Confidential Informant Agreement - Excel by fic11901

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									                                          DEPARTMENT OF PUBLIC SAFETY
                                        GRANTS MANAGEMENT BUREAU (GMB)
                                             PROGRESS ASSESSMENT

       Date Conducted:

       Sub-grantee:

       Sub-grant Number:

       Sub-grant Period:

       Sub-grant Amount (Federal):                   $


       GMB Lead Assessor:

       GMB Assessor:

       Sub-grantee Representative:
       Phone number and/or email:

       Sub-grantee Representative:
       Phone number and/or email:

       Sub-grantee Representative:
       Phone number and/or email:

                                                         Part I
                                             Record & Financial Management

                                                 Discussion Part I, Criteria 1
The sub-grantee should maintain a file of sub-grant activities. In order to receive a Yes on Criteria 1, criteria 1a-1j need to be
marked Yes or N/A. In some cases, purchasing and budget records may be held in a separate department, or on computer
records, but the sub-grantee must have access to , and make these records available to the review team.
Note: Sub-grantee may be asked to provide copies of their policies and procedures guides/manuals, Procurement Policies, ect.

       Criteria                                                                                     Yes      No       N/A
                    Does the sub-grantee maintain records that allow for a comprehensive
       1            review of sub-grant activities?
              1a    Does the sub-grantee have a copy of the grant application?
              1b    Does the sub-grantee have a copy of the award letter?
              1c    Does the sub-grantee have a copy of the executed sub-grant agreement?
                    Does the sub-grantee have copies of all required progress reports, including
              1d
                    the final report if applicable?
                    Does the sub-grantee maintain copies of all required quarterly request for
              1e
                    payments (RFP's)?
                    Does the sub-grantee have copies of correspondence with the granting
               1f
                    agency (DPS)?
              1g    Does the sub-grantee have access to all required records?
                    Does the sub-grantee have an adequate accounting systems and financial
              1h
                    records to accurately account for funds awarded to them?




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                 Sub-grantees are prohibited from commingling funds on either a program-by-
              1i program or project-by-project basis. Does the Sub-grantee account for each
                 award received separately?
                 Does the sub-grantee have a copy of the proper procurement code (State's
              1j
                 at a minimum) for procuring goods and/or services?

                                                  Discussion Part I, Criteria 2
The assessor determines if the sub-grantee requested one or more extensions to complete the grant activity and how much
extra time the sub-grantee needed to complete the grant activities. The assessor should be specific as to why the extension
was requested. It may be that the sub-grant was received later than the sub-grantee anticipated or that the dates on the sub-
award may have expired prior to or shortly after receipt. It is also possible the sub-grantee simply needed more time than they
estimated to complete the goals of the sub-grant proposal.

       Criteria                                                                                    Yes      No         N/A
                 Did the sub-grantee complete this sub-grant within the original grant
       2
                 period?
              2a Did the sub-grantee ask for one or more extensions?
                 If the sub-grantee requested an extension, identify the amount of time the           Extension Time
              2b sub-grantee needed to complete the grant activities.
                                                                                                                   months

                                                   Discussion Part I, Criteria 3
The assessor determines if the sub-grantee received program income. The assessor will then examine back up documentation
and tracking process to ensure the sub-grantee is properly reporting and expending program income. All income generated as
a direct result of an agency-funded project shall be deemed program income.

       Criteria                                                                                    Yes      No         N/A
                 Does the sub-grantees have appropriate processes in place to account
       3
                 for and report program income received?
                 Does the sub-grantee have on file a ledger accounting for all program
              3a
                 income received?
                 Does the sub-grantee have on file documentation of all program income
              3b
                 expenses?
                 Did the sub-grantee report all program income received/expended on the
              3c
                 appropriate RFRs?

                                                   Discussion Part I, Criteria 4
The assessor determines if the sub-grantee provided DPS/GMB with the required quarterly and final reports within the required
time frames. The assessor will utilize the date stamp on the document to determine if the reports were submitted timely.

