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<br /> Property Management Standards (Continued) <br /> Page 2 <br /> (2) A physical inventory of property shall be taken and the <br /> results reconciled with the property records at least once <br /> every two years. Any differences between quantities <br /> determined by the physical inspection and those shown in <br /> the accounting records shall be investigated to determine <br /> the causes of the difference. The grantee shall, in <br /> connection with the inventory, verify the existence, <br /> current utilization, and continued need for the property. <br /> (3) A control system shall be in effect to insure adequate <br /> safeguards to prevent loss, damage, or theft of the <br /> property. Any loss, damage or theft of nonexpendable <br /> property shall be investigated and fully documented. In <br /> the event of loss, damage, or theft, the Criminal Justice <br /> Division shall be promptly notified. <br /> (4) Adequate maintenance procedures shall be implemented to <br /> keep the property in good condition. <br /> C. Disposition -- The following procedures relate to the <br /> dlspositlon of equipment. <br /> (1) At the termination of the grant period, the grantee shall <br /> submit an inventory report as an attachment to the final <br /> expenditure report. The total cost of the inventory <br /> should reconcile to the total amount reported in the <br /> equipment category of the final expenditure report. The <br /> inventory forms furnished by CJD should be used for the <br /> report. Grantees should also include recommendations as <br /> to the future use and disposition of the equipment. <br /> (2) Upon receipt of the above inventory report, the Criminal <br /> Justice Division will advise the grantee within 90 days as <br /> to the determination regarding the future use of the <br /> equipment. <br /> a. The grantee may be permitted to retain the equipment. <br /> In this instance, the grantee must provide written <br /> assurance that the equipment will be used in the <br /> criminal justice system in a manner consistent with <br /> objectives authorized by the CJO. However, if the <br /> recipient of the above equipment should later <br /> discover that any of the items are no longer <br /> necessary to accomplish the law enforcement <br /> objectives of the agency, CJD approval should be <br /> obtained prior to the choosing of alternative uses or <br /> locations for the equipment. <br /> b. The equipment may be transferred to other CJO <br /> grantees needing the property provided that the <br /> benefiting agency makes the written assurances as <br />