HomeMy WebLinkAbout20153366.tiff RESOLUTION
RE: APPROVE GRANT APPLICATION FOR VICTIMS AND WITNESS SOFT INTERVIEW
AND TECH IMPROVEMENTS 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 Grant Application for Victims and
Witness Soft Interview and Tech Improvements from the County of Weld, State of Colorado, by
and through the Board of County Commissioners of Weld County, on behalf of the Sheriffs Office,
to Department of Justice, Office of Justice Programs, and Office for Victims of Crime, commencing
upon the full execution of signatures, with further terms and conditions being as stated in said
application, and
WHEREAS, after review, the Board deems it advisable to approve said application, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Grant Application for Victims and Witness Soft Interview and Tech
Improvements between the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, on behalf of the Sheriffs Office, to Department of Justice,
Office of Justice Programs, and Office for Victims of Crime, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said application.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 19th day of October, A.D., 2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY,/ CO ORADO
ATTEST: datooLi ;� 1Kftkm— ,(
arbara Kirkmeyer, Chair
Weld County Clerk to the Board 1St
' Mike Freeman, Pro-Ter /
BY: aoQ� t ��� , . 401. '�
De ty Clerk to a Boar•, N` 4 1 4 % _ f
141 wc • ,-;1+nP. Co/way
APPROVED AS TO FO'M: 1141,‘
`r- fi? . le A. Cozad
County Attorney
I I ILI Steve Moreno
Date of signature:
2015-3366
C e.`- ;69��� "/)P-- SO0036
Di...,
x.41/. c ., , .d AN 1_ Gt3►13i'i'Y
\c-4 r, . =, )0 te,r,
p Illiar
Co , _
STEVE REAMS
To: The BOCC
From: Victim Services WCSO
Subject: VOCA (One Time Funding)
Date: 10/07/15
The Sheriff's Office would like to add the Victims of Crimes Act (one time funding) Grant
application to the agenda for October 19, 2015.
The grant number is 2015-VX-15-009694-19, in the amount of$69,700 with a 25% match
by the county in cash or in-kind funds (roughly$17,500).
A work session was held (10/07/15 @0930)with the BOCC and they agreed that submission
of this grant is in line with the mission and goals of both the Sheriff's Office and the BOCC.
If awarded this grant the funds would benefit the citizens of Weld County.
The recommendation is that the BOCC approves the submission of this grant application.
Attached is a copy of the forty (40) page grant application.
Professionally,
Lt. T. Deutsch
WCSO
2015-3366
Southwest Substation Headquarters Southeast Substation
4209 WCR 24 1/2 1950 0 Street 2950 9`h Street
Longmont,Colorado 80504 Greeley,Colorado 80631 Fort Lupton,Colorado 80621
(720)652-2415 (970)356-4015 (303)857-2465
IA, Fax(720)652-4217 Fax(970)304-6467 Fax(303)637-2422
\0\\ Toll Free(800)436-9276
www.weldsheriff.com
Page I 1
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Applicant Information
VOCA Victims of Crime Act One-Time Funding 2015
Project Information
Project Title: Weld County Sheriffs Office
Project Number: 2015-VX-15-009694-19
Project Director: Debbie Calvin
Executive Director: Steve Reams
Type of Funding for this Project: New
Requested Amount($): $69,700
Project Duration:
From: 05/01/2016
To: 04/30/2017
Applicant Details
Applicant Agency Name: Weld County Sheriffs Office
Applicant Legal Name: County of Weld
DUNS(+4) Number: 075757955
SAM Expiration Date: 01/30/2016
Tax Identification #: 84-6000813
Entity Type: Public / Government
Entity Sub-Type: County
Application Form Page 1 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/VVitness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Contact Information
Project Contact Information has been pre-populated with the Contact Information from your
Applicant Profile.
Please review and update as necessary the information below to reflect the Project Officials that
will be responsible for this Project. Only include one of each of the following: Project Director,
Financial Officer, Signature Authority, and Executive Director(if applicable).
Note: COGMS auto-generated email notifications are not linked to this contact list. Auto-
generated email notifications are only sent to Registrants linked to the Applicant Profile. Please
see instructions for additional information.
