707-MVTPA~~ FLO~bA MOTOR VEHICLE, '~ FT (/~ ~
PREVENTION AUTHORITY
Corv-'7o")
Office of the Attorney General
ROBERT A. BUTTERWORTH The Capitol, Room PL01
Attorney General Tallahassee, Florida 32399-1050
State of Florida Telephone: (904) 488-7792
October 10, 1997
Corporal Michael T. Horan
Sanford Police Department
815 South French Avenue
Sanford, FL 32771
Re: Grant Number 95-003-97
Florida Motor Vehicle Theft Prevention Authority
Dear Corporal Horan:
Enclosed for your files is an executed copy of the 1997-98 agreement between your agency and
the Florida Motor Vehicle Theft Prevention Authority.
Grant reporting forms, as well as reporting requirements, will be forwarded to you within the next
several weeks. The reporting forms will also be provided on diskette.
If you have any questions, please contact Chris Fletcher or Mary Mills at 850/414-3300.
Sincerely,
Christine Sullivan-Lutz
Executive Director
Enclosure
AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
AGREEMENT BETWEEN THE STATE OF FLORIDA
OFFICE OF THE ATTORNEY GENERAL
FLORIDA MOTOR VEHICLE THEFT PREVENTION AUTHORITY
Sanford Police Department
GRANT NO: 95-003-97
THIS AGREEMENT is entered into in the City of Tallahassee, Leon County, Florida by
and between the State of Florida, Office of the Attorney General, Florida Motor Vehicle Theft
Prevention Authority (the Authority), an agency of the State of Florida with headquarters being
located in The Attorney General's Office, PL-01, the Capitol, Tallahassee, Florida 32399-1050,
and Sanford Police Department, hereafter referred to as the Agency. The parties hereto mutually
agree as follows:
ARTICLE 1. ENGAGEMENT OF THE AGENCY
The Authority hereby agrees to engage the Agency and the Agency hereby agrees to
perform the services hereinafter set forth. The Agency understands and agrees that all services
are to be performed solely by the Agency and may not be subcontracted for or assigned without
the prior written consent of the Authority. The Agency agrees to supply the Authority with
written notification should it become necessary to change the project director, financial officer, or
authorizing official.
This Agreement shall be performed in accordance with Sections 860.151 through 860.158,
Florida Statutes, and Chapters 2-36.009, Florida Administrative Code, which are hereby
incorporated by reference.
ARTICLE 2. SCOPE OF SERVICES
The Agency agrees to undertake, perform and complete the services described in the grant
application, hereby incorporated as Attachment A to this Agreement.
ARTICLE 3. TIME OF PERFORMANCE
This Agreement shall become effective on October 1, 1997, or on the date when the
Agreement has been signed by all parties, whichever is later, and shall continue through
September 30, 1998.
ARTICLE 4. AMOUNT OF FUNDS
The Authority agrees to pay the Agency for those services which are completed hi
accordance with the terms and conditions of this Agreement, the grant application and the budget
as approved by the Authority. The total sum of monies paid to the Agency for the costs incurred
under this Agreement shall not exceed $51,686. The Agency agrees not to commingle grant
funds with other personal or business accounts.
ARTICLE 5. AUTHORIZED EXPENDITURES
Only expenditures which are detailed in the budget narrative of the grant application and
approved by the Authority are eligible for payment with grant funds. The Authority and Agency
understand and agree that funds may not be used to pay for lobbying the Legislature, the judicial
branch or a state agency; to pay for entertainment, food or refreshments; to supplant current
efforts; otto purchase decorative items. The Authority and Agency further agree ttmt travel
expenses paid by grant funds will not exceed state rates pursuant to Section 112.061, F.S.; that the
Agency shall reimburse the Authority for all unauthorized expenditures; and that the Agency shall
not use grant funds for any expenditures made by the Agency prior to the execution of this
Agreement or after the termination date of the Agreement.
If the Agency is a unit of local or state government, the Agency must follow the written
purchasing procedures of the government agency. If the Agency is a non-profit or for-profit
organization, the Agency agrees to obtain a minimum of three (3) written quotes for all grant-
related purchases equal to or in excess of five hundred dollars ($500) unless it can be documented
that the vendor is a sole sottree supplier. The Authority may approve in writing an alternative
purchasing procedure.
