capital area council of governments (capcog) grant training workshop for fy 2011 general victim...

Capital Area Council of Governments (CAPCOG) Grant Training Workshop for FY 2011 General Victim Assistance – Direct Services Funding Opportunity

Tuesday, January 12, 1010

Conducted by

Michelle Casanova, Assistant Director, Community and Economic DevelopmentErica Linneman, Criminal Justice Planner

1-12-2010 FY GVA-DS Grant Training Workshop

All material covered today will be posted on CAPCOG’s website at: www.capcog.org under the Community and Economic Development Department, Planning for Criminal Justice Related Activities.


CAPCOG/CJD Overview

http://www.capcog.org/

CAPCOG/CJD Overview

CAPCOG CONTACTS


Michelle Casanova, Assistant Director,

Community and Economic Development

[email protected](512) 916-6163

Erica Linneman, Criminal Justice [email protected]

(512) 916-6047

Include Grant Number and Project Name in all

Correspondence

Mailing Address: 6800 Burleson Road

Building 310, Suite 165, Austin, TX 78744

CAPCOG Website:www.capcog.org

mailto:[email protected]


http://www.capcog.org/

CAPCOG/CJD Overview

CJD CONTACTS


Angie [email protected]

CJD Main Number:(512) 463-1919

CJD Fax Number:(512) 475-2440

Include Grant Number and Project Name in all

Correspondence

eGrants Home Page:https://cjdonline.governor.state.

tx.us

Email Address for eGrants Help Desk:

[email protected]


https://cjdonline.governor.state.tx.us/



General Victim Assistance – Direct Services Program

Issues to Consider: The contributing funding sources to this program are Victims

of Crime Act (VOCA), Violence Against Women Act (VAWA) – 30% set aside for direct victim services, and State Criminal Justice Planning Fund (Fund 421) .

Current GVA-DS grantees who also receive funding through the Fund 421 must combine both programs into one GVA-DS application.

Note: Organizations voluntarily including matching funds that exceed the minimum match requirement, will be held to that amount throughout the grant period.



CAPCOG GVA – DS Application Requirements: This information is posted in the FY 2011 CJAC Policy Statement

– This is a competitive grant that requires a new application for each year of funding desired.

– No limit or maximum number of years of funding, provided funds are available and application receives qualifying scores from the CJAC

– Decreasing Fund Ratio: No



CAPCOG GVA – DS Application Requirements:– Funding cap of $80,000 per application , for a maximum of 2

applications per agency/applicant EXCEPT in the case of a single agency providing domestic violence, sexual assault, AND children’s advocacy services. An agency meeting this description will be allowed to submit 2 additional applications for up to $80,000 each.

– Total agency/applicant requests cannot equal more than 50% of the applicant/agency’s current total operating budget

– First time GVA-DS applicants (an agency/applicant that have never been awarded GVA-DS funding before, OR, has not received GVA-DS funding within the last five years) is limited to submit one application for a maximum amount of $ 50,000 for only one program.



CAPCOG GVA – DS Application Requirements:– Applicants will prioritize their own applications into Tier 1 or Tier 2

status. All agencies will have one application ranked in Tier 1. Agencies that submit a second application would then have the second application ranked in Tier 2. This ensures that all applicants get a first shot at funding before any agency has two applications funded.

– Applicants that have a current GVA-DS grant through CJD and are placed on Vendor Hold will receive a point deduction off on the score sheet for their next application request for GVA-DS funding.

– Agencies that receive GVA-DS grant money from their statewide affiliate agencies are not eligible to apply for GVA-DS funding that is allocated to Region 12 through the CAPCOG Criminal Justice Advisory Committee Application Review Process. These agencies include, but are not limited to: Texas Advocacy, MADD, Legal Aid Society, Court Appointed Special Advocates (CASA, Texas Department of Public Safety.



GVA-DS Program Purpose:

To provide services and assistance directly to victims of crime to speed their recovery and aid them through the criminal justice process. Services may include the following: • responding to the emotional and physical needs of crime victims; • assisting victims in stabilizing their lives after a victimization; • assisting victims to understand and participate in the criminal

justice system; and • providing victims with safety and security.



• Application Process: Applicants can access CJD’s eGrants website at https://cjdonline.governor.state.tx.us to register and apply for funding.

• Available Funding: Federal funding is authorized for these projects under the Victims of Crime Act of 1984 (VOCA) as amended, and under the Violence Against Women Act of 2005 (VAWA 2005) 42 U.S.C. 3796gg through 3796gg-5 as amended. Congress has not finalized federal appropriations for federal fiscal year 2010. All awards are subject to the availability of appropriated federal funds and any modifications or additional requirements that may be imposed by law.

