HomeMy WebLinkAbout20181820.tiffRESOLUTION
RE: APPROVE VICTIM ASSISTANCE AND LAW ENFORCEMENT (VALE) GRANT
CONTRACT FOR LAW ENFORCEMENT VICTIM ASSISTANCE PROGRAM 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 Victim Assistance and Law
Enforcement (VALE) Grant Contract for the Law Enforcement Victim Assistance Program
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Weld County Sheriff's Office, and the VALE
Board, commencing July 1, 2018, and ending June 30, 2019, with further terms and conditions
being as stated in said contract, and
WHEREAS, after review, the Board deems it advisable to approve said contract, 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 Victim Assistance and Law Enforcement (VALE) Grant Contract for
the Law Enforcement Victim Assistance Program between the County of Weld, State of Colorado,
by and through the Board of County Commissioners of Weld County, on behalf of the Weld County
Sheriff's Office, and the VALE Board be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said contract.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 11th day of June, A.D., 2018.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ditiLdio G jC,[to;vk
Weld County Clerk to the Board
BY:
Deputy Clerk to t a B��♦4�;; 1 ffj�� c
Sean P. Conway
AP
Cozad
ounty ttorney
Mike Freeeman
Date of signature:
Steve Moreno, Chair
EXCUSED
Barbara Kirkmeyer, Pro -Tern
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cori7Iat
2018-1820
SO0039
VICTIM'S ASSISTANCE &
LAW ENFORCEMENT BOARD Nineteenth Judicial District
Post Office Box 1167 — 915 Tenth Street — Greeley, CO 80632 - (970) 356 -4010 -FAX (970) 352-8023
19TH JUDICIAL DISTRICT
VICTIM ASSISTANCE
AND LAW ENFORCEMENT (VALE) BOARD
CONTRACT
Pursuant to the Assistance to Victims of and Witnesses to Crimes and Aid to Law Enforcement Act,
Article 4.2, Title 24, C.R.S., the Victim Assistance and Law Enforcement Board of the 19th Judicial
District has made the following award:
Grantee Agency: Weld County Sheriffs Office
Grant Number: 2018-14 VS
Project Title: Victim Assistance Program
Grant Period: July 1, 2018 through June 30, 2019
Amount of Grant Award: $ 71,638.00
IT IS HEREBY AGREED:
1. All award disbursements are contingent upon the availability of local VALE funds.
2. The contents of the grant application will become contractual obligations of the grantee
agency and are incorporated into this contract as if fully set forth herein.
3. The grantee agency is required to submit four quarterly Financial Reports by
October 31, 2018, January 31, 2019, April 30, 2019 and July 31, 2019. Each quarterly
report is cumulative and the final report must reflect the financial activities of the entire
contract period. Financial Reporting Forms will be provided by the local VALE Board.
Grant recipients are required to use these forms.
4. The grantee agency is required to submit four quarterly Narrative Program Reports by
October 31, 2018, January 31, 2019, April 30, 2019 and July 31, 2019. These reports
must address any special conditions that are listed in this contract. The final report must
be cumulative and reflect the activity of the entire contract period. Narrative Program
Report forms will be provided by the local VALE Board. Grant recipients are required to
use these forms.
5. The grantee agency agrees to submit the Financial Monthly Tracking sheet if requested.
6. Grantee agencies will be paid in 4 quarterly installments of $17,909.50. The 151 payment
will be sent in July 2018 after the signed contract is received, and 2nd, 3rd and 4th
payments after receipt and acceptance of the required quarterly Financial Report and
Narrative Program Report due October 31, 2018, January 31, 2019, and April 30,
2019.
7. Failure to comply with the reporting requirements may result in the Board's termination
of this grant, return of awarded funds, and/or suspension of the grant. Failure to comply
with reporting requirements may also jeopardize future funding to this grantee agency.
