HomeMy WebLinkAboutFlorida Department of Law Enforcement - Edward Byrne Memorial Grant Monitoring - 2016-JAGD-SEMI-4-H3-016 - 2016 04 25 FDLE
Florida Department of Business Support Rick Scott, Governor
Law Enforcement Office of Criminal Justice Grants Pam Bondi,Attorney General
Post Office Box 1489 Jeff Atwater, Chief Financial Officer
Richard L. Swearingen Tallahassee, FL 32302-1489 Adam Putnam, Commissioner of Agriculture
Commissioner (850)617-1250
www.fdle,state.fI.us
May 9, 2016
The Honorable Charles Lacey
Mayor
City of Winter Springs
1126 East State Road 434
Winter Springs, FL 32708
Subject: Edward Byrne Memorial Justice Assistance Grant (JAG) Monitoring
Dear Charles Lacey:
This letter reports the results of the recent desk monitoring for the Edward Byrne Memorial
Justice Assistance Grant (JAG), grant number 2016-JAGC-SEMI-4-H3-016 completed via
correspondence questionnaire. Our grant manager, Tennille Robinette, reviewed the
questionnaire and accompanying documentation submitted by your agency.
The monitoring revealed your agency is operating grant activities in compliance with the
agreement. We wish to thank you and members of your agency for continuing efforts
associated with the JAG federal grant program.
Please contact your grant manager, Tennille Robinette or me at (850) 617-1250 with any
questions or for additional assistance,
S»iqnwel
K, 7 ---
4e-41--
Petrina T. Herring
Bureau Chief
PH/ar
cc: Lieutenant Nicholas Romano, Project Director, Winter Springs Police Department
Enclosure
Se mice - Integrity - Respect - Quality
Justice Assistance Grant - County-wide
Desk Monitoring Report
Contract No: 2016-JAGC-SEMI-4-H3-016
-Project Director: Nicholas J. Romano
-Telephone No: 407-327-7998
-Subgrantee: City of Winter Springs
-Project Title: ELECTRONIC CONTROL DEVICES (TASER) UPGRADE
Other Person(s) Contacted:
-Monitoring Date: 04/11/2016
Project Monitored By: Tennille E Robinette
Report Number: 1
Date Written Report Complete: 04/22/2016
Date of Approval: q 16-
Approved By:
Report Summary:
ICate gory : Administration
1. Is the grant file in order and all items secured in the tabs? Y
2. Are all organization officials in SIMON current and correct?
3. Are project staff aware of and familiar with the Standard Conditions section of the approved contract?
4. Are project staff familiar with the USDOJ/OJP Financial Guide?
2016-JAGC-SEMI-4-H3-016 5/3/16 11:41 AM
Report# 1 Page 1 of 5
5. Does the financial officer/project director understand that only costs incurred between the beginning and
ending dates of the contract are eligible for reimbursement and that an invoice must have been paid
prior to the expenditure being reported to the FDLE?
6. Do project staff understand the procedure for requesting a grant adjustment and the due date for
adjustment requests?
7. If subgrantee has delegated signature authority for submitting grant adjustments in SIMON, do they
have written documentation of this in their file?
8. Do project staff understand the reporting requirements? Are project staff aware of the reporting process
and which roles may submit transactions in SIMON?
9. Have audits been submitted as required by the grant agreement for this and prior years and have audit
finding and recommendations been addressed when applicable?
10. Have all conditions been cleared? If not, provide the status and type of conditions that are outstanding.
11. Has the grant manager made phone contact or contact via email with the subgrantee? Provide the
name of the person contacted. (Desk only)
Category : Civil Rights
1. Is the subgrant recipient in compliance with the Equal Employment Opportunity(EEO) Plan
requirement? Please indicate the status of the EEO plan.
2. Is the implementing agency in compliance with the Equal Employment Opportunity (EEO) Plan
requirement? Please indicate the status of the EEO plan.
3. Did the subgrantee provide any documentation related to civil rights compliance?
4. Is the subgrantee in compliance with the civil rights requirements?
5. Did the implementing agency provide any documentation related to civil rights compliance?
6. Is the implementing agency in compliance with the civil rights requirements?
7. Does the agency utilize the Florida Law Enforcement Basic Abilities Test (LE BAT)score to help rank
order or otherwise select among candidates for any law enforcement officer position?
category : Compliance Issues
1. Do project staff understand and are they complying with the records retention requirements? Y
2. For state agencies, is there a Certification Regarding Lobbying on file,and is the agency complying with
the stipulations of that certification?
2016-JAGC-SEMI-4-H3-016 5/3/16 11:41 AM
Report# 1 Page 2 of 5
' .
3. Is the subgrantee's SAM registration current and does the agency verify each vendor/provider being
paid from the grant is not suspended or debarred from receiving federal funds?
4. If travel expenses are being charged to the grant, does the subgrantee/implementing agency have a
written travel policy? If not, are they using the state policy?
[category : Performance
1. Have quarterly performance reports been submitted as required by the grant agreement? Y
2. Is the grant accomplishing activities as set forth in the Project Summary? If not, provide an explanation
of project delays and a plan of action to bring the project up to date.
