FY16 SHERIFF GCC APPL SPECIAL CONDITIONS BODY CAMERAApril 1, 2015
Ms. Fonda Sykes
New Hanover County Sheriff's Office
395@ Juvenile Center Road
Castle Huyme` North Carolina 2@4ZQ
Dear Ms. Sykes:
The Governor's Crime Commission ispleased to inform you that your application entitled 2075 New
Hanover - Enhancing the ��ofLawfrift)rceincntand Commumitv(PR0Q\�� has been selected
to move forth in the grant process by submitting a revised application.
Please he aware that because nf uncertainty of federal budget allocations. there may bcadditional budget
adjustments or reductions Co the federal grant amount recommended for your pnn��mo./4UappUcuduoo
are ouhiccL 1* the availability and level of funding that the state will receive once the fluuU federal
budgets are approved and funding isallocated tu our state.
When completing this application, please refer to the attached Modification Conditions for udetailed
listing mfdxc required revisions. All grant av,uoJs are contingent upon your acceptance of these
Modification Conditions and upon the availability *f federal funding. Subsequently, the application will
be ocvievvcJ by staff ofthe Governor's Crime Commission to ensure all ayocimi conditions and budget
modifications have been completed as required. All revisions must be completed nw later than 11:59
p.m. on April 30, 2015. Please upload a signed copy of the attached Modification Conditions into the
GEMS system. You do not need tv mail u copy V[thu application or signature pu�cs.
Continuation o[ the funding process is also contingent upon the mmonduiorv attendance &o one ofthree
Program Development Toaioin�VVmrkshopebeing held io June. The Project Director and Finance
()00cer must attend one mandatory workshop: registration information and workshop dates and locations
can bc found om the {;(.Cvvcbnitea[ im the near future.
Applicants who comply with mandatory Program Development attendance umwell
as complete the program modifications by the above stated deadline will be approved to continue with
the funding process. Please note funding is not available until federal grant awards are received.
Program,,, approved for Governor's Cdoot Cmooruixaiom funding are required to comply with
pro�oammomubc au�Ds�u| reporting requirements. Flc�mciieoa �o(un�in� and/or prograrn termination may
rcym|t if reporting requirements are net met. This provision will be discussed in dc\ui) at the Program
Development Training Workshops. Upon cmzop(c1ionof training requirements and once federal funds
have been received by the Governor's {`rimoeC000moimsion,your agency may receive a formal Grant
/\vvurd to be signed by the authorizing official and project director. The signed award must bereturned
io the Governor's Crime Commission. I[ there ixa change nf authorizing official, financial officer
and/or project director prior to rcccivin� \bc �rant award. 0irasc notify our office immediately.
0[ you have any questions or need further assistance please contact a Criminal Justice Planner at (919)
753-4564. The Governor's Crime [mn�mivaioo looks forward k/working with you mm this important and
promising project.
Sincerely,
L. David Huffman, Executive Director
North Carolina Governor's Crime Corrimission
Attachments
PROJECT NAME: 2015 - New Hanover - Enhancing the Saftey of Law Enforcement and
Community
IMPLEMENTING AGENCY: New Hanover County Sheriff's Office
PROJECT ID: PROJ010980
The Governor's Crime Commission is pleased to inform you that your grant application has been
selected to submit a final revised application.
All federal grant programs may be subject to federal cuts and revisions for U.S. Department of Justice
funding for this fiscal year. As a result, unlike in previous years, a submission of full application does
not guarantee that your final application will be funded or funded in the amount requested. All
applications are subject to the availability and level of federal funding that the state will receive once
federal allocations for states have been finalized. Consequently, please be prepared that there may be
a delay in determining the grants selected for funding and the amount of each grant award.
In addition, funding of grant projects are subject to receipt of federal funding to the NC Governor's
Crime Commission. Therefore, the official start date of projects may change based on when federal
funds are received by GCC. Funds expended by your agency prior to the receipt of federal funds by
GCC will not be reimbursed. The grant award packet will contain the start date for the project. This is
the date for which GCC may reimburse expenditures for allowable costs. Expenditures prior to the date
on the grant award packet cannot be reimbursed. It is important to note that any correspondence
outside of the grant award packet signed by all parties is not legally binding.
