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HomeMy WebLinkAboutCAG2003-0520 - Original - US Department of Justice - Safe Havens Grant for Supervised Visits & Safe Exchanges - 01/01/2003 U.S.Department of Justice Office of Justice Programs FEb ;? 5 20V a�4erm,csev� Office of the Assistant Attorney General Hasnington o C 20531 February 21,2003 The Honorable Jim White City of Kent 2204th Avenue South Kent,WA 98032-5895 Dear Mayor White I am pleased to inform you that the Office of Justice Programs has approved the application for funding under the Safe Havens Supervised Visitation and Safe Exchange Grant Program in the amount of$500,000 for City of Kent This grant award supports supervised visitation and safe exchange options for families with a history of domestic violence,child abuse,sexual assault,and stalking Enclosed you will find the Grant Award and Special Conditions documents This award is subject to all administrative and financial requirements,including the timely submission of all financial and programmatic reports,resolution of all interim audit findings,and the maintenance of a minimum level of cash-on-hand Should you not adhere to these requirements,you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate If you have questions regarding this award,please contact - Program Questions,Krsta S Blakeney-Mitchell,Program Manager at(202)305-2651,and - Financial Questions,the Office of the Comptroller,Customer Service Center(CSC)at (800)458-0786,or you may contact the CSC at askoc a ojp usdoJ gov Congratulations,and we look forward to working with you Sincerely, Deborah 1 Daniels Assistant Attorney General Enclosures U.S.Department of Justice 5 Office of Justice Programs ol�`ws.,c.r°dr Office for Civil Rights Warfingron DC 20531 February 21,2003 The Honorable Jim White City of Kent 220 4th Avenue South Kent,WA 98032-5895 Dear Mayor While Congratulations on your recent award Because you have submitted Certified Assurances that your agency is in compliance with applicable civil tights laws,this office has determined that you have met this requirement in the Department of Justice regulations governing recipients of Federal f rancial assistance(see 28 C F R section 42 204,Applicants'Obligations) As Director of the Office for Civil Rights(OCR),Office of Justice Programs,I would like to offer you my assistance in completing the conditions of these Assurances, specifically Nos 13, 14,and 15,as the grant goes forward As you know,equal opportunity for the participation of women and minority individuals in employment and services provided under programs and activities receiving Federal financial assistance is required by law Therefore,if there has been a federal or state court or administrative agency finding of discrimination against your agency,please forward a copy of such order or consent decree,as required by Assurance No 14,to OCR at the U S Department of Justice,Office of Justice Programs,Office for Civil Rights,810 Seventh Street,N W,Room 8136,Washington,D C 20531 Additional Instructions For Grantees Receiving$500,000 Or Afore I In accordance with Assurance No 15,each grantee that receives$500,000 or more(or$1,000,000 in an 18-month period),and has 50 or more employees,must submit an Equal Employment Opportunity Plan(EEOP)within 60 days from the date of this letter to OCR at the above address t 2 Alternatively,the grantee may choose to complete an EEOP Short Form,in lieu of sending its own comprehensive ESOP,and return it to OCR within 60 days of the date of this letter This easy-to-follow EEOP Short Form reduces paperwork and preparation time considerably and will ensure a quicker OCR review and approval The Seven-Step Guide to the Design and Development of an EEOP will assist you in completing this requirement The Seven-Step Guide and EEOP Short Form maybe downloaded from OCR's home page on the Internet(blip llwww o1p usdoq gov/ocrn 3 Please be reminded that the above requirements apply to primary grantees and to each of their subgrantees or contractors that meet the criteria outlined in this letter Therefore,all primary grantees should apprise subgrantees of these responsibilities and those meeting the criteria slo Id send their EEOPs or EEOP Short Forms directly to the Office for Crvd Rights within 60 days of&date of their award 'If you have already submitted an EEOP as part of another award from the Office of Justice Programs(OJP)or the Office of Community Oriented Policing Services(COPS)within the past two years,or if you have certified that no EEOP is required,it is not necessary for you to submit another at this time Simply send a copy of the letter you received from OCR showing that your EEOP or certification is acceptable along with a cover letter that references the new grant award NOTE If agency