HomeMy WebLinkAboutResolution - 1844 - Subcontract - SPAG - Crime Prevention Program - 09_27_1984RESOLUTION #1844
September 27, 1984 `
Agenda Item #40
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BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock a Subcontract
between South Plains Association of Governments and the City of Lubbock,
Grant No. SF-85-AO1-9244, attached herewith, which shall be spread upon the
minutes of the Council and as spread upon the minutes of this Council shall
constitute and be a part of this Resolution as if fully copied herein in
detail.
Passed by the City Council this �,c6ay of 1984.
ATTEST:
e Boyd, city Secretary
APPROVED TO CONTENT:
t
Thomas Nichols, Chief of Police
APPROVED AS TO FORM:
7
1veZ, ASSlstant LIty Attorney
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CJD STANDARD FORM
SUBCONTRACT BETWEEN GRANTEE AND THIRD PARTY
SPATE OF TEXAS §
COUNTY OF LUBBOCK §
1. This contract is in aid of CJD grant No.SF-85-A01-9244, titled:
number and title of the grant
Regional Crime Prevention Program/1, attached hereto as Exhibit A.
in question as they appear on the face of the statement of grant award.
2. The GRANTEE AGENCY is responsible for closely monitoring the SERVICE
PROVIDER and the exercise of reasonable care to enforce all terms and
conditions of the grant.
3. Requirements of the Uniform Grant and Contract Management Standards
(UGCMS) promulgated pursuant Texas Civil Statutes to Article 4413 32g are
adopted by reference as part of this contract, including the contract
provision as in Attachment 0, item 14 of the above standards. THE GRANTEE
AGENCY shall (check one):
keep all project records (in duplicate with the SERVICE
PROVIDER).
X assist the SERVICE PROVIDER to establish a set of records that
comply with the requirements of UGCMS and the terms of the grant
and periodically inspect such records to insure that they are
properly kept.
Records shall be preserved for three (3) years for inspection by CJD, or
any state or federal agency authorized to inspect the same.
4. The SERVICE PROVIDER will furnish the following services, facilities,
equipment, material, etc.:
See Grant Budget Information.
5. Payment for the above will be made as follows:
A monthly reimbursement will be made upon of the required CJD
Forms to the GRANTEE, which Forms are attached hereto as Exhibit B.
6. Billing for the above will be provided the same as would be provided
to institutional purchasers in the absence of a grant and shall consist of
a brief statement of the service or other item provided and the basis for
the billing rate.
7. In the event of a default of the SERVICE PROVIDER, the GRANTEE AGENCY
may cancel or suspend the contract and the SERVICE PROVIDER shall be
entitled to recover for all services provided or materials delivered prior
to the cancellation date (or unused materials may be returned) or shall
repay any funds advanced for services not yet rendered.
8. All licenses, legal certifications, or inspections required for the
services, facilities, equipment, or materials, and all applicable state and
federal laws and local ordinances must be complied with by the SERVICE
PROVIDER. Failure to comply with this requirement shall be treated as a
default.
9. This contract shall automatically terminate on the grant expiration
date or any extension thereof granted by CJD. All services billed here-
under must be rendered within the grant period.
EXECUTED this %,Z day of , 1984.
SOUTH PLAINS ASSOCIATION OF GOVERNMENTS
-2 -
CIfY OF LUBBOCK
ATT T:
ane to Boyd, City Secr ary
APPRO E ��AS TO CONTENT:,! _ /,
G' -, n,.- - �7
Tom Nichols, Chief of Police
APPROVED AS 0 FORM:
n Vandi r, Asst. City �tty.
Special Condition
CONSULTANT AND PROFESSIONAL SERVICES CONTRACT REVIEW AND APPROVAL
All contracts in excess of $5.000 ($10,000 for state agencies, regional
planning councils, and statewide non-profit corporations receiving
direct grants) will be submitted to CJD for approval prior to grantee
obligating or expending any grant funds for contractual services. Each
contract will be transmitted by letter signed by the authorized
official named in the grant or by the person designated to initiate
grant adjustments, and will be accompanied by the following:
1. A brief narrative description of the procurement procedures
used and an unequivocal statement of which low compliant bid
was selected.
2. List of vendors required to bid or respond.
3. Copy of Request For Proposal (RFP) or Invitation For Bid
(IFP), with specifications.
4. One copy of each response.
5. Selection process used to select successful bidder with copy
of evaluation of, all proposals.
6. If sole source procurement is necessary or if only one
response is received, provide justification for selecting sole
source or explanation as to why only one response was
received. *
7. Two or more contracts exceeding a total of $5,000 ($10,000 for
state agencies, regional planning councils, and statewide
non-profit corporations receiving direct grants) with one
individual or firm require CJD approval.
* Requests For Proposal or Invitations For Bid issued by the grantee
or a subgrantee to implement the grant or subgrant project are to
provide notice to prospective bidders that the CJD organizational
conflict of interest provision is applicable in that contractors
that develop or draft specifications. requirements, statements of
work and/or RFPs for a proposed procurement shall be excluded from
bidding or submitting a proposal to compete for the award of such
procurement.
