R11-107
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1 RESOLUTION NO. R11-jpJ
2
3 A RESOLUTION OF THE CITY COMMISSION OF THE
4 CITY OF BOYNTON BEACH, FLORIDA, APPROVING
5 AND ACCEPTING THE VICTIMS OF CRIME ACT
6 (VOCA) GRANT IN THE AMOUNT OF $55,854 FOR THE
7 FISCAL YEAR 2011/12, ALLOCATED TO HIRE AN
8 ADDITIONAL VICTIM ADVOCATE TO OFFER NEEDED
9 SERVICES TO THE COMMUNITY; AUTHORIZING THE
10 MAYOR AND CITY CLERK TO EXECUTE ANY
11 DOCUMENTS NECESSARY TO ACCEPT THE AWARD;
12 AND PROVIDING AN EFFECTIVE DATE.
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15 WHEREAS, the City of Boynton Beach Police Department applied for and has been
16 awarded a Victims of Crime Act (VOCA) grant from the Office of the Attorney General,
17 Bureau of Advocacy and Grants Management; and
18 WHEREAS, the grant is in the amount of$55,854; and
19 WHEREAS, the VOCA grant funds will be used to hire an additional victim
20 advocate to offer needed services to the community.
21 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
22 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
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24 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
25 being true and correct and are hereby made a specific part of this Resolution upon adoption
26 hereof.
27 Section 2. The City Commission of the City of Boynton Beach hereby accepts the
28 Victims of Crime Act (VOCA) Grant from the Office of the Attorney General, Bureau of
29 Advocacy and Grants Management in the amount of $55,854 for the fiscal year 2011112
30 funding cycle
31 Section 3. The Mayor is authorized to execute any documents necessary to accept
II I
1 the Grant award.
2 Section 4. This Resolution shall become effective immediately upon passage.
3 PASSED AND ADOPTED this ~ day of September, 2011.
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7 CITY OF BOYNTON BEACH, FLORIDA
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23 ATTEST:
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2011/2012
AGREEMENT BETWEEN THE STATE OF FLORIDA
OFFICE OF THE ATTORNEY GENERAL
AND
CITY OF BOYNTON BEACH
GRANT NO. V11299
THIS AGREEMENT is entered into in the City of Tallahassee, Leon County, Florida by
and between the State of Florida, Office of the Attorney General, the pass-through agency for the
Victims of Crime Act (VOCA), Catalog of Federal Domestic Assistance (CFDA) Number-
16.575, hereafter referred to as the OAG, an agency of the State of Florida with headquarters
located at PL-O 1, The Capitol, Tallahassee, Florida 32399-1050, and the City of Boynton Beach,
P. O. Box 310, Boynton, Beach, Florida 33435-3838 hereafter referred to as the Provider. The
parties hereto mutually agree as follows:
ARTICLE 1. ENGAGEMENT OF THE PROVIDER
The OAG hereby agrees to engage the Provider and the Provider hereby agrees to perform
services as set forth herein. The Provider understands and agrees all services are to be performed
solely by the Provider and may not be subcontracted or assigned without prior written consent of
the OAG. The Provider agrees to supply the OAG with written notification of any change in the
appointed representative for this Agreement. This Agreement shall be performed in accordance
with the Victims of Crime Act (VOCA), Victim Assistance Grant Final Program Guidelines,
Federal Register, Vol. 62, No. 77, April 22, 1997, pp. 19607-19621 and the U.S. Department of
Justice, Office of Justice Programs, Financial Guide, incorporated herein by reference.
ARTICLE 2. SCOPE OF SERVICES
For the 2011/2012 grant period, the Provider agrees to undertake, perform and complete
the services as outlined in the 2011/2012 grant application approved by the OAG, incorporated
herein by reference, unless otherwise approved in writing by the OAG.
ARTICLE 3. TIME OF PERFORMANCE
This Agreement shall become effective on October 1,2011, or on the date when the
Agreement has been signed by all parties, whichever is later, and shall continue through
September 30, 2012. No costs incurred by the Provider prior to the effective date of said
Agreement will be reimbursed and Provider is solely responsible for any such expenses. The
original signed document must be returned to the OAG by October 14,2011, or within 15 days of
signature by all parties, or the Agreement shall be voidable at the option of the OAG.
ARTICLE 4. AMOUNT OF FUNDS
The OAG agrees to reimburse the Provider for services completed in accordance with the
terms and conditions of the Agreement. The total sum of monies reimbursed to the Provider for
the costs incurred under this Agreement shall not exceed $55,854 The Provider agrees not to
commingle grant funds with other personal or business accounts. The U.S. Department of Justice,
Office of Justice Programs, Financial Guide does not require physical segregation of cash
deposits or the establishment of any eligibility requirements for funds which are provided to a
recipient. However, the accounting systems of Providers must ensure OAG funds are not
commingled with funds on either a program-by-program or a project-by-project basis. Funds
specifically budgeted and/or received for one project may not be used to support another. Where
a Provider's accounting system cannot comply with this requirement, the Provider shall establish
a system to provide adequate fund accountability for each project.
In accordance with the provisions of Section 287.0582, F. S., if the terms of this
Agreement and reimbursement thereunder extend beyond the current fiscal year, the OAG's
performance and obligation to reimburse under this Agreement are contingent upon an annual
appropriation by the Florida Legislature. This Agreement is contingent upon the OAG's Victims
of Crime Act award funded through the U.S. Department of Justice, Office for Victims of Crime
formula grant program.
ARTICLE 5. AUTHORIZED EXPENDITURES
Only expenditures which are detailed in the approved budget of the grant application, a
revised budget, or an amended budget approved by the OAG are eligible for reimbursement with
grant funds. Any modification to the budget must be requested in writing to the OAG and will
require prior approval by the OAG. Modification approval is at the discretion of the OAG. The
Provider acknowledges and agrees any funds reimbursed under this Agreement must be used in
accordance with the Victims of Crime Act, Victim Assistance Grant Final Program Guidelines,
Federal Register, Vol. 62, No. 77, April 22, 1997, pp. 19607-19621, and the U.S. Department of
Justice, Office of Justice Programs, Financial Guide, incorporated herein by reference.
The Provider and the OAG agree VOCA funds cannot be used as a revenue generating
source and crime victims cannot be charged either directly or indirectly for services reimbursed
with grant funds. Third party payers such as insurance companies, Victim Compensation,
Medicare or Medicaid may not be billed for services provided by VOCA funded personnel to
clients. Grant funds must be used to provide services to all crime victims, regardless of their
financial resources or availability of insurance or third party reimbursements. The OAG and the
Provider further agree that travel expenses reimbursed with grant funds will be in accordance with
all Section 112.061, F.S. requirements.
The Provider shall reimburse the OAG for all unauthorized expenditures and the Provider
shall not use grant funds for any expenditures made by the Provider prior to the execution of this
Agreement or after the termination date of the Agreement. If the Provider is a unit of local or
state government, the Provider must follow the written purchasing procedures of the government
agency. If the Provider is a non-profit organization, the Provider agrees to obtain a minimum of
three (3) written quotes for all single item grant-related purchases equal to or in excess of one
thousand dollars ($1,000) unless it is documented that the vendor is a sole source supplier.
ARTICLE 6. PROGRAM INCOME
Providers must provide services to crime victims, at no charge, through the VOCA funded
project. Upon request, the Provider agrees to provide the OAG with financial records and internal
documentation regarding the collection and assessment of program income, including but not
limited to victim compensation, insurance, restitution and direct client fees.
ARTICLE 7. METHOD OF REIMBURSEMENT
Reimbursements under this Agreement shall be made on a cost reimbursement basis.
Reimbursement shall be made monthly based on Provider submission and OAG approval of a
monthly invoice, VOCA Personnel Spreadsheet (VPS), Match Personnel Spreadsheet (MPS), and
Actual Expense Report (AER), if applicable. Monthly invoices, VPSs, MPSs and AERs, must be
submitted to the OAG by the last day of the month immediately following the month for which
reimbursement is requested. The Provider shall maintain documentation of all costs represented
on the invoice. The OAG may require documentation of expenditures prior to approval of the
invoice, and may withhold reimbursement if services are not satisfactorily completed or the
documentation is not satisfactory. The final invoice is due to the OAG no later than 45 days after
the expiration or termination of the Agreement. If the final invoice is not received within this
time frame, all right to reimbursement is forfeited, and the OAG will not honor any subsequent
requests. Any reimbursement due or any approval necessary under the terms of this Agreement
may be withheld until all evaluation, financial and program reports due from the Provider, and
necessary adjustments thereto, have been approved by the OAG.
The Provider agrees to maintain and timely submit such progress, fiscal, inventory, and
other reports as the OAG may require pertaining to this grant.
The Provider is required to match the grant award as required in the VOCA Federal
Guidelines. Match contributions of 20% (cash or in-kind) of the total cost of each VOCA project
(VOCA grant plus match) must be reported monthly to the OAG. All funds designated as match
are restricted to the same uses as the VOCA victim assistance funds and must be expended within
the grant period. Unless otherwise approved by the OAG, match must be reported on a monthly
basis consistent with the amount of funding requested for reimbursement.
ARTICLE 8. MONTHLY PERFORMANCE REPORTS
Monthly reports as required by the OAG must be completed and received with the
monthly invoice. Reimbursement of a monthly invoice is contingent upon OAG receipt and
approval of the corresponding monthly report. Failure to provide the complete correct report by
the deadline may result in termination of the Agreement. Providers will be held responsible for
meeting the service projections as outlined in Part 4 of the VOCA application and approved by
the OAG, incorporated herein by reference unless otherwise approved by the OAG and shown as
Attachment "A."
ARTICLE 9. DOCUMENTATION AND RECORD RETENTION
The Provider shall maintain books, records, and documents (including electronic storage
media) in accordance with generally accepted accounting procedures and practices which
sufficiently and properly reflect all revenues and expenditures of grant funds.
The Provider shall maintain a file for inspection by the OAG or its designee, Chief
Financial Officer, or Auditor General that contains written invoices for all fees, or other
compensation for services and expenses, in detail sufficient for a proper pre-audit and post-audit.
This includes the nature of the services performed or expenses incurred, the identity ofthe
person(s) who performed the services or incurred the expenses, the daily time and attendance
records and the amount oftime expended in performing the services (including the day on which
the services were performed), and if expenses were incurred, a detailed itemization of such
expenses. Documentation, including audit working papers, shall be maintained at the office of the
Provider for a period of five years from the termination date of the Agreement, or until the audit
has been completed and any findings have been resolved, whichever is later.
The Provider shall give authorized representatives of the OAG the right to access, receive
and examine all records, books, papers, case files, documents, goods and services related to the
grant. If the Provider fails to provide access to such materials, the OAG may terminate this
Agreement. Section 119.071, and Section 960.15 F.S., provides that certain records received by
the OAG are exempt from public record requests, and any otherwise confidential record or report
shall retain that status and will not be subject to public disclosure. The Provider, by signing this
Agreement specifically authorizes the OAG to receive and review any record reasonably related
to the purpose of the grant as authorized in the original grant application and or the amendments
thereto. Failure to provide documentation as requested by the OAG shall result in the suspension
of further reimbursements to the Provider until requested documentation has been received,
reviewed, and the costs are approved for reimbursement by the OAG.
The Provider shall allow public access to all documents, papers, letters, or other materials
made or received in conjunction with this Agreement, unless the records are exempt under one of
the provisions mentioned in the paragraph above, or are exempt from Section 119.071 F.S. or
Section 24 (a) of Article I of the State Constitution and Chapter 119, Florida Statutes. Failure by
the Provider to allow the aforementioned public access constitutes grounds for unilateral
cancellation by the OAG at any time, with no recourse available to the Provider.
ARTICLE 10. VICTIM ADVOCATE DESIGNATION
The Provider agrees to have at least one staff member complete training through the
OAG's Victim Services Practitioner Designation Training.
ARTICLE 11. PROPERTY
The Provider agrees to be responsible for the proper care and custody of all property
purchased with grant funds and agrees not to sell, transfer, encumber, or otherwise dispose of
property acquired with grant funds without the written permission of the OAG. If the Provider is
no longer a recipient, all property acquired by grant funds shall be subject to the provisions ofthe
U.S. Department of Justice, Office of Justice Programs, Office of the Comptroller Financial
Guide.
ARTICLE 12. AUDITS
The administration of funds disbursed by the OAG to the Provider may be subject to
audits and or monitoring by the OAG, as described in this section.
This part is applicable if the Provider is a State or local government or a non-profit
organization as defined in OMB Circular A-133, as revised.
1. In the event that the Provider expends $300,000 ($500,000 for fiscal years ending
after December 31,2003) or more in Federal awards of any type in its fiscal year,
the Provider must have a single or program-specific audit conducted in accordance
with the provisions of OMB Circular A-B3, as revised. Article 4 to this
Agreement indicates the amount of Federal funds disbursed through the OAG by
this Agreement. In determining the Federal awards expended in its fiscal year, the
Provider shall take into account all sources of Federal awards, including Federal
resources received from the OAG. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB
Circular A-133, as revised. An audit of the Provider conducted by the Auditor
General in accordance with the provisions OMB Circular A-B3, as revised, will
meet the requirements of this part.
2. In connection with the audit requirements addressed in this part, the Provider shall
fulfill the requirements relative to auditee responsibilities as provided in Subpart C
ofOMB Circular A-133, as revised.
3. If the Provider expends less than $300,000 ($500,000 for fiscal years ending after
December 31, 2003) in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, is not required.
In the event that the Provider expends less than $300,000 ($500,000 for fiscal
years ending after December 31,2003) in Federal awards in its fiscal year and
elects to have an audit conducted in accordance with the provisions of OMB
Circular A-B3, as revised, the cost of the audit must be reimbursed from non-
Federal funds (i.e., the cost of such an audit must be reimbursed from Provider
resources obtained from other than Federal entities).
ARTICLE 13. AUDIT REPORT SUBMISSION
Audits must be submitted no later than 180 days following termination or expiration of the
Agreement, but may be submitted at a later date upon written approval of the OAG.
