HomeMy WebLinkAbout03-159 Resolution No. 03-159
RESOLUTION
AUTHORIZING EXECUTION OF AN INTERAGENCY AGREEMENT WITH THE
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY FOR
DOMESTIC VIOLENCE CASE WORKERS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Ed Schock, Mayor, be and is hereby authorized and
directed to execute an Interagency Agreement on behalf of the City
of Elgin with the Illinois Criminal Justice Information Authority
for the funding of two part-time domestic violence case workers, a
copy of which is attached hereto and made a part hereof by
reference .
s/Ed Schock
Ed Schock, Mayor
Presented: June 11, 2003
Adopted: June 11, 2003
Omnibus Vote : Yeas 7 Nays : 0
Attest :
s/Dolonna Mecum
Dolonna Mecum, City Clerk
G� >oF Co
O
City of Elgin
4 Agenda Item No.
L
May 9, 2003 G
N
TO: Mayor and Members of the City Council sAFF CnMMLJN17Y
FROM: David M. Dorgan, City Manager it
William D. Miller, Chief of Police
SUBJECT: Acceptance of a Grant from the Illinois Criminal
Justice Authority to fund two Part-time Domestic
Violence Case Workers for the Police Department
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
acceptance of a grant from the Illinois Criminal Justice
Information Authority (ICJIA) for the continuation of two Part-
time Domestic Violence Case Workers .
BACKGROUND
In late 2001, the City received a Department of Commerce and
Community Affairs (DCCA) Grant to fund a contracted position of
Domestic Violence Case Worker. The funds for this position
expired this year and the position would have terminated. ICJIA
solicited applications for funding positions such as the
Domestic Violence Case Worker. On October 18 , 2002 , the City
Council authorized the police department to submit an
application for these funds . On April 23 , 2003 , we were advised
that we have received a grant for $77 , 003 .
The Police Department has received a grant from the Attorney
General ' s Office for $10, 000 for two years for a total of
$20, 000 for the continuation of this position and DCCA fund
totaling $3 , 637; the additional funds from ICJIA will allow us
to maintain two part-time Domestic Violence Case workers through
December 31, 2004 .
The three grants will be combined (ICJIA=$77, 003 , Attorney
General=$20, 000, DCCA=$3 , 637) for a total funding of $100, 637 to
pay the salaries for two part time domestic violence case
workers through December 31 , 2004 . Should no additional funding
be found for these positions, these positions will terminate
with the funding.
f'
Acceptance of Domestic Violence Grant from ICJIA
May 9, 2003
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Community Crisis Center; Department of Children & Family
Services; Renz Addition Center, and Children' s Home and Aide
Society of Illinois .
FINANCIAL IMPACT
Dfik---".
The grant requires a match from the City of $19, 251 . 00 . This
,ii
match will be met through the use of Attorney General ' s grant
funds ($20, 000-already awarded) and Department of Commerce and
Community Affairs funds ($3 , 637-already awarded) , resulting in
an over match of $4 , 386 . 00 . No additional City funds will be
required. The use of other grant monies for the City' s match and
overmatch has been approved by ICJIA. The City will be supplying
the office space and ancillary (non-payroll) expenses for these
employees . A budget amendment will be required.
LEGAL IMPACT
1
None.
ALTERNATIVES
1 . The City Council may reject this award and end the
Domestic Violence Program.
2 . The City Council may reject the award and chose to fund
these positions through General Revenue funds .
RECOMMENDATION
It is recommended that the City Council accept this grant award
from ICJIA.
Respectfully submitted for Council consideration.
JJB
Attachments
s
STATao ILLINOIS •
V CRIMINAL JUSTICE
*; INFORMATION AUTHORITY
120 South Riverside Plaza • Suite 1016 • Chicago,Illinois 60606 • (312)793-8550
April 23, 2003
Ms. JoAnn Stingley
Victim Assistance Coordinator
Elgin Police Department
150 Dexter Court
Elgin, IL 60120
Dear Ms. Stingley:
Enclosed you will find interagency agreement#202046 between your office and the
Authority for the Law Enforcement and Prosecutor-Based Victim Assistance Services
Program. Please review the enclosed documents and notify me if revisions are necessary.
If all is in order please obtain the necessary signatures on the agreement and return the
entire packet to my attention for further processing.
I have also enclosed the fiscal information sheet and initial cash request forms needed to
begin the drawdown of federal funds. Please fill out these forms and return them to me
with the signed agreement. Once all signatures are received on the agreement, I will
process the paperwork for you to receive your initial federal funds for this program.
If you have any questions, please feel free to contact me at(312) 793-0890.
Sincerely.
)3/€17/
Greg Stevens
Federal and State Grants Unit
Enclosure
Cc: Master File#202046
Fax:(312) 793-8422 •TDD: (312)793-4170 • http://wwwicjia.state.il.us
aTATt ILLINOIS
CRIMINAL JUSTICE
INFORMATION AUTHORITY
�Ga6!•�e
120 South Riverside Plaza • Suite 1016 • Chicago,Illinois 60606 • (312) 793-8550
June 27, 2003
Ms. JoAnn Stingley
Victim Assistance Coordinator
Elgin Police Department
150 Dexter Court
Elgin, IL 60120
Dear Ms. Stingley:
Enclosed please find a copy of the signed interagency agreement, #202046, between your
office and the Authority for the Law Enforcement and Prosecutor-Based Victim
Assistance Services Program.
As a reminder, the following activities may not be conducted on VOCA/match funded
time:
• Coordination of services (unless on behalf of a specific client).
• Networking and collaboration.
• Development of protocols, interagency agreements, and other working agreements.
• Presentations (except those complying with Section 38).
• System advocacy(advocacy that is not on behalf of a specific client), lobbying or
administrative advocacy.
As you may be aware, fiscal and data reports for these agreements are due each quarter
during the period of performance. The reports are due by the 15th of the month following
the last quarter being reported. Ms. Anne Guinan will be monitoring your grant, if you
have any questions please contact her at(312) 793-1304.
7/A4"leJ1aTi
Sincerely, ✓ • /,, 1/1
Greg Stevens
Federal and State Grants Unit
Enclosure
Cc: Master File#202046
Fax: (312) 793-8422 •TDD: (312) 793-4170 • http://www.icjia.state.il.us
ATTACHMENT 3
Statement of Compliance with VOCA Eligibility Requirements
The applicant certifies that it meets the following eligibility requirements as stated in the
Final Program Guidelines published by the Department of Justice, Office of Justice
Programs for the Victims of Crime Act (VOCA) Victim Assistance Program:
• The applicant is a public or nonprofit organization and provides services to crime
victims.
• The applicant has a record of providing effective services to crime victims
including support and approval of its services by the community, a history of
providing direct services in a cost-effective manner, and financial support from
other sources.
• The applicant will help crime victims apply for compensation.
• The applicant will comply with the applicable provisions of VOCA, the Program
Guidelines, and the requirements of the Office of Justice Programs' Financial
Guide, which includes maintaining appropriate programmatic and financial
records that fully disclose the amount and disposition of VOCA funds received.
• The applicant will maintain statutorily required civil rights statistics on victims
served by race, national origin, sex, age and disability, within the timetable
established by the Illinois Criminal Justice Information Authority (ICJIA); and
permit reasonable access to books, documents, papers, and records to
determine whether the recipient is complying with applicable civil rights laws.
• The applicant will abide by any additional eligibility or service criteria as
established by the ICJIA including submitting statistical and programmatic
information on the use and impact of VOCA funds, as requested by the ICJIA.
• The applicant must use volunteers unless the ICJIA determines there is a
compelling reason to waive this requirement.
• The applicant will provide services to victims of Federal crimes on the same
basis as victims of state/local crimes.
• The applicant will provide services to crime victims, at no charge, through the
VOCA-funded project.
• The applicant will maintain confidentiality of client-counselor information as
required by State and Federal law.
Page 1
• Except as otherwise provided by federal law, no recipient of monies under VOCA
shall use or reveal any research or statistical information furnished under this
program by any person and identifiable to any specific private person for any
purpose other than the purpose for which such information was obtained in
accordance with VOCA.
• No person in any state shall, on the grounds of race, color, religion, national
origin, sex, age, or disability be excluded from participation in, be denied the
benefits of, be subjected to discrimination under, or denied employment in
connection with any program or activity receiving federal financial assistance.
a.///a� D / -i/ er Chi,e 7/2 iQi «-
Name and Title of Authorized Official
/7- 02
Signature Date
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Name of Organization /
/c.,, //
Address of Organization
Page 2
ATTACHMENT 4
CERTIFICATION
The applicant certifies:
(1) that it is not barred from contracting with any unit of state or local government as a result
of 720 MCS 5/33E-3 or 5/33E-4; and
(2) that it shall notify the Authority's Ethics Officer if the applicant solicits or intends to
solicit for employment any of the Authority's employees during any part of the
application process or during the term of any contract awarded.
(///// .Gr. / % 7/<,•- ejie D f / o f cep
Name and Title of Authorized Representative'
�J� 10 — —
Signature Date
C/.747 °(7 /r/7/ /%
Name of Organization
/56 De. cd f Af,, -z7�;.�e'.1 6 /2
Address of Organization
ATTACHMENT 5
STATE OF ILLINOIS
DRUG FREE WORKPLACE CERTIFICATION
This certification is required by the Drug Free Workplace Act (30 ILCS 580). The Drug Free
Workplace Act, effective January 1, 1992, requires that no grantee or contractor shall receive a
grant or be considered for the purposes of being awarded a contract for the procurement of any
property or services from the State unless that grantee or contractor has certified to the State that
the grantee or contractor will provide a drug free workplace. False certification or violation of
the certification may result in sanctions including, but not limited to, suspension of contract or
grant payments, termination of the contract or grant and debarment of contracting or grant
opportunities with the state for at least one(1) year but not more than five (5) years.
For the purpose of this certification, "grantee" or "contractor" means a corporation, partnership,
or other entity with twenty-five (25) or more employees at the time of issuing the grant, or a
department, division or other unit thereof, directly responsible for the specific performance under
a contract or grant of$5,000 or more from the State.
The contractor/grantee certifies and agrees that it will provide a drug free workplace by:
(a) Publishing a statement:
(1) Notifying employees that the unlawful manufacture, distribution, dispensing,
possession or use of a controlled substance, including cannabis, is prohibited in
the grantee's or contractor's workplace.
(2) Specifying the actions that will be taken against employees for violations of such
prohibition.
(3) Notifying the employee that, as a condition of employment on such contract or
grant, the employee will:
(A) abide by the terms of the statement; and
(B) notify the employer of any criminal drug statute conviction for a violation
occurring in the workplace no later than five (5) days after such conviction.
(b) Establishing a drug free awareness program to inform employees about:
(1) the dangers of drug abuse in the workplace;
(2) the grantee's or contractor's policy of maintaining a drug free workplace;
(3) any available drug counseling, rehabilitation, and employee assistance programs;
and
(4) the penalties that may be imposed upon an employee for drug violations.
