HomeMy WebLinkAbout20172654RESOLUTION
RE: APPROVE INTERAGENCY AGREEMENT FOR RESTORATIVE JUSTICE PROGRAM
FUNDING AND AUTHORIZE DISTRICT ATTORNEY TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Interagency Agreement for Restorative
Justice Program Funding between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the 19th Judicial District Attorney's
Office, and the Colorado Judicial Department, Office of the State Court Administrator,
commencing July 1, 2017, and ending June 30, 2018, with further terms and conditions being as
stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, 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 Interagency Agreement for Restorative Justice Program Funding
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the 19th Judicial District Attorney's Office, and the
Colorado Judicial Department, Office of the State Court Administrator, be and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the District Attorney be, and hereby is,
authorized to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 31st day of July, A.D., 2017, nunc pro tunc July 1, 2017.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:d4�,p'‘,k,
Weld County Clerk to the Board
BY: O�•o �d .
uty Clerk to the Board
APPRO D AS T
torney
Date of signature: 'S'-( S 1 V7
cc : Oc2.C IS 8)
ai amir7
arbara Kirkmeye
u . Cozad, Chair
Steve Moreno, Pro-Tem
EXCUSED
Sean P. Conway
2017-2654
DA0026
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
R E : Signatures for Acceptance o f Grant Funds for Juvenile Diversion
DEPARTMENT: District Attorney DATE:7/ /
�,2a17
PERSON REQUESTING: Kirsta Britton
Brief description of the problem/issue:
The following need signatures in order to accept awarded funds from the state:
-Division of Criminal Justice Juvenile Diversion grant agreement needs a signature fro
m om the Chair to the Board
-Interagency Agreement between the State Court Administrators Office and the DA's
Office needs a signature
from the District Attorney only.
Additionally, the updated MOD with Youth and Family Connections, requires signatures. '
Q gnatures, 1 his MOD supports
the collaboration between the DA's Office and YFC for the Juvenile Diversion Rest
orative Justice program.
What options exist for the Board? (Include consequences, impacts, costs, etc. of
Poptions)
Please provide consent to move these items to a Board agenda for authorization for signatures.
Recommendation:
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Approve
Recommendation
ihe
Schedule
Work Session
Other/Comments:
°Zoo/ 7- az& 6S-
CONTRACT REVIEW FORM (Other than EMPLOYEES)
To Be Completed and Attached to the Contract
Name of Contracting Party(s):
19Th JD District Attorney's Office Weld County
Brief Description of Purpose of Contract:
To support Restorative Justice programming for juveniles
rf.
Signatur- Division Director
ate" 020 /7
ate
Statement of Legal Review and Approval:
, z 17
Date
Statement of Budget Review, Fund Availability & Approval:
27S0 CSRV JCAABRJPG Z000
7
Date
When Contract Executed by State Court Administrator, Deliver to: _Brenidy
Rice
Modified March 19, 2007
INTERAGENCY AGREEMENT
Restorative Justice Program Funding FY 2018
1. PARTIES. This Interagency Agreement is made between the STATE OF COLORADO
JUDICIAL DEPARTMENT, by and through the Office of the State Court Administrator
("Department"), and the OFFICE OF THE DISTRICT ATTORNEY FOR THE
NINETEENTH JUDICIAL DISTRICT (the "DA"). The Department and the DA may be
referred to collectively as Parties or individually as a Party. In consideration of the mutual
promises contained herein, the sufficiency of which is hereby acknowledged, the Parties
agree as follows:
2. RECITALS, PURPOSE & AUTHORITY. The DA has established a juvenile restorative
justice program. Pursuant to C.R.S. §18-25-101(3), funds from the Restorative Justice
Surcharge Fund (the "Fund") are appropriated by the Colorado General Assembly to the
Department for distribution to judicial districts operating restorative justice programs
under guidelines established by the Department The DA submitted an application to the
Department requesting funds for its restorative justice program for the Department's
Fiscal Year 2018 ("FY18"). After review of the DA's application, the Department has
fully approved the DA's request and desires to provide the DA $142,742.40 of funding
requested to support the DA's restorative justice program in FY18. Authority exists in the
law and funds have been budgeted, appropriated and otherwise made available and a
sufficient uncommitted balance thereof remains available for encumbering and subsequent
payment to the DA pursuant to this Agreement.
3. TERM. Notwithstanding the date of execution and subject to termination as provided
herein, this Agreement shall be effective on July 1, 2017 and shall expire on June 30,
2018. However, certain duties and obligations, as identified in this Agreement, shall
survive the termination of the Agreement.
4. DUTIES OF THE DA.
A. The DA shall use the funding provided by the Department pursuant to this
Agreement to pay for the following itemized expenses as detailed in the Juvenile
Restorative Justice Diversion Funding Application FY18 submitted by the DA to
Department, incorporated herein by reference and attached hereto as Exhibit A:
1. Personnel - $45,696.00
2. Training, Supplies and Operating Costs - $50.40
3. Travel - $2250.00
4. Contracted Consultant and Professional Services - $94,746.00
FY18 Total = $142,742.40
Such funding shall be provided on a quarterly reimbursement basis only and the DA
shall not use the funding provided by the Department pursuant to this Agreement for
any purpose other than the costs specified above and consistent with the DA's
representations in Exhibit A.
Interagency Agreement
Restorative Justice Project
19t"JD—FY18
2017-2654
Page 1ofS
B. The DA shall comply with all additional requirements which include
administrative, financial, and programmatic compliance requirements —contained in
the State Court Administrators Office Funded Restorative Justice Programs
Compliance Guidelines Instructions and Resource Guide for FY 18, incorporated
herein by reference and attached hereto as Exhibit B. The DA's financial reporting
requirements shall survive the termination of this Agreement.
C. The DA shall procure all goods and services necessary to complete its obligations
under this Agreement. Such procurement shall be accomplished using Agreement
funds and shall not increase the maximum amount payable hereunder by the
Department.
D. The DA may apply and, upon approval of the application by the Department, receive
additional funds subject to additional spending authority of the available funds in the
Fund.
E. The DA shall maintain the confidentiality of any login/user IDs provided by the
Department for the DA's access to the web -based restorative justice database.
F. The DA shall maintain all supporting documentation for expenditures and
reimbursement requests for three years beyond the expiration of this Agreement. The
obligations of this paragraph shall survive the termination of this Agreement
5. DUTIES OF THE DEPARTMENT.
A. Upon receipt and approval of each request for reimbursement submitted by the DA,
the Department shall reimburse the DA for qualified expenses, as provided in
Section 4(A) of this Agreement, incurred by the DA between July 1, 2017 and June
30, 2018 for the DA's restorative justice program. The maximum amount payable to
the DA under this Agreement is $142,742.40. All funds provided are to be used
exclusively to fund the qualified expenses outlined in Section 4(A) of this
Agreement. If possible, payment shall be made by an interagency transfer. Payments
will be made within 30 days after receipt and approval of invoices.
B. The Department shall provide access to the Department's web -based restorative
justice database in order for the DAs to enter required data. The DA shall be
provided two unique login/user IDs for the database.
6. TERMINATION.
A. Loss of Funds. Payment pursuant to this Agreement is subject to and contingent
upon the continuing availability of funds appropriated for the purposes hereof. If
such funds become unavailable, the Department may immediately terminate or seek
to amend this Agreement without penalty.
B. For Default. Either party may terminate this Agreement upon default by the other
Party, effective upon receipt of notice or at such other time as may be stated in the
Interagency Agreement
Restorative Justice Project
19t"JD—FY18
Page 2 of 8
notice. "Default" is defined as the failure of a Party to fulfill any of its duties and
obligations under this Agreement. The non -defaulting Party may in its discretion
permit the other party a period of up to two weeks to cure the default. Notice of
termination shall be provided to the defaulting Party by first class mail, postage
prepaid to the appropriate address provided herein.
7. RECORDS - EXAMINATION AND AUDIT.
A. The Department shall have the right to inspect the DA's financial performance at all
reasonable times and places during the term of this Agreement. The DA shall permit
the Department, and any other duly authorized agent of a governmental agency
having jurisdiction to monitor all financial activities conducted pursuant to this
Agreement, to audit, inspect, examine, excerpt, copy, and/or transcribe the DA's
financial records related to this Agreement to assure compliance with the terms
hereof or to evaluate financial performance hereunder. Monitoring activities
controlled by the Department shall not unduly interfere with the DA's performance
hereunder.
B. Copies of any and all contracts entered into by the DA to perform its obligations
hereunder shall be submitted to the Department or its principal representative upon
request by the Department. Any and all contracts entered into by the DA related to
its performance hereunder shall comply with all applicable federal laws, state laws,
and all relevant provisions of this Agreement. Such contracts shall also be governed
by the laws of the State of Colorado.
8. CONFIDENTIALITY. Each Party shall treat the confidential information of the other
Party with the same degree of care and protection as it affords to its own confidential
information. Each Party shall notify the other Party immediately if it receives a request or
demand from a third party for records or information of the other Party.
9. REMEDIES. If the DA is in breach or fails to comply with any provision of this
Agreement, the Department shall have all of the remedies listed in this Section 7, in
addition to any other remedies that may be available at law or equity. The Department
may exercise any or all of the remedies available to it, in its sole discretion, concurrently
or consecutively.
A. Suspend Performance. The Department may suspend the DA's performance with
respect to all or any portion of this Agreement pending necessary corrective action
as specified by the Department without entitling the DA to an adjustment in
price/cost or performance schedule. The DA shall promptly cease performance and
incurring costs in accordance with the Department's directive and the Department
shall not be liable for costs incurred by the DA after the suspension of performance
under this provision.
B. Withhold Payment. The Department may withhold payment to the DA until
corrections in the DA's performance are satisfactorily made and completed.
