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2010-78 Law Enforcement Sensitive �:T e jilt r U.S. Department of Justice wg T ✓ " "�' United States Attorney * . Organized Crime Drug Enforcement Task Forces Florida. Caribbean Region 99 Northeast 4th Street Miami, FL 33132 Fax: 305 530 -6166 February 11, 2011 Clermont Police Department Sergeant Brent Joyner 865 W. Montrose Street Clermont, FL 34711 Subject: Organized Crime Drug Enforcement Task Forces (OCDETF) State and Local Overtime and Authorized Expense Agreement for Fiscal Year 2011 Dear Sergeant Joyner: The Florida Caribbean Region OCDETF Regional Coordination Group has approved an OCDETF Agreement for the Clermont Police Department under the following terms: OCDETF Case #: FC /FLM /0880 No Fly Zone Dates of the Agreement: 11/01/2011 through 09/30/2011 (Fiscal Year 2011) Funding Amount: $2,500 Sponsoring Federal Agency: DEA At no time should your State or Local agency exceed the approved funding noted above. * *Please note that the approved funding amount may be less than the amount originally submitted to the Regional Coordination Group. Initial funding allocations represent projections only and therefore are subject to modification by the Regional Coordination Group based upon the progress and needs of the OCDETF investigation. Federal government accounting policy requires all open obligations be reviewed and validated at the end of each quarter; therefore if no costs have been incurred within 90 days of the date of the agreement all funding could automatically be de- obligated unless an extension has been requested and has been granted in writing by the sponsoring Agency Regional OCDETF Coordinator. If additional funding or agreement modifications are necessary, a written request must be submitted by the sponsoring Agency Regional OCDETF Coordinator to the Assistant U.S. Attorney (AUSA) Regional OCDETF Coordinator prior to incurring any overtime and /or expenses. The sponsoring Federal agency and State or Local agency will be notified in writing on the status of the request. Any supplemental funding will be contingent upon availability of funds. Law Enforcement Sensitive OCDETF Agreement for Fiscal Year 2011 A reimbursement request will not be deemed "submitted" unless it is completely and accurately prepared. Reimbursement requests must be submitted within 30 days of overtime worked. The requests must be approved and signed by the sponsoring Federal agency prior to being forwarded to the U.S. Attorney's office. All requests without proper signatures will be returned. Approved funds that do not have properly submitted reimbursement requests submitted on a timely basis will be de- obligated by the committee to meet other financial responsibilities. The State or Local agency is responsible for ensuring and monitoring overtime payments. These payments may not, on an annual per person basis, exceed $17,202.25 (increased to 25% of a GS -12 Step 1 Federal salary rate in effect for fiscal year beginning October 2010). The field office of the sponsoring Federal agency and the sponsoring Agency Regional OCDETF Coordinator will also monitor these payments, as stated in section 14 of the agreement. Without approval from the Regional Coordination Group and the grant of a waiver from the OCDETF Executive Office in Washington D.C. an agency may not be reimbursed in excess of $25,000.00 on any OCDETF investigation in a given year. Reimbursement requests which are not submitted for payment in a timely manner are subject to availability of funds. If you have any questions, please do not hesitate to contact your sponsoring Agency Regional OCDETF Coordinator Jiries J. Salameh at (954) 660 -4514. Very truly yours, WIFREDO A. FERRER UNITED TATES ATTORNEY i t i ( Mary V. "V a" King OCDETF Coordinator Florida Caribbean Reg'on U.S. Department of Justice "8Vtr°° °" k!All United States Attorney Organized Crime Drug Enforcement Task Force Florida/Caribbean Region 99 N E 4 Street, 7th Floor Miami, Florida 33132 -2111 Clermont Police Department, FC/FLM/0880 The DOJ Financial Committee of the Florida/Caribbean Organized Crime Drug Enforcement Task Force (FC- OCDETF) has received and approved your agreement for funding of reimbursable expenses. Specific program requirements for Fiscal Year 2011 are: 1. Please route the enclosed reimbursement package to the individual responsible for processing and submitting the reimbursement requests for this agreement. 2. The FC- OCDETF has implemented monthly fiscal 'reviews. If no spending has occurred within 90 days, the obligated amount will be de- obligated. 