HomeMy WebLinkAbout20120582.tiff RESOLUTION
RE: APPROVE APPLICATION FOR DOMESTIC VIOLENCE FAST TRACK PROGRAM
GRANT AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Application for the Domestic Violence
Fast Track Program Grant from the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, on behalf of the 19th Judicial District Attorney's Office, to
the Colorado Division of Criminal Justice, commencing upon full execution, with terms and
conditions being as stated in said application, and
WHEREAS, after review,the Board deems it advisable to approve said application, a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado,that the Application for the Domestic Violence Fast Track Program Grant from the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the 19th Judicial District Attorney's Office, to the Colorado Division of Criminal
Justice be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said application.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 29th day of February, A.D., 2012.
BOARD OF COUNTY COMMISSIONERS
WELD
DCCOUNTY,
,COLORADO
ATTEST: Tom-- 6-)
Sean P. COa1 Chair
Weld County Clerk to the Board
Will m . Garcia, Pro-T9m
BY: put oar. f�.
Deputy CI k to the Boar. I� �. 4,04.1.4beft—
rbara Kirkmeyer
� 1861 02
APP AS T��'� ' % cone• . CUSED
i ,� A 'avid E. Long
ty Attorney � L co
✓' DouglastRademac er
Date of signature:
a ovK oQ,ww • et. DA
;"/ cl I la 3 " a - I 2012-0582
DA0023
Cr
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s Crime Victim Services Funds
APPLICATION
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Released:
January 25, 2012
a a °' < Grant Period:
January 1, 2013 to December 31, 2014
•
Crime Victim Services Grant Applications must be received at:
Office for Victims Programs
0700 Kipling Street, Suite 1000
Denver, CO 80215
No later than 3:00 pm on March 7, 2012
t?_
Late Applications will not be accepted.
Please read the Announcement of Availability of Funds and
Application Instructions prior to completing this application.
Colorado Department of Public Safety
OL C94O Division of Criminal Justice
LCO ''•. Office for Victims Programs
"tr. .1%- :! °yp
t,
=C? For more information contact:
, 7� i" A I Lee Hettema
Office: 303.239.5719
J8 76 Fax: 303.239.5743
0 Email: lee.hettema@cdlee.hettema@cdps.state.co.us
co.us
Toll Free: 1.888.282.1080
Website: http://dcj.state.co.us/ovp
2012-0582
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OVP'
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1 ) APPLICANT AGENCY: 'CJ USE a NLY
Legal Agency Name: District Attorney's Office, 19th Judicial District CY 2013 Funding
Doing Business As(dba): Weld County District Attorney's Office App#12-VU- -
Project Title: Domestic Violence: Fast Track Program& Felony DV Grant#
Mailing Address: PO Box 1167 Award$
Street Address:915 Tenth Street — New Applicant Agency
City/Town: Greeley Zip Code: 80632
Continuation Applicant Agency
County: Weld Judicial District: 19 SOURCE 2013 2014
Phone#: 970 356-4010 Fax#:970 352-8023
-- —. VA
Federal Employer Identification#(FEIN): 84-6000813 --"
-- — — -- -- VW
Data Universal Numbering System#(DUNS):75-757955 - --- ---'l
-.�__- ---- SASP
Central Contractor Registration(CCR): ®Yes 0 No -— —
Exp Date(mm/dd/yyyy) 12/15/2012 SV
Congressional District in Which the Agency is Located:4 i TOTAL: _ —
---" — --- CY 2014 Funding
Congressional District(s)Where Agency Provides Services:4
Grant#
2 ) PROJECT DIRECTOR:
Award$
i Project Director Name:JoAnn Holden
Position/Title: Director of Victim Services,Weld County District Attorney Note:Because this document is protected,
_.__.. you cannot run spellcheck.
Phone#:970 356-4010 X4747 Fax#: 970 352-8023
NOTE: The TOTAL OVP FUNDS field
E-Mail:jholden@co.weld.co.us AUTOMATICALLY FILLS from Table 12F
on page 18.
3 ) TOTAL OVP FUNDS REQUESTED: $55,964
4A) TYPE OF AGENCY:
❑ Non-Profit Agency
® Government Agency—Check if applicable: ❑ Law Enforcement Agency ® DA's Office ❑ Courts/Probation
❑ Other(please specify):
❑ Dual Domestic Violence/Sexual Assault Agency, OR
❑ Rape Crisis Center
4B ) TYPE OF PROJECT(S):
I ❑ Child Advocacy Center
O Court Appointed Special Advocate Project(CASA)
® Domestic Violence Project
® Domestic Violence Fast Track Staff
❑ Domestic Violence/Sexual Assault Investigator/Officer
❑ Domestic Violence/Sexual Assault Investigator/Prosecutor
❑ Sexual Assault Project
❑ Sexual Assault Nurse Examiner(SANE)/Sexual Assault Response Team (SART) Project
O Statewide Coalition
❑ Victim Services Project
❑ Victim/Witness Project
I ❑ Other(please specify):
Crime Vlct`Irn Sef'v1ces Funds I,: 2012 APPLICATION 1
t.titt $4105-
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5) AGENCY DESCRIPTION AND HISTORY:
The 19th Judicial District Attorney's Office is a government agency statutorily mandated to prosecute those charged with
committing crimes against the State of Colorado. The Victim Witness Assistance Unit is a department in the Weld County District
Attorney's Office and was established in 1980 to provide assistance to victims of crime as they become involved in the Criminal
Justice System. The Victim Witness Assitance Unit provides a majority of the VRA mandated DA duties which are approximately
37%of the 2011 felony,juvenile and misdemeanor cases filed. Presently,the Victim Witness Assistance Unit staff consists of 13
staff(11.625 FTE)working with victims of any crime including traffic. In 2011, 14,278 cases were filed. Prior to 2006,the 19th
JD Victim Witness Assistance Unit was understaffed and due to the inadequate staff resources victim support was"reactive"
meaning that only victims who contacted the Weld County District Attorney's Office or showed up to court were assisted . There
was no "pro-active" contact. The quality and quantity of Victim Witness Assistance Unit has improved noticeably turning the past
six years as the role of a Victim Witness Assistant has changed from providing reactive service with no continuity, to being
proactive with the victim from the initial filing of charges through trial and sentencing. This enhanced support and service is due to
added financial support of the Weld County Commissioners and increased funding from local VALE&VAWA Grants.
• ) 'ESCRI'TI•N •FPR•JECT(S) F• ' WHICH FUNDS ARE =EING 'E•UESTE�:
Grant dollars are being requested for District Attorney's Office Victim Witness Assistance Program to partially fund two
Victim Assistants who support and assist victims of domestic violence. The Criminal Justice System can be scary, confusing, and
frustrating. Victim Assistants help reduce the overwhelming feelings victims many times have by emotionally supporting victims,
educating victims about the court system, and providing the many referrals a victim needs when faced with becoming a victim of
domestic violence. Many times the Victim Assistants at the District Attorney's Office are the first victim assistance contact the
victim has had with a law enforcement agency.
The 19th Judicial District has had a dedicated misdemeanor domestic violence court since September 2001 to serve victims of
misdemenaor domestic violence with immediate intial contact. In February 2005,the program was renamed to Misdemeanor
Domestic Violence Fast Track Program when the Victim Witness Unit added a step of"meaningful consultation"to confer with the
victim about possible resolution of the case prior to the court hearing. The"meaningful consultation",which is a VRA duty,
includes getting input from the victim as to what they would like to see happen in the case in conjunction with explaining the
possible penalties and the plea agreement which will be offered by the prosecutor. During the initial victim contact,the victim is also
asked their position on bond, given Victim's Compensation information,restitution information, safety planning,community
resources, counseling referrals, and their rights as victims of a crime. Whether the victim comes to the initial court hearing or not,
the Prosecutor is able to make a plea offer to the defendant to ideally reach a disposition in the case if the Victim Assistant has had
intial contact with the victim. This process makes the defendant accountable and ordered into domestic violence treatment more
quickly curtailing continued violence. Since the initial contact with victims is usually the day after the incident,questions regarding
modifying the Protection Orders are addressed early. The Domestic Violence Fast Track Program also support victims who appear
in court for subsequent hearings(not just the initial hearing)and at trials when the victim testifies. The District Attorney's Office
Victim Witness Assistance Unit has 1.5 FTE Victim Assistants working in County Court to support all victims of misdemeanor and
traffic cases;the .5 FTE is Spanish-bilingual. This grant application requests funding for 64%of the full time County Court Victim
Assistant providing assistance to the misdemeanor domestic violence victims. The Victim Assistant spends 80%of her time on
these cases. VAWA provided 68%funding in 2011 which went down to 60% in 2012 when the funding remained the same but
costs increased.
In 2008, VOCA provided partial funding for a Victim Assistant to spend part of her time on the felony domestic violence cases
which at that time were all filed in one criminal court division. This enabled a proactive approach to victims of felony domestic
violence crimes, similar to the Domestic Violence Fast Track Program, rather than the minimal reactive interaction which had
previously been the norm due to inadequate staff resources. The Victim Assistant acts as a liaison between the victim and the
criminal justice system providing Victim's Rights information and education,referral to community services, updates on the status of
the prosecution, and support throughout the court process. The felony domestic violence felony cases are now filed in four criminal
court divisions and one Victim Assistant is assigned to each division. This grant application requests funding for 25%of one full
time Victim Assistant,who is Spanish bi-lingual,to provide assistance to felony domestic violence victims in the division she is
assigned to and to Spanish speaking victims of felony domestic violence in the other three court divisions. VAWA provided 25%
funding in 2011 which went down to 23% in 2012 when the funding remained the same but personnel costs increased.
Crime ViolServices A . LLOATI1"tt 't. `P7.:§`... rp^'Sr, "'` ` 2..
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7 ) PROJECT PURPOSE AREAS:
Victim Services:(If applicable,check only those that apply to your proposed project)
®T Domestic Violence ❑ 72 Hour Response
❑ Adult Sexual Assault 0 Law Enforcement Victim Assistants for Protection
Order Enforcement
❑ Emergency Services for Victims&Their Families 0 Stalking
❑ Child Physical and Sexual Abuse ❑ Services for Senior Crime Victims
❑ Assistance for Victims with Immigration Matters ❑ Services for Disabled Women
❑ Access for Underserved and/or Underrepresented Victims ❑ Services for Indian Tribes
❑ Statutorily Mandated to Implement the Victims Rights Act Statewide O Services for Children who Witness Domestic Violence
❑ (Specialized Advocacy
Training:(If applicable, check only those that apply to your proposed project)
❑ Training for Officers, Prosecutors -- 1❑ Training of Sexual Assault Forensic Personnel
❑ Judicial Education&Court Related Projects ❑ Training & Protocols to address Police-Perpetrated
- — -- t - I Domestic Violence
❑ Specialized Training I
Systems Improvement: (If applicable, check only those that apply to your proposed project)
—❑ Specialized Units Coordinated Response to Domestic Violence
❑
❑ i Protection Order Enforcement Coordinated Response to Sexual Assault
❑ i Policies, Protocols,Orders 0 Multidisciplinary Coordinated Response
❑ Collaborative,Community-based System Improvement 0 1 Linked Data Collection&Communication Systems
❑ Model project that can demonstrate success and a plan for L ❑ Statewide/Multi-jurisdictional Impact
statewide replication
Crime Victim Services Fug y Q12 ARPLI ION 3
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8) " •VI•E A STATEMENT •F NEED F•R THE PR•P•SE ACTIVITIES tN YOUR C•MMUNITY:
Weld County,Colorado covers 3,999 square miles, and is the third largest county in Colorado. The 2010 United States census
indicates the county population was 252,825,a 39.7% increase from 2000 to 2010. The Hispanic population of 71,802 is 28.4%of
the total population. There are 31 incorporated towns in Weld County. According to the 2010 census,the county seat and principal
city,Greeley, contains 37% of the county's population of 92,889. Generally, most of the remaining population resides within a 20
to 30 miles radius of Greeley and the northeastern part of the county is sparsely populated. In addition, Weld County has a sizeable
li temporary population that includes a large seasonal worker population and students attending the University of Northern Colorado
and Aims Community College
In 2011, Weld County had 685 primary victims of misdemeanor domestic violence and 145 primary victims of felony domestic
violence. Immediate contact with domestic violence victims is crucial to effectively prosecute the defendants in these cases whose
victims may later recant the seriousness of the violence. The Misdemeanor Domestic Violence Fast Track Program has a dedicated
courtroom,prosecutors and Victim Assistants. The felony domestic violence cases are handled in four courtrooms with four Victim
Witness Assistants and several prosecutors. Both programs have immediate contact with domestic violence victims through the
Victim Assistants. Immedicate contact with victims is essential to properly address bond conditions, mandatory protection orders
and to give referrals for resources. Since 8.5%of the domestic violence victims(up from 4% in 2010)only speak Spanish,three of
the Victim Witness Assistants working in the VW Unit are Spanish-bilingual enabling the our agency to provide the same victim
service whether the victim is English-speaking or Spanish-speaking.
The MISDEMEANOR DOMESTIC VIOLENCE FAST TRACK PROGRAM was instituted in 2005. Prior to 2005, Victim
Assistants did not provide the step of"meaningful consultation"with the victim and only 15%of the cases reached a disposition at
the first hearing because the Deputy District Attorneys were responsible for conferring with the victim, a VRA mandated duty.
Many times there was not time for the Deputy District Attorney to speak with victims which resulted in the case being reset for
another court hearing and the victim being spoken to on the phone rather than in person. Since the implementation of the
Misdemeanor Domestic Violence Fast Track Program,our initial victim contact rate has increased to 71.5 % in 2011, which in turn
has increased the rate of resolution of cases at the first hearing to an average of 29% in 2011. Resolving the case at the defendant's
first court appearance promptly sends the defendants to Probation who place them into state approved domestic violence treatment
programs. Regardless of the disposition at the initial court hearing, victims have more immediate victim assistance contact which
provides much needed resources and Criminal Justice System education to those most vulnerable because of the Victim Assistant's
immediate contact.
Victims of FELONY DOMESTIC VIOLENCE CASES also come to court the day after the offense,but prior to 2008,we had no
process in place to know a new felony domestic violence case was scheduled for an initial court hearing. These victims would sit in
crowded courtrooms with no one to answer their questions unless a Victim Assistant happened to be in the courtroom for another
matter. In 2008,we received a VOCA Grant to fund part of one Victim Assistant to be assigned to the victims of felony domestic
violence. A process was created to identify all new felony domestic violence cases on the docket each day. Prior to 2008,the
Deputy District Attorneys were primarily responsible for victim contact which was not normally occuring at the first court hearing
since the attorneys were busy with a full docket. Since 2008,the Victim Assistant goes to court to determine if a victim has come
to the hearing and takes that opportunity to make an initial victim contact for those victims who attend. If the victim does not attend
the intial court hearing, the Victim Assistant makes an outreach phone call. Immediate contact is crucial in supporting domestic
violence victims through the court system, and providing needed information and resources to those most susceptible during this
devastating time.
