1. AZDOHS Grani File
Lt. David Azuelo
Lt. JT Turner
oRa
Eil
E- E-Eri'E
1700 West Washington Street Phoenix, Arizona 85007
n r/ ,l)c--' -ll, ,
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t
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Governor Janice K. Brewer Director Gilbert M. Orraniia
February 22,2012
Chief of Police Roberto Villasefror
Tucson Police Departn rent
270 S- Stone Avenue
Tucson, Arizona 85701
Re. 2009 Homeland Security Grant Program
Grants: 55541 0-01; 55541 0-02; 55541 0-03; 55541 0-04; 55541 0-05
2009 Homeland Security Grant Program / Tucson Urban Area Security lnitiative
Grants: 555S07-01 ; 555907-02; 555907-03; 555907-04; 555907-05; 555907-06; 555907-
0B;55590709
2009 Operation Stonegarden Prograrn
Grants: 55541 0-06; 55541 0-07
Dear Chief Villaseflor:
On November 22,2011 , our department conducted a program/project and financial review of the
above-named grants.
At that time, there was one noncompliance item identified that required reimbursement of funds for the
following reason:
. The number of HP Compaq computers purchased under SHSGP 555410-02 was more than
authorized in the grant application and award.
The ref mbursement was received on February 16,2012.
Thank you for the prompt response. The Tucson Police Department is now in compliance with the
ra^..iraman*c af thq Llnmaland eanr rrifrr Granl prnnrtm
Plugtolll lEqullulll9rlti Ul (iit i iuiii-iuiaU JCUu.ri, Uiu.ii i lu5:sl::.
lf you have any questions regarding this matter, please don't hesitate to contact me.
Sincerely,
Tfr*Cheryl Bowen Kenne
Assistant Director
CC:
tt
Office: (602) 542 7A3O Fax: (602) 364-1521 www-azdohs.gov

2. i;f;1,,'ijffiiF,niri4f#
November 72,207L
FinaI Review
E+lannere-'
Stafi's Initials/Date
u{Lel,{,r
Arizona Department of Homeland S ecurity
A. Background fnformation
Date of visit:
Location of site visit: Tucson Police Department
Date site visit Notification Letter sent to subgrantee:
AZDOHS staffconducting the site visit:
70/78/lL
Tucson P.D. Finance
Subgrantee staffpresent (including name, title, and department):
Grants reviewed:
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555907-06 UASI os/o7/77 -Ml30l12 l_: r_i f L:
555907{8 UASI o1/o7/17 - 8/37/77 L--: Ix L: Il
55s907{9 UASI sl1117 -7137177 DC t: rf l--
555410-06 OPSG lolTlos -3l37/1t tx E t_l r
555410-O7 OPSG 70l7/oe -9l3Ol1o N
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Page I of 13
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3. f-i
Aizona Department of Homeland Security
Pre-Monitorin g Checklist
Finance
T, If applicable, review Fiaanee Divisions' "A-133 Audit Review Form-" List any findings that should be
investigated during the site visit.
I Review quarterly programmatic reports. Are they submitted regularly? Are there any pending?
Summary of items to address during visit:u
Programmatic
Subgrantee Agreement
o Signatures on lastpage?
e Performance period
I Amendments
o Was an extension granted?
o Is amendment documentation in file, and does it include appropriate signatures?
[_: n" the reimbursements correspond with the percentage of completion indicated in the quarterly report?
l-l Quarterly Reports
c Are all quarterly reports current?
c What is the percentage of completion?
o [s there any concern about completion of the project within the balance of the performance period?
If the project is primarily equipment purchases, what are the reasons for delay in getting the equipment
c purchases made?
"
Were there any "continuing" quarterly reports due? (May be required if equipment is not fully operation at the end
of a performance period.)
l_] Responds in a timely manner to inquiries from the AZDOHS?
|-l Em (Environmental and Historic Prevention)
c Did the award require an EFIP approval?
c Is the EIIP approval notification in the grant file?
[_] Summary of items to address during visit:
Page 2 of 13

