Local Law Enforcement Bloch Gra CITY OF SANDY
ELECTRONIC DOCUMENT ARCHIVENG
COVER SHEET
FOLDER STRUCTURE
_(Department)
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DATE RANGE:
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Before 1970
RETENTION:
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5 years
10 years
20 years
'Permanent
DISPOSITION OF DOCUMENT AFTER SCANNIaNG:
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U.S. Department of Justice
Off]cc of Community Oriented Policing Sen'ices (COPS)
(~rant Monitoring Di\'ision
.,VI'TN: ('()PS Count
] I00 Vermont Avenue, NW
Washing_Ion. DC 20530
December 18, 1998
Re COPS Count Sun, er
Dear Colleague:
Your agency has joined forces with COPS to add 100,000 police officers in communities and
neighborhoods across the country. This massive effort is propelling the concepts of commumty policing and
reducing crime at the local level through many forms of effective crime prevention strategies. An important
responsibilib' of the COPS Office is monitonng the thousands of hiring and redeployment grants we have
funded. One of our most effective monitoring practices is the telephone survey of each agency to determine
their current levels of staffing. The telephone survey is conducted three times a year to track the hiring status
of COPS funded police officers awarded under COPS Hinng programs and the redeployment levels resulting
from awards under COPS MORE programs. The COPS Count telephone survey is the vehicle used to obtain
the most current information from grantees, therefore, your cooperation is essential.
The next COPS Count begins January 4, 1999. The survey call should only take 15-20 minutes,
depending on the readiness of your information. For your convenience, we have attached a copy of the survey
for your agency. All dams require only the month and year. There are several options you can choose from to
participate in the Winter 1999 COPS Count Survey:
Complete the attached survey and mail it to the address stated above please put (ATTN:
COPS COUNT);
Fax the completed survey to the following numbers:
-For agencies A-H: (202) 633-1293
-For agencies I-P: (202) 633-1479
-For agencies Q-Z: (202) 633-1386~ or
Call 1-800-659-7379 anytime from 8:00 a.m.-6:00 p.m. EST,
M-F, beginning January 4, 1999, and a COPS Count representative will be happy to assist
you in completing the survey.
You are encouraged to complete either of the first two options as soon as possible. Beginning January
4, 1999, our COPS Count representatives will begin making calls to agencies whose surveys have not been
received. We look forward to your participation in the Winter 1999 COPS Count survey. If you have any
questions or comments, please do not hesitate to call the toll free number or you may contact Marcia Samuels,
COPS Count Project Manager, at (202) 633-1290.
Sincerely,
Director
Monitormg Division
ORI #
CONTACT INFORMATION FORM
First Name
Middle Initial
Last Name
Title
ADDRESS INFORMATION
Name of Agency
Street
City State
Zip Code
PHONE/FAX INFORMATION
Telephone (
Fax ( )
ALTERNATE CONTACT
First Name
Middle Initial
Last Name
Title
PHONE/FAX INFORMATION
Telephone ( )
Fax (
Circle all grants that contact person is responsible for.
PHS UHP
Phase 1 Ahead More 95
Fast
More 96
Please answer every question.
ORI
Your prompt response is appreciated.
UHP
1 ) On December 28. 1998, how many full time COPS officers have
been hired? (If 0, skip to question 5)
2) On December 28. 1998. how many part time COPS officers have
been hired?
3) When was the most recent date of hire for all COPS officers?
(month and year)
4) Was/were the officer(s) a replacement for a previous COPS
funded officer? (yes or no)
5'} If ail of the awarded officers are not yet hired, when do you
expect them to be hired? (month and year)
6) Are there anv officers in the academy that you plan to hire
upon their graduation? If yes, what's their expected hire date?
7'} On December 28, how many of the hired full time officers were
on the street?
8) On December 28. how' many of the hired full time officers were
in the academy?
9) On December 28. how many of the hired part time officers were
on the street?
10) On December 28. how many of the hired part time officers were
in the academy?
11 ) Comments:
ORI
Please answer every question. Your prompt response is appreciated.
FAST
1) On December 28. 1998, how many full time COPS officers have
been hired? (If0, skip to question 5)
2) On December 28. 1998. how many part time COPS officers have
been hired?
3) When was the most recent date of hire for all COPS officers?
(month and year)
4) Was/were the officer(s) a replacement for a previous COPS
funded officer? (yes or no)
5) If all of the awarded officers are not yet hired, when do you
expect them to be hired? (month and year)
6) Are there any officers in the academy that you plan to hire
upon their graduation? If yes, what's their expected hire date?
7) On December 28, how' many of the hired full time officers are on
the street?
8) On December 28. how many of the hired full time officers are in
the academy?
9) On December 28, how many of the hired part time officers are on
the street?
10) On December 28, how many of the hired part time officers are in
the academy?
12) Comments:
OR_[
If any of your grants have expired, please answer every question. Your prompt response
is appreciated.
EXPIRED GRANTS
1) How many of the full time COPS awarded positions have been
retained in your current budget?
2) How many of the part time COPS awarded positions have been
retained in your current budget?