2018-1820 )
8. SPECIAL CONDITIONS for the award that have been stipulated between the local
VALE Board and the grantee agency are as follows:
a. Grantee agency must notify the 19th JD VALE Board if the agency has obtained
funding for a specific 19th JD VALE grant funded position which totals more than
100% of the total cost for that position. The grantee agency must resolve the
allocation of funds to the satisfaction of the 19th JD VALE Board.
b. Grantee agency must notify the 19th JD VALE Board in writing within 7 days, via e-
mail or regular mail, of any 19th JD VALE grant funded personnel position that is
vacant for 45 days or more. Changes in grant funded personnel must be listed on the
quarterly financial report under "Employee Name."
c. Grantee agency must notify the VALE Board in writing within 30 days, with
notification on agency letterhead, of any change of an official and/or employee who
is listed as a responsible signatory on this 19th JD VALE grant funded project.
9. Any proposed change in the use of grant funds must be submitted in writing and
approved by the local VALE Board prior to any such change.
10. In the event all of the monies paid to the grantee agency are not expended within the
contractual period, the local VALE Board, in its discretion, may enlarge the time period
of the contract or request that monies not used be repaid to the Board. The grantee
agency shall submit written notification to the VALE Board by June 3, 2019 if the
grantee agency will have any remaining funds at the end of the grant period and wishes to
use the funds in the current grant cycle. Such requests shall include the following
information:
• The amount of remaining funds;
• How the funds will be used;
• When the funds will be expenses; and
• Why the funds were not expended during the grant period.
The local VALE Board will make a decision as allowing use of the funds by June 30,
2019 and will advise the grantee agency in writing as to their decision.
11. The grantee agency agrees that all funds received under this contract shall be expended
solely for the purpose stated in the grant and approved by the local VALE Board. Any
funds not so expended including funds lost or diverted to other purposes, shall be repaid
to the local VALE fund.
12. The grantee agency agrees to comply with all applicable non-discrimination legal
mandates.
13. Non-compliance with any portion of the contract may result in termination of the grant,
withholding of funds, returning money to the local VALE fund, and/or other action as
deemed necessary by the members of the local VALE Board.
14. All grantee agencies shall make available to the Board or its authorized designee, upon
request, all current records and other information, including audit/financial statements,
relative to the implementation of the grant.
15. Amendments of any terms of this contract shall have prior approval of the local VALE
Board. Requests to amend this contract shall be in writing.
16. The Grantee Agency certifies by signing this contract that it shall comply with the
RESTRICTIONS ON PUBLIC BENEFITS, set forth in CRS 24-76.5-103 et seq.
2
The grantee agency, through the following signatories, understands and agrees that any VALE
monies received in 2018-19 as a result of the awarding of the grant application shall be subject to
the terms of this contract. Original signatures of each party to this application are required.
Please use BLUE INK to distinguish the original documents from copies
Project Dire
Signatu
Date:
Printed Name and Title: Wa-cam{ CALL WA
Financial Officer:&n42c
Signature:
Printed Name and Title: .(3M(34
Authorized Afr.e..,'
Signature:
AtNvt.L1
Date:
Coirrou ce
Date:
6/soli S
JUN 11 2013
Printed Name and Title: Steve Moreno, Chair, Board of County Commissioners
VALE Board
Signature: *"'�`^
Printed Name and Title: m Dwyer, Chair of VALE Board
Date:
The Project Director: The person who has direct responsibility for the implementation of the project. This
person should combine knowledge and experience in the project area with ability to administer the project and
supervise personnel. He/She shares responsibility with the Financial Officer for seeing that all expenditures are
within the approved budget. This person will normally devote a major portion of his/her time to the project, and
is responsible for meeting all reporting requirements. The Project Director must be a person other than the
Authorized Official or the Financial Officer.
Financial Officer: The person who is responsible for all financial matters related to the program and who has
responsibility for the accounting, management of funds, verification of expenditures, audit information and
financial reports. The person who actually prepares the financial reports may be under the supervision of the
Financial Officer. The Financial Officer must be a person other than the Authorized Official or Project Director.
Authorized Official: The authorized official is the person who is, by virtue of their position, authorized to enter
into legal contracts for the funded agency; for example, if the funded agency is one of the following, then the
corresponding authorized official is as follows: state agency - department or division director; city - mayor or city
manager; county - chairperson of the county commissioners; sheriffs department - chairperson of the county
commissioners; police department - mayor or city manager; courts - chief judge; district attorney's office - district
attorney; institution of higher education - president of the institution or chair/dean of the appropriate department;
private non-profit agency - president or chairperson of the board of directors; school district -
superintendent/assistant superintendent. The authorized official must be a person other than the project
director or the financial officer.
