County of Volusia FY 2017/2018 Edward Byrne Memorial Justice Assistance Grant (JAGC) Countywide Application for Funding

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1 County of Volusia FY 2017/2018 Edward Byrne Memorial Justice Assistance Grant (JAGC) Countywide Application for Funding Overview: Edward Byrne Memorial Justice Assistance Grant (JAG) Program is the leading source of federal justice funding to state and local jurisdictions. It was established to streamline justice funding and grant administration. The JAG enables local governments, such as Volusia County, with the flexibility to allocate justice funds where their local needs and priorities are greatest while supporting a broad range of activities to prevent and control crime and improve the criminal justice system. Traditionally the established funding priority in Volusia County was to fund behavioral treatment and prevention services for substance abuse and mental health programs. Purpose Areas: The Florida Department of Law Enforcement (FDLE) administers the JAG Program for the state of Florida. JAG funds can be used for one or more state purpose areas that include state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support and information systems for the criminal justice system that will improve or enhance one of the following federal purpose areas: Law Enforcement programs Crime Lab, Forensics programs Crime Prevention programs Prosecution, Indigent Defense, Court programs Corrections, Community Corrections programs Reentry Services Behavioral Health programs Assessment, Evaluation programs Victim, Witness services. Eligible Applicants: The following groups who serve participants involved in the criminal justice system are eligible to apply: Volusia County non-profit organizations and local cities who do not receive a direct annual allocation of Justice Assistance Grant (JAG) funding Non-profit organizations who meet the JAG funding criteria listed below Police departments within Volusia county 1

2 Units of local government within Volusia county (cities/towns) Units of judicial government (courts) Any law enforcement or justice initiative previously funded under JAG funding Funding Criteria: 1. The organization may be incorporated in the State of Florida and registered with the Department of Agriculture and Consumer Services as a non-profit corporation and be recognized by the Internal Revenue Service (IRS) as a non-profit tax exempt organization; a unit of local or judicial government; or law enforcement within municipal government. 2. The organization must be able to demonstrate a minimum of one year of successful service delivery and financial management. (May be verified by IRS 990) 3. A representative from each organization submitting an application for JAG funding is required to present a 3-4 minute overview of their proposed project to the Children and Families Advisory Board (CFAB). Questions from the CFAB may follow. A presentation schedule with a designated time and location will be provided to each eligible applicant. 4. Each organization must be compliant with the JAG Standard Conditions including the financial and administrative requirements set forth in the Office of Justice Programs (OJP) Financial Guide, Equal Employment Opportunity Plans, Civil Rights requirements and procedures in place for filing or responding to discrimination complaints, Americans with Disabilities Act requirements, and Limited English Proficiency (LEP) requirements. Additional information for each requirement may be found at 5. The agency must agree to on-site and desk monitoring conducted by the County of Volusia and FDLE s Office of Criminal Justice. Monitoring assures the program is being operated as agreed in the contract, completing activities/objectives and following appropriate fiscal procedures. 6. The agency must provide quarterly progress reports to the Children and Family Advisory Board. 7. If funded by JAG, in addition to implementing the funded project consistent with the agency-approved project proposal and budget, the organization must comply with award terms and conditions, and other legal requirements, including but not limited to OMB, DOJ or other federal regulations which will be included in the award. OJP strongly encourages prospective applicants to review the information pertaining to these requirements prior to submitting an application. To assist applicants, please refer to the OJP Funding Resource Center webpages. 8. If funded by JAG, the organization is required to submit to the county Quarterly Performance Reports within five days after the end of the reporting period; and, Financial Reimbursement Requests shall be submitted by the 10 th day of each month for expenditures for the preceding month. Additional information may be required if necessary to comply with local, state and federal reporting requirements. 2

