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14-42 Unsigned Resolution No. 14-42 RESOLUTION AUTHORIZING 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 David J. Kaptain, Mayor, Colleen Lavery, Chief Financial Officer, and Jeffrey Swoboda, Chief of Police, are hereby authorized and directed to execute an Interagency Agreement to accept a grant from the Illinois Criminal Justice Information Authority in the amount of$33,628 for 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: April 9, 2014 Adopted: April 9, 2014 Omnibus Vote: Yeas: 8 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk ILLINOIS CRIMINAL JUSTICE a z� INFORMATION AUTHORITY 300 W.Adams Street • Suite 200 • Chicago,Illinois 60606 • (312)793-8550 January 21, 2014 Jo Ann Stingley Victim Assistance Coordinator Elgin Police Department 151 Douglas Ave Elgin, IL. 60120 Dear Ms. Stingley: Enclosed please fmd interagency agreement#213828 between the City of Elgin and ICJIA for implementation of the Law Enforcement&Prosecution-Based Victim Assistance Services Program supported by Victims of Crime Act(VOCA)FFY13 funds.These funds will support the proposed program for a period of 12 months beginning October 1, 2013, and ending September 30,2014. Please note that this packet also includes the compliance forms regarding civil rights compliance and your Equal Employment Opportunity Plan, as well as the Certification Regarding Lobbing. Please review, sign and forward these certifications to the Authority. The authorized officials of the grant's Implementing Agency, and Program Agency, if applicable,must complete these forms.The ICJIA Executive Director cannot submit this grant for final signature until these forms have been completed. I have enclosed the certification forms, fiscal information sheet, and initial cash request needed to begin the drawdown of federal funds. Please fill out these forms and return them to me with the entire signed agreement.Please be sure to complete and return these forms along with the signed agreement as quickly as possible. No whiteout or erasures...please,request new forms. Please note that all new employees must be hired through a competitive process. Please remember that these funds cannot be used for supplanting. All positions must be back filled. Timesheets must be kept for all grant funded staff and be signed by both the employee and supervisor. Any vacancy of a grant- funded position must be reported to the grant monitor within 30 days of the vacancy. This notification must include an explanation of how services will continue while the position is vacant. If the position is not filled within 60 days, a written justification for continued funding must be submitted to ICJIA. If you have any questions,please contact me at 312-793-0897 or at sherry.barnett @illinois.gov . I look forward to working with you on this program. Sincerely, 4,,agar- Sherry J. :f Victim Se ices Specialist Federal and State Grants Unit Enclosures cc: Master File 213828 Domestic Violence Case Manager Job Description General Definition and Condition of Work: Performs duties related to assisting victims of domestic violence and their families;does related work as required. Work is performed under the general supervision of the Victim Assistant Coordinator. This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. Work requires standing, walking, operating a vehicle, fingering, grasping,and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data,determining the accuracy of work, and observing general surroundings and activities. The worker is subject to inside and outside environmental conditions. The worker may be exposed to blood borne pathogens and may be required to wear specialized personal protective equipment. Essential Functions/Typical Tasks: Reviewing domestic violence(DV)police reports, contacting the victims and their families and offering and providing case management services, including maintaining records and files. Coordinates and refers DV victims to various community agencies as needed. Maintains detailed case files and documentation of services. Facilitates court advocacy services. Assists victims with filing compensation claim forms. Provides crisis counseling services to DV victims. Facilitates training on DV in conjunction with the Elgin Police Training Director. Coordinates the department CR/CP division educational presentation on domestic violence to interested groups. Conducts home visits to DV victims with police backup if needed. Organizes and conducts meetings with partnering agencies. Transports domestic violence clients to court hearings if needed. Assists victims in obtaining orders of protection. Meets with the assigned DV detective to coordinate client case work if indicated. Develops and disseminates DV information to coordinate client case work if needed. Completes monthly statistical reports. Disseminates service surveys to DV victims. Performs related tasks as required. Knowledge, Skills, and Abilities: Knowledge of interviewing techniques and human behavior;knowledge of the dynamics of domestic violence,knowledge of domestic violence laws,principles and practices of the criminal justice system; ability to communicate effectively both orally and in writing: ability to prepare concise written reports,computer knowledge, ability to establish and maintain an effective working relationship with court officials and the local domestic violence shelter and the general public. Education and Experience: Any combination of experience equivalent to graduation from an accredited college or university with a Bachelors Degree,preferably a Masters Degree, in social work or a related field and some prior experience in social services and counseling. Victims Assistance Coordinator Position Description This is a class description and not an individualized job specification. The class description defines the general character and scope of duties, responsibilities,and requirements of all positions in one job classification,but is not totally restrictive or all inclusive. General Defmition and Condition of Work: Performs difficult technical work assisting victims and families; does related work as required. Work is performed under the general supervision of a Deputy Police Chief. Supervision is exercised over social services staff. This is light work requiring the exertion of up to 20 pounds of force occasionally,up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires tending, walking, fingering, grasping,and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken work;hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities. The worker is subject to inside and outside environmental conditions. The worker may be exposed to blood borne pathogens and may be required to wear specialized personal protective equipment. Essential Functions/Typical Tasks: • 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; et • Trains and supervises victim assistance staff; • Advices victims of case status and progress as needed; • 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; • Initiates contact with victims and families; • Disseminates appropriate forms to victims; helps victims complete forms; • 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; 71- ON A- ua. k, • • Makes presentations for rime watch, service and community groups to promote awareness of available programs; • Performs related tasks as required. Knowledge, Skills, and Abilities: Thorough knowledge of interviewing techniques and human behavior;thorough knowledge of the practices and techniques involved in counseling and crisis intervention; general knowledge of modem principles and practices of the criminal justice system; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with court officials, state and local law enforcement officials, associates and the general public; ability to prepare concise written reports. Education and Experience: 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. COVER PAGE PROGRAM TITLE: Law Enforcement Prosecutor Based Victim Assistance Services AGREEMENT NUMBER: 213828 PREVIOUS AGREEMENT NUIBER(S) 809028 ESTIMATED START DATE: 10101/2013 SOURCES OF PROGRAM FUNDING: VOCA FFY13 . F ; $33,628 DES'$33,133 BUDGET MatchingEundsz $ 8,4071 8,283 Over-Matching Funds: $ 1,4 Total: $42,03$! $420904' IMPLEMENTING AGENCY'S NAME: Elgin.,City of ADDRESS(This add physical 150 Dexter Court address that is . �t _ include ,Ii nine Atilt� , ' 60120-5527 IMPLEMENTING AGENCY'S AUTHORIZED David Kaptain OFFICIAL: TITLE; Mayor,City of Elgin FEDERAL EMPLOYER IDES CATI NUMBER: 36-6005862 IMPLEMENTING AGENCY'S DENS 010224772 NUMBER: IMPLEMENTING AGENCY'S Sir 3/25/2014 REGISTRATION EXPIRATION D E: IMPLEMENTING.. AGENCY'S CAGE CODE: 5CHL9 IMPLEMENTING AGENCY'S FINANCIAL Colleen Lavery OFFICER: TTI'L'E. Chief Finanical Officer TELEPHONE: . (847)931-5625 PROGRAM AGENCY'S NAME: Elgin Police Department PROGRAM AGENCY'S MAILING ADDRESS 151 Douglas Ave (If the same as above mark"N/A"): Elgin IL 60120-5503 PROGRAM AGENCY'S AUTHORED Jeffrey Swododa OFFICIAL: TITLE: Chief of Police FISCAL CONTACT PERSON: Lacey Roberts AGENCY: Elgin Police Department TITLE: Budget Analyst TELEPHONES (847)289-2685 FAX: (847)289-2750 E-MAIL: row lacey cityofelgin.o g 'PROGRAM CONTACT PERSON: ' Jo Ann Sting ley '1711,E: V eti Assis Coordinator i (8928946$4 T EPH� ( 4`)� : Y `A � f-1/31.t.,/ y a AGC' IS€ E i` k, ! f YS. EGL y Fe j_b ,v . � & ' ` x X + ;T .f s o be 's at 60120-5503 notraut 4kn �f A ;be 3k $ i.4.,-,k � , `si rtt ud {°t.