2010 Victims of Crime
Act
Pre-bid Seminar
April 16, 2010
Introduction
Staff
Marc Peoples, Program Manager
Tina Utley, Program Specialist
Janet Amitin, Program Specialist
Kristina Kirchhoff, Program Representative
Michelle Parks, Program Representative
Carrie Wehking, Program Representative
Beth Evers, Program Representative
Carrie Kiesling, Support Staff
Tiffany Juergens, Support Staff
What Is VOCA?
TheVictims of Crime Act of 1984
was passed by Congress to assist
states in providing high quality
services that are directly related to
the emotional healing and
recovery of crime victims.
Source = fines, penalties &
forfeitures collected from persons
convicted of offenses against the
U.S.
VOCA Funding in MO
2009 VOCA award was $6.8M
Weanticipate we will fund
approximately $7million in 2010
The Application Packet
Program Description
Grant Application Instructions
– There are changes to the application,
please make sure to read
and Administrative
Financial
Guidelines
Primary Purpose of VOCA
Provide direct services to victims of
crime
victims of crime as soon as
Assist
possible
Provide on-going support to the
victim
Services to Victims of Crime
Are Defined As:
Those efforts that:
– Provide a response to the emotional and
physical needs of crime victims
– Assist primary and secondary victims of
crime to stabilize their lives after a
victimization
– Assist victims to understand and participate
in the criminal justice system
– Provide victims of crime with a measure of
safety
Fund Allocation
10% - 3 priority categories
– Victims of sexual assault
– Victims of domestic violence
– Victims of child abuse
10% to programs that provide
services to underserved victims
Underserved Victims
Nature of crime
– Victims of drunk driving crashes
– Survivors of homicide victims
– Adult survivors of incest
– Victims of burglary
Underserved Victims
By demographics
– Elderly
– Disabled persons
– Racial or ethnic minorities
– Rural or urban residents
– Non-English speaking or LEP residents
Match Requirements
20% of the total project cost must be
from non-federal/non-state sources
Cash or in-kind
Match restricted to same use as Fed
$
Match Requirements
Agencies must have:
– Support & approval of community
– History of being cost-effective
– Financial support from non-federal
sources
Eligible Match – In Kind
Volunteer time
– On-Call volunteer time will be limited to
60% of total match required
Othernon-monetary contributions /
donations
Timing of Matching
Contributions
Bythe 6th month of the grant,
agency must show half of the match
amount obligated by end of
Full
contract
Record Keeping - Match
Source, amount & when allocated
Basis for determining value
Volunteer time documented by
activity
Eligible Match – In Kind
Volunteer time (activity timesheets must be kept)
– Direct services to victims
– $9.50/hour
– Volunteers = non-employees
Loaned/donated equipment
– Fair market value
Space
– Fair market value as determined by
appraisal or realtor
– Cannot donate space to self
Eligible Match – Cash
Source
Attributable to line items in grant
budget
– Salary
– Fringe benefits
– Mileage, etc
Supplanting
Allagencies: If funding has been
lost you must adequately document
that in the supplanting section of the
application
Address any new items that the
agency is requesting
Eligibility Requirements
Public or non-profit organization
– Non-profit must have 501(c)(3)
Provide services to victims of crime
Record of effective services
Eligibility Requirements
New programs:
– 35% of agency budget must come from
non-federal / non-state sources
Provide 20% match
Useof volunteers by the agency in
provision of direct services (must be
documented with timesheets)
Eligibility Requirements
Promote community efforts to aid
victims of crime (however, not on grant time)
Help victims apply for CVC benefits
Comply w/ federal and state criteria
Eligibility Requirements
Provide services to Fed. crime victims
No charge to victims for VOCA services
– Includes 3rd party payors (insurance,
medicare/medicaid, etc.)
Maintain client-counselor confidentiality
Maintain confidentiality of research info
Eligible Organizations
Victim service organizations
– Sole purpose is to serve crime victims
Other organizations:
– Criminal Justice agencies
– Religiously affiliated organizations
– Hospitals/emergency medical facilities
– Others
Mental health service orgs
Legal service agencies
Ineligible Recipients of VOCA
Funds
Federal agencies
In-patient treatment facilities
MCADSV Service Standards
If VOCA funding is used to provide
services to victims of domestic
and/or sexual violence and their
children, service definitions set forth
in the MCADSV Service Standards &
Guidelines for Domestic Violence
and/or Sexual Violence Programs
must be followed
MCADSV Service Standards
If language in the VOCA Application
conflicts with the MCADSV Service
Standards & Guidelines, the VOCA
application/guidelines must be
followed
– For instance – The MCADSV Standards for
Court Advocacy advise that a DV program
providing court advocacy should develop
and/or participate in a coordinated community
response effort.