Interagency Agreement
Restorative Justice Project
19th JD — FY18
Page 3 of 8
10. ORDER OF PRECEDENCE. In the event of a conflict or inconsistency between this
Agreement and any Exhibit or attachment such conflict or inconsistency shall be resolved
by reference to the documents in the following order of priority:
A. The provisions of the main body of this Agreement.
B. Exhibit B, State Court Administrators Office Funded Restorative Justice Programs
Compliance Guidelines Instructions and Resource Guide for FY18
C. Exhibit A, DA's Juvenile Restorative Justice Diversion Funding Application FY18
11. GENERAL PROVISIONS.
A. No Employee or Agent Relationship; Taxes. No employee or agent of either Party
shall be deemed to be an employee or agent of the other Party and shall have no
authority, express or implied, to bind the other Party except as expressly set forth
herein. Each Party will be responsible for its acts and those of its employees, agents
and subcontractors, if any, during the course of this Agreement. Each Party shall
pay, when due, all required employment taxes and income tax withholding on any
moneys paid to it pursuant to this Agreement.
B. Insurance. Each Party acknowledges that it is self -insured in accordance with C.R.S.
§24-10-115(2).
C. Notice of Lawsuits. Each Party shall promptly notify the other in the event that it
becomes a defendant in a lawsuit which involves services provided under this
Agreement. Each Party shall deliver to the other a copy of any pleading (relating to
the services provided hereunder) served upon it, within five days after receipt of
such service of process.
D. Party Representatives. For the purposes of this Agreement, the persons named below
are designated as the representatives of the Department and the DA. All notices
required to be given by the Parties shall be delivered to the representative named
below. The Parties may designate in writing new or substitute representatives:
Department
Brenidy Rice
Court Programs Analyst III
State Court Administrator's Office
1300 Broadway, Suite 1200
Denver, CO 80203
(720) 625-5000
brenidy.rice@judicial.state.co.us
DA
Kirsta Britton
District Attorney's Office
19th Judicial District
P.O. Box 1167
Greeley, CO 80632
(970) 400-4775
kbritton@co.weld.co.us
E. Entire Agreement; Modifications. This writing, including all exhibits and
attachments, is the complete integration of all understandings between the Parties.
No prior or contemporaneous addition, deletion, or other amendment hereto shall
Interagency Agreement
Restorative Justice Project
19th JD — FY18
Page 4 of 8
have any force or effect whatsoever, unless embodied herein in writing. No
subsequent novation, renewal, addition, deletion, or other amendment hereto shall
have any force or effect unless embodied in a written contract executed by both
Parties to this Agreement.
F. Assignment; Subcontracting. The rights and obligations of each Party hereunder are
personal to such Party and may not be transferred or assigned without the prior
written consent of the other Party. Any attempt at transfer, assignment, or
subcontracting without such consent shall be void. If consent is given by
Department, DA shall be solely responsible for all aspects of subcontracting
arrangements and performance. DA has indicated in its Funding Application that it
intends to contract with Weld County Juvenile Assessment Center, Inc., d/b/a Youth
& Family Connections. Weld County Juvenile Assessment Center, Inc. is a
Colorado nonprofit corporation with a principal location of 2835 1 Ot" Street,
Greeley, Colorado 80634. Department hereby consents to Weld County Juvenile
Assessment Center, Inc. acting as a subcontractor. All assignments, subcontracts, or
subcontractors approved by Department are subject to all of the provisions of this
Agreement. In addition, all assignees and subcontractors shall be subject to the
following additional terms:
1. Insurance. In addition to any insurance required by state statute, assignees and
subcontractors shall obtain, and maintain at all times during the term of this
Agreement, Automobile Liability Insurance covering any auto (including owned,
hired and non -owned autos) used to transport any restorative justice program
participant pursuant to this Agreement, with a minimum limit as follows:
$1,000,000 each accident combined single limit.
2. Criminal Background Check.
a. The DA shall perform a criminal background check on any individual
performing services under this Agreement as an assignee or
subcontractor. The DA shall send a list of any approved worker(s) to the
Department. The list shall indicate whether each approved worker has a
criminal history. If the DA indicates that a worker has a criminal history,
the Department's Human Resources Division will carry out its own
background check on the worker, under standards developed by the
Department and at no charge to the DA or the worker. The worker will be
required to complete and deliver to Department an "Authorization and
Consent for Release of Information." If the worker does not pass the
Department's criminal background check, the Department will
communicate that outcome to the DA and the worker shall immediately
cease performing services under the Agreement until the DA and
Department reach an agreement regarding the worker's eligibility to
perform said services.
b. The DA shall ensure assignees and subcontractors have a continuing duty
to immediately notify the DA in writing upon discovering that any
Interagency Agreement
Restorative Justice Project
19th JD — FY18
Page 5 of 8
worker performing services under this Agreement pleads guilty to, or is
convicted of, a petty, misdemeanor, or felony offense during the term of
this Agreement. Any such worker shall be re -subjected to the process set
forth above in subsection 11.F.2.a.
G. No Third Party Beneficiaries. Enforcement of all rights and obligations hereunder
are reserved solely to the Parties. Any services or benefits which third parties receive
as a result of this Agreement are incidental and do not create any rights for such
third parties.
H. Compliance with Law. The Parties shall comply with the letter and spirit of all
applicable federal, state and local laws and regulations related to performance under
this Agreement, including but not limited to the Colorado Antidiscrimination Act of
1957, as amended, and other applicable law respecting discrimination and unfair
employment practices.
I. Choice of Law; Venue. Any dispute under or related to this Agreement shall be
decided in accord with the laws of the State of Colorado, and venue shall be in the
state courts of Colorado.
J. Electronic Signatures and Electronic Records. Each Party consents to the use of
electronic signatures by either Party. This Agreement, and any other documents
requiring a signature hereunder, may be signed electronically in the manner agreed
to by the Parties. The Parties agree not to deny the legal effect or enforceability of
the Agreement solely because it is in electronic form or because an electronic record
was used in its formation. The Parties agree not to object to the admissibility of the
Agreement in the form of an electronic record, or a paper copy of an electronic
document, or a paper copy of a document bearing an electronic signature, on the
ground that it is an electronic record or electronic signature or that it is not in its
original form or is not an original.
IN WITNESS WHEREOF, the Parties have executed this Interagency Agreement on the dates
written below.
OFFICE OF THE DISTRICT
ATTORNEY FOR THE 19`h
JUDICIAL DISTRICT
By:
Michael J. Rourke / rs
District Attorney, 19`" Judicial District A�. ;n1State Court dministrator
Date: 'JUL 3 1 2I 'Date:
Interagency Agreement
Restorative Justice Project
19111 ID FY18
STATE OF COLORADO
JUDICIAL DEPARTMENT
by and through the
Office of the State Court Administrator
Mindy Macias
/ //b. —y t hicf of Sta1T
> / 7, 02& 5`//"
Page 6 of 8
RE: INTERAGENCY AGREEMENT
APPROVED AS TO SUBSTANCE:
SELF P (IO
Elected O' icial or Department Head
APPROVED AS TO FUNDING:
Controller
AP,BROVED,AS TO FORM:
County Attorney
Exhibit A
Juvenile Restorative Justice Diversion Funding
Application FY '18
Juvenile Restorative Justice Diversion Funding Application I FY '18
Information:
The purpose of FY '18 (July 1, 2017 -June 30, 2018) Restorative Justice Council Funding is to support restorative
justice programs in providing services that will help keep juveniles out of the criminal justice system.
The Juvenile Restorative Justice Diversion funding applications are due March 31st, 2017.
Please complete the application and email it as a PDF to deb.witzel(a,judicial.state.co.us by 5pm March 31st, 2017.
Please do not include any extraneous attachments. Please save your completed application as a PDF file with the pre -fix:
FY18RJ_ Then add the name of your organization. No late or incomplete applications will be considered.
There will be five (5) regional 2 day trainings around the state between January 19t'' and March 10t'' to help potential
applicants understand Implementation Science, Evidence -based Practices and Restorative Justice as well as how to apply
for this funding. Please visit the Events Page on www.rjcolorado.org to learn more about the dates, times and locations
and to sign up.
An informational webinar on applying for this funding will take place February 23rd 1 1:30am — 12:30 pm MST and the
recording of that webinar will be available via www.rjcolorado.org after that time. There will be no information about
Implementation Science or Restorative Justice in general as a part of that webinar. Participation is limited to 50 call lines
per session. Please limit one call from each agency or organization. To register, please visit www.rjcolorado.org on the
Events page. A Frequently Asked Questions document will be provided on www.rjcolorado.org after the webinar as well.
Funding decisions will be announced at the beginning of May 2017.
The funding recommendations are made by the Colorado Coordinating Council on Restorative Justice (RJ Council).
Funds come from the Restorative Justice Cash fund, managed by the State Court Administrator's Office of the Colorado
Judicial branch.
A total of $800,000 is available for FY '18 (July 1, 2017 — June 30, 2018). The RJ Council is committed to
implementation science guidelines (more information is available at: http://implementation.fpg.unc.edu/ ) which
recommend supporting funded programs for 3-5 years and thus will first consider requests for continued funding from the
currently funded Juvenile RJ Diversion pilot projects established by HB 13-1254 but at no more than 60% of their FY '16
funding level. The RJ Pilots are in their third year of data collection on juvenile diversion oriented restorative justice
programming. Those programs funded for their first year in FY '17 may apply for up to 80% of their FY' 17 total funding.
Remaining funds (approximately $300,000) will be made available for restorative justice programs applying for funding
for pre -file restorative justice efforts as new or existing projects, services or practices that divert juveniles from entering
the juvenile justice system for behaviors that put them at risk for court filing. The restorative justice programs may be
within governmental agencies, nonprofits (501.c.3) or schools that meet the priorities and requirements outlined below, up
to $100,000 per proposal. The RJ Council places high value on keeping appropriate juveniles out of the justice system.