       Criteria                                                                                    Yes      No         N/A
                   Did the sub-grantee submit the quarterly progress, financial, and final
       4
                   reports to DPS/GMB by the required due dates?
                   Did the sub-grantee submit the quarterly progress reports by the required
              4a
                   due date?
                   Did the sub-grantee submit their quarterly financial request for payments to
              4b
                   DPS/GMB by the required due dates?
                   Were the quarterly financial request for payments submitted by the sub-
              4c
                   grantee complete and accurate to include all supporting documentation?
                   Did the sub-grantee submit the final (annual) report to DPS/GMB by the
              4d
                   required due date?




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                                          4a - QUARTERLY PROGRESS REPORTS
                                                                                                           On Time
            Reporting Period                     Due Date                       Date Received
                                                                                                          Yes    No




                          4b - QUARTERLY FINANCIAL REQUESTS FOR REIMBURSEMENT
                                     Date                        Y-T-D                                     On Time
       RFP No.       Due Date                    Balance
                                   Received                   Expenditures                                Yes    No

       RFR No. 1

       RFR No. 2

       RFR No. 3

       RFR No. 4



                                               4d - FINAL (ANNUAL) REPORT
                                                                                                           On Time
                   Report Due Date                          Date Report Received
                                                                                                          Yes    No

                      7/30/2010

                                                   Discussion Part I, Criteria 5
The assessor compares the program file against the sub-recipients files for amendments. This comparison is used to
determine if the general budget fields are consistent and if the appropriate sub-grant agreement notice approvals were received
by the sub-grantee prior to redirection of sub-grant funds. The same holds true for program scope. For example, if the sub-
grantee proposed to purchase a pole cam but decided to purchase lap top computers; did they seek and obtain approval from
DPS/GMB as appropriate prior to procuring goods or services.

       Criteria                                                                                  Yes       No      N/A
                  Has the sub-grantee made modifications to their sub-grant agreement?
       5

                 If the sub-grantee has made modifications to their agreement, did the sub-
                 grantee request the appropriate sub-grant amendments, or do they have
              5a
                 documentation in their files of notification and approval from DPS/GMB
                 Management Analyst prior to adjusting or modifying their sub-grant?
              5b Does the sub-grantee have a copy of all approved amendments?


                                       5 - Sub-grant Agreement Amendments (SGAA's)

        SGAA#                  Date                                   Description of Amendment
                                                      Extension Request
                                                      Program Description Change
                                                      Internal Budget Revision
                                                      Budget Revision
                                                      Extension Request
                                                      Program Description Change

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                                                       Internal Budget Revision
                                                       Budget Revision
                                                       Extension Request
                                                       Program Description Change
                                                       Internal Budget Revision
                                                       Budget Revision
                                                       Extension Request
                                                       Program Description Change
                                                       Internal Budget Revision
                                                       Budget Revision

                                                  Discussion Part I, Criteria 6
The assessor determines what equipment was approved for purchase and what was actually purchased by the sub-grantee.
Any variances should be accounted for in criteria 5. Purchase records should be reviewed to verify the purchase and cost of
each item of equipment. In addition, each item of equipment purchased with sub-grant funding should be located for the
assessor for a physical inventory to be conducted. Additionally, the sub-grantee should have a non-expendable property list
completed with all identifiable information. Assessors should document the serial number on the item and compare it to the
serial number on the packing slip and/or invoice. Record this information in the comment section below.
Note - The cost of the equipment that sub-grantee are required to list in their inventory may vary by agency; for instance, some
fiscal agents require items costing over $1,000 to be inventoried, while others may use limits of $1,000 to $5,000.

       Criteria                                                                                      Yes     No      N/A
                 Does the sub-grantee maintain records to account for all (equipment) ,
       6         nonexpendable property having a useful life of more than 1 year and an
                 acquisition cost of $5,000 or more per unit?
              6a Is the equipment being used for the intended purpose?
                 Does the sub-grantee have on file the required Non-Expendable Property
              6b
                 List and Certification for equipment purchases?
              6c Is all equipment properly bar-coded?


