1. Please Complete the Pre-Workshop Survey 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

2. Capital Area Council of Governments (CAPCOG) Grant Training Workshop for FY 2011 Criminal Justice Programs Wednesday, January 27, 1010 Conducted by Michelle Casanova, Assistant Director, Community and Economic Development Erica Linneman, Criminal Justice Planner 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

3. All material covered today will be posted on CAPCOG’s website at: www.capcog.org under the Community and Economic Development Department, Planning for Criminal Justice Related Activities. www.capcog.org 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop CAPCOG/CJD Overview

4. CAPCOG CONTACTS 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop Michelle Casanova, Assistant Director, Community and Economic Development mcasanova@capcog.org (512) 916-6163 Erica Linneman, Criminal Justice Planner elinneman@capcog.org (512) 916-6047 Include Grant Number and Project Name in all Correspondence Mailing Address: 6800 Burleson Road Building 310, Suite 165, Austin, TX 78744 CAPCOG Website: www.capcog.org

5. CAPCOG/CJD Overview CJD CONTACTS 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop CJD Main Number: (512) 463-1919 CJD Fax Number: (512) 475-2440 Include Grant Number and Project Name in all Correspondence eGrants Home Page: https://cjdonline.governor.state. tx.us Email Address for eGrants Help Desk: egrants@governor.state.tx.us

6. Criminal Justice Programs CURRENT GRANTEES, NEW APPLICANTS, AND NEW PROJECTS A current grantee is an agency/organization that is receiving funding through the Governor’s Office, CJD and implementing a program during the current Plan Year of September 1 st through August 31 st. A new applicant is defined as any agency/organization that has never been funded through any funding source, or has not been funded through the CAPCOG regional CJD allocation for the past five years or more for the project for which funding is currently being requested. A new project is defined as any project that has never been funded through any funding source, has not been funded through the CAPCOG regional CJD allocation for the past five years or more, or is a currently funded project that has significantly changed the scope of work or target group of the project. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

7. Criminal Justice Programs CAPCOG TECHNICAL ASSISTANCE VERSUS CAPCOG PRELIMINARY REVIEW REPORT (PRR) CAPCOG Technical Assistance is available PRIOR to the certified submission of the grant application to the Governor’s Office, CJD via the eGrants system and is OPTIONAL for grant applicants. A CAPCOG Preliminary Review Report (PRR) is sent AFTER the certified submission of the grant application to the Governor’s Office, CJD via the eGrants system and requires timely response to CJD- defined compliance issues. Response to a CAPCOG sent PRR is mandatory. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

8. Criminal Justice Programs VENDOR HOLD AND SPECIAL CONDITIONS:  An applicant that has been placed on Vendor Hold for the current plan year will receive a point deduction on their application for funding for a subsequent year of their project through the CAPCOG CJAC application review process.  An applicant that has a current grant and has been placed on Vendor Hold for the previous plan year and again for the current plan year, is ineligible to participate in the CAPCOG CJAC application review process for ONE calendar year after their current grant has ended. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

9. Criminal Justice Programs VENDOR HOLD AND SPECIAL CONDITIONS CONT.:  Grantees who have received funds but did not spend them, received funds but did not spend them on the proposed services for which the funding was recommended, had their funding award rescinded, or had to turn their award back into the Governor’s Office because of an inability to spend it, will not be eligible to apply for funding through the CAPCOG CJAC application review process for a period of ONE year from the end date of the program year for which the funding in question was originally awarded. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

10. Criminal Justice Programs Issues to Consider:  The activities that fall under this funding opportunity are focused on operating programs geared toward reducing crime and improving the criminal justice system.  Note: No match required. Contributing Fund Sources are Byrne Justice Assistance Grant Fund and State Criminal Justice (421) Planning Fund. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

11. Criminal Justice Programs CAPCOG Criminal Justice Programs Application Requirements:  This information is posted in the FY 2011 CJAC Policy Statement –This is a competitive grant that requires a new application for each year of funding desired. –Three year funding maximum, provided that funding is available and the third year funding request amount does not fall below $10,000. –Decreasing Fund Ratio: Yes – 3 years. First year’s award is the 100% mark, with a second year eligible request amount of 80% of the first year’s award amount and a third year eligible request amount of 60% of the first year’s award amount. –FY 2011 funding caps and other application specifications, if applicable, will be posted on the CAPCOG website: www.capcog.org www.capcog.org 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

12. Criminal Justice Programs Criminal Justice Programs Purpose: To reduce crime and improve the criminal justice system. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

