Item J1
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 2/13/02
Division: Judicial
Bulk Item: Yes X No
Department: Guardian ad Litem
AGENDA ITEM WORDING: Approval to apply for a Victims of Crime Act (VOCA) grant.
ITEM BACKGROUND: The Guardian ad Litem program needs the capacity to provide a full
array of services to children who are victims and witnesses of violent crimes.
PREVIOUS REVELANT BOOC ACTION: N/A
STAFF RECOMMENDATIONS:
TOTAL COST:
$17.631.00
BUDGETED: Yes X No
COST TO COUNTY:
$4.408.00
for FY'02; will budget in FY'03 w/o
increasing budget for this match
REVENUE PRODUCING: Yes
No X AMOUNT PER MONTH
Year
APPROVED BY: County Atty ~MB/Purchasing _ Risk Management
DIVISION DIRECTOR APPROVAL:
Theresa D. Westerfield ~ i) ~ ~
TYPE NAME HERE 'J
DOCUMENTATION: Included X
To Follow
Not Required
DISPOSITION:
AGENDA ITEM # / -~
Victims of Crime Act (VOCA)
FY 2002-2003
Grant Application
Office of Attorney General Bob Butterworth
OFFICE OF THE ATTORNEY GENERAL
2002-2003 VOCA GRANT APPLICATION
Table of Contents
Section One - General Information............................................................ Page 1
Background......................................................................................... .1
Who May Apply........... .... ............. .................. ........ .............. ..................1
VOCA Grant Application ......... .... ......... .............. ................. ............ .........1
Funding by Judicial Circuit. ........................... ..... ............... ................... ...1
Application Deadline and Submission Instructions...................................... 1
Grant Application Review Process............................................................ 2
Award Announcement and Funding Cycle..................................................2
Applicable Laws/Final Program Guidelines................................................. 2
Disallowed Costs and Activities........... ... ....... .... ........ ......................... ......3
Underserved Victims ................. ...... ..... ....... .... ... ... ............ .....................3
Victims with Disabilities.......................................................................... 3
Section Two - VOCA Grant Application Instructions
Certification/Signature........................................................................... 3
Agency Eligibility.. .......... ........ .......... ... ..... .... ........................ .................3
Victims Served and Types of Services, Definitions...................................... 3
Statement of Need................................................................................4
Project Proposal....................................................................................4
Goals and Objectives............................................................................. 5
Letters of Support. ......... .... ..... .... ... ............. ..... ... ... ........... .... .............. ..5
Certification regarding Debarment, Suspension, Ineligibility
and Voluntary Exclusion, Lower Tier Covered Transactions...................... 5
VOCA Budget Request............................................................................ 5
Program Match...................................................................................... 5
Cash Match....................................................................................... 5
In-Kind Match ....... ... ......... ...... ... ..... ................. ... ...... ....... .................6
VOCA Application Checklist..................................................................... 6
Contact Person........................ .'............................................................. 6
Florida Judicial Circuits........................................................................... 7
Attachments
Attachment A - VOCA Grant Application
Part 1: Certification/Signature................................................................. 9
Part 2: Agency Eligibility... ......... .... ...... ............. .... ........... ....... ........... ...10
Part 3: Victims Served and Types of Services.......................................... 11
Part 4: Statement of Need ....................................................................12
Part 5: Project Proposal....................................................................... .12
Part 6: Goals and Objectives................................................................ .13
Part 7: Letters of Support.....................................................................15
Part 8: Certification Regarding Debarment.............................................. 17
Part 9: VOCA Budget Request ............................................................... 20
Part 10: Program Match....................................................................... 33
Attachment B - Final Program Guidelines......................................................... 35
OFFICE OF THE ATTORNEY GENERAL
VICTIMS OF CRIME ACT
2002-2003 VOCA GRANT APPLICATION
Section One - General Information
1. Backaround: The Victims of Crime Act (VOCA) was enacted in 1984 to provide federal
funding to assist state, local and private nonprofit victim advocate and victim/witness
agencies to provide services to innocent crime victims. The United States Department of
Justice (USDOJ), Office of Justice Programs (OJP), Office for Victims of Crime (OVC), provides
funds to support the provision of services to victims of crime. Services are defined as those
efforts that respond to the emotional and physical needs of crime victims, assist victims of
crime to stabilize their lives after a victimization, assist victims to understand and participate
in the criminal justice system and provide victims of crime with a measure of safety and
security.
2. Who Mav ADDlv: Any public or nonprofit organization or a combination of such
organizations that provides direct services to crime victims as specified by the VOCA Victim
Assistance Grant Final Program Guidelines (Attachment B). Failure to adhere to the
Guidelines in the past may affect an Applicant's eligibility for funding.
3. VOcA Grant ADDlication: The VOCA Grant Application packet consists of the following
materials:
· General Information and Application Instructions
· VOCA Grant Application (Attachment A)
· OJP Final Program Guidelines (Attachment B)
The Instructions, information, references and attachments contained herein comprise the
official VOCA Grant Application. Applicants must sign a certification that they have read all of
the VOCA Grant Application materials and that the applicant will comply with all applicable
federal and state statutes, administrative rules, procedures and policies established in the
application.
4. Fundina bv Judicial Circuit: VOCA funds will be awarded by judicial circuit. Applicants
will apply for funds within the judicial circuit served by the agency. If the agency serves
victims of crime in more than one judicial circuit, an individual application must be submitted
for each judicial circuit to be served. All components of each application must be specific to
the judicial circuit to be served. See (page 7) for a listing of the counties within each judicial
circuit.
5. ADDlication Deadline and Submission Instructions: The original application and one
exact copy must be received in the Office of the Attorney General (OAG) no later than 5:00
p.m., Eastern Standard Time, on Friday, February 22, 2002. The original application
containing original signatures must be marked "original" in the top right hand margin of the
first page. The applicant should retain an exact copy of the VOCA Grant Application.
Applications must be mailed or delivered to the following address:
Office of the Attorney General
VOCA Grant Application
The Capitol, Room PL-01
Tallahassee, Florida 32399-1050
The submission to the Attorney General's Office must include, in the followino order:
· Fully completed VOCA Grant Application packet (Attachment A)
· Three current letters of support (see Part 7 of the VOCA Grant Application)
2
· Documentation of the agency's state or federal registration as a nonprofit agency
(applicable to nonprofit or combination nonprofit/public agencies only)
· Job descriptions for all proposed VOCA-funded personnel, including match personnel
Do not include brochures, annual reports or additional documents in the submission to the
Attorney General's Office. Late applications will not be considered. Faxed or e-mailed
applications will not be accepted by the OAG.
6. Grant ADDlication Review Process: After grant applications are received, the
applications will be reviewed by OAG staff for technical compliance. All those applications
meeting technical review will be forwarded to local citizen review teams. As part of the
review team process, the citizen review team will require that applicants be available for site
visits, as necessary. Citizen review teams will review the applications and submit funding
recommendations to the OAG.
7. Award Announcement and FundinG Cvcle: Grant awards are announced annually
prior to September 1, for a maximum of one year for the period of October 1 through
September 30. VOCA grant awards are not renewable.
8. ADDlicable Laws/Final ProGram Guidelines: United States Department of Justice
(USDOJ), Office of Justice Programs (OJP), Office for Victims of Crime (OVC), published Final
Program Guidelines in the April 22, 1997, Federal Register to implement the victim assistance
grant program as authorized by the Victims of Crime Act of 1984, as amended 42 U. S. C.
