocumented criminal aliens are generally persons who entered the United States illegally, are subject to deportation proceedings, or were granted non-immigrant status that has since expired. Technical eligibility questions about immigration matters should be referred to your local DHS officials. To be potentially eligible, an undocumented criminal alien must be convicted of at least one felony or two misdemeanors for violations of state or local law, and incarcerated in a state or local correctional facility (including contract facilities) for at least four consecutive days during the applicable reporting period. Qualifying Criminal Charges and Convictions If a person in state or local custody is considered an undocumented (illegal) alien, convicted of at least one felony or two misdemeanors for violations of state or local law, and incarcerated for at least four consecutive days during the reporting period, applicant jurisdictions may count all inmate days attributed to this person during the reporting period, including: Pretrial detention time served during the reporting period for a conviction of one felony or two misdemeanors. Pretrial detention time served during the reporting period on subsequent charges for persons with prior qualifying convictions, regardless of the type or number of new criminal charges. Post-conviction, sentenced time served during the reporting period on a conviction of one felony or two misdemeanors. Post-conviction, sentenced time served during the reporting period on subsequent convictions for persons with prior qualifying convictions, regardless of the type or number of new convictions. Minimum Period of Incarceration Eligible undocumented criminal aliens that were incarcerated for at least four consecutive days between July 1, 2001 and June 30, 2002 may be included in this year's application. The 72-hour threshold no longer applies. Two examples of the four consecutive day threshold: 1. An inmate enters just before midnight on Sunday, May 5 and is released at 6:00 a.m. on Wednesday, May 8. This inmate was only in custody for approximately 54 hours but is now Re-Issued June 17, 2003 Page 2 eligible because he was in custody over the minimum period of four consecutive days, regardless of the total hours of incarceration. 2. An inmate's detention began at 12:00 noon Monday, June 24 and ended with his release at 8:00 a.m. Thursday, June 27. Using the previous 72 hour minimum rule, this inmate would not be eligible because he only was in custody for 68 hours. Under the new four consecutive day rule, he is eligible because his custody began Monday and ended Thursday (four consecutive days), regardless of the time of day the incarceration began or ended. A cautionary note: The on-line GMS application s ystem will reject any inmate record that does not reflect a minimum of four consecutive da ys of incarceration or detention. Required Inmate Data Format The most important and significant portion of the on-line application is the detailed inmate file information that reflects the jurisdiction's good faith effort to identify and list undocumented criminal aliens in their correctional facilities. The application cannot be properly vetted or approved without having inmate records in the proper format and order. Required inmate data includes the INS A- Number, if known; last, middle and first names; date of birth; unique inmate number assigned by the applicant jurisdiction; foreign country of birth; date taken into custody; date released from custody (or the last day of the reporting period if the inmate is still in custody at the end of the reporting period); and FBI number, if known. Unique, jurisdiction-specific country code data dictionaries are no longer accepted and inmate records that are not in the required format will not be considered for funding. Any record missing a valid country code is invalid. BJA recognizes that the official names of countries are subject to change. If the country provided by the inmate is not on the list, the applicant should select one with the closest political boundaries. Incarceration Began or Ended Outside the FY 2003 Reporting Period If a qualified inmate was taken into custody prior to July 1, 2001, jurisdictions may use the actual date taken into custody or July 1, 2001 as the "Date Incarcerated." Only those qualifying consecutive days on or after July 1, 2001 are eligible for consideration. If an inmate was released after June 30, 2002, jurisdictions may use the actual date released from custody or June 30, 2002 as the "Date Released." If an inmate is still incarcerated at the time of the GMS inmate data file upload, applicants must assign an arbitrary end date from June 30, 2002 to the day prior to the actual upload. A release date must be provided for purposes of GMS data Re-Issued June 17, 2003 Page 3 requirements, even when the inmate is still in custody. The system will automatically adjust these records when counting eligible days, since only those qualifying consecutive days on or before June 30, 2002 are eligible for consideration. Eligible inmates incarcerated more than once during the reporting period may be included by creating a separate and distinct inmate record for each qualifying period of incarceration. The same inmate number may be used for all of the inmate's related records. On-line Inmate Data Reporting Process BJA has implemented improved inmate data validation and editing functionality for FY 2003. Applicants will receive an inmate data error report at the completion of the inmate file upload if there are problems. Accounting for these additional checks, the estimated time required for file uploads is as follows (examples only): 300 inmate records - one minute; 7,800 inmate records - 2 minutes; 54,600 inmate records - 15 minutes. During the file upload process, a red flashing bar will appear at the bottom of an applicant's screen. This bar will continue to flash until the inmate file upload is complete. Upon completion