• Funding Levels: Minimum grant award - $5,000




• Required Match: Grantees, other than Native American Tribes, may be required to provide matching funds of at least twenty percent (20%) of total project expenditures. Native American Tribes may be required to provide a five percent (5%) match. This requirement may be met through either cash or in-kind contributions or a combination of both.

• Standards: Grantees must comply with all statutes, requirements, and guidelines cited in the Texas Administrative Code (1 TAC Chapter 3) applicable to this funding.



• Project Period: Grant-funded projects may begin on or after September 1, 2010, and expire on or before August 31, 2011.

• Preferences: Preference will be given to applicants that promote comprehensive victim restoration while incorporating an emphasis on cultural competency in underserved populations. Applicants are also encouraged to streamline administrative and reporting processes by consolidating grant requests whenever possible in lieu of submitting multiple applications.



• Program Emphasis: Applicant agrees to implement comprehensive strategies that are sensitive to the concerns and safety of the victims and hold offenders accountable for their crimes. Applicants must indicate the percentage of their project that benefits Victim Services, Law Enforcement, Prosecution, Courts or other areas. Program emphasis decisions should be made based on the beneficiary of the funded activities. For example, a victim services coalition who provides training to police throughout the state would fall under the “law enforcement” category because the training is to benefit law enforcement.



Eligible Applicants:

State Agencies; Units of Local Governments; Hospital Districts; Nonprofit Corporations; Native American Tribes; Crime Control and Prevention Districts; Universities; Colleges; Community Supervision and Corrections Departments; Councils of Governments that offer direct services to victims of crime; Hospital and Emergency Medical Facilities that offer crisis counseling,

support groups, and/or other types of victims services; and Faith-Based Organizations that provide direct services to victims of crime.

Faith-based organizations must be tax-exempt nonprofit entities as certified by the Internal Revenue Service.



Eligible Activities:

Crisis Services; Forensic Interviews; Legal Advocacy; Multi-Disciplinary Teams and Case Coordination; Peer Support Groups; Professional Therapy and Counseling; Protective Order Assistance; Public Presentations; Shelter; and Victim-Offender Meetings.




Program Requirements:

1. Applicants agree to promote collaboration and coordination among local service systems that involve multiple disciplines and support a seamless delivery of a continuum of services that focus on each individual's return of physical, mental, and emotional health to the fullest extent possible while incorporating an emphasis on cultural competency in underserved populations.



Program Requirements Cont.:

Applicants must explain how their organization is culturally competent when providing services to victims. Here are some guidelines to follow:

Victim service providers must have the ability to blend cultural knowledge and sensitivity with victim restoration skills for a more effective and culturally appropriate recovery process. Cultural competency occurs when:

1. cultural knowledge, awareness and sensitivity are integrated into action and policy;

2. the service is relevant to the needs of the community and provided by trained staff, board members, and management; and

3. an advocate or organization recognizes each client is different with different needs, feelings, ideas and barriers.



Program Requirements Cont.:2. Applicants must certify that they will comply with the following requirements:

Services to Victims of Crime - Applicant agrees to provide services to victims of crime which include: responding to the emotional and physical needs of crime victims; assisting victims in stabilizing their lives after victimization; assisting victims to understand and participate in the criminal justice system; and providing victims with safety and security.

Effective Services - Applicant must demonstrate a record of providing effective services to crime victims. If the applicant cannot yet demonstrate a record of providing effective services, the applicant must demonstrate that at least 25 percent of its financial support comes from non-federal sources.

Volunteers - Applicant agrees to use volunteers to support either the project or agency-wide services, unless CJD determines that a compelling reason exists to waive this requirement.



Program Requirements Cont,: Community Efforts - Applicant agrees to promote community efforts to aid

crime victims. Applicants should promote, within the community, coordinated public and private efforts to aid crime victims. Coordination efforts qualify an organization to receive these funds, but are not activities that can be supported with these funds.

Crime Victims' Compensation - Applicant agrees to assist crime victims in applying for crime victims' compensation benefits.

Records - Applicant agrees to maintain daily time and attendance records specifying the time devoted to allowable victim services.

Civil Rights Information - Applicant agrees to maintain statutorily required civil rights statistics on victims served by race, national origin, sex, age, and disability of victims served, within the timeframe established by CJD. This requirement is waived when providing services, such as telephone counseling, where soliciting the information may be inappropriate or offensive to the crime victim.



