2015-64 Florida Department of Law Enforcement Justice Assistance Grant RESOLUTION NO. 2015-64
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA AUTHORIZING THE CITY
MANAGER TO EXECUTE AND APPLY FOR THE
FLORIDA DEPARTMENT OF LAW ENFORCEMENT
JUSTICE ASSISTANCE GRANT; TO APPLY FOR,
RECEIVE, AND EXPEND $4,718 IN FUNDS FOR THE
SCHOOL RESOURCE OFFICER PROJECT;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO CARRY OUT THE AIMS OF THIS
RESOLUTION; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City Commission of the City of Aventura desires to accomplish
the purpose outlined in the contract attached hereto and incorporated herein by
reference.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. The City Manager is authorized to apply for funds in the
approximate amount of $4,718 and to execute such contracts and agreements as are
required between Miami-Dade County and the City of Aventura to provide for services
provided by the Florida Department of Law Enforcement Justice Assistance Grant in
substantially the form as attached hereto.
Section 2. The City Manager is authorized to do all things necessary to carry
out the aims of this Resolution.
Section 3. This Resolution shall become effective immediately upon its
adoption.
The foregoing resolution was offered by Commissioner Landman, who moved its
adoption. The motion was seconded by Commissioner Cohen and upon being put to a
vote, the vote was as follows:
Commissioner Enbar Cohen Yes
Commissioner Teri Holzberg Yes
Commissioner Denise Landman Yes
Commissioner Marc Narotsky Yes
Commissioner Howard Weinberg Yes
Vice Mayor Robert Shelley Yes
Mayor Enid Weisman Absent
City of Aventura Resolution No. 2015-64
Page 2 of 2
PASSED AND ADOPTED this 3rd day of November, 2015.
VICE MAYOR
(44;
1 0V x.
CPe9
ATTEST:
ELLISA L. HORVAT
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
47•L__4\
CITY ATTORNEY
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 1: Administration
Subgrant Recipient
Organization Name: City of Aventura
County: Dade
Chief Official
Name: Enid Weisman
Title: Mayor
Address: 19200 West Country Club Drive
City: Aventura
State: FL Zip: 33180-2403
Phone: 305-466-8900 Ext:
Fax:
Email: eweisman @cityofaventura.com
Chief Financial Officer
Name: Brian Raducci
Title: Finance Director
Address: 19200 West Country Club Drive
City: Aventura
State: FL Zip: 33180-2304
Phone: 305-466-8900 Ext: 8922
Fax:
Email: bRaducci @cityofaventura.com
Application Ref# 2016-JAGC-2870 Section #1 Page 1 of 2
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 1 : Administration
Implementing Agency
Organization Name: Aventura Police Department
County: Dade
Chief Official
Name: Steven Steinberg
Title: Chief of Police
Address: 19200 West Country Club Drive
City: Aventura
State: FL Zip: 33180-2403
Phone: 305-466-8996 Ext:
Fax: 305-466-8991
Email: steinbergs @aventurapolice.com
Project Director
Name: Shelisa Anderson
Title: Grant Manager
Address: 19200 West Country Club Drive
City: Aventura
State: FL Zip: 33180-2403
Phone: 305-466-8965 Ext:
Fax:
Email: sanderson @aventurapolice.com
Application Ref# 2016-JAGC-2870 Section#1 Page 2 of 2
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 2: Project Overview
General Project Information
Project Title: AVLET5 (AVENTURA LEARN, EVALUATE, TAKE ACTION)
Subgrant Recipient: City of Aventura
Implementing Agency: Aventura Police Department
Project Start Date: 10/1/2015 End Date: 9/30/2016
Problem Identification
Every day 4700 youth under age 18 try marijuana for the first time. Studies have shown that one
in five 8th grade students who were surveyed indicated that they had used drugs of some type.
Our own studies have shown that the drug problem is increasing in local schools with documented
evidence that the use of drugs is starting at a younger age, in 2003 nearly nine out of ten twelfth
graders reported marijuana being accessible by the eighth grade. By the time they finish eighth
grade approximately 50 percent report having one drink and 20 percent report having been drunk.
