HomeMy WebLinkAbout26-10 RESOLUTIONRESOLUTION NO. 26-10
A RESOLUTION AUTHORIZING ACCEPTANCE OF A GRANT FROM THE
ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION TO
HOST THE 2010 UNDERAGE DRINKING PREVENTION CONFERENCE
AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF
$35,115.00 TO RECOGNIZE THE REVENUE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes
acceptance of a grant from the Arkansas Department of Finance and Administration to host the
2010 Underage Drinking Prevention Conference and approves a budget adjustment in the
amount of $35,115.00 to recognize the revenue. A copy of the budget adjustment, marked
Exhibit "A," is attached hereto and made a part hereof
PASSED and APPROVED this 2nd day of February, 2010.
ATTEST:
SOND
(hAdn,e) mit- tit)
Greg Tabor
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
2/2/2010
City Council Meeting Date
Agenda Items Only
Police
Division
Action Required:
Police
Department
Acceptance of a grant from the Arkansas Department of Finance and Administration to host the 2010 Arkansas
Underage Drinking Prevention Conference and approval of a budget adjustment in the amount of $35,115.
35,115.00
Cost of this request
1010-2920-5315.00
Account Number
07036-0910
Project Number
Budgeted Item
UDPC Conference
Program Category / Project Name
Grant
Funds Used to Date Program / Project Category Name
General
Remaining Balance Fund Name
Budget Adjustment Attached
X
Depart r-,�► •��:,
7eet.7(..
City ttorney
Previous Ordinance or Resolution #
Date
Original Contract Date:
/.- [ ' !/ 0 Original Contract Number:
Date
-t9 .Zorn
Date
/Thdo
Date
ate
Finance an
Internal Services Director
r
Comments:
Revised January 15, 2009
aye
evl e
ARKANSAS
Departmental Correspondence
Fayetteville Police Department
100-A West Rock
Fayetteville, AR 72701
Telephone: (479) 587-3555
Fax: (479) 587-3563
To: Mayor Lioneld Jordan and members of the City Council
From: Greg Tabor, Chief of Police`
Date: January 15, 2010
2010 Underage Drinking Prevention Conference Grant
Re:
Recommendation
Staff recommends acceptance of the 2010 Arkansas Underage Drinking Prevention Conference
grant and approval of a budget adjustment in the amount of $35,115.
Background
Underage drinking is a problem, not just in Fayetteville, but also throughout the entire state.
2010 will be the third year that the Fayetteville Police Department has hosted this conference.
The Fayetteville Police Department has been a leading enforcement agency on underage drinking
prevention through our education/enforcement practices and participation in the National
Underage Drinking Prevention Conference and is one of two law enforcement agencies in the
state to have ever attended these conferences. Historically, this conference has encouraged the
exchange of ideas and has led to the implementation of some new enforcement strategies to help
combat underage drinking.
Discussion
The Fayetteville Police Department will host the third annual Arkansas Underage Drinking
Prevention Conference with assistance of the Arkansas Alcoholic Beverage Control Enforcement
Office, the Pacific Institute of Research and Evaluation (PIRE), and Mothers Against Drunk
Drivers (MADD). We are anticipating approximately 150 participants to register and attend this
two and one half day conference to be held April 29 through May 1 at the Cosmopolitan Hotel
on the Fayetteville Square.
Budget Impact
This is a reimbursement grant funded through the Arkansas Department of Finance and
Administration in the amount of $35,115. No matching funds are required.
RESOLUTION NO.
A RESOLUTION AUTHORIZING ACCEPTANGE OF A GRANT
FROM THE ARKANSAS DEPARTMENT OF FINANCE AND
ADMINISTRATION TO HOST THE 2010 UNDERAGE DRINKING
PREVENTION CONFERENCE AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF $35,115.00 TO RECOGNIZE
THE REVENUE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes
acceptance of a grant from the Arkansas Department of Finance and Administration to host the
2010 Underage Drinking Prevention Conference and approves a budget adjustment in the
amount of $35,115.00 to recognize the revenue. A copy of the budget adjustment, marked
Exhibit "A," is attached hereto and made a part hereof
PASSED and APPROVED this 2nd day of February, 2010.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
(1/5/2010) Willie Newman - Fwd: FW: Underage Drinkin Prevention Conference Grant Pro osal Pa e
From:
To:
Date:
Subject:
Attachments:
Rick Crisman
Newman, Willie
1/5/2010 10:02 AM
Fwd: FW: Underage Drinking Prevention Conference Grant Proposal
2010 Conference Budget.xls; Grant app..doc
Cpl. Rick Crisman
Community Policing Division
Fayetteville Police Department
100-A W. Rock St.
Fayetteville, AR 72701
(479) 575-8341
rcrisman@ci.fayetteville.ar.us
TDD(Telecommunications Device for the Deaf): 479/521-1316
»> 'Doris Smith" <Doris.Smith@dfa.arkansas.gov> 1/5/2010 9:57 am »>
Good morning Rick:
Your proposal is approved. Please notify me of the planned 2010 dates so
I can schedule accordingly. Thank you.
Doris Smith
Assistant Administrator
DFA Office of Intergovernmental Services
(501)682-5260
doris.smith@dfa.arka nsas.gov
Original Message
From: Sheila Coffman -Bunting
Sent: Tuesday, January 05, 2010 9:45 AM
To: Doris Smith
Subject: FW: Underage Drinking Prevention Conference Grant Proposal
Sheila Coffman -Bunting
Intergovernmental Services
682-5244
Original Message
From: Rick Crisman fmailto:rcrisman@ci.favetteville.ar.usj
Sent: Monday, November 23, 2009 12:40 PM
To: Doris Smith; Sheila Coffman -Bunting
Subject: Underage Drinking Prevention Conference Grant Proposal
Here is the proposal. Call me if you need me to send a hard copy as
well.