10601, et seq. If an Applicant receives funding under this program, the Applicant must
comply with applicable federal and state laws and regulations, including the OJP Final
Program Guidelines and OJP Financial Guide. The following is a oartiallisting of VOCA
eligibility requirements. The Applicant must:
· Provide direct services to crime victims at no charge to the victim (i.e., provider cannot
bill third party for services)
· Be a public or nonprofit organization or a combination of such organizations
· Provide documentation that exhibits community support and approval of its services
· Demonstrate financial support from non-federal sources
· Demonstrate, if a new program, that 25-50 percent of financial support comes from non-
federal sources
· Provide 20 percent program match derived from resources other than federal funds
· Use volunteers which may include interns
· Promote coordinated services with public and private efforts within the community to aid
crime victims
· Assist victims with filing victim compensation claims
· Maintain civil rights information on victims served by race or national origin, sex, age,
and disability
· Maintain confidentiality of client-counselor information, as required by state and federal
law
· Comply with state criteria
· Provide services to victims of federal crime
· Comply with applicable provisions of the OJP Financial Guide. In addition to satisfying an
annual audit requirement, these provisions include maintaining programmatic and
financial records that fully disclose the amount and disposition of VOCA funds received;
financial documentation for disbursements; daily time and attendance records specifying
time devoted to allowable VOCA victim services; client files; the portions of the project
supplied by other sources of revenue; job descriptions; contracts for services; and other
records which facilitate an effective audit.
9. Disallowed Costs and Activities: The following list identifies some of the services,
activities, and costs that cannot be supported with VOCA funds. See the Final Program
Guidelines for complete information concerning non-allowable costs and services.
· Lobbying and administrative advocacy
3
· Perpetrator rehabilitation and counseling
· Needs assessments, surveys, evaluations or studies
· Prosecution activities, including criminal investigations
· Fund-raising activities
· Indirect organization costs, including but not limited to, liability insurance on property or
vehicles, capital improvements, security and body guards, property losses and expenses,
real estate purchases, mortgage payments, construction
· Property loss
· Most medical costs
· Relocation expenses
· Vehicles, unless approved in advance by the state VOCA Administrator
· Administrative staff expenses including administrators, board members, executive
directors, supervisors, etc.
· Coordination activities such as: serving on task forces or development of protocols,
interagency agreements, and other working agreements undertaken as part of the
agency's role as a victim services organization
· Costs of sending individual crime victims to conferences
· Activities exclusively related to crime prevention
· Supporting services to incarcerated individuals
· Supplement to crime victim compensation awards
· Non-emergency legal representation (e.g., divorces)
10. Underserved Victims: Applicants are encouraged to identify gaps in available services
for "underserved" victims and to seek funding to provide services to these victims.
Underserved populations may include, but are not limited to, child-on-child abuse, child abuse
by non-caretaker, crimes against the elderly, non-English speaking persons, persons with
disabilities, victims of federal crimes, victims of workplace violence and members of racial or
ethnic minorities.
11. Victims with Disabilities: Costs of furniture, auxiliary aids that assist persons with
sensory disabilities to communicate such as TTYmD machines for the hearing impaired or
qualified interpreters, or minor building alterations/improvements that make victim services
more accessible to persons with disabilities are allowable.
Section Two - Application Instructions
The VOCA Grant Application packet is included as Attachment A. The following information is
provided to assist the applicant in completing the application packet.
12. certification/Sianature: Complete the information requested for the Agency Name,
Agency Director and Contact Person. Enter the name as it should appear on a contract in the
event the program receives VOCA funding. Use the listing of Florida's Judicial Circuits to
identify the judicial circuit that the VOCA program will be serving. For example, Miami is in
the 11th judicial circuit. An original signature is required after the address information.
13. Aaencv Eliaibilitv: Complete all of the information requested in sections a. through e.
14. Victims Served and TVDes of Services, Definitions: Use this information in
completing Part 3, Types of Services. Definitions are provided by the U. S. Department of
Justice, Office of Justice Programs, Office for Victims of Crime (OVC). The information
provided in this section must be consistent with the applicant's Statement of Need, Project
Proposal, and Goals and Objectives. An applicant who receives VOCA funding will be required
to maintain data on victims served and types of services provided in accordance with the
following definitions.
4
Crisis Counseling refers to in-person crisis intervention, emotional support, and
guidance and counseling provided by advocates, counselors, mental health
professionals, or peers. Such counseling may occur at the scene of a crime,
immediately after a crime, or be provided on an on-going basis.
Follow up Contact refers to in-person contacts, telephone contacts, and written
communications with victims to offer emotional support, provide empathetic listening,
check on a victim's progress, etc.
Therapy refers to intensive professional psychological and/or psychiatric treatment of
individuals, couples, and family members to provide emotional support in crisis arising
from the occurrence of crime. This includes the evaluation of mental health needs, as
well as the actual delivery of psychotherapy.
Group Treatment refers to the coordination and provision of supportive group
activities and includes self-help, peer, social support, etc.
Crisis Hotline Counseling typically refers to the operation of a 24-hour telephone
service, 7 days a week, which provides counseling, guidance, emotional support,
information and referral, etc.
Shelter/Safe House refers to offering short- and long-term housing and related
support services to victims and families following a victimization.
Information and Referral (in-person) refers to in-person contacts with victims
during which time services and available support are identified.
Criminal Justice Support/ Advocacy refers to support, assistance, and advocacy
provided to victims at any stage of the criminal justice process, to include post-
sentencing services and support.
Emergency Financial Assistance refers to cash outlays for transportation, food,
clothing, emergency housing, etc.
Emergency Legal Advocacy refers to the filing of temporary restraining orders,
injunctions, and other protective orders, elder abuse petitions, and child abuse
petitions but does not include criminal prosecution or the employment of attorneys for
non-emergency purposes such as custody disputes, civil suits, etc.
Assistance in Filing Compensation Claims includes making victims aware of the
availability of crime victim compensation, assisting the victim in completing the
required forms, gathering the needed documentation, etc. It may also include follow-
up contact with the victim compensation agency on behalf of the victim. This is a
mandatory reauirement. An apolicant that receives VOCA funding will be reauired to
provide this service.
Personal Advocacy refers to assisting victims in securing rights, remedies, and
services from other agencies; locating emergency financial assistance, intervening
with employers, creditors, and others on behalf of the victim; assisting in filing for
losses covered by public and private insurance programs including workman's
compensation, unemployment benefits, welfare, etc.; accompanying the victim to the
hospital, etc.
Telephone Referrals refers to contacts with victims during which time services and
available support are identified.
Other refers to other VOCA allowable services and activities not listed.
5
15. Statement of Need: Complete the information as requested.
16. Proiect ProDosal: Complete the information separately for each subheading.
17. Goals and Obiectives: Goals and Objectives are an integral component of the
application and will be used to measure the success of the VOCA-funded program. See Part 6
for instructions and illustrations.
18. Letters of SUDDOrt: Attach three (3) current letters of support from local community or
government groups. Letters from individuals or units within the applicant agency will not be
accepted. Do not provide more than three letters. It is the responsibility of the applicant
agency to ensure letters confirm the applicant agency's record of providing effective services
to crime victims (if applicable) and demonstrate community support for the proposed VOCA
project. A current letter is one that is dated during the current calendar year. Note: Letters
acknowledging participation in a conference or meeting are not acceptable as letters of
support.
19. Certification ReaardinG Debarment. SusDension. IneliGibility and Voluntarv
Exclusion. Lower Tier Covered Transactions: This certification is required by federal
regulations implementing Executive Order 12549, Debarment and Suspension, 28 CFR Part
67, Section 67.510, Participants' responsibilities. The authorized representative at the
subrecipient level must sign the certification. The signed certification must be submitted with
the grant application.
20. VOcA BudGet Reauest: The Budget section of the VOCA Application is an itemized
description by budget category of proposed costs for VOCA funding. The budget categories
are, personnel, contractual services, training, equipment and operating expenses. To
maximize the availability of services to all crime victims, the OAG discourages the
use of VOcA funding to provide services that are eligible for payment through the
Victim Compensation Program. Justification that demonstrates the effectiveness of
any such duplication is required as part of the budget narrative. Failure to submit a
justification may result in removal of the budget request during technical review.