SC #7
Revised 8/3/84
Special Condition
PROPERTY MANAGEMENT STANDARDS
1. Criminal Justice Division grantees shall use their own property
management procedures and standards. Property management systems
shall include the provision of OMB Circular A-102, Attachment N,
Property Management Standards. Grantees shall comply with all
applicable state and local laws and regulations.
2. Property management systems should cover the acquisition, use,
disposition and replacement of all equipment.
A. Acquisition -- Grantees are required to be prudent in the
acqu— uisiti of equipment. Careful screening should take place
to insure that proposed equipment is necessary and that the
need cannot be met with equipment already in the possession of
the grantee.
(1) Grantees should be aware that the cost associated with the
acquisition of equipment may be disallowed if a
determination is made that the equipment purchased was
unnecessary for the successful execution of the grant
project.
(2) Grantees should maintain property records on equipment
purchased in whole or in part with CJD funds. These
property records are to be made a part of the official
grant records and must be available for review by
authorized personnel.
(3) Grant records should contain copies of the purchase order
and invoice.
B. Use -- During the time that equipment purchased with CJD funds
is used for the project purpose, the following minimum property
management standards must be met.
(1) Property records shall be maintained accurately and an
inventory listing should include:
SC #8
Revised 8/3/84
a. a description of the property
b. manufacturer's serial number, model number or
identification number
C. acquisition date
d. location and condition of the property
e. total acquisition cost
1. CJD funds
27 Grantee's cash match funds
-2-
Property Management Standards (Continued)
• Page 2
(2) A physical inventory of property shall be taken and the
results reconciled with the property records at least once
every two years. Any differences between quantities
determined by the physical inspection and those shown in
the accounting records shall be investigated to determine
the causes of the difference. The grantee shall, in
connection with the inventory, verify the existence,
current utilization, and continued need for the property.
(3) A control system shall be in effect to insure adequate
safeguards.to prevent loss, damage, or theft of the
property. Any loss, damage or theft of nonexpendable
property shall be investigated and fully documented. In
the event of loss, damage, or theft, the Criminal Justice
Division shall be promptly notified.
(4) Adequate maintenance procedures shall be implemented to
keep the property in good condition.
C. Disposition -- The following procedures relate to the
disposition - of equipment.
(1) At the termination of the grant period, the grantee shall
submit an inventory report as an attachment to the final
expenditure report. The total cost of the inventory
should reconcile to the total amount reported in the
equipment category of the final expenditure report. The
inventory forms furnished by CJD should be used for the
report. Grantees should also include recommendations as
to the future use and disposition of the equipment.
(2) Upon receipt of the above inventory report, the Criminal
Justice Division will advise the grantee within 90 days as
to the determination regarding the future use of the
equipment.
a. The grantee may be permitted to retain the equipment.
In this instance, the grantee must provide written
assurance that the equipment will be used in the
criminal justice system in a manner consistent with
objectives authorized by the CJD. However, if the
recipient of the above equipment should later
discover that any of the items are no longer
necessary to accomplish the law enforcement
objectives of the agency, CJD approval should be
obtained prior to the choosing of alternative uses or
locations for the equipment.
b. The equipment may be transferred to other CJD
grantees needing the property provided that the
benefiting agency makes the written assurances as
-3 -
Property Management Standards (Continued)
Page 3
provided for above and reimburses the grantee for its
share of the equipment.
(3) If it is determined that a recipient of equipment costing
in excess of $1,000 has no further need for the equipment
in any of the grant programs, projects, or criminal
justice activities, the CJD will make one of the following
determinations.
a. The CJD may permit the grantee to retain the property
for other uses provided compensation is made to the
CJD. The amount of compensation will be computed by
applying the percentage of CJD participation in the
grant program to the current fair market vale of the
property.
b. The CJD may instruct the grantee to ship the property
elsewhere. The grantee will be reimbursed by the
benefiting agency with an amount which is computed by
applying the percentage of the grantee's
participation in the grant program to the fair market
value of the property.
C. The CJD may instruct the grantee to sell the property
and reimburse the CJD for its share of the equipment.
(4) A biennial equipment inventory is required on equipment
with a unit cost in excess of $1,000. This requirement is
applicable beginning two years after the completion of the
grant period.
D. Replacement of Equipment -- When an item of equipment with an
acquisition cost o 00 or more is no longer efficient or
serviceable but the grantee continues to need the equipment in
its criminal justice activities, the recipient may replace the
property through trade-in or sale and purchase of new property,
provided the following requirements are met.
(1) Grantees must obtain the written permission of CJD to use
the provisions of this section prior to entering into the
negotiation for the replacement or trade-in of equipment.
(2) Value credited for the property, if the property is a
trade-in, must be related to its fair market value.
(3) The equipment must be purchased soon after the sale to
show that the sale and purchase are related.
(4) Replacement of equipment is not a disposition of such
equipment and CJD's interest -in the equipment will be
transferred to the replacement equipment. The CJD share
of the replacement equipment shall be computed as follows:
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Property Mar►.,_ ::ent Standards (Continued)
Page 4
a. The proceeds from the sale of the original property
or the amount credited for trade-in shall be
multiplied by the W D share (percentage) to produce a
dollar amount.
b. The percentage ratio of the dollar amount to the
total purchase price of the replacement property
shall be the W D share of the replacement property.