ARTICLE 6. METHOD OF PAYMENT
The Agency may request an advance of up to three months of anticipated expenses, not to
exceed one quarter of the grant total. Subsequent payment shall be based on reimbursement of
monthly expenditures as reported by the Agency. Settlement of an advance payment shall begin
during the last quarter, or when 75% of the budget has been utilized, whichever occurs first. The
Agency must remit to the Authority all interest earned on the advance payment if such advance
payment is deposited into an interest-bearing account.
Reimbursement shaiI be made monthly based on Agency submission and Authority
approval of the Reimbursement Request Form which constitutes the monthly expenditure report
and the invoice. The Agency shall maintain documentation of all costs represented on the
Reimbursement Request Form. At the Authority's option, the Authority may require that
documentation of expenditures be submitted to the Authority prior to approval of the invoice.
The Authority may withhold payment if services are not satisfactorily completed. Payments for
the last quarter will be adjusted to reflect any advances made. The final invoice is due to the
Authority no later than 45 days after the expiration or termination of the Agreement.
Payment for services shall be issued in accordance with the provisions of Section 215.422,
F.S. Pursuant to Section 215.422(5), F.S., the Department of Banking and Finance has
established a Vendor Ombudsman, whose duties and responsibilities are to act as an advocate for
vendors who may have problems obtaining timely payments from state agencies. The Vendor
Ombudsman may be reached at (904) 488-2924, or by calling the State Compttoller's Hotline,
1-800-848-3792.
In accordance with the provisions of Section 287.0582, F.S., if the terms of this
Agreement and payment thereunder extend beyond the current fiscal year, the Authority's
performance and obligation to pay under this Agreement are contingent upon an annual
appropriation by the Legislature.
2
ARTICLE 7. PROPERTY
The Agency agrees to be responsible for the proper care, custody and distribution of all
grant property in accordance with Chapters 2-36.009, Florida Administrative Code, and agrees
not to sell, transfer, encumber, or otherwise dispose of property acquired with grant funds without
the written permission of the Authority.
ARTICLE 8. DOCUMENTATION
The Agency shall maintain books, records, and documents (including electronic storage
media) in accordance with generally accepted accoanting procedures and practices which
suffmiently and prope~y reflect all revenues and expenditures of grant funds.
The Agency shall maintain a file for inspection by the Authority that contains all written
invoices for all fees or other compensation for services or expenses in detail sufficient for a proper
pre-audit and post-audit including the nature of the services performed or expenses incurred, the
identity of the person(s) who performed the services or incurred the expenses, the amount of time
expended in performing the services including the day on which the services were performed,
and, if expenses were incurred, a detailed itemization of such. Documentation shall be
maintained at the office of the Agency for a period of two years from the termination date of the
Agreement, or until the audit has been completed and any findings have been resolved, whichever
is later.
The Agency agrees to allow the Authority access, without notice, to all records and
information necessary to ensure compliance with the terms and conditions of this Agreement.
ARTICLE 9. AUDIT
If the grant amount received exceeds $100,000, the Agency agrees to have an audit
performed in accordance with the Rules of the Auditor General, Chapter 10.600, Audits of State
Grants and Aids Appropriations, promulgated pursuant to Section 11.45, F. S.
If the grant amount received exceeds $25,000 but does not exceed $100,000, the Agency
agrees to have an audit performed in accordance with the Rules of the Auditor General, Chapter
10.600, Audits of State Grants and Aids Appropriations, promulgated pursuant to Section 11.45,
F. S., or have a statement prepared by an independent certified public accountant which attests
that the receiving entity or organization has complied with the provisions of the grant; or
If the amounts received do not exceed $25,000 the Agency agrees to have the head of the
entity or organization attest, under penalties of perjury, that the entity or organization has
complied with the provisions of the grant.
The audit or attestation, whichever applies, is to be submitted by the Agency to the
Authority no later than 180 days following termination or expiration of the Agreement. Upon
written request by the Agency, the Authority may approve submission of the audit at a later date.
The Agency agrees to allow the Authority, or its representative, to conduct audits as
deemed necessary by the Authority to ensure compliance with the terms and conditions of the
grant.
For State of Florida agencies, the Agency audit as conducted by the Florida Auditor
General may be submitted to the Authority to meet the requirements of Article 9.
ARTICLE 10. REPORTS
3
The Agency agrees to maintain and timely file such progress, fiscal, inventory, and other
reports as the Authority may require pertaining to this grant.
ARTICLE 11. PUBLIC RECORDS
Unless specifically exempted by law, all records made or received by the Agency in
conjunction with this Agreement are public records available for inspection by the public in
accordance with the provisions of Section 119.07, F.S. Refusal of the Agency to allow public
access to such records shall constitute grounds for cancellation of this Agreement.