Refer to instructions on front of budget forms.
21. ProGram Match: The Final Program Guidelines require that all proposals provide a 20
percent match of the total VOCA Project. Total VOCA Project is defined as the VOCA Budget
Request plus the Program Match. Match funds are subject to the same restrictions that
govern VOcA grant funds, i.e., the source of program match must be a VOCA-allowable
expenditure.
To determine the amount of match required by the Final Program Guidelines for the proposed
VOCA project, divide the total amount of the VOCA Budget Request by four. The result is the
amount of required program match.
For example, if the VOCA Budget Request is $30,000, then divide $30,000 by four which
equals $7,500. In this case, the required match is $7,500 which equals 20 percent of the
total VOCA project. The following further illustrates the program match requirement:
$30,000 VOCA Budget Request
+ 7.500 Required Program Match ($7,500 equals 20% of the total VOCA Project)
$37,500 Total VOCA Project
Allowable match funds may include, but are not limited to, volunteers, staff salaries, rent,
equipment, operating costs, etc. Federal funds from other sources cannot be used for VOCA
match. Match used for the VOCA project cannot be used for any other grant. Do not Aover@
match, i.e., do not provide match in excess of 20% of the total VOCA project. Match may be
provided as either cash or in-kind or a combination of cash and in-kind as follows.
6
Cash Match: A cash match is any cost component that is included in the agency=s
overall budget as it applies to the provision of direct services for victims of crime (e.g., staff
providing direct victim services, travel related to the delivery of direct victim services, rent
paid by the agency for the portion of the program providing direct victim services, etc.). If
the agency pays for the expense, then it may be used as a cash match.
In-kind Match: An in-kind match includes donated items or services that benefit the
program but which do not have a dollar value assigned for budgeted purposes. For example,
programs may use volunteer hours as match. The value placed on donated services must be
consistent with the rate of compensation paid for similar work in the applicant agency. If the
required skills are not found in the applicant agency, the rate of compensation must be
consistent with the labor market. Programs may use items donated by other programs or
individuals as in-kind match (e.g., rent and utilities used for the provision of direct services to
victims and donated by another source outside the agency).
Instructions for completing the Program Match section of the VOCA Application are included in
the VOCA Budget instructions. Provide both a budget detail and a narrative on each item
submitted to meet the Program Match requirement.
22. VOcA ADDlicant Checklist: The applicant should use the following checklist to ensure
that all parts of the VOCA Grant Application have been completed. Failure to complete and
submit all information could render the application non responsive and result in elimination of
the application from further consideration.
Part 1: Certification/Signature
Part 2: Agency Eligibility (a. through e.)
Part 3: Victims Served and Types of Services (a. and b.)
Part 4: Statement of Need
Part 5: Project Proposal, all five subheadings are separately addressed
Part 6: Goals and Objectives (A maximum of two goals, with three objectives per goal)
Part 7: Letters of Support (three letters attached)
Part 8: Certification Regarding Debarment
Part 9: VOCA Budget Request (itemized description for each budget category)
_ Part 10: Program Match
- Documentation of the agency's state or federal registration as a nonprofit agency; applicable
to nonprofit or combination nonprofit/public agencies only
- Job descriptions for each proposed VOCA-funded and match position
- Original Application plus one exact copy must be received in the Office of the Attorney General
no later than 5:00 p.m. Eastern Standard Time on Friday, February 22, 2002.
23. Contact Person: For any questions concerning the VOCA Grant Application, contact the
Bureau of Advocacy and Grants Management, Office of the Attorney General, The Capitol, Room PL-
01, Tallahassee, Florida 32399-1050, or at 850/414-3380 (Suncom 994-3380) or fax number (850)
487-3013 (Suncom fax 277-3013).
7
FLORIDA JUDICIAL CIRCUITS
FIRST SEVENTH FOURTEENTH
Escambia Flagler Bay
Okaloosa Putnam Calhoun
Santa Rosa St. Johns Gulf
Walton Volusia Holmes
Jackson
SECOND EIGHTH Washington
Franklin Alachua
Gadsden Baker FIFTEENTH
Jefferson Bradford Palm Beach
Leon Gilchrist
Liberty Levy SIXTEENTH
Wakulla Union Monroe
THIRD NINTH SEVENTEENTH
Columbia Orange Broward
Dixie Osceola
Hamilton EIGHTEENTH
Suwannee TENTH Brevard
Taylor Hardee Seminole
Highlands
FOURTH Polk NINETEENTH
Clay Indian River
Duval ELEVENTH Martin
Nassau Miami-Dade Okeechobee
St. Lucie
FIFTH TWELFTH
Citrus DeSoto TWENTIETH
Hernando Manatee Cha rlotte
Lake Sarasota Collier
Marion Glades
Sumter THIRTEENTH Hendry
Hillsborough Lee
SIXTH
Pasco
Pinellas
8
ATTACHMENT A
2002-2003 VOCA GRANT APPLICATION
Part 1. CERTIFICATION/SIGNATURE
I acknowledge that I have read, understand, and agree to the conditions set forth in the Victims of
Crime Act Grant Application, Instructions and the Final Guidelines for the duration of the grant
period. I certify that any VOCA grant funds that this Agency might receive will not be used to
supplant any state and local funds that would otherwise be available for crime victim services.
Further, I certify that the information contained in this application is true, complete and correct.
The Applicant agency is the legal name of the agency that is seeking VOCA funding. Enter the
name as it should appear on a contract in the event the program receives VOcA
funding.
Name of Agency:
Monroe County, Florida
Judicial Circuit To Be Served (refer to list on page 7): 16th
Aaencv Director Information:
530 Whitehead Street
Mailing Address of Agency Director
305/292-3430
Area Code/Telephone No.
Key West
City
Mon roe
County
Fax No.
33040
Zip Code
FL
State
Charles "Sonny" McCoy, Mayor
Printed Name of Agency Director
Signature of Agency Director
Date of Signature
Type the name of the individual in the Agency who
can answer questions about the information
contained in this Grant Application.
(305)292-3485
Contact Telephone No.
John F. Pearce, Guardian ad Litem Prooram
Contact Person
(305)295-3659
Contact/Fax No.
10
PART 2. AGENCY ELIGIBILITY
a. Identify which of the following categories best describes the applicant agency:
Y Public
Private Nonprofit *
Combination Private Nonprofit/Public *
* Private nonprofit or a combination private nonprofit/public agency, must provide a photocopy of
either a state or federal document that verifies the agency's status as a registered nonprofit
organization. For example, a copy of an agency's federal IRS SOlc(3) tax exempt status may be
used for the required documentation.
b. Describe the type of implementing Agency (check the appropriate boxes):
It:] Criminal Justice - Government:
Law Enforcement Prosecution
Probation Court Corrections 0 Other
o Noncriminal Justice - Government:
Social Services Mental Health
Public Housing Hospital Other
o Private Non-Profit:
Hospital Rape Crisis
Other
Religious Organization
Shelter
Mental Health Agency
o Native American Tribe or Organization:
On Reservation Off Reservation
o Other:
c. Describe the purpose of the proposed VOCA project (check one):
New Victim Services Project
o Continuation of an existing VOCA-funded project
Expansion or enhancement of a project that is not currently VOCA-funded
d. In the following table, provide the amount of funding that is allocated to victim services in your
agency for the current fiscal year by funding source. Do not report the agency budget unless the
entire budget is devoted to victim services. For example, if VOCA funds are awarded to support a
victim advocate unit in a prosecutor's office, then report the budget for the victim advocate unit
only. Round amounts to the nearest dollar. Include all expenses which are budgeted for your
victim services program (i.e., personnel costs which include salaries for directors, clerical/support
staff, victim advocates, counselors, etc.,; training costs; equipment such as computers, fax
machines, printers, copiers, telephones, and furnishings, etc.; operating costs such as utilities,
postage, printing, office supplies, travel, counseling supplies, etc.). Contact your agency's finance
or budget office for assistance in completing this information. Please note: Do not include in-kind
match.