3) For what reason(s) could you not retain those positions? (check
all that apply)
rn Governing board wouldn't authorize additional funds
ca Reduction in police servi'ce area
[] Agency disbanded
[] Severe economic hardship after grant was awarded
natural disaster
overall budget cutbacks
unanticipated non-recurring expenses
__other (please describe)
4) Are the full time officers that have been hired on the street or in
training? (choose one)
5) Are the part time officers that have been hired on the street or in
training? (choose one)
6) Under this grant, you were required to maintain a baseline of
~ locally funded sworn officers (hot including COPS
federally funded positions). How many of these positions have
been retained in your current budget?
7) If you could not retain them all, for what reason(s) could you not
retain those positions? (check all that apply)
~ Governing board wouldn't authorize additional funds
~ Reduction in police service area
~n Agency disbanded
c~ Severe economic hardship after grant was awarded
I natural disaster
! overall budget cutbacks
i unanticipated non-recurring expenses
i other (please describe)
CITY OF SANDY · SANDY, OREGON 97055
¥'endor: R~chardson Communicanons Inc
Vendor Acct No:
la'voice Number Date
Description
i0/28/1998
10/28/1998
new' phone system iib/pol 75%
new' phone system lib/poi 759/o
Check Date:
Check Amount:
fnvoice Amount
2,497.50
1,248.75
10/30/1998
$3,746.25
052892
,,(~:~:~i~ CITY OF
SANDY
[~~.'a~.~.~";7']i i}250 Pioneer B, ulevar
~~~'/ Sandy, Oregon 97055
Phor e. (5(13)
Three T ~and Sew:n
Clackamas, OR 970~5
NOT /ALID A~ER 90 DAYS
39250 Pioneer Boulevard.
Phone: (503) 668-5533
CLACKAMAS COUNTY BANK
Sandy, OR 97055
96-218
1232
CHECK NO.
052892
Three Thousand Seven Hundred Fourry Six Dollars and 25 Cents
R/chardson Communications Inc
DATE t 0/30/1998
AMOUN%3,746.25
CITY OF SANDY · SANDY. OREGON 97055
052892
¥:endor: Richardson Communications Inc
Vendor Acct No:
invotce Number Date
a !0,28,1998
Descr~puon
new p.hone system !i.b/po! 7_5?
Check Date:
Check .Amount:
Invoice Amount
2,497.50
10/30/1998
$3,746.25
FAX 5o36~o7743 RICHARDSON CO~D!
hat' e[s °n
ications
15824 S.E. ll4TH AVE.
CLACKAMAS, OR 97015
PHONE (503) 650-2814
FAX (503) 650-7743
October 29, 1998
CITY OF SANDY POLICE AND LIBRARY
ATT: SUE AND DALE C_~,. ~ ~,
REG: TELEPHONE SYSTEM / VOICE MAIL
SUE AND DALE
We have I~Ut to gerber several options to add voice mail ~d upgrade or replace your telephone system, T~e
most cost effective solution, would be to upgrade your cresting TOSH]J3A DK56 to be able to supl~ort voice mall, and
to add more phones. Toshiba as you know is a very del~ndable system and simply upgrading is not only inexpensive,
but I also ara very comfortable with holding on to this system.
TOSHIBA UPGRADE
QTY DESCRIPTION PRICE
I PCTU-4 PROCESSOR CARD $ 850.00
I PDKU 8 STATION ELECTRONIC PHONE CARD $ 550.00
t RS'lO 8 STATION SI~GLE LINE CARD $ 500.00
I CRCU-~ DTMF RECEIVER $ 250.00
2 DKT2010-II HANDSFREE TELEPHONES $ 390.00
2 DKT2020SD DISPLAY SPEAKER_PHONE $ 530.00
! MVX100 LITE 4 PORT 80 HOUR VOICE MAIL $ 2,]9500
TOTAL PARTS
INSTALLATION- SETUP-TRAINING
TOTAL SYSTEM INSTALLED
$ 5,265.00
$ 40o.o0
$ 5,665.00
DISCOUNTED PRICE ( MUNICIPAL )
$ 4,995.00
CITY OF SANDY* SANDY, OREGON 9;'055 0 5 3 2 4 0
Vendor: Richardson Communications [nc
Vendor Acct No:
Invoice Number Date Description
3159a I b'03/I998
3159b 11/03/1998
installation of voice mail Police
installation of voice mail Library
Check Date:
Check Amount:
Invoice Amount
832..50
416.25
12/18/1998
Sl,248.75
CLACKAMAS COUNTY BANK
CITY OF Sandy, OR 97055 053240
'SANDY 96-2,8
39250 Pioneer Boulevard. 1232
Sandy, Oregon 97055
Phone: (503) 668-5533
One Thousand Two Hundred Fourty Eight Dollars and 75 Cents
PAY Richardson Communications Inc
TO THE 15824 SE 114th Ave
ORDER Clackamas, OR 97015
NCT 'VALID AFT'ER 90 DAYS
DATE 12/18/1998 AMOUNT$I,248.75
CiTY OF SANDY · SANDY, OREGON 97055
053240
Vendor: Richardson Communications Inc
Vendor Acct No:
Invoice Number Date Description
Check Date:
Check Amount:
[nvoice A. mount
12/18/i998
$1,248.75
INVOICE
15824 S.E. 114TH AVE.
CLACKANL&S, OR 97015
PHONE (503) 650-2814
ll,3/. 8 3159
PAY FROM THIS INVOICE
DESCRIPTION
i
!
