Policy Statement

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					                         Capital Area Council of Governments
                     Criminal Justice Advisory Committee’s (CJAC)
                               FY 2010 Policy Statement

The following policies are established for the purpose of defining rules and regulations that will
govern the application review processes of the Capital Area Council of Governments (CAPCOG) and
the Office of the Governor, Criminal Justice Division (CJD) as outlined in the Interlocal Cooperation
Contract between CJD and CAPCOG, relating to the CAPCOG Criminal Justice Advisory
Committee (CJAC).

The funding and application policies contained in this document are subject to change as determined
by CAPCOG or CJD. Applications for funding through the fund sources, General Victim Assistance
– Direct Services (GVA-DS) ; Law Enforcement, Prosecution, Court, and Training Programs
Targeting Victims of Domestic Violence, Sexual Assault, and Stalking (LEPCT) ; State Fund 421,
Safe and Drug Free Schools and Communities (SDFSC), and Juvenile Justice and Delinquency
Prevention (JJDP), will be submitted to CAPCOG and reviewed for eligibility by the CAPCOG staff.
Prioritization lists will be established by the CJAC and its recommendations will be forwarded to
CAPCOG’s Executive Committee for consideration and approval before submitting its
recommendations to the Governor’s Office, CJD. All funding awards are made at the sole discretion
of the Office of the Governor, Criminal Justice Division and are final.

1. Compliance with the Texas Administrative Code
   All policies, rules, and regulations set forth in this document are in compliance with the Texas
   Administrative Code (TAC), and can be viewed on the Internet at:

   http://www.sos.state.tx.us/tac/index.shtml

2. Compliance with the Government Code, Chapter 551. Open Meetings Act
   All meetings of the Criminal Justice Advisory Committee (CJAC) will be held in compliance
   with the general provisions of the Open Meetings Act in the Government Code, which can be
   viewed online at

   http://www.sos.state.tx.us/texreg/index.shtml

3. Texas Review and Comments System (TRACS)
   The Application Review process conducted by the CJAC fulfills the TRACS Committee
   requirements for the General Victim Assistance – Direct Services (GVA-DS) , Law Enforcement,
   Prosecution, Court, and Training Programs Targeting Victims of Domestic Violence, Sexual
   Assault, and Stalking (LEPCT) , State Fund 421, Safe and Drug Free Schools and Communities
   (SDFSC), and Juvenile Justice Delinquency Prevention (JJDP) funding sources only.
   Information regarding the TRACS process can be viewed by going to:

   http://governor.state.tx.us/grants/
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4. Grant Application Process

   4.1. Applicant and Project Eligibility

      4.1.1. To be eligible for funding through the Capital Area Planning Council of Government
             (CAPCOG), the applicant agency must be located or provide services within, Burnet,
             Blanco, Bastrop, Caldwell, Hays, Fayette, Lee, Llano, Travis or Williamson Counties;
             the 10 county area known as Region 12

      4.1.2. Agencies within the CAPCOG region may expand their service area outside the
             CAPCOG 10 county region, however, the CJAC will only consider applications for
             funding that will provide services WITHIN Region 12. Funding for areas OUTSIDE
             of Region 12 must be submitted to the appropriate COG or directly to the Governor’s
             Office, Criminal Justice Division, if state-wide consideration is appropriate.

      4.1.3. Agencies headquartered outside of the CAPCOG 10-county area may submit a grant
             application for CJAC consideration if the funding sought will be designated to provide
             services WITHIN Region 12.

      4.1.4. All applicants, new or current, must submit applications that contain the most current
             statistic and demographic information available.

      4.1.5. An applicant that has a current grant and has been placed on Vendor Hold for the
             previous plan year and again for the current plan year, is ineligible to apply for
             funding through the CAPCOG CJAC application review process for one calendar year
             after their current grant has ended.

      4.1.6. All applicants, new or current, must participate in the community planning process
             within their county(s) or submit an application that addresses a priority service
             identified in the current community plan. The following information outlines the
             requirements for the community planning process:

             4.1.6.1.1.      Community plans and planning groups will comply with the applicable
                      provisions of the Texas Administrative Code, Title 1, Part 1, Chapter 3.

