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HomeMy WebLinkAbout1995-11-07 - AGENDA REPORTS - GRANT YOUTH MASTER PLAN (2)NEW BUSINESS DATE: SUBJECT: DEPARTMENT: BACKGROUND AGENDA REPORT City Manag Item to be Rick Putnam November 7, 1995 OFFICE OF CRIMINAL JUSTICE PLANNING GRANTIYOUTH MASTER PLAN City Manager Last April, the City, in conjunction with the Youth MasterPlan Committee submitted a grant proposal to the Office of Criminal Justice Planning (OCJP). At that time, we were informed that the City was not successful in receiving the grant. However, in early September, OCJP informed the City that there was additional funding available and offered to fund 75% of the proposal submitted by the City and the Youth Master Plan Committee. The original proposal was set in the amount of $250,000 per year for a three year period ($750,000 over three years).. The funding offered to the City amounts to $187,500 per year for a three year period ($562,500 over three years). Staff has worked with the Youth Master Plan Committee to reduce the budget by 25% to meet the funding offered by OCJP and has completed the grant award packet required to receive the funding. The start date for the grant program is November 1, 1995. The grant requirements include a 20% match by the City ($37,500), which will be met by providing office space and furniture, one-half of the cost of a clerical support person, and the existing L.A. County Sheriffs SANE program. Programs that will be funded using grant money include the expansion of a drug and alcohol education program into Placenta Junior High, a Parent Project Campaign, and the Primary Intervention Program at Wiley Canyon School in the Newhall School District. This grant is the seed money needed for the implementation of the Youth Master Plan Committee's risk - focussed prevention program in the Santa Clarita Valley. The grant also includes funding for a Youth Master Plan Grant Coordinator position. As proposed in the grant, this position will work closely with the Youth Master Plan Committee and other organizations in the implementation of the grant project. adopted:- 9S— Agenda Item:. RECOMMENDATION Staff recommends that the City Council 1) adopt Resolution Number 95-118 accepting the Office of Criminal Justice Planning Grant; 2) adopt Resolution Number 95-134 approving the creation of the Information Analyst position, Grade 43 (Youth Master Plan Grant Coordinator); 3) increase estimated revenues by $187,500 (account number 01-3830) and appropriate $187,500 to Account Numbers 01-4105-101 through 01-4105-402 (Exhibit "A") and authorize the City Manager to execute any contracts, agreements, or change orders arising out of this program. ATTACHMENTS Exhibit "A" Fund Distribution Office of Criminal Justice Planning Grant Award Packet (In reading file in City Clerk's Office) pr\youth\noo7cc.agn EXHIBIT "A" 01-4105-101 Salaries $57,114.00 01-4105-130 Health & Welfare $5,700.00 01-4105-135 Life Insurance $171.35 01-4105-140 Long Term Disability $354.11 01-4105-145 Medicare $828.15 01-4105-150 Worker's Comp $1,714.19 01-4105-155 PERS $8,133.61 01-4105-160 Deferred Comp $1,500.00 01-4105-165 Unemployment Tax $300.00 01-4105-202 Travel & Training $2,500.00 01-4105-209 Auto Allowance/Mileage $200.00 01-4105-210 Office Supplies/Equipment $1,750.00 01-4105-212 Postage $550.00 01-4105-215 Special Supplies $8,155.00 01-4105-230 Professional Services $92,500.00 01-4105-232 Promotion & Publicity $550.00 01-4105-401 Furniture & Fixtures $0.00 01-4105-402 Equipment $5,479.00 RESOLUTION NO. 95-118 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, APPROVING THE OFFICE OF CRIMINAL JUSTICE (OCJP) GRANT AWARD AGREEMENT WHEREAS the City of Santa Clarita desires to undertake a certain project designated "Santa Clarita's Investment in Youth" to be funded in part from funds made available through the Title V - Incentive Grants for Local Delinquency Prevention Program administered by the Office of Criminal Justice Planning (hereafter referred to as OCJP). NOW, THEREFORE, BE IT RESOLVED that the City Manager of the City of Santa Clarita is authorized, on its behalf to submit the attached proposal to OCJP and is authorized to execute on behalf of the City Council the attached Grant Award Agreement including any extensions or amendments thereof. SECTION 1: The applicant agrees to provide all matching funds required for said project (including any amendment thereof) under the Program and the funding terms and conditions of OCJP and that the cash match will be appropriated as required. SECTION 2: Any liability arising out of the performance of the Grant Award Agreement, including civil court actions for damages, shall be the responsibility of the grant recipient and the authorizing agency. The State of California •and OCJP disclaim responsibility for any such liability. SECTION 3: That grant funds received hereunder shall not be used to supplant expenditures controlled by this body. SECTION 4: The City Council accepts the project as exempt from CEQA and a Notice of Exemption has been filed. SECTION 5: The City Clerk shall certify to the adoption of this resolution PASSED, APPROVED AND ADOPTED this day of 19 MAYOR ATTEST: CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) § CITY OF SANTA CLARITA ) I, Donna M. Grindey, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the day of 19_ by the following vote of Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK RESOLUTION NO. 95-134 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA PROVIDING FOR THE COMPENSATION OF THE EMPLOYEES OF THE CITY WHEREAS, Section 37206 of the Government Code requires the City Council to prescribe the time and method of paying salaries, wages, and benefits of employees of the City; and WHEREAS, The City Council has authorized and directed, under provisions of the Municipal Code of the City of Santa Clarita, Section 2.080.060 (7), the City Manager to prepare a proposed Salary Plan for all City employees. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Santa Clarita as follows: SECTION 1. The proposed Salary Plan is hereby amended to include the following change: Classification Grad g Department Youth Master Plan/Grant Coor. 43 City Manger's Office SECTION 3. All prior resolutions and parts of resolutions in conflict with this resolution are hereby rescinded. PASSED, APPROVED, AND ADOPTED by the City Council of the City of Santa Clarita at a regular meeting held on the day of 1995, Mayor ATTEST: City Clerk STATE OF CALIFORNIA COUNTY OF LOS ANGELES CITY OF SANTA CLARITA I, Donna M. Grindey, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the day of 19 by the following vote of Council: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK INSTRUCTIONS FOR COMPLETING THE GRANT AWARD FORMS I. GENERAL The originating Request -for -Proposals (RFP), which was released to the field on January 6, 1995, contained program guidelines for the Incentive Grants for Local Delinquency Prevention information regarding the grant funds being offered and programmatic and administrative requirements. Applicants were instructed that additional information would be required if selected for funding. It is essential that applicants selected for funding complete and submit the information requested in this Grant Award Forms Package. This Grant Award Forms Package contains all the necessary forms and instructions for completing the application process. By signing the Grant Award Agreement, contained within the Package, the applicant selected for funding attests to the project's intent to comply with all OCJP's policies and procedures. Applicants selected for funding must refer to the originating RFP for details regarding the program guidelines, funding cycle and duration, fund availability and grant requirements referenced in this Grant Award Forms Package. It is the responsibility of the applicant selected for funding to become familiar with all OCJP requirements and to comply with them. OCJP is committed to work closely with applicants selected for funding to ensure the successful implementation of the Grant Award Agreement. To this end, OCJP is available to provide technical assistance and consultation when requested. Refer to the cover letter to determine who is available to answer technical questions about the Grant Award Forms Package. OCJP staff will assist applicants with the preparation of the Grant Award Forms Package. However, the applicant has full responsibility for completion and submission by the specified deadline. All grants, including applications for continuation of funding, must comply with the requirements of the OCJP Grantee Handbook for the current grant award period. Applicants selected for funding must retain a copy of the RFP and all related materials provided by OCJP, as these materials and the Grantee Handbook are the requirements for the entire grant award period. II. SUBMISSION OF GRANT AWARD FORMS PACKAGE THE FINAL DEADLINE FOR RECEIPT OF ALL GRANT PACKAGES AT OCJP IS: DATE: Friday, October 20, 1995 TIME: No later than 5:00 p.m. Mail or deliver proposals in an envelope to: Office of Criminal Justice Planning 11308 Street, Suite 300 Sacramento, CA 95814 Attention: Juvenile Justice & Delinquency Program TITLE V - GAF Office of Criminal Justice Planning Each Grant Award Forms Package is date and time stamped upon receipt at OCJP. Grant Award Forms Packages received after the deadline will not be eligible for consideration. It is the responsibility of the applicant to ensure that the Grant Award Forms Package is received by OCJP by the specified deadline. OCJP will not be responsible for a late or incomplete Grant Award Forms Package due to mistakes or delays of the applicant or the carrier used by the applicant. A postmark is not sufficient. OCJP will not accept electronic facsimiles (FAX) of the Grant Award Forma Package, III. PREPARING THE GRANT AWARD FORMS The Grant Award Forms Package contains the following forms and instructions for completing each form: • Checklist and Required Sequence • Grant Award Face Sheet (OCJP A301) • Resolution Certification of Assurance of Compliance (OCJP 656) -Equal Employment Opportunity Documents -Sample Drug -Free Workplace Statement -Sample CEQA Compliance Memo -Standard Form LLL, 'Disclosure of Lobbying Activities' (if federally funded) Budget Back-up Information -Automated System Purchase Procedures -Certification for Advance of Grant Funds (OCJP 202) -Request to Submit Quarterly Reports of Expenditures and Request for Funds (OCJP 203 -- CBOs only) -Out-of-State Travel Request -Sole Source Information -Statement of Use of OCJP funds As Matching Funds Project Information -Project Service Area Information -Project Contact Information -Project Summary The applicant must complete and submit these forms by the specified due date. Office of Criminal Justice Planning Checklist & Required Sequence This checklist is provided to assist the applicant in ensuring that a complete Grant Award Forms Package is submitted to OCJP. ITEM. INCLUDED 1. Is the Grant Award Face Sheet completed, signed by YES q NO ❑ an authorized official, and included? 2. Is the Resolution from the Governing Body included? YES ❑ NO ❑ 3. Is the Certification of Assurance of Compliance YES ®NO ❑ form (OCJP 656) included? 4. Project Budget a. Can the grant begin implementation without an advance? YES ❑ NO ❑ If NO, are the Certification For Advance of Grant Funds form (OCJP 202) and OCJP 201 included? b. Is the following project budget back-up information included? , -Automated System Purchase Procedure -Certification for Advance of Grant Funds -Request to Submit Quarterly Reports of Expenditures and Request for Funds (CBOs) -Out-of-State Travel Request -Sole Source Information -Statement of Use of OCJP Funds as Matching Funds 5. Is Project Service Area Information form included? 