4. Submit by Email
Final Rcvie*'
l* Planner
i- Finarrce Staff
i- Equiprnent
f- Supervisor
Sfaft's Irritials/Date
_i
/_
/
/
November 77,701],
Attzona Department of Homeland Security
A. Background Information
Date of visit:
I-ocation of site visit: Tucson Police Department
Date site visit Notification Letter sent to subgrantee:
AZDOHS staff conducting the site visit:
Subgrantee staff present (including name, title, and department):
Crants reviewed:
10118/LL
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Bill Seltzer Strategic Planner
Michael Stidham Equipment Specialist
Jessica Thiers Finance Specialist
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List?
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5554 10-01 HSGP tolTlo9 - 7/31/71
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555907-O1 UASI T1ltlog - 9l3OlLO N
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555907-02 UA5I 70l7l09 -77l3l.ho ;i!H;"i.:il lx ffi x x il.-ilt:r:l .i T t.
555907-03 UASI 7017/os - t2l3tl70
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Page 1 of 13
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5. tr
u
Aizana Department of Homeland S ecurity
Pre-Monitoring Checklist
Finance .1 +.
f: If applicable, review Finance Divisions' "4-133 Audit Review Form-" List any findings that should be
t J investigated during the site visil
Review quarterly programmatic reports. Are they submitted regularly? Are there any pending?
Summary of items to address during visit:
Programmatic
|]__; S ub grantee Agrecm ent
r Signatures on last page?
c Performance period
[] Amendments
o Was an extension graated?
o Js amendment documentation in file, and does it include appropriate signatures?
E D" the reinabursements correspond with the percentage of cornplefion indicated in the quarterly report?
E Quarterly Reports
o Are all quarterly reports current?
c What is the percentage of completion?
e Is there any concem about completion ofthe project within the balance of the performance period?
If the project is prirrarily equipment purchases, whal are the reasons for delay in getting the equipment
€ purchases made?
"
Were there any "6snfinrring" quarterly reports due? (May be required if equipment is not fully operation at the end
of a performance period.)
fl Responds in a timely manrer to inquiries from the AZDOHS?
E Em (Environmental and Historic Prevention)
e Did the award require an EHP approval?
r Is the EHP approval notification in the grant file?
f, Summary of items to address duriry visit:
Page 2 of 13

6. Arrzana Department of Homeland Security
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46826269 1)/2s/O9 11/3O/Oe 147074.86 555410-O2 Y Y
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Cherry
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1890 8/16/10 Cod 26i6 8/17/10 4,085_80 555410-03 Y Y
Remotec PO34510 7/21/10 11/17/10 54,99A.O0 555410-04 Y Y
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Page 3 of 13

7. Arizona Department of Homeland S ecurity
Finance
I. Does the master grant file include the following: grant award letter, X yes i--, No
subgrantee agreement, amendments, r-:irpies of reimbursement requests, and
quarterly programmatic reports?
Who maintains the file? Jonice Silvyn
It. Are there special conditions related to the grant? If so, what are they? ; Yes lx No T N/A
Ill. Are separate ledger accounts kept to track revenues and expenses for each
project and,/or grant? (Note: request to see sample ledger.) X Yes [- No
If yes, what is the contract's account code/number? (Note: Compare against
invoices when expenditures are reviewed. lf not the same, you may need to
discuss with appropriate individuals.)
Exomple to be emailed by Jonice to J. Thiers. Received 12/1/77
IV. Explain the system(s) in place that are used by the project manager to monitor
budgets and actual costs on an ongoing basis? Who monitors, and who's
informed of budget status?
Stakeholder uses the Advontage system,all tronsoctions creote their own bolance/spreodsheet
Are intemal financial reports on the grants maintained kept current?
Who reconciles, and how often are they reconciled? (namesititles) IXi Yes T No
Janice Silvyn and they ore reconciled monthly
VI. Does the relevant stafflhave knowledge of OMB Circulars and CFRs?
www.whitehouse-gov/com/circulars/index.html If Yes l-- l'to
www. gpoaccess. gov/cfr/index.htm I
lf no, remind them that this is a requirement of the grant and identified in the
subgrantee agreement.
Personnel: T N/A
VII. Are grant funds being used to supplement existing budgets, not supplanting? IX, yes l- No
X Yes l-' NoVIII. Are time and effort reports in the grant file?
Page 4 of l3