has under 50 employees,regardless of amount of award,no EEOP is required,however,grantee must return applicable portion of Certification Form to OCR within 60 days This Certification Form may also be downloaded from OCR's home page on the Internet PURSUANT TO THE SPECIAL CONDITION REGARDING EEOPs GOVERNING THIS AWARD,RECIPIENT ACKNOWLEDGES THAT FAILURE TO SUBMIT AN ACCEPTABLE EEOP IS A VIOLATION OF ITS CERTIFIED ASSURANCES AND MAY RESULT IN SUSPENSION OF DRAWDOWN OF FUNDS UNTIL EEOP HAS BEEN APPROVED BY THE OFFICE FOR CIVIL RIGHTS Additional Instructions For Grantees Receiving$25,000 Or More,But Under$500,000 4 Pursuant to Department of Justice regulations,each grantee that receives$25,000 or more and has 50 or more employees is required to maintain an Equal Employment Opportunity Plan(EEOP)on file for review by OCR upon request (However,tithe grantee is awarded$1,000,000 in an eighteen(18)month penod, it most submit an acceptable EEOP to OCR) Please complete the applicable section of the Certification Form and return it to OCR within 60 days of the date of this letter NOTE If agency has under 50 employees,regardless of amount of award,no EEOP is required,however,grantee most return applicable portion of Certification Form to OCR within 60 days Additional Instructions For Grantees Receiving Under$25,000 5 A recipient of under$25,000 is not required to maintain or submit an Equal Employment Opportunity Plan(EEOP)in accordance with Assurance No 15 No Certification is required Instructions for All Grantees 6 In addition,all recipients,regardless of their type,the monetary amount awarded,or the number of employees in their workforce,are subject to the prohibitions against discrimination in any funded program or activity Therefore,OCR investigates complaints by individuals or groups alleging discrimination by a recipient of OJP funding,and may require all recipients,through selected compliance reviews,to submit data to ensure their services are delivered in an equitable manner to all segments of the service population and their employment practices are in compliance with equal employment opportunity requirements Z If you have any questions,please call OCR at(202)307-0690 Additional information and technical assistance on the civil rights obligations of grantees can be found at hop//www ojp usdcj gov/ocr/ Sincerely, Michael L Alston Acting Director,Office for Civil Rights cc Grant Manager Financial Analyst 'The employment practices of certain Indian tribes are not covered by Title VII of the Civil Rights Act of 1964, 42 U S C section 2000e U.S. Department of Justice o � office of Justice Programs Office of Comptroller Washington, D C 20531 Jim White Mayor 220 4th Avenue South Kent, WA 98032 - 5895 Reference Grant Number 1003-CW-BX-K001 - Dear Mayor White I am pleased to inform you that my office has approved the following budget categories for the aforementioned grant award in the cost categories identified below Category BUDGET PERSONNEL $238,500 FRINGE BENEFITS $52,010 I TRAVEL $32,940 EQUIPMENT $14,235 SUPPLIES $6,451 CONSTRUCTION $0 CONTRACTUAL $148,196 OTHER $2,668 TOTAL DIRECT COST $500,D00 INDIRECT COST $0 TOTAL PROJECT COST $500,000 Federal Funds Approved $500,000 Non-Federal Share $0 If you have questions regarding this award, please contact - Program Questions, Krista 5 Blakeney-Mitchell, Program Manager at (202) 305-2651 and - Financial Questions, the Office of the Comptroller, Customer Service Center(CSC) at (800) 458- 0786, or you may contact the CSC at askocmolp usdal gov Congratulations, and we look forward to working with you Sincerely, qwzw9 � � Cynthia J Schwimer Comptroller �sca�oo� US DEPARTMENT OF JUSTICE OFFICE OF JUSTICE PROGRAMS PAGE I OF 5 3 Office on Violence Cooperative Agreement Against Women I RECIPIENT NAME AND ADDRESS(including Zip Code) 4 AWARD NUMBER 2003 CW-BX-K001 City of Kent 220 4th Avenue South 5 PROJECT PERIOD FROM 0 1/0 112 0 0 3 TO IN31/2005 Kent WA 98032-5895 BUDGET PERIOD FROM 01/01/2003 TO IV312005 6 AWARDDATE OV21/2003 ] ACTION IA GRANTEE IRS/VENDOR NO 8 SUPPLEMENT NUMBER Imnal 916001265 9 PREVIOUS AWARD AMOUNT So 3 PROJECT TITLE 10 AMOUNT OF THIS AWARD $500000 Safe Havens Supervised Visitation and Safe Exchange Grant Program 11 TOTAL AWARD SSoo No 12 SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED 3 PAGE(S) 13 STATUTORY AUTHORITY FOR GRANT This protect is supported under 42 USC 10420 15 METHOD OF PAYMENT PAPRS _- AGENCYAPPROVAL GRANTEE ACCEPTANCE 16 TYPED NAME AND TITLE OF APPROVING DIP OFFICIAL 18 TYPED NAME AND TIT THORIZED RANT OFFCIAL Deborah 1 Daniels f 405 Assistant Anomey General Mayo` ID /e 44 17 SIGNATURE OF APPROVING OIP OFFICIAL 19 G ATURE OF AUTHORI�D RECIPIENT OFFICIAL 19A DATE � AGENIl( ONLY 20 ACCOUNTING CLASSIFICATION CODES 21 CW13DN002 FISCAL FUND BUD DIV YEAR CODE ACT OFC REG SUB POMS AMOUNT X B CW 29 00 00 500000 OJP FORM 4000/2(REV 5-87)PREVIOUS EDITIONS ARE OBSOLETE ( .