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HomeMy WebLinkAboutC17-346 Colorado Department of Public Safety VOCA GrantProject Title: Victim Services Unit 2017 Applicant Agency: Eagle County, Sheriffs Office Grant Number: 2015 -VA -16-013892-05 GRANT AMENDMENT #01 SIGNATURE AND COVER PAGE State Agency Original Grant Number Colorado Department of Public Safety DCJ Grant Number: 2015 -VA -16-013892-05 CMS Number: 96283 Grantee Amendment CMS Number County of Eagle NA Current Grant Maximum Amount Grant Performance Beginning Date Initial Term January 1, 2017 Calendar year 2017 $27,000.00 Current Grant Expiration Date Extension Terms State Fiscal Year 20xx $0.00 December 31, 2017 State Fiscal Year 20xx $0.00 State Fiscal Year 20xx $0.00 State Fiscal Year 20xx $0.00 Total for All State Fiscal Years $27,000 THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment and to btncl the GRANTEE County of Eagle By: Jillian H. Rya , Chair, Board of County Cojh missioners Date: jg1t, // i his or her STATE OF COLORADO John W. Hickenlooper, Governor Colorado Department of Public Safety Stan Hilkey, Executive Director By: Toe Thome, Director, Division of Criminal Justice Date: jalln In accordance with §24-30-202 C.R.S., this Amendment is not valid until signed and dated below by the State Controller or an authorized delegate. STATE CONTROLLER Ro ert Jaros, CPA, MBA, JD By: "l Lyndsay J. C nd, Color o Aartment of Public Safety, Division of Crt nal Justice, Contracts and Grants Coordinator Amendment Effective Date: l ��� q�l 7- C 17-346 Project Title: Victim Services Unit 2017 Grant Number: 2015 -VA -16-013892-05 Applicant Agency: Eagle County, Sheriff's Office 1. PARTIES This Amendment (the "Amendment") to the Original Grant shown on the Signature and Cover Page for this Amendment (the "Grant") is entered into by and between the Grantee, and the State. 2. TERMINOLOGY Except as specifically modified by this Amendment, all terms used in this Amendment that are defined in the Grant shall be construed and interpreted in accordance with the Grant. 3. AMENDMENT EFFECTIVE DATE AND TERM A. Amendment Effective Date This Amendment shall not be valid or enforceable until the Amendment Effective Date shown on the Signature and Cover Page for this Amendment. The State shall not be bound by any provision of this Amendment before that Amendment Effective Date, and shall have no obligation to pay Grantee for any Work performed or expense incurred under this Amendment either before or after of the Amendment term shown in §3.11 of this Amendment. B. Amendment Term The Parties' respective performances under this Amendment and the changes to the Grant contained herein shall commence on the Amendment Effective Date shown on the Signature and Cover Page for this Amendment and shall terminate on the termination of the Grant. 4. PURPOSE This project provides direct victim services and volunteer advocate management. The purpose of this amendment is to document budget line item changes that exceed 10% of the total award amount. Budget line items changed were, Professional Services and Personnel. 5. MODIFICATIONS The Grant and all prior amendments thereto, if any, are modified as follows: A. The Grant Agreement Exhibit B 1 — Statement of Work. The attached Exhibit B 1 is incorporated herein and replaces all prior iterations of the Statement of Work. B. The Grant Agreement Exhibit B2 — Budget and Budget Narrative. The attached Exhibit B2 is incorporated herein and replaces all prior iterations of the Budget and Budget Narrative. 6. LIMITS OF EFFECT AND ORDER OF PRECEDENCE This Amendment is incorporated by reference into the Grant, and the Grant and all prior amendments or other modifications to the Grant, if any, remain in full force and effect except as specifically modified in this Amendment. Except for the Special Provisions contained in the Grant, in the event of any conflict, inconsistency, variance, or contradiction between the provisions of this Amendment and any of the provisions of the Grant or any prior modification to the Grant, the provisions of this Amendment shall in all respects supersede, govern, and control. The provisions of this Amendment shall only supersede, govern, and control over the Special Provisions contained in the Grant to the extent that this Amendment specifically modifies those Special Provisions. Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 EXHIBIT 131 - STATEMENT OF WORK (Project Summary) Project Summary: 2015 -VA -16-013892-05 Include a brief description of your project. Include target population, estimated number to be served annually and services to be provided. See instructions for further information. (maximum length = 1,000 characters) The Eagle County Sheriffs Office Victim Services Unit is committed to ongoing enhancement to best serve victims of crime. Crime Victim Service (CVS) funds will support the Victim Services Unit (VSU) which provides outreach and support to any victim reporting to the Sheriff's Office or any of the other four municipal police departments. These victims will be made aware of their rights as defined by the Colorado Victim Rights Amendment (VRA) and receive crisis intervention, ongoing advocacy and other services needed for their immediate health and safety. The CVS funded project will serve approximately 150 victims of crime in the grant period. Project Description: Describe in a clear and succinct way the project, staff and services you plan to provide with these grant funds. See instructions for further information. (maximum length = 6,500 characters) CVS funds will provide approximately 20 hours per week of contract victim services. The Contract Victim Advocate will share on-call and office time with staff to provide direct services to victims and assist with volunteer advocate management. Regular office time will allow case review, follow up, and criminal justice support to almost one-third of the total victims served by the VSU. Purpose Area: Victims Services Check only those project purpose areas that describe the type of activities and services for which you are requesting funds. See instructions for further information. Does your agency assist victims with Yes applying for Victim's Compensation? Does your agency utilize volunteers? Yes Victims Services Type of Crime: Provide only the number of victims who will receive services from Crime Victims Services (CVS) grant funded personnel during the 12 -month period. See instructions for further information. Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Type of Crimes Est. # of Victims Adult Physical Assault 15 Adult Sexual Assault 10 Adults Sexually Abused/Assaulted as Children 1 Arson 0 Bullying (Verbal, Cyber or Physical) 0 Burglary 0 Child Physical Abuse or Neglect 5 Child Pornography 0 Child Sexual Abuse/Assault 10 Domestic and/or Family Violence 85 DUI/DWI Incidents 2 Elder Abuse or Neglect 0 Hate Crime: Racial/Religious/Gender/Sexual Orientation/Other 0 Human Trafficking: Labor 0 Human Trafficking: Sex 0 Identity Theft/Fraud/Financial Crime 3 Kidnapping (includes parental, custodial) 1 Mass Violence (domestic/international) 0 Other Vehicular Victimization (e.g. hit & run) 1 Robbery 1 Stalking/Harassment 3 Survivors of Homicide Victims 1 Teen Dating Victimization 3 Terrorism (domesticlinternational) Violation of a Court (Protective) Order 4 Other - please explain 5 UNDUPLICATED TOTAL 150 If "Other", please specify: Menacing Victims Services Type of Services: No single entry/category in this table can exceed the TOTAL NUMBER OF VICTIMS in the table above. Type of Services Est. # of Victims Information & Referral Information about the criminal justice process 50 Information about victim rights, how to obtain notifications, etc. 50 Referral to other victim service programs 25 Referral to other services, supports & resources (legal, medical, faith -based, address confidentiality, etc.) 12 Personal Advocacy/Accompaniment Victim advocacy/accompaniment to emergency medical care 2 Victim advocacy/accompaniment to medical forensic exam 5 Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Law enforcement interview advocacy/ accompaniment 2 Individual advocacy (assistance in applying for public benefits, return of personal property) 2 Performance of medical forensic exam or interview, or medical evidence collection 0 Immigration assistance 4 Intervention with employer, creditor, landlord, or academic institution 5 Child or dependent care assistance (provided by your agency) 1 Transportation assistance (provided by your agency) 5 Interpreter services 4 Emotional Support or Safety Services Crisis intervention (in-person, includes safety planning) 40 Hotline/crisis line counseling 20 Individual counseling 0 On -scene crisis response 20 Therapy (including alternative healing, art, play, etc.) 0 Support groups (facilitated or peer) 0 Emergency financial assistance (includes petty cash, payment for food/clothing, taxis, meds, durable medical equipment) 4 Shelter/Housing Services Emergency shelter or safe house 4 Transitional housing 0 Relocation assistance 1 Criminal/Civil Justice System Assistance Notification of criminal events 4 Victim impact statement assistance 1 Restitution assistance 1 Emergency justice -related assistance 0 Civil legal attorney assistance in obtaining protection order 0 Civil legal attorney assistance with family law issues (custody, visitation or support) 0 Other civil legal attorney assistance (e.g. landlord/ tenant, employment) 0 Immigration attorney assistance 0 Prosecution interview/advocacy/accompaniment (includes victim/witness) 3 Criminal advocacy/accompaniment 20 Civil advocacy/accompaniment (includes victim advocate assisting wtih protection orders) 10 Other TOTAL 295 Law Enforcement Type of Services: Complete this section if you are requesting funds for a Law Enforcement Officer or Investigator who will handle domestic violence, sexual assault, stalking, and/or dating violence cases/ incidents for victims age 11 and older. Estimate the number of cases/incidents that will be handled by grant funded personnel during the first year of the grant period. Complete only those that apply. Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Type of Crime Est. # Cases I Incidents Calls for Assistance (911 & other) Incident Reports Cases/Incidents Investigated Arrests Dual Arrests Protection/Ex Parte/Temporary Restraining Orders Served Arrests for Violation of Bail Bond Enforcement of Warrants Arrests for Violation of Protection Orders Protection Orders Issued Referrals of Cases to Prosecutor Referrals of Federal Firearms Charges to Federal Prosecutor Forensic Medical Evidence TOTAL 0 Prosecution Type of Cases: Complete this section if you are requesting funds for a Prosecutor or Investigator who will handle domestic violence, sexual assault, stalking, and/or dating violence cases/ incidents for victims age 11 and older. Estimate the number of cases/incidents that will be handled by grant funded personnel during the first year of the grant period. Complete only those that apply. Type of Crime Est. # Cases 1 Incidents Misdemeanor Sexual Assault Felony Sexual Assault Homicide Related to Sexual Assault, Domestic Violence or Stalking Domestic Violence/Dating Violence Ordinance Misdemeanor Domestic Violence/Dating Violence Felony Domestic Violence/Dating Violence Stalking Ordinance Misdemeanor Stalking Felony Stalking Violation of Protective Order Violation of Bail Violation of Probation or Parole Violation of Other Court Order TOTAL 0 Training Area: This table should only be completed if you are requesting funds for a FORMAL training project for professionals/volunteers, primarily outside your agency, who work directly with victims. There are only two eligible categories of training activities: 1) Training on domestic violence, sexual assault, stalking, and dating violence or; 2) Statewide or multi jurisdictional training pertaining to victim assistance. This DOES NOT include outreach trainings/presentations about your program, or in-house staff/volunteer training. Refer to the Instructions for further details. Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 People Trained Est. # Trained Advocacy Organization Staff (NAACP, AARP) Attorneys/Law Students (Non Prosecutors) Batterer Intervention Program Staff Correction Personnel (probation, parole, and correctional facilities) Court Personnel (judges, clerks) Disability Organization Staff (non-governmental) Educators (teachers, administrators) Elder Organization Staff (non-governmental) Faith -based Organization Staff Government Agency Staff (vocational rehabilitation, food stamps, TANF) Health Professionals (doctors, nurses — not including SANE or SAFE'S) Immigrant Organization Staff (non-governmental) Law Enforcement Officers Legal Services Staff (not including attorneys) Mental Health Professionals Military Command Staff Multidisciplinary Group Prosecutors Sex Offender Treatment Providers Sexual Assault Nurse/Forensic Examiners Social Service Organization Staff (food bank, homeless shelter) Substance Abuse Organization Staff Supervised Visitation and Exchange Center Staff Translators/Interpreters Tribal Government/Tribal Government Agency Victim Advocates (non-governmental, includes sexual assault, domestic violence and dual) Victim Assistants (governmental, includes victim -witness specialists/coordinators) Volunteers Other UNDUPLICATED TOTAL IJ Systems Improvement Area: Check only those system improvement areas that describe the type of activities and services for which you are requesting funds. See instructions for further information See instructions for further information and examples of systems improvement projects. Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 EXHIBIT 131 - STATEMENT OF WORK (Goals and Objectives) 2015 -VA -16-013892-05 Applicants are limited to three goals with no more than three objectives for each goal. Objectives must be measurable and related to the personnel/consultants requested in the grant and any match personnel. Goal 1: The Victim Services Unit will provide direct services to meet the needs of crime victims in Eagle County. Objective/Position Title Intended Outcome/Impact Data Collection Responsible Timeframe 1.1 The Contract Victim Advocate, Victims will have the opportunity to Staff documentation of victim During the 12 -month grant period. Victim Services Coordinator, meaningfully participate in the contact data including crime and Bilingual Advocate and volunteers Criminal Justice System services provided; staff will ensure that at least 150 documentation of number of VRA victims of VRA crimes receive brochures distributed to victims direct services which may include crisis intervention, criminal justice education, referrals to other agencies, and/or court support./Contract Victim Advocate & Coordinator 1.2 The Contract Victim Advocate, The Contract Victim Advocate and Staff documentation of number of During the 12 -month grant period. Coordinator and Bilingual Coordinator will strengthen and hours that volunteers are on-call. Advocate will manage and assist enhance the volunteer program to volunteers to enable them to cover provide coverage 24 hours, seven and increase on call time from an days a week to crime victims. average of 200 on-call hours per quarter to 300 on-call hours per quarter. 