6. Is Project Contact Information included? 7. Is the Project Summary included? S. Is the project aware of the need to send fidelity bond in 60 days (CBOa only)? Office of Criminal Justice Planning 3 YES ❑ NO ❑ YES ® NO ❑ N/A ❑ YES ❑ NO ❑ N/A YES ❑ NO ❑ N/A 23 YES ❑ NO ❑ N/A ❑ YES C3 NO❑N/A ® YES ❑ NO ❑ N/A YES I NO ❑ N/A ❑ YES ® NO ❑ N/A ❑ YES ® NO ❑ N/A ❑ YES ❑ NO ❑ N/A Q GRANT AWARD FACE SHEET INSTRUCTIONS (1) Administrative Agency: Enter the complete name of the unit of government or private nonprofit organization that is applying for funding (e.g., Alameda County, City of Fresno, State Department of Justice, Fairfield Youth Services Bureau, Inc. (also referred to as the "grantee"). (2) Implementing Agency: Enter the complete name of the agency responsible for the day-to- day operation of the grant (e.g., Probation Department, District Attorney, Sheriff, and the contact person's name, address and phone number). (3) Proiect Title: Enter the complete title of the project. Do not use acronyms. Do not exceed 60 characters including spaces and punctuation. (4) Proiect Director: Enter the name, title, mailing address and telephone number of the individual ultimately responsible for the project. This information must be limited to four lines. (5) Financial Officer: Enter the name, title, mailing address, and telephone number of the person who will be responsible for all fiscal matters relating to the project This person must be someone other than the project director. Warrants for the project will be mailed to the address shown for the financial officer. This information must be limited to four lines. - (6) Award Number: Leave blank. (To be completed by OCJPJ (7) Grant Period: Enter beginning and ending dates of funding as specified in the grant application instructions. (8) Federal Amount: If applicable, enter the amount of federal funds requested for the project The amount must be consistent with the proposed budget. If not applicable, enter N/A. (9) State Amount: If applicable, enter the amount of state funds requested for the project. The amount must be consistent with the proposed budget. If not applicable, enter N/A. (10) Cash Match: If applicable, enter the amount of cash match. The amount must be consistent with the proposed budget. If not applicable, enter N/A. (11) In -Kind Match: If applicable, enter the amount of in-kind match. The.amount must be consistent with the proposed budget. If not applicable, enter N/A (12) Total Proiect Cost: Enter the sum of items 8, 9, 10 and 11. The amount must be consistent with the proposed budget. (13) Official Authorized to Sign for Applicant/Grantee: Enter the signature, name, title., address and telephone number of the person authorized by applicant's governing body in the resolution, by position or title, to sign and execute the grant award This person's original signature (not a stamped, photocopied or facsimile (FAX) version) must be on at least one copy of the Grant Award Face Sheet submitted to OCJP. Office of Criminal Jnntice Planning OFFICE OF CRIMINAL JUSTICE PLANNING OCJP A301 GRANT AWARD FACE SHEET The Office of Criminal Justice Planning, hereafter designated OCJP, hereby makes a grant award of funds to the following Administrative Agency (1) City of Santa Clarita hereafter designated Grantee, in the amount and for the purpose and duration set forth in this grant award. (2) Implementing Agency Name City Managers' Office Contact Jeanne C. Geno Address 23920 Valencia Blvd., Santa Clarita, CA 9135 Santa Clarita's Investment in Youth (four line, maximum) Jeanne C. Geno Grant Coordinator 23920 Valencia Blvd. Santa Clarita, CA 91355 "a $187,500 nae eer (Name, Tltle, Addroa,, Telephone)(10) usah match (tour linea maamnnJ $297,410 Steve Stark Director of Administrative Services $3,700 23920 Valencia Blvd. (12) Toted Froject ost Santa Clarita, CA 91355 $488,610 This grant award consists of this title page, the proposal for the grant which is attached and made a part hereof, and the Assurance of Compliance forms which are being submitted. The grant recipient signifies acceptance of this grant award and agrees to administer the grantproject in accordance with the statute(s), the Program Guidelines, this Request -for -Proposal (RFP) and the CJP Grantee Handbook. FOR OCJP USE ONLY Item: Chapter- PCA hapterPCA No.: Components No.: Project No.: Amount: Split Fund: Split Encumber: Year. Fed. Cat. M: Match Requirement: Fund: Program: Region: .Office of Criminal Justice Planning 5 (13) Official Atborized to Sian for City Manager Address23920 Valencia Blvd. TelephoiWita Clarita, CA 91355 805 259-2489 Date: 10/17/95 I hereby certify dpon my own personal knowledge that budgeted funds are available for the period and purposes of this expenditure stated above. Fiscal Officer, OCJP Date Executive Director, OCJP Date RESOLUTION INSTRUCTIONS Note: The resolution must include all of the elements contained in the sample. Unless there is a compelling reason not to do so, OCJP strongly suggests that the project follow the exact format and language provided in the sample Resolution. This will assure that the processing of the grant award agreement and the request for funds are not seriously delayed because the language of the Resolution does not meet OCJP's requirements. (1) Enter the full name of the board or council making the resolution. (2) Enter the title of the proposed project. This should be the same as the title of the proposed project on the Grant Award Face Sheet (OCJP A301). (3) . Enter the full title of the administrator or executive who is authorized to submit the proposal. (4) Enter the full title of the organization that will submit the proposal. (5) Enter board or council, whichever is appropriate. (6) Enter the same as item (1). (7) Enter the same as item (5). (8) Enter the date of the meeting in which the resolution was adopted. (9) Enter the votes of the members in the appropriate category. (10) Enter the signature of the person signing on behalf of the board or council. (11) Enter the date of the certification. (12) Enter the typed name and title of the person making the certification. (13) Enter the signature of the person attesting that this is a true copy of the resolution. This must be a person other than the person who signed on behalf of the board or council (see item (10)). (14) Enter the date attested (15) Enter the typed name and title of the person attesting. Office of Criminal Justice Planning RESOLUTION NO. 95-118 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, APPROVING THE OFFICE OF CRIMINAL -JUSTICE (OCJP) GRANT AWARD AGREEMENT WHEREAS the City of Santa Clarity desires to undertake a certain project designated "Santa Clarita's Investment in Youth" to be funded in part from funds made available through the Title V - Incentive Grants for Local Delinquency Prevention Program administered by the Office of Criminal Justice Planning (hereafter referred to as OCJP). NOW, THEREFORE, BE IT RESOLVED that the City Manager of the City of Santa Clarity is authorized, on its behalf to submit the attached proposal to OCJP and is authorized to execute on behalf of the City Council the attached Grant Award Agreement including any extensions or amendments thereof. BE IT FURTHER RESOLVED that the applicant agrees to provide all matching funds required for said project (including any amendment thereof) under the Program and the funding terms and conditions of OCJP and that the cash match will be appropriated as required.: IT IS AGREED that any liability, arising out of the performance of the Grant Award Agreement, including civil court actions for damages, shall be the responsibility of the grant recipient and the authorizing agency. The State of California and OCJP disclaim responsibility for any such liability. BE IT FURTHER RESOLVED that grant funds received hereunder shall not be used to supplant expenditures controlled by this body, BE IT FURTHER RESOLVED that the City Council accepts the project as exempt from CEQA and a Notice of Exemption has been filed. I hereby certify that the foregoing is a true copy of the resolution adopted by the City Council of the City of Santa Clarity in a meeting thereof held on November 7, 1995 by the following: PASSED, APPROVED AND ADOPTED this day of 19 MAYOR ATTEST: CLERK STATE OF CALIFORNIA COUNTY OF LOS ANGELES ) § CITY OF SANTA CLARITA I, Donna M. Grindey, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly- adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the day of 19_ by the following vote of Council: AYES: COUNCILMEMBERS: NOES:COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK CERTIFICATION OF ASSURANCE OF COMPLIANCE INSTRUCTIONS All applicants must submit the Certification of Assurance of Compliance with the Grant Award Agreement Forms Package. By signing the Grant Award Face Sheet and the Certification of Assurance of Compliance (OCJP 656), and submitting the Grant Award Forms Package to OCJP, the applicant acknowledges awareness of and the responsibility to comply with all specified state and federal requirements. 1. Equal Employment Opportunity a. General EEO Rules and Regulations 1) 2) 3) The FEHA declares it illegal in California to discriminate against anyone in employment because of race, religious creed, color, national origin, ancestry, physical handicap, medical condition (cancer related), marital status, sex or age (over 40). The objectives of the FEHA and these regulations are to promote equal employment opportunity and to assist all persons in understanding their rights, duties and obligations, so as to facilitate achievement of voluntary compliance with the law. These sections mandate comprehensive state and federal civil rights regulations prohibiting discrimination or denial of benefits to persons who are under programs or activities receiving financial assistance from the State of California or the federal government. .These state and federal regulations mandate that qualified persons with disabilities will not be excluded from, denied benefits of, or discriminated against solely on the basis of their disabilities, under any program or activity that receives financial assistance from OCJP. Further, all facilities used by OCJP funded projects shall be made reasonably accessible to and usable by the physically handicapped. These regulations also provide that employers shall make reasonable accommodation to the physically handicapped, unless the employer can demonstrate that such accommodation would impose undue hardship. Office of Criminal Justice Planning Q The ADA guarantees equalopportunity for individuals with disabilities in public and private sector services and employment. A comprehensive anti -discrimination law for persons with disabilities, the ADA extends to virtually all sectors of society and every aspect of daily living (i.e., work, leisure, travel communications and more). b. Federally Funded Projects - 28 CFR, Part 42, Nondiscrimination; Equal Employment Opportunity, Policies and Procedures (U.S. Department of Justice) 1) Requires agencies receiving federal financial assistance from OCJP to prepare an Equal Employment Opportunity Program. (EEOP) upon meeting the following criteria: Grantee has 50 or more employees; Grantee has received a total of $25,000 or more in grants or subgrants since 1968 (for grants of $500,000 and more see b.); and Grantee has a service population of 3% or more minority representation (if less than 3% the EEOP must be prepared to focus on women). Effective Fiscal Year 1992-93, the criteria and requirements apply to the'implementing agency" responsible for the day -to- day operation of the project (e.g, Probation Department, District Attorney, Sheriff). Please note that upon submission of the Certification of Assurance of Compliance to OCJP, the applicant certifies that the agency has an EEOP on file or will formulate, implement and maintain an EEOP within 60 calendar days of the date the Grant Award Face Sheet (OCJP A301) is signed by the Executive Director, OCJP. This certification further commits the agency to submit to OCJP a copy of their EEOP within 60 calendar days of the Executive Director's signature on the OCJP A301. The EEOP must be developed for the implementing agency.: 2) All applicants for federal grants funds of $500,000 or more must submit a copy of the current EEOP developed for the implementing agency, or federal letter of compliance, to OCJP with the Grant Award Forms Package. No grant award agreement in this amount will be approved until OCJP receives approval of the applicant's EEOP from the Federal Government. Office of Criminal Justice Planning 3) . Projects who have previously received a total of $25,000 or more in grant funds, or a single award in the amount of $500,000 or more, and have an approved EEOP on file with OCJP, are required to submit an annual update of their EEOP if funds are continued. The timeframe for EEOP updates are the same as are identified in 1) and 2) above and must cover the implementing agency. C. State Funded Grants and Community-based Organizations (CBOs) State funded grants and CBOs are exempt from the Federal Government requirement of developing an EEOP, pursuant to 28 CFR, Part 42, Subpart E; however, they are monitored by the U.S. Department of Health and Human Services in EEO compliance matters. d. Additional Requirements for ALL OCJP Grantees 1) In addition to the Certification of Assurance of Compliance (OCJP 656), all OCJP grantees must have a current year EEO Policy Statement, established by their agency, posted in a prominent place accessible to employees and applicants (See Grantee Handbook, Appendix V). 