-,-,a IC�'ti O1P FORM 400(2(REV 4 88) US DEPARTMENT OF JUSTICE AWARD CONTINUATION `T+ OFFICE OF JUSTICE PROGRAMS a� a SHEET encE z of s Office on Violence Cooperative Agreement n Against Women PROJECTNUMBER 2003CW-BX-K001 AWARD DATE 02/21/2003 SPECIAL CONDITIONS I The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the Office of Justice Programs(OJP)Financial Guide 2 The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan(if recipient is required to submit one pursuant to 28 C F R Section 42 302),that is approved by the Office for Civil Rights,is a violation of its Certified Assurances and may result in suspension or termination of funding,until such time as the recipient is in compliance 3 The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133,Audits of States, Local Governments,and Non-Profit Organizations,as further described in the current edition of the OJP Financial Guide,Chapter 19 4 The grantee agrees to comply with all relevant statutory and regulatory requirements including,but not limited to,the Violence Against Women Act of 1994,P L 103-322,the Violence Against Women Act of 2000,P L 106-386,the Safe Streets Act,42 U S C 3711 or seq,and STOP Violence Against Women Formula and Discretionary Grants Program Final Rule,28 CFR Part 90 5 Supervised Visitation Grant Program grantees are required to develop formal affiliations with organizations that will be able to provide services and consultation to the programs in their work with children and parents Accordingly, grantees must establish an advisory board which includes experts in the following fields child abuse and neglect, mental health,substance abuse counseling,batterers'intervention,law enforcement,child protection services,and advocacy for victims of domestic violence and sexual assault 6 The grantee agrees to submit for OV W review and approval any anticipated addition of,removal of,or change in collaborating partner agencies or individuals who are signatories of the Memorandum of Understanding 7 The grantee agrees to submit one copy of all reports and proposed publications resulting from this agreement twenty (20)days prior to public release for OV W review and approval Any publications(written,visual,or sound),whether published at the grantee's or government's expense,shall contain the following statements "This project was supported by Grant No awarded by the Violence Against Women Office, Office of Justice Programs,US Department of Justice Points of view in this document are those of the author and do not necessarily represent the official position or policies of the US Department of Justice"(NOTE This excludes press releases,newsletters,and issue analyses) 8 The recipient agrees to submit quarterly financial reports on Standard Form SF 269A These reports will be submitted within 45 days after the end of the calendar quarter,and a final report is due 120 days following the end of the award period The reports shall be submitted to the Office of Justice Programs,Office of the Comptroller,Arm Control Desk,Room 5303,810 7th Street,N W,Washington,D C 20531 OUP FORM 4000a(REV 4-88) SpNT�f, U S DEPARTMENT OF JUSTICE AWARD CONTINUATION &� OFFICE OF JUSTICE PROGRAMS cL EF SHEET PAGE 3 OF 5 Office on Violence Cooperative Agreement Against Women PROJECT NUMBER 2003-CW BX-K001 AWARD DATE 0L21/2003 SPECIAL CONDITIONS 9 (a)The grantee agrees to submit semiannual progress reports that desenbe project activities during the reporting penod Progress reports must be submitted within 30 days after the end of the reporting penods,which are January 1-June 30 and July -December 31 for the life of the award Future awards and fund drawdowns will be withheld if the progress reports are delinquent The report should be submitted to the Office of Justice Programs Office of the Comptroller, Arm Control Desk,Room 5303,810 7th Street,NW,Washington,DC 20531 (b)A final report,which provides a summary of progress toward achieving the goals and objectives of the award, significant results,and any products developed under the award,is due 120 days after the end ofthe award Future awards and fund drawdowns maybe withheld if the final report is delinquent The report should be submitted to the Office of Justice Programs Office of the Comptroller,Arm Control Desk,Room 5303,810 7th Street,NW, Washington,DC 20531 (c)The grantee shall include in each progress report that it submits to the Office on Violence Against Women the cumulative number ofpersons that have received services through the project,detailing the nature ofvictimization (domestic violence,sexual assault,and/or stalking),for what kind of case the person received services,as well as the number of