ATTACHMENT 5
(c) Providing a copy of the statement required by subparagraph (a) to each employee
engaged in the performance of the contract or grant and to post the statement in a
prominent place in the workplace.
(d) Notifying the contracting or granting agency within ten (10) days after receiving
notice under part (B) of paragraph(3) of subsection(a) above from an employee or
otherwise receiving actual notice of such conviction.
(e) Imposing a sanction on, or requiring the satisfactory participation in a drug abuse
assistance or rehabilitation program by any employee who is so convicted, as required
by section 5 of the Drug Free Workplace Act.
(f) Assisting employees in selecting a course of action in the event drug counseling,
treatment, and rehabilitation is required and indicating that a trained referral team is
in place.
(g) Making good faith effort to continue to maintain a drug free workplace through
implementation of the Drug Free Workplace Act.
THE UNDERSIGNED AFFIRMS, UNDER PENALTIES OF PERJURY, THAT HE OR SHE
IS AUTHORIZED TO EXECUTE THIS CERTIFICATION ON BEHALF OF THE
DESIGNATED ORGANIZATION.
F-7; / * /JD/. cam C�',1i/ o/'4,,✓
Printed Name of Organization
f.j,.e,4,q......,1 Xd.7.6._.
Signature of Authorized Representative Requisition/Contract/Grant ID #
r // avn v /( '//er e�i�'��a��/,<< /U _ / 7— o Z
Printed Name and Title Date
ATTACHMENT 6
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
Certification Regarding
g g
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions
(Sub-Recipient)
This certification is required by the regulations implementing Executive Order 12549,Debarment and
Suspension,28 CFR Part 67, Section 67.510,Participants'responsibilities. The regulations were
published as Part VII of the May 26, 1988 Federal Register(pages 19160-19211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1)The prospective lower tier participant certifies,by submission of this proposal,that neither it nor its
principals are presently debarred, suspended,proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any Federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal. 1
n7/ // a(i, D /' V//cam e , p 7, /-�/ / .
Name and Title of Authorized Representative U
`��� ,-.- — / — U
Signature Date
ei 0 7 c /f / .4-- /.?) /i c_.c.-
Name of O ganization /
l v DepfCam- r ,, ./' 60 /2 d
Address of Organization
1
Instructions for Certification
I. By signing and submitting this proposal,the prospective lower tier participant is providing the
certification set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when
this transaction was entered into. If it is later determined that the prospective lower tier participant
knowingly rendered an erroneous certification,in addition to other remedies available to the Federal
Government, the department or agency with which this transaction originated may pursue available
remedies,including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which
this proposal is submitted if at any time the prospective lower tier participant learns that its certification
was erroneous when submitted or has become erroneous by reason of changed circumstances.
4.The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered
transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and
"voluntarily excluded," as used in this clause,have the meanings set out in the Definitions and Coverage
sections of rules implementing Executive Order 12549.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed
covered transaction be entered into,it shall not knowingly enter into any lower tier covered transaction
with a person who is debarred, suspended,declared ineligible,or voluntarily excluded from participation
in this covered transaction,unless authorized by the department or agency with which this transaction
originated.
6.The prospective lower tier participant further agrees by submitting this proposal that it will include the
clause titled"Certification Regarding Debarment,Suspension,Ineligibility and Voluntary Exclusion-
Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all
solicitations for lower tier covered transactions.
7.A participant in a covered transaction may rely upon a certification of a prospective participant in a
lower tier covered transaction that it is not debarred,suspended,ineligible,or voluntarily excluded from
the covered transaction,unless it knows that the certification is erroneous.A participant may decide the •
method and frequency by which it determines the eligibility of its principals.Each participant may check
the Nonprocurement List.
8.Nothing contained in the foregoing shall be construed to require establishment of a system of records in
order to render in good faith the certification required by this clause.The knowledge and information of a
participant is not required to exceed that which is normally possessed by a prudent person in the ordinary
course of business dealings.
9.Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended,
debarred,ineligible,or voluntary excluded from participation in this transaction,in addition to other
remedies available to the Federal Government,the department or agency with which this transaction
originated may pursue available remedies,including suspension and/or debarment.
2
ATTACHMENT 7
• VOCA VOLUNTEER CERTIFICATION AND WAIVER
According to federal VOCA guidelines,recipients of VOCA funds must use volunteers unless the Illinois Criminal Justice
Information Authority(Authority)determines there is a compelling reason to waive this requirement. A"compelling reason"may be
a statutory or contractual provision concerning liability or confidentiality of counselor/victim information,which bars using volunteers
for certain positions,or the inability to recruit and maintain volunteers after a sustained and aggressive effort.
1. If you use volunteers,what is the average number of volunteers used by you agency,the services performed by them and the
amount of time spent performing these services during an average year?(attach additional pages,if necessary)
N/A
2. If you do not use volunteers,explain why your agency does not use volunteers. (attach additional pages, if necessary)
The Elgin Police Department uses volunteers are on some level.No volunteers will be used for this project due
to the confidentiality of counselor-victim information needed to provide case management services to the
victims of domestic violence. Also, the complex nature of domestic violence requires expertise in counseling.
3. If you plan to use volunteers in the future,explain your recruitment efforts and what activities you anticipate they performing.
(attach additional pages, if necessary)
N/A
I hereby certify that the above information is true and correct to the best of my knowledge:
67** ar�/f ii /tmoo/' �- S .// ar a+ , W ee
Nam Organization Name and Title of Authorized Representative ep tahve
4.,J..,/,,,,..,. I A,&., -' / e - / 7— 4 2_
Signature Date
W je •pp ed
/ / 4
??//1
o,ert Taylor,Associate D. = tor Dat
Ill' ois Criminal Justice 1 ., •tion Authority
PROGRAM TITLE: Law Enforcement and Prosecutor-Based Victim s si s A,srstance Services
AGREEMENT NUMBER: 202046
PREVIOUS AGREEMENT NUMBER(S) N/A
ESTIMATE,)START DATE: March 1.2003
SOURCES OF PROGRAM FUNDING:
Victims of Crime Act(FEY 02)Funds: $ 77,003
Matching Funds: $ 19,251
Over-Matching Funds: $ 4,386
Total: $ 100,640
IMPLEMENTING AGENCY: City of Elgin on behalf of the Elgin Police Department
ADDRESS: 150 Dexter Court
Elgin,IL 60120
IRS TAX IDENTIFICATION NUMBER: 36-6005862
AUTHORIZED OFFICIAL: Ed Schock
TITLE: Mayor, City of Elgin
TELEPHONE: 847-289-2760
PROGRAM FINANCIAL OFFICER: Jim Nowicki
TITLE: Fiscal Services Manager
TELEPHONE: 847-931-5625
PROGRAM AGENCY:: Elgin Police Department
ADDRESS: 150 Dexter Court
Elgin, IL 60120
PROGRAM DIRECTOR: JoAnn Stingley
TITLE: Victim Assistance Coordinator
TELEPHONE: 847-289-2686
EMAIL: Stingley_J@cityofelgin.org
FISCAL CONTACT PERSON: Jim Burns
AGENCY: Elgin Police Department
TITLE: Deputy Chief
TELEPHONE 847-289-2761
FAX: 847-289-2750
EMAIL: Bums_J(a;cityofelgin.org
PROGRAM CONTACT PERSON: JoAnn Stingley
TITLE: Victim Assistance Coordinator
TELEPHONE 847-289-2686
FAX: 847-289-2642
EMAIL: Stingley J@cityofelgin.org
City of Elgin on behalf of the Elgin Police Department
Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement#202046
INTERAGENCY AGREEMENT
Victims of Crime Act of 1984
This interagency agreement is entered into by the Illinois Criminal Justice Information Authority,with its offices at 120
South Riverside Plaza,Chicago,Illinois 60606,hereinafter referred to as the"Authority",and the City of Elgin on
behalf of the Elgin Police Department,hereinafter referred to as the"Implementing Agency,"with its principal offices at
150 Dexter Court,Elgin,IL 60120,for implementation of the Law Enforcement and Prosecutor-Based Victim
Assistance Services Program.
WHEREAS,Section 7(k)of the Illinois Criminal Justice Information Act(20 ILCS 3930/7(k))establishes the Authority
as the agency"to apply for,receive,establish priorities for,allocate,disburse and spend grants of funds that are made
available...from the United States pursuant to the federal Crime Control Act of 1973,as amended,and similar federal
legislation,and to enter into agreements with the United States government to further the purposes of this Act,or as may
be required as a condition of obtaining federal funds;"and
WHEREAS,pursuant to the Victims of Crime Act of 1984,the Authority has been designated as the State agency
responsible for administering this program;and
WHEREAS,pursuant to the Authority's rules entitled"Operating Procedures for the Administration of Federal Funds,"
(20 Illinois Administrative Code 1520 et seq.)the Authority awards federal funds received by the State of Illinois
pursuant to the Victims of Crime Act of 1984 and enters into interagency agreements with state agencies,units of local
government,and not-for-profit organizations for the use of these federal funds;and
WHEREAS,the priorities of the Illinois Victims of Crime Program are:
Services to victims of crime,with priority given to victims of sexual assault,domestic violence and child abuse,
and underserved victims of violent crime;
Services that assist the crime victim in participating in criminal justice proceedings and obtaining compensation
for loss suffered as a result of victimization;and
Training of persons who provide services to victims of crime;and
WHEREAS,to ensure the minimum provisions of basic services to all victims of crime,the Authority's Action Plan
prioritizes funding programs in the following manner:
Continue current victim service initiatives;
Provide victim services to underserved or unserved areas;
Expand and strengthen current victim services;and
Implement new victim service initiatives after other funding areas are adequately addressed;and
WHEREAS,the Authority designated the City of Elgin on behalf of the Elgin Police Department to receive funds for
the purpose of implementing a program to address one of the named areas.
NOW,THEREFORE,BE IT AGREED by and between the Illinois Criminal Justice Information Authority and the
City of Elgin on behalf of the Elgin Police Department as follows:
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Federal and State Grants Unit
1
1
City of Elgin on behalf of the Elgin Police Department
Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement#202046
SECTION 1. DEFINITIONS
"Program": means a planned,integrated approach to an identified problem which is characterized by clear goals,
measurable objectives,the implementation of strategies to achieve those objectives and a mechanism
for assessing the effectiveness of those strategies.
SECTION 2. PERIOD OF PERFORMANCE AND COSTS INCURRED
The period of performance of this agreement shall be from March 1,2003 through February 28,2005.
Costs incurred before the execution date of this agreement may be charged to this agreement if included in Exhibit
B, incurred during the period of performance,and the Implementing Agency performed in accordance with the
terms and conditions of this agreement.
The Authority shall not be responsible for costs incurred before or after the period of performance of this agreement.