13. Criminal Justice Programs Application Process: Applicants can access CJD’s eGrants website at https://cjdonline.governor.state.tx.us to register and apply for funding.https://cjdonline.governor.state.tx.us Available Funding: This solicitation is funded from authorized state and federal sources and will be administered in accordance with regulations required by these sources. State funds are authorized under section 102.056 of the Texas Code of Criminal Procedure, and section 772.006 of the Texas Government Code designates CJD as the administering agency. The source of funding is a biennial appropriation by the Texas Legislature from funds collected through court costs and fees. Federal funds are authorized under the Edward Byrne Memorial Justice Assistance Grant Program (JAG) (42 U.S.C. 3751 (a)). JAG funds are made available through a Congressional appropriation to the United States Department of Justice. Congress has not finalized federal appropriations for federal fiscal year 2010. All awards are subject to the availability of appropriated federal funds and any modifications or additional requirements that may be imposed by law. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

14. Criminal Justice Programs Required Match: None Standards: Grantees must comply with the standards applicable to this funding source cited in the Texas Administrative Code (1 TAC Chapter 3), and all statutes, requirements, and guidelines applicable to this funding. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

15. Criminal Justice Programs Project Period: Grant-funded projects must begin on or after September 1, 2010, and expire on or before August 31, 2011. Preferences: Preference will be given to applicants who demonstrate cost effective programs focused on a comprehensive and effective approach to services that complement the criminal justice system. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

16. Criminal Justice Programs Funding Levels:  Minimum funding amount: $10,000.00  Maximum funding amount: Units of local government are limited to no more than the total amount of local funds expended on criminal justice services in the entity’s previous fiscal year. Criminal justice services are defined as the total amount the unit of government spent in local funds for law enforcement, corrections and judicial services during the previous fiscal year. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

17. Criminal Justice Programs Eligible Applicants:  State agencies;  Units of local government;  Independent school districts;  Nonprofit corporations  Native American tribes;  Crime control and prevention districts;  Public universities;  Public colleges;  Hospital districts;  Community supervision and corrections departments; and  Councils of governments. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

18. Criminal Justice Programs Eligibility Requirements:  Eligible applicants are limited to one application;  Projects must focus on reducing crime and improving the criminal justice system;  Eligible applicants must provide law enforcement, corrections, and judicial services;  Eligible applicants operating a law enforcement agency must be current on reporting Part I violent crime data to TDPS for inclusion in the annual UCR and must have been current for the three previous years;  Eligible applicants must have a DUNS number assigned to its agency and must be registered in the CCR database. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

19. Criminal Justice Programs Closing Date for Receipt of Applications: All applications must be certified and submitted via CJD’s eGrants website on or before Friday, March 5, 2010 by 11:59 p.m. Central Standard Time 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

20. Criminal Justice Programs Selection Process for eligible Local and Regional Projects:  Applications will be forwarded by CJD to the appropriate regional council of governments (COG). 1.The COG’s criminal justice advisory committee (CJAC) will prioritize all eligible applications based on identified community and/or comprehensive planning, cost and program effectiveness. 2.CJD will accept priority listings that are approved by the COG’s executive committee. 3.CJD will make all funding decisions based on approved COG priorities, reasonableness of the project, availability of funding and cost-effectiveness. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

21. Criminal Justice Programs Selection Process for State Discretionary Projects:  Applications will be reviewed by CJD staff members or a group selected by the executive director of CJD. CJD will make all final funding decisions based on eligibility, reasonableness of the project, availability of funding, and cost-effectiveness. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

22. Criminal Justice Advisory Committee (CJAC) Application Review and Prioritization  The CJAC is a volunteer committee comprised of a multi- disciplinary representation of members from the region per the requirements of the Governor’s Office, CJD.  These discipline areas include citizens or parents, drug abuse prevention, education, juvenile justice, law enforcement, mental health, nonprofit organizations, prosecution/courts, and victim services. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

23. Criminal Justice Advisory Committee (CJAC) Application Review and Prioritization The CJAC will consider the following factors when scoring and prioritizing applications: –Any state strategies identified by CJD; –Priorities identified within the region by the COG resulting from the strategic and community planning process; –Participation in a local community planning process or a priority as identified in the current community plan; –Eligibility, reasonableness, and cost-effectiveness of the proposed project; and –Current COG policies and procedures, and –The availability of funding. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

24. Criminal Justice Advisory Committee (CJAC) Application Review and Prioritization  The FY 2011 CJAC Policy Statement outlines the application review process.  The FY 2011 CJAC Policy Statement can be found on the CAPCOG website at the following link: http://www.capcog.org/divisions/community-and- economic-development/planning-criminal-justice/ http://www.capcog.org/divisions/community-and- economic-development/planning-criminal-justice/ 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