Program Requirements Cont.: Victims of Federal Crime - Applicant agrees to provide equal services

to victims of federal crime. (Note: Victim of federal crime is a victim of an offense that violates a federal criminal statute or regulation; federal crimes also include crimes that occur in an area where the federal government has jurisdiction, such as Indian reservations, some national parks, some federal buildings, and military installations.)

No Charge - Applicant agrees to provide grant-funded services at no charge to victims of crime.

Confidentiality - Applicant agrees to maintain the confidentiality of client-counselor information and research data, as required by state and federal law.

Discrimination - Applicant agrees not to discriminate against victims because they disagree with the State's prosecution of the criminal case.



Program Requirements Cont.: Forensic Medical Examination Payments - Health care facilities shall

conduct a forensic medical examination of a victim of an alleged sexual assault if the victim arrived at the facility within 96 hours after the assault occurred and the victim consented to the examination. The victim is not required to participate in the investigation or prosecution of an offence as a condition of receiving a forensic medical examination, nor pay for the forensic examination or the evidence collection kit. In addition, if a health care facility does not provide diagnosis or treatment services for sexual assault victims, the facility is required to refer the victim to a facility that provides those services. A law enforcement agency that requests a forensic medical examination of a victim of sexual assault shall pay full cost of the examination. Crime Victim Compensation funds may be used to pay for forensic medical examinations performed by trained examiners except that such funds may not be used to pay for the examinations if victims of sexual assault are required to seek reimbursement for such examinations from their insurance carriers.



Program Requirements Cont.: Protection Orders - Victims applying for a protective order or

their attorney may not bear the costs associated with the filing of an order of protections.

Nondisclosure of Confidential or Private Information - Personally identifying information or individual information collected in connection with services requested, utilized, or denied may not be disclosed; or, reveal individual client information without informed, written, reasonably time-limited consent of the person about whom information is sought. If release of information is compelled by statutory or court mandate, reasonable attempts to provide notice to victims affected by the disclosure of information will be made and steps necessary will be taken to protect the privacy and safety of the persons affected by the release of information.


Closing Date for Receipt of Applications:

All applications must be certified and submitted via CJD’s eGrants website

on or before Friday, March 5, 2010 by

11:59 p.m. Central Standard Time



Selection Process for eligible Local and Regional Projects:

Applications will be forwarded by CJD to the appropriate regional council of governments (COG).

1. The COG’s criminal justice advisory committee (CJAC) will prioritize all eligible applications based on identified community and/or comprehensive planning, cost and program effectiveness.

2. CJD will accept priority listings that are approved by the COG’s executive committee.

3. CJD will make all funding decisions based on approved COG priorities, reasonableness of the project, availability of funding and cost-effectiveness.



Selection Process for State Discretionary Projects:

Applications will be reviewed by CJD staff members or a group selected by the executive director of CJD. CJDwill make all final funding decisions based on eligibility, reasonableness of the project, availability of funding, and cost-effectiveness.


Criminal Justice Advisory Committee (CJAC) Application Review and Prioritization

The CJAC is a volunteer committee comprised of a multi-disciplinary representation of members from the region per the requirements of the Governor’s Office, CJD.

These discipline areas include citizens or parents, drug abuse prevention, education, juvenile justice, law enforcement, mental health, nonprofit organizations, prosecution/courts, and victim services.



The CJAC will consider the following factors when scoring and prioritizing applications:

– Any state strategies identified by CJD; – Priorities identified within the region by the COG resulting

from the strategic and community planning process; – Participation in a local community planning process or a

priority as identified in the current community plan; – Eligibility, reasonableness, and cost-effectiveness of the

proposed project; and – Current COG policies and procedures, and– The availability of funding.



The FY 2011 CJAC Policy Statement outlines the application review process.

The FY 2011 CJAC Policy Statement can be found on the CAPCOG website at the following link:http://www.capcog.org/divisions/community-and-economic-development/planning-criminal-justice/


http://www.capcog.org/divisions/community-and-economic-development/planning-criminal-justice/

http://www.capcog.org/divisions/community-and-economic-development/planning-criminal-justice/

BREAK10 MINUTES

.


eGrants Application and Submission Process

Have the Following Items Available Before Beginning Your Application:

Federal ID Number Completed Budget in Spreadsheet Format The Names and Email Addresses for the

Authorized Official, the Financial Officer, the Project Director, and the Grant Writer

.



Authorized Official (AO)

• Appointed/authorized by the governing body of the organization.

• Authorized to apply for, accept, reject, alter, or terminate the grant.

• Generally the county judge, mayor, city manager, chair of non-profit, etc.

