09-1103CITY OF
Presented by
Council File # 09-1103
Green Sheet # 3081216
RESOLUTION
41NT P,AUL, MINNESOTA �
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WHEREAS, the City of Saint Paul, Police Departrnent has been awazded the Violence Against Women Act (VAWA)
Recovery Act Systems Change 09 grant with the use of the US Recovery Act Funds and wishes to enter into the grant
agreement with the Minnesota Depariment of Public Safery; and
WHEREAS, this grant provides for the funding for practitioners in the Saint Paul Ramsey County criminal justice system to
receive full scope training on the integrated domestic violence `blueprinY and its specific implications for their tasks in
processing domestic violence cases; and
WHEREAS, a 2009 financing and spending plan needs to be established for these funds; and
WHEREAS, the Mayor pursuant to Section 10.07.1 of the Charter of the CiTy of Saint Paul, does certify that there are
available for appropriation funds of $119,643 in excess of those estimated in the 2009 budget; and
WHEREAS, the Mayor recommends that the following addition be made to the 2009 budget:
Cunent Amended
Budget Changes gudget
0436-Palice Special Projects Fund
FINANCING PLAN
34240-VAWA Recovery Act Systems Change 09
3199-0ther Federal Grants - State
Total Changes to Financing
SPENDING PLAN
34240-VAWA Recovery Act Systems Change 09
0111-Salary
0219-Fees — Other Professional Services
0439-Fringe Benefits
Total Changes to Spending
0 119,643 119,643
0 ll 9,643 119,643
0 27,927 27,927
0 86,200 86,200
0 5,516 5,516
0 119,643 119,6a3
THEREFORE BE IT RESOLVED, that council accepts this grant and authorizes the Ciry of Saint Paul to enter into, and
Chief John Harrington to implement the attached agreement with the Minnesota Department of Public Safety; and.
THEREFORE BE IT RESOLVED, that the Saint Paul City Council approves these changes to the 2009 budget.
by,P,�pg(tme�t oE
Adopti �fied n � Secretary
By:
Approved b a� r: Date �� � 3 C�
B � r
AdopYed by Council: Date \`J I�- ��
--�,�
09-1103
� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
� DepartmentlOffice/Council: � . Date Inkiated:
Pp _P°���°e ; 23SEP2oo9 ' Green Sheet NO: 3081216
Contact Person & Phone: , � DeoarlmeM � Sent To Person InitiallDate
Chief John Harrinpton � o roi�ce nepprm,e�t � � � _ _ _ _ _
266-5588 � � � 1 Police Deparhnent Department DireMOr �__
---- - - - Assign , 2 CiryAnomey__ ., _ -- - L�
� Must Be on Council Agenda by (Date): � Number , 3 Mayor•s Oflice � Mayor/ASS�siant
07-0CT-09 � For � - - - - - _ _ _ - - - - -_ , -- -
��— ��- ' Routing 4 Cmncil � _ . � �
Doa Type' PUBLIC HEARING � Order , 5 City Clerk _ _ __ _ , _ ;_ Ci Clerk �i _ _ _
_ (RESOLUTION) � I
_._ _ ___._ ,
E-Document Required: Y �� �I
' Document Contact; Evette Scarver I �
', ConWctPhone: 266-5541 �� �';
9 g � (Cli All Locations for Si . . � � � � � � � � � � � � � � � � � � � � �
I Total # of Si nature Pa es p gnature)
I Action Requested:
- _ -_ - __ __ ___ _ -_ _ - __
__ - ___-___ - _- ____ __ _- ___
�'� Signatures on the attached council resolution establishing a financing a�d spending plan for the Violence Against Women Act
(VAWA) Recovery Act Systems Change 09.
i -- - -
' Recommendalions: Approve (A) or Reject (R):
Planning Commission
CIB Commiltee
Civil Service Commission
i
- _ _.. .. _ - -- - - ----
Personal Service Contracts Must Answer the following Questions:
1. Has this person/firm ever worked under a contrect for this department?
Yes No
2. Has this personlfirm ever been a city employee?
Yes No
3. Does this person/firtn possess a skill not normally possessed by any
i I, cuvent ciry employee?
Yes No
Explain all yes answers on separete sheet and attach to green sheet.
- _ _ _- -_- __
__�__-_-__-____-_-_____ _
Initialing Problem, Issues, Opportunity (Who, What, When, Where, Why):
i The City of Saint Paul, Police Depar[ment has been awazded the VAMA Recovery Act Systems Change 09 grant, authorization is
� needed to enter into the grant.
i AdvanWges If Approvetl:
j The funds wi12 be used to provide funding to practitioners in the Saint Paul, Ramsey Counry azea for their tasks in processing domestic
i violence cases.
, � - -- - ---------------- -
---- - ---------- -----
- - - -- - - - -- -- ---- ------- -
' DisativanWgeslfApproved:
' None.
Disadvantages If Not Approved:
Lost oppor[uniry to use gant funds.