2) The poster entitled "Harassment or Discrimination in Employment is Prohibited by Law" (See Grantee Handbook, Appendix W) also must be posted in a conspicuous location accessible to employees and applicants for employment. This poster may be obtained from the local office of the Department of Fair Employment and Housing (DFEH). The Equal Employment Opportunity Program Guidelines may be obtained by contacting the EEO Compliance Office at (916) 327-3689. Additionally, applicants are encouraged to contact their Personnel Office or Affirmative Action Office for EEO information and assistance. 2. Drug -Free Workplace Senate Bill 1120 (Chapter 1170, Statutes of 1990), established the Drug -Free Workplace Act of 1990 ("the Act") which requires grantees to maintain a drug-free workplace, as does the federal Drug -Free Workplace Act of 1988. By signing the Certification of Assurance of Compliance, the applicant formally notifies OCJP, as the granting(monitoring agency, that the applicant will comply with the provisions of the Act. A copy of the Drug -Free Workplace Certification is included in the Grantee Handbook, Appendix 0, to serve as a guide for the development of the agency's statement. 3. Environmental Impact The California Environmental Quality Act (CEQA) (Public Resources Code, Division 13, Section 21000 et seq.) requires that a Lead Agency (the public agency Office of Criminal Justice Planning 10 which has principal responsibility for carrying out or approving a project which may have a significant effect on the environment) prepare an environmental document on the project. For purposes of CEQA, the Lead Agency is the city or county planning department. If this requirement has previously been met the NOTE: State agencies applying for OCJP grant funds must meet all CEQA requirements outlined above. Each agency has the authority to determine which of the designated categories applies. All notices must be filed with the Office of Planning and Research (OPR) instead of with a local planning department, and kept on file with the project. Public school districts and county offices of education applying to OCJP grants must also meet all CEQA requirements. CUP 656 must be completed and submitted to OCJP. Public school districts may have lead agency authority to determine which of the designated CEQA categories applies. Evidence of this category determination must be completed and kept in the applicant's project files. All applicants selected for funding other than state agencies, public school districts and county offices of education should contact their city or county planning department to determine which of the designated categories listed in Section 2, Evidence of Compliance applies. A project is defined as the whole of an action which has a potential for resulting in a physical change in the environment, directly or ultimately. For the purposes of this package, a project can include, but is not limited to: An activity involving the issuance of a lease, permit, license, certificate, or other entitlement for use by one or more public agencies, such as the leasing of real property from a government agency (e.g., office buildings, warehouses, police stations or shelters); or An activity involving the amendment of zoning ordinances, or the amendment of a local General Plan. In order for OCJP to approve the funding of projects selected for funding the applicant must complete and sign the Certificate of Assurance of Compliance (OCJP 656) and maintain evidence of CEQA compliance on file. The process for completing these requirements is as follows: a. Assurance of Compliance - Environmental Impact Statement All applicants selected for funding must submit the OCJP Certification of Assurance of Compliance (OCJP 656) signed by the person authorized by the governing board to sign the grant award. This is the same signature as appears on line 13 of the Grant Award Face Sheet. . , ,Office of Criminal Justice Planning 11 b. Evidence of Compliance Such evidence of compliance must be maintained on file as part of the project's administrative requirements and may be any one of the four designated categories described below. A sample format is included in the Grantee Handbook, Appendix U. The applicant/grantee may present this form to the Lead Agency for review. The planning department may sign this form, or may prepare a document which describes the applicant's compliance with CEQA. 1) Category 1 A statementsigned and dated by the planning department, citing the CEQA Guidelines (California Administrative Code, Title 14, Division 6, Section 15061 (bx3)) and stating that the Lead Agency can say with certainty that there is no possibility that the activity in question may have a significant, effect on the environment and that the project is not subject to CEQA. 2) Category 2 A Notice of Exemption filed with the county clerk of the county or counties in which the project will be located, if the proposed project falls under the provisions for statutory or categorical exemptions of the CEQA Guidelines, (California Administrative Code, Title 14, Division 6, Sections 15260-15329). Such filing will result in a date stamped on the notice. Normally, this notice is filed by the planning department. The applicant may file the notice instead, but must maintain a certified document issued by the planning department stating that this agency has found the project to be exempt. As evidence of CEQA compliance, a date stamped copy of that notice must be maintained by the applicant in the project files. 3) Category 3 A Ne¢ative Declaration prepared in accordance with CEQA Guidelines (California Administrative code, Title 14, Division 6, Section 15000 et. seq.), if the proposed project is determined to have no potential to significantly effect the environment. As part of the Negative Declaration process, the planning department must give the general public and affected public agencies an opportunity to review the proposed Negative Declaration, and must consider any comment. After completion of the Negative Declaration process, a Notice of Determination must be filed with the county clerk within five (5) working days after the Lead Agency approves the project. A copy of the Notice of Determination must also be filed with the Office of Planning and Research State Clearinghouse. As evidence of CEQA compliance, a date stamped copy of that notice must be maintained by the applicant in the project files. Office of Criminal Justice Planning 12 4) ; Category 4 An Environmental Impact Report (EIR) prepared in accordance with the CEQA guidelines, if the proposed project may significantly impact the environment. As with the Negative Declaration, the EIR must be circulated for public and agency review. Additionally, the planning department must respond in writing to any comments made on the draft EIR, and must adopt measures to mitigate any environmental impacts that have been determined to be significant, or provide justification as to why mitigation of an impact is not feasible. At the end of that process, a Notice of Determination (NOD) must be filed with the County Clerk within five (5) working days after the Lead Agency approves the project. A copy of the NOD must also be filed with the State Clearinghouse. As evidence of CEQ,A compliance, a date stamped copy of that notice must he maintained by the applicant in the project files. 4. Lobbying OCJP grant funds shall not be used for the purposes of lobbying (see Grantee Handbook Section 2240.2). As required by Section 1342, Title 31 of the U.S. Code, applicants selected for funding must review and certify that no federal funds will be used for lobbying. By signing the Assurance of Compliance form, the applicant formally certifies to notify OCJP, as the granting/monitoring agency, that the applicant selected for funding will comply with the provisions of the Act. 5. Debarment, Suspension and Other Responsibility Matters . For federally funded projects only Applicants selected for funding, must certify that they will adhere to Executive Order 12549, Debarment and Suspension. By signing the Assurance of Compliance form in the Grant Award Forms Package, the applicant certifies to that effect. Office of Criminal Justice Planning 1 13 Certification of Assurance of Compliance OCJP-656 (Rev. 1M4) [NOTE: Stag should use this form for all grants. Additionally, for federally funded projects, stag must use the federal'Disclosure of Lobbying Activities" (form LLL) which is included at the end of this forms package. This form must be provided with applicant forms.] CERTIFICATION OF ASSURANCE OF COMPLIANCE Note. There are different requirements for state and federal funds. (Those affecting only federally funded prgjects are identified.) I, George Caravalho _ hereby certify that: (official authorized to sign grant award; same person as line 13 on Grant Award Face Sheet) GRANTEE: City of Santa Clarita IMPLEMENTING AGENCY: City Managers' Office PROJECT TITLE: Santa Clarita's Investment in Youth will adhere to all of the grant award agreement requirements (state and/or federal) as directed by the Office of Criminal Justice Planning including, but not limited to, the following areas: I. Equal Employment Opportunity II. Drug -Free Workplace Act of 1990 III. California Environmental Quality Act (CEQA) IV. Lobbying V. Debarment, Suspension, and Other Responsibility Matters VI. Other OCJP Certifications as Applicable I. EQUAL EMPLOYMENT OPPORTUNITY (EEO) A. General EEO Rules and Regulations (State and Federal) The applicant selected for funding acknowledges awareness of and the responsibility to comply with the following Equal Employment Opportunity requirements by signing the Grant Award Face Sheet (OCJP A301), including this Certification of Assurance of Compliance, and submitting the application to the Office of Criminal Justice Planning (OCJP). 1. California Fair Employment and Housing Act (FEHA) and Implementing Regulations, California Administrative Code, Title 2, Division 4, Fair Employment and Housing Commission. 