Cpl. Rick Crisman
Community Policing Division
Fayetteville Police Department
100-A W. Rock St.
Fayetteville, AR 72701
(479) 575-8341
rcrisman@ci.fayettevi I le.ar. us
TDD(Telecommunications Device for the Deaf): 479/521-1316
Fayetteville Police Department
2010 Office of Juvenile Justice Delinquency Prevention Grant
Arkansas Underage Drinking Prevention Conference
Budget Narrative
Fayetteville Police Department
TABLE OF CONTENTS
Meeting Space Page 1
Food and Beverage Page 2
Registration Cost Page 3
Presenters, Printing, Measurement, Accountability Page 4
Summary . Page 5
Fayetteville Police Department
Meeting Space
The Fayetteville Police Department seeks to host the third Arkansas Underage Drinking
Prevention Conference with the assistance of this grant, the Arkansas Alcoholic Beverage
Control Enforcement Office, the Pacific Institute of Research and Evaluation (P.I.R.E.),
and Mothers Against Drunk Driving (M.A.D.D.). We are anticipating approximately 150
participants to register and attend this two and one half day conference to be held at the
Cosmopolitan Hotel in Fayetteville, Arkansas, April 29th — May 1St. We are targeting
Arkansas law enforcement as our primary audience. We are expecting 25 staff/ volunteer
members to participate in the training over the course of the conference. The venue we
have selected allows us the space to house and train the numbers we are expecting. There
will be no need for participants or staff to travel offsite for any portion of the training,
except alcohol compliance checks (limited number and sign up in advance).
We have arranged for ballrooms to accommodate at least 175 people for the conference
opening and three lunches. The total cost of the four ballrooms is $450.00 including
taxes. We also have arranged for five workshop rooms with a maximum occupancy of 30
persons each for all three days. This will provide us with 35 opportunities to present
conference related materials. This should allow all attendees to have an opportunity to
visit the workshops they want to see. The total cost of the workshop rooms is $750.00.
-1-
Fayetteville Police Department
Food and Beverages
This is our single largest expense for the conference. We are planning to provide three
lunches and five refreshment breaks during the course of the conference. We expect to
feed 175 people at each lunch seating by means of a buffet set up in a ballroom within the
hotel. The buffets will be fully equipped and set up for our lunch time breaks with
keynote speakers. The dining tables will be white tablecloth rounds with seating for eight
and a head table for speakers. Our cost for each daily lunch seating is $3,920.67
including all applicable taxes and service charges. Our combined lunch costs are
$11,762.01.
We have also requested the five breaks be strategically divided over the conference to
provide refreshments to staff and participants. Each break will vary in price depending
on the selection of items to be served. (Day 1)Break #1 is $462.06, Break #2 is $381.82,
and Coffee/Soda/Water is $420.56. (Day 2) Break #3 is $462.06, Break #4 is $381.82,
Coffee/Soda/Water is $420.56. (Day 3) Break #5 is $462.06 and Coffee is $165.08. The
food items selected are designed to feed approximately 175 people per break. The total
pricing for our break food and drink is $3,156.02.
Our combined food cost is $14,918.03. Please refer to the budget document for a detailed
description. We can provide the breakdown of food to be served during lunches and at
the breaks, if that is desired.
Guests will be responsible for all meals outside of the ones provided through this grant.
The guest room rates are $89.00 per night for single or double occupancy without
breakfast. A continental breakfast is available for an additional $8.95 per person per day
with the purchase of your room. These fees do not include taxes.
We plan to build in some special event opportunities for our staff and guests over the
course of the conference that will be fun and should allow for some networking and
teambuilding opportunities.
-2-
Fayetteville Police Department
Registration Costs
We have anticipated the need for 150 registration packets to provide to our guests at this
conference. We also have anticipated the need for packets for our staff and volunteers so
they can be easily recognized and identified by our guests. The cost incurred for the
registration packets is $2,900.59 including taxes and setup fees. The packets will include
a conference tote bag, a conference flashlight, a conference lanyard and Conference
Notebook and pen. I have included the breakdown of cost on the attached budget
document.
We are requesting all staff and volunteers receive an Arkansas Underage Drinking
Prevention Conference shirt to identify them as staff. We estimated we will need 40
shirts at $30.00 each for cost of $1,311.00 including tax and setup fees.
The total cost for the registration items is $4,211.59 including tax. Please refer to the
budget document for an itemized list.
-3-
Fayetteville Police Department
Presenters
We are requesting the Pacific Institute of Research and Evaluation (P.I.R.E.) to assist us
with some Nationally recognized speakers on relevant topics for this conference. We
have 13 guest rooms within the host hotel that can be used for their lodging. We are
requesting grant assistance for round trip airfare for some of the speakers. The cost are
estimates for seven roundtrip airfare tickets at $1,000.00 each. The guest room rates are
$100.79 per night for single or double occupancy taxes included without breakfast. The
total estimated cost for our presenters is $11,535.55.
Printing
We have established there will be some printing needs for this conference including
professionally designed conference programs, conference banners, conference workshop
signs and conference table skirts. These are all items we will have to outsource for
design and application. We are requesting 200 conference programs for our guest
registration packets and staff at $2,294.25 and 20 conference workshop signs at $655.50.
Our total cost for the printed items is estimated at $2,949.75 including tax and setup fees.
Measurement
We will be able to measure our success by evaluating the number of law enforcement
officers trained. We also hope to have this training certified through Arkansas Law
Enforcement Standard and Training so officers may receive training credit hours.
Accountability
The Fayetteville Police Department will be accountable through the Community Policing
Division for organizing this conference with the assistance of our partnering sponsors.
We will have all deliverables submitted within a timely manner to the grant
administrator.