The funding requsted in this grant will enable the Weld County District Attorney's Office to continue their proactive, immediate
contact with victims of domestic violence.
Ili Crime Victim Services Funds I 2012 APPLICATION #cr ., , .._ z-rx�.. 4
l's: V �". { ' * s( •FFICE •a VICTIM• •r. $
9 ) ANNUAL PROJECT DATA:
VICTIM SERVICES PROJECT DATA: Complete this section(Tables A&B)only if your project will provide DIRECT victim
services. Provide only the number of victims who will receive services from OVP grant funded personnel.
Table 9A:
NOTE: You must TAB through the numeric fields to activate the totaling function.
Est.# Type of Crime Est.# Type of Crime(Continued)
Victims Victims
0 Child Physical Abuse 0 Survivors of Homicide Victims
0 Child Sexual Abuse 0 Robbery
0 Children Who Witness Domestic Violence 0 Vehicular Assault or Homicide,DUI/DWI Crashes,
---- — or Careless Driving Resulting in Death
526 Domestic Violence
0 Dating Violence 0 Assault
0 I Stalking 0 Elder Abuse
0 1 Adult Sexual Assault 0 Other Violent Crimes(See instructions):
0 1 Adults Molested as Children
I �
TOTAL UNDUPLICATED VICTIMS ESTIMATED TO BE SERVED DURING THE 12-MONTH PERIOD=526
Table 9B:
NOTE:No single entry/category in this table can exceed the TOTAL NUMBER OF VICTIMS in Table 9A.
4
Est.# Type of Services Est.# Type of Services(Continued)
Victims Victims
76 I Crisis Counseling/Crisis Intervention (in person) 30 Personal Advocacy
360 Follow-up (Includes crisis intervention by phone) 458 Telephone Contact
0 Therapy 0 Civil Legal Advocacy(advocate assistance)
0 Group Treatment/Support 0 Forensic Exam
0 Shelter/Safehouse 0 Hospital/Clinic/Medical Response
175 Information/Referral(in person) 27 Language Services
308 Criminal Justice Support/Advocacy 0 Transportation
0 '� Emergency Financial Assistance 0 Transitional Housing
0 Emergency Legal Advocacy(attorney assistance) Other
526 Victim Compensation
Crime..Victirri_$er+y(ces Funds ! 2012 APPLICATION 5
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9) ANNUAL PROJECT DATA—CONTINUED:
Table 9C:
LAW ENFORCEMENT PROJECT DATA: Complete this PROSECUTION PROJECT DATA: Complete this section
section ONLY if you are requesting funds for a Law ONLY if you are requesting funds for a Prosecutor or
Enforcement Officer or Investigator who will handle Investigator who will handle domestic violence,sexual
domestic violence,sexual assault,stalking, and/or dating assault,stalking,and/or dating violence cases for victims
violence cases/incidents for victims age 13 and older. age 13 and older. Estimate the number of types of cases
Estimate the number of case/incidents that will be handled that will be handled by grant funded personnel during the
by grant funded personnel during the first year of the grant il first year of the grant period. A case should be counted
period.Complete only those that apply: I according to the most serious offense. Complete only those
that apply:
Est.# Type of Services Est.# Type of Cases
Cases/ Cases
Incidents
0 Calls for Assistance(911 &other) 0 Misdemeanor Sexual Assault
0 Incident Reports 0 Felony Sexual Assault
0 Cases/Incidents Investigated , 0 Homicide Related to Sexual Assault, Domestic
Violence or Stalking
0 Arrests 0 Domestic Violence/Dating Violence Ordinance
0 Dual Arrests 0 Misdemeanor Domestic Violence/Dating Violence
0 Protection/Ex Parte/Temporary Restraining 0 Felony Domestic Violence/Dating Violence
Orders Served
0 ;Arrests for Violation of Bail Bond 0 Stalking Ordinance
0 Enforcement of Warrants 0 Misdemeanor Stalking
0 j Arrests for Violation of Protection Orders 0 Felony Stalking
0 1 Protection Orders Issued 0 Violation of Protection Order
^
0 Referrals of Cases to Prosecutor 0 Violation of Bail
0 I Referrals of Federal Firearms Charges 0 Violation of Probation or Parole
I to Federal Prosecutor
0 ' Forensic Medical Evidence 0 Violation of Other Court Order
Crime victim Services. Funds i. 2012 APPLICATION 6
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9 ) ANNUAL PROJECT DATA—CONTINUED:
Table 9D:
TRAINING PROJECT DATA: This table should only be completed if you are requesting funds for a FORMAL training project for
professionals/volunteers,primarily outside your agency,who work directly with victims.There are only two eligible categories
of training activities: 1)Training on domestic violence, sexual assault, stalking, and dating violence or; 2) Statewide or multi-
jurisdictional training pertaining to victim assistance.This DOES NOT include outreach trainings/presentations about your program, or
in-house staff/volunteer training. Refer to the Instructions for further details.
NOTE: You must TAB through the numeric fields to activate the totaling function.
Est.# People Trained I Est.# People Trained(Continued)
Trained Trained
0 Advocacy Organization Staff ~�— 0 Military Command Staff
I (NAACP,HARP) —�
-t--
0 Attorneys/Law Students (Non Prosecutors) 0 Multidisciplinary Group
0 I Batterer Intervention Program Staff 0 Prosecutors
0 I Correction Personnel(probation, parole, and 0 Sex Offender Treatment Providers
correctional facilities)
0 I Court Personnel (judges, clerks) 0 Sexual Assault Nurse/Forensic Examiners
1
0 Disability Organization Staff(non-governmental) 0 Social Service Organization Staff(food bank,
homeless shelter)
t --�
0 Educators(teachers, administrators) 0 Substance Abuse Organization Staff
0 , Elder Organization Staff(non-governmental) 0 Supervised Visitation and Exchange Center Staff
0 Faith-based Organization Staff 0 i Translators/Interpreters
0 [Government Agency Staff(vocational 0 Tribal Government/Tribal Government Agency
I rehabilitation,food stamps, TANF)
0 i Health Professionals (doctors, nurses—not 0 Victim Advocates(non-governmental, includes
including SANE or SAFE's) sexual assault, domestic violence and dual)
0 Immigrant Organization Staff(non-governmental) 0 Victim Assistants(governmental, includes victim-
witness specialists/coordinators)
0 Law Enforcement Officers 0 Volunteers
0 { Legal Services Staff(not including attorneys) 0 I Other(specify):
0 i Mental Health Professionals
I[TAL NUMBER OF PERSONS TO BE TRAINED=0
Crime Victim Services Funds I 2012 APPLICATION 7
•E' • UL14TI•NS:
Please answer the following questions in the box below:
A. Describe the underserved/underrepresented population in the community you serve (e.g.the ethnicity of victims served, etc.).
How is the underserved population(s) determined? Cite your source(s).
B. State how you address the needs of the underserved/underrepresented populations in your community (e.g.the diversity of
staff,volunteers and/or board representation, etc.).
C. Is any portion of your project specifically designed to serve underserved and/or underrepresented populations?
Z Yes ❑ No
D. If you checked"Yes" above,what percentage of your grant request will be used to serve your underserved populations?
60 %
A.The 2010 United States census indicates Weld County's population was 252,825, a 39.7% increase from 2000 to 2010. The
Hispanic population of 71,802 is 28.4%of the total population. In 2011, based on statistics keep by the Victim Assistants for grant
reports,42%of the domestic violence cases filed in Weld County Courts involved Hispanic or Latino victims and 14%of these
victims were Spanish-speaking only.
B.Three of the Victim Assistants in the VW Unit are Spanish-bilingual so we are able to provide the same victim service whether
the victim is English-speaking or Spanish-speaking.
C. & D. Project 526 domestic violence victims, 321 Hispanic or Latino and 45 victims Spanish speaking only. (Figures based on
Grant funded portion only.)
8
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11 ) GOALS AND OBJECTIVES-PROJECT SPECIFIC IMPACT:
IGoals should be limited to three or four, with no more than three objectives for each goal. Your objectives must be measurable and
related to the personnel position(s)/professional services or consultant(s) requested in your Total 12-Month Budget(see
page 14 and 14A) and any personnel you are using as match (page 19).
Enter agency name: District Attorney's Office, l9`"Judicial District
Section 11A:
F
GOAL 1: The 19th Judicial District Attorney's Office will provide effective assistance to victims of misdemeanor domestic violence
through the Domestic Violence Fast Track Program including VRA, Victim's Compensation, referrals to community agencies,
criminal justice education, and court support and advocacy.
Objective 1: The County Court Victim Assistant will provide services to 486 new primary victims(GRANT FUNDED PORTION)
from filing of charges through the prosecution of the criminal case during the 12 month grant cycle.
Position Title(s): County Court Victim Assistant Position#(s): I
Objective 2: The Domestic Violence Fast Track Program will conduct "meaningful consultation" with 70%of the primary victims
the next working day after the offense to attempt to resolve 25%of the cases at the first court hearing, thereby getting the defendant
in treatment and supervised quickly.
Position Title(s): County Court Victim Assistant Position#(s): I
Objective 3: Achieve an 80%approval rating on returned victim surveys evaluating client satisfaction and uncover positive and
negative aspects of the programs and make changes in policies and procedures as necessary.
Position Title(s): County Court Victim Assistant Position#(s): I
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11 G• • LS AN' •BJECTIVES- ' •JECT SPECIFIC IM•ACT-C•NTINUE�:
GOAL 2: The 19th JD DA's Office will provide effective assistance to victims of felony adult domestic violence victims including
VRA, Victim Compensation, referrals to community agencies, criminal justice education, and court support and advocacy.
Objective 1: The District Court Victim Assistant,who is Spanish bilingual, will provide services to 40 new primary victims(3 of —1
them Spanish speaking only) (GRANT FUNDED PORTION) from filing of charges through the prosecution of the criminal case
during the 12 month grant cycle.
Position Title(s): District Court Victim Assistant Position#(s): 2
Objective 2: The District Court Victim Assistant, who is Spanish bilingual,will have contact with 68%of the new primary victims
(3 of them Spanish speaking only) prior to the defendant's Advisement Hearing which provides the victim with a liaison during the
lengthy court process.
Position Title(s): District Court Victim Assistant Position#(s): 2
Objective 3: Achieve an 80%approval rating on returned victim surveys evaluating client satisfaction and uncover positive and
negative aspects of the programs and make changes in policies and procedures as necessary.
Position Title(s): District Court Victim Assistant Position#(s): 2
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11 ) G LS AN =JECTIVES-PROJECT S'ECIFIC IM'ACT—C NTINUE :
GOAL 3:
Objective 1:
Position Title(s): I Position#(s):
Objective 2:
I Position Title(s): Position#(s):
Objective 3:
Position Title(s):
Position#(s):
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11 ) GOALS AND • -JECTIVES- " •JECTSPEGIFIC IM'ACT-C•NTINUE�:
GOAL 4:
Objective 1:
Position Title(s): j Position#(s):
Objective 2:
Position Title(s): Position#(s):
Objective 3:
Position Title(s): 1 Position#(s):
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11 ) GOALS AND OBJECTIVES-PROJECT SPECIFIC IMPACT—CONTINUED:
Section 11B:
Project specific impact: Refer to the Instructions for important information on how to complete this item.
1) Please state the intended impact of the project goals and objectives.
The 19th Judicial District Attorney's Office will provide effective assistance to victims of domestic violence by providing Victim's
Rights information and education, Victim Compensation information, referral to community services, updates on the status of the
prosecution and support throughout the court process. The support and services provided should give these results:
Victims felt their contact with the court system was positive under the circumstances;
Victims felt their Victim Assistant was accessible by phone;
Victims felt that they received adequate explanation of what would happen at court hearings,that they were aware of their victim
rights at each critical stage of the court process and supported by a Victim Assistant whenever they came to acourt hearing;
Victims were given referrals to community agencies;
Victims were told about Victim Compensation and were assisted in completing applications by their Victim Assistant.
2) Please provide the impact data collection methods to be used.
Client Survey using a 5-point scale- "Not at all helpful" to "Extremely helpful".
Client Survey gives the victim opportunity to make additional comments or contact the Project Director by phone with comments.
Victim Assistant's documenation of victim contacts(in person and on the phone) indicates a victim's questions were answered and
that there was notification of the criminal justice process.
Statistical information compiled by Victim Assistants indicates the result of the goal of the Domestic Violence Fast Track Program
to have "meaningful consultation" , a VRA duty,with 70%of the new primary victims the next working day after the offense to
attempt to resolve 25%of the cases thereby getting the defendant in treatment and supervised quickly on the misdemeanor cases.
Statistical information compiled by Victim Assistants indicates the result of the goal to have contact 68%of the new primary
victims of felony cases prior to the defendant's Advisement Hearing which provides the victim with a liaison during the lengthy
court process.
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12 ) TOTAL 12-MONTH BUDGET—Calendar year,January 1 to December 31
Enter agency name:
NOTE: You must TAB through the numeric fields to activate the totaling function.
12A: Personnel Request:
Position 1: Title:County Court Victim Assistant DCJ Staff Use Only
Name: Laurie Hammer
Total#hours per week this position works for the agency(max=40 hrs):40
Annual Budget Amount requested Amount from all other
from OVP sources for this position
Salary $42,222 $27,022 List Sources: VALE Admini dollars,VAWA
Grant, VAWA Match
Fringe/Benefits $21,955 $ 14,051
Totals: J$64,177 $41,073 Total from all other sources:$23,104
Position 2: Title: District Court Victim Assistant DCJ Staff Use Only
Name: Erma Portillo
Total#hours per week this position works for the agency(max=40 hrs): 40
Annual Budget Amount requested Amount from all other
from OVP sources for this position
Salary $43,474 $ 10,869 List Sources:County Funding,VAWA
— -- — — Grant,VAWA Match
Fringe/Benefits $ 16,086 $4,022
[Totals: $59,560 $ 14,891 Total from all other sources: $44,669
r Position 3: 1 Title: DCJ Staff Use Only
IName:
Total#hours per week this position works for the agency(max=40 hrs):
Annual Budget Amount requested Amount from all other
from OVP sources for this position
Salary $ $ List Sources:
Fringe/Benefits $ $
i Totals: $0 $0 Total from all other sources: $
Position 4: I Title: DCJ Staff Use Only
I Name:
Total#hours per week this position works for the agency(max=40 hrs):
Annual Budget Amount requested Amount from all other
from OVP sources for this position
Salary $ $ List Sources:
Fringe/Benefits $ $
{Totals: [so $0 Total from all other sources:$
OVP Personnel Funds Requested—Positions ONE to FOUR: $55,964
TOTAL OVP Personnel Funds Requested: $ 55,964
CrJ,�neRVict;r0 Sa�yls r Furtrls •f :201 .--AP#4:.1_GAT.ION 14
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12 ) TOTAL 12-MONTH BUDGET—Calendar year, January 1 to December 31 —CONTINUED:
Enter agency name:
NOTE: You must TAB through the numeric fields to activate the totaling function.