In order to be considered for funding, all applications must be completed using the new on-line
Grants Enterprise Management System (GEMS), by 11:59 p,fm, on April 30, 2015. Subsequently,
the application will be reviewed by staff of the Governor's Crime Commission (GCC) to ensure
all modification conditions and budget modifications have been completed as required.
Your application has been reviewed for compliance with federal and state guidelines in consideration of
being awarded a grant. To be considered for funding you must review this document and submit the
requested information in the content of your full application.
Total Federal Amount Requested - $45,000 Total Federal Amount Approved - $ 45,000
Tentative Start Date: 7/1/2015 End Date: 6/30/2016
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RECOMMENDED
Total Budget
Match Share
$60,000
$15,000
Federal Share
$ 4 x,00
Tentative Start Date: 7/1/2015 End Date: 6/30/2016
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For detailed information regarding application requirements, please refer to the GEMS Grant proposal
User Guide for Criminal Justice Improvement and Juvenile Justice Projects found on the GEMS
homepage (t11paL.//qems.ncdps.qov) under the "training materials" section.
Your recommended federal share total does not reflect the required match amount. This is not a
guaranteed amount or award. Totals may change after your agency has responded to this letter and the
federal budget is approved. Please ensure you have made the necessary changes to the individual line
items of the budget to reflect the federal amount approved, as indicated above.
DETAILED BUDGET PAGES
A Detailed Budget Narrative must be uploaded into GEMS (Application Attachments section) to
illustrate the detailed line item budget information. It is vital that this uploaded information be
consistent with the information that is included in your budget.
The NC Office and Management and Budget along with the NC State Auditor's have clearly defined
rules regarding unallowable costs including following but not exclusive to:
*
Indirect Costs
o
Food & Beverage (except per
*
Travel & Compensation for
diem)
Federal/GCC Employees
o
Common Area Maintenance
*
Lobbying Activities
Fees
*
Fund Raising
o
Gift Cards
CD
Land Acquisition
o
Sporting events
c)
Bonuses or Commissions
o
Visa fees / Passport Charges
*
Military-Type Equipment
c
Tips
*
State and Local Sales Taxes
o
Bar Charges / Alcoholic
*
Corporate Formation
Beverages
*
Honorariums
o
Laundry charges
o,
Stipends
o
Travel & lodging in excess of
•
Incentives
state per them
•
Fines and Penalties
o
Membership fees to
•
Entertainment
organizations whose primary
•
Aircraft & Vehicle Purchases
activity is lobbying
•
Vehicle maintenance and
o
Premium pay
Repairs
o
Costs incurred outside the
•
Building Insurance
project period
•
General Liability Insurance
o
Trinkets, give-away items,
•
Auto Insurance
promotional items (11-shirts,
•
Gas cards
mugs, logo-typed pens, etc.)
•
Audits' Audit costs for audits not required at
performed in accordance with OMB Circular A-133 are
unallowable. Must quality lot OMB Audit (Audit
Threshold — expend 5750,000 or More in federal funds in
organizational fiscal year),
•
Construction
MATCH REQUIREMENTS
-i Your agency is required to provide a match of 25"11U
PERSONNEL
:1 All federally funded and match personnel listed in the application must include a complete job
description for each position listed and must include the job title as listed on the grant proposal,
key responsibilities, and all required day-to-day activities of that position. In addition, the job
description should specify whether the position is part-time or full-time, the percentage of time
allocated to the grant funded project and the specific duties as they directly relate to the grant.
Also, non-profits are required to provide a full staff roster and a list of current board of directors
indicating their place of employment (if applicable). These items must be uploaded into GEMS
at the time of the full application.
CONTRACTUAL
J Be aware that contracted services cannot exceed $650.00 for an 8-hour day and cannot exceed
$81.25 per hour (excluding travel and subsistence costs) without written PRIOR APPROVAL
from the Governor's Crime Commission. All contractual services must be approved in advance
by GCC. A signed contract for services between your agency and the agency or individual that
you plan to contract with should be forwarded to GCC for approval prior to its execution. Funds
will not be reimbursed for expenses incurred prior to the approval of the draft contract. You can
expedite the approval process by using the standard contract provided on our website. Go to
www.ncqccd.or_q; click on Grants Management at the left side of the page; click on Standard
Grant Forms; scroll to the bottom of the page; click on Sample Contract (Microsoft Word
Document File). After contract templates are approved by GCC, contracts should be executed
and a copy sent to GCC to be placed in the official grant file.