1.31 1 Goal 2 (If needed): Objective/Position Title Intended Outcome/Impact Data Collection Timeframe Responsible 2.1 2.2 - - 2.3 Goal 3 (If needed): Objective/Position Title Intended Outcomellmpact Data Collection Timeframe Responsible I 3.1 3.2 Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 3.3 2015 -VA -16-013892-05 Objective/Position TitleI Intended Outcome/Impact I Data Collection I Timeframe Responsible 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) Our goal is straightforward: the VSU will provide direct services to meet the needs of crime victims in Eagle County. An overarching mission of the VSU is to empower victims so they can make informed decisions, an essential element of trauma -informed care. Each victim is different and what one person needs in order to feel they have meaningfully participated in the justice system may vary greatly from another. The intended impact is also simple: Victims' rights are communicated and victims stated needs are being met. These outcomes will be documented in a database created specifically for victim services. VSU advocates will assess each case and document each contact with the victim to determine if direct services are offered to the projected number of victims. VSU staff will also check each report for documentation that each victim received notice of their rights under the VRA. These numbers will guide us in attempting further follow-up, making needed corrections or training first responders about the rights and resources available to crime victims. Objective two is specific to volunteer management. The Coordinator will track the number of hours that volunteers sign-up to be on-call each month. The Contract Victim Advocate will assist the Coordinator in recruiting, training and managing volunteer victim advocates throughout the year. Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT 132- BUDGET AND BUDGET NARRATIVE (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 Amount (S) Total to be Paid by Grant Funds (Z) Totals $10,000 $9,500 Position Title Annual Amount ($) Total To Be Paid By Grant Funds ($) Crisis Staff Back Up $10,000 $9,500 This list contains no items Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 Personnel Details Position Title and Name: Crisis Staff Back Up 2015 -VA -16-013892-05 Annual % To Be Paid By Total To Be Paid Amount ($) Grant Funds By Grant Funds (S) Salary $10,000 95.00% $9,500 Fringe $0 0.00% $0 TOTALS $10,000 $9,500 Hours per week position works for agency: 0 Budget Narrative and Justification: (maximum length = 1,000 characters) This is a stipend position divided between 2 staff members, the Victim Services Coordinator and Advocate Deena Ezzell, and Bilingual Victim Advocate Reyna Medrano only during the time they are taking call because they are between contract victim advocates. This position provides back-up assistance to the Volunteer Advocates when they are on call for response on scene or by phone. Advocates are available 24/7/365 and volunteers frequently need to discuss a case with a staff person after hours. This position also responds directly to serve victims if a Volunteer Advocate is not available. The rate of pay is $40/per day. Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Personnel Match) Amount Recommended/ Match ($) Requested ($) Total $9.50 $$6,750 Item Type of Budget Narrative and Justification Total ($) Match Victim Services Coordinator's Cash Funds for our grant match come from the Eagle County $6,750 Wages Sheriffs Office budget for the Victim Serv... Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Personnel Details (Match) Item: Victim Services Coordinator's Wages Type of Match: Cash Budget Narrative and Justification: Please include in your description the source of match funds (i.e. local VALE, etc.) (maximum length = 1,000 characters) Funds for our grant match come from the Eagle County Sheriffs Office budget for the Victim Service Coordinator's wages. Twenty-five percent of $27,000 is $6,750. Total($): $6,750 Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Supplies & Operating) Each item must be listed 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 Recommended/ Requested (S) Total $863 Item Budget Narrative and Justification Total ($) Registration COVA conference Registration fee for 1 person to attend the annual COVA conference $555 Printing and Copying Victim Rights booklets (VRA) 1.83 x 500=$915 1/3 = 305 $308 Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Supplies & Operating Details Item: Printing and Copying Budget Narrative and Justification: (maximum length = 1,000 characters) Printing