25. eGrants Application and Submission Process Have the Following Items Available Before Beginning Your Application:  Federal ID Number  Completed Budget in Spreadsheet Format  The Names and Email Addresses for the Authorized Official, the Financial Officer, the Project Director, and the Grant Writer. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

26. eGrants Application and Submission Process Authorized Official (AO) Appointed/authorized by the governing body of the organization. Authorized to apply for, accept, reject, alter, or terminate the grant. Generally the county judge, mayor, city manager, chair of non-profit, etc. Has ability to complete and submit Financial Status Reports (FSR).. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

27. eGrants Application and Submission Process Financial Officer (FO) Required to be the chief financial officer for the grantee agency. Responsible for maintaining financial records to account for all grant funds. Responsible for requesting funds and the completion of required financial reporting at least quarterly in eGrants.. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

28. eGrants Application and Submission Process Project Director (PD) Responsible for day-to-day operations of project. May have a different Project Director per agency grant. Must be an employee of the grantee agency. Responsible for required programmatic reporting.. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

29. eGrants Application and Submission Process Grant Writer Responsible for entering information into the eGrants application. Will submit the application which releases it to the Authorized Official. Will no longer have access to the application once they have submitted it. Will not receive email notifications about the status of the application.. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

30. eGrants Application and Submission Process CJD Approved Budget Categories 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop Personnel Contractual / Professional Services Travel Indirect Costs Construction Supplies and DOEs Equipment

31. eGrants Application and Submission Process Personnel  Time/Activity Reports  Case Numbers for Grant-Funded Law Enforcement and Prosecution Personnel  Timesheet Signed by Employee and Supervisor  Salaries Consistent with Local Policy  Overtime 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

32. eGrants Application and Submission Process Contractual and Professional  Contracts in Writing  Consistent with Texas Contract Law  Contract Monitoring Documentation  Compliance with Agency Procurement Guidelines  Invoices for Contract Deliverables  CJD-Prescribed Procurement Questionnaire 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

33. eGrants Application and Submission Process Travel  Employee Travel and Training Only  Comply with Agency Travel Policies or State Travel Policies  Maintain Travel Log and Travel Receipts  Pre-Approval of Out-of-State Travel  NOTE: Expenses for Outside Trainers go under the Contractual Budget Category as part of overall contracted services. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

34. eGrants Application and Submission Process Equipment  All purchases MUST be pre-approved by CJD  Must maintain Inventory  Procurement Questionnaire for purchases in Excess of $100,000  Must have invoices to support purchases  Must be used for the purpose for which it is purchased  All changes to Equipment Line Items (including the number of items) MUST be approved by CJD 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

35. eGrants Application and Submission Process Construction This budget category is currently unavailable for CJD funded projects. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

36. eGrants Application and Submission Process Supplies and Direct Operating Expenses  Related to the daily operation of the CJD grant  All costs MUST be Pro-Rated per a Cost Allocation Plan  Rent or Lease MUST include cost/sq. ft. and the number of square feet  Documentation (ex. receipts, invoices) MUST be maintained  Includes small equipment with a useful life of less than one year and a purchase price of $999 or less per unit 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

37. eGrants Application and Submission Process Indirect Costs  When allowed, the standard rate is 2% of CJD - funded direct costs (NOTE: to compute this, divide the amount you are applying for by 1.02 to calculate 2% of Direct Costs)  Cognizant agency approval letter required for requests in excess of 2% 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

38. eGrants Application and Submission Process Indirect Costs  When allowed, the standard rate is 2% of CJD - funded direct costs (NOTE: to compute this, divide the amount you are applying for by 1.02 to calculate 2% of Direct Costs)  Cognizant agency approval letter required for requests in excess of 2% 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

39. eGrants Application and Submission Process Budget Development  Must be reasonable.  Ensure budget detail supports the program or project.  Remember: One vendor per line item. 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop

40. eGrants Application and Submission Process Resolution  Must be approved by applicant agency governing body and include the following: 1.Designate the grantee’s Authorized Official; a.Name not needed, can submit only title b.Must match the Profiles tab grant officials information 2.The Authorized Official is given the power to apply for, accept, reject, alter or terminate the grant on behalf of the applicant agency; 3.Agree to provide applicable matching funds; 4.Agree that in the event of loss or misuse of the CJD funds, assurance that the funds will be returned to CJD in full; 5.Approval of the Resolution (signatures) 1-27-2010 FY 2011 Criminal Justice Programs Grant Training Workshop