(5) The replacement equipment will be subject to the same
instruction on use and disposition as the equipment which
is replaced.
(b) Replacement property must serve the same function as the
original property.
-5-
Instructions for Completing
Property Inventory Form
1. The property inventory form is to be filled out and attached to the
final expenditure report. It should be typed or printed.
2. SERIAL NUMBER
Manufacturer's serial number.
3. GRANTEE'S INVENTORY NUMBER
Inventory number assigned to this item on the grantee's own books.
4. TOTAL COST
Total actual cost of the item as invoiced. Do not use a budget
figure unless it agrees with the invoice.
5. CJD FUNDS
This amount is that part of the total cost provided by CJD funds.
6. GRANTEE'S MATCH FUNDS
This amount is that part of the total cost provided by the grantee.
7. DESCRIPTION
Describe as completely as possible the item within the space
permitted.
8. The total of all entries in the TOTAL COST column and in the CJD
FUNDS column must agree with the equipment expenditures reported in
the final expenditure report, columns B & C/C & D, respectively.
ffm
PROPERTY INVENTORY
GRANTEE:
GRANT NUMBER:
REPORTING PERIOD:
GRANT ENDING DATE:
SERIAL
NUMBER
^ GRANTEE'S
INVENTORY NO.
TOTAL COST
CJD FUNDS
GRANTEE'S
MATCH FUNDS
DESCRIPTION
An authorized official should check the appropriate
recommendation below and sign in the space provided.
The above listed equipment is necessary for the
successful continuation of the grant project for which
it was purchased.
The above listed equipment is necessary to support
or continue other CJD funded projects. Please list
appropriate grant number
Other (other recommendations should be fully ex-
wined on an attached sheet.)
Signed:
�"^lAuthorized Official
Special Condition
CRIME PREVENTION PROGRAMS
1. Expenditures of CJD funds or grantee matching funds shall not be
allowable for advertising.
2. Neighborhood signs and signposts funded with CJD funds shall be
matched on a one -for -one basis by local resources.
3. The McGruff costume and crime prevention puppets (typical in such
programs) shall be considered as items of equipment and are subject
to a required grantee cash match representing a minimum of 50% of
the cost of such items. Line item approval by CJD is required for
all equipment to be purchased.
4. Nothing in these conditions shall be construed as precluding the
grantee from expending non -grant funds for other purposes they deem
necessary. Any such expenditures will not be reflected in the
required CJD Expenditure and Status of Funds Report.
SC #22
8/3/84
10
REFERENCE NOTES
Grant funds associated with this grant, both CJ and required grantee contri-
bution, must be accounted for under the Uniform Grant and Contract Management
Standards as published by the Governor's Office of Budget and Planning. In
addition, grantee should make a special notation of the references listed below
as they may require supplemental information or, documentation. THOSE ITEMS
CIRCLED SHOULD RECEIVE SPECIAL ATTENTION.
1. Automatic Data Processing Equipment
2. Building Space and Related Facilities
3. Insurance and Indemnification
4. Preagreement Costs
S. Proposal Costs
6. Professional and Contract Services
7. Compensation for Personal Services
8. Employees's Travel Expenses
9. Audit Expenses
10. Program Income
11 Procurement Standards
12. Bonding and Insurance
13. Professional or Consultant Fees
OMB A-87, Attachment B, Item C.1.
OMB A-87, Attachment B, Item C.2.
OMB A-87, Attachment B, Item C.4.
OMB A-87, Attachment B, Item C.6.
OMB A-87, Attachment B, Item C.8.
OMB A-87, Attachment B, Item C.7.
OMB A-87, Attachment B, Item B-10
OMB A-87, Attachment B, Item B-28
OMB A-87, Attachment B, Item B-4
OMB A-102, Attachment E
OMB A-102, Attachment 0
OMB A-102, Attachment B
Appendix A.2. of State Plan
1! i
[lice of the, w 198griminal Justice Division
overnor
GRANT ADJUSTMENT NOT -ICE.
rantee Grant Number
south Plains Assn. of Governments SF-85-AO1-9244
'isle of Project Adjustment Number
tegional Crime Preventi-on Program/ 1 C-1629
ature of Adjustment Date
,ontract Approval and Special Condition Removal October 3, 1984
:) Grantee:
Pursuant to Ms. Karen A. King's memo and attachments of September 19, 1984
e following change, amendment, or adjustment in the above grant project is approved, subject to such conditions
limitations as may be set forth below.
WA
>he contract between South Plains Association of Governments and the City of Lubbock
's approved as to -form only.
special Condition #l.'a. (Consultant Contract Review and Approval) is hereby removed.
e furegoing adjustment(s) has/have altered your approved project budget as reflected below.
Criminal
Justice
u ort
Cash
Contribution
Total
Cash
o'ect
*In -Kind
Contribution
*Total
Pro "ect
Personnel
Professional & Contract Services
`Navel
Equipment
Construction
Supplies & Direct Operating Expense
Indirect Cost
Total
ar use only when budget contains in -kind contribution that must be accounted for. �//5
City Aworney
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OFFICE OF THE GOVERNOR
MARK WHITE STATE CAPITOL {" n
GOVERNOR AU/STIN, TEXAS 78711 • ! •� r,
AUG ' 9 1984
..