of the inmate file upload, the SCAAP GMS will provide the applicant with a file upload status report. This report will list the number of inmate records in the upload and the number of inmate records that are complete. In addition, the report will provide a detailed list of inmate records (by file number) that are incomplete or have data format errors and the nature of the error. Applicants should print this file upload status report for their records. Applicants have a choice of two alternative methods for submitting the inmate data: Direct File Upload: The direct file upload function allows applicants to submit their inmate database records in a single ASCII formatted file directly into GMS. File uploads must contain the mandatory data fields in the required format. File uploads that do not include the necessary information will be considered incomplete and not eligible for funding under SCAAP. The SCAAP system will provide applicants with an opportunity to correct their files or add missing data prior to finalizing the application. Direct Data Entry: The direct data entry function allows jurisdictions to manually enter inmate data directly into an on-line inmate data template, as opposed to creating a separate ASCII file. This approach may be best suited for jurisdictions with smaller facilities or small criminal alien populations. Drop-down menus are provided for selecting incarceration dates, date of birth, and country of birth (the complete country names are listed as opposed to the country code index). Re-Issued June 17, 2003 Page 4 Applicants must use only one method to submit inmate data. Prior to submission of the completed application, applicants may change this method. Applicants who change the method must understand that any such change will overwrite all previous inmate record submissions. Regional Jails and Special Districts Regional jails and regional correctional facility authorities or boards do not qualify as a "political sub- division" of a State for purposes of SCAAP and therefore are not eligible to directly apply for or directly receive SCAAP funds. Each unit of government that houses inmates at a regional facility is eligible to apply for SCAAP funds independently, based on its own costs of housing any qualifying, undocumented aliens in the regional facility. Regional facilities may not submit SCAAP applications on behalf of individual jurisdictions, nor should a regional facility submit one application for all member jurisdictions, using one jurisdiction's name as the recipient. BJA will verify the authenticity of applications submitted by jurisdictions associated with regional facilities. Any information or instructions received by a jurisdiction or regional facility that is contrary to the above information should be verified by contacting the SCAAP program office in BJA. Multi-Jurisdictional Issues Undocumented criminal aliens housed in the applicant's facility exclusively on behalf of a neighboring jurisdiction must be excluded from the application, regardless of whether the applicant jurisdiction receives reimbursement for associated costs. These inmates should be accounted for and reported by the sending jurisdiction. Inmates ready for release once qualifying charges or convictions are concluded that are temporarily held in the applicant facility on the basis of outstanding warrants or detainers from other jurisdictions, including federal law enforcement agencies, may be counted. The applicant jurisdiction may claim the full time the inmate was in custody, including any period of time pending pickup by outside authorities. Federal inmates or detainees covered by cost reimbursement or per diem agreements with DHS, U.S. Marshals Service, or other federal law enforcement agencies are not eligible. Juveniles who are adjudicated delinquent, regardless of the charges or length of custody, are not eligible for inclusion with the inmate records. Only those juvenile offenders who are convicted as an adult and who meet the qualifying SCAAP criteria may be included in the inmate records. Alternatives To Traditional Incarceration Inmates are not eligible if they served their incarceration incrementally, such as through weekend Re-Issued June 17, 2003 Page 5 incarcerations that enabled them to maintain employment. Periods of incarceration must occur consecutively, over the course of four or more days, rather than cumulatively, over the course of several weekends. Inmates sentenced to non-incarceration alternatives are also not eligible (e.g. home detention, house arrest, day reporting, supervised release, etc.). Eligible inmates must be confined overnight in state or local jails or correctional facilities. Parole Violators Undocumented criminal aliens on parole from qualifying convictions who are subsequently returned to the custody of a state or local correctional facility are eligible, regardless of the reasons for the parole violation or revocation. Incarceration time of four or more consecutive days during the reporting period may be reported for these persons. Eligible Applicants States and local units of general government who have authority over correctional facilities that incarcerate or detain undocumented criminal aliens for a minimum of four consecutive days are eligible to apply for SCAAP funds. States and local units of general government include the 50 state governments, the District of Columbia, Guam, Puerto Rico, the U.S. Virgin Islands, and the more than 3,000 counties and cities with correctional facilities. Jurisdictions applying for SCAAP funds must provide all required information on undocumented criminal alien inmates for the prescribed reporting period, the total reporting period salary information for their full-and part-time permanent and contracted correctional officers, and total facility population data. Authorized Officials Legislation authorizing the program requires that SCAAP payments go directly to eligible States and localities. Therefore, the