11-202 r r
Resolution No. 11-202
RESOLUTION
RATIFYING THE EXECUTION OF AN INTERAGENCY AGREEMENT TO
ACCEPT A GRANT FROM THE ILLINOIS CRIMINAL JUSTICE
INFORMATION AUTHORITY FOR A
PART-TIME DOMESTIC VIOLENCE CASE MANAGER
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that it
hereby ratifies and approves the execution of an Interagency Agreement by Colleen Lavery, Chief
Financial Officer,and Jeffrey Swoboda,Chief of Police,to accept a grant from the Illinois Criminal
Justice Information Authority in the amount of$38,858 regarding a part-time domestic violence case
manager, a copy of which is attached hereto and made a part hereof by reference.
BE IT FURTHER RESOLVED that David J. Kaptain, Mayor, is hereby authorized and
directed to execute all documents necessary in conjunction with the subject grant program.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: December 7, 2011
Adopted: December 7, 2011
Vote: Yeas: 6 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
COVER PAGE
PROGRAM TITLE: Law Enforcement & Prosecutor-
Based Victim Assistance Services
AGREEMENT NUMBER: 211046
I
PREVIOUS AGREEMENT NUMBER(S): 210046, 209046, 208046, 206246,
206046, 204546, 204046, 202046
ESTIMATED START DATE: September 1, 2011
SOURCES OF PROGRAM FUNDING:
FUND: VOCA FFY 11 Funds: $ 38,858
Matching Funds: $ 9,714
Over-Matching Funds: $ 945
Total: $ 49,517 I 0‘cr...)
IMPLEMENTING AGENCY'S NAME: City of Elgin
ADDRESS (This address must be the physical 150 Dexter Court
address that is registered with CCR and include Elgin, IL 60120-5527
nine digit zip code):
IMPLEMENTING AGENCY'S AUTHORIZED David Kaptain
OFFICIAL:
TITLE: Mayor, City of Elgin
FEDERAL EMPLOYER IDENTIFICATION
NUMBER: 36-6005862
IMPLEMENTING AGENCY'S DUNS NUMBER 010224772
IMPLEMENTING AGENCY'S CCR 1/21/12
REGISTRATION EXPIRATION DATE:
IMPLEMENTING AGENCY'S CAGE CODE: 5CHL9
PROGRAM FINANCIAL OFFICER: Colleen Lavery
TITLE: Chief Financial Officer
TELEPHONE: 847-931-5625
PROGRAM AGENCY'S NAME: Elgin Police Department
PROGRAM AGENCY'S ADDRESS (This address 151 Douglas Avenue
must be the physical address that is registered with Elgin, IL 60120-5503
CCR and include the nine digit zip code):
PROGRAM AGENCY'S AUTHORIZED Jeffrey Swoboda
OFFICAL:
TITLE: Chief of Police
PROGRAM AGENCY'S DUNS 92-834-9711.
PROGRAM AGENCY'S CCR EXPIRATION 12/20/11
DATE
PROGRAM AGENCY'S CAGE CODE 3ZLT3
FISCAL CONTACT PERSON: Lacey Roberts
AGENCY: _Elgin Police Department
TITLE: Budget Analyst
TELEPHONE: 847-289-2685
FAX: 847-289-2750
E-MAIL: roberts 1@cityofelgin.org
PROGRAM CONTACT PERSON: JoAnn Stingley
TITLE: Victims Assistance Coordinator I
TELEPHONE: 847-289-2686
FAX: 847-289-2642
E-MAIL: stingley j@cityofelgin.org
PROGRAM AGENCY'S CONGRESSIONAL 14th
DISTRICT (This must be based on the nine digit zip
code registered with CCR. The district can be
located by using this link
http://www.elections.il.gov/DistrictLocator/District
OfficialSearchBvZip.aspx.):
PRIMARY AREA OF PERFORMANCE (This N/A
should be completed if grant activities are taking
place in a location other than the Program Agency's
office registered with CCR. This needs to be an
address with a nine digit zip. If locations are the
same please mark "N/A"):
PRIMARY AREA OF PERFORMANCE'S N/A
CONGRESSIONAL DISTRICT (This must be
based on the nine digit zip code listed above. The
district can be located by using this link
http://www.elections.il.gov/DistrictLocator/District
OfficialSearchByZip.aspx. If the place of
performance is the same as the Program Agency's
address listed in CCR please mark "N/A"):
Question 1) Are more than 80% of the Program No
Agency's revenue from the federal government:
Question 2) Are the Program Agency's federal No
revenue more than 825,000,000?:
Question 3) Are the Program Agency's top five No
compensated officers compensation not available
through the Securities and Exchange Commission
or the Internal Revenue Service?:
If the answer to all of the three above questions is
yes, then please list the five highest compensated
officers and their compensation.
NAME COMPENSATION
Revised April 2010 1
City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
INTERAGENCY AGREEMENT
Victims of Crime Act Victim Assistance Grant Program
This interagency agreement is entered into by the Illinois Criminal Justice Information Authority,with its offices at 300
W.Adams,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,Illinois 60120-5527,for implementation of the Law Enforcement&Prosecutor-Based Victim Assistance
Services program.
WHEREAS,Section 7(k)of the Illinois Criminal Justice Information Act(20 ILLS 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 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 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,pursuant to the Victims of Crime Act,the Authority has been designated as the State agency responsible
for administering this program;and
WHEREAS,the Authority designated the Implementing Agency 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
Implementing Agency as follows:
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 September 1,2011 through August 31,2012.
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
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
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Law Enforcement&Prosecutor-Based -ictim Assistance Services
Agreement#211046
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. PAYMENT
The maximum amount of federal funds under this agreement is$ 38,858 and is dependent on the expenditure of
matching funds as described in this agreement and Exhibit B, and the performance of the Implementing Agency in
accordance with the terms and conditions of this agreement.
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 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 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 5. MATCH
The Implementing Agency certifies that it(a) meets the requirements 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.
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 6. NON-SUPPLANTATION
The Implementing Agency certifies that VOCA funds will not be used to supplant(replace) State or local funds.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
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Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
VOLA funds must increase the amount that would otherwise be available to the Implementing Agency for the
types of activities eligible for funding under the Victims of Crime Act.
SECTION 7. FUNDING ELIGIBILITY REQUIREMENTS
Implementing Agency certifies that it,and its subcontractors, shall use VOCA and match funds 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.
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.
In administering the program described in Exhibit A the Implementing Agency agrees that it:
(a) Is a nonprofit organization or public agency that provides services to victims of crime;
(b) 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 it 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;
(c) Utilizes volunteers;
(d) Promotes coordinated public and private efforts within the community served to aid crime victims;
(e) Assists victims in seeking available crime victim compensation benefits;
(f) Maintains statutorily required civil rights statistics on victims served by,national origin,sex,age,and
disability,where such statistics are voluntarily provided by those receiving assistance,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;
(g) Provides services to victims of federal crimes on the same basis as victims of State and local crimes;
(h) Provides services to crime victims,at no charge,through the program described in Exhibit A; and
(i) Maintains confidentiality of client-counselor information,as required by State and federal law.
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. These
presentations should serve as a means of reaching the project's target population either through outreach 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
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
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Agreement#211046
services.
The Implementing Agency certifies that it,and its subcontractors,shall comply with sections 1404(a)(2)and 1404(b(1-
2)of the Victims of Crime Act of 1984,42 U.S.C. §10603(a)(2)and 42 U.S.C. § 10603(b)(1-2).
SECTION 8. PROGRAM DESCRIPTION,BUDGET,EXHIBITS AND AMENDMENTS
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.
The documents appended are made a part of this agreement, as exhibits and amendments as the case may be.Any
amendment to this agreement must be signed by the parties to be effective.The Implementing Agency shall perform
the services subject to this agreement in accordance with all terms,conditions,and provisions set forth in such
exhibits and amendments.
SECTION 9. 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 10. FINANCIAL CAPABILITY
The Authority may,in its discretion,require the Implementing Agency to provide documentation on its financial
capability. This may include,but is not limited to,copies of the Implementing Agency's annual report, credit
reports,delinquency status of Federal debt,and assurances on the adequacy of the Implementing Agency's
accounting system and operations. The Implementing Agency must comply with federal and state financial
management standards.
SECTION 11. REPORTING AND EVALUATION REQUIREMENTS
Unless another reporting schedule has been required or approved 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 and significant others served by program,type of crime,
type of services provided,race,sex,age,national origin and disability,where such information is
voluntarily furnished by those receiving services;and
b) Staff Information:Number of hours and types of service contributed during the reporting period by
paid and volunteer staff.
The Implementing Agency agrees to submit the following information as required by the Authority:
a) Changes that have been made in the program since receiving the federal funds that will benefit
victims of crime;
b) A short description of how the program has coordinated its activities with other service providers in
the community;
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
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c) A short description of how the program has assisted crime victims in seeking available crime victim
compensation benefits;
d) Victim statistics,including the total number of victims served by criminal justice status(i.e.
reporting/non-reporting,prosecution/non-prosecution);
e) Staff information,including the number of hours of training received by volunteers and paid staff;
f) Program information and activities,including the number of hours of training presented,number of
hours of public information and education programs presented: and
g) Number of referrals to/from other agencies.
Unless another reporting schedule has been required or approved by the Authority,the Implementing Agency is also
required to submit quarterly fiscal reports and to file year-end program financial status reports. The Executive
Director of the Authority will determine the content and form of these reports. The Implementing Agency agrees to
report any additional information required by the Executive Director of the Authority.
SECTION 12. MAINTENANCE OF RECORDS
The Implementing Agency agrees to maintain records which document activity reported to the Authority pursuant to
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 or its
representatives,the Office of Chief Financial Officer or its representatives,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 13. CLOSE-OUT REQUIREMENTS
Within 45 days of the expiration date of this agreement or any approved extension thereof the following documents
must be submitted by the Implementing Agency to the Authority: (a)final financial status report; (b)final progress
reports; (c)property inventory report; (d) any refund of unexpended funds and(e)other documents required by the
Authority.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
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City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
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.
Audits shall be made annually,unless A-133 allows the Implementing Agency to undergo biennial audits.Audits
shall be made in accordance with the Generally Accepted Government Auditing Standards(GAGAS),General
Accounting 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 no later than 9 months after
the close of the Implementing Agency's audit period.Further,Implementing Agency understands and agrees that
funds may be withheld,or other related requirements may be imposed, if outstanding audit issues(if any)from
OMB Circular A-133 audits(and any other audits of Office of Justice Programs(OW) grant funds)are not
satisfactorily and promptly addressed,as further described in the current edition of the OW Financial Guide,
Chapter 19.
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 this agreement and all other program activity.
The Authority,Illinois Auditor General and the Illinois Attorney General 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.In addition,the Office of Victim
of Crime and the Office of the Chief Financial Officer or their representatives shall have access to and right to all
relevant books,documents,papers,and records of the Implementing Agency,and to relevant books,documents,
papers and records of subcontractors.
SECTION 15. PROCUREMENT REQUIREMENTS,REQUESTS FOR PROPOSALS
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
that minimally adhere to all applicable laws,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 shall follow its established procurement process if it minimally adheres to 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$100,000 or less,the Implementing Agency must solicit quotes or bids from at least three
sources.
• For procurements over$100,000,the Implementing Agency must formally advertise the proposed procurement
through an Invitation for Bids(IFB),or a Request for Proposals(RFP)process.
All procurements over$100,000,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.In addition,the
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
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Authority reserves the right to request that any RFP or IFB,regardless of its dollar amount,be submitted to the
Authority for review and approval prior to its issuance.In addition, the Implementing Agency shall notify and
submit for approval to the Authority any other relevant procurement documents including but not limited to Request
For Information(RFI).
As required by the Authority,the Implementing Agency shall submit documentation regarding its procurement
procedures and grant-funded purchases for Authority review and approval,to assure adherence to applicable federal
guidelines.
SECTION 16. 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 over $100,000 that are funded with federal or matching funds must be submitted by the Implementing
Agency for Authority review and approval prior to their effective dates and execution by the Implementing Agency.In
addition, the Authority reserves the right to require that any subcontract funded with federal or matching funds,
regardless of its dollar amount, be submitted to the Authority for review and approval prior to its effective date and
execution by the Implementing Agency.
As required by the Authority,the Implementing Agency shall submit documentation regarding contracts to be
funded with federal or matching funds for Authority review and approval,to assure adherence to applicable federal
guidelines.
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 17. 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 18. INDEPENDENT CON TRACTOR
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 19. MANAGEMENT AND DISPOSITION OF EQUIPMENT AND COMMODITIES
Equipment and commodities acquired by the Implementing Agency with agreement funds shall be used for
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
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Agreement#211046
purposes of the program described in Exhibit A only. The Implementing Agency shall retain the equipment and
commodities acquired with agreement funds as long as they serve to accomplish program purposes, whether or not
the program continues to be supported by federal funds. If the equipment or commodities originally purchased for
the program are no longer capable of fulfilling the needs of the program and must be traded in or replaced or there is
no longer a need for the equipment or commodities. the Implementing Agency shall request instructions from the
Authority.
The Authority may deny equipment and commodities costs or require that the Implementing Agency relinquish
already purchased equipment and commodities to the Authority, if the Implementing Agency fails to employ an
adequate property management system, governing the use, protection and management of such property. The
Implementing Agency is responsible for replacing or repairing equipment and commodities that are willfully or
negligently lost, stolen, damaged or destroyed. The Implementing Agency shall provide equivalent insurance
coverage for equipment and commodities acquired with agreement funds as provided for other equipment and
commodities owned by the recipient. Any loss, damage or theft of equipment and commodities shall be investigated
and fully documented, and immediately reported to the Authority.
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.