8. Ar tzona Department of Homeland S ecurity
IX. Are time and effort reports reviewed before payroll is processed? lX, Yes [- No
If so, by whom?
Position supervisor
X. Is the agency participating in the E-Verify program and are they cornpliant? lX, Yes 1- No
Operation Stonegarden Grant Program: r N/A
XI. Is there a copy of the subgrantee's overtirne policy in the AZDOHS grant file? K Yes l- No
XIL What is the approval process for determining OPSG OT hours worked?
Have subg'antee describe how benefits are calculated.
. ,:-:,i,1 :$t1i,
il..ii
Xlll. Are mileage logs properly maintained by the subgrantee? lX Yes l- No
Procurement: r N/A
Professional and contractual services :
XIV. Are contract/instructor/consultant services included in the grant award? lx Yes
Yes
T:
r-
No
A. Was the $450 per day fee limitation observed? x No
XV. Were State and local procurement procedures and laws followed? IX Yes i- No
B. Was a competitive bid process, when applicable, adhered to when [x, yes [- No
contract was awarded?
Request to see evidence of the bidding process (i.e., copy of other bids or
other paperwork).
Page 5 of 13

9. Arizona Department of Homeland Security
XVI. Are written policies and procedures related to grants management, accounting IF: Yes f- No
and procurement available to relevant staff? If not, explain why.
Is there a copy of the procurement policy in the AZDOHS grant file?
[[ not. please request ts receive a copy during the monitoring visit.
lX Yes T No
Recordkeeping:
XVII" Are all records (programmatic/fiscal) kept on site and maintained for six (6)
years after the ciose of the grant (Arizona Depadment of Library, Archives, IX Yes l- No
and Public Records)? Who is responsible?
Tucson P.D. finance stoff ore responsible.
XVllI. Are the fiscal records for the grant kept in a secure location? Ix Yes
Yes
t- No
XIX. Are invoices and/or receipts kept on file to support reported expenditures? lr. T No
Pass-Through Funds: lx, N/A
XX. t Yes ; No
XXI. Does the subgrantee have contract administration/subgrantee administration l- Yes
procedures that address:
t- No
A. Maintenance of contract administration systems that monitors
c ontractor/sub grantee perform ance?
B. A process that ensures that contracts are not made to anyone on the
Debarment and Suspension list?
Page 6 of 13
If applicable, how are sub-grantees monitored with the pass-through funds?

10. Arrzona Deparlment of Homeland Security
.:SS..e;0;fl-6"fijiGr t,,,E-[0, S ir .;.#,..ffi fi ; ,#i..,,. ,;! rit ,! a l,',,i:,:::,;,
:ii--:::i:::i:;:. il
Eqmipment Monitoring:
I. Have digital photos been taken of the applicable equipment? X Yes [- No
II Is the selected equipment clearly marked and inventoried? (Refer to
s ubgrantee for applicable properly control requirements) x Yes T No
III Is the equipment purchased with grant funding, prominently marked with
"Purchased with funds provided by the U.S. Department of Homeland
Security" ? (When practicable)
lX Yes r-I No
IV. Do procedures contain:
A. Requirements for the conduct of physical inventory at least every two
years?
B. Methods for the sale or disposition of equipment?
C. Maintenance requirements and schedules?
x
l*x
Xl
Yes
Yes
Yes
f*, No
l*, No
i-, No
r N/A
T N/A
T N/A
V. Does the equipment control system include (Check box of itern included):
lx: Description of equipment
lX. Location and use
X: Serial number
X, Purchased date
lX Title
lX Condition
lX Disposal date and sale price, if applicable
Comments:
Page 7 of 13

11. Arizona Department of Homeland Security
Page 8 of 13
Proj ect Im plementation:
I. Review of closed grants with subgrantee. Discuss any positives/negatives of
execution of the projects or administration of the grant.
Open Grants (if applicable):
ls the project following its proposed milestones? Please note any obstacles that the project has
encountered.
Is the project manager aware of applicable procurement procedures?
Do reimbursement requests support the percentage of progress reflected in the quarterly repofis?
Is prior approval obtained for any changes?
lf the project is not on track to meet its approved objectives and timelines, what action is the
jurisdiction is taking to achieve original objectives and timelines?

