HomeMy WebLinkAbout20091622.tiffRESOLUTION
RE: APPROVE CONTINUATION APPLICATION FOR COLORADO PREVENTION PARTNERS
STRATEGIC PREVENTION FRAMEWORK STATE INCENTIVE 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 a Continuation Application for the Colorado
Prevention Partners Strategic Prevention Framework State Incentive Grant from the County of
Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, with
the Department of Human Services acting as the Fiscal Agent on behalf of North Range Behavioral
Health, Community Prevention, Division of Behavioral Health, to the Colorado Department of
Human Services, commencing September 30, 2009, and ending June 30, 2010, with further 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 Continuation Application for the Colorado Prevention Partners Strategic
Prevention Framework State Incentive Grant from the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, with the Department of Human
Services acting as the Fiscal Agent on behalf of North Range Behavioral Health, Community
Prevention, Division of Behavioral Health, to the Colorado Department of Human Services, be, and
hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said application.
�o /IS Ic,-rs
2009-1622
H R0080
O 7 /23 (C7
CONTINUATION APPLICATION FOR COLORADO PREVENTION PARTNERS
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 15th day of July, A.D., 2009.
ATTEST:
Weld County Clerk to the B
BY.
AP
V�-
7'I
County Attorney
Date of signature
David E. Long
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, G pRADO
iam F. Garcia, Chair
r, Pro-Tem
2009-1622
HR0080
MEMORANDUM
WIlD
DATE: July 13, 2009
TO: William F. Garcia, Chair, Board of County Commissionefs
O FROM: Judy A. Griego, Director, Human Servic e
COLORADO RE: Colorado Prevention Partners Strategic Prevention
Framework State Incentive Grant between the Weld County
Department of Human Services and North Range Behavioral
Health
Enclosed for Board approval is a Colorado Prevention Partners Grant Application between the
Weld County Department of Human Services and North Range Behavioral Health. This
Agreement was reviewed at the Board's July 14, 2009, Work Session.
Previously, the Board entered into a FY 2007 Colorado Prevention Partners Contract with the
Colorado Department of Human Services. Funding was awarded under a non-competitive
"Colorado Prevention Partners" application, which was submitted on behalf of Weld County's
Interagency Oversight Group (HB04-1451, "Collaborative Management of Multi -agency
Services Provided to Children and Families), and at the request of the Governor's Office. The
Department will act as the Fiscal Agent. North Range will act as the Program Administrator.
The IOG provides oversight for the Project.
1. The purpose of the project is to reduce substance abuse in Weld County following evidence -
based strategies using a multi -tiered approach.
2. The Contract provides for continued funding at an amount not to exceed $149,165.00 as
outlined in a budget incorporated as part of the Agreement. Funding will pay for a Project
Coordinator employed by North Range Behavioral Health, survey expenses, and related
operating expenses.
3. The source of funding is through the Colorado Department of Human Services' Alcohol and
Drug Abuse Division.
4. The period of the Agreement is September 30, 2009 through June 30, 2010.
If you have questions, please give me a call at extension 6510.
2009-1622
Colorado Prevention Partners Strategic
Prevention Framework State Incentive Grant
Guidelines for Continuation Process
No -Cost Extension
Application Packet
2009-2010
CONTRACTOR:
Division of Behavioral Health (DBH)
CPP BUDGET PAGE
Services & North Range Behavior Health .:
TIME PERIOD: 9/30/2009- 6/30/2010
Weld County Department of Human
Weld County Prevention Partners
PROJECT TITLE:
Category & Line
Annual Time
# Mos
Hrs/
Week
TOTAL
BUDGET
CPP FUND
Other Source
- Cash
Other Source
- Non -Cash /
In -Kind
Personnel
yo
1. CPP Coordinator
1.0 fte
9
40
34,068.00
34,068.00
0.00
0.00
Fringe Benefits
28%
9,539.00
9,539.00
0.00
0.00
2. Eval Liaison
.25 fte
9
10
9,000.00
9,000.00
0.00
0.00
Fringe Benefits
0%
0.00
0.00
0.00
0.00
3. Admin Assistant
0.00
0.00
0.00
0.00
Fringe Benefits
0%
0.00
0.00
0.00
0.00
4. Volunteer- in -kind 6,150.00
Total Personnel I 52,607.00 52,607.001 0.00 6,150.00
Consultants
1. Youth Consultants
0.00
0.00
0.00
0.00
2. Subcontractor
0.00
0.00
0.00
0.00
3. Consultant/Coordinator
OMNI
0.00
0.00
0.00
750.00
Total Consultant 0.001 0.001 0.001 750.00
Travel
1. Local
1,350.00
1,350.00
0.00
0.00
2. Out of Area
1,881.00
1,881.00
0.00
0.00
Total Travel 1 3,231.00 3,231.001 0.001 0.00
Operating
1. Training/Conference
see above
0.00
0.00
0.00
0.00
2. Copying/Printing
450.00
450.00
0.00
0.00
3. Meeting Room
300.00
300.00
0.00
9,450.00
4. Food
1,800.00
1,800.00
0.00
0.00
5. Indirect
9,000.00
9,000.00
0.00
0.00
6.Data Collection - HKCS 34,155.00 34,155.00
7.Office-rent/phone 5,850.00 5,850.00
8.Incentives/stipends 972.00 972.00
9.Office Supplies 225 225
Total Operating I 52,752.001 52,752.001 0.00 9,450.00
Implementation
1. Goal 1
26,575.00
26,575.00
0.00
0.00
2. Goal 2
8,200.00
8,200.00
0.00
0.00
3. Goal 3
5,800.00
5,800.00
0.00
0.00
Total Implementation 1 40,575.00 40,575.001 0.001 0.00
Grand Total 1 1 I 1 1 149,1bb.UU1 149,1bb.0U1 0.001 16,35U.0
Instructions:
This is the budget format required for the next fiscal year. The budget should
reflect and individually identify costs for both the fiscal agent and any
subconstractors. Billings to DBH should be prepared referencing the line items
in the budget. Your budget narrative must match the budget.
odhs
Ce:vieas departntert as Marren Services
bwpis tore kip jsirrw
Guidelines for Colorado Prevention Partners Continuation Process
September 30, 2009 — June 30, 2010
Use this page as a checklist to ensure inclusion of all required pages.
Review 09-10 CPP Continuation Guidelines:
Instructions and timeline
Attachments
❑ Revise forms as needed (including HKCS Reporting Request Form)
❑ Sign and submit 2009-2010 Work Agreement (page 5)
Complete Cover Page (Part 1)
Review DBH and OMNI Prevention Program Directory Summary (Part 2)
Complete CPP Program Narrative Report (Part 3)
Submit a revised Work Plan using the sample format in the Attachment Section #4 page 8
(Part 4)
Submit Steps 1 & 2 of your Sustainability Plan using the format in the Attachment
Section #V page 9 (Part 5)
Complete the Line Item Budget and Budget Narrative for 9 -months of 2009-2010 using
the Excel budget sheet and following instructions in the Attachment Section #VIII page
33 (Part 6)
Send one electronic copy of the application to Lou.Jennings@state.co.us with a cc: to
Melodv.Durso@state.co.us no later than close of business Friday July 10, 2009
If you have electronic signature technology, send the signed cover page (Part 1)
with your electronic copy
If you do not have electronic signature technology, mail the signed cover page
(Part 1) to the address below no later than close of business Friday, July 10, 2009.
Extention was requested and approved for signed pages
By mail or hand delivered:
Community Prevention, Division of Behavioral Health
3824 W. Princeton Circle
Denver, CO 80236-3111
Attention: Lou Jennings cc: Melody Durso
cdbh
Colorado Division of Behavioral Health
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
1
CPP Continuation Process
Cover Page 2009-2010
1. Fiscal Agent Weld County Department of Human Services
Address 315 North 11th Avenue, Greeley, Co. 80631
Central Telephone 970 352-1551
Fiscal Contact Person Lennie Bottorff
Phone Number X6530 Email Address
Total Amount Requested (Must agree with budget forms)
2. Project Director r I Coordinator Maria "Nomie" Ketterling
Agency Employed By
Address
Phone Number
Name of CPP Project
3. Approvals
a. Offici
North Range Behavioral Health
1260 H Street, Greeley, Co. 80631
970 313-1159
Fax 970 353-5215
bottorll@co.weld.co.us
$ 149,165.00
Email Address nomie.ketterling @northrange.org
Weld County Prevention Partners
'zed to Sign Contract
--
JUL 1 5 2009
William F. Garcia ,Weld County Commissioner
JudyGriegQ,Director .�
Billing Address
Federal Tax ID Number
P. O. Box A. Greeley, Co. 80632
#84-6000813
Date
71131C C,
ate
(970)356-4000 X4200
Phone
(1O - 3`..);1-P-)))) fir- tD
Phone
b. Financial Officer for the Contractor
Lennie Bottorff, Fiscal and Budget Manager
7 fIZ icfl /64.1- .L.537
Date Phone
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
2.
DBH & OMNI Prevention Contract Directory Summary
Review the Prevention Program Directory Summary on the DBH website at
http://www.cdhs.state.co.us/adad/PDFs/PreventionDirectory08.odf Section Seven (7) to confirm all
information for your program is correct.
If there are changes, submit them to Iou.jennines@statc.co.us and jcollinsomni.org.
3.
Narrative Report
The 2009-2010 CPP No -Cost Extension Application is for 9 months of funding to continue
implementation of strategic plans, collect an additional year of survey data, finalize sustainability
plans and complete final reports.
This is an opportunity to reflect on your progress in reaching your intended outcomes, challenges,
learnings and to describe initiatives, approaches and/or programs for this final partial year of
funding.
For each of the following questions answer each question thoroughly
A. Provide a brief description of the local data -driven process that supported the
selection of CPP prevention strategies for your implementation plan.
The Prevention Plan for WC CPP was developed from a process of utilizing community
indicator data, youth survey results, resource assessments, focus groups, community
readiness survey and coalition assessment. This plan set the goals and broad stroke strategies
for WC CPP. The original plan was further refined moving into the implementation stage of
engaging key stakeholders per strategy area in the selection process of the evidence -based
program, policy and practice. At this time, further information was utilized to refine the "fit"
and establish community readiness for implementation.
The evidenced based Prevention Strategies implemented in the fiscal year 2008-2009 for
WCPP. Were as follows:
1. Strengthening Families 10-14. Spring of 2008 brought about the revisit/re-strategize the
original Prevention Plan for WC CPP when it originally called for the use of Project
Northland (youth, parent and community strategies) in Greeley -Evans District 6 and it
was established that there was not a readiness for this approach. From that community
coalition process several best practice parenting programs were investigated.
Strengthening Families 10-14 instructor was selected as the best fit. The SF 10-14
instructor from Iowa State University came to Greeley and trained 14 facilitators.
2. Social Norm campaign with ACTUALITY. WC CPP TEAM WINDSOR began meeting
monthly in May 2007. The initial strategy was decided through the community
assessment process mentioned earlier and as a strategy in Windsor with the goal of
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
modifying social norms that accept/encourage underage drinking. The need and readiness
of the Windsor High School for a social norming campaign came about through Team
Meetings and presentations to school faculty and school board. The fall of 2008 a Core
Group of adults were trained by ACTUALTIY on the science of social norming. January
a focus group of high school youths were selected called the "STREET TEAM" and was
also trained by ACTUALTITY.
3. Social Marketing. This subcommittee began meeting in spring 2008 and implementing
the six steps decisional social marketing process with the guidance of OMNI staff. The
messaging to middle school parents about prevention and expectations around
alcohol/other drug use became the focus. The behavior was targeted for change focused
on parents would begin communicating, with their children about their own expectations;
thus "Let them know your limits" became the tagline. Two focus groups of parents with
middle school aged youth, one in Greeley and one in Windsor helped to test and further
refine the messaging that would be meaningful and the delivery systems that would be
most effectives.
4. Prevention Education — Life Skills. Again, when the original plan was revisited in May
2008, an opening in the Greeley -Evans District 6 for a supplemental curriculum to the
current health classes was established and a readiness to move forward. From the August
2008 Prevention Institute provided by WC CPP a large group of school faculty from three
school districts reviewed a pre -researched list of supplemental health/prevention
curriculums in a round robin format. Several of the finalists were further investigated
particularly for School District 6, Greeley. Selected and accepted through the School
Districts protocol is Life Skills for MS/HS. This curriculum will align with the current
curriculum in the schools — the Glencoe Model.
5. Community Trials — mobilizing community thorough an organized retailers group of
onsite and offsite liquor license holders and other interested parties; to effect retail access
of alcohol to all ages of people. This group named "Responsible Alcohol Retailers of
Weld County" (RAR of WC) was created in July 2008. The group wrote and accepted
"RAR of WC" by- laws and a code of ethics. Members are concerned with preventing
access of alcohol to underage drinkers and other drinking related problems. Members
receive numerous benefits, networking, promotions, discounts and free beverage server
training for their staff on a monthly basis if needed.
6. Functional Family Therapy — EFT — intensive evidenced based therapy delivered to
individual families. A defined number of slots are offered to School District 6 enrollment
as an intervention to effect referred youth and their families before things become worse
and lead to expulsion or youths dropping out of school, using substances, etc. This type
of intervention was identified by the district as their greatest need. WC CPP supported
these efforts addressing that need through the support of a successful strategy already
established in Weld County and furthers that community -school partnership.
B. Using the following data, provide a brief description of your progress reaching intended
outcomes for this past year related to:
a. Reduction of underage drinking
b. Other identified outcomes
3
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Progress towards outcomes reached in the past year:
1. Strengthening Families 10-14. Three sets of SF 10-14 classes were delivered in 2008-
2009. These classes were in Spanish and English and in the communities of Kersey and
Greeley. OMNI's analysis of the pre/post test surveys of all three sets of classes
demonstrated significant change toward more positive parenting behaviors, including parents
ability to share rules and expectations about alcohol use and other sensitive topics.
2. Social Norm. Team Windsor has been implementing this strategy with fidelity, including
gathering survey data on perceptions of youth in Windsor High School, engaging the youth
and the school in the process, holding focus groups with youth and utilizing that data to
develop the messaging. This social norm campaign in Windsor High School has taken on the
name DEFY. Coming from the "street team" the message is about defying the expectations
that everyone at Windsor High School abuses alcohol and drugs all the time. The youth that
comprise the "street team" are committed to their own healthy choices and not using alcohol
or drugs. In January 2009 a perception survey was given to the entire Windsor High School
and here were the summarized results: "A discrepancy between students' self -report
substance use and drinking and driving behavior and their perceptions of other students'
substance use and drinking and driving behavior is evident in the data collected at Windsor
High School (Figure 1). The discrepancy for the consumption of alcohol is such that almost
two thirds of respondents reported that they had not used alcohol in the past 30 days, yet only
19% of respondents believed that other students at their school had not used alcohol in the
past 30 days. The discrepancy between actual use and perceived use for other substances and
behaviors is similarly divergent". Prepared by: Dawn Nannini, Ph.D., Research and
Evaluation Specialist TEAM Fort Collins.