Equipment purchased using federal or matching funds shall be year 2000 compliant and shall be able to process all
time/date data after December 31, 1999.
SECTION 20. CONFLICTS OF INTEREST
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.
The Implementing Agency shall establish safeguards to prohibit employees from using their positions for a purpose
that is or gives the appearance of being motivated by a desire for private gain for themselves or others.
SECTION 21.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:
The Victims of Crime Act;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);and the Office of Justice
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Programs'Financial Guide(current edition).
Office of Management and Budget Circulars A-21,A-87,A-102,A-110,A-122,and A-133,Executive
Order 12372;Illinois Grant Funds Recovery Act(30 ILCS 705);Illinois Procurement Code(30 ILCS 500);
State Comptroller Act(15 ILCS 405);Authority Federal Grant Financial Guidelines; and the rules of the
Authority(20 Ill.Adm. Code 1520 et seq.).
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 38,Equal Treatment for
Faith-Based Organizations;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;Part 66,
Uniform administrative requirements for grants and cooperative agreements to State and local
governments;Part 67, Governmentwide Debarment and Suspension(Nonprocurement); and Part 69,New
Restrictions on Lobbying;Part 70,Uniform administrative requirements for grants and agreements
(including subawards)with institutions of higher education,hospitals and other non-profit organizations;
Part 83,Government-wide requirements for drug-free workplace(Grants).
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.
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.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
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•
City of Elgin on behalf of the Elgin Police Department
Law Enforcement R Prosecutor-Based Victim Assistance Services
Agreement#211046
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 22. NATIONAL ENVIRONMENTAL POLICY ACT AND RELATED LEGISLATION
If the Implementing Agency undertakes new activities related to the use of federal grant or matching funds in
connection with the program that include one or more of the activities listed below,the Implementing Agency shall
assist the Authority and the U.S.Department of Justice,Office for Victims of Crime(OVC), in complying with the
National Environmental Policy Act(NEPA)and other related federal environmental impact analyses requirements,
including but not limited to those listed in this agreement.
The Implementing Agency acknowledges that this section applies to new activities whether or not they are being
specifically funded with federal grant or matching funds,in connection with the program.As long as the new
activity is being conducted by the Implementing Agency,or any subgrantee, subcontractor,or any third party,and
the new activity needs to be undertaken in order to use the federal grant or matching funds in connection with the
program,the terms of this section must be met.
Prior to obligating federal grant or matching funds in connection with the program,the Implementing Agency must
determine if any of the following activities will be related to the use of such federal grant or matching funds.The
Implementing Agency must notify the Authority in writing if it will be conducting any of the following activities,
when the activity is undertaken in order to use, or is funded with, federal grant or matching funds in connection with
the program:
• New construction.
• Minor renovation or remodeling of a property either(a) listed or eligible for listing on the National Register of
Historic Places or(b) located within a 100-year flood plain.
• A renovation,lease,or any other proposed use of a building or facility that will either(a)result in a change in
its basic prior use or(b)significantly change its size.
• Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as
an incidental component of a funded activity and(b)traditionally used, for example,in office,household,
recreational,or educational environments.
For existing and continuing programs or activities that will be funded with federal grant or matching funds through
the Authority,upon request by the Authority as directed by OVC,the Implementing Agency shall cooperate with
OVC in any preparation by OVC of a national or program environmental assessment of that funded program or
activity.
SECTION 23. NATIONAL HISTORIC PRESERVATION ACT COMPLIANCE CERTIFICATION
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 certifies it
shall assist the Authority and the Office of Victims of Crime(OVC) in complying with the National Historic
Preservation Act(NHPA).
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
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City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Sen ices
Agreement#211046
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 contact the Authority. The
Implementing Agency shall provide the Authority with any information needed to comply with NHPA. This ma'
include assisting the Authority and OVC in consulting with the State Historic Preservation Office and amending the
proposed renovation to avoid any potential adverse impact to an historic structure. 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.
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
the proposed renovation being exempt from the NHPA.
SECTION 24. EQUAL EMPLOYMENT OPPORTUNITY PROGRAM
Pursuant to 28 CFR Part 42 (Nondiscrimination;Equal Employment Opportunity;Policies and Procedures),except
those recipients specifically exempted by 28 CFR Part 42.302(c), if the Implementing Agency has 50 or more
employees,is receiving more than$25,000 or more under the Omnibus Crime Control and Safe Streets Act,and has
a service population with a minority representation of 3 percent or more,the Implementing Agency shall formulate,
implement and maintain an equal employment opportunity program relating to employment practices affecting
minority persons and women.
The Implementing Agency shall complete and submit an EEO Plan Certification to the Authority. This Certification
shall indicate if the Implementing Agency is required to have an EEO Plan or if the Implementing Agency is
exempt from this requirement.If required by this section,the Implementing Agency certifies that an equal
employment opportunity program will be in effect during the period of performance of this agreement. In addition,
an Implementing Agency receiving $500,000 shall submit a copy of its equal employment opportunity plan to the
Authority. The Implementing Agency shall acknowledge that failure to submit,if required, an acceptable and
approved Equal Employment Plan may result in the suspension of the Interagency Agreement until such time the
Implementing Agency is in compliance.
The Implementing Agency acknowledges that failure to submit an acceptable EEO Plan,if required by this section,
is a violation of this agreement and may result in suspension or termination of funding,until such time the
Implementing Agency is in compliance.
SECTION 25. NONDISCRINIINATION
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 ILCS 5).
National origin discrimination includes discrimination on the basis of limited English proficiency(LEP).To ensure
compliance with Title VI and the Safe Streets Act,recipients are required to take reasonable steps to ensure that
LEP persons have meaningful access to programs.Meaningful access may entail providing language assistance
services,including oral and written translation when necessary.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
11
City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
Faith-Based and Community Organizations that statutorily qualify as eligible applicants under OW programs are
invited and encouraged to apply for assistance awards and will be considered for awards on the same basis as any
other eligible applicants and,if they receive assistance awards. will be treated or.an equal basis with all other
grantees in the administration of such awards.No eligible applicant will be discriminated against on the basis of its
religious character or affiliation,religious name, or the religious composition of its board of directors or persons
working in the organization.
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. 3789d(c);
Title VI of the Civil Rights Act of 1964, as amended,42 U.S.C. 2000d;
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); and Executive Order 13166 Limited English Proficiency
Resource Document: Tips and Tools from the Field;
Section 504 of the Rehabilitation Act of 1973,as amended,29 U.S.C. 794;
The Americans with Disabilities Act,42 U.S.C. 12132 et seq.;
Title IX of the Education Amendments of 1972,20 U.S.C. 1681;
The Age Discrimination Act of 1975,42 U.S.C. 6102;
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 Department of Justice regulations on sex discrimination in education programs,28 C.F.R. 54;
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 fording 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 fording 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 shall complete and submit the Civil Rights Certification.If the Implementing Agency
has had findings of discrimination within the past 3 years,a copy of any findings of discrimination must be sent to
the Authority along with the Certification.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
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City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
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 a shall comply with all provisions of the Discriminatory Club Act(775 ILCS 25).
In accordance with federal civil rights laws. an Implementing Agency shall not retaliate against individuals for
taking action or participating in action to secure rights protected by these laws.
SECTION 26. 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
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 27. DEBARMENT AND A DRUG-FREE WORKPLACE CERTIFICATION
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
depaituient 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 28. LOBBYING CERTIFICATION
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. No funds under this grant may be used,either directly
or indirectly,to support the enactment,repeal,modification, or adoption of any law,regulation, or policy,at any
level of government.
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 29. 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 30. 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).
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
13
City of Elgin on behalf of the Elgin Police Depainnent
Law Enforcement Sz,Prosecutor-Based Victim Assistance Services
Agreement#211046
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.
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.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
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City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
(g) Making a good faith effort to continue to maintain a drug free workplace through implementation of the
Drug Free Workplace Act.
SECTION 31. 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 32. 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 33. DISPOSITION REPORTING CERTIFICATION
The Implementing Agency certifies that it is in compliance with the reporting provisions of the Criminal
Identification Act(20 ILCS 2630),when applicable, and agrees to cooperate with the Authority and other parties in
the implementation of the State's Criminal Records Improvement Plan, developed by the Authority pursuant to
federal law.
SECTION 34.CRIMINAL INTELLIGENCE SYSTEM OPERATING POLICIES CERTIFICATION
If the program described in Exhibit A is subject to requirements of the Criminal Intelligence System Operating
Policies,28 CFR Part 23,the Implementing Agency certifies to the Authority that the program shall conform with
the operating policies set forth in 28 CFR Part 23.20 and meets funding criteria set forth in 28 CFR Part 23.30. If the
program is subject to these requirements, the Implementing Agency shall cooperate with specialized monitoring and
auditing of the program as may be required by 28 CFR Part 23.40(a),and shall comply with operating policies
required by 28 CFR Part 23.40(b).
SECTION 35. 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 36. STATEMENTS,PRESS RELEASES,ETC.
When issuing statements,press releases,requests for proposals,bid solicitations,and other documents describing
projects or programs funded iri 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.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
15
City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
SECTION 37. 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#2011-VA-GX-0046,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.Depattcuent of Justice,or the Illinois Criminal Justice Information Authority."
Publications subject to these requirements include any planned,written,visual or sound materials,including but not
limited to,brochures,booklets,videos,posters,radio and television announcements,training fliers,interim or final
reports,and conference and presentation materials,that are substantively based on the project and prepared by the
Implementing Agency. These requirements are inapplicable to press releases,newsletters and issue analyses.
SECTION 38. FEDERAL TAXPAYER IDENTIFICATION NUMBER
Under penalties of perjury,the Implementing Agency certifies that the name,correct taxpayer identification
number,and listed below are correct:
Name: City of Elgin
Taxpayer Identification Number: 36-6005862
Social Security Number
or
Employer Identification Number
(If you are an individual, enter your name and SSN as it appears on your Social Security Card. If completing this
certification for a sole proprietorship, enter the owner's name followed by the name of the business and the owner's
SSN or EIN.For all other entities, enter the name of the entity as used to apply for the entity's EIN and the EIN.)
Legal Status(check one):
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
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City of Elgin on behalf of the Elgin Police Department
Law Enforcement S.:.Prosecutor-Based Victim Assistance Services
Agreement#211046
Individual Nonresident Alien
Sole Proprietorship Tax E tempt
Partnership/Legal Corporation Pharmacy/Funeral Home/Cemetery(Corp.)
Corporation providing or billing medical Corporation NOT providing or billing
and/or healthcare services medical and or healthcare services
X Government Pharmacy(non-corporate)
Estate or Trust Non-profit Corporation/Tax Exempt
Non-profit Corporation/Non-Tax Exempt Other(Specify)
(Implementing Agency marking non-profit corporation!tax exempt shall supply the Authority with a copy
of their determination letter showing their 501(c)(3) status.)
SECTION 39.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(2011-VA-GX-0046)
• Grant Award Year:Federal Fiscal Year 2011
SECTION 40 TRANSPARENCY ACT COMPLIANCE
The Implementing Agency and Program Agency agree to comply with any and all requirements of 2 C.F.R.
§33.200 that are imposed on recipients of federal funds by the Federal Funding Accountability and Transparency
Act of 2006.The Implementing Agency and Program Agency agree to comply with the following:
a)To acquire and use a DUNS (Data Universal Numbering System)number. The DUNS number shall be
procured from Dun and Bradstreet,Inc online at www.dunandbradstreet.com or by calling 1-866-705-
5711.
Implementing Agency's DUNS Number: 010224772
Program Agency's DUNS Number:_928349711
b)To maintain a current registration in the Central Contractor Registration(CCR)database.The
Implementing Agency must update or renew their CCR registration at least once per year to maintain an
active status. Information about registration procedures can be accessed at www.ccr.gov or by calling 1-
888-227-2423.
The Implementing Agency's CCR registration is valid until:1/21/2012
The Program Agency's CCR registration is valid until: 12/20/2011
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
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City of Elgin on behalf of the Elgin Police Depai talent
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
c)Shall provide the Authority with their Commercial And Government Ent:ty(CAGE) Code.The CAGE
Code request process is incorporated into the CCR registration.
Implementing Agency's CAGE Code:_5CHL9
Program Agency's CAGE Code:_3ZLT3
d)The Implementing Agency and Program Agency further agree that the shall not enter into any agreement
with subgrantees or contractors, without proof that the subgrantee or contractor are in compliance with the
Federal Funding Accountability and Transparency Act of 2006 and all requirements of 2 C.F.R. §33.200
including obtaining a DUNS number and maintaining registration with the CCR. The acquisition of a
DUNS number and registration with the CCR database is not required of subgrantees and contractors who
are individuals.
SECTION 41. 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 42. 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 or restrict the express provisions of this agreement.
SECTION 43. 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 44. TERMINATION OR SUSPENSION OF THE INTERAGENCY AGREEMENT
The Executive Director of the Authority may suspend or terminate performance of this agreement, in whole or in
part,when an Implementing Agency fails to comply with any State or federal law or regulation or with the terms or
conditions of this agreement. The Authority may take one or more of the following actions:
• Temporarily withhold cash payments pending correction of the deficiency by the Implementing Agency
• Disallow all or part of the cost of the activity or action not in compliance
• Wholly or partly suspend or terminate the current agreement
• Withhold further awards to the Implementing Agency
• Pursue other legal remedies,as applicable.
If the Authority terminates an agreement,the Authority will notify the Implementing Agency in writing of its decision,
specify the reason, afford the Implementing Agency a reasonable time to terminate project operations, and request the
Implementing Agency seek support from other sources. An agreement that is terminated pursuant to this section will be
subject to the same requirements regarding audit, recordkeeping, and submission of reports as an agreement that runs
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
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City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#2110
for the duration of the period of performance. Any appeals will be conducted in accordance with the Authority's
Operating Procedures for the Administration of Federal Funds(20 Il.Adm. Code 1520.60).