Bureau of Justice Assistance will only interact with jurisdiction employees, and these employees should be listed as either the Authorized Representative or Alternate Contact in the GMS User Profile. The Chief Executive Officer (CEO) of eligible jurisdictions may apply directly or delegate authority to another jurisdiction official. The CEO is generally considered the highest ranking elected or appointed official of a unit of government. The following are examples of typical CEO designations: State Governor; City Mayor or City Manager; Chairperson of the Town Council or Town Manager; President of the County Commissioners or County Administrator; Parish Sheriff in Louisiana; and County Judge in Texas. Correctional Officer Definition Jurisdiction may include employees, officers, and contractual staff whose primary responsibility is the Re-Issued June 17, 2003 Page 6 care, custody, or supervision of persons detained (pre-trial detention) and incarcerated (convicted and sentenced inmates). This includes all levels of correctional officers. Deputy sheriffs (for local jails), correctional/jail supervisors, shift commanders, chiefs of security, assistant wardens, and wardens. Transportation officers and correctional officers or deputy sheriffs involved in the care and custody of inmates and detainees involved in judicial proceedings are also eligible. Employees, officers, and contractual staff whose primary responsibility is providing non-custody services to the facility or its inmate population are not eligible for inclusion in the SCAAP salary calculation. This includes office and secretarial support, administrative, housekeeping, maintenance, food, health, education, vocation, counseling, and medical staff. Staff who may function independently or outside the correctional facility, including parole and probation agents, hearing officers, court commissioners, judicial, prosecutorial, and public defenders, warrant and apprehension units, and others, are similarly not eligible for inclusion in the SCAAP salary calculation. Correctional Officer Salary Calculation Salary information provided on the SCAAP application MAY NOT include benefits or overtime costs, except where overtime costs are a fixed expense included in a negotiated salary package or as part of a broader contractual agreement. OMB Circular A-87 provides general guidance on how benefits should be defined. Correctional officer salary costs may include premium pay for specialized service (e.g., bilingual officers), shift differential pay, and fixed pay increases for time-in-service. Technical System Requirements Internet access is required to participate in this program. Generally, Netscape Communicator 4.7 or Internet Explorer 5.5 are considered the earliest versions of the respective Internet browsers for successful SCAAP application system access. Contact your agency network administrator to determine if an internal firewall or agency Internet security system is preventing direct access to the application system, or contact the GMS Help Desk for information regarding correct port settings. If you are a prior SCAAP user, your browser bookmark may not work properly and your attempt to access the SCAAP application site may generate a message advising that the "Page cannot be displayed." It is suggested that you delete the bookmark and manually type the URL into the browser address line. Internet User Accounts The OW Grant Management System (GMS) user accounts for SCAAP must be established by government officials from the applying jurisdictions; non-government officials may not establish user accounts on behalf of applying jurisdictions. When establishing a user account, Sheriffs or Chiefs of Re-Issued June 17, 2003 Page 7 • • 1 Police are not considered CEOs, but may serve as the contact person establishing the SCAAP user accounts on behalf of the CEO. All applications must be filed in the name of the state or unit of general government and must include the jurisdiction's CEO name, official title, and reliable electronic mail (e- mail) address. Applications should not list the submitting agency as the jurisdiction (e.g., County Sheriffs Department, Department of Corrections, etc.) Establishing a User Account/Begin an Application The URL for the SCAAP-GMS log-in page is https://grants.ojp.usdoj.gov . The log-in to the GMS system automatically defaults to the GMS Home "Status" page. Click on the "Funding Opportunities" button along the left side of the screen. At the next page, in the Program Office bar, highlight Bureau of Justice Assistance (BJA), then click "Search." The screen will display all open BJA funding solicitations. Look for "State Criminal Alien Assistance Program" and click on "Apply online," in the column labeled "Action." This will take you to the SCAAP application pages for FY 2003. For new applicants who have never participated in SCAAP, you may begin an application while BJA is reviewing your user account. Once the user account approval is received by the jurisdiction, the application may be submitted FY 2003 Application Data Review DHS has the sole responsibility for verifying alien inmate data to determine which inmates qualify for inclusion in the formula and payment process. Inmate data must be in the specified format in order for DHS to conduct this verification. The SCAAP web site and the SCAAP Internet application system include information about the required data format for both upload and direct entry files. Application Re-submission (optional) BJA may return a submitted application with incomplete or inaccurate data to the applicant for corrections. If BJA exercises this option, it will notify both the CEO and program contact, via the e- mail address of record, that their application needs to be corrected and resubmitted. Corrections must be made and the application resubmitted to BJA no later than the date provided by BJA. Failure to resubmit the application by that date may result in its disapproval. FY 2003 Payment