12A: Personnel Request—Continued (applicant should use this page ONLY if requesting more than
4 positions):
Position 5: Title: DCJ Staff Use Only
Name:
Total#hours per week this position works for the agency(max=40 hrs):
IAnnual Budget Amount requested Amount from all other
from OVP sources for this position
Salary 1r$ $ List Sources:
Fringe/Benefits $ $
Totals: J$0 $0 Total from all other sources:$
Position 6: Title: DCJ Staff Use Only
Name:
Total#hours per week this position works for the agency(max=40 hrs):
Annual Budget Amount requested Amount from all other
from OVP sources for this position
Salary $ $ List Sources:
Fringe/Benefits $ $
Totals: $0 $0 Total from all other sources: $
Position 7: Title: DCJ Staff Use Only Name:
Total#hours per week this position works for the agency(max=40 hrs):
Annual Budget Amount requested Amount from all other
from OVP sources for this position
Salary $ $ List Sources:
Fringe/Benefits $ $
Totals: —1$0 $0 Total from all other sources: $
Position 8: 1 Title: --- DCJ Staff Use Only
Name:
Total#hours per week this position works for the agency(max=40 hrs):
Annual Budget Amount requested Amount from ail other
from OVP sources for this position
Salary $ $ List Sources:
r -
Fringe/Benefits $ $
Totals: $0 $0 Total from all other sources: $
OVP Personnel Funds Requested—Positions FIVE to EIGHT: $0
LICATiON
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12 )TOTAL 12-MONTH BUDGET—Calendar year,January 1 to December 31 —CONTINUED:
If you are requesting funding for PERSONNEL, you must fully explain and justify the need for the current request.
Position I: County Court Victim Assistant(Hammer) is a continuation of a previously funded position which handles the daily
duties and support of the Domestic Violence Fast Track Program which includes direct victim contact, support in court, follow-up
information with victims and trial support. The person in this position works a total of 40 hours a week for the agency;this request is
for 64% funding of her 40 hour a week position in salary and benefits even though this VW Assistant spends 80%of her time on
these cases. VAWA provided 68%funding in 2011 which went down to 60% in 2012 when the funding remained the same but
personnel costs increased.
Salary: $42,222 X .64 OVP=27,022. This includes a 2%cost of living increase of $828.
Benefits: $21,955 X .64 OVP= $14,051
Yearly: FICA of $2376; MEDICARE of $556; Health of$13,380; Life of $244; Disability of $133; Retirement of$4313
Position 2: Spanish bi-lingual District Court Victim Assistant(Portillo) is a continuation of a previously funded position which
provides services to 25%of the felony domestic violence victims which includes supporting victims in her assigned courtroom as
well as Spanish speaking victims in the other three courtrooms. The person in this position works a total of 40 hours a week for the
agency;this request is for 25%funding of her 40 hour a week position in salary and benefits. VAWA provided 25% funding in
2011 went down to 23% in 2012 when the funding remained the same but personnel costs increased.
Personnel 2012 VAWA 2013 requested VAWA DIFFERENCE
Grant Funding Grant Funding
District Victim Assistant—Portillo $13,899 $14,891 $ 992
Salary: $43,474 X .25 OVP= 10,869. This includes a a 2%cost of living increase of$852.
Benefits: $16,086 X .25 OVP=$4,022
Yearly: FICA of $2529; MEDICARE of $591; Health of$7,380; Life of $256; Disability of$136; Retirement of$4441 Crime'` lec iris 34` Y 4s$ . u, s. • 2012r APPLICATION_ :,, 15
12 )TOTAL 12-MONTH BUDGET—Calendar year, January 1 to December 31 —CONTINUED:
[NOTE: You must TAB through the numeric fields to activate the totaling function.
12B: Supplies&Operating Expenses:
List Requested Operating Expenses Annual Amount Amount Available/
l Amount Requested Anticipated from
from OVP Other Sources
$ $ $
$ $ $
$ $ $
I$ $ $
Total OVP Supplies&Operating Funds Requested: $0 $0 $0
If you are requesting funding for SUPPLIES&OPERATING,you must fully explain and justify the need for the current request.
Crime Victim Services Funds I 2012 APPLICATION 16
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12 )TOTAL 12-MONTH BUDGET—Calendar year, January 1 to December 31 —CONTINUED:
NOTE: You must TAB through the numeric fields to activate the totaling function.
12C: In-State Travel:*
Itemize Request 4 Annual Amount Amount Available/
(Transportation, Per Diem,etc.) Amount Requested Anticipated from
from OVP Other Sources
$ $ $
$ $ $
$ $ $
j $ $ $
Total OVP In-State Travel Funds Requested: [0 $ 0 $0
If you are requesting funding for IN-STATE TRAVEL*, you must fully explain and justify the need for the current request.
(*See instructions)
12D: Equipment(durable,single item$5,000&over):
List Requested Equipment Expenses Annual Amount Amount Available/
Amount Requested Anticipated from
from OVP Other Sources
$ $ $
Total OVP Equipment Funds Requested: $0 $0 $0
If you are requesting funding for EQUIPMENT,you must fully explain and justify the need for the current request.
'r"As'`r*Zit Vlcticn ServIces Funds. I 2012' APPLICATION 17
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12 )TOTAL 12-MONTH BUDGET—Calendar year, January 1 to December 31 —CONTINUED:
NOTE: You must TAB through the numeric fields to activate the totaling function.
12E: Professional Services I Consultants:
Professional Services!Consultants I Total Hourly #of Hours Amount
Rate of Pay to be Worked Requested
` on This Project from OVP
fj $ Hrs $
i $ Hrs $
I
j $ Hrs $
$ Hrs $
- $ Hrs $
Total OVP Professional Services/Consultants Funds Requested: $0
If you filled out any of the boxes for PROFESSIONAL SERVICES/CONSULTANTS,you must fully explain and justify, both the need
and the rate of pay,for the current request. Please note that professional services expenditures may require prior approval by DCJ if
your requested amount is over the$450.00 per day fee (use Form 16).
12F: OVP Grant Request Summary (This chart summarizes all dollars by category):
NOTE: This table automatically fills from other tables.Budget Categories OVP Grant Request Personnel $55,964
Supplies&Operating $0
In-State Travel $0
Equipment $0 — —
Professional Services/Consultants $0
Total OVP Funds Requested: $55,964
Crime Victim Services Funds 1 2O12 APPLICATION 18
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13 ) MATCH:
For purposes of this application,demonstrate the ability to provide match to be used for project related activities.To calculate match,
divide your total OVP fund requested by 3. Remember, federal funds cannot be used for match. For additional information, refer to
the instructions.
NOTE: You must TAB through the numeric fields to activate the totaling function.
PERSONNEL MATCH(Employees/volunteers of the applicant agency) Cash In-Kind
Employee/Volunteer/Job Position(Full Time Equivalent)
Laurie Hammer-County Court Victim Assistant --` $ 13,691 $
' Erma Portillo-District Court Victim Assistant _ $4,964 $
$ $
Fringe Benefits $ $
Subtotal $ 18,655 $0
lSource of Match:
r SUPPLIES AND OPERATING MATCH Cash In-KInd
(Copying, rent,phone,tuition, registration fees and other items under$5,000)
$ $
$ $
Subtotal $0 $0
Source of Match:
OTHER Cash In-Kind
In-State Travel Match $ $
Equipment Match $ $
Professional Services/Consultants Match $ $
' Source of Match:
[TOTAL MATCH: $ 18,655 $0
14 ) OVP GRANT BUDGET SUMMARY:
NOTE: This table automatically fills from other tables.
Budget Categories OVP Funding Cash Match In-Kind Match Totals
Request
Personnel $55,964 $18,655 $0 $74,619
Supplies&Operating $0 - $0 $0 $0
In-State Travel $0 $0 $0 $0
Equipment —._.— _- $0 _-. $0 $0 $0
IProfessional Services/Consultants $0 $0 $0 $0
[TOTALS $55,964 $18,655 $0 $74,619
Crime`V'Ictirn''Services Funds I 2Q12-APPLICATION 19
15) NECESSARY FUNDING INFORMATION:
NOTE: Section 15A OR 15B must be completed.
CONTINUATION Applicants Only: Briefly summarize the reasons for the differences between this application and your current OVP
grant award (VOCA, VAWA, SASP and/or State VALE)for each budget item requested.
Position 1. County Court Victim Assistant(Hammer) supporting the misdemeanor Domestic Violence Fast Track Program.
2012 VAWA 2013 requested VAWA DIFFERENCE
Grant Funding Grant Funding
$37,699 $41,073 + $3,374
Salary request increase by 2%projected 2013 cost of living.
Benefit request increase by 12%based on increases in FICA, MEDICARE, Health, Life, Disablity,Retirement
This employee has family health coverage.
Position 2: Spanish bi-lingual District Court Victim Assistant(Portillo) supporting victims of felony domestic violence/
2012 VAWA 2013 requested VAWA DIFFERENCE
Grant Funding Grant Funding
$13,899 $14,891 + $992
Salary request increase by 2%projected 2013 cost of living.
Benefit request increase by 7%based on increased in FICA, MEDICARE, Health, Life, Disablity,Retirement
This employee has single health coverage
Section 15B:
NEW Applicants Only: If not currently receiving OVP grant funds (VOCA, VAWA, SASP and/or State VALE), you must describe
how the requested budget items are currently being funded.
Crl ,01#4 9 F d 2012 At}P ICAT{ON 20
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16) TOTAL AGENCY REVENUE AND EXPENDITURES:
NOTE:Section 16A AND 16B must be completed by non-profit, non-governmental agencies only.
NOTE: You must TAB through the numeric fields to activate the totaling function.
Section 16A: Total agency revenue and expenditures for the last completed fiscal year:
Beginning date(mm/dd/yyyy): Ending date (mm/dd/yyyy):
REVENUE Amount EXPENDITURES Amount
i VOCA $0 Personnel Salaries $0
VAWA '-•------__-------- $0 Personnel Taxes --.___ - - -- — $0
— — _--—
SASP $0 Personnel Benefits $0
FVPSA/DAAP/TANF $0 Professional Services $0
City Government $0 Accounting Services(i.e., Payroll) $0
Local VALE: Attorneys Fees I $0
JD# $0 Translation/Interpretation Services $0
JD# $0 Equipment(copiers,fax machines,computers) $0
JD# $0 Rent/Mortgage $0
JD# $0 Utilities $0
State VALE $0 Maintenance/Repair $0
County Funding $0 Telephone $0
United Way $0 Answering Service $0
Corporate/Foundation Grants $0 — Insurance $0
Local Fundraising Activities/Events $0 Fundraising Expenses $0
Donations $0 -- Audit/Financial Review $0
Client Fees $0 Staff Travel $0
!Investment Income $0 Staff, Board&Volunteer Training/Development $0
I--State Government Funding - $0 Program Supplies&Materials $0
Other Federal Funds— $0 Office Supplies $0
Specify:
Project Income $0 Advertising $0
(i.e.,educational trainings/materials,etc.)
Sexual Assault Prevention Funds(CDPHE) $0 Postage $0
Other: $0 Duplication/Printing $0
Other. ^ $0 - Books&Subscriptions $0
l Other: $0 Memberships $0
Other: $0 Computer Consultants $0
Other: $0 Client Services(food,motel,transportation, etc.) $0
Other: $0 Client Services $0
Other: $0 Bank/Finance Fees $0
Other: $0 Newsletter/Education $0
Other: $0 Depreciation $0
Other: $0 Other: $0
TOTAL: $0 TOTAL: $0
Cr►me Vlctim Se'rvices Fund1 .2O1,2,APPLICATION 21
16) T•TAI AGENCY EVENUES AND EX'ENSES-C•NTINUED:
Section 16B: (Non-profit agencies only)
Please explain the percentage of your agency's budget used for crime victim services.
—
17) DIVERSIFICATION OF FUNDING:
Please list all sources of funding that you have solicited or plan to solicit(government, local VALE,foundations, etc) in CY 2012.
Include the time period in which these funds would be available. Indicate any funding reductions your agency experienced which will
affect your revenues in CY 2012.
The Victim Witness Assistance Program, as a division of a governmental agency, is limited in the sources and activities it is allowed
to use to raise revenue. While the financial support provided by Weld County has increased, the VW Unit must compete with other
high priority programs for limited county funding. The Director of Victim Services writes grants for funding when available and
appropriate, but grant funding cannot be relied to always be available. Additionally, the VALE Administration dollars and COMP
Administration dollars decreased from 2008-2010 due to the economy. In past years, reserve VALE and COMP dollars were used to
make up the difference between grants and county funding. Reserve dollars in both VALE and COMP are now depleted.
The DA's Office Victim Witness Assistance Unit staff's salaries and benefits were funded in 2011:
52%= Weld County Commissioners
13%=VALE Administration funds
9%=COMP Administration funds
8%= VAWA Grant
18%=VALE Grant
Cr i I ep tces,runde I 2012 APPLICATION rx 1 22
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18) FINANCIAL MANAGEMENT:
To be eligible for federal/state funds, your agency must be able to demonstrate the ability to comply with financial requirements.
A. What is the fiscal year covered by your most recent audit or financial review?
Enter start and end dates(mm/dd/yyyy): 1/1/2010 to (mm/dd/yyyy): 12/31/2010
Include one copy of your most recent audit or financial review, including any management report or
other auditor comments in the appendix. Also,if there were findings, please attach the audit resolutions
- j and/or corrective action plan.
Yes ❑ No El N/A B. If your agency expends$500,000 or more from combined federal sources during the fiscal year of your
most recent audit,did your agency include the A-133 Single Audit Report with your financial audit?
C. Please respond to the following questions about whether your accounting system meets the criteria for
{ managing federal/state grant funds. (These questions cover areas that will be monitored by DCJ staff.
