2005-037-RES AUTHORIZING EXECUTION OF A GRANT APPLICATION TO THROUGH ARK-TEX COUNCIL OF GOV. FOR A VIOLENCE AGAINST WOMENT ACT GRANT
RESOLUTION NO. 2005-037
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, .
PARIS, TEXAS, APPROVING AND AUTHORIZING THE EXECUTION OF
A GRANT APPLICATION TO THE OFFICE OF THE GOVERNOR,
CRIMINAL JUSTICE DIVISION, THROUGH THE ARK-TEX COUNCIL OF
GOVERNMENTS, FORA VIOLENCE AGAINST WOMEN ACT GRANT IN
THE AMOUNT OF $107,000.00, WITH THE CITY OF PARIS PROVIDING
$27,000.00 IN THE FORM OF IN-KIND SERVICES; MAKING OTHER
FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND
DECLARING AN EFFECTIVE DATE.
WHEREAS, the Office of the Governor, Criminal Justice Division, through the Ark-Tex
ounci1 of Governments, provides funding for "Violence Against Women Act" Grants; and,
WHEREAS, the City Council of the City of Paris is desirous of processing a grant
pp1ication for a "Violent Crimes Against Women Unit Project" Grant, for the period beginning
eptember 1, 2005, and ending August 31, 2006, at a total cost of$107,000.00, with $80,000.00 to
e provided by grant and $27,000.00 to be provided by the City of Paris in the form of in-kind
ervices; and,
WHEREAS, the City of Paris assures that, in the event ofloss or misuse of grant funds, such
ds will be returned to the Criminal Justice Division in full; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
EXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
pproved.
Section 2. That an application be made to the Office of the Governor, Criminal Justice
ivision, through the Ark- Tex Council of Governments, for a "Violence Against Women Act" Grant
or the period beginning September 1, 2005, and ending August 31, 2006, in the amount of
80,000.00, being approximately 75% of the cost of the "Violent Crimes Against Women Unit
roject," with the City of Paris providing $27,000.00 in the form ofin-kind services.
Section 3. That the City Council ofthe City of Paris does hereby assure the Criminal Justice
ivision that in the event of loss or misuse of grant funds, such funds will be returned to the
riminal Justice Division in full.
Section 4. That the City Manager be, and he is hereby, appointed as the Authorized Official
f said project, and the execution of the application for said grant on behalf of the City of Paris,
der the terms and conditions and in the form shown in Exhibit A attached hereto be, and the same
s hereby approved and authorized.
Section 5. That the Chief of Police be, and he is hereby, appointed as Project Director and
i hereby authorized and directed to execute and deliver, on behalf of the City of Paris, all reports,
c rnmunications, assurances, and documents necessary for the completion of said project.
Section 6. That the Director of Finance be, and he is hereby, authorized and directed to serve
the Financial Officer for said project and to receive and distribute funds for purposes of the
" iolent Crimes Against Women Unit Project."
Section 7. That the Mayor, City Manager, Chief of Police, and the Finance Director be
a thorized and directed to execute, on behalf of the City of Paris, any and all documents necessary
~ r acceptance and implementation of said grant upon notice of award thereof by the Office of the
overnor, Criminal Justice Division, through the Ark- Tex Council of Governments, under the terms
d conditions and in the forms approved by the City Attorney, and to proceed with use of said funds
on receipt thereof for the purposes stated herein and in accordance with the grant conditions.
Section 8. That this resolution shall become effective from and after its date of passage.
PASSED AND ADOPTED this 14th day of March, 2005.
Supporting Documents Form
Le al Name of Organization: q!WJt!.f,g~!1fd,~gijrt$'$li,t!il~!711I1Jl_~ti!!~~tlti!!1'li~
Tit of Project: '11i1'!iQt;r;i:;irrf~;~rt69ilii~~,r&i1iii~1i'Qf1KIll.1f'ft'fllIi!lilal.ill'ljll,'1!il!l#i!i~
Gr nt Period: From:j'fllilllk.oQpfilJlj To: 'ililisl3i12@Wl
C rent Grant Number (If Continuation): 1;l1~Q:;pl,,; .' .
P RT 1: COMPREHENSIVE CERTIFICATION AND ASSURANCES
A plicants must complete and submit this form to CJD before they will receive state and/or federal funds.
R Iplenta of state and/or federal funds must fully understand and comply with the requirements listed for the
C mprehenslve Certification and Assurances in the Application Instruction Kit for this project. Failure to comply
m y result in the withholding of funds, termination of the award, or other sanctions.