- S , PRIM��AREA 0 C s fee 8 LEG1$LATIVE DISTRICT be based State Senate tit Y ?.2. � ;i;4,, � i , State Repres tiv� on et:43 . .... .� . � I ,,,, 4.1 r i *_ y x - - - -� f .,,,I.',=., {F{X81 2 m. t sip 3 4 : E ?: ' Z -2 1 s:w R ' k r f I 4 i F tr kE i no{ e - Question ''s� no available ad i 1.,, ,"z n If the a �,,` , gitestioais is _ yes,then p the f compensated d officers and� compensation. NAME COMPENSATION Last Updated March 25,2013 2 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 INTERAGENCY AGREEMENT Victims of Crime Act Victim Assistance Grant Proeram Federal Fiscal Year 2013 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 ILCS 3930/7(k))establishes the Authority as the agency"to apply for,receive,establish priorities for,allocate,disburse and spend grants of funds that are made available...from the United States pursuant to the federal Crime Control Act of 1973,as amended,and similar federal legislation,and to enter into agreements with the United States government to further the purposes of this Act,or as may be required as a condition of obtaining federal funds;"and WHEREAS,pursuant to the 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 October 1,2013 through September 30,2014. 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 September 10,2013 Federal and State Grants Unit 1 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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$33,628 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 fmancial 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 Updated September 10,2013 Federal and State Grants Unit 2 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 VOCA 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 fmancial 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 services. ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 3 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 fmancial 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; c) A short description of how the program has assisted crime victims in seeking available crime victim ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 4 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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. CLOSEOUT REQUIREMENTS Within 30 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)fmal fmancial status report;(b)fmal progress reports;(c)property inventory report;(d)any refund of unexpended funds and(e)other documents required by the Authority. SECTION 14.INSPECTION AND AUDIT If required by revised Office of Management and Budget Circular A-133 "Audits of States,Local Governments,and ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 5 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 OJP 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 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). ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 6 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 CONTRACTOR The Implementing Agency,in the performance of this agreement,shall act as an independent contractor and not as an agent or employee of the Authority.The Authority shall not be responsible for the performance,acts or omissions of the Implementing Agency.The Implementing Agency shall be liable,and agrees to be liable for,and shall indemnify, defend and hold the Authority harmless for all claims,suits,judgments and damages arising from the performance of this agreement,to the extent permitted by law. SECTION 19. MANAGEMENT AND DISPOSITION OF EQUIPMENT AND COMMODITIES Equipment and commodities acquired by the Implementing Agency with agreement funds shall be used for 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 7 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 8 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 Authority(20 I11.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,Govemmentwide 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. - 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. ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 9 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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). 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 may 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 10 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 plan that is approved by the Office for Civil Rights relating to employment practices affecting minority persons and women.The plan shall be approved by the Office for Civil Rights. 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 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. NONDISCRIMINATION The Implementing Agency certifies that no person shall be excluded from participation in,denied the benefits of, subjected to discrimination under,or denied employment in connection with any activity funded under this agreement on the basis of race,color,age,religion,national origin,disability,or sex.The Implementing Agency agrees to have written sexual harassment policies which satisfy the requirements set forth in the Illinois Human Rights Act.(775 ILCS 5). National origin discrimination includes discrimination on the basis of limited English proficiency(J FP).To ensure compliance with Title VI of the Civil Rights Act of 1964 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. 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 on 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. ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 11 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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,G;and I The Department of Justice regulations on disability discrimination,28 CFR Part 35; 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 ILLS 25. - The Equal Treatment for Faith-Based Organizations,28 C.F.R.Part 38. All applicable provisions,rules and regulations of these Acts are made a part of this agreement by reference as though set forth fully herein. In the event that a Federal or State court or administrative agency makes a finding of discrimination after a due process hearing on the grounds of race,color,age,religion,national origin,disability,or sex against the Implementing Agency,or any subgrantee or contractor of the Implementing Agency,the Implementing Agency will forward a copy of the fording to the Authority.The Authority will forward a copy of the finding to the Office for Civil Rights,Office of Justice Programs. 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 12 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 department or agency. The Implementing Agency certifies that it has not been barred from contracting with any unit of State or local government as a result of a violation of Section 33E-3 or 33E-4 of the Criminal Code of 1961,as amended. SECTION 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). 