Edward Byrne Memorial Justice Assistance Grant (JAG) 2012 Pre-Bid Webinar

1. Edward Byrne Memorial Justice Assistance Grant (JAG)2012 Pre-Bid Webinar Missouri Department of Public Safety March 1, 2012

2. DEPARTMENT OF PUBLIC SAFETYCRIMINAL JUSTICE/LAW ENFORCEMENT UNIT Eric Shepherd, Program Manager (573) 751-5997 eric.shepherd@dps.mo.gov Heather Haslag, Program Specialist (573) 751-1318 heather.haslag@dps.mo.gov Sarah Verhoff, Program Representative (573) 526-1928 sarah.verhoff@dps.mo.gov Amy Lehman, Clerk (part-time) (573) 522-3455 amy.lehman@dps.mo.gov Joan Dudenhoeffer, Clerical Support (part-time) (573) 522-1800 joan.dudenhoeffer@dps.mo.gov • Main Phone: (573) 751-4905 • Fax Number1: (573) 522-1908 • Fax Number2: (573) 751-5399 • CFDA #: 16.738 • MO Department of Public Safety • Attn: CJ/LE • PO Box 749 • 301 W. High Street, Room 870 • Jefferson City, MO 65102

3. OUTLINE FOR TODAY • Background • Grant Information • Application • WebGrants – Demo • Questions?

4. BACKGROUND

5. SOURCE OF FUNDS • February 26, 1988 • New York Police Officer, Edward R. Byrne was on detail protecting a witness who agreed to testify in court against local drug dealers • Distracted by a knock on the passenger-side window • Shot 5 times in the head • Both gunmen, along with lookouts, fed the scene • Died from wounds at the age of 22 • Four assailants were captured six days after the murder and were eventually sentenced to 25 years to life • Edward Memorial Formula Grant (Byrne) created in Officer Byrne’s honor • Federal Administering Agency: • U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA) • 42 U.S.C. 3751(a) - 2005: • Edward Byrne Memorial Justice Assistance Grant (JAG) Program combined the Edward Byrne Memorial Formula Grant (Byrne) and Local Law Enforcement Block Grant (LLEBG) Programs to streamline funding and grant administration.

6. FUNDING Base Allocation + Formula Allocation (population & crime) Missouri Base Allocation <$10K Allocations >$10K Allocations JAG (Base $) Department of Public Safety (60%) Local Units of Government (40%) LLEBG (<$10K $)

7. FUNDING OVERVIEW • Federal Fiscal Year = October 1 to September 30 • - FY 2011 monies awarded to DPS on October 1, 2011 • State Fiscal Year = July 1 to June 30 • - FY 2011 monies available for sub-awards July 1, 2012

8. JAG GRANT TIMELINE • March 1: Post Solicitation • April 13: Applications Due • May 7: Review Meeting • Other Grant Solicitations: TBD • Recovery JAG? • MoSMART?

9. GRANT INFORMATION

10. GOVERNING DIRECTIVES • 2012 JAG Solicitation: www.dps.mo.gov/dir/programs/cjle/jag.asp • 42 U.S.C. 3750 Part E of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 • OJP Financial Guide: www.ojp.usdoj.gov/financialguide/index.htm • OMB Circulars: www.whitehouse.gov/omb/circulars_default • A-87: Cost Principles for State, Local, and Indian Tribal Governments • A-102: Grants and Cooperative Agreements with State and Local Governments • A-133: Audits of States, Local Governments, and Non-Profit Organizations • 28 CFR Part 69: New Restrictions on Lobbying • Variety of other federal laws, rules, and guidance

11. ELIGIBLE APPLICANTS • Any state or local unit of government • Except those eligible for a direct JAG award, unless submitting for a multi-jurisdictional project • Non-profit or for-profit organizations are not eligible • State agencies must have budgetary spending authority prior to submitting an application • Law enforcement agencies must apply through their respective local unit of government (pass-thru agency) • Agencies currently served by a grant-funded task force should request resources through the task force

12. ELIGIBILITY REQUIREMENTS Law Enforcement Agencies (or pass-thru) must be in compliance with: • Section 43.505 RSMo • Uniform Crime Reporting (UCRs) • Section 590.650 RSMo • Racial Profiling Reporting • Section 513.653 RSMo • Federal Forfeiture Audit • Section 590.700 RSMo • Recording of Custodial Interrogations • Section 577.005 RSMo • Forwarding Intoxication-Related Offenses to MSHP http://www.moga.mo.gov/homestatsearch.asp