            4.1.6.1.2. Community planning group(s) must use appropriate statistics from the most
                       current relevant statistical crime data when developing community plans.


            4.1.6.1.3. Communities must submit a community plan to the CAPCOG criminal
                       justice planner every other year on the even year.

            4.1.6.1.4. Participation in the community planning process must include input from
                       community stakeholders, including but not limited to, current and former
                       CJD grantees.




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         4.1.6.1.5. Each community plan must be submitted to the Commissioner’s Court for
                    the presiding county(s) for approval/review/acceptance before being
                    submitted to CAPCOG.

         4.1.6.1.6. The CAPCOG Criminal Justice Planner will provide technical assistance for
                    this process, as well as all required forms and templates.

         4.1.6.1.7. Failure of a community to comply with community planning requirements
                    may result in ineligibility of applicants from the non-participating
                    community to participate in the CAPCOG application review process.

   4.1.7. Grantees who have received funds but not spent them, received funds but did not
          spend them on the proposed services for which the funding was recommended, had
          their funding award rescinded, or had to turn their award back into the Governor’s
          Office because of an inability to spend it, will not be eligible to apply for funding
          through the CAPCOG CJAC application review process for a period of three (3) years
          from the end date of the program year for which the funding in question was originally
          awarded.

   4.1.8. Agencies that receive General Victim Assistance – Direct Services (GVA-DS) grant
          money from their statewide affiliate agencies are not eligible to apply for GVA-DS
          funding that is allocated to Region 12 through the CAPCOG Criminal Justice
          Advisory Committee Application Review Process.

4.2. Grant Notification Deadlines and Mandatory Grant Application Workshops

   4.2.1. CAPCOG will notify potential applicants regarding grant application submission
          deadlines by sending out emails and posting information on the CAPCOG website.

   4.2.2. CAPCOG will schedule and hold Grant Application Workshops to review grant
          application requests for proposal developed by the Office of the Governor, CJD.

   4.2.3. Attendance at the grant application workshops is mandatory each year for all current
          grantees, as well as, new applicants due to policy, guidelines and application rule
          changes. Attending a grant application workshop conducted by a COG outside of the
          CAPCOG regeion does not substitute for the required attendance at the grant
          application meeting conducted by CAPCOG.

   4.2.4. If an applicant is unable to attend the regularly scheduled workshop, the applicant
          must contact the CAPCOG Criminal Justice Planner to make alternate arrangements at
          least 2 hours PRIOR to the scheduled grant application workshop they are unable to
          attend.

   4.2.5. CAPCOG’s Criminal Justice Advisory Committee (CJAC) will NOT review any
          application for funding from agencies/organizations that did not have representation at
          the mandatory grant application workshops, did not make other arrangements prior to
          the scheduled grant application workshop, or did not submit a complete application
          packet to CAPCOG by the required deadline.


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4.3. Funding Sources
   The grant applications that will be reviewed by the CJAC include, but are not limited to the
   following funding sources from the Governor’s Office Criminal Justice Division:

         General Victim Assistance – Direct Services (GVA-DS)
         Law Enforcement, Prosecution, Court, and Training Programs Targeting Victims of
          Domestic Violence, Sexual Assault, and Stalking (LEPCT)
         State 421 Planning Funds
         Juvenile Justice and Delinquency Prevention Act (JJDP)
         Safe and Drug Free Schools and Communities (SDFSC)

