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3.13. SR 10-19-1998 From: iver Date: Police Department Subject: Memorandum ** ITEM 3.13. ** Mayor and City Council Chief Zerwas/Assistant Chief Beahen October 14, 1998 Snowmobile Safety Grant The police department has received a grant from the Minnesota Department of Natural Resources for $1,000.00 to be used for snowmobile safety/enforcement during the winter of 1998/1999. We are requesting that the council approve our participation in this program. See attached grant forms for further details. The State requests a copy of the Council Minutes documenting the approval of our participation and the authorization giving approval to the Mayor to sign the agreement form. The police department will use our grants funds to pay overtime for officers to work directed enforcement on snowmobiles in problem areas with the City of Elk River. 13065 Orono Parkway · P.O. Box 723 · Elk River, MN 55330 · (612) 441-2324 · Fax (617 September 8, 1998 Minnesota Department of Natural Resources Dear Local Law Enforcement Administrator, I have received your application for Snowmobile Safety Enforcement Grant Funding on the forms your agency submitted. I am pleased to inform you that your agency qualifies for the funding amount as indicated on the Agreement Form in the Grant Agreement Packet (attached). Please follow the attached Grant Agreement Packet instructions carefully and submit the required documents to the address below: Snowmobile Safety Enforcement Grant DNR- Enforcement 1601 Minnesota Drive Brainerd, MN 56401 Please note the deadline for submitting Grant Agreement Packets is October 30, 1998. Packets received after that date will not be processed. Grant fund payments should be sent about four weeks after your completed applications forms are received and processed in this office. Your Agency must submit the enclosed Completion Report (SG-002) by May 1, 1999. Please refer to the Grant Agreement Packet Instructions (Form SG-005, sections 5-6) for further details. If you have any questions, please contact LT Gerald Peterson at 218/828-2601. Sincerely, COL Leo Haseman, Director Division of Enforcement attachments: Grant Agreement Packet DNR Information: 612-296-6157, 1-800-766-6000 · TTY: 612-296-5484, 1-800-657-3929 An Equal Opportunity Employer ~ Printed on Recycled Paper Containing a Who Values Diversity ~ll~ll~ Minimum of 10% Post-Consumer Waste AGREEMENT PACKET Complete and return by October 30, 1998 to: Snowmobile Safety Enforcement Grant DNR- Enforcement 1601 Minnesota Drive Brainerd, MN 56401 Form SG-004 SNOWMOBILE SAFETY ENFORCEMENT SAFETY GRANT Allowable Expenditures under the Snowmobile Safety Enforcement Program Use these guidelines when completing Forms SG-002 and SG-009. General: All of the expenditures listed below must be directly related to the Snowmobile Safety Enforcement Program. When personnel or equipment costs are split between general law enforcement duties and snowmobile safety enforcement, the percentage paid out of the snowmobile safety enforcement account may not exceed the percentage of time the individual or equipment is actually used for snowmobile safety enforcement. These funds are to be used only for enforcement activities above and beyond current levels of local law enforcement activities as stated in Laws of Minnesota 1997, Chapter 216, Section 5, Subdivision 8. Local Law Enforcement Agencies are urged to contact the Department of Natural Resources' Snowmobile Enforcement Grant Administrator for a determination prior to any questionable expenditure. All expenditures are subject to state audit. Be sure to keep accurate documentation and records of all expenditures. Personnel: Personnel expenses (including salary, insurance, Social Security, retirement, worker's compensation, etc.) for persons who are actively engaged in snowmobile safety duties above and beyond current levels of snowmobile enforcement activity. Records or logs of time spent on the program are necessary to support these expenses and should be retained for not less than three years. Supplies and Expenses: This includes uniforms, fuel, oil, lubricants, repairs, rental/lease costs, travel costs, training expenses and expendable supplies. Equipment: This includes snowmobiles, trailers, vehicles, radios, etc. Equipment which is used for general duties may be either charged to the snowmobile safety enforcement account according to percentage of use or by the cost per mile/hour of operation. Mileage logs showing dates, odometer readings and assignment are necessary to support all vehicle use and should be retained for not less than three years. If additional snowmobiles are needed, leases should be considered. Requests for equipment purchases will receive low priority and should be limited to essential requests only. Other proposed expenditures which do not fit into one of these three categories must have prior approval by the Department of Natural Resources Snowmobile Enforcement Grant Administrator. Please contact LT Gerald Peterson at 218/828-2601. Form SG-OOfi SNOWMOBI~,E SAFETY ENFORCEMENT GRANT Snowmobile Grant Agreement Packet Instructions Agreement Terms and Conditions Attached are the following forms that need to be completed to confirm your Agency's participation in the Department of Natural Resources Snowmobile Safety Enforcement Grant Program. 