2. California Government Code Article 9.5, Sections 11135-11139.5 and Implementing Regulations, California Administrative Code, Title 22, Sections 98000-98413. 3. Title VI of the Civil Rights Act of 1964. Office of Criminal Justice Planning 14 Certification of Assurance of Compliance 0CJP.656 (Rev. 10194) 4. Title V, Section 504 of the Rehabilitation Act of 1973 (29 USCS Section 974) and Federal Department Regulations on its implementation; Government Code Section 4450, et. seq. 5. Subtitle A, Title Il of the Americans with Disabilities Act (ADA), 42' USC Sections 12131-12134 and U.S. Department of Justice implementing regulations, 28 CFR, Part 35. 6. U.S. Department of Justice Regulations, 28 CFR, Part 42, Equal Employment Opportunity, Policies and Procedures -- applies to federally funded grants only. Federal and state agencies have the legal right to seek enforcement of the above items of this assurance of compliance. All appropriate documentation must be maintained on file by the project and available for OCJP or public scrutiny upon request.. Violation of these provisions may result in withholding of grant funds by OCJP. B. The following apply to federally funded grants only: Note: Effective Fiscal Year 1992.93, the Federal criteria and requirements apply to the 'implementing agency" responsible for the day-to-day operation of the project (e.g., Probation Department, District Attorney, Sheriff). 1. Criteria for Federal EEO Program Requirements for Grants in the Amount of $25,000-$499,999. (Does not apply to community-based organizations). Federal regulations require qualified recipient agencies of federal financial assistance to prepare an Equal Employment Opportunity Program (EEOP) upon meeting all of the following criteria a. Grantee has 50 or more employees. b. Grantee has received a total of $25,000 or more in grants or subgrants since 1968. C. Grantee has a service population of 3% minority representation (if less than 3% minority population the EEOP must be prepared to focus on women). The EEOP must be developed for the implementing agency responsible for the day-to-day operations of the program. Office of Criminal Justice Planning 15 Certification of Assurance of Compliance OLTP -666 (Rev. 10/94) 2.. Assurance of EEOP for Federal Grants of $25,000-$499,999 This implementing agency has formulated, or will formulate, implement and maintain an EEOP within 60 calendar days of the date the Grant Award Face Sheet (OCJP A301) is signed by the Executive Director of OCJP., I also certify that the EEOP istwill be on file in the following Affirmative Action (A.A.) Office: A.A.Officer: Jenny Roney Title: Personnel Manager Address: 23920 Valencia Blvd. Santa Clarita, CA 91355 Phone: 805/255-4908 The EEOP is available for review or audit by officials of OCJP or the Federal Government, as required by relevant laws and regulations. Additionally, I agree to submit a copy of said EEOP to OCJP (Attention: EEO Compliance Officer) within 60 calendar days of the Executive Director's signature on the OCJP A301. 3. Federal Grants of $500,000 and Above All applicants for federal grant funds of $500,000 or more will submit a copy of their EEOP (developed for the implementing agency), or federal letter of compliance, to OCJP with the second stage application forms. 4. EEOP Updates for Continuing Federal Grants Projects who have previously received a total of $25,000 or more in federal grants, or a single award in the amount of $500,000 or more, and have an approved EEOP on file with OCJP, are required to submit an annual update of their EEOP if funds are continued. The timeframe for EEOP updates are the same as identified in Section B, 2 and 3 above. C. The following apply to all OCJP grantees: 1. In addition to this Certification, all OCJP grantees must have a ` current EEO Policy Statement, established by their agency, posted in a prominent place accessible to employees and applicants; and 2. The poster entitled "Harassment or Discrimination in Employment is Prohibited by Law" also must be posted in a conspicuous location accessible to employees and applicants. This poster maybe obtained from the local office of the Department of Fair Employment and Housing Office of Criminal Justice Planning 16 Certification of Assurance of Compliance OCJP-656 (Rev. 10/94) II. CALIFORNIA DRUG-FREE WORKPLACE ACT OF 1990 AND FEDERAL DRUG-FREE WORKPLACE ACT OF 1988 REQUIREMENTS The above-named organization(s) will comply with the California Drug -Free Workplace Act of 1990 of California Government Code Section 8355, et, seq., and the Federal Drug -Free Workplace Act of 1988, and implemented as 28 CFR, Part 67, Subpart F, for grantees, as defined in 28 CFR, Part 67, Sections 67.615 and 67.620 by: A. Publishing a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required in Government Code Section 8355(a). B. Establishing a Drug -Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following. 1. The dangers of drug abuse in the workplace; 2. The organization's policy of maintaining a drug-free workplace; 3. Any available counseling, rehabilitation and employee assistance programs; and 4. Penalties that may be imposed upon employees for drug abuse violations. C. Providing as required by Government Code Section 8355(c) that every employee who works on the proposed grant: 1. Will receive a copy of the company's drug-free policy statement; and 2. Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant. D. Notifying the employee in the statement required that, as a condition of employment under the grant, the employee will: 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 after receiving notice as required above from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position, title to: Department of Justice, Office of Justice Programs, ATTN: Control Desk, 633 Indiana Avenue, N.W., Washington, DC 20531. Notice shall include the identification number(s) of each affected grant. Office of Criminal Justis Planning 17 Certification of Assurance of Compliance OCJP-656 (Rev. 10/94) F. Taking one of the following actions, within 30 calendar days of receiving notice, with respect to any employee who is so convicted:- 1. onvicted: 1. Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or 2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency. G. Making a good faith effort to continue to maintain a drug-free workplace through implementation of the above requirements. III. CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) The above-named organization(s)/individual(s) will comply with the California Environmental Quality Act (CEQA) requirements as stated in the Public Resources Code, Division 13, Section 21000 et. seq. and all other applicable rules and regulations. All appropriate documentation will be maintained on file by the project and available for OCJP or public review upon request. IV. LOBBYING As required by Section 1352, Title 31 of the U.S. Code, and implemented as 28 CFR, Part 69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 CFR, Part 69, the applicant certifies that: A. No federally appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement. B. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure of Lobbying Activities", in accordance with its instructions. C. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers [including subgrants, contracts under grants and cooperative agreements and Office of Criminal Justice Planning 18 V. Certification of Assurance of Compliance OCJP-656 (Rev. 10194) subcontract(s)] and that all subrecipients shall certify and disclose accordingly. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS — applies to federally funded grants only As required by Executive Order 12549, Debarment and Suspension, and implemented at 28 CFR, Part 67, for prospective participants in primary covered transactions, as defined at 28 CFR, Part 67, Section 67.510, the applicant certifies that it and its principals. A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of federal benefits by a State or Federal Court, or voluntarily excluded from covered transactions by any federal department or agency. B. Have not, within a three-year period preceding this application, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. C. Are not presently indicted for, or otherwise criminally, or civilly, charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated above. D. Have not, within a three-year period preceding this application, had one or more public transactions (federal, state, or local) terminated for cause or default. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. Office of Criminal Justice Planning 19 Certification of Assurance of Compliance OCJP-656 (Rev. 10/34) VI. OTHER OCJP CERTIFICATIONS AS APPLICABLE: Failure to comply with these requirements may result in suspension of payments under the grant or termination of the grant or both and the grantee may be ineligible for award of any future grants if the Office of Criminal Justice Planning (OCJP) determines that any of the following has occurred: (1) the grantee has made false certification, or (2) violates the certification by failing to carry out the requirements as noted above. CERTIFICATION I, the official named below, am the same individual authorized to sign the Grant Award Agreement [line 13 on Grant Award Face Sheet), and hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the above described certificati n. I am fully aware that this certification, executed on the date and }rl�the SAua[y below, is made under penalty of perjury under the laws of qt` alifornia. Official's Signature: Official's Typed Name: Official's Title: Date Executed: Federal ID Number. Executed in the County of - City Manager 10/17/95 95 -4133918 Los Angeles Office of Criminal Justice Planning 20 NoTICF, OF F.XRMPTION City of Santa Clarita County Clerk Department of Community Development County of Los Angeles 23920 Valencia Boulevard. Suite #302 12400 E. Imperial Hwy.. Rm. 1007 Santa Clarta.. CA 91355 Norwalk, CA 90650 DATE, October 12, 1995 PROJECT NAME: Santa Clarita Investment in Youth Program PROJECT LOCATION: City of Santa Clarita PROJECT DESCRIPTION: Grant program to provide educational, recreational and career guidance opportunities for youth in the community. PROJECT APPLICANT: City of Santa Clarita This is to advise that the (X) Director of Community Development (j Planning Commission [ ] City Council of the City of Santa Clarita did approve the above described project on October 12, 1995. Review of the project by the Department of Community Development found that the project is exempt from the provisions of the California Environmental Quality Act. EXEMPT STATUS: Class 22 Section 15322 (Education or Training Programs Involving No Physical Change). This finding is made for the following reasons: This is a funding program and will result in no physical changes to the environment. Person or agency carrying out the project: City Contact: Ms. Jeanne Geno, City of Santa Clarita This is to certify that the Notice of Exemption with comments/responses and record of project approval is available for public review at: DEPARTMENT OF COMMUNITY DEVELOPMENT 23920 Valencia Boulevard, Suite 302 Santa Clarita, California 91355 (805) 255-4330 Contact Personfritle: Laura Stotler, Assistant Planner H Signature: t City of Santa Clarita 23920 Valencia Blvd. Suite 300 Santa Clarita California 91355 -2196 October 16, 1995 Phone (805) 259-2489 Fax (805) 259-8125 Office of Planning and Research 1400 Tenth Street, Room 121 Sacramento, CA 95814 Subject: Notice of Exemption Re: Santa Clarita Investment in Youth Program Dear Environmental Filing Section: Enclosed are the following: 1. Two (2) copies of a Notice of Exemption for the above referenced project. Please return one stamped copy of the notice for the project to our office. Thank you for your cooperation. Sincerely, Laura Stotler Assistant Planner LHS:Iep Enclosures