One thing remains true in spite of these numbers; a parent?s influence on the child can have
dramatic results regarding the child?s decision to use or continue to use drugs. It is essential that
we train parents on what to look for.
Project Summary (Scope of Work)
For the FY 2016 Grant cycle the Aventura Police propose to continue our outreach by continuing
to utilize the School Resource Officer along with our Crime Prevention Officer continue to offer
AVLET training to parents on drug abuse prevention. In addition to offering the training to parents
we will continue to expand our efforts to include more community groups and neighborhood
Associations. Offering the training to a more diverse group will enable us to reach a much wider
audience without changing the message that parents can make a difference in their children?s
lives. The AVLET Program information will again be offered to area educators who are in a unique
position to identify and report possible drug abuse by our children. The classes will consist of
three topics, each one being covered in detail. The three topics are as follows:
Learn ? Parents will be learning about the drugs that are out there and their potential for misuse.
The parents will be shown various drugs so they can readily identify them. Drug displays and
brochures will be used for hands on learning about the types of drugs commonly abused. Methods
of obtaining drugs and tactics used to cover up their use will be covered.
Evaluate ? Parents will learn how to evaluate if their child is using or experimenting with drugs.
The danger signs and the not so obvious signs of potential drug abuse will also be addressed so
that parents can make a rational educated evaluation of their child to determine if drugs are being
used. This section will cover the appearances of drug abuse and teach parents the physical and
evidential signs of drug abuse: such as bloodshot eyes, hyper activity, and obsession with money
which are common to abusers of various drugs. This will enable the parent to recognize even the
subtle signs of abuse.
Take Action ?Will show parents what actions to take in order to prevent drug abuse, how to get
the kids talking about potential situations where drugs can be abused and how to evaluate the
risks associated with drug abuse; how to talk to your child about your past experiences with drugs
and how to explain if you have had a history of drug usage yourself. This is an especially
important topic as parents who experimented with drugs are unsure how to explain this to their
children in a manner that places the child on the right track. There are talking points and
conversation starters that will be shared with parents to assist them in this all important phases of
interaction with their child. This
Application Ref# 2016-JAGC-2870 Section#2 Page 1 of 4
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
program will continue to be offered at our local Schools.
The purchase of various drug prevention handouts will enable us to offer a more tailored approach
to diverse community groups. The purchase of pens and key chains with promotional advertising
enables us to send a strong message to our students about the program. It also reminds them of
the mission of the grant and allows us to put contact information out to the groups.
Application Ref# 2016-JAGC-2870 Section #2 Page 2 of 4
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 2: Project Overview
Section Questions:
Question: What percentage of the total cost of this project is being funded by sources other than
this award?
Answer: 4718
Question: What is the name of the jurisdiction(s) your agency provides service to. (e.g., City of
Miami, Orange County, State of Florida)
Answer: City of Aventura, Miami Dade County, Florida
Question: What is the combined population of the jurisdiction(s) your agency provides services
to (according to the most recent census)?
Answer: 34000
Question: What is the address of the location being used to provide services for this project?
Answer: 19200 W. Country Clyb Drive Aventura Florida 33180
Ernie Long is the Crime prevention officer for the Department and Stores all material
purchased under this grant at this address and conducts training and education at
various venues.
Question: Describe your agency. (e.g., non-profit, community based, government)
Answer: Law Enforcement Agency, Non-Profit, Government
Question: Have you verified that the subgrantee has an active and current registration in
SAM.gov?
Answer: Yes
Question: What is the Operating Capital Outlay threshold used by the subgrantee?
If the implementing agency is a sheriffs office, indicate the sheriffs office's threshold
instead.
Answer: $1000.00
Question: Does the subgrantee receive a single grant in the amount of$750,000 or more from
the U.S. Department of Justice?