1. Copies of audit reports for audits conducted in accordance with OMB Circular A-
133, as revised, and required by this Agreement shall be submitted, when required
1
by Section .320(d), OMB Circular A-133, as revised, by or on behalf of the
Provider directly to each of the following:
A. Office of the Attorney General
Bureau of Advocacy and Grants Management
PL-O 1, The Capitol
Tallahassee, Florida 32399-1050
B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as
revised (the number of copies required by Sections .320(d)(I) and (2),
OMB Circular A-133, as revised, should be submitted to the Federal Audit
Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with
Sections .320(e) and (f), OMB Circular A-133, as revised.
2. In the event that a copy of the financial reporting package for an audit required by
Article 12 of this Agreement and conducted in accordance with OMB Circular A-
133, as revised, is not required to be submitted to the OAG for the reasons
pursuant to Section .320(e)(2), OMB Circular A-133, as revised, the Provider shall
submit the required written notification pursuant to Section .320(e)(2) and a copy
of the Provider's audited schedule of expenditures of Federal awards directly to the
OAG.
3. Any reports, management letters, or other information required to be submitted to
the OAG pursuant to this Agreement shall be submitted timely in accordance with
OMB Circular A-133, as revised, as applicable.
4. Providers should indicate the date that the financial reporting package was
delivered to the Provider in correspondence accompanying the financial reporting
package.
ARTICLE 14. MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as
revised, monitoring procedures may include, but not be limited to, on-site visits by OAG staff or
its designee, limited scope audits as defined by OMB Circular A-133, as revised, and/or other
procedures. By entering into this Agreement, the Provider agrees to comply and cooperate with
any monitoring procedures/processes deemed appropriate by the OAG. The Provider further
agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed
necessary by the Chief Financial Officer or Auditor General.
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The Provider may not accept duplicate funding for any position, service or deliverable
funded by the OAG. Duplicative funding is defined as more than 100% payment from all funding
sources for any position, service or deliverable. If there are multiple funding sources and a
program is funded by the OAG, the OAG or its designee has the right to review all documents
related to those funding sources to determine whether duplicative funding is an issue. If duplicate
funding is found, the Agreement may be suspended while the extent of any overpayment is
determined, or terminated or both. Failure to comply with state law, or the U.S. Department of
Justice Programs, Financial Guide, may also result in the suspension of the Agreement while the
extent of the overpayment is determined, or termination or both. Absent fraud, in the event that
there has been an overpayment to a Provider for any reason, including the afore-mentioned, if the
amount of the overpayment cannot be determined to a reasonable degree of certainty, both parties
agree that the Provider shall reimburse to the OAG one half of the monies previously paid to the
Provider for that line item for the grant year in question.
ARTICLE 15. TERMINATION OF AGREEMENT
This Agreement may be terminated by the OAG for any reason upon five (5) days written
notice via certified mail.
In the event this Agreement is terminated, the Provider shall deliver documentation of
ownership or title, if appropriate for all supplies, equipment and personal property purchased with
grant funds to the OAG, within 30 days after termination. Any finished or unfinished documents,
data, correspondence, reports and other products prepared by or for the Provider under this
Agreement shall be made available to and for the exclusive use of the OAG.
Notwithstanding the above, the Provider shall not be relieved of liability to the OAG for
damages sustained by the OAG by virtue of any termination or breach of this Agreement by the
Provider. In the event this Agreement is terminated, the Provider shall be reimbursed for
satisfactorily performed and documented services provided through the effective date of
termination.
ARTICLE 16. AMENDMENTS
Except as provided under Article 5, Authorized Expenditures, modification of any provision of
this contract must be mutually agreed upon by all parties, and requires a written amendment to
this Agreement.
ARTICLE 17. NONDISCRIMINATION
No person, on the grounds ofrace, creed, color, national origin, age, sex or disability, shall be
excluded from participation in; be denied proceeds or benefits of; or be otherwise subjected to
discrimination in performance of this Agreement as proscribed by all applicable state and federal
laws and regulations. The Provider shall, upon request, show proof of such nondiscrimination.
Failure to comply with such state and federal laws will result in the termination of this
Agreement.
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ARTICLE 18. ACKNOWLEDGMENT
All publications, advertising or describing of the sponsorship of the program shall state:
"This project was supported by Award No. awarded by the Office for Victims of
Crime, Office of Justice Programs. Sponsored by (name of Provider) and the State of Florida."
ARTICLE 19. EMPLOYMENT
The employment of unauthorized aliens by the provider is considered a violation of
section 274A(e) of the Immigration and Nationality Act. If the provider knowingly employs
unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement.
Any services performed by any such unauthorized aliens shall not be reimbursed.
ARTICLE 20. ASSURANCES
Attachment "B" Assurances is hereby incorporated by reference.
ARTICLE 21. CERTIFICATION FORM
Attachment "C" Certification Form is hereby incorporated by reference.
ARTICLE 22. CONTROLLING LAW AND VENUE
This Agreement is governed by Florida law. In the event of litigation, venue shall be in
the Circuit Court of the Second Judicial Circuit, in and for Leon County, Florida.
ARTICLE 23. AGREEMENT AS INCLUDING ENTIRE AGREEMENT
This instrument and the grant application embody the entire Agreement of the parties.
There are no provisions, terms, conditions, or obligations other than those contained herein. This
Agreement supersedes all previous communications, representations or Agreements on this same
subject, verbal or written, between the parties.
The Provider's signature below specifically acknowledges understanding of the fact that
the privilege of obtaining a VOCA grant is not something this or any Provider is entitled to
receive. This Agreement is for one time funding only. There is absolutely no expectation or
guarantee, implied or otherwise, the Provider will receive VOCA funding in the future. The OAG
strongly encourages the Provider to secure funding from other sources if the Provider anticipates
the program will continue beyond the current grant year.
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IN WITNESS WHEREOF, the OFFICE OF THE ATTORNEY GENERAL and the City
of Boynton Beach have executed this Agreement.
Mayor
Jose Rodriguez John Hamilton
Print Name Print Name
September 20, 2011 '1~ I Z: It
Date Date
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FEID # of Provider
NJrr
SAMAS Code
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ORIGINAL
1
ATTACHMENT A 0...\ \1A1:Ol\
('. it y c fpoy Ai to fU $'eer Q "- V /12'19 '(0 \10\
PART 4. VICTIMS SERVED AND TYPES OF SERVICES
Indicate the number of victims projected to be served by type of victimization:
Note: Indicate the number of victims served by VOCA-funded and matching funds through the grant period.
Each victim should be counted only once unless there is a separate instance of victimization. For example,
a victim of spouse abuse assault should be counted one time during the grant period unless he/she is
victimized as a result of a separate and unrelated crime. At a minimum, the agency will provide
services to no less than 90 percent of the total projected victim population.
# of Victims to be T f V' f # of Victims to be T f V' f
5 d ype 0 IC 1m 5 d ype 0 IC 1m
erve erve
94 Child Physical Abuse 46 Elder Abuse
4 Child Sexual Abuse 2 Adults Molested as Children
0 DUIIDWI Crashes 5 Survivors of Homicide Victims
303 Domestic Violence 138
30 Adult Sexual Assault 459
275
For other types of crimes, identify and list each separately **********
at right. The subtotal of this section will appear above next 30
to "other." 75
75
5
25
5
60
Indicate the number of victims projected to receive the following service(s). (See Definitions on page 7 for
description of each service.)
# of Victims to be T f 5 . # of Victims to be T f 5 .
5 d ype 0 ervlce 5 d ype 0 ervlce
erve erve
226 Crisis Counseling 205 Criminal Justice Support/Advocacy
1,356 Follow-up Contacts 0 Emergency Financial Assistance
0 Therapy 0 Emergency Legal Advocacy
0 Support Groups 1,200 Assistance Filing Compensation
Claims - Mandatory Requirement
0 Crisis Hotline Counseling Personal Advocacy
0 Shelter/Safehouse 628 Telephone Contacts
219 Information and Referral 0 Other (subtotal from section below)
(In-Person)
For other types of service, identify and list each separately ********** List other t es of services below
at right. The subtotal of this section will appear above next
to "other."
.1~DW SlNVt.l:JJ' ~.~\f:~'.. ,
"330 S.l'ib~'-it" 1'1 "
TOTAL VI
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ATTACHMENT B OMB APPROVAL NO. 1121-0140
EXPIRES 06/30/2009
STANDARD ASSURANCES
The Applicant hereby assures and certifies compliance with all applicable Federa] statutes, regulations,
policies, guidelines, and requirements, including OMB Circulars A-21, A-87, A-I02, A-II0, A-122, A-
133; Ex. Order ]2372 (intergovernmenta] review of federal programs); and 28 C.F.R. pts. 66 or 70
(administrative requirements for grants and cooperative agreements). The applicant also specifically
assures and certifies that:
]. It has the legal authority to apply for federal assistance and the institutional, managerial, and financial
capability (including funds sufficient to pay any required non-federal share of project cost) to ensure
proper planning, management, and completion of the project described in this application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain.
3. It will give the awarding agency or the General Accounting Office, through any authorized
representative, access to and the right to examine all paper or electronic records related to the financial
assistance.
4. It will comply with alllawfu] requirements imposed by the awarding agency, specifically including
any applicable regulations, such as 28 C.F.R. pts. 18,22,23, 30, 35, 38, 42, 61, and 63, and the award term in
2 C.F.R. 9 175.15(b).
5. It will assist the awarding agency (if necessary) in assuring compliance with section 106 of the
Nationa] Historic Preservation Act of 1966 (16 D.S.C. 9470), Ex. Order 11593 (identification and
protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16 D.S.C.9
469 a-I et seq.), and the National Environmental Policy Act of 1969 (42 D.S.C. 94321).
6. It will comply (and will require any subgrantees or contractors to comply) with any applicable
statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime Control and
Safe Streets Act of 1968 (42 D.S.C. 9 3789d); the Victims of Crime Act (42 D.S.C. 91 0604(e)); The
Juvenile Justice and Delinquency Prevention Act of2002 (42 D.S.C. 9 5672(b)); the Civil Rights Act of
1964 (42 D.S.C. 9 2000d); the Rehabilitation Act of 1973 (29 D.S.C. 97 94); the Americans with
Disabilities Act of 1990 (42 U.S.C.g 12131-34); the Education Amendments of 1972 (20 U.S.C. 9g1681,
1683,1685-86); and the Age Discrimination Act of 1975 (42 U.S.C. 996101-07); see Ex. Order 13279
(equal protection of the laws for faith-based and community organizations).
7. If a governmental entity-
a) it will comply with the requirements of the Unifonn Relocation Assistance and Real Property
Acquisitions Act of 1970 (42 U.S.c.g 460 I et seq.), which govern the treatment of persons displaced as a
result of federal and federally-assisted programs; and
b) it will comply with requirements of :99 1501-08 and 997324-28, which limit certain
pol itica ,ctivities of State or loca mment employees whose principal employment is in connection
with activi financed . ole or in part by federal assistance.
September 20, 2011
Date
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CITY ATTORNEY
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ATTACHMENT C
CERTIFICATION FORM
Recipient Name and Address: City of Boynton Beach, 100 E. Boynton Beach Blvd., Boynton FL 33425
Grant Title: FY 2011/2012 VOCA Grant Number: V1l299 A ward Amount: $55,854.00
(vicLims of Lr1me Act)
Contact Person Name and Title: .Julie 01 dbury, HR nir~crnr Phone Number: (s 61 ) 742 6275
Federal regulations require recipients of financial assistance from the Office of Justice Programs (OJP), its component agencies, and the
Office of Community Oriented Policing Services (COPS) to prepare, maintain on file, submit to OJP for review, and implement an Equal
Employment Opportunity Plan (EEOP) in accordance with 28 C.F.R ~~ 42.301-.308. The regulations exempt some recipients from all of
the EEOP requirements. Other recipients, according to the regulations, must prepare, maintain on file and implement an EEOP, but they
do not need to submit the EEOP to OJP for review. Recipients that claim a complete exemption from the EEOP requirement must
complete Section A below. Recipients that claim the limited exemption from the submission requirement, must complete Section B
below. A recipient should complete either Section A or Section B, not both. If a recipient receives multiple OJP or COPS grants,
please complete a form for each grant, ensuring that any EEOP recipient certifies as completed and on file (if applicable) has been
prepared within two years of the latest grant. Please send the completed formes) to the Office for Civil Rights, Office of Justice Programs,
u.s. Department of Justice, 810 7th Street, N.W., Washington, D.C. 20531. For assistance in completing this form, please call (202)307-
0690 or TTY (202) 307-2027.
Section A- Declaration Claiming Complete Exemption from the EEOP Requirement. Please check all the boxes that
apply.
0 Recipient has less than 50 employees, 0 Recipient is an Indian tribe,
0 Recipient is a non-profit organization, 0 Recipient is an educational institution, or
0 Recipient is a medical institution, 0 Recipient is receiving an award less than $25,000
I, [responsible official], certify that
[recipient] is not required to
prepare an EEOP for the reason(s) checked above, pursuant to 28 C.F.R ~42.302. I further certify that
[recipient] will comply with applicable Federal civil rights
laws that prohibit discrimination in employment and in the delivery of services.
Prin t or type Name and Title Signature Date
Section B- Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an
EEOP Is on File for Review.
If a recipient agency has 50 or more employees and is receiving a single award or subaward for $25,000 or more, but less than $500,000,
then the recipient agency does not have to submit an EEOP to OIP for review as long as it certifies the following (42 C.F.R. ~ 42.305):
I, Julie Oldbury [responsible official], certify that
the City of Boynton Beach [recipientl,which has 50 or more
employees and is receiving a single award or sub award for $25,000 or more, but less than $500,000, has formulated an
EEOP in accordance with 28 CFR ~42.301, et seq., subpart E. I further certify that the EEOP has been formulated and
signed into effect within the past two years by the proper authority and that it is available for review. The EEOP is on file in
the office of: City of Boynton Beach Human Resources Department [organization],
at 100 f,. ROYl1t:on Rp,qcn Rlvrl ) Rnynton FL 33425 [address],forreviewbythe public and
employees or for review or audit by officials of the relevant state planning agency or the Office for Civil Rights, Office of
Justice Programs, U. S. Department of Justice, as required by relevant/laws and regulations.