3. Social Marketing: The Greeley and Windsor Teams have followed a six -step decisional
process for social marketing to develop the messaging and conducted focus groups to test and
refine the messages. In addition, the coalition went through a renaming process, which
resulted in only a slight revision: Weld County Prevention Partners. Launch date for the "Let
them know your limits" social marketing campaign was set for June l s` with the release of the
WC Prevention Partners website LIVE.
Local HKCS community wide youth data, as well as state and national information are
included in the messaging on the website www.wcpreventionpartners.org. In addition WCPP
participated in its first community event in Johnstown. With a booth in the park with table
top displays and full sized banners and a car in the parade with magnets and banner with our
message, logo and tagline. This first phase is the development of the logo, tagline and
various marketing materials including website, brochure, posters, stickers, tote bags, t -shirts
and pens. Radio spots and print ads are being developed. ALL materials are in English and
Spanish.
4. Prevention Education. As described previously, this evidence based curriculum was
selected from a range of pre -researched programs by key stakeholders of the schools and
determined to be a "fit" according to youth data, school readiness, and ability to implement
in the schools. The Life Skills trainer from Minnesota trained 15 faculty from three different
school districts in Weld County. Life Skills has a very strong prevention message and was
well received by the participants. Each staff person received their own training manuals and
student workbooks have been ordered for implementation into the Health classes at District
6, middle schools and high schools fall 2009.
4
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
5. Community Trials — Training and technical assistance on the model was received from Dr.
Treno out of PIRE, Berkeley, California, as well as a Responsible Alcohol Retailers initiative
from Larimer County consultant -Team Fort Collins. RAR of WC is in growth stage and
increasing membership - and opportunities for members including TIPS training, a Blue
Card/Red Card program offered free to member by the WC Sheriff's Office and recognition
in local newspapers for compliance to local and state laws. Credibility and support is shown
by the representation of State Liquor Enforcement and Local law enforcement including the
Greeley Police Department, University of Northern Colorado Police Department and the WC
Sheriff's Office. Recently the municipal judge has been supplied with a list of RAR of WC
membership.
6. Functional Family Therapy — FFT — Eleven families were accepted into the FFT program
with eight families reporting positive results from the North Range Behavior Health
supervisor that deliver this evidence based therapy program. We are pleased to see that the
school district has fully utilized the allotted slots for FFT through the CPP funds. The school
district was careful with making referrals because it valued the program and results for the
students.
7. HKCS highlights for Windsor schools. Reporting for 9th graders in Windsor "during the
past 30 days -have had 5 or more drinks of alcohol in a row" — binge drinking. 28%
answered yes in 2007-08 compared to 17% in 2008-09. Other results for use in the past 30
days for 9" graders were as follows: cigarettes 2007-2008 23% compared to 13% in 2008-
2009, alcohol 2007-2008 40% compared to 26% in 2008-2009, marijuana 2007-2008 23%
compared to 11% 2008-2009. These positives indicators reflect well on implementation of
strategies including school policy changes, the addition of a part time school
counselor/student assistance staff, parent Substance Abuse Prevention Handbook and
Prevention TIPS in the local newspaper and support for pro -social activities in Windsor
schools by WCPP.
8. Windsor High School Policy and Practice. As a result of the parent-community/faculty
meetings held in 2008 teachers and community alike wanted a policy change to alcohol
violations by students with consequences that were meaningful and not damaging. Windsor
High School administration and school board made changes in policy regarding how students
were handled around violations and have now committed more FTE for student assistance
staff.
C. Describe how you have been or will be collecting output/outcome data related to your selected
strategies as well as your plans for using that information locally.
Future data collecting and plans for using the date:
1. Strengthening Families. This evidenced based curriculum is delivered the same every
class by trained facilitators. Participants are tracked for each section as well as the content
delivered to measure implementation and then the overall series ends with pre/post tests to
collect outcome data. The analysis of the first sets of classes' survey results by OMNI
have shown that there is change in parents behaviors that are not likely due to chance
alone and youth attitudes have shown significant improvement. This information was
shared with School District 6 and other agencies that may be interested in sustaining these
powerful parenting classes.
5
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
2. Social Norm. This social norm campaign began with a "misperception survey of the
entire Windsor High school. That data is being used to develop phase two of the social
norm campaign to be rolled out fall 2009. Additionally, Windsor school administration
was given the survey summary. It is scheduled to have a post perception survey
completed in the spring 2010 for Windsor HS. The types and amounts of media materials
along with timing will also be tracked. Following the model, changes in perceptions are
said to lead to changes in behaviors.
3. Social Marketing. The birth of the WCPP website and subsequent construction underway
at this time will include links to other coalitions and information for parents and youth.
Numbers of "hits" or uses of the site will be gathered. Additionally, numbers of events
attended, brochures distributed, other promotional items and educational information
disseminated will be counted. A survey of parents will be conducted in approximately
six months to gather data on effectiveness of the social marketing campaign.
4. Prevention Education — Life Skills an evidenced based curriculum will be provided by
trained teachers. Built into the Life Skills classes are survey materials for youth
completing the lessons- this data will be gathered and analyzed. In addition,
implementation will be monitored checking on dosage and fidelity of implementation
during the school year.
5. Community Trials — Responsible Alcohol Retailers of Weld County —RAR of WC -
celebrates one year July 2009. The active involvement of businesses and community
with RAR of WC suggests that a need is being filled as membership continues to
increase. The major milestones achieved and the number of members will be tracked. In
addition, the number of participants participating in beverage server training TIPS, will
be tracked.
6. Functional Family Therapy — FFT — this project will be under consideration for
continuation in the future. FFT works with individuals delivering intensive intervention.
North Range Behavioral Health implements the FFT and gathers survey information on
the outcomes as well as the number of families that participate. Families have become
more successful with school retention, finding housing and resources in the community.
D. For the strategies that you have been implementing for 6 months or longer, review your fidelity
data (e.g. data collected through OMNI data collection forms) and describe what the data tell you
about how well you are implementing those strategies.
Strengthening Families 10-14 Classes. OMNI staff aggregated and analyzed three sets of classes
delivered by trained SFI0-14 facilitators.
The Strengthening Families Program: For Parents and Youth 10-14 (SFP 10-14) is a parent, youth,
and family skills -building curriculum designed to:
—Prevent teen substance abuse and other behavior problems,
—Strengthen parenting skills
—Build family strengths
The program is delivered with seven sessions for parents, youth, and families using realistic videos,
role-playing, discussions, learning games, and family projects.
6
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Three cycles of SFP 10 — 14 have been conducted with families in Weld County with 21 parents and
31 youth completing the program between November 2008 and May 2009. Classes are available in
English and Spanish.
Table 1. Parent/Caregiver Survey Quantitative Results
SFP 10 —14 Parent/Caregiver Survey Scores
N = 15
Total Total Difference Desired
Score Score Direction
Then Now of
Change?
48.8 72.0 +23.2 Yes
Significant?
Yes
The comparison between Then and Now scores is statistically significant, which indicates that the
change in parenting behavior is not likely due to chance alone.
The other strategies have process measures at this time of what has been achieved to date in
alignment with the evidence -based model of social marketing, social norming and community trials.
{see attachments for strategy summaries prepared by OMNI staff}
E. Describe your 2008-2009 project successes.
Visibility and awareness of this CPP prevention project in the community began to happen in
earnest in October 2008.
1. The Weld County Substance Abuse Summit co -hosted by WCPP brought prevention to the
forefront to the gathering as a whole and subsequently to the working action committees after the
Substance Abuse Summit.
2. Team Windsor has had recognition in the local school district with their active commitment and
involvement with Team Windsor. A WC PP PREVENTION TIP runs weekly since early 2008 in
the local newspaper the Windsor Beacon and several articles have featured WCPP and various team
members.
3. Community Prevention messages came forward with the cooperative work taking place with the
Colorado Meth Project and the WC Sheriff's Office since January of 2009. Partnering with United
Way of Weld County to drive inquires for help and information to 2-1-1 for listing of resources.
And to provide the community an opportunity to expand an evidenced -based social marketing
campaign that gives a positive and constructive message to parents on substance abuse and youth.
4. The Social Marketing campaign -"Let them know your limits" with "Education, Solutions,
Hope" is a professional and user friendly body of materials that are currently rolling out to promote
WCPP and educate our community. The campaign includes the new website, community
booths/events /parades displaying marketing and prevention education and items being distributed.
Large pull up banners with prevention messaging are on display at our local mental health center
and family health center. A newly created parent brochure in English and Spanish will be
distributed to various Weld County school districts and their families fall 2009. At the Greeley
7
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Stampede July 2009 the inside cover of the OFFICIAL event program was a large display with the
"Let them know your limits" messaging to parents; 35,000 of these event programs were made.
5. WCPP has supported and/or sponsored several pro -social events and activities at our local
colleges and school districts including; University of Northern Colorado football game tailgate
parties, Aims Community College "back to school" days, a local girls basketball event program, a
high school swim team and Journey a young women's conference held on the campus of UNC,
Tailgate the Safety Way held in August at West High School grounds promotes underage drinking
and driving prevention. We will also be there with our prevention education materials and table top
displays.
6. Continued growth of the membership of the retailers group and the celebration of one year at the
July annual meeting. Cooperation with the WC Sheriff's Office to offer a special "mystery
shopper" project announced in a letter written by the WC Sheriff and sent out by WCPP to over 150
retailers adds credibility and visibility.
7. Strengthening Families 10-14 classes are popular and in demand with parents, organizations and
school districts. Partnerships with two school districts, Centennial BOCES and the cities of Evans
and Greeley have provided locations for classes. These classes taught in English and Spanish are
showing significance change in parental and youth behaviors with the families where it has been
implemented to date.
8. Relationships are of the MOST importance. This includes school districts administration and
staff, community members and parents on Team Greeley and Windsor, and business owners that
want the best for Weld County's families and youth.
9. Partnerships have been developed through the Sheriff's Office, the Greeley Police Department,
State and local liquor enforcement, agencies, businesses and many organizations represented on the
Teams Greeley and Windsor.
10. Colorado Department of Education - CDE funding encouraged school engagement and brought
to Greeley a LIFE SKILLS trainer from Minnesota. Life Skills will be taught in District 6 schools —
middle and high, fall 2009. Two other school districts had staff trained as well. This funding also
supported the action committees from the Substance Abuse Summit and the promotion of
Strengthening Families 10-14 classes to parents at a number of venues including schools, churches
and parent/teacher conferences.
11. Youth involvement. Several youths have attended Team Windsor meetings and given important
valuable feedback on social marketing messaging, website development and promotional material
selection. Youth ARE the Street Team for social norming in Windsor High School. They run the
weekly meetings, select messaging and materials working alongside the Core Team/adults/school
staff.
F. Describe your 2008-2009 project challenges/lessons learned.
Biggest challenge:
I. HKCS is the key to assessment with many uses yet the collection of data through the HKCS has
been a challenge in our largest school district where the policy remains that active parental
permission is required for surveying. The results from active permission are less satisfactory
(unusable results) than school districts that are requiring passive permission or informed intent. This
is an issue that we are still working on solving. Grant writing, reporting and the analysis of
outcomes require data to drive the planning and implementation of strategies and evaluating
8
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
outcomes. The prevention policy board is stepping up to support us in raising the policy issue of
active consent and for the school board to revisit this policy change.
2. Loss of coalition members (volunteers or professionals in the communities) as contacts and
champions of WCPP. There are few members of the coalition that have been on board for three
years or two years, but one year is more like it.
3. Balancing between the fiscal agent (Weld County) and the merger of two nonprofit organizations
where WCPP and the Coordinator are housed.
4. WCPP takes a comprehensive approach to prevention and has a number of strategies in progress.
Keeping all of these efforts going at once is challenging.
Many lessons learned:
I.Everyone needs to benefit from their efforts or investments of time and/or money.
2.Relationships and networking are essential to success of coalitions.
3.Small communities want autonomy and control.
4.Direct service projects take lots of time and attention from WCPP staff. In the future a permanent
location for SF 10-14 in an organization/agency or school would be ideal.
5.Funding to provide incentives, stipend, continuing education credits are necessary for school staff
to participate and motivate volunteers.
6.Communities HAVE ANSWERS TO THEIR OWN PROBLEMS given enough support,
guidance and resources.
7.Technical assistance and consultants for specialized projects is invaluable. Asking for help is a
must.
8. Paid staffs are required to keep all the wheels turning smoothly.
9. Prevention pays but selling it is expensive!
10. Using professionals as noted in #7 & #8 is imperative for professional results.
11. Appreciation and recognition of volunteers is essential for retention.
G. Describe the role of the CPP evaluation liaison in monitoring and reporting evaluation data.
The WCPP Evaluation Liaison with the WCPP Coordinator completes required monitoring and
reporting. Information is gathered and maintained through meeting or classroom agendas,
attendance sheets, minutes and reports. Meeting minutes and agenda are shared with all Coalition
members. The Evaluation Liaison attends most meetings to serve as the recorder.
Information is shared with OMNI and through CLI regular reporting.
H. Describe the involvement of the community coalition and other community members in
contributing to the successes and use of needs assessment and evaluation data described above.
Monthly WCPP Team meetings, RAR of WC meetings and social norming meetings are lead by
community coalition volunteer members. On several occasions during this past year coalition
members have been surveyed to determine their involvement the success or needs of the coalition
and evaluation of the process of WCPP. Additionally, there is no social marketing material or
message released without input from coalition members by email, phone, meetings, focus group, or
survey. All and every decision made is by consensus of the coalition members. Responses from
coalition members to a quality process surveys conducted/analyzed by OMNI showed high scores to
9
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
questions, for example: The process is free of favoritism and I am treated with dignity by everyone
involved in the process. Areas for improvement were keep policy change focused, keep moving
forward, and provide some training.
I. Other than TA from your RPC, describe any other priority technical assistance needed to carry
out your work.
WCPP has worked with consultant/experts:
1. To create, train, and launch a social marketing campaign and promotions.
2. To create, train and launch a social norm campaign
3. To train facilitators for Strengthening Families 10-14
4. To train coalition members in Community Trials
5. To train school faculty in Life Skills and prevention, in general.
6. To train beverage servers and bartenders in TIPS training.
7. Evaluation and data assistance from OMNI staff for example- survey and timeline
analysis, assistance with an executive summary for HKCS, and SF 10-14 data
collection analysis.
8. To train staff to manage the website.
9. Information technology provided by NRBH IT staff.
In the future, WCPP will require the following in terms of technical assistance:
1. Sustainability support working with the Sustainability committee
2. Evaluation assistance for evidence based strategies
3. HCKS support in administration and promotion
4. Grant writing support for new opportunities/additional funding
4.
