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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 2 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. 3 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. 4 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.