S:`CD'CDPOWSVOROTFlRM n.. UHNPS PRINTED ON RECYCLED PAPER NOTICE OF EXEMPTION City of Santa Clarita Department of Community Development 23920 Valencia Boulevard, Suite #302 Santa Clarita, CA 91355 DATE: October 12, 1995 County Clerk County of Los Angeles 12400 E. Imperial Hwy., Rm, 1007 Norwalk, CA 90650 PROJECT NAME: Santa Clarita Investment in Youth Program PROJECT LOCATION: City of Santa Clarita PROJECT DESCRIPTION: Grant program to provide educational, recreational and career guidance opportunities for youth in the community. PROJECT APPLICANT: City of Santa Clarita This is to advise that the Oq Director of Community Development [ ] Planning Commission [,] City Council of the City of Santa Clarita did approve the above described project on October 12, 1995. Review of the project by the Department of Community Development found that the project is exempt from the provisions of the California Environmental Quality Act. EXEMPT STATUS: Class 22 Section 15322 (Education or Training Programs involving No Physical Change). This finding is made for the following reasons This is a funding program and will result in no physical changes to the environment. Person or agency carrying out the project: City Contact: Ms. Jeanne Geno, City of Santa Clarita This is to certify that the Notice of Exemption with comments/responses and record of project approval is available for public review at: DEPARTMENT OF COMMUNITY DEVELOPMENT 23920 Valencia Boulevard, Suite 302 Santa Clarita, California 91355 (805)255-4330 Contact Person/Title: Laura Stotler, Assistant Planner H 5: YZ%CDFORMIWOMAMFRM CITY OF SANTA CIARITA INTEROFFICE MEMORANDUM TO: Jeanne C. Geno, Interim OCJP Program Coordinator FROM: Rich Henderson, City Planner DATE: October 16, 1995 SUBJECT: Santa Clarita's Investment in Youth Program - OCJP Grant The above mentioned applicant grant activities have been reviewed for compliance with the requirements of the California Environmental Quality Act (CEQA). L Per the regulations, this project is exempted because this agency has determined that the activity is covered by the general rule whereby CEQA applies only to projects with the potential to cause a significant effect on the environment. 2. _ Per the CEQA Guidelines [California Administrative Code, Title 14, Division 6, Section 15061 (b) (3)] this agency certifies that there is no possibility that the proposed grant activity may have a significant effect on the environment and that the project is therefore not subject to CEQA. (Category 1). Use of this statement has been weighed carefully since any subsequent action by the applicant can be litigated if the project is determined to have a significant impact. 3. XXX The proposed project falls under the provisions for statutory or categorical exemptions of the CEQA Guidelines, (California Administrative Code, Title 14, Division 6, Sections 15260-15329). A Notice of Exemption has been filed with the county clerk of the county or counties in which the project will be located. Such filing will result in a date stamped on the notice. (Category 2) (Check one below). a. XXX This agency has filed the Notice of Exemption with the county clerk and the Office of Planning and Research State Clearinghouse. b. _ The project applicant will file the Notice of Exemption with the county clerk and the office of Planning and Research State Clearinghouse. 4. _ It is determined that the project has no potential to significantly affect the environment. A Negative Declaration has been prepared in accordance with CEQA Guidelines (California Administrative Code, Title 14, Division 6, Section 15000, et. seq..). (Category 3) (Check one below). a. _ This agency has filed the Notice of Determination with the county clerk and the Office of Planning and Research State Clearinghouse. The general public and affected public agencies have had an opportunity to review the proposed Notice of Determination, and their comments considered. b. _ The project applicant will file the Notice of Determination with the county clerk and the Office of Planning. and Research State Clearinghouse. The proposed project may significantly impact the environment, and an Environmental Impact Report (EIR) has been prepared in accordance with the CEQA Guidelines. (Category 4) (Check one below) a. _ This agency has filed the Notice of Determination with the county clerk and the Office of Planning and Research State Clearinghouse. The general public and affected public agencies have had an opportunity to review the proposed Notice of Determination, and their comments responded to, and measures adopted to mitigate any environmental impacts that have been determined to be significant, or justification provided as to why mitigation of an impact is not feasible. b. _ The project applicant will file the Notice of Determination with the county clerk and the Office of Planning and Research State Clearinghouse. 31 L'444�� ch Henderson, City Planner Date BUDGET BACK-UP INFORMATION INSTRUCTIONS [STAFF NOTE: Provide instructions for additional information if required by your program.] Refer to the following sections of the Grantee Handbook and complete the forms provided in the corresponding appendix. Submit all documentation as appropriate to items budgeted in the original application. • Budget Back-up Information -Control and Use of Confidential Funds (Grantee Handbook Section 2231, Appendix N) -Emergency Fund Procedures (Grantee Handbook Section 2235, Appendix Q) -Automated System Purchase Procedures -Certification for Advance of Grant Funds (Grantee Handbook Section 6311, Appendix F) -Request to Submit Quarterly Reports of Expenditures and Request for Funds (CBOs only -- Grantee Handbook Section 6320, Appendix G) -Cut-of-State Travel Request (Grantee Handbook Section 2236.1, Appendix S) -Sole Source Information (Grantee Handbook Section 4500) -Justification of Expert Witness Fees (Grantee Handbook Section 2237.3) -Motorized Vehicle Justification (Grantee Handbook Section 2330) -Statement of Use of OCJP funds As Matching Funds (Grantee Handbook Section 6522-6524) PROJECT INFORMATION INSTRUCTIONS Complete the following information as per the instructions provided. Submit the information with the Grant Award Forms Package. • Project Information Project Service Area Information -Project Contact Information Project Summary Office of Criminal Justice Planning 21 PROJECT SERVICE AREA INFORMATION 1, COUNTY OR COUNTIES SERVED: Enter the name(s) of the county or counties served by the, project. Put an asterisk where the principal office of the project is located. *Los Angeles 2. U.S. CONGRESSIONAL DISTRICT(S): Enter the number(s) of the U.S. Congressional District(s) which the project serves. Pat an asterisk for the district where the principal office of the project is located. *25th District 3. STATE ASSEMBLY DISTRICT(S): Enter the numbers) of the State Assembly District(a) which the project serves. Put an asterisk for the district where the principal office of the project is located. *36th District 38th District 4. STATE SENATE DISTRICT(S): Enter the number(s) of the State Senate District(s) which the project serves. Put an asterisk for the district where the principal office of the project is located. *17th District 19th District 5. POPULATION OF SERVICE AREA: Enter the total population of the service area served by the project. 127,000 Office of Criminal Justice Planning 22 PROJECT CONTACT INSTRUCTIONS 1. Provide the name, title, address and telephone number for the person having day-to- day responsibility for the project. 2. Provide the name, title, address and telephone number for the Chief Executive of the implementing agency. 3. Provide the name, title, address and telephone number for the Chair of the Governing Body of the implementing agency. 4. Provide the name, title, address and telephone number for the person responsible for the project from the applicant agency. 5. Provide the name, title, address and telephone number for the Chair of the Governing Body of the applicant agency. Office of Criminal Justice Planning 23 PROJECT CONTACT INFORMATION Applicant: City of $ants Clarita Implementing Agency (if applicable): City Manager' g office Project Title: Santa Clarita's Investment in Youth Grant Number (to be added by OCJP): Provide the name, title, address and telephone number for the project contact persons named below. If a section does not apply to your project, enter'N/A". 1. The person having day-to-day responsibility for the project: Name: Jeanne C. Geno Title' Grant Coordinator Address?3920 Valencia Blvd. Santa Clarita, CA 91355 Telephone Number. 60$ 286-4160 Fax Number: 005 259-8125 2. The Executive Director of a nonprofit organization or the Chief Executive Officer (e.g., Chief of Police, Superintendent of Schools) of the implementing agency: Name: George Caravalho Title: City Manager Address 23920 Valencia Blvd. Santa Clarita, CA 91355 Telephone Number. ( 895 259-2489 Fax Number: tg0J 259-8125 3. The Chair of the Governing Body of the implementing agency: (Provide address and telephone number other than that of the implementing agency.) Name: JoAnne Darcy Title: Mayor Address•23920 Valencia Blvd. Santa Clarita, CA 91355 Telephone Number ( 895 259-2489 Fax Number: OO J 259-8125 4. The person responsible for the project from the applicant agency, if different than #1: Name: Title: same as #1 Address: Telephone Number. ( ) Fax Number: ( ) 5. The Chair of the Governing Body of the applicant agency, if different than #3: Name: Title: Address: same as #3 Telephone Number: ( ) Fax Number: ( ) Office of Criminal Justice Planning 24 PROJECT SUMMARY INSTRUCTIONS All of the necessary project information must be placed on the form in the space allowed. Additional pages may not be added. This is a summary of the project narrative. 1. PROJECT YEAR: If the project is new, check new. If the project is continuing, check the box of the proposed year of the project (i.e. Year 2) or insert the year of operation. 2. PROJECT TITLE: Enter the complete title. The title MUST describe the focus of the project. Acronyms are not acceptable. Do not exceed 60 characters, including space and punctuation. 3. GRANT PERIOD: Enter the beginning and ending dates of funding as specified in the grant application. 4. APPLICANT: Enter the name and complete address of the organization that is applying for the grant. 5. FUNDS REQUESTED: Enter the amount of grant funds requested. This must be the same amount used on the budget pages and on the proposal cover sheet. 6. IMPLEMENTING AGENCY. Enter the agency or organization designated on the grant award face sheet as the programmatic recipient of the grant funds who will accomplish the planned objectives and program goals. 7. PROGRAM DESCRIPTION: Provide a description of the specific area of service which OCJP is authorized to fund based upon state or federal legislation. 8. PROBLEM STATEMENT: Describe the prpblem the project will address. Support the problem with data such as number of offenses, description of the target area, and local needs. 9. OBJECTIVES: Include the quantifiable measurements which define a course of action in order to accomplish the program goals. PROGRAM SPECIFIC CATEGORIES: 10. ACTIVITIES: Describe activities you will perform to accomplish each objective (quantify where possible). 11. CATEGORY: Check the appropriate category. 12. PROGRAM AREA: Check appropriate program area. 13. EVALUATION: Describe how project performance will be measured. Note who will conduct the evaluation (e.g. project staff, government personnel, or outside consultants). 14. NUMBER OF CLIENTS TO BE SERVED: Enter the number of clients. 15. PROJECTED BUDGET: List all noted budget items. Be specific in breakdown of grant funds and all other budget sources. 