4.4. Fund Specific Information

   4.4.1. General Victim Assistance – Direct Services (GVA-DS)
        This is a competitive grant that requires a new application for each year of funding
          desired.
        No limit to maximum number of years of funding, provided funds are available and
          application receives qualifying scores from the CJAC
        Decreasing Fund Ratio: No
        Required Match: Grantees, other than Native American Tribes, may be required to
          provide matching funds of at least twenty percent (20%) of total project expenditures.
          Native American Tribes may be required to provide a five percent (5%) match. This
          requirement may be met through cash and/or in-kind contributions.
        Funding cap of $80,000 per application , for a maximum of 2 applications per
          agency/applicant EXCEPT in the case of a single agency providing domestic
          violence, sexual assault, AND children’s advocacy services. An agency meeting this
          description will be allowed to submit 2 additional applications for up to $80,000
          each.
        Total agency/applicant requests cannot equal more than 50% of the
          applicant/agency’s current total operating budget
        First time GVA-DS applicants (an agency/applicant that has never been awarded
          GVA-DS funding before, OR, has not received GVA-DS funding within the last five
          years) is limited to submit one application for a maximum amount of $ 50,000 for
          only one program.
        Applicants will prioritize their own applications into Tier 1 or Tier 2 status. All
          agencies will have one application ranked in Tier 1. Agencies that submit a second
          application would then have the second application ranked in Tier 2. This ensures
          that all applicants get a first shot at funding before any agency has two applications
          funded.
        Applicants that have a current GVA-DS grant through CJD and are placed on Vendor
          Hold will receive a 20 point deduction off on the score sheet for their next application
          request for GVA-DS funding. (See section 4.1.5 for additional Vendor Hold
          information)

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        Agencies that receive GVA-DS grant money from their statewide affiliate agencies
         are not eligible to apply for GVA-DS funding that is allocated to Region 12 through
         the CAPCOG Criminal Justice Advisory Committee Application Review Process.
         These agencies include, but are not limited to: Texas Advocacy, MADD, Legal Aid
         Society, Court Appointed Special Advocates (CASA, Texas Department of Public
         Safety.

4.4.2. Law Enforcement, Prosecution, Court, and Training Programs Targeting
       Victims of Domestic Violence, Sexual Assault, and Stalking (LEPCT)
        This is a competitive grant that requires a new application for each year of funding
         desired.
        No limit to maximum number of years of funding, provided funds are available and
         application receives qualifying scores from the CJAC
        Decreasing Fund Ratio: No
        Required Match: Grantees, other than Native American tribes and non-profit, non-
         governmental victim service providers, must provide matching funds of at least
         thirty-five percent (35%) of total project expenditures. This requirement may be
         met through cash and/or in-kind contributions.
        FY 2010 funding caps and other application specifications, if applicable, will be
         posted on the CAPCOG website: www.capcog.org

4.4.3. State 421 Planning Funds
        This is a competitive grant that requires a new application for each year of funding
         desired.
        Five year funding maximum, providing funding is available and the fifth year
         funding request amount does not fall below $10,000.
        Decreasing Fund Ratio: Yes. First year’s award is the 100% mark, with the
         following year’s eligible request amount to be limited to 80% of the first year’s
         award, and so on.
        Required Match: None
        *EXCEPTION – The operation of CAPCOG’s Regional Training Academy (RTA)
         is funded at 100% on a continuing basis and is not subject to the decreasing ratio.
        FY 2010 funding caps and other application specifications, if applicable, will be
         posted on the CAPCOG website: www.capcog.org

4.4.4. Juvenile Justice and Delinquency Prevention (JJDP)
        This is a competitive grant that requires a new application for each year of funding
         desired.
        Five year funding maximum, providing funding is available and the fifth year
         funding request amount does not fall below $10,000.
        Decreasing Fund Ratio: Yes. First year’s award is the 100% mark, with the
         following year’s eligible request amount to be limited to 80% of the first year’s
         award, and so on.
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             Required Match: None
             FY 2010 funding caps and other application specifications, if applicable, will be
              posted on the CAPCOG website: www.capcog.org

   4.4.5. Safe and Drug Free Schools and Communities (SDFSC)
             This is a competitive grant that requires a new application for each year of funding
              desired.
             Five year funding maximum, providing funding is available and the fifth year
              funding request amount does not fall below $10,000.
             Decreasing Fund Ratio: Yes. First year’s award is the 100% mark, with the
              following year’s eligible request amount to be limited to 80% of the first year’s
              award, and so on.
             Required Match: None
             FY 2010 funding caps and other application specifications, if applicable, will be
              posted on the CAPCOG website: www.capcog.org

4.5. Maximum Number of Years Funding and Decreasing Funding Ratios

   4.5.1. Maximum Years of Funding

      4.5.1.1. Grantees can receive up to five years of funding from certain funding sources
               contingent upon availability of funds, specific fund-mandated maximum years of
               funding, and approval by the CJAC. Applicants are still required to submit an
               application for each year funding is requested to CJD and CAPCOG, as well as
               participate in the competitive CJAC application review process. The CJAC does
               not have to consider applications for funding of under $10,000 from an applicant
               seeking fifth year funding of a project. APPLICANTS WILL NOT BE
               AWARDED A MULTI-YEAR GRANT THROUGH ONE APPLICATION.