Answer: No
Question: Does the implementing agency receive a single grant in the amount of$750,000 or
more from the U.S. Department of Justice?
Answer: No
Question: In your organization's preceding completed fiscal year, did your organization (the
subgrantee) receive at least (a) 80 percent or(b)$25,000,000 of your annual gross
revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or
cooperative agreements?
Answer: No
Question: If you answered yes above, does the public have access to information about the
compensation of the executives in your organization (the subgrantee)through
periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of
1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of
1986? If answer to Part 1, above, was "no," answer N/A.
Application Ref# 2016-JAGC-2870 Section #2 Page 3 of 4
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Answer: No
Application Ref# 2016-JAGC-2870 Section#2 Page 4 of 4
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 3: Performance
General Performance Info:
Performance Reporting Frequency: Quarterly
Federal Purpose Area: 01 - Law Enforcement (Includes Task Forces)
State Purpose Area: 1G - General Questions
Objectives and Measures
Objective: General Questions - General Questions for All Recipients
Measure: General 01
Will your organization be using the crimesolutions.gov website during the grant
period regardless of JAG funding? Crimesolutions.gov provides information on
several crime reduction and prevention programs and practices.
Goal: No
Measure: General 02
Will your organization be using the The National Training and Technical Assistance
Center(NTTAC) during the grant period, regardless of JAG funding? The NTTAC
serves as BJA's training and technical assistance center. You can find resources,
tools, webinars, and TTA support on a variety of criminal justice issues and
initiatives.
Goal: No
Measure: General 03
Will your organization be using the NCJP.org website during the grant period,
regardless of JAG funding? NCJP.org contains resources to support strategic
planning, program development, and implementation of evidence-based policy and
practice.
Goal: No
Measure: General 04
Will your organization be using the Evidence-Based Policing Matrix during the grant
period regardless of JAG funding? The Evidence-Based Policing Matrix provides
information on evidence-based practices for law enforcement.
Goal: No
Measure: General 05
Will your organization be using the What Works in Reentry Clearinghouse during the
grant period regardless of JAG funding? The clearinghouse provides research on the
effectiveness of reentry programs and practices.
Goal: No
Measure: General 06
Application Ref# 2016-JAGC-2870 Section#3 Page 1 of 3
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
Section 3: Performance
Will your organization be using Research to Practice during the grant period
regardless of JAG funding? Research to Practice promotes the dissemination of
research on drug courts to practitioners and policymakers.
Goal: No
Measure: General 07
Will your organization be using any other resources during the grant period
regardless of JAG funding? If yes, please describe them.
Goal: N/A
Measure: General 08
During the grant period, will your agency conduct or sponsor(with or without JAG
funds) a survey or focus group of citizens on any of the following topics? Enter all
that apply from the following list: Public satisfaction with police services; public
satisfaction with prosecution services; public satisfaction with public
defender/indigent defense services; public satisfaction with courts; public perceptions
of crime/disorder problems; personal crime experiences of citizens; none of the
above; unsure/don't know.
Goal: N/A
Measure: General 09
During the grant period, which of the following community activities will your
organization be involved in, with or without JAG funds and how often will they each
occur(yearly, monthly, etc.)? Choose from the following list: Hosting community
meetings; attending community meetings; distributing a newsletter, e-mail, or other
bulletin; attending community events; conducting social media activities; conducting
outreach to minority populations; other(please describe)
Goal: Conduct Drug Prevention classes for parents of school aged students.
Provide training to parents/teachers
Community Outreach Events,
Educational Events,
Media Campaign (television, radio, billboards, pamphlets, posters)
Measure: General 10
Law Enforcement Agencies ONLY: In which of the following ways has your agency
fostered community involvement in the last year? Enter all that apply from the
following list: Citizen Review Board or other review board with citizen representation,
Citizen's Police Academy, Internships for university or high school students,
Volunteer Program, Auxiliary police officer program, Police Cadet Program, k-12
school programs, Youth Athletic Programs, Other(please Describe), None of the
above, Unsure/Don't know.