1. Snowmobile Safety Enforcement Agreement, Form SG-006. A copy of this form needs to be submitted to this office. This form must have original signatures of your Agency Administrator, Board/Council Chairperson, and Auditor/Fiscal Officer. The signatures must be in the proper spaces provided on each form. A copy of the resolution/authorization or Board/Council Minutes authorizing the Chairperson to sign the Agreement must be attached to the copies of the Snowmobile Safety Enforcement Agreement. 2. Statement of Understanding and Agreement, Form SG-008. One copy of this form needs to be signed by the Agency Administrator and returned to this office. Please keep a copy for you records. 3. Snowmobile Safety Enforcement Grant, Proposed Budget, Form SG-009. This form is attached to the Agreement Form and is a proposed budget for the expenditure of Snowmobile Safety Enforcement Grant Funds by your Agency. One copy of this form needs to be completed, signed by the Agency Administrator and returned with the Agreement Form, SG-006. Your total "State Funds" column on the form must add up to the amount listed on the Agreement. If it is more or less, the forms will be returned for correction. Be sure to re-check you math and keep a copy of this form for your records. 4. Snowmobile Safety Report Instructions, Form SG-001. This is an informational guide for completing Form SG-002. This form does not need to be returned. 5. Snowmobile Safety Enforcement Grant, Completion Report, Form SG-002. This form needs to be completed and returned to this office by May 1, 1999. Be sure the report form has the required signatures. 6. Allowable Expenditures, Form SG-004. This form does not need to be returned. This is an informational form to aid in planning and reporting expenditures on Form SG-002 and SG-009. Please read it carefully, note the record keeping requirements, and call this office if you have questions. Please Note the Following: All copies must be properly signed and all attachments completed and correct. Please type or neatly print information on the form in black ink. Photocopies are often hard to read. When you have completed the required forms, please return the required number of copies and attachments to this office. When received, the Agreement will be signed by the Department of Natural Resources and the Attorney General's's Office. The document is then an official agreement, and will be used as the payment document for your agency. Depending upon fiscal scheduling, payment should be made in about four weeks after you return the final paperwork. A copy of all signed documents will be sent to you. ... Remember that all FY 99 Snowmobile Safety Enforcement Grant Funds must be spent prior to June 30, 1999. You need to complete and return to this office Snowmobile Safety Enforcement Completion Report, SG-002, by May 1, 1999. Future Snowmobile Safety Enforcement Grant applications fi.om your Agency will not be processed until these reports have been received and accepted. NOTE: THIS OFFICE WILL NOT PROCESS ANY GRANT AGREEMENT PACKETS POSTMARKED AND RECEIVED AFTER OCTOBER 30, 1998. If you have any questions, please feel free to contact LT Gerald Peterson at 218/828-2601. Form SG-006 SNOWMOBILE SAFETY ENFORCEMENT GRANT AGREEMENT DATE OF AGREEMENT September 2, 1998 AGENCY Elk River Police Department I I AMOUNT OF PAYMENT I TE~ OF AGREEMENT [ I I $1000.00 July 1, 1998 Through June 30, 1999 THIS AGREEMENT, as per DATE OF AGREEMENT, between the STATE OF MINNESOTA, acting by and through the Commissioner of Natural Resources, hereafter referred to as the 'State", and above named Local Law Enforcement Agency, hereinaRer referred to as the "Agency". Whereas, Under the provisions of Minnesota Statutes 97A.205, Section 383.03, and Chapter 436, all law enforcement officers are authorized to carry out the provisions of Chapter 84 and the Snowmobile Regulations Rules, hereinaf~r referred to as the "Minnesota Rules", promulgated by the Commissioner of Natural Resources, including patrol and enforcement of the snowmobile roles and regulations, all hereinaf~r referred to as "Local Law Enforcement Agency Duties"; and Whereas, in connection with Local Law Enforcement Agency Duties, the Local Law Enforcement