16. RESPONSIBLE OFFICIAL: [STAFF NOTE: Remove this item if signature is not necessary for program use.] The legally responsible official for the organization should sign and date this document. The officiars name and title should be typed in the space provided. Office of Criminal Justice Planning 25 OCJP-227 (Rev. 1/1994) Office of Criminal Justice Planning 26 PRC1J�� Si7Mn�ARY: 1. PROJECT YEAR. 2. PROJECT TITLE: 3. GRANT PERIOD: © New Santa Clarita's ❑ Year 2 Investment in Youth Program 11/1/95 To ❑ Year 3 10/31/96 ❑ Other 4. APPLICANT 5. FUNDS REQUESTED: Name: City of Santa Clarita Phone: (804 286-4160 Address: 23920 Valencia Blvd. Fax #: (803 259-8125 $ 187,500' Santa Clarita, CA 91355 6. IMPLEMENTING AGENCY Name: City Manager's Office Phone: (805) 259-2489 Fax #: (80) 259-8125 Address: 23920 Valencia Blvd. Santa Clarita, CA 91355 7. PROGRAM DESCRIPTION The Investment in Youth Program has developed a strong project strategy that will address the youth and family related problems within the Santa Clarita Valley. Through the risk assessment, Availability of Drugs and Alienation & Rebelliousness have been identified as the two priority risk factors to be addressed. While the overall target area is the entire Santa Clarita Valley, the first phase of the project will target the East Newhall Area. With the primary goal of this project being the implementation of risk -focused prevention in the Santa Carita Valley, community involvement is a key factor to successfully implementing this strategy. 8. PROBLEM STATEMENT A 1991 Drug Survey conducted by the High School District indicated that Santa Clarita is above the national average on many counts. For example, 21% of Hart Seniors have used marijuana in the last 30 days, while the national average is only 14%. In regards to alienation and rebelliousness, gang membership in Santa Clarita has increased over 450% in the last few years. Gang related crime has increased as much as 200% and continues to rise. Violent crimes, such as drive-by shootings, once non-existent in Santa Clarita, is now becoming a concern. Phase 1 of this project (year 1) targets the East Newhall area, a predominantly Hispanic area with a propensity for gang -related crime, and the sale of drugs and alcohol to minors. 9. OBJECTIVES The objectives for the Investment in Youth Program include 1) decreasing by 10% the number of 10th & 11th graders which have used drugs within 30 days of follow-up surveys; 2) decrease acceptability of alcohol use among seventh graders by 10% during the first year the program is in place; 3) increase by 10% in the first year, the attendance to the Friday Night Live Program; 4) increase attendance in positive teen programs, such as the Boys and Girls Club by 25%; 5) decrease gang activity by 15% over the neat three years; and, 6) increase the number of employable teens from target areas by 10%. OCJP-227 (Rev. 1/1994) Office of Criminal Justice Planning 26 10. ACTIVITIES Activities to meet the project goals in- a. CATEGORY: clude 1) investigating store sales to identify how minors ar ❑ accessing alcohol; 2) producing an education program for jr. ❑ high students aimed at teaching them peer resistance tech- niques; ech niques; 3) increase the use of parent effectiveness programs ❑ to combat alienation; 4) increase attendance at programs whi promote positive alternatives; and, 5) provide opportunities, 12. PROGRAM AREA skills, and recognition for young people through positive bonding programs such as the Boy's and Girls Club and the ❑ Youth Employment Partnership Program. ❑ 13. EVALUATION Process evaluations will be conducted to 14. NUMBER OF CLIENTS focus evaluations at the time of and during implementation TO BE SERVED: of the programs & will occur annually. Summative evaluation will examine the overall impact the programs are having on each of the priority risk factors. Program -specific evalua- approx. 8,000 directly tions have been designed to ensure effectiveness. Evaluations indirectly will be conducted by project staff, as well ,as'staff from through proposed changq n..,,,...I--- _ in community 15. PROJECTED BUDGET Funds Requested Other Grant Funds Other Sources (list in-kind, fees, etc.) cash match in-kind match Personnel Services Operating Expenses Equipment TOTAL 75,815 106,205 5,479 187,500 16,885 280,525 297,410 3,700 3,700 WEI Signature: Caravalho Office of Criminal Justice Planning 27 Date: 10/17/95 Title: City Manager VIII. BUDGET FORMS AND INSTRUCTIONS BUDGET CATEGORY AND LINE•ITEM DETAIL A. Personal Services • Salaries/Employee Benefits COST 1 Full time OCJP Program Coordinator $ 44,436 1 Full time Administrative Clerk 25,356 (1/2 covered by cash match by City) Benefits - OCJP Program Coordinator 14,494 Benefits - Administrative Clerk 8,414 (1/2 covered by cash match by City) TOTAL $ 92,700 B. BUDGET CATEGORY AND LINWIMM DETAIL Operating Expenses COST Travel & Training $ 2,500 Mileage/Auto Allowance 200 Office Supplies/Equipment 1,750 Postage 550 Advertising 550 Printing 705 Voice flail/Paging Service 450 Audit 1,875 Facility Rental 4,525 (cash match by City) Professional Services `373;000 - Drug & Alcohol Education'Program $ 50,625 - Parent Project Campaign 7,000 - Primary`Intervention Program 40,000 - L.A. County Sheriff SANE Program 276,000 0 The applicant will use the state travel policy ❑ The applicant will use a travel policy other than the state's. The applicant will use the written policy of which is more / less restrictive than the state's. (circle one) $386,730 TOTAL .I.+iakmi• BUDGET CATEGORY AND LINE -ITEM DETAIL C. Equipment COST Office Furniture (in-kind match by City) Personal Computer $ 3,700 5,480 CATEGORY TOTAL $9,180 PROJECT TOTAL $488,610 FUND DL4TRIBUTION FEDERAL STATE ' CASH MATCH IN KIND MATCH 1. Amount of Funds 187,500 297,410 3,700 2. Percentage of Funds 38% 61% 18 OCJP-A303c [NOTE: All programs are required to complete this form (OCJP-653).] Complete the Other Funding Sources form (OCJP 653) to report the total funds available to support the activities related to accomplishing the goals and objectives of the grant award agreement. In the Grant Funds column, report the OCJP funds requested by category; in the Other funds column, report all other funds available to support the project by category and then calculate the totals by category in the Program Total column. Total each column down to arrive at the total program funds available. (Rev. 1194) THIS FORM DOES NOT BECOME PART OF THE GRANT AWARD. List all currently funded OCJP projects and all OCJP grants awarded to the applicant during the last five fiscal years. Include the fiscal year of operation, the grant number and the amount of OCJP funding. For current and proposed grants that include positions funded by more than one OCJP grant, list these personnel by title and the percentage of the position funded by OCJP. The percentage of funding must not exceed 100% for any one individual. For example: FISCAL YEAR GRANT NO. 1993-94 CP93010001 1993-94 CR93020001 1993-94 DS93020001 GRANT AMOUNT $50,000 $67,000 $68,000 PERSONNEL BY TITLE Project Director Project Director Project Director PERCENTAGE PAID BY OCJP 25% 25% 50%n INSTRUCTIONS FOR PREPARING THE BUDGET A. General OCJP requires the applicant to develop a line -item budget which will enable them to meet the requirements of the grant, ensure the successful implementation of the project and be cost effective.. Applicants are thus instructed to prepare a realistic and prudent budget. The following information is provided to assist in the preparation of the budget. Strict adherence to all required and prohibited items is expected. Where the applicant does not budget for a required item, OCJP will assume the applicant will use its own funds. Failure by the applicant to include required items in the budget does not exclude responsibility to comply. If selected for funding. the RFP applicant will be required to submit a final budget that will document proposed expenditures by funding source. B. Match Requirements The program guidelines specify whether match is Jrequired. The following information is provided to clarify match requirements and to assist the applicant in the calculation of the match. 1. Match Categories a) Asset Forfeitures Funds derived from law enforcement actions (e.g., assets from federal or state forfeiture proceedings) are allowable match, if permitted by the program guidelines. b) State Funds Matching State or Federal Funds State and/or federal funds can be used to match other state and/or federal funds only if all of the following conditions have been met. 1) The other.funding source does not prohibit this practice; 2) The funds are to be used for identical activities (e.g., to augment the project); and 3) The project has obtained prior written approval from OCJP, or specific program guidelines allow this practice. 2. Type of Match a) Cash Match Cash match, also known as hard match, is revenue from a source other than state or federal funds that is budgeted for the project. Cash match is often derived from the local funding resources committed to a project such as county general fund revenue, United Way contributions, private donations or profits from fund raising events. When used to augment the project, cash expenditures for items such as personnel, facilities and supplies may be considered cash match if not in violation of the prohibition on supplanting. b) In -Hind Match In-kind match, also known as soft match, refers to goods and services which are contributed to the project, have a dollar value attached to them and are also budgeted. In-kind contributions represent the project's non-cash outlay, including the non- cash outlay contributed by other public agencies and institutions, private organizations and individuals. Examples include the donation of goods and volunteer time. In general, the value of in-kind contributions is determined by fair market value. c) Victims of Crime Act - Match Information The Victims of Crime Act (VOLA) requires matching funds for all VOCA projects. There is a 20 percent cash or in-kind match requirement for "existing" programs and a 36 percent cash or in- kind match for "new` programs. Existing programs refer to those who have a record of providing effective services to victims of crime and financial support from other sources. New programs are those that have not yet demonstrated a record of effective services. These must have substantial financial support from other sources. Projects receiving VOCA funds must maintain records which clearly show the source, the amount and the timing of all matching contributions. VOCA match is always determined by total project cost. 3.. Calculating Match Generally, match requirements are based on a percentage of the funds allocated or on a percentage of the total project costs. The following information is provided to assist the applicant in calculating the required match. PERCENT OF ALLOCATION The actual amount of the match is based on the funds allocated. Use the amount of grant funds requested as the allocation in calculating the match. Multiply the allocation requested by the percentage match required. For example: If a 10% match is required and the allocation requested is $50,000; multiply the $50,000 by .10 $5,000 match required. Grant Amount .$50,000 Percent of Cash Match . 10% Multiply $50,000 by .10 . $5,000 (percent of match) TOTAL PROJECT COST The actual amount of the match is based on the total project costs. When match is based on a total project cost, the applicant must explore the total amount of resources needed, including match, to enable the project to function. To calculate the match based on the total project costs:' 1) Deduct the percent match required from 100% to arrive at the figure by which the grant award amount will be divided. For example, if the match requirement is 20% of the total project. costs, deduct 20% from 100% which equals 80% (.80) balance. 