Julie Oldbury, Human Resources Director -~_~____cr~~
Print or type Name and Title Si ture ate
OMB Approval No. 1121-0140 Expiration Date: 01/31/06 ..
ry "',ORNEV'
1
2011/2012
AGREEMENT BETWEEN THE STATE OF FLORIDA
OFFICE OF THE ATTORNEY GENERAL
AND
CITY OF BOYNTON BEACH
GRANT NO. Vl1299
THIS AGREEMENT is entered into in the City of Tallahassee, Leon County, Florida by
and between the State of Florida, Office of the Attorney General, the pass-through agency for the
Victims of Crime Act (VOCA), Catalog of Federal Domestic Assistance (CFDA) Number-
16.575, hereafter referred to as the OAG, an agency of the State of Florida with headquarters
located at PL-O 1, The Capitol, Tallahassee, Florida 32399-1050, and the City of Boynton Beach,
P. O. Box 310, Boynton, Beach, Florida 33435-3838 hereafter referred to as the Provider. The
parties hereto mutually agree as follows:
ARTICLE 1. ENGAGEMENT OF THE PROVIDER
The OAG hereby agrees to engage the Provider and the Provider hereby agrees to perform
services as set forth herein. The Provider understands and agrees all services are to be performed
solely by the Provider and may not be subcontracted or assigned without prior written consent of
the OAG. The Provider agrees to supply the OAG with written notification of any change in the
appointed representative for this Agreement. This Agreement shall be performed in accordance
with the Victims of Crime Act (VOCA), Victim Assistance Grant Final Program Guidelines,
Federal Register, Vol. 62, No. 77, April 22, 1997, pp. 19607-19621 and the U.S. Department of
Justice, Office of Justice Programs, Financial Guide, incorporated herein by reference.
ARTICLE 2. SCOPE OF SERVICES
For the 2011/2012 grant period, the Provider agrees to undertake, perform and complete
the services as outlined in the 2011/2012 grant application approved by the OAG, incorporated
herein by reference, unless otherwise approved in writing by the OAG.
ARTICLE 3. TIME OF PERFORMANCE
This Agreement shall become effective on October 1, 2011, or on the date when the
Agreement has been signed by all parties, whichever is later, and shall continue through
September 30,2012. No costs incurred by the Provider prior to the effective date of said
Agreement will be reimbursed and Provider is solely responsible for any such expenses. The
original signed document must be returned to the OAG by October 14, 2011, or within 15 days of
signature by all parties, or the Agreement shall be voidable at the option of the OAG.
I
ARTICLE 4. AMOUNT OF FUNDS
The OAG agrees to reimburse the Provider for services completed in accordance with the
terms and conditions of the Agreement. The total sum of monies reimbursed to the Provider for
the costs incurred under this Agreement shall not exceed $55,854 The Provider agrees not to
commingle grant funds with other personal or business accounts. The U.S. Department of Justice,
Office of Justice Programs, Financial Guide does not require physical segregation of cash
deposits or the establishment of any eligibility requirements for funds which are provided to a
recipient. However, the accounting systems of Providers must ensure OAG funds are not
commingled with funds on either a program-by-program or a project-by-project basis. Funds
specifically budgeted and/or received for one project may not be used to support another. Where
a Provider's accounting system cannot comply with this requirement, the Provider shall establish
a system to provide adequate fund accountability for each project.
In accordance with the provisions of Section 287.0582, F. S., if the terms of this
Agreement and reimbursement thereunder extend beyond the current fiscal year, the OAG's
performance and obligation to reimburse under this Agreement are contingent upon an annual
appropriation by the Florida Legislature. This Agreement is contingent upon the OAG's Victims
of Crime Act award funded through the U.S. Department of Justice, Office for Victims of Crime
formula grant program.
ARTICLE 5. AUTHORIZED EXPENDITURES
Only expenditures which are detailed in the approved budget of the grant application, a
revised budget, or an amended budget approved by the OAG are eligible for reimbursement with
grant funds. Any modification to the budget must be requested in writing to the OAG and will
require prior approval by the OAG. Modification approval is at the discretion of the OAG. The
Provider acknowledges and agrees any funds reimbursed under this Agreement must be used in
accordance with the Victims of Crime Act, Victim Assistance Grant Final Program Guidelines,
Federal Register, Vol. 62, No. 77, April 22, 1997, pp. 19607-19621, and the U.S. Department of
Justice, Office of Justice Programs, Financial Guide, incorporated herein by reference.
The Provider and the OAG agree VOCA funds cannot be used as a revenue generating
source and crime victims cannot be charged either directly or indirectly for services reimbursed
with grant funds. Third party payers such as insurance companies, Victim Compensation,
Medicare or Medicaid may not be billed for services provided by VOCA funded personnel to
clients. Grant funds must be used to provide services to all crime victims, regardless of their
financial resources or availability of insurance or third party reimbursements. The OAG and the
Provider further agree that travel expenses reimbursed with grant funds will be in accordance with
all Section 112.061, F.S. requirements.
The Provider shall reimburse the OAG for all unauthorized expenditures and the Provider
shall not use grant funds for any expenditures made by the Provider prior to the execution of this
Agreement or after the termination date of the Agreement. If the Provider is a unit of local or
state government, the Provider must follow the written purchasing procedures of the government
agency. If the Provider is a non-profit organization, the Provider agrees to obtain a minimum of
1
three (3) written quotes for all single item grant-related purchases equal to or in excess of one
thousand dollars ($1,000) unless it is documented that the vendor is a sole source supplier.
ARTICLE 6. PROGRAM INCOME
Providers must provide services to crime victims, at no charge, through the VOCA funded
project. Upon request, the Provider agrees to provide the OAG with financial records and internal
documentation regarding the collection and assessment of program income, including but not
limited to victim compensation, insurance, restitution and direct client fees.
ARTICLE 7. METHOD OF REIMBURSEMENT
Reimbursements under this Agreement shall be made on a cost reimbursement basis.
Reimbursement shall be made monthly based on Provider submission and OAG approval of a
monthly invoice, VOCA Personnel Spreadsheet (VPS), Match Personnel Spreadsheet (MPS), and
Actual Expense Report (AER), if applicable. Monthly invoices, VPSs, MPSs and AERs, must be
submitted to the OAG by the last day of the month immediately following the month for which
reimbursement is requested. The Provider shall maintain documentation of all costs represented
on the invoice. The OAG may require documentation of expenditures prior to approval of the
invoice, and may withhold reimbursement if services are not satisfactorily completed or the
documentation is not satisfactory. The final invoice is due to the OAG no later than 45 days after
the expiration or termination of the Agreement. If the final invoice is not received within this
time frame, all right to reimbursement is forfeited, and the OAG will not honor any subsequent
requests. Any reimbursement due or any approval necessary under the terms of this Agreement
may be withheld until all evaluation, financial and program reports due from the Provider, and
necessary adjustments thereto, have been approved by the OAG.
The Provider agrees to maintain and timely submit such progress, fiscal, inventory, and
other reports as the OAG may require pertaining to this grant.
The Provider is required to match the grant award as required in the VOCA Federal
Guidelines. Match contributions of 20% (cash or in-kind) of the total cost of each VOCA project
(VOCA grant plus match) must be reported monthly to the OAG. All funds designated as match
are restricted to the same uses as the VOCA victim assistance funds and must be expended within
the grant period. Unless otherwise approved by the OAG, match must be reported on a monthly
basis consistent with the amount of funding requested for reimbursement.
ARTICLE 8. MONTHLY PERFORMANCE REPORTS
Monthly reports as required by the OAG must be completed and received with the
monthly invoice. Reimbursement of a monthly invoice is contingent upon OAG receipt and
approval of the corresponding monthly report. Failure to provide the complete correct report by
the deadline may result in termination of the Agreement. Providers will be held responsible for
meeting the service projections as outlined in Part 4 of the VOCA application and approved by
the OAG, incorporated herein by reference unless otherwise approved by the OAG and shown as
Attachment "A."
1
ARTICLE 9. DOCUMENTATION AND RECORD RETENTION
The Provider shall maintain books, records, and documents (including electronic storage
media) in accordance with generally accepted accounting procedures and practices which
sufficiently and properly reflect all revenues and expenditures of grant funds.
The Provider shall maintain a file for inspection by the OAG or its designee, Chief
Financial Officer, or Auditor General that contains written invoices for all fees, or other
compensation for services and expenses, in detail sufficient for a proper pre-audit and post-audit.
This includes the nature of the services performed or expenses incurred, the identity of the
person(s) who performed the services or incurred the expenses, the daily time and attendance
records and the amount oftime expended in performing the services (including the day on which
the services were performed), and if expenses were incurred, a detailed itemization of such
expenses. Documentation, including audit working papers, shall be maintained at the office of the
Provider for a period of five years from the termination date of the Agreement, or until the audit
has been completed and any findings have been resolved, whichever is later.
The Provider shall give authorized representatives of the OAG the right to access, receive
and examine all records, books, papers, case files, documents, goods and services related to the
grant. If the Provider fails to provide access to such materials, the OAG may terminate this
Agreement. Section 119.071, and Section 960.15 F.S., provides that certain records received by
the OAG are exempt from public record requests, and any otherwise confidential record or report
shall retain that status and will not be subject to public disclosure. The Provider, by signing this
Agreement specifically authorizes the OAG to receive and review any record reasonably related
to the purpose of the grant as authorized in the original grant application and or the amendments
thereto. Failure to provide documentation as requested by the OAG shall result in the suspension
of further reimbursements to the Provider until requested documentation has been received,
reviewed, and the costs are approved for reimbursement by the OAG.
The Provider shall allow public access to all documents, papers, letters, or other materials
made or received in conjunction with this Agreement, unless the records are exempt under one of
the provisions mentioned in the paragraph above, or are exempt from Section 119.071 F.S. or
Section 24 (a) of Article I of the State Constitution and Chapter 119, Florida Statutes. Failure by
the Provider to allow the aforementioned public access constitutes grounds for unilateral
cancellation by the OAG at any time, with no recourse available to the Provider.
ARTICLE 10. VICTIM ADVOCATE DESIGNATION
The Provider agrees to have at least one staff member complete training through the
OAG's Victim Services Practitioner Designation Training.
ARTICLE 11. PROPERTY
The Provider agrees to be responsible for the proper care and custody of all property
purchased with grant funds and agrees not to sell, transfer, encumber, or otherwise dispose of
property acquired with grant funds without the written permission of the OAG. If the Provider is
I
no longer a recipient, all property acquired by grant funds shall be subject to the provisions of the
U.S. Department of Justice, Office of Justice Programs, Office of the Comptroller Financial
Guide.
ARTICLE 12. AUDITS
The administration of funds disbursed by the OAG to the Provider may be subject to
audits and or monitoring by the OAG, as described in this section.
This part is applicable if the Provider is a State or local government or a non-profit
organization as defined in OMB Circular A-B3, as revised.
1. In the event that the Provider expends $300,000 ($500,000 for fiscal years ending
after December 31,2003) or more in Federal awards of any type in its fiscal year,
the Provider must have a single or program-specific audit conducted in accordance
with the provisions ofOMB Circular A-133, as revised. Article 4 to this
Agreement indicates the amount of Federal funds disbursed through the OAG by
this Agreement. In determining the Federal awards expended in its fiscal year, the
Provider shall take into account all sources of Federal awards, including Federal
resources received from the OAG. The determination of amounts of Federal
awards expended should be in accordance with the guidelines established by OMB
Circular A-133, as revised. An audit of the Provider conducted by the Auditor
General in accordance with the provisions OMB Circular A-133, as revised, will
meet the requirements of this part.
2. In connection with the audit requirements addressed in this part, the Provider shall
fulfill the requirements relative to auditee responsibilities as provided in Subpart C
of OMB Circular A-133, as revised.
3. If the Provider expends less than $300,000 ($500,000 for fiscal years ending after
December 31,2003) in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions ofOMB Circular A-133, as revised, is not required.
In the event that the Provider expends less than $300,000 ($500,000 for fiscal
years ending after December 31,2003) in Federal awards in its fiscal year and
elects to have an audit conducted in accordance with the provisions of OMB
Circular A-133, as revised, the cost of the audit must be reimbursed from non-
Federal funds (i.e., the cost of such an audit must be reimbursed from Provider
resources obtained from other than Federal entities).
ARTICLE 13. AUDIT REPORT SUBMISSION
Audits must be submitted no later than 180 days following termination or expiration of the
Agreement, but may be submitted at a later date upon written approval of the OAG.
1. Copies of audit reports for audits conducted in accordance with OMB Circular A-
133, as revised, and required by this Agreement shall be submitted, when required
j
by Section .320(d), OMB Circular A-133, as revised, by or on behalf of the
Provider directly to each of the following:
A. Office of the Attorney General
Bureau of Advocacy and Grants Management
PL-O 1, The Capitol
Tallahassee, Florida 32399-1050
B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as
revised (the number of copies required by Sections .320( d)(1) and (2),
OMB Circular A-133, as revised, should be submitted to the Federal Audit
Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with
Sections .320(e) and (f), OMB Circular A-133, as revised.
2. In the event that a copy of the financial reporting package for an audit required by
Article 12 of this Agreement and conducted in accordance with OMB Circular A-
133, as revised, is not required to be submitted to the OAG for the reasons
pursuant to Section .320(e)(2), OMB Circular A-133, as revised, the Provider shall
submit the required written notification pursuant to Section .320(e)(2) and a copy
of the Provider's audited schedule of expenditures of Federal awards directly to the
OAG.
3. Any reports, management letters, or other information required to be submitted to
the OAG pursuant to this Agreement shall be submitted timely in accordance with
OMB Circular A-133, as revised, as applicable.
4. Providers should indicate the date that the financial reporting package was
delivered to the Provider in correspondence accompanying the financial reporting
package.
ARTICLE 14. MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as
revised, monitoring procedures may include, but not be limited to, on-site visits by OAG staff or
its designee, limited scope audits as defined by OMB Circular A-133, as revised, and/or other
procedures. By entering into this Agreement, the Provider agrees to comply and cooperate with
any monitoring procedures/processes deemed appropriate by the OAG. The Provider further
agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed
necessary by the Chief Financial Officer or Auditor General.
i
The Provider may not accept duplicate funding for any position, service or deliverable
funded by the OAG. Duplicative funding is defined as more than 100% payment from all funding
sources for any position, service or deliverable. If there are multiple funding sources and a
program is funded by the OAG, the OAG or its designee has the right to review all documents
related to those funding sources to determine whether duplicative funding is an issue. If duplicate
funding is found, the Agreement may be suspended while the extent of any overpayment is
determined, or terminated or both. Failure to comply with state law, or the u.s. Department of
Justice Programs, Financial Guide, may also result in the suspension of the Agreement while the
extent of the overpayment is determined, or termination or both. Absent fraud, in the event that
there has been an overpayment to a Provider for any reason, including the afore-mentioned, if the
amount of the overpayment cannot be determined to a reasonable degree of certainty, both parties
agree that the Provider shall reimburse to the OAG one half of the monies previously paid to the
Provider for that line item for the grant year in question.
