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R-02-01-10-12E3 - 1/10/2002RESOLUTION NO. R- 02- 01 -10 -E3 WHEREAS, the Capital Area Planning Council has grant funds . available to cities for various law enforcement projects, and WHEREAS, grant funds are available for the Victims Assistance Program to partially fund two part -time Victims Assistance personnel, and WHEREAS, the City Council wishes to make application for grant to provide financial assistance for the above - described positions, and WHEREAS, the grant requires match by the City, and the City Council wishes to approve said match, and WHEREAS, in the event of loss or misuse of CJD grant funds, the City of Round Rock assures that the funds will be returned to the CJD in full, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, THAT: 1. The Mayor is hereby authorized and directed to make the necessary application for the above - described grant; 2. The match by the City is approved; and 3. In the event of loss or misuse of CJD grant funds, the funds will be returned to the CJD in full. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this :: oo, o\ woaLDox\ o \w oox \aeso.x: \Raoiioea.wvn /sc Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 10th day of January 2002. CHRISTINE R. MARTINEZ, City Secre 2 4111111 " Wig /- RO : STLUKA, JR., yor City of Round Rock, Texas GRANT APPLICATION COVER SI*HEET Victim Services 1. Legal name of organization applying. City of Round Rock 2. Division or unit within the applicant organization to admin Round Rock Police Department ter the project. 3. Official applicant organization mailing address. 221 E. Main St., Round Rock, TX 78664 4 Choose up to five of the following Child abuse Community policing Community -hosed prevention Courts Crime prevention Diversion Driving While intoxicated Family and domestic violence Intervention 1w /offenders) Investigative Law enforcement at best describe the project: Law enforcement training Parole Probation Prosecution Sexual assault Stalking Technology Improvement Training conferences XIX Victims assistance 5. Person GO should contact to answer specific questions about the application. Name: Title: Management Analyst Address: Telephone number: (512) 218 -5524 Fax number: email address: Rick White 615 E Pa 1 m Valley R.v' Round Rock, TX 78664 (512) 218 -3267 rwhite @round- rock.tx.us 6. Agency's State Payee Identification Number: 746017485 (FEIN) 7. Is the applicant organization delinquent on any state or federal debt? 0 Yes (11 'Yes", attach an explanation.) o No 8- FY 2003 Requested Funds One Year Only o Yes ]lo s 28,038 To the best of my knowledge. ell information In this application W we 006 correct. The application bet been duly euthorued by the governing body of the applicant and agrees to comply with all CJO rules, including the attached assurances, If awarded. Typed Name of Authorized Official: Somme of Aothortted Official: Date Signed: 9. Title of Project Round Rock Crime Victims Assistance one/: Y /: O. Application for (check only one SY` of Crime Act Fund [federal) CFOA- 16.575 0 Violence Against Women Act Fund (federal) CFDA - 16.588 0 Prosecution % 0 Law Enforcement o Victims Services _% O Court 11. County where headquarters are based: Williamson Count 12. Population of the county where the headquarters are based. 249,967 (2000 U.S. Census) 13. All cities and counties in the service area of the project and the population of each. City of Round Rock, 61,635 (Census) 66,495 (City Est. for 2001) 14. Grant Start Date: 7/1/02 15.1e this an application for first -year funding? o Yes )QS No If - No', complete the following Year of Funding for ,leis application Icheck one): ](Year 2 o Year 3 o Year 4 o Year 5 o Year gnentGrent 8) VA- 01 -V30- 15771 -01 16. Dote and city of application workshop attended: 17.11 a IoW application. COG to which application is submitted: Capital Area Council of Governments Is this applcation in response to locallreglonal Request for Applications? }OX Yes 0 No 18.11 project is statewide. on what date was s copy of the application submitted for TRACS Review? Is this spplicellon in response to a statewide Request for Applications? o Yes o No Issue Date: 8/2000 17 Round Rock Crime Victims Assistance PROJECT SUMMARY The Round Rock Police Department Victims Assistance Program is committed to protecting the rights of and providing services to victims of violent crime as well as the immediate family in the case of death investigations. The program's primary goal is to alleviate the psychological and emotional trauma resulting from crime. The program provides support to crime victims and victims of other serious incidents, ensuring that victims' and survivors' needs are balanced against the needs and objectives of the criminal investigation. The City of Round Rock has grown rapidly and is expected to continue to do so into the foreseeable future. The concurrent, increasing demand for victim services is outstripping the city's capacity to provide services to the victims of violent crime. Based on available population forecasts and historical caseload data, the Round Rock Police Department's Victims Assistance Program caseload is expected to rise from 408 annual cases in 1997 to a forecasted 526 annual cases by 2005. The project would hire two part-time, Victims Assistance Providers to: improve the services received by crime victims in Round Rock by increasing the quality and quantity of personal contacts with victims. The target population for this project is all such victims and survivors within the city limits of Round Rock, Texas. The project will allow the Victims Assistance Program to keep pace with the city's growth and improve the quality of service that crime victims receive from the Program. City of Round Rock VOCA Application PROBLEM STATEMENT The City of Round Rock is and has been growing rapidly, and the victims services caseload has increased 12 percent since 1997. The increasing demand for victims services is outstr the city's capacity to serve the victims of violent crime. Supporting Data Victims Assistance Statistics Case- load On -Scene Presence Required NA NA NA NA 408 83 438 89 425 91 455 97 396` 105` Death Cases' NA NA 27 19 33 33 42` Homicide Rape Crime Statistics Rob- bery Aggravated Assault 0 19 19 44 1 14 26 75 2 26 17 50 1 15 19 78 0 20 20 51 0 9 32 75 1 15 17 23 Year 1995 1996 1997 1998 1999 2000 2001 Round Rock Crime Victims Assistance Sources: RRPD Victims Assistance Program (in -house data), Uniform Crime Reports for the City of Round Rock Notes: • Death cases — such as traffic deaths, suicides, crime - related or other deaths — are