Through restorative justice practices, victims have a voice, harm to victims and the community can be repaired and
offenders have an opportunity for learning and to reduce collateral consequences. Restorative justice practices provide
options for school and justice system professionals to offer a satisfying and cost effective justice experience to victims, the
community and offenders. For more information about restorative justice practices and definitions please visit
http://www.rjcolorado.org/colorado-restorative-justice-council.html and review the RJ Models Definitions document.
The RJ Council places high value on restorative justice programs and practitioners that are registered in the RJ Directory
and agree to adhere to the Facilitator Code of Conduct and Standards of Practice as well as Training Guidelines found on
www.rjcolorado.org.
1
ID0 RESTORATIVE JUSTICE
)111k id Co [.0 EtA DC)
Juvenile Restorative Justice Diversion Funding Application
FY'18
Priorities and requirements for proposals that may receive funding:
All funded programs and projects will be required to abide by the RJ Council data collection and evaluation guidelines
and reporting requirements, as well as the financial management and reporting standards set forth by the State Court
Administrator's Office of the Colorado Judicial branch. These have not been finalized for FY '18, but the FY '17
Compliance Guidelines are available for review at http://www.rjcolorado.org/colorado-restorative justice-council.html.
All funded programs and projects will be required to use an evidence -based screening tool to identify level of risk and
need for offenders referred to their program or project. The intent is to better assess and understand the level of risks and
needs of juveniles referred to restorative justice. (Example: CJRA — There are many possibilities. More information can
be found on nicic.gov/library/files/027615.pdfl The RJ Council has an interest in substance use and mental health
concerns of referred juvenile offenders as well. At this point in time no stalking, sexual assaults or domestic violence
cases may be served with these funds.
All funded programs and projects will be required to send at least one representative to quarterly Implementation Team
meetings within the state of CO. Travel to these meetings may be budgeted into the grant request. These meetings are
generally held from l Dam-3pm and dates and location are planned on a calendar year. Please see the Funded Programs
page at www.rjcolorado.org for details. Additionally, there are quarterly Implementation Team calls schedule that at least
one representative from each funded agency must attend.
All funded programs and projects will be required to demonstrate that their RJ service provision will reflect the needs and
demographics of their community with an emphasis on meeting the assessed needs of at -risk and underserved populations.
For example: If the most significant percentage of cases filed in the judicial district are Hispanic non-white, males, age
16-17, then service provision should look similar. No one should be declined services for financial reasons.
The RJ Council will give priority to programs that are victim -centered in their restorative justice practices. The RJ
Council holds victim -centered practices as the highest standard of practice. For more information see Victim Centeredness
in RJ at http://www.rjcolorado.org/colorado-restorative justice-council.html.
Collaboration and partnerships are encouraged. Where these relationships pre-exist and are successful, sustainable
collaborations are documented in the application, the RJ Council will consider how well -positioned the community is to
receive funding. A letter of commitment from each partner is required with the application and a Memorandum of
Understanding will be required, if funded. Community readiness will be evaluated based on documented letters attached
to the proposal showing commitment to referrals, screening/ assessments, data collection, evaluation, and reporting as
examples.
The RJ Council will consider geographic diversity within Colorado as funding decisions are made.
Instructions:
• Please complete each section of the application. Use 12pt font. 1 inch margins. Single spacing is permissible. Do
not exceed page allotments in each section. The form will not automatically limit the space you have so you must
pay attention to the limitations and actual space used. Include attachments at the end of the application. Do not
include any attachments beyond those requested.
• Save your file with the pre -fix: FYI 8RJ_ followed by your organization name.
• (ex. FY18RJ_juvenileRJdiversion33JD)
• Please complete the application and email it as a PDF to deb.witzel(a�judicial.state.co.us by 5pm March 31g,
2017.
2
tJRESTORATIVE
JUSTICE
Cot ()RAD()
Juvenile Restorative Justice Diversion Funding Application I FY 1.8
• If you have questions please contact Deb Witzel by emailing deb.witzel@judicial.state.co.us. No phone inquiries
please. A Frequently Asked Questions document will be developed and posted to www.rjcolorado.org .
3
Juvenile Restorative Justice Diversion Funding Application I FY'18
SCAO use only:
Score:
Recommendation:
Award Amount:$
Section 1. Applicant Information
Agency/Organization
Information: Include the judicial district number(s)
the program will exist within and the
counties.
agency/organization
municipalities and/or school districts served by the proposed
is requesting the jiinds? (ex. District .Attorney's
restorative justice program. What 4pe of
office, 501.c.3/non-profit, school, etc..)
19th
Judicial District, Weld County, District Attorney's Office
Diversion Program
Primary Contact
Name:
Kirsta
Britton
Email: kbritton@co.weld.co.us
Phone:970-400-4775
Alt.
Phone:970-290-7638
Mailing
Address:
PO Box 1167
City: Greeley
CO I
Zip:80632
Amount Requested:
1, col` -ly
How mac hfu ?ding are you requesting. or' Fl ?0.18 (July
1, 201 8)
$142,742.40
Section 2. Juvenile RJ Diversion Pro: ram In ormation
Program Information: Is this a new or existing restorative justice project. service or practice?
If existing: In one page or less write about the restorative, justice project, service or practice's development and progress.
Describe the community and the demographics for juveniles in the community and the community in general. What have
been the primary challenges and obstacles? What have been the key successes and Mornings'? What changes have been
made from the original plan and why? How have harmed parties been included and to what extent? Has Implementation
Science played into your program's development? .eyes. how? unot, why not?
I, f proposing a new project within an existing organization: In one page or less write about the project, project purpose or
intention and general plan. Describe the community, and the demographics in the community. How does Implementation
Science play into your new program/project 's development? What steps have been taken at the time of the application?
What are the antici )aced im s acts on the eontmuni and antici ated challen es ?
This is an existing project originally initiated under Senate Bill 13-1254. Prior to being named a Pilot Project
site, Weld County didn't have an RJ program to serve the judicial district. In response to Senate Bill 13-1254,
the sitting DA held a stakeholder meeting where it was determined that a collaboration with a local non-profit
youth serving agency, Youth and Family Connections (YFC) was the ideal partner for this project. Weld
County Restorative Justice (WCRJ) was formed under the YFC umbrella to provide RJ conferencing to
Diversion participants. Since the Pilot Legislation, the program has evolved from non-existent to a program
serving Diversion, Probation, and municipal referrals with three different conferencing models. Probation and
Senate Bill 94 both contribute a small amount of funding in addition to State RJ Council dollars.
Geographically, Weld County is very large. Greeley, the county seat and where most referrals come from, is
considered urban due to the population size. However, the community has a small town feel reflecting our deep
roots in agriculture. According to Colorado Department of Education (CDE) data for the 16-17school year, the
juvenile population of Weld County is approximately 47% Hispanic and 48% white with 52% minority youth;
however, juveniles in Greeley represent approximately half of all juveniles in the county and the demographics
of Greeley are 60% Hispanic and 34% white with 66.5% minority youth according to CDE. Fifty percent of
Weld County youth qualify for Free and Reduced Lunch and over 65% of youth in Greeley schools qualify for
Free and Reduced Lunch.
The primary challenges for this relatively new program, have been around staffing. Initially, it was unknown
what was needed and therefore the program was understaffed much of the first year. Once funds were
4
Juvenile Restorative Justice Diversion Funding Application
FY `18
established, maintaining qualified staff has been an issue. There is great value in having an understanding of
the dynamics of Weld County. Finding a balance between those who know the principles of RJ and also know
the community has been a challenge. Additionally, volunteer retention and recruitment have been an area of
focus. Finding an ideal staffing and volunteer model, as well as finding the right people for each role, has been
the biggest challenge. Our key successes and learnings and our greatest deviation from the original plan all
come in this area as well, as we've constantly reevaluated the proper staffing for the program. Our original plan
was to have one part-time person coordinate all conferencing. That was unrealistic and we've been modifying
based on continued lessons throughout the project. The amount of work devoted to these lessons, challenges,
and modifications have kept the program from reaching full implementation.
Harmed parties are contacted for participation. Those who have participated have found value in the process.
This is reflected in the survey responses collected. Additionally, victim statements are collected and victim
surrogates are used when the harmed party doesn't desire to be present in the circle. Because the program
frequently deals with low level offenses, victims are frequently uninterested in participation and as a result
victim participation has been a continued area of focus.
The principles of Implementation Science are ever present in development discussions. While there wasn't the
benefit of a solid exploration phase, we've tried to use Implementation Science to the best of our ability despite
coming in at a later stage. Specifically, as the community has desired RJ to grow more quickly than
Implementation Science would support, we've frequently returned to those principles to remind us to stick to the
basics and focus on building a solid foundation for the future rather than expand during the initial
implementation phase. Going back to our biggest challenges, turnover in staff has been a barrier to reaching
full implementation.
Referral Population to be Served: Describe the program's population of juveniles to he served including types of
delinquent or school disciplinaiy behaviors, socio-economics and demographics. types of cases or behaviors to be
addressed and anticipated changes, for those to be served 1/2 page or less
Complete the table below for anticipated program specific demographic data.
While the Weld County District Attorney's Office covers the entire 19th Judicial District/Weld County, most of
the smaller towns in the district serve juveniles in some capacity through their municipal courts. Approximately
half of the juveniles in the county live in Greeley and Greeley Municipal Courts do not serve juveniles. As a
result, offenses committed by juveniles in Greeley are sent to the District Attorney's Office for prosecution. As
such, the Diversion program tends to serve juveniles more reflective of the demographics of juveniles in
Greeley as opposed to the county as a whole. We know that 60% of all Diversion participants in Weld County
have Medicaid and that 65% of all students in Greeley schools qualify for Free and Reduced Lunch. This is
consistent with the number of youth we see with families experiencing financial instability. While the program
reviews all petty, misdemeanor, and 3-6 level felony cases, shoplifting and disorderly conduct cases tend to be
the most frequently served. Disorderly Conduct are typically mutual fights that occur in school. While the
offenses that are referred do tend to be fairly low level, they are also typically situations where the juveniles
involved struggle to see that their actions impacted others. It's impactful for both juveniles and their families
for Restorative Justice to address this, especially at the first contact with the legal system. Diversion focuses on
diverting the current case but also desires to put the right systems in place to prevent any future criminal
offending as well. Feedback from participants indicate that this method is beneficial in impacting that goal.