SECTION 3. COMMENCEMENT OF PERFORMANCE
If performance has not commenced within 60 days of the original starting date of this agreement,the Implementing
Agency agrees to report by letter to the Authority the steps taken to initiate the program,the reasons for the delay,and
the expected starting date.
If the program is not operational within 90 days of the starting date of this agreement,the Implementing Agency agrees
to submit a second letter to the Authority explaining the implementation delay.The Authority may at its discretion either
cancel this agreement or extend the implementation date of the program past the 90-day period.
If the program is interrupted for more than 30 days after commencement,due to loss of staff or any other reason,the
Implementing Agency agrees to notify the Authority in writing explaining the reasons for the interruption and the steps
being taken to resume operation of the program.The Authority may,at its discretion,reduce the amount of federal funds
awarded and/or terminate this agreement if the program is interrupted for more than 90 days.
If this agreement is terminated due to this section,the Authority will only pay for those services rendered as of the date
service delivery ceased.Any funds advanced to the Implementing Agency and not expended as of that date shall be
repaid to the Authority upon notification by the Authority.
SECTION 4. PROGRAM DESCRIPTION AND BUDGET
The Implementing Agency agrees to undertake and perform in a satisfactory manner in accordance with the terms
and conditions of this agreement,the program described in the Program Description attached and incorporated as
Exhibit A and the Budget attached and incorporated as Exhibit B.
a) In administering the program described in Exhibit A the Implementing Agency agrees that it:
i) Is a nonprofit organization or public agency that provides services to victims of crime;
ii) Has a record of providing effective service to victims of crime and at least 20 percent of its
financial support(including in-kind contributions)is from non-federal sources;or,if has not
yet demonstrated a record of providing services,it can demonstrate that 25-50 percent of its
financial support comes from non-federal sources;
iii) Utilizes volunteers;
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Federal and State Grants Unit
2
City of Elgin on behalf of the Elgin Police Department
Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement#202046
iv) Promotes coordinated public and private efforts within the community served to aid crime
victims;
v) Assists victims in seeking available crime victim compensation benefits;
vi) Maintains statutorily required civil rights statistics on victims served by race,national origin,
sex,age,and disability,and permits reasonable access to its books,documents,papers,and
records to determine whether the Implementing Agency is complying with applicable civil
rights laws;this requirement is waived when the Implementing Agency is providing a
service,such as telephone counseling,where soliciting the information may be inappropriate
or offensive to the crime victim;
vii) Provides services to victims of federal crimes on the same basis as victims of State and local
crimes;
viii) Provides services to crime victims,at no charge,through the program described in Exhibit
A;and
ix) Maintains confidentiality of client-counselor information,as required by State and federal
law.
b) The Implementing Agency certifies that only those costs related to the delivery of direct
services to victims of crime shall be paid pursuant to this agreement,in accordance with Exhibit B.
SECTION 5. PAYMENT
The Authority agrees to make payment to the Implementing Agency for the administration and implementation of the
program described in Exhibit A.Upon receipt of the fiscal and progress reports described in Section 9 of this
agreement, quarterly payments will be made to the Implementing Agency.No payment will be made until all
outstanding reports are received by the Authority,including outstanding reports from previously funded Authority
programs.In addition,due to the unique requirements of the program being funded,the Implementing Agency may
request that an advance payment be made during any quarter and must include supporting documentation with the
request.Requests for advance payment are subject to review and approval.No payment will be made to an
Implementing Agency unless and until the Implementing Agency is in full compliance with applicable state and federal
laws and the terms and conditions of this agreement.
The maximum amount of federal funds payable under this agreement is$77,003 and is dependent on the expenditure of
matching funds as described in Section 6 and Exhibit B,and the performance of the Implementing Agency in
accordance with the terms and conditions of this agreement.
The Implementing Agency must provide for the deposit of program funds,including federal and matching funds,into a
bank account in the name of the Implementing Agency,either depositing such funds into an account separate from any
of its other bank accounts or treating such funds as a separate line item per its budget and audited financial statements.
Federal funds shall be immediately deposited into such bank account.
SECTION 6. MATCH
The Implementing Agency certifies that it(a)meets the requirements of Section 4 of this agreement and(b)has at least
20 percent of its support (including in-kind contributions) from sources other than federal funds for the program
described in Exhibit A.Therefore one dollar in cash or in-kind match is required for each four dollars of federal funding
received.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Federal and State Grants Unit
3
City of Elgin on behalf of the Elgin Police Department
Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement#202046
Failure of the Implementing Agency to apply non-federal financial support to the program described in Exhibit A in
the amount of at least 20 percent of such program's costs,shall result in a proportionate reduction in the amount of
federal funds awarded under this agreement and may result in the return of funds already awarded.To meet this
matching funds requirement,the Implementing Agency shall apply non-federal financial support to the program,as
described in Exhibit B.
SECTION 7. OBLIGATIONAL LIMITATION
Payment under this agreement is subject to passage of a suitable and sufficient appropriation by the Illinois General
Assembly.Obligations of the State of Illinois will cease immediately without penalty of further payment being required
in any fiscal year should the actions of the General Assembly or any applicable funding source result in the failure to
appropriate or otherwise make available sufficient funds for this agreement.
SECTION 8. NON-SUPPLANTATION
The Implementing Agency certifies that Federal funds made available under this agreement will not be used to supplant
available state and local funds,but will be used to increase the amounts of funds that,in the absence of these Federal and
matching funds,would be made available to the Implementing Agency for crime victim assistance services.
SECTION 9. REPORTING REQUIREMENTS
Unless required on a more frequent basis by the Authority,the Implementing Agency agrees to submit the following
minimum data to the Authority on a quarterly basis,with quarters beginning at the start of the calendar year,within 15
days following the quarter covered by the report:
a) Victim Statistics:Total number of victims served by program,type of crime,type of services
provided,race,national origin,sex,age,and disability,where such information is voluntarily
furnished by those receiving services;and
b) Staff Information:Number of hours contributed during the reporting period by paid and volunteer
professional and clerical staff and interns.
c) Program Information and Activities:Number of referrals to other agencies.
The Implementing Agency agrees to submit the following information as required by the Authority:
a) Changes which have been made in the program since receiving the federal funds which will benefit
victims of crime;
b) A short description of how the program has coordinated its activities with other service providers in
the community;
d) A short description of how the program has assisted crime victims in seeking available crime victim
compensation benefits;
e) Victim statistics,including the total number of victims served by criminal justice status(i.e.
reporting/non-reporting,prosecution/non-prosecution);
f) Staff information,including the number of hours of training received by volunteers and paid staff;and
g) Program information and activities,including the number of hours of training presented,number of
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hours of public information and education programs presented.
The Implementing Agency is further required to submit quarterly fiscal reports and to file year-end program financial
status reports,the content and form of which will be determined by the Executive Director of the Authority.
The Implementing Agency agrees to report any additional information required by the Executive Director of the
Authority.
SECTION 10. MAINTENANCE OF RECORDS
The Implementing Agency agrees to maintain records which document activity reported to the Authority pursuant to
Section 9 of this agreement.Such records shall be accessible to the Authority for monitoring purposes no more than 10
days following a request that such records be produced by the Implementing Agency.Inability of the Implementing
Agency to produce such records or failure to produce such records shall be cause for suspension or termination of this
agreement.
The Implementing Agency agrees to retain financial and program records for a minimum of 3 years after the
expiration date of this agreement,or 3 years after closure of Implementing Agency's most recent audit report,
whichever is later.The Implementing Agency shall maintain,for this 3-year period,adequate books,records,and
supporting documents to verify the amounts,recipients,and uses of all disbursements of funds passing in conjunction
with this agreement;the agreement and all books,records,and supporting documents related to the agreement shall
be available for review and audit by the Auditor General,federal awarding agency personnel,the Authority,or any
person duly authorized by the Authority;and the Implementing Agency agrees to cooperate fully with any audit
conducted by the Auditor General,the federal awarding agency,the Authority or any person duly authorized by the
Authority,and to provide full access to all relevant materials.Failure to maintain the books,records,and supporting
documents required by this Section shall establish a presumption in favor of the State for the recovery of any funds
paid by the State under the agreement for which adequate books,records,and supporting documentation are not
available to support their purported disbursement.
If any litigation,claim,negotiation,audit,review or other action involving the records has been started before the
expiration of the 3-year period,the records must be retained until the completion of the action and resolution of all
issues that arise from it or until the end of the regular 3-year period,whichever is later.
SECTION 11. PROCUREMENT REQUIREMENTS,REQUESTS FOR PROPOSALS,CONFLICT OF
INTEREST
All procurement transactions shall be conducted by the Implementing Agency in a manner to provide,to the
maximum extent practical,open and free competition.The Implementing Agency must use procurement procedures
which minimally adhere to standards established by the Illinois Procurement Code(30 ILCS 500)and all applicable
executive orders and federal guidelines.The Implementing Agency shall also adhere,and assure that its contractors
and subcontractors adhere,to all applicable certification and disclosure requirements of the Illinois Procurement
Code.
The Implementing Agency should follow its established procurement process if it minimally adheres to standards
established by the Illinois Procurement Code(30 ILCS 500),applicable federal guidelines,and the following
requirements.If the Implementing Agency's established procurement process is less competitive than the following
requirements,the following more competitive requirements must be adhered to in lieu of the Implementing Agency's
procurement process.
• For procurements of less than$25,000,the Implementing Agency must solicit quotes or bids from at least
three sources.
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• For procurements of$25,000 or more,the Implementing Agency must formally advertise the proposed
procurement through an Invitation for Bids(IFB),or a Request for Proposals(RFP)process.
All RFP's of$25,000 or more,that involve the use of federal or matching funds,must be submitted by the
Implementing Agency to the Authority for review and written approval prior to their issuance.
The Implementing Agency agrees to comply with applicable provisions of the Illinois Procurement Code(30 ILCS
500)prohibiting conflicts of interest,and all applicable terms,conditions and provisions of the code are made a part
of this agreement the same as though they were incorporated and included herein.
No employee,officer or agent of the Implementing Agency shall participate in the selection,or in the award or
administration of a contract supported by federal funds if a conflict of interest,real or apparent,would be involved.
SECTION 12. DISCLOSURE OF SOLICITATION FOR EMPLOYMENT
The Implementing Agency shall notify the Authority's Ethics Officer if the Implementing Agency solicits or intends
to solicit for employment any of the Authority's employees during any part of the award funding process or during
the term of any interagency agreement awarded.
SECTION 13. ELIGIBILITY FOR EMPLOYMENT IN THE UNITED STATES
The Implementing Agency shall complete and keep on file,as appropriate,the Immigration and Naturalization
Service Employment Eligibility Form(I-9).This form shall be used by the Implementing Agency to verify that
persons employed by the Implementing Agency are eligible to work in the United States.