� � Total Amount of �
Trensaction: $� 19,643.00
�� Funding Source: 436
� Financiallnformation:
(Explain)
CosURevenue Budgeted:
Activity Number: �240
- - -- - - -- - -- --- I,
I
i
;� September 24, 2009 9:49 AM Page 1
09-1103
Cnant Agreement Page 1
Minnesota Department of Public Safety ("State") Grant Program:
Commissioaer of Public Safety VAWA Recovery Act Systems Change 09
Office of Justice Programs
445 Minnesota Street, Suite 2300 Grant Asreement No.:
St. Paul, MN 55101-2139 2010-RASC-00119
Grantee: Grant Agreement Term;
City of St Paul Police Depaitrnent Effecrive Date: August I, 2009
367 Crrove Street Expiration Date: Apri130, 2011
St Paul, Minnesota 55106-2416
Grantee's Authorized Representative: Grant Agreement Amount:
Chief John M. Harrington Original Ageement $ I 19,643.00
St Paul Police Department Matching Requirement $0.00
367 Grove Street
St Paul, Minnesota 55101
(651)266-5507
State's Authorized Representafive: Federal Funding: CFDA 16.588
Jean Miller, Grants Prograzn Specialist State Funding: None
Crime Vicfim Services Special Conditions: None
445 Minnesota Street, Suite 2300 Bremer Tower
St. Paul, Minnesota 55101
(651)201-7328
Under Minn. Stat. § 299A.01, Subd 2(41 the State is empowered to enter into this gant agreement.
Term: EfFective date is the date shown above or the date the State obtains all required signatures under Minn.
Stat. § 16C.05, subd. 2, whichever is later. Once this grant agreement is fully executed, the Grantee may claim
reimbursement for expenditures incurred pursuant to the Payment clause of this grant agreement.
Reimbursements will only be made for those expenditures made according to the terms of this grant agreement.
Expiration date is the date shown above or unril all obligations have been satisfactorily fulfilled, whichever occurs
first.
The Grantee, who is not a state employee will:
Perform and accomplish such purposes and activities as specified herein and in the Grantee's approved VAWA
Recovery Act Systems Change 09 Application ("Application") which is incorporated by reference into this grant
agreement and on file with the State at Bremer Tower, 445 Minnesota Street, Suite 2300, St. Paul, Minnesota
55101-2139. The Grantee shall also wmply with all requirements referenced in the VAWA Recovery Act
Systems Change 09 Guidelines and Application which includes the Terms and Condirions and Grant Program
Guidelines (www.we o�.dosstate.mn.usl, which are incorporated by reference into this grant agreement.
Budget Revisions: The breakdown of costs of the Grantee's Budget is contained in E�ibit A, which is attached
and incorporated into this grant a�eement. As stated in the Grantee's Applicarion and Grant Program Guidelines, _
the Grantee will submit a written change request for any subsritution of budget items or any deviation and in
accordance with the Grant Program Guidelines. Requests must be approved prior to any expenditure by the
Grantee.
Matching Requirements: (If applicable.) As stated in the Grantee's Application, the Grantee certifies that the
matching requirement will be met by the Crrantee.
DPS Grant Aereement non-state (09/081
09-1103
Grant Agreement
; ___��
�'.
3. 5TATE AGENCY
By:
. (with delegated authority)
E�tle:
Payment: As stated in the Grantee's Application and Grant Program Guidance, the State will promptly pay the
Grantee afrer the Grantee presents an invoice for the services actually performed and the State's Authorized
Representative accepts the invoiced services and in accordance with the Grant Program Guidelines. Payment
will not be made if the Grantee has not satisfied reporting requuements.
Certifuation RegardingLobbying: (If applicable.) Grantees receiving federal funds over $100,000.00 must
complete and return the Certificafion Regazding Lobbying form provided by the State to the Crrantee.
'�
y
1. ENCUMBRANCE VERIFIC�ITION �
Individual cenifres thatfumds have been encumbered ar ;''
required by M:mn. Stat. §§ I6A. ]5 and 1 bG�05. �
Signed:
Date: �''
Grant Agreement No. 2010-RASC-00119/6900-2681
/
2. GRANTEE f ,f
The Grmztee cert�es thai the appropnate pe an(s)
hme executed the grant agreement on be of the Grantee
as reguired by applicable articles, bylaws, r zNiores; or ordanances.
By
_._'��
Title: Chief of PolipE � — /
�._ '
Date:
Title: City Attorney
Date:
By:
Titl
Date
By:
Titl
Date
By:
Titl
Date
Date:
Page 2
DisVibution: DPS/FAS
Grantee
StaTe's Autf�orized Representative
DPS Cmnt Agreement non-state (09/08)
EXH1����
� OFPLp��
Q C�
��P
"�����
OFFICE OF JUSTICE PROGRAMS
Grantee: St Paul Police Department
Grant Number: 2010-RASC-00119
Program Component: ALL PROGRAM COMPONENTS
�`
},
Budget Category VAWA Funds
Personnel $27,927.00
Payroll Taxes & Fringe $5,516.00
Contract Services $86,200.00
TOTAL $119,643.00
�ovvu�
; a �\ OFFICE OF JUSTICE PROGRAMS 09-1103
, II ll
�\ �"���:���' Project Information Sheet - ;
1. FISCAL AGENT (This is the agency named in the grant contract that will be responsible for the
administration ofthe QrantJ
Legal Name: City of Saint Paul Poliee Department
Address: 35' Grove Strcet
Phone: 651-266-5588
Fax: 651-266-5542
City/ZIP: SaintPau:/�Si01
FederalID #:
State ID #:
2. AUTHORIZED REPRESENTATIVE (This is the person whose name should appear in the grant
contract and who will be responsible,for ensurirzg that the terms and conditions of the contract are
met. This person does not have to laave signature authority, but must be an employee of the fiscal
agent cited in #1.)