and Copying victim booklets (VRA) 1.83 x 500=$915 1/3 = 308 Total($): $308 Supplies & Operating Details Item: Registration-COVA Conference Budget Narrative and Justification. (maximum length = 1,000 characters) Registration fee for new victim advocate to attend the annual COVA conference to be held in Keystone, CO (2017). This training will help to orient this person to work as a Victim Advocate and allow them to meet and network with peers during training sessions. Total Cost - 1 x $555 = $555. We are requesting 100% of the cost. Total($): $555 Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Supplies & Operating Match) Totals Summary Amount Recommended/ Match ($) Requested ($) Total $863 $0 Item Type of Budget Narrative and Justification J Total ($) Match This list contains no items Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (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 Recommended/ Requested (S) Total $663 Item Budget Narrative and Justification Total ($) Staff per diem 1 staff to attend COVA for 4 days at $56/day = $224 $213 Mileage Mileage from Eagle County Sheriffs Office to Dillon round trip for the COVA conference is 132 miles x.49 = $64.68 $65 Lodging 3 nights at the COVA conference in Dillon for 1 staff = $387 $385 Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Travel Details Item: Staff per diem Budget Narrative and Justification: (maximum length = 1,000 characters) 1 staff to attend COVA for 3 days at $70/day = $213 Total($): $213 Travel Details Item: Mileage Budget Narrative and Justification: (maximum length = 1,000 characters) Mileage from Eagle County Sheriff's Office to Dillon round trip for the COVA conference is 132 miles x.49 = $64.68 Total($): $65 Travel Details Item: Lodging Budget Narrative and Justification: (maximum length = 1,000 characters) 3 nights at the COVA conference in Dillon for 1 staff, 3 x 129 = $385 Total($): $385 Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Travel Match) Totals Summary Amount Recommended/ Match ($) Requested ($) Total $663 $a Item Type of Budget Narrative and Justification Total ($) Match This list contains no items Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Equipment) Each piece of equipment must be listed 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 Recommended/ Requested ($) Total Item Budget Narrative and Justification Total ($) This list contains no items $0 Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Equipment Match) Totals Summary Amount Recommended/ Match ($) Requested ($) Total 1$01$0 Item Type of Budget Narrative and Justification Total ($) Match This list contains no items Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (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 Recommended/ Requested (S) Total $15,974 Item Budget Narrative and Justification Total ($) Contract Labor Victim Advocate The Contract Victim Advocate is needed to share on call and office $15,974 time with current VSU staff. T... Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Professional Services / Consultants Details Item: Contract Labor Victim Advocate Budget Narrative and Justification: (maximum length = 5,000 characters) The Contract Victim Advocate is needed to share on call and office time with current VSU staff. The Contract Victim Advocate is paid $26.00 per hour which is a standard contract rate for this type of service in this area and is the same amount paid for these services since 2011. The requested amount will provide these services for approximately fifteen hours per week in the office. 26.00 x 559 = $14,534). There is an additional stipend of $40 a day on call time for approximately 55 days a year ($40 x 36 = $1,440). ($26.00 x 559 = $14,534) + ($40 x 36 = $1,440) = $15,974. The VSU is currently comprised of two full time employees — the Victim Services Coordinator and the Bilingual Advocate. Overtime and call-in costs for the VSU's two employees exceeded $4,000.00 in 2013 and that was with the support of the VOCA funded Contract Victim Advocate. Ideally, hiring a third, full-time advocate would help resolve these issues but that is not an option due to County hiring restrictions. Another part of the problem is serving victims with less volunteer support. Compare the first six months of 2004 with the same period in 2013 and you will see the volunteer coverage dropped from 64% to 26% yet the number of victims served increased substantially. While we value the services provided by volunteers, in order to assure high quality services 24 -hours per day a staff person must always be on call as back- up. The Contract Victim Advocate covers 1/3 of the on call time, providing much needed respite for the remaining two staff members. Professional contract advocate services have been effective in helping the VSU meet the needs of crime victims for the last few years. The Contract Victim Advocate will provide the majority of direct service hours needed to meet the CVS funded project's objective of