• Has ability to complete and submit Financial Status Reports (FSR).

.



Financial Officer (FO)

• Required to be the chief financial officer for the grantee agency.

• Responsible for maintaining financial records to account for all grant funds.

• Responsible for requesting funds and the completion of required financial reporting at least quarterly in eGrants.

. 1-12-2010 FY GVA-DS Grant Training Workshop


Project Director (PD)

• Responsible for day-to-day operations of project.

• May have a different Project Director per agency grant.

• Must be an employee of the grantee agency.

• Responsible for required programmatic reporting.

. 1-12-2010 FY GVA-DS Grant Training Workshop


Grant Writer

• Responsible for entering information into the eGrants application.

• Will submit the application which releases it to the Authorized Official.

• Will no longer have access to the application once they have submitted it.

• Will not receive email notifications about the status of the application.

.



Defining the Problem Statement

A problem statement is a clear and concise statement that describes the symptoms of the problem to be addressed

1. Define the problem: In the problem statement, identify the need and define the problem in specific terms.

2. Identify where the problem is appearing.

3. Describe the size of the problem: The size of the problem must be described in measurable terms.

4. Describe the impact the problem is having on the organization: The description of the problem’s impact on the organization should be as specific as possible.



Avoid the following common errors:

The problem statement should not address more than one problem.

The problem statement should not assign a cause.

The problem statement should not assign blame.

The problem statement should not offer a solution.



Common Preliminary Review Report (PRR) Remarks:

Must be a clear and concise statement that describes the symptoms of the problem to be addressed.

The current text is too wordy and does not clearly state what exactly needs to be addressed through the requested purchase.

Spelling and grammar matter, so please review all text throughout the application and correct as necessary.

Rewrite and clearly express the problem that requires the purchase you are requesting.


Problem Statement


Supporting Documentation

Provide current, locally relevant, grant-specific statistical evidence with sources.

Must be tied to a local problem/need

Data must be applicable to the project and the project area.




Current local crime statistics must be used to support the need for the requested equipment.

This data must substantiate the Problem Statement. Please refer to the Statistical Overviews on the CAPCOG website,

www.capcog.org, under Community and Economic Development, Criminal Justice, for information that can be used in this section.


Supporting Data


Common Preliminary Review Report (PRR) Remarks Continued:

Misspelled words and grammatical errors in the supporting data. Please review and revise.

These is conflicting data concerning the number of calls received each month that should be clarified.

Consider entering data that documents number of calls increasing over time.


Supporting Data


Community Plan

Identify what needs/priorities in the Community Plan will be addressed with this project.



This section should address how the project fits into the regional community plan, rather than establish a new plan of action. Please review your community plan and identify the elements of the plan addressed by this project.

Note: The most recently updated community plans for CAPCOG Region 12 are located on the CAPCOG website under Community and Economic Development, Planning for Criminal Justice Related Activities.

Community Plans



(For Regional Projects Only): Since this is a regional project, this section must contain information from all community plans for criminal justice-related activities for each area that your project will provide services in. You will need to specify which priorities from each plan this project will address. Please refer to these plans that are located on the CAPCOG website, www.capcog.org, under Community and Economic Development, Criminal Justice, for information that can be used in this section.


Community Plans



The goal statement should impact the problem statement. Please revise this section after you have revised the information in the Problem Statement section.

Contains some grammatical errors and provides problem statement information. This section should provide a concise goal of the project. The first two sentences should be edited to establish the goal statement.


Goal Statement


Cooperative Working Agreements (CWA)

Does not involve an exchange of funds. Must be obtained when a grantee intends to carry out a grant

project through collaborating or participating with one or more outside organizations.

Must obtain authorized approval signatures on the CWA from each participating organization.

Does not need to be uploaded into eGrants. Applicants must only maintain copy in their records.




CWA's are required ONLY when a collaborative effort is present in the implementation of a grant project where there is NO exchange of funds or equipment.

If you are going to give funds/equipment to another agency, you will need to delete the text in this field and create an inter-local agreement or Memorandum of Understanding with them.


Cooperative Working Agreements (CWA)



Provide a brief description of how the activity is performed, not just how much each item will cost.

Be brief and concise with your response.


Activities


Target Population Who will be served? Who will benefit from the activities of this project? Be as specific as possible Information provided must support the details provided in the

‘Narrative’ section of the application.

Common Preliminary Review Report (PRR) Remarks: Target Audience – this should be the group that benefits directly from

project activities. Gender – Specify if youth and/or adults are being served. Special Characteristics - Remove current text as it does not belong

under this section.