12. Arizona Department of Homeland Security
Page 9 of 13
Has the scope of u,ork or objective changed since the award was made?
If yes, was prior rvritten approval obtained from the AZDOIIS Regional
Planner?
[* Yes
[" Yes
ivt
;
What documentation/processes is/are occurring to support achievement of the intended
outcomes ii;r the project? Prograntntatic quarterly reporls are required; hott,eyer, there ntay be additional
reporting requirements established by thejurisdiction. Make a note ofadditional reporting requiremenls or internal
processes here and obtain a copyfor our grantfile. Example: Media Releoses
What is the sustainability plan for the project? (For projects in grant cycles FFY20 l0 and prior)
Is there any change to the sustainability plan provided in the application? (For projects in grant cycles
FFY201 I and after)
Reporting and Communication:
VI. Submits progress reports in a tirnely manner providing all required information lX, Yes l*, No
and capturing project accomplishments?
Ifthere has been any issues/concerns with the agency; have they been
addressed and/or corrected?
[- Yes l-X No l-
VIII. Has tl're agency notified the AZDOHS Regional Planner conceming any X Yes l* No I- Ula
problems?

13. Arizona Department of Homeland Security
Whatweretheaccomplishments/outcome./(i.e.strategies,emergencyresponse
exercise, communication, plans, etc')
,:r? i?-,r t' i J+7j;1:r:.
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Page 10 of I
C o mm un itYlRe gio n alization :
To what e;r.cnt does the agency collaborate/interact with other groups' organizations'
or agencies in the comm'ii'y iot execution of the grant? Please describe'
Training (if funded):
Were training expenses associated with workshops or conferences?
If yes, is there support documentation (i'e' training flyer' curriculum' sign-in
rosters)?
Were State-sponsored or FEMA approved courses con'ducted and/or attended?
Please select one:
f- No
[-, No
[- No
lX Attended
Planning (if funded):

14. Arizona Department of Homeland Security
Personnel T NiA
XII Are all grant-authorized positions filled? If no, explain: lx: Yes -,J No
Is there a copy of the position duties/responsibilities available? lx Yes r No
riifrid
,:;:t !1,:',,,
Exercise (if funded): [*, Nla.
XiI. Were Homeland Security funds used for exercises, lX, t"r l- No
If yes, they must comply with Homeland Security Exercise
and Evaluation Prograra. Please select one: X Sponsored X Attended
XIII. If exercises were sponsored, did the jurisdiction use HSEEP training for their Xr yes [- No
Controllers and Evaluators?
XlV. If HSEEP exercises were sponsored, request a copy of the After Action report.
Received copy? l-- Yes lx No
Review or inform stakeholder of any processes/procedures or upcoming events
(i.e. modification/extension forms, deadlines, etc.)
T Processes/procedures
lX Upcoming events (meetings - RAC, SAC, etc.)
f Modification/extension forms
f Deadlines
l-, Training
7 Website (Forms, FAQs, Reimbursement Instructions)
T, Publications created with grant funds should include Publications statement
li:l
?ii
,tii:
;'i*r':.ii
Page ll of13

15. Arizona Department of Homeland Security
Page 12 of 13
Additional Notes:
tura^.ntotio^ E"ie'd 12/L/11 o^d tLdbvcti*ind
General Comments:

16. Atrzona Department of Homeland Security
Sft,tffirEt:
The following project strengths were identified:
ifi [i;'.'ementi.i,eanetti nraiiiiniieu:ilriliil,fliltttv,i*5,"1
The iterns below were identified as areas for improvernent. These issues do not
constitr-rte non-cornpliance and no forrnal follow-up is necessary,
trl The project was found to be non-corrpliant in the following areas:
tv. It is recornnrended tlrat the following steps be taken to demonstrate that
corrective actions has taken place:
f None
f Conditions to maintain cornpliance
T Sr"rbrnit Corrective Action Plan within 30 days
l
- AZDOHS staff conduct a follow-up site visit within the next 60 days
It is recornmended tlrat the AZDOHS assist the agency
assistance in tlre following areas:
by providing teclrnical
Page 13 ot 13