If contractual line items in the budget section are to fund a position, please indicate such in the new
application question requesting the information. For any contractual full-time or part-time positions,
please be aware that more specific job description boxes will appear for you to fill out. These boxes
must be completed; along with a complete job description in the large job description box. This box will
allow up to 2000 characters. Please be advised that you cannot proceed further in your full application
until all of this information has been filled out.
TRAVEL
J All out of state travel must be requested in advance and approved by the Grants Management
Director. A current Travel Policy must be submitted within 90-days of the grant project's
implementation and must not exceed the allowable State rate based on fiscal year 7/1/2015
allowances for mileage and per diem. However, you are encouraged to upload the policy at this
time to expedite reimbursements after the project is awarded. Prior approval from GCC is
required for consideration to utilize the federal per them rate for subsistence and lodging. You
must verify that your travel reimbursement request is consistent with the Travel Policy of your
agency. Ifyour -agency does not have a Travel Policy you may follow the state of North
Carolina's Travel Policy and the IRS rate for ground travel. The IRS rate for ground travel is 57
cents/mile. State rates for lodging: $65.90 per night for in-state lodging and $77.90 per night for
out-of-state lodging. State rates for meals: $37.30 per day for in-state meals and $39.50 per
day for out-of-state meals. Receipts are required, regardless of your agency's travel policy.
OPERATING/SUPPLIES
J Office supplies: You may have a general office supply line item for pens, paper, folders, etc.
While such costs may be entered under one line item, it is required that the items to be
purchased under this one line item be listed in a detailed and exhaustive attachment if all items
cannot be listed in the project narrative. Refrain from using "etc.". A sample office supply list
may be downloaded and modified for your use at
http://www,ncdr)s.aov/lndex2.cfm?a=000003,000011,000603,000607,003199. All costs should
be broken down into monthly rates. For example:
Quantity Cost per Item Total Cost
12 $125.00 $1,500.00
:1 Agencies are not allowed to request rent reimbursement for property they own/paying a
mortgage,
J Please be aware cell phones must be under the name of the agency and cannot be under the
name of an individual, Otherwise the expense will not be reimbursed.
J The procurement policy or purchasing policy must be submitted to the grants management
specialist prior to the purchase. The NC Office of State Auditor requires all agencies funded by
the Governor's Crime Commission must have an adequate policy prior to making the purchase.
FOOD & DRINKS
J Food & Beverages are unallowable expenses of the Office of Justice Programs as of October
21, 2011. This restriction does not impact direct payment of per them amounts to individuals in
a travel status under your organization's travel policy.
EQUIPMENT
J Drafts of lease agreements for equipment must be pre-approved by GCC prior to execution.
,-J *New Items for which the single unit cost is under $5,000 are no considered equipment. These
items, should be entered in the budget detail under supplies.
PROJECT TIMELINE
J The project timeline should focus more on the delivery of grant funded activities as they relate to
this project rather than grant reporting/requirement activities,
EQUAL EMPLOYMENT OPPORTUNITY PROGRAM
J If on your grant proposal you certified that an Equal Employment Opportunity Program has been
formulated and is on file, federal regulations require that such plans incorporate statistics from
the preceding fiscal year. Please ensure that your plan is updated in conformity with this
requirement, Your certification in the application ("Certification of Filing an Equal Employment
Opportunity Program") should list a date on or after July 1, 2014, such as the case may be, for
the plan that is on file. If your agency is exempt from filing an EEOP, please complete an
EEOP exemption form and upload it into GEMS.
SAM REGISTRATION
J SAM Registration (System for Award Management) - Active sub-recipient registration with SAM
must be maintained and active throughout the life of the grant. The GEMS organization
administrator must update GEMS to reflect the new expiration date at the time of renewal and
provide a screenshot from httr)s://www.sam.qQy as proof of active SAM registration, The
screenshot proof must contain the DUNS number entered in GEMS for the agency and the
expiration date.
