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HomeMy WebLinkAboutC2009-402 - 10/13/2009 - ApprovedState of Texas Office of the Governor Criminal justice Divisiosn lticlc terry Gwernm Memorandum To: CJD Grant Recipients From: Aimee Snoddy, Deputy Director Ceidact: (512)A63-1919 Re: Grantee Responsibilities Date Awarded: September 09, 2009 ~D~q ~;~. AUTH@RIZEI+ BY CEfUIYCIL .~IL ..~.~....~......« ..................~..1:.:r~ ssc~ET~a~ hb Congratulations on your grant award from Governor Rick Perry's Crimiml Justice Division (CJD). It is impc~tant to make you aware ofa few thus to c~sader as you implement strategies to successfully manage your program. For more information aad resources, refer m the Grant Resources section of eGrants available online st ~/-cidonline stovernor.state.Ut.us: Fiat Reporting - Firrarrcial Status Reports must be submitted to CJD via eGrarrts. Financial Status Reports may be submitted monthly but must be submitted. at least quarterly. Financial Status Reports are due after each calendar quarter, n:gardless of when the grant was awarded. Due dates are: Apri122 (January-Marsh quarter) July 22 {April June quarter) October 22 (July-September quarter) January 22 (October-December quarter} The firrai Financial Stabrs Report must be submitted to CJD on or before the giant liquidation date ar funds will lapse and CJD wrll provide them as grants to others who need the funding. Payarent Authorization - Payme~s will be generated based on expenditures reported in the Financial Status Reports. Upon CJD approval of the Financial Status Report, a payme~ will be issued through direct deposit or electronic transfer. Generated Progrmn Income -Any income generated as a direct resuh of the great activities must be reported to CJD through the Financial Status Report and grant adjustment processes. Program income must be expended prior ~ seeking payments from CJD. Program income must be accounted and used for the purposes of the grant activites as awarded. Grant Funded Persomrd - Staff whose salaries are supported by this award must be made aware that continued fu>rding is contingent upon the availability of appropriated fiords as well as the outcome of the annual applicafiion review conducted by C7D. Project Changes -Grantees may submit a request for grant adjustment via eGtants for any proposed budgetary or programmatic changes, includi~ updahrrg coact information for grarR officials. 2009-402 M2009-287 10/13/09 Ofc. of the Governor Equaprrrerrt -Equipment pun;hased with gtarrt fiords must be used for the purpose of the grate and as approved by C.ID. An inventory report should be kept on file containing all equipmem ~ with any graoL funds during the grant period. This report mum agree with the approved grant budget and tl~ final Fi~ncial Status Report. FYddRy Bond -Each >mnprofit corporation receiving funds fiom CJD will obtain and have on fire a blanket frdeiity bond tha# indemrrifies CJD against the lass and(or theft of the entire amount of grant funds, including matchi~ funds. The fidelity bond should cover at least the CJD grant period. Required Notlficatior~ -Grantees must immediately notify C1D in writing of a~ misappropriation offunds, fiaud, thef3, embezzlement forgery, or any other serious irregularities indicaring noncompliance with graffi requirements. Grantees must notify the local prosecutor's office of any possibh: criminal violations. Graa~es must immediately notify CJD in writing if a projector project personnel become involved irr arry litigation, whether civil or criminal, and the gra~ee must immediately feaward a cePy of any demand notices, subpoenas, lawsuits, or indictments to CJD. If a federal or state court or adntimstrative agency renders a judgme~ or order finding discrimination by a grantee based oa race, Dolor, national origin, sex, age, or handicap, the grantee agrees to immediately forward a copy of the judgment or order to CJD. Project Effectiveness -Grantees should regularly evaluate the effectiveness of thew projects. This includes a reassessment of project activities and services in determine whether they continue to be effective. Grantees mus4 show ~ their activities and services effectively address and achieve the project's stated purpose. Proc Reporting -Grantees must submit requited reports regarding grant information, performance, and progress 6owards gods and objectives irr accordance with the instructions provided by CJD, ar its design. Ta remain eligible fm funding, the grantce must be able to show the scope of services provided and the impact and quality of those services. Monitoring -Grantees must readily make available to CJD or its agents all requested records. CJD ~y make wed monitoring viers at arty time. The grantee must make every effort tc- resolve all issues, findings, ar actions identified by CJD within the time flame specified by CJD. Audit Rego;rernsnts -Granters expending over X500,000 instate or federal grarrt funds during