Work Plan
Goal # 1. To modify social norms accepting/encouraging youth drinking and reduce social access to
alcohol by middle school and high school aged population using a multilevel parent,
school, and communitywide program designed to be alcohol specific.
OBJECTIVE 1. — Team Greeley. Provide in school or community prevention education and
support to parents and Youth.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. In school: Support, encourage and ensure the
instruction of Life Skills curriculum to supplement
the existing Health Curriculum in Greeley School
District 6.
Fall 2009
-District 6 staff
-WCPP Coordinator
2. In community: Provide prevention education
materials to various venues and other organizations
that work directly with parents and youth.
Fall 2009-
ongoing
-WCPP Coordinator
-Community coalition
3. In school/community: To provide Strengthening
Fall 2009-
-WCPP Coordinator
10
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Families 10-14, an evidenced based parenting
curriculum in Spanish and English.
spring 2010
-SF Site Coordinator
-School personnel
-BOCES personnel
OBJECTIVE 2. - Team Windsor. Provide a social norm campaign in Windsor High School.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
I. In school: Continue into Phase 2 of ACTUALITY -
a social norm project driven by a YOUTH street team.
In the Windsor High School.
Fall 2009-
spring 2010
-ACTUALTIY staff
-Windsor school staff —
core team
-Windsor student- street
team
-WCPP Staff
2. In community: Involve community when the
campaign is ready for public awareness.
Fall 2009
-Windsor school staff &
youth
-WCPP staff
4.In school: Evaluation through a post perception
survey of Windsor High School students.
Spring 2010
-ACTUALITY staff
-Windsor school staff
-Community coalition
OBJECTIVE 3 — To provide a parental education brochure to parents of middle school age in
Weld County.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. In schools: Support the distribution of a uniquely
WCPP parent brochure in English and Spanish -
created summer 2009, to be distributed to various
school districts. Distribution will be assisted by WC
Sheriff's Office
Fall 2009-
ongoing
-WCPP Staff
-Sheriff's Office staff
OBJECTIVE 4. - To implement a social marketing campaign in the community to focus on
family/aarentin2 in Weld County.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. In community: To manage a newly created website.
Fall 2009-
ongoing
-WCPP Coordinator
-Webmaster/marketing
consultant
2. In community: To run print ads, billboards, radio
spots and enhance marketing/promotional materials
and peripherals.
Fall 2009-
ongoing
-WCCPP staff
-Marketing consultant
-Community Coalition
3. Monitor and evaluate website and other social
marketing efforts in Weld County.
Spring 2010
-WCPP staff
-OMNI staff
11
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Goal # 2. To reduce access and availability of alcohol to middle school and high school youth by
reducing retail and social access through increased enforcement of underage drinking
laws/penalties.
OBJECTIVE -1. Implement Community Trials interventions in Weld County -Community
Mobilization.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Community Mobilization. Continue regular meeting
of RAR of WC group. The annual meeting being July
of each year.
October 2009-
ongoing
-WCPP Staff
-RAR members -the
owners and operators of
alcohol retailers and law
enforcement members
of RAR of WC
2. Consult with Dr Treno or associate to review
progress and modify if needed.
October 2009
-WCPP Staff
-RAR members
OBJECTIVE 2- Implement Community Trials interventions — Responsible Beverage Server
training.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Continue to offer monthly TIPS — beverage server
training to RAR member staff, at no or reduced fees.
Fall 2009 and
ongoing
-Trained TIP provider
-RAR members
-WCPP staff
OBJECTIVE 3. - Implement Community Trials interventions- promotion and recognition of
retailers.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Promotion/ recognition of members. Complete
media/marketing of RAR of WC through the
development of logo, website link to
www.wcpreventionpartners.ory , decals/window
Fall 2009
-RAR members
-WCPP staff
-Marketing professional
clings, radio spots, brochure and folder for RAR
members.
2. Give recognition to retailers who are in compliance
with state/local liquor laws. Working with law
enforcement and the courts for recognition of RAR as
a viable and credible group.
Fall 2009
-RAR members
-Law enforcement —
local and state liquor
enforcement
-WCPP staff
Goal # 3.To modify the social norms accepting/encouraging youth drinking and reduce social access
of alcohol to youth through the strategy of keeping special events festive and safe in
Windsor and Greeley. (Weld County)
OBJECTIVE -1. 1 To educate/inform/disseminate prevention information to the community.
12
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Social marketing campaign materials aimed at
middle school parents will be on display in various
venues in Weld County, including community events.
"Let them know your limits" is directed to middle
school parents to share and discuss expectations and
consequences with their children.
Fall 2009-
ongoing
-WCPP staff
-Community coalition
2. Website includes a parent section and youth
information section with prevention education and
resources with a link to RAR of WC and United Way
resources.
Fall 2000-
ongoing
-WCPP staff
3. Advertise in the Greeley Stampede official program
reaching with 35,000 copies.
May 2010
-WCPP staff
OBJECTIVE —2.1 To support and enhance prevention efforts at our local institutions of
higher education.
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Support higher education at Aims Community
College and University of Northern Colorado i.e. pro
social activities on the college/university campus or
support for MyLife Student Peer Education Council at
Aims.
• Fall 2009
- Aims Student Life staff
-UNC DATE Staff
-WCPP staff
5.
Sustainability Plan
Step One: Identify What to Sustain by the WC Prevention Partners
In a joint meeting of the WCPP Teams Greeley and Windsor held on June 1, 2009 coalition
members worked toward the continuation of these preventions efforts in Weld County. First, we
identified what is currently happening with resources and implementation and then a preliminary
discussion on what to sustain in the future.
Resources (resources utilized to implement efforts and relative amounts utilized coordinator
time;
o SFP other staff (facilitators and site coordinators);
o media consultants (marketer, graphic designer, Team Ft. Collins/Actuality);
o volunteers;
o partnerships (school, BOCES, law enforcement, retailers, coalition and policy board);
o in -kind (facility, equipment, supplies, services, outreach);
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
o operating costs (indirect);
o local evaluation support
o Coordinator
■ SFP staff
0 Media staff
OVolunteers
■ Partnerships
O ln-kind
■ Op Costs
o Local eval
Other Resources:
o OMNI HKCS (contracted through WCPP and also additional support through state CPP)
o OMNI CPP Evaluation Staff (additional support through state CPP)
o OMNI RPS — Regional Prevention Consultant (ongoing support through DBH)
Efforts (what is being implemented and relative amounts
o media (social marketing and social norming);
o prevention education and skills (SFP and Life Skills);
o coalition building (SPF process of assessment (data + HKCS), planning,
implementation, evaluation, etc...);
o Community Trials (RAR, law enforcement of underage drinking with events, Tips
training, etc...);
o policy (at schools, at retailers);
o school engagement;
o FFT (intervention support); and
o professional development;
o alternative activities/pro-social (sponsorship of youth to attend conferences, etc...).
o Media
• Prev Ed
OCoalition Bldg
oCmmty Trials
■ Policy
oschool Eng
■ FFT
O Pro-Soc/AA
■ Prof Dev't
Identification of Efforts/Strategies to Sustain in the Future:
14
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Participants of the June Pt Sustainability meeting identified the following list of efforts to sustain,
with the first two areas receiving the most support.
o Media
• social marketing
• social norms campaign
• media campaign based on data collection
o Coalition Building/Partnerships
monthly meetings
• community -school partnerships
• coalition building and community mobilization- expanding to include
other communities in the county
o Community Trials —Responsible Alcohol Retailers of WC efforts
o Data Collection — survey consistently
o Increased policy emphasis
o Strengthening Families
o Functional Family Therapy
Priorities of Sustainability in moving forward were identified as the following:
o Diversified funding
o Coordinator position
o Solid infrastructure of the coalition
shared group learning/networking
o Community information on results and outcomes (strategic with funding
opportunities)
o Data and evaluation
o Technical assistance — ongoing access and support (for EBP and otherwise)
O
All prevention WC Prevention Partners efforts are funded through this CPP SIF-SIG grant
except for the in -kind contributions, discounts or partnerships with municipalities, school
districts and individuals or businesses in the communities.
Step 2: Case statement: Description of Weld County Prevention Partners
Weld County Prevention Partners is an active community coalition situated largely in two
communities in Weld County, a county with twenty three incorporated towns. Two teams — Team
Greeley and Team Windsor are comprised of parents, youth, social service professionals
representing various agencies of the 1451 Collaborative; the WCPP Prevention Policy Board, law
enforcement, the faith community, schools- staff/administration and boards, counseling and
substance abuse professionals, health system, media representatives and business people. Meetings
occur in each community separately by teams and jointly several times a year to make decisions and
celebrate accomplishments.
WC Prevention Partners is being looked to as THE prevention hub in Weld County. WCPP offers
prevention education and resources for the community regarding substance abuse information and
awareness. The WCPP office is housed in the local community mental health center, North Range
Behavioral Health. Efforts of all kinds are being connected through and with WC Prevention
15
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Partners including Substance Abuse Summit action committee — venue for meeting, support for
meals and personnel. Education and resource booths and displays supported by WCPP are set up all
over the county. With the inception of the WC Prevention Partners website information can be
shared more effectively.
Rational for sustaining WC Prevention Partners in the community.
Information was obtained from the community coalition members and the Prevention Policy Board
through a qualitative survey June 2009.
Participants stated that the WCPP gives them;
1. The ability to impact issues through WCPP and to be involved in their own communities.
• "The coalition has implemented strategies to prevent underage drinking of alcohol among
young people in Windsor and Greeley, including the promotion of educational materials for
parents in Windsor and marketing materials in Greeley, and the education of beverage
servers through the TIPS program for RAR of WC members."
• "As a parent in the community as well as a psychotherapist, I appreciate the dissemination of
updated information that is specific to my community and the issue at hand. I have gained
insight to the issue and an awareness of resources. I have also been given the opportunity to
discuss issues with other concerned citizens." This is justification for the future of the
website and the interactive abilities.
• "The board provided a great framework auxiliary and community members to get involved
and provide service in ways that are likely to have a positive impact on teen behavior."
2. Coalition and board members felt that through the WCPP they have increased their knowledge
and awareness of issues and solutions among members.
3. Networking and support across efforts for resources, professional development and continuing
education opportunities ad referrals to evidence based programs. "Biggest thing is how the
individual efforts of each organization enhances and strengthens the efforts of the group as a whole,
more so than each organization working independently".
For the community as a whole the respondents stated that WC Prevention Partners provides a
strategic and coordinated (streamlined effort) impact on prevention (and issue of underage drinking):
• "The coalition provides an avenue for representatives from a variety of educational and
organizational agencies to develop and implement evidence -based strategies that will
reduce the use of alcohol by minors"
• "A great plan to lower underage drinking. Awareness about underage drinking.
Information about where to get help".
• "Organized efforts to provide a positive marketing message that will help teens make
better choices".
• "A liaison between community resources/agencies, state resources/agencies and as a
result I have seen information become more streamlines. Substance abuse
prevention/intervention/treatment services seem to be less fragmented".
And greater support to the community as a whole — awareness, resources, solutions:
16
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
• "This coalition is extremely supportive of our community through the media, visibility at
community and school functions, and the support they give to other community people".
• "It provides information and other resources to community members who would not
otherwise know of or know where to seek the information. It adds to the community's
awareness at a time when so many are busy, almost too busy to address as an individual
alone. It also brings to light a path that can be taken to change things such as social norms
with the community. Also provided were ways to change social norms as well as support
in doing so".
• "Strong and positive message encouraging alcohol/drug prevention with real resources to
be utilized by community members".
At the June 1st meeting we reviewed the next steps in the sustainability planning framework:
o identify funding and resource strategies
o conduct action planning
o identify and elicit technical assistance and training required to strengthen
sustainability efforts
Sustainability Planning Committee: the next step is to form a subcommittee to continue
working on the plan and members have been identified. This subcommittee will consist of
current coalition members with additional new individuals interested in the sustainability of
prevention in Weld County is scheduled to begin meeting by August 2009.
WCPP has been included in two possible grants opportunities for 2009-2010: The Colorado
Partnership for Success grant and the DFC-Mentoring grant with Denver Drug Strategies
Office. In February 2009, the WCPP Coordinator along with the Executive Director of the
1451 Collaborative/the WCPP Prevention Policy Board attended the grant writing workshop
for the DFC grant. It is the intention of these groups to pursue the DFC funding. Additionally,
North Range Behavioral Health is supportive and discussing plans to support and sustain the
projects/programs of WC Prevention Partners. Strengthening Families 10-14 is particularly of
interest to NRBH as resource to its families/clients.
Membership — the WCPP Coordinator is an alternate on the State steering committee - in the
newly forming "Colorado Future" — the network of prevention coalitions in Colorado is sure to
assist in networking and connections for sustaining efforts.
17
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
6.
2009-2010 Budget
Based on your narrative reflections above and your revised work plan, include a current assessment
of funding needs for the next nine months.
PERSONNEL EXPENSES: Project Director and Evaluation Liaison - $52,607.00
Prorated for nine months
Project Director —with 4% cost of living increase ($1747.00) = 45,424.00 = $3785.00 monthly x 9=
$34,068.00.
Fringe benefits are calculated at an additional 28% annually. $1060.00 monthly x 9 = $9539.00
Evaluation Liaison = $12,000.00 annually @. 25 FTE, no benefits. Hourly rate of $25.00/hour for
10 hours/week = $250 x 4= $1000.00/month for nine months = $9000.00
TRAVEL EXPENSES: $3,231.00
Out -of -area expenses: Conference - Meetings
Denver Trips: Mileage for two trips to Denver @ 130 miles round trip x 2 trips =260 miles @ .50
per mile = $130; lodging for two rooms @ $100 per room = $200 per night x 1 night = $200 x 2
meetings = $400; meals per Diem ($49 per day Denver) x 2 people = $98 x 2 days = $196 x 2
meetings = $392 total= $922.00.