COLLECTION OF TRAFFIC LAW ENFORCEMENT STATISTICS (Law Enforcement Agencies
PD&I
'J For the year 2015, your agency is required to report DCS traffic stop information to the NC State
Bureau of Investigation.
N.C.G.S. § 114-10.01 requires that the North Carolina Department of Justice's Division of Criminal
Statistics, (hereinafter "DC S") collect, correlate, and maintain information relative to traffic stops
conducted by law enforcement officers. Certain law enforcement agencies are to submit to DCS traffic
stop information within 60 days of the close of each month. A list of agencies required to report this
information may be found at http://www.ncdoj.gov/AgenciesRequiredList.aspx. Any listed agency that
does not submit the required information is deemed ineligible to receive any law enforcement grants
available by or through the State until that information which is reasonably available is submitted to
DCS. To be eligible to receive Governor's Crime Commission funding, your agency must ensure that
traffic stop information, including historical data that is reasonably available, is reported to the SB1.
Additional information may be found at http!//trafficstops.ncdoi.gov/Default.aspx.
PROJECT ATTACHMENTS
In addition to the modification conditions document, please ensure all required
attachments are uploaded into GEMS
*For Law Enforcement, this may be found in your ethics standards policy.
* *If the project contains a "general office supply" line item, a list of items to be purchased under that line item must be provided. A
draft office supply list may be found on the website of the Goveror's Crime Commision — Grants .Management— Forms
PLEASE ENSURE THAT ALL CORRECTED BUDGET TOTALS ARE UPDATED IN THE GEMS
APPLICATION ON THE RESPECTIVE BUDGET PAGES IN THE FULL APPLICATION AND THE
BUDGET SUMMARY PAGE.
If you have any questions, please contact this office at (91 9) 733-4564.
This form must be signed by both parties and all pages uploaded into GEMS prior to finalizing the
application submission. Should this project be selected to receive a grant award, mandatory attendance at
the PROGRAM DEVELOPMENT TRAINING WORKSHOP is required in order for your account to be
activated.
I fully understand and hereby agree to adhere to all Special Conditions as listed above by the Governor's
Crime Commission.
I also fully understand and accept that any failure to meet any part of or all of these Special Conditions can
and will constitute grounds for grant funds to be either suspended pending corrective compliance as
directed by the Governor's��Qe �Qommission or terminated for gross or repeated violation of this policy.
Authorizing Official, Title Agency/Oeganization Name
Project Director
Receipt of a new award is contingent upon receipt of all required reports for past awards. This
includes the effective and thorough utilization of previous year's awards. A decision to award this
grant will not take place until all required reports are submitted and/or documentation providing
justification for underutilization or for failure to submit reports is submitted and reviewed.
Grant Document Routing
W
Start date: 4/7/2015
From: Teresa Hewett, Finance Department (7408)
Signatures required:
Chris Coudriet, County Manager
Return to Teresa Hewett, Finance Department (7408)
Type(s) of documents attached:
1 original — Sheriff's Office body camera grant documents
Explanation of document(s):
On January 5, 2015, the Board approved the Sheriff's request to apply for a grant with the
Governor's Crime Commission to purchase body cameras. The purchase total is $60,000, grant
amount $45,000 and a required match in the amount of $15,000. The match will be provided by
Federal Forfeited Property funds. The application has been selected to move forward in the
award process. Attached is a document that requires the County Manager's signature. Please let
me know if you have any questions. Thank you, Teresa
-- --- �-------------------- - - - - -- far f nance department use ---------------------- ;--------------------- - - - - --
DA'Z'E ADDED TO LASERFICHE'
PICKED UP BY:
Print Name & Date Signature
NEW HANOVER COUNTY BOARD OF COMMISSIONERS
REQUEST FOR BOARD ACTION
MEETING DATE: January 5, 2015
CONSENT
DEPARTMENT: Sheriff PRESENTER(S): Sheriff McMahon
CONTACT(S): Fonda Sykes, Administrative Support Specialist
SUBJECT:
Approval of Sheriff's Office Grant Application to the N.C. Governor's Crime Commission to Purchase
Body Cameras
BRIEF SUMMARY:
The Sheriffs Office wishes to apply for a grant from the N.C. Governor's Crime Commission for
the purchase of body cameras for all sworn personnel. The amount of the grant is $60,000 and will require a
$15,000 match. The Sheriff proposes to used Federal Forfeited Property funds for this match.