ARTICLE 12. TERMINATION OF AGREEMENT
The Authority shall have the right to terminate this Agreement for convenience or cause
by giving at least five (5) days written notice of such termination specifying the effective date,
and by sending the notice through registered mail to the Agency. Reasons for cause include, but
are not limited to, the Authodty's determination that: the Agency for any reason fails to fulfill the
obligations'under this Agreement in a timely manner; the Agency violates any of the covenants or
stipulations of this Agreement; or, the Agency did not meet the terms and conditions of a current
or prior year Agreement.
In the event this Agreement is temainated for convenience or cause, all supplies,
equipment and property purchased with grant funds shall be returned to the Authority. Any
finished or unfinished documents, data, studies, correspondence, reports and other products
prepared by or for the Agency under this Agreement shall be made available to and for the
exclusive use of the Authority. The Agency agrees to return all unexpended funds to the
Authority within 45 days of the effective date of termination or expiration of the Agreement.
Notwithstanding the above, the Agency shall not be relieved of liability to the Authority
for damages sustained by the Authority by virtue of any termination or breach of this Agreement
by the Agency. In the event this Agreement is terminated, the Agency shall be reimbursed for
services provided through the effective date of termination.
ARTICLE 13. AMENDMENTS
The Agency agrees not to make any modifications to this Agreement without receiving
prior written approval of the Authority. Either party may, however, request reasonable changes to
the provisions of, or scope of services to be performed under, this Agreement. Such changes
which are mutually agreed upon by all parties shall be confirmed in writing by the Executive
Director. Such changes which are deemed by the Executive Director to be substantial
modifications to the goals, objectives or budget shall require approval of the Authority, and shall
be incorporated in written amendments to this Agreement.
The Agency may, at one time during the period of the Agreement, transfer up to ten
percent (10%) of an approved budget category to other approved budget categories withgut prior
written approval of the Authority.
ARTICLE 14. NONDISCRIMINATION
No person, on the grounds of race, creed, color, national origin, age, sex or handicap, shall
be excluded from participation in; be denied proceeds or benefits of; or be otherwise subjected to
discrimination in performance of this Agreement as proscribed by all applicable state and federal
laws and regulations.
ARTICLE 15. ACKNOWLEDGMENT
The Agency agrees to acknowledge the Florida Motor Vehicle Theft Prevention Authority
in all publications and activities that are funded wholly or in part with Authority grant funds, and
in all materials produced or purchased wholly or in part with Authority grant funds.
ARTICLE 16. CONTINUATION OF GRANT
The Agency may annually apply for continuation of the initial Agreement for up to two
additional years. Continuation of the Agreement is subject to the following conditions:
A. An notice of intent to continue the program must be received by the Authority not less
than 120 days prior to the last day of the term of this agreement.
B. The request for continuation is for the same scope of services as set forth in the initial
Agreement.
C. The request for continuation is subject to the availability of funds.
D. The request for continuation is subject to approval by the Authority.
E. Continuation of the program is contingent upon satisfactory performance of the
Agency as evaluated by the Authority.
ARTICLE 17. AOREEIV~.NT AS INCLUDING ENTIRE AGREEMENT
This insmament embodies the entire Agreement of the parties. There are no provisions,
terms, conditions, or obligations other than those contained herein. This Agreement supersedes
all previous communications, representations or agreements on this same subject, verbal or
written, between the parties.
IN WITNESS WHEREOF, the FLORIDA MOTOR VEHICLE THEFT PREVENTION
AUTHORITY and the Agency have executed this Agreement.
q'/7'q7 I ~' 2-.
ENTATIVE (DATE) FRED O. DICKINSON (DATE)
CHAIRMAN
FLORIDA MOTOR VEHICLE THEFT
PREVENTION AUTHORITY
59-6000425 ~ ~ ~ ~ 7
PREVENTION AUTHORITY
5
FLORIDA MOTOR VEHICLE THEFT PREVENTION AUTHORITY
BUDGET AS APPROVED
Applicant: Sanford Police Department Grant No: 95-003-97
Amend No:
Requested Approved
Personnel Costs
Sworn Employees $ 27,832 $ 27,832
Other Employees 23,854 23,854
Non-Personnel Costs
Office Operations
Field Operations & Other Exp
Total Budget $ 51,686 $ 51,686
Disallowed or reduced expenditures:
Total Reduction/Disallowed: $
Signature/Date
Grants Manager
O~IG_INAL
ATTACHMENT A .