1. Certifications and Assurances
Th applicant has read and will fully comply with the Comprehensive Certifications and
As urances in the Application Instruction Kit for this project:
r SELECT One: il
Ives'.
1. Audit Certification - Federal Funds
a)
elect the appropriate choice:
SELECT One: Option 1: The applicant certifies that the applicant agency currently expends combined federal
funding of $500,000 or more and, therefore, is required to submit an annual single audit by an
independent auditor made in accordance with the Single Audit Act Amendments of 1996 and OMS
Circular A-133.
Option 1
Option 2: The applicant certifies that the applicant agency currently expends combined federal
funding of less than $500,000 and, therefore, is exempt from the Single Audit Act and cannot charge
audit costs to a CJD grant. I understand, however, that CJD may require a limited scope audit as
defined In OMS Circular A-133.
c) nter date of the last audit:
I 09130/2004
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b) nter agency fiscal year:
l10101/2004 -09130/2005
(e.g., 09/01/2004 - 08/31/2005)
d) Provide information regarding the financial support received by the applicant agency during the most recently completed
fis al year noted in Section 1.3(b) above:
Source of Financial Support
eral Funds (excluding this request):
Total Estimated Amount of
Support
$ 1,690,000.00
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P gram Income:
~ 12,500.00
$ 117,000.00
$
$ 453,000.00
$
I Government Funds:
P vate Funds:
o er (SPECIFV):
EXHIBIT 1l
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Supporting Documents Form
1. Equal Employment Opportunity Plan (EEOP) Certification
A. eflnltlons
Tel Enti - EducationaVmedicaVnon-profit institution/Native American Tribe - certification required (select appropriate
ch ice below). EEOP NOT REQUIRED.
Tell Enti - All other recipients receiving more than $25,000, but not more than $500,000 - certification required (select
th appropriate choice below); organizations must maintain EEOP on file for possible audit if the organization has more
th 50 employees.
e III Enti - For profit entities and state and local governments receiving $500.000 or more - certifications required
(s ect the appropriate choice below); the organization must submit an EEOP to the Office for Civil Rights (OCR) for
ap roval.
B. anlzation T e
SELECT One:
Clptiori4 .
Option 1: I certify this organization Is a Type I Entity. This entity will comply with the prohibitions
against discrimination in any program or activity (28 CFR ~42.203), is not required to maintain an
Equal Employment Opportunity Plan, but will comply with equal employment opportunity program
guidelines of the Department of Health and Human Services (28 CFR ~2.302).
Option 2: I certify this organization Is a Type II Entity that employs less than 50 people. This
entity will comply with the prohibitions against discrimination in any program or activity (28 CFR
~42.302). but Is not required to maintain an Equal Employment Opportunity Plan (28 CFR ~2.301 et
seq).
Option 3: I certify this organization Is a Type II Entity that employs 50 or more people. This
entity will comply with prohibitions against discrimination in any program or activity (28 CFR ~2.302),
and has formulated an Equal Employment Opportunity Plan (28 CFR ~42.302 et seq). that is on file in
the office of:
11
Option 4: I certify this organization Is a Type 111 Entity. This entity will comply with the prohibitions
against discrimination in any program or activity (28 CFR ~42.302), and has formuiated an Equal
Employment Opportunity Plan (28 CFR ~2.301 et seq), that will be submitted to the Office for Civil
Rights, Office of Justice Programs, Department of Justice, for approval upon award of a grant.
1. Debarment Certification
A. he applicant certifies that it and its principals:
. Are not presently debarred, suspended. proposed for debarment, declared ineligible, sentenced to a denial of Federai
enefits by a State or Federal Court. or voluntarily excluded from participation in this transaction by any federal
epartment or agency;
. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered
gains! them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or
erforming a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state
ntitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making
alse statements, or receiving stolen property;
. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local)
ith commission of any of the offenses unumerated in section 1.2(a) of this form; and have not within a three-year period
receding this application had one or more public transactions (federal, state, or local) terminated for cause or default; or
B. If the applicant Is unable to certify to the above statements, SELECT 'Unable to Certify' and provide an explanation
blow:
Unable III Certify
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Supporting Documents Form
P T 2: COOPERATIVE WORKING AGREEMENT PURPOSE AND PARTICIPANTS
(T. . C. !i3.2009)
W en a grantee Intends to carry out a grant project through cooperating or participating with one or more outside
or nizations, the grantee must obtain authorized approval signatures on the cooperative working agreement (CWA) from
ea h participating organization. Grantees must maintain on file a signed copy of all cooperative working agreements, and
th must submit to CJD a list of each participating organization and a description of the purpose of each CWA.
Co perative working agreements do not involve an exchange of funds.