Mr. Jerry D. Casstevens
Executive Director '
Post Office Box 2787
Lubbock, Texas 79408
Dear Mr. Casstevens:
I am pleased to advise you that your application for the follow-
ing criminal justice grant has been approved, and the award is in the
amount listed below:
Regional Crime Prevention Program/l
$19,466.00
. This grant award must be accepted within 30 days of the award
date by executing and returning the enclosed acceptance agreement in
the self-addressed envelope provided. The original Statement of Grant
Award, which is also enclosed, should be placed in your grant files.
Future correspondence with the Governor's Office, Criminal Justice
Division regarding this grant should refer to Grantee, Grant Title,
and Grant Number as noted on the Award.
The Uniform Grant and Contract Management Standards referred to
in the Statement of Grant Award has been mailed to your financial
officer. The quarterly progress report forms will be sent to the
project director upon receipt of Grantee's Acceptance Notice by the
Criminal Justice Division.
After acceptance of the grant award, funds may be requested in
accordance with instructions contained in the Statement of Grant
Award and Request for Funds form. The form for requesting funds is
enclosed. Please do not request funds until their use is imminent.
If we can be of any assistance, please do not hesitate to con-
tact us.
Yours truly,
Mark White
Governor of Texas
cc: M. Guadalupe Ricaldi
STATEMENT OF GRANT AWARD
Mark White
Governor
Criminal Justice Division
Grantee Organization Project Title
South Plains Association of Governments Regional Crime Prevention Program/l
Grant Number Grant Period Oates
SF-85-A01-9244 October 1, 1984 - September 30, 1985
Amount of Award Grantee Cash Contribution
State $ 19,466.00 Federal $ -0- Total $ 19,466.00 $ 1,057.00
The grant is subject to and conditioned upon acceptance of the standard grant
conditions, special conditions noted below, and rules for administration of grants.
Total project costs must be accounted for in accordance with the Uniform Grant and
Contract Management Standards issued by the Governor's Office. The grant is
administered through the Criminal Justice Division, and you may address specific
questions to:
Governor's Office, Criminal Justice Division
P.O. Box 12428, Austin, Texas 78711
Phone: (512) 475-3001
Grantee Request for Funds
Grantee shall request funds on a monthly basis for awards greater than $10,000 and on
a quarterly basis for awards of $10,000 or less. Copies of invoices will be sub-
mitted with request for funds for non -operational grants, i.e., equipment purchases,
construction, and contract services.
Future Support
Approval of the above entitled and numbered grant does not commit the Governor's
Office to future funding. Any future funding shall be determined by the state plan
under which application may be made, all applicable policies and procedures promul-
gated by the Governor's Office, Criminal Justice Division, and the appropriation of
funds.
1. Special Conditions:
a. Consultant Contract Review and Approval
b. Property Management Standards
c. Crime Prevention Programs
2. Reference Notes attached
Award Date: AUG 2 .
-2-
Mark White
Governor
4ffioe of the
'.Governor
GRANTEE'S REQUEST FOR FUNDS
Criminal Justice Division
1. From: (See Instructions Reverse Side) 2. Grant No. 3. Date of Request 4. Request No.
(City)
(Name of rantee)
(Address)
(Grantee's Telephone Number)
To: Governor's Office
Criminal Justice Division
P. O. Box 12428, Capitol Station
Austin, Texas 78711
(Zip)
6. Grant Title
6. Grant Period to
7. Total Grant Award
8. Amount Requested
9. These funds are hereby requested to cover expenditures for the period
through as follows:
10. Criminal Justice Funds received to date:
11. Less: Actual CJD expenditures to end of month prior to date of this request:
(Do not include local match expenditures)
12. Subtotal:
13. Add: Unpaid request for funds previously submitted:
14. Add: Amount of this request for funds:
*(If amount of request includes unusual amount for a non -recurring expense,
attach explanation of nature of expense.)
16. TOTAL:
16. Submitted by:
Signature of Financial Officer Title
*Instructions to Grantee: Signature must be effected by the Financial Officer. Grantee shall request funds on a
monthly basis for awards greater than $10,000 and a quarterly basis for awards of $10,000 or less. Non -opera•
tional grants, i.e., equipment purchases, construction and contract services, copies of invoices will be submitted
with request for funds.
REQUEST FORMS WITH INCOMPLETE INFORMATION WELL NOT BE HONORED.
To Be Completed by CJ
Administrative Approval:
This request is Approved in the
Amount of $ Special Condition
Initials Initials
Pursuant to authority vested in me, I certify that this Request is correct and proper for payment.
Authorized Certifying Officer Title _ 1 _ Date
Rev. Form CJ-3 (12/83) 7�
FORM DESCRIPTION
ITEMS 1-8. Self Explanatory.
ITEM 9. The period involved will usually be a month or a quarter, depending on the grant amount. This
same form is used if the request is to cover actual expenditures rather than anticipated expenditures. This
may be the case where a grantee has not requested funds as the project progressed. or the grantee's usual
procedure may be to request actual reimbursement rather than funds advances.
ITEM 10. Enter total funds disbursed by Criminal Justice and received through the present date.