included because they are among the most time - intensive cases for Victims Assistance Coordinator to work. • Full -year value estimated using the average of eight months for 1997. Data are partial and cover the period, January- October 2001. d Data are partial and cover the period, January-July 2001. Year 1997 1998 1999 2000 2001 City of Round Rock Population 45,773 48,770 52,040 61,135 66,495 2002 75,150 2003 75,000 2004 79,850 2005 84,200 Source: City of Round Rock Planning Department Growth in Multi -Year Increments' Numerical Change 1 Percent Change 1997-01: 20,722 2001-05: 17,705 45.3% 26.0% Family Violence 198 217 265 234 285 283 150 City of Round Rock VOCA Application GOAL STATEMENT Improve the services received by crime victims in Round Rock by increasing the quality and quantity of personal contacts with victims. TARGET GROUP Geographic Area: City of Round Rock Type of Victimization: Crime Victims Gender: All genders Race/Ethnicity: All races Age: All ages PROJECT ACTIVITIES Round Rock Police Victims Assistance Program proposes to hire two part-time Victims Assistance Providers to enhance the Department's ability to provide the following services to the victims of violent crime or people in crisis situation: Service • Crisis Intervention • Information/Referral in Person • Follow -up Contact • Justice Support/Advocacy • Emergency Financial Assistance • Personal Advocacy • Telephone Contact Information & Referral • Assistance in Filing Compensation Claims • Explanation of Criminal Procedures • Hospital and Court Accompaniment • Childcare • School counselor notification Explanation (If Necessary) Participate more actively on victim - oriented task forces and committees. Explain the criminal justice and court systems to victims. Stay with victims at the hospital or court, providing support and answering questions concerning hospital or court procedures. Provide childcare while a victim is interviewed by investigators or is treated at the hospital. Establish a system wherein school counselors are notified when a teen death occurs after school hours. The Round Rock Police Department Victims Assistance Program is committed to protecting the rights of and providing services to the victims and survivors of violent crime. Our primary goal is to alleviate the psychological and emotional trauma resulting from crime. The program provides support to crime victims and victims of other serious incidents, ensuring that victims' and survivors' needs are balanced against the needs and objectives of the criminal investigation. The program acts as a support system to victims by providing immediate crisis intervention; serving as an information - and - referral source for the victims, survivors, and their families; and assisting in filing Crime Victims Compensation Claims. Addressing these needs not only assists victims but also facilitates the victims' and witnesses' willingness and ability to cooperate with City of Round Rock VOCA Application Output Measures Current Data (Calendar 1999) Target Level (2003) Number of Victims Served 417 Victims 500 Victims Personal Contact with Crime or Crises Victim 32.3 Percent 40.0 Percent' Follow -up Contacts with Crisis and Crime Victims 11.4 Percent 20.0 Percent* the Criminal Justice System in the investigation and prosecution of these crimes. The intent of our intervention is to provide crisis intervention to people in need and reduce officer time on the scene. PROJECT OBJECTIVES This level of output is not expected until the project's second year (the year that would be funded by this proposal), once personnel have been trained and have necessary experience. City of Round Rock VOCA Application BUDGET SUMMARY Category Personnel Professional and Contractual Travel and Training Equipment Supplies Total Direct Charges Indirect Charges TOTAL BUDGET CID Grantee In -Kind PERSONNEL Total — $30,690 Salaries, $27,000 ($12.98 per hour) Part-time victims assistance provider Part-time victims assistance provider $28,038 $0 $0 $0 $0 $28,038 $0 $28,038 $2,652 $0 $0 $0 $2,200 $0 $0 $0 $2,158 $0 $7,010 $0 $0 $0 $7,010 $0 $27,000 per year x 50% = $13,500 $27,000 per year x 50% = $13,500 This one full-time equivalent will provide the following services: crisis intervention, information/referral in person, follow -up contact, justice support/advocacy, personal advocacy, telephone contact information & referral, assistance in filing compensation claims, explanation of criminal procedures, hospital and court accompaniment. In addition, this one FTE will free the Victims Assistance Coordinator to pursue other activities outlined in the Project Activities section. Fringe Benefits, $2,454 Fringe benefits for part-time workers based on $27,000 in salaries. Volunteers, $1,236 (103 hours at $12.00 per hour) Volunteers will provide crisis intervention and accompaniment services. PROFESSIONAL AND CONTRACTUAL SERVICES Total — $0 Research Contract, 50 Computer System Contract, $0 Total $30,690 $0 $2,200 $0 $2,158 $35,048 $0 $35,048 City of Round Rock VOCA Application TRAVEL AND TRAINING Total — $2,200 Local mileage, 51,000 Provides up to 3,448 miles of local travel at a rate of 29 cents per mile, for the purpose of visits with crime victims, transport and travel for court appearances, hospital visitations, and the like. In -State Travel and Training Costs, 51,200 Costs are for training for two part -time victims assistance providers. Out -of -State Travel and Training Costs, $0 EQUIPMENT Total — $0 Computer Equipment, $0 Video Equipment; $0 SUPPLIES Total — 52,158 Office Supplies, $750 Costs will include copy paper, envelopes, postage, writing pads, folders, binders, identifying clothing, and other basic consumable supplies used in the administrative functions of the project. Furniture, $0 Project Supplies, $500 Costs will include the materials necessary (brochures, information sheets) to produce victims information packets. Vehicle Operating Costs, $ Costs for Space, $0 Communications Costs, $908 Cost of cellular phone service so that Victims Assistance personnel may contact victims' relatives as well as other agencies. Services and Other Costs, $0 INDIRECT COSTS Total — 50 City of Round Rock VOCA Application LEGAL NAME OF AGENCY: City of Round Rock PROJECT TITLE: Round Rock Crime Victims Assistance o Mr. 3IX Ms. E -Mail Address gX Mr. o Ms. E-Mail Address RX Mr. O Ms. Tide and Agency E -Mail Address DESIGNATION OF GRANT OFFICIALS Rita Turner Project Director Name (Type or Print) Victims Assistance Coordinator. City of Round Rork (Police Dent.) Tide and Agency 615 Palm Valley Blvd. Round Rock 78664 Official Agency Mailing Address