MCADSV Service Standards
in coordinated
Participation
community response efforts are not
allowable activities through VOCA;
– Therefore, the VOCA guidelines would
override that particular section of the
Court Advocacy Standard
MoCVSU Program Standards
ALLother agencies (those NOT
primarily serving victims of domestic
and/or sexual violence) will be
required to comply with the new
Missouri Department of Public Safety
Crime Victim Services Unit (CVSU)
Program Standards and Guidelines
Service Standards and Guidelines
Agencies must explain HOW services are
provided in compliance with either the
MCADSV Service Standards & Guidelines
or the MoCVSU Program Standards &
Guidelines
– Simply stating the agency “is in compliance”
does not constitute sufficient explanation
Standards & Guidelines can be
downloaded from our website; links are
provided along with the 2010 VOCA
application
Code of Ethics
MoCVSU has adopted a new code of
ethics that ALL agencies must
comply with
– By signing the Certified Assurances,
agencies agree to abide by the Code of
Ethics
– The Code of Ethics can also be
downloaded from our website
Allowable Services, Activities,
Costs
Direct services:
– Immediate health and safety
– Mental health assistance
– Assist w/ participation in CJ
proceedings
Allowable Services, Activities,
Costs
Direct services, continued
– Special services
– Personnel costs
Other Allowable Costs
Non-direct services:
– Skills training for DS staff
– Training materials for DS providers
– Equipment and furniture for DS
providers
– Contracts for professional services
Other Allowable Costs
Non-direct services:
– Operating costs
Pro-ratedshare of rent, utilities, phone, etc
that are used in the provision of direct
services
– Audit costs if meet the $500,000 federal
threshold
Ineligible Services/Activities
Lobbying / administrative advocacy
Perpetrator rehabilitation &
counseling
Needs assessments, surveys, etc.
Prosecution activities
Ineligible Services
in community
Participation
coordination efforts
Fundraising activities
Indirect organizational costs
Property loss
Ineligible Services
Relocation expenses
Most administrative staff expenses
Most medical costs
Ineligible Services
Development of protocols,
interagency agreements and other
working agreements
Costto send crime victims to
conferences
exclusively related to crime
Activities
prevention and awareness
Ineligible Cost Items
Construction or renovation
Acquisition cost of real estate
Large items of equipment
Ineligible Cost Items
Professional dues, memberships,
etc.
Employee bonuses
Indirect organizational costs
Funding
Federal $ received on annual basis
Noproject is guaranteed
continuation funding from year to
year
Contract Period
October 1, 2010
To
September 30, 2011
Monitoring
Newprograms – w/in first 6-8
months
Existing programs – once / 2 years
May be monitored more frequently
Reporting Requirements
Subgrant Award report
Monthly Report of Expenditures
Annual Progress Report
Completing and
Submitting the
Application
Application Summary Report
Givesus basic information about the
program
Provide contact info for key personnel
– Be sure to include correct e-mail
addresses!
Providea brief summary of the
project you are applying to receive
funds for
Application for Funding
Project Director and Authorized Official can not
be the same person
Law
City County Nonprofit Enforcement
Government Government Agency Agency
Authorized Mayor or City County Board City Mayor or
Official Administrator Commissioner/ President/Chai Administrator/
Administrator r or person County
able to enter Commissioner
agency into a
contract
Project Person Person Person Police
Director overseeing overseeing overseeing Chief/Sheriff
project project project
Fiscal City County Board City/County
Officer Treasurer or Treasurer or Treasurer / Treasurer or
Comptroller Comptroller CFO Comptroller
Personnel Budget Page
Personnel
– Actual gross salary per month must be
provided
Gross salary/month
x % of grant funded time
x months to be employed
Total (grant) cost
Personnel Budget Page
Minimum percentage of time
requested can be no less than 10%
Any amount of time on grant less than 10%
will not be considered.