the fiscal year are subject to the Single Audit requirements set forth in OMB Circular No. A 133 at ~a/www whitehonse gov/omblcireuhus/index.html and the State Single Audit Circular issued under the Uniform Grant Staad~ds {UGMS) at httvJ/www ttoveraor state tx.us/eraa#s/wlmt/. Gtastees must electzonicall submit to CJD copies of the results of any single audit conducted in accordance with OMB Circular No. A 133 at j}itnJlwww whitehon aovlomNcirculars/index html ~ in accordance with the State Singte Audit Circular issued under UGMS, within 30 calendar days a$er the grantee receives the audit results or nine mcxtths alder the end of the audit period, whichever is earlier. Sapplaalirg -Awarded funds must be used ~ supplement existing fiords for program activities and not replace {supplant) funds #~ have been appropriated for the same purpose. Grant monitors and auditors will look for potential supplantiLng duri~ reviews. Violations may result is a range of penalties, including suspension of future funds, suspension or debarment from receiving federal ar state grarris, recoapmeat of monies provided wader the grant, and civil or criminal penalties.. Refer to the Guide m Grants at httns://cjdonline ¢overaor sLate.tx.us/updates.a~ for additior~l information on supplanting. ConOlct of Interest - Grantees should have irr place established safeguards to prohibit employees from using their positions for a purpose that is, or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. Contracting and Procurenrwrt -Grantees must follow them established policy and best practices for procuring goods or services with grans foods. Conhacts must be routinely monitored for de&very of services or goods. When a contractual ~ equipment procurement is anticipated to be is excess of S1U0,©00, gtaudees must submit a Procurement Questionnaire httys•J/cidonliae_stovernor.s.t~us/uoda~sasyx ~ CJD fcx approval prior to procurement Travel - Grantees must follow their established policies and good fiscal stewardship related to fraud expenses. If the grantee does not have established policies regarding instate and out-of--state travel, grantee must use the travel guidelines established for state employees. Udform Crime Reportitrg - Locd units of governments receiving funds from CJD must comply with all requirements for uniform crime reporting and will ensure that prompt reporting will. remain current throughout the grarrt period. I.inited Engii9h PreBaency -Grantees must take reasomble steps to ensure thus persons wide limited Ersglish proficiece}r have me$ningfu! access to services. Meaningful access may errtail providing language sasisfianee services, i~hrdiag oral and written translation when necessary. Additional information on this requirement can be found at htin:l/www.leo.gov. Law Enforcement Programs -Law enforcement programs receiving funds from CJD must be incompliance wide all rules developed by the Texas Omission on Law Enforcement Officer Staadards and Edac~son. 28 C.F.R Part 23 Training -Any grant funded individual responsble for entering information into or retrieving information from ~ intelligence database must complete continuing education training on operating prinr~ples descaibed by 28 C.FR Part 23 at least once for each continuous two-year period the perm has primary responsibility for entering data i~o or retrieving data from am intelligence database. Programs Approved to Pay Overtime for Persoimd -Grantees whose approved budget contains line items) related to overtime for grantee agency personnel must upMad a copy of dte overtime policy appt+oved by its governing board This policy will be censidered the official policy for grant purposes and must be used throughout the grant period. The policy must: 1) clearly describe how overtime will be calculate 2) be consistent with the agency's overtime policy; and 3) treat grant-paid persormei the same as non-grant paid perso~ei. CJD will monitor overtime expenditures based on this po&cy. Cancellation for Awards - Gnuotees must take reasormble steps to commence project activities upoa receiving notice of a grant award: Comnrertcement Withd~n 6U Days. If a project is not operational within Cr0 days of the original start date of the award period or grant award date as noted on this memorandum, whichever is later, the grantee must report by letter in CJD the steps taken to initiate the project, the reasons for delay, aad the expected revised start date. Corrurrertcemertt Withiat 91i Daps. If a project is >bt operational within 90 days of the original start date of the award period or grant award date as noted on this memorandum, whichever is hrte>; the grantee must submit a second statement to CJD explaining the implemedation delay. Upon receipt of the 4()-day letter, CJD may cancel the project and redistribute the funds to other project areas. C7D may also, where extenuating circumstances warrant, extend the implementation date of the project past the 90-day period. Public