ITEM 11. On monthly requests for anticipated expenditures, this figure will be total C.1 expenditures
through the prior month. In other instances or on special requests it may be cumulai ii-e CJ expenditures
plus any funds expended out of local funds but not yet reimbursed by CJ.
ITEM 13. Include any request for funds not yet received.
ITEM 14. On normal operational grants, the request for funds should .be one month's estimated
expenditures. These estimated expenditures may be computed by dividing total actual expenditures to date
by the number of months they were incurred to or by dividing the grant award less any special consultant,
equipment, or construction budgets by the number of months in the grant period. In requesting funds for
consultant, equipment, or construction expenditures, copies of invoices indicating that the goods or services
have been received and approved should be submitted with the request for funds. Exceptions may be made
in instances where the grantee has maintained close contact with the vendor or contracE or/and the delivery
or goods or services has been promised as imminent. In such a case a footnote on the request attesting to
this fact will suffice in place of invoice copies. Another exception would be where the consultant expenses
are of a reoccurring nature in accordance with contract stipulations. A footnote to this effect would also
suffice. Should a request not include any of the aforementioned special budgeted items, but still deviates
from one month's normal operating expenses, this would necessitate a footnote explaining the deviation.
ITEM 15. This total figure should never exceed the cash needed to cover two month's operating
expenses. If it does exceed two month's cash balance, there is a possibility excess idle cash exists on hand.
-2-
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WI&AMAM pal-- AN PAM t A.. A -"I
Zxhibit M--3. A�p ication for Federal Assistance
(w nconstxvc - ams )
f'R�'•' 6, ON& Cerod ' f- 0�
(Page 1 of 13)
-3-
o �
01 OFFICE OF THE GOVERNOR
MARK WHITE
GOVERNOR P ��1� fv�Q.•
May 14, 1984
Mr. Jerry Casstevens, Executive Director
South Plains Association of Governments
P.O. Box 2787
Lubbock, Texas 79408
Dear Jerry:
The application of the South Plains Association of Governments for
Governor's Office, Criminal Justice Division, grant assistance in the
amount of $46,572, titled "Regional Crime Prevention Program", has been
reviewed by the Governor's Planning Office. Your State Application
Identifier number is 4-05-50-026.
This application is addressing crime prevention issues which is a
priority of Governor white's and appears to effectively serve neigh-
borhoods within your region.
The Governor's Planning Office appreciates the opportunity to review
this application. If we can be of assistance during the grant process,
please let us know.
Sincerely,
OeonpWillhite, Coordinator
Regional Planning/TRACS Section
Governor's Planning Office
dfm
cc: Governor's Office, Criminal Justice Oivis.ion
-4 -
SAM HOUSTON BUILDING P. O. BOX 13561 AUST
tr
nM, •eerar.l No. 90-Ro1Sh
PART III - BUDGET INFORMATION
SECTIOM A - BUDGET SUMMARY
6.00 r•A1�
I..�IIM
•
MthN,
I•IM•1
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(: N1-w•,1 Yw►11,1••� /•.tt
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N•+./•1.••1
I
I.1•••1
mot.
N.-1.1.•.1
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1••.1
S. TOTALS
S
SECTIOM B - BUDGET CATEGORIES
i. 00114 C11i1, C,Itt,rill
6.1. /•.r•., fwrt•• •• at..•iq
t...i
tt A01
. P1t,o111i11
s
i
s
s
s
�. /tml, Benetlh ..
G Tr"
a Eoent
2,115.00
_
2,115.00
1. s�ovlla '
t. Celtr,hbr
17,613.00
17,613.00
. c,llWW WR
I. Tar OiW ChxM
199728.00
19 , 728.00
795.00
1
7 5.00
k. TOTALS
$20,523.00
i
s
s
s 20,523.00
I, pmv n Mom
i
i
S
is
i
Exhibit M-3. Application for Federal Assistance (Nonconstruction Programs)
(Page 7 of 13)
6
od A►►rw.i a.. •0-10114
SECTION C — NON-FEDERAL RESOURCES
(.)0t.wt P.or...
(161 APPLICANT
(t) STATE
(•) OTNER SOURCES
1.1 TOTALS
•
-
s
-T�,4.bb
s 1 057.00
s 20 523.0
12. TOTALS
sF1
9,46
Is 1 M.00
Is 20,523.00
SECTION D — FORECASTED CASH NEEDS
13 F.h.d
Tad low It/ Tom.
lot O.Wt.t
?w1 Ov"WM
3.4 0..0.90.
tM Ova...
s
14 14904.F.1.t.1
IS• TOTAL
S.
is
s
S
SECTION E — BUDGET ESTIMATES OF FEDERAL FUNDS NEEDED FOR BALANCE OF THE PROJECT
FUTURE FUNDING ►ERIOOS ITEARs1
I►1 FIRST
(tl SECOND
a1 THIRD
(.) FOURTH
1•.
S
q.
u.
1r.