Regional Prevention Summit Meeting and State Networking Meeting: One trip to Denver for 2
people @ 130 miles round trip @ .50 per mile = $65; lodging for 2 rooms @ $100 per room = $200
per night x 3 nights = $600; meals per diem ($49 per day) x 2 people = $98 x 3 days = $294 total =
$959.00
TOTAL FOR Out of Area TRAVEL: $1881.00
In -area expenses:
Local mileage: 300 miles per month x 12 months @ .50 cents = $1800.00
Out of county: included above
Mileage rate has been adjusted down to $.50 per mile x 300 x 9 months = $1350.00
TOTAL FOR In Area TRAVEL $1350.00 prorated for nine months
OPERATING EXPENSES: $ 52,752.00
Copying/printing _ copy paper, ink, toner, $50.00/month x 9 = $450.00
Meeting Room Rental: $100/2 hour meeting x 3 = $300.00
Food for meetings: $100/meeting x 2 per month x 9 = $1800.00
Indirect - (utilities, bookkeeping staff, IT support, insurance) =$1000/month x 9 =$9,000.00
Data Collection costs: $34,155.00
HKCS-Healthy Kids Colorado Survey- survey materials - 4,000 students x $2.15= $8600.00
Additional costs for random sample process: $9000.00
Full Census for Windsor — 1770 x $2.15 = $3,655.00
Full Census for Greeley (70% parent participation) - 5600 x $2.15 = $12,040.00
Administration costs may include substitute teacher or admin assistant @ $45.00/hr x 4 hours x 2 =
$360.00
18
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
Incentives for classrooms (students/staff) and pencils - $500.00
Incentives/stipends for coalition volunteers: $18/hour for attending 2 hour meetings/ gift cards
trainings and assisting the project x 3 volunteers x a monthly meetings x prorated for 9 months =
$972.00
Office rent/phone: $650/month x 9 = $5850.00
Office supplies: $25.00/month x 9= $225.00
IMPLEMENTATION EXPENSES: $40,575.00
Goal 1: To modify social norms accepting/encouraging youth drinking and reduce social
access to alcohol by middle school and high school aged population using a multilevel parent,
school, and communitywide program designed to be alcohol specific.
Goal 1:1.1 Team Greeley- Life Skills curriculum program additional materials for District 6 =
$1000.00
Goal 1: 1. 3 Team Greeley - Strengthening Families 10-14 = $15,900.00
Expand the offering of SF 10-14 classes to more school districts and communities. Three more
classes in Weld County - $4500 x 3 = $13,500.00
SF 10-14 Site Coordinator for expanded program offering in Weld County —hourly rate of $20.00
approximately 120 hours = $2,400.00
Goal 1. 2.1 Team Windsor — Support Phase Two of ACTUALITY — DEFY campaign in Windsor
H.S. Peripherals = $2,000.00 (Post perception survey costs have been included in previous
contract).
Goal 1: 4.2 Team Greeley/Windsor - Social marketing/media campaign in Weld County.
Second wave of Social Marketing campaign Fall 2009. To include outdoor advertising - billboards;
$800.00 in Weld County $800 x 3 = $2400. + creating materials $1000.00 =$3400.00
Goal 1:4.1 Website hosting contract= $375.00 and maintenance of website $250.00 per month for
nine months = $2625.00
Adding a "Forum" to the WCPP website — online meeting place for open discussions or various
topics. Cost for setup/program the interface and web layout, set up accounts and train WCPP staff
on accessing the administrative panel = $1650.00 TOTAL = $4,275.00
TOTAL GOAL # 1: $26,575.00
Goal 2: To reduce access and availability of alcohol in middle school and high school youth
by reducing retail and social access through increased enforcement of underage drinking
laws/penalties.
Goal 2: 1. 1Team Greeley - Retail Access - Community Mobilization
RAR meeting expenses — refreshments, invitations, postage and incentives/host gifts =$1500.00
Goal 2: 2.1 - Retail Access - Beverage Server training = $4,050.00 -
19
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
$150.00 x 9 sessions with trained instructor- $1350. Materials for RAR members taking the class —
9 classes x 15 x $20 = $2700.00
Goal 2: 3.2 Team Greeley - Retail Access - Incentives/recognition- promotions - $=$2,650.00
Professional marketing for Retail Access goals. Brochures, promotional items — t shirts, folders for
membership materials developed with new logo and professional marketing appearance. $650.00 +
creative design $500.00 + printing costs $1500.00
TOTAL GOAL #2: $8,200.00
Goal 3 —To modify the social norms accepting/encouraging youth drinking alcohol and reduce
social access of alcohol to youth through the strategy of keeping special events festive and safe
in Windsor and Greeley. (Weld County)
Goal 3. 1. 1 — Professional marketing. Marketing campaign Fall 2009. To include outdoor
advertising — billboards- including school brochures, print ads, etc. Noted above. $800.00
Goal 3. 1.3 — Advertising. Purchase advertising in the Greeley Stampede event program May 2010 —
update design - $500. + $1500.00 $2,000.00
Goal 3. 2.1 Support for prevention-efforts/activities at institutions of higher education. - $3,000.00
TOTAL GOAL #3: $5,800.00
IN -KIND SUPPORT FOR WCPP PROJECTS AND EFFORTS:
Monthly meeting in Windsor with 10-12 in attendance for 1.5 hours x $15.00 x 9 months =
$2,025.00
Sustainability Committee — Task Force — Bi monthly meetings — 8-10 in attendance for 1.5 hours x
$15.00 x 9 months = $2,025.00
Rooms and use of audio/visual equipment for three Strengthening Families 10-14 classes, City of
Evans, City of Greeley and Greeley and Kersey school districts — three classes x 7 weeks each x $
150.00 per class = $9,450.00
Volunteers from community and organizations to person booths and displays at various events and
fairs/parades - two people x 4 hours x $15.00 x 4 events = $480.00
RAR of WC membership attending monthly meetings — 12-15 people x 1 hour x $15.00 x 9 months
= $1,620.00
OMNI consultants — 15 hours x $50.00 - $750.00
20
Colorado Prevention Partners 2009-2010 No Cost Extension Application Packet
SEE EXCEL BUDGET PAGE (separate attachment).
21
Colorado Prevention Partners Strategic
Prevention Framework State Incentive Grant
Guidelines for Continuation Process
No Cost Extension Year
2009 - 2010
Attachments
TABLE OF CONTENTS
Attachment I: ASSURANCES
Attachment II: TERMS AND CONDITIONS
Attachment III: WORK AGREEMENT
CPP Strategic Prevention Framework Funds 2009-2010
Attachment IV: PLANNING TEMPLATE FORMAT with SAMPLE ITEMS
1
2
5
8
Attachment V: SUSTAINABILITY PLAN 9
Sustainability Plan Outline
Step One
Step Two
Step Three
Step Four
Step Five
Attachment VI: EVALUATION REQUIREMENTS
10
11
15
16
18
19
20
Attachment VII: PARTICIPATION AGREEMENTS/MOA 22
MOA Attachment A: Memorandum of Agreement (MOA) Template for Schools 23
MOA Attachment A.1: Reporting Request Form: 2009-2010
CPP HKCS Survey Year 27
MOA Attachment A.2: Agreement and Work Plan Details 29
MOA Attachment A.3: Healthy Kids Colorado Survey (HKCS):
Administration and Data Sharing Protocol 30
MOA Attachment A.4: Example of Data Sharing Letter 32
Attachment VIII: BUDGET INSTRUCTIONS 2009-2010 33
SAMPLE BUDGET PAGE 38
Attachment IX: LIST OF FREQUENTLY USED ACRONYMS 40
Attachment X: GLOSSARY 41
Attachment I
ASSURANCES
(Signature is Optional)
This itemization of Assurances is to be read, each assurance initialed, and the document signed
by the autographic signature of the Applicant or an officer of the Applicant legally authorized to
execute contractual obligations to indicate that the Applicant agrees to comply with the
Assurances through the end of the grant period. An original of these pages must be included with
your original hardcopy Response to this Continuation Application for Funding.
ACCEPTANCE OF CPP APPLICATION TERMS AND CONDITIONS: An application
submitted in response to this application is a binding offer. DBH assumes that by submitting an
application the Applicant acknowledges all Terms and Conditions of the Application.
APPLICATION CONTENT ACCEPTANCE: The contents of the response (including
persons specified to implement the project) of the successful Applicant will become contractual
obligations if acquisition action ensues. Failure of the successful Applicant to accept these
obligations in a contract, purchase document, delivery order or similar acquisition instrument
may result in cancellation of the award and such Applicant may be removed from future
solicitations.
INCURRING COSTS: The State of Colorado is not liable for any cost incurred by
Applicants prior to issuance of a legally executed contract. No property interest of any nature
must occur until a contract is awarded and signed by all concerned parties.
PRIVACY, CONFIDENTIALITY: The Applicant will comply with all federal and state
laws, regulations and rules related to the privacy and confidentiality of client information,
records, etc., including compliance with both 42 CFR Part 2 and HIPAA, where applicable,
throughout the duration of any resulting contract.
(http://www.hipaa. samhsa. gov/pri vacyrule.htm)
CHARITABLE CHOICE: Faith -based recipients have read, understand and will comply
with Charitable Choice Provisions and Regulations found in 42 CFR Parts 54 and 54a.
(http://www.access.gpo.gov/nara/cfr/waisidx 03/42cfr54 03.html)
Handwritten Signature by Authorized
Officer of Fiscal Agency
or Agent of Applicant
Date
1
Attachment II
TERMS AND CONDITIONS
(Signature is Optional)
Colorado Prevention Partners and The Division of Behavioral Health, Community Prevention
Services Section, require the following Terms and Conditions for any County or Tribal
Community funded by this contract. The applicant's signature at the end of this section,
returned with the Continuation Application, signifies that the applicant understands and agrees
to the terms and conditions as well as agreements for participation.
A. Terms and Conditions
All activities supported by DBH/CPP funding including printed materials, notice of these
materials or trainings on websites, etc., must acknowledge DBH, COLORADO
DEPARTMENT OF HUMAN SERVICES, COLORADO PREVENTION PARTNERS
and CSAP/SAMHSA as the funding sources, using the DBH, CDHS, CPP and SAMHSA
logos when appropriate.
• All collections —data requirements, training materials, videos, books, files such as
evaluation instrument files, and other library collections —purchased under a contract
resulting from this application may be requested to be returned or given to another
recipient at DBH's option, when the contract ends.
• Any equipment purchase over $1,000 must first be approved by DBH as part of the
ongoing Continuation Application review. All equipment valued at $2,500 or over which
is purchased under a contract resulting from this Continuation Application may be
requested to be returned or given to another recipient at DBH's option, when the contract
ends.
All computer equipment and software used to implement any contract resulting from this
Continuation Application must be compatible with DBH's requirements and must meet
evaluation requirements. Funds can be budgeted for that purpose.
Current minimum requirements
IBM PC or compatible, Pentium class (II or III) CPU, VGA 800x600, 16mb Ram, 10mb free
hard drive space, 56.6k modem, Windows 95 and up or NT 4.0 and up, Internet connection
(regular phone line) with Microsoft Internet Explorer browser 5 and up.
Web Browser
The web browser supported by the CO Prevention System is Microsoft Internet Explorer
(IE). Currently Mozilla Firefox, Netscape, AOL, MSN and other browsers are not supported.
They may function, but not to design specifications. We recommend users have the latest
version of IE installed on their computer along with the updates provided by Microsoft
(which are released periodically).
• Any agency receiving a contract resulting from this Continuation Application must have
an e-mail address.
• No Federal appropriated funds will be used for any activity that would be deemed as
lobbying.
2
Any agency receiving a contract resulting from this Continuation Application for
Funding whose staff, subcontractors and volunteers have direct contact with
children/youth or other vulnerable populations must have a background screening policy
in keeping with CRS 27-1-110 that requires fingerprinting and a nationwide criminal
check (including Colorado) for felonies, misdemeanors and outstanding warrants. This
screening is permitted under CRS 24-72-305.3 (Part II, Overview).
• No vehicles will be leased or purchased under any contracts funded by this Continuation
Application for Funding.
• Indirect rates are not to exceed 20%. The applicant must justify in the "budget narrative"
section all costs that have been placed in both the "direct" and "indirect" categories. The
process for arriving at the costs listed must be clearly described.
Agreements for Participation
By submitting this Continuation Application you are agreeing to:
• Maintain staffing requirements, including, at a minimum, a 0.5 FTE Project Director/
Coordinator and a 0.25 FTE Local Evaluation Liaison to work with DBH, OMNI, and
CPP. One individual can occupy both positions.
• Maintain and enhance a Community Coalition and/or Prevention Policy Board and
describe the roles and responsibilities of those groups.
• Maintain the involvement of a Fiscal Agent (Unit of Local Government) to a) receive the
funds from DBH and b) complete and submit monthly billings for reimbursement to
DBH.
• If not yet submitted, provide a statement or statements of participation (MOU) that
identify the key stakeholders who have agreed to participate in the CPP Project as of July
10, 2009and identify their roles and participation commitments.
• Continue to implement a youth involvement strategy for SPF Steps 1-5 of the CPP
process.
• Continue to collaborate across funding streams, disciplines, age and cultural groups.
• Obtain a written Memoranda of Agreement (MOA) with required signatures from
participating school districts.
• Obtain required consent forms, preferably passive, from all students that will participate
in the next administration of the Healthy Kids Colorado Survey.
• Administer the Healthy Kids Colorado Survey in the fall of every grant year among all
high schools and feeder middle schools in the target area, using either a census or
sampling model based on population, for all 6th — 11th graders.
• In communities with Institutions of Higher Education, involve representatives from
those institutions in planning, and if appropriate build funds into the budget to support
higher education involvement.
• Conduct higher education CORE surveys in any higher education institutions that are
included in the community strategic plan.
• Send CPP-funded staff to required meetings and trainings, including the following:
• CPP Community Infrastructure Workgroup and Colorado Prevention Partners
Advisory Council (CPPAC): The CPP Community Project Director/Coordinator and
Local Evaluation Liaison must attend a minimum of two annual 2 -day Denver -based
meetings.
3
• State Workgroups: The Project Director is encouraged to participate in, or assign
other staff, to other possible workgroups that advance the work of the statewide
project (e.g., Underage Drinking Prevention & Reduction Workgroup, Evaluation
Workgroup, etc.).
• Substance Abuse Prevention Specialist Training (SAPST): All CPP staff must
complete the SAPST within 6 months of contract start or hiring, whichever date
comes first, unless the training was completed in the last 3-5 years.
• Other Strategic Prevention Framework or Evaluation Trainings: CPP staff as
designated must attend any other required trainings or meetings announced by
Colorado Prevention Partners.
Build funds from this contract into the budget for required trainings and professional
development. For example, $75 per registrant (and an optional $90 for continuation
education credits) for the four -day Substance Abuse Prevention Specialist Training
(SAPST) plus lodging and per diem at the state rate (if applicable), and lodging and per
diem costs at the state rate for two people to attend a two-day local or regional orientation
and evaluation training.
Fiscal agency tracks time and effort of project staff and tracks costs by programs and/or
funding source.
Handwritten Signature by Authorized
Officer of Fiscal Agency
or Agent of Applicant
Date
4
Attachment III
WORK AGREEMENT
CPP Strategic Prevention Framework Funds 2009-2010
PLEASE RETURN A SIGNED COPY OF THIS WORK AGREEMENT
WITH THE 2009-2010 CONTINUATION APPLICAHON.
(Note: changes for 2009-2010 are highlighted in bold)
Timeline: September 30, 2009 to June 30, 2010
Goals and Objectives:
Goal #1: Continue with SPF Steps 1-3 of Needs Assessment, Readiness Assessment, Capacity
Development and Planning to Enhance and Improve the Strategic Prevention Framework (SPF)
Plan.