serving at least 150 new victims in the grant period. This will allow the employees of the VSU to serve the remaining 500+ victims and develop a plan to enhance the volunteer program. Total($): $15,974 Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Professional Services & Consultants Match) Totals Summary Amount Recommended/ Requested ($) Total $15,9741 Item Type of I Budget Narrative and Justification Match This list contains no items Match ($) $0 J Total ($) Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Indirect Costs) Totals Summary Amount Recommended/ Recommended ($) Difference From Requested ($) Previous Amount ($) Total $0 $0 $0 Item Item Description Total ($) This list contains no items Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Indirect Costs Match) Totals Summary Amount Match ($) Recommended ($) Total 1$0 $0 Item Type Item Description Total of M Match This list contains no items Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 EXHIBIT B2 - BUDGET AND BUDGET NARRATIVE (Budget Total Request) Match Calculation: Grantee Match Match Amount Current Requirement Required Calculated Match Percentage 20% 1 $6,7501 20.00%1 Additional Project Funding Will this project be funded using Yes ADDITIONAL FUNDS other than those provided from this grant? If "Yes", list the type and approximate amount of other funding that will be used to support this project. Do not include in-kind match. Description Amount ($) Federal State County Government Cash from Sheriffs Budget will pay VS Coordinators wages as match $6,750 Municipal Government Local VALE Private Other (Specify) ADDITIONAL PROJECT FUNDING TOTAL: $6,750 Amount Match ($) Requested ($) Total Budget ($) PERSONNEL $9,500 $6,750 $16,250 SUPPLIES & OPERATING $863 $0 $863 TRAVEL $663 $0 $663 EQUIPMENT $0 $0 $0 PROFESSIONAL SERVICES/CONTRACT CONSULTANTS $15,974 $0 $15,974 INDIRECT/ADMIN COSTS $0 $0 $0 GRAND TOTAL $27,0001$6,750 $33,750 Match Calculation: Grantee Match Match Amount Current Requirement Required Calculated Match Percentage 20% 1 $6,7501 20.00%1 Additional Project Funding Will this project be funded using Yes ADDITIONAL FUNDS other than those provided from this grant? If "Yes", list the type and approximate amount of other funding that will be used to support this project. Do not include in-kind match. Description Amount ($) Federal State County Government Cash from Sheriffs Budget will pay VS Coordinators wages as match $6,750 Municipal Government Local VALE Private Other (Specify) ADDITIONAL PROJECT FUNDING TOTAL: $6,750 Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Please describe all sources of funding that you have solicited or plan to solicit and indicate if the funds have been approved or are pending: (maximum length = 2,000 characters) Other funds will be used for the VSU but not for this project. CVS funds are requested only for Professional Services so the project as described is only for the services the Contract Victim Advocate and cash match will provide. Local VALE will be requested for the Bilingual Advocate and the rest of the budget for the VSU comes from the Sheriffs Office (County Government). Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 2015 -VA -16-013892-05 Financial Management 1. What accounting system does your organization use? List the name and a brief description of the system. New World Systems is accounting software designed specifically for public entities. 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? The project is budgeted into our yearly funds approved by the County Commissioners under a specific General Ledger Account for Victim Services. 3. Which of the following applies to your Agency has expended over $750,000 in federal agency: funding in the last calendar year from all combined sources. Please submit the most recent A-133 audit and Management Letter to DCJ. 3a. Date of most recent A-133 Audit, Financial 12/31/2014 Audit or Financial Review: 3b. Date sent to DCJ: 09/10/2015 3c. Were there any findings, questioned costs No or unallocated costs? 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? 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? Applicant: Eagle County Sheriffs Office Project: Victim Services Unit 2017 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? No 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? 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? 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? 2015 -VA -16-013892-05 Applicant: Eagle County Sheriff's Office Project: Victim Services Unit 2017 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? 