3. In order to accurately track reimbursable expenses and evaluate agency spending, it is imperative that one Reimbursement Request be submitted on a monthly basis. The Reimbursement Request should be submitted promptly after the last working day of the month. If the FC- OCDETF has not received the reimbursement within thirty (30) days of the overtime being worked, it will not be honored and paid. 4 Reimbursement requests should reflect, with supporting documentation, all time worked on OCDETF investigations. Reimbursement requests must be submitted to the sponsoring federal Agency Coordinator. 5. The State & Local agency is responsible for retaining and having available for a review, audit, inspection, etc. sufficient supporting documentation for all regular hours and overtime hours worked on a specific OCDETF case. The reimbursement must be submitted with the Officers' timesheets that reflect work on the specific OCDETF case and must be reviewed and signed by an authorized State & Local official. 6. Officers assigned to the OCDETF case are required to work full -time on OCDETF cases. Departments are not eligible for overtime reimbursement unless the officer works full time on OCDETF cases / Strategic Initiatives. 7. The Executive Office for OCDETF has implemented specific funding caps. The maximum funding per OCDETF operation is $50,000 per year with a per department funding cap of $25,000 per year. Please be aware that more than one department may be working on this OCDETF operation. As spending on this operation approach these caps, contact your Sponsoring Federal Agency OCDETF Coordinator. 8. The maximum number of officers assigned to an agreement cannot exceed fifteen without written justification. Page 1 9. Financial Check List (i.e., "Actual Activity Amount ") must be completed by the 10th of each month and faxed or e- mailed to the Sponsoring Federal Agency OCDETF Coordinator even ifyour estimate is "0 ". (ex: due November 10, 2010 figure covers October 1 -31, 2010). If you fail to<•submit a timely actual activity amount, no reimbursement for that month will be paid. 10. Timely actual activity amount and reimbursement requests must be submitted or you will not be reimbursed. 11. Periodically, modification of obligated funds maybe necessary and your agency will receive a screen printout of the agreement funding change reflecting such modification within ten (10) business days. Attached is a Reimbursement Request for your agency to reproduce for future submissions (any submissions not on these forms will be returned). If you have any questions, please feel free to contact the Sponsoring Federal Agency as follows: Agency Phone Fax E -mail ATF Troy Stratton 561 623 - 4184 561 623 - 4201 Troy.D.Stratton @usdoj.gov DEA Robin Withrow 954- 660 -4514 954- 660 -4307 Robin.L.Withrow @usdoj.gov Jiries J. "Jerry" Salameh 954- 660 -4513 Jiries.J.Salameh @ usdoj.gov FBI Jessie Greene 954 -888 -1586 954 -577 -5747 IJGreene@sflhidta.org Paul J. Sciolino 954- 888 -1534 PJSciolino @sflhidta.org Enclosures: FY'2011 Agreement with Addendums Reimbursement Request, Officers Overtime Log, Officer Hour Log and Financial Check List "Actual Activity Amount" Instructions for filing out financial forms Internet Payment Platform (IPP) Page 2 ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCE OFFICER HOUR LOG STATE OR LOCAL AGENCY: Clermont Police Department OCDETF INVESTIGATION / STRATEGIC'INITIATIVE NUMBER: FC/FLM/0880 For the Month of , 201_ OFFICER: OFFICER'S OVERTIME HOURLY RATE: $ Number of Regular Hours Number of Overtime hours Date,, worked on OCDETF case / worked on OCDETF case/ Total Overtime Dollar Type of Overtime Investigative Strategic Initiative Strategic Initiative Amount Activity 1 2 • 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 tT otals: I I I I Initials of Federal Agent/Supervisor: Hour Log (Oct 10), Page 3 . FY'2011 FINANCIAL CHECK LIST "Actual Activity Amount" Regional Coordinator Contact with State/Local Department (Chronological History) OCDETF / Strategic Initiative Number: FC/FLM/0880 Agency: DEA Operation Name: No Fly Zone State/Local Name: Clermont Police Department Administrative or Financial Staff Person: Laura Turk Phone/E -Mail: (352) 394 -5588, lturkaclermontfl.org State/Local Facsimile No. (352) 394 -1644 I October 2010 1 November 2010 I December 2010 I January 2011 I $ $ $ $ 1 February 2011 1 March 2011 April 2011 1 May 2011 $ $ $ $ June 2011 1 July 2011 1 August 2011 1 September 2011 I $ $ $ $ By the 10th of each month, please fax or e-mail your actual overtime and authorized expenses for the prior month to the sponsoring Federal Agency Regional Coordinator (ex: due November 10, 2010 figure covers October 1 -31, 