-4-
Fayetteville Police Department
Summary
Our grand total requested through this grant is $35,114.92. This budget narrative mirrors
the budget document we have prepared in excel format for you. Please let us know if you
require any additional details as you read through these documents. We look forward to
hearing from you in the near future as to the next steps required in this process. Please be
aware we have made our best attempts to estimate attendance and costs but they are only
estimates. If awarded this grant, we can certainly make arrangements to limit our
registration and keep our numbers manageable. We assume this grant will be for
reimbursable dollars, which means we will be responsible for the outlay of money for the
conference. We will need some assurances in writing that we will receive these
reimbursable dollars in a timely manner so we can satisfy our budgetary needs. We have
done our best to try and foresee all needs and costs for this conference. Please let us
know if you discover things that should be included that we may have overlooked.
Arkansas
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Cosmopolitan Hotel
70 N. East Ave.
Fayetteville, AR 72701
Vendor Area
Total
$100.00
$500.00
15 Minute Break #4
Vendor Area
Total
$100.00
$500.00
Vendor Area
Total
Category Total
$100.00
$500.00
$1,500.00
Cosmopolitan Hotel
70 N. East Ave.
Fayetteville, AR 72701
offee/Soda/UY`
1 a Minute Brea
15 Minute Brea,
Coffee/SodaI E
15 Minute Brea
1°5 Minute Bre
Coffee
Minute Bre,
$420:56
$462.06
381.82
420.56
462.06
381.82
1.65.08
$462.06
Ree istration Packet.
Cosmopolitan Hotel
70 N. East Ave.
Fayetteville, AR 72701
Quantit
u,nIt Lost
Setu a Fee
Subtotalg
Cost
Conference Notebook w/pen
Conference Lanyard
Conference flashlight
Conference Tote
180
180
180
180
$3.75 $30.00
$705.00
$1.50 $0.00 $270.00
$4.50 $30.00 $840.00
$4.50 $30.00
$65.21 $770.21
$24.98 $294.98
$77.70 $917.70
$77.70 $917.70
Total
Presenter/Staff,'Packet ,
Conference Shirt:
30:00"
Total
Category Total
$1,311.00
$4,211.59
Arkansas
Underage
Drinking
Prevention
Conference
Cosmopolitan Hotel
70 N. East Ave.
Fayetteville, AR 72701
Cosmopolitan Hotel
70 N. East Ave.
Fayetteville, AR 72701
STATE OF ARKANSAS OFFICE OFINTERGOVERNMENTAL SERVICES
January 11, 2010
Department of Finance
and Administration
Notification of Award
1515 West Seventh Street, Suite 400
Post Office Box 8031
Little Rock, Arkansas 72203-8031
Phone: (501) 682-1074
Fax: (501) 682-5206
http://www.a rka nsas. g ov/dfa/i gs
FY 2010 Enforcing the Underage Drinking Laws (EUDL) Grant
EUDL # 2007 -AH -FX -0030 State Conference -Fayetteville Police Department
Fayetteville Police Department -Arkansas Underage Drinking Prevention Conference
Dear Chief Greg Tabor:
The Arkansas Department of Finance and Administration, Office of Intergovernmental Services
(DFA -IGS) is pleased to inform that your proposal for funding through the EUDL Program has
been approved in the amount of $35,114.92. The award period will run from January 1, 2010 to
May31,2010.
Award Acceptance
Receipt of the award is contingent on the following:
a. All Attachments must be signed (in blue ink) by your Authorized Official (agency head)
and returned to DFA -IGS by January 19.
1) Attachment 1 (acknowledgement and acceptance)
2) Attachment 2 (approved itemized budget)
3) Contact information for your designated Agent who will manage the mini -grant
and for at least one additional alternate contact must also be provided in
Attachment 1.
4) Attachment 3 (certifications regarding lobbying)
5) Attachment 4 (certification regarding debarment)
6) Attachment 5 (assurances)
7) Attachment 6 (contract and grant disclosure/certification form)
Acceptance of the award indicates the Authorized Official's:
a. Acknowledgement that the requirements for this award and all Attachments are
understood and accepted.
b. Agreement with the terms and conditions contained herein.
c. Acceptance of and agreement to comply with federal and state laws and requirements
governing the EUDL grant. [Office of Justice Programs Financial Guide may be
accessed via the internet at [http://www.ojp.usdoj.gov/financialguide/index.htm
d. Understanding that all costs are reimbursement only. Actual cost must be paid by
grantee prior to requesting reimbursement.
Reporting Reauirements
Reimbursement requests are due monthly no later than the 5th of the month and a final
reimbursement request is due no later than June 5, 2010. Quarterly progress reports are due by:
April 6, 2010 and June 5, 2010.
Failure to submit these reports by the deadline may result in a cancellation of this award or only
partial reimbursement. A report is required even if no activities were performed within the
reporting period.
Reimbursement will be issued only for the specific items and services indicated in the approved
budget. To ensure full reimbursement, detailed receipts must be attached to the reimbursement
request. To receive reimbursement for promotional items, copies or samples must be submitted
with the reimbursement request. One original (signed in blue ink) and an electronic version of the
monthly and quarterly reports must be submitted.
Mail original report to:
Parunta Brown
DFA Office of Intergovernmental Services
1515 West 7th Street, Suite 400
PO Box 8031
Little Rock, Arkansas 72201-8031
Submit electronic copy to parunta.brown (a dfa.arkansas.gov
DFA-IGS Acknowledgement
Monthly reimbursement and Quarterly progress report forms will be provided to mini -grant recipient
upon DFA-IGS receipt of Attachments 1 through 5.