SECTION 45.FAILURE TO FILE IN A TIMELY FASHION.
In order to preclude the possibility of lapsing of funding, the Authority is requiring the timely filing of all required
reports. Reports shall include but are not limited to, quarterly fiscal reports, quarterly progress reports and all reports
included in the closeout materials.The quarterly fiscal and progress reports are due not more than 15 days after the end
of the quarter unless another reporting schedule has been required or approved by the Authority. The final date for
submission for all of the closeout material reports is 45 days after the end of the grant period.
Failure to meet the reporting dates established for the particular reports shall result in the "freezing" of all funds. The
frozen funds shall not be limited to a particular grant that is delinquent, but all grant funds that the Implementing
Agency has with the Authority shall be frozen. Funds will be released following the completion of all the reporting
requirements.
SECTION 46: COURT APPOINTED SPECIAL ADVOCATES
The Implementing Agency shall,on agreements that fund Court Appointed Special Advocates (CASA), ensure and
provide documentation(i.e.time and attendance records)that any and all funds are utilized"solely"to benefit
victims of crime. Therefore,VOCA funds shall be used to pay for only,that portion of the coordinator's time,
which is devoted to supervision,training,etc. of those volunteers who provide direct services to child victims of
physical and sexual abuse, criminal neglect and or abandonment.
SECTION 47.REPORTING GRANT IRREGULARITIES
The Implementing Agency shall promptly notify the Authority through their Grant Monitor when an allegation is
made,or the Implementing Agency otherwise receives information,reasonably tending to show the possible
existence of any irregularities or illegal acts in the administration of grant funds. The Authority,per its agency
policy,shall determine the reasonableness of the allegation of the irregularities or illegal action and determine the
appropriate course of action. Possible actions would include conducting an internal audit or other investigation or
contacting the proper authorities. Illegal acts and irregularities shall include but are not limited to such matters as
conflicts of interest,falsification of records or reports both data,fiscal and programmatic, and the misappropriation
of funds or other assets.
The Implementing Agency shall inform any sub-recipient of the Authority's grant funds that the sub-recipient is
similarly obligated to report irregularities and the Implementing Agency shall provide a copy of the Authority' s
policy to any sub-recipient.A copy of the Authority's policy is available on the web at
http://www.icjia.state.il.us/public/.
Failure to report known irregularities can result in suspension of the Interagency Agreement or other remedial
action.In addition,if the implementing agency's auditor or other staff becomes aware of any possible illegal acts or
other irregularities prompt notice shall be given to the Implementing Agency's director. The Implementing Agency,
in turn,shall promptly notify the Authority as described above of the possible illegal acts or irregularities. If the
possible misconduct involves the Implementing Agency's director,the Implementing Agency staff member shall
provide prompt notice directly to the Authority.
In addition,the Authority,if in its judgment there is a reasonable allegation of irregularity or illegal act,shall inform
the Office of Justice Program's Office of the Comptroller,the Department of Justice's Office of Professional
Responsibility and the Office of Inspector General, and state and local law enforcement agencies or prosecuting
authorities,as appropriate, of any known violations of the law within their respective area of jurisdiction.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
19
City of Elgin on behalf of the Elgin Police Depaitutent
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement#211046
The reporting of any irregularities,illegal acts and the proposed or actual corrective action shall be reported to the
Authority at:
Illinois Criminal Justice Information Authority
Attn: Grant Monitor
300 W.Adams Suite 200
Chicago,IL 60606
Phone: 312- 793-8550
SECTION 48.REPORTING POTENTIAL FRAUD,WASTE OR SIMILAR MISCONDUCT.
The Implementing Agency shall promptly refer to the Authority,via their assigned Grant Monitor, and the
Depattutent of Justice Office of Inspector General(OIG)any credible evidence that a principal, employee,agent.
contractor, subcontractor, or subgrantee has either submitted a false claim for grant funds in violation of the False
Claims Act or committed a criminal or civil violation of laws pertaining to fraud, conflict of interest,bribery,
gratuity or similar misconduct involving grant funds.
Potential fraud,waste,abuse or misconduct shall be reported to the Authority by mail at:
Illinois Criminal Justice Information Authority
Attn: Grant Monitor
300 W.Adams Suite 200
Chicago,IL 60606
Phone: 312-793-8550
Potential fraud,waste,abuse or misconduct shall be reported to OIG by mail or e-mail at:
Office of the Inspector General
U.S. Depatttnent of Justice
Investigation Division
950 Pennsylvania Ave,N.W.Room 4706
Washington.D.C.20530
E-mail: oig.hotline@usdoj.gov Phone: 1-800-869-4499 Fax: (202) 616-9881
More information is available from the DOJ OIG website at www.usdoj.gov/oig.
SECTION 49. USE OF FUNDS
Implementing Agency certifies that it,and its subcontractors, shall use federal and match,if applicable, funds for
only allowable services,activities and costs, as described in Exhibit A.
The Implementing Agency certifies that only those costs listed in Exhibit B shall be paid pursuant to this agreement.
Implementing Agency understands the payment of funds shall be withheld until such certifications are received by
the Authority.
SECTION 50.ASSOCIATION OF COMMUNITY ORGANIZATIONS OF REFORM NOW
The Implementing Agency understands and agrees that no funds will be contracted or subawarded to the
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
20
City of Elgin on behalf of the Elgin Police Department
Law Enforcement&Prosecutor-Based Victim Assistance Services
Agreement 4211046
Association of Community Organization of Reform Now(ACORN)or its subsidiaries without prior approval of the
Authority.
SECTION 51.TEXT-MESSAGING WHILE DRIVING
The Authority encourages the Implementing Agency to adopt and enforce policies banning employees of the
Implementing Agency or Program Agency and contractors or subcontractors from text messaging while driving any
vehicle during the course of performing work funded by this agreement,and to establish safety policies and conduct
education,awareness,and other outreach to decrease crashes caused by distracted drivers.
SECTION 52.Victim Compensation Awareness
The Implementing Agency shall certify that victims are notified of the VOCA Victims Compensation program
administered through the Office of the Illinois Attorney General.Notification is defined as simply advertising the
Victim Compensation program through posters or brochures publicly displayed in the agency's office or by verbally
making the victim aware of the program. This notification requirement does not apply to crisis services.
The Implementing Agency shall detail their method of notification in the Program Narrative/Exhibit A.
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
21
City of Elgin on behalf of the Elgin Police Department
Law Enforcement R Prosecutor-Based Victim Assistance Services
Agreement#211046
SECTION 53. ACCEPTANCE&CERTIFICATION
The terms of this interagency agreement are hereby accepted, executed, and where applicable, certified and acknowledged, by
the proper officers and officials of the parties hereto:
).. G /7 L
Jack Cutrone Date
Executive Director
Illinois Criminal Justice Information Authority
I, David Kaptain, Mayor under oath, do hereby certify and acknowledge that : (1) all of the
information in the grant agreement 211046 is true and correct to best of my knowledge,
information and belief, (2) the grant funds shall be used only for the purposes described in the
grant agreement 211046, and (3) the awarding of grant funds is conditioned upon the Authority's
receipt of this certification.
./1. ,, __,
1l r �� '.. 12/7/11
'Kid ap :rn Date
Mayor
City of Elgin
I,Colleen Lavery,Chief Financial Officer under oath,do hereby certify and acknowledge that: (1)
all of the information in the grant agreement 211046 is true and correct to best of my knowledge,
information and belief,(2)the grant funds shall be used only for the purposes described in the
grant agreement 211046,and(3)the awarding of grant funds is conditioned upon the Authority's
receipt of this certification.
dae-ani ,Ll ' /�1/4s/ //
Colleen Lavery ( / Date
Chief Financial Officer
City of Elgin
I,Jeffrey Swoboda, Chief of Police under oath, do hereby certify and acknowledge that: (1)all of
the information in the grant agreement 211046 is true and correct to best of my knowledge,
information and belief, (2) the grant funds shall be used only for the purposes described in the
grant agreement 211046, and(3)the awarding of grant fu i ds is conditioned upon the Authority's
receipt of this certification.
' // dC--------- //2 1/
/ effrey woboda Date
Chief of Police
Elgin Police Department
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Updated August 10,2011
Federal and State Grants Unit
22
VICTIMS OF CRIME ACT
EXHIBIT A:
PROGRAM NARRATIVE
Standard Non-InfoNet Reporting
I. Description of organization
1. Program Agency Name: City of Elgin, Police Department Victim Services Unit
Mailing Address: 151 Douglas Ave, Elgin, IL 60120
Telephone number: 847-289-2686
2. Please provide the following information for your VOCA program service area (attachments are
acceptable).
A. List the county(ies) or municipality(ies) served by your VOCA program.
Kane and and a small portion of Cook
B. Federal Congressional District number(s) 14
C. State Senatorial District number(s) 22
D. State Representative District number(s) 43
These districts can be found by visiting the Illinois State Board of Elections website.
Type of program agency (Check one)
A. Criminal justice government*
E1 Law Enforcement Court
n Prosecution n Corrections
❑ Probation n Other (specify)
B. Non-criminal justice government
n Social Services n Hospital
❑ Mental Health ❑ Public Housing
❑ Other(specify)
C. Private: Non-profit
_ Hospital n Shelter
n Rape Crisis n Mental Health
n Religious Organization n Other (specify):
D. Other: Describe
*If your agency is a governmental unit, such as law enforcement or prosecution, please provide a short
description of how the activities described within this application have been coordinated with the victim
service providers in the community served. Include letters of support from all agencies listed as part of
the application.
For victims who need emergency shelter,we refer them to the Elgin Community Crisis Center. Victims who need substance
abuse treatment for themselves or others,we refer them the Renz Addiction Treatment Center. Victims who need more pro-
bono legal assistanace are referred to Prairie State Legal Services for Kane County,and LifeSpan for Cook County.Victims
who need extensive mental health services for themselves or their children are referred to the Ecker Center and Family
Services Association. Victims are referred to other agencies for other needs as well,but these are the primary agencies.
If your agency is not able to coordinate these activities with a victim service agency please explain why.
3. Purpose of VOCA funds: (select one)
❑ Start a new victim services project n Expand or Enhance an existing project not
funded by VOCA in a previous year.
1
•
E Continue a VOCA funded victim project
Li Technology
funded in a previous year
4.
Crime Victim Assistance Funds Awarded: $38,858 Project Begin Date: 9/1/2011
Grant Number: 211046 Project End Date: 8/31/2012
5. These VOCA funds will primarily be used to: (check one)
Expand services into a new geographic area I I Offer new types of services
Serve additional victim populations ® Continue existing services to crime victims
n Other (specify)
6. For this victims' services program indicate the number of VOCA funded paid staff, full-time
equivalent* (FTE) 1.5
* FTE is calculated by the number of hours worked in a week divided by the average work week for your organization.This
number will match the total on Question 3a on page 5.
7. Volunteers used in any capacity throughout your agency should be counted and reported.
Does your organization use volunteers?
® Yes— complete part A & B
❑ No—complete the volunteer waiver certification included in the continuation packet.
A. How many Full-time Equivalent (FTE) volunteer staff are used by your agency as a whole, not
just the VOCA funded program?
The agency has a variable number of part-time volunteers,but the sum of their combined hours does not add up to as
much as 1 FTE. There are between 2 to 4 social work interns within the Victim Services Unit at any given time. Only
social work interns are allowed to work in the Victim Services Unit due to the confidential nature of the work
performed.
B. What activities do they perform?
Agency-wide volunteers perform mostly clerical work. They work in the Training and Community Relations Units.
These volunteers perform the following tasks: updating files and information regarding policies and procedures,and assisting
in neighborhood watch and special event programs. The social work interns in the Victims Services Unit provide direct
services such as case management,intake assessment, follow-up, and counseling to individuals in the community who may
be involved with a police mattere or who need general assistance. Most of these interns do not work in the Domestic Violence
Program,but they may assist the Domestic Violence Case Manager when there is a backlog of victims to contact.
8. Identify the amount of the VOCA-Funds allocated to serve victims accordingly.
ALL GENERAL CRIME $
,
Child Abuse (includes child sex abuse) $
Domestic violence $ 38,858
Sexual assault $
Underserved
DUI/DWI crashes $
Survivors of homicide victims $
Assault and/or Battery $
Revised May 2011 2
Adults molested as children $
Elder abuse $
Robbery $
Other violent crime (specify) $
TOTAL (should match question N.) $ 38,858
Revised May 2011 3
9. Sub-grant Match (financial support from other sources for this program):
Value of In Kind Match S 7,611
Cash Match $ 3,048
Total $ 10,659
10. Please provide the total amounts of funding allocated to All Victim Services based on your agency's
current fiscal year budget:
Other Federal funds (excluding these VOCA funds) $
VOCA funds (award amount) $ 38,858
State $
Local $ 10,659
Other $
n This agency certifies that it receives over $500,000 in federal funds agency wide and it is required to
have an A-133 Audit.
11. Identify the victims to be served through this VOCA-Funded project (include match funded
activities)by checking the type of crime(s) At least one must be selected.
❑ Child Physical Abuse - Adults molested as children
Child Sexual Abuse D Survivors of homicide victims
❑ DUI/DWI Crashes - Robbery
® Domestic Violence ❑ Assault
Adult Sexual Assault n Other Violent Crimes (specify)
Elder Abuse ❑ Other(Specify)
12. Check the services to be provided by this VOCA— funded project. Check all that apply
® Crisis Counseling 17 Criminal Justice Support/Advocacy
Follow Up Contact n Emergency Financial Assistance
❑ Therapy (7 Emergency Legal Advocacy
Z Group Treatment X Assistance in Filling Compensation Claims*
❑ Crisis Hotline Counseling ® Personal Advocacy
❑ Shelter/Safe House ® Telephone Contacts (Information and Referral)
® Other (Specify) ; home visits as necessary for
® Information and Referral (In person) crisis intervention: and providing information and
referrals through letters when phone or in-person
contact has not been possible.