      4.5.1.2. FY 2010 funding caps and other application specifications, if applicable, will be
               posted on the CAPCOG website: www.capcog.org

   4.5.2. Decreasing Funding Ratio for Current Grantees

      4.5.2.1. There is a decreasing funding ratio that provides for funding of 100% of costs in
               the first year. The first-year grant award, for JJDP, SDFSC, and State 421
               Planning Funds sets a benchmark for the funding levels of any subsequent
               awards unless otherwise specified by the Criminal Justice Advisory Committee.

            4.5.2.1.1.   In the second year, the grantee is eligible for 80% of the first-year amount;

            4.5.2.1.2.   In the third year, the grantee is eligible for 60% of the first-year amount;

            4.5.2.1.3.   In the fourth year, the grantee is eligible for 40% of the first-year amount;




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          4.5.2.1.4.   In the fifth year, the grantee is eligible for 20% of the first-year amount;

          4.5.2.1.5.   Any project under this policy for sixth- or subsequent-year funding will
                       not be considered.

          4.5.2.1.6.   The decreasing fund ratio does NOT apply to GVA-DS or LEPTC grants.

          4.5.2.1.7.   EXECPTION: The operation of the CAPCOG Regional Training
                       Academy (RTA) is funded at 100% of the grant requested amount on a
                       continuing basis. The CAPCOG RTA application is subject to CJAC
                       review, but is not part of the regional competitive process. The CAPCOG
                       RTA application will be listed in the first slot on the CJD-required
                       prioritization list that is forwarded to CAPCOG’s Executive Committee
                       for review and approval before submission to the Governor’s Office, CJD.

      4.5.2.2. Decreasing Funding Ratio for New Grantees (first time applicants in FY 2008)

          4.5.2.2.1.   New or first year grant applicants may be considered for only 80% of their
                       first year funding request to CJD. A second year request will be
                       considered at 100% of the funding request to CJD. This rule is in place to
                       allow first year grantees time to hire staff and get their programs running
                       without committing funding that may never be used for program
                       implementation.

          4.5.2.2.2.   In the third year, the grantee is eligible for 60% of the second-year
                       amount;

          4.5.2.2.3.   In the fourth year, the grantee is eligible for 40% of the second -year
                       amount;

          4.5.2.2.4.   In the fifth year, the grantee is eligible for 20% of the second -year
                       amount;

          4.5.2.2.5.   Any project under this policy for sixth- or subsequent-year funding will
                       not be considered.

          4.5.2.2.6.   The decreasing fund ratio does NOT apply to GVA-DS or LEPTC grants.


4.6. Application Preview

   4.6.1. Current Grantees and New Applicants

      4.6.1.1. Agencies/organizations that currently have a grant funded through CJD are
               required to submit a new application for each year of their fund-mandated
               maximum years of funding, as well as participate in the application review
               process before the CJAC.

      4.6.1.2. These applications will be reviewed in the same manner as new applications,
               with the exception that additional information including, but not limited to,
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                   monitoring reports verifying non-compliance with certified assurances, failure to
                   complete program progress reports, failure to submit financial reports required
                   by CJD, and failure to comply with quality and assurance recommendations will
                   also be considered as a factor in the decision to recommend the application to the
                   Governor’s Office, CJD for funding consideration.

      4.6.2. New Applications

          4.6.2.1. New projects are defined as any project that has never been funded through any
                   source, or has not been funded through the CAPCOG regional allocation for the
                   past five years or more, or is a currently funded project that has changed the
                   scope of work or target group of the grant.

          4.6.2.2. Applicants are required to submit a completed preview copy of the grant
                   application to the criminal justice planner five (5) business days PRIOR to the
                   application due date to CJD AND prior to the application being submitted to the
                   Governor’s Office CJD. For example, if the CJD application due date is
                   Monday, January 16th, 2009, CAPCOG must receive the preview application no
                   later than Tuesday, January 9th, 2009 by 5:00 p.m. Applicants can e-mail the
                   previewgrant application to: capcogapplicationreview@capcog.org

          4.6.2.3. Failure to submit an application to CAPCOG for preview PRIOR to submitting
                   the application to the Governor’s Office will automatically disqualify the
                   application from participation in CAPCOG's CJAC Application Review Process.