Terms and Conditions
a) The Mini -grant Recipient shall not discriminate against any participant in the
performance of this award because of race, creed, color, disability, national origin,
sex, religion or marital status.
b) Expenditures will be reimbursed in accordance with the approved budget.
c) Reimbursement Invoices will be submitted by the 5th of each month for expenditures
made in the previous month.
d) Final request for reimbursement will be submitted by June 5, 2010.
e) Quarterly Progress Reports will be submitted by the 5th or 6th day of the following
month after the quarter's end: April 6, 2010 and June 5, 2010.
f) Minors will be compensated at a rate of pay no higher than $10.00 per hour.*
g) Officers will be compensated at a rate of pay no higher than $25.00 per hour.
Officers will not be compensated for court time.*
h) Compensation for mileage will be reimbursed at $.42 cents a mile (or highest rate
approved by the State).*
*Items reimbursed only if they are in the approved budget.
DFA-IGS Contact
Should you have any questions or concerns throughout your grant period, please contact Parunta
Brown at: (501) 682-3766 or by email at parunta.brown(a,dfa.arkansas.gov.
Congratulations once again on your award.
Sincerely,
.77
Doris Smith
Assistant Administrator
DFA Office of Intergovernmental Services
Mail completed documents (Attachments 1 through 5) to:
Parunta Brown
DFA Office of Intergovernmental Services
1515 West 7th Street, Suite 400
PO Box 8031
Little Rock, Arkansas 72201-8031
Attachment 1
Grantee Acknowledgement of EUDL Grant Requirements
and Restrictions
I, Greg Tabor , agency head for Fayetteville Police Department
acknowledge the specific requirements outlined in the Notification ofAward
I will ensure the timely submission of all reports and will ensure the reimbursement requests are
submitted only for qualified expenses and for only the approved amounts as outlined in the
Approved Budget.
Contact Information: 100-a W. Rock St., Fayetteville, AR 72701
Greg Tabor
Agency Head- Printed Name
Signature
Chief of Police
Title
Date
Authorized Agent/Award Manager contact information:
Name: Bill Phelan Title: Sargeant, COP Office
Phone: 479-587-3580
Other: bphelan a@cilfayetteville.ar.us
Alternate Person contact information: (at least one required)
Name: Rick Crisman Title: Corporal, COP Office
Phone: 479-575-8341
Other: rcrismanc ci.fayetteville.ar.us
Name:
Phone:
Other:
Title:
ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION
OFFICE OF INTERGOVERNMENTAL SERVICES
ENFORCING UNDERAGE DRINKING LAWS
MINI -GRANT BUDGET SPREADSHEET
Underage Drinking Prevention Conference
Individual Line Item (amounts)
Printed Materials
$2,949.75
Vendor Area
$1,500.00
Refreshments
$3,156.02
Lunch/Keynote
$11,762.01
Registration Packet
$2,900.59
Presenter/Staff Packet
$1,311.00
Presenter Travel
$11,535.55
TOTAL CATEGORY AMOUNT $35,114.92
TOTAL OF ALL CATEGORY AMOUNTS $35,114.92
Greg Tabor, Chief of Police
Agency Head -Printed Name
Signatu
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions
(Sub -Recipient)
This certification is required by the regulatioons implementing Executive Order 12549, Debarment and
Suspension, 28 CFR Part 67, Section 67.510, Participants' responsibilities. The regulations were published as
Part VII of the May 26, 1988 Federal Register (pages 1916019211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its
principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any Federal department of agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this
certificaiton, such prospective participant shall attach an explanation to this proposal.
Greg Tabor, Chief of Police
Name and Title of Authorized Representative
Signature Date
Fayetteville Police Department
Name of Organization
100-a W. Rock St Fayetteville AR 72701
Address of Organization
OJP FORM 4061/1 (REV. 2/89) Previous editions are obsolete
Instructions for Certification
1. By signing and submitting this proposal, the prosective lower tier participant is providing the
certification set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed
when this transaction was entered into. If it is later determined that the prospective lower tier participant
knowingly rendered an erroneous certificaiton, in addition to other remedies available to the Federal
Government, the department or agency with which this transaction originated may pursue available
remedies, including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which
this proposal is submitted if at any time the prospective lower tier participant learns that its certification was
erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transetion," "debarred," "suspended," "ineligible," "lower tier covered
transaction," "participant," "person," "primary covered transaction," "principal," "proposes," and "voluntarily
excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of
rules implementing Executive Order 12549.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed
covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with
a person who is debared, suspended, declared ineligible, or voluntarily excluded from participation in this
covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include
the clause titled, "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion —
Lower Tier Covered Transaction," without modification in all lower tier covered transactions and in all
solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a
lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the
covered transaction, unless it knows that the certification is erroneous. A participant may decide the
method and frequency by which it determines the eligibility of its principals. Each participant may check the
Nonprocurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of
reports in order to render in good faith the certification requred by this clause. The knowledge and
information of a participant Is not required to exceed that which is normally possessed by a prudent person
in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a
covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended,
debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other
remedies available to the Federal Government, the department or agency with which this transaction
originated may pursue available remedies, including suspension and/or debarment.
,sgE 5%,T
ASSURANCES
Yt �
�a 4
The Applicant hereby assures and certifies compliance with all Federal statutes, regulations, policies, guidelines, and requirements, including OMB
Circulars No. A-21, A-87, A -I 10, A-122, A-133; E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements —
28 CFR, Part 66, Common Rule, that govern the application, acceptance and use of Federal funds for this federally assisted project. Also the
Applicant assures and certifies that:
It possesses legal authority to apply for the grant; that a
resolution, motion or similar action has been duly adopted or
passed as an official act of the applicant's governing body,
authorizing the filing of the application, including all
understandings and assurance contained therein, and directing
and authorizing the person identified as the official
representative of the applicant to act in connection with the
application and to provide such additional information as may
be required.