Objective 1.1: Between September 30, 2009 and May 31, 2010, continue SPF-SIG work on
Steps One — Three (1.Conduct needs assessments; 2. Build state and local capacity; 3. Develop a
comprehensive strategic plan) and as needed, submit any revisions to the Comprehensive
Strategic Plan & budget to the CPP Management Team for approval.
Activities:
Revisit Needs Assessment
Revise, or update as needed, the indicators that are part of the Needs Assessment section
in ASPIRE.
Revisit your data with subcommittee on the cause -consumption pattern -consequence
model as needed to see what more can be learned about underage drinking and related
issues in the community.
• As needed, subcommittee identifies additional steps for the collection of local data and
entry into ASPIRE.
• Revise or update the resource assessment in ASPIRE.
• As needed, subcommittee reports additional findings from Step 1 activities to
PPB/Coalition.
• Continue to refine a plan of action for working with school officials to administer the
Healthy Kids Colorado Survey in targeted schools.
• Conduct final administration of Healthy Kids Colorado Survey in targeted schools.
• Review results of the Healthy Kids Colorado Survey and share highlights with the
PPB/Coalition.
• Conduct higher education CORE surveys in any higher education institutions that are
included in the community strategic plan. Only communities that have identified using
the CORE survey in their strategic plan need to administer this survey. Data collected
through the CORE survey should be used for needs assessment purposes.
5
Continue to Enhance Local Capacity
• Hold Coalition/PPB meetings to review any updated assessment findings and to refine
capacity building goals and action steps.
• Continue to build relationships with potential partners in sectors of the community that
do not participate actively in prevention.
• Continue to address sustainability, including final completion and implementation of a
local sustainability plan.
• Continue to address cultural responsiveness in all aspects of strategic plan
implementation.
• For those communities that include higher education in their strategic plan, work with
technical assistance provider, BACCHUS Network, to enhance community prevention
efforts related to prevention in higher education.
Comprehensive SPF Plan for Prevention
• PPB/Coalition revisits or updates identified goals and action steps based on readiness and
available community resources for addressing underage drinking.
• PPB/Coalition revisits or updates identified goals and action steps based on underage
drinking data and the gaps in prevention services.
• Hold meetings with key stakeholders, other coalitions or community groups, and service
providers to gather any additional feedback on findings, goals and action steps.
• Evidence -based prevention programs, policies and practices are identified with the
technical support of OMNI RPCs, based on the assessment of needs and existing
resources.
• Identified set of evidence -based prevention programs, policies and practices are
examined for complementary and comprehensive design with fidelity and adaptation
considerations to make strategies responsive to local culture, populations and assessment
findings.
• Strategic plan is updated or refined as needed, at a minimum annually with the
Continuation Application, and any changes are reflected in a revised budget and work
plan submitted to DBH that details the use of implementation funds for specific strategic
plan approaches.
Goal #2: Continue with SPF-SIG Step 4 and Implement Programs, Policies, and Practices.
Objective 2.1: Between September 30, 2009 and May 30, 2010 Coalition and/or PPB will
continue to implement evidence -based prevention programs, policies and practices based on the
approved Strategic Plan developed during SPF Steps One -Three.
Activities:
Staff are trained and appropriate protocol are developed to implement selected
evidenced -based prevention programs, policies, and practices.
The CPP project continues to implement selected evidenced -based prevention program,
policy and practice approaches as reflected in Strategic Prevention Plan and Template
with guidance from Community Coalition/Prevention Policy Board, Project Director/
Coordinator, Local Evaluation Liaison and OMNI RPCs.
6
Goal #3: Continue with SPF-SIG Step 5 Evaluation of the Strategic Prevention Framework
project.
Objective 3.1: Implementation of the Strategic Prevention Framework will be evaluated within
identified community.
Activities:
• PPB/Coalition notes are submitted to OMNI on a monthly basis.
• Local Evaluation Liaison and Project Coordinator work with OMNI Evaluation Liaison
to coordinate completion of the CLI every 6 months.
• Local Evaluation Liaison works with the OMNI Evaluation Liaison to coordinate
evaluation activities such as site visits, stakeholder interviews and technical assistance
when needed.
• Continue using process and fidelity instruments and the Environmental Output
Instrument on a monthly basis or as otherwise stated. Communities implementing
programs such as Project Alert should continue administering the YPLAN instrument.
These communities should contact their OMNI Evaluation Liaison for administration
assistance.
• Submit Implementation Spending Form, or other tools utilized to collect spending
data, to OMNI Evacuation Liaisons on a monthly basis, or as otherwise stated.
• Complete the Quality Process Survey with Coalition/PPB members during a
coalition/PPB meeting within the months of December, January, or February.
Submit final data collection forms in Mid -April 2010.
Goal #4: Prepare for CPP Strategic Prevention Framework Grant Close -down.
Objective 4.1: By June 30, 2010 close down of the CPP Strategic Prevention Framework grant
is completed and the sustainability plan lot continuation of the project is implemented.
Activities:
• Final narrative report is written between mid -April and June 2010.
• Final Sustainability Plan is completed in Mid April 2010.
• Final narrative report is submitted by June 30, 2010.
• Sustainability plan is fully implemented by June 30, 2010.
• Final invoices are submitted by June 30, 2010.
• Project is sustained through matches, integration with other community initiatives,
other grants, local support.
f 4
Handwritten .gnatte47Authorized
Officer of Fiscal Agency
or Agent of Applicant
y/'s IL`i
Date
7
Attachment IV
PLANNING TEMPLATE FORMAT with SAMPLE ITEMS
GOAL 1 - Increase Awareness of The Degree of Underage Drinking in ABC County
- Implement a community based media campaign
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Engage social marketing/media consultant to
assist in development campaign to include tag line,
overarching theme, website design and multi -media
materials
May - Sept '07
• CPP Coordinator
and Evaluation
Liaison
• Task Group
■ Consultant
2. Utilize local data throughout campaign
See above
See above
3. Identify multiple venues and sectors for
disseminating the media, including but not limited
to: newspaper, internet, Rocky Mountain television,
churches, schools, medical clinics, other private
providers, Recreation Center, Liquor Stores
See above
See above
4. Create flexibility within the campaign to allow
for cultural responsiveness and custom tailoring to
specific target populations, age ranges and/or
activities
See above
See above
- Address specific identified needs of 0-8 age range
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Increase awareness of parents of young children
about how their own use and behaviors can impact
their child's development of perceptions and later
behaviors
• Develop
Summer 07
• Implement
Fall 07
CPP Task Group and
coordinator in
conjunction with early
childhood educators and
other invested parties
2. Increase awareness for parents about the average
age of first use and early prevention tips
See above
See above
OBJECTIVE - Address specific identified needs of 8-14 age grou
ACTION STEPS
TIMEFRAME
RESPONSIBLE
PARTIES
1. Make community aware of critical shift in
awareness and access to alcohol that occurs
between 6th and 7th grade through sharing of local
data
• Develop
Summer 07
• Implement
Fall 07
• CPP Task Group
• CPP Staff
• School Personnel
• Other youth service
providers as
appropriate
2. Provide parents of this age group with data
driven information on age of first use and
incorporate tips for addressing concerns "What to
do if..."
See above
See above
8
Attachment V
SUSTAINABILITY PLAN
Colorado Prevention Partners
Sustainability Template
A sustainability plan connects the ongoing strategies of the coalition/policy board with the
different resources required to support the strategic plan above and beyond SPF-SIG funding.
The strength and feasibility of a sustainability plan is directly tied to the active expansion of
partners working to support the community plan and strategies. It is essential that there is
involvement from coalition/policy board members along with coalition staff to make, create and
follow through with a sustainability plan. A sustainability plan, in essence, is an action plan and
the development of this plan should include:
Conducting a critical examination of the policy board or coalition's role and contributions
as a collective body in leading the implementation of the strategic plan.
Examining the individual contributions of members and the coordinator in furthering the
goal and objectives outlined in the strategic plan.
Assessing the progress achieved in the strategic plan compared with the original
community vision.
Supporting ongoing communication with community residents and other stakeholders to
promote the accomplishments of the strategies and plan beyond SPF-SIG funding
Evaluating the initial priorities based on community needs/opportunities to determine if
modifications are required.
The following pages include steps involved in creating a sustainability plan along with
worksheets that will help you and your coalition/policy boards collect information to organize
into the plan.
Complete Parts 1 & 2 of the sustainability plan. Your RPC will assist you. Submit a copy as
an attachment. A final plan will be due mid April 2010.
9
Sustainability Plan Outline
Step One: Identify What to Sustain
i. Your coalition/policy board should begin by answering the following questions:
1. What resources do we provide to the community?
2. What are the most critical resources that will be lost when SPF-SIG funding
comes to an end?
3. How much of our strategy is linked solely to SPF-SIG funding?
4. Are we prepared to seek out other resource partners?
5. Are we prepared to put the time and energy needed into sustaining our efforts?
6. What are we really trying to sustain?
ii. List of all elements identified (Coalition Sustainability Checklist Worksheet— to be
completed by your coalition members)
iii. Collect coalition/policy board member feedback (Qualitative Coalition/Policy Board
Survey Worksheet — to be completed by your coalition members)
iv. Create prioritized short-list of elements to be sustained
II. Step Two: Case Statements (Describes the work of your coalition)
i. Case Statements for elements to be sustained
1. Rationale
a. Explain why your coalition is needed (what is the coalition's unique role
in the community, show that your coalition is cost-effective — use the
Qualitative Coalition/Policy Board Survey to inform the discussion of
what the added value is of your coalition)
b. Explain your prioritized short-list of elements to be sustained
2. Benefits/Harm of elements to be sustained
a. Explain benefits to the coalition and its members and harm if benefits are
lost/not achieved
b. Explain how the coalition/policy board benefits the community and the
harm if benefits are lost/not achieved
3. Involvement
a. Describe who is involved and who will continue to be involved (i.e. staff,
coalition/policy board members, volunteers, community stakeholders, etc.)
III. Step Three: Funding and Resource Strategies
i. Funding and Resources Strategy Worksheets for elements to be sustained
1. Description, Outcomes, Partners
2. Resources Required
3. Strategies
IV. Step Four: Action Planning
i. Action Planning Worksheet
1. Action Steps
2. Responsible Parties
3. Timeline
V. Step Five: Identify Training and Technical Assistance Needs
i. Types of training and technical assistance needed
ii. Potential Sources of training and technical assistance
10
I. Step One: Identify What to Sustain
i. Your coalition/policy board should begin by answering the following questions:
1. What resources do we provide to the community?
2. What are the most critical resources that will be lost when SPF-SIG funding comes to an
end?
3. How much of our strategy is linked solely to SPF-SIG funding?
4. Are we prepared to seek out other resource partners?
5. Are we prepared to put the time and energy needed into sustaining our efforts?
6. What are we really trying to sustain?
11
ii. List of all elements identified (Coalition Sustainability Checklist Worksheet— to be completed
by your coalition members)
Yes!
Limited ', No!
Identify What Must Be Sustained
Coalition/Policy Board Sustainability Checklist
Don't Criteria
Know
Element 1: Leaders take responsibility for their coalition's success
❑ ❑ ❑ ❑ Coalition leaders have been identified
❑ ❑ ❑ ❑ Coalition leaders are clear about their roles and responsibilities
❑ ❑ ❑ ❑ Coalition leaders actively fill their roles and responsibilities
❑ ❑ ❑ ❑ Training and recognition are provided to coalition leaders (and others)
Element 2: Involve community leaders, partner organizations, and a variety of community members
❑ ❑ ❑ ❑ New members are actively recruited
❑ ❑ ❑ ❑ The coalition reaches out to community organizations on a regular basis
❑ ❑ ❑ ❑ New members are oriented and trained
❑ ❑ ❑ ❑ Champions have been identified and trained
❑ ❑ ❑ ❑ Champions are used effectively
Element 3: Diversified funding from the start
❑ ❑ ❑ ❑ A long-term budget has been developed.
❑ ❑ ❑ , A long-term funding plan has been developed
The funding plan includes:
❑ ❑ ❑ ... ❑ Local fund raising
..........
❑ ❑ ❑ ❑ Grant writing
❑ O ❑ ❑ - Professional fund development activities
❑ ❑ ❑ ❑ - Inclusion in organizational budgets
❑ ❑ ❑ ❑ - Fees for Services
❑ ❑ ❑ ❑ Other
Element 4: Solid Infrastructure
❑ ❑ ❑ ❑ "Job descriptions" for all roles created by the coalition are written
❑ ❑ ❑ ❑ Members agree on the expectations for active membership
❑ ❑ ❑ ❑ Objectives and authority of each committee/workgroup are established
❑ ❑ ❑ ❑ Meetings held regularly
❑ ❑ ❑ ❑ Agenda is used — distributed before the meeting
❑ ❑ ❑ ❑ Meeting kept on track/minutes recorded
❑ ❑ ❑ ❑ E-mail lists, on-line groups, blogs keep information flowing
❑ ❑ ❑ ❑ Contact made with reporter/editor at your local papers
❑ ❑ ❑ ❑ Meeting minutes, agendas and other information available
❑ ❑ ❑ ❑ Responsibility for fiscal accounting, 501(c)(3) status, insurance. is clear
Element 5: A clear focus on the coalition's goals
The coalition has clear statements of:
❑ ❑ ❑ ❑ - Vision
❑ ❑ ❑ ❑ -Mission
❑ ❑ ❑ ❑ Specific goals and objectives
The Vision, Mission, goals and objectives are clearly communicated to:
❑ ❑ ❑ ❑ - All coalition members
❑ ❑ ❑ ❑ - Community leaders
❑ ❑ ❑ ❑ - Partner organizations
❑ ❑ ❑ ❑ The community in which you are serving
12
Identify What Must Be Sustained
Coalition/Policy Board Sustainability Checklist — page 2
Don't
Yes! Limited No!
Know
Criteria
Element 6: Address problems the community cares about and demonstrate results
LI
LI
o
o
o
o
o
o
o
o
The community is informed about substance abuse problems and issues
The coalitio
n has a process in place to monitor community priorities
The community is aware of what the coalition and its partners are doing
The coalition shares result / outcomes from the coalition and partners
Element 7: Comprehensive Coalition Planning
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
Li
o
o
o
o
o
o
o
o
o
Specific action plans developed for:
Availability of short-term funding and resources
Communications/marketing
Evaluation and data collection
Training and technical assistance
Fund raising
Administration and Operations
Program/strategy implementation
Strategic planning process
Element 8: Ability to adapt to changing community needs
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
The coalition collects information to identify changes in the community
The coalition modifies strategies and procedures as needed
The coalition actively seeks new partnerships
Training/coaching is provided to coalition members
The coalition seeks and receives technical assistance as needed
What three items need to be addressed first?