those persons that received services during each respective reporting period,the numberof persons who were refused services and the reason for the refusal of services Additionally,where applicable,the grantee shall detail project attorney's and/or advocate's caseload 10 The grantee agrees to provide OV W with the following,additional data in each progress report VAWO is stawtonly required to collect data on the number of child abuse victims served or denied services and the reason for refusal of services Additionally,the grantee shall provide mfonmation on security or safety problems concerning persons served by the program which occurred during the reporting pencil and the number of cases referred by civil,criminal,and/or family courts 1 I In accordance with the Government Performance and Results Act(GPRA),Public Law 103-62,which addresses the collection and reporting of performance measurement data,and the program effectiveness initiatives of VAWO,the grantee agrees to report to VAWO,in its progress reports,information pertaining to the outcomes or benefits of grant funded activities,including increased skills,new knowledge,and changed attitudes or values The information must be valid and auditable The grantee also agrees to cooperate with OV W and the National Institute of Justice on officially, sponsored initiatives to measure the effectiveness of their programs 12 The grantee agrees to allocate$20,000 of project funds to obtain technical assistance as directed by the Violence Against Women Office Technical assistance includes,but is not limited to,peer-to-peer consultations,focus groups, mentonng site visits,conferences and workshops conducted by OJP-designated contractors and on-site consultation with OJP-designated contractors The grantee,after obtaining approval,shall use allocated technical assistance funds to send project staff to at least four OJP/OV W sponsored conferences per year 13 Approval of this award does not indicate approval of any consultant rate in excess of$450 per day A detailed justification must be submitted to and approved by the Office of Justcc Programs(OJP)program office pnor to obligation or expenditure of such funds 14 The grantee agrees to submit to OV W for review and approval,written policies and procedures for case selection and termination, standards by which supervised visitation and/or safe exchanges will occur,security measures,and fees charged to individuals for use of program services 15 The grantee agrees that grant funds will be used to support services for supervised visitation and safe visitation exchange of children by and between custodial and non-custodial parents The grantee agrees that funds will not be used to support visitation or exchange of children in foster care,kinship care,or protective custody of courts or social service agencies OJP FORM 4000a(REV 488) US DEPARTMENT OF JUSTICE AWARD CONTINUATION OFFICE OF JUSTICE PROGRAMS SHEET PAGE 4 OF 5 Office on Violence Cooperative Agreement Against Women PROJECTNUMBER 2N3-CWBXKO01 AWARD DATE 02I21200J SPECIAL CONDITIONS 16 The grantee agrees that funds will not be used to provide offute or overnight visitation services Offsite visitation includes,but is not limited to,any visit or exchange between a child and a non-custodial parent that occurs outside the premises of the visitation center Overnight visitation includes,but is not limited to any visitor exchange between a child and a non-custodial parent that occurs after or between the normal operating hours of the visitation center 17 The grantee agrees to develop adequate security measures,including but not limited to,adequate facilities,procedures, and personnel capable of preventing violence,for the operation of supervised visitation programs or safe visitation exchange 18 The grantee agrees that if fees are charged for use of programs or services,any fees charged must be based on the income of the individuals using the programs or services,unless otherwise provided by court order 19 TERMS OF COOPERATIVE AGREEMENT The Office on Violence Against Women(the Office)has elected to enter into a Cooperative Agreement with the City of Kent and its project partners to increase available supervised visitation and safe exchange services for victims of domestic violence,child abuse,sexual assault and stalking This decision reflects a strong mutual interest in increasing the safety and well being of victims and their children during visitations and exchanges This project anticipates a significant level of Federal involvement in the implementation of the proposed activities 20 STATEMENT OF FEDERAL INVOLVEMENT The Office on Violence Against Women will 1 Provide the services of a Federal Program Manager as a single point of contact for administration of cooperative agreement 2 Participate