1
1
1
1-NSTALLAI'ION OF VOICE MAiL
LrPGR)dDE OF PHON-E SYSTEM
PROCESSOR CARD FOR 1-OSHIBA
8 STATION DIGITAL TELEPHONE CARD
DK280 8 STATION SINGLE LINE CARD
DTM1~' RECEIVER FOR TOSHIBA
FOSI-m3A DKT2010 H TEI.RPHONE
I'OSHIBA 20 BUTTON DISPLAY PI-i()NE
MACROVOICE MVX100 LiTE 4 PORT
[NSTAIJ,ATION ANT) TRAINING
\ IUN'ICIPAL DISC OLL%TT
P.O. NUMBER
TERMS mmOJECT
Duc on receipt
RATE AMOUNT
850.00 850.00
550.00 550.00
500.00 500.00
250.00 250.00
195.00 390.00
265.00 530.00
195.00 2.195.00
400.00 400.00
-670.00 -670.00
TOTAL '4~
FAX 5o38.-;o7713 RICHARBSON
ommuntcattons
15824 S.E. I14TH AVE.
CLACKAMAS, OR 97015
PHONE (503) 650-2814
FA_X (503) 650-7743
October 29, 1995
CITY OF SANDY POLICE AND LIBRARY
ATT: SUE AND DALE C__~. ~-~ ~
REG: TELEPHONE SYSTEM / VOICE MAIL
SUE AND DALE
We have put to gerber several options to add voice mail and upgrade or replace your telephone system. The
most cost effective solution, would be to upgrade your ex'sting TOS[-t~BA DK56 to be able to support voice matt, and
to add more phones. Toshiba as you know is a very dependable system and siml~ly upgrading is not only inexpensive,
but t also am very comfortable with holding on to this system.
TOSHIBA UPGRADE
QT~' DESCRIPTION PRICE
I PCTU4 PROCESSOR CARD $ 850.00
!. PDKU 8 STATION ELECTRONIC PHONE CARD $ 550_00
1 RSTU 8 STATION SINGLE LINE CARD $ 500.00
I CRCU-.4 DTMF KECEIVER $ 250.00
'~ DKT2010-t--I I4ANDS~E TELEPHON'ES $ 390.00
~ DKT2020SD DISPLAY SPEAKERPHONE $ 530.00
[ MVX100 LITE 4 PORT 80 HOUR VOICE MAIL $ 2,195_00
TOTAL PARTS
INSTALLATION- SETUP-TRAINING
TOTAL SYSTEM INSTALLED
$ $265.00
$ 400.00
$ 5,665.00
DISCOUNTED PRICE ( MUNICIPAL )
$ 4,995.00
./<
CITY OF SANDY, OREGON
TO: Dale Scobert
M E M ORA N D U M
March 12, 1999
FROM:
RE:
Carol James
Close out for 97 Local [.aw Enforcement Block Grant
To close out this grant, please write a letter stating:
1) how the expenditures made meet the objectives of the grant. [ would suggest
restating what ever it was you said in the grant application and then indicating how
the phone system and video equipment met these needs.
2) how interest earned on grant proceeds was used. I suggest using the following:
"Grant proceeds totaling $4,898.00 were received by the City on January 13,
1999. These proceeds were immediately deposited in the City's money market
account at Clackamas County Bank. The interest rate for this account for January
1999 was 4.26 % per annum. Grant expenditures totaling $4,995.00 for the phone
system were made prior to the City's receipt of the grant funds. Video equipment
was purchased in December 1998 but not paid for until February 8, 1999. One
months interest earnings on the remaining 5447.00 ($5,442 - 4,995) was $1.59
($447 * .0426 * 1/12). This amount was not reported as it was perceived as
immaterial."
Copies of the attached invoices should be sent with the letter.
The letter should go to: Criminal Justice Services Division
Department of State Police
400 Public Sen'ice Building
Salem, OR 97310
grams ,)7 [.ocal Law [~nlbr Block
Award Procedures and
Grant Conditions
Grant Agreement
Grant~ are awarded subiect to ,ompletmg an
a~reement (Grant Award Conditions and
Certifications) between CJSD and the
grantee. The grant application becomes the
body of the agreement. Grantees may not
obligate funds until CJSD signs the certifi-
cate, The certificate and application consti-
tute an agreement between the Grantee and
the State of Oregon. The Grantee agrees to
operate the project, work toward the obiec-
ti~ es, and spend funds in accordance with
the approved application. Grantees mav not
deviate from the approved application or
budget without prior written permission
from CJSD
Progress Reports
Grantees must submit Progress Reports to
CJSD. Progress Reports have the following
purposes:
· To determine if the Grantee is operat-
in,~,.~ the project as agreed;
· Fo determine if the Grantee is making
rogress towards meeting its objeo
tires;
· To provide information for the CJSD
An;zz~al Re?orr on implementation of
the Local Law Enforcement Block
Grant Program in Oregon;
· To help other agencies which might
undertake a similar project;
· To present intormation to the
Governor, the Legislature, the U.S.
Department of Justice, and Congress;
and
fo justity continued funding of the
Local Law Enforcement Block Grant
program.
Progress Reports must be cumulative so that
the final report covers the entire grant
period. Progress Reports include the follow-
· Data and narrative, showing the
activities initiated and progress
achieved in meeting the objectives of
the project for the reporting period.
Grantees are required to submit progress
and financial reports quarterly even if no
funds have been expended during that
reporting period.