3 Length of Award: JAG Countywide awards are for a period not to exceed twelve months beginning on October 1, 2017 and ending on September 30, Application Deadline: The application deadline is May 15, 2017 by 12:00 p.m. (noon). Applications received late will be at the discretion of the Children and Families Advisory Board (CFAB). JAG Priority Areas: The Bureau of Justice Assistance (BJA) recognizes that there are significant pressures on state and local criminal justice systems. In light of this, BJA has established the following priorities to address these challenges: Reducing Gun Violence Body-Worn Cameras, Storage, and Policies National Incident-Based Reporting System Justice System Reform and Reentry Improve Public Defense Delivery Systems Improve Mental Health Services Strengthening forensic services, activities related to forensic work. Please note: The established funding priority in Volusia County historically was to fund behavioral treatment and prevention services for substance abuse and mental health programs. Prohibited Uses of JAGC Funds: JAG funds cannot be used directly or indirectly for security enhancements or equipment to nongovernmental entities not engaged in criminal justice or public safety. Based on extraordinary and exigent circumstances making the use of funds essential, FDLE may certify a request to use funds for: a. **Vehicles (excluding police cruisers), vessels (excluding police boats), or aircraft (excluding police helicopters) b. Luxury items c. Real estate d. Construction projects, other than penal or correctional institutions e. Any similar matters ** A police cruiser is defined as a vehicle, marked or unmarked, used in the ordinary course of business by police forces for law enforcement activities such as patrolling, temporarily detaining and transporting individual prisoners, and including a police pursuit vehicle (PPV) or a system support vehicle (SSV). Examples include sedans and sport utility vehicles (SUVs). Supplanting: Supplanting is prohibited under JAG. Applicants cannot replace or supplant non-federal funds that have been appropriated for the same purpose. Please refer to the JAG webpage on BJA s for examples of supplanting. 3

4 General Application Instructions: Please read the questions carefully. The application will be scored on the completeness of your response to the questions. Be concise, avoid redundancy but provide enough detail to describe your proposed JAGC project and your scope of work. Always use current statistical information in your narrative and PLEASE DO NOT USE ACRONYMS. Amounts requested for JAGC projects are subject to modification by the CFAB, Volusia County Council and the Florida Department of Law Enforcement (FDLE). Complete the application in 12-point font, single-spaced, with double-spaces between paragraphs. Each page must be numbered. Do not use binders, report covers, or folders, simply place a staple in the upper left-hand corner. Please follow the format of the application to ensure all of the answers are completed. Do not exceed the maximum amount of characters allowed for each section. To assist in the development of the application, the following attachments are included to provide additional information and direction: SFY JAGC On-site Monitoring Checklist Edward Byrne Memorial Justice Assistance Grant (JAG) Program Standard Conditions Desk monitoring Packet and Agency Questionnaire JAG Performance Instructions for SFY 2017 Please submit the following: 1. One application electronically via to DParent@volusia.org 2. Mail twelve applications to: Volusia County Community Assistance Division, 110 W. Rich Avenue, DeLand, FL , Attention: Dawna Parent Phillips, Fiscal Resources Manager. APPLICATION DEADLINE: May 15, 2017 by 12:00 p.m. Noon If you have questions or need assistance, contact Dawna Parent Phillips by phone at the following numbers: Ext (DeLand) Ext (Daytona Beach) Ext (New Smyrna Beach) 4

5 Agency Name: Agency Mailing Address: Project Title: If this application is a continuation of a previous year title, the project title should not change. Contact Person: Contact Person Contact Person Phone Number: Fax Number: Total JAGC Amount Requested: $ Un-duplicated Number of Persons Served with JAGC: Abstract Please provide a high quality abstract that summarizes your proposed project and includes: Brief description of the problem to be addressed Targeted area/population Goals and objectives Project strategy (Please include evidenced based practices) Any significant partners Anticipated outcome 5