Contact Type First Name Last Name Phone Email
Project Director Debbie Calvin 970-397- dcalvin@co.weld.co.us
5935
Primary Contact Jennifer Oftelie 970-356- joftelie@co.weld.co.us
4015
Financial Officer Barbara Connolly 970-356- bconnolly@co.weld.co.us
4000
Signature Authority Barbara Kirkmeyer 970-336- bkirkmeyer@weldgov.com
7204
Implementing Todd Deutsch 970-356- tdeutsch@co.weld.co.us
Agency 4015
Implementing Sean Standridge 970-356- sstandridge@co.weld.co.us
Agency 4015
Executive Director Steve Reams 970-356- sreams@co.weld.co.us
4015
Application Form Page 2 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Contact Details
Contact Type: Project Director
Salutation: Ms.
First Name: Debbie
Last Name: Calvin
Title: Director of Victim Services
Agency Name: Weld County Sheriffs Office
Address Line 1: 1950 O Street
Address Line 2:
City/Town: Greeley
State: Colorado
Zip Code + 4: 80631-9503
Phone Number: 970-397-5935
Fax:
Contact Email Address: dcalvin@co.weld.co.us
Contact Details
Contact Type: Primary Contact
Salutation: Ms.
First Name: Jennifer
Last Name: Oftelie
Title: Budget Manager
Agency Name: Weld County Sheriffs Office
Address Line 1: 1950 O Street
Address Line 2:
City/Town: Greeley
State: Colorado
Zip Code + 4: 80631-9503
Phone Number: 970-356-4015
Application Form Page 3 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Fax:
Contact Email Address: joftelie@co.weld.co.us
Contact Details
Contact Type: Financial Officer
Salutation: Ms.
First Name: Barbara
Last Name: Connolly
Title: Controller
Agency Name: Weld County Government
Address Line 1: 1150 O Street
Address Line 2:
City/Town: Greeley
State: Colorado
Zip Code + 4: 80631-9596
Phone Number: 970-356-4000
Fax:
Contact Email Address: bconnolly@co.weld.co.us
Contact Details
Contact Type: Signature Authority
Salutation: Ms.
First Name: Barbara
Last Name: Kirkmeyer
Title: Commissioner Chair
Agency Name: Weld County Government
Address Line 1: 1150 O Street
Address Line 2:
Application Form Page 4 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
City/Town: Greeley
State: Colorado
Zip Code + 4: 80631-9596
Phone Number: 970-336-7204
Fax:
Contact Email Address: bkirkmeyer@weldgov.com
Contact Details
Contact Type: Implementing Agency
Salutation: Mr.
First Name: Todd
Last Name: Deutsch
Title: Lieutenant
Agency Name: Weld County Sheriffs Office
Address Line 1: 1950 O Street
Address Line 2:
City/Town: Greeley
State: Colorado
Zip Code + 4: 80631-9503
Phone Number: 970-356-4015
Fax:
Contact Email Address: tdeutsch@co.weld.co.us
Contact Details
Contact Type: Implementing Agency
Salutation: Mr.
First Name: Sean
Last Name: Standridge
Application Form Page 5 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Title: Sergeant
Agency Name: Weld County Sheriffs Office
Address Line 1: 1950 O Street
Address Line 2:
City/Town: Greeley
State: Colorado
Zip Code + 4: 80631-9503
Phone Number: 970-356-4015
Fax:
Contact Email Address: sstandridge@co.weld.co.us
Contact Details
Contact Type: Executive Director
Salutation: Sheriff
First Name: Steve
Last Name: Reams
Title: Sheriff
Agency Name: Weld County Sheriffs Office
Address Line 1: 1950 O Street
Address Line 2:
City/Town: Greeley
State: Colorado
Zip Code + 4: 80631-9503
Phone Number: 970-356-4015
Fax:
Contact Email Address: sreams@co.weld.co.us
Application Form Page 6 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Capacity and Project Factors
Type of Project: Victim /Witness Project, Victim Services
Agency Description:
Briefly describe the purpose of your agency. See instructions for further information. (maximum
length = 1,000 characters)
Provide victim services as required by Title 24 of the Colorado Revised
Statutes; provide on scene trauma support for victims and witnesses of
traumatic events in rural Weld County as well as multiple rural municipalities.