                                                      6. - Equipment List

             Item Description                      Serial #                                Assigned To




                                                   Discussion Part I, Criteria 6
The assessor compares the budget detail worksheet and RFRs. Based on this information and an interview of the sub-grant
personnel, determine if the program is fiscally on track to expend funding by the grant termination. Make note of any problems
that the sub-grantee encountered in implementing the sub-grant, and the impact those issues had on the budget.
NOTE: If the sub-grantee has just started work on the sub-grant, simply list each budget category they have funding for, the
amount of funding, and what expenditures or progress has been made for each category.

       Criteria                                                                                      Yes     No      N/A

                  Is the sub-grantee on track to meet the goals and objectives as stated
                  in the grant proposal and budget narrative in the following areas:
       6
                  Budget Category
                                                         Budget              Expenditures                  Balance
                  A. Personnel                                                                   $                    -

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                    B. Fringe Benefits                                                                $                     -

                    C. Contracts                                                                      $                     -

                    D. Travel                                                                         $                     -

                    E. Equipment                                                                      $                     -

                    F. Supplies                                                                       $                     -

                    G. Other                                                                          $                     -

                    H. Administrative Fees                                                            $                     -

                    Totals                                                                            $                     -


                                                    Part I Assessor Comments




                                                     Part II
                                         Compliance & Special Conditions
                                               Discussion Part II, Criteria 1, 2, 3 & 4
The assessor will utilize the following questions to determine if the sub grantee is in full compliance with all signed certifications .
The assessor will make note of any identified areas of concern or issues under comments.

       Criteria                                                                                           Yes     No      N/A
                    Is the Sub-grantee in compliance with the EEOP requirements as
       1            outlined in the certification?
                    If the sub-grantee is required to prepare an Equal Employment Opportunity
               1a   Plan (EEOP) in accordance with 28 C.F.R. §§ 42.301-.308, does the sub-
                    grantee have an EEOP on file for review?
                    If yes, on what date did the sub-grantee prepare the EEOP?
                    Has the sub-grantee submitted an EEOP Short Form to the Office for Civil
              1b    Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice
                    (DOJ), if required by 28 C.F.R. §§ 42.301-.308?
                    If the sub-grantee is not required to submit an EEOP Short Form to the OCR,
               1c   has it submitted a certification form to the OCR claiming a partial or complete
                    exemption from the EEOP requirements? If so, what date was it submitted?
                    Does the sub-grantee have written policies or procedures in place for
              1d    notifying program beneficiaries how to file complaints alleging discrimination
                    by the sub-grantee with the Department of Public Safety or the OCR?
                    If the sub-grantee operates an education program or activity, has the sub-
                    grantee taken the following actions: Adopted grievance procedures that
                    provide for the prompt and equitable resolution of complaints alleging a
               1e
                    violation of the DOJ regulations implementing Title IX of the Education
                    Amendments of 1972, found at 28 C.F.R. Part 54, which prohibit
                    discrimination on the basis of sex?
                    Designated a person to coordinate compliance with the prohibitions against
               1f
                    sex discrimination contained in 28 C.F.R. Part 54?


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           Notified applicants for admission and employment, employees, students,
       1g parents, and others that the sub-grantee does not discriminate on the basis
           of sex in its educational programs or activities?
           Has the sub-grantee complied with the requirement to submit to the OCR
           any findings of discrimination against the sub-grantee issued by a federal or
       1h
           state court or federal or state administrative agency on the grounds of race,
           color, religion, national origin, or sex?
           Does the sub-grantee notify program participants and beneficiaries that it
           does not discriminate on the basis of race, color, national origin, religion,
        1i
           sex, disability, and age in the delivery of services (e.g. posters, inclusion in
           brochures or other program materials, etc.)?
           Does the sub-grantee notify employees that it does not discriminate on the
           basis of race, color, national origin, religion, sex, and disability in
        1j
           employment practices (e.g. posters, dissemination of relevant orders or
           policies, inclusion in recruitment materials, etc.)?
           Has the sub-grantee taken steps to provide meaningful access to its
       1k
           programs and activities to persons who have limited English proficiency
If the sub-grantee has 50 or more employees and receives DOJ funding of $25,000 or more, has the sub-
                                         grantee taken the following actions:
           Adopted grievance procedures that incorporate due process standards and
           provide for the prompt and equitable resolution of complaints alleging a
           violation of the DOJ regulations implementing Section 504 of the
        1l
           Rehabilitation Act of 1973, found at 28 C.F.R. Part 42, Subpart G, which
           prohibit discrimination on the basis of a disability in employment practices
           and the delivery of services?
           Designated a person to coordinate compliance with the prohibitions against
      1m
           disability discrimination contained in 28 C.F.R. Part 42, Subpart G?
           Notified participants, beneficiaries, employees, applicants, and others that
       1n
           the sub-grantee does not discriminate on the basis of disability?