A Progress Report must be submitted for
every quarter the award is active. Once all
grant and match funds are expended from
the trust account, the grant is considered to
have ended. At this time the final report is
due and will fulfill all progress reporting
requirements for the grant.
Financial Status Reports
Required Financial Status Reports are due
quarterly on the 30th day following the end
of each calendar quarter. A report must be
submitted for every quarter the award is
active. A copy of this form is on page 15. In
addition, the grantee must include proof
with each quarterly Financial Status Report
as to the existence and activity of this ac-
count. 1Fhis proof may be in the form of a
bank statement showing account activity.
Grantees are required to sub,nit progress
and financial reports quarterly even if no
funds have been expended during that
reporting period.
Once all grant and match funds are ex-
pended from the trust account, the grant is
considered closed. At this time the final
Financial Status Report is due and will fulfill
all financial reporting requirements for the
grant.
FINANCIAL STATUS REPORT
Local Law Enforcement Block Grant Program
Grantees are required to submit progress and financial reports quarterly
even if no funds have been expended during that reporting period.
I. Grantee (Name and complete address, including ZIP code) 2. Grant Number
City of Sandy
39250 Pioneer Blvd
Sandy, OR 97055
~97-503
3. EmployerldentificationNumber
93-6002250
5. Transactions
a. Total Expenditures (lines b + c)
b. Federal share of expenditures
4. Period Covered by this Report
From: (Month, Day, Year)
January 1, 1999
II. This Period
tTo: (Month, Day, Year)
February 26,
I. Previously Reported
III. Cumulative
6,169.94 6,169.94
4,898.00 4,898.00
c, Match share of expenditures (not
including interest)
1,271.94 1,271.94
d. Interest earned
e. Interest expended
f. Total Federal Share Expended
o Grant Award
4,898.00
4,898.00
0.00
h. Unobligated balance of Federal Funds
6. Certification:
I ceftin' to the best of m' knowledge and belief that this report is correct and complete and that
all expenditures are for the purposes set forth in the award document for the Local Law
Telephone (Area code, number and extension)
503-668-5767
Enforcement Block Grant Program_
Typed or Printed Name and Title
Carol A. James, Finance Director
Signatures~f Authorized Cerl~ing Official
Mail completed Financial Status Report to: Criminal Justice Services Division
Department of State Police
400 Public Service Building
Salem, OR 97310
Date Report Submitted
February 26, 1999
999
A copy of the bank statement or other official document illustrating the
interest-bearing account activity must be included with this form.
FY 1997 Local Law Enforcement Block Grant Handbook 15
OFegon
John A Kitzhaber M D Covemor
November 9, 1998
Chief Dale V. Scobert
Sandy Police Department
38970 Proctor Blvd.
Sandy, OR 97055
Department of State Police
Criminal Justice Services Division
400 Public Service Building
Salem, OR 97310
(503) 378-3720
FAX (503) 378-6993
V/TTY (503) 585-1452
Dear Chief Scobert:
Congratulations on your FY 1997 Local Law Enforcement Block Grant award. Enclosed
please find two copies of the Grant Award Conditions and Certifications (Certificate).
Please have both copies of the Certificate signed by the Authorized Official (unit of local
government; not the Chief or Sheriff) and return both copies to my attention as soon as
possible. Please note, grant dollars will not be awarded until All signed Grant Award
Conditions and Certifications are received.
A copy of the FY 1997 Local Law Enforcement Block Grants Management Handbook is also
enclosed for your reference. Please note the following important sections:
· Grantees are required to deposit grant and match funds into an interest-bearing account
even if funds are to be used immediately. Bank statements must indicate that a deposit
was made (page 3).
· A copy of the bank statement or other official document illustrating the interest-bearing
account activiW must be included with the Financial Status Report form (page 15).
· Any portion of the Federal award amount, match amount and/or interest earned on the
award that remain unobligated or unexpended at the end of the grant period
(September 30, 1999), must be returned to CJSD within 90 days (page 5).
· Grantees are required to submit progress (short narrative on activities) and financial
reports (page 15) quarterly even if no funds have been expended during that reporting
period (page 6).
If all grant funds, match funds and any interest earned are expended before the end of the
grant period (September 30, 1999), grantees can submit a final progress report and financial
status report and not be required to submit reports quarterly.
If you have any questions regarding the Certificate or Handbook please call me at
(503) 378-3725 ext. 4146.
Sincerely,
Karen Green
Grants Coordinator
(7C: Fiscal Contact (without certificates)
',:grant wmplate fc,lder/llebg congrats hr.
CUSTOMER ORDER NO DATE
NAME ~" · - --
PHONE
NO.
CITY STATE
QUANTITY
~ AMOU~NT
t' ! ,7, ,"I-.'~
Received
TAX
TOTAL
All claims and returned goods must be accompanied by this bill
GS-226-2
PRINTED IN US.A
, OF gon
~ ] A Kitzhaber, M.D, Governor
January 8, 1999
Mr. Scott Lazenby
City of Sandy
39250 Pioneer Blvd
Sandy, OR 97055
Dear Mr. Lazenby:
Department of State Police
Criminal Justice Services Division
400 Public Service Building
Salem, OR 97310
(503) 378-3720
FAX (503) 378-6993
V/TTY (503) 585-1452
Enclosed please find the award check for the FY 1997 Local Law En£orcemem Block Grant Program
(Grant # 97503). Per Federal requirements, the award, including local match, must be placed in an
interest-bearing account. The required Financial Status Report (see pages 15 and 16 of the Grants
Management Handbook) must be submitted quarterly and include a copy of the bank statement
indicating the interest-bearing account activity. The Financial Status Report must also be accompanied
by a Progress Report (see page 6 of the Grants Management Handbook).