City Zip (512)218 - 6663 (512) 218 - 3267 Daytime Telephone Number Fax Number rturner @round- rock.tx.us David Kautz Financial Officer Name (Type - or Print) Director of Finance, City of Round Rock Tide and Agency 221 East Main St. Round Rork 78664 Official Agency Mailing Address City Zip (512) 218 - 5430 (512) 218 - 5442 Daytime Tdephone Number Fax Number davidk@round -rook tv „a Robert Srluks Authorized Official Name (Type or Print) Mayor, City of Round Rock 221 E. Main St. Official Agency Mailing Address (512) 218 - 5407 Baydme Telephone Number mayor@round-rock.tx.us Round Rock 78664 City Zip (512) 218 - 7097 Fax Number do m Services 19 COMPREHENSIVE CERTIFICATION (page 1 of 2) Victim Services This certification is a material representation of fact upon which reliance was placed with the agency determined to award the grant. If it is later determined that the grantee knowingly rendered an erroneous certification, the agency, in addition to any other remedies available to the federal government, may take available action. If this application is for federal funds in excess of $100,000, I certify to the best of my knowledge and belief: 1. no federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of member of Congress in connection with the awarding of any federal contract, the making of any federalgrant, the making of any federalloan, the entering into of any cooperative agreement,and the extension, continuation,renewal, amendment,or modification of any federalcontract, grant, loan, or cooperative agreement; 2. if any non - federal funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member ofCongress, an officer or employee of Congress, or an employee of a member of Congress inconnectionwith this federalcontract, grant, loan, or cooperativeagreement , theundersignedshall check here andcontact CJD or your local council of governments for the "Disclosure Form to Report Lobbying,"; and 3. the undersigned shall require that the language of this certification be included in the award documents for all sub - awards at all tiers and that all sub - recipients shall certify accordingly. If this application is for federal funds, I certify that to the best of my knowledge and belief: I. The applicant certifies that it will provide a drug -free workplace by: A. - Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition. a Establishing a drug -free awareness program to inform employees about: 1. the dangers of drug abuse in the workplace; 2. the applicant's policy of maintaining a drug -free workplace; 3. any available drug counseling, rehabilitation, and employee assistance programs; and 4. the penalties that may be imposed upon employees for drug abuse violations. C. Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (A). D. Notifying the employee in the statement required by paragraph (A) that, as a condition of employment under the grant, the employee will 1. abide by the terms of the statement, and 2. notify the employer of any criminal drug statute conviction for a violation occurring in the workplace not later than five days after such conviction. E. Notifying the agency within ten days after receiving notice under subparagraph (D)(2) from an employee or otherwise receiving actual notice of such conviction. F. Taking one of the following actions with respect to any employee who is so convicted: 1. taking appropriate personnel action against such an employee, up to and including termination; or 2. requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency. G. Making a good faith effort to continue to maintain a drug -free workplace through the implementation of paragraphs (A), (B), (C) Op), (E), acid (F). • 21 CJD Application Kit 22 d ca a COMPREHENSIVE CERTIFICATION • (This form must be re- submitted each year.) (page 2 of 2) AUDIT CERTIFICATION – ANNUAL. REPORTING RFr1UIREMPNr Federal If this application is for federal funds, I certify (initial the appropriate choice): A0424 x The applicant agency currently expends combined federal funding of $300,000 or more and, therefore, is required to submit an annual single audit by an independent auditor made in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A- 133. The applicant agency currently expends combined federal funding of less than 9300,000 and therefore is exempt from the Single Audit Act and cannot charge audit costs to a CJD grant. I understand, however, that CJD may require a limited scope audit as defined in OMB Circular A -133. State (State Planning Fund (421) and Crime Stoppers ONLY) If this application is for state funds, I certify (initial the appropriate choice): The applicant agency currently expends combined state funding of 9300,000 or more and, therefore is required to submit an annual single audit by an independent auditor made in accordance with the Uniform Grant Management Standards (UGMS). The applicant agency currently expends combined state funding of less than $300,000 and therefore is exempt from the Single Audit Act and cannot charge audit costs to a CJD grant. I understand, however, that CJD may require a limited scope audit as defined in OMB Circular A -133, adopted by reference in Texas Administrative Code section 3.19 (see also UGMS State Single Audit). ••1 .. ia'. rh i -. 11.•,t.iJ C EOP Definitions: n Type I Entity Educational /medical /non -profit institution /Native American Tribe — certification required (initial below); EEOP NOT required; n Type II Entity All other recipients receiving more than $25,000, but not more than 5500,000 — certification required (initial below); organizations must maintain EEOP on file for possible audit if the organization has mote than 50 employees; and n Type III Entity For -profit entities and state and local governments receiving $500,000 or more — certification required (initial below); the organization must submit an EEOP to Office for Civil Rights (OCR) for approval. . r o a i ation it a ne I II or III e.:'a 'lease in' eI one o the ol_ - n•: I certify this organization is a Type 1 Entity. This entity will comply with the prohibitions against discrimination in any program or activity (28 CFR § 42.203), is not required to maintain an Equal Employment Opportunity Plan, but will comply with equal employment opportunity program guidelines of the Department of Health and Human Services (28 CFR 42.302). I certify this organization is a Type II Entity that employs less than 50 people. This entity will comply with the prohibitions against discrimination in any program or activity (28 CFR § 42.203), but is not required to maintain an Equal Employment Opportunity Plan (28 CFR 42.301 et seg). I certify this organization is a Type 11 Entity that employs 50 or more people. This entity will comply with the prohibitions against discrimination in any program or activity (28 CFR § 42.203), and has formulated an equal employment opportunity program (28 CFR 42.301 e sell), that is on file in the office of I certify this organization is a Type III Entity. This entity will comply with the prohibitions against discrimination in any program or activity (28 CFR § 42.203), and has formulated an equal employmentopportmdty program (28 CFR 42.301 etseq), that will be submitted to the Office for Civil Rights, Office of Justice Programs, Department of Justice, for approval upon award of a grant. II D7; • .17J 1AO a . 