2010.) If you are unable to determine the actual reimbursement amount, you must provide an estimated amount, in order for your department to obtain reimbursement. This actual sheet must be submitted every month including a zero amount if no reimbursement is being filed. This form does not replace the obligation to submit the monthly Reimbursement Request which must be submitted within 30 days of the end of the month you are claiming. Facsimile Numbers: E -Mail: ATF 561- 623 -4201 Troy.D.Stratton @usdoj.gov DEA 954- 660 -4307 Robin.L.Withrow @usdoj.gov FBI 954 - 577 -5747 IJGreene @sflhidta.org Financial Check List (Oct 10) Cy Internet Payment Platform (IPP) Click on this link for details: https: / /www.ipp.gov/ Agencies please refer to the IPP link for registration, an instructional video and a downloadable brochure. Internet Payment Platform http: / /www /ipp.gov/ (617) 973 -3069 The IPP provides the following Payment Notification Services to government supplier users: • payment email notification • online payment history • remittance download To register for the payment notification services, contact IPP Support at bos.ipp.helpdesk@hos.frb.org. Please use "IPP Payment Notification Services" in the email subject line or call toll free at 1 (866) 973 -3131. Registration Requirements The following information about your department is required to initiate IPP registration. Be sure to indicate if your department is registered in the government Central Contractor Registry (CCR). If you have more than one location or department name, please use your primary corporate information and location data to register with the IPP: • Indicate if your department is registered in the CCR • Department name • Primary department site address • Primary department phone number • Designated IPP account administrator: first name, last name, phone number, email address • Taxpayer Identification Number(s) (TINs) used for government agency payments The following information about a business partner government agency is required to initiate IPP registration: • Name of government agency doing business with your department • Contact information at the government agency: name, phone, email If you have any question regarding the registration process, please call the IPP Support at 1 (866) 973 -3131. Revised (Oct. 09) FEB 1 1 2011 ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCES FY'201 1 AGREEMENT FOR THE USE OF THE STATE AND LOCAL OVERTIME AND AUTHORIZED EXPENSE / STRATEGIC INITIATIVE PROGRAM Federal Tax Identification #: 59- 6000290 DC #: Amount Request OCDETF Investigation / Strategic Initiative a,5e>o°% Number: FC/ PLM / $ W00091 11.4e also Number of Officers List . 1 Federal Agency Investigation Number: GB -10 -0067 From: 11/01/2010 1 State or Local Agency Name and Address: Beginning Date of Agreement Clermont Police Department To: 09/30/2011 Ending Date of Agreement 865 W. Montrose Street State or Local Agency Narcotics Supervisor: Sergeant Brent Joyner Clermont, FL 34711 Telephone Number: (352)394 -5588 E -mail Address: Bjoyner @clermontfl.org Fax Number: (352)394 -1644 Sponsoring Federal Agency: Sponsoring Federal Agency Group /Squad Drug Enforcement Administration Supervisor: GS Willie Hawkins oK OCDETF Operation Name: Telephone Number: (407)333 -7000 No Fly Zone E -mail Address: willie.1.hawkins@usdoj.gov- Please provide the name, telephone number, e-mail address, and fax number for the administrative or financial staff person at the State or Local agency, who is directly responsible for the billings under this Reimbursement Agreement: Name: Laura Turk Telephone Number (with area code): (352)394 -5588 E -mail Address: lturk @clermontfl.org Fax Number: 352-394-1644 4eemen (Oct 10). Page 1 JO 0 6 2011 JAN 2 5 2011 �,A F%T Spc This agreement is between the above named State or Local law enforcement agency and the Organized Crime Drug Enforcement Task Forces (OCDETF) Program. This agreement shall be effective when signed by an authorized State or Local agency official, the sponsoring Federal Agency Special Agent -In- Charge, the sponsoring Agency Regional OCDETF Coordinator, the Assistant United States Attorney Regional OCDETF Coordinator, and the OCDETF Executive Office. 1. It is agreed that the State or Local law enforcement officers named on this agreement will assist in OCDETF investigations, Strategic Initiatives and prosecutions as set forth in the Organized Crime Drug Enforcement Task Forces State and Local Overtime and Authorized Expense /Strategic Initiative Programs. Policies and Procedures Manual, October, 2010. 