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Juvenile Restorative Justice Diversion Funding Application I FY '18
White/
Caucasian
African
American
Black/
Hispanic/
Latino
Asian
American
Indian/
Alaskan
Native
Hawaiian
/ Pacific
Islander
Nat.
Other/
Unknown
Multi
racial
-
Males
19
1
25
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ercent
of Total
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25
Number
Juveniles
by
referral
AGE
of
at
Age 10
Age 11
Age 12
Age
13
Age 14
Age 15
Age 16
Age 17
TOTAL
2
4
10
10
20
20
20
14
100
Partner Organizations:
contact person, phone,
If applicable, Went =
e-mail, and mail address. (A
any
partner organizations
Memorandum Qf Understanding
or collaborators.
will be required
Include e name,
Vjiinded.)
main
Youth
Weld
Kelly
2835
Greeley,
Office:
RestorativeJustice
and
County
Schramm
W.
970.351.5469
10th
CO
Family
Restorative
Street
80550
Connections
Justice
ar,YouthandFamilyConnections.org
Partner
effort,
rovide
Organizations'
partnership,
and their
or contract
nal(/Ications
and
support
or rovidin
is
directly
those
services.
For partners identified red above, describe any collaborative
related to this program. Include what services partners will
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Roles
Responsibilities:
that
implemented
services
interest
DA's
and
rjcolorado.org
to
the
of
Youth
house
Office
within
Family
agency
Restorative
and
a
restorative
and
a
the
holds
Restore
Connections
Restorative
and
Youth
Family
offers.
an
adhere
Justice
MOU
to
and
justice
Connections
They
Diversion
Justice
to
in
with
Family
to
program,
offer
facilitator
Weld
provide
Youth
youth
Connections
was
Program.
volunteer
County.
and
referred
RJ services
identified
housed
guidelines.
Family
Program
management,
agency.
within
to
using
by
This
Connections
the
staff,
the
Weld
The
funds
stakeholders
YFC
collaboration
paid
training,
County
District
awarded
for
agency
to
in
with
and
provide
Attorney's
Restorative
the
but
will
by
facilitations.
RJ
the
community
as
exist
Pilot
Restorative
a
Colorado
separate
as
Justice
Office
funds,
long
as
They
Justice
contracts
Restorative
the
have
program
as
(WCRJ)
are
it
appropriate
developed
is in
Circle
from
registered
program
with
Justice
and
other
the best
The
Conferencing
operating
Youth
Council.
agency
with
6
&RESTORATIVF
JUSTICE
COLORADO
Juvenile Restorative Justice Diversion Funding Application I FY '18
Please include with this application as an attachment at the end a
organization or collaborator, clearly stating their understanding
Letter
of Commitment or MOU
role in the Juvenile
from each partner
RJ Diversion program.
of their
Volunteers:
program.
training
(4
page
If applicable,
Include in what
you provide ffor
or less) t f
ident t any volunteer
capacity they will serve
your volunteers and how
f
roles and responsibilities that will work with the Juvenile Rei Diversion
the program and the current status o f the volunteer corps. Describe any
that will delivered. How are volunteers supported by the organization?
Volunteers
conference
WCRJ
staff
the
operate.
As
each
check
Additional
organization
a
program
on
part
volunteer
on
a
In
of
each
variety
training
have
facilitations.
2016,
the
staff
collaboration
which
volunteer.
been
of
and
35
and
recruited
before
relevant
operation
volunteers
is
a
technical
Volunteers
necessity
they
topics.
between
of
and
interacted
become
the
assistance
trained
receive
Volunteer
for
Restore
YFC
YFC
as
training
facilitators.
with
and
insurance.
on
conference,
a
volunteer
part
mentoring
Restorative
the
of
DA's
from
Monthly
building
The
recruitment
is
a
which
Office,
contracted
done
Justice
YFC
volunteer
the
has
the
by
programming.
Fiscal
program.
trainer
RJ
a high
DA's
and
program
Agent
trainings
administrative
Office
retention
Volunteers
and
also
staff
then
are
does
would
extensive
coordinated
Volunteers
background
does a
provide
requirement
TRAILS
be
welcome.
many
mentoring
by
are
checks
background
program
of
vital
to
the
by
to
on
Provide
relative
may attach
a flow
chart
within
of
the program.
flow chart
the
Juvenile
as
a
RJ
referring
document
Diversion
to volunteers
at the
structure:
include role,
end of this application)
number
Include positions, names if available
and approximate hours served (You
and
Program
FTE
actual
When
separate
Attached
Section 3. Juvenile RJ Diversion Program Narrative
A. Need for Juvenile RJ Diversion. Program: Help us understand the need fore juvenile RI diversion funding in
Prior to HB 13-1254, there wasn't RJ programming available to the 19th Judicial District. As a result of being
named as a Pilot site, a program needed to be created. There was hesitation about Restorative Justice because
there had been RJ programs in the community in the past that worked well but when funding went away, so did
the program. As a result, full buy -in was slow. Once the community saw that the program was meeting
success, there began to be interest in the program but uncertainty around funding has caused some sources to be
slow to refer. While the program is gathering positive program outcome data, the program is not fully
implemented per Implementation Science definitions. Absent Colorado RJ Council funding, RJ programming
would likely dissolve in Weld County. The program is not yet able to reach out to other funders to obtain full
funding at this point.
Additionally, Weld County desires to support the evaluation efforts as much as possible. Weld County RJ still
has much to give the evaluation aspect of the project and wants to ensure that the large number of referrals
served by this program annually can continue to inform the evaluation effort. Financial support to operate this
7
Juvenile Restorative Justice Diversion Funding Application FY '18
program moves the RJ movement as a whole forward, as Weld is able to contribute a large amount of data each
fiscal year.
B. Description of Juvenile RJ Diversion Project: Describe the project, including how you are incorporating
the principles and best practices of R. What are the eligibility criteria jiff participants? How is the
program/project victim -centered? How -will the needy and concerns of those harmed be identVied and addressed?
What is the implementation plan? What training is needed. for stcf Explain the program's capacity to meet the
intended goals. How will program success be determined? For existing programs, summarize implementation &
measures of success to date. What are the procedures and activities from referral to completion? Limit response
to 2 pages or less.
The established DA Diversion Program is a pre -adjudication model. Juveniles facing a first-time, non-
violent offense are eligible for Diversion. While all petty, misdemeanor, and class 6, 5, and 4 felonies are
considered, most cases tend to be disorderly conduct or third degree assault where there is a direct victim, or
shoplifting offenses addressed in Restore with a surrogate victim and emphasis on the harm caused to self and
community. Domestic violence cases are eligible for Diversion but not for RJ referral. Both programs exclude
sex related offenses. All cases received from police agencies by the DA's Office are reviewed for eligibility of
Diversion and RJ using a team approach. When a case appears eligible for RJ, intake notes and the Promise to
Appear (summons issued to the family by the police agency) are provided to WCRJ staff Eligible juveniles
participate in a Diversion intake interview and the MAYSI-II and CUDIT screening tools are administered.
Screening tools are used in all cases. Staff from WCRJ attend intakes of RJ eligible youth and ask screening
and suitability questions as approved by the RJ Council. WCRJ staff assign cases to available volunteers for
conference and make contacts with victims. WCRJ staff and volunteers facilitate pre -conferences and
conferences. Contract information is forwarded to the DA's Office Diversion Case Manager who completes
follow up calls on the conference contract items and assists juvenile with referrals and contract items as needed.
Once the contract is completed, a reintegration circle is held with original circle participants. Once this is
completed and the Diversion agreement time frame has elapsed, the Diversion case is closed and the Diversion
Director closes the case in ETO.
Weld County Restorative Justice is rooted in the values and principles of restorative justice practices and
incorporates the 5 R's throughout the RJ process. Contact is made with the victims when possible along with the
community and the offenders. Voluntary participation is invited from all directly impacted parties. All parties
are willing for the incident to be handled restoratively and be represented or present. To achieve an
understanding of the other stakeholder's experience, especially the victim, facilitators must sensitively invite
and encourage a measure of reflection, honesty, and personal accountability in the offender. The use of trained
facilitators do this in part by developing their own skills through monthly training and by adhering to the
Colorado Facilitator Code of Conduct and Standards of Practice. Conference Circles are conducted with no
tables/barriers to the extent possible.
Models and processes used are Family/Community Group Conferences. However, as WCRJ expands, the
opportunity to use Restorative Dialogues and Restorative Circles has also been used.
The Implementation Plan has been a challenge for a couple of reasons. There has been a lot of staff turnover
in the RJ program and that turnover has made it difficult to advance through the stages to full implementation.
Additionally, decreasing funding has required the program to spend more time that would have been ideal
looking for other funding sources. This is labor intensive and because each funder has different requirements, it
necessitates program staff collect and report to a variety of sources the different data that each funder needs. At
the outset, the 3 -5 -year implementation goal seemed lofty and now that the work is being done, that period
seems to reflect full implementation if all factors remain steady throughout that time, which hasn't been the
8
Juvenile Restorative Justice Diversion Funding Application I FY '18
experience. With consistency in staff and if the program were fully funded, it could reach full implementation
in 1-2 more years but that might not be realistic.
Staff desire to grow in the field, and therefore trainings offered that are practicable are completed when
possible. On -going training for volunteers is our biggest need. Currently, the program contracts with trainers
and therefore funding is required to put on those trainings at no cost to program volunteers.
The goals speak to specific needs of the program; diverting juveniles into RJ programming, being efficient
and effective in evaluation methods and state reporting, and developing and growing the program beyond the
Implementation period. The biggest challenge will be finding funding from other sources to cover the costs of
the program. The goals have been modified slightly to represent program growth but have remained stable so
that the focus is on implementation with fidelity throughout this phase.