Agency must submit to the Department of Natural Resources, Division of Enforcement, a budget to carry out the Local Law Enforcement Agency Duties; and Whereas, Under the provisions of Laws of Minnesota 1997, Chapter 216, Section 5, Subdivision 8, the Department of Natural Resources, Division of Enforcement is authorized to grant funding to local law enforcement agencies for the purpose of snowmobile law enforcement activities above and beyond current levels of snowmobile law enforcement; and Whereas, The Local Law Enforcement Agency has submitted a proposed budget to perform the Local Law Enforcement Duties to the State which is attached hereto as Form SG-009. NOW, THEREFORE, it is agreed as follows: A. (DUTIES) The Local Law Enforcement Agency shall perform the Local Law Enforcement Agency Duties as defined herein. These duties include enforcing all snowmobile statutes, regulations and roles, including but not limited to alcohol related offenses and illegal operation of snowmobiles. Work efforts are to be coordinated with Depamnent of Natural Resources Conservation Officers. An operation budget (SG-009) and Completion Report (SG-002) are to be completed and submitted to the State. B. (TERM) This agreement shall be effective under Term of Agreement as stated above. Funds not expended by the later date shall be returned to the State. In no ease will expenses incurred outside of this agreement be funded by the State. C. (PAYMENT) The State shall advance the Local Law Enforcement Agency the Amount of Payment as stated above for the activities stated in Laws of Minnesota 1997, Chapter 216, Section 5, Subdivision 8. Further detail on allowable expenses is stated in "Allowable Expenditures under the Snowmobile Safety Enforcement Program" (Form SG-004), attached to this document and incorporated herein. D. (REPORTS) The Local Law Enforcement Agency shall promptly submit reports on both activities and expenditures when requested by the State. E. (RECORDS) The books, records, documents, and accounting procedures, and practices of the Local Law Exfforcement Agency relevant to this grant shall be subject to examination by comracting department, as well as the legislative and state auditors. Records shall be sufficient to reflect all costs incurred in performance of this grant. F: (EQUIPMENT) The title to all items of equipment purchased with funds from this grant shall remain with the Local I .aw Enforcement Agency. All equipment purchased entirely with these funds must be used only for snowmobile safety enforcement activities. .- G. (TERMINATION) The State may terminate this agreement "with cause". The term "with cause" shall mean that the Local Law Enforcemem Agency and/or administrator has failed to carry out the responsibilities mandated under this Agreement. Provided, however, this Agreement may not be terminated without 30 days written notice by the State setting forth the "cause for termination". If at any time within the 30 days "cause for termination" notice period, the State determines that the "cause for termination" is not cured within the 30 day notice period, the Local Law Enforcement Agency shall return any unused funds advanced as of the date of termination. IN WITNESS WHEREOF, the parties have caused this contract to be duly executed intending to be bound thereby. Agency AUTHORIZED SIGNATURES State Local Law Enforcement Administrator Da.t{: Dcparlment of Natural Resources Date ~ of Minnesota Attorney General's Office as to form and execulion. Approved Date CODING BELOW THIS LINE iS FOR DEPARTMENT OF NATURAL RESOURCES USE ONLY FY FUND AGENCY ORG APPROPRIATION UNIT ACTIVITY OBJECT CODE RPT. CATEGORY AMOUNT VENDOR NAME P O NUMBER INVOICE F~SC_~-OOg SNOWMOBILE SAFETY ENFORCEMENT GRANT Department of Natural Resources Statement of Understanding and Agreement The Snowmobile Safety Enforcement Grants to Local Law Enforcement Agencies are authorized by Laws of Minnesota 1997, Chapter 216, Section 5, Subdivision 8 which reads in part as follows: "$400,000 each year from the snowmobile trails and enforcement account in the natural resources fund is for grants to local law enforcement agencies for snowmobile enforcement activities above and beyond current levels of local law enforcemem activities". By signing below you are affirming you understand that grant funds are for snowmobile law enforcement activities above and beyond the current levels of snowmobile law enforcement activities that your agency is curremly providing and will only be used as suck Date Please return this form with the Agreement Form, SG-006. Form SG-009 SNOWMOBILE SAFETY ENFORCEMENT GRANT PROPOSED BUDGET FY 99 July 1, 1998 to June 30, 1999 APPLICANT AGENCY INFORMATION: Local Law Enforeement Agency Name: Address: Clty&~pC~e: Fax Nmnber: GROUP I PERSONNEL Personnel Number: Agency Funds State Funds Total Cost Full-Time. Part-Time t ~:~,_x~ ¢-= ~2o~O~_ Sub-Total GROUP 2 SUPPLIES AND EXPENSES Itemized Expenses Agency Funds State Funds Total Cost Sub-Total %, ~ ~_~ ~ ~,~,.