Icategory : Financial Management
1. Are all agencies receiving funds actively involved in the activities described in the grant? Y
2. Do project staff know how to access financial reports in SIMON to confirm financial status?
3. Are system controls adequate to account for the receipt, obligation and expenditure of project funds,
and are financial records at the subgrantee, implementing agency and service provider, if applicable,
consistent with each other?
4. Is the project expending funds at a rate that will allow for total expenditure of project funds within the
grant period?
5. Have Project Expenditure Reports been submitted as required by the grant agreement?
6. If )udget is based on unit cost, did available documentation support the number of units reported on the
PER submitted for reimbursement?
7. Did the agency review proposed grant expenditures and line items to assure supplanting would not
occur and local/state funds were not already allocated for the same items or purpose?
Icategory : Purchasing
1. Does recipient have sole source documentation on file and does it meet the requirements? Y
2. Does recipient have written purchasing procedures?
3. Does documentation of procurement indicate these procedures were followed?
1. Have expense and/or OCO items outlined in the current approved budget been ordered/received? Y
�
2016JAGC-SEM|4-H3-016 5/3/16 11:41 A&4 �
Report# 1 Page 3of5 |
|
' .
2. Is equipment purchased with grant dollars being used as described in the contract?
3. Are property management records being maintained in accordance with contract requirements and is all
grant funded property being insured in the same method as all other agency property?
4. If grant funds are used for bulletproof vests, does the implementing agency have a written "mandatory
wear" policy in effect?
5. H ive the type of vests funded by the grant been tested and found to comply with applicable National
Institute of Justice ballistic or stab standards and are the vests American-made?
Category : Salaries and Benefits
1. Does recipient have a current Policies and Procedures manual or clearly defined staff rules including a N/A
written overtime policy, a written leave and fringe benefits policy, and written job descriptions, as
2. If Salaries and Benefits are included in the budget, was documentation provided to support that a net
increase in staff resulted due to the grant funds? If funds are used to retain positions that would have
been laid off but for the availability offederal funds, documentation must substantiate the certification
that these positions have been cut only because of a funding shortfall affecting the entire unit of
government.
Category : Contractual Services
1. If contractual services are included in the approved budget, has the proposed agreement format and N/A
executed contract been reviewed by the FDLE? Please list all contracts reviewed.
2. Are effective dates ofthe contract consistent with the grant period?
3. Are all parties to the contract clearly identified and consistent with the grant contract?
4. Were all subcontracted activities identified inthe approved grant contract?
5. Are USDOJ compliance requirements passed through by contract provisions and are the subgrant
standard conditions included by reference?This would include resolution of disputes, roporting, patenta.-------
rights in data and uopyrights,examination of reoovda, clean air and water, EE{), and termination of
contract.
O. Has the grant manager confirmed that the contractor(s) are not included on the federal government's
Excluded Parties List? -------
7. Did the contract with the service provider cover all of the activities included under contractual services in
the aubgnan1budget? -------
Category : Treatment
1, Were copies of any required current State of Florida License(s) for the treatment agency and treatment N/A
agency staff available for review and consistent with information provided in the approved contract?
2016-JAGC-SEM|'4-H3-016 5/3/16 11:41 AM
Heport# 1 Page 4of5
Category : Treatment
2. Was a copy of the most recent Monitoring Report from the State of Florida licensing agency provided for
review, along with a copy of the treatment provider's response to identified deficiencies, if applicable?
3. If services to clients were provided,were they provided only to clients meeting the selection/eligibility
criteria as per the subgrant?
category : Multijurisdictional Task Forces
1. If this subgrant funds a multijurisdictional task force, have all required project staff attended the required N/A
training? Training is required every four years; a new certification letter is required every year.
Category : Project Generated Income (PGI)
1. Have PGI reports been submitted as required by the grant agreement on any grant with a remaining N/A
balance of PGI?
2. Has the subgrantee requested approval to expend earned PGI on all projects with a remaining PGI
balance? If no, discuss the need to expend PGI in a timely manner.
3. Are system controls adequate to account for the receipt, obligation and expenditure of PGI?
Category : Confidential Funds
1. Is documentation of confidential funds adequate for the amount of expenditures made?
2. Do project staff understand that the amount of confidential funds reported on expenditure reports must
represent only the amount actually spent, not the amount drawn down?
3. Do financial records of confidential funds show adequate separation of accountability?
4. Does the implementing agency's management of confidential funds meet the requirements outlined in
the Office of Justice Programs Financial Guide?
5. Was the quarterly reconciliation report on the imprest fund available for review? NIA
Category : Meth Labs
1. For projects including the investigation and closure of Methamphetamine Labs, is the N/A
subgrantee/implementing agency documenting compliance with the Federal, State, and local
environmental health and safety laws and regulations applicable to the investigation and closure of such
labs?
2016-JAGC-SEMI-4-H3-016 5/3/16 11:41 AM
Report# 1 Page 5 of 5