They are not intended to be all inclusive and do not substitute for the agency's responsibility to meet all
federal and state requirements for these grant funds.)
j ®Yes ! ❑No Does your accounting system separate ALL revenues and expenditures by specific funding source?
®Yes i El No Does your system track revenues and expenditures for each grant award separately through a
sub-ledger system?
®Yes ❑No r Does your system allow expenditures to be classified by grant in the broad budget categories listed in the
budget in your application, i.e.Personnel,Supplies and Operating,Travel, Equipment and Professional
Services?
®Yes ? ❑No Do you reconcile sub-ledgers to your general ledger at least monthly?
®Yes 1 El No Do you mark your invoices with the grant number?
El Yes ®No Do you maintain time sheets,signed by the employee and supervisor for each employee paid by DCJ
grant funds?
®Yes ❑No ❑ N/A Does your accounting system have the ability to clearly identify the funds and amount used as a cash match?
El Yes ! ❑ No ® N/A ! If you will be using in-kind match such as volunteer hours,can you clearly document how you will keep
track of the match that you will be reporting on your quarterly financial report?
®Yes I ❑ No i Do you have written financial policies and procedures in place?
®Yes 0 Not Do you have accounting internal controls in place,such as separation of duties, two signatures on certain
checks, reconciliations or other reviews?
®Yes 0 No j 0 N/A Are you able to ensure that you will not be using these grant funds to provide services that will be paid by
Victim Compensation?
O Yes I 1® N/A I Will this grant funded project generate income from grant funded activities?
®Yes i ❑ No j Will you use your accounting system data to prepare your quarterly financial reports for DCJ?
®Yes j El No Will you reconcile your accounting system data with your quarterly financial reports for DCJ?
D. If you answered NO to any of the questions above, please provide an explanation.
Timesheets are maintained electronically. The employee enters the time and supervisor approves the time; both are documented
electronically. Personnel spreadsheets are generated quarterly to indicate all funding sources(ie. grants)for each employee. The
entries and supervisory approvals substantially meet the requirments. There is not an actual written signature,but an electronic
approval.
{
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Crd ne'U)ctim pServlCes Fundy t `+,2012 APPLICATION 23
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19) PROSECUTION,LAW ENFORCEMENT AND COURTS AGENCIES ONLY:
If you are NOT a prosecution, law enforcement or courts agency, skip to question#20.
Prosecution, law enforcement and courts agencies must consult with victim services agencies in developing their grant applications to
ensure that the proposed activities are designed to promote safety, confidentiality, and economic independence of victims.This
includes victim services projects within prosecution, law enforcement, and courts agencies. Check, if appropriate.
® Prosecution Agency ❑ Law Enforcement Agency ❑ Courts Agency
If checked, indicate below which victim services agencies were consulted in developing this application:
Agency Name Agency Contact Describe the Consultation Process
&Phone Number (See instructions)
A Woman's Place(AWP) Fawn Harmon Advocates meet quarterly to discuss DV projects in Weld
970 351-0476 County, strategize victim safety plans and train. AWP&
DA Victim Assistant meet at least two times a week to
review DVFast Track cases and victim outreach. We refer
victims to AWP Legal Advocacy Program for civil PO.
Colorado Legal Services Debora Wagner I The Project Director meets with staff from Colorado
970 353-7554 I Legal Services at the quarterly CCVC Meeting. We refer
domestic victims to Colorado Legal Services for help with
divorces,child custody matters, eviction issues and any
, other legal issue which is presented.
Catholic Charities Brittany Coonrad District Attorney Victim Assistants contact this agency to
970 347-8712 discuss and refer victims for monetary needs that have no
other resources.
20) COMMUNITY COORDINATION:
List three agencies with which your project staff will be coordinating most frequently. DCJ reserves the right to contact the
agencies listed.
Agency Name Agency Contact Describe Coordination of Activities
&Phone Number (See instructions)
A Woman's Place Fawn Harmon The Victim Witness Assistance Unit refers victims of
970 351-0476 r domestic violence for shelter, couseling, Hopeline phones,
and assistance in obtaining civil protection orders.
Probation Victim Assistance Sheri Mann The Victim Witness Assistance Unit refers victims of
970 392-4589 X 5846 domestic violence for continual victim notification while
the defendant is on Probation.
Greeley Police Department Victim Dave Beckman The Victim Witness Assistance Unit coordinates with
Assistance 970 350-9667 Greeley Police Department on new domestic violence
cases to promote a continuous support to the victim from
crime to the court system.
Crick, Victim Services Funds i 2012 APPLICATION24
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21) MEMORANDUMS OF UNDERSTANDING OR AGREEMENT:
If you have active memorandums of understanding or agreement that are relevant to this request, list the name of the agency and
briefly describe the terms of the agreement. Do not attach the memorandums to the application, but have available upon request.
Agency Terms of Agreement
j Coordinating Committee for Victims of Crime agencies: Agencies in Weld County sign a Coordination Agreement yearly
to formalize their joint commitment to work with each other
Weld County Probation Victim Services, Lutheran Family seeking to achieve the most effective delivery of crime victim
Services, Area Agency on Aging, services.
Colorado Legal Services, Weld County Law Enforcement Victim
Services Unit, Sexual Assault Victim Services, 19th JD District
Administrator's Office, Greeley Police Department Victim
Assistance, A Woman's Place, Catholic Charities, i
I UNC Adult Survivors Advocacy Program, A Kid's Place,
I Intervention, Weld County Legal Services and the District i
I Attorney's Office Victim Assistance Program. F
IA Woman's Place The District Attorney's Office gives cell phones donated by
Verizon Wireless Services to A Woman's Place to be used for
Fvictims of domestic violence.
i
I
rrialli
Please list the date of the last VRA training that was provided to your program staff(mm/dd/yyyy):
9/13/2010
Name and Title of the individual who provided the training?
Kelly Kissell, Division of Criminal Justice
23) VICTIM COMPENSATION:
Please list the date of the last Victim's Compensation training that was provided to your program staff(mm/dd/yyyy):
9/13/2010
Name and Title of the individual who provided the training?
Karol Patch, Victim Compensation Coordinator Weld County I
Crime clt 1.2erX eSfFU[ ,'2412 APPLICATION w 25
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APPENDIX:
The items listed here must be included with your application packet. Your application will be considered incomplete unless all of the
items are included:
Attach the following items to each of the three (3) copies of the application:
I • Organizational Chart—with requested personnel highlighted. (including personnel which would be paid with matching funds)
• Job Descriptions for staff that would be paid for with OVP funds
• Job Descriptions for volunteer staff—if volunteers are used as match
• Job Descriptions for match staff—if paid staff is used as match
• Board Members list—non-profit agencies only
• Secretary of State Certificate of Good Standing—non-profit agencies only(www.sos.state.co.us)
• Proof of non-profit status—new non-profit applicants only
• Sample timesheet currently used by the position(s)for which you are requesting OVP funding
• Sample timesheet currently used by the volunteer staff—if volunteers are used as match
• Audit or Financial Review The Division of Criminal Justice requires all subgrantees to submit a current formal financial review or
audit report every year.Applicants should submit a copy of their most current audit or financial review with their application unless
I one was submitted to DCJ within the last year. The audit or financial review may be provided via printed copy, CD, or the website
address if available on-line.
tripe victim arr es.Futicis 12012 APPLICATION
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 1 of 19
Special Provisions & Certified Assurances must remain attached to the application
CHECK BELOW TO INDICATE WHICH CATEGORY BEST DESCRIBES YOUR AGENCY:
_Z_Inter-Governmental Grant
n Grant to a Colorado State Agency(Section A does not apply)
Ft Grant to a Unit of Local Government,Tribal Government, or Special District.
7 Grant to a Non-Profit, Private Organization (Non-Governmental)
The applicant certifies by signing that the project described in this application meets all the requirements of the
applicable governing legislation as indicated below; that all information contained in the application is correct; that
there has been appropriate coordination with affected agencies; and, that the applicant will read, understand and
comply with all provisions of the governing legislation and all other applicable federal and state laws, rules and
regulations that have been or may hereafter be established. The applicant further understands and agrees that any
subgrant award received as a result of this application shall be subject additionally to the grant conditions set forth in
the Statement of Grant Award, and in the current applicable Administrative Guide of the Division of Criminal Justice.
GOVERNING LEGISLATION FOR CRIME VICTIM SERVICES FUNDS•
• Victims Of Crime Act Assistance Funds (VOCA). From the United States Department of Justice, Office of
Justice Programs, under federal statutory authority Victims of Crime Act of 1984 (VOCA), as amended,
Public Law 98-473, Chapter XIV, 42 U.S.C. 10601, et seq., Section 1402, Section 1404, and under
applicable program rules and regulations established by the federal program office.
• Violence Against Women Act Funds (VAWA). From the United States Department of Justice, Office of
Justice Programs, under federal statutory authority 42 U.S.C., Chapter 46, Section 3711, et seq., as
amended, and under applicable program rules and regulations established by the federal program office.
• Sexual Assault Services Formula Grant Program (SASP). From the United States Department of Justice,
Office of Justice Programs, under the Violence Against Women and Department of Justice Reauthorization
Act of 2005(VAWA 2005),42 U.S.C. § 14043g, and under applicable program rules and regulations
established by the federal program office.
• State Victim Assistance and Law Enforcement (State VALE) Program. Title 24, Articles 4.2 and 33.5,
C.R.S., as amended, and Administrative Guide for State VALE Grants.
A. STANDARD STATE SPECIAL PROVISIONS
Revised 1-1-09
1. CONTROLLER'S APPROVAL. CRS 24-30-202(1)
This subgrant award shall not be valid until it has been approved by the Colorado State Controller or
designee.
2. FUND AVAILABILITY. CRS 24-30-202(5.5)
Financial obligations of the State payable after the current fiscal year are contingent upon funds for that
purpose being appropriated, budgeted, and otherwise made available.
3. GOVERNMENTAL IMMUNITY.
No term or condition of this subgrant shall be construed or interpreted as a waiver, express or implied, of
any of the immunities, rights, benefits, protection, or other provisions, of the Colorado Governmental
Immunity Act, CRS §24-10-101, et seq., or the Federal Tort Claims Act, 28 U.S.C. §§1346(b)and 2671 , et
seq. as applicable now or hereafter amended.
4. INDEPENDENT CONTRACTOR.
(THIS PROVISION IS NOT APPLICABLE TO GRANTS TO COLORADO STATE AGENCIES):
THE SUBGRANTEE AGENCY SHALL PERFORM THE DUTIES FUNDED UNDER THIS GRANT AS AN
INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE OF THE STATE. NEITHER THE
SUBGRANTEE AGENCY NOR ANY AGENT, SUB-CONTRACTOR, OR EMPLOYEE OF THE
SUBGRANTEE AGENCY SHALL BE OR SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF
THE STATE BY VIRTUE OF THIS SUBGRANT. SUBGRANTEE AGENCY SHALL PAY WHEN DUE ALL
REQUIRED EMPLOYMENT TAXES AND INCOME TAX AND LOCAL HEAD TAX ON ANY MONIES PAID
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 2 of 19
Special Provisions& Certified Assurances must remain attached to the application
PURSUANT TO THIS GRANT. SUBGRANTEE AGENCY ACKNOWLEDGES THAT THE SUBGRANTEE
AGENCY AND ITS EMPLOYEES ARE NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS
UNLESS THE SUBGRANTEE AGENCY OR THIRD PARTY PROVIDES SUCH COVERAGE AND THAT
THE STATE DOES NOT PAY FOR OR OTHERWISE PROVIDE SUCH COVERAGE. SUBGRANTEE
AGENCY SHALL NOT HAVE AUTHORIZATION, EXPRESS OR IMPLIED, TO BIND THE STATE TO ANY
AGREEMENTS, LIABILITY, OR UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN. IF
THIS GRANT PROVIDES FUNDS FOR ANY PERSONAL SERVICES, SUBGRANTEE AGENCY SHALL
PROVIDE AND KEEP IN FORCE WORKERS COMPENSATION (AND SHOW PROOF OF SUCH
INSURANCE)AND UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY
LAW AND SHALL BE SOLELY RESPONSIBLE FOR ITS ACTS OF ITS EMPLOYEES, INDEPENDENT
SUB-CONTRACTORS AND AGENTS.
5. COMPLIANCE WITH LAW.
The Subgrantee Agency shall strictly comply with all applicable federal and State laws, rules, and
regulations in effect or hereafter established, including,without limitation, laws applicable to discrimination
and unfair employment practices.
6. CHOICE OF LAW.
Colorado law, and rules and regulations issued pursuant thereto, shall be applied in the interpretation,
execution, and enforcement of this subgrant. Any provision included or incorporated herein by reference,
which conflicts with said laws, rules, and regulations shall be null and void. Any provision incorporated
herein by reference which purports to negate this or any other Special Provision in whole or in part shall not
be valid or enforceable or available in any action at law,whether by way of complaint, defense, or otherwise.
Any provision rendered null and void by the operation of this provision shall not invalidate the remainder of
this subgrant, to the extent capable of execution.
7. BINDING ARBITRATION PROHIBITED.
The State of Colorado does not agree to binding arbitration by any extra-judicial body or person. Any
provision to the contrary in this subgrant award or incorporated herein by reference shall be null and void.
8. SOFTWARE PIRACY PROHIBITION. (Governor's Executive Order D 002 00)
State or other public funds payable under this subgrant shall not be used for the acquisition, operation, or
maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions.
The Subgrantee Agency hereby certifies and warrants that, during the term of this subgrant and any
extensions, the Subgrantee Agency has and shall maintain in place appropriate systems and controls to
prevent such improper use of public funds. If the State determines that the Subgrantee Agency is in
violation of this provision, the State may exercise any remedy available at law or equity or under this
Subgrant, including, without limitation, immediate termination of the Subgrant and any remedy consistent
with federal copyright laws or applicable licensing restrictions.
9. EMPLOYEE FINANCIAL INTEREST/CONFLICT OF INTEREST CRS§§24-18-201 &CRS 24-50-507.
The signatories aver that to their knowledge, no employee of the State has any personal or beneficial
interest whatsoever in the service or property described in this subgrant award. The Subgrantee Agency
has no interest and shall not acquire any interest, direct or indirect, that would conflict in any manner or
degree with the performance of Subgrantee Agency's services and Subgrantee Agency shall not employ any
person having such known interests.