55 .nr :a.. :.14 1 .. 1' .ulaJ I this application is for federal funds in excess of $25,000, I certify that (initial the appropriate cboice): By submission of this proposal, that neither the applicant agency nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. If I am unable to certify. I am unable to certify the above statement and have attached an anon.! sap c -.. / !ilillt Applicant's Organization Project 1 2 City of Round Rock Round Rock Crime Victims Assistance CJDApplicationKit 24 CERTIFIED ASSURANCES (page 2 of 2) B In the event a federal or stare court oe federal or state administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office lot Civil Rights, Office of Justice Programs. C. It will provide an Equal Employment Opportunity Program (ESOP) if required to maintain one, where the application is for 8500,000 or more. 14. COASTAL BARRIERS — It will comply with the provisions of the Coastal Barrier Resources Act (16 USC § 3501, et seq.) which prohibits the expenditure of most new Federal funds within the units of the Coastal Barrier Resources System. 15. SUPPLANTING PROHIBITION— It will use funds to supplement existing funds for program activities and may not replace (supplant) non - Federal funds that have been appropriated for the same purpose. The Applicant understands that potential supplanting will be the subject ofmonimring and audit Violations n result in a range of penalties, including suspension of future funds under this Program, suspension or debarment from Federal grants, recoupment of monies provided under this grant, and civil and /or criminal penalties. STATE ASSURANCES The applicant hereby assures and certifies compliance with all state statutes, regulations, policies, guidelines, and requirements including the Tide 1, Chapter 3, of the Texas Administrative Code, and the Uniform Grant Management Standards (UGMS), as they relate to the application, acceptance and use of funds for this project Also, the applicant assures and certifies that 1. LEGAL AUTHORITY — It possesses legal authority in the Stare of Texas to apply for the grant, that a resolution, motion or similar action has been duly adopted or passed as an official act of the applicant's governing body, authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the applicant to act in connection with the application and to provide such additional information as may be required. 2. CONFLICT OF INTEREST —1t will establish safeguards to prohibit employees from using their positions for a purpose that is or give the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family; business, or ocher ties. 3. (INDISCRIMINATION — It will comply with all State and Federal statutes relating to nondiscrimination. 4. TAIfES — Er will comply with all State and Federal tax laws and are solely responsible for filing all required State and Federal tax forms. 5 ScRANT ADMINISTRATION — It will maintain, an appropriate grant administration system to ensure that all terms, conditions and specifications of the grant, including these standard assurances, are met_ 6. MsIMINATION OF RECORDS — It will give the sponsoring agency or the Office of the Governor, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the grant 7. PUBLIC INFORMATION — It will ensure that all information collected, assembled or maintained by the applicant relative to a project will be availabb to the public during normal business hours in compliance with Texas Government Code, Chapter 552, unless otherwise expressly prohibited by law. 8. CHILD SUPPORT PAYMENTS—It will comply with Section 231.006, Texas Family Code, which prohibits payments to a person who is in arrears on child support payments. 9. STISPECTED CHILD ABUSE — It will comply with the Texas Family Code, Section 261.101 which requires reporting of all suspected cases of child abuse to local law enforcement authorities and to the Texas Department of Child Protective and Regulatory Services. Grantees shall also ensure that all program personnel are properly trained and aware of this requirement. 10. RELATIVES —It will comply with Texas Govenunent Code, Chapter 573, by ensuring that no officer, employee, or member of the applicant's governing body or of the applicant's contractor shall vote or confirm the employment of any person related within the second degree of affuuuty or the third degree of consanguinity to any member of the governing body or to any other officer or employee authorized to employ or supervise such person. This prohibition shall nos prohibit the employment of a person who shall have been continuously employed f a period of rwv years, or such other period stipulated by local ha; prior to the election or appointment of the officer, employee, or governing body member related to such person in the prohibited degree. 11. OPEN MEETINGS — If she applicant is a governmental entity, It will comply with Texas Government Code, Chapter 551, which requires all regular, special or called meeting of governmental bodies to be open to the public, except as otherwise provided by law or specifically permitted in the Texas Constitution. 12. J' 4 Li ,s S 'RVIC ;LI 7altf • ALA. ,'E',I 4' EM — If the applicant is health and human servicc agency or public safety or law enforcement agency, it will not contract with or issue a license, certificate or permit to the owner, operator or administrator of a facility if the license, permit or certificate has been revoked by another health and human services agency or public safety or law enforcement agency. 