Name & Tet�e: �'�ief John M. Harrington Phone: 651-266-5507
Addr�ss: 367 Grove Str�et Fax: 651-266-5542
Saint PauU55; O1
E-mail:
u�.y
3. OPERATING AGENCY (IF DIFFERENT FROM #1) (In rnost cases, this is the primary service
Legal Name:
Address:
Phone:
Fax:
4. PROGRAM MAIN CONTACT (This is the person that OJP carz contact for any programmatic
Name & Title: Amy Brown
Address: 367 Grove Street
Phone: 651-266-5507
Fax: 651-266-5542
Saint Pau1/55l Ol
5. FINANCIAL CONTACT (This is the
Name &'f'iY�e: 5ame as probn main
Add�ess:
E-mail:
t12at OJP can co�
Phone:
Fax:
us
6. CONTRACT MAILLNG CONTACT: (Which individual above shou(d receive the contract packet
in the mail and be responsible for obtaining the correct signatures on the contract and eompleting
the necessary forn�s?)
Name: Amy Brown
Page � of 7 Rev. 9/76/09 http://www.wego.dpsstate.mn.us/_upload/formbuilded107400-
projectinfosheetlillable.doc
09-1103
Terms and Conditions for C�rantees that are Not State Agencies Page 1 of 4
The Grantee (which refers to thc applicant's status atter it bas been awazded gtant funds) shall comply
with all applicable federal, state and local ]aws, ordinances, rules and regulations and provisions stated
here'sn in the pezformance of the grant awazd.
1. Survival of Terms
The following clauses survive the expiration or cancellation of the award:
9. Liability; ] 0. Audits; 1 I. Govemment Data Practices; 13. Pubticity and Endorsement; 14. Goveming
Law, Jurisdiction and V enue; and 16. Data Disclosure.
2. Financial and Administrative Provisions
The Grantee will comply with all program guidelines specified in the Grant Program Guidelines
(Guidelines) and application which are incorporated herein by reference.
Budget Revisions: The Grantee wil] submit a written change request for any substitution of budget items
or any deviation in accordance with the Guidelines included in this application. Grantees whose requests
have bccn approved wil] be notified in writing by the State's Authorized Representative to the Grantee's
Authorized Representative. Requests must be approved prior to any expenditure by the Criantee.
3. Payment Terros
Payment: The State will promptly pay the Grantee after the Grantee presents an invoice for the services
actually performed and the State's Authorized Representative accepts the invoiced services in accordance
with the Cruidelines i�cluded in tUis application. Bxpenditures for each state fiscal year (July through
June) of the grant agrecment must be for services satisfactorily performed within applicable state fiscal
years.
Under Minn. Stat. § 16B.98 subd. 1, the Grantee agrees to minimize administrative costs.
4. Time
The Grantee must comply witl� ali the time requirements described in the applieation and grant
agreement. In the pexformance of the award, time is of the essence.
5. Cousideration and Payment
The State will pay for all services performed by the Grantea under the grant agreement as a
reimbursement according to the breakdow� of costs contained in the Guidelines and Grantee's application
that will be incorporated into the grant agreement.
Under Minn. Stat. § 16B.98, subd. 7, payments to tlie Grantec may not be issued until the grant agreement
is fully exeeuted.
6. Conditions of Payment
All services provided by the Grantec under the gran[ agreement must be performed to the State's
satisfaction, as determined at the sole discretion of the State's Autborized Representative so named in the
grant agreement and in accordance witli al] applicable federal, state, and local laws, ordinances, rules and
regulations. The Grantee will not receive payment for work fo�nd by the State to be unsatisfactory or
pecformed in vtolation of fedetal, state or loca( law.
7. Authorized Representa6ve
The Statc's Authorized Representative or his/her successor, is so named in the gnnt agreement and has
the responsibiliry to monitor the Grantee's performance and has the authoriry to accept the services
pxovided under the grant agreement opportunity. If the services are satisfactory, the State's Authorized
Representative wi11 certify acceptance on each invoice submitted for payment.
non-atale (10/08)
09-1103
Terms and Conditions for Grantees that are Not State Agencies Page 2 of 4
The Grantee's Authorized Representative is so named ln the grant agreement. If the Grantee's
Authorized Representative changes at any time during the grant agreement, the Grantee must immediately
notify the State.
8. Assignment, Amendments, Waiver, and Grant Agreement Complete
The Grantce may neither assign nor transfer any rights or obligations under the grant agreement without
the prior consent of the State and a fully executed Amendment, executed and approved by the same
parties who executed and appmved the grant agreement, or their successors in office.
Any amendmcnt to the grant agreement must be in writing and will not be effective until it has been
executed and approved by the same parties who executed and approved the original grant agreement, or
their successors in office.
If the State fails to enforce any provision of the grant agreement, that failure does not waive the provision
or its rigl�t to enforce it.