NOTE: If someone other than the AUTHORIZED OFFICIAL as described above has been delegated the authority to
enter into contractual agreements such as this grant, you must provide official documentation of delegation (such as
bylaws or resolutions) immediately following the signature page.
3
71O/f- /eao(y)
SECTION C - GOALS AND OBJECTIVES:
(Goal 1, objectives 1 and 2, are mandatory for all applicants.)
9. GOAL 1 (standard): This project will provide direct services that assist crime victims with emotional
and physical needs to stabilize their lives, provide a measure of safety and security, and/or enhance
victims' experience with the criminal justice system.
OBJECTIVE 1 (standard): To provide services to the following estimated unduplicated number of crime
victims during the 12 -month grant period.
Although a person may be a victim of multiple crimes in one criminal episode, they can be counted
only once using the predominant crime.
Definitions:
Victims: primary and secondary victims
Primary victim: The person against whom the crime was committed, except in the case of homicide, and DUI/DWI
deaths where the primary victims are the survivors of the victim. In domestic violence crimes, children of the primary
victims (who are receiving services) are also considered to be primary victims.
Secondary Victims: Persons other than primary victims receiving services because of their own reaction or needs
resulting from a crime.
Unduplicated Count: New and continuing victims served by the project . Continuing victim is a person served in the
prior grant year who is continuing to receive services in the new grant year.
EST. NO.
VICTIMS
TYPE OF CRIME
EST. NO.
VICTIMS
TYPE OF CRIME
110
Child Physical Abuse
0
Adults Molested as Children
172
Child Sexual Abuse
94
Survivors of Homicide
20
DUI/DWI - Victims of vehicular assault or
vehicular homicide, DUI/DWI crashes or
careless driving resulting in death.
10
Robbery
572
Domestic Violence
182
Assault
38
Adult Sexual Assault
370
Other violent crimes such as hate and
bias crime, gang violence (specify).
0
Elder Abuse (including economic
exploitation and fraud crimes)
318
Other, please specify
TOTAL UNDUPLICATED VICTIMS ESTIMATED TO BE SERVED DURING THE 12 -MONTH PERIOD
1886
3
OBJECTIVE 2 (standard): To provide the following types of services to the following estimated number of
unduplicated victims during the 12 -month grant period.
Number of Victims Receiving Each Type of Service: Estimate the number of victims who will receive
each type of service during the grant period.
INDICATE HOW YOU ARE COUNTING SERVICES: (check one box)
X A victim may receive the same type of service more than once (i.e. information) but the type of service
can be counted only once during the grant period. An individual service category cannot exceed the
total number of victims listed in table A.
n A victim may receive the same type of service more than once (i.e. information) and the service is
counted every time during the grant period. An individual service category can exceed the total number
of victims listed in table A.
EST. NO.
VICTIMS
SERVICES
880
Crisis/Counseling Intervention (in person)
EST. NO.
VICTIMS
SERVICES
832
Victim Compensation Assistance
(required)
1270
Follow-up (includes crisis intervention by
phone)
400
Personal Advocacy
0
Therapy
1270
Telephone contact
0
Group Treatment / Support
16
Civil Legal Advocacy/Court
Accompaniment
0
Shelter / Safehouse
0
Forensic Exam
550
Information / Referral (in person)
244
Hospital/Clinic Response
300
Criminal Justice Support /
Advocacy/Court Accompaniment
180
Language Services (interpretation)
0
Emergency Financial Assistance
0
Emergency Civil Legal Attorney
Assistance
OTHER (specify)
42
Transportation
0
Transitional Housing
832
Victim Rights Act Services
**note: the numbers for victim compensation exceed the numbers for Victims
rights act services is due to the ability of secondary victims, in separate
households, qualifying for victim compensation; secondary victims, or family
members of the victims are not provided a VRA pamphlet. Therefore, the
differences in these numbers are the total number of secondary victi s whom we
assisted to apply for victims compensation.
4
VALE PROJECT BUDGET INFORMATION
PROJECT FUNDS REQUESTED BUDGET:
Continuation Applicants fill out Columns t, 2, and 3.
New Applicants fill out Column 2 only.