Goal: Internships for University or high school students, Volunteer Program
Measure: General 11
Application Ref# 2016-JAGC-2870 Section#3 Page 2 of 3
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 3: Performance
Identify the goal(s) you hope to achieve with your funding. If you have multiple goals,
describe each goal separately.
Goal: Anti-Drug &Drug Prevention Classes to parents of school aged children
Video and Multimedia presentations
Presentations on various drug prevention topics
Measure: General 12
Are the subrecipient and implementing agency aware that they will be required to
report on the status of the identified goals during each reporting period?
Goal: Yes
Measure: General 13
Describe any barriers you may encounter which may prevent you from achieving
your identified goal(s).
Goal: None
Measure: General 14
Are you aware that the Office of Criminal Justice Grants encourages recipients to
report on any noteworthy accomplishments, success stories, or program results that
they would like to showcase?
Goal: Yes
State Purpose Area: 3E - Equipment, Supplies, and Technology Enhancements
Objectives and Measures
Objective: Equipment-Questions for all recipients purchasing Equipment, Supplies, and
Technology Enhancements.
Measure: Equipment 1
Do the Subrecipient and Implementing agencies understand that they will be required
to submit an itemized account of all items purchased during each reporting period as
part of their performance reporting?
Goal: Yes
Application Ref# 2016-JAGC-2870 Section#3 Page 3 of 3
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 4: Financial � .4wh •s <. .
General Financial Info:
Note: All financial remittances will be sent to the Chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR/Vendor Number: 650662615
Budget:
Budget Category Federal Match Total
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services $0.00 $0.00 $0.00
Expenses $4,718.00 $0.00 $4,718.00
Operating Capital $0.00 $0.00 $0.00
Outlay
Indirect Costs $0.00 $0.00 $0.00
--Totals -- $4,718.00 $0.00 $4,718.00
Percentage 100.0 0.0 100.0
Project Generated Income:
Will the project earn project generated income (PGI) ? No
Application Ref# 2016-JAGC-2870 Section#4 Page 1 of 3
n....e.....a .i.i. r..r.r-
Application for Funding Assistance
Florida Department of Law Enforcement
Just(cont.)ice Assistance Grant - County-wide
Section 4: Financial rt
Budget Narrative:
Expense total = $4718.00
Program Materials include: Printed program materials, drug prevention videos, pens, bookmarks,
key chains (with educational messages).
Printed materials (programs, flyers, pamphlets) $700
Drug Prevention Posters - $400
Pens, Bookmarks, key chains - $2600
Marijuana Simulator- $1018
Total Budget$4718.00
Costs in excess of the grant award will be paid by the subgrantee.
Application Ref# 2016-JAGC-2870 Section#4 Page 2 of 3
Section 4: Financial Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section Questions:
Question: If the budget contains salaries and benefits, will this project result in a net personnel
increase, or continue to fund a prior federally grant funded net personnel increase?
Answer: No
Question: If Expenses or Operating Capital Outlay are included in your budget, what will be the
method of procurement for those items? (e.g., competitive bid, sole source, state term
contract)
Answer: Small Purchase
Question: If indirect cost is included, explain the indirect cost plan. Provide documentation of
approval.
Answer: N/A
Question: If contractual services in the budget are based on unit costs, provide a definition and
breakdown of cost for each service. Include the methodology for the unit cost plan
and when it was approved.
Answer: N/A
Application Ref# 2016-JAGC-2870 Section#4 Page 3 of 3
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 5: Standard Conditions
Insert Standard Conditions Page here.
•
Application Ref# 2016-JAGC-2870 Section#5 Page 1 of 1
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 6: Signatures
In witness whereof, the parties affirm they each have read and agree to the conditions set
forth in this agreement, have read and understand the agreement in its entirety and have
executed this agreement by their duty authorized officers on the date, month and year set
out below.
Corrections on this page, including Strikeovers,
whiteout, etc. are not acceptable.