~ ~_ GROUP 3 EQUIP~NT Equipment (Itemized) Agency Funds State Funds Total Cost Sub-Total Grou 4 Total Grant Costs Agency Funds State Funds* Total Cost Grant Total Costs -~ ~,-~ ~ ~ ~' oo~ -- *Must equal the amount listed in Amount of Paymem on Agreement, (Form SG-006). The figures on this report will need to be backed up by documentation available at your office. You do not n to send this information at this time, however it should be readily available for audit purposes. Remember Please print or type. Use plain bond paper if additional space is needed. Attach the additional pages to this form. Return this form with the Agreement Form, SG-006 Keep one copy for your agency files. "This is to certify that the State Funds requested will be used only for the purposes set forth in Laws of Minnesota 1997, Chapter 216, Sec. 5, Subd. 8 and the information comained in this form is correct to the best of my knowledge." Signatur~ of ~mini~nm~ Dat~ COMPLETION REPORT Complete and return by May 1, 1999 to: Snowmobile Safety Enforcement Grant DNR - Enforcement 1601 Minnesota Drive Brainerd, MN 56401 Form SG-O01 SNOWMOBILE SAFETY ENFORCEMENT GRANT COMPLETION REPORT INSTRUCTIONS FY 99 July 1, 1998 to June 30, 1999 This Completion Report (Form SG-002) must be completed and returned to DNR Enforcement before your next snowmobile safety grant will be processed. Ae OPERATIONS REPORT - This portion shouM be completed by the Applicant Law Enforcement Agency Administrator. Personnel Include only the number of officers and other personnel who are primarily involved in snowmobile safety enforcement activities. Be sure you have written documentation for these hours. e Snowmobile Enforcement The number of snowmobile related complaints reported to your Agency. The number of items under each category should be listed (only those warnings and citations issued by Agency Officers working snowmobile safety enforcement duties should be included - do not include those warnings and citations issued by conservation officers). Snowmobile Accidents List the number of fatal and non-fatal snowmobile accidents reported in your Agency. Cooperative Activities Provide a short narrative of the accomplishments of your agency in each of these areas. Be FISCAL REPORT- This portion must be completed by the agency administrator and shouM include only those funds expended or encumbered during the period of the grant (July 1, 1998 -June 30, 1999). These classifications (personnel, supplies and expenses, and equipment) are equivalent to the categories on the Proposed Budget (SG-009) you submitted with the Grant Agreement (SG-006). Refer to form SG-004, Allowable Expenses for guidance when completing this report. Please separate county and state fund amounts. Please total across and down. The agency administrator MUST sign Form SG-002. Upon completion, return one copy of this report by May 1, 1999 to: DNR - Enforcement Snowmobile Safety Grant 1601 Minnesota Drive Brainerd, MN 56401 Form SG-002 I Agency: SNOWMOBILE SAFETY ENFORCEMENT GRANT COMPLETION REPORT FY 99 (July 1, 1998 to June 30, 1999) Date: A. OPERATIONS REPORT 1. Personnel I Snowmobile Safety Enforcement Hours Worked by Agency Officers 2. Snowmobile Enforcement a. Public complaints (Snowmobile Related) b. Arrests/Summons (Snowmobile Related) c. Number of Alcohol Related Arrests (SWI, Reckless & Careless) d. Number of Illegal Operation Arrests (Speed & Operate on Roadway) 3. Snowmobile Accidents a. Number of Non-fatal Snowmobile Accidents Reported to Your Agency b. Number of Fatal Snowmobile Accidents Reported to Your Agency t Cooperative Activities a. Include a narrative on the Snowmobile Training and Education Projects/Efforts that your Agency accomplished or participated in during this fiscal year. bo Include a narrative on your agency's participation in DNR Snowmobile Task Force activities during the past fiscal year. B. FISCAL REPORT ~[NEL Personnel Number: Agency Funds State Funds Total Cost Full -Time Part -Time Sub-Total AND EXPENSES Itemized Expenses Agency Funds State Funds Total Cost Sub-Total ~T Equipment (Itemized) Agency Funds State Funds Total Cost _ Sub-Total Agency Funds State Funds* Total Cost Grzot Total Costs * Total of State Funds must equal Amount of Payment on Agreement (Form SG-006). Keep a copy of this report for your records. "This is to certify that the State Funds requested were used only for the purposes set forth in Laws of Minnesota 1997, Chapter 216, Sec. 5, Subd. 8 and the information contained in this form is correct to the best of my knowledge." Signature: AGENCY ADMINISTRATOR: TELEPHONE NUMBER