*Assistance in filling compensation claims is MANDATORY
Revised May 2011 4
II. Summary of organization
In this section, we are trying to gain a general sense of your organization's activities, NOT solely
the program for which you are seeking VOCA funds.
1. Please provide a brief description of your entire organization, including details of different
units and staffing.
The Elgin Police Department consists of the following main units:
-- Adminstration, consisting of 7 sworn officers, including the Chief of Police and 4 civilian
adminstration assistants, and 2 budget positions
-- Operations, which handles traffic law enforcement, training for police officers, crisis
negotiaion, and tactical response. This unit consists of 38 sworn officers, including the Deputy
Chief
-- Investigations, which handles both adult and juvenile crime investigations and includes Gang
and narcotic crimes. This unit has 64 sworn officers, including the Deputy Chief
-- Records/Evidence, consisting of 8 civilians who perform document management tasks
associatied for police reports and evidence storage.
-- Social Services/Victims Assistance Services, consisting of 1 FTE who is the supervisor, and 2
part-time social workers, one who is the Domestic Violence Case Manager whose position is
funded by this grant.
--Technical Services, consisting of 4 civilian positions who perform computer network and
telephone network tasks.
-- Communications, consisting of 26 civilian postions responsible for 911 calls.
There are several civilian positions dispersed throughout the police department who provide
services such as community relations, senior citizen services, events planning, community
service officers, and animal-control officres.
The Elgin Police Department is a full-service law enforcement agency, with 283 employees,
including 189 sworn personnel and 94 non-sworn .
Elgin is centered along the banks of the Fox River, and is located approximately 38 miles
northwest of Chicago. Community-oriented policing has been the Elgin Police Department's
mode of operation for 20 years. Community-oriented policing involves a collaborative effort
among police officers and citizens to lessen crime and to change conditions that contribute to
social disorder. Community policing involves working with the public and private agencies, local
businesses, schools, churches, and residents to improve the community and forge a lasting
partnership between community members and the Police Department.The Social
Services/Victims Assistance Services Unit was established 20 years ago as part of the
community-oriented policing initiative.
2. Besides the services funded through this VOCA grant, what (if any) other victim services
does your agency provide? Include examples of how these services are coordinated with the
VOCA funded activities.
In September of 1991, the first Victims Assistance Coordinator was hired. This was
another method of enhancing the community oriented policing concept and as another way for
the community to interact with police in order to address social problems that may develop into
criminal problems. The Victims Assistance Coordinator's responsibilities involve providing
short-term counseling for individuals and families,providing services to crime victims, (any
person who has been the victim of a violent crime and any person who witnessed a violent crime,
another facet of the program involved working very diligently with families and juveniles that
Revised May 2011 5
are consistently in contact with the police due to behavior related problems. And yet another
facet includes net working with the community agencies court systems and schools. This is
proactive step toward solving criminal intent and criminal activity as well as bridging a strong
parternership with the community.
Today, the Victims Services Unit provides specialized assistance to victims of domestic
violence and many other services to Elgin citizens that may improve levels of functioning in the
areas of family relations, school, community, interpersonal relations, and services that
encompass early intervention and prevention. The unit shares the mission of the Elgin Police
Department to serve the citizens of Elgin. The unit provides the following free services to all
citizens seeking services:
-- Individual, family, and group counseling
-- Consequences, a psychoeducational group for teen first-time offenders
-- Providing Encouragement Through Adolesccents Living Successfully (PETALS), a support
group for adolescent girls who are involved in minor criminal activity or, depicting behavior
problems
--Services to victims of domestic violence
-- Educational presentations to the community
3. Please indicate the total number of staff dedicated to all victim services at your organization,
not just this VOCA funded program.
Type of staff Number of staff
Number of staff providing direct service. 2 part-time (20 hrs. per
(Do not include managerial and support staff in this count). week each)
1 FTE, particially
Number of managerial staff funded by VOCA with
the in-kind match
Number of administrative support staff 0
4. Does this program make a special effort to target any un-served or underserved populations?
7 Yes—check all un-served/underserved populations being targeted
171 No—skip to Section III
n American Indian n Lesbian, gay,bisexual, transgender
1 I Asian n People with disabilities
n Black or African American n Limited English proficiency
Elderly n Mental health issues
7 Hispanic or Latino n Substance abuse issues
n Homeless or living in poverty Rural areas
n Immigrants, refugees, or asylum seekers Children
❑ Other(specify):
Revised May 2011 6
HI. Summary of Program
This section will help us understand the program 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.
1. Description of program: Please provide a description of your VOCA funded program.
Include information on any efforts to target underserved victim populations listed above that
are served by this program, such as minority, elderly or disabled populations.
The Domestic Violence (DV) program of the Victims Services Unit at the Elgin Police
Department provides services to victims of domestic violence and their family members. DV
victims come from every population--female and male, young and elderly, all races and
religions, wealthy and poor.
The DV program is not limited to partner abuse. It also addresses family violence-- including
violence between siblings, parents and their children, and roommates. In addition, the DV
program provides services to children who witness violence in their homes. The primary DV
program services include:
-- Review all DV police reports
-- Contact the victims cited on the reports via phone or letter to offer services, information,
and referrals
-- Assist victims who directly request help (with or without police reports)
-- Provide referrals to other community resources, mostly for legal advocacy and assistance
in obtaining orders of protection, emergency shelter, and finanical aid
-- Provide crisis counseling/crisis intervention(including home visits when necessary) to
victims and their family members
-- Provide personal advocacy
-- Assist victims in safety planning
-- When appropriate, head up support groups for victims who need this additional support
The Domestic Violence (DV) Case Manager's primary goal is to contact as many victims as
possible to offer information and services to help them and their children to be safe. To do
this, the case manager makes as much use of other community resources as possible. For
example, when victims wish to obtain help in resolving legal issues such as orders of
protection, divorce, and custody of children, the DV Case Manager refers them to agencies
who have specialized legal advocates. Victims in the Kane county area in Elgin are referred
to the Community Crisis Center and Prairie State Legal Services for free legal assistance.
Victims in the Cook County area in Elgin are referred to LifeSpan in Rolling Meadows for
free legal assistance. However, the DV Case Manager will directly assist victims in obtaining
orders of protection and provide criminal justice support when other agencies' legal
advocates are not available within the critical timeframe.
2. Who oversees this program? Please include position titles and duties. (Do not include
personal information.)
Victims Assistance°Coordinator; duties to the Domestic Violence Program include
supervising the Domestic Violence Case Managers,submitting grant data reports and budget
reports to grant monitors and to management of the Elgin Police Department and the City of
Elgin,monitoring the budget,and providing direct services to victims of domestic violence as
necessary, especially direct referrals to the case managers when victims call directly or are
referred directly by the police officers.
Revised May 2011 7
3. Staff
a. Report the total number of FTE* staff funded by the VOCA grant. Report staff by title.
Include employees who are part-time and/or only partially funded with this grant as well
as program funded consultants/contractors. Include employees who are funded with any
required grant match. Report all FTEs in decimals, not percentages.
Title of Staff Person Full Time % time on VOCA
Equivalent funded program
Example:Advocate .50 100
Domestic Violence Case Manager .50 100
Victims Assistance Coordinator 1 10%
TOTAL(should equal#6 on pg. 2) 1.5
*FTE is calculated by the number of hours worked in a week divided by the average
work week for your organization.
b. What are the primary qualifications (e.g. education, language skills etc.)of program—
funded staff?
The primary qualification for the Domestic Violence Case Manager position(s)is a
Masters degree in social work or counseling.
The primary qualification for the Victims Assistance Coordinator position is a
Masters degree in social work or related area. For more details of qualifications see
the attached job descriptions as required for the next item(c.).
c. Please attach an updated job description for each position including duties and
qualifications. If this position is not 100% VOCA-funded, asterisk the duties that
apply to this program on the job description.
Job descriptions are attached.
Victims Compensation Program
As a condition of receiving VOCA funds the Office on Victims of Crime (OVC) mandates that
programs receiving VOCA funds must notify* all victims of the VOCA Victims Compensation
program administered through the Office of the Illinois Attorney General.
4. Please explain how your agency informs victims of the VOCA Victims' Compensation
program.
During the intial follow-up call or in-person meeting with every victim, the Domestic
Violence Case Manager informs the victim of the VOCA Victims' Compensation program.
Whenever a victim cannot be reached by phone or in-person meeting, the victim receives this
information in a letter from the Domestic Violence Case Manager. Also, the Victims'
Compensation program is advertised in the office in flyers and brochures. Whenever a victim is
interested, the Domestic Violence Case Manager will download the Victims' Compensation
application from the State's Attorney's website and assist the victim in filling it out..
*Notification is defined as simply advertising the Victims' Compensation program through posters or
brochures publicly visible in the agency's office. Other options include: providing information and
referrals concerning the program and assistance with the application.
Revised May 2011 8
IV. Statement of Problem
This section will help us understand why your program is important to crime victims that come
into contact with your agency as well as the community you serve. This section should document
the problem(s) the organization continues to face and justify a need for continued funding.
1. Use the table below to identify the crime(s) this program will target and provide three years
of county level data for your service area. If your program does not target a specific type of
crime please include the three highest crime rates for the jurisdiction your program serves.
Data for Index offenses are available on the Illinois Criminal Justice Information
Authority's website or the publication, Crime in Illinois, produced by the Illinois State
Police(ISP).
2007-2009
Type of crime: Type of crime: Type of crime:
Domestic Violence
".2008: yrs;f2009 ;20074,', . fl ,: :: 2009 • 2007 x.008" 2009
1,912 1,362 1,868
total total total
offenses offenses offenses
* If multiple counties are served by your VOCA funded program please list the counties served
here, and accumulate the crime numbers above. The above numbers are for Kane County only,
because the greater Elgin area is in Kane County. Only a small portion of Elgin is in Cook. Also,
the above numbers represent the total number of Domestic Crime Offenses, not crime indexes,
because these numbers come from the Supplemental portion of the Kane County portion of the
Illinois State Police website as recommended in the instructions above. The reports on this
website do not provide Crime indexes for Domestic Crimes. They provide only the total number
of Domestic Crimes per year in the Supplemental sections of the annual reports.
2. What is the problem(s) your VOCA funded program has identified through its contact with
the victim population served that this program addresses? (What do crime victims need that
they would not get if not for the services provided through this program?)
Safety is the key issue for victims of domestic violence but the majority of them lack knowledge
of or access to community resources that can help them to leave their abusive partners safely.
They also lack the emotionally support family and friends they need to follow through with
utilizing community resources, including emergency shelter, victim compensation, crisis
counseling, legal advocacy, etc. Of those victims who do have supportive extended family or
friends,many victims would prefer to come to a neutral agency for help because they do not
want to put their loved ones at risk. Victims who are ambiguous about their feelings toward
their abusers and confused about their options for themselves and their children need to be able
to explore those feelings in resolving these issues so they can make informed decisions
3. Use the space below to provide any anecdotal information based on the experiences of
agency staff or other sources within your jurisdiction that may highlight the crine(s) and
victims served through this program. Please do not use names or any other information that
would identify a specific victim.
The following are four examples of the victims served, the types of services that were
provided, and the amount of time spent on each case:
Revised May 2011 9
A.) One Victim had to terminate her relationship with her abusive mother and her abusive
boyfriend at the same time. The Domestic Violence Case Manager provided several
crisis counseling sessions with the victim, which empowered her to move out of her
mothe-'s home, break up with her boyfriend, and live independently on her own. She
was also a single mother of two children from a previous relationship. The case
manager also gave the victim several referrals for housing assistance and additional
social support. The case manager spent approximately 10 hours working on this case.
The victim has since reported that she is doing very well and is happy to be living on
her own.
B.) A 17-year-old pregnant teen who had been a victim of domestic violence and who
already had another young child, came in for crisis counseling. At the time, the victim
had been living with a "safe family"that had been arranged by her high school social
worker. After the victim gave birth to her second child, she shortly discovered that the
safe family had been abusing her 2-year-old boy while they were babysitting and
when was attending high school. She reported that she had to find another place to
live. Note that this young mother had spent nearly all her life in the foster care system
due to her parents having been abusive. The Domestic Violence Case Manager
provided several crisis counseling sessions to this victim and personal advocacy with
her school social worker, DCFS, and the local domestic violence emergency shelter.
Altogether, the case manager spent approximately 40 hours working on this case,
much of the time was spent searching for a another safe family that would be willing
to support her and her children at least until she completed high school. Months later,
the victim stopped by to let the case manager know that she is now living on her own
with a female roommate, working, and completing high school with honors. She
stated she was grateful for all the help she received from everyone, which made her
very determined to be independent.
C.) A woman who had been a victim of domestic violence by her now ex-boyfriend
reported a violation of an order of protection. When the Domestic Violence Case
Manager followed up with her, the case manager learned that the ex-boyfriend had
been stalking her for quite some time as well as 4 other women who had been
members of the same church. The case manager provided several crisis counseling
sessions to this victim to help her to safety plan and to cope with the danger she was
in. The case manager also provided criminal justice support, working with detectives
and the state's attorney to ensure that they were well aware of the danger the victim
was in and to seek their help in making sure the stalker was convicted and if not
placed in jail, then to have a judge court order GPS monitoring of the ex-boyfriend.
The victim stated that before the case manager had followed up with her, she had
tried to get the state's attorney and the detectives to understand her predicament, but
she felt no one took her seriously. She stated she was grateful that the case manager
was able to get the legal authorities to understand the danger she was in. The case
manager spent about 10 hours on this case altogether.