13. LAW ENFORCEMENT AGENCY —If the applicant is a Ia`v enforcement agency regulated by Texas Government Code, Chapter 415, it will comply with all rules adopted by the Texas Commission on Law Enforcement Officer Standards and Education pursuant to Texas Government Code, Chapter 415, or it must provide the Criminal Justice Division with a certification from the Texas Commission on Law Enforcement Officer Standards and Education that the agency is in the process of achieving compliance with such rules. City Of Round Rock Applicants Organization Robert Stluka, Mayor Printed Name and Title of Authorized Official ock Crime vi Sign`c Authorized Official tiros Assistance Dare Instructions: All applicants for Victims of Crime Act (VOCA) grants must name a civil rights contact person. As required by federal guidelines governing the Crime Victims Assistance Program under the Victims of Crime Act of 1984, the following person is named as the civil rights contact person who has lead responsibility for insuring that all applicable civil rights requirements are met and who shall act as liaison in civil rights matters with the Criminal Justice Division and with the Office of Justice Programs (U.S. Department of Justice). Teresa Bledsoe Name, typed or printed Director of Human Resources Position or Tide 221 E. Main St., Round Rock, TX 78664 Mailing Address (512) 218 - 5490 Telephone Number CIVIL RIGHTS LIAISON CERTIFICATION Victim Services 25 DATE: January 10, 2002 SUBJECT: City Council Meeting — January 4, 2002 ITEM: 12.E.3. Consider a resolution authorizing the Mayor to make the necessary grant application to the Capital Area Planning Council for financial assistance to hire and equip two part -time Vicdm's Assistance personnel Resource: Paul Conner, Chief of Police Rick White History: The Round Rock Police Department Victims Assistance Program is committed to protecting the rights of and providing services to victims of violent crime as well as the immediate family in the case of death investigations. The program provides support to crime victims and victims of other serious incidents, ensuring that victims' and survivors' needs are balanced against the needs and objectives of the criminal investigation. Based on available population forecasts and historical caseload data, the program's caseload is expected to rise from 408 annual cases in 1997 to a forecasted 526 annual cases by 2005. This grant project would continue the employment of two part-time, Victims Assistance Providers hired through a grant awarded in FY 2000 -01 to improve the services received by crime victims in Round Rock by increasing the quality and quantity of personal contacts with victims. The project will allow the Victims Assistance Program to keep pace with the city's growth and improve the quality of service that crime victims receive from the Program. Funding: Cost: The cost to the City is $7,010 in matching funds that will be part of the Department's FY 2002 -03 budget request. Source of funds: General Fund Outside Resources: N/A Impact/Benefit: The project seeks to improve the services received by crime victims in Round Rock by increasing the quality and quantity of personal contacts with victims, providing additional victims assistance training to police officers, and increasing public awareness of the Victims Assistance Program. Public Comment: None Sponsor: None GRANT APPLICATION COVER SHEET Victim Services 1. Legal name of organization applying. City of Round Rock 2. Division or unit within the applicant organization to administer the project. Round Rock Police De.artment 3. Olficial applicant organization mailing address. 221 E. Main St., Round Rock, TX 78664 Choose up to live of the following that best describe the project: Lew enforcement training Parole Probation Prosecution Sexual assault Stalking Technology Improvement Child abuse Community policing Community.besed prevention Coons Crime prevention Driving While Intoxicated ted Family and domestic Training conferences Intervention Iwro9enders1 X(11 viooxm assistance Investigative Law enforcement 5. Person WD should contact to answer spepifip questions about the application. Rick White Name: Tme: Management Analyst Address: 615 E. Palm Valley 81 Round Rock, TX 78664 Telephone number: (512' 218 -5524 Fax number: e-ma11 address: (512) 218 -3267 rwhite@round-rock.tx.us 8. Agency's State Payee Identification Number: 746017485 (FEIN) 7. Is the applicant organization delinquent on any state or federal debt? o Yes (11 Yes ", attach an ex y planation.) tY' y No 8. FY 2003 Requested Funds $ $29,316 To the best of my knowledge, all information in this application u true and 001,001. The app•catian has been duly authorized by the governing body of the applicant and agrees to comply with ad GD odes, including the attached assurances, N awarded. Data Signed: 9. Title of Project Round Rock Crime Victims Assistance 10. Application for (check only onel: XVictims of Crime Act Fund Ileder01) CFDA'16.575 0 Violence Against Women Act Fund (federal/ CFDA- 16.588 0 Prosecution % O Law Enforcement % O Victims Services % O Court % 11.County where headquarters are based: Williamson 12. Population of the county where the headquarters are based. 249,967 (2000 U.S. Census) 13.411 cities and counties in the service area of the project and the population 01each. City of Round Rock 61,635 (U.S. 2000 Census) 66,495 (City Est. for 2001) 14. Grant Start Date: 7/1/02 15.1a this an application far first -year funding? o Y. XIS No If - No', complete the follow( g Year of Funding for this application (check one): Year 2 0 Year 3 0 Year 4 o Year 5 o Year Coem,Gmntg: VA- 01 -V30 -15771 16. Date and city of application workshop attended: 17.9 a local application, COG to which application is submitted: Capital Area Planning Council Is this application in response toe local / gionel Request for Applications? o Yes o No 18. If project 0 statewide. on what date was a copy of the application submitted for TRACS Review? Is this application in response to a statewide Request for Applications? o Yes o No Issue Date: 8/2000 17 RICK PERRY GOVERNOR The Honorable Robert A. Stluka Round Rock, City of 221 East Main Street Round Rock, Texas 78664 Dear Mayor Stluka: OFFICE OF THE GOVERNOR May 31, 2002 I am pleased to announce a grant award for $29,316 to your organization for the following project: Crime Victims Assistance. I am dedicated to ensuring that communities throughout the state receive resources to make Texas a safer place. Punding for your project contributes to this effort. Your talent, dedication, and hard work will ensure its success. The attached Statement of Grant Award contains more specific information about your award. can my Criminal Justice Division at (512) 463 -1919 if you have any questions. Thank you for your work and best wishes for a successful project. Sincerely, RP:jk 15771 -02 Posr OFFICE Box 12428 Ausnx, TocAs 78711 (512) 463 -2000 (Vorx) /(512) 475 -3165 (TDD) STATE OF TEXAS OFFICE OF THE GOVERNOR RICRPERRV CRIMINAL JUSTICE. DIVISION