Infornratton Requests - Graatces must immediately notify and provide a copy to CJD of any Public Lrfornration Request received by the agency related to this grant award Prahibked Acts of Agencies and Indivldua)s -Chant funds may not be used in connection with fire fallowing acts by agencies or i~vidusls employed by grant funds: • Grant funds may not be used to finance or otherwise support the candidacy of a person for an elected local, stale, or federal office. This prohibition extends to the direct or indirect employment of a person b perform an action described b'Y this subsection. In addition, great funded or gent leased motor vehicles may not be used for the purpose described above. • Grant ofpicials or grant funded employees may not use official arrthority or influence or pern»t the use of a prograrn administered by tare grantee ~ency of which the person is an oicer or employee to interfere with or affect tbe result of an election or nomination of a candidate or to achieve nay other political purpose. • Grant funded employees may not coerce, attempt to coerce, command, restrict, attempt to restrict, or preverR dhe paymerN, loan, ~ contribution of anything of value to a perm or political organization. for a political purpose.. • Gra»tees must comply with the federal Hatch Act (5 U.S.C. §§ 1501- 1508) which restricts the political activity of some slate and local employees who work in connection with federally funded programs,. Covered state and local employees may not: 1) be candidates for public office is a partisan election; 2) use official authority or influence to mere wish or affect the results of an election or nomination; or, 3) directly or indirectly coerce contributions from subordinates in support of a political party or candidate. Em~ptnent of a Lobbyist - Grarrt funds may not be used to employ, as a regular full-time or part-time or con~ct employee, a person who is required by Chapter 305 of the Governrent Code to register ~ a lobbyist. Furthermore, grant fonds may not be used to pey, on behalf of tbe agency or as officer a empioyce of the agency, member rip dues to an organization that pays. part or all of the salary of a person who is required. by Chaptet 305 of the Government Code to register as a lobbyist. I,egia6tlve Lobbphtg - Grarrt funds may not be used to attempt to influence the passage or defeat of a legislative measure. Use of Alcoholic Beverages -Grant fiords may not be used to compensate an officer or employee who uses alcoholic beverages on active duty. In addition, grant funds may not be used to purchase an alcoholic beverage or to pay or reimburse a travel expense that was incurred for an alcoholic beverage. OneStar Foundation Registration and Organization Profile for Nonprofit Cor~poration4 - Each nonprofit corporation receiving fonds from C3D must register and connect their organization with the OneS~r Foundation at htto'//www onestarfou~on.ora/aaste/reaistration/. Each norifrrofit corporation is also encouraged to create an organizatiorml profile with the OneSt~ Foundation at h~J/www ~ .org/,pprofile. By c~~etin8 the Organizatiormi Pro61e, Yong cxgargzation wrll be eligible to receive notification of opportunities, such as: • Otganizatioffil excellence scarolarships to build the capacity of your organization, including organizational assessments, traini~s, consulting, conferences and other professional development activities; • Fundirrg announcements and eveats related >b national service and volunteerism; and • Chances to participate in important research en the needs and trends of the social sector and its stakeholders. OFFICE OF THE GOVERNOR CRIMINAL JUSTICE DIVISION STATEMENT OF GRANT AWARD Grant Nwnber. VJF-09-V30-15171-11 p~~arn Frmd: WF-16.588 Violence Against Women Formula Giants Gra~ee Name: Corpus Christi, City of project Tith:: Victim Assistance Program Grant Period: 09101!2009 - 08/3112010 I.igddrrtlorr Date: 1 1129/20 1 0 Date Awarded: September 09, 20 CJD Grsrd Manager. Mary Hightower CJD Award Amaistt: $100,964.38 Grantee Cash Match: $42,088.74 Grantee In Kind Match: $16,800.00 Total project Cost: $159,853.12 The Statement of Grant Award is your official notice of award fr~r the Govenior's Criminal Justice Division (C1D). The approved budget is reflected in the $udgetlDet$+Is tab for this record m eGrants. The grantee agrees to comply with. the provisions of the Govenior's CrimiffiI Iustice Division's Hiles in Titre I, Part I, Chapter 3, Texas Adnrinistr~ive Code is effect ~ the date the groat is awarded. By clicking on the 'Accept' button within the 'AccepR Award tab,. the grantee accepts the responsibility for the grant project and agrees with the following conditions of grant funding. The grantee's funds will not be released until the grantee has satisfied the requirenents of the following Condition{s) of Funding and Other Fund-Specific 12etluiremertt(s}, iP may, cited below: Condition(s) of FundMg and OtMr Fwrd-SpedNc Raquirahent(s):