05-B Violence - Women Grant
DRAFT
F:ALICEIRESWORK\CURRENT\ Violence Against Woman Grant App 3-14-05
March 7, 2005
RESOLUTION NO.
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
Council of Governments, provides funding for "Violence Against Women Act" Grants; and,
WHEREAS, the City Council ofthe City of Paris is desirous of processing a grant application
for a "Violent Crimes Against Women Unit Project" Grant, for the period beginning September 1,
2005, and ending August 31,2006, at a total cost of$107,000.00, with $80,000.00 to be provided
by grant and $27,000.00 to be provided by the City of Paris in the form of in-kind services; and,
WHEREAS, the City of Paris assures that, in the event ofloss or misuse of grant funds, such
funds 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,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
approved.
Section 2. That an application be made to the Office of the Governor, Criminal Justice
Division, through the Ark- Tex Council of Governments, for a "Violence Against Women Act" Grant
for 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
Project," with the City of Paris providing $27,000.00 in the form of in-kind services.
Section 3. That the City Council of the City of Paris does hereby assure the Criminal Justice
Division that in the event ofloss or misuse of grant funds, such funds will be returned to the Criminal
Justice Division in full.
Section 4. That the City Manager be, and he is hereby, appointed as the Authorized Official
of said project, and the execution of the application for said grant on behalfofthe City of Paris, under
the terms and conditions and in the form shown in Exhibit A attached hereto be, and the same is
hereby approved and authorized.
Section 5. That the Chief of Police be, and he is hereby, appointed as Project Director and
is hereby authorized and directed to execute and deliver, on behalf of the City of Paris, all reports,
communications, 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
as the Financial Officer for said project and to receive and distribute funds for purposes of the
"Violent Crimes Against Women Unit Project."
Section 7. That the Mayor, City Manager, Chief of Police, and the Finance Director be
authorized and directed to execute, on behalf of the City of Paris, any and all documents necessary
for acceptance and implementation of said grant upon notice of award thereof by the Office of the
Governor, Criminal Justice Division, through the Ark- Tex Council of Governments, under the terms
and conditions and in the forms approved by the City Attorney, and to proceed with use of said funds
upon 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.
Curtis Fendley, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Larry W. Schenk, City Attorney
Supporting Documents Form
Legal Name of Organization:
Title of Project:
Grant Period:
Current Grant Number (If Continuation):
PART 1: COMPREHENSIVE CERTIFICATION AND ASSURANCES
Applicants must complete and submit this form to CJD before they will receive state and/or federal funds.
Recipients of state and/or federal funds must fully understand and comply with the requirements listed for the
Comprehensive Certification and Assurances in the Application Instruction Kit for this project. Failure to comply
may result in the withholding of funds, termination of the award, or other sanctions.
1.1 Certifications and Assurances
The applicant has read and will fully comply with the Comprehensive Certifications and
Assurances in the Application Instruction Kit for this project:
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1.2 Audit Certification - Federal Funds
a) Select the appropriate choice:
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 OMB
Circular A-133.
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 OMB Circular A-133.
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b) Enter agency fiscal year:
(e.g., 09/0112004 - 08/31/2005)
c) Enter date of the last audit:
100/3012004
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d) Provide information regarding the financial support received by the applicant agency during the most recently completed
fiscal year noted in Section 1.3(b) above:
Source of Financial Support Total Estimated Amount of
Support
$ 1.690.000.00
Federal Funds (excluding this request):
State Funds (excluding this request):
Local Government Funds:
Private Funds:
Program Income:
Other (SPECIFY):
EXHIBIT A
Page 10(5
Supporting Documents Form
Supporting Documents Form
1.3 Equal Employment Opportunity Plan (EEOP) Certification
A. Definitions
Ivoe LEntitv - Educationallmedicallnon-profit institution/Native American Tribe - certification required (select appropriate
choice below). EEOP NOT REQUIRED.
Tvoe II Entitv - All other recipients receiving more than $25,000, but not more than $500,000 - certification required (select
the appropriate choice below); organizations must maintain EEOP on file for possible audit if the organization has more
than 50 employees.
Tvoe III Entitv - For profit entities and state and local governments receiving $500,000 or more - certifications required
(select the appropriate choice below); the organization must submit an EEOP to the Office for Civil Rights (OCR) for
approval.
B. Oraanization TvDe
~ SELECT One: ¡¡option 1: I certify this organization is a Type I Entity. This entity will comply with the prohibitions
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guidelines of the Department of Health and Human Services (28 CFR §42.302).