in project-related planning meetings and advisory groups meetings 3 Review and approve agendas and minutes related to local meetings regarding the demonstration project 4 Review and approve the selection of key project staff,including the project director and local research partners 5 Review and approve content and format of materials produced in conjunction with this project 6 Provide comprehensive technical assistance to enhance victim safety and perpetrator accountability 7 Recommend improved protocols or best practices related to enhancing and expanding supervised visitation and safe exchange services,victim safety,and perpetrator accountability 8 Approve sites and dates for all project related events 9 Sponsor consultation with the designated evaluation coordinator 10 Monitor program development and implementation,and fulfill and oversight and evaluative function regarding the program OJP FORM 400012(REV 4-88) US DEPARTMENT OF JUSTICE AWARD CONTINUATION OFFICE OF JUSTICE PROGRAMS SHEET PAGE 5 OF 5 o - 39 Office on Violence Cooperative Agreement Against Women PROJECTNUMBER 2003-CWUXKNI AWARDDATE 0V21/2003 SPECIAL CONDITIONS 21 TERMS OF COOPERATIVE AGREEMENT-STATEMENT OF RECIPIENT RESPONSIBILITIES The City of Kent will 1 Work closely with the Federal Management Team in the development and implementation of this initiative, including providing a meaningful opportunity for the Office staff to a Review and approve the content and format of matenals produced in conjunction with this project b Recommend technical assistance to enhance victim safety and offender accountability c Participate in project related planning meetings and advisory group meeting d Recommend improved protocols or best practices related to enhancing supervised visitation and exchange services, victims safety,and offender accountability in the City of Kent e Approve sites and dates for all project-related events f Monitor program development and implementation,and fulfill and oversight and evaluation function regarding the program 2 Work cooperatively with the technical assistance provider designated by the Office for the Safe Havens Demonstration Project This may include,for example sending a multi disciplinary team of specific team members from Kent to attend several technical assistance meetings per year,including evaluation coordination meetings, hosting on site technical assistance providers or other grantees,and sharing materials and protocols developed by the local advisory committee and project partners 3 Work cooperatively with the designated evaluation coordinator 4 Provide the Federal Program Manager with an opportunity to review and approve the selection of key personnel, including the project director and the local research partner 5 Send project staff to meetings and institutes as designated by the Office 6 Send the local research partner to meetings as designated by the evaluation coordinator and the Office 7 Work collaboratively and cooperatively among the primary partner agencies 8 Agree to provide written products(cumcula,manuals,model policies,or promising practices)in formats that can be loaded onto the Violence Against Women Resources site on the Internet at http//www ojp/usdoj gov/vawo 9 Agree to participate in any faculty or educational workshops sponsored by the OtLce's designated contractors 10 Agree to follow demonstration related protocols developed by the Office The City of Kent and project partners will also I Create a safe multi-cultural supervised visitation and exchange program for low and moderate-income victims of domestic violence,child abuse,sexual assault and stalking who reside in the Kent/South King County region 2 Recruit and hire project director and bilingual staff 3 Develop model standards of practice for supervised visitation and exchange that are responsive to the needs of women and children victims of family violence 4 Identify secunty procedures to create a safe visitation and exchange center 5 Increase communication between the court and the supervised visitation and exchange program to ensure victim safety 6 Increase referrals to appropriate ancillary services 7 Provide specialized orientation sessions for Immigrant/refi bees victims of family violence OUP FORM 4000/2(REV 4-88) Authorized Signatures for: KEN TT WASHINGTON DOJ Safe Haven PARKS, RECREATION &COMMUNITY SERVICES Financial Status Report I authorize the following individuals to sign as the authorizing certifying official for the City of Kent. Authorizing Signature: Jim White Ma or (Title) (s' ature) (date) Additional Authorized Signature: Katherin Johnson Housing & Human Services Manager (title) (si a r (date) Additional Authorized Signature: John Hodgson Director of Parks Recreation & Communi , Development (title) 42 L02 (s nature) (date)