The Weld Victims Services Unit (VSU) was established in 2005. In 2014, the
Weld Victims Services provided service to 1,399 unduplicated
victims/witnesses.
Agency Qualification:
Describe your agency's experience with providing direct crime victim services and in managing
federal/state funds. See instructions for further information. (maximum length = 1,000
characters)
The Weld VSU maintains one full time Director of Victims Services, and two part
time Victim Advocates, as well as a volunteer corp. The Weld VSU remains
available 24/7 for on scene response for citizens who have fallen victim to crime
or trauma in rural Weld County. Weld County Sheriffs Office has received
VALE funding for multiple years, and the VSU is supported by an in-house
Budget Manager who is employed by the Weld County Sheriffs Office. The
Budget Manager has several years of grant reporting and compliance
experience with Federal and State agencies specific to supporting Law
Enforcement. The Weld County Finance team also oversees all Sheriffs Office
financial transactions for additional compliance and accuracy support.
Prior CVS Funding: No
Problem Statement:
Describe the problem the proposed project intends to address. Local and/or state data should be
used to describe the nature of the problem in your community. See instructions for further
information. (maximum length = 5,000 characters)
Application Form Page 7 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Weld County Sheriffs Office serves the third largest county in Colorado,
covering 3,996 square miles. The challenge for such a large rural area is
providing a safe, comfortable and dependable way to interview people who
have fallen victim to crime. Currently, there are no "soft" interview rooms in
which these discussions can occur to reduce the secondary trauma that a victim
or witness may experience in a criminal investigation. Because these
discussions need to be accurately recorded and documented, they often occur
in a cold interrogation room. This can reinforce the secondary trauma
experienced by crime victims while cooperating with an investigation.
Additionally, victims of sexual assault need to have a safe and private place to
wait during an open investigation. This becomes challenging without the
availability of a soft, comfortable interview room with audio and video recording
capability. There are currently no available rooms, outside of a cold interview
room, for victims to comfortably initiate such traumatic investigative tools such
as pre-text phone calls. The Weld County VSU does not currently have a data
management system for remote access to client information and for increasing
our accuracy for data collecting on grant reporting.
Application Form Page 8 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Target Service Area
Service Area for Project
Statewide: No
U.S. Congressional District: 04
Judicial District: 19
State Senate District: 23, 13, 01
State House District: 48, 33, 63, 49, 50
Counties: 62-Weld
Cities: Mead, Hudson, Frederick, Severance,
Keenesburg, Platteville, Fort Lupton, Nunn,
Hereford, Erie, Briggsdale, Roggen, Dacono,
Firestone, Grover, Gilcrest
Application Form Page 9 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project: Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Underserved Populations
A. Describe the underserved population(s) in the community you serve
(e.g. race/ethnicity of victims served, LGBTQ, deaf, etc.).
(maximum length =4,000 characters)
The 2014 US Census lists the population of Weld County as 277,670 people.
The estimated total population serviced by the Weld County Victims Services
Unit is 124,540 people with a geographical area of 3,996 square miles. Of the
total population, an estimated 28%, or 77,750 people are living in the rural
portions of the county. There are approximately 60,000 people living in
municipalities that Weld County services with the Victims Services Unit.
Additionally, there are approximately 100,000 undocumented people, many of
which are Spanish speaking only. We provide an English/Spanish bi-lingual
advocate to effectively serve that population. The problem is that with only one
full-time and two part time advocates, the entire area could be better served
with systems in place to make their jobs (automated reminders for following up,
scheduling interviews and more) more efficient.
B. How did you determine the underserved population(s)? Cite your
source(s).
(maximum length =4,000 characters)
2014 US Census is the main source of data. The portion of population served
by only Weld County is taken from subtracting out municipalities with their own
programs of service. The statistics were provided by reviewing police reports
and from information collected by law enforcement analysts.
Application Form Page 10 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Collaboration
List the three agencies with which your agency coordinates with most frequently. If you have
active MOU's relevant to this request, list the agency and a brief description of the terms of the
MOU.