1.
2.
3.
What additional information is needed?
Comments:
13
iii. Collect coalition/policy board member feedback (Qualitative Coalition/Policy Board Survey
Worksheet — to be completed by your coalition members)
Qualitative Coalition/Policy Board Survey
1. What do you get out of the coalition/policy board that enhances your organization/work
in the community?
2. What do you believe the coalition/policy board provides to our community as a whole?
3. What do you give to the coalition/policy board that enhances coalition/board functioning
and effectiveness?
4. What else would you like to see the coalition/policy board doing to support or enhance
your organization and/or the community?
14
II. Step Two: Case Statements (Describes the work of your coalition)
i. Case Statements for elements to be sustained
1. Rationale
a. Explain why your coalition is needed (what is the coalition's unique role in the
community, show that your coalition is cost-effective — use the Qualitative
Coalition/Policy Board Survey to inform the discussion of what the added value is of
your coalition)
b. Explain your prioritized short-list of elements to be sustained
2. Benefits/Harm of elements to be sustained
a. Explain benefits to the coalition and its members and harm if benefits are lost/not
achieved
b. Explain how the coalition/policy board benefits the community and the harm if
benefits are lost/not achieved
3. Involvement
a. Describe who is involved and who will continue to be involved (i.e. staff,
coalition/policy board members, volunteers, community stakeholders, etc.)
15
Step Three: Funding and Resource Strategies
g and Resources Strategy Worksheets for elements to be sustained
Funding and Resources Strategies Worksheet
What strategies match the needs identified?
44
L
CI
V1
7
IL
R
W
What resources are required?
C
E
.,
74
C
V]
.C.
R
What must be sustained?
c
y
6
V
ct V
h
U
E
C
V
Q
U
V
a
Ca
�
V
L
4-
L
Funding and Resources Strategies Worksheet Example
What strategies match the needs
identified?
C
0
bD C
f7 N Y Y
by O /�$. a O
C O 4' MO Y a.
.- > ti 0 W
,,, .o C7 i o - 0 w
M a o
Y J. T- > to U w U, U 'y cz
p C� •b 4) 7 f'✓" d y
bA •w '� O G , V >, 0.� W 7 QOri r-� C
'� O VD CZ N Q 0^ y 'C O. HbA 0 ccadd y
b cd y cd .b •b 'D u s. a, 0 0 0 a) •^'-1:1 Q. e O s..,
L U '" N C -q >2° C^ w u y 7 C. s2..5—.0ro 0'
.Z vv'i 1 u xi,. a O C C C y C G T+ L N O R C O G
vtd.5.a <0ww�W UwwaUO.<, W WO.1a. W
What resources are required?
0
0
Cd
R.
ch
w
vp a
C O O
U ¢' O O Y
C U U
C 0 ai i. U O O
^ x N N Vp c u bA 0
,: N .- .�0
i a, H v] w r4 b v) U aC < c/)
N0 bq ..U,
t 00
T. •— f. O O T
" W y; 0 O O+
7 v] O E -H EY U
What must be sustained?
C.
b
7)
0
C)
0
O 0
0
c•
= >
.0
3 w
En
73 O 4)
Y O >
0U
E 00
O cdd —
Q
.b
0
.U+ - o 0
7 O O y
'C0 Ygni
4 b a>
8' 0
—
U h N 0. 0 N N
O_
L. 0
O."
... N
y Cti O C• O Q
O U � Y cu cl
U
b V cd
y c� C Cd E 0P. LL
Y
V
Y 0 Y O
t+ O MId - Ct cd
A3
U
A3 d3 o Po
Step Four: Action Planning
Action Planning Worksheet
Action Planning Worksheet
BY WHEN?
BY WHOM?
I HOW? (Steps) I
i
I ACTION
co
VI. Step Five: Identify Training and Technical Assistance Needs
More details on this step will be distributed at a later date.
19
Attachment VI
EVALUATION REQUIREMENTS
(Note: 2009-2010 changes are noted in bold)
Overview
Evaluation and monitoring is one of the five steps of the Strategic Prevention Framework.
Colorado is utilizing CPP funding to develop and implement evaluation systems that can be used
statewide. OMNI Institute will continue to work closely with CPP-funded communities to
implement these evaluation systems so that information is available at the federal, state and local
levels to monitor and refine Strategic Prevention Framework implementation and outcomes.
Evaluation Expectations for 2009-2010
Counties receiving CPP continuation funds remain committed to the following requirements:
Local Evaluation Liaison
Identify a minimum .25 FTE Local Evaluation Liaison to coordinate with the OMNI evaluation
team and to notify the OMNI evaluation team contact of any project changes.
Training and Technical Assistance
Participate in CPP evaluation trainings and technical assistance forums (e.g., webinars,
conference calls, etc.).
Utilize the assigned OMNI evaluation team contact to address evaluation questions such as
submission of the semiannual cross -site Community Level Instrument (CLI) and monthly
data collection forms.
Utilize the assigned OMNI evaluation team contact to address technical needs assessment
questions, such as use of ASPIRE or Healthy Kids Colorado Survey data to update needs
assessments annually.
CPP Formative Evaluation
• Participate in formative evaluation activities such as coalition and PPB note taking,
(submitted to OMNI evaluation contact on a monthly or bimonthly basis), OMNI
stakeholder, coordinator, and evaluation liaison interviews, and OMNI evaluation site visits.
• Assist with coordination of at least one annual OMNI evaluation site visit (primarily
observational to learn from your process) and supplemental stakeholder interviews.
• Administer the Quality Process Survey with your coalition/PPB members during a
coalition/PPB meeting in the month of December, January, or February.
Healthy Kids Colorado Survey (HKCS)
• The Local Evaluation Liaison will oversee the administration of the school survey with
OMNI evaluation TA and coordinate the ordering of needed survey supplies (including
answer sheets forms) through online registration
(http://omnisurvey.omni.org/ssc/survey/hkcsregistration.htm) and phone confirmation with
OMNI. Online registration for survey administration is due a minimum of two weeks prior
to the planned administration dates, in order to ensure adequate time for ordering and
delivery of survey materials.
20
• Costs: $2.15 per person survey
• Survey administration: Administer the Healthy Kids Colorado Survey in the fall of every
year among all high schools and feeder middle schools in the target area, using either a
census or sampling model based on population, for all 6th — 11th graders. (Communities
are welcome to include 12th graders, but this is not required as a part of the state
evaluation.) Survey administration must be completed no later than December 15, 2009.
OMNI Institute must be consulted on the development and implementation of any student
level or school level sampling procedures. Sampling strategies that do not meet OMNI's
guidelines will make HKCS participation null and void for the school entities where the
non-scientific sampling strategies were employed.
New MOAs need to be completed for HKCS administration in 2009-2010. A sample
MOA document and instructions are located in Attachment VII. Submit completed
MOAs, including all necessary signatures from participating school districts, 2 weeks prior
to survey administration. Be mindful of confidentiality protections and sensitive to
potential concerns of schools regarding public release of information.
MOA Reporting Request Form: Please complete new Reporting Request Forms for
2009-2010. Please send in the form(s) with your continuation application.
ASPIRE
Continue the use of ASPIRE to review updated data indicators and enter custom -level
indicators.
CPP Data Collection Forms
• Submit monthly process data collection forms.
• Submit fidelity data collection forms on a semiannual basis, or as otherwise state.
• Submit output data collection forms on a semiannual basis.
• Utilize OMNI evaluation contact to ensure data quality.
CLI (Community Level Instrument)
Coordinate with the Project Coordinator, Local Evaluation Liaison and OMNI to complete
the web -based Community Level Instrument for the national cross -site evaluation every 6
months, and any other supplemental evaluation instruments required.
Higher Education CORE Surveys:
Conduct higher education CORE surveys in any higher education institutions that are
included in the community strategic plan. Only communities that have identified using the
CORE survey in their strategic plan need to administer this survey. Data collected through
the CORE survey should be used for needs assessment purposes.
21
Attachment VII
PARTICIPATION AGREEMENTS/MOA
Non -school Agency or Entity
If you did not submit a participation document or documents (e.g., Memorandum of
Understanding, letter of support or other) with your 2006-2007, 2007-2008 or 2008-2009
application that details the commitment of all participating non -school agencies or entities,
including PPB representatives, submit that document or documents with this Continuation
Application, or provide an updated document or documents to reflect new agency or entity
representatives.
School Participation
Each participating school district must sign a Memorandum of Agreement. New MOAs need to
be completed for HKCS administration in 2009-2010. A sample MOA document and
instructions are located in Attachment A. Please utilize this sample MOA and contact your
OMNI Evaluation Liaison with any questions about adaptation. Please submit completed
MOAs, including all necessary signatures, no later than 2 weeks prior to survey administration. Be
mindful of confidentiality protections and sensitive to potential concerns of school regarding
public release of information.
22
MOA Attachment A: Memorandum of Agreement (MOA) Template for Schools
CPP Strategic Prevention Framework Funds 2009-2010
Memorandum of Agreement Between
Community Coalition/PPB
And
School District Name
School District Name
(Use additional blank if appropriate)
School District Name
(Use and add additional school district and potentially individual school name lines as
appropriate)
I. Background
In fiscal year 2004-05, the Colorado Prevention Partners (CPP) received funding from a
State Incentive Grant from the Substance Abuse and Mental Health Services
Administration (SAMHSA), awarded to the Governor's Office to implement the Strategic
Prevention Framework. The state underwent a preliminary needs assessment process to
identify areas in Colorado that have elevated rates of underage drinking, substance abuse
and related problems and that have proportionately fewer public resources allocated to
address these issues.
The Colorado Prevention Partnership Advisory Council (CPPAC) selected [County] and
13 other areas in Colorado to receive funding in fiscal year 2009-10. One purpose of these
funds is to support collaboration between school systems and other organizations in the
community to promote the prevention of underage drinking and other problems by
supporting communities in building and enhancing local prevention infrastructure.
Infrastructure includes prevention -focused coalitions, organizations and networks,
professional workforce, and policy decision -making bodies.
II. Purpose of the Agreement
The CPP awarded funding to [County] to enhance school -community collaboration and the
coordination of substance abuse -related prevention efforts for children, youth and adults.
This MOA represents an agreement between the [Community Coalition/PPB] and the
[School District(s)] to collaborate on the implementation of the Strategic Prevention
23
Framework in [Community]. Through this collaboration, [School District(s)] and
[Coalition/PPB] will collaborate on their efforts to reduce substance abuse within
[Community] and to build, enhance and sustain effective prevention strategies, policies,
programs and practices, particularly as these relate to underage drinking.
III Shared Concerns
Both the [Community Coalition/PPB] and [School District(s)] recognize that enhancing the
collaboration between [Community Coalition/PPB] and [School District(s)] represents an
essential step in strengthening local prevention and reducing substance abuse, particularly
underage drinking, in [Community]. We recognize that children and youth spend a
significant amount of time working with school personnel on a daily basis, making school
personnel and school systems a key part of prevention efforts. We also recognize that
underage drinking and substance abuse impact school attendance, academic performance
and other areas of students' lives that are important predictors of current and future health
and well-being. Collectively, our work will strengthen schools and the broader community.
IV. Substance of Agreement
The [Coalition/PPB] will advise community needs assessment, mobilization, planning,
implementation and evaluation activities funded through the CPP. School representatives
have agreed to serve on the [Coalition]. A district official or designated representative also
has agreed to serve on the [PPB or policy -making subcommittee of the Coalition]. Refer
to Attachment A.1 for details about coalition and school plans to work together.
In their roles on the [Coalition/PPB], school representatives will help support and guide
the CPP Project Coordinator, Local Evaluation Liaison, and state evaluator (OMNI) in
administering the Healthy Kids Colorado Survey (HKCS) as part of the local needs
assessment and state evaluation. HKCS is supported by the Colorado Department of
Education and Colorado's interagency Prevention Leadership Council. Refer to
Attachment A.2 for survey administration and data sharing protocol.
V. Confidentiality Protection
The local PPB and participating schools must be in agreement that HKCS data can be used
in the planning process. To protect the identity of individual respondents, a number of
safeguards are put in place. These are as follows:
a. PPBs/Coalitions and schools will not have access to raw data.
b. Data will be presented in the aggregate with summaries of items and scales.
c. Data will be disaggregated by gender and grade (giving the presence of certain
conditions (see d.). No other sub -groups will be provided (i.e., by ethnic group).
d. No data for gender or grade (e.g. 6th grade females) will be provided for any sub-
group smaller than 6 students.
e. OMNI will not release school or community -identified data to the general public for
any purposes. There must be written agreement between the school(s) and
Coalition/PPB in order for data to be used for any other than the purposes detailed in
this document. If data are to be used for any other purposes (e.g. funding), refer to
the example Data Sharing Letter, Attachment A.4.
24
VI. Things to Consider When Releasing Data
Due to the sensitive nature of HKCS data, it is important to understand how the individuals
or organizations that requested the data are intending to use the data. This will help to
ensure that the data will not be used to skew an issue which can result in false assumptions
and/or discrimination against a school, district, or community. Be careful in releasing data,
as local media may choose to report on it without proper authorization. The school/district
and/or the coalition/PPB are encouraged to work closely with the media to ensure that the
data are portrayed in the most accurate and responsible way.
VII. CPP Project Staff and Participating School District Representatives Contact
Information
[Project Coordinator name and contact information]
[Local Evaluation Liaison name and contact information]
[School representative names and contact information]
VIII. Period of Agreement
September 30, 2009 — June 30, 2010
IX. Acceptance and approval of authorizing officials
The following signatures verify that the schools and community groups have discussed data
dissemination, agreed to the above -mentioned administration procedures and
confidentiality protections, and clarified at what level data release permissions have been
granted. This MOA is tied to the position/title of the signee rather than to the individual
person. In the event of staff turnover, the person holding that same title shall be responsible
for upholding this agreement.
All Community Level Reports will be sent to the CPP Coordinator to be shared with the
Coalition/PPB. School and District Level Reports will be sent to individuals identified on
the Reporting Request Form (Attachment A.1). The CPP Coordinator agrees that
information contained in the report(s) will be used only to support community planning and
decision making. The CPP Coordinator is not allowed to use, distribute, or advertise the
information contained the report(s) to any party or group outside of those named in this
release without written agreement between the authorized school/district representative and
the requester of the data report. There must be written agreement between the
district/school(s) and the requester for data to be used for any other purposes than that
detailed in this document. [See Attachment A.4 for an example of a written agreement.]
[If superintendents and/or principals are releasing the district and/or individual
school level reports to the CPP Coalition for planning purposes (with the same
confidentiality agreements, as specified in Attachment A.3), this should be indicated
here. In addition, they will be asked to sign the Reporting Request Form (Attachment
A.1)].