10
Funding Source Current Fiscal Year
Federal Funding (excluding VOCA) $
Current Year VOCA (excluding match) $ 19,645
State Funds $
Local, Public or Private Funds (match) $ 4,912
Other (specify): $
Total Victim Services Budget $ 24,557
d. If the applicant agency currently receives federal funding for victim services other than
VOCA funds, indicate the source(s) and the use of those funds:
PART 3. VICTIMS SERVED AND TYPES OF SERVICES
For the Total VOCA Project (VOCA grant plus match) identify the victims served and the types of
services that the applicant plans to provide.
a. Victims to be served. Check (Y) all that apply.
Y Child Physical Abuse
Y Child Sexual Abuse
o DUI/DWI Crashes
Y Domestic Violence
o Adult Sexual Assault
o Elder Abuse
o Adults Molested as Children
Y Survivors of Homicide Victims
o Robbery
o Assault
o Other, please identify:
b. Types of services. Check (Y) all that apply.
Y Crisis Counseling
Y Follow-up Contact
o Therapy
o Group Treatment
o Crisis Hotline Counseling
o Shelter/Safehouse
Y Information and Referral
(In-person)
o Criminal Justice
Su pportj Advocacy
o Emergency Financial Assistance
Y Emergency Legal Advocacy
Y Assistance in Filing Compensation
Claims. Mandatory Requirement
o Personal Advocacy
o Telephone Referrals
o Other, please identify:
PART 4. STATEMENT OF NEED
Using the information checked under Part 3 - Victims Served and Types of Services, briefly describe the
following:
· Specific need for VOCA funds or
· Deficiency of services to victims
After briefly describing the need, document the need by including the following information as it relates
to the service area:
· Population
· Geographic characteristics
· Crime statistics
· Existing victim services in the community
· Non-existing victim services in the community
Response may not exceed one-half page, minimum font size 10
Part 5. PROJECT PROPOSAL
The information provided by the applicant under Part 5 - Project Proposal pertains only to the services
related to the proposed Total VOCA Project (VOCA grant plus match). Respond to each of the separate
subheadings as described below. The response under each SUbheading may not exceed one-half
page with each page containing at least two subheadings, minimum font size 10.
Project Summary
Using the information checked under Part 3 - Victims Served and Types of Services, describe in detail:
The specific victim population(s) to be served
The specific services that will be provided to each victim population
Coordination of Services
The VOCA Final Program Guidelines require that grant recipients coordinate services with other area
service providers. Under this subheading:
Describe how the proposed VOCA project will coordinate the services with other service
providers in the community.
Identify agencies with which the proposed VOCA project will coordinate its services.
Explain the need for overlapping services if the proposed VOCA project duplicates services
already provided in the area.
Assistance in Filino Comoensation Claims
The Final Program Guidelines require that grant recipients provide assistance in filing victim
compensation claims. Assistance can be any of the following activities; providing information to victims
on the availability of compensation, assisting victims in completing the forms, assistance in mailing the
compensation forms, etc. Describe how the proposed project will meet this mandatory requirement.
12
Use of Volunteers
The Final Program Guidelines mandate that grant recipients use volunteers. Under this subheading:
Describe how the proposed project will recruit and utilize volunteers.
Identify the number of volunteers currently utilized in the Victim Services Program expressed as
full time equivalent(s).
Project Continuation
Describe how the agency plans to continue funding this program if VOCA funds are no longer available.
(i.e., is the agency looking at other funding sources such as local or state funding or other grants?)
There is no expectation or guarantee, implied or otherwise, that an agency will receive VOCA funding in
the future. VOCA applications for grants are subject to a competitive process on an annual basis.
Part 6. GOALS AND OBJECTIVES
Based on the information provided for Part 3 - Victims Served and Types of Services and Part 5 _
Project Proposal, select at least one goal and three objectives that specifically relate to the proposed
total VOCA Project. Use as much space as needed; minimum font size 10. Do not submit more than
two goals and three objectives for each goal.
The OAG compiled the following list of goals and objectives to assist the applicant in selecting the
minimum information required for VOCA goals and objectives. You must select from the following
goals and objectives. If the choices provided do not accurately reflect the goals and
objectives of your proposed VOcA project, you must contact the OAG at 850/414-3380 prior
to submitting the application to determine alternative goals and objectives that are
acceptable. Alternative goals and objectives must be approved in writing by the OAG and
included as part of your grant application.
GOALS: A goal is the anticipated result of the project proposal, i.e., a broad description of what the
project is intended to accomplish. The applicant must select the goals from the following list. The
goal(s) must be directly related to the proposed VOCA project.
GOAL: Enhance the quality of victim services provided.
GOAL: Increase the quantity of victim services provided.
GOAL: Expand services to meet the immediate needs of crime victims.
GOAL: Expand victim services to prOVide additional types of services.
GOAL: Expand victim services to geographic areas with limited or non-existing services.
GOAL: Expand services to additional victim groups.
GOAL: Expand services to members of previously underserved populations.
OBJECTIVES: Objectives are the increments of progress that will lead to the accomplishment of the
goal. When describing objectives, provide numbers, not percentages. The numerical objectives
represent VOCA-eligible services that will be provided by VOCA paid staff, volunteers, or other agency
staff who are used to meet the required project match. Objectives must be directly related to the
13
proposed VOCA project. For Part 6, the applicant must select three objectives from the following list
and provide the appropriate estimate for the proposed VOCA project.
ct. Between October 1 and September 30 the program will provide Crisis Counseling to crime
victims.
ct. Between October 1 and September 30 the program will provide Follow-up Contact to crime
victims.
ct. Between October 1 and September 30 the program will provide Therapy to crime victims.
ct. Between October 1 and September 30 the program will provide Group Treatment to crime
victims.
ct. Between October 1 and September 30 the program will provide Crisis Hotline Counseling to
crime victims.
ct. Between October 1 and September 30 the program will provide Shelter/Safe House to crime
victims.
ct. Between October 1 and September 30 the program will provide a total of Information and
Referral services to crime victims.
ct. Between October 1 and September 30 the program will provide Criminal Justice Support/Advocacy
to crime victims.
ct. Between October 1 and September 30 the program will provide Emergency Financial Assistance to
crime victims.
ct. Between October 1 and September 30 the program will provide Emergency Legal Advocacy to
crime victims.
ct. Between October 1 and September 30 the program will provide Personal Advocacy to crime
victims.
ct. Between October 1 and September 30 the program will provide Telephone Referrals to crime
victims.
ct. Between October 1 and September 30 the program will provide a total of Telephone Referrals
to crime victims.
ct. Between October 1 and September 30 the program will provide public presentations that are
designed to identify crime victims for the purpose of providing referrals or needed services.
ct. Between October 1 and September 30 the program will provide case management services to
crime victims.
ct. Between October 1 and September 30 the program will provide crisis intervention to crime
victims.
ct. Between October 1 and September 30 the program will provide courtroom orientation to crime
victims.
ct. Between October 1 and September 30 the program will provide sexual assault forensic examinations
(in compliance with state evidentiary collection requirements) to victims, when other funding
sources are unavailable or insufficient.
14
ex. Between October 1 and September 30 the program will provide transportation servi_ces to
crime victims (i.e., for victims to receive services, emergency transportation that enables a victim to
participate in the criminal justice system).
ex. Between October 1 and September 30 the program will provide a total of support groups for
victims of crime.