State of Florida
Department of Law Enforcement
Office of Criminal Justice Grants
Signature:
Typed Name and Title:
Date:
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Typed Name of Subgrant Recipient:
Signature:
Typed Name and Title: 4~1`• e a A, #Ucee �-� e
Date: /Vs,5
Implementing Agency
Official, Administrator or Designated Representative
ausimmems
Typed Name of Implementing Agency:
Signature„
Typed Name and Title: /T (#ir%J d "t a4'ait&1 Cs ' Pen= 44-ecir
Date: / 3/41.-
Application Ref# 2016-JAGC-2870 Section#6 Page 1 of 1
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section 7: Certifiacions and 'Uthorizatio
Insert Certifications and Authorizations here.
Application Ref# 2016-JAGC-2870 Section #7 Page 1 of 1
AVENTURA POLICE
DEPARTMENT u.4
GENERAL ORDER
FISCAL MANAGEMENT AND EQUIPMENT ACCOUNTABILITY General Order
GO 107
Effective Date: 4/15/2011 Revision Date:
I. POLICY
It is the policy of the Aventura Police Department to adhere to this directive, and any other
applicable City of Aventura policy or procedure when dealing with matters concerning
purchases, bids, Request for Proposal, contracts, Purchase Orders, Requisitions, requests for
payments or other budgetary matters.
This directive also addresses areas of equipment accountability and responsibility of persons
assigned and/or operating the equipment.
II. RESPONSIBILITY
A. Per the City of Aventura Code of Ordinances, Chapter 2, Section 2-251 the City
Manager shall supervise and have full authority to approve, or disapprove purchases by
all departments. The City Manager shall issue rules governing purchasing procedures.
The City Manager shall approve all contracts relating to purchases by the City and
subject to the provisions of this division. All expenditures pursuant to this division shall
conform to Section 3.09 of the Charter.
B. Contracts and agreements may be required to be reviewed by the City Attorney prior to
being signed per City policy.
C. As the Department Head of the Police Department, the Chief of Police is vested by the
City Manager with the overall fiscal management and responsibility of the Department's
Operational and Capital budget. The Chief of Police has the final Departmental authority
to approve, or disapprove, a request for purchase and/or expenditure of Department
funds. Once documents and/or requests have been completed and signed off by the
Chief they will be forwarded to the Director of Finance who will forward them to the
City Manager for final approval CALEA 17.1.1 CALEA 17.2.1
D. The Administrative Services Division Commander is appointed as the Chief of Police's
designee to oversee the budgetary process and attend to the preparation of any and all
documents for expenditures, or any other budget function, as may be needed and/or
appropriate during the fiscal year. Once prepared, any document will be submitted to the
Chief of Police for review and/or approval
E. Both the Chief and Administrative Services Division Commander will work in conjunction
with the Director of Finance and the Purchasing Agent in regards to the expenditure of
fords and other budgetary-related matters as may be needed.
F. All requests for purchase, or any other budget-related issues, will comply with any
applicable laws or City Ordinances.
III. BUDGET PROCESS CALEA 17.2.1
A. The budgetary process that the Department operates under is a Program style budget
which is overseen and administered by the Director of Finance and City Manager.
B. In April of each year, the Chief of Police will assemble the Command Staff for input for
the upcoming fiscal year which begins October 1st. Documents will be distributed by the
City Manager that explain the time-line for the submission of the Departmental budget and
contain any necessary forms required. The Administrative Services Division Commander
will distribute any needed forms to the Staff members that are necessary for them to
submit for any personnel or equipment needs for their respective units.
C. Each Staff member shall furnish budget requests for their specific divisions as needed
during a fiscal year or for an upcoming fiscal year. The requests shall be specific in their
description of personnel, equipment, services or funds needed for their division. Any
necessary paperwork, or documentation, to support a request shall be submitted at the
time of the request. CALEA 17.2.2
D. The Director of Finance and City Manager will supply sample budgets and appropriate
paperwork and instruction for completing the requests for the upcoming fiscal year.