17. Governor Janice K. Brewer
State of Arizona
Department of Homeland Seeurity
?r=9r, J) ,
Utrqutu#i
CherylBowen feriny'oy
Assistant Direclor /
Director Gilbert M. Orrantia
January 18,2012
Chief of Police Roberto Villasefror
Tucson Police Department
270 S. Stone Avenue
Tucson, Arizona 85701
Re: 2009 Homeland Security Grant Program
Grants: 555410-01 ; 555410-02; 555410-03, 555410-04; 555410-05
2009 Homeland Security Grant Program / Tucson Urban Area Security lnitiative
Grants: 555907-01 ; 555907-02; 555907-03; 555907-04; 555907-05; 555907-06; 555907-
08;55590709
2009 Operation Stonegarden Program
Grants: 5554'10-06; 555410-07
Dear Chief Villasefior:
On November 22, 2011, our department conducted a program/project and financial review of the
above-named grants. This review consisted of an analysis and evaluation of the program/project
management as well as a review of your agency's accounting system to ensure compliance with all
applicable grant policies and regulations.
Staff performed the following functions:
1. Compared and verilied internal reports and records to the reports submitted to AZDOHS;
2. Reviewed payroll and personnel records (if applicable);
3. Reviewed expenditures and supporting documentation;
4. Conducted a visual inspection of equipment.
As a result of this review, AZDOHS found noncompliance in the following area:
" The number of HP Compaq computers purchased under SHSGP 555410-02 was more than
authorized in the grant application and award. Copies of the authorized number of computers
and the corresponding invoice are attached to this letter. Please remit $2,094.96 made
payable to the Arizona Department of Homeland Security. This refund must be received by
the AZDOHS by February 29,2012 and include any interest that may have accrued if any.
Our AZDOHS site monitoring team would like to thank you, Janice Silvyn, Jennifer Pengato-Hill, Patty
Berg and Fabian Pacheco for assisting with ihis review. lf you have questions, please contact Bill
Seltzer, Strategic Planner at602.542.7044 or me at 602.542.7077.
CC: AZDOHS Grant File
Lt. David Azuelo
Lt, JT Turner
1700 West Washington Street Phoenix, Arizona 85007
Office: (602) 542-7A3O Fax (602) 364-1521 www.azdohs.gov

18. STATE OF ARIZONA
Department of Homeland Security
09-sou-015
2OO9 STATE HOMELAND SECURIry GRANT PROGRAM PROJECT DETAIL WORKBOOK
Grant#: 555410-02 Subgrantee: City of Tucson, Police De
Project Title: City of Tucson (COT) Emergency Operations Center Enhancement
EQUIPMENT - BUDGET NARRATIVE
iudget Description: List each item from your budget worksheet pages in the same order in which they are listed on the proceeding page. For
:quipment, each Allowable Equipment Category (PPE, lnteroperable Communications, Detection, etc.) must be listed. Under the federal
urdelines "Equipment" has been deflned as any single item ihat has a value of more than $5,000 and a life expectancy greater than a year.
lowever, for this budget narrative please be sure to include any and all items that can be found on the AEL. Please be sure to provide a
rrief description of each item and how each item will be utilized- Equipment cost estimates must be listed, For each item of equipment, list the
tuthorized Equipment List (AEL) Item Number. The most current AEL can be found on line at the Responder Knowledge Base at the following
rebsite: www.rkb.us. lf "Other Authorized Equipment" was annotated, specify the equipment here. AII equipment associated with this grant m
re listed on this page only. lf you have any questions or concerns regarding the AEL, please feel free to contact Michael Stidham at
nstidham@azdohs.gov or (602) 542-7041 .
fhe twelve (12) listed computers will be used to connect the various ICS command & control functions within the COT EOC, as well as to enable
;onnection with other juridiction's EOCs, including those across the south RAC and the State EOC, as necessary. The system software and
tetworking is necessary to allow for the operation of these computers in the EOC environment.
04HW-01-INHW
04SW-O+NETW

