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From: Taylor- CDPS, Christa <christa.taylor@state.co.us>
Sent: Monday, December 22, 2025 3:42 PM
To: Ermelinda Archibeque; Karol Patch; Rusty Williams; BOCC Contracts
Cc: Louise Esquibel - CDPS;Alberta Lopez -CDPS;Amanda Odle -CDPS; Kelly Kissell - CDPS
Subject: Final Monitoring Report- 19th Judicial District Attorney's Office, Grant#2024-
VA-25-569-19
Attachments: Final Monitoring Report-19th Judicial District Attorney's Office.pdf
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Hello Erma and Karol!
Thank you for assembling, preparing, and submitting the required materials in order to successfully
complete the comprehensive monitoring review of your 2025 VOCA grant award. I've attached a copy
of my final report for your files.
I enjoyed meeting with you and some of the staff during my on-site visit last month. OVP truly
appreciates your cooperation with the monitoring process which is crucial to assuring the continued
flow of federal grant funds to support crime victim services in Colorado.
Thank you for the outstanding services that the Weld County DA's office provides to victims of crime!
Hope you have a wonderful holiday.
Sincerely,
Christa
Christa Taylor
(She/Her/Hers) What's This?
Grants Compliance Monitor
Office for Victims Programs
700 Kipling St. Denver, CO 80215
P 720.926.1239
christa.taylor@state.co.us I dci.colorado.gov
ecYnINICUI(Cat.O4,A) 1
/05/26 2026-0059
0 COLORADO
Division of Criminal Justice
Department of Public Safety
2025
Comprehensive Monitoring Report
District Attorney's Office, 19th Judicial District
2024-VA-25-569-19
Period Reviewed: July 2025 - September 2025
Period Completed: October 2025 - December 2025
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Division of Criminal Justice
Department of Public Safety
Final Monitoring Report
To: Ermelinda Archibeque, Project Director
From: Christa Taylor, Grants Compliance Monitor
Office for Victims Programs, Division of Criminal Justice
Date,of monitoring review: (Q4) October 1, 2025 to December 31, 2025
Period reviewed: (Q3) July 1, 2025 to September 30, 2025
Date of site visit: November 18, 2025
Re: Comprehensive Monitoring Report
Grant number: 2024-VA-25-569-19
Grantee: District Attorney's Office, 19th Judicial District
Project name: Victim Witness Assistance Unit
Award Period: January 1, 2025 - December 31, 2025
Purpose of the Monitoring Review
The purpose of the monitoring review is to support programs in successfully
administering CVS grants by assessing the agency's overall ability and compliance with
the appropriate accounting and monitoring procedures; documenting that records are
maintained to ensure fiscal control; and ensuring the proper management and
efficient disbursement of state and federal funds in accordance with applicable fiscal
rules.
The Division of Criminal Justice (DCJ) places a high value on accountability for both
DCJ and grantees. Accountability begins by consistent, open and reasonable reporting
by grantees and by appropriate monitoring and technical assistance by DCJ staff. The
objectives of the Office for Victims Programs (OVP) monitoring process include: (a) to
ensure the grantee agency is complying with applicable state and federal
programmatic and financial intent, rules and requirements for the use of the funds;
(b) to identify technical assistance or training needs, and (c) for DCJ to fulfill its
obligations as a state administrator for U.S. Department of Justice funds.
The monitoring review consists of a comprehensive review by OVP staff of one quarter
of documentation, or a snapshot in time of the agency's progress over the one-year
grant cycle. There are times when the current review necessitates a more in-depth
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Division of Criminal Justice
Department of Public Safety
review for a designated portion or for the entire grant cycle. In this instance, the
agency will be instructed by OVP staff of the additional documentation and processes
necessary to complete the monitoring review.
Monitoring process
The initial comprehensive monitoring process related to general compliance with
state and federal rules, regulations and statutes is completed by the Division of
Criminal Justice Audit Compliance Monitor and several members of the Office for
Victims Program's Grants Team.
The initial phase of the Grants Monitoring Team comprehensive monitoring review
begins with a detailed desk review of financial documentation for the selected
quarter including: the general or subledger, journal entry detail report, payment
summary, report of grant staff charges, chart of accounts, deposit records and
supporting documentation for cash requests; review of program approved budget,
goals and objectives; and reconciliation of the quarterly Financial Report and Payment
Request with supporting documentation.
The second phase of the detailed desk review by the Grants Compliance Monitor
includes a review of the administrative rules, policies and procedures governing the
OVP grant and other administrative information submitted by the agency.