2) To calculate the percent match, divide the grant award amount by the percent balance, then subtract the grant award amount to determine the local match. For example, to calculate a 20% percent match, divide the grant award amount by 80% which determines the total project costs, then subtract the grant award amount. The following example is provided to further assist in calculating the match based on total project cost. 20% MATCH BASED ON TOTAL PROJECT' COST Funds Awarded -$100,000 Funds Awarded +.80 . $125,000 (total project cost) then Total Project Cost $125,000 Minus Grant Award Amount -$100,000 Total Project Match Required $ 25,000 C. Prohibited Expense Items The following items shall not be included in the budget of the application for funding. 1. BonusealCommissione Projects are prohibited from paying any bonus or commission to any individual, organization or firm. 2. Lobbying OCJP grant funds cannot be used for lobbying activities as specified in the Certification of Assurance of Compliance (OCJP 656). 3. Fundraising OCJP grant funds cannot be used for organized fundraising, including financial campaigns, - endowment drives, solicitation of gifts and bequests, or similar expenses incurred solely to raise capital or obtain contributions. 4. Real Property and Improvements Real property, including land, land improvements, structures and their attachments, and structural improvements and alterations are not allowable expenditures unless specifically authorized in the program guidelines or RFP/REAP/RFA. 5. Interest The cost of interest payments is not an allowable expenditure. 6. Food and Beverages The cost of food and/or beverages at grant - sponsored conferences, meetings or office functions is not an allowable expenditure. 7. Weapons and Ammunition The cost of weapons and/or ammunition of any type is not allowable expenditure, unless it is part of a governmental negotiated benefit package, or is specifically authorized in the program guidelines or RFP/REAP/RFA. , S. Membership' Dues The cost of membership dues for projects involved in the licensing or credentialing of professional personnel is not an allowable expenditure, unless it is part of a governmental negotiated benefit package, or is specifically authorized in the program guidelines or RFP/REAP/RFA. 9. Professional License The cost of a professional license is not an allowable expenditure unless specifically authorized in the program guidelines or RFP/REAP/RFA. 10. Annual Professional Dues or Fees The cost of professional dues or fees is not an allowable expenditure, unless it is part of a governmental negotiated benefit package, or is specifically authorized by the program guidelines or RFP/REAP/RFA. 11. Charges, Fees and Penalties Finance charges, late payment fees, penalties, and returned check charges are not allowable expenditures. 12. Depreciation Depreciation charges are not allowable expenditures. D. Specific Budget Categories Instructions regarding the specific items which must and can be budgeted in each budget category are provided herein. Line item detail, calculation methods and justification are required to be submitted with the proposal/application. Documentation must be kept on file and made available to OCJP staff during a site visit and to auditors at the time of the required annual audit. 1. Personal Services - Salaries/Employee Benefits a. Salaries Personal services include all services performed by staff who are directly employed by the applicant. All other staff are to be shown as Consultants in the Operating Expenses Category supported by a memorandum of understanding, contract or operational agreement. Such documentation must be kept on file by the grantee and made available for review during an OCJP site or monitoring visit or audit. However, in the case of grants being passed through a grantee to be operated by another agency, the staff from the second agency will be shown in the Personal Services Category. In either case they may be salaried or hourly, foll- or part-time positions. Sick leave, vacation, holidays, overtime and shift differentials must be budgeted as salaries. If agency personnel have accrued sick leave or vacation time prior to the approval of grant funding, they may not take that time off using project funds. b. Benefits Employee benefits must be identified by type and percentage of salaries. Applicants may use fixed percentages of salaries to calculate benefits. Budgeted benefits cannot exceed those already established by the applicant. Employer contributions or expenses for social security, employee life and health insurance plans, unemployment insurance and/or pension plans are allowable budget items. Other benefits, such as uniforms or California Bar Association dues, if negotiated as a part of the employee benefit package, are allowable budget items. C. Instructions 1) Salaries A line -item is required for each different position/classification, but not for each individual employee. If several people will be employed full. or part-time in the same position/classification, provide the number of full-time equivalents (e.g., three half-time clerical personnel should be itemized as 1-1/2 clerical positions). 2) Employee Benefits Generally, provide one level of line -item detail unless further explanation is needed. A line -item is required for each different position/class, but not for each individual employee unless the benefits vary from person to person in a position/class. If several people will be employed full-time or part- time in the same position/class, provide the number of full-time equivalents. 3) Total Place the total amount for this category in the space provided at the bottom right corner of the form. 2. Operating Expenses a. Allowable Expenses Allowable operating expenses are defined as necessary expenditures exclusive of personnel salaries and benefits and equipment. Such expenses may include specific items directly charged to the project, and in some cases, an indirect cost allowance. The expenses must be grant -related (e.g., to further the program objectives as defined in the grant award) and be incurred (realized) during the grant period. The following items fall within this category: consultant services, travel, office supplies, training materials, research forms, equipment maintenance,,equipment rental, telephone, postage, printing, facility rental, vehicle maintenance, answering service fees and other consumable items. Furniture and office equipment with an acquisition cost of $499 or less per unit (including tax, installation and freight) and/or with a useful life of less than four years fall within this category. Rented or leased equipment must be budgeted as an operating expense. Confidential funds expenditures and computer equipment rentals are allowable budget items (see Confidential Funds Expenditures). b. Travel Budget for all anticipated travel related to the project. Applicants must include sufficient per diem and travel allocations for persons to attend all required OCJP training conferences or workshops listed under the specific RFP or REAP/RFA. If several staff will be attending the same event, budget for the total number of people. A minimum of one project staff person from each participating agency must attend each training conference. Applicants should budget a minimum of $150 for registration fees for each person plus the state per diem rate.. The state mileage. rate is a maximum of $.24 per mile unless a higher rate is justified. When project employees are authorized by project department heads or designees to operate a privately owned vehicle on project related business, the employee will be allowed to claim $.24 per mile without certification or up to $.30 per mile with an annual certification that the coat of operation of the vehicle equals or exceeds the amount claimed. This documentation must be on file and available for audit but should not be submitted with the proposal. 1) Units of Government Units of government may use their own written travel and per diem policy or state policy. Units of government that plan to use cars from a state, county, city or district car pool or garage may budget either the mileage rate established by the loaning agency or the state mileage rate, not to exceed the loaning agency rate. 2) Private Nonprofit Organizations A private nonprofit organization that submits a proposal directly to OCJP may use the state travel and per diem policy or the applicant's written Policy only if the applicant's travel policy is more restrictive than the state's. 3) Application to Units of Local Government A private nonprofit organization that applies through or is funded by a local unit of government with OCJP grant funds may use its own written travel policy, the written travel policy of the sponsoring unit of local government or state travel and per diem policy at the discretion of the local unit of government, unless otherwise directed by OCJP. 4) Out -of -State Travel Out-of-state travel is restricted and only allowed in exceptional situations. Requests for approval for out-of-state travel will be reviewed if the applicant is selected for funding. 5) Instructions Travel Generally provide one level of line -item detail unless further explanation is needed. Check the appropriate box and complete the travel policy statement at the bottom of the form. Use the following state travel policies for budgeting travel expenses: Mileage The reimbursement rate to operate a privately. owned vehicle is from 24 cents per mile to 30 cents per mile. Meals Breakfast $5.50- Breakfast may be claimed when travel commences at or prior to 6:00 a.m. Breakfast may be claimed on the last fractional day of a trip of more than 24 hours if travel terminates at or after 9:00 am. Lunch $9.50- Lunch may not be claimed for travel lees than 24 hours. Lunch may be claimed if the trip begins at or before 11:00 am. and may be claimed on the last fractional day of a trip of more than 24 hours if the travel terminates at or after 2:00 p.m. Dinner $17.00 Dinner may be claimed if the trip begins at or before 4:00 p.m. Dinner may be claimed when travel terminates at or after 7:00 p.m., whether on a one day trip or on the last day of a trip of more than 24 hours. Incidentals $ 5.00 - Incidentals may be claimed for trips of 24 hours or more. Total $37.00 Lodging Statewide without a lodging receipt. is $24.99 Statewide with a lodging receipt is the actual lodging expense up to $79.00, plus applicable taxes. Other Taxi, airport shuttle, etc., which exceeds $3.50 must be supported by receipt... Parking in excess of $6.00 must be supported by receipt. C. Consultant Services Consultant services are provided on a contractual basis by individuals or organizations that are not employees of the applicant (see Personal Services. Salaries). Consultants must not be used in lieu of employees. Consultants are defined as individuals or organizations that meet some or all of the following criteria: • produce a specific product or service; • work independently without direct supervision from the applicant; • work on specific projects; • provide services for a limited number of hours or period of time; and/or • have no agency management or oversight responsibilities that are directed toward the financial success or direction of the agency. If a specific consultant is identified as a sole source, additional justification will be required if the proposal is selected for funding. 1) Consultant Rates Consultant rates are to be negotiated by the grantee in accordance with agency s consultant. hiring policies. The rate is the total amount payable including any and all benefits. 