2. It ensures that individuals with limited English proficiency
(LEP) will be provided access to its program and activities.
3. It will comply with requirements of the provisions of the
Uniform Relocation Assistance and Real Property Acquisitions
Act of 1970 (P.L. 91-646) which provides for fair and equitable
treatment of persons displaced as a result of Federal and
federally — assisted programs.
4. It will comply with provisions of Federal law which limit certain
political activities of employees of a State or local unit of
government whose principal employment is in connection with
an activity financed in whole or part by Federal grants or
subgrants. (5 USC 1501, et. seq.)
5. It will comply with the minimum wage and maximum hours
provision of the Federal and State Fair Labor Standards Act if
applicable.
6. It will establish safeguards to prohibit employees from using
their positions for a purpose that is or gives the appearance of
being motivated by a desire for private gain for themselves or
others, particularly those with whom they have family, business,
or other ties.
7. It will give the Department of Finance and Administration, or
the Comptroller General, through any authorized representative,
access to and the right to examine all records, books, papers, or
documents related to the subgrant.
8. It will comply with all requirements imposed by the Federal
sponsoring agency or the Department of Finance and
Administration concerning special requirements of law, program
requirements, and other administrative requirements.
9. It will ensure that the facilities under its ownership, lease or
supervision which shall be utilized in the accomplishment of the
project are not listed on the Environmental Protection Agency's
(EPA) list of Violating Facilities and that it will notify the
Department of Finance and Administration and the Federal
grantor agency of the reciept of any communication from the
Director of the EPA Office of Federal Activities indicating that a
facility to be used in the project is under consideration for listing
by the EPA.
10. It will comply with the flood insurance purchase requirements of
Section 102 (a) of the Flood Disaster Protection Act of 1973,
Public Law 93-234, 87 Stat. 975, approved December 31, 1976,
Section 102 (a) requires, on and after March 2, 1975, the
purchase of flood insurance in communities where such
insurance is available as a condition for the reciept of any
Federal financial assistance for construction or acquisition
purposes for use in any area that has been identified by the
Secretary of the Department of Housing and Urban
Development as an area having special flood hazards. The
phrase "Federal financial assistance" includes any form of loan,
grant, guaranty, insurance payment, rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect
Federal assistance.
11. It will assist the Federal grantor agency in its compliance with
Section 106 of the National Historic Preservation Act of 1966 as
amended (16 USC 470), Executive Order 11593, and the
Archeological and Historical Preservation Act of 1966 (16 USC
569 a-1 et seq.) by (a) consulting with the State Historic
Preservation Officer on the conduct of investigations, as
necessary, to identify properties listed in or eligible for inclusion
in the National Register of Historic Places that are subject to
adverse effects (see 36 CFR Part 800.8) by the activity, and
notifying the Federal grantor agency of the existence of any such
properties, and by (b) complying with all requirements
established by the Federal grantor agency to avoid or mitigate
adverse effects upon such properties.
12. It will comply, and assure the compliance of all its subgrantees
and contractors, with the applicable provisions of Title I of the
Omnibus Crime Control and Safe Streets Act of 1968, as
amended, the Juvenile Justice and Delinquency Prevention Act,
or the Victims of Crime Act, as appropriate; the provisions of
the current edition of the Office of Justice Programs Financial
and Administrative Guide for Grants, M7100.1; and all other
applicable Federal laws, orders, circulars, or regulations.
13. It will comply with the provisions of 28 CFR applicable to
grants and cooperative agreements including Part 18,
Administrative Review Procedure; Part 20 Criminal Justice
Information Systems; Part 22 Confidentiality of Identifiable
Research and Statistical Information; Part 23, Criminal
Intelligence Systems Operating Policies; Part , 30
Intergovernmental Review of Department of Justice Programs
and Activities; Part 42, Nondiscrimination/Equal Employment
Opportunity Policies and Procedures; Part 61, Procedures for
Implementing the National Environmental Policy Act; Part 63,
Floodplain Management and Wetland Protection Procedures;
and Federal laws or regulations applicable to Federal Assistance
Programs.
14. It will comply, and all its contractors, with the
nondiscrimination requirements of the Omnibus Crime Control
and Safe Streets Act of 1968, as amended, 42 USC 3789 (d), or
Victims of Crime Act (as appropriate); Title VI of the Civil
Rights of 1964, as amended; Section 504 of the Rehabilitation
Act of 1973, as amended; Subtitle A, Title II of the Americans
with Disabilities Act (ADA) (1990); Title IX of the Education
Amendments of 1972; the Age Discrimination Act of 1975;
Department of Justice Non -Discrimination Regulations, 28 CFR
Part 42, Subparts C, D, E, and G; and Department of Justice
regulations on disability discrimination, 28 CFR Part 35 and Part
39.
15. In the event a Federal or State court or Federal or State
administrative agency makes a finding of discrimination after a
due process hearing on the grounds of race, color, religion,
national origin, sex, or disability against a recipient of funds,
the recipient will forward a copy of the finding to the
Department of Finance and Administration, Office of
Intergovernmental Services.
16. It will provide an Equal Employment Opportunity Program if
required to maintain one, where the application is for $500,000
or more.
17. It will comply with the provisions of the Coastal Barrier
Resources Act (P.L. 97-348) dated October 19, 1982 (16 USC
3501 et seq.) which prohibits the expenditure of most new
Federal funds within the units of the Coastal Barrier Resources
System.
18. Will comply, as applicable, with provisions of the Hatch Act (5
USC 1501-1508 and 7324-7328) which limits the political
activities of employees whose principal employment activities
are funded in whole or in part with Federal funds.
19. Will cause to be performed the required financial and
compliance audits in accordance with the Single Audit Act
Amendments of 1996 and OMB Circular No. A-133, "Audits of
States, Local Governments, and Non -Profit Organizations" and
Department of Finance and Administration audit requirements.