ARTICLE 15. TERMINATION OF AGREEMENT
This Agreement may be terminated by the OAG for any reason upon five (5) days written
notice via certified mail.
In the event this Agreement is terminated, the Provider shall deliver documentation of
ownership or title, if appropriate for all supplies, equipment and personal property purchased with
grant funds to the OAG, within 30 days after termination. Any finished or unfinished documents,
data, correspondence, reports and other products prepared by or for the Provider under this
Agreement shall be made available to and for the exclusive use of the OAG.
Notwithstanding the above, the Provider shall not be relieved of liability to the OAG for
damages sustained by the OAG by virtue of any termination or breach of this Agreement by the
Provider. In the event this Agreement is terminated, the Provider shall be reimbursed for
satisfactorily performed and documented services provided through the effective date of
termination.
ARTICLE 16. AMENDMENTS
Except as provided under Article 5, Authorized Expenditures, modification of any provision of
this contract must be mutually agreed upon by all parties, and requires a written amendment to
this Agreement.
ARTICLE 17. NONDISCRIMINATION
No person, on the grounds ofrace, creed, color, national origin, age, sex or disability, shall be
excluded from participation in; be denied proceeds or benefits of; or be otherwise subjected to
discrimination in performance of this Agreement as proscribed by all applicable state and federal
laws and regulations. The Provider shall, upon request, show proof of such nondiscrimination.
Failure to comply with such state and federal laws will result in the termination of this
Agreement.
1
ARTICLE 18. ACKNOWLEDGMENT
All publications, advertising or describing of the sponsorship of the program shall state:
"This project was supported by Award No. awarded by the Office for Victims of
Crime, Office of Justice Programs. Sponsored by (name of Provider) and the State of Florida."
ARTICLE 19. EMPLOYMENT
The employment of unauthorized aliens by the provider is considered a violation of
section 274A(e) of the Immigration and Nationality Act. If the provider knowingly employs
unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement.
Any services performed by any such unauthorized aliens shall not be reimbursed.
ARTICLE 20. ASSURANCES
Attachment "B" Assurances is hereby incorporated by reference.
ARTICLE 21. CERTIFICATION FORM
Attachment "C" Certification Form is hereby incorporated by reference.
ARTICLE 22. CONTROLLING LAW AND VENUE
This Agreement is gov.erned by Florida law. In the event of litigation, venue shall be in
the Circuit Court of the Second Judicial Circuit, in and for Leon County, Florida.
ARTICLE 23. AGREEMENT AS INCLUDING ENTIRE AGREEMENT
This instrument and the grant application embody the entire Agreement of the parties.
There are no provisions, terms, conditions, or obligations other than those contained herein. This
Agreement supersedes all previous communications, representations or Agreements on this same
subject, verbal or written, between the parties.
The Provider's signature below specifically acknowledges understanding of the fact that
the privilege of obtaining a VOCA grant is not something this or any Provider is entitled to
receive. This Agreement is for one time funding only. There is absolutely no expectation or
guarantee, implied or otherwise, the Provider will receive VOCA funding in the future. The OAG
strongly encourages the Provider to secure funding from other sources if the Provider anticipates
the program will continue beyond the current grant year.
I
IN WITNESS WHEREOF, the OFFICE OF THE ATTORNEY GENERAL and the City
of Boynton Beach have executed this Agreement.
~ J/-~
Jose Rodriguez John Hamilton
Print Name Print Name
September 20, 2011 9- I L; /)
Date Date
5l-loDOD?'fQ~
FEID # of Provider
f'J/A
SAMAS Code
-)~O ORIGINAL
/L
CITY AlTMNIY
I
A TT ACHMENT A 0... \ \1A1:Ol \
(!-/c- y c fpoy Ai to fU $'e4 Q "- V /12'19 '(0\10\
PART 4. VICTIMS SERVED AND TYPES OF SERVICES
Indicate the number of victims projected to be served by type of victimization:
Note: Indicate the number of victims served by VeCA-funded and matching funds through the grant period.
Each victim should be counted only once unless there is a separate instance of victimization. For example,
a victim of spouse abuse assault should be counted one time during the grant period unless he/she is
victimized as a result of a separate and unrelated crime. At a minimum, the agency will provide
services to no less than 90 percent of the total projected victim population.
# of Victims to be T f V' f # of Victims to be T f V' r
5 d ype 0 IC 1m 5 d ype 0 IC 1m
erve erve
94 Child Physical Abuse 46 Elder Abuse
4 Child Sexual Abuse 2 Adults Molested as Children
0 DUI/DWI Crashes 5 Survivors of Homicide Victims
303 Domestic Violence 138
30 Adult Sexual Assault 459
275
For other types of crimes, identify and list each separately **********
at right. The subtotal of this section will appear above next 30
to "other." 75
75
5
25
5
60
Indicate the number of victims projected to receive the following service(s). (See Definitions on page 7 for
description of each service.)
# of Victims to be T f 5 . # of Victims to be T f 5 .
5 d ype 0 ervlce 5 d ype 0 ervlce
erve erve
226 Crisis Counseling 205 Criminal Justice Support/Advocacy
1,356 Follow-up Contacts 0 Emergency Financial Assistance
0 Therapy 0 Emergency Legal Advocacy
0 Support Groups 1,200 'Assistance Filing Compensation
Claims - Mandatory Requirement
0 Crisis Hotline Counseling Personal Advocacy
0 Shelter/Safehouse 628 Telephone Contacts
219 Information and Referral 0 Other (subtotal from section below)
(In-Person)
For other types of service, identify and list each separately ********** List other es of services below
at right. The subtotal of this section will appear above next
to "other."
.1H!)H SlN\I~a '1( ,l.~\j:~,
':).:10 S.l'1b:~'1-'l, .P!
TOTAL VI
(;j'~~~ NAL
l
ATTACHMENT B OMS APPROVAL NO. 1121-0140
EXPIRES 06/30/2009
STANDARD ASSURANCES
The Applicant hereby assures and certifies compliance with all applicable Federal statutes, regulations,
policies, guidelines, and requirements, including OMB Circulars A-21, A-87, A-I02, A-IIO, A-122, A-
133; Ex. Order 12372 (intergovernmental review offederal programs); and 28 C.F.R. pts. 66 or 70
(administrative requirements for grants and cooperative agreements). The applicant also specifically
assures and certifies that:
I, It has the legal authoritj to apply for federal assistance and the institutional, managerial, and financial
capability (including funds sufficient to pay any required non-federal share of project cost) to ensure
proper planning, management, and completion of the project described in this application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational contlict of interest, or personal gain.
3. It will give the awarding agency or the General Accounting Office, through any authorized
representative, access to and the right to examine all paper or electronic records related to the financial
assistance.
4. It will comply with all lawful requirements imposed by the awarding agency, specifically including
any applicable regulations, such as 28 C.F.R. pts. 18,22,23,30,35,38,42,61, and 63, and the award term in
2 C.F.R. g 175.15(b).
5. It will assist the awarding agency (if necessary) in assuring compliance with section 106 of the
National Historic Preservation Act of 1966 (I6 U.S.C. g 470), Ex. Order I] 593 (identification and
protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16 U.S.C.g
469 a-] et seq.), and the National Environmental Policy Act of ] 969 (42 U.S.C. g 432]).
6. It will comply (and will require any subgrantees or contractors to comply) with any applicable
statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime Control and
Safe Streets Act of 1968 (42 U.S.C. g 3789d); the Victims of Crime Act (42 U.S.c. g] 0604(e)); The
Juvenile Justice and Delinquency Prevention Act of2002 (42 U.S.C. g 5672(b)); the Civil Rights Act of
1964 (42 U,S.C. g 2000d); the Rehabilitation Act of] 973 (29 U.S.C. g7 94); the Americans with
Disabilities Act of] 990 (42 U.S.C.g ] 213] -34); the Education Amendments of] 972 (20 U.S.C. gg 1681,
1683, ] 685-86); and the Age Discrimination Act of 1975 (42 U.S,C. gg 6101-07); see Ex. Order 13279
(equal protection of the laws for faith-based and community organizations),
7. If a governmental entity-
a) it will comply with the requirements of the Unifonn Relocation Assistance and Real Property
Acquisitions Act of 1970 (42 U.S.C.g 460 I et seq.), which govern the treatment of persons displaced as a
result of federal and federally-assisted programs; and
b) it will comply with requirements of 5 U.S.c.gg 150] -08 and gg7324-28, which limit certain
political activities of State or local government employees whose principal employment is in connection
with an ctivity financed in whole or in part by federal assistance.
September 20. 2011
Date
-~ ,tiH1;. );; '~:' ,~. ~'~:; .f:; ~
.....,,p, ~ \:;. .~"'-.:; ~ t ',\,.., ",,;....'
- CnY """'NO
I
ATTACHMENT C
CERTIFICATION FORM
Recipient Name and Address: City of Boynton Beach, 100 E. Boynton Beach Blvd., Boynton FL 33425
Grant Title: FY 2011/2012 VOCA Grant Number: V11299 Award Amount: $55,854.00
(V1ct1ms of Crime Act)
Contact Person Name and Title: T111 i p 01 rlhl1ry, HR nirpt"Tnr Phone Number: (561) 7 4? -62 7 5
Federal regulations require recipients of financial assistance from the Office of Justice Programs (OJP), its component agencies, and the
Office of Community Oriented Policing Services (COPS) to prepare, maintain on file, submit to OJP for review, and implement an Equal
Employment Opportunity Plan (BEOP) in accordance with 28 C.F.R 99 42.301-.308. The regulations exempt some recipients from all of
the EEOP requirements. Other recipients, according to the regulations, must prepare, maintain on me and implement an EEOP, but they
do not need to submit the EEOP to OJP for review. Recipients that claim a complete exemption from the EEOP requirement must
complete Section A below. Recipients that claim the limited exemption from the submission requirement, must complete Section B
below. A recipient should complete either Section A or Section B, not both. If a recipient receives multiple OJP or COPS grants,
please complete a form for each grant, ensuring that any EEOP recipient certifies as completed and on file (if applicable) has been
prepared within two years of the latest grant. Please send the completed formes) to the Office for Civil Rights, Office of Justice Programs,
U.S. Department of Justice, 810 7th Street, N.W., Washington, D.C. 2053 I. For assistance in completing this form, please call (202)307-
0690 or TTY (202) 307-2027.
Section A- Declaration Claiming Complete Exemption from the EEOP Requirement. Please check all the boxes that
apply.
0 Recipient has less than 50 employees, 0 Recipient is an Indian tribe,
0 Recipient is a non-profit organization, 0 Recipient is an educational institution, or
0 Recipient is a medical institution, 0 Recipient is receiving an award less than $25,000
I, [responsible official], certify that
[recipient] is not required to
prepare an EEOP for the reason(s) checked above, pursuant to 28 C.F.R ~42.302. I further certify that
[recipient] will comply with applicable Federal civil rights
laws that prohibit discrimination in employment and in the delivery of services.
Prin t or type Name and Title Signature Date
Section B- Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an
BEOP Is on File for Review.
If a recipient agency has 50 or more employees and is receiving a single award or subaward for $25,000 or more, but less than $500,000,
then the recipient agency does not have to submit an EEOP to OJP for review as long as it certifies the following (42 C.F.R. 9 42.305):
I, Julie Oldbury [responsible official], certify that
the City of Boynton Beach [recipient],which has 50 or more
employees and is receiving a single award or sub award for $25,000 or more, but less than $500,000, has formulated an
EEOP in accordance with 28 CFR ~42.301, et seq., subpart E. I further certify that the EEOP has been formulated and
signed into effect within the past two years by the proper authority and that it is available for review. The EEOP is on file in
the office of: City of Boynton Beach Human Resources Department [organization],
at 100 E. Boynton Beach Blvd., Boynton Beach, FL 33425 [address],for review by the public and
employees or for review or audit by officials of the relevant state planning agency or the Office for Civil Rights, Office of
Justice Programs, U. S. Department of Justice, as required by relevant ~ws and regulations.
Julie Oldbury, Human Resources Director _ gJ~J2J9.-0 II
Print or type Name and Title Date
INAl
IQI: I
OMB Approval No. 1121-0140 Expiration Date: 01/31/06
.~
CITY ATIORNE'(
I
R 11-101
Victims of Crime Act (VOCA)
FY 2011-2012
Grant Application
Office of Attorney General Pam Bondi
Page 1
i
OFFICE OF THE ATTORNEY GENERAL
2011.2012 VOCA GRANT APPLICATION
TABLE OF CONTENTS PAGE
General Information
Background 3
Who May Apply 3
VOCA Grant Application 3
Funding by Judicial Circuit 3
Application Deadline and Submission Instructions 3-4
Grant Application Review Process 4
Award Announcement and Funding Cycle 4
Applicable Laws/Final Program Guidelines 4-5
Non-allowable Costs and Activities 5
Underserved Victims 6
Victims with Disabilities 6
VOCA Definitions 7-8
Florida Judicial Circuits 9
VOCA Grant Application Instructions 10
Part 1 - Applicant Information 10
Part 2 - Agency Eligibility 10
Part 3 - Funding Source Chart
Part 4 - Victims Served and Types of Services, Definitions 10
Part 5 - Statement of Need 10
Part 6 - Project Proposal 10
Part 7 - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary 10
Exclusion, Lower Tier Covered Transactions
Part 8 - VOCA Budget Request (A-E) 10
Part 9 - Program Match 10
Required Documentation 11
VOCA Grant Application Parts 1.9 12-32
VOCA Application Checklist and On-line User Tips 33
Attachment A . Federal Final Program Guidelines
on-line users ao to: htto:/Iwww.oio.usdoi.cov/ovclvocalvaauide.htm
Page 2
VOCA GENERAL INFORMATION
1. BackGround: The Victims of Crime Act (VOCA) was enacted in 1984 to provide federal funding to
assist state, local and private nonprofit agencies to provide direct services to crime victims. The
United States Department of Justice (USDOJ), Office of Justice Programs (OJP), Office for Victims of
Crime (OVC), provides funds to support the provision of services to victims of crime. Services are
defined as those efforts that respond to the emotional and physical needs of crime victims, assist
victims of crime to stabilize their lives after a victimization, assist victims to understand and participate
in the criminal justice system and provide victims of crime with a measure of safety and security.