Agency`Name+ MOU Contact Phone`
Weld County Distr... No Joanne Holden 970-356-4010
A Womans Place No Karol Patch 970-356-4226
A Kids Place No Gwen Schooly 970-353-5970
Application Form Page 11 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Collaboration Details
Agency Name: Weld County District Attorneys Office
Do you have an MOU with this Agency?: No
Contact Name: Joanne Holden
Title: Director of Victims Services
Phone: 970-356-4010
E-Mail: jholden@co.weld.co.us
Collaboration Details
Agency Name: A Womans Place
Do you have an MOU with this Agency?: No
Contact Name: Karol Patch
Title: Director
Phone: 970-356-4226
E-Mail: director@awpdv.org
Collaboration Details
Agency Name: A Kids Place
Do you have an MOU with this Agency?: No
Contact Name: Gwen Schooly
Title: Director
Phone: 970-353-5970
E-Mail: gschooley@akidsplace.org
Application Form Page 12 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Statement of Work: Project Summary
Project Summary:
Include a brief description of your project. See instructions for further information. (maximum
length = 1,000 characters)
There are two tech support systems that we are respectfully requesting for this
grant opportunity. The first project is to provide the monthly cost of a data
management system for the VSU to create complete reports and mobile access
to victims and witnesses that have been served by the unit. Because the Weld
VSU provides services to the Sheriffs Office as well as 8 police departments,
access to such data is limited because each department has their own records
systems.
The second intention of this project is to create warm interview rooms at each of
the 3 substations throughout rural Weld County so victims and witnesses in
trauma have a comfortable place to be while cooperating with an investigation,
and to ensure that these statements are recorded and compliant on a clear and
reliable system. The targeted population for this project is all victims and
witnesses within the rural Weld County areas in need of a meeting and or
recorded interview during the investigation.
Project Description:
Describe how these nonrecurring one-time expenditures will support the expansion or
enhancement of the delivery of services to crime victims. (maximum length =6,500 characters)
We are requesting funds necessary for 12 months at one half of the monthly
cost of service for the data management system, Civicore, a web based data
collection program that has proven to be an effective tool throughout the state.
This will ensure the advocates have access to contact information of victims
and witnesses when needed and will improve accuracy and compliance in the
reporting of data for grant and budget purposes. The partnership of this project
with Greeley Police Department and Larimer County Sheriffs Office began after
the 2016 budget request was submitted, so the portion Weld County Sheriffs
Office would be liable for is not included in the operating budget. Approval of
this expense will give the Sheriffs Office the ability to include the ongoing
expense in future budgets. The majority of this project is being paid for by
Greeley Police Department.
The majority of funds requested in this grant are specific to providing and
installing technical equipment - including recording devices, hardware, software
and servers to renovate three cold interview rooms into "soft" or"warm"
interview rooms. These would be located throughout the County, at the Law
Admin Building and two Sub Stations. This project will ensure that there is a
safe, comfortable place for victims and witnesses and keeping them as close to
their home as possible while cooperating with the investigation. The matching
funds for this grant would come as construction, soundproofing and furnishing
these rooms through General Fund as a Special Project.
Application Form Page 13 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Purpose Area: Victims Services
Does your agency assist victims with Yes
applying for Victim's Compensation?
Does your agency utilize volunteers? Yes
Application Form Page 14 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Statement of Work: Victims Services
Victims Services Type of Crime:
Provide only the number of victims who will benefit from this nonrecurring one-time project
during the 12-month period. See instructions for further information.
Type of Crimes Est.#of Victims
Child Physical Abuse 40
Child Sexual Abuse 100
Children Who Witness Domestic Violence 5
Domestic Violence 400
Dating Violence 0
Stalking 10
Adult Sexual Assault 20
Adults Molested as Children 5
Survivors of Homicide Victims 25
Robbery 10
Vehicular Assault or Homicide,DUI/DWI Crashes,or Careless Driving Resulting in Death 10
Assault 80
Elder Abuse 10
Other Violent Crimes(See instructions) 50
UNDUPLICATED TOTAL 765
If "Other", please specify: Multiple categories, such as Felony Menacing
and Kidnapping
Victims Services Type of Services:
List the number of victims receiving the following services as a result of this project. No single
entry/category in this table can exceed the TOTAL NUMBER OF VICTIMS in the table above.
