Grant Extension and Approval

GRANT EXTENSION REQUEST FORM

To BE COMPLETED BY SUBMITTING COURT

NAME OF CouRT: GLENDALE City Court

CONTACT PERSON: PATRICK SCOTT PHONE # 623-930-2439
GRANT TRACKING NUMBER: _GPT #210747CS01

GRANT TITLE: FY21 Court SECURITY IMPROVEMENT

Cl) cpar [J rte Limete ([Jstate []roca. Xjcsi [pore [repr

JCEF JCEF (FIELD TRAINER)
Initial Project Start Date Original End Date Requested New End Date
7-24-2020 6-30-2021 6-30-2022

PROVIDE EXPLANATION FOR THE PROPOSED EXTENSION REQUEST BELOW.

The past year has created many difficulties in arranging site visits to obtain quotes for the Kevlar shielding
approved in the grant and has also created supply chain issues from manufacturing sources. Additionally,
the City of Glendale undertook a comprehensive review of all City facilities including the Court. As a result
of that undertaking, the Court is scheduled to receive an extensive overhaul including remodeling of the
courtrooms.and the judge’s benches. We request this extension so that the City can proceed with the
remodeling prior to the installation of the Kevlar shielding of the benches.

Court Signature: Wy C Di Date: 6-28-2021

AOC USE ONLY

RECOMMENDED AND APPROVED BY

[_] RECOMMENDED [_] NoTRECOMMENDED K APPROVED im Not APPROVED
GRANT SPECIALIST DATE GRANT SUPERVISOR DATE
COURT SERVICES CourT SERVICES

Mariani, Annette

_ a a — a a —
To: Scott, Patrick
Ce: DiPiazza, Nicholas; Welty, Joseph
Subject: GPT#210747CS01 - CSI - FY21 - Extension of Time

June 28, 2021

Mr. Patrick Scott

Deputy Court Administrator
Glendale City Court

5711 W. Glendale Ave
Glendale, AZ 85301

RE: FY21 Court Improvement Grant (CSI)
Ballistic materials
GPT # 210747CS01
Extension of Time Only Request Original Grant Request: $20,000.00

Dear

Your request to extend the project duration of your FY21 Court Improvement Grant was received and reviewed. This letter
of approval will extend the project end date, allowing the court more time for obtaining ballistic materials as outlined in the
funding agreement.

Because the court's request is consistent with the original application, this letter will authorize the Glendale City Court to
extend the project duration. The new effective dates are 7/4/20 — 6/30/22. A final status report is required and due on
August 15, 2022 or 45 days after the project expiration date. There are no other changes to the terms as outlined in the
court’s original approval letter.

This approval is contingent upon the availability of Court Security Improvement funds. In the event that the court’s CSI
funds are insufficient to support the approved request, there is no obligation or approval to provide state funds.

ec: Honorable Joseph Welty, Presiding Judge, Superior Court in Maricopa County
Honorable Nicholas DiPiazza, Presiding Judge, Glendale City Court

Annette Mariani

Grant Specialist

Arizona Supreme Court, AOC
Court Services Division

1501 W. Washington, Ste. 410
Phoenix, AZ 85007

® (602) 452-3359

fA amariani@courts.az.gov
Administrative

Office of the | Grant applications and status reports can
Courts be found at:
http://ajinweb/csd/CMU_Grants.htm

RESOLUTION NO. R20-110

A RESOLUTION OF THE COUNCIL OF THE CITY OF
GLENDALE, MARICOPA COUNTY, ARIZONA,
AUTHORIZING THE ACCEPTANCE OF THE ARIZONA
SUPREME COURT FY2021 COURT SECURITY
IMPROVEMENT GRANT (GPT#210747CS01) FUNDING IN
THE APPROXIMATE AMOUNT OF $20,000 ON BEHALF OF
THE CITY COURT AND AUTHORIZING THE
EXPENDITURE OF SUCH FUNDS FOR PURCHASE AND
INSTALLATION OF KEVLAR PROTECTIVE BARRIERS IN
THE GLENDALE COURTROOMS.

BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE as follows:

SECTION 1. That it is deemed in the best interest of the City of Glendale and the
citizens to accept and enter into the Arizona Supreme Court FY2021 Court Security
Improvement Grant Agreement (GPT #210747CS01) for the purchase and installation of Keviar
Protective Barriers in the courtrooms at Glendale City Court.