Sample:
Goal #1: Increase the quantity of victim services.
Objectives:
1. Between October 1 and September 30 the program will provide Follow-up Contact to 75 crime
victims.
2. Between October 1 and September 30 the program will provide a total of 250 Information and
Referral services to crime victims.
3. Between October 1 and September 30 the program will provide crisis intervention to 115 crime
victims.
Goal #2: Expand services to meet the immediate needs of crime victims.
Objectives:
1. Between October 1 and September 30 the program will provide Personal Advocacy to 95 crime
victims.
2. Between October 1 and September 30 the program will provide Emergency Legal Advocacy to 77
crime victims.
3. Between October 1 and September 30 the program will provide --.!L. public presentations that are
designed to identify crime victims for the purpose of providing referrals or needed services.
Part 7. LETTERS OF SUPPORT
Attach three (3) current letters of support from local community or government groups. Letters must
be dated within the current calendar year.
Part 8. CERTIFICATION REGARDING DEBARMENT
The authorized representative at the subrecipient level must sign the Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion, Lower Tier Covered transactions, and
attach it to the VOCA Grant Application.
15
PART 4 STATEMENT OF NEED
In 1980, the Florida legislature established Guardian ad Litem (GAL) programs to provide
volunteer representation of the best interests of children who are victims of domestic violence,
physical abuse and sexual abuse in child protection proceedings. Over the past twenty-two years,
GAL programs have provided representation to child victims during investigations, as well as
assisted victims during the criminal justice process. GAL programs, however, have suffered
unfunded legislative mandates, year in and year out; they have only been able to provide
assistance to approximately half of those children who need child advocacy and legal
representation in the courts. The enactment of the Federal Adoptions and Safe Families Act in
1997, and the passage of Florida's Kayla McKean Act in 1999, have both contributed to a dramatic
increase in the number of child victims who are statutorily entitled to child advocacy and legal
representation provided by Florida's GAL programs. This, combined with the events of September
11, 2001 and the ensuing budget crisis in the Florida legislature, has hampered GAL's ability to
adequately provide those mandated services to children.
The 16th Judicial GAL program serves the Florida Keys, an island chain spanning 130 miles.
This largely rural area has three (3) Court locations. In the year 2001, the Monroe County Clerk of
Courts recorded a total of 2149 Criminal Felony Cases. The GAL Program for that year was
appointed to criminal cases involving 109 children. Monroe County Sheriff's Department statistics
show that there were 244 Domestic Violence calls involving children for the calendar year 1999.
The GAL program has served 75 children who were victimized by Domestic Violence. Further, the
GAL program has provided services for 33 other child victims, 21 of which were involved in sexual
assaults and the others in physical abuse, assaults and even carjackings. The services provided by
this volunteer-based program were personal advocacy, information and referral, assistance and
follow up monitoring as personal contact with the victims. This is a unique service in the
community, and has been relied upon by the judiciary for seventeen (17) years, to speak with an
independent voice for the best interests of the child victim in court. The recommendations are
designed to ensure a safe, permanent home and prevent revictimization. In 1997, the Children's
Justice Act (CJA), administered by the National Center on Child Abuse and Neglect (NCCAN),
identified barriers to prosecution and judicial efforts in the handling of child abuse cases and stated
"a need to expand the number of trained GAL's and court-appointed attorneys".
PART 5 PROJECT PROPOSAL
Project Summary
As identified in Part 3, the victims to be served through this proposal are child
victims of physical abuse, sexual abuse, and domestic violence. To increase services to this
underserved population, more GAL case coordinators are required in the 16th Judicial Circuit
program. This is an exciting time in the developmental history of the GAL programs. We
are currently reorganizing the delivery of services and legal representation to child victims
to better serve our population and maximize our limited resources. We have hired an
additional part-time attorney to ease the growing in-court caseload, and are in the process
of hiring a part-time secretary to provide clerical support and support to the volunteers in
their endeavors to assist victims of crime. GAL programs were established to rely on
trained volunteers supervised by GAL case coordinators, and attorneys, to represent the
best interest of child victims in court proceedings. With the increases seen due to the
impact of recent federal and state legislation, GAL programs statewide have been unable to
recruit and train a sufficient number of lay volunteers and strive to meet the growing
numbers of child victims. Our new model of representation proposes a front-end focus on a
child-protection case through the use of professional advocates, teamed with lawyers and
the use of volunteers later on in the life of a case, to monitor the child. The proposal would
continue the positions of one (1) part-time Volunteer Coordinator providing intensive
recruitment of lay volunteers, thus, ensuring recruitment and retention of volunteers as well
as providing maximum victim services to the children of Monroe County.
Coordination of Services
The twenty-year history of the GAL program has demonstrated unique advocacy
functions for child victims and has established its reputation for a well coordinated,
unduplicated system of service delivery among and between community service agencies,
such as Dept. of Children and Families, Dept. of Juvenile Justice, Family Safety Planning
Team, Child Protection Team, and local mental health centers. The GAL is seen as the
linchpin for ensuring a well-protected child victim, and a well-protected victim makes a good
witness. The GAL program works closely with judges, state attorneys, law enforcement
officers, and child protection teams, in addition to child therapists, psychologists, teachers
and medical professionals. In recent years, the GAL program has established collaborative
relationships with new child service delivery systems such as supervised visitation centers
and child advocacy centers. Funding provided for the continuation of additional staff will
continue to enhance coordination of services and avoid duplication of services.
Assistance in Filina Compensation Claims
As part of its working relationship with the State Attorney's office and its victim
advocates, the GAL program is familiar with the process of filing compensation claims and
the appropriate procedures to be followed. The GAL program will comply with this
requirement by informing victims of their rights' to compensation as appropriate, assisting
them in locating and completing forms as necessary, and referring them to the local office
for more detailed information. This is a particularly important function to be performed
when the client is a child victim, and the family is under stress.
Use of Volunteers
Volunteers have been the mainstays of the GAL program since their beginning in
1980. Volunteers trained, and certified to act as guardians ad litem, perform critical tasks
for child victims. Their responsibilities include information gathering by interviewing all
parties: parents, relatives, law enforcement officers, school and medical professionals, as
well as community agency staff, in order to prepare a written report for the presiding judge,
with recommendations for the best interest of the child. In addition, volunteers monitor the
safety and well being of the child victims by visiting them regularly, and reporting to the
judge any concerns, at judicial hearings. In conjunction with GAL staff attorneys, the
volunteers protect the child from further trauma in the judicial process by appearing in court
with them to shield against harmful, repetitive questioning and by initiating emergency
motions for protective orders, whenever the child's well being and safety is in danger due to
the criminal justice process. In 1998, 7,160 volunteers represented children in 11,192
cases statewide. On a local level, in June of 2001 the Monroe County Guardian ad Litem
had 31 active volunteers. Volunteers will continue to playa major role in the operations of
the GAL programs even as a GAL staff assumes a more direct role in providing front-end
services to child victims. The need for advocacy and legal representation continues, and
volunteers will be required to perform the described functions in order to maintain the
current level of advocacy for children.
Proiect Continuation
The GAL Program continues to request additional positions through statewide
budgetary requests. Fiscal year 2001-2002, the Monroe County GAL Program received 2
additional part-time positions; .5 Secretary and .5 Staff Attorney. The GAL Program will
request in the State and County Budget funding for the continuation of VOCA positions.
PART 6 GOALS and OBJECTIVES
GOAL 1
Expand Services to members of previously underserved populations.
OBJECTIVE 1
Between October 1 and September 3D, the VOCA project will provide crisis intervention
services to 25 crime victims.
OBJECTIVE 2
Between October 1 and September 3D, the VOCA project will prOVide case management
services to 25 victims.