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20. Cheryl Bowen
From: William Seltzer
Sent: Wednesday, December 21,2U 1 1 1:53 AM
To: Cheryl Bowen
Subject: FW: Missing Quarterlies/Site Visit Follow Up
Attachments: 555907-09_2011 O4OCT_JuI11-Sep'1 1.doc, 555907-06 2011 O3JUL_Apr11-Jun11.doc;
555907-08 201 1 03APR:Jan11-Marl 1.doc; 555907-08-201 1 03JUL Apr11-Junl 1.doc
See below and attached
a
William D. Seltzer
Strategic Planner
wseltzer@azdohs.Hov
Arizona Department of Homeland Security
(602 542-7OM office
(602) 568-5806 cell
1700 W. Washington St. Ste 210
Phoenix, AZ 85007
www.azdohs.gov
Confidentiality Notice: This email, including all attachments, is for the sole use of the intended recipient(s) and may contain confidential and
privileged information. Any unauthorized review, use, disclosure or distribution is prohibited unless specifically provided under the Arizona public
records statutes. lf you are not the intended recipient, please contact the sender and destroy all copies of this message.
From : Jennifer Pegnato Imailto :Jen nifer, Peqnato@tucsonaz. govl
Sent: Monday, December 05, 2011 4:50 PM
To: William Seltzer
Subject: Missing Quarterlies/Site Visit Follow Up
Bill,
I have sent these to Susan Dzbanko however as you were my POC for the site visit, I am sending them to you as
well. This is in addition to my previous email where I answered the questions we discussed during your visit. I didn't
have anything further listed that you had requested from my end. If for some reason I have missed something, please let
me know asap and I will ensure it gets to you.
J ennifer
Sergeant Jennifer Pegnato-Hill
Emergency Management & Homeland Security Section
Tucson Police Department
Jennifer.Pegnato@tucsonaz.gov
(s20) 837-7463

21. "W
Cheryl Bo
From:
Sent:
To:
Subiect:
Good Afternoon,
Cheryl Bowen
Monday, November 07,2U 1 2:40 PM
Jennifer Pegnato
Monitoring Visit
AZDOHS will be conducting a site monitoring visit on the morning of ltlovember 22,2011 at the Tucson Police
Defartment. Our estimated time of arrival is 8:00 A.M. Please have all grant files available for monitoring.
The following invoices and equipment described will be reviewed.
Grant number: 555907-01
Invoice number: 4707 6789
Vendor: HP
Equipment review: HP Color LaserJet CP2025x
Grant number: 555907-03
lnvoice number: T.O. 34789
Vendor: Mine Safety Appliance Co.
Equipment review: MSA#100605O2 Force-field Advanced Combat Helmet (1)
Grant number: 5554L0-07
lnvoice number: lNV6779-02549
Vendor: Harris Corporation
Equipment review: Stingray ll
Grant number: 555410-07
lnvoice number: lNV031-6864
Vendor: GT Distributors
Equipment review: Morovision ITT Night Eng. First Resp. Kit
Grant number: 55541-0-02
I nvoice number: 46826269
Vendor: HP
Equipment review: HP Compaq dc7900 (1)
Grant number: 555410-03
lnvoice number: 199028
Vendor: Arizona Tactical
Equipment review: United Shield 35X80 Blanket
Grant number: 555410-03
lnvoice number: 1890
Vendor: Cherry Engineering, lnc.
Equipment review: APEX Door Charge, Strip Charge, Shock Key (1)