13. ELIGIBLE PROGRAM AREAS • Law Enforcement • Prosecution & Court • Prevention & Education • Corrections & Community Corrections • Drug Treatment • Planning, Evaluation, & Technology Improvement • Crime Victim & Witness Programs

14. ELIGIBLE BUDGET CATEGORIES • Personnel • Personnel Benefits • Personnel Overtime • Personnel Overtime Benefits • Travel/Training • Equipment • Supplies/Operations • Contractual

15. ALLOWABLE COSTS • OJP Financial Guide, Part III, Chapter 14 • Allowable costs include, but are not limited to: • Salaries & Benefits • Overtime & Benefits • Training & Travel Costs • Fleet Fuel/Mileage • Equipment • Office Furniture • Vehicle Lease or Purchase • Vehicle Insurance • Office Telephones • Cell Phones • Pagers • Internet Service • Postage • Office Supplies • Field Supplies • Confidential Funds • Office Rent • Utilities • Printing • Training Materials • Membership Dues • Consultant Services

16. UNALLOWABLE COSTS • Grant Solicitation • OJP Financial Guide, Part III, Chapter 18 • Unallowable costs include, but are not limited to: • Acquisition of Real Property • Aircraft (excluding police helicopters) • Alcohol/Bar Charges • Bonuses or Commissions • Canines and Canine Expenses • Compensation of Federal Employees • Consultant Rates over $450/day • Entertainment Expenses • Finance Fees/Late Charges • First Class Travel • Less than Lethal Weapons • Lobbying or Fundraising • Military-type Equipment • Non-Compliant Mobile Radios • Personal Incentives for Employment • Pre-Paid Fuel or Phone Cards • Push Bumpers • Radar Guns • Spikes/Stop Sticks • Tasers • Vehicles (excluding police cruisers) • Vessels (excluding police boats) • Weapons and Ammunition

17. LOCAL MATCH • Minimum 25% of Total Project Cost • Allowable source of local match • Cash • Donations • Federal Forfeitures • Unallowable source of local match • In Kind Match • Federal Grant Funds • State Forfeitures • Project Income (exception would be fed. forfeitures)

18. GENERAL GRANT GUIDELINES • Contract Period: July 1, 2012 to June 30, 2013 • 12 month contract period • No requests to extend this contract period • Any funds not used will lapse • Separate application for each project • Funds obligated within the contract period • Cannot allow activities occurring before the contract period start date or after the contract period end date • Must pro-rate expenses • Funds disbursed monthly (reimbursement)

19. APPLICATION

20. GENERAL APPLICATION GUIDELINES • Solicitation is available on DPS website http://www.dps.mo.gov/dir/programs/cjle/jag.asp • Applications must be submitted in WebGrants https://dpsgrants.dps.mo.gov • Applications must be submitted no later than 5:00 p.m. on Friday, April 13th • Paper applications will not be accepted • WebGrants will not accept late applications

21. WebGrants https://dpsgrants.dps.mo.gov

22. REGISTER vs. LOGIN Returning Users or Organizations: enter UserID and Password under Login New Organizations: click the Register Here link

23. REGISTRATION • Registration will register the individual and the organization • Registration consists of Personnel Information and Organization Information • Personnel Information should be for the registrant • Organizational Information should be for the unit of government • Enter applicant agency as unit of government, department • Cole County Sheriff’s Office would be entered as “Cole County, Sheriff’s Office” • Cole County Prosecuting Attorney’s Office would be “Cole County, Prosecuting Attorney’s Office” • Jefferson City Police Department would be “Jefferson City, Police Department” • Jefferson City Circuit Attorney’s Office would be “Jefferson City, Circuit Attorney’s Office”

24. REGISTRATION • Once you have submitted your registration, DPS will receive an email to confirm the registrant • If approved, the registrant will receive an email with their UserID and Password • If denied, the registrant will receive the reasoning for denial • Once approved, the registrant can add users associated with the organization (e.g. Project Director, Fiscal Person, Secretary, Commander, etc) • These users are not subjected to approval by DPS