2. No individual agreement with a State or Local department may exceed $25,000, and the cumulative amount of OCDETF State and Local overtime monies that may be expended on a single OCDETF investigation or Strategic Initiative in a single fiscal year may not exceed $50,000 without express prior approval from the OCDETF Executive Office. The OCDETF Executive Office will entertain requests to exceed these funding levels in particular cases. Please submit a written request including justification approved by the AUSA Regional Coordinator to the OCDETF budget officer when seeking to exceed the above stated funding levels. 3. Each Reimbursable Agreement will be allowed no more than six (6) modifications per year. In addition, if the /funds for a particular agreement are completely deobligated with the intention of closing that agreement, it will not count as a modification for purposes of this policy. These amendments or changes must be transmitted by a memorandum approved and signed by the AUSA Regional OCDETF Coordinator or designee for the region and forwarded to the OCDETF Executive Office. 4. If an Agreement does not have any activity during the last ninety (90) days, the funds shall automatically be deobligated. The OCDETF Executive Office will assist with the monitoring of the aging Agreements. Further, if a State or Local agency indicates that it is no longer performing work under a particular Agreement, the State and Local Overtime Procedures Manual requires that a modification memorandum identifying the amount to be deobligated be submitted to the OCDETF Executive Office as soon as possible after determining that no work is being performed. 5. The State and Local law enforcement agency must provide billing estimates or activity on a monthly basis. 6. The State or Local law enforcement agency agrees to provide experienced drug law enforcement officers who are identified in this agreement to work on the specified OCDETF investigation or Strategic Initiative. An) change in law enforcement officers assigned must be agreed to by all approving officials. Agreement (Oct 10), Page 2 7. Officers who are not deputized shall possess no law enforcement authority other than that conferred by virtue of their position as a commissioned officer of their parent agency. 8. Officers who are deputized may possess Federal law enforcement authority as specified by the agency affording the deputation. 9. Any State or Local officers assigned to an OCDETF Investigation or Strategic Initiative in accordance with this agreement are not considered Federal employees and do not take on the benefits of Federal employment by virtue of their participation in the investigation or Strategic Initiative. 10. OCDETF and the sponsoring Federal law enforcement agency(ies) for the approved OCDETF investigation or Strategic Initiative will provide to the assigned State/Local officers the clerical, operational and administrative support that is mutually agreed to by the parties in this agreement. 11. Officers assigned to OCDETF investigations or Strategic Initiatives must work full -time on the investigation(s) or Strategic Initiative(s) in order to be paid overtime. In order to satisfy the "full- time" requirement, a law enforcement officer must work forty (40) hours per week or eight (8) hours per day on a single or multiple OCDETF investigation(s) or Strategic Initiative(s). Any established exceptions or waivers to this definition shall be requested by the Regional Coordination Group and attached as Addendum A to the Agreement. [The parent State or Local agency must pay the base salary of its officers. In the event officers must work overtime on an OCDETF investigation or Strategic Initiative, the OCDETF Program will reimburse the parent State or Local law enforcement agency for a limited amount of those overtime costs.] The agency is responsible for paying its law enforcement officer(s) for their overtime, travel and per diem expenses. To ensure proper and complete utilization of OCDETF overtime and expense allocations, reimbursement claims must be submitted monthly on the OCDETF Reimbursement Request Form. The OCDETF Executive Office may refuse payment on any reimbursement request that is not submitted to the OCDETF Regional Coordination Group within thirty (30) days of the close of the month in which the overtime was worked. 12. It is the responsibility of the State & Local agency to retain and have available for inspection sufficient supporting documentation for all regular hours and overtime hours worked towards a specific OCDETF case. Officers' timesheets must reflect work towards a specific OCDETF case and must be reviewed and signed by an authorized State & Local official. 