_
20. TOTAL:
S
SECTION F — OTHER BUDGET INFORMATION
(AN.th o44W.w l $%..1t M Nte...t.r1
21 DI►.ttCl.t.r.t:
21 I-abttt Chwe..:
$17,613.00 -
2,115.00 -
795.00
The City of
Contractual Services
Equipment
Lubbock is the source of matching funds.
a'
PART IV PROGRAM NARRATIVE (Attach per instruction)
Exhibit M-3. Application for Pederal Assistance (Nonconstruction Programs)
r— n .- e It -%
• Suggested Format Attachment Al
Other Budget Information Part III
Governor's Criminal Justice Division Section F
Line 21
RUDGE'I' NARRATIVE
Begin below and add as many continuation pages following each schedule (Al. BI. etc.) as may be needed to
explain each item of the project budget. Narrative should include explanation of the basis for arriving at the
cost of each item including grantee contribution items.
SCHEDULE A
PERSONNEL
1. Direct Salaries
BUDGET
% OF TIME
TO THIS CJ LOCAL CASH
TITLE OR POSITION 1 PROJEG'T 2 REQUEST CONTRIBUTION TOTALS
(A) Patrolman 580 hrs. at 10.49 S 6,084 S -0- S 6,084
(B1 S S S
(E) S S S
(E) S S S
(G) S S S
(H) S $ S
(n S s S
(J) s s s
TOTAL DIRECT SALARIES $ 6,084' S -0- S 6,084
2. Fringe Benefits
FICA 7 b $ 426 S $ 496
RETIREMENT7.22% S 419 S S 439
INSURANCE 1% S S S
OTHER (EXPLAIN) ~---_------_- S
Workman Comp. 2.6%� $ 158 $ 158
tongetivety 3.5% $ 213 $ 213
TOTAL FRINGE BEN EFITS 2[) $ 1 -235 S S 1.236
TOTAL BUDGET PERSONNEL $ 7.320 $ -0- $ 7,320
1. Include only one tx►sitiun per line.
2. Express as a percent. of total time (2080 hrs).
3. Should reflect eniployee.s gross amival salary attributable to the project.
Narrative: BRIEFLY DESCRIRFTliE DUTIES OR RESPONSIBILITIES OF EACH POSITION.
• SuggesLed Format
Other Budget Information Attachment b1
Part I I I
Governor's Criminal Justice Division Section F
Line 21
SCI(EIMIA, B
PROFESSIONAL AND CONTRACTUAL SERVICES
CJ LOCAL CASH
REQUEST • CONTRIBUTION TOTAL
(A) Salary and Fringe Benefit $ 7,320.00 S -0- S 7,320.00
(B) In -State Travel
$ 840.00
$ -0-
$ 840.00
(C) Supplies and Direct Op: Exp.
$ 9,453.00
S -0-
$ 9,453.00
(D)
$
$
$
(E)
$
$
$
(F)
$
$
$
(G)
$
$
$
(H)
$
$
$
TOTAL BUDGETED PROFESSIONAL
CONTRACTUAL SERVICES $17,613.00 $ -0- $ 17,613.00
Narrative; Briefly describe any anticipated contractual arrangement and work products expected. The basis
of cost must be reflected.
Contract with Lubbock Police Department to carry out the terms of the project
MM
BUDGET NARRATIVE
THE LUBBOCK POLICE DEPARTMENT
Designed to incorporate Crime Prevention Methods in the 15 county area
covered by the South Plains Association of Governments.
This plan includes sending three Police Patrolmen to Southwest Texas
State University at San Marcos, Texas for an 80 hour school in Crime Prevention.
This course will enable these officers to instruct area Law Enforcement in Crime
Prevention techniques. They will also be utilized in helping these counties and
cities set their own programs into action.
The goal of this plan is to reduce crime in the 15 county area by incorpor-
ating Crime Prevention methods such as Neighborhood Watch, Operation Identifica-
tion, Security Surveys, etc.
CRIME PREVENTION TRAINING
Seven seminars, each requiring 16 hours. These will utilize two officers
allowing 20 hours, each to include preparation and driving time.
280 Hours at $10.49 $2,937.20
time.
Fringe Benefits -it 20.32% $ 596.84
1050 Miles at 18t per mile $ 189.00
Meals (2 officers at $15,per day $ 420.00
for 14 days)
ASSISTING OTHER AGENCIES SET UP WATCH GROUPS AS NECESSARY AND OFFERING
ADDED EXPERTISE IN OTHER CRIME PREVENTION FIELDS.
60 Meetings with one officer. Two hours per meeting and three hours travel
Wages, 300 hours at $10.49 per hour $3,147.00
Fringe Benefits $ 639.47
Miles to and from meetings, 9,000 at
18¢ per mile $1,620.00
im
Suggested 1• ormal
Other Budget lnfor. n
Governor's Criminal Justice Division
SCIIEDULE C
TRAVEL
Attachment h1
Part III
Section F
Line 21
Local Travel: LOCAL.
MILES TIi AVVLED CJ CASH
PDSITIONITITI E ANNUALLY __ UR UEST CONTRIBUTION T-UTAL
(A) S $ s
(B) s s s
(D)--
(E) _ S S S _
(F) $ s s
(G) S S S
(H) $ $ S
(I) $ S S
U) S S S
TOTAL LOCAL TRAVEL $ -0- S -0- S -0-
'ATE TRAVEL:
Crime Prevention School. San Marcos S S _S
tuition 80 hour course, 3 officers S 420.00 S -0- S 420.00
' -
meals for officers presenting 20 hour S S S
training courses in region $ 420.00 S -0- S 420.00
IN -STATE TRAVEL TO'1'Al, _ S 840.00 S -0- S 840.00
$ —S S
OUT-OF-STATE TRAVEL: (Stiecifv Clearly) $ -0= $ -0- $ -0-
.