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: ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 13 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 (a) Publishing a statement: (1) Notifying employees that the unlawful manufacture,distribution,dispensing,possession or use of a controlled substance, including cannabis,is prohibited in the grantee's or contractor's workplace. (2) Specifying the actions that will be taken against employees for violations of such prohibition. (3) Notifying the employee that,as a condition of employment on such contract or grant,the employee will: (A) abide by the terms of the statement;and (B) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five(5)days after such conviction. (b) Establishing a drug free awareness program to inform employees about: (1) the dangers of drug abuse in the workplace; (2) the grantee's or contractor's policy of maintaining a drug free workplace; (3) any available drug counseling,rehabilitation,and employee assistance program;and (4) the penalties that may be imposed upon an employee for drug violations. (c) Providing a copy of the statement required by subparagraph(a)to each employee engaged in the performance of the contract or grant and to post the statement in a prominent place in the workplace. (d) Notifying the contracting or granting agency within ten(10)days after receiving notice under part(B)of paragraph(3)of subsection(a)above from an employee or otherwise receiving actual notice of such conviction. (e) Imposing a sanction on,or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program by,any employee who is so convicted,as required by section 580/5 of the Drug Free Workplace Act. (f) Assisting employees in selecting a course of action in the event drug counseling,treatment,and rehabilitation is required and indicating that a trained referral team is in place. (g) Making a good faith effort to continue to maintain a drug free workplace through implementation of the Drug Free Workplace Act. SECTION 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 14 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 CPR Part 23,the Implementing Agency certifies to the Authority that the program shall conform with the operating policies set forth in 28 CPR 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 CI-.R 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 in whole or in part with federal money,the Implementing Agency shall clearly state(1) the percentage of the total cost of the program or project which will be financed with federal money,and(2)the dollar amount of federal funds for the project or program. 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. ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 15 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 fmal publication no later than 20 days prior to release of the fmal 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#2013-VA-GX-0057,awarded by the Office for Victims of Crime,Office of Justice Programs,U.S.Department of Justice,through the Illinois Criminal Justice Information Authority.Points of view or opinions contained within this document are those of the author and do not necessarily represent the official position or policies of the U.S.Department of Justice,or the Illinois Criminal Justice Information Authority." 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 fmal 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): Individual Nonresident Alien Sole Proprietorship Tax Exempt 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 16 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 affirmation 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(2013-VA-GX-0002) • Grant Award Year:Federal Fiscal Year 2013 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 b)To maintain a current registration in the System for Award Management(SAM)database.The Implementing Agency must update or renew their SAM registration at least once per year to maintain an active status.Information about registration procedures can be accessed at www.sam.gov. The Implementing Agency's SAM registration is valid until: 3/25/2014 c)Shall provide the Authority with their Commercial And Government Entity(CAGE)Code.The CAGE Code request process is incorporated into the CCR registration. Implementing Agency's CAGE Code: 5CHL9 d)The Implementing Agency and Program Agency further agree that all agreements entered into with subgrantees or contractors,shall require compliance by the subgrantee or contractor 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 SAM.The acquisition of a DUNS number and registration with SAM database is not required of subgrantees and contractors who are individuals. e)The Implementing Agency shall provide the Authority with completed"Addendums to Agreements"for all subgrantees and subcontractors.Copies of blank Addendums to the Agreement are available from your grant monitor. 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 17 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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 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(2011.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 30 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 ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 18 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 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.statell.us/publid. 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. 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 Department 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 Updated September 10,2013 Federal and State Grants Unit 19 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 Illinois Criminal Justice Information Authority Ann: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.Department 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.PROHIBITED CONTRACTOR The Implementing Agency understands and agrees that no funds will be contracted or subawarded to the 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 September 10,2013 Federal and State Grants Unit 20 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 SECTION 53.DUPLICATION OF FUNDING The Implementing Agency agrees that if it currently has an open award of federal funds or if it receives an award of federal funds other than this VOCA award,and those award funds have been,are being,or are to be used,in whole or in part,for one or more of the identical cost items for which funds are being provided under this VOCA award, the Implementing Agency will promptly notify,in writing,the Authority. SECTION 54.HIGH-RISK GRANTEES Implementing agency agrees to comply with any additional requirements that may be imposed during the grant performance period if the Authority determines that recipient is a high-risk grantee pursuant to 28 C.F.R. parts 66, 70. SECTION 55.CONFERENCES AND TRAINING MATERIALS The Implementing Agency agrees that any training or training materials developed under this award shall adhere to the OW Training Guiding Principles for Grantees and Subgrantees available at www.ojp.gov/funding/confcost.htm The Implementing Agency agrees to comply with all applicable laws, regulations, policies and guidance (which includes specific cost limits, prior approval and reporting requirements) governing the use of federal funds for expense related to conferences, including the provision of food and beverages at such events, and the cost of attendance. Conferences are defined as meetings, retreats, seminars, symposiums, training and other events. Information on pertinent laws, regulations, policies and guidance is available at available at www.ojp.usdoj.gov/funding/ojptraininguidingprinciples.htm SECTION 56.RELIGIOUS AND MORAL BELIEFS OF STUDENTS The Implementing Agency understands and agrees that grant funds may not be used to discriminate or denigrate the religious or moral beliefs of students who participate in programs for which financial assistance is provided from those funds,or of the parents or legal guardians of such students. SECTION 57.COMPUTER NETWORK The Implementing Agency understands and agrees that no award funds shall be used to maintain or establish a computer network unless such network blocks the viewing,downloading, and exchange of pornography. Nothing in this section limits the use of funds for any Federal, State,tribal,or local law enforcement agency of any other entity carrying out criminal investigations,prosecution,or adjudication activities. ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 Federal and State Grants Unit 21 City of Elgin on behalf of the Elgin Police Department Law Enforcement&Prosecutor-Based Victim Assistance Services Agreement#213828 SECTION 58. 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: 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 213828 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 213828 and(3)the awarding of grant funds is conditioned upon the Authority's receipt of this certification. tA 4-9-14 Kapt.n Date Mayor City of Elgin I,Coleen Lavery,Chief Financial Officer,under oath,do hereby certify and acknowledge that:(1) all of the information in the grant agreement 213828 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 213828 and(3)the awarding of grant funds is conditioned upon the Authority's receipt of this certification. 4-9-14 Coleen 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 213828 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 213828 and(3)the awarding of grant funds is conditioned upon the Authority's receipt of this certification. 