13. Analysis of reimbursement claims by the Regional Coordination Group may result in a modification of the obligation of funds contained within this agreement as well as the time period covered. The agency affected by any such modification will receive a memo notifying them of the changes. Agreement (Oct 10), Page 3 E ' 14. Overtime payments, in any event, may not, on an annual per person basis, exceed 25% of the current approved Federal salary rate in effect at the time the overtime is performed. The State or Local agency is responsible for ensuring that this annual payment is not exceeded. The Executive Assistant/OCDETF Program Specialist will monitor these payments via MIS and communicate to the Federal Agency Regional OCDETF Coordinators who provide status updates to any officer approaching the threshold. 15. The overtime log must be attached to the reimbursement request when submitting the monthly invoices. The Sponsoring Federal Agency Supervisory Special Agent and the State or Local official authorized to approve the Reimbursement Request must certify that only authorized expenses are claimed, the regular hours requirement is satisfied, and that overtime has not exceeded 25% of the current Federal salary rate in effect at the time the overtime was worked. 16. Under no circumstances will the State or Local agency charge any indirect costs for the administration or implementation of this agreement. 17. The State or Local agency shall maintain complete and accurate records and accounts of all obligations and expenditures of funds under this agreement for a period of six (6) years and in accordance with generally accepted accounting principles to facilitate inspection and auditing of such records and accounts. 18. The State or Local agency shall permit examination and auditing by representatives of the OCDETF Program, the sponsoring Federal agency(ies), the U.S. Department of Justice, the Comptroller General of the United States, and/or any of their duly - authorized agents and representatives, of any and all records, documents, accounts, invoices, receipts, or expenditures relating to this agreement. Failure to provide proper documentation will limit State or Local law enforcement agencies from receiving OCDETF funding in the future. 19. The State or Local agency will comply with Title VI of the Civil Rights Act of 1964 and all requirements applicable to OCDETF agreements pursuant to the regulations of the Department of Justice (see, e.g., 28 C.F.R. Part 42, Subparts C and G; 28 C.F.R. 50.3 (1991)) relating to discrimination on the grounds of race, color, sex, age, national origin or handicap. 20. This agreement may be terminated by any of the parties by written notice to the other parties ten (10) business days prior to termination. Billing for outstanding obligations shall be received by OCDETF within thirty (30) days of the notice of termination. 21. The Debt Collection Improvement Act of 1996 requires that most payments made by the Federal government, including vendor payments, must be made by electronic funds transfer (EFT). In accordance with the act, all OCDETF reimbursement payments will be issued via EFT. All participating State and Local agencies must complete and submit the attached EFT form. The OCDETF Executive Office must receive one EFT form from each participating agency or police department prior to processing their reimbursement payments. In certain circumstances the OCDETF Executive Office may make exceptions for agencies that are unable to accept this form of payment, howel, er, such agencies must include written justification in the addendum of each new agreement. Agreement (Oct 10), Page 4 t • , 22. All changes made to the original agreement must be approved by the OCDETF Executive Office and initialed by the Executive Assistant/OCDETF Program Specialist of the Regional Coordination Group making the revision. The AUSA Regional OCDETF Coordinator or designee must initial all funding changes. 23. The Regional Coordination Group is responsible for identifying and implementing any additional policy requirements, as needed, for its specific region. Those regional policies will be documented in the Addendum B and attached to the approved Agreement. The Agencies are agreeing to adhere to these additional requirements and must have written approval by the Regional Coordination Group for any exceptions to the regional policies. This agreement is not a contract or obligation to commit Federal funds in the maximum amounts projected. Funding allocations for the time period set forth and agreed to herein represent projections only and are based upon consultation between the sponsoring Federal agency