10. VENDOR OFFSET. CRS§§24-30-202(1) & CRS 24-30-202.4(Not applicable to intergovernmental
grants]
Subject to CRS §24-30-202.4 (3.5), the State Controller may withhold payment under the State's vendor
offset intercept system for debts owed to State agencies for: (a) unpaid child support debts or child support
arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in CRS §39-21-101, et
seq.; (c) unpaid loans due to the Student Loan Division of the Department of Higher Education; (d) amounts
required to be paid to the Unemployment Compensation Fund; and (e) other unpaid debts owing to the State
as a result of final agency determination or judicial action.
11. FEDERAL FUNDING.
This subgrant is subject to and contingent upon the continuing availability of federal funds for the purposes
hereof.
12. PUBLIC CONTRACTS FOR SERVICES. CRS §8-17.5-101. [Not Applicable to agreements relating to
the offer, issuance, or sale of securities, investment advisory services or fund management
services, sponsored projects, intergovernmental agreements, or information technology services or
products and services] The Subgrantee Agency certifies, warrants, and agrees that it does not knowingly
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 3 of 19
Special Provisions& Certified Assurances must remain attached to the application
employ or contract with an illegal alien who will perform work under this subgrant and will confirm the
employment eligibility of all employees who are newly hired for employment in the United States to perform
work under this subqrant, through participation in the E-Verify Program or the Department program
established pursuant to CRS §8-17.5-102(5)(c), the Subgrantee Agency shall not knowingly employ or
contract with an illegal alien to perform work under this subgrant or enter into a contract with a subcontractor
that fails to certify to the Subgrantee Agency that the subcontractor shall not knowingly employ or contract
with an illegal alien to perform work under this subqrant. The Subgrantee Agency (a) shall not use E-Verify
Program or Department program procedures to undertake pre-employment screening of job applicants while
this subgrant is being performed, (b) shall notify the subcontractor and the contracting State agency within
three days if the Subgrantee Agency has actual knowledge that a subcontractor is employing or contracting
with an illegal alien for work under this subgrant, (c) shall terminate the subgrant if a subcontractor does not
stop employing or contracting with the illegal alien within three days of receiving the notice, and (d) shall
comply with reasonable requests made in the course of an investigation, undertaken pursuant to CRS §8-
17.5-102(5), by the Colorado Department of Labor and Employment. If the Subgrantee Agency participates
in the Department program, the Subgrantee Agency shall deliver to the contracting State agency, Institution
of Higher Education or political subdivision a written, notarized affirmation, affirming that the Subgrantee
Agency has examined the legal work status of such employee, and comply with all of the other requirements
of the Department program. If the Subgrantee Agency fails to comply with any requirement of this provision
or CRS §8-17.5-101 et seq., the contracting State agency, Institution of Higher Education or political
subdivision may terminate this subgrant for breach and, if so terminated, the Subgrantee Agency shall be
liable for damages.
13. PUBLIC CONTRACTS WITH NATURAL PERSONS. CRS §24-76.5-101. Subgrantee Agency, if a natural
person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or
she (a) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (b) shall comply
with the provisions of CRS §24-76.5-101 et seq., and (c) has produced one form of identification required by
CRS§24-76.5-103 prior to the effective date of this subgrant.
B. GRANT REQUIREMENTS
1. FINANCIAL&ADMINISTRATIVE MANAGEMENT
a. The Subgrantee Agency assures that fund accounting, auditing, monitoring, evaluation procedures
and such records as necessary will be maintained to assure adequate internal fiscal controls,
proper financial management, efficient disbursement of funds received, and maintenance of
required source documentation for all costs incurred. These principles must be applied for all costs
incurred whether charged on a direct or indirect basis.
b. All expenditures must be supported by appropriate source documentation. Only actual, approved,
allowable expenditures will be permitted.
c. The Subgrantee Agency assures that it will comply with the provisions of the current applicable
Administrative Guide of the Division of Criminal Justice which is hereby incorporated by reference.
However, such a guide cannot cover every foreseeable contingency, and the Subgrantee Agency is
ultimately responsible for compliance with applicable state and federal laws, rules and regulations.
2. PAYMENT&REPORTING
a. The Division of Criminal Justice will pay the Subgrantee Agency the reasonable and allowable
costs of performance, in accordance with current Colorado State Fiscal Rules, not to exceed the
amount specified herein as the Total Award Amount, as identified on the Statement of Grant
Award.
b. The Division's requirements for invoice and cost reporting submissions are contained in the DCJ
Form 3- Cash Request Procedures, and DCJ Form 1-A-Subgrant Financial Report for VOCA and
VAWA funds, and in the DCJ 9—State VALE Cash Request procedures, and DCJ Form 7—State
VALE Financial Report, which are hereby incorporated by reference.
c. The Subgrantee Agency assures that it shall maintain data and information to provide accurate
quarterly program narrative and financial reports to the Division. Said reports shall be provided in
such form and contain such data and information as the Division of Criminal Justice reasonably
requires to administer the program.
d. The Subgrantee Agency assures that quarterly financial and narrative reports shall be submitted
within 15 days of the end of each calendar quarter and shall be current and actual.
e. The Subgrantee Agency further assures that final financial and narrative reports shall be submitted
on the forms provided by the Division of Criminal Justice within 45 days of the end date of the
subgrant.
f. The Division reserves the right to make and authorize modifications, adjustments, and/or revisions
to the Grant Award for the purpose of making changes in budget categories, extensions of grant
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 4 of 19
Special Provisions & Certified Assurances must remain attached to the application
award dates, changes in goals and objectives, and other modifications which do not change the
total amount of the Grant Award. The Division's requirements for such grant adjustments are
contained in the procedures for DCJ Forms 4A, 4B, 4C, and 4D, which are hereby incorporated by
reference.
g. The Division may withhold payment in the event the Subgrantee Agency fails to comply with
conditions, including all financial reporting requirements and certifications contained in this grant
award.
3. PROCUREMENT AND CONTRACTS
a. The Subgrantee Agency assures that open, competitive procurement procedures will be followed
for all purchases under the grant. All contracts for professional services, of any amount, and
equipment purchases over five thousand dollars (per item, with a useful life of at least one year)
must receive prior approval by the Division of Criminal Justice.
b. The Subgrantee Agency assures that no contract or agreement will be made for execution of
project activities or provisions of services (other than purchase of supplies or standard commercial
or maintenance services) that is not incorporated in the approved application or approved in
advance by the Division of Criminal Justice.
C. The Subgrantee Agency assures that contractors/vendors who assist the Subgrantee Agency to
develop specifications, requirements, statements of work and/or Request For Proposal for a
proposed procurement shall be excluded from bidding or submitting a proposal to compete for the
award of such procurement.
d. The Subgrantee Agency assures that where activities supported by this subgrant produce any
discovery or invention, original computer programs, writing, sound recordings, pictorial
reproductions, drawing or other graphical representation and works of any similar nature, the
following requirements apply:
The Division of Criminal Justice reserves a royalty-free, non-exclusive, and irrevocable
license to reproduce, publish, or otherwise use, and authorize others to use, for Federal
government purposes: The copyright in any work developed under an award or
subaward; and 2) Any rights of copyright to which a recipient or subrecipient purchases
ownership with support.
If any program produces patentable items, patent rights, processes or inventions, in the
course of work sponsored by the Federal award or subaward funds, such facts must be
promptly and fully reported to the awarding agency, Division of Criminal Justice. The
awarding agency shall determine whether protection on the invention or discovery shall be
sought. The awarding agency will also determine how rights in the invention or discovery
(including rights under any patents issued thereon) shall be allocated and administered in
order to protect the public interest pursuant to published Presidential and government
memorandums and guidelines, and the regulations promulgated by the Department of
Commerce in 37 CFR Part 401.
When issuing statements, press releases, requests for proposals, bid solicitations, and
other published documents describing projects or programs funded in whole or in part with
these grant funds, all Subgrantee Agencies must clearly:
a) State the percentage of the total cost of the program or project, which will be
financed with this grant money;
b) State the dollar amount of state or federal funds for the project or program;
c) Use the phrase-"This project was supported by federal grant# , issued by
the Colorado Division of Criminal Justice."
e. The Subgrantee Agency may not assign its rights or duties under this grant without the prior written
consent of the Division of Criminal Justice.
4. AUDIT, RECORD-KEEPING,AND MONITORING/INSPECTION
a. The Subgrantee Agency assures that it will procure an audit or financial review, incorporating this
subgrant, by an independent Certified Public Accountant (CPA), licensed to practice in Colorado
incorporating this subgrant. If the agency expends more than $500,000 per year in combined
federal funds, a Single Audit must be conducted in accordance with OMB Circular A-133 (Audits of
States, Local Governments, and non-profit organizations). If the agency expends less than
$500,000 per year in combined federal funds, the following policy applies: Agencies with total
annual revenue from all sources of $200,000 or more shall procure a financial audit; a financial
review shall not be sufficient to meet this requirement. Agencies with total annual revenue of less
than $200,000 shall procure either a financial review or financial audit.
At such time as the audit or financial review is completed, ONE COPY OF THE REPORT,
INCLUDING THE CORRESPONDING MANAGEMENT LETTER, MUST BE
FORWARDED TO THE DIVISION OF CRIMINAL JUSTICE for clearance. The audit or
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 5 of 19
Special Provisions& Certified Assurances must remain attached to the application
financial review incorporating this subgrant must be completed and received within 12
months of the end of the fiscal years that includes the end date of the grant.
The Subgrantee Agency accepts responsibility for the costs of a financial program audit to
be performed by the Department of Public Safety in the event that the audit report or
financial review:
a) does not meet the applicable A-133 or DCJ standards;
b) is not submitted in a timely manner; or,
c) does not provide an audit response plan with corresponding corrections made
sufficient to satisfy any audit findings.
b. The Subgrantee Agency assures that:
It will retain all project records, as will facilitate an effective audit, for seven years after the
end of the state fiscal year that includes the end date of the grant. (For example if the
grant ended 9/30/2001,the state FY would be July 1, 2001-June 30, 2002. The files could
be destroyed after 6/30/2009); except,
If an audit is in progress and/or the findings of a completed audit have not been resolved
satisfactorily, then records must be retained beyond the seven-year period until such
issues are resolved.
c. The Subgrantee Agency assures that it will keep copies of all documents, correspondence, and
required receipts related to this subgrant in a separate file bearing the project title and grant
number.
d. The Division may periodically request submission of supporting financial and programmatic
documentation, subcontracts, general and sub-ledgers for the purpose of monitoring compliance
with the grant award via desk review, or in preparation for an on-site monitoring visit. Routine or
special on-site visits may be conducted at the subgrant agency, and at the location of any
collaborating entities, for the same purpose. Subgrantee Agencies will be notified in advance of
any on-site monitoring visit.
e. The Subgrantee Agency assures that the Division of Criminal Justice, Colorado Department of
Public Safety, and any representatives of the Office for Victims of Crime (OVC), the Office on
Violence Against Women (OVW), and/or the Office of the Chief Financial Officer (OCFO), shall
have access for purposes of monitoring, audit and examinations to any bonds, documents, papers
and records of the Subgrantee Agency and to relevant books and records of subcontractors of the
Subgrantee Agency. It is the responsibility of the Subgrantee Agency to notify any of its project
collaborators and subcontractors of these provisions.
f. The Subgrantee Agency assures that signatories of the application and subgrant award and
personnel employed through this subgrant will appear when requested at any administrative
hearing, monitoring site visit, conference or meeting conducted by the Division of Criminal Justice.
5. COLORADO VICTIM RIGHTS ACT(Applies to Governmental Agencies Only)
The Subgrantee Agency assures that the application signatories, all staff and all volunteers assigned to the
funded project have read and understand the rights afforded to crime victims pursuant to§24-4.1-302.5
C.R.S., and the services delineated pursuant to§§ 24-4.1-303 and 24-4.1-304 C.R.S., commonly known as
the Victim Rights Act, and enabling legislation.
6. TERMINATION or REDUCTION IN GRANT AWARD
The Division will monitor the performance of the Subgrantee Agency against goals and performance
standards as found in the application required herein. The Division will provide reasonable assistance to the
Subgrantee Agency concerning project goals, performance standards and subgrant requirements. Any
determination of substandard performance on the part of the Subgrantee Agency shall be within the
discretion of the Division, based upon the Division's review of the terms and conditions of the Grant Award,
the application and project summary, the grant terms and assurances, and the requirements of applicable
law. Substandard performance, as determined by the Division, shall constitute non-compliance, which may
result in termination for cause, or reduction of the Grant Award for cause, as follows:
a. Reduction In Grant Award Amount for Cause
The Division may reduce the total Statement of Grant Award amount for cause, without
compensation for reduction costs.
U. If the state reduces the grant amount for cause, it will first give ten (10) days written notice
to the Subgrantee Agency, stating the reasons for reduction, steps taken to correct the
problems, and the date the subgrant award amount will be reduced in the event problems
have not been corrected to the satisfaction of the Division.
In the event this grant is reduced for cause, the Division will only reimburse the
Subgrantee Agency for acceptable work or deliverables received up to the date of
reduction.
iv. In the event this grant is reduced for cause, final payment to the Subgrantee Agency may
be withheld at the discretion of the Division until completion of final Division review.
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 6 of 19
Special Provisions& Certified Assurances must remain attached to the application
b. Termination for Convenience:
Either party may terminate the grant with thirty days written notice of intent to cancel or
terminate.
ii. If the grant is terminated for convenience by either the Subgrantee Agency or the state,
the Subgrantee Agency shall be paid the necessary and allowable costs incurred through
the date of termination, but not exceeding a prorated amount based on the number of
days of project operation prior to the date of termination.
c. Termination for Cause:
The Division may terminate the grant for cause without compensation for termination
costs.
If the state terminates the grant for cause, it will first give ten (10) days written notice to
the Subgrantee Agency, stating the reasons for termination, steps taken to correct the
problems, and the date the subgrant will be terminated in the event problems have not
been corrected to the satisfaction of the Division.
In the event this grant is terminated for cause, the Division will only reimburse the
Subgrantee Agency for acceptable work or deliverables received up to the date of
termination.
iv. In the event this grant is terminated for cause, final payment to the Subgrantee Agency
may be withheld at the discretion of the Division until completion of final Division review.
d. Any equipment purchased under this grant would revert, at the option of the Division, to the
Division of Criminal Justice upon termination of the grant for any of the above reasons.
7. ORDER OF PRECEDENCE
Any inconsistency or conflict in this grant shall be resolved by giving precedence in the following order: (a)
Supplemental Provisions for the Federal Funding Accountability and Transparency Act of 2006 (FFATA), (b)
Special Provisions and Certified Assurances, (c) Statement of Grant Award; and, (d) the final approved
Subgrant Application.