SECTION 2. That the City Manager or designee and City Clerk are authorized and
directed to execute and deliver such agreement o Apehal Ox the City of Glendale.

fo Site K, Bgwer, City Clerk (SEAL)

APPROVED AS TO FORM:

Michae ey, City Attomey )

REVIEWED BY:

a R. Phelps, Be f-——

Arizona Supreme Court
Administrative Office of the Courts

FUNDING AGREEMENT FOR COURT SECURITY IMPROVEMENTS

Glendale City Court
210747CS01

Fiscal Year 2021

This Agreement is entered into by and between the Arizona Administrative Office of the Courts, herein referred to
as "AOC," on behalf of the Arizona Supreme Court, and the Glendale City Court, herein referred to as "the Court,"
in accordance with A.O. 2017-15 which is incorporated herein by reference.

RECITAL

The purpose of this Agreement is to provide funding to the Court to implement its approved plan for use of Court
Security Improvement (CSI) funds for Fiscal Year 2021, as set forth in Addenda A and B which are part of this

Agreement.

TERMS AND CONDITIONS
1. TERM OF AGREEMENT
This Agreement becomes effective on May 1, 2020 and shall remain in effect through June 30, 2021.

2. MODIFICATION AND TERMINATION

This Agreement may be modified or terminated by the AOC ifin its judgment such action is necessary due
to: (a) funding availability; (b) statutory changes in the program; (c) the Court's failure to implement or operate the
approved plan; (d) the Court's noncompliance with this Agreement; or (e) other circumstances necessitating such
action. Either party may, upon thirty (30) days written notice to the other party by certified mail, terminate this
agreement. Inthe event that a modification request becomes necessary, it must be requested no later than thirty
(30) days prior to the closing date of the grant.

3. FUND ACCOUNTING

Funds distributed to the Court shall be deposited in a Special Revenue Fund established for the execution
of this Agreement pursuant to Section Ill (B) of the Auditor General's Uniform Accounting Manual for Arizona
Counties. Any interest earned on these monies while in the possession of the Court shall accrue to the fund for
use by the Court in accordance with its approved plan.

4. EXPENDITURES

a. Distribution of Funds. The AOC may retain ail or any portion of the funds allocated to the Court
for the performance of its approved plan and may authorize direct expenditures for the benefit of the Court. Set
forth in Addendum A to this Agreement are the specific amounts to be retained and disbursed by the AOC. The
AOC may periodically modify the distribution of funds contained in Addendum A based on its determination of the
Court's need for and usage of Court Security Improvement Funds.

b. Reporting Requirements. The Court shall submit a progress report to the AOC no later than forty -

five days after the end of the grant period and include a financial report along with any unexpended funds and
interest in accordance with paragraph 4.c of this funding agreement.

Page 1 of 7

c. Unexpended Funds. Funds unencumbered as of June 30, 2021 and unexpended as of July 31,
2022, plus all unexpended interest accrued on such funds while in the possession of the Court, shall be transmitted
to the AOC for reversion to the Court Security Improvement Fund no later than August 15, 2021. The reversion
shall be accompanied by a closing financial statement signed by the Presiding Judge.

d. Inappropriate Expenditures. The Court shall expend funds only for the purposes and uses
specified in the approved plan and budget. The Court agrees to reimburse the Court Security Improvement Fund
for any unauthorized or inappropriate expenditures which are not in compliance with the approved plan and budget
and this Agreement.

Court Security Improvement Funds shall not be used to pay county or city administrative costs for services
associated with receipt of those funds including, but not limited to, the cost of: accounting, payroll, data processing,
purchasing, personnel, and building use. All equipment purchased solely with Court Security Improvement Funds
shall be used solely for purposes in the approved plan unless written permission is received from the AOC.

e. Budget Modifications. The Court shall not shift funds from, to, or within budgeted categories
without prior written authorization from the AOC. All budget modifications shall be in accordance with the current
version of Section 5.03, AOC’s Policies and Procedures Manual, entitled Budget Control, Budget Modification
Policy, a copy of which can be obtained upon request.

f. Termination of Funding. In the event that this Agreement is terminated prior to June 30, 2021,
all unexpended funds in the possession of the Court shall be returned to the AOC within 30 days of such termination,
along with, but not limited to: (1) a closing financial statement, (2) a final report outlining the program achievements;
and (3) an inventory, including serial numbers, of all equipment purchased with Court Security Improvement Funds.

If termination is due to failure of the Court to comply with the approved plan, the AOC may require return
of equipment and supplies purchased with Court Security Improvement Funds.