SECTION 14.INSPECTION AND AUDIT
If required by revised Office of Management and Budget Circular A-133 "Audits of States,Local Governments,and
Non-Profit Organizations,"the Implementing Agency agrees to provide for an independent audit of its activities in
accordance with A-133. Such audits shall be made annually,unless A-133 allows the Implementing Agency to
undergo biennial audits.All audits shall be conducted in accordance with Government Auditing Standards,Standards
for Audit of Governmental Organizations,Programs,Activities and Functions;the Guidelines for Financial and
Compliance Audits of Federally Assisted Programs;any compliance supplements approved by the Office of
Management and Budget;and generally accepted auditing standards established by the American Institute of
Certified Public Accountants.Copies of all audits must be submitted to the Authority within 30 days of completion.
Known or suspected violations of any law encountered during audits,including fraud,theft,embezzlement,forgery,
or other serious irregularities,must be immediately communicated to the Authority and appropriate federal,State,
and local law enforcement officials.
The Implementing Agency agrees to develop and maintain a record-keeping system to document all agreement
related activities and expenditures. These records will act as the original source material for compilation of the data
required in Section 9 and all other program activity.
The Authority shall have access for purposes of monitoring,audit and examination to all relevant books,documents,
papers,and records of the Implementing Agency,and to relevant books,documents,papers and records of
subcontractors.
SECTION 15. CLOSE-OUT REQUIREMENTS
Within 45 days of the expiration date of this agreement or any approved extension thereof the following documents
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must be submitted by the Implementing Agency to the Authority:(a)final financial status report;(b)final progress
reports;(c)property inventory report;and(d)other documents required by the Authority.
SECTION 16. NATIONAL HISTORIC PRESERVATION ACT COMPLIANCE
If the Implementing Agency is considering renovation work that would alter or otherwise improve the exterior or
interior of a structure that will be used to accommodate the grant program,the Implementing Agency shall assist the
Authority and Office for Victims of Crime(OVC)in complying with the National Historic Preservation Act
(NHPA).
The Implementing Agency must establish and maintain records to determine if the structure is 50 years or older. If
any portion of the structure is 50 years or older,the Implementing Agency shall consult with the Illinois Historic
Preservation Agency. The Implementing Agency shall amend the proposed renovation work to avoid any potential
adverse impact to an historic structure,as determined as a result of the consultation. The Implementing Agency
cannot begin the proposed renovation of a structure 50 years or older until the implementing agency receives written
approval from the Authority and OVC.
The Implementing Agency acknowledges that this section applies to proposed renovation work whether or not it is
being specifically funded with federal grant or matching funds. As long as the proposed renovation is being
conducted by the Implementing Agency or any third party to accommodate the use of the federal grant or matching
funds,the Implementing Agency must assist the Authority and OVC in complying with the NHPA.
If the records established and maintained by the Implementing Agency clearly document that the structure is less
than 50 years old,the Implementing Agency must submit these documents to the Authority to receive approval for
being exempt from the NHPA.
SECTION 17.IMPLEMENTING AGENCY COMPLIANCE
The Implementing Agency agrees to comply with all applicable laws,regulations,and guidelines of the State of
Illinois,the Federal Government and the Authority in the performance of this agreement,including but not limited
to:
Those laws,regulations and guidelines specified in Sections 19 and 25 of this agreement.
The provisions of 28 CFR applicable to grants and cooperative agreements including Part 18,
Administrative Review Procedures;Part 20,Criminal Justice Information Systems;Part 22,Confidentiality
of Identifiable Research and Statistical Information;Part 23,Criminal Intelligence Systems Operating
Policies;Part 30,Intergovernmental Review of Department of Justice Programs and Activities;Part 42,
Non-Discrimination/Equal Employment Opportunity Policies and Procedures;Part 46,Protection of Human
Subjects;Part 61,Procedures for Implementing the National Environmental Policy Act;Part 63,Floodplain
Management and Wetland Protection Procedures;and Part 67,Govemmentwide Debarment and Suspension
(Nonprocurement).
Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National
Origin Discrimination Affecting Limited English Proficient Persons(Federal Register,June 18,2002,
Volume 67,Number 117,Page 41455-41472).
Section 8136 of the Department of Defense Appropriations Act of 1988(P.L. 100-463,effective October 1,
1988).
National Environmental Policy Act of 1969,42 U.S.C.pars.4321 et seq.
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- National Historic Preservation Act of 1966, 16 U.S.C.pars.470 et seq.
- Flood Disaster Protection Act of 1973,42 U.S.C.pars 4001 et seq.
- Clean Air Act of 1970,42 U.S.C.pars.7401 et seq.
- Clean Water Act,33 U.S.C.pars. 1368 et seq.;Executive Order 11738;and EPA regulations(40 CFR Part
15).
- Federal Water Pollution Control Act of 1948,as amended,33 U.S.C.pars. 1251 et seq.
- Safe Drinking Water Act of 1974,42 U.S.C.pars.300f et seq.
- Endangered Species Act of 1973, 16 U.S.C.pars. 1531 et seq.
- Wild and Scenic Rivers Act of 1968,as amended, 16 U.S.C.pars. 1271 et seq.
Historical and Archeological Data Preservation Act of 1960,as amended, 16 U.S.C.pars.469 et seq.
- Coastal Zone Management Act of 1972, 16 U.S.C.pars. 1451 et seq.
Coastal Barrier Resources of 1982, 16 U.S.C.pars.3501 et seq.
Indian Self Determination Act,25 U.S.C.par.450f.
Intergovernmental Cooperation Act of 1968,42 U.S.C.4201 et seq.
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,42 U.S.C.pars.4601 et
seq.
- Hatch Political Activity Act of 1940,as amended,5 U.S.C.pars. 1501 et seq.
- Animal Welfare Act of 1970,7 U.S.C.pars.2131 et seq.
Demonstration Cities and Metropolitan Development Act of 1966,42 U.S.C.pars.3301 et seq.
- Federal Fair Labor Standards Act of 1938,as amended,29 U.S.C.pars.201 et seq.
SECTION 18. EQUAL EMPLOYMENT OPPORTUNITY PROGRAM
The following requirements apply to for-profit entities,and state,county or other local units of government: If the
Implementing Agency has 50 or more employees,is receiving more than$25,000,either through this agreement or in
aggregate grant funds in any fiscal year,and has a service population with a minority representation of 3 percent or
more,the Implementing Agency agrees to formulate,implement and maintain an equal employment opportunity
program relating to employment practices affecting minority persons and women.If the Implementing Agency has 50
or more employees,is receiving more than$25,000,either through this agreement or in aggregate grant funds in any
fiscal year,and has a service population with a minority representation of less than 3 percent,the Implementing
Agency agrees to formulate,implement and maintain an equal employment opportunity program relating to practices
affecting women.If required by this section or Section 19 of this agreement,the Implementing Agency hereby
certifies that an equal employment opportunity program will be in effect on or before the effective date of this
Agreement.In addition,any Implementing Agency receiving$500,000 or more through this agreement,or
$1,000,000 or more in aggregate grant funds in an 18 month period,shall submit a copy of its equal employment
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opportunity plan as directed by the Authority.
SECTION 19. NONDISCRIMINATION
The Implementing Agency certifies that no person shall be excluded from participation in,denied the benefits of,
subjected to discrimination under,or denied employment in connection with any activity funded under this
agreement on the basis of race,color,age,religion,national origin,disability,or sex.The Implementing Agency
agrees to have written sexual harassment policies which satisfy the requirements set forth in the Illinois Human
Rights Act(775 1LCS 5).
The Implementing Agency assures compliance with the following laws,and all associated rules and regulations:
Non-Discrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968,as amended,
42 U.S.C.3789(d);
Title VI of the Civil Rights Act of 1964,as amended;
Section 504 of the Rehabilitation Act of 1973,as amended;
The Americans with Disabilities Act,42 U.S.C. 12101 et seq.;
Title IX of the Education Amendments of 1972;
The Age Discrimination Act of 1975;
The Department of Justice Non-Discrimination Regulations,28 CFR Part 42,subparts C,D,E,and G;
The Department of Justice regulations on disability discrimination,28 CFR Part 35 and Part 39;
The Illinois Human Rights Act,775 ILCS 5;
The Public Works Employment Discrimination Act, 775 ILCS 10;
The Illinois Environmental Barriers Act,410 ILCS 25.
All applicable provisions,rules and regulations of these Acts are made a part of this agreement by reference as
though set forth fully herein.
In the event that a federal or State court or administrative agency makes a finding of discrimination after a due
process hearing on the grounds of race,color,age,religion,national origin,disability,or sex against the
Implementing Agency,or any subgrantee or contractor of the Implementing Agency,the Implementing Agency will
forward a copy of the finding to the Authority.The Authority will forward a copy of the finding to the Office for
Civil Rights,Office of Justice Programs.
The Implementing Agency certifies that it shall not pay any dues or fees on behalf of its employees or agents or
subsidize or otherwise reimburse them for payment of their dues or fees to any club which unlawfully discriminates,
and that it shall comply with all provisions of the Discriminatory Club Act(775 ILCS 25).
SECTION 20. CONFIDENTIALITY OF INFORMATION
The Implementing Agency agrees not to use or reveal any research or statistical information furnished under this
program by any person and identifiable to any specific private person for any purpose other than the purpose for
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which such information was obtained in accordance with this program and all applicable federal guidelines and
legislation. Such information shall be immune from legal process and shall not,without the consent of the person
furnishing the information,be admitted as evidence or used for any purpose in any action,suit or other judicial,
legislative or administrative proceeding.
SECTION 21. ASSIGNMENT
The Implementing Agency shall make no assignment or transfer of this agreement,any subcontracts under this
agreement or of any of the monies due hereunder without prior written approval of the Authority.In the event that
the Authority approves such an assignment or transfer,the terms and conditions of this agreement shall apply to and
bind the party or parties to whom such work is assigned or transferred as fully and completely as the Implementing
Agency is bound and obligated.
SECTION 22. SUBCONTRACTING
The use of subcontractors for any work or professional services that involves the use of federal or matching funds is
subject to Authority approval.Any work or professional services subcontracted for shall be specified by written
contract and subject to all terms and conditions contained in this agreement.If the use of subcontractors is approved
by the Authority,the terms and conditions of this agreement shall apply to and bind the party or parties to whom
such work is subcontracted as fully and completely as the Implementing Agency is bound and obligated.The
Implementing Agency shall make reasonable efforts to assure that all subcontractors adhere to the terms and
conditions of this agreement.The Authority shall not be responsible for the performance,acts or omissions of any
subcontractor.
Subcontracts of$25,000 or more,that involve the use of federal or matching funds,must be approved in writing by
the Authority prior to their effective dates and execution by the Implementing Agency.
Approval of the use of subcontractors by the Authority does not relieve the Implementing Agency of its obligation to
assure performance under this agreement.