D.) Several victims had requested a need for a support group for extra help in resisting
the temptation to return to their abusive partners, for reason such as 1) fear that they
could not survive on their own; 2) loneliness; 3) seductiveness of the abusers; 4) pity
for the abusers, etc. Hence, the case manager held several group support sessions,
involving 5 to 7 participants during any given session, two of whom were pregnant
teenagers, and the rest were middle aged. All participants stated the group meetings
were very helpful. The older members mentored the younger members, which, in the
end, helped both parties to resist the temptation of returning to their abusive partners.
The case manager spent about 10 hours working on the support group, including
preparation to lead group discussions.
Revised May 2011 10
I I I TOZ ABIAI PasL a
V. Goals and Objectives
This section provides an overview of your program's accomplishments during the current performance period, and also helps us learn about what
helped or hindered your program during this time. (This section should provide guidance as to whether objectives or program strategies should be
modified for the upcoming year.)
A universal goal was developed for your current grant program. Please indicate the goal that was chosen for your current performance period.
Goal: To provide direct services to (check one) for the purpose of alleviating trauma and suffering incurred from victimization.
All crime victims ® Victims of Domestic Violence
(Sub-population of crime victims. This should match the crimes)indicated in Section: 1V)
If completing this section prior to the end of the program performance period please estimate.
Number Number of clients Number for
identified from
(Objective) that actually Objective met?* upcoming
Service Provided prior received this Yes or No performance
performance service.* period.
period.
a. Crisis Counseling 92 103 Yes (+ 9 more) 95
b. Follow Up Contact 720 628 No (92 less) 630
c. Therapy 0 0 0 0
d. Group Treatment 0 7 (Yes +7) 0
e. Crisis Hotline Counseling 0 0 0 0
f. Shelter/Safe House 0 0 0 0
g. Information and Referral (In person) 48 _ 47 No (1 less) 45
h. Criminal Justice Support/ Advocacy 8 13 Yes(+5 more) 10
i. Emergency Financial Assistance 0 0 Yes 0
j. Emergency Legal Advocacy 0 5 Yes (+5 morel _ 0
k. Personal Advocacy 12 15 Yes (+3 more) 95 (now
including case
management)
1. Telephone Contacts (Information and Referral) 300 416 Yes (+116 350
more)
m. Other(specify): Letters 300 196 No (104 less) 175
---
n. Group Treatment 0 7 N/A 5 -----
o.
_ _o. Case Management 92 103 Yes (+9)
12
*If you did not meet the objective(s) listed above, please detail each objective not met.
A.. Crisis counseling; B. Follow-up Contact; G. Information and Referral; M. Other, Letters. Reason for all: Insufficient police reports.
The estimated number of clients we expected to serve during this grant period was based on the number of clients we served during the prior grant
period. Clients/victims were referred to the Domestic Violence Case Manager through police reports. During this grant period,the Domestic
Violence Case Manager discovered that the number of police reports on domestic violence had been significantly less than in previous grant years.
The Domestic Violence Case Manager then inquired whether the calls for service to victims had also been reduced. She discovered that the calls for
services had been just as high as previous years, but the number of police reports was considerably less than had been done in the previous grant
years. The case manager surmised that perhaps the Records Department was not storing the reports in their proper places in the database, and she
discovered that some of the "missing reports"were actually lumped in with the general battery reports instead of separated out into the domestic
battery section of the database. However, this mix up in the data entry did not account for the entire reduction of police reports. The case manager
and the Victims Assistance Coordinator are still looking into this situation and have requested a formal crime analysis from the specialists at the
Elgin Police Department. As for D., Group Treatment, we did not anticipate providing this service to clients because we never had in the past. We
ended up providing this service to respond to requests from several victims who stated they felt they needed extra support. They stated they felt they
would feel stronger from hearing from other victims and sharing ideas and moral support with each other.
Revised May 2011 13
I. What were the successes of your program during the current performance period:' include
any anecdotal information that may highlight the crime(s) and victims served through this
program. Do not use names or other information that would identifi� a specific victim.
The victims who received crisis counseling services were able in the end to leave their
abusive relationships. The program served more males than in the past and some members of
the gay community, who had never sought help before. It appears that the community response
to the Domestic Violence Program' has been positive, with more victims seeking help directly,
with or without police intervention. Also police officers have been more proactive at seeking
help for victims by bringing specific victims to the Domestic Violence Case Manager's
attention.
2. What barriers did you experience in implementing your program during the current
performance period? How did you respond to them? Include any anecdotal information that
may highlight the crime(s) and victims served through this program Please do not use
names or other information that would idents- a specific victim or a particular person.
Other than the reduction of police reports as is explained on page 12, there were no
barriers to providing direct service to victims.
3. Is there anything else you would like us to know based on your experiences with the current
performance period? If so, please describe here.
We discovered the occasional need for a support group, which we fulfilled, even though
it had not been in our initial plan. The victims who participated stated it helped them
tremendously to be empowered to move forward in their life goals. The main issue each victim
presented was the temptation to return to their abusive partner. The moral support that these
victims received from each other in addition to the case manager's support proved to be very
effective. Note, however, that we cannot predict whether this need will come up again for the
new grant period, which is why we did not add this to our goals. The victims who were
members of the group have moved on, occasionally getting back in touch with the Domestic
Violence Manager Case Manager to let her know how they are doing, and they are all reporting
that they are happy in their new jobs and their new and healthy relationships.
14
VI. Program Implementation
The problem statement describes the issue(s) to be addressed in the following year. This section
will tell us how these ends are going to be accomplished by describing how the VOCA grant as
well as match funded activities will be implemented in clear, logical detail and should explain
how your program will achieve its goals and objectives and work to resolve the issues addressed.
1. Please describe the specific activities each staff member (federal and match funded) under
this program will provide to crime victims and explain how those activities benefit your
target population.
Domestic Violence Case Manager's Activities and Benefits to Victims
-- Review police reports on DV incidents and contact victims via phone or letter to offer
information, services, and referrals. Victims will benefit from this service because they will learn
that help is available to them at no cost to them, which is the first step in breaking their isolation
and empoweres them with knowledge and hope that with help they can end the abuse in their
lives.
-- Provide crisis counseling, including safety planning, to victims and their family members,
including home visits when necessary. This service will help victims to think rationally about
their options and make better, informed choices, which will help them to end the abuse in their
lives.
-- Provide personal advocacy. This will benefit victims who need extra support in removing the
obstacles that are holding them back from leaving their abusive partners,including helping them
to communicate with other agencies who serve victims, helping them to find resources for
financial aid, transporting them to job interviews, etc.
--When legal advocates from other community agencies are not available, provide legal
advocacy such as criminal justice support and assistance in obtaining orders of protection. This
will help victims to navigate through a complex and impersonal legal system to obtain more
support in ending the abuse in their lives.
-- Attending events such as the National Night Out or Take the Night back to hand out
information about the Domestic Violence Program and further our reach to victims. Since at least
one out of 4 people are victims of domestic violence,per nationwide statistics, distributing
information about our Domestic Violence program at these events is bound to reach more than a
few victims who need help but who did not know help was available.
--Provide information on the Domestic Violence Program to police officers as needed to ensure
police are aware of the Domestic Violence program and how we can work together to help
victims. This will benefit victims in that police will be more sensitive to their needs and more
proactive at referring them to our program to receive help.
-- As requested by schools or any other organization in the community,provide information
about our Domestic Violence Program to reach more silent victims. This will benefit victims in
that they will know they have support and understanding in the community.
-- When needed, lead a support group for victims. This will benefit those victims who need to
know they are not alone, and they have the support of many to end the abuse in their lives.
The Victim Assistance Coordinator will supervise the Domestic Violence Case Manager, and
assist the Domestic Violence Case Managers in the activites listed above as needed, which will
benefit the victims as stated above.
2. Explain how the issues or barriers to the implementation of the program that you listed
above in Section V, question 2,will be addressed during the new program period?
Revised May 2011 15
We have requested that a formal crime analysis be conducted by the appropriate agency
personnel to determine why there has been a reduction in police reporting. The case manager
also met with police officers at all four roll calls to reinforce their understanding of the
importance of referring victims to the case manager in their police reports. The police officers
responded positively, and the number of police reports coming in has since increased somewhat.
3. What training needs have you identified for the staff funded under this program?
The DV Case Manager will continue to attend seminars/workshops for the continuing
education hours required to maintain her state licensure, Licensed Clinical Professional
Counselor(LCPC), and seminars/workshops pertaining to serving victims of domestic violence
and their family members.
4. How will you address those training needs? If unable to address those needs,please explain
why.
The Domestic Violence Case Manager will attend appropriate seminars/workshops as
they are offered throughout the year if training funds are available.
5. If VOCA funds were not available, has your organization developed a plan for the
continuation of this program?Please explain.
If VOCA funds were not available, the Domestic Violence Program would cease to exist
unless another grant could be found to fund the program or unless the City of Elgin was in a
better financial position to fund it. As of today, no other source of funding has been found.
Revised May 2011 16
Job Description for VOCA grant continuation, as requested by part 3. Staff, instruction c.
Domestic Violence Case Manager (100% funded by VOCA)
The Domestic Violence Case Manager must have a Masters degree in social work, human
services, or counseling, and should have at least one year of prior experience in providing social
services or counseling services. The essential functions and tasks of this position follow:
• Assist victims of domestic violence in obtaining orders of protection.
• Assist victims with filing police reports and victim compensation claim forms.
• Facilitate court advocacy services for victims of domestic violence.
• Review domestic violence police reports and contact victims to offer services.
• Provide safety planning services to victims of the domestic violence.
• Provide crisis counseling services to victims of domestic violence and their families.
• Refer domestic violence victims to various community agencies as needed.
• Maintain detailed case files and documentation of services.
• Conduct home visits to domestic violence victims in conjunction with police backup, if
needed.
• Transport domestic violence clients to court hearings.
• Perform miscelleanous personal advocacy tasks for victims of domestic violences as
needed.
The Domestic Violence Case Manager reports to the Victim Assistant Coordinator.
/Qed/a/i9a/r)d kZ1-444- /L-t OM 4
Victims Assistance Coordinator(10% funded by VOCA)
The Victims Assistance Coordinator must have any combination of education end experience
equivalent to graduation from an accredited college or university with a Master's degree in social
work and considerable experience as a victim advocate. The essential functions and tasks of this
position follow:
-* • Planning and coordinating crisis intervention services for victims and families;
responding to inquiries; reviewing incidents and reports; maintaining records and files.
• Develops services and programs for at-risk youth;
• Coordinates the services and staff of the victim assistance office, including the Domestic
Violence Program;
16 • Trains and supervises victim assistance staff;
* • Advises victims of case status and progress as needed;
.0- • Maintains contact with and provides support to victims and/or family members
throughout the criminal justice process;
- • Refers victims to appropriate service support agency for assistance;
yE • Initiates contact with victims and families;
- • Disseminates appropriate forms to victims; helps victims complete forms;
C • Provides short and long term counseling, follow-up, assessment and advocacy to families,
adolescents and individuals;
• Provides crisis intervention;
• Participates on committees,task force and planning of community-based projects;
• Serves as liaison with local social service agencies;
• Communicates and coordinates work with law enforcement agencies, other agencies and
service providers;
• Develops,coordinates,implements and evaluates direct services to crime victims;
• Develops and disseminates victim assistance information;
• Educates criminal justice and law enforcement personnel regarding victim assistance;
• Recruits,interviews, trains and supervises volunteer interns;
• Makes presentations for rime watch, service and community groups to promote
awareness of available programs;
• Performs related tasks as required.
Community "
always
CRISIS CENTER hope
George Van De Voorde Place
PO Box 1390 Elgin IL 60121-139C Bus Line: 847-742-4088 Crisis Line: 847-697-2380 Fax:847-742-4182 TTY:847-742-4057 wynv.crisiscenter.org
August 11, 2011
To Whom It May Concern:
As Executive Director of the Community Crisis Center, Inc, I would like to offer our support and
endorsement of the Elgin Police Department (EPD) Domestic Violence Program. It is our mission to
provide Safety, Hope, Advocacy, Respite and Education for those impacted by crisis and violence in
the Fox Valley Region and Illinois.
Since 1975 the Community Crisis Center, Inc has provided emergency services to individuals and
families dealing with domestic violence, sexual assault and economic crisis. The Elgin Police
Department and Community Crisis Center have been partners in order to provide complete services to
victims without duplicating services. A member of the EPD Domestic Violence Program sits on our
DV Advisory Committee, which is comprised of representatives from community agencies that meet
quarterly to share the challenges domestic violence victims experience in many settings in the
community as they access other services.
Our organization supports and is pleased to collaborate with the Elgin Police Department's Domestic
Violence Program and its efforts to provide essential services to individuals and families in our
community dealing with the trauma of domestic violence. I urge you to approve funding through the
VOCA grant to support this program. Please contact me if you should need any further information.
Sincerely,
Gretchen S. Vapnar
Executive Director
COMMUNITY CRISIS CENTER,INC MISSION:
We provide Safety,Hope,Advocacy,Respite and Education for those impacted by crisis and violence in the Fox Valley Region and Illinois.
. .
www.life-span.org • 20 East Jackson .suite500 Cmcn8o:ILnnno4 • Ph:(312[4081210 • Ex: (312)408.122•
3
Life
pSafety.Accountability.
An End to Violence.
•
August 31,2011
llIinoisCriniinal Justice Information Authority
300 West Adams Street
Suite 200
Chicago,IL 60606
To Whom It May Concern:
I am writing this letter to express Life Span's support for the continuation of the VOCA grant to the Elgin
Police Department. They regularly refer people to Life Span's Des Plaines office location for counseling
or legal assistance.Life Span serves victims in Cook County courts,as well as provides counseling for
victims and their children,free of charge.