The grant agreement contains all negotiations and agreements between the State and the Grantee. No
other u�derstanding regarding the grant ag� whether written or oral, may be used to bind either
P�Y
9. Liability
Grantee must indemnify, save and hold the State, its agents, and employees harmless from any claims or
causes of action, including all attomeys' fees incurred by the StaYe arising from the performance of the
grant agreement by t1�e Grantee or the Grantea's agents or emp]oyees. This clause will not be construed to
bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under the grant
agreement and subsequent grant agrecments. The liability for Grantees that are municipalities is
governed by Minn. Stat. § 466 and any other applicable law, mle or cegulation.
10. Audits
Under Minn. S[at. § 16B.98, subd. 8, the books, records, documents, and accounting procedures and
pcactices of the Grantec or other party that aze xelevant to the grant agreement or transaction are subject to
examination by the State, and/or the State Auditor or Legislative Auditor as appropriate, for a minimum
of six years from the grant agreement end date, receipt and approval of all final reports, or the required
period of time to satisfy a11 state and program retention requirements, whichever is later. Federal audits
shall be governed by rcquirements of fcderal regulations.
If applicable, if the Grantee (in fcdcral OMB Circular ]anguage known as "subrecipienY') receives federal
assistance from tbe State of Minnesota, it wi11 comply with the Single Audit Aet Amendments of 1996 as
aznended and Office of Management and Budget Circular A-133, "Audits of States, Local GovernmenTs
and Non-Profit Organizaticns" for audits of fiscal years beginning aftex June 30, 1996; and, required audit
reports must be filed with the Stxte Auditor's Office, Single Audit Division, and with federal and state
agencies providing federal assistance, and the Department oP Public Safety within nine months of the
Grantee's fiscal year end.
11. Government Data Practices
The Graetee and the State must comply with the Minnesota Govemment Data Practices Act, Minnesota
Statutes, Chapter 13, as it applies to all data provided by the State under the grant agreement, and as it
applies to all data created, collected, reccived, stored, used, maintained or disseminated by the Grantee
under the gXant agreement. The civil remedies of Minnesota Statutes, section 13.08 apply to the celease of
the data ceferred to in this clause by either the Grantee or the State.
noo-s[ate (10108)
09-1103
Terms and Conditions for Grantees that are Not State Agencies Page 3 of 4
If the Grantee receives a request to release the data referred to in this clause, the Grantee must
immediately notify the State. The State will give the Cirantee instructions conceming the release of the
data to the requesting party before the data is released.
12. Workers' Compensation
Giantee certifies that it is in compliance with Minnesota Statutes, § 176181, subdivision 2, pertaining to
workers' compensation insurance coverage. The Grantee's employees and agents will not be considered
State employees. Any claims that may arise under the Minnesota W orkers' Compensation Act on behalf
of these employees and any claims made by any third party as a consequence of any act or omission on
the part of diese emp]oyees are in no way the State's obligation or responsibility.
13. Publicity and Endorsement
Any publiciry regarding Uie subject matter of the grant agreement must be in accordance with the
Guidelines included in this apptication. The Grantee must not claim that the State endorses its products
or services.
14. Governing I.aw, Jurisdiction, and Venue
Minnesota law, without regard to its cl�oice-of-law provisions, govems tbe grant agreement. Venue for all
legal peoccedings out of thc grant agreemcnt, or its breach, must be in the appropriate state or federal
court with compctent jurlsdiction in Ramsey CoanYy, Minnesota.
15. Termina[ion
Terminatio� by thc State. The State may cancel the grant agreement at any time, with or without cause,
upon 30 days' written notica to ±he Cuantce. Upon termination, the Giantee will be entitled to payment,
determined on a pro rata basis, for services satisfactorily performed.
Termination by the Grantee. The Grantee may request termination upon 30 day's notice to the State's
Authorized Representatzve. Upon termination, the Grantee is entitled to payment for services actually
performed and agrces to return any umised fu�ds to the SYate.
Termination for lasufficient Fn.nding. The Statc may immediately terminate the grant agreement if it does
not obtain funding from the Minnesota L,egislature, or otl�er funding source; or if funding cannot be
continued at a leve] sufficient to allow for the payment of the services under the grant agreement.
Termina*ion must be b�r writtes or fax noYice to tha Grantee. The State is not obligated to pay foi any
services that are provided after notice and effective date of termination. However, the Grantee will be
entitled to payment, determined on a pco rata basis, foc seroiees satisfactotily performed to the extent that
funds are available. Thc Staic witl not be assessed any penalry if the grant agreement is terminated
because of the decision of the Minnesota Leaislature, or other funding source, not to appropriate funds.
The State must provide the C�raatee notice of the lack of funding within a reasonable time of the State
recaiving that notice.
Termination for Failure to Comply. The State may cance] the grant agreement immediately if the State
finds tl�at tl�ere has been a failiire to comply with the provisions of the grant awazd, that reasonable
progress has not been made or that the purpose for which the funds were granted have not been or will not
be fulfilled. The State may take action to protect the interests of the State of Minnesota, including the
refusal to disburse additiona] funds aod requiring Che retum of all or pazt of the funds already disbursed.
16. Data Dnsclosare
Under Ntinnesota Statutes, � 270C.65, and other applicable 1aw, the Grantee consents to disclosure of its
social sece�rity number, fedaral employer tax identification numbet, and/or Minnesota tax identification
non-state (10J08)
09-1103
Terms and Conditions for Grantees that are Not State Agencies Page 4 of 4
number, alrcady provided to the State, to federal and state tas a�encies and state personnel involved in ihe
payment of state obligations. These identification numbers may be used in the enforcement of federal and
state tax laws which could result in action requiring the Grantee to file state tax retums and pay
delinquent state tax liak�ilities, if any. or pay other state liabilities.