SECTION 23. INDEPENDENT CONTRACTOR
The Implementing Agency,in the performance of this agreement,shall act as an independent contractor and not as an
agent or employee of the Authority.The Authority shall not be responsible for the performance,acts or omissions of
the Implementing Agency.The Implementing Agency shall be liable,and agrees to be liable for,and shall indemnify,
defend and hold the Authority harmless for all claims,suits,judgments and damages arising from the performance of
this agreement,to the extent permitted by law.
SECTION 24. EXHIBITS
The documents appended are made a part of this agreement,as exhibits:The Implementing Agency shall perform the
services subject to this agreement in accordance with all terms,conditions,and provisions set forth in such exhibits.
SECTION 25. TERMINATION OR SUSPENSION OF THE INTERAGENCY AGREEMENT
The Implementing Agency shall operate in conformance with the following State and federal laws and guidelines,
currently in effect and hereafter amended,when applicable:the Victims of Crime Act of 1984;Office of Justice
Programs,Office for Victims of Crime,Victims of Crime Act Victim Assistance Grant Final Program Guidelines(62 FR
19607,April 22, 1997);the Office of Justice Programs'Financial Guide;Office of Management and Budget Circulars
A-21,A-87,A-102,A-110,A-122,and A-133;the Illinois Grant Funds Recovery Act(30 ILCS 705);Illinois
Procurement Code(30 ILCS 500);the State Comptroller Act(15 ILCS 405);the U.S.Department of Justice
Regulations Governing Criminal History Record Information Systems(28 CFR Part 20.1 et seq.);the U.S.
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Department of Justice Regulations Governing Confidentiality of Identifiable Research and Statistical Information(28
CFR Part 22.1 et seq.);the U.S.Department of Justice Regulations Governing Governmentwide Debarment and
Suspension(28 CFR Part 67.100 et seq.)and the rules of the Authority(20 Ill. Adm.Code 1520 et seq.).
The Executive Director of the Authority,in accordance with the Authority's Operating Procedures for the
Administration of Federal Funds,may suspend or terminate performance of this agreement for nonconformance with
any State or federal law or regulation,with such guidelines as specified in this section,or with the terms or
conditions of this agreement.
SECTION 26. CERTIFICATIONS REGARDING DEBARMENT AND A DRUG-FREE WORKPLACE
As required by the Authority,the Implementing Agency shall complete and submit the Certification Regarding A
Drug-Free Workplace and shall certify that neither it nor its principals are presently debarred,suspended,proposed
for debarment,declared ineligible,or voluntarily excluded from participation in this transaction by any federal
department or agency.
The Implementing Agency certifies that it has not been barred from contracting with any unit of State or local
government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of 1961,as amended.
SECTION 27. CERTIFICATION REGARDING LOBBYING
Federal funds are prohibited from being used for influencing or attempting to influence persons in connection with
covered federal transactions,which include the awarding,making,entering into,extension,continuation,renewal,
amendment,or modification,of federal grants or contracts.If receiving more than$100,000 pursuant to this
agreement,Implementing Agency agrees to provide a Certification Regarding Lobbying to the Authority and,if
applicable,a Disclosure of Lobbying Activities form.If a subcontractor will receive more than$100,000 in federal
funds pursuant to this agreement,Implementing Agency will provide to the Authority a Certification Regarding
Lobbying and,if applicable,a Disclosure of Lobbying Activities form signed by the subcontractor.The
Implementing Agency must provide these certifications and disclosures as required by the Authority.
SECTION 28. INTERNATIONAL ANTI-BOYCOTT CERTIFICATION
The Implementing Agency certifies that neither it nor any substantially-owned affiliated company is participating or
shall participate in an international boycott in violation of the provisions of the U.S.Export Administration Act of
1979 or the regulations of the U.S.Department of Commerce promulgated under that Act.
SECTION 29. DRUG FREE WORKPLACE CERTIFICATION
If the Implementing Agency has 25 or more employees and is receiving$5,000 or more under this agreement,the
Implementing Agency certifies that it provides,and will continue to provide,a drug free workplace in accordance
with the Drug Free Workplace Act(30 ILCS 580).
The Act requires that no grantee or contractor shall receive a grant or be considered for the purposes of being
awarded a contract for the procurement of any property or services from the State unless that grantee or contractor
has certified to the State that the grantee or contractor will provide a drug free workplace.False certification or
violation of the certification may result in sanctions including,but not limited to,suspension of contract or grant
payments,termination of the contract or grant and debarment of contracting or grant opportunities with the State for
at least one(1)year but not more than five(5)years.
For the purpose of this certification, "grantee"or"contractor"means a corporation,partnership,or other entity with
twenty-five(25)or more employees at the time of issuing the grant,or a department,division,or other unit thereof,
directly responsible for the specific performance under a contract or grant of$5,000 or more from the State.
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The contractor/grantee certifies and agrees that it will provide a drug free workplace by:
(a) Publishing a statement:
(1) Notifying employees that the unlawful manufacture,distribution,dispensing,possession or use of a
controlled substance,including cannabis,is prohibited in the grantee's or contractor's workplace.
(2) Specifying the actions that will be taken against employees for violations of such prohibition.
(3) Notifying the employee that,as a condition of employment on such contract or grant,the employee
will:
(A) abide by the terms of the statement;and
(B) notify the employer of any criminal drug statute conviction for a violation occurring
in the workplace no later than five(5)days after such conviction.
(b) Establishing a drug free awareness program to inform employees about:
(1) the dangers of drug abuse in the workplace;
(2) the grantee's or contractor's policy of maintaining a drug free workplace;
(3) any available drug counseling,rehabilitation,and employee assistance program;and
(4) the penalties that may be imposed upon an employee for drug violations.
(c) Providing a copy of the statement required by subparagraph(a)to each employee engaged in the
performance of the contract or grant and to post the statement in a prominent place in the workplace.
(d) Notifying the contracting or granting agency within ten(10)days after receiving notice under part(B)of
paragraph(3)of subsection(a)above from an employee or otherwise receiving actual notice of such
conviction.
(e) Imposing a sanction on,or requiring the satisfactory participation in a drug abuse assistance or
rehabilitation program by,any employee who is so convicted,as required by section 580/5 of the Drug Free
Workplace Act.
(f) Assisting employees in selecting a course of action in the event drug counseling,treatment,and
rehabilitation is required and indicating that a trained referral team is in place.
(g) Making a good faith effort to continue to maintain a drug free workplace through implementation of the
Drug Free Workplace Act.
SECTION 30. STATEMENTS,PRESS RELEASES,ETC.
When issuing statements,press releases,requests for proposals,bid solicitations,and other documents describing
projects or programs funded in whole or in part with federal money,the Implementing Agency shall clearly state(1)
the percentage of the total cost of the program or project which will be financed with federal money,and(2)the
dollar amount of federal funds for the project or program.
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SECTION 31. COPYRIGHTS,PATENTS
If this agreement results in a copyright,the Authority and the Office for Victims of Crime reserve a royalty-free,
nonexclusive and irrevocable license to reproduce,publish or otherwise use,and to authorize others to use,for
government purposes,the work or the copyright to any work developed under this agreement and any rights of
copyright to which a grantee,subgrantee or a contractor purchases ownership with grant support.
If this agreement results in the production of patentable items,patent rights,processes,or inventions,the
Implementing Agency shall immediately notify the Authority.The Authority will provide the Implementing Agency
with further instruction on whether protection on the item will be sought and how the rights in the item will be
allocated and administered in order to protect the public interest,in accordance with federal guidelines.
SECTION 32. PUBLICATIONS
The Implementing Agency shall submit to the Authority for review,a draft of any publication that will be issued by the
Implementing Agency describing or resulting from programs or projects funded in whole or in part with federal or
matching funds,no later than 60 days prior to its printing.
For publications over 20 pages,the Authority will submit comments to the Implementing Agency no later than 30 days
after receipt of the draft.If more than one such publication is submitted,the Authority reserves the right to extend the
30-day review period.
For publications of 20 pages or less,the Authority will submit comments to the Implementing Agency no later than 10
working days after receipt of the draft.If more than one such publication is submitted,the Authority reserves the right to
extend the 10-day review period.
The Authority reserves the right to require the resubmission of any publication for additional review and comment,prior
to its printing.
The Implementing Agency shall submit to the Authority,copies,the number of which will be specified by the Authority,
of the final publication no later than 20 days prior to release of the final publication.
Exceptions to the above publication requirements may be granted upon prior Authority approval.
Any such publication shall contain the following statement:
"This project was supported by Grant#2002-VA-GX-0017,awarded by the Office for Victims of Crime,Office of
Justice Programs,U.S.Department of Justice,through the Illinois Criminal Justice Information Authority.Points of
view or opinions contained within this document are those of the author and do not necessarily represent the official
position or policies of the U.S.Department of Justice,or the Illinois Criminal Justice Information Authority."
These publication requirements pertain to any written,visual or sound publication,but are inapplicable to press releases,
newsletters and issue analyses.
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SECTION 33. FEDERAL TAXPAYER IDENTIFICATION NUMBER
Under penalties of perjury,the Implementing Agency certifies that the name,correct taxpayer identification number,
and legal status listed below are correct:
Name: City of Elgin on behalf of the Elgin Police Department
Taxpayer Identification Number:
Employer Identification Number 36-6005862
I.Mgal Status(check one):
Individual Nonresident Alien
Sole Proprietorship Tax Exempt/Hospital/Extended Care Facility
Partnership/Legal Corporation Pharmacy/Funeral Home/Cemetery Corporation
Corporation Medical Corporation
X Government Pharmacy(non-corporate)
Estate or Trust
SECTION 34.FEDERAL GRANT INFORMATION
By signing this agreement,the Implementing Agency acknowledges that it has been informed of the following
information regarding the federal funds received under this agreement:
• Federal Awarding Agency:Office of Justice Programs,Office for Victims of Crime
• Catalog of Federal Domestic Assistance(CFDA)Number and Title: 16.575 Crime Victims Assistance
• Grant Award Name and Number: Crime Victim Assistance Grant Program(2002-VA-GX-0017)
• Grant Award Year:Federal Fiscal Year 2002
SECTION 35. RENEGOTIATION,MODIFICATION,OR AMENDMENT OF THE INTERAGENCY
AGREEMENT
No alteration,variation,modification,termination,addition to or waiver of any provisions of this agreement shall be
valid or binding unless in writing,and signed by the parties.For purposes of modification of this agreement which do
not involve increases or decreases in funding,the signature of one representative of the Implementing Agency is
sufficient.The parties agree to renegotiate,modify,or amend this agreement to ensure continued consistency with
federal and State laws,and regulations.
SECTION 36. INTEGRATION
This document and the exhibits,amendments,and items incorporated by reference constitute the entire agreement
between the parties pertaining to the subject matter of this agreement and supersede all prior and contemporaneous
agreements and understandings of the parties,oral or written,which are not fully expressed herein.No alleged
covenant,representation,or condition not expressed in this agreement shall affect or be effective to interpret,change
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Federal and State Grants Unit
14
City of Elgin on behalf of the Elgin Police Department
Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement#202046
or restrict the express provisions of this agreement.