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 §42.301 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 §42.302),
and has formulated an Equal Employment Opportunity Plan (28 CFR §42.302 et seq), that is on file in
the office of:
- . . ' , - "
Option 4: I certify this organization Is a Type III Entity. This entity will comply with the prohibitions
against discrimination in any program or activity (28 CFR §42.302), and has formulated an Equal
Employment Opportunity Plan (28 CFR §42.301 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.
1.4 Debarment Certification
A. The applicant certifies that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal
benefits by a State or Federal Court, or voluntarily excluded from participation in this transaction by any federal
department or agency;
2. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making
false statements, or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state, or local)
with commission of any of the offenses unumerated in section 1.2(a) of this form; and have not within a three-year period
preceding 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
below:
D Unable to Certify
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Supporting Documents Form
Supporting Documents Form
PART 2: COOPERATIVE WORKING AGREEMENT PURPOSE AND PARTICIPANTS
(T.A.C. §3.2009)
When a grantee intends to carry out a grant project through cooperating or participating with one or more outside
organizations, the grantee must obtain authorized approval signatures on the cooperative working agreement (CWA) from
each participating organization. Grantees must maintain on file a signed copy of all cooperative working agreements, and
they must submit to CJD a list of each participating organization and a description of the purpose of each CWA.
Cooperative working agreements do not involve an exchange of funds.
Below, list each participating organization that has entered into a CWA with the applicant, and provide a written description
of the purpose of each CWA.
No. ParticiDatina Organization PurDose of CWA
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Supporting Documents Form
Supporting Documents Form
PART 3: NON-PROFIT FINANCIAL CAPABILITY UESTIONNAIRE
(T.A.C. §3.2023)
All nonprofit corporations applying for CJD grant funds that have not previously received a CJD grant must complete this
questionnaire. Failure to comply may result in the denial of an award by CJD.
3.1 Organizational Information
1. Enter the year in which the corporation was founded:
2. Enter the date that the IRS letter granted 501 (c)(3) tax exemption status:
(Provide a copy of the IRS letter via fascimile.)
3. Enter the Employer Identification Number assigned by the IRS:
4. Enter the charter number and the date assigned by the Texas Secretary of State:
Charter Number: Date Assigned:
3.2 Financial Management Information
A. Accountina System
The grantee organization needs to incorporate an accounting system that will track costs between direct and indirect costs
(general ledger) as well as direct costs by project (project ledger). The grantee will also need to establish a time and
effort reporting system to track personnel costs by project. This should be reported on an hourly basis, or in increments
of an hour.
1. Is there a chart of accounts? (This is a list of a
grantee organization's accounts identified by a
specific number.)
2. Does the accounting system include a project
ledger providing for the recording of
expenditures for each program by required
budget cost categories?
3. Is there a timekeeping system that allows for
grant personnel to delineate activity and also
requires the signatures of the employee and his
or her supervisor?
If the answer is 'No', to any
question, explain what action will
be taken to ensure accountability.
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Page 4 0'5
Supporting Documents Form
Supporting Documents Form
B. Financial Caoabilitv
The grantee should prepare financial statements at least annually. At a minimum, current internal balance sheet and
income statements are required. A balance sheet is a statement of financial position of a grantee disclosing the assets,
liabilities. and retained earnings at a given point in time. An Income statement is a summary of the revenue and expenses
of a grantee for a specified period of time, usually for an accounting or fiscal year.
1. Has an independent audit been conducted of
the organization? If vest provide a copy of the
most recent audit report. If no. provide
copies of the most recent Balance Sheet and
Income Statement.
2. Does the organization prepare financial
statements at least annually?
3. According to the organization's most recent
Audit or Balance Sheet, are the current total
assets greater than the liabilities?
C. Budaetarv Controls
The grantee should establish a system to track expenditures against budget and/or
funded amounts.
1. Are there budgetary controls in effect (e.g., comparison of budget with actual
expenditures on a monthly basis) to preclude drawing down grant funds in excess of:
a) Total funds authorized on the Statement of
Grant Award?
b) Total funds available for any budget category
as stipulated on the Statement of Grant Award?
If the answer is 'No', to any
question, explain the corrective
action that will be taken to ensure
accountability.
If the answer is 'No', to any
question, explain the corrective
action that will be taken to ensure
accountability.
D. Internal Controls
The organization must safeguard cash receipts and disbursements and ensure a segregation of duties exists. For example,
one person should not have control over all aspects of the accounting system, such as signing checks and making
deposits.
If the answer is 'No', to any
1. Has the organization instituted safeguards to ensure adequate controls regarding the question, explain the corrective
following: action that will be taken to ensure
accountability .
a) Are accounting entries supported by
appropriate documentation (e.g., purchase
orders, vouchers, receipts, invoices)?
b) Is there separation of responsibility in the
receipt, payment, and recording of cash?
Other:
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Supporting Documents Form