Criteria                                                                                     Yes   No   N/A
           Is the Sub-grantee in compliance with the Lobbying; Debarment,
2          Suspension and Drug-free Workplace requirements as outlined in the
           certification?
           Has the sub-grantee paid or will pay any person for influencing or attempting
           to influence an officer or employee of any agency, a Member of Congress,
           an officer or employee of Congress, or an employee of a member of
           Congress in connection with the making of any Federal grant, the entering
           into of any cooperative agreement, and the extension, continuation, renewal,
           amendment, or modification of any Federal grant or cooperative agreement?
           If yes, was standard form - LLL, "Disclosure of Lobbying Activities,"
           completed?
           Does the sub-grantee include the language of the certification in all contracts
           and require all contractors to certify and disclose accordingly?
           Does the sub-grantee provide a drug-free workplace as outlined in the
           certification?
           Have any of the sub-grantees principles status changed in relation to the
           Debarment and Suspension requirements of the certification?
           If yes, please explain change:



Criteria                                                                                     Yes   No   N/A




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                  Does the sub-grantee have Overtime Certifications completed for all
       3          sub awardees receiving reimbursement for overtime under this award?




       Criteria                                                                                      Yes      No      N/A
                  Does the sub-grantee have a completed Confidential Funds
       4          Certification on file, if the sub-grantee has budgeted funds for this
                  use?

                                                    Discussion Part II, Criteria 5
The assessor will utilize the following questions to determine if the sub grantee is in compliance with the terms & conditions of
the agreement. The assessor will make note of any identified areas of concern or issues under comments.

       Criteria                                                                                      Yes      No      N/A
                  Is the sub-grantee in compliance with the Special terms and Conditions
       5          as outlined in the sub-grant agreement?
                  Has the sub-grantee included the Agreement Number on all correspondence
                  and submittals to the Bureau?
                  Was the program commenced and operational within ninety (90) days of the
                  original starting date of the grant period?
                  Have both the fiscal and programmatic personnel attended the Grant
                  Administration Training(s) sponsored by the Grants Management Bureau?
                  Did the sub-grantee submit all program-related contracts, subcontracts,
                  agreements, and subsequent amendments to the Bureau for review and
                  approval prior to execution?
                  Did the sub-grantee submit OT Certifications prior to any overtime being
                  reimbursed?
                  Has the sub-grantee had a representative attend quarterly Drug
                  Enforcement Advisory Council (DEAC) meeting and provide a brief report on
                  program progress?
                  Did the sub-grantee submit any curricula, training materials, or any other
                  written materials that will be published (written, visual, or sound, but
                  excluding press releases, newsletters, and issue analyses) issued by the
                  Sub-grantee describing programs funded in whole or in part with Federal
                  funds, at least forty-five (45) working days prior to the targeted dissemination
                  date? the sub-grantee have documentation demonstrating their compliance
                  Does
                  with the buy American condition of the agreement?
                  Has the sub-grantee been prudent in the acquisition and management of
                  property with JAG funds?
                           The following questions only apply to Multi-jurisdictional Task Forces
                  Has the Region Coordinator completed the Narcotics Management Training
                  and Commanders Training offered through the High Intensity Drug
                  Trafficking Area (HIDTA) or through the New Mexico Department of Public
                  Safety Training & Recruiting Bureau?
                  Does the sub-grantee have records (primary evidence) showing
                  collaboration of local, state, and federal law enforcement officers and
                  solicitation of active participation of law enforcement agencies throughout
                  the geographical area?
                  Does the sub-grantee have records (primary evidence) showing participate
                  in the activities and governance of the Multi-Jurisdictional Regional Board
                  that exists in the Sub-grantee’s region? The Sub-grantee must have a
                  representative at all meetings held by such Multi-Jurisdictional Regional
                  Has the sub-grantee submitted minutes from meetings held by the Board on
                  a quarterly basis with the quarterly reports?