2. Who May ADaIY: Any public or nonprofit organization or a combination of such organizations that
provides direct services to victims of crime as specified by the VOCA Victim Assistance Grant Final
Program Guidelines (Attachment A). Failure to adhere to the guidelines in the past may affect an
applicant's eligibility for funding.
2010-2011 VOOCA funding is contingent upon an annual appropriation by the Florida Legislature and
upon the OAG's Victims of Crime Act award funded through the U.S. Department of Justice, Office for
Victims of Crime formula grant program.
3. VOCA Grant ADalicatlon: The instructions, information, references and the attachment contained
herein comprise the official VOCA Grant Application. Applicants must sign a certification that they
have read all of the VOCA Grant Application materials and that the applicant will comply with all
applicable federal and state statutes, administrative rules, procedures and policies established in the
application. The VOCA Grant Application packet consists of the following materials:
* General Information and Application Instructions
* VOCA Grant Application
* OJP Final Program Guidelines (Attachment A). On-line users go to
on-line users ao to: htto:/Iwww.oio.usdoLaov/ovc/voca/vaauide.htm
4. Fundino by Judicial Circuit: VOCA funds will be awarded by judicial circuit. Applicants will apply for
funds within the judicial circuit served by the agency. If the agency serves victims of crime in more
than one judicial circuit, an individual application must be submitted for each judicial circuit to be
served. All components of each application must be specific to the jUdicial circuit to be served. See
(page 9) for a listing of the counties within each judicial circuit.
5. AaDllcatlon Deadline and Submission Instructions: The original application and one exact copy
must be received in the Office of the Attorney General (OAG) no later than 5:00 p.m., Eastern
Standard Time, on Friday, February 25, 2011. Only one application per agency per judicial circuit will
be accepted. The application containing original signatures must be marked "original" in the top right
hand margin of the first page and stapled together. The applicant should retain an exact copy of the
VOCA Grant Application. Applications must be mailed or delivered to the following address:
Using the U.S. Postal Service:
Office of the Attorney General
Bureau of Advocacy and Grants Management
PL-01, The Capitol
Tallahassee, Florida 32399.1050
Page 3
I
Using other mail carrier services such as Federal Express, UPS, etc., please use the Collins Building
address:
Office of the Attorney General
Bureau of Advocacy and Grants Management
Collins Building
107 West Gaines Street
Tallahassee, FL 32301
**00 not use the Collins Building address for any U.S. Postal Service mail."
The submission to the Attorney General's Office must include, in the following order:
* Fully completed VOCA Grant Application packet (Parts 1-9).
* Job descriptions for all proposed VOCA-funded personnel and match personnel.
* Three current letters of support.
* Documentation of the agency's 501(c) 3 ruling from the Internal Revenue Service.
Do not include the aoolication instructions. definitions. brochures. annual reoorts or additional
documents in the submission to the Attornev General's Office. Do not include binders or notebooks.
Late applications will not be considered. Required documents submitted by fax or emall will
not be considered.
6. Grant Aoolication Review Process: After grant applications are received the application will be
reviewed by OAG staff for technical compliance. All applications meeting technical compliance will be
considered for funding.
7. Award Announcement and Fundina CYcle: Grant awards are announced annually prior to
September 1, for a maximum of one year for the period of October 1 through September 30.
8. ADalicable Laws/Final PrOGram Guidelines: United States Department of Justice (USDOJ), Office
of Justice Programs (OJP), Office for Victims of Crime (OVe), published Final Program Guidelines in
the April 22, 1997, Federal Register to implement the victim assistance grant program as authorized
by the Victims of Crime Act of 1984, as amended 42 U. S. C. 10601, et sea. If an applicant receives
funding under this program, the applicant must comply with applicable federal and state laws and
regulations, including the OJP Final Program Guidelines and OJP Financial Guide. The following is a
oartiallisting of VOCA eligibility requirements. The applicant must:
* Provide direct services to crime victims at no charge to the victim (Le., provider cannot bill a third
party for VOCA Assistance funded services)
* Be a public or nonprofit organization or a combination of such organizations
* Provide documentation that exhibits community support and approval of its services
* Demonstrate financial support from non-federal sources
* Demonstrate, if a new program, that 25-50% of financial support comes from non.federal sources
* Provide 20% program match derived from resources other than federal funds
. Use volunteers which may include interns
Page 4
1
. Promote coordinated services with public and private efforts within the community to aid crime
victims
. Assist victims with filing victim compensation claims
. Maintain civil rights information on victims served by race or national origin, sex, age, and disability
. Maintain confidentiality of client-counselor information, as required by state and federal law
. Comply with state criteria
* Provide services to victims of federal crimes
. Comply with applicable provisions of the OJP Financial Guide. In addition to satisfying an annual
audit requirement, these provisions include maintaining programmatic and financial records that
fully disclose the amount and disposition of VOCA funds received; financial documentation for
disbursements; daily time and attendance records specifying time devoted to allowable VOCA
victim services; client files; the portions of the project supplied by other sources of revenue; job
descriptions; contracts for services; and other records which facilitate an effective audit.
9. Non-allowable Costs and Activities: The following list identifies some of the services, activities, and
costs that cannot be supported with VOCA funds. All unallowable costs will be removed during OAG
technical review and budgets will be reduced accordingly. See the Final Program Guidelines
(Attachment A) for additional information concerning non-allowable costs and services at
htto://www .oio.usdoi .aov/ovclvoca/vaauide.htm
. Lobbying and administrative advocacy
* Perpetrator rehabilitation and counseling
* Needs assessments, surveys, evaluations or studies
* Prosecution activities, including criminal investigations
* Fund-raising activities
* Indirect organization costs, including but not limited to, liability insurance on property or vehicles,
capital improvements, security and body guards, property losses and expenses, real estate
purchases, mortgage payments, construction
. Property loss
* Most medical costs
. Relocation expenses
. Vehicles, unless approved in advance by the state VOCA Administrator
. Administrative staff expenses including administrators, board members, executive directors,
supervisors, etc.
. Administrative operating expenses
* Coordination activities such as serving on task forces or development of protocols, interagency
agreements, and other working agreements undertaken as part of the agency's role as a victim
services organization
. Costs of sending individual crime victims to conferences
* Activities exclusively related to crime prevention
* Supporting services to incarcerated individuals
. Supplement to crime victim compensation awards
* Non-emergency legal representation (Le., divorce)
Page 5
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10. Underserved Victims: Applicants are encouraged to identify gaps in available services for
"underserved" victims and to seek funding to provide services to these victims. Underserved
populations may include, but are not limited to, child-on-child abuse, child abuse by non-caretaker,
crimes against the elderly, non-English speaking persons, persons with disabilities, victims of federal
crimes, victims of workplace violence and members of racial or ethnic minorities.
11. Victims with Disabilities: Costs of furniture, auxiliary aids that assist persons with sensory disabilities
to communicate such as TTYnTD machines for the hearing impaired or qualified interpreters, or minor
building alterations/improvements that make victim services more accessible to persons with
disabilities are allowable.
Page 6
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VOCA DEFINITIONS
Use this information in completing Part 4, Victims Served and Types of Services. Definitions are provided by
the U. S. Department of Justice, Office of Justice Programs, Office for Victims of Crime (OVC). The information
provided in this section must be consistent with the applicant's Statement of Need and Project Proposal. An
applicant who receives VOCA funding will be required to maintain data on victims served and types of services
provided in accordance with the following definitions.
Assistance with Victim Compensation includes making victims aware of the availability of crime victim
compensation, assisting the victim in completing the required forms, gathering the needed documentation,
etc. It may also include follow-up contact with the victim compensation agency on behalf of the victim.
This Is a mandatory VOCA service.
Criminal Justice Support/Advocacy refers to support, assistance, and advocacy provided to victims at
any stage of the criminal justice process, to include post-sentencing services and support.
Crisis Counseling refers to in-person crisis intervention, emotional support, and guidance and counseling
provided by advocates, counselors, mental health professionals, or peers. Such counseling may occur at
the scene of a crime, immediately after a crime, or be provided on an on-going basis.
Crisis Hotline Counseling typically refers to the operation of a 24-hour telephone service, 7 days a week,
which provides crisis counseling, guidance, emotional support, information and referral, etc.
Emergency Financial Assistance refers to cash outlays for transportation, food, clothing, emergency
housing, etc. that is supported with VOCA grant funds or reported as matching expenses.
Emergency Legal Advocacy refers to the filing of temporary restraining orders, injunctions, other
protective orders, elder abuse petitions and child abuse petitions, but does not include criminal prosecution
or the employment of attorneys for non-emergency purposes, such as custody disputes, civil suits, etc.
Follow-up Contact refers to in-person contacts, telephone contacts, and written communications with
victims to offer emotional support, provide empathetic listening, check on a victim's progress, etc.
Information and Referral (in-person) refers to in-person contacts with victims during which time services
and available support are identified.
Other Services refers to other VOCA allowable services and activities not listed in the options provided.
Personal Advocacy refers to assisting victims in securing rights, remedies, and services from other
agencies; locating emergency financial assistance, intervening with employers, creditors, and others on
behalf of the victim; assisting in filing for losses covered by public and private insurance programs
including workman's compensation, unemployment benefits, welfare, etc.; accompanying the victim to the
hospital, etc.
Primary Victims are the people against whom the crime was directed, except in cases of homicide and
DUI deaths where the primary victims are survivors. In domestic violence situations, children of spouse
abuse victims who receive services are also considered primary victims.
Page 7
,
Secondary Victims are people other than primary victims receiving services as a result of their own
reaction to or needs resulting from a crime directed against a primary victim, e.g., the husband of a rape
victim who receives counseling, non-offending caretaker of child abuse victims, etc.
Shelter/Safe House refers to providing short- and long-term housing services to victims and families
following a victimization.
Support Groups refers to the coordination and provision of supportive group activities and includes self-
help, peer, social support, etc.
Telephone Contacts refers to contacts with victims during which time services and available support are
identified.
Therapy refers to intensive professional psychological and/or psychiatric treatment of individuals, couples,
and family members related to counseling to provide emotional support in crisis arising from the
occurrence of crime. This includes the evaluation of mental health needs, as well as the actual delivery of
psychotherapy. Individuals who provide this service must meet the criteria outlined in the Florida Statutes
(F.S.).
Unduplicated Victims are victims not counted on previous reports. Unduplicated victims may be either
primary or secondary victims of crime. A person may be counted more than once only as a result of an
entirely separate and unrelated crime during the reporting period, e.g., a domestic violence victim is
victimized during a separate episode.
Page 8
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FLORIDA JUDICIAL CIRCUITS
FIRST SIXTH THIRTEENTH
Escambia Pasco Hillsborough
Okaloosa Pinellas
Santa Rosa FOURTEENTH
Walton SEVENTH Bay
Flagler Calhoun
SECOND Putnam Gulf
Franklin Sf. Johns Holmes
Gadsden Vol usia Jackson
Jefferson Washington
Leon EIGHTH
Liberty Alachua FIFTEENTH
Wakulla Baker Palm Beach
Bradford
THIRD Gilchrist SIXTEENTH
Columbia Levy Monroe
Dixie Union
Hamilton SEVENTEENTH
Lafayette NINTH Broward
Madison Orange
Suwannee Osceola EIGHTEENTH
Taylor Brevard
TENTH Seminole
FOURTH Hardee
Clay Highlands NINETEENTH
Duval Polk Indian River
Nassau Martin
ELEVENTH Okeechobee
FIFTH Miami-Dade Sf. Lucie
Citrus
Hernando TWELFTH TWENTIETH
Lake DeSoto Charlotte
Marion Manatee Collier
Sumter Sarasota Glades
Hendry
Lee
STATEWIDE
Any project that has
an impact throughout
the state.
Page 9
APPLICATION INSTRUCTIONS
Complete this application ONLY If the applicant agency Is not currently funded through a VOCA
grant for the 2010-2011 grant period, or if the applicant agency wishes to apply for grant funding
to expand services to additional judicial circuits. Agencies that are currently funded for the 2010-
2011 grant period that want to request to continue their VOCA project for the 2011-2012 period
must submit a Letter of Intent. Please see the Notice of Availability for more detailed information.
The VOCA Grant Application packet consists of Parts 1-9 plus the required documentation. The
following information is provided to assist the applicant in completing the application packet. Late
applications will not be considered. Faxed or e-mailed applications will not be accepted.
For any questions concerning the VOCA Grant Application, contact the Bureau of Advocacy and Grants
Management, Office of the Attorney General, The Capitol, Room PL-01, Tallahassee, Florida 32399-
1050 at (850) 414-3380.
Part 1. - ADalicant Information: Complete the information requested for the applicant agency.
Enter the agency name as it should appear on a contract in the event the program receives VOCA
funding. Note: An original signature is required on this form.
NEW MANDATORY REQUIREMENTS
The DUNS number is a unique nine-character number that identifies your organization. It is a tool of
the federal government to track how federal money is distributed. Most large organizations, libraries,
colleges and research universities already have DUNS numbers. Ask your grant administrator or
chief financial officer to provide your organization's DUNS number. If your organization does not
have a DUNS number, use the Dun & Bradstreet (D&B) online registration to receive one free of
charge. The website address for DUNS information/registration is: htto:/lfedaov.dnb.com/webform.
The Central Contractor Registration (CCR) is a Web-enabled government wide application that
collects, validates, stores and disseminates business information about the federal government's
trading partners in support of the contract award, grants and the electronic payment processes. The
website address for CCR information/registration is: https:/twww.bon.aov/ccr/default.aspx.
Part 2. - Aoencv Elioibilitv: Complete all of the information requested. Use the listing of Florida's
judicial circuits to identify the circuit that the VOCA program will be serving (see page 9). For
example, Miami-Dade is in the 11th judicial circuit. Congressional District information can be found
at www.nationalatlas.aov.
Part 3. - Fundino Source Chart: Complete all of the information requested.
Part 4. - Victims Served and Types of Services: Complete all of the information requested.
Part 5. - Statement of Need: Complete all of the information requested.
Part 6. - Proiect Proposal: Complete all of the information requested for each section.