FlOrida Motor Vehicle Theft Prevention Authority
Request for Continuation
SECTION h Applicant Information
Name of Agency or Org~nhzafion
City of Sanford Police Department
Agency Address - :'
(Street) 815 South French Ave.
(City) Sanford ; (County) Seminole (State) FL (ZipCode) 32771
Total MVTPA Continuation Bridget Request Grant Ntanber
$51,686.00 95-003 -96
Project Title, if applicable
N/A
Geographical Arca Applicable to Grant Project (identi.~ statewid~ judicial circuit, county, city, other)
City of Sanford
Other Agencies Participating in the Project Off a multi-agency pro]oct, attach letters of confirmation by all agencies.)
N/A
SECTION 2: Certification/Signatures - I aclo~owledge that I have read, understand and agree to the conditions set forth in the
application and supporting materials and that the information I am supplying in this application is true, complete and correct.
TypedNamcandTitlcofProjcctDircctor (Project director is
the primary contact person for all aspects of the grant.)
Investigator Michael T. Horan
·
407 ) 323-3030
Fax No. of Project Director ( 407 ) 321-4926
Typed Name and Title of Financial Officer Signature/Date
Carolyn Small, Director of Finance/Admin.
Typed Name and Title of Authorizing Official (Person Signature/Date
authorized to enter into a formal agreement)
Joe Dillard, Chief of Police
1
Section 3. Current and Proposed Motor Vehicle TheR Prevention Responsibilities ~ For each of the motor vehicle theft
reduction strategies and activities listed below, check whether they ere current efforts undertaken by your agency. Then check the
activities and strategies that are proposed for MI/7'PA grant-~nding. Check all activities and strategies that apply.
Strategies and Current Level of Effort Proposed for
Activities (Not MVTPA-Funded~ MVTPA Grant
Multi-Agency Involvement
Multiple Law Enforcement Agencies x
State Attorney x
Insurance Indnslxy x
Local Businesses x
Community Groups X
Juvenile Justice Agency x
Pro-Active Efforts
Decoy Operations
Salvage Inspections x
Chop Shop Identification
Investigations, Long Term x
Investigations, Short Term x
Port inspections
Multi-County Sweeps
Tag/Vekiclc Inspections
Surveillance x
VIN-Etching X
Crime Analysis
Identify Trends &: Methods x
Develop Profiles x
Develop Crime Scene Indicators x
Identify High Risk Areus &Vehicles x
Identify Repeat Offenders x
Public Education & Awareness
Prevention Seminars to Community Org. x
Presentations to Schools x
Advertising Campaigns x
Auto Theft Rallies x
Combat Auto Theft (CAT) Type Program x
Training
Guidelines, Policies &Procedures x
Law Enforcement Officers x
Prosecutors
Other
(Identify):
(Identify):
(Identify):
2
SECTION 4. Grant Purpose and Description - Provide a brief description of the continuation project that is to be funded by the
MFTP,4. The continuation project should be limited in scope to the objectives and activities of the current MFTE,4 project. Minor
modifications that will contribute to the success of the project and that require no additionul budget may be proposed for the
continuation project may be included. Include a description of and justification for any proposed changes to the objectives,
activities and activities that are cur~ent~y.fitnded by the MFTP,4. Do not exceed one page.
The intent of this continuation is to maintain and enhance the objectives and activities
of the previous grant period. This includes, but is not limited.~o: involvement with
community-based organizations'for auto theft awareness/prevention presentations;
promotion of B.A.A.T. decal programs and VIN etching through area rallies and community
service events; coordinate and assist in after-school mentoting program; improve
and provide additional input for the present data-base systems to identify, apprehend,
and ultimately prosecute auto theft offenders (specifically juveniles); develop pro-active
measures to combat auto theft through crime analysis; increase pro-active operations in
cooperation with other agencies; and overall, ~educe auto theft crime and increase auto
theft arrests.
Neighborhood watch meetings and various business and club meetings have proven to be
excellent venues for presentations relative to auto-theft prevention. This interaction
will continue as it has in the past, i.e., primarily by invitation. A goal of one (1)
event every other month has been established for the B.A.A.T. program and VIN etching
rallies. The intent also is for continued work.with the Sanford Housing Authority to
maintain the after-school mentoring program within the community. .A portion of this
year's grant monies was used to purchase the G0/TRAK data base s~stem for use in tracking
information regarding stolen vehicles, SHOCAP candidates, and gang information for
related data and/or patterns. Additional, enhanced data is planned for the new grant
year. During Daytona Beach's annual Bike Week, comprehensive interaction between local
agencies is planned for improving control and prevention of motorcycle theft. Various
statistical reports and vehicle "Hot Sheets" will be prepared and distributed to all
relevant agencies and personnel.