Type of Services Est.#of Victims
Crisis Counseling/Crisis Intervention(in person) 450
Follow-up(Includes crisis intervention by phone) 765
Therapy
0
Group Treatment/Support 0
Shelter/Safehouse 0
Information/Referral(in person) 560
Criminal Justice Support/Advocacy 208
Emergency Financial Assistance 20
Emergency Legal Advocacy(attorney assistance) 0
Victim Compensation Assistance(Required) 600
Personal Advocacy 120
Telephone Contact 765
Civil Legal Advocacy(advocate assistance) 10
Application Form Page 15 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Forensic Exam 0
Hospital/Clinic/Medical Response 40
Language Services 120
Transportation 20
Transitional Housing 0
Other 0
Application Form Page 16 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Statement of Work: Goals & Objectives
Applicants are limited to three goals with no more than three objectives for each goal. Objectives
must be measurable and related to the budgeted items in the grant and any personnel used as
match.
Goal 1: Build a Civicore data management system and
enter information daily
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
1.1 Create a Civicore data base/Staff Create a Civicore system that Civicore 3 months
advocate accurately reflects the data
neccessary to report stats as well
as initate follow up services
1.2 Enter historical data from 7/2015- Build a client database and data Civicore 5 months
present system that accurately reflects the
victims serviced as of July 2015
1.3 Enter data from calls for service on Ensure data entered into the Civicore 5 months and reoccurring
a bi-weekly basis Civicore system is current and
accurate
Goal 2 (If needed): Create a soft interview room with appropriate
audio and video recording for each substation
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
2.1 Sound proof rooms/Building& Prepare the rooms for soft Project Progress Report 6 months
Grounds for Weld County interview capability
2.2 Order and install audio/video Create rooms that are equipped Project Progress Report 9 months
equipment/Building&Grounds for with appropriate technology for
Weld County effective interviews that do not
cause unnecessary secondary
trauma
2.3 Ensure proper furniture and Create a space that is condusive to Project Progress Report 1 year
decor/Director of Victims Services victim/witness interviews that also
reduces unneccesary secondary
stress for client
Goal 3 (If needed): Utilize the soft interview rooms with full
audio/visual capabilities as often as appropriate
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
3.1 Develop Protocol to support use of Define expectations regarding the Project Progress Report 3 months
soft interview room/Command staff appropriate and frequent use of the
and Sheriff warm interview rooms
Application Form Page 17 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
3.2 Initiate Protocol to support use of Communicate expectations of the Protocol Upon completion of rooms
soft interview room/Command frequent use of the available warm
staff and Sheriff interview rooms whenever possible
and approriate
3.3 The soft interview rooms are to be Frequent use of the available warm Installed Servers Within 3 months of completion of
used for all formal victim and interview rooms whenever possible rooms
witness in-office interviews when and appropriate/reduction of
appropriate/Deputies secondary trauma as a result of
being interviewed in a cold
interrogation room
Quality Assurance Plan:
Describe the approach for evaluating the project in response to the stated objectives, intended
outcomes/impact and data collection. See instructions for further information. (maximum length =
5,000 characters)
The Weld County Victims Services Unit, upon initiation of the Civicore system,
will have the ability to easily track, record and access data and victim contact
information. Data will be easily available for victim contact and reporting
purposes by VSU personnel. The project for creating soft interview rooms with
appropriate audio and visual recording systems is a project that is supported
throughout the command staff at the Weld County Sheriffs Office and the
Director of Victims Services will be creating a progress report for the project.
The Victim Services Unit will indicate on the incident reports how many clients
were interviewed in the soft interview space and when the clients utilize these
rooms for meetings with people in trauma. Surveys will be done with Deputies
and Detectives after one year of implementation regarding the intended and
latent effects of the availability of the soft interview rooms.
Application Form Page 18 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Personnel
Each position must be listed separately and be accompanied by a description that provides
justification for the amount requested and details the basis for determining the cost of each
position. For each position, explain how the salary and fringe benefit rates were determined. See
instructions for further information.
PERSONNEL (TOTALS SUMMARY)
Annual Total To Be Paid By
Amount($) Grant Funds($)
Totals
Position Title j Annual,Amount($) Total To Be Paid By
Grant Funds($)
This list contains no items
Application Form Page 19 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project: Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Personnel (Match)
Amount Match($)
Requested($)
Total $0s $0
Item Type of Budget Narrative and Justification Total($)
Match
This list contains no items
Application Form Page 20 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project: Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Supplies & Operating
Each individual item listed must be UNDER$5,000 and be accompanied by a description that
provides justification for the budget items and details the basis for determining the cost of each
item. See instructions for further information.