4-9-14 Jeffrey Swoboda Date Chief of Police Elgin Police Department ILLINOIS CRIMINAL JUSTICE INFORMATION AUTHORITY Updated September 10,2013 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 60120-5503 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 a small portion of Cook B. Federal Congressional District number(s) 8 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* ® Law Enforcement ❑ Court ❑ Prosecution ❑ Corrections ❑ Probation ❑ Other(specify) B. Non-criminal justice government ❑ Social Services ❑ Hospital ❑ Mental Health ❑Public Housing ❑ Other(specify) C. Private: Non-profit ❑Hospital ❑ Shelter ❑Rape Crisis ❑Mental Health ❑Religious Organization ❑ 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. We work with several community agencies to provide comphrensive services to victims and their families. For victims who need emergency shelter,we refer them to the Elgin Community Crisis Center. Victims who need substance abuse treatment are referred to the Renz Addiction Treatment Center. Victims who need free legal services are referred to Prairie State Legal Services. Victims who need extensive mental health services 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. N/A 3. Purpose of VOCA funds: (select one) Revised 05/13 ❑ Start a new victim services project ® Expand or Enhance an existing project not funded by VOCA m a previous year. ❑Continue a VOCA funded victim project ❑Technology funded in a previous year 4. -Crime Victim Assistance Funds Awarded: 33,628 Project Begin Date: 10/1/2013 Grant Number: 213828 Project End Date: 9/30/2014 5. These VOCA funds will primarily be used to: (check one) ❑Expand services into a new geographic area ❑ Offer new types of services ❑ Serve additional victim populations ® Continue existing services to crime victims ❑Other(specify) 6. For this victims' services program indicate the number of VOCA funded paid staff,full-time equivalent** (1-1'E) .60 **FIE is the program full time equivalent total listed in Question 3a in the Summary of Program Section. 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(FT E) volunteer staff are used by your agency as a whole,not just the VOCA funded program? 2.5 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 matter or who need general assistance. 8. Identify the amount of the VOCA-Funds allocated to serve victims accordingly. ALL GENERAL CRIME $ y+ f Child Abuse(includes child sex abuse) $ Domestic violence $ 33,628 Sexual assault $ Underserved DUI/DWI crashes $ Survivors of homicide victims $ Assault and/or Battery $ Adults molested as children $ Revised 05/13 2 Elder abuse $ Robbery $ Other violent crime(specify) $ TOTAL(should match question#4.) $ 33,628 Revised 05/13 3 9. Sub-grant Match (financial support from other sources for this program): Value of In Kind Match $ Cash Match $ 8,407 Total $ 8,407 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) $ 33,628 State $ Local $ 8,407 Other $ ❑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 ❑ Survivors of homicide victims ❑DUI/DWI Crashes ❑ Robbery ®Domestic Violence ❑ Assault ❑Adult Sexual Assault ❑ 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 ® Criminal Justice Support/Advocacy ®Follow Up Contact ❑ E• mergency Financial Assistance ❑Therapy ❑ E• mergency Legal Advocacy ❑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 05/13 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 staffmg. The Elgin Police Department has a total of 180 sworn officers and 92 civilian employees. The organizational chart consists of 4 component: The Chief Of Police, Operations, Investigations, &Administration. --Chief of Police and the Deputy Chief and adminstration assistants are at the top of the chart. They handle planning and research, budget, payroll, internal compliance and training. The remaining 3 units report to the Chief of Police. -- Operations,headed by the Operations Commander,consists of three patrol shifts, crisis negotiation, tactical response, and communications (dispatch). -- Investigations,headed by the Investigations Commander,handles both adult and juvenile crime investigations and includes gang and narcotic crimes.This unit also includes technical services,records and evidence, and social services (also known as Victims Services). --Administration,headed by the Administrations Commander, provides administration support, adjudication, media relations,traffic and parking law enforcement, crossing guards, special events, court liaisons,jail, asset management,facility management, and the information desk. 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 21 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. The Victims Services Unit(also known as the Social Services Unit) was established in 1991 as an integral part of enhancing the community oriented policing concept. The mission of the unit is to provide another way for the community to interact with police to solve social problems that may develop into criminal behaviors and to help victims to recover from the impact of victimization.The Victims Assistance Coordinator's responsibilities are 1)to provide short-term individual and family counseling to crime victims, including direct victims and witnesses of violent crime, 2)work diligently with families and juveniles who are regularly in contact with the police to reduce their problematic behaviors, and 3) assist individuals and families making use of community resources and in navigating the judicial and school systems. The Victims Services Unit has strong partnerships with other social service agencies,the judicial system,churches, and schools to reduce criminal intent and activity by helping at-risk populations to meet their needs and resolve their conflicts in socially acceptable and legal ways. The Victims Assistance Coordinator is the only 1,"1'E of the unit. At any given time,there are between two and six graduate-level interns from local colleges reporting to the Victims Revised 05/13 5 Assistance Coordinator to assist in providing the unit's services. The interns are not paid for their services,but they are gaining the experience they need to complete their Masters program in social work or a related field. The Victims Assistance Coordinator supervises and directs these interns and works closely with their college supervisors to ensure the students achieve their goals while also successfully providing services to the individuals and families who seek help from the Victims Services Unit. The Coordinator also oversees the VOCA funded part-time DV Case Managers. The coordinator is aware of all of the DV victims and provides support and follow up to the case managers as needed. The Victims Assistance Coordinator may work with the peretrators, or other key components of the abuse, to seek or provide services. in order to. This is one example of the agency provided services and Voca funded activities cordinating their efforts to work with the entire family in order to further interrupt the cycle of violence. 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. (Do not include managerial and support staff in this count). per week each) both funded by VOCA 1 FTE,partially 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? ❑ Yes—check all un-served/underserved populations being targeted ® No—skip to Section III ❑American Indian ❑ Lesbian, gay,bisexual, transgender ❑Asian ❑ People with disabilities ❑Black or African American ❑ Limited English proficiency ❑Elderly ❑ Mental health issues ❑ Hispanic or Latino ❑ Substance abuse issues ❑ Homeless or living in poverty ❑Rural areas ❑ Immigrants, refugees, or asylum seekers ❑ Children ❑ Other(specify): Revised 05/13 6 III. 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 fmanical 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 05/13 7 3. Staff a. 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 1F'1'hs in decimals, not percentages and report in terms of total time at the agency and time spent on the program. _ Agency Full % t on Pro Om run Title of Staff Person VOA Eanded Time Equivalent* prom Eqpt ; Example:Advocate .50 100 .5 Example: Counselor .75 50 .375 Domestic Violence Case Manager .50 100 .5 Victims Assistance Coordinator 1 10 .10 TOTAL(should equal#6 in Section I 1.5 N/A .60 Description of Organization) *Agency HE is calculated by the number of total hours worked in a week divided by the average work week for your organization. **Program FIE is calculated by Agency FTE times the time on the program. 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. 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 phone call or in-person meeting with every victim, the Domestic Violence Case Manager informs the victim of the VOCA Victims'Compensation program. Victims that cannot be reached by phone are sent a letter from the Domestic Violence Case Manger.This letter includes information regarding the VOCA Victims Compensation Program administered through the Office of the Illinois Attorney General, and instructions on downloading application. Also, the Victims' Compensation program is advertised in the office in flyers and brochures. Whenever a victim is interested, the Domestic Violence Case Manager assist the victim in filling it out. Revised 05/13 8 *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. 