OBJECTIVE 3
Between October 1 and September 3D, the VOCA project will provide follow up contact to 50
victims.
GOAL 2
Enhance Quality of child victim services provided.
OBJECTIVE 1
Between October 1 and September 3D, the VOCA project will provide 15 in-person referrals
to social service agencies.
OBJECTIVE 2
Between October 1 and September 3D, the VOCA project will provide 20 telephone referrals
to social service agencies.
OBJECTIVE 3
Between October 1 and September 3D, the VOCA project will provide courtroom orientation
to 10 victims of crime.
CHAMBERS OF
CIRCUIT JUDGE
16TH JUDICIAL CIRCUIT OF FLORIDA
500 WHITEHEAD STREET
KEY WEST. FLORIDA 33040
RICHARD G. PAYNE
CHIEF JUDGE
January 24,2002
MONROE COUNTY COURTHOUSE ANNEX
TEL: 305/292-3433
FAX: 305 / 292 - 3434
Office of the Attorney General
VOCA Grant Application
The Capitol, Room PL-01
Tallahassee, FL 32399-1050
KATHY SHOCKLEY
JUDICIAL ASSISTANT
Dear Sir or Madam:
This letter is written in support of the VOCA Grant Application being submitted by the
16th Circuit Guardian ad Litem Program. As the Chief Judge for the 16th Judicial Circuit, and as
a Judge presiding over criminal cases, I have had first-hand experience with the work of the
Guardian ad Litem Program in Family Violence cases. The work that is done by the staff and
volunteers ofthis vital Program is crucial to the decisions being made in Criminal Court. Often,
the information presented by the Guardian ad Litem is the most current and comprehensive with
regards to the welfare and safety ofthe children affected by criminal acts.
The 16th Circuit is a rural county, which encompasses a string of islands, stretching 130
miles. It is difficult to ensure that every child and every family that comes before the Court will
receive needed services. The Guardian ad Litem Program helps to see that necessary referrals
are made for families and children with specific identified needs. The Program also provides a
crucial interface between the Criminal, Family and Dependency Courts, so that our Courts may
make informed decisions and enter consistent and responsive orders.
The funding sought by the 16th Judicial Circuit's Guardian ad Litem Program is greatly
needed, and will help this Program continue to provide first-rate child advocacy in Family
Violence cases and other legal proceedings affecting the interests of children.
Sincerely,
~~
RICHARDG.PAYNE ~
Chief Circuit Judge
January 24, 2002
Office of the Attorney General
VOCA Grant Application
The Capitol, Room PL-O 1
Tallahassee, FL 32399-1050
This letter is in support of the VOCA Grant Application being submitted by the Guardian
ad Litem Program with the 16th Judicial Circuit. As the Executive Director for the PACE Center
for Girls of Monroe County, I have had many opportunities to see the difference made in the
lives of children by the Guardian ad Litem staff and volunteers. Through their skilled advocacy
and consistent monitoring, children at risk receive the support necessary to make their way
through difficult legal proceedings.
The Guardian ad Litem Program serves the Courts, and the interests of children who have
experienced violence in their homes, abuse and neglect by caretakers, and those who have been
victims of crime. Their work is essential to the functioning of the Juvenile Courts, and the
delivery of social services, and is make all the more challenging by the geographical area served:
the 16th Judicial Circuit has three court locations and spans 130 miles
The services provided by the Guardian ad Litem Program are critical for children and
families in their Circuit, and are not offered by any other agency. The demand for skilled child
advocates continues to grow, and the Guardian ad Litem is struggling to meet that need. It is
without hesitation that I support the Program's request for VOCA grant funding to enhance its
ability to provide high quality representation for child victims in this community.
Sincerely, '~
~ExecutiVe Director
PACE Center for Girls of Monroe County
MONROE COUNTY
KEY WEST
1524 EATON STREET
p.o. BOX 4127
KEY WEST. FL 33041-4127
PHONE: (3015) 294-21501
ROSEMARY E. ENRIGHT
PUBLIC DEFENDER
MARATHON
PUBLIC DEFENDER'S OFFICE
MARATHON GOVERNMENT ANNEX
490 83RD ST. OCEAN
MARATHON. FL 330150
PHONE: (3015) 2119-80115
PUBLIC DEFENDER
SIXTEENTH JUDICIAL CIRCUIT OF FLORIDA
IN AND FOR MONROE COUNTY
PLEASE REPLY TO:
PLANTATION KEY
119240 OVERSEAS HWY., SUITE 2
TAVERNIER, FL 33070
PHONE: (3015) 8153.3232
Office of the Attorney General
The Capitol. Room PL-O I
Tallahassee, Florida 32399~1050
January 25,2002
Re: Victims of Crime Act Grant
VOCA Application
Dear SirlMadam,
I am writing in support of the VOCA grant application of the Sixteenth Judicial Circuit Guardian ad Litem
Program. As the Public Defender for this circuit, my staff and I have had direct experience with the
Guardian ad Litem personnel in criminal proceedings in which children are victims and witnesses.
Although our roles are different, I can attest to the quality of representation children receive through the
work of the Guardian ad Litem staff and trained volunteers.
Criminal prosecutions of those charged with the physical and sexual abuse of children are aggressively
pursued by the Office of the State attorney and vigorously defended by staff attorneys with the Public
Defender's office. The Guardian ad Litem serves the best interests of these young victims by ensuring that
the child interviewing process and discovery are conducted properly and with sensitivity to the needs of the
child. Most times, depositions of child victims are done in the safe setting of the Guardian ad Litem office
after the child has been made comfortable through interaction with the Guardian staff and volunteers.
The Guardian ad Litem Program's advocacy for children in the criminal process as victims and witnesses is
an essential service that is not currently offered by any other agency in our community. While the interest
of the State and the Defendants are represented, it is only the Guardian who is there solely to ensure that the
best interests of the child are well seIVed.
I enthusiastically support the Guardian ad Litem's applications for additional funding to expand and
enhance its ability to seIVe the needs of children in our community.
Sincerely yours,
~.~
Public Defender, Sixteenth Circuit
U. S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions
(Sub-Recipient)
This certification is required by the regulations implementing Executive Order 12549, Debarment and
Suspension, 28 CFR Part 67, Section 67.510. Participants' responsibilities. The regulations were
published as Part VII of the May 26, 1988 Federal Register (pages 19160-19211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1) The prospective lower tier participant certifies, by submission of the proposal, that neither it nor
its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in this transaction by any Federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
Charles "Sonny" McCoy. Mayor
Name and Title of Authorized Representative
Signature
Date
County of Monroe. Florida
Name of Organization
1100 Simonton Street. Key West. FL 33040
Address of Organization
OJP Form 4061/1 (Rev 2/89) Previous editions are obsolete
17
Instructions for Certification
1. By signing and submitting this proposal, the prospective lower tier participant is providing the
certification set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed
when this transaction was entered into. If it is later determined that the prospective lower tier
participant knowingly rendered an erroneous certification, in addition to other remedies available to
the Federal Government, the department or agency with which this transaction originated may
pursue available remedies, including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which
this proposal is submitted if at any time the prospective lower tier participant learns that its
certification was erroneous when submitted or has become erroneous by reason of changed
circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered
transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and
"voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and
Coverage sections of rules implementing Executive Order 12549.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed
covered transaction be entered into, it shall not knowingly enter into any lower tier covered
transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded
from participation in this covered transaction, unless authorized by the department or agency with
which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include
the clause title "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion-Lower Tier Covered Transactions," without modification, in all lower tier covered
transactions and in all solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a
lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded
from the covered transaction, unless it knows that the certification is erroneous. A participant may
decide the method and frequency by which it determines the eligibility of its principals. Each
participant may check the Nonprocurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render in good faith the certification required by this clause. The knowledge and
information of a participant is not required to exceed that which is normally possessed by a prudent
person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph (5) of these instructions, if a participant in a
covered transaction knowingly enters into a lower tier covered transaction with a person who is
suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in
addition to other remedies available to the Federal Government, the department or agency with
which the transaction originated may pursue available remedies, including suspension and/or
debarment.