3
SECTION 5. Measurable Objectives, Activities / Strategies and Evaluation Criteria - List the Measurable Objectives for the grant program. specificall)
to be improved, by how much and by what date? For each objective listed, describe the grant-supported .4ctivities / Strategies that will be carried out to achieve the objective
including numbers and timej~ames as appropriate, i.~, what is to be done, how many times, and when. Under Evaluation Criteria, describe what data or methods will be used
to determine whether the objectives have been met. Use as many sheets as necessary.
MEASURABLE OBJECTIVES ACTIVITIES / STRATEGIES EVALUATION CRITERIA
Objective 1 Continue to conduct presentations Mes~sur~ amopnt of response to the
Coordinate with Community Relations at Neighborhood Watch meetings, Lyon's B.A.A.T. comprehensive program.
Club, Kawanis, Chamber of Commerce,
Division to continue public awareness
and prevention campaign. Involve etc., a minimum of one (1) per month. Enroll businesses willing to assist
Community based organizations. in the program.
Objective 2 Continue free B.AoA.T. decal program, Compare number of vehicles registered
registering 1000 vehicles. in 1996-1997 to 1997-1998.
Promote B.A.A.T. decal program and
V.I.N. etching programs. Hold four to six auto theft rallies Compare public response to rallies
during public functions with AAA conducted in 1997.
and Progressive Insurance to V.I.N.
etch 500 vehicles.
Objective 3 With assistance of the Seminole Compare the "at risk" youth enrolled
County Juvenile Justice Council and in this program with those who are
Coordinate with Sanford Housing SHOCAP intervention and prevention not participating.
Authority and Brethren Reaching Out services, assist in the creation and
(BRO) to assist in an after-school maintenance of the program. Involve
mentoring program. Sanford Recreation Board.
SECTION 5. Measurable Objectives, Activities / Strategies and Evaluation Criteria - List the Measurable Objectives for the grant program, specifically describing what is
to be improved, by how much and by what date? For each objective listed, describe the grant-supported Activities / .~trategies that will be carried out to achieve the objective
including numbers and time pames as appropriate, I.e., what is to be done, how many times, and when. Under Evaluation Criteria, describe what data or methods will be teed
to determine whether the objectives have been met. Use as many sheets as necessary.
MEASURABLE OBJE, CTIVES ACTIVITIES / STRATEGIES EVALUATION CRITERIA
Objective 4 Interface this data base with the Cor~t~inue coordination with D.J.J.
Department of Juvenile Justice, Dist. 7 for the creation and
Continue to build a computerized data M.I.S, and SHOCAP data bases. maintenance of a known auto theft
base (GOTRAK) to identify, apprehend, offender data base for said area.
and prosecute auto theft offenders,
specicifically juveniles.
Objective 5 Develop reliable data and systematic Compile statistical data on arrest
techniques of analysis in order to and auto theft recoveries.
Through crime analysis, develop pro- develop both strategic and tactical
active measures to predict and evaluate activities. Feed back analysis and program
auto theft patterns and educate sworn evaluation.
personnel with analysis reporting. Use Disseminate this data to all sworn
crime analysis component in this agengy's officers.
long range planning.
Conduct stakeouts to apprehend
offenders.
Use data inthe preparation of a
five year comprehensive plan to
assist in the reduction of auto
theft in Sanford.
SECTION 5. Measurable Objectives, Activities / Strategies and Evaluation Criteria - List the Measurable Objectives for the grant program, specifically describing what is X '
to bs improved, by how rauch and by what date? F~r each ~bjective ~Isted~ describe th~ grant~up~rted ~4ctivities / Strategies that wi~ be carried ~ut t~ achi~ve the ~bjective '
MEASURABLE OBJE. CTIVES ACTIVITIES/STRATEGIES EVALUATION CRITERIA
Objective 6 Participate in C.F.AoT. I.U. functions Cai~-ulate Froductivity of personnel
in regard to salvage inspections, involved.
Increase coordipated efforts to develop minimum of two (2).
pro-active operations with other Compare the number of recoveries
agencies. Participate in 1998 Bike Week Task and reduction of thefts.