E. The Operational and Capital Budget requests for a new fiscal year, and any other related
paperwork, will be prepared and submitted by the Chief to the City Manager, as
required.
IV. PURCHASING
A. The Department shall determine what equipment and supplies are needed for personnel
so they can carry out and complete their respective duties and job assignments. Items
may vary from low- cost office supplies to expensive equipment for sophisticated
operations. Whenever possible, exact requirements, makes, models, accessories, specific
equipment or conditions shall be supplied to vendors prior to being purchased.
Equipment that is defective, broken, does not meet the criteria or needs of the
Department, or incomplete orders, shall not be accepted from a vendor. CALEA 17.3.1
a
B. All purchases shall conform to any a pp licable law and/or City requirement or Ordinance.
The City Manager has the final authority to approve all purchases and/or contracts.
C. Purchasing is governed by the City of Aventura Code of Ordinances, Chapter 2, Section
2-252. Below are specific sections that pertain to purchases:CALEA 17.3.1 b
1. Purchases not greater than$2,500.00-The Chief of Police can submit requests for
purchases or contracts without competitive bids and without City Commission
approval
2. Purchases of more than $2,500.00 but less than $50,000.00-The Chief of Police
can submit requests for purchases or contracts to the City Manager, without City
Commission approval, provided that three (3) quotations are obtained from
individual vendors; or a current government awarded bid.
3. Purchases of$50,000.00 or more-The Chief of Police can submit requests for
purchases or contracts that will be awarded by the City Commission after formal
competitive bidding or review and approval for use of a current a government
awarded bid.
D. All purchases shall conform to the requirements as set forth in the City Code of
Ordinances, City Policies or any other requirement by the City prior to a purchase.
E. Any other requirements that may become applicable in the future shall become a part of
this General Order, and they shall be complied with upon becoming effective.
V. SELECTION OF VENDORS
A. Vendors for equipment or services costing less than$2500.00 are selected based on the
products they sell and/or services they provide compared to the specific equipment or
service needs of the Department.
B. For vendors that supply equipment or services over $2,500.00, the Department shall
comply with the competitive bid process by obtaining three quotes or a Request for
Proposal CALEA 17.3.1 c
VI. EMERGENCY PURCHASING CALEA 17.3.1 d
A. Emergency purchases can be made per City of Aventura Code of Ordinances, Section 2-
253 (5).
VII. SUPPLEMENTAL OR EMERGENCY APPROPRIATIONS CALEA 17.3.1 e
A. These appropriations can be made, or approved, per City of Aventura Charter, Section
5.2.
VIII. ACCOUNTING OF FUNDS AND ENCUMBRANCES
A. The City of Aventura has adopted a central computer software program, the HIE system
that is used to keep track of all Operational and Capital Budget accounts. The system
supplies initial budgeted amounts, amounts paid out, amounts encumbered and remaining
balances. The system is used to track Check Requests or Purchase Orders. The system
can also be used to: CALEA 17.4.1
1. Show the initial appropriation for each account. CALEA 17.4.1 a
2. Show monthly balances for each account. CALEA 17.4.1 b
3. Show expenditures or encumbrances made during any period. CALEA 17.4.1 c
4. Show the unencumbered balance of an account. CALEA 1.7.4.l d
B. All requests for a Purchase Order (PO) initiated by the Police Department shall be
entered into the HIE accounting system for purposes of electronic approval and tracking.
The City of Aventura Finance Department is responsible for providing training, assistance
and insuring that the entries in the system are correct.