GOVERNOR • MEMORANDUM RECEIVED JUN - 4 2002 TO: AUTHORIZED OFFICIALS, CRIMINAL JUSTICE DIVISION (CJD) GRANTS FROM: KEN C. NICOLAS, INTERIM EXECUTIVE DIRECTOR SUBJECT: CJD GRANT AWARD NOTIFICATION I am pleased to inform you that your application for award has been approved. The enclosed letter from the Governor, Grant Acceptance Notice, Statement of Grant Award, and Approved Budget Summary contains information concerning a grant awarded to your agency by CJD. The financial officer and the project director designated in your grant application have been informed of the award by separate letter. The original Grant Acceptance Notice enclosed must be signed by the Authorized Official and returned to CJD within 45 days of the award date. The Governor's web -site offers a variety of useful links referencing CJD documents such as application kits and forms. The site at http: / /www.eovemorstate.tx.us also contains documents needed to properly administer CJD grants and is listed below: D Texas Administrative Code (TAC) ➢ Provides description of all CJD grant programs, the funding cycle, all current funding opportunities and application kits, and tips for grantees ➢ Useful links to federal and state agency Web home pages > Relevant federal and state initiative sites D Office of Justice Programs (OJP) Financial Guide — applies to all CJD grants, except for Crime Stoppers Assistance Fund, Safe and Drug -Free Schools and Communities Fund, and the State Criminal Justice Planning Fund D Uniform Grant Management Standards (UGMS) — administrative guide, applies to all CJD grants > U.S. Department of Education General Administrative Regulations (EDGAR) — applies to Safe and Drug -Free Schools and Communities grants only. I look forward to working with you to ensure the success of your program. Your dedication in appreciated. Any questions relating to the administration of this grant should be directed to the appropriate program area listed below: ➢ CJD - Main Operator 5121463 -1919 D Councils of Governments 512/463 -1715 D Courts, Prosecution, and Law Enforcement Projects 512/463 -1284 D Crime Stoppers Assistance Projects 512/463 -1914 D Criminal Justice Information System Projects 512/473 -4198 > Expenditure Reports 512/463 -1934 D Juvenile Justice and Youth Projects 512/463 -6472 D Quality Assurance 512/463 -1941 D Requests for Funds 512/936 -2180 D Victims of Crime and Violence Against Women Projects 512/463 -1924 POST Ormce Box 12428 AUSnrv, TEXAS 78711 (512) 463 -1919 (Voice) /(512) 475 -2042 (FAX) VA -02- V30- 15771 -02 Round Rock, City of Crime Victims Assistance This Acceptance Notice should be signed by the authorized official named on the grant and returned to the Criminal Justice Division (CJD) by July 15, 2002. The grantee will not receive any grant funds until this notice is executed and returned to CJD. Part I: The authorized official for this grant project must read the following and indicate agreement by signing this Acceptance Notice below: . The authorized official for the grantee accepts the grant award. . The authorized official, financial officer, and project director, referred to below as grantee officials, agree to the terms of the grant, including the rules and documents adopted by reference in Title I, Part I, Chapter 3, Texas Administrative Code. ▪ It is understood that a violation of any term of the grant may result in CJD placing a temporary hold on grant funds, permanently deobligating all or part of the grant funds, requiring reimbursement for funds already spent, or barring the organization from receiving future grants. . The grantee officials understand that they must satisfy all special conditions placed on this grant before receiving any funds. . The grant must have three separate persons designat-s.aa rs.+lxs.rant officials. Sign futho T; Official Part H: 2002 - Victims Services OFFICE OF THE GOVERNOR CRIMINAL JUSTICE DIVISION GRANT ACCEPTANCE NOTICE Name & Title (must print or type) Official Agency Mailing Address City /Zip Code Telephone Number Fax Number The position designated by the authorized official to request grant adjustments is the (select one): A PROJECT DIRECTOR U FINANCIAL OFFICER Post Office Box 12428, Austin, Texas 78711 (512) 463 -1919 Grant Number: Grantee: Project Title: Grant Period: Funding Source: A. Personnel: B. Contractual: C. Travel: D. Equipment: E. Construction: F. Supplies: G. Indirect: Total: 2002- Victims Services OFFICE OF THE GOVERNOR CRIMINAL JUSTICE DIVISION APPROVED BUDGET SUMMARY VA -02 -V30- 15771 -02 Round Rock, City of Crime Victims Assistance 07/01/2002 to 06/30/2003 VA- Victims of Crime Act (VOCA) F. Office Supplies $750 Project Supplies $500 Communications Costs $908 CJD Cash Match $28,038 $1,416 $0 $0 $1278 $2,200 $o $0 $0 $0 $0 $2,158 $0 $0 $29,316 $5,774 Budget Detail: A. Part-Time Victims Assistance Provider (50 %) $13,500 Part-Time Victims Assistance Provider (50 %) $13,500 Fringe $2,454 Volunteers $1555 C. Local Mileage $1,000 In -state Travel and Training Costs $2,478 In -Kind $1,555 $0 $0 $0 $0 $0 $0 $ Post Office Box 12428, Austin, Texas 78711 (512) 463 -1919 Region: 1200 Date: 06/03/02 TOTAL $31,009 $0 $3,478 $o $0 $2,158 $0 $36,645 Grant Number: Grantee Name: Project Title: Grant Period: Program Fund: The Governor's Criminal Justice Division (CJD) has awarded the above - referenced grant. The approved budget is reflected in the attached Budget Summary. This grant is subject to and conditioned upon acceptance of the Governor's Criminal Justice Division's rules in Title I, Part I, Chapter 3, Texas Administrative Code. Applicable special conditions are cited below. By signing and submitting the Grantee Acceptance Notice to CJD, the grant officials accept the responsibility for the grant project and certify their agreement to the conditions of grant funding. 2002- Victims Services OFFICE OF THE GOVERNOR CRIMINAL JUSTICE DIVISION STATEMENT OF GRANT AWARD VA- 02 -V30- 15771 -02 Round Rock, City of Crime Victims Assistance 07/01/2002 - 06/30/2003 VA- Victims of Crime Act (VOCA) CJD Award: $29,316 Grantee Cash Match: $5,774 Grantee In -Kind Match: $1,555 Total Project Cost: $36,645 Post Office Box 12428, Austin, Texas 78711 (512) 463 -1919 Rick White Sent: June 05, 2002 2:58 PM To: Steve Sheets; Joyce Banner; David Kautz Cc: Christine Martinez; Rita Turner Subject: CJD Grant Award Notification Good morning, Christine Martinez faxed me over the grant award notification for the Round Rock Crime Victims Assistance Program for the "program" year that runs July 2002 to June 2003. Here are the questions Christine wanted answers to: 1. We will accept this grant, since Council authorized our seeking it. 2. The Mayor signs it. 3. I will be happy to get the original to the place it needs to go to. 4. This is covered by Resolution No. R- 02- 01- 10- 43E8.. 