18
BUDGET
SECTION
19
Part 9. VOcA BUDGET REQUEST (Instructions, Illustrations and Budget Forms)
The Budget section of the VOCA Application is an itemized description by budget category of proposed
costs for VOCA funding. The budget categories are: personnel, contractual services, training,
equipment and operating. The Applicant must provide a detailed (itemized) list and a budget narrative
for every budgeted item. See instructions on how to complete the VOCA Budget Request. See Final
Program Guidelines (Attachment B) for specific details regarding Allowable and Non-Allowable Costs.
Attach additional pages as necessary.
To maximize the availability of services to all crime victims, the OAG discourages the use of
VOcA funding to provide services that are eligible for payment through the Victim
Compensation Program. Justification that demonstrates the effectiveness of any such
duplication is required as part of the budget narrative. Failure to submit a justification may
result in removal of the budget request during technical review. Budget categories should
be rounded to the nearest whole dollar (i.e., $8,081.43 = $8,081 or $8,081.78 = $8,082).
SAM PLE
A. Personnel - The Applicant must provide a job description for all proposed VOCA-funded staff
Position/Job Title * % of Annual Annual Total of
Current Time Amount of Amount of VOCA-funded
VOCA VOCA- VOCA- VOCA- Salary &
salary(if funded funded funded Benefits
position Salary Benefits
was funded
in 2001/02)
Victim Advocate $36,082 100% $28,000 $8,082 $36,082
Subtotal $36,082
Budget Narrative - For each position, provide the hourly rate of pay, number of hours to be VOCA-
funded; and a detailed cost and description of the benefits that will be paid for each staff proposed as
illustrated in the example below. VOCA-funding for positions must be allocated in increments of 50%
or 100% unless otherwise approved in advance by the OAG.
* If the position above was funded for the 2001/02 grant year, then indicate the salary for the
position in this column. The other columns relate to the 2002/03 request.
Example:
;
Annual salary: Victim Advocate at 40 hours per week at $13.46 per hour x 2080 hours annually =
$28,000 Annual Benefits: social security @ .0765% ($2,142); retirement contribution @ 10%
($2,800); Health Insurance @ 11.21% ($3,140) = annual benefit total of $8,082
20
A. Personnel - A job description for each proposed position must be attached to the application.
Position/Job Title * % of Amount of Amount of Total of VOCA-
Current Time VOCA-funded VOCA-funded funded Salary &
VOCA VOCA- Salary for Benefits for Benefits
salary(if funded fiscal year fiscal year
position
was funded
in
2001/02)
Volunteer Coordinator $14,539 50% $14,903 $2,228 $17,131
Subtotal
$17,131
Budget Narrative -
Annual Salary: Volunteer Coordinator at 20 hours per week at $14.32 per hour = $14,903
Annual Benefits: Social Security @ 7.65% =
$1,140
Retirement Contribution @ 7.30% = $1,088
Annual Benefit Total = $2.228
21
VOLUNTEER COORDINATOR
The volunteer coordinator position is a part-time position serving Monroe County, the
Florida Keys. this is a responsible position that requires independent work under general
supervision of a higher level supervisor and is reviewed for achievement of desired results.
Qualifications:
Graduation from two year college program or an equivalent combination of training
and experience in working with volunteers, working in the social service, or working in the
criminal justice system. Must be a certified Guardian ad Litem volunteer or be eligible to be
certified. Possess and demonstrate good speaking and writing skills.
1. Recruit volunteers in Monroe County to advocate for children involved in court
proceedings.
(a) Arrange for public service announcements.
(b) Arrange for use of facilities in which to conduct training.
(c) Arrange for publication and notice of training.
(d) Network with local media to raise public awareness of the plight of
children that are victims of crime and the need for volunteers to
advocate for this underserved population.
2. Train volunteers.
(a) Presentation and training of the standard curriculum for Guardian ad
Litem volunteers.
(b) Specific training in victims rights, criminal procedures, and domestic
violence.
(c) Specific training in assisting victims in filing compensation claims
including making victims aware of the availability of crime victim
compensation, assisting with the completion of necessary forms for
such, and gathering the needed documentation.
3. Screen volunteers for acceptance into the program and perform the necessary
background checks.
4. Maintain appropriate volunteer information.
(a) Documentation of successful completion of training as described
above.
(b) Documentation of all background checks to be done periodically on all
volunteers (once a year criminal background check).
(c) Documentation of references of volunteers.
(d) Documentation of credentials and/or education of volunteer.
(e) Documentation of continuing education/in service training.
5. Provide ongoing in-service training for volunteers.
(a) Arrange for speaker/presenters.
(b) Identify and inform volunteers of local seminars, workshops, or
presentations being offered that would further their awareness and
education in advocating for child crime victims.
6. Assist volunteers in their duties when needed.
7. Assist in assignment of volunteers to cases.
8. Provided support to the case coordinator in working with the volunteers.
9. Provide ongoing support of the volunteers in various ways to ensure retention
of seasoned volunteers.
10. Reporting Requirements.
(a) Quarterly documentation depicting the number of new volunteers
recruited and trained.
(b) Quarterly documentation depicting the number of volunteers that
received in-service training.
(c) Quarterly reports indicating the frequency of training, and successful
retention of volunteers.
(d) Quarterly reports indicating community outreach, public awareness,
advertisements, and local media contacts.
(e) Quarterly documentation of the number of volunteers, how many
cases each volunteer has and the number of children they are
representing.
(f) Monthly reports of public speaking engagements to recruit volunteers.
(g) Monthly reports of travel time to recruit, train, and assist volunteers
with cases.
(h) Annual performance review of volunteers.
SAMPLE
B. Contractual Services - Contracts for specialized services for direct assistance to crime victims
Name of Business or Contractor Cost Per Unit of Estimated Units of Total
Service Service
Help, Inc. $20 per hour 10 $200
Subtotal $200
Budget Narrative/Justification for not billing victims compensation - For each contractual service
listed, provide a description of the service to be provided, the business name of the contractor, the
cost per unit of service, and the estimated units of service to be used. Attach additional page if
needed.
Example:
Help, Inc., will be utilized to provide interpreter services (sign language) as needed for victims with
hearing impairments. Hearing impaired victims will be provided information on available social
services, victims compensation and the criminal justice process through a certified sign language
interpreter at the rate of $20 per hour. It is anticipated that this service will be used approximately
10 times during the year.
This service would be billed to the victims compensation program in those instances where it is
victims compensation eligible. For all other instances the VOCA grant would be utilized.
22
B. Contractual Services - Contracts for specialized services.
Name of Business or Contractor Cost Per Unit of Estimated Units of Total
Service Service
Subtotal $0
Budget Narrative/Justification for not billing victims compensation -
23
c. Training - Registration fees, accommodations and transportation costs for staff travel to conferences,
workshops and training events. List events separately. See Budget Narrative below for general information
regarding training budget and for information on the Victim Services Practitioner Designation Training. If
awarded, training will require the submission of the training agenda for prior approval.
Description and Location of Event Cost Per No. of Staff Total
Person Attending
Victim Services Practitioner Designation (VSPD) $400 1 $400
Training
Working with Victims of Crime 101 $100 3 $300
Subtotal $700
Budget Narrative - For all proposed training, describe the name of the training sponsor (if known) the
subject of the training (i.e., domestic violence, sexual assault, crisis intervention, etc.) and justification for
attendance (how will it enhance services to crime victims).