20. It will have complete and well -organized books, records and
other original documentation relating to any and all subgrant
expenditures, reimbursement or payment claims, reciept of
funds, personnel employed, services rendered, individuals
served, and all other records pertinent to the subgrant award.
Furthermore, its bookkeeping shall be adequate to track the
receipt and expenditure of all organizational funds, separately.
It shall also maintain a functioning internal control structure
which includes accounting and service delivery procedures that
segregate subgrant funds from other organization funds and
services.
Signature of Au ed Official / Date
21. It will provide for fund accounting, auditing, monitoring and
evaluation procedures, as necessary to keep such records as the
Department of Finance and Administration shall prescribe, to
assure fiscal control, proper fund management and effective
disbursement of funds received under the subgrant award.
22. No income eligibility standard will be imposed on individuals
receiving assistance or services supported with funds
appropriated or designated to carry out the subgrant project.
23. Subgrant funds made available under this subaward will not be
used as direct payment of cash or any other monetary transaction
with any victim or dependent of a victim for any purpose.
24. It will not, and all its subgrantees and contractors will not, hire
illegal aliens.
25. That the address or location o€ any shelter -facility assisted under
the subgrant project will not be made public, except with the
written authorization of the person or persons responsible for the
operation of such shelter.
26. It will comply with the Department of Finance and
Administration, Office of Intergovernmental Services, Subgrant
Administration Guide (June 2002, as amended, or its successor).
27. It will comply, and assure the compliance of all its subgrantees
and contractors, with the disclosure required by Governor's
Executive Order 98-04 and acknowledges that disclosure is a
condition of the subgrant award and that the Department of
Finance and Administration cannot enter into any such subgrant
award for which disclosure is not made.
Failure to make any disclosure required by Governor's
Executive Order 98-04, or any violation of any rule, regulation,
or policy adopted pursuant to that Order, shall be a material
breach of the terms of a subgrant award. Any subgrantee who
fails to make the required disclosure or who violates any rule,
regulation, or policy shall be subject to all legal remedies
available to the Department of Finance and Administration.
28. Public Law 103227, Part C Environmental Tobacco Smoke, also
known as the Pro Children Act of 1994, requires that smoking
not be permitted in any portion of any indoor routinely owned or
leased or contracted for by an entity and used routinely or
regularly for provision of health, day care, education, or library
services to children under the age of 18, if the services are
funded by Federal programs either directly or through State or
Local governments, by Federal grant, contract, loan, or loan
guarantee. The law does not apply to children's services
provided in private residences, facilities funded solely by
Medicare or Medicaid funds, and portions of facilities used for
inpatient drug or alcohol treatment. Failure to comply with the
provisions of the law may result in the imposition of a civil
monetary penalty of up to $1,000 per day and/or the imposition
of an administrative compliance order on the responsible entity.
CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM
Failure to complete all of the following information may result in a delay in obtaining a contract, lease, purchase agreement, or grant award with any Arkansas State Agenc
SUBCONTRACTOR: SUBCONTRACTOR NAME:
❑ Yes ❑No
IS THIS FOR:
TAXPAYER ID NAME: ❑ Goods? ❑ Services?❑ Both?
YOUR LAST NAME: FIRST NAME: M.I.:
ADDRESS:
CITY: STATE: ZIP CODE: --- COUNTRY:
AS A CONDITION OF OBTAINING, EXTENDING, AMENDING, OR RENEWING A CONTRACT, LEASE, PURCHASE AGREEMENT,
OR GRANT AWARD WITH ANY ARKANSAS STATE AGENCY, THE FOLLOWING INFORMATION MUST BE DISCLOSED:
FOR INDIVIDUALS*
Indicate below if: you, your spouse or the brother, sister, parent, or child of you or your spouse is a current or former: member of the General Assembly, Constitutional Officer. State Board or Commission
iviemner or ware i-mnlnvee-
Mark ('l)
Name of Position of Job Held
For How Long?
What is the person(s) name and how are they related to you?
Held
[senator, representative, name of
, e Jane Q. Public, spouse,
. John Q. Public, Jr., child, etc.]
Current
Former
From To MM/YY MM/YY
Person's Name(s)
Relation
board/ commission, data entry, etc.]
General Assembly
0
0
Constitutional Officer
0
0
State Board or Commission
Member
❑
0
State Employee
0
❑
U Irvi7G UI Lill dUUVU appnes
FOR AN ENTITY (BUSINESS)*
Indicate below if any of the following persons, current or former, hold any position of control or hold any ownership interest of 10% or greater in the entity: member of the General Assembly, Constitutional
uvalu vi vvnnnuJJwu IVICIIIUeI, OLdLe CIIIpIUyee, UI UIC spouse, orotner, sister, parent, or cniia of a member of the General Assembly, Constitutional Officer, State Board or Commission
Member or State Fmnlnvaa Pneitinn of rnn+rnl 4hc nn —r +n'6 rc + ++.o .....,....k — .- -c _ --
Mark (/)
Name of Position of Job Held
For How Long?
What is the person(s) name and what is his/her % of ownership interest and/or
Position Held
[senator, representative, name ofFrom
what is his/her position of control?
Current
Former
To
MM/YY MM/YY
Person's Name(s)
Ownership Position of
board/commission, data entry, etc.]
Interest % Control
General Assembly
0
0
Constitutional Officer
0
0
State Board or Commission
Member
0
0
State Employee
0
❑
I__I ........... ..... t...., a. viFFuca
Contract and Grant Disclosure and Certification Form
Failure to make any disclosure required by Governor's Executive Order 98-04, or any violation of any rule, regulation, or policy adopted pursuant to
that Order, shall be a material breach of the terms of this contract. Any contractor, whether an individual or entity, who fails to make the required
disclosure or who violates any rule, regulation, or policy shall be subject to all legal remedies available to the agency.
