WELCOME Please Sign In. East Texas Council of Governments Grant Application Workshop January 2014

WELCOMEWELCOME

PleasePleaseSign InSign In

East Texas Council East Texas Council of Governmentsof Governments

Grant ApplicationGrant ApplicationWorkshopWorkshop

January 2014January 2014

Mission: In order

to improve the

Quality of Life for

all our citizens,

ETCOG pledges all

its resources to

educate and assist

its members to

accomplish their

goals.

What is a Council of What is a Council of Government?Government?

Definition: Purpose: Definition: Purpose: Region-wide voluntary association of local governments and elected officials; defined officially as a governmental entity because decision-making board comprised of elected officials throughout the area; intermediary government between the county and state levels.

Serves as the instrument of local government cooperation, promoting the region’s orderly development and the safety and welfare of its citizens.

Map of COG RegionsMap of COG Regionshttp://www.txregionalcouncil.org/display.php?page=regions_map.php http://www.txregionalcouncil.org/display.php?page=regions_map.php

ETCOG OverviewETCOG Overview

All material covered today will be All material covered today will be posted on ETCOG’s website at –posted on ETCOG’s website at –http://www.etcog.org/564/Grant-http://www.etcog.org/564/Grant-

Application-Workshops.htm Application-Workshops.htm

See handout for navigating ETCOG`s See handout for navigating ETCOG`s websitewebsite

Application ProcessApplication ProcessGovernor’s Office publishes an RFA (Request for Applications) on its eGrants

website and in the Texas Register.

Applications become available via the eGrants website - https://cjdonline.governor.state.tx.us.

ETCOG conducts workshops for all applicants interested in funds from one or

more of the funding streams.

Applicant completes application in eGrants and submits via the web directly to the Governor’s Office, Criminal Justice Division (CJD).

Governor’s Office determines which applications qualify for funding, and sends those to ETCOG.

ETCOG uses a local committee, called the Criminal Justice Advisory Committee (CJAC), to review and score the applications. This provides CJD with a local

voice in prioritizing which applications merit funding and which do not.

The priority list developed by the CJAC is sent to the Governor’s Office, where final decisions on who gets the money are made. This is where some, if not

most, of the applicants become actual grantees.

CJD Funding Sources Prioritized by CJD Funding Sources Prioritized by ETCOGETCOG

JuvenileJuvenile

Juvenile Justice and Juvenile Justice and Delinquency Prevention Delinquency Prevention

(JJDP)(JJDP)

VictimVictim

Victims of Crime Act Victims of Crime Act

(VOCA)(VOCA)

Violence Against Women Violence Against Women Act (VAWA)Act (VAWA)

StateState(TAC)(TAC)

State Criminal Justice State Criminal Justice Planning Fund (SF421)Planning Fund (SF421)

FederalFederal(OMB, TAC)(OMB, TAC)

Edward Byrne Memorial Edward Byrne Memorial Justice Assistance Grant Justice Assistance Grant

(JAG)(JAG)

Law Law EnforcementEnforcement, Corrections , Corrections

or Judicial or Judicial ServicesServices

CJD Funding SourcesCJD Funding Sources

JJDPJJDP SF421SF421 VOCAVOCA VAWAVAWA

JX A

pp

licatio

ns

CX

Ap

plic

atio

ns

VX

Ap

plic

atio

ns

WX

Ap

plic

atio

ns

JAGJAG

Criminal Justice Advisory Committee Criminal Justice Advisory Committee (CJAC)(CJAC)

The CJAC is a voluntary committee comprised of The CJAC is a voluntary committee comprised of a multi-disciplinary representation of members a multi-disciplinary representation of members from the ETCOG 14 county region, per from the ETCOG 14 county region, per requirements of the CJD.requirements of the CJD.

The CJAC`s membership includes individuals The CJAC`s membership includes individuals from the following groups or disciplines: citizens from the following groups or disciplines: citizens or parents, substance abuse prevention, or parents, substance abuse prevention, education, juvenile justice, law enforcement, education, juvenile justice, law enforcement, mental health, nonprofit organizations, mental health, nonprofit organizations, prosecution or courts, and victim services.prosecution or courts, and victim services.

CJAC Application Review and CJAC Application Review and PrioritizationPrioritization

The CJAC will consider the following factors The CJAC will consider the following factors when scoring and prioritizing applications:when scoring and prioritizing applications:•Any state agency strategies identified by Any state agency strategies identified by CJD;CJD;•Priorities identified within the region, by the Priorities identified within the region, by the COG/CJAC, resulting from the strategic COG/CJAC, resulting from the strategic and/or community planning process; and/or community planning process; •Current COG policies and procedures; andCurrent COG policies and procedures; and•The availability of funding.The availability of funding.

Priority HearingsPriority Hearings

Duration of Presentation:Duration of Presentation:

5 minutes + Q & A5 minutes + Q & A

Presenter: Someone from the applicant Presenter: Someone from the applicant agency who can competently speak for the agency who can competently speak for the projectproject

No visual aids allowed or power point No visual aids allowed or power point presentationspresentations

Member

Member

Member

Member

Member

Member

Member

Member

score

AvgAvg

Prioritization ProcessPrioritization Process

scor

e

score

score

scor

e

scor

e

score

score

eGrants Application & Submission ProcesseGrants Application & Submission Process

Have the following items available before Have the following items available before beginning your application:beginning your application:•Federal ID Number, DUNS Number, CCR Federal ID Number, DUNS Number, CCR expiration date, and Charter Number (for expiration date, and Charter Number (for nonprofits)nonprofits)•Names and email addresses for the Names and email addresses for the Authorized Official, Financial Officer, Project Authorized Official, Financial Officer, Project Director and the Grant WriterDirector and the Grant Writer

Refer to the eGrants Permissions for Grant Officials document Refer to the eGrants Permissions for Grant Officials document passed out at the workshop & posted on the ETCOG website.passed out at the workshop & posted on the ETCOG website.