Grantees are reminded that they are required to submit quarterly progress and financial reports even if
no funds have been expended during that reporting period. Progress Reports are due on the following
dates:
Quarter Date Due
October 1 - December 31
January I - March 31
April 1 - June 30
July 1 - September 30
January 1
April 30
July 31
October 31
I would like to take this opportunity to introduce myself as the new grants coordinator for the Local
Law Enforcement Block Grant Program. If you have any questions please don't hesitate to call me at
(503) 378-3720. I am confident these federal dollars will continue to assist our agency in reducing
crime and improving public safety.
Sincerely,
Ed Reilly ,r3
Grants Coordinator
Enclosure
cc: Chief Dale V. Scobert
Carol James
J . Kitzhaber, M.D., Governor
January 8, 1999
Mr. Scott Lazenby
City of Sandy
39250 Pioneer Blvd
Sandy, OR 97055
Department of State Police
Criminal Justice Services Division
400 Public Service Building
Salem, OR 97310
(503) 378-3720
FAX (503) 378-6993
V/TTY (503) 585-1452
Dear Mr. Lazenby:
Enclosed please find the award check for the FY 1997 Local Law Enforcement Block Grant Program
(Grant # 97503). Per Federal requirements, the award, including local match, must be placed in an
interest-bearing account. The required Financial Status Report (see pages 15 and 16 of the Grants
Management Handbook) must be submitted quarterly and include a copy of the bank statement
indicating the interest-bearing account activity. The Financial Status Report must also be accompanied
by a Progress Report (see page 6 of the Grants Management Handbook).
Grantees are reminded that they are required to submit quarterly progress and financial reports even if
no funds have been expended during that reporting period. Progress Reports are due on the following
dates:
Quarter Date Due
October 1 - December 31
January 1 - March 31
April 1 - June 30
July 1 - September 30
January 1
April 30
July 31
October 31
I would like to take this opportunity to introduce myself as the new grants coordinator for the Local
[.,aw Enforcement Block Gram Program. If you have any questions please don't hesitate to call me at
(503) 378-3720. I am confident these federal dollars will continue to assist our agency in reducing
crime and improving public safety.
Sincerelv,
Ed Reilly ,r3
Grants Coordinator
Enclosure
cc: Chief Dale V. Scobert
Carol James
OREGON DEPARTMENT OF STATE POLICE
CRIMINAL JUSTICE SERVICES DIVISION
LOCAL LAW ENFORCEMENT BLOCK GRANT PROGRAM
GILdNT'/t 1F~/tRD CONDITIONX ~ID CERTIFIC/tTIONX
GRANTEE:
ADDRESS:
City. of Sandy
39250 Pioneer Blvd
Sandy, OR 97055
AGENCY
:\DMINISTRATOR:
PROJECT
CONTACT:
ADDRESS:
FISCAL CONTACT:
Scott Lazenby
CiD, Manager
Chief Dale V. Scobert
38970 Proctor Blvd.
Sandy, OR 97055
Carol James
Finance Director
39250 Pioneer Blvd
Sand~,, OR 97055
GRANT NO:
FY 1997 AWARD:
AWARD PERIOD:
TELEPHONE:
TELEPHONE:
TELEPHONE:
BUDGET
INCOME
Federal Grant Funds $4,898.00
Match Funds $ 544.00
EXPENSES
Equipment
$5,442.00
#97-503
$4,898
10/01/98thru09/30/99
(503) 668-6927
(503) 668-5567
Fax:(503) 668-4093
(503) 668-5767
Fax:(503) 668-8714
TOTAL INCOME: $5,442
TOTAL EXPENSES: $5,442
This document along with the conditions of award, the grant application attached hereto, the Local Law Enforcement Block
Grants Management Handbook and any other document referenced, constitutes an agreement betxveen the Criminal Justice
Services Division (QjSD) of the Department of State Police and the Grantee. No waiver, consent, modification or change of
terms of th~s contract shall be binding unless agreed to in writing and signed by both the Grantee and CJSD. Such waiver,
consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose gnven. There
are no understandings, agreements, or representations, oral or written, not specified herein regarding this contract. The Grantee,
by sigmature of its authorized representative, hereby acknoxvledges that he/she has read this contract, understands it, and agrees to
be bound b) ~ts terms and conditions (including all references to other documents). Failure to comply xvith this agreement and
wnh applicable state and federal rules and guidelines may result in the withholding of reimbursement, the termination of the
agreement, denial of future grants, and/or damages to CJSD.
s,,98 Local Law Enlbrcement Block Grants/98-037/11/09/98 Page I
CONDITIONS OF AWARD
General Provisions
The Grantee agrees to operate the project as described in the application and to expend funds in accordance with the
approved budget unless the Grantee receives prior written approval by CJSD to modify the project or budget. CJSD
may withhold funds for any expenditure not ~vithin the approved budget or in excess amounts approved by CJSD.
Failure of the Grantee to operate the program in accordance with the written agreed upon objectives contained in the
grant application and budget xvill he grounds for immediate suspension and/or termination of the grant agreement.