25. ADDING REGISTERED USERS First, check who is a registered user already: • Log into WebGrants • Click “My Profile” • Scroll down to the Organization table • Select your agency name • Scroll down to the Registered Users table If you don’t see someone listed, check with them to see if they are an existing user on other grants with DPS. If so, contact DPS to have them add internally. If not, continue with the following steps: • Click Add • Complete the registration form • Click Save The system will automatically notify the person at the email address provided and provide a system-assigned login. DO NOT COMPLETE THE REGISTRATION FORM ON THE LOGIN PAGE OF WEBGRANTS IF YOU FORGET YOUR LOGIN - - THIS IS FOR NEW ORGANIZATIONS ONLY!! IF YOU COMPLETE THIS FORM, IT WILL RE-REGISTER YOU AND YOUR ORGANIZATION.

26. REGISTERED USERS My Profile: • Maintain profile and contact information • Maintain organization’s information • Add additional registered users • Add only if individual is not already a user Alerts: Add dpswebgrants@dps.mo.gov to safe sender list

27. GETTING STARTED: TIPS & TRICKS • JAG Application has 20 components (forms) • Each component must be “Marked Complete” • Form and field instructions have been provided to aid in the completion of each form • Each form has required fields, indicated by a red asterisk (*) – form cannot be saved until each field contains data • If you are not completed with a form but need to save it, enter something and come back later • If you have not completed a required field or supplied information in an incorrect format, the cursor will return to the field that contains the error • START EARLY!!

28. MAIN MENU • Grantee Instructions: general instructions and navigational aids • My Profile: maintain contact information, reset password, & add users • Funding Opportunities: displays posted program funding opportunities • My Applications: displays previously created applications for the user’s organization • My Grants: displays awarded grants for a user’s organization

29. FIND THE FUNDING OPPORTUNITY Select “Funding Opportunities” from the Main Menu Select the appropriate “Opportunity Title” from the list of posted grants

30. CREATE APPLICATION • Copy Existing Application: can be used by organizations reapplying for funds under the JAG program area • Start a New Application: must be used by organizations that have not applied for JAG monies through WebGrants MAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!!

31. FORM #1: GENERAL INFORMATION • Primary Contact: select from the drop-down box, which will pre-populated based on name of the individual associated with the login information. This individual will be the recipient of emails during the application, review, and negotiation phases. • Project Title: enter a carefully chosen, brief descriptive title for the proposed project. If the application is a continued project, use the same project title from past years. • Organization: select from the drop-down box, which will pre-populate based on the organization associated with the selected primary contact person. • Click “Save” when complete, review the form, and click “Go to Application Forms” to continue

32. APPLICATION FORMS LIST This screen displays all the application forms for JAG. The Complete column will track the completion of each form. The Last Edited column will track any changes to each form.

33. FORM #2: CONTACT INFORMATION Complete the entire form as indicated Click “Save” when complete Review for accuracy If revisions are necessary, click “Edit” and then re-save when completed Click “Mark as Complete” when the data is complete • Authorized Official (AO) – the individual that has the ability to legally bind the applicant agency in a contract • Project Director (PD) – the individual that will have direct oversight of the proposed project • Fiscal Officer (FO) – the individual who has responsibility for accounting and audit issues at the applicant agency level • Officer in Charge (OIC), if applicable – the individual that will act as the supervisor or commander of the proposed project

34. FORM #3: PROJECT SUMMARY • Complete the entire form • Application Type • Current Contract Number(s) • Program Category • Project Type • Geographic Area • Brief Summary • Program Income • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete

35. FORM #4: BUDGET • Complete the budget lines • To create new budget lines, click “Add” for the appropriate category • To edit an existing budget line, click on the blue hyperlink of the budget item, make the changes, and click “Save” • To delete an existing budget line, click on the blue hyperlink of the budget item and click “Delete” • Complete the budget justification; click “Edit” • Review for accuracy • Click “Mark as Complete” when the form is complete Refer to the 2012 JAG solicitation for examples!!

36. FORM #5: BRIEF HISTORY OF PROJECT AGENCY • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete INSTRUCTIONS: Provide a brief history of the Project Agency, which is the agency that will be implementing the proposed project (e.g. County, Sheriff's Office, Prosecuting Attorney's Office, City, Police Department, State Department, etc). Include a description of any existing programs and explain how the proposed program will coordinate with those existing programs.