C. The Administrative Services Division Commander, or a designee, is responsible for
entering PO requests into the HTE system for electronic approval
1. The order of approval for any expenditure, either by Purchase Order or Check
Request is:
a. Administrative Services Division Commander - Division
b. Chief of Police - Department
c. Finance Department- City
d. City Manager
D. Check Requests shall comply with APDP 6.2.1 and must be accompanied by three (3)
quotations, if the request exceeds $2,500.00. Check Requests are generated on paper by
computer, signed for approval by the Chief of Police, forwarded to Finance and entered
into the HTE system by their personnel, after proper approval
E. At a minimum, a quarterly accounting of the Departmental cash funds will be performed
and documented by the respective division commander or their designee. CALEA 17.4.2
t
F. As per the City of Aventura Charter, Section 4.11, the City Commission shall provide for
an annual independent audit of all City accounts and may provide more frequent audits as
it deems necessary. CALEA 17.4.3
IX. CASH FUNDS CALEA 17.4.2
A. PETTY CASH FUNDS CALEA 17.4.2
1. The Administrative Commander shall keep a petty cash fund of$500.00 on hand
for minor immediate purchases. Any disbursement of petty cash over $300 must
be approved by the Chief of Police. The fund shall be replenished as needed by
Finance upon submission of receipts showing detailed expenditures of the funds.
Finance shall issue a check in the amount of receipts supplied showing cash
expended. The following persons are authorized to disburse the petty cash:
CALEA 17.4.2 a c
a. Chief of Police
b. Administrative Services Division Commander
c. Chiefs Executive Assistant
2. The petty cash funds shall be accounted for by the use of a ledger reflecting:
a. date of purchase, CAI,EA 17.4.2 h
b. name of person who purchased item(s),
c. description of item(s) purchased,
d. amount of purchase,
e. operational account number purchase is charged to,
f initial cash balance, and
g. balance on hand.
3. In order for an employee to be reimbursed for out-of-pocket cash expenditure for
the purchase of equipment that will be used and owned by the City of Aventura
after payment the employee must receive prior approval from:CA LEA 17.4.2 e
a. Chief of Police,
b. Administrative Services Division Commander, or
c. Division Commander who may approve up to a $25.00 expenditure
without approval from the Chief or Police or Administrative Services
Division Commander.
4. Submit an original receipt along with an invoice and any other paperwork for the
item(s) purchased to the Administrative Commander for reimbursement. CALE1
17.4.2 d
5. The Chief of Police, or designee, may give employee cash out of the petty cash
fund for the purchase of an item or equipment. Once purchased, the item or
equipment is the property of the City of Aventura and shall only be used for the
approved purposes. The employee making the purchase shall:
a. turn in any remaining cash to the Administrative Commander or designee
b. turn in the original receipt for the item purchased to the Administrative
Services Division Commander or designee.
B. RECORDS SECTION CASH FUNDS
1. The Records Section of the Aventura Police Department shall be authorized to
accept cash only as payment for copies of public records. The cost of obtaining a
public document from Records will be set by City h P olic . The following employees
are authorized to disburse cash from the Records Section petty cash: CALI;A
17.4.2 c
a. Administrative Commander,
h. Records Supervisor,
c. Records Clerk.
2. The Records Supervisor shall be responsible for the "bank" of cash on hand in the
Record's cash drawer. The "bank" of cash on hand shall consist of$30.00 in
currency and coins. The Records Supervisor shall also comply with the General
Order,Records, and maintain a record of cash funds as required of Petty Cash in
this General Order. CALEA 17.42 a d
3. Anytime a cash transaction is completed for payment of a public record the
employee shall issue a receipt that will contain the following: ('A1,1v\ 17.4.2 b d
a. date of transaction
b. exact amount of transaction
c. name of the person the cash is received from
d. name of the employee filling out the receipt
e. exact number of copies received
4. Employees shall make change as needed for transactions from the "bank"furnished
to Records. Records personnel shall not use cash from the Records bank for any
purpose other than making change for public records purchases.
C. INVESTIGATIVE FUNDS
1. These funds will be administered as outlined in General Order 408, Confidential
Informants.
X. ASSET AND EQUIPMENT INVENTORY CALEA 17.5.1
A. The Finance Department is responsible for assigning an asset number to department
purchases and equipment and supplying the asset number sticker.
B. All Departmental equipment that has been assigned an asset number may be inventoried
at the request of the Director of Finance.