Page 10
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Part 7. - Certification ReGardinG Debarment. Susoension.lneliaibilitv and Voluntarv
Exclusion. Lower Tier Covered Transactions: This certification is required by federal regulations
implementing Executive Order 12549, Debarment and Suspension, 28 CFR Part 67, Section 67.510,
Participants= Responsibilities. The authorized representative at the subrecipient level must sign the
certification. The signed certification must be submitted with the grant application.
Part 8. - VOCA Budaet Reauest: The Budget section of the VOCA Application is an itemized
description by budget category of proposed costs for VOCA funding. The budget categories are
personnel. contractual services, equipment and operating expenses. Refer to the instructions on the
forms.
Part 9. - Proaram Match BudGet: The Final Program Guidelines require that all proposals provide a
20 percent match of the total VOCA project. Total VOCA Project is defined as the VOCA Budget
Request plus the Program Match. Match funds are subject to the same restrictions that govern
VOCA grant funds, i.e., the source of program match must be a VOCA-allowable expenditure.
Refer to the instructions on the forms.
Required Documentation:
Job descriations: A job description is required for all proposed VOCA-funded personnel and match
personnel and must indicate the percentage of time allocated for each task totaling 100% of the job
duties.
Letters of SUDDOrt: Attach three (3) current letters of support from local community or
government groups. Letters from individuals or units within the applicant agency or letters in a
standardized format will not be accepted. Do not provide more than three letters. It is the
responsibility of the applicant agency to ensure letters confirm the applicant agency's record of
providing effective services to victims of crime (if applicable) and demonstrate community support for
the VOCA Grant Application. A current letter is one that is dated during the current calendar year.
Note: Letters acknowledging participation in a conference or meeting are not acceptable as letters
of support. FORM LETTERS WILL NOT BE ACCEPTED.
Documentation of the agency's 501(cl 3 rulinG from the Internal Revenue Service: Do not send
the 990 statements or tax-exempt certificate.
Page 11
I
2011-2012 VOCA GRANT APPLICATION
PART 1. APPLICANT INFORMATION
Name of Applicant Agency: The applicant agency is the legal name of the agency that is seeking VOCA funding.
Enter the name as it should appear on a contract in the event the agency receives VOCA funding.
I City of Boynton Beach I
Federal Data Universal Numbering System (DUNS) Number:l072247133 I
Completed Federal Central Contractor Registration (CCR)? IYES I CCR Expiration: I 5/9/20121
Agency Director: Prefix (Mr.. Ms., Dr., etc.)~ Title: I Mayor
Name:IJose Rodriguez
Telephone #:1561.742.6010 I Fax #:1561.742.6847
Mailing Address: I 1 00 E. Boynton Beach Blvd. I PO Box 310
(Street, P.O. Box, etc.)
City: 1 Boynton Beach Istate:[fU 9-Digit Zip Code: 133435-3838 I
E-Mail Address: Irodriguezj@bbfl.us I
Performance Report Contact: PrefIX (Mr., Ms., Dr., etc.)~ Title: I Grants Manager I
Name:IJaClyn Smith
Telephone #:1561.742.6195 I Fax #:1561.742.6847
Mailing Address~ 1 00 E. Boynton Beach Blvd.
(Street, P.O. Box, etc.
City: I Boynton Beach Istate:[EL] 9-Digit Zip Code: 133435-3838
E-Mail Address: Ismithja@bbfl.us
Financial Contact: PrefIX (Mr., Ms., Dr., etc.)~ Title:IAsst. Director of Finance
Name:ITim Howard/ Jaclyn Smith
Telephone #:1561.742.6312 1 Fax #:1561.742.6847
Mailing Address:1100 E. Boynton Beach Blvd.
(Street, P.O. Box, etc.)
City: I Boynton Beach Istate:[fU 9-Digit Zip Code: 133435-3838
E-Mail Address: I howardt@bbfl.us
J acknowledge that I have read, understand, and agree to the conditions set forth in the Victims of Crime Act Grant
Application, Instructions and the Final Program Guidelines for the duration of the grant period. I certify that any
VOCA grant funds that this agency might receive will not be used to supplant any state and local funds that would
otherwise be available for crime victim services. Further, I certify that the information contained in this application is
true, complete and correct. /
~ Date:.
~
Signature of Agency Director:
Page 12
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PART 2. AGENCY ELIGIBiliTY
1. Identif which of the followin
Public
2. Describe the type of implementing agency (Choose only one category):
o Criminal Justice - Government choose one from the dro own menu :
Law Enforcement
Describe Other:
o Non-Criminal Justice - Government choose one from the dro down menu :
Describe Other:
o Private Non-Profit choose one from the dro
Describe Other:
0 choose one from the dro
Describe Other:
3. Judicial circuit to be served: refer to list on
15 - Fifteenth
4. List counties to be served:
I Palm Beach County I
9 ra hic characterisitcs of the service area choose one from the dro -down menu :
down menu :
Page 13
I
PART 3. FUNDING SOURCE CHART
In the following table, provide the amount of funding that is allocated to victim services in your agency
for the current fiscal year and requested for the 2011-2012 VOCA project year by funding source. Do
not report the agency budget unless the entire budget is devoted to victim services. For example, if
VOCA funds are awarded to support a victim advocate unit in a prosecutor's office, then report the
budget for the victim advocate unit only. Round amounts to the nearest dollar. Include all expenses
which are budgeted for the victim services program (Le., personnel costs which include salaries for
directors, clerical/support staff, victim advocates, counselors, etc.; training costs; equipment such as
computers, fax machines, printers, copiers, telephones, and furnishings, etc.; operating costs such as
utilities, postage, printing, office supplies, travel, counseling supplies, etc.). Contact your agency's
finance or budget office for assistance in completing this information. Please note: Do not include in-
kind match.
The amounts listed for state, local, public, private and/or other funding must be equal to or greater than
the amount shown as cash match in the Match Budget (Part 9).
Funding Source Current Fiscal 2011-2012 VOC
Year .
PrOject Year
Federal Funding *Descr1be below
2011-2012 VOCA grant request (excluding match) $ 55 854.00
State Funds
Local, Public or Private Funds $ 13,964.00
Other.
(Describe at right)
$ - $ 69,818
.. For the judicial circuit you are requesting funding with this application
"If the applicant agency currently receives federal funding for victim services, indicate the source(s) and
the use of those funds. (Response is limited to 1000 characters.)
n/a
Page 14
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PART 4. VICTIMS SERVED AND TYPES OF SERVICES
Indicate the number of victims projected to be served by type of victimization:
Note: Indicate the number of victims served by VOCA-funded and matching funds through the grant period.
Each victim should be counted only once unless there is a separate instance of victimization. For example, a
victim of spouse abuse assault should be counted one time during the grant period unless he/she is
victimized as a result of a separate and unrelated crime. At a minimum, the agency will provide services
to no les8 than 90 percent of the total proJected victim population.
". of V~:~": to be Type of Victim ". of Victims to be T of V' ti
S d ype IC m
erve
94 Child Physical Abuse 46 Elder Abuse
4 Child Sexual Abuse 2 Adults Molested as Children
0 DUIIDWI Crashes 5 Survivors of Homicide Victims
303 Domestic Violence 138
30 Adult Sexual Assault 459
275
For other types of crimes, identify andUst each separately .............
at right. The subtotal of this section will appear above next 30
to .other." 75
75
5
25
5
60
Indicate the number of victims projected to receive the following service(s). (See Definitions on page 7 for
description of each service.)
# of Victims to be Type of Service # of Victims to be Type of Service
Served Served
226 Crisis Counseling 205 Criminal Justice Support/Advocacy
1.356 Follow-up Contacts 0 Emergency Financial Assistance
0 Therapy 0 Emergency Legal Advocacy
0 Support Groups 1,200 Assistance Filing Compensation
Claims - Mandatory Requirement
0 Crisis HoUlne Counseling Personal Advocacy
0 ShelterlSafehouse 628 Telephone Contacts
219 Infannatlon and Referral 0 Other (subtotal from section below)
(In-Person)
For other types of service. identify and list each separately .'AA~AA'''A Uat other tYDes of services below
at right. The subtotal of this section will appear above next
to .other."
TOTAL VICTIMS SERVED: 1,356
Page 15
I
PART 5. STATEMENT OF NEED
Statement of Need: Please answer the following questions. (Responses are limited to 1000 characters an
minimum 10 point font.)
1. Using the information checked under Part 4 - Victims Served and Types of Services, briefly describe the
specific need for VOCA funds or the deficiency of services to victims.
Our agency currently has 1 full time victim advocate on staff who is responsible to fullfill the needs of both
the police department and the community. The city has over 60,000 residents and with 1 advocate she is
forced to prioritize the cases worked risking precious victims falling through the cracks. Boynton Beach
has a vary diverse population comprised of African American, Haitian, Caucasian, and Central American
with a growing number of seniors in each group. In adddition, with the current economic conditions, we
have seen the homeless population rise and the need for services is ever changing. Our victim advocate
is often bogged down with the day-to-day operations of the office leaving little time for detailed follow-up
and proactive work. An additional victim advocate would greatly assist the current staff and allow us to
offer much needed services to victims.
2. Provide information on crime statistics for the service area.
In 2010, this agency handled over 300 domestic battery cases and over 1376 domestic dispute cases.
Services offered to victims range from a simple follow-up phone call to injunctions, court appearances,
referrals to shelters and counseling services. In addition, this agency handled over 1700 cases of robbery,
assault, and baker actlmarchman act, etc. On average, our victim advocate was only able to follow up on
these cases a quarter of the time because cases that are more serious were given priority.
3. Describe the demographics of the population to be served through the VOCA project (gender, race or
national origin, age, etc.), for the service area.
The target area we have identified that needs additional services has a total population of 16829 (US
Census data) which represents 28% of the city's total population. African Americans and Hispanics make
up 67% of the target area. In relation to income, the median income for the area is 34% less than the
median income of the city. The target area has the highest concentration of juvenile crime, juvenile
offenders, drug use and sales, violent crimes, poverty and unemployment. The target area is mostly
residential with a few businesses along the major roadways to include Seacrest Boulevard, Federal
Highway, Boynton Beach Boulevard and Woolbright Road.
Page 16
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PART 5. STATEMENT OF NEED
4. Does a duplication of service exist? (choose one from the drop-down menu): I NO
If yes, please
explain.
Page 17
I
PART 6. PROJECT PROPOSAL
The information provided by the applicant under Part e - Project Proposal pertains only to the services related
to the proposed Total VOCA Project (VOCA grant plus match). Respond to each question. (Responses are
limited to 1000 characters an minimum 10 point font.)
1. Proiect Summary: Using the information selected under Part 4 - Victims Served and Types of Services,
describe in detail how the services indicated will be provided to the victims indicated.
The major purpose of the requested funding is to hire an additional victim advocate to offer existing
services to additional people. Our current victim advocate is so overloaded that additional manpower will
allow her to pursue more cases and help more people. As first responders we will respond to all types of
crimes that law enforcement officers handle and the victims associated with those crimes. We will be
assisting those victims by providing crisis counseling, follow-up contacts, information and referrals,
criminal justice support/advocacy, assistance completing victim compensation claims and telephone
contacts. We will also be working with our partner agencies as mentioned below.
2. How many victim advocates/direct victim service providers does your agency staff? I 1.00 I
Expressed in full time equivalents (FTEs) Of those, how many are you requesting from VOCA? Expressed in FTEs, e.g., a program G
with one position (2080 hours annually) funded by VOCA for 75% of the total cost is .75 1.00
FTE
Of those, how many are you reporting as matching expenses? Expressed in FTEs, e.g., a G
program with one position (2080 hours annually) used as a matching expense for 25% of 0.00
the total cost is .25 FTE
Total Number of VOCA project staff (VOCA funded staff + Match staff) I 1.00 I
3. Provide a listing of other agencies that will coordinate services with the applicant for the VOCA project
and the services provided by each agency.
Our office has networked with many agencies law enforcement and non-profit to include: State Attorney
that assist in providing injunctions, ADVA that provide shelter and outreach services, Victim Services of
the Palm Beaches that provides legal and personal advocacy, Harmony House that provides clean and
sober living, Emergency Shelters, Palm Beach County Sheriff's Office that assist with domestic violence
services, Jewish Family Services that provide emergency assistance and counseling, Legal Aid that
provides legal aide with respect to domestic violence cases, Department of Children and Families that
provides assistance with child physical and sexual abuse cases, Children's Place at Homesafe that
provide services to abused children and their families, Catholic Charities a range of services and
resources, and the Area Agency on Aging that provide services to elder victims.
Page 18
i
PART 6. PROJECT PROPOSAL
4. Describe in detail how the coordination of services will be accomplished. Include a description of those
services to all victims selected in Part 4.
Currently, our victim advocate comes into contact with citizens through a variety of means to include walk
ins, phone calls, and officer contact. During the initial meeting, an evaluation is completed to determine
what needs the victim has and how we can be of service. Once the needs are identified, we pair a
resource to fit those needs. Our victim advocate started with the department in 2001 and since that time
she has worked tirelessly to establish working relationships with organizations that can help. Whether it is
just handing out a brochure, making arrangements with a local shelter, or assisting victims with filing
compensation claims. The resource is determined on a case-by-case basis with each victim.
5. Use of Volunteers: The Final Program Guidelines mandate that grant recipients use volunteers in the
victim services program. Describe how volunteers will be utilized to provide services to crime victims. If
the agency does not currently utilize volunteers, please explain how they will be recruited and
incorporated into the victim services program.
Currently our agency does not have a volunteer that assists with the victim advocate, however to comply
with the guidelines of this grant we will utilize volunteer(s). The volunteer(s) will conduct a wide variety of
task. In addition to manning the phones, they will do data entry and case management to ensure we
have the most current and up to date information available. They will also send out information to victims
such as brochures for services needed, police reports, documentation and referrals. Our volunteer(s) will
be recruited from our community.
6. Identify the number of volunteers currently utilized in the agency's victim services program. This number
must be expressed in FTEs.