Target Group and Population


Measures

Section collects data to track the performance of the proposed project toward its stated objectives.

Outcome Measures demonstrate the impact of a project in a targeted area, reflecting the extent to which the goals and objectives of the project have been achieved.

Both Outcome and Output Measures should have realistic and reasonable target levels and be relevant to the project.

Do not create a Custom Performance Measure. Utilize

the CJD-Defined Measure Information only.




Improved program quality should not be zero. The agency should at least demonstrate improvement or progress

with the original situation due to the impact of the new equipment.


Measures


CJD Approved Budget Categories


Personnel

Contractual / Professional

Services

Travel

Indirect CostsConstruction

Supplies and DOEs

Equipment


Personnel

Time/Activity Reports

Case Numbers for Grant-Funded Law Enforcement and Prosecution Personnel

Timesheet Signed by Employee and Supervisor

Salaries Consistent with Local Policy

Overtime



Contractual and Professional

Contracts in Writing

Consistent with Texas Contract Law

Contract Monitoring Documentation

Compliance with Agency Procurement Guidelines

Invoices for Contract Deliverables

CJD-Prescribed Procurement Questionnaire



Travel

Employee Travel and Training Only

Comply with Agency Travel Policies or State Travel Policies

Maintain Travel Log and Travel Receipts

Pre-Approval of Out-of-State Travel

NOTE: Expenses for Outside Trainers go under the Contractual Budget Category as part of overall contracted

services.



Equipment

All purchases MUST be pre-approved by CJD Must maintain Inventory Procurement Questionnaire for purchases in

Excess of $100,000 Must have invoices to support purchases Must be used for the purpose for which it is

purchased All changes to Equipment Line Items

(including the number of items) MUST be approved by CJD



Construction

This budget category is currently unavailable for

CJD funded projects.



Supplies and Direct Operating Expenses

Related to the daily operation of the CJD grant

All costs MUST be Pro-Rated per a Cost Allocation Plan

Rent or Lease MUST include cost/sq. ft. and the number of square feet

Documentation (ex. receipts, invoices) MUST be maintained

Includes small equipment with a useful life of less than one year and a purchase price of $999 or less per unit



Indirect Costs

When allowed, the standard rate is 2% of CJD - funded direct costs (NOTE: to compute this,

divide the amount you are applying for by 1.02 to calculate 2% of Direct Costs)

Cognizant agency approval letter required for requests in excess of 2%



Budget Development

Must be reasonable.

Ensure budget detail supports the program or project.

Remember: One vendor per line item.




Only one vendor per line item allowed. The description for each item must describe what the item is, who

will be using it, why it is necessary, are installation and training costs included (if not, how will these costs be paid), is it compatible with current computer operating systems and how it will be maintained post grant-period.

Text must be clear and concise for each section. Be sure to enter a response to the "Qty/% of Time" box at the end of

each line item row.


Budget


Common Preliminary Review Report (PRR) Issues

List each personnel position separately and include a brief description of duties specific to the project.

Descriptive titles must be provided for each budgeted position. If there are multiple personnel performing the same activity, each

position must be listed separately. Do not include personal information for individuals such as name or

social security number. Please include the percent of base salary that will be paid with grant

funds.


Budget


Common Preliminary Review Report (PRR) Remarks Continued:

Brand names should not be included in your budget line item descriptions.

Costs for small supply items may be combined into one line item, (pens, paper clips, paper, and diskettes may all be included within the standard Office Supplies line item).


Budget


Resolution

Must be approved by applicant agency governing body and include the following:

1. Designate the grantee’s Authorized Official;

a. Name not needed, can submit only title

b. Must match the Profiles tab grant officials information

2. The Authorized Official is given the power to apply for, accept, reject, alter or terminate the grant on behalf of the applicant agency;

3. Agree to provide applicable matching funds;

4. Agree that in the event of loss or misuse of the CJD funds, assurance that the funds will be returned to CJD in full;

5. Approval of the Resolution (signatures)




Resolution needs to be revised to follow the exact template and instructions.

Current resolution does not mention a commitment to provide all applicable matching funds; a designation of the name and/or title of an authorized official who is given the authority to apply for, accept, reject, alter, or terminate a grant, and a written assurance that, in the event of loss or misuse of grant funds, the governing body will return all funds to CJD.

(Note: If a name is provided, you must update CJD should the official change during the grant period.)


Resolution

capital area council of governments (capcog) grant training workshop for fy 2011 general victim...

Documents

gvads application

gvads funding

gva ds funding

gvads grant money

time gvads applicants

current gvads grantees

grant number

direct victim services