The DA's Office has a responsibility to the people of Weld County to serve them by working to make Weld
County safe. As such, recidivism rates will always be a factor in how we determine success. Additionally,
aggregate feedback as provided by OMNI collected from the surveys completed by victims, offenders, and the
community members will be weighed when looking at program success and areas of needed improvement.
Regarding implementation, as previously stated, a full exploration stage wasn't conducted. However, the
experience has been that the community was ready for RJ to the extent that the program had to turn people away
who want to work with Weld County RJ to start using RJ in their setting. However, since the focus has been on
Implementation Science and moving to full implementation as much as possible before expansion, the program
structure as initially created for the Pilot is where the focus has remained. This has been successful as well.
Police officers and prosecutors are open to the process and participate when requested. This highlights a shift in
how cases are handled. Additionally, the surveys collected as a part of the Pilot highlight satisfaction with the
process as well. Between good implementation and program success, hopefully this is a program that will
continue to serve Weld County.
All first-time offenders are screened to determine Diversion and Restorative Justice eligibility. As the pilot
legislation specified Diversion cases, and as there was an existing Diversion program, Diversion eligibility must
first be met to refer a case to RJ. Multiple cases have been accepted that absent RJ, would have been filed with
the Court due to lack of resources to appropriately handle the harm. A Diversion intake occurs with the
Diversion Case Manager and a staff from the RJ Program to determine suitability for RJ. If a juvenile is
suitable, the RJ program arranges facilitation and the Diversion program provides case management. There is
constant communication between the two programs. Once a juvenile has completed reintegration and
completed their RJ Agreement, the RJ program staff notify Diversion staff The Diversion case is closed
internally within the DA system, with charges never having been filed with the Court. WCRJ uses a database
case management system that the DA's Office can access for confidential information exchange. Case
information needed for data reporting as required by the grant is maintained in this database and the Diversion
Director uses this information to update ETO and compile information for reporting. Occasionally cases are
referred post file. In those situations, expungement instructions are provided to the family. ETO is updated
with all case information and the case is closed in that database as well.
9
jjRESTORATfvE JUSTICE
CoLURAIBC)
Juvenile Restorative Justice Diversion Funding Application I FY '18
Data Collection and Evaluation: All R.1 Council funded Juvenile RJ Diversion program/projects must conduct;
offender screenings for suitability and subsequent risk/need assessments, data collection and evaluation for the program.
Please ident fi what screening tools/assessments will be used with referred parties and what the assessments will
measure. Access to the approved database will be provided jffunded. Data collection will include demographics, level of
offense and status ref the (ender participation among other things. Please identify how the program will enter and use
this data. Describe your program protocols. technology and staff capacity to meet these specific mandates: 1) appropriate
screening for eligibility; 2) administration of pre/post participant surveys= for offenders and post -surveys for all other
participants; 3) collection of data on participant demographics & case outcomes; & 4) timely (quarterly) reporting to the
state f all required program information and financial information relative to the funded RJ program. Be specific to
how all required data will be collected & reported, including who will be responsible for this. Limit response to 1/2 page
All cases are screened for Diversion and RJ eligibility by DA's Office staff during a weekly meeting where all
cases are discussed. Cases deemed eligible participate in an intake interview. The MAYSI-II and CUDIT
screening tools are administered. WCRJ staff participate in the intake interview to determine further suitability
for RJ conferencing. This has been very helpful for professional staff and also for participants who would
otherwise have a nearly identical intake twice.
The surveys for circle conference participants are administered at the pre -conference and then again at the
conclusion of the conference. Historically, the matched rate of return on surveys has been above 80%. As a
result of a large number of surveys (15) sent to OMIT I without proper identification in the fall of 2016, the
matched survey rate is lower than it has been throughout the project. Additional extensive training was given
by OMNI to program staff because of this error. A high rate of return on the surveys is a priority.
The Diversion Director collects all data and enters it into the ETO database. Sharing information between two
agencies has been an on -going work in progress and adjustments are frequently made to help improve data
sharing. Recidivism tracking is done using CDAC Action and Colorado Courts Data Access databases.
Anecdotal information is collected in the surveys.
The DA's Office Diversion Director is the Project Manager and therefore, has done all reporting. WCRJ uses a
data management system for case management and referral. Diversion staff are able to enter referrals directly
into this system with case level data. RJ staff utilize this system for all case management and Diversion staff
are able to access the information to get necessary information to enter into ETO. Additionally, WCRJ sends a
weekly status email so we all know where each case is in the process at all times.
C. Goals, Objectives, Outcomes and Timeframes: Please briery note the juvenile kJ diversion program's
.^s3 %„n ,
overarching goals. Use the form below and add goal/objective/outcome/timeframe sections as needed. Objectives
are relative stepping stones with measurable outcomes and titneframes.
Program Goal: Provide Restorative Justice programming as a sanction of the DA's Office Juvenile
Diversion program agreement.
Objective: Assess all first time
juvenile offenders for
appropriateness in diversion and
restorative justice programming
based on offense, victim input and
resources.
Objective: Refer 100 juveniles per
year to Restorative Justice
programming in order to aid them
in taking responsibility and to
provide them with an opportunity
to make amends to their victim
and repair harm.
Objective: To facilitate and
encourage diversion of juveniles
from the juvenile justice system to
Restorative Justice practices, both
to provide data to assess the
efficacy of Restorative Justice to
reduce recidivism, to assist in
repairing the harm caused to
victims and the community,
increase victim, offender, and
10
IP RESTORATIVE JUSTICE
Co I C RA I)()
Juvenile Restorative Justice Diversion Funding Application I FY '18
community
and
restorative
reconciliation,
reintegration,
building
reduce
and
member
cost;
justice
restitution
responsibility,
respect,
and
principles
satisfaction,
to
relationship
promote
of
the
-
Outcomes:
and
information
report
verification
inclusion
juvenile
to the
in
Numbers
demographic
will
state
of
state
numbers
be
as
reporting.
of
available
requested
participant
served
to
for
and
juveniles
Outcomes:
who
Restorative
compared
agreement
the
evaluation.
state
participate
as
who
to
available
Number
Justice
requested
the
do
and
Agreement
number
not
of juveniles
who reach
of
reach an
to report
for
a
to
Outcomes:
the
Council
the
successful
program.
intent
database
in reporting
of
as
Variables
the
legislation
a result
will
entered
whether
of
aid
the
the
into
or
was
pilot
RJ
not
ETO
Timeframe:
requirements
Quarterly
dictate.
as
funding
Timeframe:
requirements
Quarterly
dictate.
as funding
Quarterly
dictate.
as funding
Timeframe:
requirements
Program Goal:
Provide reporting on program outcomes to the
state
in a timely manner.
Objective:
database
demographics
participation.
Utilize
for offender
the
aspects
victim
of
Objective:
share
victim
conference
Office
reporting.
information
participation
for
Weld
outcomes
inclusion
County
on conferences,
and
to
in
the
required
RJ will
DA's
Objective:
offender
state
reparation
Restorative
to
Administer
surveys
determine
of harm
Justice
as
satisfaction
as
programming.
victim
provided
a result
and
by the
and
of
ETO
and
and
Outcomes:
state
database
complete
facilitate
as
Data
in
timely
required.
reports
will
a
be
manner
reporting
from
available
which
the
to
Outcomes:
a timely
accurate
the
manner
input
database.
Information
of
which
information
shared
will
allow
in
into
level
Outcomes:
program
comings
will
programmatic
efforts.
provide
successes
and
to give
Surveys
direction
direction
the
aggregate
level
will
or short
and
to
both
show
a
further
state
data
at
a
ETO
and
the
will
ETO
Timeframe:
occur
appropriate,
funding
will
requirements
on
be submitted
Data
a weekly
period.
throughout
dictate.
updating
basis,
Quarterly
as
funding
when
the
will
reports
information
Timeframe:
DA's
within
conference
period.
Office
3
business
throughout
Conference
will
Diversion
be
days
sent
to
staff
of
the
the
the
funding
Timeframe:
no less
amount
requirements
often
of time
Surveys
than
dictate.
that
sent
monthly
funding
to OMNI
for
the
Program
Implementation
Goal:
Develop
Phase.
the
Weld County
Restorative
Justice
Program for success
beyond the
initial
Implementation
Objective:
determine
provide
Weld
guidance
County
Use
the
principles
Science
appropriate
of the
Restorative
to
future
Justice.
of
body
of
to
reconciliation,
reintegration,
relationship
Objective:
Restorative
Train
Justice
responsibility,
respect,
-building
volunteers
principles
and
in
of
Objective:
expansion
is
Determine,
appropriate.
what,
if any,
11
RESTORATIVE JUSTICE
COLORADO
Juvenile Restorative Justice Diversion Funding Application I FY '18
restitution
conference
and
facilitators.
mentor
effective
Outcomes:
specific to
A governing
Weld County
body
RJ.
Outcomes:
knowledgeable
facilitate
with
programmatic
An established
volunteer
conferences
needs.
and
and
corps
assist
to
Outcomes: A clear
future of Weld County
plan
for the
RJ.
Timeframe:
By June 30, 2018
Timeframe: On -going
Timeframe:
By June
30, 2018
D. Long
program?
unavailable?
/ ary page.
In
Plan:
will
particular
What plans does the organization/agency
in the event RJ Council ft/rids: are
identify other funding sources that
have to sustain the Juvenile RJ Diversion
not available, reduced d over timeor
will support this program. Limit
later become
your response to a
Term
happen
What
that
eventually
state
potential
fill
YFC,
the
the
as
RJ
amount
RJ
the
Council
umbrella
Council
the
options
program
funds.
to
that
organization
funds are
will be
JAG
fund the
the Council
decreased
funds,
program
able
was
over
as
to support
in
previously
well
WCRJ,
over
the
as
future.
time.
itself,
other
intends
funding.