SECTION 37. SEVERABILITY
If any term or provision of this agreement is held invalid,unenforceable,voidable or void,that term or provision
shall not affect the other terms or provisions of this agreement which can be given effect without the invalid term or
provision.
SECTION 38.CERTIFICATION TO ALLOWABLE SERVICES,ACTIVITIES,AND COSTS
Implementing Agency certifies that it,and its subcontractors,shall use VOCA and match fluids for only allowable
services,activities and costs,as described in the Victims of Crime Act Crime Victims Assistance Program
Guidelines;Section E.Services,Activities,and Costs at the Subrecipient Level.
Implementing Agency certifies that it,and its subcontractors,shall not use VOCA or match funds to pay for
presentations given by VOCA or match funded personnel,unless the following conditions are adhered to.A small
portion of a VOCA or match funded staff person's time may be used to give presentations to groups provided the
primary purpose of the presentation is to inform people about the VOCA funded project and available services.
These presentations should serve as a means of outreach to the project's target population either through reaching out
to individual crime victims or through agencies that typically have contact with the target population.
• VOCA or match funded staff time,not to exceed an average of 4 hours per month,may be used to provide
public presentations to community groups and schools provided the primary purpose of the presentation is
to inform people about the VOCA funded project and available services.
• VOCA or match funded staff time,not to exceed an average of 10 hours per month,may be used to provide
public presentations to criminal justice personnel and medical service providers provided the primary
purpose of the presentation is to inform people about the VOCA funded project and available services.
SECTION 39. EQUIPMENT REQUIREMENTS
If,for an item of equipment described in Exhibit B to be funded with either federal or matching funds,the
Implementing Agency does not have a purchase order dated within 90 days after the start date of the agreement,the
Implementing Agency shall submit a letter to the Authority explaining the delay in the purchase of equipment. The
Authority may,in its discretion:
A. Reduce the amount of federal funding;
B. Cancel this agreement;
C. Allow the Implementing Agency to reallocate the federal or matching funds that were allocated for
such equipment to other allowable,Authority approved costs;or
D. Extend the period to purchase this equipment past the 90-day period.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Federal and State Grants Unit
15
City of Elgin on behalf of the Elgin Police Department
Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement#202046
SECTION 40. ACCEPTANCE
The terms of this interagency agreement are hereby accepted and executed by the proper officers and officials of the
parties hereto:
Nt-
eh444y,
cti
Candice M.Kane Date
Executive Director
Illinois Criminal Justice Information Authority
Ed Schock Date
Mayor
City of Elgin
d), C(// o3
Jim Nowicki ate
Fiscal Services Manager
City of Elgin
)A6/64- . 7
William D.Miller Dale
Chief of Police
City of Elgin
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Federal and State Grants Unit
16
ATTACHMENT 2: PROPOSAL CONTENT
Please respond to each of the items in the following seven sections. The answers to these
questions will be your proposal. You may use additional sheets if necessary.
Part I: Description of Organization. In this section, we are trying to gain a general
sense of your agency's overall goals and activities,NOT solely the project for which you
are seeking VOCA funds.
a. Please provide a brief description of your agency.
The Elgin Police Department is a full-service law-enforcement agency,with 240
employees, including 170 sworn personnel. Centered along the banks of the Fox River,
the City of Elgin, Illinois is located approximately 38 miles northwest of Chicago.
The Elgin Police Department takes law enforcement to another level with community-
oriented policing, which involves a collaborative effort among police officers and
citizens to fight crime and to change conditions that contribute to social disorder.
Community policing involves working with public and private agencies, local
businesses, schools, churches, and residents. Efforts to improve the community are
forging a lasting partnership between community members and shattering the underlying
causes of crime.
In September of 1991, the police department initiated a new method of interaction with
the public through the hiring of a Victim's Assistance Coordinator. The Victim's
Assistance Coordinator was charged with the responsibility of providing short-term
counseling for individuals and families who live in the City of Elgin.
b. What is your agency's mission?
The Elgin Police Department's fundamental duties are to serve the community,to
safeguard lives and property,to protect the innocent against deception,the weak against
oppression or intimidation, and the peaceful against violence or disorder.
1
c. Does your agency have specialized units, e.g. personnel that target a specific
population or that work with cases of a particular crime type?
CHECK ONE YES NO
If YES,please list each unit and its general purpose below:
• Social Services, aims to provide the community support and assistance
through life transitions. We offer short-term counseling and referral
services to victims of crime, families in crisis, and parents and children in
conflict. These services are directly tied to the Elgin Police Department's
overall mission to improve the quality of life for the residents of the City
of Elgin. The Domestic Violence Case Manager was added to the Social
Services Unit under contract in October of 2001. The Domestic Violence
Case Manager provided counseling, court advocacy, referrals, and case
management to victims of domestic violence. This contractual position
has ended due to the expiration of funding from the Department of
Commerce and Community Affairs.
• Hispanic/Laotian Outreach, aims to maintain positive relations between
the Elgin Police Department and the Hispanic and Laotian communities
through providing interpretation services related to police issues,victim
assistance and home visits, information regarding rules pertaining to law
enforcement, referrals to local service agencies, assistance in local
events,networking opportunities with local agencies, and safety
education to bilingual youths.
• Elder Abuse, aims to serve and protect Elgin's senior citizens, including
providing assistance in reporting crimes,counseling services, and
referrals to other agencies specializing in serving senior citizens.
2
d. Does your agency have staff specifically assigned to provide support services to
victims of crime?
CHECK ONE: YES NO
If YES,please list the title and responsibilities of each staff person that provides
these support services:
• Victim Assistance Coordinator,provides counseling for victims of crime
of all populations, conducts support groups, assists victims in applying
for victims' compensation, selects and manages interns who are working
on their Master degrees in social work or counseling.
• Domestic Violence Case Manager, provided counseling, court advocacy,
referrals, and case management to victims of domestic violence. This
contractual position has ended due to the expiration of funding from the
Department of Commerce and Community Affairs. This is the position
we hope to fill again with funding from this grant.
• Interns, assist the Victim Assistance Coordinator in providing counseling
to victims of crime.
e. How does your agency inform crime victims of their statutory rights?
Our agency coordinates victim advocacy services with the Kane and Cook Counties'
State's Attorney's Office/Victim's Rights Unit. The Victim's Rights Unit educates
victims about the Illinois Bill of Rights for Victims and Witnesses of Violent Crime,
provides information regarding the case status,and gives assistance with the victim's
compensation application process.
3
f. What community-based programs does your agency refer victims of crime to, AND
what types of services do each of these programs provide?
We refer victims to the following community-based programs:
Program Services Provided
Child Advocacy Center Protects abused children by conducting child-sensitive
interviews, arranging medical evaluations, referring
victims and their families for mental health counseling
and other community services, and petitioning the
juvenile court and obtaining orders of protection.
DCFS Provides protection of children's welfare and rights,
including investigation of child abuse claims and placing
children into foster homes.
Kane and Cook County Educates victims about their rights,provides victim
Victim support groups, assists victims with the legal process,
Assistance/Victims' including attending court with them and obtaining victim
Rights Unit compensation. Also provides homicide support groups
for families who have suffered the loss of a relative due
to violent crime.
Community Crisis Center Provides emergency shelter, court advocacy,a crisis
hotline, and support groups for women and children who
are victims of domestic violence.
Renz Addiction Center Provides rehabilitation treatment for drug abusers and
assists drug abusers in obtaining medical assistance. Also
provides treatment for gambling addiction.
Ecker Center for Mental Provides psychiatric therapy,medication management,
Health and shelter for the severely mentally ill, and offers
counseling services for families and individuals
throughout the community.
Family Services Provides personal counseling for individual,marital, and
Association family problems,with special emphasis on bilingual
counseling for the Hispanic population.Also provides
consultation services for senior citizens and their adult
children.
St.Joseph's Hospital Provides crisis intervention stress debriefing services to
Crisis Team the community.
Centro De Informacion Provides counseling services for the Spanish-speaking
victims of crime and/or abuse. Also provides education
to the Hispanic community regarding domestic violence,
sexual aggression, and suicide.
Big Brothers Big Sisters Provides adult mentors to form helpful relationships with
troubled youth.
4
Part II: Summary of Program. This section will help us understand the project for
which you are seeking VOCA funds. This must include all direct services to be provided
to crime victims with VOCA and match funds. Do not include a description of activities
that will not be funded with VOCA or match funds.
a. Will additional staff be hired to provide the direct services to be funded with this
project,AND/OR will hours of existing staff be increased to provide these
services?
CHECK ONE:
'SI ADDITIONAL STAFF EXISTING STAFF BOTH
If ADDITIONAL STAFF will be hired for this project,please indicate each
additional staff person's title to be hired for this project,AND the full-time
equivalent(FTE)each person will work for this project.
%FTE for
Title of additional staff person to be hired this project
2 Part-time Domestic Violence Case Managers 100%(20 hrs.per
weekper each
case manager)
If EXISTING STAFF*will be used for this project,please indicate the title of
each existing staff person who will work for this project. Then, first indicate the full-
time equivalent(FTE)each person currently works NOT INCLUDING this project,
Second, indicate the additional FTE the same person will be working for only this
project. Finally,the total FTE should be indicated in the last column and should be
equivalent to the sum of the first two columns.
Current
%FTE of INCREASE
existing in%FTE for TOTAL
Title of existing staff person staff this project %FTE
N/A
*For existing staff,Federal dollars can only be used to fund additional hours
above those that are currently worked.
5
b. Please provide a brief summary of the proposed project.
As first responders to domestic violence,police officers are called upon to handle
potentially explosive situations with few tools other than the powers of arrest or citation.
Law enforcement responses are necessary, and police officers will always respond to
calls for service and perform their traditional duties. However,the issue remains as to
how law enforcement responses should change to minimize repeated victimization
within the same families.
To more effectively respond to the overwhelming problems of family violence, new
strategies are necessary. Early identification of families in trouble and enhancing the
police response will increase the likelihood of successful intervention and minimize
repeated victimization,with special emphasis on the most volatile cases that could lead
to fatalities if not addressed immediately. Coordinating and overseeing these new
strategies will require two,part-time, dedicated case managers.
At the point of first contact the victim of domestic violence has with police, the case
managers will identify the needs and appropriate services for the victim and provide
advocacy,counseling, and appropriate referrals to community agencies. This may
include home and school visits and attending court hearings.
The case managers will also assist victims in maneuvering through the hurdles in the
legal system that discourage victims from filing charges, obtaining Orders of Protection,
obtaining protected shelter, and developing a safety plan.
The case managers will provide direct intervention to each case. Each case will be
carefully assessed, and referrals will be made to the appropriate social service agency
deemed pertinent to the dynamics of the case.
The case managers will also work with the training director to ensure that knowledge
about domestic violence is shared with the police officers. This knowledge will include
the case managers' reports on repeated victimization versus one-time occurrences of
domestic violence calls. This will help the case managers and the police to identify the
most volatile of families who therefore need the most intervention.