1.00 Volunteers provide
100 Hours of service annually
0.05 FTE equivalent (hours provided divided by 2080)
Page 19
PART 7. CERTIFICATION REGARDING DEBARMENT
Instructions for Certification
1. By signing and submitting this proposal, the prospective lower tier participant is providing the
certification set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when
this transaction was entered Into. If it is later determined that the prospective lower tier partiCipant
knowingly rendered an erroneous certification, in addition to other remedies available to the Federal
Govemment, the department or agency with this transaction originated may pursue available remedies,
including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this
proposal is submitted If at any time the prospective lower tier participant learns that its certification was
erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction,"
"participant," "person," "primary covered transaction,. "principal," "proposal," and "voluntarily excluded,"
as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules
implementing Executive Order 12549.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed
covered transaction be entered into, It shall not knowingly enter Into any lower tier covered transaction
with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation
In this covered transaction, unless authorized by the department or agency with which this transaction
originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the
clause title "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower
Tier Covered Transactions," without modification, in all lower tier covered transactions and in all
solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower
tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the
covered transaction, unless it knows that the certification is erroneous. A participant may decide the
method and frequency by which it determines the eligibility of its principals. Each participant may check
the Non-procurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in
order to render in good faith the certification required by this clause. The knowledge and Information of
a participant is not required to exceed that which is normally possessed by a prudent person in the
ordinary course of business dealings.
9. Except for transactions authorized under paragraph (5) of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended,
debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other
remedies available to the Federal Government, the department or agency with which the transaction
originated may pursue available remedies, including suspension and/or debarment.
Page 20
I
U. S. DEPARTMENT OF JUSTICE
OFFICE OF THE COMPTROLLER
OFFICE OF JUSTICE PROGRAMS
Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered transactions
(Sub-Recipient)
This certification is required by the regulations implementing Executive Order 12549,
Debarment and Suspension, 28 CFR Part 67.510. Participants' responsibilities. The
regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160 B
19211 ).
1. The prospective lower tier participant certifies, by submission of the proposal, that neither it
nor its principals are presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency.
2. Where the prospective lower tier participant is unable to certify to any of the statements in
this certification, such prospective participant shall attach an explanation to this proposal.
I Mayor Jose Rod~guez I
Name and Title of Authorized Representative
-
100 E. Boynton Beach Blvd., PO Box 310 Boynton Beach, Florida 33435
Address of Organization
Page 21
I
PART 8A. VOCA BUDGET REQUEST
The Budget section is an itemized description by budget category of proposed costs for VOCA
funding. The budget categories are personnel, contractual services, equipment and operating.
Provide a detailed (itemized) list and narrative for every budgeted item. See Final Program
Guidelines for specific details regarding Allowable and Non-Allowable Costs. Attach additional
page(s) as necessary.
To maximize the availability of services to all victims of crime, the OAG discourages the use of
VOCA funding to provide services that are eligible for payment through the Victim Compensation
Program. Justification that demonstrates the effectiveness of any such duplication is required as
part of the budget narrative. Failure to submit a justification may result in removal of the budget
request. Budget categories must be rounded to the nearest whole dollar, e.g., $8,081.43 =
$8,081 or $8,081.78 = $8,082.
Budget Summary By Category - Proylde the subtotal for each budget TOTAL VOCA
category for the Total VOCA Budget Request. Amounts must be BUDGET
rounded to the nearest whole dollar. REQUEST
Personnel $ 55,836
Contractual Services
Equipment
Operating Expenses $ 18
TOTAL $ 55,854
REQUIRED MATCH (use this total amount In Part 9 - Match Budget) $13,964
If applicable, provide a justification for not billing Victim Compensation for services that may be
funded through Victim Compensation. For example, therapy services requested as part of the
personnel or contractual budgets.
Page 22
PART SB. VOCA PERSONNEL BUDGET REQUEST
Provide a job description for all proposed VOCA-funded staff and indicate the percentage of time by each job
duty. The job description must reflect VOCA allowable activities that are equal to or greater than the percentage
of the position that is VOCA-funded.
Personnel:
Position Requested Total Actual Cost 2011-2012 Amount VOCA Percentage VOCA
(from chart below) Funding Requested Funded
Victim Advocate $ 55,836.00 $ 55,836.00 100.00%
0 $ - #DIVlOI
0 $ - #DIV/O!
0 $ - #DIVlOI
0 $ - #DIV/Ol
0 $ - #DIV/O!
0 $ - #DIVlO!
0 $ - #DIVlOI
Personnel Subtotal $ 55,836 $ 55,S36 $ -
Pay schedule (choose one from the drop-down menu):1 bi-weekly I
Complete the table below for each position requested (adding additional pages if necessary). In the
explanation section, Indicate If the salary/benefit expenses listed Include costs that are anticipated
during the 12 month period. For example, raises and Increases in benefit costs.
RATE: A percentage should be indicated for those benefits that are calculated by using a percentage of the gross
salary; retirement is often calculated in this manner. FR (flat rate) should be indicated for those benefits that are
calculated based on a flat rate regardless of salary; health insurance is often calculated in this manner.
Posltlon R uested:
Employer Hours per week - RATE Employer
Cost Hourty Rate = Cost
44,803 Annual Gross Salary $ $ -
3,427 FICA $ .
- Retirement $ -
6,902 Health Ins.
96 Life Ins.
331 Dental Ins.
- Workers Comp $ -
- Unemployment $ -
1st $7,000)
277 Other (provide explanation
below):
55,836 -
I Explanation (if applicable): I
L TD $230.00
Page 23
I
PART 88. VOCA PERSONNEL BUDGET REQUEST
PosItion uested: Position R ested:
Hours per week = Employer Hours per week = Employer
Hourly Rate Cost Hourly Rate = Cost
Annual GI'088 Salary $ - Annual Gross Salary $ $ -
FICA $ . FICA $ -
Re remant $ - Retirement $ -
Health Ins. Health Ins.
Llf8lns. Life Ins.
Dentalina. Dental Ins.
Workers Camp $ - Workers Camp $ -
UrKtmp/oyment $ - Unemployment $ -
1~ $7.000 1st $7,000
Other (provide explanation Other (provide explanation
bel(1)w: below:
- $ -
I Explanation (if applicable ): I
Position R uested:
Employer Hours per week = Employer
Cost Hourly Rate = Cost
- Annual Gross Salary $ $ -
- FICA $ -
- Retirement $ -
Health Ins.
Life Ins.
Dental Ins.
- Workers Camp $ -
- Unemployment $ -
1st $7,000
Other (provide explanation
below:
- $ -
I """lanatlon ,O._l' I
Page 24
I
PART 8B. VOCA PERSONNEL BUDGET REQUEST
P08ltlon R : Position R uested:
Hours per week = Employer Hours per week Employer
Hourly Rate = Cost Hourly Rate Cost
Annuat Gross Salary $ $ . Annual Gross Salary $ -
FICA $ - FICA $ .
R 'rement $ - Retirement $ -
Health Ins. Health Ins.
Life Ins, Life Ins.
Dentalina. Dentalina.
Workers Camp $ - Workers Camp $ .
Unemployment $ - Unemployment $ -
(18l$7,OOO (1st $7,000)
Other (provide explanation Other (provide explanation
below : below:
- -
I Explanation (if applicable): I I explanation (If applicable): I
Page 25
I
PART 8C. VOCA CONTRACTUAL BUDGET REQUEST
For each contractual service listed, include a description of the service to be provided, the business name of
the contractor, the cost per unit of service, and the estimated units of service to be used. Indicate in the
narrative section how the number of services requested was determined. Also, give a description of a unit of
service, e.g., a 60 minute unit of legal services, a 60 minute individual therapy session, a 90 minute group
therapy session. Attach additional page(s) if needed.
EXAMPLE - Budget Narrative:
Therapy, Inc., will provide therapy for adult survivors of incest. It is anticipated that this service will be used
approximately 10 times during the year.
Contractual Services - Contracts for specialized services:
Name of Business or Contractor Cost Per Unit of Estimated Units of Total
Service Service
1 nfa $ -
2 $ -
3 $ -
4 $ -
5 $ -
6 $ -
Contractual Subtotal ... ... $ -
Budget Narrative:
1. nfa
2.
3.
4.
5.
6.
Page 26
I
PART 80. VOCA EQUIPMENT BUDGET REQUEST
Items included in this section must be furniture and/or equipment costing $1,000 or more. If awarded funds
in this category, prior approval is required before purchasing items. Provide a justification for the equipment
purchase requests. Attach additional page(s) if needed.
EXAMPLE - Narrative Response:
The computer will increase the advocate's ability to reach and better serve crime victims. The cost listed
above is for a complete computer package which includes the computer, monitor, software and printer.
Equipment:
Oescription Number Cost Per Item Total
1 $ -
2 $ -
3 $ -
4 $ -
5 $ -
6 $ -
Eauioment Subtotal $ -
Budget Narrative:
1.
2.
3.
4.
5.
6.
Page 27
;
PART 8E. VOCA OPERATING BUDGET REQUEST
Office supplies such as paper, pencils, toner, printing, books, postage, transportation for victims; monthly
service costs for telephone or utilities; staff travel (for direct service to crime victims only), etc. Furniture and
equipment costing less than $1,000 should be requested from this budget category. In the narrative section,
provide a brief description of the operating expenses and note if the cost is pro-rated. Indicate how the
number and cost of services requested were determined (by FTE? by % use? by sqlft?). Attach additional
page( s) if needed.
EXAMPLE- Narrative Response:
The Victim Advocate will need monthly telephone service calculated at $20 per month, which is the standard
rate budgeted for new positions in this agency.
Operating Expenses:
Description Number Cost Per Item Total
1 Office Supplies 1 $ 18.00 $ 18
2 $ -
3 $ -
4 $ -
5 $ -
6 $ -
7 $ -
8 $ -
Operating Subtotal ... ... $ 18
Budget Narrative:
1. The advocate will use basic office supplies to include paper, pens, pencils and staples.
2.
3.
4.
5.
6.
7.
8.
Page 28
I
PART 9. VOCA MATCH BUDGET
Program Match: The Final Program Guidelines require that all proposals provide a 20% match of the total VOCA
project. Total VOCA Project is defined as the VOCA Budget Request plus the Program Match. Match funds are
subject to the same restrictions that govern VOCA grant funds, Le., the source of program match must be a VOCA-
allowable expenditure.
To determine the amount of match required by the Final Program Guidelines for the proposed VOCA project,
divide the total amount of the VOCA Budget Request by four. The result is the amount of the program match.
For example, if the VOCA Budget Request is $30,000, then divide $30,000 by four which equals $7,500. In this
case, the required match is $7,500 which equals 20% of the total VOCA project. The following further illustrates
the program match requirement:
$30,000 VOCA Budget Request
+ 7.500 Required Program Match ($7,500 equals 20% of the total VOCA Project)
$37,500 Total VOCA Project
Allowable match funds may include, but are not limited to, volunteers, staff salaries, rent, equipment, operating
costs, etc. Federal funds from other sources cannot be used for VOCA match. Match used for the VOCA project
cannot be used as match for any other grant. Do not over report match, i.e., do not provide match in excess of 20%
of the total VOCA project. Match may be provided as either cash or in-kind or a combination of cash and in-kind as
follows:
Cash Match: A cash match is any cost component that is included in the agency's overall budget as it applies
to the provision of direct services for victims of crime, i.e., staff providing direct victim services, travel related to
the delivery of direct victim services, rent paid by the agency for the portion of the program providing direct
victim services, etc. If the agency pays for the expense, then it may be used as a cash match.
In-Kind Match: An in-kind match includes donated items or services that benefit the program but which do not
have a dollar value assigned for budgeted purposes. For example, programs may use volunteer hours as
match. The value placed on donated services must be consistent with the rate of compensation paid for similar
work in the applicant agency. If the required skills are not found in the applicant agency, the rate of
compensation must be consistent with the labor market. Programs may use items donated by other programs
or individuals as in-kind match, Le., rent and utilities used for the provision of direct services to victims and
donated by another source outside the agency.
The Program match section is an itemized description by budget category of proposed matching contributions. The
budget categories are personnel, contractual services, equipment and operating expenses. Provide a detailed
(itemized) list and a budget narrative for each budgeted category. Indicate the funding source and indicate if it is a
cash or in-kind match. Do not over report required match. Unless otherwise approved by the OAG. reported match
must be consistent with the monthly reimbursement request.
Match Narrative: Describe in detail the type of Match, whether cash or in-kind, the budget category, etc. Submit the
same detailed information for match as provided for VOCA funded items. If match is in the personnel category for
paid staff complete the table below (attach additional page(s) if needed) and provide the total salary and benefits
and percentage. Attach job descriptions for all paid staff and/or volunteers reported as a Match. Failure to provide
VOCA allowable job descriptions may result in a reduction to your request.
Page 29
I
Part 9. VOCA MATCH BUDGET
EXAMPLES- Match Narrative:
Our agency utilizes volunteers who provide direct services to victims of crime, such as intake clerks, clerical (types
reports and calls victims) and victim advocates. The agency anticipates using volunteers at the equivalent of 20 - 23
hours per week x 52 weeks x $5.15 for a match of $5,698.* Only those agencies with an established volunteer
component are eligible to utilize volunteers as match.
The agency rents office space from the Global Company at $14.400 annually and the agency's pro rated portion for
office space for volunteers and supervisor of the victim advocate would be approximately 19% (or $234 per month) x
12 months = $2,807.
Approximately 5% of the Victim Advocate Supervisor position will be utilized to provide supervision for the victim
advocate position. The supervisor's total salary and benefits equal $32,000.
Funding Source Cash or In- Budget
Program Match Description May not be derived from kind Category Match Amount
Federal Dollars
1 Victim Advocate Supervisor local CASH Personnel $ 13,964
2
3
4
5
6
7
8
Match Total $ 13,964
Match Narrative:
1. The advocate supervisor position will spend about 11% of his time supervising the program. 10.23% of the
supervising Sergeant's personnel expenses are offered as match.
2.
3.
4.
5.
6.
7.
8.
