Board of Corrections

1. Board of Corrections

2. Welcome • Thom McConnell - Executive Director • Bill Crout - Deputy Director FSOD • Jim Sida - Field Representative • Norma Burns-Marshall • John Kohls Ph.D.

3. Assignment • At your tables prepare an the following: • Select a spokesperson • Introduce the members of your MIOCRG team in attendance • Briefly describe your project and current activities involving your project • What are the biggest questions that the people at your table want answered • Take 10 minutes to prepare your introduction

4. Housekeeping • Pardon our Construction! • Restrooms • Pot Belly Deli • Building 660 - Knock First! • Travel Claims • Complete Today or Return ASAP for FY Closing • Lunch Arrangements

5. MIOCRGUpdate • $37.7 Million Proposed • Continuation of Projects Identified at May 20, 1999 BOC Meeting • Grants not to Exceed $5 Million • Includes Los Angeles and San Francisco as High Risk Models

6. Today’s Objectives • Identify Roles in the Grant Process • Clarify Terms and Conditions in Exhibit A • Identify Precontractual Requirements • Review Required Reports • Briefly Review Evaluation Component

7. Today’s Objectives • Answer Questions Related to Contract Development and Execution • Develop MIOCRG Network

8. Roles &Responsibilities • Governor and Legislature: • Determine State Needs • Appropriate Available State Funds

9. Roles &Responsibilities • Board of Corrections • Award Grants to Counties for Projects • Develop Grant Contract • Budget Component • Evaluation Component • TA and Monitoring • Data Collection • Make Payments • Reports to Legislature

10. Roles &Responsibilities • County • Submit Proposal and Project Description • Prepare Pre-Contract Submittals • 4 Year Line Item Budget • Evaluation Component • Execute Formal Contract • Proceed with Project

11. ContractExhibit A • Standard Agreement • General Project Description • Amount Awarded • Original Signatures - 4 Copies

12. ContractExhibit A • Definitions - Highlights • Match Funds • Hard Match - Cash Dedicated to the Project by Public or Private Organizations • In-Kind - Value of Personnel, Goods, or Services Dedicated to the Project from Private or Public Organizations • General Fund Monies Excluded

13. ContractExhibit A • Project Period • July 1, 1999 - June 30, 2003 • Supplant - Use of Grant Funds to Replace Funds Otherwise Dedicated for Existing Programming

14. ContractExhibit A • Eligible Costs • Salaries and Benefits • Public or Private Contract Employees directly involved with delivery of services associated with the project • Services and Supplies • Necessary to deliver services directly associated with the project

15. ContractExhibit A • Eligible Costs • Travel for County Employees • In accordance with county travel policies • Professional or Consultant Services • Provided by community based organizations, MOU’s or other necessary charges

16. ContractExhibit A • Eligible Costs • Fixed Assets • Up to $1,000 Per Item • Declaration must be made by Project Manager and approved by the BOC that equipment to be purchased is: • Directly Associated with the Project • Essential to the Project • Lease or Rental Options Thoroughly Investigated

17. ContractExhibit A • Eligible Costs • Fixed Assets Continued • Purchase of the Equipment is Less Expensive than Leasing • Title to Any Equipment Purchased with State Funds will be Returned if Requested by State • Focus of Grant funds should be for delivery of programs

18. ContractExhibit A • Eligible Costs • Lease payments • Equipment • Office Space • Automation & Photocopy Equipment • Operational Overhead • Overhead and administrative cost necessary for the success of the project not to exceed 10% of the grant award

19. ContractExhibit A • Ineligible Costs • Site Acquisition and/or Construction Costs • Fixed Assets in Excess of $1,000 • Supplanting Existing Programs, Projects or Personnel • Costs Outside the Scope of the Project • Criminal Justice Activities Not Directly Related to the Project

20. ContractExhibit A • Match • Counties required to provide at least 25% match. • Match cannot be derived from State General Funds or programs supported by those funds • Match Disbursement • 25% by June 30, 2000 • 50% by June 30, 2001 • 75% by June 30, 2002 • 100% by June 30, 2003

21. ContractExhibit A • Project Manager • Counties representative for the administration of the contract and have authority to act on behalf of the grantee • Project Financial Officer • Maintains documentation of all actions in accordance with accounting principles

22. ContractExhibit A • Project Officials are Determined by the County • Project Manager and/or Financial Officer functions can be delegated • Sheriff may be responsible for signing contracts as determined by County MIOCRG Resolution

23. ContractExhibit A • Project Access • Goal is to Ensure Integrity and Success of the Program • Interim Audit • May have State Auditor conduct interim audit • Final Audit • Due 120 days of the contract expiration

24. ContractExhibit A • Final Audit Continued • Audit may be performed by county • May hire at county cost (can be used as county match) • Cannot be conducted by person(s) directly involved with project financial duties - Must be organizationally independent

25. ContractExhibit A • Withholding of Grant Disbursements • BOC may withhold all or any portion of grant funds in the event of: • Contract Violations • Insufficient County Funds • Insufficient Match Disbursement • Retention of Funds • When balance reaches 5% BOC may withhold as security upon receipt of final audit and final report

26. ContractExhibit A • Reports • Quarterly Financial Invoices • Invoice on a cash basis • Invoices paid in arrears • Submitted within 45 days of fiscal quarter • 1st Qtr. Jul - Sep - Due November 15 • 2nd Qtr. Oct - Dec - Due February 15 • 3rd Qtr. Jan - Mar - Due May 15 • 4th Qtr. Apr - Jun - Due August 15

27. ContractExhibit A • Reports • Semi-Annual Progress Reports • Submitted within 45 days of fiscal quarter • 1st Rpt Jul - Dec - Due February 15 • 2nd Rpt Jan - Jun - Due August 15

28. ContractExhibit A • Reporting Tip • Complete progress reports and send to the BOC in draft for review • BOC staff will review reports for errors and provide TA to County • Send in signed reports after review to avoid delays • Timely reports will ensure timely payment by the BOC

29. ContractExhibit A • Reports • Final Report • Submitted within 90 days of contract expiration • Changes • No substantial changes without BOC approval • Budget changes over 10% require BOC approval

30. ContractExhibit B • Fiscal Survey • Fiscal Summary - 4 Year Budget • First Year Budget • Second Year Budget • Third Year Budget • Fourth Year Budget • Budget By Program

31. ContractExhibit B • Program Evaluation Survey • Contract Administration Policy and Procedures Manual • Audit Procedures

32. ContractDisputes • Disputes Should Be Resolved between County and Board Staff • Unresolved Issues Will Be Decided By Board • County May Appeal to BOC • Board Chair Will Designate a Hearing Panel • Decision Sent to Board for Adoption

33. Timelines • Fiscal Surveys Completed by June 30, 1999 • Evaluation Surveys Completed July 1999 • Contracts fully Executed by August 1999

34. Networking • Proposal to Establish Quarterly Project Managers Meetings • County Host or Conduct in Sacramento • 1 1/2 Day Meeting • Network and Exchange Information • Discuss Common Issues • Showcase County Projects