17. Other Provisions be it understood:
a. By filing of this application, the applicant has therefore obtained the necessary legal authority to
apply for and receive tlie proposed erant;
b. The filing of this application has been authorized'by applicant's goveming body, and the official who
has applied his/her electronic signature to this apptication has been duly authorized to file this
application for and on behalf of said applicant, and otherwise to act as the representative of the
applicant m connection wi*.h this application;
a The activities and services for which assistance is sought under this grant will be administered by or
under the supervision and control of applicant;
d. Fiscal control and accounting procedures will be used to ensure proper disbursement of all funds
awardcd;
Agreement to Ac9cnowledge thc Terms and Conditions are lncorporated Into the Grant Agreement:
By submitting this application, S/we jname of Applicant Or�anizatiou Rentesentarivel as an authorized
Represcntativc for A licant_Oreanization's Namel the Applicant, acknowledge that 1 have read the
Terms and Conditions in their cntieety as stated wi(hin the ApplicaYion materials and acknowledge that
the Terms and Conditions will be incorporated into the Grant Agreement if funds are awarded to the
Applicant ender this Application. As authorized, if the Appiicant is awarded funds under this
Application, I will submit tha required documents and ceRificaYion on behalf of the Applicant
Organization.
non-sta�e ( I O/08)
FEDERAL AUD{T REQISIREMENTS
�or subrecipients that are state or {ocal qovemmenis non-proFt orqanizations or Indian tribes
09-1103
If the grantee expends total federal assistance of $50Q00� or more per year, the grantee agrees to
obtain either a single audit or a program-specific audit made for the fiscal year in accordance with the
terms of the Single Audit Act Ame�dments of 1996.
Audits shal! be made annua4ly unless the state or local govemment has, by January 1, 1987, a
constitutional or statutory requirement for less frequent audits. For those govemments, the federal
cogniza�t agency shall Qermit biennial audits, covering both years, if the govemment so requests. It shall
also honor requests for bien�ial audits by govemments that have an administrative policy calling for
audits less frequent than annual, but only audits priorto 1987 or administrative policies in place prior to
January 1, 1987.
For subrecipients that are institutions of hiqher education or hospitals
If the grantee expends total direct and indirect federal assistance of $500,000 or more per year, the
grantee agrees to obtain a financial and compliance audit made in accordance with OMB CircularA-110
"Requirements for Grants and Agreements with Universities, Hospitals and Other Nonprofit
Organizations" as applicable. The audit shall cover either the entire organization or all federal funds of
the organization.
The audit must determine whether the subrecipient spent federal assistance funds in accordance with
applicable laws and regulations.
2. The audit shall be made by an independent auditor. An independent auditor is a state or local
government auditor or a public accountant who meets the independence standards specified in the
Generai Accounting Offce's uStandards forAudit of Governmental Organizations, Programs, Activities,
and Functions."
3. The audit report shall state that the audit was pertormed in accordance with the provisions of OMB
Circular A-133 (or A-110 as applicable).
The reporting requirements for audit reports shall be in accordance with the American Institute of
Certified Public Accounts' (AICPA) audit guide, "Audits of State and Local Govemmentai Units," issued in
1986. The federal government has approved the use of the audit guide.
In addition to the audit report, the recipient shall prpvide comments on the f ndings and recommendations
in the report, including a plan for corrective action taken or pfanned and comments on the status of
corrective action taken on prior findings. If corrective action is not necessary, a statement describing the
reason it is not should accompany Yhe audit report.
4. The grantee agrees that the grantor, the Legisfative Auditor, the State Auditor, and any independent
auditor designated by the grantor shall have such access to grantee's records and financial statements
as may be neeessary for the grantor to comply with the Single Audit Act Amendmen[s of 1996 and OMB
Circular /�,-133.
5. Grantees of federal financial assistance from subrecipients are also required to comply with the Single
Audit Act and OMB Circular A-133.
(ioios)
6. The Statement of Expenditures form can be used for the schedule of federal assistance.
09
7. The grantee agrees to reta+n documentation to support the schedule of federal assistance for at least four
years.
8. Required audit reports must be filed with the State Auditor's Office. Sinale Audit Division, and
with federal and state aqencies providinq federal assistance, and the Department of Public Safetv
within nine months of the qrantee's fiscal vear end.
OMB Circular A-133 requires recipients of more than $500,000 in federal funds to submit one copy ofthe
audit report within 30 days after issuance to the central clearinghouse at the following address:
Bureau ofthe Census
Data Preparation Division
1201 East t Oth Street
Jeffersonville,fndiana 47132
Attn. S�+igle F�udit Cteannghouse
The Department of Public Safery's audit repoR should be addressed to:
Minnesota Department of Public Safety
Office of Fiscal and Administrative Services
444 Cedar Street
Suite 126, Town Square
St. Paul. MN 55101-5126
p oios>
09-1103
Office of 3ustice Programs (OJP)
VAWA Recovery Act Direct Services 09 RFP
Grant Program Guidelines
The Office of Justice Programs will require each grantee to abide by the following
requirements in addition to those contained in the Terms and Conditions:
Financial Requirements:
1) The grantee's eligible expenditures under this grant contract must be incurred by
the ^rantee by the expiration date of the grant aa eement. The grantee will report
on all expenditures, interest earned, and interest expended pertaining to this grant
contract in WEGO quarterly within 5 calendar days of the end of the calendar
quarter. Final expenditure report must be received no later than 30 days after the
Expiration date of this grant contract.