   4.7. Official Application Submission

     4.7.1. Applications for GVS-DV, LEPCT , SDFSC, JJDP, and State 421 Planning Funds to
            provide services within Region 12 must be submitted directly to the Governor’s
            Office, Criminal Justice Division via the eGrants system. Go to the following link to
            access this site: https://cjdonline.governor.state.tx.us/Default.aspx

      4.7.2. Grantees must also submit a copy of the Certified application, as well as all CAPCOG-
             required materials, to the CAPCOG Planner the SAME DAY as the application is
             submitted to the Governor’s Office. Certified applications and CAPCOG-required
             materials must be emailed to the CAPCOG planner at:
             capcogapplicationsreview@capcog.org. Grantees who fail to comply with this
             requirement will be ineligible to participate in the CJAC application review process.

5. CJAC Application Review and Scoring Process

   5.1. The Criminal Justice Advisory Committee (CJAC)

      5.1.1. The CJAC is a volunteer committee comprised of a multi-disciplinary representation
             of members from the region per the requirements of the Governor’s Office, CJD.
             These discipline areas include citizens or parents, drug abuse prevention, education,
             juvenile justice, law enforcement, mental health, nonprofit organizations,
             prosecution/courts, and victim services.

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   5.1.2. The primary task of the CJAC is to review criminal justice grant applications from
          throughout the region, listen to grant application presentations, and provide funding
          recommendations based on a standardized scoring instrument, as well as information
          contained in the community plans relating to community-identified priority areas.

   5.1.3. All CJAC recommendations are forwarded to CAPCOG's Executive Committee for
          review and approval before being submitted to the Office of the Governor, Criminal
          Justice Division for final funding consideration.

5.2. CJAC Application Review

   5.2.1. The CJAC reviews all grant applications that meet the eligibility threshold criteria
        based on the following:

      5.2.1.1. Any state strategies identified by CJD;

      5.2.1.2. Priorities identified during the community planning process and contained in the
               CAPCOG Regional Strategic Plan;

      5.2.1.3. Participation in a local community planning process or a priority as identified in
               the current community plan;

      5.2.1.4. The eligibility, reasonableness and cost-effectiveness of the proposed project;

      5.2.1.5. Current CAPCOG policies and bylaws, and

      5.2.1.6. Current CJD policies and bylaws.

5.3. CJAC Member Conflict of Interest

   5.3.1. Members of the CAPCOG’s governing body, Criminal Justice Advisory Committee
          members and CAPCOG staff members must abstain from reviewing, voting or
          commenting, or taking any action on any application during the prioritization process
          if the member, planner, or an individual related to the member or planner within the
          third degree of consanguinity or within the second degree by affinity:

           5.3.1.1. is employed by the applicant agency and works for the unit or division that
                    would administer the grant if awarded; or

           5.3.1.2. serves on any board that oversees the unit or division that would administer
                    the grant if awarded; or

           5.3.1.3. owns or controls any interest in a business entity or other non-governmental
                    organization that benefits, directly or indirectly, from activities with the
                    applicant agency; or

           5.3.1.4. receives any funds from the applicant as a result of the grant; or uses or
                    receives a substantial amount of tangible goods, services, or funds from the
                    applicant.

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      5.3.2. If a member must abstain from reviewing, voting, commenting, or taking any action
             on any grant application, the member must also abstain from reviewing, voting,
             commenting, or taking any action on any competing applications within that funding
             source during the prioritization process.

      5.3.3. At the beginning of each prioritization meeting, the chair of the committee shall
             request members to clearly identify any possible conflict of interest when scoring
             applications.

      5.3.4. Members will clearly state their abstention from voting on certain applications and
             will not speak on behalf of or in support of an applicant.

      5.3.5. Members shall write, “ABSTAIN” on each score sheet of each application they do not
             score due to a conflict of interest.