The Grantee agrees to comply with the prox isions of all-applicable state and federal laws, rules and regulations, and the
most recent version of the Local Law Enforcement Block Grants Management Handbook published by CJSD.
'I]~c Grantee agrees that all public statements referring to the project must state that funds for this project come from
the U.S. Department of Justice, Office of Justice Program, Bureau of Justice Assistance Program and must state the
percent or dollar amount of federal funds used in the project.
The Grantee agrees to maintain accounting and financial records in accordance with Generally Accepted Accounting
Principles (G~hP) and the standards of the Office of Justice Programs set forth in the OJP Guideline Manual (OJP M
7100.IE) or most current version. It is the responsibiLit3., of the Grantee to obtain a copy of the oJp Guideline Manual
from the Office of Justice Programs and apprise themselves of all rules and regulations set forth.
The Grantee acknowledges by accepting grant funds that all reported program matches is in the form of a cash
match and not other federal funds. The (;rantee acknowledges that all rules that apply to grant funds apply to match
fimds. Grant and match funds must be used only for Local Law Enforcement Block Grant funded programs during the
grant period to support the goals, objectives and activities as identified in the grant application. Match ftmds cannot be
used to support activities that are not concurrently' supported by Local Law Enforcement Block Grant funds.
Failure of the Grantee to submit the reqUired financial, program or audit reports, or to resolve financial, program, or
audit ~ssues may result in the suspension of grant payments and/or termination of the grant agreement.
All financial records, supporting documents, statistical records and all other records pertinent to this grant or contracts
under this grant shall be retained by the Grantee for a minimum of three years for purposes of State of Oregon or
Fcderal exagnnation and audit. CJSD, Oregon Secretary of State, and the Comptroller General of the United States, or
any of their authorized representatives, shall bare the right of access to any pertinent books, documents, papers, or other
records of grantees and subgrantces which are pertinent to the grant, in order to make audits, examinations, excerpts,
and transcnpts. The right of access is not limited to the required retention period but shall last as long as the records are
re rained.
The Grantee shall, to the extent permitted by the Oregon Constitution and by the Oregon Tort Claims Act, defend,
save, hold harmless, and indemni~, the State of Oregon and CJSD, their officers, employees, agents, and members from
all claims, suits and actions of whatsoever nature resulting from or arising out of the activities of Grantee, its officers,
e~nployees, subcontractors, or agents under this grant.
Grantee shall require any subcontractor to defend, save, hold harmless and indemnify the State of Oregon, Criminal
Justice Services and the Oregon State Police, their officers, employees, agents, and members, from all claims, suits or
actious of whatsoever nature resulting from or arising out of the acti~4ties of subcontractor under or pursuant to this
grant.
Grantee shall, if liabili%, insurance is required of any subcontractor, also require subcontractor to provide that the State
of Oregon, Criminal Justice Services and Oregon State Police and their officers, employees and members are Additional
[nsureds, but only ~mth respect to the subcontractor's services performed under this grant.
s;\98 Local Law Enforcement Block Grants/98-037/11/05/98 Page 2
Progress Reports and Financial Status Reports
The Grantee agrees to submit a progress report and financial status report each quarter. The progress report should be narrative
m form and indicate activity of grant funds for the previous quarter. The financial status report form is provided in the Local
Law Enforcement Block Grants Management Handbook. Grantees are required to submit progress and financial status reports
quarterly even if no funds have been expended during that reporting period. Reports must be received no later than Januaw 30,
1999, April 30, 1999, July 30, 1999 and October 29, 1999. Any progress report that is outstanding for more than one month past
~hc duc date may cause the suspension and/or ternm~ation of the grant. Grantee must receive prior written approval from CJSD
to extend a progress report requirement past its due &ire.
Supplanting
The Grantee certifies that federal funds will not be used to supplant state or local funds, but will be used to increase the
amount of funds that, in the absence of federal aid, would be made available to the grantee to fund projects within the
Local Laxv Enforcement Block Grant program guidelines.
The Grantee certifies that match funds reqmred to pay the non-Federal portion of the project shall be in addition to
funds that would otherwise be made available to fund projects within the Local Law Enforcement Block Grant program
guidelines.
Audit Report
Non federal entities that expend $300,000 or more in Federal funds (from all sources) in the organization fiscal year shall have a
single organization-wide audit conducted in accordance with the provisions of OMB Circular A-133. Copies of all audits must be
submitted to CJSD within 30 days of completion. Non-federal entities that expend tess than $300,000 a year in Federal funds are
exempt from Federal audit requirements for that year. Records must be available for review or audit by appropriate officials
including the Federal agency, pass through entity, and General Accounting Office (GAO).
Audit costs for audits not reqmred in accordance with OMB Circular A-133 are unallowable. If the grantee did not expend
$300,1100 or more in Federal funds in its fiscal year, but contracted with a certified public accountant to perform an audit; these
costs may not be charged to the grant.
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions
(Thc follox~ng is required by the regulations published May 26, 1988, implementing Executive Order 12549, Debarment and
Suspension, 28 CFR Part 67.510, participants' responsibilities.) The grantee certifies by accepting grant funds that neither it nor
its principals are presently debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from
participation in this transaction by any Federal department or agency.
