Item O1
BOARD OF COUNTY COMMISSIONERS
AGENn~lTEM SUMMARY
Meeting Date: 2/19/03
Division:
Judicial
Bulk Item: Yes X.
No
Department: Guardian ad Litem
, .
AGENDA ITEM WORDING:
Approval to apply for a Court Appointed Special Advocate (CASA) grant.
ITEM BACKGROUND: The GUardian ad Litem program seeks to increase the number of
volunteers and to use all available resources in order to assure quality advocacy for children. An
application will be made for $80,000 for a Program Expansion Grant and $20,000 for a diversity
grant to provide funding for translation services. There is no match or in-kind required from Monroe
County for this grant.
PREVIOUS REVELANT BOCe ACTION: None
CONTRACT /AGREEMENT CHANGES: None
STAFF RECOMMENDATIONS:
TOTAL <""'OST:
5100.000
BUDGETED: Yes . N/A
No
COST TO COUNTY:
o
Source of Funds:
N/A
REVENUE PRODUCING: Yes
No X AMOUNT PER MONTH
Year
APPROVED BY: County ~ OMBlPurchasing _ Risk Management
DIVISION DIRECTOR APPROVAL:
Theresa D. Westerfield T D. vJp~
TYPE NAME HERE
DOCUMENTATION: Included X
To Follow
Not Required
DISPosmON:
AGENDA ITEM #
t'/
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sU\......&i 'IS JUDICIAL
ClRCUIT OF FLOlCriU..
MONROB COUNTY
P. o. BOX !;796
5503 COLLEGE RD STE. 2038
KEY WEST. Fl 33045
'EL:(305129~.3485
FAX 13051 29 ~ .3659
SUNCOM 494. .34ee.
~RA COR81l.Jm>
CIRCUIT DIRECTOR
GUARDIAN An LITEM PROGRAM
January 31, 2003
Theresa Westerfield, Trial Court Administrator
Monroe County Courthouse
500 Whitehead Street
Key West, Florida 33040
Dear Ms. Westerfield;
The Guardian Ad Litem Program of the 16th Judicial District is making ~pplication fOJ
National CASA grants for both Program "Expansion and Program Staff Diversity.
The circuit Guardian Ad Litem Program goals and objectives mirror those ofthe
National CASA grants programs as we seek to increase the number ofvoluntecrs and to
use all available resources in order to assure quality advocacy for children. The national
goal of increasing the diversity of the GAL staffis also in alignment with local program
objectives.
Enclosed are copies of CASA documents outlining the funding objectives, summary (If
funding categories, grant amounts and time periods. Requirements for 2003 grantees,
application instructions and information related to grant budgets are also a part of the
informational packet.
I fcel that our location, topography and the diversity of the pOpulation we serve will
demonstrate the uniqueness and importance of our program. The awarding of the
Program Expansion Grant would result in funding in the amount of $80,000, paid over a
two year period and used for a new position of Community Resource Coordinator. T1is
position will develop and implement programs for volunteer recruitment and retention,
establish a speaker's bureau, and assist in identifying and securing funding for new areas
of service. The diversity grant of $20,00 would be used to provide funding for translation
services. This service would provide support for coordinators and families byassisling
with delivery of services and by the translation all program documents and informati<lDal
handouts into the various languages of the populations we serve.
We thank you for your interest and assistance. Please contact me if you have questions.
Sincerely,
~~
(i lL'I.5(L i.fv
Alexsa Leto
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Natjo~al COurt Appointed Special
Advocate Association
Request for Proposals
2003 Grants Program
Announcement
National CASA Association
100 W. Harrison, North Tower, Suite 500
Se~ttle, W A 9811!)
(800) 628-3233
www.nationalcasa.org
www.casanet.org
I-"; .., II
Office of Juvenile Justice
and Delinquency Prevention
OlTlc(' nlJom.:..l'n,=",m.. . u.s. ['>ep.IrUl'\enl "ijlllllc..
A POWERFUL VOICE
IN A CHILD'S LIFE~
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[ Introduction]
Summary of Funding Categories
To achieve the grant program objectives, National CASA will award grants in the
following three categories: ~~w Program Development, Program Expansion, and State
Organization. Supplemental funding is also available in two categories: Urban Initiative
Program Matching and Program Staff' Diversity.