22. Grant number: 55541-0-04
lnvoice number: 3451-0
Vendor: Remotec Inc.
Equipment review: Digitalwireless remote control system for bomb-related robot
Grant number: 55541-0-05
lnvoice number: 1695
Vendor: AeroComputers
Equipment review: Allitems listed on invoice
During this monitoring visit our equipment specialist will:review and photograph all equipment that is
delineated above. Please have all equipment available and centrally located for review by our equipment
specialist, Michael Stid ham.
Please ensure that the grant proiect manager and a financial specialist are available for questions. lf you
have any questions or concerns, please feel free to contact me at 602-547-7077.
Cfi.ery[tsowen 3(ermzfy
Community Preparedness Administrator
Arizona Department of Homeland Security
1700 W. Washington, Suite 210
Phoenix, AZ 85007
602.5427077
wrww.azdohs.gov
ConfidentialityNotice: Thisemail,includingall attachments,isforthesoleuseoftheintendedrecipient(s) andmaycontainconfidential andprivilegedinformation.
Anyunauthorizedreview,use,disclosureordistributionisprohibitedunlessspecificallyprovidedundertheArizonapublicrecordsstatutes. Ifyouarenotthe
intended recipient, please contact the sender and destroy all copies of this message.

23. State of Arizona
Department of F{orneland Seeurlty
Govemor Janice K. Brewer Director Gilbert M. Orrantia
October 18,2A11
Chief of Police Roberto Villaseflor
Tucson Police Department
270 S. Stone Avenue
Tucson, Arizona 85701
Re: 2009 Homeland Security Grant Program
Grants: 55541 0-01 ; 55541 0-02; 55541 0-03; 55541 0-04, 55541 0-05
2009 Homeland Security Grant Program / Tucson Urban Area Security lnitiative
Grants: 555907-01; 555907-02; 555907-03; 555907-04; 555907-05; 555907-06;
555907-08; 55590709
2009 Operation Stonegarden Program
Grants: 55541 0-06; 555410-07
Dear Chief Villasefior:
On November 22. 2011, our department will conduct a program/project and financial review of
the above-named grants. This review will consist of an analysis and evaluation of the
program/project management as well as a review of your agency's accounting system to ensure
compliance with all applicable grant policies and regulations-
A review of expenditures will be performed and evaluated to ensure they were allowable, in
compliance with the grant guidance and within the performance period. Equipment purchased
with grant funds will be photographed and reviewed in accordance with 44CFR 13.32 Equipment
Management Regulation.
The following items must be available for review for the above-referenced grants:
. Agency's grant fite(s) including items such as:
o Award letters
o SubgranteeAgreements
o Amendments
o Copies of Reimbursement Requests
o Quarterly Programmatic Reports
. Financial Documents
o Detailed Financial Reports including General Ledgers
o Purchase Orders and lnvoices
o Proof of Payment - checkiararrant or other accounting system report that includes
payment details
o Financial Policies and Procedures
u Equipment
o Property Control Record Form of all equipment purchased
o Equipment maintenance logs
o Procurement Policies and Procedures
170O West Washington Street Phoenix, Arizona 85007
ffi
Office: (602) 542-7O3O Fax (502) 364-1521 www.azdohs.gov

24. State of Arizona
Department of Homeland SeeunEty
Govemor Janice K. Brewer Director Gilbert M" 0nantia
. Payroll
o List of employees (salary/regular hours) paid with grant funds (if applicable)
o Overtime/Backfill: List of onlv those employees receiving compensation
o compret?::J,'.1:;l?*Tfffi:5,'flsigned
timesheet, time and effort reporudairy
activity report, payroll voucher and/or reimbursement
" Any other support documentation that may assist with the review including: Council,
Board, or District communication
To facilitate this review, please send contact information for your agency's lead coordinator to me
at cbowen@azdohs"qov or 6O2.542.7077 so that we may complete the logistical details. In
addition, please submit an updated Property Control Record Form that includes all equipment
purchased with grant funds by November 3.2011- A copy of this form is available at
www" azdohs. gov/g rants/index. asp.
We look forward to meeting with you and/or your designated staff. lf there are any concerns or
questions regarding this review, please feel free to contact me. Thank you.
'tf**W
Cheryl Bowen Kennpdy 0
Assistant Director
CC: AZDOHS Grant File
Lt. David Azuelo
Lt. JT Turner
1700 West Washington Street Phoenix, Arizona 85007
Office: (6O2) 542-7O3O Fax: (602) 36+1521 www.azdohs.gov