CJD Approved Budget CJD Approved Budget CategoriesCategories

• PersonnelPersonnel• Contractual/Professional ServicesContractual/Professional Services• TravelTravel• EquipmentEquipment• Supplies and Direct Operating Supplies and Direct Operating

ExpensesExpenses• Indirect CostsIndirect Costs

No ConstructionNo Construction

eGrants Application & eGrants Application & Submission ProcessSubmission Process

PersonnelPersonnel

•Time/Activity Reports Time/Activity Reports (see samples on the ETCOG (see samples on the ETCOG website)website)

•Personnel line items should indicate if they Personnel line items should indicate if they include fringeinclude fringe•Should be tied to a person, not a cost poolShould be tied to a person, not a cost pool•Timesheet signed by employee and supervisor Timesheet signed by employee and supervisor Salaries consistent with local policySalaries consistent with local policy


Contractual and ProfessionalContractual and Professional

•Contracts in writingContracts in writing•Consistent with Texas contract lawConsistent with Texas contract law•Contract monitoring documentationContract monitoring documentation•Compliance with Agency Procurement GuidelinesCompliance with Agency Procurement Guidelines•Invoices for contract deliverablesInvoices for contract deliverables•Each contract should be listed on a separate line. If Each contract should be listed on a separate line. If the contract includes several services or the contract includes several services or equipment, this should be explained in the line itemequipment, this should be explained in the line item


TravelTravel

•Employee travel and training onlyEmployee travel and training only•Comply with state travel policies or agency travel Comply with state travel policies or agency travel policies policies (CJD will only reimburse at the state rate. Any overage is the (CJD will only reimburse at the state rate. Any overage is the responsibility of the agency.)responsibility of the agency.)

•Maintain travel log and receiptsMaintain travel log and receipts•Pre-approval of out-of-State travelPre-approval of out-of-State travel

NOTENOTE: Expenses for outside trainers go under the : Expenses for outside trainers go under the contractual line item as part of overall contracted contractual line item as part of overall contracted services.services.


EquipmentEquipment

•All purchases MUST be pre-approved by CJDAll purchases MUST be pre-approved by CJD•Must maintain an inventory logMust maintain an inventory log•Equipment under $1,000 should be placed in the Equipment under $1,000 should be placed in the supplies categorysupplies category•Must have invoices to support purchasesMust have invoices to support purchases•Must be used for the purpose for which it`s Must be used for the purpose for which it`s purchasedpurchased•All changes to equipment line items, including All changes to equipment line items, including the number of items, MUST be approved by CJDthe number of items, MUST be approved by CJD


Supplies & Direct Operating ExpensesSupplies & Direct Operating Expenses•Must be related to the daily operation of the grantMust be related to the daily operation of the grant•All costs MUST be pro-rated per a cost allocation All costs MUST be pro-rated per a cost allocation planplan•Rent or lease MUST include cost per square foot Rent or lease MUST include cost per square foot and the number of square feetand the number of square feet•Documentation MUST be maintained (receipts, Documentation MUST be maintained (receipts, invoice, etc.)invoice, etc.)•Includes small equipment with a useful life of less Includes small equipment with a useful life of less than 1 year & a purchase price of $999 or less per than 1 year & a purchase price of $999 or less per unitunit


Indirect CostsIndirect Costs•Represent expenses of doing business that Represent expenses of doing business that are not are not readily identifiedreadily identified with a particular grant, contract, with a particular grant, contract, project function or activity, but are necessary for the project function or activity, but are necessary for the general operation of the organization and the conduct general operation of the organization and the conduct of activities it performsof activities it performs•Not all CJD funding sources support indirect costsNot all CJD funding sources support indirect costs•Are not classified as direct charges (salaries, wages, Are not classified as direct charges (salaries, wages, fringe, travel, consulting services, toll charges, express fringe, travel, consulting services, toll charges, express mail, etc.)mail, etc.)EXAMPLES: accounting staff, administrative and clerical salaries, EXAMPLES: accounting staff, administrative and clerical salaries, local telephone and communications infrastructure, depreciation on local telephone and communications infrastructure, depreciation on a building and equipment, etc.a building and equipment, etc.

Submission Deadlines for CJDSubmission Deadlines for CJD

• Applications are currently open in the Applications are currently open in the eGrants website.eGrants website.

• All applications must be submitted All applications must be submitted ANDAND certified via eGrants before certified via eGrants before midnight (11:59 pm) on 02/28/2014.midnight (11:59 pm) on 02/28/2014.

CJD ContactsCJD ContactsETCOG provides technical assistance to applicants for ETCOG provides technical assistance to applicants for questions related to content in grant applications.questions related to content in grant applications.

ETCOG Contacts:ETCOG Contacts:

[email protected] or [email protected] or [email protected]@etcog.org

ETCOG`s Main Number: 903-218-6400ETCOG`s Main Number: 903-218-6400

CJD provides technical assistance to applicants, via the CJD provides technical assistance to applicants, via the following email address, for any technical issues in following email address, for any technical issues in relation to your application - relation to your application - [email protected] [email protected]

CJD`s Main Number: 512-463-1919CJD`s Main Number: 512-463-1919

Documents

WELCOME Please Sign In. East Texas Council of Governments Grant Application Workshop January 2014