As an additional condition of obtaining, extending, amending, or renewing a contract with a state agency I agree as follows:
1. Prior to entering into any agreement with any subcontractor, prior or subsequent to the contract date, I will require the subcontractor to complete a
CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM. Subcontractor shall mean any person or entity with whom I enter an agreement
whereby I assign or otherwise delegate to the person or entity, for consideration, all, or any part, of the performance required of me under the terms
of my contract with the state agency.
2. I will include the following language as a part of any agreement with a subcontractor:
Failure to make any disclosure required by Governor's Executive Order 98-04, or any violation of any rule, regulation, or policy adopted
pursuant to that Order, shall be a material breach of the terms of this subcontract. The party who fails to make the required disclosure or who
violates any rule, regulation, or policy shall be subject to all legal remedies available to the contractor.
3. No later than ten (10) days after entering into any agreement with a subcontractor, whether prior or subsequent to the contract date, I will mail a
copy of the CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM completed by the subcontractor and a statement containing the dollar
amount of the subcontract to the state agency.
I certify under penalty of perjury, to the best of my knowledge and belief, all of the above information is true and correct and
that I agree to the subcontractor disclosure conditions stated herein.
Signature Title Date
Vendor Contact Person Title Phone No.
Agency use only
Agency Agency Agency Contact Contract
Number Name Contact Person Phone No. or Grant No.
Fayetteville Police Department
Arkansas Underage Drinking Prevention Conference
Expenditure Description Monthly Report
Total Award: $35,114.92
Name of Subgrantee
Fayetteville PD -Greg Tabor
Project Coordinator: Rick Crisman
Categories
Vendor Number
100003236
Budgeted Total
Expended
Previously
Printed Materials
$2,949.75
Vendor Area
$1,500.00
Refreshments (water, coffee and soda)
$3,156.02
Lunch/Keynote
$11,762.01
Registration Packet
$2,900.59
Presenter/Staff Packet (Conference T -Shirts)
$1,311.00
Presenter Travel
$11,535.55
AGENCY HEAD - PRINTED NAME
SIGNATURE
TITLE
DATE
Total
Expended
This Period
Time Period Covered
From: 1 -Jan -10
To: 31 -May -10
Total
Expended
To Date
Quarterly Report
Name of Subgrantee Vendor Number Time Period Covered
Fayetteville PD 100003236 From 1/1/2010
To 5/31/2010
Youth- defined as anyone under the age of 21
List any task completed this quarter to meet the project's measurable objectives.
List number of youth involved in your project(s)
b. List number of youth that actively participated in your project(s)
List number of and identify any other agencies involved in your project(s)
d. List number of and identify any earned media coverage of your project(s)
If the project objectives are not being progressively met, please provide an explanation.
List any new or revised tasks which need to be accomplished to meet the subgrant objectives.
Signature
Date
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: Police Request Date Adjustment Number
2010 Division: Police 2/2/2010
Program: Police Projects
JUSTIFICATION TO INCREASE PROJECT I ITEM:
Increase expense budget by accepting grant funding from the Alcoholic Beverage Control Enforcement to host the
2010 Arkansas Underage Drinking Prevention Conference.
JUSTIFICATION TO DECREASE PROJECT / ITEM (OR RECOGNIZING REVENUE):
Increase revenue budget by recognizing grant funding from the Alcoholic Beverage Control Enforcement to host the
2010 Arkansas Underage Drinking Prevention Conference.
EXHIBIT
14
Increase
Decrease
Project.Sub
Account Name
Account Number Budget
Budget
Number
Contract Services
1010-2920-5315.00 35,115
07036.0901
State Grants - Operational
1010-0001-4302.01 (35,115)
07036.0901
TOTAL -
-
Requested By GU • ,)J,ife4
Division Head
Date
kspringer
/ ',o
Budget & Research Use Only
dget ire tor
Date
Type: A B
C D
E
—\<::-\k
Description:
Depart ctor
Date
0
"�q Q -
1- 11.2016
General Ledger Date
Fina Director
Date
�^___
l 0
Posted to General Ledger
Chief f S if
Date
Initial
Date
Posted to Project Accounting
Initial
Date
5"1
or ate
\\fpd\dfs\user\Admin\jcohea\UDPC Conference - 2010\BA-UDPC 2010
U.S. DEPARTMENT OF JUSTICE
l OFFICE OF JUSTICE PROGRAMS
*a+,,,.•''" OFFICE OF THE COMPTROLLER
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND
OTHER RESPONSIBILITY MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS
Apply cants should refer to the regulations cited below to determine the certification to which they are required to
attest. Applicants should also review the instructions for certification Included in the regulations before completing this
form. Signature of this form provides for compliance with certification requirements under 28 CFR Part 69, New
Restrictions on Lobbying" and 28 CFR Part 67, "Government -wide Debarment and Suspension (Nonp"o-curement) and
Government -wide Requirements for Drug -Free Workplace (Grants)." Tte certifications s'iall be treated as a material
representat!on of fact upon which reliance will be placed when the Department of Justice determines to award the
covered transaction, grant, or cooperative agreement.
