Please Complete the Pre-Workshop Survey FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop

Capital Area Council of Governments (CAPCOG) Grant Training Workshop for FY 2011 General Juvenile Justice and Delinquency Prevention Programs Wednesday, January 27, 1010 Conducted by Michelle Casanova, Assistant Director, Community and Economic Development Erica Linneman, Criminal Justice Planner FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop

All material covered today will be posted on CAPCOG’s website at: under the Community and Economic Development Department, Planning for Criminal Justice Related Activities FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop CAPCOG/CJD Overview

CAPCOG CONTACTS FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop Michelle Casanova, Assistant Director, Community and Economic Development (512) Erica Linneman, Criminal Justice Planner (512) Include Grant Number and Project Name in all Correspondence Mailing Address: 6800 Burleson Road Building 310, Suite 165, Austin, TX CAPCOG Website:

CAPCOG/CJD Overview CJD CONTACTS FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop CJD Main Number: (512) CJD Fax Number: (512) Include Grant Number and Project Name in all Correspondence eGrants Home Page: tx.us Address for eGrants Help Desk:

General Juvenile Justice and Delinquency Prevention 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 FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop

General Juvenile Justice and Delinquency Prevention 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 FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop

General Juvenile Justice and Delinquency Prevention 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 FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop

General Juvenile Justice and Delinquency Prevention 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 FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs Issues to Consider: Note: –No match required. Contributing Fund Sources are Juvenile Justice and Delinquency Prevention Act Funds, Safe and Drug Free Schools and Communities Act Funds, and State Criminal Justice Planning (421) Funds FY 2011 General Juvenile Justice and Delinquency Prevention Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs CAPCOG General Juvenile Justice 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: FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs General Juvenile Justice Programs Purpose: To support programs that prevent violence in and around schools and to improve the juvenile justice system and develop effective education, training, prevention, diversion, treatment, and rehabilitation programs in the area of juvenile delinquency FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs Application Process: Applicants can access CJD’s eGrants website at to register and apply for funding. Available Funding: Federal funding is authorized for these projects under the Juvenile Justice and Delinquency Prevention Act of 2002, Public Law , 42 U.S.C 5601 et seq; the No Child Left Behind Act of 2001, Public Law , section of the Texas Code of Criminal Procedures establishes state funding for this purpose, and section of the Texas Government Code. Congress has not finalized federal appropriations for federal fiscal year FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs Required Match: None Standards: Grantees must comply with the standards applicable contained in the Texas Administrative Code, Title 1, Part 1, Chapter 3 (1 TAC Chapter 3) and the requirements of the federal statutes that authorize this funding FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs Project Period: Grant-funded projects must begin on or after September 1, 2010, and expire on or before August 31, Preferences: Preference will be given to those applicants that demonstrate cost effective programs focused on proven or promising approached to services provision FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs Eligible Applicants:  State agencies;  Units of local government;  Independent school districts;  Nonprofit corporations;  Indian tribes performing law enforcement functions;  Crime control and prevention districts;  Universities;  Colleges;  Councils of government; and  Faith-based organizations. Faith-based organizations must be tax-exempt nonprofit entities as certified by the IRS FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs Eligible Activities:  Alternatives to Detention;  Community Assessment Center;  Data Information/Sharing Systems;  Delinquency Prevention;  Diversion;  Gangs-Juvenile;  Jail Removal;  Juvenile Probation  Juvenile Sex Offender Programs;  Mentoring; FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs Eligible Activities cont:  Professional Therapy and Counseling;  Reentry of Offender into the Community;  Removal of Juvenile Status Offenders from Secure Facilities;  School Based Delinquency Prevention;  Services to Children of Incarcerated Parents;  Substance Abuse;  Training and Technology;  Youth Advocacy; and  Youth Courts/Teen Courts FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention 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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention Programs 10 MINUTE BREAK FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention 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 review and prioritize all eligible applications based on identified community and/or comprehensive planning, cost and program effectiveness. 2.CAPCOG’s Executive Committee must review and approve the CJAC’s prioritized list before submission to the Governor’s Office, CJD. 3.CJD will make all funding decisions based on approved COG priorities, reasonableness of the project, availability of funding and cost-effectiveness. All CJD decisions are final. There is no appeals process FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

General Juvenile Justice and Delinquency Prevention 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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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.  There are currently 19 CJAC members FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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: economic-development/planning-criminal-justice/ economic-development/planning-criminal-justice/ FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

eGrants Application and Submission Process GENERAL EGRANTS INFORMATION FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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) FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 notifications about the status of the application FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

eGrants Application and Submission Process CJD Approved Budget Categories FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop Personnel Contractual / Professional Services Travel Indirect Costs Construction Supplies and DOEs Equipment

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

eGrants Application and Submission Process Construction This budget category is currently unavailable for CJD funded projects FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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% FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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% FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

eGrants Application and Submission Process Budget Development  Must be reasonable.  Ensure budget detail supports the program or project.  Remember: One vendor per line item FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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) FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop

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 Addresses for the Authorized Official, the Financial Officer, the Project Director, and the Grant Writer FY 2011 General Juvenile Justice and Delinquency Prevention Programs Grant Training Workshop