The cameras will cost approximately $1,200 each. Phase 1 will be to purchase 66 cameras for Patrol
Division. Phase 2 as funds become available will be to purchase an additional 34 cameras for School
Resource Officers.
STRATEGIC PLAN ALIGNMENT:
Superior Public Health, Safety and Education
• Increase public safety and crime prevention
RECOMMENDED MOTION AND REQUESTED ACTIONS:
Recommend approval to apply for the grant and if awarded, use Federal Forfeited Property funds for the
required match.
ATTACHMENTS:
Grant Evaluation Forni
COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager)
Recommend approval.
COMMISSI- ONERS' ACTIONS:
Approved 5 -0.
Board of Commissioners - January 5, 2015
ITEM: 3
Grant Enterprise Management System Page 1 of 3
1201 Fiont Street Sultu 200
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Grant Application Project N ironer F1FROJ0!O980
Application Review
Before your application can be suhlnded to G CC Me fdlovw„nc nersonno! nius 3a„roY. lire appi`caiiion
Project Role Name Rowi sv Status,
View My Projects
Project Review Comment History
Date I Comment By Review Cotnrnent
I �
Name of Project. 201`5 Nee H nvvef . 1h tr,cing t e ,c ey .:3t f CortarnifErt As>i nrn nt. 01211 1A . t_ 5 .r. 'S 1 r1P , ; ,F -'
and CWmfininity
Organization Contacts and Personnel Intoimation
Application Organization information itnplonionting Agency Inforination
Grganiz.atEarr Name: £,,;... by .:z, Implementing AUsncy %ime sts .t r ,.
B(Iling Address 230 v, v o1 r::)e:,t Address:
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city� City:
State : lil,Fm ,, i ina Statr. r`I�rar,
Zipcode v40L 732 : 7 -W Cato,
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Fiscal Year End Date: C.
Authonzing
Financial Officer:
Project Director: SenYa S `iYkes
_ General informa *,ion
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- Projaci Errs E.'Fate:
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: N.C_ House DiS'ImtS: Proiec$ C.,tni(eS'
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Abstract and Narrative
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Grant Enterprise Management System Page 2 of 3
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tI Mark Francolini
!: _ Human R"ourcesi Director
„a�,o�<, 230 klarketplare Drhve, Suile 136 Wilnlir,clton, NG
wwm* 010,79=178
C. Certification of Submission of Annual AuM
live proient dowr unns MM a OVY of Me 2nnual ant Moe Rowitea Q he awe a VW sue Awa, a nd �anw S 1,0, no Oyn' ds "IW40 hy
X,6
Cn,eer;A cr-'a!ule 14, -23 NW E.: if you wxdW nwnd or .z ate o So= A SAO am rwou ons "Mqn "WA own "Ovel ao"q Imm a wo
ayen,:v you rnwsl file a y0ow hool" audit uJone OV a CPA wM yyy AgWyIg agenoys &W . h SUd, 9,NN ,4
D. Certification of Submission of Current Annual Operating Budget:
Tlha Mat a MR 0 Te Wvmen"g emay ""Wo W"A x, ,a NAO M"- W"Wd "M _a"St
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Grant Enterprise Management System
E, Certification that Applicant is Eligible to Receive Federal Funds