8. DISPUTE RESOLUTION
(THIS PROVISION APPLIES ONLY TO INTERAGENCY AGREEMENTS):
Any failure of either party to perform in accordance with the terms of this agreement shall constitute a
breach of the agreement. Any dispute concerning the performance of this agreement which cannot be
resolved at the divisional level shall be referred to superior departmental management staff designated by
each department. Failing resolution at that level, disputes shall be presented to the executive directors of
each department for resolution. Failing resolution by the executive directors, the dispute shall be submitted
in writing by both parties to the State Controller,whose decision on the dispute will be final.
C. FEDERAL CERTIFIED ASSURANCES (VOCA AND VAWA funds only)
1. FEDERAL PUBLIC POLICY ASSURANCES
a. The Subgrantee Agency hereby agrees that it will comply, and all of its contractors will comply with
the applicable provisions of:
Title I of the Omnibus Crime Control and Safe Streets Act of 1968,as amended;
ii. The Juvenile Justice and Delinquency Prevention Act and/or the Victims of Crime Act, as
appropriate;
All other applicable Federal laws, orders, circulars, regulations or guidelines.
b. The Subgrantee Agency hereby agrees that it will comply, and all of its contractors will comply with
the provisions of 28 CFR applicable to grants and cooperative agreements including:
Part 18,Administrative Review Procedure;
Part 22, Confidentiality of Identifiable Research and Statistical Information;
Part 23, Criminal Intelligence Systems Operating Policies;
Part 30, Intergovernmental Review of Department of Justice Programs and Activities;
iv. Part 35, Nondiscrimination on the Basis of Disability in State and Local Government
Services;
v. Part 38, Equal Treatment for Faith Based Organizations
vi. Part 42, Nondiscrimination/Equal Employment Opportunity Policies and Procedure;
vii. Part 61, Procedures of Implementing the National Environmental Policy Act;
viii. Part 63, Floodplain Management and Wetland Protection Procedures; and,
ix. Federal Laws or regulations applicable to Federal Assistance Programs.
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 7 of 19
Special Provisions& Certified Assurances must remain attached to the application
2. FINANCIAL&ADMINISTRATIVE MANAGEMENT
a. The Subgrantee Agency assures that it will comply with appropriate federal cost principles and
administrative requirements applicable to grants as follows:
For state, local or Indian tribal government entities;
a) 2 CFR Part 225, Cost Principles for State, Local & Indian Tribal Governments
(codified at 28 CFR Part 66, by reference and(formerly known as OMB Circular
A-87)
b) OMB Circular A-102, Common Rule-Uniform Administrative Requirements for
Grants and Cooperative Agreements to State and Local Governments
c) 28 CFR 66, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments
ii. For non-profit organizations;
a) 2 CFR Part 230, Cost Principles for Non-Profit Organizations(formerly known as
OMB Circular A-122)
b) 2 CFR Part 215, Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit
Organizations (codified at 28 CFR Part 70 and formerly known as OMB Circular
A-110)
c) 28 CFR 70, Uniform Administrative Requirements for Grants and Cooperative
Agreements with Institutions of Higher Education, Hospitals, and other Non-Profit
Organizations
iii. For colleges and universities;
a) 2 CFR Part 220, Cost Principles for Educational Institutions (codified at 28 CFR
Part 66, by reference and formerly known as OMB Circular A-21)
b) 2 CFR Part 215, Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit
Organizations(codified at 28 CFR Part 70 and formerly known as OMB Circular
A-110)
c) 28 CFR 70, Uniform Administrative Requirements for Grants and Cooperative
Agreements with Institutions of Higher Education, Hospitals, and other Non-Profit
Organizations
iv. For each agency spending more than $500,000 per year in federal funds from all sources;
a) OMB Circular A-133, Audits of States, Local Governments and Nonprofit
Organizations
b. The Subgrantee assures that it will comply with the provisions of the U.S. Department of Justice,
Office of the Chief Financial Officer, Office of Justice Programs, Financial Guide for Grants, current
edition. (For practical purposes, the requirements pertinent to the management of these funds
have been extracted from the above documents and are contained in the current applicable
Administrative Guide of the Division of Criminal Justice, which is hereby incorporated by reference.
However, such a guide cannot cover every foreseeable contingency, and the Subgrantee is
ultimately responsible for compliance with applicable state and federal laws, rules and regulations.)
3. NON-SUPPLANTING OF FUNDS
a. The Subgrantee Agency certifies that any required matching funds used to pay the non-federal
portion of the cost of this subgrant are in addition to funds that would have otherwise been made
available for the purposes of this project.
b. The Subgrantee Agency certifies that federal funds made available under this grant:
Will not be used to supplant state or local funds;
ii. Where there is a reduced or unchanged local investment,then the Subgrantee Agency
shall give a written explanation demonstrating that the Subgrantee Agency's reduced or
unchanged commitment would have been necessitated even if federal financial support
under this federal grant program had not been made available.
4. PROHIBITIONS ON LOBBYING WITH FEDERAL FUNDS (Subgrantee Agencies receiving $100,000 or
more in total federal funds per year. See 28 CFR Part 69.)
The prospective Subgrantee Agency certifies, by submission of this proposal,that:
a. No federal funds received through this subgrant will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, an officer or
employee of Congress, or an employee of a member of Congress in connection with the making of
any federal grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any federal grant or cooperative agreement; and,
b. If any funds other than funds through this subgrant will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, an officer or
employee of Congress, or an employee of a member of Congress in connection with this subgrant,
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 8 of 19
Special Provisions& Certified Assurances must remain attached to the application
the prospective Subgrantee Agency shall complete and submit Standard Form-LLL, "Disclosure of
Lobbying Activities."
5. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY
EXCLUSION (Subgrantee Agencies receiving$100,000 or more in total federal funds per year. See, 28
CFR Part 67.)
The prospective Subgrantee Agency certifies, by submission of this proposal,that neither it nor its principals,
subcontractors or suppliers:
a. Are presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a
denial of Federal benefits by a State or Federal court, or voluntarily excluded from participation in
this transaction by any Federal department or agency;
b. Have not within a three-year period preceding this application been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public(Federal, State, or local)transaction or
contract under a public transaction; violation of Federal or State antitrust statutes or commission of
embezzlement, theft, forgery, bribery,falsification or destruction of records, making false
statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State, or local)with commission of any of the offenses enumerated in paragraph (5)(b) of
this certification; and
d. Have not within a three-year period preceding this application had one or more public transactions
(Federal, State, or local)terminated for cause or default; and
e. Where the prospective Subgrantee Agency is unable to certify to any of the statements in this
certification, he or she shall attach an explanation to this application.
6. CERTIFICATION REGARDING DRUG FREE WORKPLACE (See, 28 CFR Part 67, Subpart F.)
The prospective Subgrantee Agency certifies, by submission of this proposal, that it will comply with the
Drug Free Workplace Act of 1988, as implemented at 28 CFR Part 67, Subpart F.
7. CIVIL RIGHTS COMPLIANCE (See, 28 CFR Part 42.)
a. Upon award, each Subgrantee Agency will be provided DCJ's Form 30, entitled "Certification of
Compliance with Regulations Regarding Federal Civil Rights Requirements and Equal Employment
Opportunity Plans (EEOP)", and will be required to do the following:
The Project Director must submit the form to the Subgrantee Agency's Authorized Official
for this grant;
The Authorized Official must review the form in conjunction with subgrant agency
personnel responsible for reporting civil rights findings of discrimination;
The Authorized Official must accurately complete the required information and provide all
information requested;
iv. The Authorized Official must provide an original signature on the form as indicated; and,
v. The DCJ 30 Form with original signature must be returned to the Division with the
Statement of Grant Award (SOGA).
b. Any Subgrantee Agency findings of discrimination must be reported to the Division of Criminal
Justice within 45 days of receipt of this grant award, and to the Office for Civil Rights, Office of
Justice Programs, U.S. Department of Justice.
8. NON-DISCRIMINATION
The following federal non-discrimination cites apply in particular: the nondiscrimination requirements of the
Omnibus Crime Control and Safe Streets Act of 1968, as amended; Title VI of the Civil Rights Act of 1964;
Section 504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with
Disabilities Act of 1990, 42 U.S.C. 12101, et seq. and Department of Justice Regulations on Disability
Discrimination, 28 CFR Part 35 and Part 39;Title IX of the Education Amendments of 1972; the Age
Discrimination Act of 1975; the Department of Justice Nondiscrimination Regulations 28 CFR Part 42,
Subparts C, D, E, and G; and Executive Order 11246, as amended by Executive Order 11375, and their
implementing regulations, 41 CFR Part 60.1 et. seq., as applicable to construction contracts.
9. NATIONAL ENVIRONMENTAL POLICY ACT(NEPA)AND NATIONAL HISTORIC PRESERVATION ACT
(NHPA)COMPLIANCE (42 USC§§4321-4370 and 16 USC§470)
a. The Subgrantee Agency agrees to assist the Division of Criminal Justice and the Office of Justice
Programs, U.S. Department of Justice, in complying with the National Environmental Policy Act,the
National Historic Preservation Act (NHPA) and other related federal environmental impact analyses
requirements in the use of these grant funds either directly by the Subgrantee Agency or by a
subcontractor. As long as the activity needs to be undertaken in order to use these grant funds,this
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 9 of 19
Special Provisions& Certified Assurances must remain attached to the application
NEPA requirement first must be met whether or not the activities listed below are being specifically
funded with these grant funds. The activities covered by this special condition are:
New construction;
ii. Minor renovation or remodeling of a property either listed on or eligible for listing on the
National Register of Historic Places, or located within a 100-year flood plain;
Renovation, lease or any other proposed use of a building or facility that will either result
in a change in its basic prior use, or significantly change its size.
iv. Implementation of a new program involving the use of chemicals other than chemicals that
are either purchased as an incidental component of a funded activity and traditionally
used, for example, in office, household, recreational or educational environments.
10. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT
(THIS PROVISION APPLIES ONLY TO ENTITIES THAT PROVIDE MEDICAL CARE AND TREATMENT)
The Subgrantee Agency acknowledges that it is a covered health care provider under the Health Insurance
Portability and Accountability Act,42 U.S.C. 1320d-1320d-8, and its implementing regulations and agrees to
comply with the requirements of HIPAA concerning any uses and disclosures of protected health
information.
11. UNIFORM RELOCATION ASSISTANCE AND REAL PROPERTY ACQUISITIONS ACT OF 1970
(Government Entities Only)
The prospective Subgrantee Agency certifies, by submission of this proposal,that it will comply with the
requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970, which
govern the treatment of persons displaced as a result of federal and federally-assisted programs.
12. POLITICAL ACTIVITY OF CERTAIN STATE AND LOCAL EMPLOYEES (5 U.S.C. §§ 1501-08 and§§
7324-28—applies to Government Entities Only)
The prospective Subgrantee Agency certifies, by submission of this proposal, that it will comply with
requirements of 5 U.S.C. §§ 1501-08 and§§ 7324-28,which limit certain political activities of State and local
government employees whose principal employment is in connection with an activity financed in whole or
part by federal assistance.
13. REPORTING FRAUD,WASTE, ERROR AND ABUSE
Each Subgrantee Agency must promptly refer to the Department of Justice, Office of the Inspector General
any credible evidence that a principal, employee, agent, contractor, subgrantee, subcontractor, or other
person has either 1) submitted a false claim for grant funds under the False Claims Act; or 2) committed a
criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct
involving grant funds. Potential fraud, waste, abuse, or misconduct should be reported to the U.S.
Department of Justice, Office of the Inspector General (OIG) by:
a) mail: Office of the Inspector General U.S. Department of Justice Investigations Division 950
Pennsylvania Avenue, N.W. Room 4706 Washington, DC 20530;
b) email: oiq.hotline(Wusdoi.gov;
c) hotline: (contact information in English and Spanish): (800) 869-4499; or
d) hotline fax: (202)616-9881.
D. VOCA SUBRECIPIENT ORGANIZATION ELIGIBILITY REQUIREMENTS
VOCA establishes eligibility criteria that must be met by all organizations that receive VOCA funds. These funds are
to be awarded to subrecipients only for providing services to victims of crime through their staff. Each subrecipient
organization shall meet the following requirements.
1. PUBLIC OR NONPROFIT ORGANIZATION
To be eligible to receive VOCA funds, organizations must be operated by a public or nonprofit organization,
or a combination of such organizations,and provide services to crime victims.
2. RECORD OF EFFECTIVE SERVICES
Demonstrate a record of providing effective services to crime victims. This includes having the support and
approval of its services by the community, a history of providing direct services in a cost-effective manner,
and financial support from other sources.
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 10 of 19
Special Provisions& Certified Assurances must remain attached to the application
3. NEW PROGRAMS
Those programs that have not yet demonstrated a record of providing services may be eligible to receive
VOCA funding, if they can demonstrate that 25-50 percent of their financial support comes from non-federal
sources. It is important that organizations have a variety of funding sources besides federal funding in order
to ensure their financial stability. States are responsible for establishing the base level of non-federal
support required within the 25-50 percent range.
4. PROGRAM MATCH REQUIREMENTS
The purpose of matching contributions is to increase the amount of resources available to the projects
supported by grant funds. Matching contributions of 20% (cash or in-kind) of the total cost of each VOCA
project (VOCA grant plus match) are required for each VOCA-funded project and must be derived from non-
federal sources, except as provided in the OJP Financial Guide, effective edition (Part Ill. Post Award
Requirements, Chapter 3. Matching or Cost Sharing). All funds designated as match are restricted to the
same uses as the VOCA victim assistance funds and must be expended within the grant period. Match
must be provided on a project-by-project basis. Any deviation from this policy must be approved by OVC.
For the purposes of this program, in-kind match may include donations of expendable equipment, office
supplies, workshop or classroom materials, work space, or the monetary value of time contributed by
professionals and technical personnel and other skilled and unskilled labor, if the services they provide are
an integral and necessary part of a funded project. The value placed on donated services must be
consistent with the rate of compensation paid for similar work in the subrecipient's organization. If the
required skills are not found in the subrecipient's organization, the rate of compensation must be consistent
with the labor market. In either case, fringe benefits may be included in the valuation. The value placed on
loaned or donated equipment may not exceed its fair market value. The value of donated space may not
exceed the fair rental value of comparable space as established by an independent appraisal of comparable
space and facilities in privately owned buildings in the same locality.
a. Record Keeping. VOCA recipients and their subrecipients must maintain records that clearly show
the source, the amount, and the period during which the match was allocated. The basis for
determining the value of personal services, materials, equipment, and space must be documented.