2015 -VA -16-013892-05 COLORADO DIVISION OF CRIMINAL JUSTICE CHANGE IN PROJECT OFFICIALS (DCJ Form 4-13) See page two to view full instructions for completing this form GRANTEE: Eagle County Sheriff`s Office GRANT NUMBER: 2015 -VA -16-013892-05 NAME: Jeanne McQueeney PROJECT DURATION PROJECT TITLE: Victim Services Unit 2017 TITLE: Chair, Board of County Commissioners AGENCY NAME: Eagle County FROM: 1/1/17 TO: 12/31/17 PREPARED BY: Deena Ezzell PHONE: (970) 328-8605 DATE: 9/26/17 THE PURPOSE OF THIS REQUEST IS TO (Select One): ()CHANGE THE PROJECT DIRECTOR 0CHANGE THE FINANCIAL OFFICER Q CHANGE THE SIGNATURE AUTHORITY FORMER OFFICIAL NEW OFFICIAL NAME: Jeanne McQueeney NAME: Jillian Ryan TITLE: Chair, Board of County Commissioners AGENCY NAME: Eagle County AGENCY NAME: Eagle County MAILING ADDRESS: P.O.Box 850, Eagle CO 81631 MAILING ADDRESS: P.O.Box 850, Eagle CO 81631 DATE CHANGE EFFECTIVE:1/1/17 TELEPHONE: (970) 328-8605 FAX: (970) 328-8629 EMAIL: JiII.Ryan@eaglecounty.us SIGNATURE: 42� I REASON FOR CHANGE: f The Board of County Commissioners rotates the Chair position on an annual basis. All other terms and conditions of the original grant with any approved modifications thereto remain in full force and effect. I, hereby certify that the content of this form, other than the data entry required, has not been altered. Unit Deena Ezzell Woned vEn m County S uff. D� o -US �� SaMua 09126/2017 Dale 2011092513R,aaaae26 z. 0600 PROJECT DIRECTOR OR SIGNATURE AUTHORITY DATE Note: If the purpose of the request is to change the Project Director, the Signature Authority must certify the change. Submit one signed form to DCJ. A copy will be returned for your records. "*Division of Criminal Justice Use Only' THIS REQUEST IS --select-- Reason for Denial: By: Date: DCJ Grant Manager A GRANT MODIFICATION IS NOT AUTHORIZED UNTIL IT IS APPROVED IN WRITING BY THE DIVISION OF CRIMINAL JUSTICE. Page 1 of 2 dcj4B_v2 (Rev. 3/16) DETAILED INSTRUCTIONS FOR COMPLETING CHANGE IN PROJECT OFFICIALS (DCJ Form 4-13) HEADING: Grantee: This is the agency to which the grant award was made. Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the Grant Award Documents. Project Title: This is the name of the project which is identified on the Grant Award Documents. Project Duration: This is the period of the grant award. It can be found on the Grant Award Documents, and is changed only if the project requests and receives a grant extension. Prepared by: This is the person completing this form. Include this person's 10 -digit phone number. Date: This is the date this form is completed. PROJECT OFFICIAL CHANGE: Check which project official is changing. Submit a separate form for each person changed Indicate the date the change becomes effective. Supply the name of the person who will no longer hold the position of project director, financial officer, or authorized official. Print or type the name, title, agency, mailing address, telephone and fax number, and email address of the new person. Project Director: The project director is the individual who will be in direct charge of the project. This should be a person who has knowledge and experience in the project area and ability in administration and supervision of personnel. The project director will be expected to devote a major portion of his/her time to the project. Financial Officer: The financial officer is the person who will be responsible for fiscal matters relating to the project and in ultimate charge of accounting, management of funds, verification of expenditures and grant financial reports. This must be an individual other than the project director. Signing Authority: This is the individual authorized to enter into binding commitments on behalf of the applicant agency. This must be an individual other than the Project Director or Financial Officer. In local units of gov6mment, this individual will normally be a city manager, district attorney, mayor and/or commissioner. At the state level, this individual will be a department or division head. For Drivate non-profit agencies. this individual will be the Chair of the Board of Director. Examples of Signature Authority Follow If the grantee is a: State Agency An agency of/or a unit of local government City County Sheriffs Department Police Department Courts District Attorney's Office Institution of Higher Education Private Non -Profit Agency School District Then the Signature Authority is the Department or Division Director Mayor or City Manager Chairperson of the County Commissioners Chairperson of the County Commissioners Mayor or City Manager Chief Judge District Attorney or Chair of the County Commissioners President of the institution or chair/dean of the appropriate department President/Chairperson of the Board of Directors Superintendent/Asst Superintendent Date Change Effective: Indicate the date the project officials will change. Reason for Change: Briefly state why the previous person no longer holds the position with this grant. Signatures: The new project official must sign the form unless the request is to change the Project Director, the Signature Authority must certify the change of a Project Director. Submit one signed form to DCJ. A copy will be returned for your records. A GRANT MODIFICATION IS NOT AUTHORIZED UNTIL IT IS APPROVED IN WRITING BY THE DIVISION OF CRIMINAL JUSTICE. Page 2 of 2 dg4B_v2 (Rev. 3/16) . 4-