The final phase of the monitoring process is the site visit. During the site visit, OVP
staff will: meet with key personnel regarding the administrative, financial and/or
programmatic aspects of the program; review the master grant file; review the
methodology for securing and storing confidential client files, if applicable; confirm
the roster of grant-funded personnel; establish that key personnel have ready access
to the Administrative Guide; and confirm the process for retrieving data reported on
the PMT/Muskie report and verified the most recent total number of victims reported.
Monitoring Results
During the compliance monitoring process, the following were observed:
Audit Compliance Monitor
Documents and processes reviewed by the Division of Criminal Justice Audit
Compliance Monitor and Grants Compliance Monitor during application, contracting,
and on-going reporting:
1. Agency has submitted the most recent audit or financial review
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Division of Criminal Justice
Department of Public Safety
Acceptable -
2. Agency has resolved any issues in the most recent audit or financial review
Not Applicable -
OVP Grants Team Contracting a Ongoing Review
Documents and processes reviewed by the Grants Team during application,
contracting, desk reviews, and on-going reporting:
3. Agency files financial reports in timely manner with few or no corrections
required
Acceptable
4. Agency on track to expend all grant funds in a manner proportional to budget
Acceptable -
5. Agency does not have discrepancies between narrative and financial reports
(i.e. no money spent with progress made, etc.)
Acceptable -
6. Agency can demonstrate that payment request and financial report have been
authorized and signed by the correct individual
Acceptable -
7. Agency is responsive to requests for information from DCJ staff
Acceptable -
8. Agency is responsive in making changes requested by DCJ staff
Acceptable -
9. Agency requests pre-approval from Grant Manager prior to making changes in
budget or requesting reimbursement for expenses not clearly approved in
budget
Acceptable -
10.Agency project began as scheduled or within 60 days
Acceptable -
11.Agency provides statistical and narrative reports in a timely manner with few
or no corrections
Acceptable -
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Division of Criminal Justice
Department of Public Safety
12.Agency is on track to meet or exceed goals, objectives, and performance
measures
Acceptable -
13.Agency can demonstrate the use of an attribution statement, when applicable
Not Applicable -
14.Agency has provided a Lobbying Certification (for grants over $100,000)
Acceptable -
15.Agency has certified that they are in compliance with the Civil Rights
Requirements (DCJ Form 30)(federal funds only)
Acceptable -
16.Agency has complied with federal guidance on discovery or inventions
Not Applicable -
17.Agency has complied with federal guidance on copyrighted work
Not Applicable -
18.Agency has demonstrated confidentiality of identifiable research and statistics
Choose an item-
Grants Monitoring Team - Financial Review
Documents and processes reviewed by the Grants Monitoring Team during the biennial
monitoring financial review for the quarter being monitored:
General
19.Agency can demonstrate that the accounting system separates revenues and
expenditures by funding source
Acceptable -
20.Agency can demonstrate to what account program funds are deposited
Acceptable -
21.Agency can demonstrate that the deposit is identified by the grant name and
number
Acceptable-
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COLORADO
Division of Criminal Justice
Department of Public Safety
22.Agency can demonstrate that backup documentation and subledger for actual
grant expenditures equals the expenditures reported on the original Payment
Request and Financial Report
Acceptable -
23.Agency can demonstrate that any project income realized as a result of grant
funded activities is properly reported and administered
Not Applicable -
24.Agency appears to have demonstrated that federal funds are not supplanting
state and local funds.
Acceptable -
25.Agency can demonstrate that it has followed the required procurement
procedures for Professional Services/Contracts or other grant-funded purchases
as applicable.
Not Applicable -
26.Agency has provided proof of insurance
Not Applicable -
27.Agency does not have any exclusions reported in the SAM database
Acceptable -
Financial - Personnel
28.Agency can demonstrate that grant funds and/or match expenditures in the
Personnel category are supported by timesheets
Acceptable -
29.Agency has written or electronic timesheets that indicate the approved amount
of time charged to the grant project including the grant number or other
unique identifier
Acceptable -
30.Agency has written timesheets that have signatures of the employee and
supervisor/project director
Acceptable -
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Division of Criminal Justice
Department of Public Safety
31.Agency has written timesheets which include the date timesheets were signed
by the employee and supervisor/project director (following completion of
work)
Acceptable-
32.Agency allocated the appropriate percentage of payroll expenditures to the
grant
Acceptable -
Financial - Supplies and Operating*
33.Agency can demonstrate that invoices are marked with the grant name and
number
Not Applicable -
34.Agency can demonstrate that invoices indicate the appropriate proportion of
grant funds to the expense
Not Applicable -
35.Agency has requested reimbursement only for allowable expenses clearly
approved in the budget
Not Applicable -
36.Agency has provided appropriate backup documentation for all requested
expenses
Not Applicable -
Financial - Travel*
37.Agency can demonstrate mileage requests are supported with backup
documentation (i.e. mileage voucher and mileage verification such as
MapQuest, Google Maps, etc.)