Totals Summary
Amount
Requested($)
Total °! $2 100
Item Budget Narrative and Justification. Total ($)
Civicore Database Monthly Greeley Police Department, Larimer County Sheriffs Office and Weld $2,100
Maintenance Fee County Sheriffs Office are p...
Application Form Page 21 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Supplies & Operating Details
Item: Civicore Database Monthly Maintenance Fee
Budget Narrative and Justification:
(maximum length = 1,000 characters)
Greeley Police Department, Larimer County Sheriffs Office and Weld County
Sheriffs Office are partnering on a web based data collection program called
Civicore. This program collects data required for compliance with Federal and
State Rules and Regulations. Having Civicore will improve Weld County's
accuracy in reporting and allows the VSU to see patterns and better serve their
clients.
The initial set up cost is $5,000 and monthly maintenance and support total
$350. Greeley has agreed to pay the initial set up if the two counties can split
the monthly maintenance. We are asking for $175 per month for 12 months to
cover half of the $350 per month. This expense was not included in the 2016
general fund budget request, as the recommendation to move forward with this
project occurred after the budget was submitted. The grant will allow the
Sheriffs Office time to request the monthly maintenance for the remainder of
the 2017 budget and beyond.
$175 x 12 months = $2,100
Total($): $2,100
Application Form Page 22 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Supplies & Operating (Match)
Totals Summary
Amount Match($)
Requested($)
Total $2,100 $0
Item Type of Budget Narrative and Justification Total($)
Match
This list contains no items
Application Form Page 23 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Travel
Each travel request must be listed and accompanied by a description that provides justification
for the items and details the basis for determining the cost of each item. For each item
requested, explain the relationship of each travel related item to the project. See instructions for
further information.
Totals Summary
Amount
Requested($)
Total $0
Item Budget Narrative and Justification Total ($)
This list contains no items
Application Form Page 24 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Travel (Match)
Totals Summary
Amount Match($)
Requested($)
Item T pe of Budget Narrative and Justification Total($)
Matchyy
This list contains no items
Application Form Page 25 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Equipment ($5,000 and Over)
Each individual piece of equipment must be listed, $5,000 and over, and be accompanied by a
description that provides justification for the budget items and details the basis for determining
the cost of each item. For each item listed, explain why the proposed equipment is essential to
implementing the project. See instructions for further information.
Totals Summary
Amount
Requested($)
Total $0
Item Budget Narrative and Justification Total($)
This list contains no items
Application Form Page 26 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Equipment (Match)
Totals Summary
Amount Match($)
Requested($)
Total $0 $p
Item Type of Budget Narrative and Justification Total($)
Match
This list contains no items
Application Form Page 27 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Professional Services / Consultants
Each vendor must be listed separately and be accompanied by a description that provides
justification for the budget items and details the basis for determining the cost of each item. For
each consulting organization or individual added, explain how the hourly rate or flat rate was
determined. See instructions for further information.
Totals Summary
Amount
Requested($)
Total $67600`
Item Budget Narrative and Justification Total($)
Coban-Soft Interview Room Coban Technologies, Inc. provided a quote for the cost of completely $67,600
renovation renovating the technology of...
Application Form Page 28 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Professional Services / Consultants Details
Item: Coban - Soft Interview Room renovation
Budget Narrative and Justification:
(maximum length = 5,000 characters)
Coban Technologies, Inc. provided a quote for the cost of completely renovating
the technology of three interview rooms with equipment and the software
support. One room would be located at each the South East Sub Station in Ft.
Lupton, the South West Sub Station near Erie, and the Law Admin building in
North Greeley. The equipment quoted is all under$5,000 per item, however the
entire project totals $67,600 with shipping and project deployment. The entire
project is to create soft interview rooms spread throughout the large County with
the technology to meet evidence requirements and not on the Sheriffs Office
network.
Total($): $67,600
Application Form Page 29 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Professional Services / Consultants
(Match)
Totals Summary
Amount Match($)
Requested($)
Total $67,600 $18,000
Item Type of Budget Narrative and Justification Total($)°
Match
Sound proofing and In-kind The project of creating three soft interview rooms spread $18,000
furnishing throughout the County will require supp...