The Elgin Police department is very responsive to the needs of the community they serve.They provide
information and referrals to victims cited on police reports as well as crisis counseling,legal advocacy,
and personal advocacy.
We urge you to continue to fund this program in FY2012.
S'ncerely,
l]eniceVKo7W1ark am
06/31/2011 14:06 1-630-232-9402
STCHARLES PSLS PAGE 02/02
Offices 1024 West Main Smut
PRAIRIE STATE LEGAL SERVICES ST.CIURl5s,IL60174
Adminlstrative Office Por'530-232.9415
303 N.Main Street !(q f!P l Arcs to J u S t J r e Tau Fist:s00-942.4612
Suite 600 Fax;630-212.9402
Rnckford,IL 61101
KATMWH MCciowAN 4err«IErt,Managing Attorney SARAH MEGAN,Director of Litsgat3on
Bloomington ANNETTE M.VOSS ANIMA 5.MOOR[ MARLINE RIME* KATHLEEN L FINN
316W.Washington Street ANNE C.OUNEAK DEMISE BEZInt HOME Sammy STUees
Bloomington,IL 61701
Fox Valley
1024 W.Main Street
51.Charles,IL 60174
Galesburg
1614 E.Knot Street
Galesburg,IL 61401
August 31,2011
Kankakee
191 S.Chicago Avenue
Kankakee,IL 60901 To Whom It May Concern:
Ottawa
101.1 ClintonStreet I am writing this letter in support of the Elgin Police Department's application for VOCA
Ottawa,1L61350 funding for it's Domestic Violence Program. Prairie State Legal Services provides civil legal
Peoria services to low income and elderly clients at no cost. In Kane county we have a courthouse
331 Fulton Street project at the Kane County Judicial Center at which we assist victims in their efforts to obtain
Suite 600 protective orders. Part of the success of that project depends on the collaborations we have
Peoria.It.61602 with other agencies and programs that provide non-legal services to domestic violence and
Rock Island sexual assault victims.
1705 Second Avenue
Suite 314 One of the programs that provides important supportive services to victims is the
Rock island,IL 612.01 Domestic Violence Program of the Elgin Police Department. We make referrals to that
Rockford program and receive referrals from the program. The support victims receive from the
303 N.Main Street Domestic Violence Program greatly enhances victims'safety. Again, I very much support the
SSuite 600
i1611o1 Elgin Police Department's application for continued grant funding for the Domestic Violence
Program.
Waukegan
325 W.Washington Street Sincerely,
Suite 100
Waukegan,IL 60085
Wheaton { !
400 West Roosevelt Road Cathryn.McGowan Bettch-r
Frit Boor
Wheaton,860187 Managing Attorney
Will County KMcGB:mc
5 West Jefferson Street
Lower Level
Joliet,Illinois 60432
Woodstock
400 Russel Court
Woodstock,IL 60098
Website —ll LSC C • [furled .raj
www.pslegal.org 11=L.
LIVE
UNITED.
iiieiAddiction
)
Counseling
Center
www.RenzCenter.org
ADMINISTRATION
One American Way September 6, 201
Elgin,IL 60120
(847)742.3545
Fax:(847)697-5583
TO WHOM IT MAY CONCERN:
OUTPATIENT OFFICES
Two Amcrit'an Way Renz Addiction Counseling Center, a community-based non-profit providing
Elgin,IL 60120
(847)742-3545 alcohol and substance abuse prevention and treatment programs, fully
Fax (847)742-3559 supports the Elgin Police Department's pursuit of the Illinois Criminal Justice
TOO:(8.47)7.17.0242 Information Authority and the Victims of Crime Act (VOCA) grant.
109 Walnut Street We understand that the Police Department tqualityservices to victims
St.Charles,It 60174
P provides
16301513-6886 of all types of family violence, including partner abuse, sibling abuse,
rax:(630)513-6892 roommate abuse, extended family abuse and dating abuse. We believe that
the Domestic Violence Casc Manager position is very important to the success
1535 Burgundy Parkway of this program.
Streamwood,II 60107
1630)837 6445
lax:(630)8:47-71H4 Renz Center supports and encourages a continuation of grant funding in
FY 12 for the Elgin Police Department.
Passage Program
Two American Way
Llg1n,IL 60120 Please feel free to contact me if I can be of further assistance.
(547)742-.5545
Fax:(8471697-5685 Sincerely,
PREVENTION OFFICE '/ A'
One American Way G Q"
Ligin,IL 60120
(847)742-:1545 Jerry •ogmo
Fax:1847)697.2719 a Exe Ve Director
v
EMPLOYEE
ASSISTANCE SERVICES
One American Way
Elgin,II 60120
(847)742-403.1
Fax:(847)697-5583
Restoring Hope &
Recovering Lives . , .
For A healthier, Safer •
Community
4;
Unttsd Mttoy
. , FAMILY
-18Ak. Strong Families ♦ Strong Communities
SERVicE
ASSOCIATION
of Greater Elgin Area
August, 29, 201 1
To Whom It May Concern:
This letter is one of support for the Domestic Violence Program Services that are offered
by the Elgin Police D.'pn.rtment
As the Executive Director of a partner agency that serves the mental health needs of
vulnerable persons in the City of Elgin, our staff are very aware of the vital function that
the services that are offered by the Domestic Violence Program at the Elgin Police
Department play in aiding and supporting persons involved in family violence situations,
sexual assault, and victims of violent crimes. Through our agencies collaborative
working arrangement, I am aware of the quality and timely services that our mutual
clients receive from the Domestic Violence Program.
The Elgin community is vulnerable at this time due to mounting economic pressures on
the residents of Elgin. Along with an alarming increase in housing foreclosures and
bankruptcies, more and more people are experiencing symptoms of mental illness that
sometimes displays itself in the form of family violence. Our agency is experiencing a
35% increase in the request for mental health services over last year. Many of these
requests for service have had a recent incident of family violence.
In summary,the services of the Domestic Violence Program at the Elgin Police
Department are a vital resource in the Elgin community and I urge the applications
reviewers to support the continued funding of this program.
Sincerely,
AI
e 1 A frz.,„lc----I,---c---)
Lisa A. La Forge. LCSW, ACSW
Executive Director
Telephone
(847)695-3680
Facsimile Administrative Office Tri-Village Branch
(847)695-4552 22 South Spring Street 1535 Burgundy Parkway
ItS
Executive Director Elgin,Illinois Streamwood,Illinois _
Lisa LaForge 60120 60107 a -..Manama
PAGE 02/02
06/12/2011 15:07 6476951265 ECKERCENTER
Ecker Center
for Mental liealth 1845 Grandstand Place Elgin, Illinois 60123-4983
August 12, 2011
To Whom It May Concern,
This is a letter of support for the continuation of Victims of Crime Act (VOCA)grant funding to
the Elgin Police Department for its Domestic Violence Program. This program is an important
rosourca for all Elgin community who become victims of domestic violence. The
program is highly professional, accessible and well managed, Its,cLonaPstic violence case
managers provide crisis counseling,personal and legal advocacy, and referrals to other agencies
in the community.The case rnanagars reaviow all police reports on tiumestic battery, domestic
disputes, and violations of domestic violence and contact victims to offer services.
For the last 7.crvErarsTrile VULA grant has been the primary source of funding for the Domestic
Violence Program.We strongly hope that\COCA wilLcontinue this-valuable funding because it
benefits not only service recipients but the entire community,
Sincerely,
1-1:4/4
Karen Beyer
Executive Director
Empowering Pathways to Recovery
44y
.„.0; vOICC:B,17-606 /HARD Of PrEARING7ILDNOTTFCELAY CENTER,$00-528-0557 FAX:M7-895-1255
http://www.eckercertter.org
'mammy
EXHIBIT B: BUDGET
IDENTIFICATION OF SOURCES OF FUNDING
Implementing Agency: City Of Elgin
Agreement#: 211046
SOURCE AMOUNT
Federal Amount: 538.858
Vicims of Crime Act (VOCA FFY1 1)
Subtotal: S38,858
Match: City Of Elgin $9,714
Subtotal: $9.714
• Over Match: City Of Elgin $945
Subtotal: $945
GRAND TOTAL $49,517
B1
•
Budget& Budget Narrative City Of Elgin Agreement# 211046
PERSONNEL SERVICES Annual #Months %Time On Federal Match
.1tll/Title_ Salary On Prog am Program Amo n 1 . I Total Cost •
.
Domestic Violence Case Manager Parttime 20 hrs weekly $ 25,563.20 12 100% $ 25,563.00 $ - $ 25,563.00
Victim Assistance Coordinator $ 76,107.00 .12 10% $ - $ 7,611.00 $ 7,611.00
$ - $ - $ - $ -
$ - $ - $ - $
$ - $ - $ - $ -
$ - $ - $ - $ -
$ - $ - $ - $ -
Total percentage time on program 1.10 $ - $ - $
Total Salary $ 25,563.00 $ 7,611.00 $ 33,174.00
Fringe Benefits(Use figure from Fringe Benefit Worksheet) $ 13,295.00 $ 3,048.00 $ 16,343.00
TOTAL PERSONNEL SERVICES $ 38,858.00 I $ 10.659,00 $ 49,517.00
Budget Narrative for Personnel. Please give a brief description for each line of the Personnel Services Budget.
(See Attached Budget instructions)
The Domestic Violence Case Manager works 20 hrs. per week at an hrly. rate of$24,58 annually = $25,563.00 100%of time devoted to VOCA funded
activities,($24.52 x 20 hrs.=$491.00x52 weeks=$25,563.20).Fringe benefits and flat rate benefits includes IMRF, FICA,Unemployment, Workmen
Compensationand Liability=$5,826.The flat rate benefits(Health and Medical Insurance=$ 8,782.00 annually.The flat and fringe benefits cost
=$14,608+$1,735 for a total benefits cost of$16,343. The Domestic Violence Case Manager responsibilities are as follows : review all domestic violence reports,
provide crisis counseling,assist victims with safety planning ,make victims aware of victims compensation, and assist victims with completing applications for
victim compensation,contact each victim involved in a reported domestic violence report by phone or letter,provide legal and personal advocacy. The VOCA
funding enables the Elgin Police Department to retain this specialize staff position, and offer this service to the community.The Victim Assistance Coordinator
supervises the Victim Services Unit staff and the overall operations of the unit.Additionally the Coordinator provides direct services to victims and manages the
grant. The annual salary of the Victim assisatnce Coordinator is$76,107.00 10% = $ 7,611 the raetd fringe benefits portion of the salary = $1,735 used in benefits
cost as indicated above.
Budget & Budget Narrative City Of Elgin Agreement# 21 1046
EQUIPMENT Pro-rated Federal Match
hem N/A Cyst per Unit #of Units Share Amount Contribution Total Cost
$ - $ - $ - $ -
$ - $ - $ - $
$ - $ - $ - $ -
$ $ - $ - $ -
$ - $ - $ $ -
$ - $ - $ - $ -
$ - $ - $ - $
$ - $ - $ - $ -
$ - $ - $ - $
'NOTAL EQUIPMENT COST $ - $ - $ -
Budget Narrative for Equipment. Please give a brief description for each line of the Equipment Budget.
(See Attached Budget Instructions)
Budget & Budget Narrative City Of Elgin Agreement# 211046
COMMODITIES Federal Match -
Item INA Cost J Month #of Months Amount contribution Total Cost
$ $ - $ - $ -
$ $ - $ - $
$ $ - $ - $ -
$ $ - $ $ -
$ - $ - $ - $ -
$ - $ $ - $ -
$ - $ - $ - $ -
TOTAL COMMODITIES COST $ - $ - $ -
Budget Narrative for Commodities. Please give a brief description for each line of the Commodities Budget.
(See Attached Budget Instructions)
Budget &Budget Narrative City Of Elgin Agreement# 211046
,
.
. _ - ....
TRAVEL N/A Federal Match
Cost/Mile #of Miles/mo #of Months Amount Contribution Total Cost
Program Staff Mileage* $ - $ - $ - $ '
- $ - $ - $ -
Client Transportation $ - $ - $ - $ -
Conference Travel** Cost/person #.of people #of days $ - $ - $ -
..,:...•.�,..v•..y...........
Airfare $ 11.~...;. ....�;,.A $ - $ - $ -
PerDiem $ - $ - $ - 5 -
Lodging $ - $ - $ - $
Other(Specify) $ - $ - $ -
* State rate is calculated at$.51/mile. If agency rate is lower use that lower rate.
**Out of State Travel requires a separate letter documenting prior Authority approval. TOTAL TRAVEL COST $ - $ - $ -
Budget Narrative for Travel. Please give a brief description for each line of the Travel Budget.
(See Attached Budget Instructions)
Budget&Budget Narrative
City Of Elgin
#of hours A greeFiendeetrialMatcht# 211046
CONTRACTUAL
Amount Total Cost
NLA Cost/month Dollar/hour per month
••.-••4••••••••••••;•:•:
••'•••••••••••••••••••v.v.„t Pro-rated Share
$
•••••••••••".:*:****.••••••••••••••••••••••••%•„•,...A
$ Contribution
-
;•:•::::::•:•:•:•••.:44.4.......,x,t......,„4:4w,w......-„-„•,•„, $ .
$ '•••4•••••*••••!•********+:4***•*:+:•:••••••:•:4:+:• ;,....