25
School Superintendent Date
CPP Project Coordinator Date
[Name, Position of School Official (If applicable] Date
[Name, Position of School Official (if applicable)] Date
[Name, Position of School Official (if applicable)] Date
26
MOA Attachment A.1: Reporting Request Form
2009-2010 CPP HKCS Survey Year
In addition to the CPP Community Healthy Kids Colorado Reports, OMNI also will create
district and school level reports upon request.
School Level Reports
A school level report will present the data for an individual middle or high school that
participated in the survey. The final school report will be submitted to the school principal. If
signatures are provided and it is specified in the MOA, a copy of this report also can be provided
to the CPP Project Coordinator.
District Level Reports
A district level report will provide survey results for all of the high schools and middle schools
that participated in the Healthy Kids Colorado Survey for a given district. This report will be
submitted to the superintendent of the district. If signatures are provided and it is specified in the
MOA, a copy of this report also can be provided to the CPP Project Coordinator.
In both cases, district level and school level data cannot be released to the public without a
written release from school partners. Please complete the information below and return to your
OMNI evaluation contact. Thank you!
County Name:
CPP Coordinator:
Date Submitted:
The following school level HKCS Reports are requested:
School Name
Principal Name
Phone
Number
Email
Address
Signature (indicates
agreement to release a
copy to the CPP Project
Coordinator)*
Note: A signature of the school principal named must be provided in the signature section of the
MOA.
27
The following district level HKCS Reports are requested:
School District Name
Superintendent
Name
Phone
Number
Email
Address
Signature (indicates
agreement to release a
copy to the CPP Project
Coordinator)*
Note: A signature of the superintendent named must be provided in the signature section of the
MOA.
28
MOA Attachment A.2: Agreement and Work Plan Details
Example
CPP Project will
• Notify school officials of Coalition/PPB meeting times, locations and related information
on a regular basis.
CPP Project Coordinator will serve as a liaison between community and school
stakeholders.
CPP Local Evaluation Liaison will work with OMNI to obtain survey supplies and to
provide information about the school sample and survey administration timeline.
Work with appointed school officials to coordinate the HKCS administration including
mailing out passive/active consents to families, meeting with school personnel to review
administration procedures, ensuring teachers are prepared to administer, and ensuring that
completed surveys are boxed, inventoried and returned to OMNI in a timely manner.
Pay for costs associated with the administration of HKCS.
The Coalition/PPB review school/school district data for needs assessment, planning and
evaluation purposes.
Obtain technical support on interpreting school data from OMNI evaluation team contact.
Obtain technical support on using school data for planning purposes from OMNI
Regional Prevention Consultant (RPC).
Appointed School District Officials will
Appoint school official(s) to participate in Coalition/PPB meetings, strategic planning
activities and project advisory/oversight responsibilities.
School officials represent school perspective, serve as a resource on school issues and
serve as a liaison between the CPP project and others involved in the school system.
Work with the CPP Local Evaluation Liaison to provide needed information.
Work with CPP Project Coordinator and Local Evaluation Liaison to provide information
and support needed to coordinate the HKCS administration each fall in grades 6-11 of
participating schools. Help prepare teachers for survey administration.
Dedicate approximately 1 -hour classroom period to administer the HKCS.
As members of the Coalition/PPB, participate in reviewing school/school district data for
needs assessment, planning and evaluation purposes.
Participate in Coalition/PPB meetings to discuss school survey results.
Participate in Coalition/PPB meetings that use school and other sources of data to
develop Community Strategic Prevention Plan.
29
MOA Attachment A.3: Healthy Kids Colorado Survey (HKCS)
Administration and Data Sharing Protocol
Administration Protocol and Agreements
1. Surveys will be administered to participating high schools and feeder middle schools
in the fall semester of each year, beginning fall 2007.
2. Surveys will be administered to students in grades 6-11 in participating school
district(s), during one classroom period of approximately one hour.
3. OMNI Institute must be consulted on the development and implementation of any
student level or school level sampling procedures. Sampling strategies that do not
meet OMNI's guidelines will make HKCS participation null and void for the school
entities where the non-scientific sampling strategies were employed. (Refer to
sampling procedures in CPP General Guidelines, Evaluation Requirements, Section 4
last paragraph.)
4. School personnel and CPP project staff work together to implement HKCS
administration guidelines, including the use, appropriate labeling and timely return of
sealable envelopes for student answer sheets.
IL Individual Protections and Agreements
1. Parental Consent: If there is a district policy regarding parental consent, schools
follow district policy. If there is not a district policy regarding parental consent,
schools may choose to utilize either an active or passive parental consent process for
students being requested to participate in the HKCS. "Active Consent" means that a
parent must explicitly state on paper that his or her child may participate. If no record
of this consent is obtained, a student may not participate in the survey. "Passive
Consent" means that a parent must explicitly state on paper that his or her child
cannot participate in the survey, otherwise it is assumed that the student can. Note
that active consent procedures are more time consuming and are more difficult to
manage as they require schools to track parent consent forms for all possible students.
2. Student Participation: Despite a parent's acknowledgement that his or her child may
participate in the HKCS (through either passive or active consent processes), a child
is always instructed before the survey administration that he or she may voluntarily
choose not to participate in the entire survey or may choose not to answer any items
for which he or she feels uncomfortable.
3. Survey Completion: Upon completion of a classroom survey administration,
teachers are instructed to have all students insert their completed scan form (student
answer sheets) into a sealable envelope. Once all the scan forms are in the envelope,
it is to be sealed and assembled with other classroom envelopes. No teacher or school
administrator is allowed to examine an individual student's survey responses.
Students are instructed not to write their names anywhere on the answer sheet.
4. Survey Reporting: Raw data will not be released to school, community or state
entities.
5. Aggregate raw data, using school and individual identifying numbers, may be
provided to the federal cross -site evaluators.
30
III. Limited Use of Survey Data Agreements and Protections of School Survey Data
State Evaluation. As a recipient of federal SPF-SIG dollars, Colorado is required to
participate in the SPF-SIG national evaluation and to collect National Outcome
Measures. The HKCS is one part of this evaluation. OMNI Institute will analyze HKCS
for this purpose.
Confidentiality protection: While these data will be analyzed at the school, district,
and/or community level, these analyses will use confidential and unique identifying
identification numbers. No data for individual schools, districts, or communities will be
released to the public. A final report may be issued from DBH for the CPP project, but
no HKCS data will be presented that specifically identifies participating schools or
districts by name.
1. Local Planning. HKCS data is meant to be used to support planning and decision
making at the local level. To do so requires that the local Coalition/PPB have access
to the data for use in planning processes. An aggregated data report will be provided
to agreed upon school entities and the CPP Project Coordinator simultaneously,
unless an alternative agreement has been made between the Coalition/PPB and
schools. The CPP Coalition/PPB is not permitted to use, distribute or advertise these
data to any party or group outside of the Coalition/PPB structure unless there is
written agreement between the Coalition/PPB and appropriate school officials.
2. Local Evaluation: Annual HKCS data also will be used for the PPB local evaluation
effort. The data will be used to help the PPB reflect on any changes to targeted
population groups, possible emerging trends, and to support changes to the local
strategic plan.
Confidentiality Protection: All conditions cited in Local Planning (above) apply for the
Local Evaluation use of the data.
31
MOA Attachment A.4: Example of Data Sharing Letter
April 12, 2009
To: Superintendent
From: CPP Coordinator
Re: Healthy Kids Colorado Survey Data
Dear Superintendent,
This letter serves to outline our agreement regarding the release and sharing of data from the
Healthy Kids Colorado Survey (HKCS). We have appreciated the opportunity to partner with
the School District to conduct the HKCS this past year. Because the work of the
[Coalition/Organization] is focused on the prevention of substance abuse and our goals and
strategies are data -driven, the results from the HKCS will be invaluable to us in (e.g.
seeking funding).
The CPP and the School District agreements for releasing and sharing HKCS data with potential
funders are outlined as follows:
1- Aggregate data at the district level only will be shared;
2- The content of data shared will be limited to HKCS survey results on Substance Use
(Section IV., pp. 12- 46) and Risk and Protective Factors (Section IV., pp. 132-146); and
3- School specific HKCS reports will remain on file with the CPP Coordinator and the
School District for reference purposes only. No school -level specific data will be released
or shared.
Our signatures below indicate acceptance of this agreement.
CPP Coordinator Date
Superintendent Date
32
Attachment VIII
BUDGET INSTRUCTIONS 2009-2010
(Changes are noted in bold)
Based on your narrative reflections and your revised work plan, include a current assessment of
funding needs for the next nine months.
General Budget Instructions
Please make sure that:
1. All requested funds are justified and directly relate to your Strategic Prevention Plan.
2. The line -item budget is submitted using the DBH budget page, which will be emailed to you
as a separate Excel document.
3. A budget narrative is included and it:
a. Details all costs by category
b. Explains how the costs for each line item were calculated
c. Explains all costs that have been placed in both the "direct" and "indirect" categories
d. Describes the process for arriving at the costs listed
Fiscal Guidelines — Allowable Costs
Allowable costs include:
1. Staff time for:
a. The minimum of a half-time Project Director/Coordinator (.5 FTE)
b. The minimum of a quarter -time Local Evaluation Liaison (.25 FTE)
c. A higher education representative (time allocation is flexible)
d. Administrative support
2. Consultant expenses:
Funds can be used for in -kind RPC services (see In -kind Services cost estimates) or for other
paid consultation services. Coordinate with your Regional Prevention Consultant in
budgeting these expenses. If any CPP staff are paid hourly, funds can be built into the
consultant line to meet such staffing expectations
3. Travel expenses (mileage, lodging, per diem) to cover required out -of -area travel for the
Project Director/Coordinator and Local Evaluation Liaison to attend:
a. Two 2 -day annual Community Infrastructure Workgroup and CPPAC Advisory Council
meetings per year in Denver
b. A minimum of one regional CPP meeting
c. Funds for any projected additional meetings, in -area or out -of -area, for training and other
activities, for example to participate in state coalition network meetings
d. Attendance at the SAPST training, if not yet accomplished
e. Participation in regional sustainability TOT's
4. Operating:
a. Training/conference expenses (two CPP Community Capacity meetings, Regional
Evaluation trainings, SAPST training, coalition network meetings, TOTs,
implementation training expenses)
b. Copying, printing
c. Meeting expenses (planning, food, facilitation services, meeting room rental costs)
d. Postage
33
e. Data collection costs (HKCS surveys @ $2.15/student, etc.)
f. Stipends/honoraria
g. Telephone fees (cell phone/service is an acceptable operating expense)
h. Other justifiable operating expenses
i. Indirect costs for fiscal agent (20% maximum)
5. Implementation Expenses:
Provide a detailed breakdown of 2009-2010 implementation costs (including training
expenses) by each approach in your plan so that reimbursements can occur (see examples in
budget instructions)
6. Equipment:
Computer and printer costs if justifiable
Note: Must meet DBH equipment/software requirements (see the section in the application
regarding computer equipment and software in Terms and Conditions).
7. In -kind Services
a. At an estimated value of $50 per hour for services, the Regional
Prevention Services (RPS) Project provides support, technical assistance, and training in
the 12 focus areas listed below. Build such services into the consultant line as "Other
Sources/In-kind"
• Coalition Building
• Sustainability Planning
• Group Facilitation
• Needs Assessment
• Logic Models and Use of Data
• Resource Referral
• Strategic Planning
• Competence in Addressing the Cultures of Diverse Populations
• Community Readiness Assessment
• Substance Abuse Prevention Focused Programs, Practices, and Policies
• The Colorado Prevention Partners (CPP) model or Strategic Prevention Framework
(SPF)
• Follow-up to the Substance Abuse Prevention Specialist Training (SAPST)
b. Other In -kind or Cash Services (from community)
Please list any financial support, either cash or in -kind, that you receive to support the
CPP project. These expenses are examples of sustainability progress. Examples
include:
• Meeting rooms (e.g. PPB member provides meeting room costs out of local LEAF
grant)
• Trainings
• Staff time that is not included in the indirect budget
• Volunteer time (valued at $19.51/hour by the Independent Sector)
• Free or discounted event tickets
• Gift certificates
• Discounted rates on services or products (e.g. equipment, location space, training and
materials)
• Food and beverage for activities
• Other agency support
34
• Supplies
• Municipal tax revenues
c. Non -allowable costs in the budget include
• Equipment over $2,500 per item
• Car leasing
Budget Narrative Instructions
Personnel: Describe how the total amount requested was calculated, i.e., number of FTE @ $xx
monthly salary. Fringe benefits at xx% of salary for xx months
Example
$36,000 annual salary for Project Coordinator x .5 FTE = $18,000 or $1,500/month x
9 months - $13,500
• 20% fringe benefits x $1,500/month = $300/month x 9 months = $2,700
• $30,000 annual salary for Local Evaluation Liaison x .25 = $7,500 or $625/month x 9
months = $5,625
Consultant (If CPP staff will be paid an hourly wage, build their time into the Consultant line):
The budget narrative must list each consultant, trainer and other contractor to be used, the cost
for each, and a description of the activities they will perform. Coordinate with your Regional
Prevention Consultant in budgeting these expenses.
Use the attached in -kind chart to estimate the value of services you receive from your Regional
Prevention Consultant.
Example
• RPC facilitator for community meeting: $50/hour x 5 hours = $250 in -kind.
• Sustainability trainer
Travel: Estimate the cost of local travel necessary to fulfill the scope of work. Out -of -area travel
should include two 2 -day meetings for two people in Denver. Estimate 2 days per meeting plus a
half -day of travel prior to and following each meeting. The budget narrative must list other in-
state meetings and conferences, as well as the number of staff attending each and an estimate of
associated costs.
Follow these guidelines for calculating your travel expenses to Denver or other out -of -area trips.
Depending on where you are, you may need to follow the policies of your county.
Per diem for meals: Use state per diem rates, which can be found by going to:
http://www.colorado.gov/dpa/dfp/sco/FiscalRules/10-01-
07/Maxi mum%20Allowable%20Meal%20Per%20Diem.pdf
Lodging: Use estimates based on the state rates listed for specific hotels/motels/lodges.
This information can be found on http://www.colorado.gov/dpa/dcs.travel by clicking on
"State Travel Management" and then on the "Lodging" link
Mileage: Budget mileage anywhere between 50 cents per mile (current state rate) and 56
cents per mile (federal rate, which is acceptable for this grant if it is consistent with the
reimbursing agency's reimbursement policies)
Cost of Training: There will be no charge to attend the trainings.
35
Travel Examples
Out -of -area
• Denver Trips: Mileage for three trips to Denver @ 150 miles round trip x 2 trips =450 miles
@ .50 per mile = $225; lodging for two rooms @ $120 per room = $240 per night x 1 night =
$240 x 2 meetings = $480; meals per diem ($49 per day Denver) x 2 people = $98 x 2 days =
$196 x 2 meetings = $392.