The goals of the case managers positions include the following:
• Reduction in the number of repeated domestic violence calls for service.
• Provide the best,most appropriate referrals to at-risk families.
• Increase the availability of resources to victim/families in need.
• Provide a proactive and enhanced reactive approach to domestic violence case
work.
6
c. How will victims be referred to your program for services?
Police reports and officers' direct referrals
d. Will this project provide direct services for all crime victims, OR will this project
provide direct services to a sub-population of crime victims (e.g. domestic violence
victims, non-English speaking victims, disabled victims, teenage victims)?
CHECK ONE:
ALL CRIME VICTIMS -I SUB-POPULATION OF CRIME VICTIMS
If SUB-POPULATION OF CRIME VICTIMS,please identify:
Domestic Violence Victims
e. What will be the primary qualifications of program-funded staff?
Bachelors in Social Work,Masters preferred.
f. Who will oversee this project?
Victim Assistance Coordinator
•
g. How will this project complement the current activities and services provided at
your agency?
Currently,the Elgin Police Department has a Social Services Unit that provides
counseling and referral services to victims of crime. However, because of the high
number of domestic violence reports,it is imperative that we provide direct case
management services that are solely dedicated to victims of domestic violence.
Specifically,the Social Services Unit currently provides the following services:
• Intervention, including short-term counseling to individuals, families, and
support groups, case management, information and referrals,and crisis
intervention for victims of crime.
• Prevention, including community outreach, a mentoring program, educational
presentations,and a first-time offender program.
The Social Services Unit strives to address the various causes of personal and family
conflicts, which are known to play a role in causing criminal behavior. These causes
may include emotional problems, domestic violence,alcohol/drug abuse, mental and
physical illness, parent-child conflict, homelessness, grief/loss, and post-traumatic
stress.
The Domestic Violence Case Managers will compliment these services as well as help
the Elgin Police Department fulfill its mission to enhance the quality of life of the
citizens of Elgin and to prevent crime. Domestic violence plays a role in juvenile
delinquency and violent crimes. Children who grow up in abusive homes may become
abusers or victims themselves. Providing early intervention to at-risk families,
eradicating the hurdles in the system for the victim, and offering treatment avenues
constitute a holistic approach to deterring crime.
8
Part III: Statement of Problem. This section will help us understand why this project is
important to crime victims that come into contact with your agency as well as the
community you serve.
Please complete the table below with the specified crime rates (number of offenses
reported to police per 100,000 population)for the jurisdiction served by your agency
during calendar years 1999,2000, and 2001. If this information is not easily accessible
within your agency,both county and municipal level data for Index offenses, and county
level data for domestic offenses are available in the publication, Crime in Illinois
produced by the Illinois State Police(ISP). This publication may be downloaded from the
ISP web site:http://www.isp.state.il.us/. If you need municipal level data for domestic
offense rates or other assistance obtaining any of this information, you may contact the
Authority's Research&Analysis Unit at 312.793.8550.
Reported offense rates per 100,000 population for the City of Elgin,Illinois:
(your municipality or county)
1999-2001
Jurisdiction(s) Violent Index Offense Rates Property Index Offense Domestic Offense Rates
served by your Rates
agency 1999 2000 2001 1999 2000 2001 1999 2000 2001
City of Elgin 337.4 334.4 335.5 3111.6 2758.1 2710.4 792.3 651.9 666.8
If you are proposing to serve a sub-population of crime victims, such as sexual assault
victims,children, or elderly victims, you may be able to provide crime rates more
pertinent to your target population. Appendix C* provides a list of data sources that can
be used to calculate rates and where you can access them. Please feel free to create
another table if you find more than one data source relevant to your project. Again, if you
need additional assistance in obtaining data that are relevant to your project,you may
contact the Authority's Research&Analysis Unit at 312.793.8550.
Reported rates of N/A
(Insert type of data used here,e.g.violent Index offenses,child abuse reports,etc.)
per 100,000 population for N/A 1999-2001
(jurisdiction(s)served by your agency)
Jurisdiction(s) served by your agency 1999 2000 2001
(city or county)
N/A
9
* Appendix C indicates that several data sources only have information available at the
county level. If your project does not serve an entire county,you may still provide county
level rates, IF that is the smallest geographical level of data available.
Next,please respond to the following questions:
a. What is the problem(s)identified by crime victims that come into contact with your
agency that this project will address? (What do crime victims need that they are not
currently getting?)
Victims of domestic violence need immediate assistance at the initial contact with police
to ensure they have adequate access to resources that will help to protect them and see
them through the legal procedures. Due to lack of personnel, this need cannot be met.
b. How are you aware that this problem exists?(You may use the data entered in the
offense rate table if applicable. You may also provide additional data if you feel it
supports the need for your proposed project;please include the source of any such
data. You may also use anecdotal information based on experiences of agency staff or
other sources within your jurisdiction.)
During the period of October 2001 to 2002,the Elgin Police Department employed a
contractual Domestic Violence Case Manager through the funding from the Department
of Commerce and Community Affairs(DCCA). During this period,we were able to
provide all the services that we hope to continue to provide in 2003. When the DCCA
funding expires at the end of this month, we will no longer be able to provide this same
level of service to victims of domestic violence, as we experienced before we had the
domestic violence case manager. Without the domestic violence case manager,we have
only one full-time social worker,the Victim Assistance Coordinator, whose mission is to
serve all Elgin residents in need of short-term counseling,not just victims of domestic
violence. Our experience with victims of domestic violence has shown that full-time case
management, focused solely on victims of domestic violence, is critical to reduce
repeated victimization.
The Elgin Police Department has received a high volume of domestic violence-related
calls. The Elgin Police Crime Analysis Report shows that from November 2001 to date,
there have been over 600 reported cases of domestic violence. Over 40%of all reported
assault and batteries in the year 2001 were domestic violence cases. Also in that year,
37%of murder cases were related to domestic violence. These statistics indicate that
domestic violence cases increased by 15%in the year 2001.
Domestic Violence Case Managers can provide more comprehensive services to victims
from the moment of contact, and may be able to prevent repeated violence, and possibly
even homicide.
10
c. Why is your agency unable to adequately address this problem(s) with existing
resources?
Funding for additional staff is not currently available.
d. Have there been prior efforts to address this problem by your agency?
CHECK ONE: Ni YES NO
If YES, why was this effort not successful or not completely successful?
A one-year grant was awarded from the Department of Commerce and Community
Affairs,but it will expire October 31, 2002, which means there will be no staff available
to adequately serve victims of domestic violence. The Elgin Police Department has
sought other grant monies to fund this position. However, we received only 25%of the
funding needed to hire a full-time case manager.
During the year of the funded position(October 2001 to October 2002), we were
successful in providing direct-case management services to victims of domestic violence
because we had a full-time Domestic Violence Case Manager. To continue to be
successful, additional funding is necessary to continue these valuable services.
e. Are there any other resources in the area you serve that can help crime victims with
the need(s) you identified?
CHECK ONE: 4 YES NO
If YES, what is this resource,AND why is this project needed in addition to this
resource?
The Community Crisis Center is available to serve victims of domestic violence.
However,the proposed Domestic Violence Case Managers will fill the gap between
the victim's initial contact with police and community resources such as the
Community Crisis Center.
The Elgin Police Department is the first agency to have contact with the victim.
Therefore, it is important that a working and trusting relationship between the police
department and the victim is established immediately to ensure that the victims
receive services that may protect them and prevent future victimization.
Experience has shown that when victims do not receive case management services at
the time of initial police contact,they tend to fail to make use of other community
resources,mainly because they are not aware of the availability of these resources.
The Elgin Police Department already has a networking relationship with the
Community Crisis Center, which became more effective as a result of the interaction
between the former Domestic Violence Case Manager and the Community Crisis
Center.
11
Part IV: Goal and Objectives. This section will help us better understand where your
project is ultimately going (GOAL) and how it will get there (OBJECTIVES).
Remember that goals and objectives should only include VOCA grant and match
funded activities.
A. Goal: A universal goal has been developed for these projects. Please indicate the
choice(s) that are most appropriate for your intended project.
To provide direct services to (CHECK ONE BELOW):
ALL CRIME VICTIMS
-NI DOMESTIC CRIME VICTIMS
(Insert sub-population of crime victims here.)
for the purpose of alleviating trauma and suffering incurred from crime victimization.
B. Objectives: Please complete the following objectives by inserting the number of clients
that will be provided with that service. If you will not be providing a specific type of
service,place a zero in the blank. Performance indicators will be developed for you based
upon your responses to these objectives.
Example: Provide court accompaniment to 6 victims each month.
1) Provide criminal court-related advocacy and support services (e.g., court orientation,
court escort)to 5 victims each month.
2) Provide criminal case status& disposition information and/or appearance notification
services to 2 victims each month.
3) Assist 0 victims each month with victim impact statements.
4) Provide other criminal justice advocacy and support services (e.g. assistance with
restitution,transportation, child care, property return, and post-sentencing services and
support)to 2 victims each month.
5) Provide in-person information and referral services to 15 victims each month.
6) Provide telephone information and referral services to 35 victims each month.
7) Assist 4 victims with obtaining an order or protection each month.
12
8) Provide other emergency legal advocacy and support services (non-criminal justice, e.g.
filing elder and child abuse petitions)to 2 victims each month.
9) Provide follow-up contact to 50 victims each month.
10)Provide assistance in filing compensation claims to 1 victims each month.
11)Provide crisis counseling services to 4 victims each month.
12)Provide personal advocacy to 15 victims each month.
13)Provide home-visit services to 4 victims each month.
(other direct service proposed)
14)Provide school-visit services to 2 victims each month.
(other direct service proposed)
C. Impact Objective(s): The objective(s)developed in response to this item will improve
your ability to assess the impact of direct services from this project on your target
population.
What kinds of smaller, observable changes do you want to see in crime victims that come
into contact with your agency? Will they behave or think differently? Will they have more
information so they can make more informed decisions? Will there be an increase or
decrease in something?
The impact will consist of the following changes:
• There will be a decrease in repeat domestic violence victimiztion.
• Victims will be better informed of services available to them.
• Victims will be directed to services that address their underlying causes of domestic
violence.
• There will be an increase in the ability to thoroughly monitor the progress of each
domestic violence case.
• There will be an increase
as in the abil
ity to identify and focus on the most volatile of
domestic violence cases.
Part V: Program Strategies. The problem statement has described the issue(s)to be
addressed. Goals/objectives have defined the ends to be achieved. This section will tell
J us
how these ends are going to be accomplished by describing how the VOCA grant and
match funded activities will be implemented in clear, logical detail and should provide a
clear picture of how the program will operate in order to achieve its goals and objectives.
13
a. Please check all applicable activities staff hired under this project will be providing to
crime victims.