'1*:••4'•*•*•:,••••••+mowk..............,...„...;.4......:4
Cell Service
- ".••.....'''"-:.-:-:'•••••;•;•:•;•;;••:•:+iti..w„:,..............,
$
...6,•:,•,;:il:.•:•:4,.....4:44.,••••••:,i.•:••••,:00%.04,:,0,N $ . $ _
$ '•-••-••-•••••••%••••••••••:+,....:+0,•••,:,:,:44.stomo,
'•*••••••••••••••:•:•••••••••:+46!t.,s,,,,....._-_,...................,,
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- :%••••%% _,..4.03...„......vo,
_
$ _ $ . $
$ ..*„...••••*:•:::*•:,.•••*,•::•••••41::,,,•:I!i.„1:1I:•••:::"!II 1:1111.„11..11:••;.,.. ....,...,•:•,....i..:•„!.....!...„:•:::.t.:;
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$ .;."4••.';,t••-•••••1.*•,;-•••*•;•-••1*••?•:•-•*•.•••;•:•-;:4••••;•,:,•:•.••:•„•.•::.•••••+:.••*i•4l•l••.••:•::•i.•i.••••i•l•••l..•,••i•l„••••i•.:•,•,•i••,i•f i••,i.„i i.i•i....:1...•.1w„.•:•...:4„.t.1•.„t•.:..::w•.„t:•....••••0.t,1„.•„t1„.•„t„.•,.s...1......„:•„...:•!.„......r........i..:„.,........„..........„..1......,.,.
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.•-•:.."--•-•-•-•-•-4-94•••••.%•44
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$
_ $ _
- :.:***:.:+************* 1..11.1.4,I41.1:• • $
Use Boxes Below for Contractual Personnel
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TOTAL.CONTRACTUAL COST S - S - $
Budget Narrative for Contractual.Please give a brief description for each line of the Contractual Budget. ...............
(See Attached Budget Instructions)
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FRINGE BENEFIT WORKSHEET: Agreement# 211046
Use this sheet to calculate the fringe benefits to be paid for project personnel. For each element of the
benefit package, indicate the rate as a percentage of salary or the dollar amount of the flat rate paid per
employee. Use the TOTAL FRINGE BENEFITS amount from this worksheet as the fringe benefit dollar
amount on the BUDGET under PERSONNEL SERVICES(cells G-I 3 and H13).
RATED FRINGE BENEFITS Rate as "A, of Salary
FICA 7.650%
UNEMPLOYMENT 0.500%
RETIREMENT/PENSION 12.270%
WORKER'S COMP 0.340%
DENTAL/VISION 0.000%
HOSPITALIZATION 0.000%
Other(Specify) Liability 2.032%
Total %Fringe Rate 22.792%
Total Salary Paid By Grant (Federal and Match -Please use figure from
cell 1-12 in the Budget Detail) $25,563.00
TOTAL RATED FRINGE BENEFITS 5.5.826
FLAT RATE FRINGE BENEFITS $per FTE
HEALTH/MEDICAL INSURANCE $8,782.00
OTHER (SPECIFY) $0.00
4.
Total Flat Rate Fringe $8,782.00
Number of grant—funded FTE (full-time equivelent)positions receiving
1.00
Flat Rate Fringe Benefets . (Please use figure from cell F-11 of Budget
FLAT RATE FRINGE BENEFITS $8,782
TOTAL FRINGE BENEFITS: (Total rated+ Total flat rate benefits) $14,608
*PLEASE REFER TO YOUR RESPONSE IN EXHIBIT A, SECTION II, QUESTION #1.
FRINGE BENEFIT WORKSHEET: Agreement# 211046
Victim Assistance Coordinator
Use this sheet to calculate the fringe benefits to be paid for project personnel. For each element of the
benefit package, indicate the rate as a percentage of salary or the dollar amount of the flat rate paid per
employee. Use the TOTAL FRINGE BENEFITS amount from this worksheet as the fringe benefit dollar
amount on the BUDGET under PERSONNEL SERVICES(cells G-13 and H13).
RATED FRINGE BENEFITS Rate as % of Salary
FICA 7.650%
UNEMPLOYMENT 0.500%
RETIREMENT/PENSION 12.270%
WORKER'S COMP 0.340%
DENTAL/VISION 0.000%
HOSPITALIZATION 0.000%
Other (Specify) Liability 2.032%
Total %Fringe Rate 22.792% /
Total Salary Paid By Grant(Federal and Match -Please use figure from cell
1-12 in the Budget Detail) $7,611.00
TOTAL RATED FRINGE BENEFITS $1,735 /
FLAT RATE FRINGE BENEFITS $per FTE
HEALTH/MEDICAL INSURANCE
OTHER(SPECIFY) $0.00
Total Flat Rate Fringe
Number of grant—funded FTE (full-time equivelent)positions receiving Flat
Rate Fringe Benefets . (Please use figure from cell F-11 of Budget Detail)*
FLAT RATE FRINGE BENEFITS
TOTAL FRINGE BENEFITS: (Total rated+Total flat rate benefits) $1,735
*PLEASE REFER TO YOUR RESPONSE IN EXHIBIT A, SECTION II, QUESTION #1.
EQUAL EMPLOYMENT OPPORTUNITY PLAN (EEOP) CERTIFICATION
(Complete SECTION A OR SECTION B below, as applicable. Complete ONLY ONE SECTION.)
Grant Program (circle applicable federal grant program):
JAG,JABG, NCHIP,RSAT,VAWA,VOCA, Other(Specify)
Grant Number: 211046 Federal Grant Award Amount: $38,858
Grantee/Organization Name(hereafter referred to as the"Entity"): City of Elgin
Address: 150 Dexter Court
Elgin, IL. 60120-5527
Contact Person: Gail Cohen
Telephone#: (847)931-5607 Fax#: (847) 931-5906 E-mail address: cohen_g@cityofelgin.org
SECTION A. CERTIFICATION (EEOP NOT REQUIRED)
1 [responsible official]CERTIFY THAT THE FUNDED ENTITY IS
NOT REQUIRED TO PREPARE AN EEOP FOR THE REASON(S)CHECKED BELOW,PURSUANT TO 28 CFR 42.302.
Check all of the following that apply:
0 ENTITY HAS LESS THAN 50 EMPLOYEES 0 ENTITY DOES NOT RECEIVE A GRANT OR AWARD OF AT LEAST$25,000
0 ENTITY IS A NON-PROFIT ORGANIZATION El ENTITY IS A MEDICAL INSTITUTION
0 ENTITY IS AN INDIAN TRIBE 0 ENTITY IS AN EDUCATIONAL INSTITUTION
[Signature of Responsible Official] [Print Name and Title] [Date]
OR SECTION B. CERTIFICATION (EEOP REQUIRED AND ON FILE)
(For information regarding EEOP development, see: http://www.ojp.usdoj.gov/ocdeeop.htm)
Certification Statement(For Entities with 50 or more employees that receive a single grant or award of$25,000 or more):
I, Gail Cohen [responsible official],certify that the
Entity has formulated an Equal Employment Opportunity Plan in accordance with 28 CFR 42.301, et seq., subpart E,that was signed into effect
within the past two years by the proper authority and that it is available for review. The EEOP is on file in the office of
Human Resource Dept City Hall [agency/organization name],at
_150 Dexter Court Elgin,IL 60120-5527 [address]
for review by the public and employees,or for review or audit by officials of the Illinois Criminal Justice Information Authority or the U.S.
Department of Justice,Office of Justice Programs,Office of Civil Rights as required by relevant laws and regulations.
In addition to the above requirements,if Entity receives$500,000 or more through a single grant, or$1,000,000 or more in aggregate grant
funds in an 18-month period,Entity shall submit a copy of its Equal Employment Opportunity Plan to the Authority. The Authority shall
forward the Equal Employment Opportunity Plan to the Office of Civil Rights for review and approval.
.7& A CAA— GPsaceiL A CV 'tlyt()(04 ritv1/4_, it 2,61)
[Signature of Responsible Official] [Print Name and Title] [Date]
CIVIL RIGHTS COMPLIANCE CERTIFICATION
(Complete ENTIRE certification)
Grant Program(circle applicable grant program):
ARRA JAG,JABG,JAG,NCHIP,NFSIA,RSAT,VAWA, VAWA SASP,VOCA„ Other(Specify)
Grantee/Organization Name(hereafter referred to as the"Entity"): City of Elgin
Address: 150 Dexter
Elgin,IL 60120-5527
Contact Person: Gail Cohen
Telephone#: (847)931-5607 Fax#(847)931-5906 E-mail address: cohen_g@cityofelgin.org
Grant Number/Contract Name: 211046/Law Enforcement& Prosecutor-Based Victim Assistance Services
Certification Statement:
I, Gail Cohen [Responsible Official],certify to the following statements:
• Entity is in compliance with all applicable local, state and federal civil rights laws, regulations and guidelines, including but not
limited to those listed in the Interagency Agreement(s)/Contract(s) in effect for the grant(s) and contract(s) listed above.
• 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 grant(s)/contract(s)on the basis of race,color,age,religion,national origin,
disability, or sex.
• Entity is in compliance with the following federal guidance materials regarding the provision of meaningful access to services and
programs to persons with limited English proficiency(LEP):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).
(Additional information regarding LEP requirements may be found at: http:l/www.ojp.usdoj.gov/ocr/lep.htm)
In addition,I certify that 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 Entity,or any subgrantee or
contractor of the Entity,the Entity will forward a copy of the fmding to the Authority.The Authority will forward a copy of the finding to the
Office for Civil Rights,Office of Justice Programs.
Check the following item(s) that apply:
E ENTITY, ITS SUBGRANTEES AND CONTRACTORS HAVE HAD NO FINDINGS OF DISCRIMINATION WITHIN THE
AST3YEARS
0 THE ENTITY,ITS SUBGRANTEES OR CONTRACTORS HAVE HAD FINDINGS OF DISCRIMINATION WITHIN THE
PAST 3 YEARS(You MUST attach a copy of all finding(s) made within the past 3 years that have not yet been submitted to the
Authority)
❑All current findings have already been submitted to the Authority;no additional findings have been made and no additional
findings are attached
LA>)„..,)^� 14 � � 1J 1 fih✓ �.t� t I }
[Signature of Responsible Official] [Title] [Date]
EQUAL EMPLOYMENT OPPORTUNITY PLAN (EEOP) CERTIFICATION
(Complete SECTION A OR SECTION B below, as applicable. Complete ONLY ONE SECTION.)
Grant Program(circle applicable federal grant program):
JAG,JABG, NCHIP,RSAT,VAWA,VOCA,Other(Specify)
Grant Number: 211046 Federal Grant Award Amount: $38.858
Grantee/Organization Name(hereafter referred to as the"Entity"): Elgin Police Department
Address: 151 Douglas Ave
Elgin,IL. 60120-5503
Contact Person: Jo Ann Stingley
Telephone#: (847)289-2686 Fax#: (847)289-2750 E-mail address: shirley_j@cityofelgin.org
SECTION A. CERTIFICATION (EEOP NOT REQUIRED)
I [responsible official] CER111•Y THAT THE FUNDED ENTITY IS
NOT REQUIRED TO PREPARE AN EEOP FOR THE REASON(S) CHECKED BELOW,PURSUANT TO 28 CFR 42.302.
Check all of the following that apply:
❑ENTITY HAS LESS THAN 50 EMPLOYEES 0 ENTITY DOES NOT RECEIVE A GRANT OR AWARD OF AT LEAST$25,000
❑ENTITY IS A NON-PROFIT ORGANIZATION 0 ENTITY IS A MEDICAL INSTITUTION
❑ENTITY IS AN INDIAN TRIBE 0 ENTITY IS AN EDUCATIONAL INSTITUTION
[Signature of Responsible Official] [Print Name and Title] [Date]
OR SECTION B. CERTIFICATION (EEOP REQUIRED AND ON FILE)
(For information regarding EEOP development, see: http://www.ojp.usdoj.gov/ocr/eeop.htm)
Certification Statement(For Entities with 50 or more employees that receive a single grant or award of$25,000 or more):
I,_Gail Cohen [responsible official],certify that the
Entity has formulated an Equal Employment Opportunity Plan in accordance with 28 CFR 42.301, et seq., subpart E,that was signed into effect
within the past two years by the proper authority and that it is available for review. The EEOP is on file in the office of
_City of Elgin,HR Department [agency/organization name],at
150 dexter Ct.Elgin,IL 60120 [address]
for review by the public and employees, or for review or audit by officials of the Illinois Criminal Justice Information Authority or the U.S.
Department of Justice,Office of Justice Programs,Office of Civil Rights as required by relevant laws and regulations.
In addition to the above requirements, if Entity receives$500,000 or more through a single grant,or$1,000,000 or more in aggregate grant
funds in an 18-month period,Entity shall submit a copy of its Equal Employment Opportunity Plan to the Authority. The Authority shall
forward the Equal Employment Opportunity Plan to the Office of Civil Rights for review and approval.
) zJA kb CottfA/ /fvi- i- u [2f117
[Signature of Resp risible Official] [Print Name and Title] [Date]
CIVIL RIGHTS COMPLIANCE CERTIFICATION
•
(Complete ENTIRE certification)
Grant Program(circle applicable grant program):
ARRA JAG,JABG,JAG,NCHIP,NFSIA,RSAT,VAWA,VAWA SASP,VOLA„Other(Specify)
Grantee/Organization Name(hereafter referred to as the"Entity"): Elgin Police Department
Address: 151 Douglas Ave
Elgin,IL 60120-5503
Contact Person: Jo Ann Stingley
Telephone#: (847)289-2686 Fax#(847)289-2750 E-mail address: stingleyj@cityofelgin.org
Grant Number/Contract Name: 211046/Law Enforcement&Prosecutor-Based Victim Assistance Services
Certification Statement:
I, Gail Cohen [Responsible Official],certify to the following statements:
• Entity is in compliance with all applicable local,state and federal civil rights laws,regulations and guidelines,including but not
limited to those listed in the Interagency Agreement(s)/Contract(s) in effect for the grant(s) and contract(s)listed above.