• Regional Prevention Meeting: one trip to x community for x people @ x miles, etc. (i.e., to
Grand Junction for 3 people @ 200 miles round trip @ .50 per mile = $100; lodging for 3
rooms @ $65 per room = $195 per night x 3 nights = $585; meals per diem ($49 per day less
$13 lunch = $36) x 3 people = $108 x 3 days = $324.
In -area
Local mileage: 250 miles per month x 9 months @ .50 cents = $1,125.
Operating Expenses: The budget narrative must contain adequate information to show how the
amount requested was calculated. Refer to the information listed above regarding allowable
operating expenses.
Example
Copying/Printing: List specific amounts for operating costs per month e.g., Copying/printing
(ink, paper), $50 x 9 months = $450
Implementation: Please break down your implementation expenses in detail, listing each
approach in your implementation plan. Refer to the number/letter of each approach in your plan.
Examples
D.9 Goal 1: TIPS Trainings - $840
• Trainer's fee for 4 meetings @ $60 per meeting = $240
• Meeting expenses for 4 meetings @ $50 per meeting = $200
• Supplies and postage - $100
• Promotion, copying, printing - $300
D.10 Goal 2: Social Norms Process, Media Advocacy/Education Campaign - Develop social
norms messages and community education materials and pay for their distribution - $5,850
• Training for coalition in evidence -based social norms model program - $2,500
• Printing of media messages (500 posters @ $50 per 100 posters = $250)
• Billboard rental for media messages (4 per year) - $1,600
• Newspaper ads (1 ad per week in local newspaper for 5 weeks @ $300 per week - $1,500)
D.11 Goal 3: Evidenced -based Curricula in Schools - $2,500
• Skill -based curricula [list name(s)] materials needed for 2009-2010 school year- $1,500
• New Mexico Media Literacy Curriculum - $500
• Project Action Supplemental Materials for Grades 7-10 - $1,000
• Classroom incentives/rewards-$1,000
D.12 Goal 4: Parent Education — $3,500
• Printing of Parent Guide, Talking with Your Kids About Underage Drinking - $2,000
• Positive Parenting Training from CSU Parent Resource Center/CFERT Training Services —
state trainer in -kind (value of $2,000)
36
• Funds to support co -facilitation by local trainer/facilitator - $500
• Training manuals ($25 per person x 20 parents = $500)
• Food and child care for parent trainings ($50 session x 10 sessions = $500)
D. 13 Goal 5: Youth Engagement
Youth Coalition Meetings - $1,380
• 12 @ $75 per meeting for room rental and refreshments = $900
• Stipends for 9 meetings ($40 per meeting = $360)
• ATOD-free Alternative Youth Events to Support Positive Action Curricula (1-2 activities
each month) - $
• 12 events @ $400 each = $4,800
• Stipends for event sponsors (12 events x 4 people x $20 = $960)
D.14 Goal 6: DUI Task Force - $2,000
• Rack cards on laws and penalties for adults that provide alcohol to youth (cost includes
production and displaying cards in 50 locations) - $1,000
Give aways/promotional items to support DUI enforcement messages - $1,000
Indirect: The budget for indirect costs may be up to 20% of the total budget. The Fiscal
Agent may use 20% for its support of the project. Items that are not specifically service
related fall into this category (e.g., utilities, rent, Executive Director's salary, bookkeeping
staff, general liability insurance, etc.)
Note: Some costs, like rent could fall into both indirect and direct. Only the area where the
service is performed may be considered applicable for direct costs. For example, the
Executive Director's space, the bookkeeper's work area, and other non -program related staff
areas would fall into indirect. Rent costs would be figured at the percentage of time that a
person is assigned to work within this contract.
In the budget narrative section, please justify all costs that have been placed in both the direct
and indirect categories. The process for arriving at the costs listed must be clearly described.
Subcontracts: Please submit a budget and subcontract for each subcontractor. The budget
for a subcontractor should follow the same format as that required for the Fiscal Agent.
Ensure that the total of the subcontract budget(s) and the Fiscal Agent budget equals the
requested amount for the 12 -month period. Attach the subcontract documents, subcontract
budgets and narratives with your Continuation Application, or explain when those
documents can be submitted to DBH.
DBH must approve in advance, and in writing, any subcontract for services to be provided as
part of the CPP project. DBH does not prescribe any specific contract format, but the prime
contractor should assure that any subcontract holds the subcontractor responsible for every
applicable duty required of the prime contractor. This is requested in order to clarify the role
and duties of the subcontractor. Adding duties or requiring compliance of a subcontractor
that is not clearly stated after the contract is signed cannot be done. Because contracts are
legal documents, the prime contractor should assure the subcontract would be upheld in
court.
37
SAMPLE BUDGET PAGE (DO NOT USE)
*Use Excel Spreadsheet (An separate Excel document will be emailed to you.) A sample budget
page is included below for viewing purposes only.
Colorado Division of Behavioral Health (DBH)
SAMPLE CPP BUDGET PAGE (do not use)
CONTRACTOR:
PROJECT TITLE:
TIME PERIOD: 9/30/2009 - 6/30/2010
Category and Line
Annual
Time
#
Mos
Hrs/
Week
%
Total
Budget
CPP
Fund
Other
Source
Cash
Other
Source
Non -Cash /
In -Kind
Personnel
1. CPP Coordinator
0.00
0.00
0.00
0.00
Fringe
Benefits
0%
0.00
0.00
0.00
0.00
2. Evaluation Liaison
0.00
0.00
0.00
0.00
Fringe
Benefits
0%
0.00
0.00
0.00
0.00
3. Admin Assistant
0.00
0.00
0.00
0.00
Fringe
Benefits
0%
0.00
0.00
0.00
0.00
Total Personnel
0.00
0.00
0.00
0.00
Consultants
1. Youth Consultants
0.00
0.00
0.00
0.00
2. Subcontractor
0.00
0.00
0.00
0.00
3.
Consultant/Coordinato
r
0.00
0.00
0.00
0.00
Total Consultant
0.00
0.00
0.00
0.00
Travel
1. Local
0.00
0.00
0.00
0.00
2. Out of Area
0.00
0.00
0.00
0.00
38
Total Travel
0.00
0.00
0.00
0.00
Operating
1.
Training/Conference
0.00
0.00
0.00
0.00
2. Copying/Printing
0.00
0.00
0.00
0.00
3. Meeting Room
0.00
0.00
0.00
0.00
4. Food
0.00
0.00
0.00
0.00
5. Indirect
0.00
0.00
0.00
0.00
Total Operating
0.00
0.00
0.00
0.00
Category and Line
Annual
Time
#
Mos
Hrs/
Week
%
Total
Budget
CPP
Fund
Other
Source
Cash
Other
Source
Non -Cash /
In -Kind
Implementation
1. Goal 1
0.00
0.00
0.00
0.00
2. Goal 2
0.00
0.00
0.00
0.00
3. Goal 3
0.00
0.00
0.00
0.00
Total
Implementation
0.00
0.00
0.00
0.00
Grand Total
0.00
0.00
0.00
0.00
Instructions: This is the budget format required for the next fiscal year. The budget should reflect
and individually identify costs for both the fiscal agent and any subcontractors. Billings to DBH
should be prepared referencing the line items in the in the budget. Your budget narrative must
match the budget.
39
Attachment IX
LIST OF FREQUENTLY USED ACRONYMS
ATOD
Alcohol, Tobacco, & Other Drugs
Substance abuse prevention focus.
SPF-SIG
Strategic Prevention Framework-
State Incentive Grant
The federal name for the federal grant that Colorado
received to do a multi -county funded process and
apply a specific 5 step planning process that it
requires.
CPP
Colorado Prevention Partners
What Colorado calls the multi -county funded
process and the specific 5 step planning process that
is required.
PLC
Prevention Leadership Council
The name of the group that meets with all of the
leaders of prevention efforts in the state.
DBH
Alcohol Drug Abuse Division
The name of the state agency in Colorado which
receives the federal block grant dollars for
substance abuse prevention and treatment.
CDPHE
Colorado Department of Public Health
& Environment
The state agency for addressing public health and
environment for all of Colorado.
CDE
Colorado Department of Education
The state agency for addressing education in the
state.
CDOT
Colorado Department of
Transportation
The state agency for addressing transportation in the
state.
RPCs
Regional Prevention Services
(project)
Regional Prevention Consultants
The name of the statewide project which provides
prevention technical assistance and training and
what the regional staff calls themselves.
PPB
Prevention Policy Boards
What the required advisory boards are called which
each CPP funded community must have.
ASPIRE
Assessment Prevention Indicators &
Resources (Web -based system)
Data assessment system to manage and report
indicator and resource data.
HKCS
Healthy Kids Colorado Survey
The integrated school youth survey which each CPP
funded community will have their schools use.
SEOW
State Epidemiological Outcomes
Workgroup
State group assembled to look at data sets.
SWCAPT
CSAP's Southwest Center for the
Application of Prevention
Technologies
Provides technical assistance & training to the states
in their prevention work. They cover multiple
states in the Southwest part of the country.
CSAP
Center Substance Abuse Prevention
National agency that leads policy on substance abuse
prevention. Their website is a good resource for lots of
information.: http://prevention.samhsa.gov/
SAMHSA
Substance Abuse & Mental Health
Services Administration
Federal agency that is the parent organization of
CSAP.
40
Attachment X
GLOSSARY
*(Note: Changes from previous year are noted in italics)
ASPIRE:
Capacity:
Community Level
Instrument (CLI):
Community
Coalition:
(Assessment Prevention Indicators and Resources) ASPIRE is a web -
based data system designed to store and manage indicator and resource
data that can be queried to meet the user's needs. ASPIRE contains
indicator data within numerous domains such as demographics, early
childcare and education, community and civic involvement, mental health,
and substance abuse and treatment.
The process by which a community develops the ability to build an
effective and sustainable infrastructure. The community will have various
types and levels of resources at its disposal to meet implementation
demands.
Web -based community level instrument for the national cross -site
evaluation
CPP communities are required to have a community -based coalition that will
work in conjunction with or include policy makers as members that serve as
a Prevention Policy Board (PPB) to plan, manage, and implement the CPP
project. Because many of Colorado's communities already have one or
more functioning coalitions, CPP communities have been encouraged to
build on these existing groups as considered appropriate, particularly if the
community has a coalition funded by a federal Drug Free Community Grant.
CPP communities are expected to have developed their coalitions and to
have obtained participation agreements (e.g., Memoranda of Understanding,
letters of support, declaration of support). Updates are to be submitted with
the Continuation Application Packet. However, the process of building a
coalition is ongoing and will continue throughout the CPP project.
Coalitions are defined as organized groups with multiple partners that have
in place a process that includes a needs assessment; vision, mission, and
goals; an action plan; and benchmarks for specific outcomes addressing
reductions in alcohol, tobacco, or other drug use or related problems.
Coalitions need not be separate legal entities or have non-profit status.
Community Prevention
Policy Board (PPB): CPP communities are required to continue efforts to engage key decision -
makers from across disciplines to comprise a Prevention Policy Board that
will work in conjunction with, or be part of, a Community Coalition to
plan, mobilize and implement the project. Key decision -makers are
defined as those individuals that hold policy -level positions in the county
(e.g., school district superintendents, sheriffs, county commissioners, city
officials and other governmental representatives, school board presidents,
41
etc.) and that have the authority to institute changes in the local
infrastructure.
Contract Signer:
Cultural
Responsiveness:
Evaluation:
Evidence Based:
CPP communities are expected to have progressed considerably in the
development of their PPBs and to have obtained participation agreements
(e.g., Memoranda of Understanding, letters of support, declaration of
support). Updates are to be submitted with the Continuation Application
Packet. However, the process of building a PPB is ongoing and will continue
throughout the CPP project.
The individual in the Fiscal Agency that is authorized to obligate the
agency.
An inclusive approach of inquiry and action to foster effective programs,
policies, and practices that is respectful of cultural conditions within
communities.
The systematic collection of information about community needs,
prevention strategies and program activities, participant characteristics
and outcomes.
To include those interventions that fall within one of the following three
categories:
Included on a Federal List or Registries of evidence -based
interventions;
Reported with positive effects in peer reviewed journals; or
Documented effectiveness based on guidelines for evidence:
An outside evaluator has written a comprehensive evaluation report,
which includes:
1) A pre -post quantitative design using statistical analyses; and
2) A thorough literature review of the theoretical basis behind the
approach; and
3) A comparison group (which could be comparable data such as national
or state -level data); and
4) Positive findings.
Fiscal Agent: Person or persons responsible for financial matters; the agent must be a
representative of a Unit of Local Government.
Evaluative activities undertaken during the design and pre -testing of
programs to guide the design process.
Goal: Clearly stated, specific, measurable outcome(s) or change that can be
reasonably expected at the conclusion of a methodically selected program.
Key Informant: A community representative identified to participate in an evaluation or
community readiness interview.
Formative
Evaluation:
42
Memorandum of Official and formalized contractual agreement with schools for their
Agreement (MOA): participation and administration of the HKCS. (See Appendix F).
Memorandum of
Understanding
(MOU):
Needs Assessment:
No Cost Extension:
Outcomes:
Prevention
Infrastructure:
Stakeholder:
Strategic Plan:
Supplanting:
Participation agreements from community members involved with
coalitions and/or PPB's to formalize relationships supporting the
community initiative. The MOU may be a collectively signed document
or individual letters of agreement.
This is a type of evaluation that involves the systematic assessment of
various targeted populations and prevention resources within the
community and studies of current indicators to identify unique
vulnerabilities and strengths that affect substance abuse in communities.
A no -cost extension is an extension of the length of time needed to permit
an orderly phase out of a project or to assure adequate completion of the
originally approved project.
The extent of change in targeted attitudes, values, behaviors or conditions
between baseline measurement and subsequent points of measurement.
Changes may be identified as immediate, intermediate, and long term.
The policies, networks, coalitions, resources, professional staff and skills,
programs and delivery system that serve as a foundation for prevention
work within a community.
An individual or an organization that has a vested interest and investment
in a project or program (e.g., funder, program champion, community
leader, etc.).
A plan developed and used to guide the successful implementation of
prevention programs, practices and policies. The strategic plan defines
specific objectives and actions to be taken, in order to accomplish the
proposed goals.
According to OMB A-133, a compliance supplement used by auditors to
determine federal grantee compliance with federal laws and regulations,
federal funds should be used so as to supplement the level of Federal,
State and local public funds that, in absence of such availability, would
have been expended for programs and in no case to supplant such Federal,
State and local public funds.
The "supplement, not supplant" provision means that federal funds must
be used only to provide additional services, staff, programs, or materials
that could not be provided by the state of local agency in the absence of
the federal funds. In other words, federal funds cannot be used to pay for
things that would otherwise be paid for with state and/or local funds.
43
Hello