2) The grantee shall submit a written budget revision request via WEGO before any
expenditure may be made based on the revised budget. Submission of a budget
revision is necessary if a) a line item will deviate by $200 or 10%, whichever is
higher, from the approved budget, or b) a new line item that was not part of the
approved budget will be created.
3) The grantee shall have until 30 days after the expiration date of the grant
agreement to liquidate all unpaid obligations related to the program which were
incuned on or before the last day of the grant period and to submit a report of all
funds rcceived and disbursed. If a report is not submitted within this time period,
expcnses claimed on the report may be disallowed and OJP may request a refund
of those funds from the grantee if the funding was advanced to the grantee.
4) The grantee shall retain all financial records for a minimum of six (6) years after
the date of submission of the final financial status report, or until completion of an
audit which has commenced before the expiration of this six-year period, or until
any audit findings and/or recommendations from prior audit(s) have been resolved
between the grantee and OJP, whichever is later.
Reporting Reqairements:
1) Grant Manual: The gantec shall ceport to the OJP as specified in Uze Office of
Justice Progzams' Grant Manual.
2) Financial Reportin�: The grantee shall submit a financial reporting form to OJP
using Che Web-Enabled Grant Operations System (WEGO) at least quarterly
within 5 calendar days after the end of the reporting period.
3) Progress Reportine: The grantee sha11 use WEGO to submit a quarterly report
outlining progress achievcd towards the accomplishment of the goals and
objectives within 5 calendu days after the end of each calendar quarter.
4) Requirement ChanQes: OdP may modify or change all reporting forms at theu
discretion during the grant period.
5) Additional Reguirements: The grantee shall submit such other reports and attend
meetings and training as 01P shall reasonably request
Other Provisions:
1) Evaluation: OJP shall h�ve the authority, during the course of this grant period, to
eonduct an evaluation of the performance of the grantee.
09-1103
2) Govemin¢ Boazd: The grantee shall provide OJP with current list of their
governing board and officers and will notify OJP within two weeks of any
changes to thc list.
3) Special Requirements: OJP reserves the right to include in the grant, at any time
during the term of the grant, special administrative requirements deemed
necessary to assure the grantee's successful implementation of the program. OJP
will notify the Grantee in writing of any special administrative requirements.
VAWA Recovery Federal Provisions:
The Grantee is responsible for compliance with all federal requirements imposed on these
funds and accepts full financial responsibility for any requirements imposed by the
Grantee's failure to comply with federal requirements.
1) Supplant: Grantee may not use funds received under this grant contract to
supplant or substitute state and local public funds that would otherwise be
available for crime victim assisCance.
2) Accounting: Fuuds from the American Recovery and Reinvestment Act of 2004,
Public Law ] 11-5 ("Recovery AcY') may be used in conjunction with other funding
as necessary to complete projects, but tracking and reporting of Recovery Act
fimds must be separate. There can be no commingling of funds.
3) Audits: Thc Grantce will comply with the Single Audit Amendments of 1996 and
Office of Management and Budget Circular A-133. An explanation of the Federal
Audit Requirements is attached and incorporated and made a part of this grant
contract.
4) Dna�-free Wor�lace: If this grant contract involves an award of $25,000.00 or
more, Grantee certifies that it has complied with the provisions of the Drug Free
Workplace Act of 1988, P.L. 100-169.
5) pcbarment and Susoension: Executive Order 12549 on Debarment and
Suspension, and the implementing regulatiou, requires that the Grantee certify it
has not been debarred or otherwise excluded from participating in any other
transaction with a federal department or agency.
6) Lobbvin�: Fcdcral RestricTions on Lobbying imposed by 31 U.S.C. Secrion
1352, roquires that any organization receiving federal funds certify that no
federally appropriated funds will be used, directly or indirectly, in support of the
cnactment, repeal, modification or adoption of any law, regulation, or policy, at
any lcvel of �oven�rnent, without the express prior written approval of the federal
Office on Violence Again,t Women.
7) Victim Comve��ation Claims: The grantee agrees to assist crime vicrims in
filit�g claims for compensation.
8) PraChildren Act of 1994: The grantec must comply with Public Law 103-227,
Part C- Environmr.ntal Tobacco Smoke, also known as the Pro-Children Act of
I 994 (Act). This Act requires that smoking not be permitted in any portion of
any indoor facility owved or leased or contracted by an entity and used routinely
or regularVy for the provision of health, day care, education, or library serviaes to
children under th° age of 18, if the services are funded by Federal Programs
either directly or through the State or local governments. Federal programs
inciude grants, cooperative agreements, loans or loan guarantees, and contracts.
The law does not a�ply to children's services provided in private residences,
£acilities funded sale!y by Medicare or Medicaid fimds, and portions of facilities
�zsed for inpatient dnsg and aleollol treatment.