Volunteer services must be documented, and to the extent feasible, supported by the same
methods used by the subrecipient for its own paid employees. The state has primary responsibility
for subrecipient compliance with the requirements. State grantees are encouraged not to require
excessive amounts of match.
b. Exceptions to the 20% match: OVC sets lower match requirements for:
Native American Tribes/Organizations Located on Reservations. The match for new or
existing VOCA subrecipients that are Native American tribes/organizations located on
reservations is 5% (cash or in-kind) of the total VOCA project. For the purpose of this
grant, a Native American tribe/organization is defined as any tribe, band, nation, or other
organized group or community which is recognized as eligible for the special programs
and services provided by the U.S. to Native Americans because of their status as Native
Americans. A reservation is defined as a tract of land set aside for use of, and occupancy
by, Native Americans.
The U.S. Virgin Islands, and all other territories and possessions of the U.S., except
Puerto Rico, are not required to match VOCA funds. See 48 U.S.C. 1469a(d).
iii. OVC may waive the match requirement if extraordinary need is documented by State
VOCA administrators.
5. VOLUNTEERS
Subrecipient organizations must use volunteers unless the state grantee determines there is a compelling
reason to waive this requirement. A "compelling reason" may be a statutory or contractual provision
concerning liability or confidentiality of counselor/victim information, which bars using volunteers for certain
positions, or the inability to recruit and maintain volunteers after a sustained and aggressive effort.
6. PROMOTE COMMUNITY EFFORTS TO AID CRIME VICTIMS
Promote, within the community, coordinated public and private efforts to aid crime victims. Coordination
may include, but is not limited to, serving on state, federal, local, or Native American task forces,
commissions, working groups, coalitions, and/or multi-disciplinary teams. Coordination efforts also include
developing written agreements that contribute to better and more comprehensive services to crime victims.
Coordination efforts qualify an organization to receive VOCA victim assistance funds, but are not activities
that can be supported with VOCA funds.
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 11 of 19
Special Provisions& Certified Assurances must remain attached to the application
7. HELP VICTIMS APPLY FOR COMPENSATION BENEFITS
Such assistance may include identifying and notifying crime victims of the availability of compensation,
assisting them with application forms and procedures, obtaining necessary documentation, and/or checking
on claim status.
8. COMPLY WITH FEDERAL RULES REGULATING GRANTS
Subrecipients must comply with the applicable provisions of VOCA, the Program Guidelines, and the
requirements of the OJP Financial Guide, effective edition, which includes maintaining appropriate
programmatic and financial records that fully disclose the amount and disposition of VOCA funds received.
This includes: financial documentation for disbursements; daily time and attendance records specifying time
devoted to allowable VOCA victim services; client files; the portion of the project supplied by other sources
of revenue;job descriptions; contracts for services; and other records which facilitate an effective audit.
9. MAINTAIN CIVIL RIGHTS INFORMATION
Maintain statutorily required civil rights statistics on victims served by race, national origin, sex, age, and
disability, within the timetable established by the state grantee; and permit reasonable access to its books,
documents, papers, and records to determine whether the subrecipient is complying with applicable civil
rights laws. This requirement is waived when providing a service, such as telephone counseling, where
soliciting the information may be in appropriate or offensive to the crime victim.
10. COMPLY WITH STATE CRITERIA
Subrecipients must abide by any additional eligibility or service criteria as established by the state grantee
including submitting statistical and programmatic information on the use and impact of VOCA funds, as
requested by the grantee.
11. SERVICES TO VICTIMS OF FEDERAL CRIMES
Subrecipients must provide services to victims of federal crimes on the same basis as victims of state/local
crimes.
12. NO CHARGE TO VICTIMS FOR VOCA-FUNDED SERVICES
Subrecipients must provide services to crime victims, at no charge, through the VOCA-funded project. Any
deviation from this provision requires prior approval by the state grantee. Prior to authorizing subrecipients
to generate income, OVC strongly encourages administrators to carefully weigh the following considerations
regarding federal funds generating income for subrecipient organizations.
a. The purpose of the VOCA victim assistance grant program is to provide services to all crime victims
regardless of their ability to pay for services rendered or availability of insurance or other third-party
payment resources. Crime victims suffer tremendous emotional, physical, and financial losses. It
was never the intent of VOCA to exacerbate the impact of the crime by asking the victim to pay for
services.
b. State grantees must ensure that they and their subrecipients have the capability to track program
income in accordance with federal financial accounting requirements. All VOCA-funded program
and match income, no matter how large or small, is restricted to the same uses as the VOCA grant.
Program income can be problematic because of the required tracking systems needed to monitor
VOCA-funded income and ensure that it is used only to make additional services available to crime
victims. For example: VOCA often funds only a portion of a counselor's time. Accounting for
VOCA program income generated by this counselor is complicated, involving careful record
keeping by the counselor,the subrecipient program, and the state.
13. CLIENT—COUNSELOR CONFIDENTIALITY
Maintain confidentiality of client-counselor information, as required by state and federal law.
14. CONFIDENTIALITY OF RESEARCH INFORMATION
Except as otherwise provided by federal law, no recipient of monies under VOCA shall use or reveal any
research or statistical information furnished under this program by any person and identifiable to any specific
private person for any purpose other than the purpose for which such information was obtained in
accordance with VOCA. Such information, and any copy of such information, shall be immune from legal
process and shall not, without the consent of the person furnishing such information, be admitted as
evidence or used for any purpose in any action, suit, or other judicial, legislative, or administrative
proceeding. See Section 1407(d) of VOCA codified at 42 U.S.C. 10604.
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 12 of 19
Special Provisions& Certified Assurances must remain attached to the application
These provisions are intended, among other things, to ensure the confidentiality of information provided by
crime victims to counselors working for victim services programs receiving VOCA funds. Whatever the
scope of application given this provision, it is clear that there is nothing in VOCA or its legislative history to
indicate that Congress intended to override or repeal, in effect, a state's existing law governing the
disclosure of information which is supportive of VOCA's fundamental goal of helping crime victims. For
example, this provision would not act to override or repeal, in effect, a state's existing law pertaining to the
mandatory reporting of suspected child abuse. (See Pennhurst School and Hospital v. Halderman, et al.,
451 U.S. 1 (1981).) Furthermore, this confidentiality provision should not be interpreted to thwart the
legitimate informational needs of public agencies. For example, this provision does not prohibit a domestic
violence shelter from acknowledging, in response to an inquiry by a law enforcement agency conducting a
missing person investigation, that the person is safe in the shelter. Similarly, this provision does not prohibit
access to a victim service project by a federal or state agency seeking to determine whether federal and
state funds are being utilized in accordance with funding agreements.
E. VOCA PROGRAM SPECIFIC REQUIREMENTS
The following program specific requirements are imposed by the State sponsoring agency concerning special
requirements of law, program requirements, and other administrative requirements which must be passed on to
subgrant award recipients. These requirements are more likely to change from year-to-year than the special
provisions and federal certified assurances shown above, and usually vary across offices within the Division.
1. FUTURE FUNDING
The capacity for VOCA funds to provide future continuation dollars for projects is undetermined at this time.
Subgrantee Agencies are advised to seek other funding sources, especially for personnel dollars.
2. STATE CONFIDENTIALITY OF VICTIMS INFORMATION
The Subgrantee Agency certifies that the signing authorities, all staff and volunteers assigned to the VOCA-
funded project have read and understood, state laws and applicable rules of professional conduct related to
issues of confidentiality and privilege, particularly with respect to releasing identifying information about
victims of crime, including, but not limited to, those found in C.R.S. §13-90-107.
F. VAWA PROGRAM SPECIFIC REQUIREMENTS
The following program specific requirements are imposed by the Federal or State sponsoring agency concerning
special requirements of law, program requirements, and other administrative requirements which must be passed on
to subgrant award recipients. These requirements are more likely to change from year to year than the special
provisions and federal certified assurances shown above, and usually vary across offices within the Division.
1. The capacity for VAWA funds to provide future continuation dollars for projects is undetermined at this time.
Subgrantee Agencies are advised to seek other funding sources, especially for personnel dollars.
2. The Subgrantee Agency certifies that the signing authorities, all staff and volunteers assigned to the VAWA-
funded project have read state laws and applicable rules of professional conduct related to issues of
confidentiality and privilege, particularly with respect to releasing identifying information about victims of
crime, including but not limited to, those found in. Section 13-90-107, C.R.S.
3. The Subgrantee Agency certifies that the signing authorities, all staff and volunteers assigned to the VAWA-
funded project understand that disclosure of personally identifying information about victims served with
VAWA funds is prohibited without a written release, court order or statutory requirement.
4 The following activities cannot be conducted under the OVW federal action: Research and technology
whose anticipated and future application could be expected to have an effect on the environment.
5. Under the S.T.O.P. Violence Against Women Act Reauthorization (42 U.S.C. 3799gg — (d)(4), prosecution,
law enforcement and courts applications must consult with local, nonprofit, non-governmental victim services
programs in developing their applications to ensure that the proposed activities are designed to promote
safety, confidentiality, and economic independence of victims of domestic violence, sexual assault, stalking
and dating violence.
6. All materials and publications (written, visual or sound) resulting from subgrant award activities shall contain
the following statements: "This project was supported by subgrant no. , awarded by the Colorado
Department of Public Safety, Division of Criminal Justice—administering office for the STOP Formula Grant
Program. The opinions, findings, conclusions, and recommendations expressed in this
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 13 of 19
Special Provisions 8, Certified Assurances must remain attached to the application
publication/program/exhibition are those of the author(s) and do not necessarily reflect the views of the state
or the U.S. Department of Justice, Office on Violence Against Women".
7. The subgrantee understands that approval of this award does not indicate approval of any consultant rate in
excess of$650 per day. A detailed justification must be submitted to the Division of Criminal Justice, Office
for Victims Programs, prior to obligation or expenditure of such funds. The detailed justification will then be
submitted to the Office on Violence Against Women for review, if required.
8. Pursuant to 28 CFR §§ 66.34, the Office on Violence Against Women reserves a royalty-free, nonexclusive,
and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, in whole or in
part(including in the creation of derivative works), for Federal Government purposes:
(a) any work that is subject to copyright and was developed under this award, subaward, contract or
subcontract pursuant to this award; and
(b) any work that is subject to copyright for which ownership was purchased by a recipient, subrecipient or a
contractor with support under this award.
In addition, the recipient (or subrecipient, contractor or subcontractor) must obtain advance written approval
from the Office on Violence Against Women program manager assigned to this award, and must comply
with all conditions specified by the program manager in connection with that approval before: 1) using award
funds to purchase ownership of, or a license to use, a copyrighted work; or 2) incorporating any copyrighted
work, or portion thereof, into a new work developed under this award.
9. STATE VALE PROGRAM SPECIFIC REQUIREMENTS
The following program specific requirements are imposed by the Federal or State sponsoring agency concerning
special requirements of law, program requirements, and other administrative requirements which must be
passed on to grant award recipients. These requirements are more likely to change from year to year than the
special provisions and federal certified assurances shown above, and usually vary across offices within the
Division.
1. If the applicant is a state government agency, the submission of this application certifies the applicant
agency has obtained through the state budget process the spending authority and FTE approval, if FTE is
requested, required to accept these state grant dollars. In addition, state agencies applying for these grant
funds must enclose in the appendix a letter or memorandum from the appropriate fiscal officer verifying the
applicant's ability to accept these state funds. If unable to comply with this condition, please contact DCJ
prior to the submission of the application.
2. The Subgrantee Agency certifies that the signing authorities, all staff and volunteers assigned to the project
have read and understood state laws and applicable rules of professional conduct related to issues of
confidentiality and privilege, particularly with respect to releasing identifying information about victims of
crime, including, but not limited to, those found in C.R.S. §13-90-107.
10. GENERAL PROVISIONS
1. INDEMNIFICATION.
a. To the extent authorized by law,the Subgrantee Agency shall indemnify, save, and hold harmless the
State, its employees and agents, against any and all claims, damages, liability and court awards including
costs, expenses, and attorney fees and related costs, incurred as a result of any act or omission by the
Subgrantee Agency, or its employees, agents, subcontractors, or assignees pursuant to the terms of this
subgrant award.
FOR GRANTS TO STATE AGENCIES AND HIGHER EDUCATION ONLY:
b. A self-insured, Subgrantee state Agency agrees that its Self-Insurance Program shall BE RESPONSIBLE
FOR any and all claims, damages, liability and court awards, including costs, expenses, and attorney fees
and related costs, incurred as a result of any act or omission by the Subgrantee Agency, or its employees,
agents, subcontractors, or assignees pursuant to the terms of this subgrant award.
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 14 of 19
Special Provisions& Certified Assurances must remain attached to the application
2. STATEWIDE CONTRACT MANAGEMENT SYSTEM
[This section shall apply when the Effective Date is on or after July 1, 2009 and the maximum amount payable to
Subgrantee hereunder is$100,000 or higher]
By entering into this subgrant, Subgrantee agrees to be governed, and to abide, by the provisions of CRS
§24-102-205, §24-102-206, §24-103-601, §24-103.5-101 and §24-105-102 concerning the monitoring of
vendor performance on state contracts and inclusion of contract performance information in a statewide
contract management system.
Subgrantee performance shall be evaluated in accordance with the terms and conditions of this subgrant,
State law, including CRS §24-103.5-101, and State Fiscal Rules, Policies and Guidance. Evaluation of
Subgrantee's performance shall be part of the normal contract administration process and Subgrantee's
performance will be systematically recorded in the statewide Contract Management System. Areas of review
shall include, but shall not be limited to quality, cost and timeliness. Collection of information relevant to the
performance of Subgrantee's obligations under this subgrant shall be determined by the specific
requirements of such obligations and shall include factors tailored to match the requirements of the Project
Plan of this subgrant. Such performance information shall be entered into the statewide Contract
Management System at intervals established in the Project Plan and a final review and rating shall be
rendered within 30 days of the end of the Subgrant term. Subgrantee shall be notified following each
performance and shall address or correct any identified problem in a timely manner and maintain work
progress.
Should the final performance evaluation determine that the Subgrantee demonstrated a gross failure to meet
the performance measures established under the Project Plan, the Executive Director of the Colorado
Department of Personnel and Administration (Executive Director), upon request by the Colorado Division of
Criminal Justice, and showing of good cause, may debar Subgrantee and prohibit Subgrantee from bidding
on future contracts. Subgrantee may contest the final evaluation and result by: (i) filing rebuttal statements,
which may result in either removal or correction of the evaluation (CRS §24-105-102(6)), or (li) under CRS
§24-105-102(6), exercising the debarment protest and appeal rights provided in CRS §§24-109-106, 107,
201 or 202, which may result in the reversal of the debarment and reinstatement of Subgrantee, by the
Executive Director, upon showing of good cause.