-- $----s-- -----_ S
ouT_Of.."I'A�fF
$. -0- $ -0- S -0-
TOTAL TItAVEI. Bout;1•:j_— _ -- —_-- 840.00 _ S -0- -__Sy _-_840.00
Narrative: Briefly describe the applicant's travel Ix►lii-y (i.e. mileage rates and per diem rates) and specify
purlx►Ws (or each item of travel and break out each trip by specific costs.
NOTE: If ix-rumnel are to use L��rsunal vehicles. this budget item should be shown on Schedule C. with a
description of the ageeivy l►olic%, tlefinitig surb usage. If persminel are to use a=igy vehicles. this
budget item should be shown on Schedule F. with the hasis for budgeted costs identified.
-10-
5ubgestt-d !'urinal
• Attachment M
Other Budget Information Part III
Governor's Criminal Justice Division Section F
Line 21
SCHEDULE D
EQUIPMENT PURCHASES_ CA AL
Ci SH
Equipment Name or Description/QUANTITY REQUEST CONTRIBUTION TOTAL
(Al 16m
Projector
S 250 S
250
$ 500.00
(B) Slide
Projector
$ 1.25 S
125
S 250.00
(C) film,
Crime at home & what to do
S 217 S
218
S 435.00
(DI Film,
Security survey for business
S 98 S
97
5 195.00
(El Film,
Check Fraud
S 192.505
192.50
S 385.00
(Fl Film,
Rural Crime
S 175 S
175
S 350.00
(H)
S
N)
S S S
W
s s s
S S
(lei) S S S
TOTAL S 1,057.505 1.057.50 5
1. Minimum of 5096 local cash contribution required for all purchases.
Narrative: Describe the basis for arriving at the cost of each line item.
SCHEDULE E
CONSTRUCTION
ACTIVITY 1 FACILITY
(A) S S $
(B) S S S
(C) S S S
(D)
(F) 5 S S
I. State whether request is for construction or renovation. Renovation or $5.000 or less should be budge
under Category F, "Supplies and Direct Operating Expenses".
Narrative: DESCRIBE THE BASIS FOR ARRIVING AT THE COST OF EACH LINE ITEM.
S=,"
Suggesteki
Other Budget Information Attachment M
Part I I I
Governor's Criminal Justice Division Section F
SCHEDULE F Line 21
SUPPLIES & DIRECT OPERATING EXPENSE.
Directly Charged Supplies & Other Operating Costs
CJ
REQUEST
LOCAL,
CASH
CONTRIBUTION TOTAL
(A) 12,000
Neighborhood Watch Stickers
S 1,176.00 S
$ 1,176.00
(p) 12,000
Crime Eye Stickers
S -840.00 S
g 840.00
(C) 12,000
Operation Identification Brochures
828.00 S
S 828.00
(D) 12,000
Neighborhood Watch Brochures__
s - 720.00 S
S 720.00
(E) 300 Engravers
at $8.00 each
S 2,400.00 $
S 2,400.00
(F1 Office
Supplies
S 960.00 S
S 960.00
(c1 Telephone
S 720.00 S
S 720.00
(H) Use of
City Vehicle
S 1,809.00 S
S 1,809.00
S S S
(J) S S S
LM) S S S
TOTAL DIRECT SUPPLIES a COSH'S S 9.453.00 S -0- S 9.453.0
Narrative: Describe the basis for arriving at the cost of each line item.
SCHEDULE G
IREX CJ LOCAL CASH
!tl?i�I�I:ST CONTRIBUTION TOTAL
(A) Indirect Costs Per Approved Cost AllocationnMap $ 795.00 _-�_ -0- g 795.00
NOTE: Indirect costs are authurizt-d in an amount nut to vxceed the computation in Appendix A, 19F
Criminal Justice flan for 'Texas, or as authorized per your approved cost allocat
plan.
-12-
J
PART IV. PROGRAM NARRATIVE. The following suggested format is provided for use W
applications for criminal justice funds. For specifi
detail see Instructions, Part IV, Program Narrative.
Attachment M, "Uniform Grant & Contract Management
Standards".
1. OBJECTIVES AND NEED FOR THIS ASSISTANCE. Brief and concise summary of the
background and nature of the problem. Include specific data and cite sources
According to the Criminal Justice State Plan for 1985, Lubbock has the
5th..h_ighest.crime.rate. and the..4th_b_ighest'.property. crime. -rate -for the. .
State of Texas. The South Plains Association of Governments region
covers a 15 county area in which only 2 counties have population of
over 25,000. As a result 166,584 residents of the region live in communities
which are not eligible due to population requirements to apply for CJO
supported crime prevention units.