• 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 grant(s)/contract(s)on the basis of race,color,age,religion,national origin,
disability,or sex.
• Entity is in compliance with the following federal guidance materials regarding the provision of meaningful access to services and
programs to persons with limited English proficiency(LEP):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).
(Additional information regarding LEP requirements may be found at: http://www.ojp.usdoj.gov/ocr/Iep.htm)
In addition,I certify that in the event that a federal or State court or administrative agency makes a fmding of discrimination after a due
process hearing on the grounds of race,color,age,religion,national origin,disability,or sex against the Entity,or any subgrantee or
contractor of the Entity,the Entity will forward a copy of the fmding to the Authority. The Authority will forward a copy of the finding to the
Office for Civil Rights,Office of Justice Programs.
Check the following item(s) that apply:
THE ENTITY,ITS SUBGRANTEES AND CONTRACTORS HAVE HAD NO FINDINGS OF DISCRIMINATION WITHIN THE
PAST 3YEARS
❑ THE ENTITY,ITS SUBGRANTEES OR CONTRACTORS HAVE HAD FINDINGS OF DISCRIMINATION WITHIN THE
PAST 3 YEARS(You MUST attach a copy of all fmding(s)made within the past 3 years that have not yet been submitted to the
Authority)
0 All current findings have already been submitted to the Authority;no additional findings have been made and no additional
fmdings are attached
Signature of Responsible Official] [Title] [Date]
FISCAL INFORMATION SHEET
The following information is required to ensure that the Authority and its implementing agencies
meet the financial and program reporting requirements of various federal grant programs. This
information is required prior to the release of funds. The Implementing Agency is the state or
local unit of government or not-for-profit agency accepting funds under the interagency
agreement. The Program Agency is the organization responsible for performing the daily
activities. An organization can be both the Implementing Agency and the Program Agency.
Please return this form to the attention of your program monitor at the Illinois Criminal Justice
Information Authority, Federal and State Grants Unit, 300 West Adams, Suite #200, Chicago,
Illinois 60606. If you have any questions, please call your monitor at (312) 793-8550.
Implementing Agency: pC 1/1 � �t�� ea f6rie/ t
Implementing Agency's FEth #: 3(f-�;�)�� l ;1, Agreement #: %//
r
Program Agency: L/ r? ✓;��� - "'�f l'1 ;rte , ;,r� ��fig 7 ff�C 7-77 't'
Program Title: Ali/') 176/'emr�i tT f', �`�n��t,'T;,' �` �F'%�d7/(C,72
1. Who will be responsible for preparing and submitting quarterly fiscal reports?
Name: Jt -(` l') ) h;7 i.J 1 e
Title: Ur ;+/t//(/'
Agency: Cljinl !`�rl/ice pep ,
Address: /sl DO(.(6; (aS V , C700--) IL 6,621(20
Phone: ‘17 Fax:
2. Who will be responsible for preparing and submitting quarterly data/progress reports?
Name: Gl YYt C=t j bc vim,
Title:
Agency:
Address:
Phone: Fax:
P:\FORMS\initiation\Fiscal Info Sheet\Fiscal Information Sheet 06.10.doc
3. Will a separate fiscal account/fund be maintained for the program?
Yes, this account will maintain: (Choose one)
Federal funds only
Both federal and local matching funds
/ No, but all program funds will be identified by a specific account or fund
number and recorded within the general accounting records for the Agency.
4. Where should program fund disbursements be sent?
Address: 031 ;'} i44, i D49P 11✓ r �t✓�
11J�t��/0s : 17
1-390 2 C'OO /,Z/
ATTN: JD/271r)
5. What organization is listed as holder of the bank account into which program funds will
be deposited?
611(1 Z) CT(jtil
Effective 05/03
P:\FORMS\Initiation\Fiscal Info Sheet\Fiscal Information Sheet 06.10.doc
ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY
Federal and State Grants Unit
Initial Cash Request
On behalf of r /A/
40 e3
I am requesting an initial cash request of $ 1/ ' as permitted in Interagency
Agreement#d/1 04/6.
3tit'IA
( inature o'f Authorized Official
l I - ZY_ H
Date
Title
Program Name
Op 5a3 ( 2_
Implementing Agency Fein Number
*Instructions for completion on reverse side
For Authority use only
Designation Amount:$
Grant Program Performance Period From: To:
Requested
Disbursal $
Approved Date
by: _
Supervisor Approved Date
by: _
P:\FORMS\Initiation\Initial Cash Request 10.10.doc
INITIAL CASH REQUEST FORM INSTRUCTIONS
• Enter Implementing Agency name and agreement number on the lines
provided.
• Enter amount of cash advance necessary to pay for program start-up costs.
In calculating this figure, consider equipment purchases that will take place
immediately and personnel costs for the first three months of the program.
Implementing agencies should anticipate a delay of approximately 4-6 weeks
from the submission of the request until the receipt of the State warrant.
Since federal regulations require that implementing agencies request only
the minimum amount of cash necessary to pay bills in a timely fashion, funds
should be requested only for those obligations that can be liquidated within
45 days. The Authority reserves the right to adjust cash requests as seen
necessary. If the implementing agency anticipates an inordinate expenditure
of funds during the initial period, an explanation should be attached.
• Obtain signature of authorized official and provide the individual's title,
program name, and Implementing Agency FEIN (Taxpayer ID) number on
the lines provided.
• Return the completed original to the Illinois Criminal Justice Information
Authority, Federal and State Grants Unit, 300 West Adams, Suite#200,
Chicago, Illinois 60606.
P:\FORMS\Initiation\Initial Cash Request 10.10.doc
1 U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND
OTHER RESPONSIBILITY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Applicants should refer to the regulations cited below to determine the certification to which they are required to
attest.Applicants should also review the instructions for certification included in the regulations before completing this
form.Signature of this form provides for compliance with certification requirements under 28 CFR Part 69,"New
Restrictions on Lobbying"and 28 CFR Part 67, "Government-wide Debarment and Suspension(Nonpro-curement)and
Government-wide Requirements for Drug-Free Workplace(Grants)."The certifications shall be treated as a material
representation of fact upon which reliance will be placed when the Department of Justice determines to award the
covered transaction,grant,or cooperative agreement.
1. LOBBYING public(Federal,State,or local)transaction or contract under a
As required by Section 1352,Title 31 of the U.S.Code,and public transaction;violation of Federal or State antitrust statutes
or commission of embezzlement,theft,forgery,
implemented at 28 CFR Part 69,for persons entering into a bribery,falsification or destruction of records,making false
grant or cooperative agreement over$100,000,as defined at statements,or receiving stolen property;
28 CFR Part 69,the applicant certifies that:
(a)No Federal appropriated funds have been paid or will be (c)Are not presently indicted for or otherwise criminally or
civilly charged by a governmental entity(Federal,State,or
paid,by or on behalf of the undersigned,to any person for local)with commission of any of the offenses enumerated in
in-fluencing or attempting to influence an officer or paragraph(1)(b)of this certification;and
employee of any agency,a Member of Congress,an
officer or employee of
Congress,or an employee of a Member of Congress in con- (d)oHave not owr moren a public
year period preceding this State,or applica-
Congress,
with the making of any Federal grant,the entering into tion had mionn t public tr default;as(Federal, or
of any cooperative agreement,and the extension,continuation, local)terminated for cause or default;and
renewal,amendment,or modification of any Federal grant or B.Where the applicant is unable to certify to any of the
cooperative agreement; statements in this certification,he or she shall attach an
(b)If any funds other than Federal appropriated funds have explanation to this application.
been paid or will be paid to any person for influencing or at- 3.DRUG-FREE WORKPLACE
tempting to influence an officer or employee of any agency,a (GRANTEES OTHER THAN INDIVIDUALS)
Member of Congress,an officer or employee of Congress,or
an employee of a Member of Congress in connection with this As required by the Drug-Free Workplace Act of 1988,and
Federal grant or cooperative agreement,the undersigned shall implemented at 28 CFR Part 67,Subpart F,for grantees,as
complete and submit Standard Form-LLL,"Disclosure of defined at 28 CFR Part 67 Sections 67.615 and 67.620—
Lobbying Activities,"in accordance with its instructions;
(c)The undersigned shall require that the language of this cer- A.The applicant certifies that it will or will continue to provide
tification be included in the award documents for all subawards a drug-free workplace by:
at all tiers(including subgrants,contracts under grants and
cooperative agreements,and subcontracts)and that all sub- (a)Publishing a statement notifying employees that the
recipients shall certify and disclose accordingly. unlawful manufacture,distribution,dispensing,possession,or
use of a controlled substance is prohibited in the grantee's
2.DEBARMENT,SUSPENSION,AND OTHER workplace and specifying the actions that will be taken against
RESPONSIBILITY MATTERS employees for violation of such prohibition;
(DIRECT RECIPIENT) (b)Establishing an on-going drug-free awareness program to
inform employees about—
As required by Executive Order 12549,Debarment and
Suspension,and implemented at 28 CFR Part 67,for prospec- (1)The dangers of drug abuse in the workplace;
Tive participants in primary covered transactions,as defined at
28 CFR Part 67,Section 67.510— (2)The grantee's policy of maintaining a drug-free workplace;
A.The applicant certifies that it and its principals: (3)Any available drug counseling,rehabilitation,and employee
assistance programs;and
(a)Are not presently debarred,suspended,proposed for debar-
ment,declared ineligible,sentenced to a denial of Federal (4)The penalties that may be imposed upon employees for
benefits by a State or Federal court,or voluntarily excluded drug abuse violations occurring in the workplace;
from covered transactions by any Federal department
or agency; (c)Making it a requirement that each employee to be engaged
in the performance of the grant be given a copy of the state-ment
(b)Have not within a three-year period preceding this applica- required by paragraph(a);
tion been convicted of or had a civil judgment rendered against
them for commission of fraud or a criminal offense in connec- (d)Notifying the employee in the statement required by para-graph
tion with obtaining,attempting to obtain,or performing a (a)that,as a condition of employment under the grant,
the employee will—
OJP FORM 4061/6(3-91)REPLACES OJP FORMS 4061/2,4061/3 AND 4061/4 WHICH ARE OBSOLETE.
(1)Abioe by the terms or the statement;and
(2)Notify tne employer in writing of his or her conviction for a
vio:ation of a crimirai drug statute occurring in the workplace
no later than five calendar days after sucn conviction,
(e)Notifying the agency in writing.witnin 10 calendar days Check if there are workplaces on file that are not indentifiec
after receiving notice under subparagraph id)(2)from an nere
employee or otherwise receiving actual notice of such convic-tion.
Employers of convicted employees must provide notice,inciudine Section 67.630 of tne regulations provioes that a grantee that
position title,to:Department of Justice.Office of is a State may elect to make one certification in each Federal
Justice Programs,ATTN:Control Desk,633 Indiana Avenue. fiscal year.A copy of which should be included with each ap-plication
N.W.,Washington,D.0 20531.Notice shall include the Iden- for Department of Justice funding.States and State
Ification number(s)of each affected grant; agencies may elect to use OJP Form 4061/7.
Check if the State has elected to complete OJP Form
(f)Taking one of the following actions,within 30 calendar 4061/7.
days of receiving notice under subparagraph(d)(2),with
respect to any employee who is so convicted— DRUG-FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
(1)Taking appropriate personnel action against such an
employee,up to and including termination,consistent with the As required by the Drug-Free Workplace Act of 1988,and
requirements of the Rehabilitation Act of 1973,as amended:or implemented at 28 CFR Part 67,Subpart F,for grantees.as
defined at 28 CFR Part 67;Sections 67.615 and 67.620—
(2)Requiring such employee to participate satisfactorily in a
drug abuse assistance or rehabilitation program approved for A.As a condition of the grant,I certify that I will not engage
such purposes by a Federal,State,or local health,law enforce- in the unlawful manufacture,distribution,dispensing,posses-sion,
ment,or other appropriate agency; or use of a controlled substance in conducting any
activity with the grant;and
(g)Making a good faith effort to continue to maintain a drug-
free workplace through implementation of paragraphs(a),(b), B. If convicted of a criminal drug offense resulting from a
(c),(d),(e),and(f). violation occurring during the conduct of any grant activity,I
will report the conviction,in writing,within 10 calendar days
B.The grantee may insert in the space provided below the of the conviction,to:Department of Justice,Office of Justice
site(s)for the performance of work done in connection with Programs,ATTN:Control Desk,810 Seventh Street NW.,
the specific grant: Washington,DC 20531.
Place of Performance(Street address,city,county,state,zip
code)
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications.
1.Grantee Name and Address: City of Elgin, 150 Dexter Ct. , Elgin, IL 60120
Law Enforcement & Prosecutor-Based
Victim Assistanrp Servir_ps 36-6005862
2.Application Number and/or Project Name 3.Grantee IRS/Vendor Number
David J. Kaptain, Mayor
4.Typed Name and Title of Authorized Representative
ft 1` /// 0C.
I, - December 7, 2011
5.Signature 6.Date
*U.S.Government Printing Office:1996-405-037/40014
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ELGIN
THE CITY IN THE SUBURBS
Date: January 9, 2012
To: Joann Stingley, Victim Assistance Coordinator
From: Kimberly Dewis, City Clerk
Subject: Resolution No. 11-202, Adopted at the December 7, 2011, Council Meeting
Enclosed you will find the agreement listed below. Please have these agreements signed and
executed by the Illinois Criminal Justice Authority and return one fully executed copy to the
City Clerk's office for the City's records. If you have any questions please feel free to contact
our office 847-931-5660 and we will do our best to assist you. Thank you.
• Interagency Agreement to Accept a Grant from the Illinois Criminal Justice Information
Authority for a Part-time Domestic Violence Case Manager
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