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 victims this program serves for the jurisdiction your program serves. Data for Index offenses are available on the Illinois Criminal Justice Information Authority's (ICJIA) 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 ,.-... rqt ..,. ,�- x. ,ri »•, c._..$.mac 3�:...:'' a .,, n..Y PrJA.'a ,s ., a..r.x � .. .�:--v-,%.,. ,. ., I 1,91 1,36 1,86: II 11 11 11 II * 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 Kane county covers the majority of the Elgin area. A small portion of the Elgin area is in Cook County.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 and education are two key identified issues for victims of domestic violence in our community. The majority of victims lack knowledge of or access to community resources that can help them to leave their abusive partners safely. Victims may also lack the emotional support from family and friends that is needed to follow through with utilizing community resources, including emergency shelter, victim compensation, crisis counseling,legal advocacy, etc. Victims who do have the support of friends and family, often 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 crime(s) and victims served through this program. Please do not use names or any other information that would identify a specific victim. Revised 05/13 9 The following are four examples of the victims served under the JAG AARA grant 809028, which previously funded our services in the last grant period: 1. Provided crisis couseling to a mother who was being phsically abused by her 17 year old daughter. The mother refused to allow the daughter back home after a domestic dispute. The mother decided to lockout daughter for her safety. The Domestic violence case manager worked throuought the day with Aunt Martha's to find immediate placement for daughter. The daughter was picked up by Aunt Marthas and taken to a temporary shelter until DCFS could place permanatley. The mother was happy with the outcome. The case manager spent aproximatley 5 hours on this case. 2. Provided crisis counseling and personal advocacy for 3 victims of domestic violence. The case manager accompanied and assisted all 3 victims in completeing their Order of Protection at the Kane County Judicial Center, and the case manager supported the victims in their hearings as well. 2 of the EOPs were granted, and 1 was not considered an emergency, but was continued for the plenary hearing. The case manager spent 4 hours on each victim. 3. Provided crisis counseling, in-person information and referrals, phone information and referrals, to a female victim of domesic violence. This young woman had a domestic dispute with her brother. She has a past childhood history of physical abuse by her mother and sexual abuse by her father, along with a long history of domestic violence between the parents.Victim recently found outshe is pregnant also. The victim reports doing well. She has used the tools and techniques learned in couseling to manage her emotions. The victim is also receiving prenatal care and states she is detrmined to be a good parent despite her experiece. The case manger spent 10 hours helping this client. 4. Provided crisis counseling, in-person information, and referrals to a female victim who was sexually assaulted on a date. Victim does not want to report incident. Victim has since developed an eating disorder while coping with the assault. Refered the victim to Alexian Brothers for treatment. The case manager spent approximately 3 hours helping this client. 4. Provided phone information. referrals, and safety planning to a young lady who is in an abusive relationship, but is not quite ready to leave. The case manager spent about 1 hour helping this victim. Revised 05/13 10 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 ® Domestic Violence Victims (Sub-population of crime victims.This should match the crime(s)indicated in Section: IV) If completing this section prior to the end of the program performance period please estimate. Number Number of clients Number for 1 dentified from (Objective) that actually Objective met?* upcoming Service Provided prior received"this Yes or No performance performance service.* period. Period. a. Crisis Counseling 50 30 no 25 b. Follow Up Contact 560 400 no 300 c. Therapy 0 0 0 0 d. Group Treatment 0 0 0 0 e. Crisis Hotline Counseling 0 0 0 0 f. Shelter/Safe House 0 0 0 0 g. Information and Referral (In person) 70 50 no 50 h. Criminal Justice Support/Advocacy 0 0 0 i. Emergency Financial Assistance 0 0 0 0 j. Emergency Legal Advocacy 0 0 0 0 k. Personal Advocacy 50 50 yes 20 1. Telephone Contacts (Information and Referral) 200 150 no 200 m. Other(specify): 0 0 0 n. Other(specify): *If you did not meet the objective(s) listed above, please detail each objective not met. All of the objective that were not met was due to the Domestic Violence Case manager position being vacant for over a month in this performance Revised 05/13 period. In addition the prior performance period was was funded under JAG AARA 809028 in which the goals and objectives were slightly different. Revised 05/13 12 1. 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 identify a specific victim. There were many sucessess during the current performance period, which was funded under JAG AARA 809028 . The case manager was able to reach out to 150, otherwise silent, victims and ensure their saftey and offer services. The case manager was able to help several females and 1 male leave their abuse sitivations and begin rebuilding their lives. The case manger was able to do this by providing personal advocacy while obtaining an EOP, providing community referrals for shelter and housing, and fmancial resources. The case manager also was able to assist parents/children and siblings who were becoming physically violent to peacefully solve their conflicts with each other as well as others. 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 identify a specific victim or a particular person. During this performance period,which was funded under JAG AARA 809028, the case manager noticed there was a decrease in the number of domestic violence incidents. After disscussing the decrease with patrol officers,it was discovered that ther number of written reports were fewer,howerver the number of incidents were still very high. Police officers are able to use their discretion if a written report is actually needed.This means many of the calls for help with verbal arguments and family conflicts are often closed without writing a report,therefore we are do not get the information to reach out to them. We have since,asked the officers to at least provide contact information for us to follow up on. 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. There seems to be an increase in cases where the couples are equally combative and the aggressor and/or victim are not as clearly identified. There also seems to be an increase in males who are reporting the abuse. Revised 05/13 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 fmd 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. 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? to address the barrriers indicated in Section V question 2 the case manager will make a request to the ITS Services Department to install the Mobile Client software on her computer to Revised 05/13 14 gain access and training on the system. This will allow the case manager to obtain access to the dispatch information in the hope that contact information can be found even when there is no police report for domestic calls. This is the same software that dispatch and patrol officers use to communicate with each other. This will assist the case manager to follow up with these families ,that were not previously reached, to help them to resolve their conflicts,to prevent the conflicts from escalting to violence, and to reduce recidivism. Officers have informed us that they have visited many of these families multiple times,however by the time the case manager has reached out to them there has already been a violent act commited. The Victim's Assistance Coordinator will also follow up with the police division commander to evaluate whether the police are in fact using proper discretion in determining whether or not a police report should be written and what policy for this is in place. 