2. RESULTS OR BENEFITS EXPECTED. Brief and concise narrative of the overall
purpose of the project, or what is expected to be accomplished by the projec
Increased citizen involvement, education, and support are the expected
results. Technical assistance and supplies would be available to regional
county and city law enforcement departments for programs such as Neighborhood
Watch, Operation Identification, Security Surveys, etc., The ultimate goal
is the decrease in property crimes.
-13-
Part Iv (continued)
3. APPROACH.
a. Statement of tafks involved in producing the results or benefits
expected.
The South Plains Association of Governmens will contract with the City of
Lubbock to provide the regional crime prevention program. The city has an
existing crime prevention unit previously funded through a Criminal Justice
- grant. 'The program has demonstrated tremendous success, therefore, SPAG
has elected to contract with it for its expertise. Lubbock Police Department
will utilize three Patrolmen who will initially receive 80 hours of training
at Southwest Texas State University in San Marcos. The three officers will
instruct regional law enforcement personnel in crime prevention techniques
and will assist with establishing crime prevention programs.
b. Accomplishments or goals. See general instructions. As an aid in
completing this item please note the suggested format for itemizing
or quantifying this data on the Indicators of Goal.Achievement (suggeste(
format attached). The indicators should conform to the performance
indicators outlined in the appropriate program description in the
Criminal Justice Plan.
Refer to Indicators of Goal Achievement, Attachment M, Part Iv - 36.
C. Data. See general instructions. Also this section can be used to -
explain or clarify "Indicators of Goal Achievement" if this format
is used by the applicant.
-14-
Part IV (continued)
r.`
d. Other efforts. See general instructions. Specifically identify
other agencies whose support, cooperation, or referrals are
necessary for success of this project, and attached working
agreements, if any, with such agencies. Also, explain relationship
between this project and other related grant projects, if any, operated
by the grantee. If this project was previously funded through another
source please list the funding agency, date funding commenced, total
amount of funding and summary of evaluation or progress reports.
The City of Lubbock..wi.l l _uti 1 ize i.ts . Crime.preyention expertise_ throughout
the region. Letters of support and cooperation from city and county government
are attached. SPAG, as the grantee, will closely monitor the program so that
the City of Lubbock adheres to the statement of work included within the contra
4. GEOGRAPHIC LOCATION. If project operations or results extend beyond the
ep" territorial jurisdiction of the applicant, or cover an area not readily
identifiable by the applicant's name, describe.
N/A
5. ADDITIONAL INFORMATION. See general instructions.
-15-
• Suggested Format
INDICATORS OF GOAL ACHIEVEMENT
PROJECT START DATE_
�s
Attachment M '
Part IV-3b '
Grantee Name, Address. and Telephone Grant Number Report Required QUARTERLY FINAL
(Circle one)
South Plains Association of Report Period
Governments •Grant Title -BeJnn Crime
P.O. Box 2787 Prevgtiop Unjt Date
Lubbock, Texas 79408
(806) 762-8721 Prefect Director •
•Indicator
*Current
Annual Level
At Time
of Application
*Projected
Numerical Goal
By End of
Grant -Period
PERIODIC PROGRESS REPORTING -- NOT CUMULATIVE
Actual
End of
Grant Period
Totals
01
Q2
Q3
I
InA
M1
M2
M3
M4
MS
M6
M7
M8
M9
M10
M11
Ml
Number of personnel on Crime
PrCygntion Staff
Number of hours of Crime Prevention
Tralning regelyed hy staff
0
24
Number of training programs in which
regional -crime
Number of contact hours of crime
peevention tcaining presented in
citizen involvement programs
0
120
Number of public education programs in
which staff
Number of radio and television public
Number of agencies involved n crime
Pro' ect Director's initial
Grant Manager's Review
_
._ . ....
_..
A RESOLUTION
WHEREAS, the=Criminal Justice Division of the Governor's Office has
emphasized programs which enhance citizen involvement in crime pre-
vention efforts, and;
WHEREAS, the Criminal Justice Division of the Governor's Office may
provide funds for the establishment and administration of regional
crime prevention units to work cooperatively with regional entities
which have a population of less than 25,000;
NOW, THEREFORE, BE IT RESOLVED:
1. That the administrative staff of the South Plains Association
of Governments prepare and transmit to the Criminal Justice
Division of the Governor's Office an application for $19,466.
2. That the Executive Director of SPAG be authorized to execute
documents so administratively required by the Criminal
Justice application process.
DULY adopted by the Board of Directors of the South Plains Association
of Governments on June 12, 1984.
0. Casstevens
tive Director
i
Henry Ri President
South PI
ns Association'of Governments
-17-
CITY OF LUBBOCK
LUBBOCK, TEXAS
OFFICE OF CITY MANAGER
June 13, 1984
Sgt. Bennie Ussery
Lubbock Police Department
Crime Prevention Unit
P.O. Box 2000
Lubbock, Texas 79457
Dear Bennie:
The City of Lubbock, In the past, has charged 18t a mile on all grants
for.the use of City vehicles.
This amount covers the cost of both maintenance and supplies. The city
also provides its employees a maximum $15.00 per day per them for food
expenses while on out of town travel.
Please let me know if I' could be of any additional assistance.
Sincerely,
6� VjLW
Rickey 'Chi iders
Assistant to the City Manage,
(806)762-6411