Force.
Objective 7 Produce an auto theft "Hot Sheet" Comparison of previous year's data.
and distribute to appropriate
Maintain or reduce auto thefts by 5%. personnel and agencies.
Increase arrests for auto theft by 10%.
Conduct long-term surveillances in
areas with a high rate of incidence
for auto thefts and car-jackings.
Analyize data to determine patterns,
gang-related activity, and/or
juvenile (specifically SHOCAP)
participation.
SEUrlON 6. Budget - The Budget section i~ divided into four budget, or cost, categories (~worn Employees, Other Employees,
Office Operations and Field Operations} and a budget summary. Except tn unusual cases, the budget request for continuation
may not exceed the approved budget from the previous year, minus non-recurring costs. Provide information on all proposed
grant expenditures in the appropriate budget categories. Copy additional pages as needed.
Part A. Sworn Employees - Zaw Enforcement Officers with arrest powers who are assigned to the grant project and whose salaries
are to be MI.7'PA grant-fitnded
POSITION/JOB TITLE % of tim~ MVTPA MVTPA MVTPA Total
w/MVTPA Salary Benefits
Sworn Officer 100% $ 22,000.00 $ 5,832.00 $27,832.00
TOTAL
$ 22,000.00 $5,832.00 $ 27,832.00
Part B. Other Employees - For non-sworn employees and support staff who are assigned to the grant project and whose salaries
are to be MFTPA grant-funded
POSITION/JOB TITLE % of time MVTPA MVTPA M'VTPA Total
w/MVTPA Salary Benefits
Crime Analyst Technician 100% ~ 18,619.00 $ 5,235.00 $ 23,854.00
TOTAL
$I8,619.00 $ 5,235.00 $ 23,854.00
5
Part C. Office Operations - Includes items such as o~97ce supplies, furniture; typewriter, telephone copier, computers, etc.. that
are to be purchased with MFTPd grand funds.
Description 1/umber of Cost per Item TOTAL COST
Items
TOTAL $ 00.00
Part D. Field Operations and Other Expenses - Includes property, equipment and supplies for~eld operations, and any other
non-salary or non-o.~ce expenditures that are to be purchased with MFTPA grantlands. Example: cameras, binoculars, night
scopes, locks, alarms, devices, surveillance equipment, etc.
Description Number of Cost per Item TOTAL COST
Items
N/A
TOTAL
$ 00.00
6
Part E, Budget Summary ~uraraarize the totals for Parts A-D. The total should agree with total grant budget request listed in
~ection 1 .)
' BUDGET CATEGOKY TOTAL COST
(round to the nearest dollar)
Part A. SWORN EMPLOYEES - SALARY & BElIEFITS
227,832.00
Part B. OTHER EMPLOYEEd- SALARY & BENEF1TS $ 23,854,00
part C. OFFICE OPERATIONS
~ 00.00
Pa~ D. FIELD OPERATIONS AND OTHER EXPENSES. 00.00
TOTAL
$ 51,686.00
Section 7. Budget ~rarrative - For each budget category, i.", 6~worn Employees, Other F, mployees, O~ce Operations, etc.,
specifical~F describe how the individual elan, equipment, materials, service. s, and supplies li~ted in the budget categoriee will be
used to meet grant objectives. Provide justification for large or unusual costs or for casts that a~e normal~F di~allowerl .~ttach
additional pages as needed
Part A. Sworn Employees
Monies for this category will be used for continued funding of one (1) full-time sworn
officer for law enforcement field operations. This position creates the opportunity
for an Auto-Theft Investigator dedicated to auto theft prevention/investigation and auto
theft crime in general. This investigator is an essential component of the grant project.
Part B. Other EmplOyees
Monies for this category will be used for the continued funding of one (1) full-time
Crime Analyst Technician position. This individual coordinates, maintains, and manages
the Department of Juvenile Justice's SHOCAP data base and coordinates abd compiles
information relative to the production of quarterly SHOCAP bulletins. The SHOCAP
program is a large portion of the comprehensive plan for reduction/prevention of auto
theft in the City of Sanford. The Analyst also assists in clerical duties for auto
theft activities which in turn frees the investigator for additional necessary field
operations.