and the State or Local law enforcement agency. They are, therefore, subject to modification by OCDETF based upon the progress and needs of the OCDETF investigation or Strategic Initiative. Additionally, resources are contingent upon the availability of funds per the approval and signature of the OCDETF Executive Office obligating authority. The OCDETF Executive Office will approve and certify that all the terms and conditions,of the agreement have been met. Approved By: ..5Xave £ ,z .4/I Gtt11 /Z-1P'/ PP Y• Authorized State or al Official Title Date Approved By: '' DEA Sponso�• 1 Agency S. • 1 Agent in Charge or Designee Date Approved By: 0// Jiries J Sala eh, DE ; ". nsoring F al Reg al OCDETF Coordinator Date Approved By: ah1 /1 1 Mary V (Jena) Kin:, A SA Re onal OCDETF Coor inator Date Funds are encumbered for the State /Local Agency iertime costs and authorized expense / Strategic Initiative Programs specified above. Subject to availability of funds. Funds Certified: OCDETF Executive Office Date Approving Official: OCDETF Executive Office Date Agreement (Oct 10), Page 5 ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCES STATE OR LOCAL LAW ENFORCEMENT OFFICERS ASSIGNED TO PARTICIPATE IN THE STATE AND LOCAL OVERTIME AND AUTHORIZED EXPENSE / STRATEGIC INITIATIVE PROGRAMS State or Local Agency. Clermont Police Department OCDETF Investigation / Strategic Initiative Number FC/ FLM - 0854 The law enforcement officers listed below will assist with the above identified OCDETF investigation or Strategic Initiative Any modification of the list of law enforcement officers must be agreed to in writing by all of the parties to this Agreement, made a part of the Agreement, and forwarded to the OCDETF Executive Office NAME TITLE/RANK DOB 1 Chadwick R. Edmondson Police Officer 06/12/1980 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Agreement (Oct 10), Page 6 ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCES FLORIDA/CARIBBEAN REGION FY 2011 ADDENDUM A Definition of "Full -Time Participation" - See paragraph 11 Any Exceptions or Justifications - must be submitted in wasting Agreement (Oct 10), Page 7 ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCES FLORIDA/CARIBBEAN REGION FY 2011 ADDENDUM B In regard to the FY 2011 State and Local Agreement, the Flonda/Canbbean OCDETF Financial Committee has approved modifications to the below numbered paragraphs as follows 6 The maximum number of officers assigned to an agreement cannot exceed fifteen (1 S) without written justification 11 All assets seized in the investigation will be processed federally by the sponsonng OCDETF federal agency unless otherwise specified in the OCDETF Investigation Initiation Form (IIF) or in a subsequent addendum to the IIF or other OCDETF reports Equitable sharing of forfeited assets remains available to all the participating federal, state and local agencies Equitable sharing requests will be governed by the rules and regulations of the Department of Justice or Department of Treasury Asset Forfeiture Program as applicable 13 Analysis of reimbursement claims by the Regional Coordination Group may result m modification of the obligation of funds contained within this agreement as well as the time penod covered The department affected by any such modification will receive a screen printout of the agreement funding change kgreement (Oct 10), Page 8 ACH VENDOR/MISCELLANEOUS PAYMENT ENROLLMENT FORM PAYEE /COMPANY INFORMATION (Include State and Local agency name as written on agreement cover sheet) Name City of Clermont Address 685 West Montrose Street, Clermont, FL 34711 Taxpayer ID Number 59- 6000290 Contact Person Name Steve Graham — Chief Telephone Number 352- 394 -5588 Ext 135 FINANCIAL INSTITUTION INFORMATION Bank Name Fifth Third Bank Nine-Digit ABA Routing Transit Number 063109985 Depositor Account Number 7441029308 Type of Account (checking/savmgs) Checking Please return with the Reimbursable Agreement The Debt Collection Improvement Act of 1996 requires that most payments made by the Federal government, including vendor payments, must be made by electronic funds transfer (EFT) A benefit of receiving payments by EFT is that your funds are directly deposited to your account at a financial institution and are available to you on the date of payment if you have any question regarding the delivery of remittance information, please contact the financial institution (bank) where your account is held If you have any question on the completion of this form, please contact the OCDETF State and Local EFT Coordinator, 202 -514 -1860 To inquire about a bill contact http / /www ipp gov/ Agreement (Oct 10), Page 9