Page 30
I
Part 9. VOCA MATCH BUDGET
Match Position: victim advocate su Match Position:
Hours per week - 40 Employer Reported Hours per week = Employer Reported
MATCH= RATE MATCH;;
Hourly Rate - $ 43.97 Cost 10.23% Hourly Rate Cost
Annual Gross $ 91,450 91,450 $ 9,355 Annual Gross $ -
Salary Sala
FICA 6,996 $ 716 FICA
Retirement 30,745 $ 3.145 Retirement $ -
Health Ins. 6,902 $ 706 Health Ins. $ -
Ufe Ins. 116 $ 12 Life Ins. $ -
Dental Ins. 331 $ 34 Dental Ins. $ -
Workers Comp - $ - Workers Camp $ -
Unemployment - $ - Unemployment $ -
(1st $7,000 (1st $7,000)
Other (provide $ 47 $ 5 Other (provide $ -
explanation explanation
below): below):
13,973 TOTAL $ -
I Explanation (if applicable): I
Match Position: Match Position:
Hours per \Wek = Employer Reported Hours per week = Employer Reported
RATE MATCH= RATE MATCH=
Cost Hourly Rate Cost
$ - $ - Annual Gross $ - $ .
Salary
$ - $ - FICA $ - $ -
$ - $ - Retirement $ - $ -
$ - Health Ins. S -
$ - Life Ins. $ -
$ - Dental Ins. $ -
$ - $ - Workers Camp $ - $ -
$ - $ - Unemployment $ - $ -
1 st $7,000
$ - Other (provide $ -
explanation
below):
TOTAL $ - $ - $ - $ -
I ~Ianation (ff aeplicable ): I I Explanation 'If applicable ): I
Page 31
I
Part 9. VOCA MATCH BUDGET
Match Position:
Employer Reported Hours per week - Employer Reported
MATCH= RATE MATCH=
Cost Hourly Rate Cost
$ - $ - Annual Gross $ - $ -
Sala
$ - $ - FICA $ - $ -
$ - $ - Retirement $ - -
$ - Health Ins. $ -
$ - Life Ins. $ -
$ - Dental Ins. $ -
$ - $ - Wor1<ers Camp $ - $ -
$ - $ - Unemployment $ - $ -
1st $7,OOO}
$ . Other (provide $ -
explanation
below):
TOTAL $ - $ - $ - $ -
I Explanation (if applicable): I I Explanation (if applicable): I
Match Position:
Employer Reported Hours per week = Employer Reported
RATE MATCH= RATE MATCH=
Cost Hourly Rate Cost
$ - $ - Annual Gross $ - $ .
Sala
$ - $ - FICA $ - $ -
$ - $ - Retirement 5 - $ -
$ - Health Ins. $ -
$ - Life Ins. 5 .
$ - DentalIna. $ -
$ . $ - Wor1<ers Comp $ - $ -
$ - $ - Unemployment $ - $ -
1st $7.000)
$ - Other (provide $ -
explanation
below):
TOTAL $ - $ - TOTAL $ - $ -
I Explanation (if applicable ): I I Explanation (if applicable ): I
Page 32
I
VOCA APPLICATION CHECKLIST
Original Application plus one exact copy must be received in the Office of the Attorney General
(Tallahassee office), no later than 5:00 p.m., Eastern Standard Time on Friday, February 25,2011.
The applicant should use the following checklist to ensure that all parts of the VOCA Grant Application
have been completed. Failure to complete and submit aU information could result in elimination of the
application from further consideration.
0 Part 1: Applicant Information
0 Part 2: Agency Eligibility
0 Part 3: Funding Source Chart
0 Part 4: Victims Served and Types of Services
0 Part 5: Statement of Need
0 Part 6: Project Proposal
0 Part 7: Certification Regarding Debarment
0 Part 8: VOCA Budget Request (A-E)
0 Part 9: Program Match
Required Documentation:
0 Job descriptions: A job description is required for all proposed VOCA-funded personnel and match
personnel and must indicate the percentage of time allocated for each task totaling 100% of the
job duties.
0 Three (3) Letters of Support
D Documentation of the agency's 501 (c)3 ruling as a non-profit agency
Late applications will not be considered. Required documents submitted by fax or email will not be
considered.
Questions? Call the Office of the Attorney General at (850) 414-3380
Page 33
i
Agency Name: City of Boynton Beach
2011-2012 LOI FORMS
SUPPLANTING CERTIFICATION FORM
(PUBLIC AGENCIES ONL Y)
This form must be signed by an agency official who is authorized to enter into contractual
agreements.
I hereby certify that pursuant to the Victims of Crime Act, (VOCA) Federal Guidelines, grant funds
will be used to enhance or expand services and will not be used to supplant state and local funds
that would otherwise be available for crime victim services.
9/8/2011
Date
Jose Rodriguez Mayor
Print Name Title
I
VICTIM ADVOCATE
PURPOSE OF CLASSIFICATION
The purpose of this classification, which is assigned to the Investigative Services Section, is to be
an adjunct unit to the Uniform Services Division.
ESSENTIAL FUNCTIONS
60% Provides services to all victims of crimes, including, but not limited to: follow-up contacts,
crisis counseling, information and referrals, criminal justice support/advocacy, and filing
compensation claims.
10% Acts as a liaison with local, county and state agencies to ensure all needed services are
acquired. Ensures proper documents are obtained from victims to aide in successful prosecution
of cases. Assists victims in obtaining protective injunctions and accompanies victims to various
court appearances.
10% Performs duties as a supplement to Uniform Service and Investigative Service Sections.
Consults with officers to determine assistance and resources for victims and/or witnesses.
10% Performs daily assessments of incident reports. Enters and maintains pertinent statistical
information into a database.
5% Ensures copies of all pertinent incident reports are sent to the locally certified domestic
violence center within 24 hours of receipt.
5% Mediates in neighborhood disputes, custody matters, DCF assistance, elder abuse and
miscellaneous other matters as they arise.
ADDITIONAL FUNCTIONS
Attends local/county/state meetings.
Performs other related duties as required.
I
POLICE SERGEANT
PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform supervisory and general law enforcement work in
order to preserve public peace; to protect lives, property and rights of the public; and to enforce
statutory laws and municipal ordinances. Work Involves supervising an assigned shift, including
assigning and reviewing the work of police officers, or overseeing a functional area i.e., Internal
Affairs, Public Information, etc.; and performing administrative duties. Work Involves patrolling
City streets and neighborhoods to deter crime; apprehending violators or suspects; responding to
calls for law enforcement assistance; and gathering information for criminal investigations.
ESSENTIAL FUNCTIONS
The following duties are nonnal for this position. The omission of specific statements of
the dutle. does not exclude them from the classification if the work is similar, related, or a
logical assignment for this classification. Other duties may be required and assigned.
18.5% Supervises, directs, and evaluates assigned staff, processing employee concerns and
problems, directing work, counseling, disciplining, and completing employee performance
appraisals;
15% Oversees and monitors dally activities of assigned unit; allocates priority of calls for services;
oversees/monitors subordinates' response to incidents and assists officers with complex situations
or cases; distributes information and relays special instructions received during a watch; delegates
investigations, patrols, special assignments, or other shift tasks to subordinate personnel; reviews
work of officers including notes and reports prepared for shift activities, offenses and incidents,
victim and suspect statements, and other related information; keeps superiors informed of all
activities of unit.
11 % Oversees the daily activities of the victim advocate; ensures that all pollcyl procedures are
followed. Supervises, directs, and evaluates employeeslvolunteer in the victim advocate unit.
Reviews the statistical data provided by the advocate.
5% Instructs and directs subordinates regarding proper procedures and protocol of the department;
schedules and conducts In-service training in weapons, policy and procedure, computer use, and
other pertinent topics; inspects personnel for compliance with guidelines, uniform requirements,
and other departmental regulations.
5% Performs various personnel and administrative tasks to ensure proper functioning of unit;
schedules/approves staffing, coverage, and leave; requests overtime as necessary to ensure
adequate coverage; prepares shift, incident, monthly and other reports; maintains records
pertaining to unit activities, inspecting officers' uniforms, vehicles, etc.
5% Enforces all city and state codes, ordinances, laws, and regulations in order to protect life and
property and to prevent crime and promote security; apprehends and/or arrests persons who
violate federal, state or City codes and laws and advises suspects of rights; processes and
transports prisoners according to procedure.
1 % Maintains visibility by patrolling assigned area, city streets, parks, neighborhoods, and
businesses in a marked police vehicle; remains alert to suspicious activities or persons and reacts
appropriately; inspects troublesome areas and checks security of business establishments;
I
performs surveillance of various locations and of aiminal suspects; collects and reviews data;
develops trends and/or patterns pertaining to locations/suspects; files intelligence reports.
5% Determines probable cause to search and/or reasonable suspicion to detain suspects; obtains
warrants and performs various search operations; locates missing persons; pursues fleeing and
subdues resisting suspects; and effects arrests; serves criminal warrants and legal documents.
5% Monitors radio and responds to emergency calls/calls for assistance; communicates with radio
dispatcher and responds to complaints, reports of criminal events, requests for law enforcement,
and domestic or public disputes: assesses situation and takes appropriate actions to bring
situation to resolution; follows standard operating procedures when responding to calls; provides
backup assistance to subordinate and fellow officers as requested/necessary; contacts
command/supervisory personnel for emergency response and critical incident communications.
5% Secures crime scenes until superiors or arrives; gathers preliminary information In criminal
investigations by obtaining statements from victims, witnesses and suspects; performs searches
of people, vehicles and buildings; prepares investigative reports of findings, facts, and related
information; detects and collects evidence and substances that provide the basis for probable
cause for criminal acts; testifies in court.
2.5% Enforces traffIC laws and regulations; stops vehicles for traffic violations and issues traffic
citationslwarnings; directs vehicle and pedestrian traffic around accidents, disabled traffic control
devices, or heavily congested areas; establishes road blocks; administers field sobriety tests;
identifieS wanted persons/vehicles; impounds vehicles; assists disabled motorists; directs traffic for
funerals and other public gatherings; ensures roadways are clear of obstacles and hazards.
1 % Responds to accident calls; gathers information at the accident scene; Investigates accidents
involving serious injury; fatality, or hit-and-run; interviews victims and witnesses; notifl8S relatives of
victims as necessary.
1 % Performs tasks as necessary to assist at the scene of accidents, crimes, or other incidents,
including crowd control, first aid, rescue functions, etc.
5% Completes and/or reviews paperwork documenting shift and incident activities; completes
state reports to aocurately record criminal offenses; completes and prepares a variety of forms,
logs, requests, records, reports, correspondence, and various other documents associated with
daily responsibilities of this position; maintains administrative records and files.
2.5% Engages in publiC relations and community service activities and events to promote a
positive Image for the department and to build cooperative and collaborative relationships with the
community; responds to questions, complaints, and requests for information by telephone or in
person from merchants, communlty/clvic organizations, the general public, employees, superiors,
and other individuals.
2.5% Enters/retrieves data tolfrom computer system Including stolen property, arrest and wanted
persons information, investigation data, and criminal/driving records checks; reviews crime
statistics.
2.5% Maintains current field and code manuals, policies and procedures, employee handbooks,
various maps, and related material for reference andlor review.
2.5% Attends shift meetings, seminars, and specialized/update training sessions as required to
maintain knowledge of departmental and city operations, to promote improved job performance,
and to maintain knowledge of changing policies, prooedures, codes, and laws.
2.5% Assignment to the Administration Division perform the following additional duties:
I
investigates complaints agaInst officers; represents the department as Public Information Officer;
informs media of newsworthy events; coordinates court appearances and acts as liaison between
Police Department and courts; answers records requests from counsel, State Attorney's Office,
and other agencies; writes or completes policies, grants; and surveys; interviews and serves on
oral boards for potential employees; subscribes, disseminates, and maintains support materials,
including periodicals and research materials.
2.5% Cooperates with federal, state, and local law enforcement agencies and their officers or
representatives when activities are related to investigations within city jurisdiction; assists in the
prosecution of offenders; appears in court to present evidence and testimony.
ADDITIONAL FUNCTIONS
Assists with interdepartmental duties and city activities, which may include working within school
zones, directing traffIC, assisting in animal control, providing security at city social events and
athletic actIvities, special escorts, crowd/riot control, or other special assignments.
Maintains police vehicle and equipment, including firearms; shutUes vehicles for maintenance
purposes.
Answers the telephone; provides infonnation, advice and guidance; takes and relays messages
and/or direct calls to appropriate personnel; returns calls as necessary.
Substitutes for co-workers in tern porary absence of same; may assist with overseeing activities of
other police officers as assigned; performs various clerical and administrative duties in support of
division or departmental activities: perfonns other related duties as require
I
VICTIM ADVOCATE VOLUNTEER
PURPOSE OF CLASSIFICATION
The purpose of this classifICation is to be an adjunct to Uniform Patrol Support Services and
Investigations.
ESSENTIAL FUNCTIONS
50% Provides services to all victims of crimes (follow- up contacts, assisting in filing
compensation claims, sends out reports/documentation to requesting parties). Acts as a liaison
with local, county and state agencies. Takes part in injunction protections and court appearances.
10% Performs duties as an adjunct unit to Uniform Services Division & Investigative Services
Section. Consults with offICers to determine assistance & resources for all victims and/or
witnesses.
20% Performs daily assessments of incident reports. Enters and maintains pertinent statistical
information into a database.
20% Prepares and sends all domestic violence cases to the nearest domestic violence
clearinghouse in accordance with state statue.
ADDITIONAL FUNCTIONS
Attends local/county/state meetings.
Performs other related duties as required.
I
Smith, Jaclyn
From: Gitto, Suzanne
Sent: Monday, September 12, 2011 7:20 AM
To: Smith, Jaclyn
Subject: FW: VOCA revised
Attachments: p1c23281.gif
1!1
plc23281.gif (4 KB)
Showing he received the final one.
-----Original Message-----
From: Ramon Vilches [mailto:Ramon.Vilches@myfloridalegal.com]
Sent: Friday, September 09, 2011 2:34 PM
To: Gitto, Suzanne
Subject: Re: VOCA revised
Received. Have a great weekend!
Ramon
Ramon Vilches, Grant Manager
Bureau of Advocacy & Grants Management
Office of the Attorney General
PL-Ol, The Capitol
Tallahassee, FL 32399-1050
Phone: (850) 414-3341
FAX: (850) 487-3013
Ramon.Vilches@myfloridalegal.com
(Embedded image moved to file: pic23281.gif)
From: "Gitto, Suzanne" <GittoS@bbfl.us>
To: <Ramon.vilches@myfloridalegal.com>
Date: 09/09/2011 02:04 PM
Subject: VOCA revised
Here you go. Please let me know when you get this.
Thanks
Suzanne[attachment 'VOCA2.xls" deleted by Ramon Vilches/OAG]
Please note that Florida has a broad public records law, and that all correspondence to me
via email may be subject to disclosure.
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