ROUND TO NEAREST DOLLAR
Continuation Applicants
ALL APPLICANTS
Continuation
(Column 2)
2018 - 2019
Applicants
(Column 1)
2017 - 2018
/
(Column 3)
Requested Budget
Increase or
Current Grant Award
Decrease
(+ / -)
: •
PERSONNEL
PERSONNEL
ti
Job Position/NAME
Job Position
Job Position/NAME
Director, Debbie Calvin
31350
Director, Debbie Calvin
31,350
Staff Specialist, Tonia Agnew
11400
Staff Specialist, Tonia
Agnew
11,400
Staff Specialist Annette Quintana
11400
Staff specialist
11,400
Fringe Benefits
17488
, , Fringe Benefits
17488
Subtotal
71638
EQUIPMENT0
EQUIPMENT
Subtotal
Subtotal
SUPPLIES AND OPERATING
EXPENSES
IZ
SUPPLIES & OPERATING EXPENSES
(+ / -)
Subtotal
Subtotal
(+ / -)
IN -STATE TRAVEL
^
IN -STATE TRAVEL
Subtotal
L
Subtotal -
aE
PROFESSIONAL SERVICES
(+ / -)
PROFESSIONAL SERVICES
�
Subtotal
71638
Subtotal
71638
TOTAL FUNDS: 71638
TOTAL FUNDS REQUESTED: 71638
18
-)J<-'
SECTION C - GOALS AND OBJECTIVES:
(Goal 1, objectives 1 and 2, are mandatory for all applicants.)
9. GOAL 1 (standard): This project will provide direct services that assist crime victims with emotional
and physical needs to stabilize their lives, provide a measure of safety and security, and/or enhance
victims' experience with the criminal justice system.
OBJECTIVE 1 (standard): To provide services to the following estimated unduplicated number of crime
victims during the 12 -month grant period.
Although a person may be a victim of multiple crimes in one criminal episode, they can be counted
only once using the predominant crime.
Definitions:
Victims: primary and secondary victims
Primary victim: The person against whom the crime was committed, except in the case of homicide, and DUI/DWI
deaths where the primary victims are the survivors of the victim. In domestic violence crimes, children of the primary
victims (who are receiving services) are also considered to be primary victims.
Secondary Victims: Persons other than primary victims receiving services because of their own reaction or needs
resulting from a crime.
Unduplicated Count: New and continuing victims served by the project . Continuing victim is a person served in the
prior grant year who is continuing to receive services in the new grant year.
EST. NO.
VICTIMS
TYPE OF CRIME
EST. NO.
VICTIMS
TYPE OF CRIME
110
Child Physical Abuse
0
Adults Molested as Children
172
Child Sexual Abuse
94
Survivors of Homicide
20
DUI/DWI - Victims of vehicular assault or
vehicular homicide, DUI/DWI crashes or
careless driving resulting in death.
10
Robbery
572
Domestic Violence
182
Assault
38
Adult Sexual Assault
370
Other violent crimes such as hate and
bias crime, gang violence (specify).
0
Elder Abuse (including economic
exploitation and fraud crimes)
318
Other, please specify
TOTAL UNDUPLICATED VICTIMS ESTIMATED TO BE SERVED DURING THE 12 -MONTH PERIOD
1886
3
OBJECTIVE 2 (standard): To provide the following types of services to the following estimated number of
unduplicated victims during the 12 -month grant period.
Number of Victims Receiving Each Type of Service: Estimate the number of victims who will receive
each type of service during the grant period.
INDICATE HOW YOU ARE COUNTING SERVICES: (check one box)
X A victim may receive the same type of service more than once (i.e. information) but the type of service
can be counted only once during the grant period. An individual service category cannot exceed the
total number of victims listed in table A.
n A victim may receive the same type of service more than once (i.e. information) and the service is
counted every time during the grant period. An individual service category can exceed the total number
of victims listed in table A.
EST. NO.
EST. NO.