Based on grant funding awarded in previous years, National CASA anticipates the
follow4tg distribution of2oo3 grant awards:
~':'_' ..~ :,' ',:' ..o. -: ,"..; ...~:<~:':~~.c. ,: '.""~5i l~}-' ::'.' :~: .. .:. . < ..~~.~
New Program Development
Program Expansion
State Organizations
Urban Initiative Program Matching
Program Staff Diversity
14-22
36-44
18-26
2-6
2-6
Grant Amounts and Time Periods
Grant amounts are based on research analyzing average program costs, past experience of
National CASA grantees, and the observations and experience of National CASA staff
and grant reviewers.
AU grant awards will be for a two-year period in order to allow sufficient time to develop
a strong organizational foundation. The 2003 grant period wDl begin July 1, 2003 and
end June 30, 2005, subject to the availability of OJJDP funding.
Except as noted in the Supplemental FWlding Options section, the maximum two-year
grant amounts are $120,000 for the State Organization Grant and $80,000 for the New
Program Development and Expansion grants. Reviewers may recommend a lower
amount based on need, grant activities, and the justification for and content ofthe
proposed budget.
Programs that received a gr:ant award from National CASA for the grant period of July I,
2002 to June 30, 2004 are not eligible to participate in the 2003 grants program.
5
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[ Introduction]
The National Court Appointed Special Advocate Association (National CASA) is pleased
to announce 2003 grant funding opportunities.
The National CASA grants program is authorized to distribute funds under the Victims of
Child Abuse Act (p.L. 101-647) for the purpose of increasing the number of CAS A
volunteers and the proportion of abused and neglected children represented by CASA
volunteers. These funds may only be used to serve abused and neglected children who
are the subjects of civil child abuse proceedings.
Grant funds will be awarded to state and selected local CASA and guardian ad litem
programs through sub-grants administered by National CASA. The grants program is
administered by the U.S. Department of Justice, Office of Juvenile Justice and
Delinquency Prevention (OJIDP) through a cooperative agreement with the National
CASA Association.
Grant recipients are selected by an independent organization using a competitive
application process. Independent reviewers evaluate and score all grant proposals.
Reviewers are not affiliated with National CASA or any state or local CASA
organization, but are familiar with the work and mission of CASAlGuardian Ad Litem
(GAL) programs. The review criteria are included in the grant application.
Implementation of the 2003 National CASA grants program is contingent on an
appropriation by the U.S. Congress anticipated in early 2003 and subsequent
approval by the OJJDP.
The objectives of the 2003 National CASA grants program are
. to increase the number of CASA programs and volunteers, especially where no
program currently exists and in areas where representation rates are low;
. to help CASA programs become effective, well-managed organizations that make
efficient use of all available resources in order to assure quality advocacy for
children; and
. to increase the diversity of CAS A and GAL program staff.
4
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[ Requirements for 2003 Grantees ]
General Reguirements
. All gnmt ~ients will be required to be members of the National CASA
Association prior to receipt of grant funds.
. Onmt recipients must demonstrate compliance with National CASA standards by
submitting the completed self-assessment to National CASA within one year of the
start of the grant period.
. Grantees will complete and submit the annual Program Smvey distributed by
National CASA.
. Grantees will acknowledge affiliation with National CASA on all brochures,
newsletters, news releases, stationery, and annual reports produced during the gmnt
period by including one of the following: the CASA logo; the words "A CASA
Program; or the words "A Member of the National CASA Association."
. Grant recipients arc required to acquire and maintain the tecbnQlogical capacity to
access the Internet and communicate via e-mail (Applicants may allocate grant
ftmds for the purchase or upgrade of computer equipment to meet this re~irement.)
. Grantees will be required to send at least one representative to the State
Director/Grantee meeting iJi 2003. Grantees are also required to have one participant
attend the 2004 and 2005 National CASA Conference.