Grantee Compliance
The grantee agrees to comply W~th all apphcable laxvs, regulations, and guidelines of the State of Oregon, the Federal Government
and QISD in the performance of this agreement, including but not hrmted to:
(a) The provisions of 28 CFR apphcable to grants and cooperative agreements including Part 18, Administrative Review
Procedure; Part 20, Cmnmal Justice Information Systems; Part 22, Confidentiality of Identifiable Research and Statistical
in formanon; Part 23, criminal Intelligence Operating Policies; Part 30, Intergovernmental Review of Department of Justice
Programs and Activities; Part 42, Non-Discrimination/Equal Employment Opportunity Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Pohcy Act; Part 63, Floodplain Management and Wetland
Protection Procedures, and Federal laxvs or regulations applicable to Federal assistance programs.
(b) Umform Relocation Assistance and Real Properly Acquisitions Act of 1970 (P.L. 91-646).
(c) Section 102(a) of the Flood Disaster Protection Act of 1973, P.L. 93-234, 87 Stat.97, approved December 31, 1976.
Local Law Entbrcement Block Grants/98-037/ 11/05/98 Page 3
(d) Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the
.\rcheological and Historical Preservanon Act of 1966 (16 USC 569a-1 et seq.)
(e) National Environmental Policy Act of 1969, 42 USC pars. 4321 et seq.
(f) Hood Disaster Protection Act of 1973, 42 USC pars. 4001 et seq.
(g) Clean Air Act of 1970, 42 USC pars. 7401 et seq.
(h) (;lean Water Act, 33 USC pars. 1368 et seq.: Executive Order 11738; and EPA regulations (40 CFR Part 15)
0) Vederat Water Pollution Control Act of 1948, as amended, 33 USC pars. 1251 et seq.
(j) Safe Dnnking Water Act of 1974, 42 USC pars. 300f et seq.
(k) Endangered Species Act of 1973, 16 USC pars. 153t et seq.
(1) Wild and Scenic Rivers Act of 1968, as amended, 16 USC pars 1271 et seq.
(m) 1 iistorical and Archaeological Data Preservation Act of 1960, as amended, 16 USC pars. 469 et seq.
(n) Coastal Zone Management Act of 1972, 16 USC pars. 1451 et seq.
(o) Coastal Barner Resources Act of 1982, 16 USC pars. 3501 et seq.
(p) lndian Self-Determination Act, 25 USC par. 450f
(q) Intergovernmental Cooperation Act of 1968, 42 USC 4201 et seq.
(r) Hatch Political Activity' Act of 1940, as amended, 5 USC pars. 1501 et seq.
(s) Animal Welfare Act of 1970, 7 USC pars. 2131 et seq.
(t) Demonstration Cities and Metropolitan Develop~nent Act of 1966, 42 USC pars. 3301 et seq.
(u) l:ederal Fair Labor Standards Act of 1938 (as appropriate), as amended, 20 USC pars. 201 et seq.
Certification of Non-discrimination
The grantee, and all its subgrantees and contractors, certifies that no person shall be excluded from participation in, denied the
benefits of, subjected to discrimination under, or denied employment in connection with any activity funded under this agreement
on the basis of race, color, age, religion, national origin, handicap, or gender. The grantee, and all its subgrantees and contractors,
assures compliance with the folloxving laws:
a. Non-discrimination requirements of the Omnibus crime Control and Safe Streets ~,ct of 1968, as amended;
T~tle IV of the Civil Rights Act of 1964, as mnended;
c. Secnon 504 of the Rehabilitation Act of 1973, as amended;
d. Title II of the Americans xvith Disabilities Act (ADA) of 1990,
e. T~fle IX of the Education Amendments of 1972;
f. The Age Discnminanon Act of 1975;
g. The Department of Justice Nondiscrimination Regulations 28 CFR Part 42, Subparts C, D, E, and G;
h. The Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.
In the event that a Federal or State court or adirmfistrative agency makes a finding of discrimination after a due process heating
on the gronnds of race, color, age, religion, national origin, handicap or gender against the grantee or any of its subgrantees, the
grantee or any of its subgrantees will forward a copy of the finding to the Criminal Justice Services Division (CJSD). CJSD will
forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs.
s:\98 Local Law Enforcement Block Grants/98-037/11/05/98 Page 4
Equal Employment Opportunity Program
If the grantee, or any of its subgrantees, has 50 or more employees, is receiving more than $25,000 pursuant to this agreement,
and has a service population with a minority representation of three percent or more, the grantee, or any of its subgrantees, agrees
to formulate, implement and maintain an equal employment opportunity program relating to employment practices affecting
minority persons and women. If the grantee, or any of its subgrantees, has 50 or more employees, is receiving more than $25,000
pursuant to this agreement, and has a service population with a minority representation of less than three percent, the grantee or
any of its subgrantees, agrees to forn~ulate, implement and maintain an equal employment opportunity program relating to its
pracuces affecting women. The grantee, and any of its subgrantees, certifies that an equal employment opportunity program as
required by this section xvill be in effect on or before the effective date of this agreement. Any grantee, and any of its subgrantees,
receiving more than $500,000, either through this agreement or in aggregate grant funds in any fiscal year, shall in addition submit
n cop), of its equal employment opportunity plan at flac same nme as the application submission, xvith the understanding that the
applicauon (or funds naa), not be awarded prior to approval of the grantee's, or any of its subgrantees', equal employment
opportunity program bv the Office for Civil Rights, Office of Justice Programs, Bureau of Justice Assistance.