Job descriptions outlining duties and
minimum applicant requirements
must be provided
Maintain daily time and activity
records on all grant personnel
Personnel Budget Page
Fringe Benefits
– Must be itemized
– Prorated according to amount of grant
funded time
Personnel Information Form
Requiredif submitting Personnel
Budget Form
Detailsthe responsibilities of the
position
Volunteer Match Form
Must be direct services
Time calculated at $9.50/hour
Employees (or Board members) cannot be
volunteers
Volunteer MATCH is not required, but the
use of volunteers in the provision of
services is!
Travel Budget Page
Mileage
– Maximum mileage allowance is
.42¢/mile or the applicant agency rate,
whichever is less
– Submit agency travel policy, including
agency reimbursement rate, with
application
Meals
– Per diem rates may be used to
estimate costs; however only actual
costs are reimbursed
Equipment Budget Page
Equipment
– Must be reasonable and necessary to
providing direct services to victims of
crime
– If used for purposes other than the
VOCA, the costs must be prorated
Prorate costs based on the proposed VOCA
budget, or the % of time the employee
using the equipment will be funded through
the grant
– Receipts will be necessary for
reimbursement
Supplies/Operations Budget Page
Office Supplies
– A general office Supply list provided in
the application packet
Anything provided in this list can be shown
as one line item and generically labeled
“office supplies”
Anything not provided in this list must be a
separate line item
Office supplies must be prorated based
upon the VOCA budget
“Miscellaneous …” must receive prior
approval before purchase
Contractual Budget Page
Contracts
– $56.25/ hr or $450/day is the max
– Agency must submit a written contract
between your agency and the
individual/company you are contracting
with
Must outline the services to be provided
Timeframe services will be provided
The cost associated with providing the
services
If a contract is not yet in place, submit a
draft copy of the contract for consideration
If approved, agency will be required to
submit a final signed contract
Budget Pages
Items listed on the budget pages will
need to be included in the written
“Budget Justification” portion of the
narrative.
– Do not simply re-list the items you are
requesting
– JUSTIFY the need and the expense of each
item.
Narrative Work Program
Use plain white paper
each section of the narrative
Identify
using the outline provided
– Read the application, some changes of
occurred
Use type no smaller than 12 font
No more than 16 pages
Narrative Work Program
History of your agency
Statement of the Problem
– Not lack of staff, resources, etc
– Be factual
– Use current local statistics
Type of Program
Outline the services to be provided
– Define the services to be provided
– Tell who will perform these services
– Tell how these services will be provided
– Tell who will benefit from these services
– Explain how services are delivered in
compliance with the MCADSV Service
Standards or MoCVSU Standards
Coordination of Services
VOCA eligibility requirement
with who and how you
Outline
coordinate activities
Requirement to coordinate, but can’t
do it on VOCA time
These agencies would ideally provide
letters of collaboration
Identification of Matching
Funds
the matching line items
Identify
and amount
– Volunteer hours for support groups –
20 hours @ $9.50/hour = $190
– $50 cash donation for office supplies
source of matching funds
Identify
(general revenue, donations,
volunteer time, etc)
Budget Justification
Justify the NEED for requested items
Explain each item (5 W’s)
Explain why VOCA should fund these
items
Dollar amounts, premium
Include
amounts, amount of hours the
personnel is working
Supplanting
Replacing existing agency funds for
this project with VOCA funds
All agencies must address
Crime Victims Compensation
Explain CVC assistance procedures
to victims
victims with CVC is a
Assisting
requirement of VOCA!
Volunteers
Describe Agency Volunteer Program
– # volunteers currently used (direct/non-
direct service)
– Type of services provided (direct/non-
direct service)
– Who supervises their activities
– Use of volunteers by agency in the
provision of direct services is a
requirement of VOCA!
Volunteers
Describehow recruit & train
volunteers
– How are volunteers recruited?
– What are the qualification
requirements?
– Type and # hours training received
– Who provides the training?
# of Victims To Be Served
# to be served during contract period
(Must match to the Application
Summary Report)
Specific to this project/grant
Use previous years’ stats to support #
Ifserving multiple Counties provide
stats for each one
Goals and Objectives
A GOAL is a broad based
statement which reflects an overall
end result you are trying to attain.