7
FLORIDA MOTOR VEHICLE THEFT
PREVENTION AUTHORITY
0F Office of the Attorney General
The Capitol, PL01
ROBERT A. BUTTERWORTH Tallahassee, Florida 32399-1050
Attorney General Telephone: (850) 414-3300
State of Florida
May 19, 1998
Chief Joe A. Dillard
Sanford Police Department
815 South French Avenue
Sanford, Florida 32771-2400
Re: Grant Number 95-003-97
Florida Motor Vehicle Theft Prevention Authority
Dear Chief Dillard:
The enclosed report is the result of an on-site performance review conducted on May 6, 1998, at
the offices of the Sanford Police Department, in accordance with the provisions of the Grant
Agreement between the State of Florida, Office of the Attorney General, Florida Motor Vehicle
Theft Prevention Authority (MVTPA), and the Sanford Police Department. This information is
provided for your records and to help facilitate any necessary modification in the administration
of the grant.
If you have any questions or wish to discuss the performance review report in detail, please
contact me or Chris Fletcher a1850/414-3361.
Sinc. y,
Richard Nuss, Executive Director
Florida Motor Vehicle Theft Prevention Authority
Enclosure
cc: Corporal Michael T. Horan MAY 2 5 1998~,2
AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
SANFORD POLICE DEPARTMENT
SANFORD, FLORIDA
ON-SITE PERFORMANCE REVIEW
GRANT NUMBER 95-033-97
AUTHORITY
Pursuant to Articles 8 and 9 of the Grant Agreement between the State of Florida, Office of the
Attorney General, Florida Motor Vehicle Theft Prevention Authority (MVTPA), and the Sanford
Police Department, an on-site performance review was conducted at the Sanford Police
Department on May 6, 1998. The purpose of the visit was to determine the agency's compliance
with the terms and conditions of the grant award and to obtain information related to future
funding considerations.
HISTORY AND PURPOSE
The grant to the Sanford Police Department in the amount of $51,686 was awarded by the Board
of Directors of the Florida Motor Vehicle Theft Prevention Authority on August 21, 1997. The
Grant Agreement was executed October 1, 1997, for a period of 12 months. The continuation of
the existing motor vehicle theft prevention program consists of involvement with community-
based organizations for auto theft awareness/prevention presentations; promotion of B.A.A.T.
decal programs and VIN etching through area rallies and community service events; coordinate
and assist in after-school mentoring program; improve and provide additional input for the
present database systems to identify, apprehend and ultimately prosecute auto theft offenders
(specifically juveniles); develop pro-active measures to combat auto theft through crime analysis;
increase pro-active operations in cooperation with other agencies; and overall, reduce auto theft
crime and increase auto theft arrests.
A Performance Review Questionnaire was completed by the agency prior to the on-site visit.
The following sections address the findings and recommendations of the Grant Manager as a
result of the answers provided on the questionnaire and information obtained during the
performance review. The performance review was conducted by Chris Fletcher, MVTPA Grant
Manager. Representing the Sanford Police Department was Corporal Michael T. Horan, Project
Director, and Heather Perez, Crime Analyst.
Section 1. Current Grant Identification
Finding: Grant identification information is correct.
Recommendation: None.
Section 2. Grant-Funded Staff
Finding: The following full-time positions are currently funded by the MVTPA grant:
Troy MacDonald, Police Officer
Heather Perez, Crime Analyst
Recommendation: None.
Section 3. Grant Objectives
Finding: The most recent Quarterly Progress Report dated January 1, 1998, through March 31,
1998, was discussed during the performance review. The following is a list of the objectives of
the grant and the status of progress toward achieving the objectives at the time of the
performance review:
1. Coordinate with Community Relations Division to continue public
awareness and prevention campaign, involving community based
organizations. Status: Goldsboro Community Day, an event put
together by the Sanford Police Department's Community Policing
Team, brought together several local agencies for a community
event. The Auto Thef~ Unit set up a booth to display auto-theft
devices, and promotion of the Businesses Against Auto Theft
(B.A.A.T.) program. The agency anticipates this objective will be
achieved.
2. Promote B.A.A.T. decal program and VIN etching program. Status:
Promoted B.A.A.T. decal program at Goldsboro Community Day.
A CAT decal program was recently approved by the county and will be
implemented within the near future. No VIN etchings have been done
to date but are planned for later in the grant year. The agency anticipates
this objective will be achieved.
3. Coordinate with Sanford Housing Authority and Bretheren Reaching Out
(BRO) to assist in after school mentoring program. Status: This was
established last year using MVTPA grant funds and is an ongoing project.