5. BOOKS AND RECORDS

a. Financial Records and Examination. The Court shall maintain and shall require its
subcontractors to maintain acceptable accounting systems, records, and documents to properly reflect all funds
expended in the performance of the approved plan. All books, records and other documents relevant to this
Agreement shall be retained by the Court and its subcontractors for a period of five (5) years after the final payment
has been made, or until after the resolution of any audit questions or contract disputes, whichever is longer. Court,
state, or federal auditors, as applicable, and any other persons duly authorized by the AOC shall have full access
to, and the right to examine, audit, copy and make use of any and all said materials. All subcontracts shall include
a provision acknowledging the authority of the AOC to conduct such audits or examinations.

b. Program Records and Evaluation. The AOC plans to monitor and evaluate the Court Security
Improvement Fund Program to determineits effectiveness. Asa condition of receipt of Court Security Improvement
Funds, the Court agrees to maintain and provide to the AOC such data and statistics as may be required by the
AOC for purposes of evaluation. All records and documents relevant to this Agreement shall be retained by the
Court and its subcontractors fora period of five (5) years after the final payment has beenmade. Authorized agents
of the AOC shall have full access to, and the right to examine, copy, and make use of, any and all said materials.

The Court further agrees that authorized agents of the AOC shall have the right to conduct on-site visits for
purposes of compliance monitoring and program evaluation. All subcontracts shall include a provision
acknowedging the authority of the AOC to conduct such inspections and evaluations.

6. AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The Court shall comply with the Arizona Judiciary Policy on Access to Court Senices by Persons with
Disabilities as mandated by Administrative Order 92-32.

Page 2 of 7

7. INVENTORY

The Court retains ownership of equipment purchased with funds received pursuant to this agreement, and
shall maintain written inventory and property control policies and procedures. The Court may use its existing
inventory system but must at a minimum maintain the information required by Supreme Court policies and
procedures. See AOC’s Policies and Procedures Manual, Section 5.06 for guidance.

8. USE, LOSS AND DISPOSITION OF EQUIPMENT

Equipment must be used as required by the approved plan for duration of this funding agreement, unless
written permission is given by the Supreme Court. After this time, the equipment may be transferred upon approva
of the presiding judge. The Court is responsible for any maintenance, loss or damage to the equipment and the
Supreme Court makes no assurances regarding its repair or replacement. Equipment, which is no longer needed
or usable, shall be placed in surplus as required by this agreement. Ifno such requirements are included in the
funding agreement, then local surplus property procedures may be utilized. The equipment should be offered to
another court prior to being placed in surplus. See Attachment C.

9. PERFORMANCE LIABILITY

Except as otherwise provided in law, in the performance of this Agreement and the Court's approved plan
both parties hereto will be acting in their individual governmental capacities and not as agents, employees, partners,
joint venturers, or associates of each other. The employees, agents, or subcontractors of one party shall not be
deemed or construed to be the employees or agents of the other party. Each party agrees to be solely responsible
for the actions of its employees under this Agreement, and to indemnify and hold the other harmless for the actions
of its own employees.

Glendale City Court

Digitally signed by Elizabeth R.

Elizabeth R. Finn Finn

By Date: 2020.08.04 11:55:38 -07'00'

Honorable Elizabeth Finn, Presiding Judge
Glendale City Court

ARIZONA SUPREME COURT

Digitally signed by Mike

Mike Baumstark seumstark

By Date: 2020.07.31 13:14:46 -07'00'
Mike Baumstark, Deputy Director
Administrative Office of the Courts

Page 3 of 7

ADDENDUM A

TO APPROVED RECOMMENDATION AND FUNDING AGREEMENT FOR
COURT SECURITY IMPROVEMENTS

GRANTEE: Glendale City Court
ADDENDUM DATE: July 30, 2020
BEGIN DATE: May 1, 2020 END DATE: June 30, 2021

NOTE: This addendum supersedes all previously dated addenda.

FUND SUMMARY:
Equipment Expenses $0.00
Facilities Improvements $20,000.00
Local/Onsite Training $0.00
Professional Sernices $0.00
Other: Service/Labor/Installation $0.00
TOTAL FUNDS: $20,000.00

AMOUNT FROM OTHER FUNDING:

$0.00
TOTAL: $0.00
AMOUNT TO BE DISBURSED TO COURT*:
Upon receipt of signed funding agreement $20,000.00
TOTAL AMOUNT APPROVED FOR DISBURSEMENT: $20,000.00
TOTAL AMOUNT APPROVED FOR EXPENDITURE: $20,000.00

* Since the AOC cannot guarantee how much revenue will be generated for fiscal years 2020 and 2021,
any shortfall will be the financial responsibility of the court. In the event that Court Security Improvement
funds retained by the AOC are insufficient to fund the approved requedt, or funds are reduced by
legislative action, there is no obligation or approval to provide funds from other sources on the part of the

Signed: Digitally signed by Marcus W. Date:

Marcus W. Reinkensmeyer Reinkensmeyer
Date: 2020.07.30 12:58:13 -07'00'

Marcus Reinkensmeyer, Director, Court Services Division,
Administrative Office of the Courts

Signed: H Digitally signed by Elizabeth R. FInn Date:
Elizabeth R. FINN csersocsos.o411:s020 cru

Honorable Elizabeth Finn, Presiding Judge
Glendale City Court

Page 4 of 7

ADDENDUM B

TO APPROVED RECOMMENDATION AND FUNDING AGREEMENT FOR
COURT SECURITY IMPROVEMENTS

GRANTEE: Glendale City Court
ADDENDUM DATE: July 30, 2020
BEGIN DATE: May 1, 2020 END DATE: June 30, 2021

NOTE: This addendum supersedes all previously dated addenda.