Additional
foundation
For
however,
to
the
apply
upcoming
funds
at
funding
for
this
funding
will
point
fiscal
opportunities,
from
continue
in
year,
time,
other
funds
to
be
the
will
funders
sought
program
will
be
researched
be
at the
so that
is dependent
sought
same
to
as
rate
back
on
Section 4. Juvenile RJ Diversion Budget
FINANCIAL MANAGEMENT: The applying organization/agency will be responsible ffor financial
management and reporting for all funds granted and expended for this project. The State Court Administrator's
Office expects there to be supporting documentation available upon request for all expenditures. FY '18 grant
.funds will be distributed on a reimbursement basis only.
Budget Narrative: Provide Justification and a detailed explanation of the budget items listed in the Budget Table
below The budgetnarrative must use thesame category sub -headings (e.g., I. Personnel, 2. Training, Supplies and
Operating, etc.); and explain the basis, fir prorating where applicable. No indirect costs are paid for with these,funds.
Describe the criteria or formula used to compute budget figures. All budget figures should be justified and explained. The
budget narrative should show the relationship between budget figures and proposed program operations. (For example, if
an expense is for training, an explanation of the professional benefits and the need for consultants to provide the training
and the hourly cost of the services to be provided.) All costs must align with the state fiscal rules and limits. (more
information can be ,found at https.//www.courts.state.co.us/Administration/Division.cfm?Division=finan) It is
important that you describe how maximizing resources will be accomplished If this is an existing program, how will this
new money help continue RJ services without supplanting existing funds? What other sources of funding or in -kind
contributions are available? What fees, ft any, will be charged to the referred party/offender? What happens ifthe
referred party/offender/family cannot pay the fee? What is the anticipated cost per referral; erral; include your f ormula fir this
estimate? (Limit your response to 2 pages or less)
PERSONNEL
The amount requested will fund 45% of the Director salary. Salary is based on the Counties scheduled pay
scale. The cost of benefits is approximately 31% of the base salary, dependent on date of hire. Benefits include
disability and life insurance, and mandatory retirement savings.
•
12
Juvenile Restorative Justice Diversion Funding Application I FY '18
benefits,
those
review
administrative
and
by
associated
The
There
The
DCJ
The
The
Council
trainings
contracted
HB
amount
costs.
per
continued
Office
amount
totaling
and
15-1094
Juvenile
budgeted
mile
and
with
in
in
$750
success.
pilot
$110,905.00
determination
Approximately
operates
requested
and
not
provided
and
service
SUPPLIES
budget
Boulder
but
Alamosa
the
consultant
included
functions
the
team
anticipated
operations
period.
$100,452.
and
Diversion
amount
the
fall
meetings,
for
CONSULTANT
perform
functioning
travel
This
provider.
now
and
will
for
that
a
were
that
the
information
AND
of
based
of
the
paperless
to
Denver
rate
allow
$500
of
the
Cost
45%
eligible
Grant
$50
is
equipment
have
researched
RJ
professional
overall
requirements
OPERATING
in
of
cost
Durango.
the
Director's
of
of
of
was
on
for
funds
allowed
the
living
the
cases
calculated
system,
prohibitive
mileage
cents
Program
management
RJ
for
needs
Directors
and
mileage
as
PROFESSIONAL
increases
Pilot
Durango,
trips
Program
be
services
position
for
the
per
well.
of
Weld
COSTS
supply
of
and
for
used
referral,
19th
the
Program.
mile
at
to
based
mileage
and
the
time
Funds
this
hotel
to
funds.
County.
Boulder
giving
and
includes
Judicial
and
personnel
will
costs
potential
was
DA's
the
obtain
on
time.
to
occur
will
data
expenses
Alamosa.
used
will
operational
Additional
expenses
have
travel
for
Office
be
collection
the
District
spent
hotel
to
during
significantly
trainings
to
annual
factor
be
to
produce
employed
additional
needed
RJ
from
and
on
to
funds
Diversion
the
and
funding
base
Restorative
follow
the
airfare
Weld
this
and
to
for
funding
reporting,
of
outcome
for
cost.
through
16-17
for
the
salary
decreased
travel
meetings,
funds
County
to
Weld
the
the
expenses
allowing
attend
one
staff
WCRJ
requirements
Average
cycle
Directors
fiscal
to
results
County
of
Justice
pay
meeting,
in
Youth
program
trainings
reimbursement
$76,780
in
the
$250
the
for
Program.
and
for
the
year.
recent
hotel
that
Pilot
salary
required
quarterly
Pikes
for
upcoming
program
&
Restorative
are
$500
Family
process,
show
with
factored
functions,
of
Because
years.
as
rates
trips
offered
Peak
These
HB
are
to
$23,672
duties
rate
in
to
travel
fiscal
the
to
and
13-1254
provided
RJ
continue
Justice
the
Salida,
Denver
into
by
is
funds
not
52
to
year.
in
the
Those
SERVICES
additional
not
implementation
(WCRJ),
TRAINING,
DA's
TRAVEL
RJ
cents
Durango,
conference
The
for
Salida,
on
was
meetings
state
as
by
Salida,
$250
estimates
and
49
AND
WCRJ
funds
travel
and
are
the
the
The
requested
Alamosa
duties
EQUIPMENT
CONTRACTED
allow
program's
beyond
Personnel:
All
Connections
Pilot
will
and
the
enable
implementation
time
are
Position
FTE
Salary
Fringe
Admin
State
Other
Funds
Benefits*
Funds
Expenses
Program
Manager
1.0
$50,000.00
$12,947.30
$5,828.62
$55,021.0
$13,755.26
5
Case Coordinator
0.75
$33,000.00
$11,009.30
$4,376.71
$38,825.4
$9,560.89
2
Program Assistant
0.5
$15,600
$1,945.22
$2,924.81
$17,058.5
$3,411.71
3
13
Juvenile Restorative Justice Diversion Funding Application I FY '18
$110,905.
00
$26,727.86
* Fringe benefits include: retirement, health insurance, life insurance, disability insurance, and dental insurance
for all regular employees working more than 30 hours per week. Unemployment insurance, workers'
compensation, and social security are also included in this figure.
Administrative expenses include: administrative expenses associated with payroll, fiscal management and
human resources management. As a small non-profit, Youth & Family Connections (YFC) contracts with an
external service provider to perform these functions and pays a fee to that provider for each YFC part-time and
full-time employees.
Operating Expenses: $5,200 Operating expenses include supplies and equipment associated with program
operations and volunteer training: These include but are not limited to copies, printing, paper, binders, name
tags, food and beverages for meetings and training, costs associated with staff using their own cell phones for
RJ business. Lodging associated with programmatic meetings and training is also included under operating
expenses.
Travel: $4,945 The travel budget was based on estimates of mileage expenses needed to travel to trainings as
offered by the RJ Council in Boulder and Denver and mileage and potential hotel expenses for quarterly
implementation team meetings in Boulder, Pueblo, and Alamosa. YFC reimburses mileage at a rate of 43 cents
per mile. An additional amount is requested to pay mileage expenses for conferences held in the southern part
of the county as the program is headquartered in Greeley. Conferences are held in the community harmed
requiring travel to towns such as Lochbuie, Dacono, Frederick, Firestone, etc.
Foreign Language Translation: $500 Spanish language speakers will be employed by the program and
Spanish speaking volunteers are also a part of the program, however, when unable to assist or when another
language is required, funds are needed to provide language translation in the native language of conference
participants. Volunteers and/or staff are available to provide translation services on a limited basis.
Administrative In -Kind Contributions: $31,669.67 In Kind, ($0 State):
These In -Kind Contribution funds are provided by YFC's general operating funds including other local
contributions. Through the use of these alternative funding sources (other than pilot program funds) ensures the
maximization of State resources for this project.
A program fee is assessed in conjunction with the Diversion program fee. The existing Diversion program fee
was $50; an amount that contributes to the cash match required by DCJ Juvenile Diversion grant funds. The
DA's Office assesses a $100 fee to RJ participants and quarterly sends a check to WCRJ for 50% of program
fees collected on RJ participants. A financial application is provided to families unable to pay the full amount
and a sliding scale based on federal poverty guidelines is employed. The program fee is reduced or waived
according to need. No one will ever be denied participation based on an inability to pay the program fee. The
amount distributed to WCRJ is estimated to be approximately $3000 per year.
We anticipate serving approximately 100 juveniles per year and are requesting $ 142,742 from the RJ Council
to do so. A simple formula based on those numbers is that the program costs $1427 per referral.
14
Juvenile Restorative Justice Diversion Funding Application I FY '18
BUDGET
ROUND
ALL
TABLE:
AMOUNTS
TO
THE
NEAREST
WHOLE
DOLLAR.
Make
*Personnel
sure all
formula
figures
are justified
in
your
Budget
Narrative.
+ =
times the % the
FTE
that
be dedicated
to
the
Juvenile
RJ Diversion
=.
$Total
(1)
(2) (3)
of
will
project
(1)
(2)
(3)
(4)
Funding
Source
1.
*PERSONNEL
Annual
Annual
Sub -Total
% of
time
TOTAL
Full-time
Fringe
for
This
RJ
Other
Salary
Benefit
Cost
Project
Council $
Funds
DA's
Office
Diversion Director
76,780
+
23,672
100,452
45
45,696
45,696
54,756
Click
here
Click
here
Click
here
to
to
=Click
here
X Click
$ Click
here
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+
enter
text.
to
here
to
Click
here to enter
text.
enter
text.
to enter text.
here to enter
text.%
to enter
text.
text.
enter
enter
text.
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here
to
=Click
here
X Click
$
here
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here
Click
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here
to enter text.
here
text.+
to
enter
enter
text.
to enter
text.
here
text.%
to enter
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to enter
text.
to
text.
enter
here
enter
text.
to
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here
to
=Click
here
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here
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here
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enter
enter
text.
to enter
text.
here to
text.%
enter
to enter
text.
text.
to
enter
here
enter
to
text.