AnOBJECTIVE is something you
are going to do, by a certain
amount within a certain amount of
time
Example Goal:
Victim assistance services will be
available to victims of crime in “X”
county.
Does the goal directly relate to the
stated problem??
Measurable Objectives
how your project will assist in
Reflect
reaching the stated goal(s)
Address the problem(s) identified
Be measurable
– Include “to maintain, to increase, or to
decrease”
Example Objective (New
Program):
To increase the # of victims
receiving emergency legal assistance
(to do something) from 0 to 20 (by a
certain amount) during the grant
period(within a certain period of
time).
Does the objective relate to the
problem??
Example Obj. (Existing Program):
Increase the number of victims
receiving assistance in applying for
an ex parte (to do something) from
35 to 50 (by a certain number)
during the grant period (w/in a
certain period of time).
Does the objective relate to the
problem??
Evaluation Procedure
Determination of project
effectiveness
Includedescription of data
collected
Should tie to Goals and Objectives
Cost Assumption
explain what your
Realistically
agency will do to continue this
project if you did not receive VOCA
funding
us steps that have been taken
Tell
and will be taken to develop this plan
Weare looking for sustainability of
program if funding is reduced/lost
Report of Success
Required for existing VOCA recipients
Ifproject exists but is not currently
funded through VOCA you can report
on the success of the program
Report of Success
Format:
– Use current VOCA goals and objectives
– Use outline format
– State the goal(s) and the results to date
– State the objective(s) and the results to
date
If objective was not met, provide an explanation
– Use actual numbers along with %
50 out of 100 (50%)
Other Required Forms
Certified Assurances
Report of Expenditures and Check
Payee
Other Sources of Funding
Other Required Forms
Audit Requirements Form
Certification Regarding Debarment
Other Required Documents
Agency Org Chart
– Shows grant position(s)
Agency Procurement Policy
– For items other than Personnel
Agency Travel Policy
– If requesting travel costs
Job Descriptions for Grant Personnel
Current Agency Budget/Profit and Loss
Statement
Other Required Documents
Non Profit Agencies:
– List of Board of Directors
– 501(c)(3) letter from IRS
2-5 Letters of collaboration
Letters of Collaboration
Letters of Collaboration instead of
Letters of Support
L of C provide more information
L of C do not come from:
– Victims
– Legislators
L of C come from agencies you
actively work with to provide effective
services.
Letters of Collaboration
how currently working with
Outline
you and their role in the grant
Collaborations should be necessary
should tie back to the
Letters
Coordination of Services section of
the narrative
Letters of Collaboration
2-5letters – depends on your area
and your project
Submitwith the application – don’t
submit separately, they will not be
attached for you
Have agency send them to you – not
us
Putting it Together
Submit all the required forms
Submit the narrative work program
Submit at least 2 letters of
collaboration
Put in order
Original plus 2 complete copies
Application Due Date
Postmarked by June 4, 2010
OR
Hand delivered to our office by 4:30pm
June 4, 2010
If use agency postage meter and it is
received after June 4, 2010 it will not be
reviewed regardless of postmark date.
The Original and 2 Copies Must Be
Submitted To:
Missouri Department of Public Safety
Office of the Director
P.O. Box 749
301 W. High Street
Room 870 Truman Building
Jefferson City, MO 65102-0749
Final Tips
Read the application instructions
Double check your math
Have someone else read you
application to check for
grammatical errors, and to see if
it makes sense
Final Tips
Make sure what you are asking
for is eligible
Fill in all the blanks
Include all attachments
Make sure it arrives on time!
Application Review Process
A panel of individuals from within
and outside DPS are convened to
review the applications submitted
Panelmembers cannot have a
personal financial interest in VOCA
Funding
Application Review Process
Applicantsare not contacted if part
of the application is missing
Applications/orparts of applications
received after the deadline will not
be reviewed
Evaluation Criteria
Score of Application
Geographical location
Demonstration of Need
Evaluation Criteria
Adequate correlation between the cost of
the project and the objectives to be
achieved
Probability of project to meet identified
goals
Demonstration that supplanting will not be
taking place
Evaluation Criteria
Cooperation and Community
collaboration
Use of volunteers
Assistance with CVC
Local match requirements are met
Evaluation Criteria
Compliancewith state and federal
laws and guidelines
Ongoing success of the program
Ratio of funding to services is
relative
Overall quality of the application