VICTIMS
SERVICES
VICTIMS
SERVICES
880
Crisis/Counseling Intervention (in person) 832
Victim Compensation Assistance
(required)
1270
Follow-up (includes crisis intervention by
phone)
400
Personal Advocacy
0
Therapy
1270
Telephone contact
0
Group Treatment / Support
16
Civil Legal Advocacy/Court
Accompaniment
0
Shelter / Safehouse
0
Forensic Exam
550
Information / Referral (in person)
244
Hospital/Clinic Response
300
Criminal Justice Support /
Advocacy/Court Accompaniment
180
Language Services (interpretation)
0
Emergency Financial Assistance
0
Emergency Civil Legal Attorney
Assistance
OTHER (specify)
42
Transportation
0
Transitional Housing
832
Victim Rights Act Services
**note: the numbers for victim compensation exceed the numbers for Victims
rights act services is due to the ability of secondary victims, in separate
households, qualifying for victim compensation; secondary victims, or family
members of the victims are not provided a VRA pamphlet. Therefore, the
differences in these numbers are the total number of secondary victims whim we
assisted to apply for victims compensation.
4
PROJECT -SPECIFIC GOALS AND OBJECTIVES:
Add at least one more qoal with objectives but no more than three additional goals with no more
than three objectives per goal. Objectives must be measurable and specific. Refer to Application
Instructions, use format provided below.
GOAL 2: Support VRA compliance as defined as Law Enforcement responsibilities as well as post
sentencing Weld Jail responsibilities. In accordance with C.R.S. 24-4.1-302.5, the victim advocates
and volunteer victim advocates will provide, or confirm receipt of, Victims' Rights Act information,
resources, referrals, Victims' Compensation information, advocacy, education and crisis support service
to all victims of crime. This service will be provided for crimes reported to the Weld County Sheriff's Office,
and the Dacono, Firestone, Fort Lupton, Frederick, Lochbuie, Hudson and Platteville Police Departments.
Objective
(list title of person
responsible)
Intended
Outcome/Impact
Data Collection
Timeframe
1
The Victim Services
Specialists will provide
on scene crisis support
and referral information
to 880 victims of crime
.
Victims will have a
support system and
resources needed to
begin the process of
healing from the critical
event.
Excel spreadsheet and
CiviCore
July 1, 2018
to June 30,
2019
2
The Victim Services staff
specialists will review reports
provided from each agency on
a daily basis and attempt to
make a minimum of 1270
phone contact and additional
follow up phone calls to victims
of crime. They will also review
the following daily: new
warrants list, and daily calls for
service and ensure all crime
victims are registered in
appropriate notification
system. Additionally, the WC
vsu will receive notification of
any victim who opted in for
post sentencing VRA where a
suspect has been sentenced
to Weld County Jail and
Ensure the victim is registered
for booking and release
notification.
CiviCore to track victim
contact information, VRA
requirements and assign
tasks
Arrest watch and vine
confirmation emails to be
entered into CIVCORE
July 1, 2018
to June 30,
2019
The unit will be able
to identify all victims
of crime, even in the
event that contact
was not made to the
unit at the time of the
incident and provide
services to all crime
victims. VRA victims
who provide written
notice for
notifications post
sentencing will
receive automatic
notifications and the
notifications will be
documented.
3
5
GOAL 3: The Victim Services Unit will conduct training and have regular communication with the Law
Enforcement agencies that utilize the unit. Such education shall be focused on the law enforcement
responsibilities as defined in title 24 of the Colorado Revised Statutes and established protocol that
supports such compliance.
Objective
(list title of person
responsible)
Intended
Outcome/Impact
Data Collection
Timeframe
1
On a quarterly basis, the
Director of Victim
Services will make
contact with all 10
agencies served for a
total of a minimum of 40
contacts per year
Identify quality
assurance, challenges
and training needs for
the unit and agency
respectively
Excel sheet indicating dates
of meetings and contact
details
July 01,
2018 -June 30
2019
2
WCSO VSU
representative will
complete 2 ride-
alongs annually with
all 10 agencies served
for a minimum total of
20 ride-alongs for the
year
Maintain dialogue with
patrol officers and
increase awareness of
training issues and
expectations creating
an opportunity for more
effective response to
crime victims
Calendar and email
confirmation
July 01,
2018 -June 30
2019
3
The Director of Victim
Services will offer annual
VRA update training for
all law enforcement
agencies served to
include the Sheriff's
Office patrol, Sheriffs
Office booking and
command staff and all 9
municipalities.
Law enforcement will
be aware of current
legislative changes in
VRA and changes in
protocol to support VRA
compliance.