1. See Finance Department Policies and Procedures 2.7 for further information.
C. The Administrative Lieutenant is responsible for insuring that an asset number inventory is
conducted when requested by the Director of Finance and all asset numbers are
accounted for. The Administrative Lieutenant shall conduct an annual inventory of all
police department equipment assigned to individuals and units. The purpose of this
inventory is to account for all equipment and/or items that have been purchased by, or are
assigned to; the police department is accounted for. The Administrative Lieutenant may
enlist other members of the Department as needed to assist in the inventory.
XI. ISSUING AND RE-ISSUING EQUIPMENT CALEA 17.5.2
A. The Administrative Division Commander, or designee, is responsible for issuing all
Agency-owned items and/or equipment to authorized users.
B. All Departmental personnel are responsible for the care and maintenance of any item
and/or equipment that is assigned to them and/or used by them.
C. Equipment or items that are new, or used, but in good working order and/or have not
passed a manufacturer's expiration date, may be assigned and/or re-assigned to personnel
within the Agency or City. Officers or units requiring equipment can obtain the equipment
in one of the following manners:
1. Equipment Chit - Issued for uniforms, shoes, boots and/or duty gear. Officers in
need of an initial issue and/or replacement shall obtain a chit from the
Administrative Services Division Commander or Administrative Lieutenant. Once
the officer obtains the equipment, they shall turn in any receipts received to the
office of the Administrative Services Division Commander. The Administrative
Services Division Commander or designee, shall keep a file on each officer that is
issued a chit.
2. Memorandum - For equipment that the Department does not currently issue
and/or possess officers or units in need of equipment can submit a memorandum,
via Chain of Command, requesting that the Department purchase the equipment.
The memo shall contain:
a. an explanation and/or justification of the need to purchase,
b. name of the unit or person requesting,
c. name of the vendor that can supply the equipment,
d. cost of the item or items requested.
3. Dependent upon costs, persons requesting equipment may need to get three
quotes from vendors or an RFP (Request for Proposal) may have to be put out by
the Purchasing Technician.
D. Equipment purchased is either paid for by a Check Request or applied against an existing
Purchase Order. Once the equipment is received, and in acceptable condition, all
paperwork is processed and forwarded to City Hall Finance for payment.
XII. OPERATIONAL READINESS OF STORED EQUIPMENT CALEA 17.5.3
A. All stored Departmental equipment shall be cared for and maintained in a state of order
insuring that the equipment or item is serviceable and in good working condition at all
times.
B. If an item or piece of equipment is assigned to a specific individual, that person is solely
responsible for the security, care and maintenance of the equipment or item. The
assigned person is responsible for insuring that the equipment/item receives any necessary
cleaning, scheduled maintenance and/or repair as may be required.
C. If an item or piece of equipment is assigned to a specific unit, the supervisor in charge of
the unit is responsible for the security, care and maintenance of the equipment or item.
The supervisor is responsible for insuring that the equipment/item receives any necessary
cleaning, scheduled maintenance and/or repairs as may be required.
D. Any item or equipment that is stored shall be inspected for operational readiness on a
regular basis. The responsibility for the inspection shall be with the employee assigned the
equipment or the supervisor in charge of the unit the equipment is assigned to. Once
inspected, a memo shall be sent by the person performing the inspection to the
Commander of the unit that the equipment is assigned to. The memo shall explain the
condition of the equipment and if it is ready for use. A copy of the memo shall be
forwarded to the Accreditation Manager.
E. Any equipment found to be defective, non-operational, unsafe, in need of repair or
maintenance shall be brought to the attention of the supervisor of the assigned employee,
or, if assigned to a unit, the next supervisor in rank. The officer or supervisor is
responsble for having the equipment/item serviced or repaired as quickly as possible. If
necessary, they shall submit a written request, via the Chain of Command, to have the
work completed. The equipment or item shall then be repaired, serviced or replaced as
deemed necessary.
Steven Steinberg,
Chief of Police