Formula The FY 2003 SCAAP payments will be determined through a two-step process: First, a combination of eligible inmate data, correctional officer salary costs, and facility data will be used to determine the total salary costs expended by each jurisdiction for the maintaining of illegal criminal aliens during the specified reporting period; these values are then collectively compared to the annual appropriation, to Re-Issued June 17, 2003 Page 8 develop a percentage factor that is then uniformly applied to all jurisdictions. During FY 2002, this factor was .82. Example of a Jurisdiction's Payment Calculation from FY 2002 Program: Total Salary Costs: $4,407,099.00 Total All Inmate Days: 200,385 Daily Cost Per Inmate (Total Salary/Total Inmate Days): $21.9932 Daily Cost Per Inmate: $21.9932 Total Illegal Inmate Days (Per INS): 13,853 Salary Costs for Illegal Inmate Days (Daily Cost x Illegal Days): $304,671.80 Salary Costs for Illegal Inmate Days ONLY: $304,671.80 2002 SCAAP Payment Ratio (varies each year): 0.82 SCAAP Payment Amount: $249,831.00 This initial calculation process occurs only one time, using all of the data provided by each participating jurisdiction. If a jurisdiction submits changes to BJA after the initial payment is made, the system-wide factor (e.g. .82) remains unchanged and any required future adjustment to a payment amount utilizes the original factor. Often times, there is a wide variance between the total amount of salary costs reported by the jurisdiction and the final payment amount. The adjustment is usually due to the DHS vetting process that determines some or many of the inmates submitted are ineligible for consideration or a portion of the submitted date is invalid because it was not provided in the required format. Processing Your SCAAP Payment Once the FY 2003 SCAAP application period has closed and all data has been reviewed by DHS, payments will be calculated and subject to release. Currently, payments are planned for August or September 2003. Payments will be made electronically to the bank account of record, as established and verified through the on-line registration process. Applicants will receive e-mail notification that payments are ready for on-line acceptance. Formal acceptance of the payment via GMS is necessary for the electronic transfer of funds into the applicant's bank account of record. Use of Outside Consultants An applicant may utilize whatever assistance it deems appropriate to gather, compile, or format needed information for the completion of the SCAAP on-line application; however, it may not delegate to Re-Issued June 17, 2003 Page 9 n• private, non-public entities the responsibility for establishing user accounts or completing the on-line application. By entering into the SCAAP certifications, the applicant is committing the potential use of general revenues to reimburse the Federal government for any overpayment. Accordingly, the user authorized to submit an application must be empowered to commit the general revenue funds of a State or political subdivision of a State. This ability to commit tax dollars is inherently governmental and cannot be delegated outside the government Any applying jurisdiction violating these requirements may be subject to formal action by DOJ, including nullification of any related reimbursement and eligibility for future SCAAP applications. Sources for Further Information For GMS/Technical Phone Support (toll free) Technical support is available, Monday through Friday, from 7:00arn to 9:00pm Eastern Time, via the GMS HelpDesk at 1-888-549-9901 - Option 3. For Email Inquiries Program and Policy Issues: SCAAP@ojp.usdoj.gov GMS/Technical Issues: GMSHelp@ojp.usdoj.gov For Written Inquiries via U.S. Mail Payments and Benefits Division Attn: SCAAP Program Manager Bureau of Justice Assistance 810 7th Street N.W. Washington, D.C. 20531 For Internet-Based Information Access http://www.ojp.usdoj.gov/BJA/grant/scaap.html For BJA and OJP Grant Information Contact the U.S. Department of Justice Response Center at 1-800-421-6770 or 202-307-1480, Monday through Friday, 9 a.m. to 5 p.m. eastern time; or access http://www.ojp.usdoj.gov/ Re-Issued June 17, 2003 Page 10 '11 FISCAL NOTE #03323 November 20, 2003 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: SHERIFF'S DEPARTMENT- FY 2003 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM - REIMBURSEMENT AWARD ACCEPTANCE 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 above referenced resolution and finds: 1. The Oakland County Sheriff's Department wishes to accept FY 2003 State Criminal Alien Acceptance Program reimbursement funds from the U. S. Department of Justice, Bureau of Justice Assistance in the amount of $57,044, with no County Match required. 2. The funding would cover the salaries and fringe benefits (based upon a prescribed formula)for those Correction Officers directly involved in the care and maintenance of alien inmates housed in the Oakland County Jail system. 3. The FY 2003 Funding represents a 77.00W reduction from FY 2002 funding $250,234. The FY 2003 award has been recorded as accounts receivable as of September 30, 2003. 4. No budget amendment is required for FY 2004. FINANCE COMMITTEE r FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. G. William Caddell, County Clerk t II Resolution #03323 November 20, 2003 Moved by Wilson supported by Hatchett the resolutions on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Coleman, Coulter, Crawford, Gregory, Hatchett, Jamian, Knollenberg, Kowall, Law, Long, McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster, Wilson, Zack, Bullard. (24) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda were adopted (with accompanying reports being accepted). 4,•n•n I HEREBY APPROVE TIE FORE0 RESOLUTION 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 November 20, 2003 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of thviCounty of Oakland at Pontiac, Michigan this 20th day of November, 2003.