The Applicant must include $400 in its VOcA Budget Request for a current employee to attend
the Victim Services Practitioner Designation Training. The amount of $400 has been entered on the
budget request form for this purpose. The VSPD training is offered by the OAG in various geographic
locations throughout the state. No budget narrative is necessary for the Victim Services Practitioner
Designation Training.
Budget requests for training cannot exceed State of Florida rates pursuant to Section 112.061, F.S. See the
reference chart below for a summary of State of Florida travel rates. The Final Program Guidelines
discourage the use of federal funds for the purpose of attending training or conferences that are located out
of state. Attach additional page if needed.
Example: Victim Services Practitioner Designation (VSPD) Training (narrative not required).
One staff person will attend three Working with Victims of Crime 101 workshops that are offered once every
four months by McDonald University, Professional Development Center. Training costs are estimated at
$300 (which will include mileage, meals and registration expenses).
SAM PLE
VOCA will reimburse training/travel expenses according to the State of Florida travel rules and regulations.
A "quick reference" gUide is provided.
State Travel Rates and Allowable Costs - Quick Reference
Breakfast $3.00 for travel that begins before 6 a.m. and extends beyond 8 a.m., no receipt necessary
Lunch $6.00 for travel that begins before 12 noon and extends beyond 2 p.m., no receipt necessary
Dinner $12.00 for travel that begins before 6 p.m. and extends beyond 8 p.m., no receipt necessary
Car Rental compact rate unless otherwise justified
Hotel variable, at standard single room rate
Mileage at $.29 per mile, no receipt necessary
Per Diem at $50.00 per day or $12.50 per 6 hour quarter beginning at midnight
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c. Training - Registration fees, accommodations and transportation costs for staff travel to conferences,
workshops and training events. List events separately.
Description and Location of Event
Cost Per No. of Staff
Person Attending
Total
Victim Services Practitioner Designation (VSPD) Training
$500 1
$500
Subtotal
$500
Budget Narrative -
Due to distance involved for staff to travel and attend mandatory training (as listed above) they will need
an additional day of lodging, travel and per diem per person.
25
SAM PLE
D. Equipment - For furniture and equipment costing $1,000 or more. If awarded funds in this
category, prior approval will be needed before purchasing items.
Description Number Cost per item Total
Computer for Victim Advocate 1 $2,000 $2,000
Subtotal $2,000
Budget Narrative - Justify the need for the equipment requests (refer to the Final Program Guidelines
on "Advanced Technologies"). Attach additional pages if needed.
Example:
The computer will increase the advocate's ability to reach and better serve crime victims. The cost
listed above is for a complete computer package which includes the computer, monitor, software and
printer.
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D. Equipment - For furniture and equipment costing $1,000 or more.
Description Number Cost Per Item Total
Subtotal $0
Budget Narrative -
27
SAM PLE
E. Operating Expenses - Office supplies such as paper, pencils, toner, printing, books, postage,
transportation for victims; monthly service costs for telephone or utilities; staff travel (for other than
training purposes) etc. Furniture and equipment costing less than $1,000 should be requested from
this budget category.
Description Number Cost Per Item Total
Print brochures 1,000 .52 $520
Monthly telephone service 12 months $20 per month $240
Staff travel to victims home and to court 5,200 .29 per mile $1,508
Notification cards 1 box $10 $10
Rent 12 months $225 $2,700
Subtotal $4,978
Budget Narrative - Provide a brief description of the operating expenses and note if the costs is pro
rated. Justify the need for unusual expenses and for costs over $500 per item. Attach additional
page if needed.
Example:
The agency will provide brochures on crime victims rights at its monthly meetings to area
organizations.
The Victim Advocate will need monthly telephone service calculated at $20 per month which is the
standard rate budgeted for new positions in this agency.
One staff person will provide services to victims of crime, 100 miles per week at 294
per mile = $1,508.
Notification cards (business cards) will be purchased for the victim advocate to give out for referrals
and services, etc.
The agency rents office space from the Global Company at $1,200 monthly or $14,400 annually.
VOCA's share will be $225 a month for the grant year.
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E. Operating Expenses - Office supplies such as paper, pencils, toner, printing, books, postage;
transportation for victims; monthly servic~ costs for telephones or utilities; staff travel (for other
than training purposes), etc. Furniture and equipment costing less than $1,000 should be included in
this budget category.
Description Number Cost Per Item Total
Subtotal $0
Budget Narrative -
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SAM PLE
Budget Summary By Category - Provide the subtotal for each TOTAL VOcA
budget category (A through E) for the Total VOcA Budget BUDGET REQUEST
Request: Please round each amount to the nearest whole
dollar.
A. Personnel $36,082
B. Contractual Services $200
C. Training $700
D. Equipment $2,000
E. Operating Expenses $4,978
TOTAL $43,960
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Budget Summary By Category - Provide the subtotal for each TOTAL VOCA
budget category (A. through E.) for the Total VOcA Budget BUDGET REQUEST
Request: Please round amounts to nearest whole dollar.
A. Personnel $17,131.00
B. Contractual Services 0
c. Training $500.00
D. Equipment 0
E. Operating Expenses . 0
TOTAL $17,631.00
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SAM PLE
Program Match Description Funding Source Cash or In- Budget Match
Kind Category Amount
Volunteers Donated Services In-Kind Personnel $6,695
Office Space Local Cash Operating $2,700
Victim Witness Coordinator III State Cash Personnel $1,595
TOTAL $10,990
Match Narrative - Describe in detail the type of Match, whether cash or in-kind, the budget category,
etc. Provide the same detailed information for match as provided for VOCA funded items (i.e., if match
is in Personnel for paid staff, provide the total pay and percentage. Also, provide the percentage of
office space). For any staff or volunteer positions that are used as Match, the applicant must submit
job descriptions.
Example:
Volunteers who provide direct services to crime victims such as intake clerks, clerical (types reports
and calls victims) and victim advocates. The agency anticipates using volunteers at the equivalent of
25 hours per week x 52 weeks x $5.15 (minimum wage) for a match of $6,695.
The agency rents office space from the Global Company at $14,400 annually and the agency's share
for office space for volunteers and supervisor of victim advocate would be $18.75% (or $225 pre
month) x 12 months = $2,700 match.
Approximately 5% of the Victim Witness Coordinator III position will be utilized to provide supervision
for the victim advocate position which is a new position. The Coordinator's total salary and benefits
equal $32,000.00.
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Part 10. Program Match
The Program Match section of the VOCA Application is an itemized description by budget category of
proposed matching contributions. The budget categories are personnel, contractual services, training,
equipment and operating expenses. The applicant must provide a detailed (itemized) list and a
budget narrative for each budgeted category. The applicant must also show the funding source and
whether it is a cash or in-kind match. Match is determined by dividing amount requested by four.
Round all amounts to the nearest whole dollar (i.e., $457.45 would be $457 or $457.65 would be
$458). Attach additional pages as necessary.
* New Programs must demonstrate that between 25-50% of their funding is derived from non-federal
sources.
Program Match Description - Funding Source Cash or In- Budget Match
a job description for each Kind Category Amount
proposed position must be
attached to the application
Office Supplies County cash Operating $ 209.00
In-county Travel County cash Operating $ 505.00
Office Space County cash Operating $3,694.00
TOTAL $4,408.00
Match Narrative -
This $209.00 match amount will be used for consumable office supplies for staff providing services to
victims of crime.
Staff will provide services to victims of crime throughout the county traveling 145 miles per month at
$.291miles x 12 months = $505.00 match
The agency rents office space from Irwin S. Morse, M.D. in the Middle Keys at $7,387.20 annually
and the agency's share for office space for the Volunteer Coordinator and volunteers is 50% (or $308
per month) x 12 months = $3,694.00 match
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