Be w, list each participating organization that has entered into a CWA with the applicant, and provide a written description
of e purpose of each CWA.
No. PartlclDatina Oraanlzation PurDose of CWA
amlly Haven
Assist wilh provision of servlces'to victims
ounty Altomey
Assist w ilh prosecution of perpetrato~
hildref1's Advocacy Center -
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Assistwith Interviewing chnd~en victims
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Supporling Documents Foml
All onprofit corporations applying for CJD grant funds that have not previously received a CJD grant must complete this
qu stionnaire. Failure to comply may result in the denial of an award by CJD.
3.1 Organizational Information
1. nter the year in which the corporation was founded:
2. nter the date that the IRS letter granted 501 (c)(3) tax exemption status:
(Provide a copy of the IRS letter via fascimile.)
3. nter the Employer Identification Number assigned by the IRS:
4. nter the charter number and the date assigned by the Texas Secretary of State:
Ch rter Number: Date Assigned: I.
Supporting Documents Form
P T 3: NON-PROFIT FINANCIAL CAPABILITY UESTlONNAIRE
(T. .C. !i3.2023)
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5. I the space provided below state the purpose of the organization as stated in the Articles of Incorporation or the Bylaws:
6. I any member of the board is related to one another or an employee of the nonprofit corporation, in the space provided
bel w explain the relationship:
3.2 Financial Management Information
A. ccountin S stem
Th grantee organization needs to incorporate an accounting system that will track costs between direct and indirect costs
(ge eral ledger) as well as direct costs by project (project ledger). The grantee will also need to establish a time and
elf rt reporting system to track personnel costs by project. This should be reported on an hourly basis, or in increments
of n hour.
1. I there a chart of accounts? (This is a list of a
gra tee organization's accounts identified by a
sp ific number.)
2. oes the accounting system include a project
led er providing for the recording of
ex nditures for each program by required
bu et cost categories?
3. I there a timekeeping system that allows for
gra t personnel to delineate activity and also
req Ires the signatures of the employee and his
or er supervisor?
fI SELECT One: i1
I Yes 11
~ SELECT One: i]
I Yes I
fI SELECT One: i]
IYes , " I
Page 4 5
If the answer is 'No', to any
question, explain what action will
be taken to ensure accountability.
Enter text here,,;do not exceed the
maximum allowed area within any of
text boxes:
Supporling Documents Fenn
Supporting Documents Form
B. Inanclal Ca ablli
Th grantee should prepare financial statements at least annually. At a minimum, current Internal balance sheet and
In me statements are required. A balance sheet is a statement of financial position of a grantee disclosing the assets,
Iia i1nies, and retained earnings at a given point In time. An Income statement Is a summary of the revenue and expenses
of grantee for a specified period of time, usually for an accounting or fiscal year.
as an independent audit been conducted of
organization? If ves. provide a copy of the
t recent audit report. If!!l!. provide
les of the most recent Balance Sheet and
me Statement.
~ SELECT One: liiIl
,I Yes ." II
fI S~~CT One: i1
II S~~:CT One: i
2. oes the organization prepare financial
sta ements at least annually?
3. ccording to the organization's most recent
Au it or Baiance Sheet, are the current total
as ets greater than the liabilities?
C. ud eta Controls
Th grantee should establish a system to track expenditures against budget and/or
fun ed amounts.
1. e there budgetary controls in effect (e.g., comparison of budget with actual
ex enditures on a monthly basis) to preclude drawing down grant funds in excess of:
a) otal funds authorized on the Statement of
Gr nt Award?
b) otal funds available for any budget category
as tipulated on the Statement of Grant Award?
l
~ SELECT One: ill
I Y~s , I '
Ii SELE.CTon,e: il
I Yes, >...1
If the answer is 'No', to any
question, explain the corrective
action that will be taken to ensure
accountabili .
If the answer is 'No', to any
question, explain the corrective
action that will be taken to ensure
accountability.
oj
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D. nternal Controls
Th organization must safeguard cash receipts and disbursements and ensure a segregation of duties exists. For example.
on person should not have control over all aspects of the accounting system, such as signing checks and making
de osits.
1. as the organization instituted safeguards to ensure adequate controls regarding the
foil wing:
a) re accounting entries supported by
ap ropriate documentation (e.g., purchase
or rs, vouchers, receipts, invoices)?
fI S~~CT One: il
there separation of responsibility in the
ipt, payment, and recording of cash?
li SELECT One: j
I ,Yes::,: . ,I
Ot er:
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if the answer is 'No'. to any
question. explain the corrective
action that will be taken to ensure
accountability.
Supporling Documents Fonn