3. The Subgrantee Agency shall comply with all applicable revisions or additional requirements that may be
imposed by law and any future state and federal guidance including clarifications of requirements. Any
revisions to such provisions or regulations shall automatically become a part of these Special Provisions and
Certified Assurances, without the necessity of either party executing any further instrument. The State of
Colorado may provide written notification to the Subgrantee Agency of such revisions, but such notice shall
not be a condition precedent to the effectiveness of such revisions.
4. CORA Disclosure
To the extent not prohibited by federal law, this subgrant and the performance measures and standards
under CRS§24-103.5-101, if any, are subject to public release through the Colorado Open Records Act,
CRS§24-72-101, et seq.
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 15 of 19
Special Provisions& Codified Assurances must remain attached to the application
State of Colorado
Supplemental Provisions for
Federally Funded Contracts,Grants,and Purchase Orders
Subject to
The Federal Funding Accountability and Transparency Act of 2006 (FFATA),As
Amended
As of 10-15-10
The contract, grant, or purchase order to which these Supplemental Provisions are attached has been
funded, in whole or in part,with an Award of Federal funds. In the event of a conflict between the
provisions of these Supplemental Provisions,the Special Provisions,the contract or any attachments or
exhibits incorporated into and made a part of the contract, the provisions of these Supplemental
Provisions shall control.
1. Definitions. For the purposes of these Supplemental Provisions, the following terms shall have the
meanings ascribed to them below.
1.1. "Award" means an award of Federal financial assistance that a non-Federal Entity receives or
administers in the form of:
1.1.1. Grants;
1.1.2. Contracts;
1.1.3. Cooperative agreements, which do not include cooperative research and
development agreements (CRDA) pursuant to the Federal Technology Transfer Act
of 1986, as amended (15 U.S.C. 3710);
1.1.4. Loans;
1.1.5. Loan Guarantees;
1.1.6. Subsidies;
1.1.7. Insurance;
1.1.8. Food commodities;
1.1.9. Direct appropriations;
1.1.10.Assessed and voluntary contributions; and
1.1.11. Other financial assistance transactions that authorize the expenditure of Federal
funds by non-Federal Entities.
Award does not include:
1.1.12.Technical assistance,which provides services in lieu of money;
1.1.13.A transfer of title to Federally-owned property provided in lieu of money; even if the
award is called a grant;
1.1.14.Any award classified for security purposes; or
1.1.15. Any award funded in whole or in part with Recovery funds, as defined in section
1512 of the American Recovery and Reinvestment Act(ARRA)of 2009 (Public Law
111-5).
1.2. "Central Contractor Registration (CCR)" means the Federal repository into which an Entity
must enter the information required under the Transparency Act,which may be found at
http://www.bpn.gov/ccr.
1.3. "Contract" means the contract to which these Supplemental Provisions are attached and
includes all Award types in§1.1.1 through 1.1.11 above.
1.4. "Contractor" means the party or parties to a Contract funded, in whole or in part,with Federal
financial assistance, other than the Prime Recipient, and includes grantees, subgrantees,
Subrecipients, and borrowers. For purposes of Transparency Act reporting, Contractor does
not include Vendors.
1.5. "Data Universal Numbering System (DUNS) Number" means the nine-digit number
established and assigned by Dun and Bradstreet, Inc. to uniquely identify a business entity.
Dun and Bradstreet's website may be found at: http://fedgov.dnb.com/webform.
1.6. "Entity" means all of the following as defined at 2 CFR part 25, subpart C;
1.6.1.A governmental organization, which is a State, local government, or Indian Tribe;
1.6.2.A foreign public entity;
1.6.3.A domestic or foreign non-profit organization;
1.6.4. A domestic or foreign for-profit organization; and
1.6.5. A Federal agency, but only a Subrecipient under an Award or Subaward to a non-
Federal entity.
1.7. "Executive" means an officer, managing partner or any other employee in a management
position.
1.8. "Federal Award Identification Number(FAIN)" means an Award number assigned by a
Federal agency to a Prime Recipient.
1.9. "FFATA" means the Federal Funding Accountability and Transparency Act of 2006(Public
January 2012
SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 16 of 19
Special Provisions & Certified Assurances must remain attached to the application
Law 109-282), as amended by§6202 of Public Law 110-252. FFATA, as amended, also is
referred to as the"Transparency Act."
1.10. "Prime Recipient" means a Colorado State agency or institution of higher education that
receives an Award.
1.11. "Subaward" means a legal instrument pursuant to which a Prime Recipient of Award funds
awards all or a portion of such funds to a Subrecipient, in exchange for the Subrecipient's
support in the performance of all or any portion of the substantive project or program for which
the Award was granted.
1.12. "Subrecipient" means a non-Federal Entity (or a Federal agency under an Award or
Subaward to a non-Federal Entity) receiving Federal funds through a Prime Recipient to
support the performance of the Federal project or program for which the Federal funds were
awarded.A Subrecipient is subject to the terms and conditions of the Federal Award to the
Prime Recipient, including program compliance requirements. The term"Subrecipient" includes
and may be referred to as Subgrantee.
1.13. "Subrecipient Parent DUNS Number" means the subrecipient parent organization's 9-digit
Data Universal Numbering System (DUNS) number that appears in the subrecipient's Central
Contractor Registration (CCR) profile, if applicable.
1.14. "Supplemental Provisions" means these Supplemental Provisions for Federally Funded
Contracts, Grants, and Purchase Orders subject to the Federal Funding Accountability and
Transparency Act of 2006, As Amended, as may be revised pursuant to ongoing guidance from
the relevant Federal or State of Colorado agency or institution of higher education.
1.15. "Total Compensation" means the cash and noncash dollar value earned by an Executive
during the Prime Recipient's or Subrecipient's preceding fiscal year and includes the following:
1.15.1. Salary and bonus;
1.15.2.Awards of stock, stock options, and stock appreciation rights, using the dollar
amount recognized for financial statement reporting purposes with respect to the
fiscal year in accordance with the Statement of Financial Accounting Standards No.
123 (Revised 2005) (FAS 123R), Shared Based Payments;
1.15.3. Earnings for services under non-equity incentive plans, not including group life,
health, hospitalization or medical reimbursement plans that do not discriminate in
favor of Executives and are available generally to all salaried employees;
1.15.4. Change in present value of defined benefit and actuarial pension plans;
1.15.5.Above-market earnings on deferred compensation which is not tax-qualified;
1.15.6. Other compensation, if the aggregate value of all such other compensation (e.g.
severance,termination payments, value of life insurance paid on behalf of the
employee, perquisites or property)for the Executive exceeds$10,000.
1.16. "Transparency Act" means the Federal Funding Accountability and Transparency Act of 2006
(Public Law 109-282), as amended by§6202 of Public Law 110-252. The Transparency Act
also is referred to as FFATA.
1.17 "Vendor" means a dealer, distributor, merchant or other seller providing property or services
required for a project or program funded by an Award.A Vendor is not a Prime Recipient or a
Subrecipient and is not subject to the terms and conditions of the Federal award. Program
compliance requirements do not pass through to a Vendor.
2. Compliance. Contractor shall comply with all applicable provisions of the Transparency Act and the
regulations issued pursuant thereto, including but not limited to these Supplemental Provisions. Any
revisions to such provisions or regulations shall automatically become a part of these Supplemental
Provisions, without the necessity of either party executing any further instrument. The State of
Colorado may provide written notification to Contractor of such revisions, but such notice shall not be
a condition precedent to the effectiveness of such revisions.
3. Central Contractor Registration (CCR)and Data Universal Numbering System (DUNS)
Requirements.
3.1. CCR. Contractor shall maintain the currency of its information in the CCR until the Contractor
submits the final financial report required under the Award or receives final payment,whichever
is later. Contractor shall review and update the CCR information at least annually after the
initial registration, and more frequently if required by changes in its information.
3.2. DUNS. Contractor shall provide its DUNS number to its Prime Recipient, and shall update
Contractor's information in Dun & Bradstreet, Inc. at least annually after the initial registration,
and more frequently if required by changes in Contractors information.
4. Total Compensation. Contractor shall include Total Compensation in CCR for each of its five most
highly compensated Executives for the preceding fiscal year if:
4.1. The total Federal funding authorized to date under the Award is$25,000 or more; and
January 2012
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Special Provisions& Certified Assurances must remain attached to the application
4.2. In the preceding fiscal year, Contractor received:
4.2.1. 80%or more of its annual gross revenues from Federal procurement contracts and
subcontracts and/or Federal financial assistance Awards or Subawards subject to
the Transparency Act; and
4.2.2. $25,000,000 or more in annual gross revenues from Federal procurement
contracts and subcontracts and/or Federal financial assistance Awards or
Subawards subject to the Transparency Act; and
4.3.The public does not have access to information about the compensation of such Executives
through periodic reports filed under section 13(a)or 15(d) of the Securities Exchange Act of
1934 (15 U.S.C. 78m(a), 78o(d)or§6104 of the Internal Revenue Code of 1986.
5. Reporting. Contractor shall report data elements to CCR and to the Prime Recipient as required in
§7 below if Contractor is a Subrecipient for the Award pursuant to the Transparency Act. No direct
payment shall be made to Contractor for providing any reports required under these Supplemental
Provisions and the cost of producing such reports shall be included in the Contract price.The
reporting requirements in§7 below are based on guidance from the US Office of Management and
Budget(OMB), and as such are subject to change at any time by OMB.Any such changes shall be
automatically incorporated into this Contract and shall become part of Contractor's obligations under
this Contract, as provided in§2 above. The Colorado Office of the State Controller will provide
summaries of revised OMB reporting requirements at http://www.colorado.00v/dpa/dfp/sco/FFATA.htm.
6. Effective Date and Dollar Threshold for Reporting.The effective date of these supplemental
provisions apply to new Awards as of October 1, 2010. Reporting requirements in§7 below apply to
new Awards as of October 1, 2010, if the initial award is$25,000 or more. If the initial Award is below
$25,000 but subsequent Award modifications result in a total Award of$25,000 or more, the Award is
subject to the reporting requirements as of the date the Award exceeds$25,000. If the initial Award
is$25,000 or more, but funding is subsequently de-obligated such that the total award amount falls
below$25,000, the Award shall continue to be subject to the reporting requirements.
7. Subrecipient Reporting Requirements. If Contractor is a Subrecipient, Contractor shall report as
set forth below.
7.1 To CCR.A Subrecipient shall register in CCR and report the following data elements in CCR
for each Federal Award Identification Number no later than the end of the month following the
month in which the Subaward was made:
7.1.1 Subrecipient DUNS Number;
7.1.2 Subrecipient DUNS Number+4 if more than one electronic funds transfer(EFT)
account;
7.1.3 Subrecipient Parent DUNS Number;
7.1.4 Subrecipient's address, including: Street Address, City, State, Country, Zip +4, and
Congressional District;
7.1.5 Subrecipient's top 5 most highly compensated Executives if the criteria in§4 above
are met; and
7.1.6 Subrecipient's Total Compensation of top 5 most highly compensated Executives if
criteria in §4 above met.
7.2 To Prime Recipient.A Subrecipient shall report to its Prime Recipient, upon the effective date
of the Contract, the following data elements:
7.2.1 Subrecipient's DUNS Number as registered in CCR.
7.2.2 Primary Place of Performance Information, including: Street Address, City, State,
Country, Zip code +4, and Congressional District.
January 2012
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Special Provisions& Certified Assurances must remain attached to the application
8. Exemptions.
8.1.These Supplemental Provisions do not apply to an individual who receives an Award as a
natural person, unrelated to any business or non-profit organization he or she may own or
operate in his or her name.
8.2 A Contractor with gross income from all sources of less than $300,000 in the previous tax year
is exempt from the requirements to report Subawards and the Total Compensation of its most
highly compensated Executives.
8.3 Effective October 1, 2010, "Award" currently means a grant, cooperative agreement, or other
arrangement as defined in Section 1.1 of these Special Provisions. On future dates"Award"
may include other items to be specified by OMB in policy memoranda available at the OMB
Web site;Award also will include other types of Awards subject to the Transparency Act.
8.4 There are no Transparency Act reporting requirements for Vendors.
9. Event of Default. Failure to comply with these Supplemental Provisions shall constitute an event of
default under the Contract and the State of Colorado may terminate the Contract upon 30 days prior
written notice if the default remains uncured five calendar days following the termination of the 30 day
notice period. This remedy will be in addition to any other remedy available to the State of Colorado
under the Contract, at law or in equity.
January 2012
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Special Provisions & Certified Assurances must remain attached to the application
SIGNATURE PAGE ->->-> TO BE COMPLETED BY ALL APPLICANTS
(ORIGINAL SIGNATURES REQUIRED-Please sign in BLUE ink. See instructions for description of proper signatories.)
The Subgrantee Agency and responsible signatories certify by signing that they have read the Application including
the Special Provisions and Certified Assurances, and are fully cognizant of their duties and responsibilities for this
project. The Subgrantee Agency understands and agrees that any subgrant award received as a result of this
application shall incorporate by reference the information contained herein. Responsibility for narrative and fiscal
reporting requirements are delegated to the designated Project Director, who will sign all such reports. This
delegation is for purposes of reporting to the Division and for operational ease, and in no way limits the authority and
responsibility of the Authorized Official. In accordance with the Colorado Revised Statutes 24-72-202.6, information
supplied in this application is considered a public record.
AUTHORIZED OFFICIAL
Name Sean P.Conway
Position Chair,Board of County Commissioners
Agency Board of County Commissioners,Weld County
Mailing Address PO Box 758
City, State,Zip Greeley,CO 80632
Telephone# 970 336-7204
Fax# 970 352-0242
E-mail Address sconway@co.weld.co.us
Signature ^ Date
FEB 2 9 2011
FINANCIAL OFFICER
Name Barbara Connolly
Position Financial Officer
Agency Weld County Government
Mailing Address PO Box 758
City, State,Zip Greeley,CO 80632
Telephone# 970 356-4000 ext 4218
Fax# 970 352-0242
E-mail Address bconnolily@co.weld.co.us
Signature Date
FEB 2 9 201?
PROJECT DIRECTOR -
Name JoAnn Holden
Position Director of Victim Services
Agency 19th Judicial District Attorney's Office,Victim Witness Assistance Unit
Mailing Address PO Box 1167
City, State,Zip Greeley,CO 80632
Telephone# 970 356-4010 ext 4747
Fax# 970 352-80632
E-mail Address jholden@co.weld.co.us
Signature Date
January 2012
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