6 Problem Identification and Need for Service: In narrative format please describe the identified problem to be addressed with JAG funds. Be sure to include the following items: 1. Problem Description. What is the problem to which your project is responding? Define the problem as it relates to the program area for which you are seeking funding. Be concise, avoid redundancy, but give enough detail to allow the reviewer to understand the problem. 2. Problem Significance. Why is this problem significant? Identify who is affected by the problem including the specific types of individuals who contribute to and/or who are negatively affected by the problem. Write for an audience that knows nothing about the problem and explain why it is important that the proposed project address this problem at this time. 3. Needs Assessment. Identify the current scope of the problem. Support your problem statement(s) with factual information. Use both quantitative and descriptive data that relates to your specific geographic area(s) and problem. Highlight the identified unmet needs the project will address this year. 4. Need for Service. In your narrative provide a detailed description of the target population that is proposed to be served and clearly demonstrate the need for the proposed service(s). The identified needs must be supported with qualitative and quantitative data. 5. Continuation Grant. If this is a continuation of a pre-existing JAG grant, provide a brief summary of project accomplishments in meeting your identified needs to date. (This section is only for continuation applications that were funded last year.) Project Summary/Solution (Scope of Work): Please provide a detailed description on how your project will address/solve your project problem statement. Ensure that you include each of the following areas in your narrative. 1. What will your project accomplish? 2. Who will receive services? Participants must be involved with the criminal justice system. 3. What services will be provided and the number of units of service to be provided? (May be duplicated numbers) 4. The number of participants to be served? (May be unduplicated numbers) 5. How many proposed participants will be successful? 6. Who will provide the services? 7. Explain how the delivery of services will be provided. 6

7 Collaboration: 1. Please describe your collaboration with other agencies or programs. What other agencies will participate in the project and what services will they provide to help the project succeed? 2. Clearly describe proposed (or past) collaborations with other organizations that will enable you to effectively and efficiently address the identified needs/problems and better serve the target population. 3. How will the project link with existing services within the community/neighborhood. 4. Describe the interaction the program will have with the targeted population/community. 5. Will the program leverage other local, state of federal funds? If so, what funds. Performance Measures and Goals: With JAG funding, please answer each question as specifically as possible. 1. How many persons will your project serve? 2. How many persons did you serve in the past? 3. What services will you provide? 4. Where will the services be provided? 5. How will you measure success? 6. Please define success. 7. How will the success of your program be monitored? 8. How will you measure progress? 9. How will you measure outcomes? 10. If you previously received JAG funding, please include a brief summary of your past year s accomplishments. JAG applications must address one of the following federal purpose areas: Law enforcement programs Prosecution and court programs Prevention and education programs Corrections and community corrections programs Drug treatment and enforcement programs Planning, evaluation, and technology improvement programs Crime Victim and Witness Programs JAG funds can be used for one or more of the following state purpose areas: state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for criminal justice. In completing the application: 7

8 a. Choose ONLY one Federal Purpose Area for your project. b. Choose as many State Purpose Areas as fit your project. c. For each State Purpose Area selected, choose as many objectives and measures as fit your project. The objectives are based on mandatory federal performance metrics and provide information that FDLE must report to USDOJ. You will report your progress in achieving objectives on a quarterly basis. d. In this section of your application, please describe the following in narrative format: Project goals and measurable outcomes for the program along, and Your proposed plan to ensure that these outcomes are achieved. For specific information about purpose areas, objectives, and measures, please refer to the FY 2017 JAG Performance Instructions attached to this application or at: Project Budget Narrative for Contracted Services: Each applicant must submit a total budget narrative for contracted services outlining how JAG funds will be used to support and implement the project. The budget includes services based on unit costs and must include (please use the example below): 1. Total JAGC Project Cost: $ 2. Please include the type of service, the number of units of service, the unit cost of the service, and the total cost for the service. 3. Please define/provide a description of the unit of service. Include the basis for the unit costs, such as salaries and benefits, supplies and equipment, travel, postage and other costs associated with the cost for each service. Budget Example: 1. Total JAG Project Cost: $37, Type of Service: Parent Education Number of Units: 752 Unit Cost: $50 Total cost/service: $37,600 Definition of the unit of service: One unit of parent education is defined as a one hour meeting/event/program 3. Basis for the unit cost includes: Total salaries and benefits $33,207 (salaries-$28,867 and benefits-$4,340): 2 field directors-$20,207 1 program director-$8,000 8