4 CRIMINAL JUSTICE-RELATED SUPPORT/ADVOCACY(e.g.,
orientation to the criminal court system, accompaniment to criminal
court)
CASE STATUS OR DISPOSITION INFORMATION AND/OR
APPEARANCE NOTIFICATION
ASSISTANCE WITH VICTIM IMPACT STATEMENTS
4 OTHER CRIMINAL JUSTICE SUPPORT/ADVOCACY SERVICES
(e.g. assistance with restitution, witness fees,protection services,
transportation, child care,property return, or post-sentencing services)
4 INFORMATION&REFERRAL—IN PERSON
4 INFORMATION&REFERRAL—TELEPHONE
4 ASSISTANCE WITH OBTAINING ORDERS OF PROTECTION
4 OTHER EMERGENCY LEGAL ADVOCACY(non-criminal justice,
e.g. filing elder and child abuse petitions)
FOLLOW-UP CONTACT
ASSISTANCE IN FILING COMPENSATION CLAIMS
CRISIS COUNSELING
PERSONAL ADVOCACY
4 OTHER ACTIVITY(Specify)
4 Home and School Visits
OTHER ACTIVITY(Specify)
14
b. How will the activities you listed in response to item(a)above benefit your target
population?
Victims of domestic violence will experience the following benefits:
• The victims will have a consistent contact at the police level of the legal
system.
• The victims will receive information and referrals relevant to their specific
needs.
• The victims will be informed of the cycle of violence, which may help to
reduce repeat incidents of domestic violence.
• The victims will be able to obtain appropriate services that may address
the underlying causes of domestic violence.
c. How will crime victims be referred to this project?
Most of the victims will be referred through police reports of domestic violence and
directly by police officers and the community at large.
d. Does staff need to be trained to provide the direct services for this project?
CHECK ONE: 4 YES NO
If YES, what kind of training will they receive,AND who will provide it?
Training will be ongoing and consist of conferences and seminars relevant to domestic
violence,many which are sponsored by the Illinois Coalition Against Domestic Violence
Training Institute. The case manager will be required to attend seminars offered by the
local women's domestic violence shelter and to collaborate with other police departments
that have established domestic violence units.
If NO, why not?
Part VI: Implementation Schedule. The implementation schedule should be used as a
planning tool for the project and should reflect a realistic projection of how the program
will proceed and should indicate: how the VOCA grant and match funded activities
which will be undertaken to accomplish each objective; who will be responsible for each
activity; and the month or week from the start date of the program that you expect to
complete each activity. Please use month or week—whichever term seems most
appropriate for each activity. Please use the attached implementation schedule form.
15
Activity Date Begun Date Personnel If ongoing,
Completed Responsible how often?
Month 1 Month 2 Coordinator N/A
Hire two, part-time DV Case Managers
Oversee New Employee Orientation Month 2 Month 4 Coordinator N/A
Activities, including training and
visiting the local women's shelter and
other police departments
Review Cases Months 2- N/A Case Manager Daily
24
Schedule Visits with Victims Months 2- N/A Case Manager Daily
24
Maintain Detailed Documentation of Months 2- N/A Case Manager Daily
Client Contacts and Interventions 24
Provide Referrals in Person Months 2- N/A Case Manager Daily
24
Provide Referrals by Telephone Months 2- N/A Case Manager Daily
24
Counseling Months 2- N/A Case Manager Daily
24
Court Advocacy Months 2- N/A Case Manager As Needed
24
Home Visits Months 2- N/A Case Manager As Needed
24
School Visits Months 2- N/A Case Manager As Needed
24
Months 2- N/A Case Manager Weekly
Follow-Up Contact 24
Months 3- N/A Case Manager As Needed
Coordinate Domestic Violence 24
Training for Police Officers with the
Training Director
Months 3- N/A Case Manager As Needed
Provide Community Education on 24
Domestic Violence
16
EXHIBIT B: BUDGET
City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#202046
IDENTIFICATION OF SOURCES OF FUNDING
SOURCE AMOUNT
Federal Amount: Victims of Crimes Act(FFY02) $77,003.00
Subtotal: $77,003.00
Match: City of Elgin $19,251.00
Subtotal: $19,251.00
Program Income: None
Subtotal:
Over-Match: Local $4,386.00
Subtotal: $4,386.00
GRAND TOTAL $100,640.00
B1
Exhibit B - Budget
Program Title: Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement# 202046
Personnel Services
Year 1 Year 2
Annual Annual #Months %Time On Federal Match
Job Title Salary Salary On Program Program Amount Contribut. Total Cost
Domestic Violence Case Manager $20,904.00 $21,740.00 24 100% $29,007.00 $13,637.00 $42,644.00
(Part-time position)
Domestic Violence Case Manager $20,904.00 $21,740.00 24 100% $32,644.00 $10,000.00 $42,644.00
(Part-time position)
$61,651.00 $23,637.00 $85,288.00
Fringe benefits $15,352.00 $0.00 $15,352.00
(see Fringe Benefit Worksheet for breakdown)
TOTAL PERSONNEL COST $77,003.00 $23,637.00 $100,640.00
Illinois Criminal Justice Information Authority
B2
Exhibit B - Budget
Program Title: Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement# 202046
•
Federal Match
Equipment Amount Contribut. Total Cost
N/A
*Competitive procurement procedures must be followed.
TOTAL EQUIPMENT COST $0.00 $0.00 $0.00
Illinois Criminal Justice Information Authority
B3
Exhibit B-Budget
Program Title: Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement# 202046
Commodities
Federal Match
Description Amount Contribut. Total Cost
N/A
TOTAL COMMODITIES COST $0.00 $0.00 $0.00
Illinois Criminal Justice Information Authority
B4
Exhibit B- Budget
Program Title: Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement# 202046
Travel
Federal Match
Description Amount Contribut. Total Cost
N/A
* Out-of-state travel requires prior Authority approval
TOTAL TRAVEL COST $0.00 $0.00 $0.00
Illinois Criminal Justice Information Authority
B5
Exhibit B- Budget
Program Title: Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement# 202046
Contractual
Federal Match
Description Amount Contdbut. Total Cost
N/A
TOTAL CONTRACTUAL COST $0.00 $0.00 $0.00
*Competitive procurement procedures must be followed.
Illinois Criminal Justice Information Authority
B6
Exhibit B -Budget
Program Title: Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement# 202046
Other Costs
Federal Match
Description Amount Contribut. Total Cost
N/A
TOTAL OTHER COSTS $0.00 $0.00 $0.00
Illinois Criminal Justice Information Authority
B7
Exhibit B - Budget
Program Title: Law Enforcement and Prosecutor-Based Victim Assistance Services
Agreement# 202046
GRAND TOTAL Federal Match
Amount Contribut. Total Cost
PERSONNEL SERVICES $77,003.00 $23,637.00 $100,640.00
EQUIPMENT $0.00 $0.00 $0.00
COMMODrflES $0.00 $0.00 $0.00
TRAVEL $0.00 $0.00 $0.00
CONTRACTUAL $0.00 $0.00 $0.00
OTHER COSTS $0.00 $0.00 $0.00
TOTAL COST $77,003.00 $23,637.00 $100,640.00
Illinois Criminal Justice Information Authority
B8
Law Enforcement-Based Victim Assistance Services
City of Elgin on behalf of the Elgin Police Department
Agreement#202046
Personnel Services
The staff funded by this grant work part-time as Domestic Violence Case Managers. The
new part-time positions will be VOCA funded for a period of 24 months.
Year 1 annual salary- $20,904+benefits
Year 2 annual salary- $21,740+benefits
Federal amount $77,003.00
Match amount $23,637.00
Personnel Total $100,640.00
B9
Fringe Benefit Worksheet
Indicate each fringe benefit paid using grant funds, both Federal and Match, for the total salary listed under
Personnel Services on the Budget. Indicate whether it is calculated as a percentage of salary, indicate percentage
used, or as a flat rate per employee,list dollar amount. Use the dollar amount calculated as the TOTAL FRINGE
BENEFITS on this worksheet as the dollar amount on the BUDGET under PERSONNEL SERVICES, under
FRINGE BENEFITS.
FRINGE BENEFITS % OF FRINGE
Use for all fringe benefits that are BENEFITS
calculated as a%of salary.
FICA 1.45%+6.2%
=7.65%
UNEMPLOYMENT .190%
RETIREMENT/PENSION 0
WORKER'S COMP 3.5%
DENTAL/VISION 0
HOSPITALIZATION 6.66%
TOTAL % FRINGE Box A
18%
Line A: Total from Total%Fringe Benefits (Box A) % 18
Line B: Total Salary Paid By Grant(take from Budget, Personnel Service.) $85,288.00
Line C: Total Line A multiplied by Total Line B $ 15,352.00
FLAT RATE FRINGE BENEFITS $AMOUNT PER POSITON
Use for all fringe benefits that are calculated
as a Flat Rate per employee.
HEALTH/MEDICAL INS. 0
OTHER(SPECIFY) 0
TOTAL FLAT RATE FRINGE Box B
0
Line D: Total from Total Flat Rate Fringe Benefits (Box B) $0
X
Line E:Number of paid positions funded through grant. 2
If position is not funded 100%include as percent of time on program.
Line F: Total Line D multiplied by Total Line E. $0
Line G: Total Line C plus Total Line F. TOTAL FRINGE BENEFITS = $15,352.00
Place this dollar amount in PERSONNEL SERVICES Section of the BUDGET.
Domestic Violence Case Manager Job Description
1. Reviews domestic violence reports; maintaining records and files.
2. Coordinates and refers domestic violence victims to various community agencies as
needed.
3. Maintains detailed case files and documentation of services.
4. Facilitates court advocacy services.
5. Assists victims with filing compensation claim forms.
6. Provides counseling services to domestic violence victims and their families.
7. Facilitates training on domestic violence in conjunction with the training director.
8. Represents the police department on the Kane county Domestic Violence Task
Force.
9. Coordinates with the department CR/CP division educational presentation on
domestic violence to interested groups.
10. Conducts home visits to domestic violence in conjunction with police reports if
needed
11. Transports domestic violence clients to court hearings.
12. Assist victims in obtaining orders of protection.
13. Develops and disseminates domestic violence information to department
personnel.
14. Performs related tasks as required.
Domestic Violence Case Manager Job Description
1. Reviews domestic violence reports;maintaining records and files.
2. Coordinates and refers domestic violence victims to various community agencies as
needed.
3. Maintains detailed case files and documentation of services.
4. Facilitates court advocacy services.
5. Assists victims with filing compensation claim forms.
6. Provides counseling services to domestic violence victims and their families.
7. Assists the Community Relations and Community Policing divisions in
preparing presentations on domestic violence to interested groups. *
8. Conducts home visits to domestic violence victims to provide services if needed.
9. Transports domestic violence clients to court hearings.
10. Assist victims in obtaining orders of protection.
11. Performs related tasks as required.
* Presentations are limited by Section 38 of the Interagency Agreement.