TOTAL
PERSONNEL
COST
$ 100,452
$45,696
$54,756
TOTAL
Funding Source
RJ
Council
Other
2. TRAINING,
SUPPLIES AND
OPERATING
(BE
SPECIFIC)
$
Funds
General
office supplies
for RJ specific
tasks (paper, envelopes,
pens, etc)
$50
$50
Click
here
enter
text.
to
General office supplies for Diversion specific tasks
$400
Click
to
text.
enter
here
$400
Click
here
to enter text.
to
$Click
enter
text.
here
Click
to
text.
enter
here
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here
enter
text.
to
Click
here to
enter text.
$Click
to enter
here
text.
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to
text.
enter
here
text.
Click
here
enter
to
15
tiRESTORATIVE JUSTICE
as Co[ °RZAD)O
Juvenile Restorative Justice Diversion Funding Application I FY '18
$450
$50
$400
TOTAL TRAINING,
SUPPLIES
AND OPERATING COSTS
Funding Source
TOTAL
RJ
Other
Council
$
Funds
3. TRAVEL
(Designate
purpose
and specify
in -state
and out-of-state
travel.)
In state
quarterly
meetings
and trainings specific
to RJ as specified
in narrative
$2250
$2250
Click
here
enter
text.
to
In state
meetings
and
trainings specific
to Diversion
$700
Click
to
text.
enter
here
$700
Click
here to enter
text.
$Click
to enter
text.
here
Click
to
text.
enter
here
Click
here
enter
text.
to
TOTAL
TRAVEL
COST
$2950
$2250
$700
Funding
Source
TOTAL
RJ
Council
$
Other
Funds
4.
CONTRACTED
CONSULTANT
AND
PROFESSIONAL
SERVICES
Attach
a copy of
each contract with
a detailed
budget.
Youth
Family Connections — Weld County
RJ included
in narrative
$174,166
$94,746
79,420
and
OMNI
for DCJ evaluation
$1000
Click
to
text.
enter
here
$1000
Click
here to enter
text.
$Click
to enter
text.
here
text.
Click
to
enter
here
Click
here
enter
text.
to
Click
here to
enter
text.
$Click
to enter
here
text.
text.
Click
to enter
here
Click
here
enter
text.
to
$175,166
$94,746
80,420
TOTAL CONTRACTED
COST
TOTAL
Funding
Source
TOTAL
OF ALL
PROJECT
COSTS
(section
1
through 4)
RJ Council
% of
Total
Other
Funding
Sources
% of
Total
$.::79,018
$142,742
51%
$136,276
49%
TOTAL
COST
16
itjRESTORAT1vE
JUSTICE
CC)I ORAL)O
Exhibit B
State Court Administrators Office Funded
Restorative Justice Programs
Compliance Guidelines
Instructions and Resource Guide
FY18
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
jtjRESTORAT1VE
JUSTICE
COLORADO
Communication: If you have any questions or are in need of additional assistance, please contact the
Restorative Justice Coordinator at SCAO. (Deb Witzel 720-625-5964 or deb.witzel@judicial.state.co.us )
Preparing for the Site Visit: In advance of the site visit, the Restorative Justice Program Director of the
SCAO funded Restorative Justice (RJ) Program will be notified via email about the upcoming site visit and
the agenda. The RJ Council strongly encourages you to begin working on the monitoring compliance items
as soon as possible. Preparing the files pre -site visit will shorten the amount of time required for the site
visit and will ensure a smooth efficient process during the site -visit and throughout the funding cycle.
Compliance Guide for Site Visit:
A. This form and the respective RJ Program Compliance Guide should be reviewed by the Program
Director listed on the original grant application in preparation for the site visit. The Program Director
should ensure all items are readily available, accurate and complete.
B. This guide is focused on the grant funded program and should be prepared accordingly. However,
there are some questions about what the grant funded agency, as a whole (not a particular department
and/or division within in your agency or program), has in written form.
C. The SCAO funds may not in any way be co -mingled with any other fund sources in reference to these
reports, record keeping or administration. RJ Council understands that additional funds may be used
for other restorative justice practices or services within an agency, organization or entity. However, the
SCAO funds must be clearly and separately tracked.
D. The form below is for SCAO use at the site visit. The Program Director should review it prior to the site
visit and be prepared to provide answers to all areas on the form.
Site
Visit
Compliance
Check
list for SCAO staff
use
Date
Met
Project
Financial
Others
of
with:
Site
Director
Kelly
Manager
Visit:
Schramm,
4/17/17
Kirsta
Chris
Britton
Jessica
D'Ovidio,
Blackburn,
Chad
Thompson
(YFC)
Section I. GENERAL
yes
Financial
20 days)
reports
are
filed
in timely
manner reporting
with
few or no corrections
required
(within
yes
Narrative
(within
and
20 days)
statistical
reporting
are
filed
in a
timely manner with
few or no corrections required
yes
Agency on
track
to meet
or exceed
goals and objectives
yes
Agency on
track
to fully
expend
grant
funds
1
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
1t\RESTORATIVE JUSTICE
COLORADO
yes
Agency
spent
does
without
not
progress
have discrepancies
made,
etc.)
between data,
narratives and
financial reports
(i.e. no money
yes
Agency is responsive
to requests
for information
from
RJ Council/SCAO
staff
yes
Agency is responsive
in making
changes
requested
by
RJ
Council/SCAO
staff
Section
I. ADMINISTRATIVE
A master
If no, please
grant
Yes
comment
file
has
been
No
established
for each grant
funded
program supported
by
RJ
Council/SCAO.
►1
❑
The
the
If
master
related
no, please
grant file(s)
grant.
Yes
comment
contains
No
all
documents,
correspondence,
and required
receipts,
invoices etc.
for
.1
❑
If
The
master
no, please
grant
Yes
comment
file
contains
No
a copy of
the
appropriate
application
and
Interagency
Agreement.
.1
❑
If
The master
no, please
grant file
Yes
comment
contains
No
copies
of
all quarterly
statistical
(data)
and
narrative reports.
❑
master
no, please
grant
Yes
comment
file
contains
No
copies of all
quarterly
financial
reports.
The
If
►1
❑
The
modifications
If
master
no,
please
grant
Yes
comment
to
approved
file
contains
goals
No
copies of
and objectives,
any
grant
and
amendments
extensions
such
of
grant
as approved
award
period?.
budgets
budget
revisions,
►1
❑
Does
funded
the
grant
by
this
grant?
funded
agency
have an organizational
chart
with
clear
lines
of authority
for individuals
2
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
tA41/4IRESTORATIVE JUSTICE
allk OD COLORADO
Section I. ADMINISTRATIVE
The
(Review-
funded
Yes
no,
please
Includes:
No
agency
comment:
has
Non-discrimination,
a Personnel
Policy
Grievance,
Manual
distributed
Conflict
of
to
Interest,
all
employees
Record
of the
Keeping)
funded
program.
.1
❑
If
Does grant
(Review)
If no, please
Yes
funded
comment
agency
have
No
current
written
Not
Applicable
job
descriptions
(personnel
for
individuals
not funded
funded
by
this
grant)
by this
grant?
.1
❑
❑
Have
for
REQUIRED
positions
there
Yes
been
INFORMATION:
any
funded
by
changes
this
No
grant?
these
in
If yes,
personnel
Manager
are
please
Not
attach
or
and
only
job
Applicable
changes
updated
is
responsibilities
funded
(personnel
job
this
by
description(s)
since
these
FY.
not
dollars,
the
submission
funded
with
Andrew
by
completed
this
of
grant)
is
the
the
application
report.
case
Chad
is
.1
❑
❑
the
the new
coordinator
as of
hired
Nov
YFC
in
July-
Program
master
no, please
grant
of time
Yes
comment
file
spent
contains
on
No
the
timesheets
funded
RJ
for
Not
program
all
Applicable
personnel
and
what
(personnel
funded
they
by
did.
not
this
grant
funded
that
by
this
indicates
grant)
the
If
The
percentage
❑
❑
Are
director?
If
no,
the
please
timesheets
Yes
comment
reviewed,
No
approved
Not
Applicable
and
signed
(personnel
by the
employee
not
funded
and
by
the
supervisor
this
grant
and/ or program
►1
❑
O
and
If
The
no,
documents.
master
please
grant
Yes
comment:
file
contains
No
all
Administrative
General
Compliance
and
RJ
Program
Participant's
policies
►l
GENERAL
COMPLIANCE
3
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
tRESTORATIVE
JUSTICE
COLORADO
Grant
funded
project/agency
Personnel
and
Procedures
Manual
that
include:
Policy/procedure
on Discrimination
- for employees
and
program
participants
Policy/procedure
- for
program
participants
to
File
Complaints
and
beneficiaries
Alleging
Discrimination w/Federal
Office of
Civil Rights
A Grievance
policy
for employees
and
program
participant's
Policy/procedure
on Conflict
Of
Interest
for staff
and if
applicable,
board
members
and
others
Policy/procedure
years
on Records
Retention
Shared
the
new state
recommendation
for 4
►�
Policy/procedure
applicable)
to assure Confidentiality
Of Client
Files,
including
electronic
files
(if
Limited
English
Proficiency
(LEP)Policy
.1
Federal
E -Verify
Program or Colorado
Department
of
Labor
Program
►1
Notes:
4
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
£tRESTORATIVE
JUSTICE
CC) LO RA DC)
Section
II. FINANCIAL
Is
the
no,
Yes
the
overall
financial
DA's
provide
county
on
the
office
year
No
budget
processed
accounting
the
system
name
enters
financial
and
comparison.
the
for
of
deposits
state
office
at
the
accounting
software
the
grant
FY
where
county.
being
and
funded
as
firm.
pays
timesheets
Chris
well.
