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HomeMy WebLinkAbout20171805.tiffRESOLUTION RE: APPROVE VICTIM ASSISTANCE AND LAW ENFORCEMENT (VALE) GRANT CONTRACT FOR LAW ENFORCEMENT VICTIM SERVICES UNIT 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 Services Unit 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, 2017, and ending June 30, 2018, 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 Services Unit 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 19th day of June, A.D., 2017. ATTEST: datif.6,ti G% :(4, Weld County Clerk to the Board BY: AP ounty Attorney Date of signature: -1 t ( ('7 BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO C -41 -d -e) Julie A. Cozad, Chair Steve Moreno, Pro -Tern Sean P. Conway e Freeman C Barbara Kirkmeye ljbagtjt-1 GG=3OC,TO), GYCTC6c) lot t"7 (17 2017-1805 SO0038 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW/ WORK SESSION REQUEST RE: FY 2017 VALE grant award contract OnBase #1074 DEPARTMENT: Sheriff's Office DATE: 06/02/2017 PERSON REQUESTING: Jennifer Oftelie, Budget Manager Brief description of the problem/issue: With permission from the BOCC in March 2017, the Sheriff's Office applied for a continuation VALE grant to support the personnel costs of the Victim Services Unit in the Sheriffs Office. The grant was awarded at $71,638, which is the same level of funding as the FY2016 grant award. There were no major changes in rules and guidelines from the previous grants. These funds account for approximately 55% of 2.0 FTE, and are used as a portion of the match required for the new Federal VOCA grant with this same program. The grant contract is in OnBase and in the process of being reviewed by the County Attorney's Office and Accounting. What options exist for the Board? (Include consequences, impacts, costs, etc. of options) Sign the grant contract and continue receiving support for the Victim Services Unit. Schedule a work session to discuss further. Deny the grant award. This will lead to either increased general fund dollars or a reduction of the program. Recommendation: Accept and sign the grant contract. Mike Freeman, t. Sean P. Conway air Julie Cozad `&fral,1 Barbara Kirkmeyer Steve Moreno Approve Recommendation _toe ( G‘th Schedule Work Session Other/Comments: 4 -cep dee de-,YL, 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 Sheriff's Office Grant Number: 2017-12 VS Project Title: Weld County Law Enforcement Victim Services Unit Grant Period: July 1, 2017 through June 30, 2018 Amount of Grant Award: $71,638.00 C ry CO 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, 2017, January 31, 2018, April 30, 2018 and July 31, 2018. 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, 2017, January 31, 2018, April 30, 2018 and July 31, 2018. , 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 Victim Services will be paid in 4 quarterly installments of $17,909.50. The 1S` payment in July 2017 after the signed contract is received, and 2nd, 3`d and 4`h payments after receipt and acceptance of the required quarterly Financial Report and Narrative Program Report due October 31, 2017, January 31, 2018, and April 30, 2018 6. 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. 7. SPECIAL CONDITIONS for the award that have been stipulated between the local VALE Board and the grantee agency are as follows: 07o/7-/tb(a) 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 immediately in writing, via e- mail or regular mail, of any 19th JD VALE grant funded personnel changes or position that is vacant for 45 days, or any change of an official and/or employee who is listed as a responsible signatory on this 19th JD VALE grant funded project. c. Agency staff to attend VRA Training. d. Agency staff to attend 19th JD Crime Victim Compensation Training. 8. 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. 9. 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 4, 2018 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, 2018 and will advise the grantee agency in writing as to their decision. 10. The grantee agency agrees that all funds received under this contract shall be expended solely for the purposed 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. 11. The grantee agency agrees to comply with all applicable non-discrimination legal mandates. 12. 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. 13. All grantee agency 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. 14. 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. 15. 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 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 Pro'ect Direct Signatur ' Date: JUN 1 9 2017 Printed Name and Title: t.boca,,t, Calvin LD;rec.4or �e,r- Vi -c.441 Strvh.es Financial Officer: Signature: Date: //,q//7 Printed Name and Title: 1?o.lbarr• Connoll3 , Cnn.!