9 1 counselor-$5,000 Educational supplies-$967 Staff training-$393 Local mileage-$1,013 Postage-$375 Liability insurance-$1,045 Phone service-$600 Please include a spreadsheet and any necessary narrative for budget justification. Since the budget includes services based on unit costs, please be sure to provide a definition of the unit of service and unit cost(s) for each service; and describe the basis for unit costs. Remember to describe the line items in each applicable budget category for which you are requesting funding. Provide sufficient detail to show cost relationships to project activities. Do not use model/brand names. Costs must not be allocated or included as a cost to any other federally financed program. Federal funds must not be used to supplant state or local funds; this includes overtime pay for a given activity. For additional guidance, please refer to the USDOJ Financial Guide at Costs are necessary and reasonable for proper and efficient project administration and implementation and not a general expense to carry out a grantee s overall responsibilities Costs are authorized by Federal or Florida Statutes or local laws and regulations that are in effect at the time the grant is awarded. Costs are treated consistently with policies, regulations, and procedures that apply uniformly to other grantee activities Costs reflect the net of all applicable credits. Applicable credits means receipts or reduction of expenditure transactions that offset or reduce expense items. Applicable credits may include purchase discounts, rebates or allowances, recoveries or indemnities on losses, sales of publications, etc. Applicable credits may also occur when the grantee or implementing agency receives federal funds from sources other than this grant to finance operations or capital items. Food and/or beverages for meetings, conferences, trainings, or other events are NOT allowable. Agency Administrative Capacity: (The following items are required by FDLE as part of their monitoring.) Regulatory Information (Does not apply to municipalities) 1. FL Corporate Registration number. 2. Corporate non-profit registration with the FL Department of Agriculture and Consumer Affairs Contribution number. 3. Include a copy of your IRS 990 Form with your application. 4. Include the most recent State of FL License(s) for your agency facility. 5. Include copies of the State of Fl licenses for treatment staff. 9

10 Agency Organization (please answer yes or no in the space provided) 6. Does your agency currently have a policies and procedures manual in place with clearly defined staff operational guidelines. 7. Is your agency required to prepare an EEOP Short form. 8. Do you have policies and procedures for filing discrimination complaints. 9. Has your agency had a finding of discrimination issued by a state/federal agency. 10. Does your agency have LEP (Limited English Proficiency) policies/procedures. 11. Does your agency have written travel policies. 12. Does your agency have written purchasing procedures. 13. Do you have written job descriptions for each staff person. 14. Does your agency have a pay plan or written policy leave. Financial Capability (please answer yes or no in the space provided) 15. Does your agency have written financial policies and procedures. 16. Does your agency have an independent audit on an annual basis. 17. To receive JAG funding you must comply with requirements that are incorporated by reference in the Standard Conditions (such as OMB circulars, Code of Federal Regulations, Florida Statutes and Florida Administrative Code). Does your agency presently comply with those requirements. 18. All JAG recipients must comply with the financial and administrative requirements set forth in the current edition of the U.S. Department of Justice, Financial Guide. Specifically, OMB Circulars A-21, A-87, A-110 or A-102. Is your established accounting system set up according to those principles of accounting to be able to record and report on JAG funds. 19. Is your accounting system and account structure able to separately track JAG funds. Monitoring: Please include a copy of your most recent Monitoring Report from the state of Florida and/or an independent monitoring licensing agency, along with any past or present audit findings and actions taken to address these findings. 10