Application Form Page 30 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Professional Services / Consultants Details
(Match)
Item: Sound proofing and furnishing
Type of Match: In-kind
Budget Narrative and Justification:
Please include in your description the source of match funds (i.e. local VALE, etc.) (maximum
length = 5,000 characters)
The project of creating three soft interview rooms spread throughout the County
will require support as a Special Projects request of the Weld County General
Fund to renovate the spaces with sound proofing and furniture such as
couches, tables and chairs. The construction project is typically covered by the
Buildings and Grounds section of the Weld County General Fund, and will total
at least $18,000 in labor and supplies. Weld County will also have ongoing
maintenance of the new equipment, however this will fall outside of the
requested grant period.
Total($): $18,000
Application Form Page 31 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Indirect Costs
Federal Financial Guidelines allow applicants to request indirect costs as a part of their grant
budget.Agencies that have an Approved Federal Indirect Cost Rate can use this rate; if your
agency does not have an approved rate you may request a percentage of your request. See the
instructions for further information.
Totals Summary
Amount
Requested($)
Total $0,
Item Budget Narrative and Justification Total($)
This list contains no items
Application Form Page 32 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget: Indirect Costs (Match)
Totals Summary
Amount Match($)
Requested($)
Total $0 $0
Item Type Budget Narrative and Justification Total
Match
This list contains no items
Application Form Page 33 09/25/2015
Applicant:Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Budget Total Request
Amount Match($) Total
Requested($) Budget($)
PERSONNEL $0 $0 $0
SUPPLIES&OPERATING $2,100 $0 '� �e' $2,100
TRAVEL $0 $0 , , $0
EQUIPMENT $0 $0 $O
PROFESSIONAL SERVICES/CONTRACT CONSULTANTS $67,600 $18,000 =3 " $85,600
INDIRECT/ADMIN COSTS $0 $0 $0
GRAND TOTAL $69,700 $18,000 $87,700
Match Calculation:
Grantee Match Match Amount Current
Requirement Required Calculated Match
Percentage
425 20,66°
20% $17,
Will you be requesting a match waiver No
because
your agency is unable to provide match?
If yes, you must read the instructions to
apply for a match waiver.
Current Funding
Current Funding:
If not currently receiving Crime Victim Services grant funds (VOCA, VAWA, SASP and/or State
VALE)through the Office for Victims Programs(OVP), you must describe how the requested
budget items are currently being funded. (maximum length =2,000 characters)
This is a new project so no funds have been used or are currently budgeted for
these projects. However, $880 of State VALE funds were budgeted and used to
purchase couches for the room currently being used as a waiting/non formal
interview room (no cameras or recording equipment) in the Law Admin Building
in North Greeley.
Additional Project Funding
Application Form Page 34 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Will this project be funded using Yes
ADDITIONAL FUNDS other than those
provided from this grant?
If"Yes", list the type and approximate amount of other funding that will be used to support this
project. Do not include in-kind match.
Description Amount($)
Federal
State
County Government
Municipal Government Participating agency support for services $2,500
Local VALE Furniture for Law Admin Building-already awarded $880
Private
Other(Specify)
ADDITIONAL PROJECT FUNDING TOTAL: $3,380
Application Form Page 35 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Financial Management Questions
This section must be completed in cooperation with the designated
Financial Officer assigned to this grant/project.
1. What accounting system does your organization use?
List the name and a brief description of the system. (maximum length = 1,000 characters)
Banner- an Oracle Fusion Middleware Forms Services software.
2. This grant will be on a cost reimbursement basis. What will be your
organization's source of cash and how will your organization manage its
cash flow between the time costs are incurred and reimbursed?
(maximum length = 1,000 characters)
Weld County has a contingency fund that can accommodate the expenses until
reimbursement has been made.
3. Which of the following applies to your Agency has expended over$500,000 in federal
agency: funding in the last calendar year from all
combined sources.
Please submit the most recent A-133 audit to DCJ.
3a. Date of most recent A-133 Audit, Financial 06/29/2015
Audit or Financial Review:
3b. Date sent to DCJ: 09/25/2015
3c. Were there any findings, questioned costs No
or unallocated costs?
Criteria for managing grant funds 7.
