Board of Corrections

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Board of Corrections
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Welcome

• Thom McConnell - Executive Director
• Bill Crout - Deputy Director FSOD
• Jim Sida - Field Representative
• Norma Burns-Marshall
• John Kohls Ph.D.

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Assignment

• At your tables prepare an the following
• Select a spokesperson
• Introduce the members of your MIOCRG team in
  attendance
• Briefly describe your project and current
  activities involving your project
• What are the biggest questions that the people at
  your table want answered
• Take 10 minutes to prepare your introduction

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Housekeeping

• Pardon our Construction!
• Restrooms
• Pot Belly Deli
• Building 660 - Knock First!
• Travel Claims
• Complete Today or Return ASAP for FY Closing
• Lunch Arrangements

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MIOCRGUpdate

• 37.7 Million Proposed
• Continuation of Projects Identified at May 20,
  1999 BOC Meeting
• Grants not to Exceed 5 Million
• Includes Los Angeles and San Francisco as High
  Risk Models

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Todays Objectives

• Identify Roles in the Grant Process
• Clarify Terms and Conditions in Exhibit A
• Identify Precontractual Requirements
• Review Required Reports
• Briefly Review Evaluation Component

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Todays Objectives

• Answer Questions Related to Contract Development
  and Execution
• Develop MIOCRG Network

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Roles Responsibilities

• Governor and Legislature
• Determine State Needs
• Appropriate Available State Funds

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Roles Responsibilities

• Board of Corrections
• Award Grants to Counties for Projects
• Develop Grant Contract
• Budget Component
• Evaluation Component
• TA and Monitoring
• Data Collection
• Make Payments
• Reports to Legislature

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Roles Responsibilities

• County
• Submit Proposal and Project Description
• Prepare Pre-Contract Submittals
• 4 Year Line Item Budget
• Evaluation Component
• Execute Formal Contract
• Proceed with Project

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ContractExhibit A

• Standard Agreement
• General Project Description
• Amount Awarded
• Original Signatures - 4 Copies

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ContractExhibit A

• Definitions - Highlights
• Match Funds
• Hard Match - Cash Dedicated to the Project by
  Public or Private Organizations
• In-Kind - Value of Personnel, Goods, or Services
  Dedicated to the Project from Private or Public
  Organizations
• General Fund Monies Excluded

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ContractExhibit A

• Project Period
• July 1, 1999 - June 30, 2003
• Supplant - Use of Grant Funds to Replace Funds
  Otherwise Dedicated for Existing Programming

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ContractExhibit A

• Eligible Costs
• Salaries and Benefits
• Public or Private Contract Employees directly
  involved with delivery of services associated
  with the project
• Services and Supplies
• Necessary to deliver services directly associated
  with the project

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ContractExhibit A

• Eligible Costs
• Travel for County Employees
• In accordance with county travel policies
• Professional or Consultant Services
• Provided by community based organizations, MOUs
  or other necessary charges

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ContractExhibit A

• Eligible Costs
• Fixed Assets
• Up to 1,000 Per Item
• Declaration must be made by Project Manager and
  approved by the BOC that equipment to be
  purchased is
• Directly Associated with the Project
• Essential to the Project
• Lease or Rental Options Thoroughly Investigated

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ContractExhibit A

• Eligible Costs
• Fixed Assets Continued
• Purchase of the Equipment is Less Expensive than
  Leasing
• Title to Any Equipment Purchased with State Funds
  will be Returned if Requested by State
• Focus of Grant funds should be for delivery of
  programs

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ContractExhibit A

• Eligible Costs
• Lease payments
• Equipment
• Office Space
• Automation Photocopy Equipment
• Operational Overhead
• Overhead and administrative cost necessary for
  the success of the project not to exceed 10 of
  the grant award

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ContractExhibit A

• Ineligible Costs
• Site Acquisition and/or Construction Costs
• Fixed Assets in Excess of 1,000
• Supplanting Existing Programs, Projects or
  Personnel
• Costs Outside the Scope of the Project
• Criminal Justice Activities Not Directly Related
  to the Project

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ContractExhibit A

• Match
• Counties required to provide at least 25 match.
• Match cannot be derived from State General Funds
  or programs supported by those funds
• Match Disbursement
• 25 by June 30, 2000
• 50 by June 30, 2001
• 75 by June 30, 2002
• 100 by June 30, 2003

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ContractExhibit A

• Project Manager
• Counties representative for the administration of
  the contract and have authority to act on behalf
  of the grantee
• Project Financial Officer
• Maintains documentation of all actions in
  accordance with accounting principles

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ContractExhibit A

• Project Officials are Determined by the County
• Project Manager and/or Financial Officer
  functions can be delegated
• Sheriff may be responsible for signing contracts
  as determined by County MIOCRG Resolution

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ContractExhibit A

• Project Access
• Goal is to Ensure Integrity and Success of the
  Program
• Interim Audit
• May have State Auditor conduct interim audit
• Final Audit
• Due 120 days of the contract expiration

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ContractExhibit A

• Final Audit Continued
• Audit may be performed by county
• May hire at county cost (can be used as county
  match)
• Cannot be conducted by person(s) directly
  involved with project financial duties - Must be
  organizationally independent

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ContractExhibit A

• Withholding of Grant Disbursements
• BOC may withhold all or any portion of grant
  funds in the event of
• Contract Violations
• Insufficient County Funds
• Insufficient Match Disbursement
• Retention of Funds
• When balance reaches 5 BOC may withhold as
  security upon receipt of final audit and final
  report

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ContractExhibit A

• Reports
• Quarterly Financial Invoices
• Invoice on a cash basis
• Invoices paid in arrears
• Submitted within 45 days of fiscal quarter
• 1st Qtr. Jul - Sep - Due November 15
• 2nd Qtr. Oct - Dec - Due February 15
• 3rd Qtr. Jan - Mar - Due May 15
• 4th Qtr. Apr - Jun - Due August 15

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ContractExhibit A

• Reports
• Semi-Annual Progress Reports
• Submitted within 45 days of fiscal quarter
• 1st Rpt Jul - Dec - Due February 15
• 2nd Rpt Jan - Jun - Due August 15

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ContractExhibit A

• Reporting Tip
• Complete progress reports and send to the BOC in
  draft for review
• BOC staff will review reports for errors and
  provide TA to County
• Send in signed reports after review to avoid
  delays
• Timely reports will ensure timely payment by the
  BOC

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ContractExhibit A

• Reports
• Final Report
• Submitted within 90 days of contract expiration
• Changes
• No substantial changes without BOC approval
• Budget changes over 10 require BOC approval

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ContractExhibit B

• Fiscal Survey
• Fiscal Summary - 4 Year Budget
• First Year Budget
• Second Year Budget
• Third Year Budget
• Fourth Year Budget
• Budget By Program

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ContractExhibit B

• Program Evaluation Survey
• Contract Administration Policy and Procedures
  Manual
• Audit Procedures

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ContractDisputes

• Disputes Should Be Resolved between County and
  Board Staff
• Unresolved Issues Will Be Decided By Board
• County May Appeal to BOC
• Board Chair Will Designate a Hearing Panel
• Decision Sent to Board for Adoption

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Timelines

• Fiscal Surveys Completed by June 30, 1999
• Evaluation Surveys Completed July 1999
• Contracts fully Executed by August 1999

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Networking

• Proposal to Establish Quarterly Project Managers
  Meetings
• County Host or Conduct in Sacramento
• 1 1/2 Day Meeting
• Network and Exchange Information
• Discuss Common Issues
• Showcase County Projects