-(13 Iles Authorized Official: Signat Printed Name and Title: VALE Board Signature: Printed Name and Title: Kay Drake, Chair of VALE Board Date: JUN 1 9 2017 Julie . Cozad, Board of Weld County Commissioners Chair 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 VALE PROJECT BUDGET INFORMATION PROJECT FUNDS REQUESTED BUDGET: Continuation Applicants fill out Columns 1, 2, and 3. ROUND TO NEAREST DOLLAR New Applicants fill out Column 2 only. Continuation Applicants ALL APPLICANTS Continuation (Column 1) 2016 -2017 (Column 2) 2017 - 2018 Applicants (Column 3) - Current Grant Award a Requested Budget Increase or Decrease PERSONNEL t - f-/ -) PERSONNEL Job Position _ Job Position/NAME Si 35 Director, Debbie Calvin 31,350 Director, Debbie Calvin 32,547 1-. -4-,1;411' ,,-- Staff Specialist, Iowa Agnew 11,400 Staff Specialist, Tonia Agnew l t 11 1 - t`. '- ,- Staff specialist 11,400 Staff Specialist'IBr) IIq� 17 t l -'` Fringe Benefits 17,488 Fringe Benefits 1$,70$ td, Subtotal 76,323-" Subtotal 71,638 (+/ -) EQUIPMENT EQUIPMENT Subtotal Subtotal (+ / -) SUPPLIES & OPERATING EXPENSES SUPPLIES AND OPERATING EXPENSES Subtotal Subtotal (+ / -) IN -STATE TRAVEL IN -STATE TRAVEL Subtotal I Subtotal (+ / -) PROFESSIONAL SERVICES PROFESSIONAL SERVICES Subtotal Subtotal J TOTAL. FUNDS REQUESTED: :7kr,13,---- TOTAL FUNDS: $71,638 A< ,£ N, '-71, - 18 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 60 Child Physical Abuse 0 Adults Molested as Children 100 Child Sexual Abuse 25 Survivors of Homicide 10 DUI/DWI - Victims of vehicular assault or vehicular homicide, DUI/DWI crashes or careless driving resulting in death. 10 Robbery 450 Domestic Violence 100 Assault 30 Adult Sexual Assault 30 Other violent crimes such as hate and bias crime, gang violence (specify). 10 Elder Abuse (including economic exploitation and fraud crimes) 700 Other: Not repprted de to ost sentencin VRA �ervi gs or non -I sted V crimes (menacing, stalking, i degree ourglary TOTAL UNDUPLICATED VICTIMS ESTIMATED TO BE SERVED DURING THE 12 -MONTH PERIOD 1495 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. A victim may receive the same type of service more than once (i.e. counseling), 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. EST. NO. VICTIMS SERVICES EST. NO. VICTIMS SERVICES 550 Crisis/Counseling Intervention (in person) 600 Victim Compensation Assistance (required) 1200 Follow-up (includes crisis intervention by phone) 400 Personal Advocacy 0 Therapy 1200 Telephone contact 0 Group Treatment / Support 0 Civil Legal Advocacy/Court Accompaniment 0 Shelter / Safehouse 0 Forensic Exam 550 Information / Referral (in person) 40 Hospital/Clinic Response 350 Criminal Justice Support / Advocacy/Court Accompaniment 60 Language Services (interpretation) 0 Emergency Financial Assistance 0 Emergency Civil Legal Attorney Assistance 20 Transportation 0 Transitional Housing 800 Victim Rights Act Services 4 PROJECT -SPECIFIC GOALS AND OBJECTIVES: Add at least one more goal with objectives but no more than three additional goals with no more than three objectives per goal. 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 550 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, 2017 to June 30, 2018 2 The VSU will continue to increase VRA required services with less than 8% of cases served to be crisis response that is not VRA eligible The Victim Services Unit staff will remain available 24 hours per day 7 days a week for contact by officers/deputies on all Victim Rights Act crimes. One of the bi-lingual advocates will remain available while on call for direct service for VRA crimes and will respond additionally as needed. Victims of crime will have access to a victim advocate when needed. Spanish speaking victims will have more access to an advocate who is able to support them more effectively. The unit will be focused on serving all Victims of VRA crime and ensuring those obligations have been met. Additionally, the victims of VRA crimes in which the offender will be serving the sentence at the WCJ will have access to safety plans, notifications and crisis intervention. Google Calendar used to identify on call advocates. Excel spreadsheet tracks mono -lingual Spanish speaking clients served in Spanish. The CiviCore system will be documenting VRA required tasks. The excel spreadsheet separates the non-vra response needed to calculate the percentage of responses that fall under the VRA. July 1, 2017 to June 30, 2018 3 The Victim Services staff specialists will review reports provided from each agency on a daily basis and attempt to make a minimum of 1000 phone contact and additional follow up phone calls to victims of crime. They will also review 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 CiviCore to track victim contact information, VRA requirements and assign tasks Arrest watch and vine confirmation emails to be entered into CIVCORE July 1, 2017 to June 30, 2018 5 the following daily: new victims who provide warrants list, and daily calls for written notice for service and ensure all crime notifications post victims are registered in sentencing will receive appropriate notification automatic notifications system. Additionally, the WC and the notifications will 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 be documented. Ensure the victim is registered for booking and release notification. 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 each agency served. Identify quality assurance, challenges and training needs for the unit and agency respectively Protocol changes resulting in conversations and notes on calendar July 01, 2017 -June 30 2018 2 Bi-Monthly, one staff advocate or volunteer to ride along with an agency served 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, 2017 -June 30 2018 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, Sheriff's Office booking and command staff and all 7 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 Maintain marketing efforts for classes and track attendance numbers for classes July 01, 2017 -June 30 2018 6 I _ jail for post sentencing notifications. 