3. What training needs have you identified for the staff funded under this program? No training have been identified at this time 4. How will you address those training needs? If unable to address those needs,please explain why. N/A 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 05/13 15 VII. Implementation Schedule The implementation schedule should be used as a planning tool for the program and should reflect a realistic projection of how the program will proceed. The Implementation Schedule should indicate: the VOCA funded activities and services that will be provided; the month the activity/service begins; the month the activity/service is completed; the personnel responsible for each activity/service; and the frequency with which the activity/service will be provided. Please use the following implementation schedule form using examples as a guide. _,�, ,..,..k y,,, ,.p.. 6.;: wfa .: Z.'-;« 3F .."a. z,, d ,'. {t t .i r 4, r"' sub ,�. ay"k.vy, t r°-�3t � . :1� d�. z�,.,��,s��S � a. � '., tea. � ,a.. �: V. uica;i F,25 k4`o " x«!','r 'Te; .. .»,,..a.1,,—:,„:hw?as 5''a,,a.a..L.,w<..;N,.,,:a,'.r ,.... ._.,.,..,A._...a, «...,..,,.. ..,.., r:..m>......... ....: ....w.,....,,,.......,... ..a..,.... ,a. :1";LI.•. Example: Distribute Brochures Month 1 Ongoing Volunteers As needed Example: Hire Medical Advocate Month 1 Month 2 Coordinator N/A Example: Provide Support Groups Month 2 Month 12 Advocate Weekly Review all Domestic Police Reports Month 1 Ongoing Domestic Violence Case As needed Provide crisis counseling Manager Provide follow-up contact Month1 Ongoing Domestic Violence Case As needed Manager Provide telephone information and referrals Monthl Ongoing Domestic Violence Case As needed Manager Provide criminal justice support and legal Monthl Ongoing Domestic Violence Case As needed advocacy Manager Provide Victim Compensation Assistance Domestic Violence Case and information Monthl Ongoing Manager As needed Supervise The domectic Violence Case Monthl Ongoing Victims Assistance Coordinator weekly Managers Submit data and budget reports to grants monitorsand mangement at the program Monthl Ongoing Victims Assistance Coordinator Monthly and quarterly ageny Monitor program budget Monthl Ongoing Victims Assistance Coordinator As needed Provide referrals to case manager and any Monthl Ongoing Victims Assistance Coordinator As needed other direct service to victim as needed Provide Dv information to Patrol Officers Month 5 Month 6 Domestic Violence Case every 6 months Manager Provide support group for victims of DV Month 3 Month 4 Domestic Violence Case As needed Manager Revised 05/13 Community '",' S CRISIS CENTER, hope George Van De Voorde Place PO Box 1390 Elgin IL 60121-1390 Bus Una 847-742-4088 Crisis Line: 847-697-2380 Fax 847442-4182 TTY:847-742-4057 www.crisiscenter.org September 9, 2013 Elgin Police Department 151 Douglas Avenue Elgin,IL 60120 To Whom It May Concern, As Executive Director of the Community Crisis Center, Inc, 1 would like to offer our support and endorsement of the Elgin Police Department's(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 Domestic Violence and Sexual Assault Advisory Committee, which is comprised of representatives from community agencies that meet quarterly to share the challenges that victims of domestic violence and sexual assault 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 to support this program. 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. EXHIBIT B:BUDGET IDENTIFICATION OF SOURCES OF FUNDING Implementing Agency: City of Elgin Agreement#: '213828 SOURCE AMOUNT Federal Amount: Grant Fund: VOCA FFY:13 $33,133 Subtotal: $33,133 Match: City of Elgin $8,283 Subtotal: $8,2831 Over Match: City of Elgin $1,488 Subtotal: $1,488 GRAND TOTAL $42,904 B1 Budget&Budget Narrative City of Elgin Agreement# 213828 PERSONNEL SERVICES Annual #Months %Time On Federal Match Job Title Salary On Program Program Amount Contribution Total Cost _ Domestic Violence Case Manager $ 26,732.00 12 100% $ 26,732.00 $ 26,732.00 I Victim Assistance Coordinator $ 79,570.00 12 10% $ - $ 7,957.00 $ 7,957.00 i $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Total FTE for use on Fringe Benefit Worksheet 1.10 $ - $ - $ - Total Salary $ 26,732.00 $ 7,957.00 $ 34,689.00 Fringe Benefits(Use figure from Fringe Benefit Worksheet) $ 6,401.00 i$ 1,814.00 $ 8,215.00 / TOTAL PERSONNEL SERVICES $ 33,133.001 $ 9,771.00 $ 42,904.00 f 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 is scheduled to work 20 hrs .each week 52 weeks per year.The hourly rate of pay is$25.70 and the yearly salary is $26,732.00 per year. The fringe and flat rate benefits totals$6,401 the yearly salary of$26,732.00+$6,401 =$33, 133.00.The Domestic Violence Case Managers responsibilities consist of the following: review all police reports related to partner and family abuse by phone or letter or in office contact,provide crisis counseling,assist victims with safety planning,refer victims to the Victim's Compensation Program,and provide legal and personal advocacy to victims. The Victim Assistance Coordinator supervises the overall operations of the Victim Services Unit and provides direct supervision to the Domestic Violence Case Managers; additionally the Coordinator provides direct services to victims and manages the domestic violence grants which support the program.The Victim Assistance Coordinators annual salary is$79,570,an in kind 10%match for the grant=$7,957.00 and the fringe benefits portion of the salary=$1,814.00. Budget&Budget Narrative City of Elgin Agreement# 213828 EQUIPMENT Pro-rated Federal Match Item Cost per Unit #of Units Share Amount Contribution Total Cost $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - For Equipment Budgets over$5000,the Authority must be notified prior to the disposal of any equipment. ITOTAL EQUIPMENT COSTI $ - I $ - l $ - 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# 213828 COMMODITIES Federal Match Item Cost/Month #of Months Amount Contribution Total Cost $ - $ - $ - $ $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - TOTAL COMMODITIES COST $ - I $ - I $ - 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# 213828 TRAVEL Federal Match Cost/Mile #of Miles/mo #of Months Amount Contribution Total Cost Program Staff Mileage* $ - $ - $ - $ - $ - $ - $ - $ $ - $ - $ - $ - Conference Travel** Cost/person #of people #of days $ - $ - $ - Airfare $ $ - $ - $ PerDiem $ - $ - $ - $ - Lodging $ - $ - $ - $ - Other(Specify) $ - $ - $ - $ - *State rate is calculated at$.55.5/mile.If agency rate is lower use that lower rate. **Out of State Travel requires 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 Agreement# 213828 CONTRACTUAL #of hours Federal Match Cost/month Dollar/hour per month Pro-rated Share Amount Contribution Total Cost Cell Service $ - $ - $ - $ - Telephone Service $ ■_ $ - $ - $ - $ - $ - $ - $ - Conference Registration Fees $ - $ - $ - $ - Other:(Specify) $ - $ - $ - $ - Other(Specify) $ - j,f $ - $ - $ - Use Boxes Below for Contractual Personnel $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - TOTAL CONTRACTUAL COST $ - $ - $ - Budget Narrative for Contractual.Please give a brief description for each line of the Contractual Budget. (See Attached Budget Instructions) Budget&Budget Narrative City of Elgin Agreement# 213828 GRAND TOTAL Federal Match Amount Contribution Total Cost I I ✓ PERSONNEL SERVICES $ 33,133.00 $ 9,771.00 $ 42,904.00 EQUIPMENT $ - $ - $ - COMMODITIES $ - $ - $ - TRAVEL $ - $ - $ - CONTRACTUAL $ - $ - $ - TOTAL COST $ 33,133.00 I $ 9,771.00 I $ 42,904.00 All procurements must be competitive FRINGE BENEFIT WORKSHEET:Agreement# 213828 Domestic Violence Case manager 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 Dro(/111r117L'I C'L'DIII/'DC'1....11../' 12 .....7 L7121 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)mitim rrr 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) $26,732.00 TOTAL RATED FRINGE BENEFITS $6,093 FLAT RATE FRINGE BENEFITS $per FTE HEALTHIMEDICAL INSURANCE OTHER(SPECIFY)OPTED FOR SICK DAYS PAYMENT $308.00 Total Flat Rate Fringe $308.00 Number of grant—funded FTE(full-time equivelent)positions receiving Flat Rate Fringe Benefets (Please use figure from cell F-1 1 of Budget Detail)* FLAT RATE FRINGE BENEFITS $308 TOTAL FRINGE BENEFITS: (Total rated+Total flat rate benefits) $6,401 *PLEASE REFER TO YOUR RESPONSE IN EXHIBIT A, SECTION II, QUESTION #1. FRINGE BENEFIT WORKSHEET: Agreement# 213828 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 Salar, 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 I- 12 in the Budget Detaill $7,957.00 TOTAL RATED FRINGE BENEFITS $1,814 f FLAT RATE FRINGE BENEFITS $ per FTE HEALTH/MEDICAL INSURANCE OTHER (SPECIFY)OPTED FOR SICK DAYS PAYMENT 1 Total Flat Rate Fringe Number of grant—funded FTE (full-time equivelent)positions receiving Flat Rate Fringe Renefets _ (Please use figure from cell F-11 of Budget Detail)* _ FLAT RATE FRINGE BENEFITS TOTAL FRINGE BENEFITS: (Total rated+ Total flat rate benefits) $1,814 *PLEASE REFER TO YOUR RESPONSE IN EXHIBIT A, SECTION II, QUESTION #1 . EQUAL EMPLOYMENT OPPORTUNITY PLAN(EEOP) CERTIFICATION INSTRUCTIONS • Circle the grant program that the grant is funded under. • Enter the grant number and amount, the name of the grantee/organization, the address, contact person and contact information on the lines provided. (The contact person should be someone who is familiar with the grant and able to answer questions regarding the EEOP.) COMPLETE ONLY ONE OF THE FOLLOWING SECTIONS, SECTION A OR B • SECTION A: Some grantees are not required to develop an EEOP. If one or more of the checkboxes in Section A apply to your organization, then your organization is exempt from the EEOP requirement and IS NOT required to develop an EEOP. If this is the case,please print the name of the individual authorized to certify to this fact,check the box(es) that apply to your organization and sign the certification. OR • SECTION B: If your organization is a covered entity type(state or local unit of government, or for-profit entity),has 50 or more employees and receives a single grant of$25,000 or more, your organization is required to have an EEOP on file that is current and that can be reviewed by outside individuals. • Print the name of the responsible individual who is certifying that an EEOP is required and on file, the name of the entity and the location/address of the office where the EEOP is on file. • Sign the certification. • If an entity receives a single grant of$500,000 or more, or, over a period of 18 months, receives several grants totaling$1,000,000 or more,the entity must submit a copy of the EEOP to the Authority. The Authority will then forward the EEOP to the federal Office of Civil Rights for review and approval. CIVIL RIGHTS COMPLIANCE CERTIFICATION INSTRUCTIONS • Circle the grant program that the grant is funded under. • Enter the name of the grantee/organization, the address, contact person and contact information on the lines provided. (The contact person should be someone who is familiar with the grant and able to answer questions regarding civil rights compliance.) • CERTIFICATION STATEMENT: The entity needs to certify that it is in compliance with all local, state and federal civil rights laws, regulations and guidelines as listed in the Interagency Agreement. The entity also needs to certify if it has or has not had any findings of discrimination within the past 3 years. ■ Print the name of the responsible official who is certifying to compliance and the name of the entity. • If your organization has had no fmdings of discrimination within the past 3 years, please check the first box. If your organization has had any fmdings of discrimination within the past 3 years,please check the second box. Attach a copy of all findings made within the past 3 years that have not already been submitted to the Authority. If your organization has already submitted all current findings to the Authority, check the box indicating that; there is no need to resubmit them to the Authority. • Sign the certification. Instructions for EEOP&CR Certification revised 6-10-11 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): ARRA JAG,JABG,JAG,NCHIP,NFSIA,PSN,RSAT,VAWA,VAWA SASP, OCA, er(Specify) Grant Number: 213828 Federal Grant Award Amount:$33,628 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) I [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: ❑ENTITY HAS LESS THAN 50 EMPLOYEES ❑ENTITY DOES NOT RECEIVE A GRANT OR AWARD OF AT LEAST$25,000 ❑ENTITY IS A NON-PROFIT ORGANIZATION ❑ENTITY IS A MEDICAL INSTITUTION ❑ENTITY IS AN INDIAN TRIBE ❑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/ocl'/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 City of Elgin 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 II 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,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. Gail Cohen, Human Resources Director April 9, 2014 [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,PSN,RSAT,VAWA,VAWA SASP,VOCA„Other(Specify) 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 Grant Number/Contract Name:213828/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: 4THE 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 finding(s)made within the past 3 years that have not yet been submitted to the Authority) ❑All current fmdings have already been submitted to the Authority;no additional fmdings have been made and no additional findings are attached Human Resources Director April 9, 2014 [Signature of Responsible Official]Gail Cohen [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): ARRA JAG,JABG,JAG,NCI-BP,NFSIA,PSN,RSAT,VAWA,VAWA SASP VOCA, er(Specify) Grant Number:213828 Federal Grant Award Amount:$33,628 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 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: ❑ENTITY HAS LESS THAN 50 EMPLOYEES ❑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 ❑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 City of Elgin 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 I160120-5527 '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,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. Cam/ Gail Cohen, Human Resources Director April 9, 2014 [Signature of Responsible Official] [Print Name and Title] [Date][ l CIVIL RIGHTS COMPLIANCE CERTIFICATION (Complete ENTIRE certification) Grant Program(circle applicable grant program): ARRA JAG,JABG,JAG,NCHIP,NFSIA,PSN,RSAT,VAWA,VAWA SAS VOCA, 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:213828/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 grants)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 finding 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: XX THE ENTITY,ITS SUBGRANTEES AND CONTRACTORS HAVE HAD NO FINDINGS OF DISCRIMINATION WITHIN THE PAST 3YEARS 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) 0 All current findings have already been submitted to the Authority;no additional findings have been made and no additional • fmdings are attached CHuman Resources Director April 9, 2014 [Signature of Responsible Official]Gail Cohen [Title] [Date] U.S. DEPARTMENT OF JUSTICE lTTTT l,P —.. 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 y 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 (c)Are not presently indicted for or otherwise criminally or (a)No Federal appropriated funds have been paid or will be 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 (d)Have not within a three-year period preceding this applica- Congress,or an employee of a Member of Congress in con- Von had one or more public transactions(Federal,State,or nection with the making of any Federal grant,the entering into local)terminated for cause or default;and of any cooperative agreement,and the extension,continuation, 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 (a)Publishing a statement notifying employees that the cooperative agreements,and subcontracts)and that all sub- unlawful manufacture,distribution,dispensing,possession,or recipients shall certify and disclose accordingly. 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); lion been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in conned- (d)Notifying the employee in the statement required by para-graph lion with obtaining,attempting to obtain,or performing a (a)that,as a condition of employment under the grant, the employee will- OJP FORM 4661/6(3-91)REPLACES OJP FORMS 4061/2.4061/3 AND 4061/4 WHICH ARE OBSOLETE. (1)Abide by the terms of the statement;and (2)Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; (e)Notifying the agency,in writing,within 10 calendar days Check❑if there are workplaces on file that are not indentified after receiving notice under subparagraph(d)(2)from an here. employee or otherwise receiving actual notice of such convic-tion. Employers of convicted employees must provide notice,including Section 67,630 of the regulations provides 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.C.