2) Expert Witness Fees Prosecution or criminal defense projects which routinely utilize "expert witnesses" as consultants to conduct evaluations and provide expert testimony in the courtroom may budget for this expense under the Consultant Services category. However, the grant may only be charged for costs above that which the county is required to cover. The maximum allowable rate for such witness fees is $250 per hour up to $2,000 per day. The total amount budgeted for expert witness fees must not exceed ten percent of the project's total budget. Requests for proposed expert witness costa must be accompanied by written justification indicating the following: a) Qualifications, training and experience of the expert(s). Include a statement regarding recognition by the court of the individual as an expert. b) , . Specialized certification/licensure (e.g., Masters in Social Work (MSW); Licensed Clinical Social Worker (LCSWy Marriage, Family and Child Counselor (MFCC); Medical Doctor (MD)). c) Rate of pay per hour. Provide documentation of a survey of the availability of similar consultants, the current "going rate" and the proposed rate of pay. Indicate cost breakdown if expert is paid according to services (e.g., mileage, waiting time, court testimony). d) Proposed services to be provided (e.g, analysis of forensic evidence, psychological evaluation). e) Indicate why this cost cannot be paid with county funds. Attach a written justification to OCJP A303b. S) Instructions • Consultants Generally, provide one level of line -item detail unless further explanation is needed. d. Facility Rental Up to $10 per square foot annually ($0.83 per square foot per month) without maintenance or $12.50 per square foot annually ($1.04 per square foot per month) with maintenance is allowed for facility rental. If the rental cost for office space exceeds these rates, it must be consistent with the prevailing rate in the local area.' This documentation must be on file and available for audit and should not be submitted with the proposal. e. Rented or Leased Equipment If equipment is to be rented or leased, an explanation and cost analysis will be required if the proposal is selected for funding. This analysis must demonstrate that it is more cost effective to rent or lease the equipment than it is to purchase it and must be approved by OCJP prior to the execution of any rental or lease agreement. Grant funds may not be used for interest on lease agreements. L Confidential Funds Expenditures Confidential funds expenditures are costs that will be incurred by law enforcement agencies using grant personnel working in an undercover or other investigative capacity. It may include the ' purchase of information, physical evidence (e.g., narcotics or stolen property) or services. Confidential funds expenditures are only allowable for grants to state or local enforcement agencies, unless otherwise specifically authorized in the program guidelines or RFP/REAP/RFA. If confidential funds expenditures are proposed, applicants will be required to comply with these guidelines if selected for funding. The statute which authorizes the federal Victims of Crime Act (VOCA) program prohibits the use of VOCA funds for indirect costs. When the project is funded by a combination of VOCA funds and state funding, indirect costs must be computed using the flat rates discussed above, but must be paid with state funds. Applicants must have on file an indirect cost allocation plan which demonstrates how the rate was established. Applicants funded with federal funds must have a federally approved indirect cost allocation plan This plan must clearly indicate that line items charged to a direct cost category (e.g., "postage") are not included in the indirect cost category. All costa included in the plan must be supported by formal accounting records which substantiate the propriety of eventual charges. I. Audits Budget for the coat of obtaining a financial audit. Allowable audit costs are as follows: If the total amount of the grant is less than or equal to $150,000, the applicant may budget up to $1,500 for the financial audit costs; or g. Emergency Fund procedures • If the total amount of the grant is greater than $150,000, the applicant may budget Victim service applicants may budget up to five up to 1 percent of the total grant for percent of the total project cost for victim -related financial audit costa. emergencies in accordance with criteria specified inthe program guidelines. j. Total If emergency funds are budgeted, applicants Place the total amount for this category in the selected for funding will be required complete and space provided at the bottom right corner of the submit the Emergency Fund Procedures form form. which will be provided with the Grant Award Forms Package. h. Indirect Costs/Administrative Overhead Indirect costa are those not readily itemized or assignable to a particular project, but necessary to the operation of the organization and the performance of the project The costs of operating and maintaining facilities, accounting services and administrative salaries are examples of indirect costa Flat rates not exceeding ten percent of personnel salaries (excluding benefits and overtime) or five percent of total direct project costs (excluding equipment) may be budgeted by applicants for indirect costa S. Equipment a. Allowable Expenses Nonexpendable personal property equipment is tangible personal property having a useful life of more than four years and an acquisition cost of $500 or more per unit (including tax, installation and freight). Equipment used solely for project activities may be budgeted if it is essential to the implementation of the project. Grant funds may not be used to reimburse the applicant for equipment already purchased. All equipment purchased in whole or in part with state or federal grant funds is the property of the state or the federal government. However, under certain conditions, equipment may be transferred to the grantee at the and of the grant period. Satisfactory compliance with the Grant Award Agreement will be reviewed in considering the transfer of equipment. Rented or leased equipment must be budgeted as an operating expense. Lease to purchase agreements are generally not allowable. If a lease to purchase is requested, the project will be required to submit justification including coat effectiveness, with the Grant Award Forms Package. Prior approval by OCJP is required. b. Computers A request to utilize grant funds for the purchase of computer equipment, software and related costs, including the proposed automated system purchase documents is required. - 1) Nonprofit Organizations Applicants from nonprofit organizations may budget up to $25,000 in computer equipment, software and related costs. Completion of a Proposed Automated System Purchase Face Sheet is required. If the proposal is selected for funding, OCJP will evaluate the proposed purchase on the basis of grant -related need. OCJP must give approval prior to purchase. 2) Units of Government Applicants from units of government may budget for computer equipment, software and related costs. Completion and submission of the requested information contained on a Proposed Automated System Purchase Face Sheet is required. If the proposal is selected for funding, OCJP will evaluate the proposed purchase on the basis of grant -related need. OCJP must give approval prior to purchase. If federal grant funds totaling in excess of $50,000 ars used for automated data processing purchases, prior federal approval is also required. Units of government establishing or enhancing criminal intelligence systems utilizing federal funds are also subject to 28 CFR Part 23 of the Code of Federal Regulations. Consult the specific program guidelines or RFP/REAP/RFA for information regarding additional requirements and approvals. 3) Instructions - Automated Systems and/or Computer Use a Proposed Automated System Purchase Face Sheet to request the purchase of automated systemslcomputers. Answer the appropriate questions with sufficient information to explain the requested system/computer. The amount of information necessary will be determined by the complexity of the proposed system. By submitting this request along with the signed Grant Proposal Cover Sheet, the Project Director certifies that all resources (e.g. hardware, software, personnel and telecommunications) to be utilized by this project are in compliance with all applicable standards, policies and procedures for automated systems as contained in the agency's - local policies and operating procedures, the Grant Award Agreement and the OCJP Grantee Handbook. C. Automobiles Automobiles may be allowable budget items under certain programs. Please refer to the specific program announcements. If a vehicle is included in the budget, substantial justification demonstrating the grant -related need will be required before finalization of the Grant Award Agreement. The justification must describe the need for a vehicle, including the size of service area and the need to provide direct service away from the office, and the reason why the agency will not allow personal vehicle usage during working hours. A cost analysis for vehicle purchase as compared to other options, including lease and personal vehicle use with mileage must be conducted and kept on file for review by OCJP at a site visit and by the auditor during the required annual audit. d. Lastructions - Equipment A line -item is required for each different type of equipment, but not for each specific piece of equipment (e.g., three dot-matrix printers should be one line -item, not three). 1) Category Total Place the total amount for this category in the space provided at the bottom right corner of the form. e. Instructions - Project Total/Fund Distribution (OCJP A808c) - Must be completed, even if no equipment is budgeted. 1) Project Total Place the total amount for the entire budget in the space provided at the bottom right hand comer of this form. 2) Fund Distribution Place the total amount of state and/or federal funds being requested in this application and place the total amount of cash and/or in-kind match being provided by the applicant in the space provided at the bottom of this form. OFFICE OF CRIMINAL JUSTICE PLANNING PROPOSED AUTOMATED SYSTEM PURCHASE FACE SHEET Grant Award Number: Grantee: City of Santa Clarita Project Title: Santa Clarita's Investment in Youth Program Grant Award Period: From 11/1` 19 95 to 10/31 �9 96 Cost of Software: S Cost of Hardware: S 5,480 Cost of Other Related Items: S Total Cost of Proposed Computer System: s 5,480 Total Grant Award,Amount: $ 187,500 Approved Under ( ) 510,000.00 Over ( ) 510.000.00 FOR OCJP USE ONLY Program Staff Date Branch Chief Date Division Chief Data Processing Manager Date Date PROGRAMMATIC PURCHASE JUSTIFICATION The City of Santa Clarita is a technologically sophisticated agency running a multitude of automated applications. We have requested funding for one personal computer to be used by the Grant Coordinator in peforming the day to day operations of grant administration and the implementation of risk -focused prevention in the community. This personal computer will run on the City's local area network, as well as provide access to the Wang mini-coimputer which runs the City's financial system. Typically, the Grant Coordinator will perform a multitude of functions on this personal computer, such as word processing, spreadsheets, graphic presentations, and electronic mail. The use of these automated tools provides a cost-effective method of producing the mentioned documents, as well as provide a method of electronic communication with several agencies via electronic mail and electronic transfer of documents. The following components are proposed: 1 Toshiba 4800CT Notebook Computer Docking Station 1 NEC 15 Monitor With the purchase of this type of portable personal notebook computer, the Grant Coordinator has the ability to make presentations off-site, as well as receive e-mail and transfer documents from other locations.