. AU grantees are required to establish and maintain accounting systems and financial
records to accmatelyaccount for funds they receive. These records shall include total
progmn costs, including National CASA funds and any other fund sources included
in the approved program budgel
Disbursement of Funds
National CASA expects to disburse grant funds in eight (8) equal amounts at the
beginning of each of the eight (8) quarters of the grant period. If a grantee estimates that
expenditures for a quarter win exceed one-eigbth oftbe total grant amount, the grantee
may request the excess amount by written request explaining the anticipated
expenditures. The disbursement for the quarter following the excess disbursement will
be reduced by the excess amounl Grantees are instructed to budget their grant funds in a
manner that confonns to the practice of maintaining cash on band in an amount that does
not earn more than $250 in interest during the fiscal year. -
Documents
. Before a grant recipient receives any disbmsement of funds, National CASA requires the
submission of the following documents:
. A signed Terms and Conditions Agreement
. A data sheet that shows the organization"s updated fiscal year budget including the
National CASA gnmt, the type of accounting system used, a copy of the written
9
.Jan 31 03 01:52p
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[ Requ~ents for 2003 Grantees ]
pi>1icyofintemal financial controls. and nam.es oftbe individual(s) responsible for
preparing the quarterly financial reports
. A copy of the program"s most recently completed audit report or year-end financial
statement
National CASA staffwill review these documents in order to identifY areas of concern
and issues that indicate training and .technical assistance are needed. National CASA
provides information to all grantees about audit requiren1ents, procurement of audit
services, audit review stan<iarcJs, and other elements of audit management. In addition to
general information and training provided to all grantees, National CASA main18ins an
ongoing relationship with each individual grantee and communicates regularly regarding
specific issues and needs of each one.
Accounting System
The grantee is responsible for establishing and mainwining an adequate system of
accounting and internal controls. An acceptable and adequate acoounting system is
considered to be one that
. properly accounts for receipt of funds under each funding source by category of
expenditure;
. assures that expended funds are applied to the appropriate budget category included
within the approved grant budget;
. presents and classifies historical costs of the grant 3S required for budgetaIy and
evaluation pwposes;
. provides adequate cost controls to assure optimal use of grant funds;
. is integrated with a system of internal controls adequate to safeguard the funds and
assets of the program, oheck the accwacy and reliability of the accounting data,
promote operational efficiency, and assure conformance with the terms and
conditions of the grant;
. meets the prescribed requirements for periodic financial reporting of operations; and
. provides financial data for planning and evaluation of costs and budget projections.
Reporting
Grantees are required to report quarterly tmancial information which details grant fund
expenditures. They ate also required to provide semi-annual updates on the activities
funded by grant funds and to provide"documentation regatding the projected tasks which
have been completed and those that have not been completed. For those which have not
been accomplished, the grantee must provide an explanation and justification for why
they have not been completed. These reports are reviewed by National CASA staff
(follow up technical assistance and monitoring arc provided if appropriate)
10
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[ Application Instructions )
1. AppU~t Iaforma~D Sheet
This sheet piovides reviewers with quick identitying facts about your program and
the commmiity~fl.).at you serve. The presence of complete and accurate information
that is substantiated in the project nanative section provides 'the reviewer with a
positive impression of your program.
The requested S1J1DD18IY of previous National CASA Association grant projects, if
applicable, should present an accurate picture of your outcomes (i.e. increase of
children served, increase of'volunteers recroited).
1. Board of Direct on Infonnatiod Sheet
This 'worksheet will provide reviewers with information about your board of
directors.
3. Project Narrative Questions
Your answers to the project narrative questions should be no longer than necessary,
and may not exceed a total of eigl1~ -<8) sin.gle-spa~ pages on 8 1/2 x II-inch paper.
Mmgins must be at least 1 inch and type must be at 1ea8t"12 point m.8iiC. -
The budget forms, activity schedule, and other required attachments are not included
in the 8-page limit.
4. Activity Schedule
"", This fol'D1 is designed to provide detail to support the goals proposed in the grant
, narrative, and show when you expect these to be accomplished during the two--year
", grant period. AU proposed activities should be set forth so that 8 reviewer can see a
logical progression of tasks and relate those tasks directly to the accomplishment of
.t.he goals.
Grantees are required to submit narrative progress reports every six months based on
this activity's pIan. so be realistic about what you will do and when you will do it.