1, LOBBYING
As required by Section 1352, Title 31 of the U.S. Code, and public (Federal. State, or local) transaction or contract under a
implemented at 28 CFR Part 69, forpersons entering into a public transaction; violation of Federal or State antitrust statutes
mp 9 or commission of embezzletnent, theft, forgeuy,
grant or cooperative agreement over S1 00,000, as defined at bribery, fasification or destruction of records, making false
28 CFR Part 69, the applicant certifies that: statements, or receiving stolen property;
(a) No Federal appropriated funds have been paid or will be
paid, by or on behalf of the undersigned, to any person for in-
fluencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of
Congress. or an employee of a Member of Congress in con-
nection with, the making of any Federal grant, the entering into
of any cooperative agreement, and the extension, continuation.
renewal, amendment, or modification of any Federal grant of
cooperative agreement;
(b) 11 any funds other Ilan Federal ap;rropriated funds have
been paid or will be paid to any person for influenc'mg or at-
tempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress. or
an employee of a Member of Congress in connection with this
Federal grant or cooperative agreement, the undersigned shall
complete and submit Standard Form - LLL, "Disclosure of
Lobbying Activifes," in accordance with its instructions:
(c) The undersigned shall require that the language o€ this cer-
tification be Included in the award documents for al! subawards
at all tiers (inctudi-ng subgrants, contracts under grants and
cooperative agreements. and subcontracts) and that all sub -
recipients shall certify and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549, Debarment and
Suspension, and implemented at 28 CFR Part 67, for prospec-
live participants in primary covered transactio.s, as defined at
28 CFR Part 67. Section 67.510—
A. The applicant certifies that it and is principals:
(a) Are not presently debarred, suspended, proposed for debar-
ment, declared ineligible, sentenced to a denial of Federal
benefits by a State or Federal court. or voluntarily excluded
from covered transactions by any Federal department
or agency;
(b) Have not within a three-year period preceding this applica-
tion been convicted of or had a civil judg-nent rendered against
them for commssion of fraud or a criminal offense in connec-
tion with obtaining, attempting to obtain, or performing a
(c) Are not presently indicted for or otherwise criminally or
civilly charged by a governmental entity (Federal, State, or
local) with commission of any of the offenses enumerated in
paragraph (1)(b) of this certification; and
(d) Have not within a three-year period preceding this applica-
tion had one or move public transactions (Federal. State, or
local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the
statements in this certification, he or she shall attach an
explanation to this appilcat;on.
3. DRUG -FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and
Implemented at 28 CFR Part 67, Subpart F, for grantees, as
defined at 28 CFR Part 67 Sections 67.615 and 67.620—
A. The applicant certifies that it will or will continue to provide
a drug -free workplace by:
(a) Publishing a statement not -lying 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;
(b) Establishing an on -going drug -free awareness program to
inform employees about—
(1)The daggers of drug abuse in the workplace;
(2) The grantee's policy of maintain`ig a drug -free workplace;
(3) Any avai,able drug counseling, rehabilitation, and employee
assistance programs; and
(4) The penalties that may be imposed upon employees for
drug abuse violations occurring in the workplace:
(c) Making it a requirement that each employee to be engaged
in the performance of the grant be given a copy of the state-
ment required by paragraph (a);
(d) Notifying the employee in the statement required by para-
graph (a) that, as a condition of employment under the grant.
the employee will—
OJP FORM 406116 (3-91) REPLACES OJP FORMS 406112, 406113 AND 406114 WHICH ARE OBSOLETE.
(1) Abide by the terms of the statement: and
(2) Notify the employer in writing of his or her conviction for a
violation of a crAninal drug statute occurring In the workp:ace
no later than five calendar days after such conviction;
(e) Notifying the agency, in writing, within 10 calendar days
after receiving notice under subparagraph (d)(2) from an
employee or otherwise receiving actual notice of such convrc-tion
Employers of convicted employees must provide notice, including
position title, to: Department of Justice, Office of
Justice Programs, ATTN: Control Desk, 633 Indiana Avenue,
N.W , Washington, D C. 20531. Notice shall include the iden-
tification number(s) of each affected grant;
(f} Taking one of the following actions, w.thin 30 calendar
days of receiving notice under subparagraph (d)(2), with
respect to any employee who is so convicted —
(1) Taking appropriate personnel action against such an
employee, up to and including termination, consistent with the
requirements of the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to pa 'ticipate satisfactory in a
drug abuse assistance or rehabilitation program approved for
such purposes by a Federal. State, or local health, law enforce-
ment, or other appropriate agency;
(g) Making a good faith effort to continue to ma7ntain a drug -
free workplace through implementation of paragraphs (a), (b),
(c), (d). (e), and (f).
B. The grantee may insert in the space provided below the
site(s) for the performance of work done in co-inection with
the specific grant:
Place of Performance (Street address, city, county, state, zip
code)
Check Q if there are workplaces on file that are not Indentifled
here.
Section 67, 630 of the regulations provides that a grantee that
is a Stale may elect to make one certification in each Federal
fiscal year. A copy of wh-ch should be included with each ap-
p?Ication for Department of Justice funding. States and State
agencies may elect to use OJP Form 406117.
Check O if the State has elected to complete OJP Form
406117.
DRUG -FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and
implemented at 28 CFR Part 67, Subpart F. for grantees. as
defined at 28 CFR Part 67; Sections 67.615 and 67.620—
A. As a condition of the grant, I certify that ! will not engage
in the unlawful manufaclule, distribution, dispensing, posses-
sion, or use of a controlled substance In conducting any
activity with the grant; and
S. If convicted of a criminal drug offense resulting from a
viotat:on occurring during the conduct of any grant activity. I
will report the conviction, in writing, within 10 calendar days
of the conviction, to: Department of Justice, Office of Justice
Programs. ATTN: Co;itrol Desk, 633 +ndiana Avenue; N.W.,
Washington, D.C. 20531.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications.
1. Grantee Name and Address:
Fayetteville Police Department
100-a West Rock Street
Fayetteville, AR 72701
2. Application Number and/or Project Name
3. Grantee IRS/Vendor Number
2010 Arkansas Underage Drinking Prevention Conference 71-6018462
4. Typed Name and Titie of Authorized Representative
Lioneld Jordan, Mayor
5. Signature 6. Date
%/v