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: f/9 i", /?r./, t.o 27 a v e,14 e-K1 / DO cJ,4-J 4Ym, it7,f ) /, (oa/2 o.. 3503 2.Application Number and/or Project Name 3.Grantee IRSNendor Number i�Atn7 �r,/p VGQsv .t t! I?v1 e.c-'-'s1 ✓/7.01 e.L 3 6- 6 DO $1j b Z Y,'vh iti DDAlf;,c#1 ,v • .fw,.rces 2/3 2� 4.Typed Name and Title of Authorized Representative Jr � bo 01.4-1 �o/ice o U //21'/, / 5.Signature 6.Date April 9, 2014 'U.S.Government Printing Office:1998-405037/40014 INDEPENDENT AUDIT INFORMATION SHEET The Inspection and Audit section of your interagency agreement with the Illinois Criminal Justice Information Authority requires compliance with Office of Management and Budget revised Circular A-133. Audit requirements under revised Circular A-133 vary based on the level of federal funding an organization expends in a year: • Non-Federal entities that expend$500,000 or more in a year in Federal awards from all Federal sources combined(i.e.DOJ,HUD, HHS, etc.)shall have a single or program-specific audit conducted for that year. • Non-Federal entities that expend less than$500,000 a year in Federal awards from all Federal sources combined(Le.DOJ, HUD, HHS, etc.)are exempt from Federal audit requirements for that year, but records must be available for review or audit by appropriate officials of the Federal agency,pass-through entity, and General Accounting Office(GAO). Please provide the following information regarding your agency's compliance with Circular A-133 and return this form to the attention of your program monitor at the Illinois Criminal Justice Information Authority, Federal and State Grants Unit, 300 W. Adams, Suite 200 Chicago, IL 60606. If you have any questions, please call your grant specialist at(312)793-8550. AGENCY INFORMATION 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 program activities. An organization can be both the Implementing Agency and the Program Agency. Audit requirements apply to the Implementing Agency. Implementing Agency: c/ ,�,✓ Implementing Agency's FEIN#: 3 6 o o SF (v z Agreement#: 2/3 a Program Agency: 1/11, 0 127,;.) /o/r'u. Program Title: 9 i-c-e_4,14 se /—v r atara_c1 ,,,,ii9 4jj;_tXww- `('f-„v,`c`.✓ Program Period of Performance: 1 0 / oi/ / 3 —' //S y / CONTINUE ON BACK SIDE P:\FORMS\Closeouts\Close Out packet\Copy of Closeout packet materials\Audit info Sheet(4).docEffective 06/10 AUDIT REQUIREMENTS (PLEASE CHECK APPROPRIATE BOX) ❑ The above implementing agency will expend less than$500,000 in Federal awards from all Federal sources combined during the fiscal year(s)covering the above program period and is exempt from audit requirements according to Circular A-133. ❑ The above implementing agency will expend$500,000 or more in Federal awards from all Federal sources combined during the fiscal year(s)covering the above program period and is required to have a single or program-specific audit according to Circular A-133. FISCAL YEAR INFORMATION Implementing Agency's fiscal year: Dates covered by last independent audit: Date last independent audit completed: Dates to be covered by next independent audit: Expected completion date for next independent audit: Staff person who can answer questions regarding the Implementing Agency's independent audits: Name: Title: Agency Phone: Fax: CERTIFICATION I certify that this is a true and accurate report. Prepared by: (Authorized Fiscal Representative) Date: P:\FORMS\Closeouts\Close Out packet\Copy of Closeout packet materials\Audit info Sheet(4).docEffective 06/10 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: ATTN: 5. What organization is listed as holder of the bank account into which program funds will be deposited? Effective 05/03 PAFORMS\Initiation\Fiscal Info Sheet\Fiscal Information Sheet 06.10.doc 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: Cay- Implementing Agency's FEIN #: 4„N tr47 Agreement #: Program Agency: //L, , /J,,, CA-41 t Program Title: LA G � Y�v�c� a•�, dr et V' ,r' tap,'� 6, 1. Who will be responsible for preparing and submitting quarterly fiscal reports? Name: L G eAg e.4, 4 Title: e.(�,f- ,a, ) ,!Agency: Acid ;,. Pv/i'c� c,. Address: /S7 -o Phone: 4�) 2 2- 2 7s7) Fax:( 7) 2411 27 j 2. Who will be responsible for preparing and submitting quarterly data/progress reports? 11th► ie Name: „ 4:9t `a1�G► Title: Al.S fi a bvoc Nod/..+. 2::biew„J,S 40/ _ M0-„�.a ,,", � 1 Agency: �` R i` i u, A. 1- e-,1"4. Address: ) S uet,,f / Cc Phone:( ■7) 28 y - Z6 G Fax: 0/ 7) Zd - 24 y z Orin) 2ts 9 27-CV 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 _ j„G ] r—' I am requesting an initial cash request of$ f 0 8 O,/tas permitted in Interagency Agreement# .0,312 8 ' Iature of Aut 'riz• . Official / / YS/ /g � Date 17/4 /;i4 i 4.f.64Ail apv.. .4ei Title hho 2.Scd le:.-h•'-f Program Name • 0_ (o DU SK 62 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\Initia]Cash Request 10.10.doe • ■ • dV J s uai}�ijul�?sit1S 6J? 1� 1�!onel�iu� 9op$1>gpy o ' stz (L • 4,;;;,..P 7 { : J'Ja_Yp5 Y . t ,-,.„ � _ :. a;• S ; ,;R ''.-'4,- 'I f ) -v 1 _ A LL ro 1 t. kto„- � i!ts 's4. = ,,k to- r - ¢, a'+i. >, ; #'� .” t- , _ aye, �. ¢ *,- k . i''t,''u, 3 'd$s > ^xy r t 1 :- ''./: 3� ,_ 1. 7 ..-Y ti--,' ` r ",*a ya+� .;.,. s-.. „, . s' r t 7 '{ a w s eis,?,,...-+ _ - �.. p rs> '�v 'f'y _ ,i f 4 n Y - 4 1: t r _tal-' '+`SwM s t ,i -`r� -' -cri r ` '�, 3 't y•i...-, ,:-:„.....,....;::...,..A.. . .,.,-..,--,,,..:,- ,-,--.'7 4v---',..::-.:";'...,, .• - , ....'.'' ' '' ! - --• . . .,,- -„, - �.. •S t ks!�if :,:t4 D, :1 r,t 1 . ..' : . ;r:lig s ,.ice t . y y .fir',: :.r:,F I'1.'. Y - ' . - 'r y � µ.ms, .. •r'.. •. - t.. -. . I. v.. ,T .f ,.arpl i:Y;. _ 5 : u`. - •• C 'a- , :t< {e : •4,.: .,....„.,.,..., . .... ` ‘.:k p :',2-1:...i,,>•..:.. ... n.,:f.'s, .....: - •! ,• r•`�e�2'`ii.,.• ��q�J"'d^.:. A.r. T3, .;e�• ,,w .n1.... .,.�i-x�riµ.� x FT h�S �.•rv��kA t � � rpa — h. y xt'.�i . ;:M fiy' 6 5. .:,` -N .., ! .al. aF '� rt ,,'':',./4,' 1. INDEPENDENT AUDIT INFORMATION SHEET The Inspection and Audit section of your interagency agreement with the Illinois Criminal Justice Information Authority requires compliance with Office of Management and Budget revised Circular A-133. Audit requirements under revised Circular A-133 vary based on the level of federal funding an organization expends in a year: • Non-Federal entities that expend$500,000 or more in a year in Federal awards from all Federal sources combined(i.e.DOJ, HUD, HHS, etc.)shall have a single or program-specific audit conducted for that year. • Non-Federal entities that expend less than $500,000 a year in Federal awards from all Federal sources combined(i.e.DOJ, HUD, HHS, etc.)are exempt from Federal audit requirements for that year, but records must be available for review or audit by appropriate officials of the Federal agency,pass-through entity, and General Accounting Office(GAO). Please provide the following information regarding your agency's compliance with Circular A-133 and return this form to the attention of your program monitor at the Illinois Criminal Justice Information Authority, Federal and State Grants Unit, 300 W. Adams, Suite 200 Chicago, IL 60606. If you have any questions, please call your grant specialist at(312)793-8550. AGENCY INFORMATION 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 program activities. An organization can be both the Implementing Agency and the Program Agency. Audit requirements apply to the Implementing Agency. Implementing Agency: /�,,✓ Implementing Agency's FEIN#: 3&.- G o o Sy b z Agreement#: 7/3 a b' Program Agency: f/9/;a 4// Program Title: ,l!jp 1„v � /-o�-c ►�r �n.G��'� S e c-4-v r of e-•t Y% �rl paw:r% , � `�.✓ Program Period of Performance: / 0 / 3 -- q fib/ /'f CONTINUE ON BACK SIDE P:\FORMS\Closeouts\Close Out packet\Copy of Closeout packet materials'Audit info Sheet(4).docEffective 06/10 AUDIT REQUIREMENTS (PLEASE CHECK APPROPRIATE BOX) u The above implementing agency will expend less than$500,000 in Federal awards from all Federal sources combined during the fiscal year(s)covering the above program period and is exempt from audit requirements according to Circular A-133. u The above implementing agency will expend$500,000 or more in Federal awards from all Federal sources combined during the fiscal year(s)covering the above program period and is required to have a single or program-specific audit according to Circular A-133. FISCAL YEAR INFORMATION Implementing Agency's fiscal year: ccC/K &[" dl Dates covered by last independent audit: 1// — 491g/1/4 Date last independent audit completed: hid/5[f 3. Dates to be covered by next independent audit: ft///3 /9/2 //3 Expected completion date for next independent audit: c:P 0 r� Staff person who can answer questions regarding the Implementing Agency's independent audits: Name: e (( - -) I t/ery Title: / Agency C[.Alf p,c C3c-r) Phone: N7—q3/- 56,36, Fax: 7-. q31- CERTIFICATION I certify that t • is a true and accurate report. Prepared by: Authorized Fiscal Representat Date: o /T P:\FORMS\Closeouts\Close Out packet\Copy of Closeout packet materials\Audit info Sheet(4).docEffective 06/10 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