Not Applicable -
38.Agency can demonstrate that mileage requests include the allocation of grant
funds to the expense
Not Applicable -
39.Agency has provided backup documentation for per diem and lodging expenses.
Not Applicable -
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Division of Criminal Justice
Department of Public Safety
Financial - Equipment*
40.Agency has a written Asset/Property Management policy that governs the
maintenance of Equipment and other items of substance purchased with grant
funds
Not Applicable -
41.Agency can demonstrate that an equipment/inventory system is in place to
track capital asset expenditures
Not Applicable -
Financial - Professional Services*
42.Agency has provided all DCJ Form 16's and/or 17's for Consultants in the period
being reviewed
Not Applicable -
43.Agency can demonstrate that the services were performed during the period
reviewed
Not Applicable -
Financial - Indirect*
44.Agency can demonstrate the indirect rate was calculated correctly and that
rent, equipment, or professional services over $50,000 were not included in the
indirect calculation
Acceptable -
45.Agency provided accounting report included indirect costs
Acceptable -
*Reviewed only if grantee has requests for reimbursement in the category in the
quarter monitored.
Financial - Cash or in-kind match
46.Agency can demonstrate how in-kind or cash match is calculated, tracked and
attributed to OVP grants
Not Applicable -
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Division of Criminal Justice
Department of Public Safety
47.Agency has written timesheets which include the date timesheets were signed
by the volunteer and supervisor/project director (not to exceed one month
time)
Not Applicable -
Monitoring Team - Administrative Review
Documents and processes reviewed by the Grants Monitoring Team during the biennial
monitoring administrative and programmatic review for the quarter being monitored:
General
48.Agency provides Civil Rights and Colorado DORA information to program
participants (See additional notes)
Acceptable
49.Agency provides information on filing Civil Rights complaints to program
participants (See additional notes)
Acceptable -
50.Agency has submitted EEOP Verification at the the EEOP Verification Homepage
(See additional notes)
Unable to Submit-
51.Agency can demonstrate program services are evaluated regularly by clients,
community, or outside agency (See additional notes)
Acceptable -
52.Agency can explain any differences in job descriptions since approval of the
Grant Agreement and, if a change has occurred, agency provided a written job
description with GPM approval
Not Applicable-
53.Agency can demonstrate that it has financial policies and procedures that
require internal accounting controls
Acceptable-
54.Agency has provided a copy of its bylaws (if applicable)
Not Applicable-
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Division of Criminal Justice
Department of Public Safety
Items required within Personnel Manual or as a stand-alone policy
55.Agency has a Personnel Policy manual (See additional notes)
Acceptable -
56.Agency has an EEOC section/policy for employees (See additional notes)
Acceptable -
57.Agency has a Limited English Proficiency policy (See additional notes)
Acceptable -
58.Agency has a Conflict of Interest policy (See additional notes)
Acceptable -
59.Agency has a Drug-Free workplace policy (See additional notes)
Acceptable -
60.Agency has Political Activity and Lobbying prohibitions policy for employees
paid with federal funds (See additional notes)
Acceptable -
61.Agency has a Records Retention policy that meets federal guidelines (See
additional notes)
Acceptable -
62.Agency has a grievance procedure for employees (See additional notes)
Acceptable -
63.Agency has policies in place to assure confidentiality and to assure that
personally identifying information is protected (See additional notes)
Acceptable -
64.Agency has a process for reporting suspected fraud and a non-retaliation policy
("Whistleblower Policy") (See additional notes)
Acceptable -
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Division of Criminal Justice
Department of Public Safety
VAWA - Specific Questions
65.Agency has a policy for response to workplace-related incidents of sexual
misconduct, domestic violence and dating violence
Not Applicable
66.Agency's EEOC employee policy includes a prohibition against discrimination
based on race, color, religion, national origin, sex, gender identity, sexual
orientation, or disability
Not Applicable -
Grants Monitoring Team - Site Visit
Primary contact interviewed: Ermelinda Archibeque, Victim Witness Program
Director; Karol Patch, Director of Victim Services, Victim CompensationNALE
Administrator
Project staff met or in attendance: Jordan Lewis, Victim Witness-Juvenile Court;
Gabriela Diaz/Victim Witness-District Court; Michael Rourke, Weld County District
Attorney
DCJ Staff in attendance: Christa Taylor
67.Agency can demonstrate that a project file has been established for the grant