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                  Did the task force commander, agency executive, task force officers, and
                  other task force members of equivalent rank, complete required online
                  (internet-based) task force training to be provided free of charge through
                  BJA’s Center for Task Force Integrity and Leadership within 120 days of the
                  award, for any law enforcement task force funded with these funds?


                                                 Part II Assessor Comments




                                                       Part III
                                                 Goals & Objectives
                                                    Discussion Part , Criteria
The assessor will read the sub-grantee's quarterly reports and compare their stated progress against their approved goals and
objectives and the documented primary evidence to determine if the sub-grantee is making sufficient progress towards
achieving their goals and objectives. The assessor will pull a random sample of 15 case files to review. The assessor will make
note of any identified areas of concern or issues under comments.

       Criteria                                                                                  Yes       No      N/A
                  Does the sub-grantee have records (primary evidence) to support
       1
                  progress made towards achieving their goals and objectives?
                  Does the sub-grantee maintain case logs to document cases/investigations?
                  If evidence is either seized and/or purchased by a sub-grantee, is the
                  evidence tagged and logged in for safe keeping?
                  Does the sub-grantee have documentation to support the number of arrests
                  made during the sub-grant cycle and as reported on the progress reports?
                  Does the sub-grantee have documentation to support the number of cases
                  submitted for prosecution?
                  Does the sub-grantee have documentation to support the number of RSAT
                  TCU inmates who were accepted to the program and graduated?
                  Does the sub-grantee have a tracking mechanism in place (database, etc.)
                  for tracking cases, arrests, purchase of narcotics, gangs, gang cards,
                  seizures, recidivism, homicides, firearms, aggravated assaults, battery, DNA
                  samples, turnaround times, etc.
                  Does the sub-grantee have documentation of any challenges or barriers
                  which would impede progress towards completing goals and objectives?
                  Is there any assistance (non-financial) DPS/GMB could provide to assist with
                  completing goals/objectives?


                                                 Part III Assessor Comments




                                                    Part IV
                                       Confidential Funds Management

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                                                    Discussion Part , Criteria 1
The assessor will utilize Chapter 8 of the Office of Justice Programs (OJP) Financial Guide and the GMB Financial Guide when
reviewing the sub-grantee's informant files to determine if the sub-grantee is adhering to proper security, accounting and
documentation guidelines. The assessor will make note of any identified areas of concern or issues under comments.

       Criteria                                                                                     Yes      No      N/A

                    Does the sub-grantee maintain records that allow for a comprehensive
       1
                    review of informant management?
                    Does the sub-grantee assign informants code names or numbers as
               1a
                    required?
               1b Does the Sub-grantee maintain an informant list of code names or numbers?

               1c Does the Sub-grantee maintain a sign-out log for informant files?

                    Does the sub-grantee keep informant files located in a secure environment?
               1d
                    If so, where? Locking File_____, Safe______ Other______

           The assessor will pull a random sample, from the assigned informant list, of at least 10 files to review.
                                          Assessor will complete Attachment II.1.

                    Does the sub-grantee have an informant pay record in the informants file?

                    Does the sub-grantee have an informant establishment record in the
                    informants file?
                    Does the sub-grantee have a signed agreement with the informant in the
                    file?
                    Does the sub-grantee have a current photograph in the informants file?

                    Does the sub-grantee have a fingerprint card (or Federal Bureau of
                    Investigations (FBI)/State Criminal Identification Number) in the informants
                    file?
                    Does the sub-grantee maintain receipts for the purchase of information in the
                    informants file?
                    Are type of funds used identified as P/I, P/E, and/or P/S?
                    Does the sub-grantee maintain copies of case initiation reports in the
                    informants file?
                    Does the sub-grantee maintain copies of debriefing reports in the informants
                    file?
                    Does the sub-grantee maintain copies of statements signed by the informant
                    in the file?
                    Does the sub-grantee maintain copies of administrative correspondence in
                    the informant file?
                    Does the sub-grantee maintain deactivation reports or declarations of
                    unsatisfactory performance in the informants file?