Examples of such activities include recruiting and hiring start designing recruitment
~teria1s, conducting volunteer training, securing office space, etc. Include the task
" of completing quarterly financial and semi-annual narrative progress reports.
5. Flnandal Information Sheet
Explain any "no" responses on a Separate page.
6. Grant Budget Sheet
None of the existing staff salaries or expenses may be supported with Program
Expansion Grant ftmds. Grant f\mds must be used for new staft'positioos and
expenses directly associated with the expansion.
11
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[ Application Instructions]
~ Grant Budget Sheet should provide your proposed budget for the National CASA
gmnt fui1(ts only. Do l1.9J. include funds from other sources on this page. AU numbers
must be routided to the nearest whole dollar. The total grant budget should be the
same as the amOunt of grant funds requested.
Include items that are directly related to the project activities. Each task listed on the
Activity Schedule that has a cost should be included and explained in the budget.
National CASA grants are federal funds, and therefore subject to specific restrictions.
Grant fimds may be.used for direct expenditmes related to the funded project such as:
personnel; vohmteer and staffuavel (including per diem expenses); volunteer and
staff training; recruitment and training materials; printing; office supplies; fumiture
and equipment; rent and utilities; postage; and insurance costs.
Grant t\mds may #wI be used for:
. Bad Debts
. Bonuses
. Commissions
. Contingencies
. ContnDutions and Donations
. Entertainment
. Recognition Banquet and Items
. Fines and Penalties
. Interest and Other Financial Costs
. Pre-award Costs
. Lobbying
. Food Costs for Training
. Refresbments
. Social Activities
. Fundraising
Costs of organized fimdraising, includingflnancial campaigns, endoW11lent
drives, solicitation of gifts and bequests, and similar expenses incurred solely to
raise capital or obtail( contributions, may not be charged either as direct or
indirect costs against the award. Neither the salary of persons engaged in such
activities nor indirect costs associated with those salarieS may be charged to the
award.
. 501 (c)(3) Non-profit Incmporation
. Capital Improvements
12
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, ( Application Instructions ]
The'following grant activities are requimi for all 2003 grantees. These expenses can
be included 'in your grant budget:
. NationalOASA Conferences
The gnmt budget JIlaY include eX~es for sending the required one
representative to the 2004 and the 2005 National CASA Conference (2004 -
Washington, DCl200S -location to be determined). '
. New Program, Program Expansion, and State Grantee Meeting
Grant applicants in the expansion categ(1)' should budget for one representative.to
attend a two-day grantee training meeting in 2003 (location to be determined).
When possible, this should be the individual who will be responsible for
implementation or management of the grant project activities.
. Online Computer Capability
All grantee organizations are required to acquire and maintain the technological
capacity for participating in online computerized reporting, communications and
access to services. Applicants maY allocate grant funds for expenses of
purchasing or upgrading equipment, if needed, to meet National CASA
recommendations. This expense cannot exceed $1.500.00.
7. Grant Budget Narrative Sheet
The budget narrative should provide enougb detail to explain what the expense is for
and to show how the total expense was calculated Your budget should _ contain
expenses that are not directly related to the project activities. Provide sufficient detail
to justify the total amount budgeted in each category of the gmnt budget and show
how the cost for each requested item was computed
Personnel expenses can be charged for staff in proportion to their effort on the project
activities.
Payroll Taxes and Employee Benefits of the staff to be paid by the grant should be
described. If percentages are used, include a description of the elements used in
detennining the percentage rate.
Travel costs and per diem rates must comply with "the policies of the applicant
organization. If the applicant does not have an established travel policy, then travel
mtes must be consistent with National CASA '5. The budget nanative should include
an explanation of the rate used, including the components of the per diem tate and the
basis for the estimated transportation expenses. The purpose of the travel should also
be included in the nanative.
Training costs for staff and volunteers should be shown separately and descn"bed
clearly. Do l!!ll place costs associated with travel, such as airfare, pet diem. hotels.
etc., in this category. These expenses should be placed in the "travel" category.-This
13
Jan 31 03 01:53p
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[ Application Inswctions )
'-
category should include registration fees ot costs associated with staff or volunteer
trainiO.gsuch as room rental, training materials, etc.