Julyl-June
agency
bills
Weld
The
sees
maintained
County
except
are
all
overlap
30
invoices
creates
for
received.
of
payroll.
in-house?
fiscal
challenges
and
All
years
cross
Payroll
entries
checks
with
in
is
from
the
matching
managed
them
the
DA/County
and
DA's
in
the
the
office
numbers
maintained
are
county
being
a
on
❑
►1
The
by
tracked
office
calendar
an
If
and
Does
such
certain
Yes
the
as
separation
dollar
grant
No
funded
amount,
explain.
of
agency
duties,
etc.?
monthly
have
financial
financial
policies
and
reconciliations,
procedures
dual
outlining
signatures
internal
for
expenditures
accounting
above
controls
a
�I
❑
If
"No,"
please
If yes, please
provide
the
most
recent
copy
with
the completed
site
visit
review.
http://www.municipalcode.com
If
Do
Yes
"No,"
the
financial
No
explain.
policies
and
procedures
include
a section
regarding grant financial management?
❑
please
system
classified
recorded
REQUIRED
Does
grant
separates
a.
by
and
funded
INFORMATION:
Provide
expenditures
specific
tracked
ALL
agency
the
funding
individually
revenues
portion
for
demonstrate
source
this
of
and
for
chart
grant
expenditures
budget
each
of
funded
how
accounts
categories,
specific
the
program.
budget
by
grant
that
funding
and
contains
provided
was
award
that
booked
source
grant
received.
the
for
and
revenue
accounting
the
allows
Yes
grant,
for
and
codes
and
expenditures
expenditures
that
for
revenue
the
accounting
are
to
and
be
S
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
JtRESTORATIVE
JUSTICE
COLURADO
Enter Quarter Dates provide or respond: Q2
b. A printout of general ledger- provided
c. A copy of sub -ledger (or department or class report printout) and highlight each of the grant
expenses by budget category for the quarter (i.e. Personnel, Supplies and Operating, Travel, and
Contracted, Consultant and Professional Services). provided
d. How often are reconciliations between the sub -ledger and general ledger performed? monthly
Demonstrate that deposit records correspond to the amounts received by the grant funded agency and are
identified by grant name and number. Those records are housed at the DA office. Terrasina is the
bookkeeper there handling coding, actual deposits and da.ta entry that gets cross check and
verified at the county.
REQUIRED INFORMATION:
DATE, the Grant Funded Agency submitted a reimbursement request for the amount of TOTAL AMOUNT.
Provide a copy of agency's bank statement or deposit slip and computer deposit record from accounting
system demonstrating:
a. The account to which that specific amount of funds was deposited.
b
That the deposit is identified by the grant name and number or other unique identifier.
Demonstrate and document that actual grant expenditures recorded in the agency's accounting system are
equal those reported on the Financial Report. The actuals are contained in the DAs office and copies
are retained in the Master Grant file and the county verifies via accounting software with their
imaging system during reconciliation.
REQUIRED INFORMATION:
On DATE, the Grant Funded Agency submitted a Quarterly or Year-end Financial Report for Enter Quarter
Dates. Provide copies of payroll records, receipts, invoices, mileage vouchers, etc. that :
a. document the specific amounts reported as expenditures; dual signatures for all
checks/expenses- county commissioner chair and clerk to the board sign
b. are signed with the appropriate approval signature(s); yes
6
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
RESTORATIVE JUSTICE
alliS COLORADO
IMPORTANT
c.
d.
e.
(Robb)
demonstrate
verified
demonstrate
grant;
expenditures
proportion
unique
project
PeopleSoft
-
Documentation
and
identifier,
director
for
verifies
verified
of
and
YFC
that
that
from
staff
and
supporting
all
and
the
grant
and
personnel
time
should
signed.
handled
grant
are
submits
funds
to
the
reviewed
equal
name
Verified.
docs,
are
electronically.
paid
grant;
to
the
supported
accounting
and
the
verified
are
and
amounts
number
Timesheets
appropriate
marked
approved
are
for
by
Verified.
at
reported
timesheets
reimbursements
the
with
marked
by
are
portion
County
the
the
contained
KB
on
on
grant
employee
completes
the
that
of
level.
the
the
show
report
name
receipts
expenses
in
to
and
the
and
a
forms.
KB
software
electronically.
appropriate
supervisor
have
and
number
as
verified
invoices;
approved
code
called
or
and/or
15250
other
DA
in the
Financial
Policies and
Procedures
(a) General
(b) Chart
(c) Sub
ledgers
of
ledger;
Accounts;
related
to grant
funded
activities
►�
Deposit
records
❑
Documentation
to support
Expenditures
Reported
On Financial
Reports
.1
Copies of
Payroll
Records,
Receipts,
Invoices,
Mileage
Vouchers,
etc.
as requested
�1
Written and
program (if
signed
the Personnel
timesheets
category
that
indicate
is
funded)
the
these
percentage
are
electronic
of
time spent
on
the
grant
funded
❑
Quarterly
and
Final
Financial
Report
Used
mileage
to report
reimbursements
actual
program
expenditures
to state
rate
for the
.48 cents/mile
quarter.
Requested
they reconcile
Expenditures
a
reconciles
process
of
to reconcile
and the
funds
the
county
must
sub
reconcile
-ledger
reconciles
to
to
the
the agency's
General
General
Ledger
must
Ledger.
be in
If
place.
sub -ledgers
DA
office
are used,
❑
The
or
cannot
the
Reimbursement
legal
contain
commitment
Unpaid
Request
Invoices.
for
may
goods/services
No
contain
unpaid
Unpaid
Invoices
(any unpaid
the
invoice(s)
FINAL
for
financial
the
quarter
report
not
invoices
yet
paid),
quarter
however,
❑
to quarter
7
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
4k0 RESTORATIVE JUSTICI
COLORADO
Quarterly
reports
must
be submitted
in within
20 days
after
the
end
of each
calendar
quarter,
even if you do
reporting
not
incur any expenses
within
the
quarter.
Yes
they
are great
about timely
❑
Year-end
report
must
be submitted
in within
20 days after
the
end
of
the
grant
award
period.
❑
Awarded
the
process
funds
for
have
signatures
been
fully
at
expended-
DA
office.
Budget
This
will
Modification
be
expended
was requested
on the
NACRJ
and
conference.
is in
❑
All
invoices
have been
paid.
Everything
has
been submitted.
❑
Verify
if
on a
that
quarterly
the
Reimbursement
reimbursement
Request
basis.
matches
verified
reported
expenditures
on the
Report
Form
❑
Section III. PROGRAMMATIC
Does the grant funded agency provide any direct services to individuals under this grant award?
►1 Yes I1 No
If yes, answer a, b, and c below:
a. Are the client records kept in a locked file cabinet which is inaccessible to the public?
.1 Yes ❑ No
If no, please comment
b. Are client files organized, complete and stored in a secure location?
►1 Yes ❑ No
If no, please comment:
c. Does the agency have written policies and procedures in place to assure confidentiality of
client files
►1 Yes ❑ No
If no, please comment
REQUIRED INFORMATION: If yes, please provide the most recent copy with the completed site visit.
Does grant funded agency store client files electronically?
Yes
No ❑ Not Applicable (no client files)
a. If yes, how does grant funded agency restrict access to ensure these records remain
confidentiality?
8
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
lit 40 RESTORATIVE JUSTICE
bit COLORADO
Section III. PROGRAMMATIC
Please briefly describe agency's direct services:
Agency's referral process;
a. How agency tracks referrals; include information about to whom and from whom
referrals are made, and for what purposes the referrals are made? DA office
b. Does grant funded agency provide direct RJ services via other funding sources? DA office
does not provide but YFC does.
c. How does agency distinguish between direct services under this grant and other RJ
services it delivers? All are sent to YFC they do ReStore and circles
d. How does agency track the number of clients and/or cases filed, received, etc.? Database
e. How does agency determine an unduplicated client and/or case count? Database
f. How does agency document the types of activities, services, provided? DA office has
access to the Records Management Database and through that there is shared info
and communication
g. If applicable, how does agency track client and/or case outcomes? KB checks the RMS
database to check on all of the kids he refers for status and info to enter in ETO
h. Who in agency is responsible for grant funded program data collection? Case
coordinators enter and case manager audits and KB checks against ETO
Provide electronic copy of all forms used by grant funded agency for the above processes.
Describe with whom and how agency coordinates services with other appropriate service providers in
your area. List any Memoranda of Understanding, Interagency Agreements, or other agreements your
agency has in place with other agencies. KB will send MOU
Are copies of MOUs or other agreements for service provision in the master grant file?
❑ Yes No ❑ Not Applicable (no outside agreements)
a. If yes, review copies.
b. If no, when will grant funded agency provide copies to SCAO? KB will provide
Do stated goals and objectives for the grant funded program include training (i.e., to the community,
citizens, schools, other law enforcement professionals, etc.) presentations remain the focus of the
program?
Yes (-1 No
9
STATE COURT ADMINISTRATORS OFFICE FUNDED
RESTORATIVE JUSTICE PROGRAMS
COMPLIANCE GUIDELINES
it\RESTORAT1VE
JUSTICE
CC) LO RA DO
Section
III. PROGRAMMATIC
Was
training
provided
as a
part of this
grant?
Yes
No
.1
❑
If
provided
Yes,
please
provide a copy
and the number
of the survey/evaluation that was used to assess the usefulness of the training
of participants per training.
NOTE: Mastergrant file should include a copy of the surveys and a list of the participants.
Were grant
funds
used
to
travel or attend
a training, conference,
meetings,
retreats,
seminars,
symposiums,
events,
and
group
training activities?
Yes
No
►1
❑
If yes,
please
provide a
copy
of
the
agenda
or
program of events and
presenters.
Copies
of
Materials Created with
grant
funds
►1
Referral
Process and
tracking
and client
tracking
including
unduplicated
count, services, activities;
►1
outcomes
and
data
collection
practices
(who,
how, and
where)
and
use of
ETO
List
of
Training
Presentations,
number
of
participants
if
applicable
.1
Certification of Responses (to be executed AT the site visit
Signature of RJ Coordinator: sig_Deb Witzel Date:_4/17/17
10
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