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 maintain the calendar and ensure that there is at minimum one staff scheduled for on call service. The director will take note of any missed and unreturned calls from dispatch. 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, 2017 - June 30 2018 2 VSU will be contacted on all VRA crimes by deputies and make every effort to contact the victim at the time of the event. The advocate shall ensure VRA was complete, obtain the victims position on bond and protection order and attend weekend all bond hearings. 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, 2017 - June 30, 2018 3 The Director of VSU will communicate regularly one on one with each staff and each volunteer to identify tools needed for success, questions and challenges. Director shall make at least one contact with the on duty A volunteer team who has open access to the director of victim services allowing for support, and guidance resulting in volunteer retention. The progress of the skill level and training will be Director to maintain records to be kept in a confidential file on behalf of volunteer advocates. July 1, 2017 - June 30 2018 7 responder during every measurable and shift when the director is documented and will also on duty. All encourage discussion volunteer advocates will as they learn and are be tracked in writing able to take on regarding skill level and additional will be given skill responsibilities. assessments as they progress. 10. QUALITY ASSURANCE PLAN: Describe the approach for evaluating the project in response to the stated objectives, intended outcomes/impact and data collection. The Weld County Victim Services Unit tracks data through the use of CiviCore and an excel spreadsheet. CiviCore allows the director to track VRA contacts, access data for follow up, assign tasks to staff and send out surveys to clients and to officers. Additionally, contact is made daily to each direct service provider by a supervisor to discuss cases and actions taken by advocates on those cases. Regular meetings with command staff identifies challenges and suggestions for protocol changes for the unit and the director of victim services will regularly email requests to command at agencies for feedback on quality and responsiveness of services. Records are maintained respective of and within the agencies to document law enforcement responsibilities for the VRA as supported and identified by the Weld Law Enforcement VSU. An online google calendar is maintained identifying the contact information for the advocate responsible for direct service at all times. Each staff was given a written skill assessment at hire and then provided the same written skill assessment to be completed "open -book" style to identify level of understanding of the VRA, job duties and expectations as well as protocol. These tests were discussed privately with each staff and entered into their employee file. Each staff will be evaluated quarterly by their direct supervisor and offered the opportunity to identify personal goals. The director of victim services regularly contacts victims as a courtesy follow up to ensure questions are answered and resources given. There are several levels of Volunteers as the 2016 campaign was very successful. Through each level, the volunteer must demonstrate mastery of specific tasks and pass a skill assessment to be moved to the next level. With each level comes additional responsibilities and goals. Each advocate has a training tracking file that documents clearly their progress. All registrations for post sentencing VRA are sent to the director of victims' services and copied to the upper command at the jail as well as booking staff. The director registers the victims in the appropriate appriss notification system and a confirmation email is sent to all participating parties including the victim. These registrations will be documented in the inmates file and the file will be flagged as VRA registered. All notifications and confirmations of enrollment are sent to several people on the chain of command to ensure compliance with protocol. 11a. Services as defined in the V.A.L.E. statute, 24-4.2-105 (4) (a — m) C.R.S. Indicate YES for services which are indicated in the Goals and Objectives of this application, and NO for services NOT indicated in the Goals and Objectives of this application. YES NO Services: C.R.S. 24-4.2-105 (4) (a — m) x (a) Provision of services for early crisis intervention; x (b) Provision of telephone lines for victims and witnesses assistance; x (c) Referral of victims to appropriate social service and victim 8 utlttt Assistance i s'tance Fund „ofhJudicial-District P O X2038 Greeley, CO 80632-2038 PAYO THWeld County Sheriffs Office DRDER OF ' Seventeen Thousand Nine Hundred -Nine and 50/100*'***" Weld CountySheriffs Office Debbie Calvin; 1950 "QU STREET GREEt.EY, CO 80631 v1EMO WELLS FARGO BANK, N.A. www,welisfargo.com' 23-7/1020 Hello