                                                   Discussion Part IV, Criteria 2
The assessor will utilize Chapter 8 of the Office of Justice Programs (OJP) Financial Guide when reviewing the sub-grantee's
confidential funds receipt books, ledgers, invoices/receipts, etc. to ensure the proper guidelines are being followed and to make
a determination as to whether the sub-grantee is adhering to and implementing such policies and procedures so as to
safeguard against any misuse of confidential funds. The assessor will review the complete general ledger in addition to at least
3 agents books. The assessor will be required to obtain a copy of any funds tracked in an excel or spreadsheet format. The
assessor will make note of any identified areas of concern or issues under comments.

       Criteria                                                                                     Yes      No      N/A




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       Is the Sub-grantee adhering to and implementing such policies and
2      procedures so as to safeguard against any misuse of confidential
       funds?
       Does the sub-grantee keep non-disbursed confidential funds in a secure
    2a environment? If so, where: Locking File ___________; Safe__________;
       Other__________
       Does the sub-grantee have written policies and procedures in place for
       proper utilization which are adequate to safeguard against the misuse of
       such funds? (A copy must be obtained from the sub-grantee at the time of
       the assessment)
       Does the sub-grantee maintain receipts for the purchase of information,
       evidence and/or services (each fund transaction)?
       Does the sub-grantee conduct confidential fund audits on a quarterly basis?
       Does the sub-grantee have an authorized bonded individual who may
       request the advancement of confidential funds?
       Does the sub-grantee adhere to the 48-hour limitation on advancement of
       funds for P/I, P/E, or P/S expenditures?
       If an extension to the 48-hour limitation exists, was the cashier presented
       with either the unexpended funds, a receipt for use of funds, or written
       notification by management that an extension in time has been granted?


                             2- CONFIDENTIAL FUNDS RECONCILIATION
                                                                                           Balanced
    Agency Name                    Ledger Balance                 Verified Cash on Hand
                                                                                          Yes     No


                                                                                           Balanced
     Agent Name                 Receipt Book Balance              Verified Cash on Hand
                                                                                          Yes     No


                                                                                           Balanced
     Agent Name                 Receipt Book Balance              Verified Cash on Hand
                                                                                          Yes     No



                                                                                           Balanced
    Agency Name                    Ledger Balance                 Verified Cash on Hand
                                                                                          Yes     No


                                                                                           Balanced
     Agent Name                 Receipt Book Balance              Verified Cash on Hand
                                                                                          Yes     No


                                                                                           Balanced
     Agent Name                 Receipt Book Balance              Verified Cash on Hand
                                                                                          Yes     No




                                      Part IV Assessor Comments




                                                Part V

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                                        Exit Conference & Follow up
                                                     Discussion Part V
The assessor will review the progress assessment with the Sub-grantee and answer any questions that the Sub-grantee may
have. The Sub-grantee will then sign acknowledging a Progress Assessment has taken place. The assessor will then take the
assessment back to the office for review and comment. The assessor will send a final assessment along with any notable
findings and actions. The Sub-grantee must respond within 30 days of the assessment.

      Sub-grantee Signature
      By signing below you are acknowledging that the Grants Management Bureau has conducted a Progress
      Assessment with your program.


               Program Representative                           Signature                            Date




                Fiscal Representative                           Signature                            Date




      Grants Management Bureau
      The Grants Management Bureau has completed our review and found no notable issues. No further action is
      required by the Sub-grantee.
      The Grants Management Bureau has completed our review and found notable issues. Please read through and
      respond to the attached Progress Assessment Report within 30 days.


                   Lead Assessor                                Signature                            Date




                      Assessor                                  Signature                            Date




                    Bureau Chief                                Signature                            Date




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Assessor Comments
                                                              S ig             rim
                                                                  ne               ina
                                                                                                               Attachment II.1




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                                                                        s
                                                                                                                                 Confidential Informant Files




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