Acceptable -
68.Agency can demonstrate a project file which contains copies of any documents,
correspondence and required receipts
Acceptable -
69.Agency can demonstrate the executed Grant Agreement is either in the grant
file or retained electronically
Acceptable -
70.Agency can demonstrate that the Federal/State Administrative Guide is on
hand or readily available
Acceptable -
71.Agency can demonstrate client files, if any, are stored in a secure location (See
additional notes)
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OCOLORADO
Division of Criminal Justice
Department of Public Safety
Acceptable -
72.Agency can verify that individuals employed on the federal grant meet the
requirements for employment eligibility (See additional notes)
Acceptable -
73.Agency has an identified individual responsible for data collection (See
additional notes)
Acceptable -
74.Agency is able to demonstrate the process by which verifiable and prorated
data for the PMT (VOCA) or Muskie Report (VAWA) or data report (ARPA/GenF) is
generated (See additional notes)
Acceptable -
75.Agency has met the requirements in determining suitability for interaction with
minors (employees, consultants and volunteers) (See additional notes)
Not Applicable -
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Division of Criminal Justice
Department of Public Safety
Compliance Findings a Grantee Action needed for on-going
concerns: N/A
Mandatory Completion Date: N/A
Certification
I have conducted this OVP grant monitoring review in accordance with DCJ's standard
procedures using the appropriate monitoring checklists for the purpose of forming an
opinion on the general administration of the grant. This was not an audit, and
therefore all areas examined were only examined for purposes of obtaining an
assessment of compliance with administrative, program and specific financial
requirements.
Dated this 22nd day of December 2025
Christa Taylor
Grants Compliance Monitor
Office for Victims Programs
Division of Criminal Justice
Colorado Department of Public Safety
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OCOLORADO
Division of Criminal Justice
Department of Public Safety
Additional Notes
48-49. The federal and state Office for Civil Rights posters and DORA brochures which
include information on how to file a Civil Rights complaint are posted in the office
lobby for participants to see.
50. Due to the Office for Civil Rights temporarily pausing the collection of new
submissions, the Weld County DA's Office was unable to renew their EEOP
Certification.
51. See sample evaluations
55. See Weld County District Attorney's Office Personnel Policies
56. See Weld County, Colorado-Charter and County Code Chapter 3-Human
Resources P.1 §3-2-10 Equal Employment Opportunity (EEO)
57. See Limited English Proficiency (LEP) VW Unit Policy
58. See Weld County, Colorado-Charter and County Code Chapter 3-Human
Resources P.7 §3-3-100 Conflict of Interest
59. See Weld County, Colorado-Charter and County Code Chapter 3-Human
Resources P.5 §3-3-60 Drug-free workplace
60. See Weld County, Colorado-Charter and County Code Chapter 3-Human
Resources P.7 §3-2-20 Political Activities
61. The Weld County District Attorney's Office adheres to the Colorado State Archives
Records Management Manual for District Attorneys' Records
62. See Weld County, Colorado-Charter and County Code Chapter 3-Human
Resources R9 §3-4-40 Employee Grievance, §3-4-60 Grievance procedure
63. See Weld County, Colorado-Charter and County Code Chapter 3-Human
Resources P.9 §3-3-90 Confidential information
64. See Weld County, Colorado-Charter and County Code Chapter 3-Human
Resources P.6 §3-15-170 Policy prohibiting retaliation (Additionally, the DOJ Office of
the Inspector General WHISTLEBLOWER INFORMATION for DEPARTMENT OF JUSTICE
CONTRACTORS, SUBCONTRACTORS, AND GRANTEES, is posted at the DA's Office)
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Division of Criminal Justice
Department of Public Safety
71. Electronic client case files are secured in the ACTION case-management system.
Only staff members who are assigned to a case have access and login with a unique
username and password which times out after inactivity.
72. All employees are required to complete an 1-9 Employment Verification which goes
directly through HR.
73. Ermelinda Archibeque is responsible for collecting and reporting the data.
74. During the on-site review, OVP staff confirmed that the prorated number of
victims served for the quarter as calculated within the record keeping system were
the same as the number of victims reported by the agency on the PMT data report.
The data is generated from the ACTION database.
75. It is against agency policy for employees to have unsupervised contact with
minors.
For accommodations, including requesting this information in an alternate format, please
contact the Office for Victims Programs at(303)239-5719 or cdps.ovpconnect(state.co.us.
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