5. It does NOT need to go back to Council. JAE3 Rick White Management Analyst Round Rock Police Department Planning and Research Unit (512) 218-5524 FAX 218 -3267 City of Round Rock Finance Department GRANT APPLICATION /PROPOSAL REVIEW (GAPR) This form must be completed and presented to Department Leadership for review prior to: a) the submission of a grant application; b) the acceptance of a grant; c) the renewal of a grant; or, d) a change in the budgeted amount of the grant Following review by Departmental Leadership, this form should be submitted to the City Budget Supervisor (499 -2869) for Budget Office Approval. The GAPR form is due to the Budget Office for approval at least three (31 working days prior to the grant application due date or any City Council- related deadline. If a grant application requires prior City Council approval to submit, this form should be completed by the department and submitted with the Council Action requesting approval to apply and the "Request for Finance Approval" form. If a grant is awarded, a copy of this GAPR should be submitted with the Council Action requesting authorization to accept the grant and the "Request for Finance Approval" form. NOTE: NO GRANT APPLICATION, RENEWAL, OR INCREASE IN GRANT FUNDING WILL BE CONSIDERED WITHOUT THE SUBMISSION AND APPROVAL OF THIS FORM. State of Texas Office of the Governor, Criminal Justice Division Round Rock Crime Victims Assistance $28,038 1.0 $7,010 Current (Jul .0lto Jun 02 $31,973 $28,038 $25,234 $7,993 $7,010 $5,047 $39,966 $35,048 $30,218 $85,245 $20,050 $105,295 Please complete the sentences listed below by filling out the boxes: TI S IS t}1s'(IIS 0ear):`' Second I af4 (Hstyea1) ;1 Three -Year ThiO' Grent;wlll be<approp et Other In -Kind Match Provided: $ 1,236 Total Program Budget: $35.048 PROGRAM BUDGET Page 1 2001 -02 Goal Comments 11.2 Maintain a safe environment for all citizens and aggressively address criminal activity throughout the city by developing partnerships throughout the community. This project would allow the Police Department to continue to expand its services to crime victims as the population grows. In addition, the project allows for greater personal contact with victims. 8.2 Increase cooperation with neighboring communities to facilitate a coordinated approach to regional planning issues Hiring these two part-time staff allows our Victims Assistance Coordinator to play a more active role in a countywide task force addressing victims issues Should we subcontract? If so, why? City of Round Rock Finance Department Proposed Positions (FTE's) to be Funded: [Indicate Title(s) and Status (regular /temporary). Please add rows if number is insufficient.) This grant proposal /application is a: New Grant X Renewal Grant Revision Type of Funds: _ Federal XX Federal Pass - Through _State PrivatelOther Funding Source: Federal Victims of Crime Act, passed through the Office of the Governor, Criminal Justice Division by the Capital Area Planning Council GRANT TERM DATES July 2001 July 2002 July 2003 June 2002 June 2003 June 2004 Collaborations with other Agencies /Departments: None List the Departmental Goal or Strategy that will be supported by this grant (as included in the Approved Budget Document): PLANNED PERFORMANCE MEASURES (List Maior Three)): 1. Number of Victims Served 2. Personal Contact with Crime or Crisis Victim 3. Follow -up Contacts with Crime or Crisis Victim Page 2 71TLE ` ` 'STATUS (Rep.FTerhp.) _ ` Estimated`Cost '. 1. :+ Victims Assistance Advocate Part-Time $14,727 2' Victims Assistance Advocate Part-Time $14,727 3..' TOTAL:_ $29,454 Should we subcontract? If so, why? City of Round Rock Finance Department Proposed Positions (FTE's) to be Funded: [Indicate Title(s) and Status (regular /temporary). Please add rows if number is insufficient.) This grant proposal /application is a: New Grant X Renewal Grant Revision Type of Funds: _ Federal XX Federal Pass - Through _State PrivatelOther Funding Source: Federal Victims of Crime Act, passed through the Office of the Governor, Criminal Justice Division by the Capital Area Planning Council GRANT TERM DATES July 2001 July 2002 July 2003 June 2002 June 2003 June 2004 Collaborations with other Agencies /Departments: None List the Departmental Goal or Strategy that will be supported by this grant (as included in the Approved Budget Document): PLANNED PERFORMANCE MEASURES (List Maior Three)): 1. Number of Victims Served 2. Personal Contact with Crime or Crisis Victim 3. Follow -up Contacts with Crime or Crisis Victim Page 2 A If this grant project's goals and objectives are reached, the Department will request funding from the General Fund to continue the program if grant funding ends. B This grant- funded project is considered a baseline program that must be continued with or without grant funding. C. This grant- funded project is not considered a baseline program that must be continued with or without grant funding. D. This one -time grant- funded project intended to cease at the grant -term end. No other funding will be requested from alternative grant sources or General Fund dollars E If this grant- funded project's performance (for in the example of a pilot or demonstration grant) indicates the need for the Department to apply for follow -up funding, the project may require supplemental funding from the General grant Fund to cover the cost of the follow -up project. F. X f .T, Other: At the conclusion of the three -year project, the Department will seek other altemative sources of funding to continue the project as an externally funded operation. Brief description of proposed grant program: The Round Rock Police Department Victims Assistance Program is committed to protecting the rights of and providing services to victims of violent crime as well as the immediate family in the case of death investigations. The program's primary goal is to alleviate the psychological and emotional trauma resulting from crime. The program provides support to crime victims and victims of other serious incidents, ensuring that victims' and survivors' needs are balanced against the needs and objectives of the criminal investigation. Based on available population forecasts and historical caseload data, the Round Rock Police Department's Victims Assistance Program caseload is expected to rise from 408 annual cases in 1997 to a forecasted 526 annual cases by 2005. This grant project would continue the employment