Printing/PJIotocopying should be included in the budget narrative with the details
underlying these estimates in support of the request.
Supplies necessaIy to accompliSh the goals and objectives of the project should be
included The applicant should provide a general description of the supplies included
with an explanation of the basis for the amount requested for this expenditure. The
cost of project related mailings should be descnlJed in this category. The basis for
postage estimates should be included in the justification.
Equipment purchases essential to aCcomplishing the goals of the grant may be
ctWged to the grant. The applicant should des~[ibe the equipment, clearly identify
whether it is to be pUl'Cbased or leased and explain why that equipment is necessmy to
achieve project goals. The budget narrative should also explain how the cost was
calculated. There is a limit of $1 ,500.00 for purchase of computer, printer, -and
software. The purchase of LeD proj~rs with grant funds is not allowed.
Rent/Utilities should be described separately and the basis for the calculation
explained. A request for payment of all rent and/or utility costs (including telephone
and internet costs) should be justified. If a percentage of these expenses is requested,
the basis for calculating the percentage should be explained in the budget nanative.
Other costs should include an explanation of all other kinds of expenses such as
insurancet and National CASA membeIShip dues. If you are part of an umbrella
organization that charges indirect costs, describe how your indirect costs are
allocated. Please break down an your indirect costs.
Organizations that expend $3ootooo or more in federal financial assistance during
their fiscal year are Iequired to conduct an A-l33 Single Audit in accordance with
Generally Accepted Accounting Practices (GAAP) for that fiscal year. Audit costs
relative to the amount of the National CASA grant may be included in the grant
budget If your organization qualifies for an A-133 Signal Audit, audit costs relative
to the amount of the National CASA grant may be included in the grant budget.
8. Program Opentiag Budget Sheet (Current Fiseal Year Budget)
Provide your current fiscal year budget This should II0t include anticipated income
from the proposed 2003-2005 National CASA grant Please specify the sources of
revenue including which funds ~ federal funds.
9. Letten of SupportJRecommendation
The letters of support/recommendation must be included with the application packet.
Do 11Rl send letters separately. You may submit only four letters of
supportlrecommeo.dation.
14
Jan 31 03 01:53p
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GAL Pro~ram 16th
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305 295 3659
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/
Jan 31 03 01:54p
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( Finanoial Information Sheet ]
[ 5 points JFor each question, check the appropriate box. Explain any "'no" responses in
the space provided.
General Yes No
1. Is the board of directors responsible for authorizing aU bank: accounts
and check signers? 0 0
. 2. Are grants maintained by fund aCCOlDlts? 0 0
3. Are dual signatures required for all checks? 0 0
4. Are" .financial reports presented to the board of directors monthly? 0 0
S. Is an annual financial revi~ or audit conducted by a qualified
outside auditor? 0 0
If a "110" box is checked, please provide an explanation:
Cash Receipts Yes No
6. Are cash receipts immediately deposited? 0 0
7. Is incoming cash counted and are receiptslbank deposits slips
completed by two or more persons authorized to perform these 0 0
functions?
8. Are records of cash received totaled and initialed by authorized
employees? 0 0
9. Are cash collection documentation totals compared and reconciled to
bank deposit receipts on a regular basis? 0 0
10. Are bank deposit receipts compared and attached to the original bank
deposit slips? 0 0
If a "no" box is checlced, please provide an explanation:
26
Jan 31 03 01:55p
GAL Program 16th
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~
( Fjnancial Information Sheet J
1 _
Cash Disbllrsem~nts
1]. Does the Executive Director provide prior approval for all
disbursements?
]2. Does supporting documentation accompany checks when presented
fot signature?
13. Is there a policy or procedure prohibiting making checks payable to
Cash or Bearer?
-.
14. Are pre-numbered checks used and always in sequence?
15. Is blank check stock locked up?
16. Are checks prepared ftom vendor invoices only and not from 8
vendor statement?
17. Do only persons authorized to prepare checks have access to check
stock?