Please respond to the following questions regarding wheter your accounting system meets the
criteria for managing grant funds. These are items that will be monitored by the Division of
Criminal Justice(DCJ) staff either by site visits or other reporting mechanisms.
4. Does your accounting system separate all Yes
revenues and expenditures by funding
source?
5. Does your accounting system track Yes
revenues and expenditures for each grant
award separately through a sub-ledger
system?
Application Form Page 36 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
6. Does your accounting system allow Yes
expenditures to be classified by the broad
budget categories listed in the approved
budget in your grant, i.e. Personnel, Supplies
and Operating, Travel, Equipment and
Professional Services?
7. Does your organization have written Yes
financial policies and procedures (specific to
grants) in place that describe items such as:
meeting all grant requirements, the
preparation of grant financial reports and
statements, the disclosure of financial
documents, the ability for staff to prevent and
detect misstatements in financial reporting, a
method to trace funds, and a process to
maintain and safeguard all cash, real and
personal property, and other assets?
8. Is this grant request for less than Yes
$100,000?
9. Is this grant request for a new project? Yes
10. Has your organization been in existence Yes
for three (3) years or more?
11. Does the staff assigned to this project Yes
have two (2) or more year's prior experience
with projects with the same or similar
requirements?
12. Does your organization have internal Yes
controls in place, such as: a review process
to determine reasonableness, allowability and
allocability of costs, separation of duties,
dual signatures on certain checks,
reconciliations or other fiduciary oversight?
13. Does your organization reconcile sub- Yes
ledgers to your general ledger at least
monthly or quarterly if the applicant
is a governmental entity?
14. Are accounting records supported by Yes
source documentation such as invoices,
receipts, timesheets, etc.?
15. Does your organization routinely record Yes
the grant number or other unique identifier on
all source documents such as invoices,
receipts, time records, deposit records, etc.?
16. Does your organization maintain time Yes
sheets approved by the employee, supervisor
and project director for each employee paid
by these grant funds?
Application Form Page 37 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
17. Will this grant funded project generate No
program income?
18. If your agency is a non-profit, do the Not Applicable
Board bylaws and policies describe the
involvement of the Board in the financial
oversight and direction of your agency?
19. Does your accounting system have the Yes
ability to track in-kind and/or cash match
funds?
20. Are you able to ensure that you will not be Yes
using these grant funds to provide services
that will be paid by Victim Compensation?
Application Form Page 38 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Certification
1. I certify that I am authorized to submit this X
application on behalf of the agency.
2. I certify all information contained in the X
application is accurate.
3. I acknowledge that any resulting contract X
and grant award will include significant state
and federal requirements that will have to be
adhered to during the grant period. A sample
of these requirements is included on the OVP
website at http://dcj.ovp.state.co.us/.
Application Form Page 39 09/25/2015
Applicant: Weld County Sheriffs Office 75976277
Project:Victim/Witness Soft Interview and Tech Improvements 2015-VX-15-009694-19
Submission Summary
Page Last Updated
Applicant Information 09/24/2015
Contact Information 09/24/2015
Capacity/Factors 09/24/2015
Underserved 09/25/2015
Collaboration 09/24/2015
Project Summary 09/24/2015
Victims Services 09/24/2015
Goals & Objectives 09/24/2015
Personnel No Input Required
Personnel Match No Input Required
Supplies/Operating 09/24/2015
S/O Match No Input Required
Travel No Input Required
Travel Match No Input Required
Equipment No Input Required
Equipment Match No Input Required
Professional Services 09/24/2015
PI'S Match 09/24/2015
Indirect Costs No Input Required
Indirect Costs Match No Input Required
Total Request 09/24/2015
Financial Management 09/25/2015
Certification 09/25/2015
Application Form Page 40 09/25/2015
VOCA Grant Application -Victim/Witness Soft Interview and Tech Improvements
ATTEST: ' ..,4421L v• tk BOARD OF COUNTY COMMISSIONERS
Weld • my Clerk to the :oard WELD COUNTY, CO RADO
BY: �--
Deputy C1-rk to the B•Y�' ' ' � � arbara Kirkmeye , Chair /
OCT 1 9 2015
1/42
APPROVED AS TO ..UB:
Elected AL.
or Department Hea•"
Hello