      5.3.6. The tabulation of scores for an application is based on the number of members eligible
             to vote.

   5.4. Application Prioritization Meetings

      5.4.1. The criminal justice planner will schedule the application prioritization meetings
             where the CJAC will review, score the applications on the official score sheet, and
             prioritize the applications.

      5.4.2. Notifications of these meetings will be sent to all current grantees and will also be
             posted on the CAPCOG website.

   5.5. Mandatory Attendance of Prioritization Meetings

      5.5.1. A representative from each applicant organization shall attend the prioritization
             meeting. A brief presentation of an application shall be made by anyone chosen by the
             applicant organization to represent him or her, and to answer any questions posed by
             the CJAC members.

      5.5.2. If extenuating circumstances arise and an applicant organization is unable to attend the
             prioritization meeting as a result, the applicant organization shall notify the criminal
             justice planning staff as soon as possible BEFORE the meeting.

      5.5.3. Failure to attend the prioritization meeting will deem the application ineligible for
             prioritization.

6. CJAC Score Sheets and Tabulation of Scores

   6.1.   The CJAC will use a two-phase approach to scoring and prioritizing applications:

      6.1.1. The first phase will be to score each application against a standardized score sheet.
             An application must score one point higher than half of the total points available on
             the score sheet to move onto the prioritization phase


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      6.1.2. The second phase, the prioritization phase, requires that the list of eligible applications
             be ranked against additional criteria, strategies, and outcomes. This specific
             information will be posted to the CAPCOG website for review by potential applicants
             prior to the application deadline date.

   6.2.    Recommended and Not Recommended Applications
          The CJAC reserves the right to not recommend an application or specific line item(s) within
          an application for funding. The decision not to recommend funding these applications will
          be accurately reported to the Office of the Governor, Criminal Justice Division.

   6.3.    CJAC Final Recommendations
          All CJAC recommendations must be reviewed and approved by the CAPCOG Executive
          Committee before submission to the Office of the Governor, Criminal Justice Division.

7. Appeals Process for Grant Applicants

   7.1.     There is no commitment or obligation on the part of CAPCOG, the Criminal Justice
            Advisory Committee (CJAC), or CAPCOG's Executive Committee to recommend any
            application for funding. Decisions related to recommending an application for funding are
            based on the outcomes of the CJAC prioritization process. Appeals regarding funding
            recommendations follow the criteria listed below:

     7.1.1. The only cause for an appeal that will be considered is an alleged scoring error made
            during the prioritization process. An applicant must demonstrate that the error actually
            caused the application (or a portion of the application) to not be recommended to CJD
            for funding.

     7.1.2. Applicants must notify the CAPCOG Executive Director of the intent to appeal within
            10 working days from the date of notification. Appeals must be submitted in writing,
            must include the basis of the appeal, and must be signed by applicant’s authorized
            official.


     7.1.3. The applicant shall submit relevant information and any additional documentation
            requested by the Executive Director to substantiate the basis for the grantee’s appeal.


     7.1.4. Letters and phone calls of support will NOT be considered as part of the official appeal
            process.

     7.1.5. Upon receipt of all requested documentation supporting the appeal, the Executive
            Director may place the appeal on the agenda for the next available meeting of the
            Executive Committee.

     7.1.6. A representative from the Criminal Justice Advisory Committee (CJAC) will be present
            at the Executive Committee meeting that includes the appeal agenda item.




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      7.1.7. The decision of the Executive Committee will be the final action concerning all appeals.

      7.1.8. The Criminal Justice Advisory Committee members will receive a copy of the written
             appeal, notice of the Executive Committee meeting of which the appeal has been placed
             on the agenda, and will be notified of the action taken by the Executive Committee
             regarding the appeal.

Revised By Resolution January 14, 2009
Revised By Resolution November 12, 2008
Revised By Resolution December 12, 2007
Revised By Resolution March 14, 2007
Revised By Resolution November 9, 2005
Revised By Resolution on December 8, 2004
Revised by Resolution on November 10, 2004
Revised by Resolution on November 12, 2003
Revised by Resolution on September 26, 2002
Adopted by Resolution on October 19, 1999
Revised by Resolution on March 23, 2000
Revised by Resolution on September 19, 2000




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