Command and booking
at the jail will
understand the
responsibilities of the
jail for post sentencing
notifications.
Maintain marketing efforts
for classes and track
attendance numbers for
classes
July 01,
2018 -June 30
2019
6
GOAL 4:: Ensure there is a minimum of one staff advocate available at all times while utilizing well -
trained volunteers. All direct service providers shall be well versed in the requirements of VRA (see
C.R.S. 24-4.1-302.5). Maintain intentional efforts to ensure victims have access to resources for
safety and health, including making every effort to communicate victim's needs regarding court
orders at first appearance.
Objective
(list title of person
responsible)
Intended
Outcome/Impact
Data Collection
Timeframe
1
The director of Victim
Services will ensure
there is an on call
advocate 365 days a
year.
Victims of crime and
officers will always
have a trained staff
member available for
on scene response or
questions for VRA and
or crisis intervention
Weld VSU google Calendar
and tracking of missed calls
from dispatch that are not
returned within a
reasonable time frame
July 1, 2018 -
June 30 2019
2
Daily, the On duty
staff VA will ensure
attempted outreach to
100% of VRA eligible
victims within the
previous 24 hours.
The victim services
unit will identify less
than 24 VRA eligible
calls in a calendar year
where no advocate
was contacted by law
enforcement
Confirmation and
documentation of VRA
on all cases with
intentional additional
support. Victims will
have access to the
tools we have to assist
in healing and safety.
The court on the
weekends will be aware
of the position of the
victims on cases served
by the WCVSU.
Incident reports, CiviCore
and Excel spreadsheet.
July 1, 2018 -
June 30,
2019
3
All staff advocates and
volunteers will be skill
assessed for VRA and
WCSO VRA protocol
bi-annually. All staff
and trained volunteers
will pass a written
skill assessment at
90% or better twice a
year.
Ensure the training is
effective and the
responders have the
skills and
understanding needed
to perform as an
advocate.
Skill assessment results
saved and documented.
July 1 2018 -
June 30 2019
10. QUALITY ASSURANCE PLAN: Describe the approach for evaluating the proje,tt in response
to the stated objectives, intended outcomes/impact and data collection.
7
VALE PROJECT BUDGET INFORMATION
PROJECT FUNDS REQUESTED BUDGET:
Continuation Applicants fill out Columns 1, 2, and 3.
New Applicants fill out Column 2 only.
ROUND TO NEAREST DOLLAR
Continuation Applicants
ALL APPLICANTS
Continuation
(Column I)
2017 - 2018
(Column 2)
2018 - 2019
Applicants
(Column 3)
Current Grant Award
Requested Budget
Increase or
Decrease
PERSONNEL
PERSONNEL
(+ / -)
Job Position
Job Position/NAME
Job Position/NAME
Director, Debbie Calvin
31,350
Director, Debbie Calvin
31350
Staff Specialist, Tonia
Agnew
11,400
Staff Specialist, Tonia Agnew
11400
Staff specialist
11,400
Staff Specialist Annette Quintana
11400
Fringe Benefits
17488
Subtotal
71638
Fringe Benefits
17488
EQUIPMENT0
EQUIPMENT
Subtotal
Subtotal
SUPPLIES AND OPERATING
EXPENSES
SUPPLIES & OPERATING EXPENSES
(4-/ -)
Subtotal
I
Subtotal
IN -STATE TRAVEL
IN -STATE TRAVEL
(+ / -)
Subtotal
Subtotal
I
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES
(+ / -)
Subtotal
171638
Subtotal
71638
TOTAL FUNDS: 71638
TOTAL FUNDS REQUESTED: 71638
18
Risk Assessment Checklist for CSPD Grant Sub -Recipients
GRANT TITLE:
Internet Crimes Against Children (ICAC) Task Force
GRANT NUMBER:
AWARD PERIOD:
Anticipated dates 10/1/2018-09/30/2019
AMOUNT OF AWARD:
SUB -RECIPIENT'S FISCAL
MANAGER:
SUB -RECIPIENT'S PROGRAM
MANAGER:
CERTIFICATION OF RESPONSES
I hereby certify that the information provided and contained within my responses are true and correct
to the best of my knowledge. I further understand that untruthful statements provided or falsified
documentation submitted may result in the immediate termination of the above -mentioned
grant/contract (Statement of Grant Award) and is punishable by law.