EQUIPMENT EXPENSES:

Item: Cost
$0.00

Subtotal Equipment Expenses: $0.00
FACILITIES IMPROVEMENTS:
Item: Cost
Bullet Resistant Materials (Courtrooms) $20,000.00
Subtotal Facilities Improvements Expenses: $20,000.00
LOCAL/ONSITE TRAINING:
Item: Cost
$0.00
Subtotal Local/Onsite Training Expenses: $0.00
PROFESSIONAL SERVICES:
Item: Cost
$0.00
Subtotal Professional Services Expenses: $0.00
TOTAL 2021 BUDGET: $20,000.00

Page 5 of 7

ATTACHMENT C

ARIZONA COURTS
INVENTORY AND PROPERTY CONTROL POLICY

The purpose of this section is to set forth minimum procedures and guidelines for fixed assets (furniture
and equipment) owned by the Judicial Department Unit (JDU) other than the Supreme Court.

It is the intent of this policy that all equipment items are accounted for under an inventory system. Each
court, including its probation departments, must be able to account for all equipment regardless of the funding
source used to purchase the equipment.

DEFINITIONS

Capital equipment means any piece of property or a fixed asset with a purchase price of $5,000 or more
and a usable life of one or more years.

Noncapital equipment means any piece of property or a fixed asset with a purchase price of $2,000 to
$4,999 and usable life of one or more years.

Judicial Department Unit (JDU) is any operating unit, office, or court of the Arizona Judicial Department
reporting to the Chief Justice; chief judges of the Court of Appeals; presiding judges of the superior court, justice
courts, and municipal courts; clerks of court; staff attorneys; divisions of the Administrative Office of the Courts;
court administrators; and probation departments, with responsibility for reporting, care, and custody of the fixed

asset.

Local Governmental Unit (LGU) is any county, city or school district with responsibility for reporting, care,
and custody of the fixed asset.

POLICY

1. GENERAL

This policy covers any equipment valued over $2,000 purchased from state, federal, or otherfunds provided
through the AOC. All acquisitions of equipment using Supreme Court funds will be documented in an
agreement.

If the AOC provides the funding and the JDU purchases the equipment, a funding agreement will be signed
that clearly delineates the JDU owns the equipment. The JDU will record transactions in its fixed asset
tracking system. The inventory policy is part of the funding agreement.

lf the AOC purchases the equipment and transfers ownership of the asset, the JDU will record transactions
in its fixed asset tracking system. The inventory policy is part of the equipment grant agreement.

The JDU shall maintain written inventory and property control policies and procedures.

All equipment included under this policy shall be clearly identified and located for purposes of regular
physical inventory.

The JDU shall maintain an inventory log as described in the record keeping section of this policy.

2. TAGGING/NUMBERING SYSTEM

For items that the Supreme Court purchases and maintains ownership of, the Supreme Court will issue
tags and require tagging of the equipment. For all other items, the JDU shall maintain a tagging/numbering
system.

Page 6 of 7

3. RECORD KEEPING

The inventory and property control person shall establish accurate records for all equipment under this
policy. These records for capital and non-capital equipment shall, at a minimum, indicate:
- Acquisition date

- A brief description of the item

- Current location (code or suitable alternative)

- Program funding source

- Tag or asset number

- Model and serial number

- Account number

- Purchase document number (claim/voucher)

- Original cost including shipping, taxes, and instalation

The inventory control records shall be maintained in such a fashion as to permit ready access and review.
4. INVENTORY SCHEDULE

The JDU shall conduct a physical inventory of equipment annually. The report of the physical inventory
shall be maintained and available for review and audit upon request by the AOC.

5. TRANSFER OF EQUIPMENT

Equipment must be used for the approved purpose for five years, unless written permission is given by the
AOC. After five years, the equipment may be transferred upon approval of the presiding judge of the court.

6. SURPLUS PROPERTY

Equipment, whichis no longer needed or usable, shall be placed in surplus in accordance with the following:

For equipment for which title was granted to the JDU, the JDU shall follow any procedures required by the
original funding agreement. If no such requirements are included in the funding agreement, then loca
surplus property procedures may be utilized.

7. MODIFICATION TO THIS POLICY
The Arizona Supreme Court, AOC, reserves the right to modify this policy as needed.

Page 7 of 7