Page 3 of 3
Tint? pi" dtrw1ol Ceflifies iinal llelvle( IN, lyawt '11policallf nor 'i,v �f offict"fl; dlro";tol's Onsu`alrfl ale" p'eo- Vy Jobani;on( s ndeo'
..jible or voluntanly excluded f -olll race.v!ng teQeta' flinds. N Ille nirrvclot w:Innvt ale' U-s explanalicit be, 'V'o":hx' lf tjl
ntton n thi',� lorcigian) 12',,� co�;!icat on or v:N ba In connocf.— v
-anllot be piovided thc a.pp!icajil vAll riot oo Glen led ranicllpr n
by tho Governor s CrIm", Co'!milis.on as Io ")T "A a* pov'� Ille Mi�,l e,du if reont",
iW
ap"Alclalion will be repe""Ied
F. Certification Regarding Lobbying: ifI), armor, .s re"erving 000 of
he pro ie" 'ki'l fies fil.1f npp-'r;lasWm raVk �r d -jai'. j
f C�
any conila-- tN,, mak f
j any fedef"If ;Ira! -'h", of ':inv te'k-qa. -C q k, 'A a,y 2, :)n'r 1 r iQ' 'l: I!-
he pale to '-),Iy per.'oll o. or atten),tIng r'f;l,ejj
n C_ 1 411, —.P:Q',"o, ot ally lederai it
or an onq)l�"Yee' A a ln�,lber (,t Calxy-ss
.,a r, delai ��'nl #'L' Pi�'JI'-
Tal"t L'ojo--t
Lobr,ying vitw, , ' irl ax;corijanci, 'vzlh It",
G. Drug Free Workplace Compliance: rtvr sE,'-)?f" ag(-,n ,es ai%Ey
it.- pros ec" (,e'rnites that < "a a ,at, t c: ego ri-l'-arn was e.0 'il and-�' "Ifl b, el(' :jan;"'Tlv "A ()-oge C.
to att�-U: f2) a Colpy of 'Ile a�enja n? thal progla,. il l,-,dkld1:-;i an aleil'toric'e by .
lo ! f'e
vAl N,,, aub I;Sh'7.Ld notify e!I1p2:nyE.,es tnai and rr. ?au . in, -!"(; ent noll',Q!r"'i Mc'
'Al "�Jro v"o"'W" th;z' 'Ijk' '4� al� �-I—WP,?S MH it A 11�rs
, I bo� taktli �)galnsf l,,-
n(h7ify III(,' anj)licaml : ',wy cfifninal o;:Ju statijt." Co:l'�.clgon
,atria alnusi, tr 8tillent otogiam and, '�B) In", appiin'i 11 will make a a at,t, effnn m, Ina nt-- . 'JQ O ;"nI
and 5i54 of the'- ADitIc 4 Aot 'e' 1�4t B
8 ano ""j tIorls"' F 0 ond :ll l"A of I A 1 _)f
H, Certification of Compliance with General Statute 114-10.01: c, low
rPrt III 0111C I I lrf,= tmt !fl(.- C; I I in it I I I) agency +' ')reaenl IV ill C, a' d V" IT I,"",: I' fflljI tf,F it 1
Statlite 1 to 01 for !lie oura*mln of tile fi4nded p.ioleA A� ',tg��
-r,--y may bo Ill rxillrharIl-C v4l' ejlci't:fw t cj1V 1 '4
aw reported to IN, tvislor. of t'r minat M',,Amatoon P il D'a""ar c' li of ". n, ro
fe'nortil-ill ol
cps: A :�i finq of I a,,,j I ently regra, ID ref" fft-'tt C ,r 0
1, IRS Form 990 and IRS Form 990 - Z:
Fhe pfote'l Olectl)r ce-1fifie2 €h-a" the 'nost rf"Cen 'W f
R , 'o ;'R�(Urn C-1 nf'fl'lj(." I z i I)f E2 I:n'ffj Pi,t;
on to-i'll Income lot ho "I'l-') V ha's t- n ticloaded "Mr, tnls (ole", IITNI'atorl I", - Q l" Pd! J
altat"I'llie"I"F,
n ft, the ftirlvir
The projecl 6rectos ceitifies filial rletthi�r an i)9,,) not all IRS F (,,m 99(; lia's b��n tipna.e(l VN' ?fw� rip'p
p. I yli( In)lemtnting aqalqj :not " norfiro fit lqa ,
zaU,,'
I T
it)(, Implementing agenny :F, a ncinprofit IganlzItlozl that ro exefnrl troir" Ite?w,,n: to fi;f,- aIi R'S %l In
1 he qti') otnetlfing aqency Is a nonpdzt 'o n-, 'j"ji"
an if--
, t �S' Ff'lrll� 990 )r an Porlyl ';90' F-
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