09-1103
9) Equal Emp'toyment Opnortunity_Plan. The grantee assures it will comply, and all
�ts contractars will comply, with the nondiscrimination requirements of the
Omnibus Crime Conuol and Safe Streets Act of 1968, as amended, 42 USC
3789(d), or VictSms of Crime Act (as appropriate); Title VI of the Civil Rights
Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1473, as
amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA)
(1990); Title IX of the Education Amendments of 1972; the Age Discrimination
Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR
Part 42, Subparts C, D, E, and G; and Department of Justice xegulations on
disability discrimination, 28 CFR Part 35 and Part 39. Grantee assures that in the
rvent z Federal or State court or Federal or State administrative agency makes a
findina of discrimination after a duc process hearing on the grounds of race,
c�lor, relia on, nationa] osigin, sex, or disab3lity against a recipient of funds, the
recipient wiil forward a copy of the finding to the Office on Violence Against
Women. Grantec asstires it will provide an Equal Employment Opportunity Plan
if required to maintain one, where the application is for $500,000 or more.
10) Publicafions: Any written, visual, or audio publications, with the exception of
press releases, whether published at the the grantee's or OJP's expense, shall
contain the following statement:
"This project was supported by Grant No. {TO BE DETERMINED}
awarded by the Office on Violence Against Women, U.S. Department of
Justice. The opinions, findings, conclusions, and recommendations
expressed in this pu6licationlprogram(exhibition are those of the author(s)
and do not necessarily represent the views of the Department of Jusrice,
Officc on Violcnce Against Womesi."
� Violence A ainst Women Act: Gzantce agrees to comply with all relevant
etatutory and reguiatory requirements including the Violence Against Women Act
of 1994, P.L. 103-322, the V iolence Against W omen Act of 2000, P.L. 106-38b,
the Omnibus Crirnc Control and Safe Streets Act of 1968, 42 U.S.C. 3711 et seq.,
t�e Violenee Against Women and Department of Justice Reautharization Act of
2005, P.L. I d9-162, and Of6ce of Violence Against Women's implementing
regulations at 28 iFF. Part 90_
12� Recover�Act: Projcets supported under the Recovery Act must adhere to the
primary principles of the Act: ]) crcation ofjobs, 2) preservation of jobs, and 3)
promotion of economic growth.
Agreememt go Acknawiss3ge the Program Guidelines are Incorporated Into the
Grant Agreement:
By submitting this application. I/we Jname of Aoplicant Organization Renresentativel as
an authorized Repres°ntative fo: [Applicant Or�anization's Namel the Applicant,
acknowledge Yhat I have reac? the Program Guidelines in their entirety as stated within the
Application materials znd acicnowicdge that the Program Guidelines wilt be incotporated
into the G: ant Agreement iF �ands are awarder9 to the Applicant under this Application.
As autharizad, if the Applicant �s awarded funds undex this Application, I will submit the
required documcnts and ccrcification on behalf of the Applicant Organization.
09-1103
1. Program Narrative
a. Proiect Overview
This project addresses three Statutory Purpose Areas in the area of domestic violence:
1. Training law enforcement officers, judges, other court personnel, and prosecutors
to more effectively identify and respond to violent crimes against women.
2. Developing and implementing more effective police, court, and prosecution
policies, protocols, orders and services.
3. Supporting formal and informal statewide, multidisciplinary efforts, to the extent
not supported by state funds, to coordinate the response of state law enforcement
agencies, prosecutors, courts, victim services agencies, and other state agencies
and departments, to violent crimes against women.
In 2008, criminal justice agencies� in St. Paul and Ramsey County, together with
representatives of the advocacy community, joined together in a bold initiative to audit
how domestic abuse relaied-cases are handled at each point of case processing from 911
through case char�ring. Our goal was to ]ocate how and where we could collectively
increase our ability to protect victims of domestic violence from ongoing abuse and
reduce both the opportunity and inclination of abusers to do harm.
The audit culminated in a meeting with agency heads that laid out seven areas in which
agencies needed to revamp current practices. When asked by the agency heads, "Can you
lay it all out so we don't continue to go at this piecemeal?" The answer came in funding
from the Minnesota State Legislature to design a comprehensive, integrated domestic
violence response frarraework — a"Bdueprint. " Tlvs Blueprint was designed from the
911 call through over 10(; steps of case processing to final case closure that ensures the
community did what it cauld, when it could, each time a victim of ongoing battering
reaches out for help. The development and production of the Blueprint included a
community-based advocacy organization (St Paul Intervention Proyect) that provided
conduits for diverse communities (particularly those with barriers to accessing help), to
influence the design and scope of the framework thus ensuring that the framework
includes the expertise of the advocacy community and the direct knowledge of victims of
domestic abuse and leaders in marginalized communities. The Blueprint will be made
available July 1, 2009, to every jurisdiction in the state £or replication and adaptation and
showcased at the largzst gatherin� of criminal justice practitioners in August at the State
of Minnesota's annual CLE conference.