of two part-time, Victims Assistance Providers hired through a grant awarded in FY 2000 -01 to improve the services received by crime victims in Round Rock by increasing the quality and quantity of personal contacts with victims. The target population for this project is all such victims and survivors within the city limits of Round Rock, Texas. The project will allow the Victims Assistance Program to keep pace with the city's growth and improve the quality of service that crime victims receive from the Program. Contingency Plan if Grant Funding Discontinued (Check Appropriate Box, or Detail in "Other. "): Dept. Director Review /Approval DEPARTMEN (To be complet City of Round Rock Finance Department L REVIEW /APPROVAL y h- bmitting Department) Date: /a -/9 Date Application Due (if Applicable): Date Forwarded: Page 3 City of Round Rock Finance Department CITY BUDGET OFFICE REVIEW APPROVAL (To be completed by the City Budget Office) Date Received: Date Approved /Disapproved: City Budget Supervisor Review /Approval: Date: Finance Director Review /Approval: Date: Page 4 This proposed grant is for the second of three years of funding for two part-time Victim Assistance workers in the Police Department. The following additional information applies: 1. When the grant funding expires, the positions will be eliminated - While there is a potential for continued funding beyond the three -year tenure of this proposed grant, the department understands that the positions which will be obtained through this grant funding are solely grant - funded positions. 2. Some general fund monies will be spent on salaries during the next two years- When this grant originally was awarded last year, the rules then in place indicated that the city would not match grant funds with salary expenditures until the project's second year. However, the state revenue situation for this grant program has changed significantly, and the project will receive 12.3 percent less funding than originally expected in its second year, as well as an additional 10 percent less in its third year. A breakdown of the program and its expected funding appears below: CURRENT YEAR I Grant I Direct Match 1 In -Kind 1 Total 1 Personnel Professional and Contractual Travel and Training Equipment Supplies Total Direct Charges Indirect Charges TOTAL YEAR TWO 1 Grant I Direct Match 1 In -Kind 1 Total Personnel Professional and Contractual Travel and Training Equipment Supplies Total Direct Charges Indirect Charges TOTAL YEAR THREE Grant I Direct Match 1 In -Kind 1 Total I $25,234 $4,220 $827 $30,218 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $25,234 $4,220 $827 $30,218 $0 $0 $0 $0 $25,234 $4,220 $827 $30,218 Required City Match (20 %) is $5,047 Notes: The second year of the project declines because start -up equipment and supply costs are no longer necessary. Year three costs are higher because projected salary increases more than offset the start-up equipment and supply costs. Personnel Professional and Contractual Travel and Training Equipment Supplies Total Direct Charges Indirect Charges TOTAL Additional Information $29,454 $0 $750 $1,065 $704 $31,973 $0 $31,973 $28,038 $0 $0 $0 $0 $28,038 $0 $28,038 $0 $0 $29,454 $0 $0 $0 $0 $1,000 $1,750 $0 $1,435 $2,500 $0 $5,558 $6,262 $0 $7,993 $39,966 $0 $0 $0 $0 $7,993 $39,966 Required City Match (20 %) is 57,993 $1,416 $1,236 $30,690 $0 $0 $0 $0 $2,200 $2,200 $0 $0 $0 $0 $2,158 $2,158 $1,416 $7,010 $35,048 $0 $0 $0 $1,416 $5,594 $35,048 Required City Match (20 %) is $7,010 gpplica!on Kit 20 7 COMPLETE THE REQUIRED ATTACHMENTS The applicant should submit the various required attachments with the grant application. If the applicant cannot submit an attachment with the application, then they must include a note indicating the reason in place of the form. If an attachment is not in the application, CJD will identify it as an item in need of resolution and will provide the applicant with a deadline by which to resolve it. If a local or regional application, the request will be sent through the COGs, which will set the deadlines. If all of these items are not deared by the deadline, CJD may deny or postpone funding to the applicant 01 attach a special condition to the award affecting the grantee's ability to access funds. CJD will advise grantees of special conditions on the Statement of Grant Award. Attachments Without Fotms Some required attachments do not have accompanying forms. Following are each of these along with the circumstances under which it must be submitted. Use the checldist below to determine which attachments you must submit. o R col .tioa — Except for applications from state agencies, each application must indude a resolution from the applicable governing body, such as the city council, county commissioners' court, school board, or board of directors, that contains the following: authorization for the submission of the application to CJD that clearly identifies the project for a commitment to provide for any applicable cash match (if the applicant is not providing all of which funding is requested; the matching funds, then the other participating entities that are providing portions of any cash match, must also submit resolutions — this does not apply to state agencies); • if the applicant chooses to designate an authorized official (AO) who is not the chief executive officer, the resolution must provide the designee with the power to accept, reject, or alter a grant (This statement is only necessary if AO listed on designation page is not the Chief Executive a written assurance that, in the event of loss or misuse of CJD funds, the governing body Officer); will return all funds to CJD (This statement is not necessary when the applicant is required to secure a fidelity bond). Attachments With Forms There are also several additional forms to complete. They include the following o Comnr hensive Certification — All applications must include a signed copy of the Comprehensive Certification. Completing this form meets the federal requirements to submit certifications related to Level of Service, Independent Annual Audit, Drug -Free Workplace, Lobbying, Equal Employment Program, and Nonprocutement Debarment. o CertifiedCertified Assurances — All applications must include a signed copy of the Certified Assurances form, o Civfi hts Lia C — VOCA projects only ties ion afire —These o Ta Ex-m.t and No..ro tIn..rm.tion Form and Fi_anci. Ca.ab two forms are required only from nonprofit corporations that have never before received CJD funding. A copy is available from the criminal justice planner at your council of governments or from CJD.