Certification Regarding Drug Free Workplace Requirements
The grantee certifies that it will provide a drug-free ~vorkplace by:
Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of
a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against
employees for violation of such prohibition;
Establishing a drug-free awareness program to inform employees about:
2.
3.
4.
The dangers of drug abuse in the xvorkplace;
The grantee's policy of maintaining a drug-free workplace;
Any available drug counseling, rehabilitation, and employee assistance programs; and
The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace.
Requiring that each employee engaged in the performance of the grant be given a copy of the employer's statement
required by paragraph (a).
Noufying the employee that, as a condition of employment under the award, the employee will:
1. Abide by the terms of the statement; and
2. Notify the employer of an), criminal drug statute conviction for a violation occurring in the workplace not later
that five days after such conviction.
Notifying the grantee ,x4thin ten days after receiving notice from an employee or otherwise receiving actual notice of
such conviction.
Taking one of the folloWang actions, within 30 days of receiving notice, with respect to any employee who is so
convicted:
1. Taking appropriate personnel action against such an employee, up to and including termination; or
2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program
approved for such purposes by federal, state, or local health, law enforcement, or other appropriate
agency.
Making a good faith effort to continue to maintam a drug-free workplace.
s:\98 Local Law Enlbrcement Block Grants/98-037/11/05/98 Page 5
Copyrights and Patents
If this agreement results in a copyright, the CJSD and the Office of Justice Programs reserve a royalty-free, nonexclusive and
~rrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for government purposes, the work or
thc copyright to any xvork developed under this agreement and any rights of copyright to which a grantee, subgrantee or a
contractor purchases ownership with grant support.
If this agreement results in the production of patentable ~tems, patent rights, processes, or inventions, the Grantee, subgrantee or
any of its subcontractors shall immediately notify QlSI). The CJSD will provide the Grantee with further instruction on whether
protection on the item will be sought and hoxv the rights in the item will be allocated and administered in order to protect the
public interest, in accordance ~vith federal guidelines.
Acceptance
The indix4dual signing this grant agreement on behalf of the CiW of Sandy, entered into by the City of Sandy and the Crimmat
.lustice Sen4ces Di~4sion, hereby certifies and swears under penalty of perjury that s/he is authorized to act on behalf of the CiD'
of Sandy.
~ex~erl~e Venell
Director
Criminal Justice Services Division
Date
Signature of Authorized Grantee offi~'al (Unit of Local Government)
Date
Name/Title
s:\98 Local La~v Enforcement Block Grants/98-037/ 1/05/98
Page 6
FINANCIAL STATUS REPORT
Local Law Enforcement Block Grant Program
Grantees are required to submit progress and financial reports quarterly
even if no funds have been expended during that reporting period.
I. Grantee (Name and complete address, including ZIP code) 2. Grant Number
3. Employer Identification Number 4. Period Covered by this Repo~ To: (Mon~, Day, Ye~)
From: (Month, Day, Yem)
5. Tr~sa~o~ I. Previously Repo~d II. T~s Pe~od III. ~mul~w
a. Total Expendi=es (lines b + c)
b. Federal sh=e of expenditures
c. Match shoe of expenditures (not
including interest)
d. Interest emed
e. Interest expended
f. Total Federal Shoe Expended
o Gr~t Awed
h. Unobligated bal~ce of Federal Funds
6. Ce~ification: I ce~ify to the best of my ~owledge and belief that this repo~ is correct and complete and that
all expenditures are for the purposes set fo~h in the award document for the Local Law
Enforcement Block Grant Program.
Typed or Printed Name ~d Title Telephone (Area code, number ~d extension)
Signature of Authorized Ce~i~ing O~cial Date Report Submi~ed
Mail completed Financial Status Report to: Criminal Justice Services Division
Department of State Police
400 Public Service Building
Salem, OR 97310
A copy of the bank statement or other official document illustrating the
interest-bearing account activity must be included with this form.
FY 1997 Local Law Enforcement Block Grant Handbook 15
FINANCIAL STATUS REPORT
Local Law Enforcement Block Grant Program
Grantees are required to submit progress and financial reports quarterly
even if no funds have been expended during that reporting period.
1. Grantee (Name and complete address, including ZIP code) 2. Grant Number
3. Employer Identification Number 4. Period Covered by this Report To: (Month, Day, Year)
From: (Month, Day, Year)
5. Transactions I. Previously Reported II. This Period III. Cumulative
a. Total Expenditures (lines b + c)
b. Federal share of expenditures
c. Match share of expenditures (not
including interest)
d. Interest earned
e. Interest expended
f. Total Federal Share Expended
g. Grant Award
h. Unobligated balance of Federal Funds
6. Certification: I certify to the best of my knowledge and belief that this report is correct and complete and that
all expenditures are for the purposes set forth in the award document for the Local Law
Enforcement Block Grant Program.
Typed or Printed Name and Title Telephone (Area code, number and extension)
Signature of Authorized Certi~ing Official Date Report Submitted
Mail completed Financial Status Report to: Criminal Justice Services Division
Department of State Police
400 Public Service Building
Salem, OR 97310
A copy of the bank statement or other official document illustrating the
interest-bearing account activity must be included with this form.
FY 1997 Local Law Enforcement Block Grant Handbook 15