The Blueprint was designed to a) reduce the fragmented approach to cases in our ewrent
systern, b) allow practitioners to adjust their interventions to the level of violence and risk
in each case, c) coordinate interventions around a common set of intervention principles,
d) build a set o; information sharing agreements that help position each practitioner to do
their tasks effectively, e) build in an inter-agency approach to accountability and
' St. Paul Police l911 centza•, �z�ta divisions, family violence and sexual assault vnit); Ramsey
County Sheriff's o�ce (evarrants division and jail); St. Paul City Attomey's Office and Ramsey
County A[torney's office (charging, 6rst appearance, condifions of release); Project Remand (bail
and release conditions); Ramsey County Correctiona (probation.)
09-1103
transparency, fl address the disparities that occur as policies are applied to people of
diverse econoinic, cultural and social backgrounds.
The Blueprint does this as each agency agrees to specific policy language goveming each
practitioner and agency at each step of case processing;
1. a detailed standard operating procedural guide
2. a detailed description of what information to gather and disseminate to others at each
point of intervention;
3. a quality assurance plan including roles and responsibilities of supervisors, methods
for inter-agency feedback on case management, inter-agency semi-annual quality
controlchecks;
4. a victim engagement plan coord;nating every practitioner around six key victim
centered intervention principles.
This project ,�ill:
A) Offer the Saint Pau] Ramsey County criminal justice system an opportunity to
receive the eritical training needed to introduce each practitioner (between 750-
900) to the full scope of the Blueprint and its specific implications for their tasks
in processing domestic violence cases. The City of Saint Paul Police will contract
with our non-profit partner Praxis to coardinate the offering of three rounds of a
two-day training on the Blueprint. Day one will cover the five inter-agency
elements of the Bfueprint listed above. Day two will break into five tracks
covering thz specifics of new policies and protocols for each group of
practitioners 1) prosecutors and investigators, 2) probation officers and bail
evalualors 3) the bench, 4) advocates and human service providers 5) jail and
warrants divis�an.
B) We will subcoritract with the Law Enforcemeilt Resource Center to provide a
web-based training for 580 law enforcement officers to cover the basic changes in
the patrol policy and new poiice writing formats. The police deparhnent will offer
4-5 specific roll cal] trainings on additionai aspects of the new police policy over
the 21 month grant period.
C) The city will alsc extend aii invitation to other jurisdictions to send a small team
to one of the three twaday trainings to learn how to adapt and replicate the
Blueprint in their own jurisdictions.
D) The city through tiie SPPD will provide a person to rigorously document and
work towa:d fall compliance of the key shifts in practice at the police level by
first, reviewing 200-300 domestic violence reports in the first six months of the
project creating a worksheet for eac;h report that documents compliance with a)
arrest determinatiuns b) evidence gatbering c) report writing standards, d) victim
engagement measutes. Secondty, tlae compliance coordinator will meet with
commanders of the patrol disYricts to look at the trends, accomplishments and
needed changes to reach fuil :.ompliance. Commanders will take necessary
coirective steps in their districts and a second round of compliance checks will
occur six months later. !� final round of 100 report checks will occur six months
later. We wou?d expect Yhat round to reflect the level of compliance the
deparlanent wiil be aLle to report they have reached.
2
09-1103
b. Compliance with the Recoverv Act Intent
1) Pra;cis International and fhe Law enforcement Training center will be hired
under contract to implement this project thus providing economic growth and
stimulus. Implementation of the blueprint wilt help provide a clear and
consistent response to domestic violence cases throughout the State of
Minnesota.
2) These contracts will be completed one month after award.
c. Evaluation Plan
SPPD will assien the proiect administer Amv Brown to write an evaluation of the nroject
usinQ three sources of dat� .
A) Each trait�ing event will be evatuated (for usefulness in understanding their roles
in the new iuter-agency re�ponse) hy participants and a compilation of those
evaluatioils made avai;able to the evaluator by Praxis.
B) The final 100 compliance worksheets of patrol reports (redacted for any
identifying features� wili Ue provided to the evaluator.
C) Comparison reports on the number of cases declined for prosecution in the first
six montlis of 2010 and the first six months of 2011 will be produced by the Family
Violence unit supervisor to determine if there is an anticipated increase in prosecuted
cases due to a) mere thorough police invesYigations and b) more vigorous pursuit in
gone on arrivat cases and c) chan�es in the prosecution charging policies.
D} Computer runs wil; be made to determine the level of compliance with the policy
requiring officers to write a report on all domestic related offenses.
E) Praxis wi11 conduct a smvey oi practitioners in the entire system (all those
attending the two day training and patrol officers) asking for their impressions of the
efianges produced by ihe snpiementation of the Blueprint. The survey will focus on
the six aieas identied ear3ier characterizing the Blueprint design. This will occur in
the final ;ix months of the grant. Praxis will compile and provide those results to the
evaluator to disseininate 2o agency heads and to incorporate into a final report to the
state.
D) I'he limited fund available in tllis grant prc�hibits a full evaluation of the efforts
the city is makiag t<� imp7ement trie Blueprint. We also recognize the crucial
impartance of firsi reaching a high level ci` compliance with the Blueprint policies
and prot�cols befo; e a; un an evaluation to see if iYs working. Our more
modest goal hera was �c evaluate the trainings and at least determine the levei of
complianc,e in the }'olsce department which sets the stage for all subsequent
interveners. The City will likely seek funding to do a far more comprehensive
evaTuation of the entire �Iueprinf once we are confident we have a high compliance
rate to it's polici� an1 protvcuis.
3
09-1103
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