Assisted with the re-establishment of the BRO after school mentoring
program in the Seminole Gardens Apartments Housing Projects. This is
outside the Sanford Housing Authority Properties. Partnered with
BRO in the first "Buddies in Blue" Fishing Excursion for at-risk youth
from the Sanford Housing Authority. The agency anticipates this objective
will be achieved
4. Continue to build a computerized database to identify, apprehend, and
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prosecute auto theft offenders, specifically juveniles. Status: With the
use of the SHOCAP and Sanford Police Department GO/TRAK database,
intelligence information on known juvenile offenders in relation to auto-
theft activity in Seminole County continues to be identified and disseminated.
The agency anticipates this objective will be achieved
5. Through crime analysis, develop proactive measures to predict incidents of
auto thefts and educate the Department's sworn personnel with the analysis
reporting. Use crime analysis component in the agency's long range planning.
Status: Data continues to be entered/evaluated through GO/TRAK system.
The agency anticipates this objective will be achieved.
6. Increase coordinated efforts to develop proactive operations with other
agencies. Status: The Auto Theft Unit working in conjunction with local
agencies in Orange, Seminole, and Volusia Counties, and Palm Beach
Auto Theft Task Fome, during an investigation into the dealing of stolen
construction equipment and trailers, has recovered seven pieces of equipment
at an approximate value of $200,000 during this quarter. Arrests are pending.
The agency anticipates this objective will be achieved.
7. Maintain or reduce auto thefts by 5%. Status: The agency indicates auto
thefts have remained basically stable compared to last year, with a slight
decrease of 9% over last year. The agency anticipates this objective will be
achieved.
Increase auto theft arrests by 10%. Status: The agency indicates that no arrests
have been made during this time. The agency is unsure of whether this
objective will be achieved. With a reduction in auto thefts, it will be difficult
to increase auto theft arrests.
Recommendation: The grantee was informed of the need to notify the Authority if it appears an
objective cannot be met. A program modification or other appropriate adjustment should be
considered if any of the objectives cannot be achieved.
Section 4. Reporting and Financial Compliance
Reimbursement Requests
Finding: The October Reimbursement Request due on November 30, 1997, was received by the
Authority staff on December 12, 1997. The January Reimbursement Request due on February
28, 1998, was received by the Authority staff on March 5, 1998. All other Reimbursement
Requests were received on a timely basis.
Recommendation: The Project Director should ensure that future Reimbursement Requests are
received on or before the due date.
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Property Inventory
Finding: No property was requested or approved for the 1997-1998 grant year.
Recommendation: None.
Mulii-Agency Property Distribution Policy
Finding: Non-applicable.
Quarterly Progress Reports
Finding: Quarterly Progress Reports have been submitted on a timely basis.
Recommendation: None.
Interest on Advance Payment
Finding: Non-applicable.
Audit of Grant Funds:
Finding: The Grant Manager spoke with the Finance Department of the City of Sanford during
the course of the performance review and was assured the audit of grant funds as required in
Article 9 of the grant agreement has been scheduled.
Recommendation: None.
Agency Comments on Timeliness of Reimbursement and Grant Administration
Finding: The agency indicated that reimbursements have been received from the FMVTPA on a
timely basis.
Recommendation: None.
Section 5. Expenditure Documentation
Finding: Expenditure files for the period of November 1, 1997, to November 31, 1997, were
reviewed and compared to the Reimbursement Request for the same period. According to the
timesheets provided by the Sanford Police Department, it appeared that overtime had been paid
to the Sworn Employee. Since overtime may not be paid from grant funds, the Finance
Department of the City of Sanford was contacted and a personnel records review requested. Any
overtime paid must be documented to the Motor Vehicle Theft Prevention Authority and either
reimbursed to the MVTPA Trust Fund or deducted from current reimbursement grant funds. A
follow-up will be made by the Grant Manager to ensure the matter reaches a proper resolution.
Recommendation: The grant Project Director and the Finance Department of the City of
Sanford should provide the information requested by the Grant Manager and reimburse any
funds paid for overtime.
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Section 6. Prior Year Reports
Finding: A Final Program Report, Final Financial Report, final Quarterly Progress Report, and
Audit Report for 1996-1997 have been received. Based on the Final Program Report, all seven
grant objectives were achieved.
Recommendation: None.
SUMMARY
A review of the grant program indicates the agency is generally in compliance with the terms and
conditions of the grant agreement. Recommendations were noted under Section 3 regarding
grant objectives, and Section 5 regarding expenditure documentation.
T~s is the final year of a successful fi~ree-year grant program.