18. Are expense records reviewed and authorized prior to payment?
19. Is signing of blank checks strictly prohibited?
q a "no" box is checked. please provide an explanation:
Yes No
D 0
D 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
Recondlladon Yes No
20. Are bank accounts reconciled on a monthly basis, and reviewed by
the Executive Director or someone other than the person reconciling
or making disbursement? 0 0
2] . Does the Executive Director or someone other than the person
reconciling or making disbursement receive the bank statements (with
canceled checks, etc.) Wlopened -from the bank.? 0 0
q a "no" box is checked, please provide an explanation."
27
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[ Grant Budget Sheet]
[ ] 0 pointswif!t Grant Budget Nanative Sheet] Detail the use of National CASA grant funds.
Budget tiguresmust be rolUlded to the nearest whole dollar; do !!!l! use cents. SpecifY
additional expense$ iQthe space provided. Boxes 1-18 correspond to those used in the Grant
Budget Narrative sheet. . Total grant budget must equal amount of grant funds requested.. See
Application Instructi.ons for allowable costs.
Program Name:
Grant Period: July I, 2oo3-1une30, 2005
, Budget Line Items
Personnel Salaries
FICA (7.65%)
Unemployment
Workers Compensation
Retirement
Medical
City/State:
, I Year. II Year2 I
Dental
Other Benefit Bxpense (
Travel
Training
Printing/Copying
Supplies
Equipment
Rent/Utilities
Other Expense ( )
Other Expense ( )
Other Expense ( )
)
Total Grant Request
(Box 1)
(Box 2)
(Box 3)
(Box 4)
(Box 5)
(Box 6)
(Box 7)
(Box 8)
(Box 9)
(Box ] 0)
(Box 11)
(Box 12)
(Box 13)
(Box 14)
(Box 15)
(Box 16)
(Box t 7)
I Total ]
. .
28
Jan 31 03 01:55p
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~L
[ ~t Budget Narrative Sheet]
[ 10 points with Grant Budget Sheet) For each budget categoIY, detail the anticipated
GX})CIlditure$an4 show how 1he calculation was made. For line items that do not apply to
your project, pl~ write N/A.
Program Name:
Gramt Period: July 1, 2003-June 30, 2005
CitylState:
PenoBn.el Salarlel: $(aox J)
FICA (7.65%): S(Box 2)
Unemployment: ${Box 3)
Workers' Compensation: $(Box 4)
Retirement: $(Box S)
Medical: $(Box 6)
Dental: $(Box 7)
29
Jan 31 03 01:55p
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( Application InstructionS].
PrtigfllDl Expansion Grant proposals require letters of support/recommendation from
the following sources:
,
. The p~~ judge responsible for child abuse and neglect matters
(A form isim>vided for this pwpose for your convenience. A letter originating
from thejudge is also acceptable.)
. The president of the board of directors f!. the chief administrator, if the program is
part of a court or public agency !!. the executive director, if the program is part of
an umbrella agency
. The state CASAlGALorganization, if one exists
. A community agency
15
Jan 31 03 01:56p
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( Grant Budget Narrative Sheet ]
Other (Spedfy); $(Box 8)
Travel: $(Box 9)
Grantee Meeting (2003 - Location TOO):
Airfare:
Hotel:
Per Dietn:
Other (specify):
National CASA Conferences (2004 - Washington. DCI200S - Location TBD):
Airfare:
Hotel:
Per Diem:
Other (specify):
Volunteer Mileage
Purpose:
miles @ . per mile =
Staff Mileage
Purpose:
miles @ . per mile =
. Other (specify):
30
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[ Grant Budget Narrative Sheet ]
TraID~.$(Box 10)
National CASA (;ouference registration for 2003 and 2005 (not to exceed $300 per year):
,
Other (specify):
PrlntbtglCopylag: S(Box 11)
SuppUes: $(Box 12)
Office Supplies:
Postage:
Other (specifY):
Equipment: $(Box 13)
ComputerIPrinter (not to exceed $1,500):
Other (specify):
:Q.eatlUtDlties: $(Box 14)
Rent:
Utilities:
31
Jan 31 03 01:56p
GAL Pro~ram 16th
Telephoti~:
Internet SelVice PrOvider.
Other (specify):
Other ~XpeDleS: $(Box 15, 16, 17)
NCASAA Membership:
Insurance:
Other (specify):
Total Grant Request: $
305 295 3659
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[ Grant Budget Narrative Sheet l
32
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