Signature of individual c
Ca/tim iler
sponses
Printed Name and Title of individual certifying the responses
Date
42/18
Return to:
Colorado Springs Police Department
ATTN: Tricia Lykes, ICAC Program Coordinator
705 South Nevada Avenue
Colorado Springs, CO 80903
lykespa,iici.colospgs.co.us
1
Risk Assessment Checklist for CSPD Grant Sub -Recipients
Your agency's responses will be used to determine the level of sub -recipient monitoring CSPD will
perform related to your grant award.
1. Does your agency have an EEOP (Equal Employment Opportunity) plan on file?
x
YES
NO
2. Does your agency notify program beneficiaries how to file complaints alleging discrimination with
the (federal) Office for Civil Rights? (Notification can be a link on your website, posters, brochures,
etc.) Definition of Beneficiaries: All grant funded projects have beneficiaries. For example, if your
project was funded for the purchase of equipment, then you need to think about how the equipment
benefits your agency personnel and/or the citizens of your local community.
x
YES
NO
3. In the prior two years, has your agency had any findings of discrimination against the grant funded
agency issued by a federal or state court, or federal or state administrative agency on the grounds of
race, color, religion, national origin, sex, gender identity, or sexual orientation?
YES
x
NO
4. Does your agency have policies that prohibit discrimination against prospective or current
employees on the basis of race, color, religion, national origin, sex, gender identity, or sexual
orientation?
x
YES
NO
5. Does your agency have a policy that addresses meaningful access to your programs and activities
to persons who have limited English proficiency (LEP)?
NOTE: For more information go to http//www.ojp.usdoj.gov/about/ocr/lep.htm and www.LEP.gov
x
YES
NO
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Risk Assessment Checklist for CSPD Grant Sub -Recipients
6. Is your agency presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from
covered transactions by any Federal department or agency?
YES
x
NO
7. Does your agency use any grant money for lobbying activities?
YES
x
NO
8. Does your agency have written personnel policies and procedures?
x
YES
NO
9. Does your agency abide by the Drug -Free Workplace Act of 1988?
x
YES
NO
10. Does your agency have a written policy that addresses the retention of grant -related records that
meets the requirements of funding agencies?
x
YES
NO
11. Will or has your grant funded project use(d) federal funds to reduce state or local funds that are
available or have been allocated for the same activity or purpose within your grant funded agency (i.e.
will you supplant local funds with these funds)?
YES
x
NO
12. Do you have written Financial Policies and Procedures in place that cover:
3
Risk Assessment Checklist for CSPD Grant Sub -Recipients
• Grant accounting to include procedures for Financial
Management
x
YES
NO
• Cash Management
x
YES
NO
• Procurement
x
YES
NO
• Travel
x
YES
NO
• Inventory Controls
x
YES
NO
• Personnel Time and Attendance
x
YES
NO
•Separation of Duties
x
YES
NO
• Financial Statement Review
x
YES
NO
13. Does your agency have its financial statements audited by an independent audit firm annually?
x
YES
NO
If yes, what is the date of the your most recent
•A-133 Audit (if required): December 31, 2016
• Financial Audit or Review (please specify):
14. Does your agency have a password -protected financial software system that provides records that
can identify the source and application of funds for award -supported activities?
x
YES
NO
15. Does your system allow expenditures to be classified by the broad budget categories listed in the
approved budget in your grant? (i.e. Personnel, Supplies and Operating, Travel, Equipment and
Professional Services)
x
YES
NO
16. Does your agency reconcile grant information maintained outside your financial system to the
agency's financial system at least monthly?
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Risk Assessment Checklist for CSPD Grant Sub -Recipients
x
YES
NO
17. Does your agency maintain written or digital time sheets, signed or acknowledged by the employee
and approved by the supervisor/program director for each employee paid by these grant funds? If
written time sheets are not required, please provide description of the time and labor tracking system
in place.
x
YES
NO
18. Does your organization track and conduct a biennial physical inventory of grant funded equipment
that identifies acquisition date, cost, vendor, property description, source of funding, who holds title,
serial #, location, ultimate disposition data, percentage of Federal participation, and use
and condition of the property?
x
YES
NO
5
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