37. FORM #6: STATEMENT OF PROBLEM • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Define the problem you will be attempting to impact with the project for which you are requesting funds. Be specific. Do not include every issue the Project Agency addresses but only the one(s) that will be impacted by the use of the funds being requested. Include facts and statistics on incidents of crime, existing resources or lack thereof, demographic and geographic specifications, etc. to demonstrate a need for funding. Drug Task Forces - include statistics relating to drug activity that affects your service area, such as types of drugs or organizational rings that exist, street value of those drugs compared to previous year to demonstrate an increase or decrease in demand, number of investigations, number of arrests, total amount of seized narcotics and/or property, number of meth labs dismantled, etc.

38. FORM #7: GOALS & OBJECTIVES • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Explain your expectations for the proposed program. Be specific.Goals are the program's desired results. The goals should be clearly stated, realistic and achievable, even if they are not readily measurable. • Objectives are the intermediate results or accomplishments to achieve each goal. The objectives must be both measurable and achievable.

39. FORM #8: TYPE OF PROGRAM • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Identify the purpose area for which funds are requested.Define the services to be provided by this project, who will provide these services, how they will be provided, and who will benefit from them. Give as much detail as possible about your proposed project. Flow charts and outlines to support this narrative description may be included under the "Other Attachments" section. Multi-Jurisdictional Task Forces - identify the number of agencies associated with the multi-agency effort and the total number of personnel working on this project (including non-grant funded personnel).

40. FORM #9: PROPOSED SERVICE AREA • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • State the geographic area to be served by this project. Provide information to easily locate the jurisdiction(s) within the state. If the proposed project is multi-jurisdictional, identify the names of each agency that have signed the Memorandum of Agreement (MOA) and any areas/agencies in which this project will assist if called upon.

41. FORM #10: PROJECT IMPLEMENTATION • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • If the proposed project is new, explain the actual steps that will be taken to use the resources requested in your application to implement the program. Provide a timeline for having the requested budget items in place so that the project may be considered fully operational (e.g. if personnel are requested, provide details about the hiring process and an anticipated start date). If the proposed project is a continuation or enhancement, explain how current efforts will be continued or actions will be taken to add additional services/activities.

42. FORM #11: SUPPLANTING • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Address how the requested funding will not supplant other federal, state, or local funds available to the program, if such exist. If your application includes existing costs, explain how those costs are currently being funded and if and when that funding source will cease.

43. FORM #12: COMMUNITY IMPACT • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Describe how your proposed project will affect the communities that your program will serve. Describe how your program will affect the citizens this project serves and crime-related issues within the communities concerning public safety.

44. FORM #13: COST ASSUMPTION • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Describe how the Project Agency plans to continue the activities of this project if JAG funds would no longer be available. What proactive steps are being taken to absorb the project cost into the Project Agency's future budget? Be specific. If the proposed project is considered a one-time funding request, be sure to clearly describe how any ongoing costs (e.g. maintenance, licensing, monthly service charges) will be absorbed into the Project Agency's budget.

45. FORM #14: EVALUATION PROCEDURE • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • Describe the process to be used to determine the effectiveness and success of your program. Provide details about the types of data that will be collected, who will evaluate such data, and how often it will be evaluated. Evaluation data may include, but not be limited to, arrest rates, surveys, rates of recidivism, client satisfaction evaluations, prosecution rates, pre- and post-testing, etc. If you will be using a survey or evaluation form and have that form available, it may be included under the "Other Attachments" section.

46. FORM #15: REPORT OF SUCCESS • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete • INSTRUCTIONS: • If the proposed project is not currently being supported with funds from the Missouri Department of Public Safety, Office of the Director, put N/A. If the proposed project is currently being supported with such funds, restate the goals and objectives from your current contract as listed in your approved application. Clearly identify whether or not each goal and its objective(s) have been attained to date. You may include any reports, surveys, or other measurement tools that support the success of your project in the "Other Attachments" section.

47. FORM #16: CERTIFICATION OF LOCAL MATCH • Identify the local match source(s) and amount(s) • To create new local match lines, click “Add” • To edit an existing local match line, click on the blue hyperlink of the agency name, make the changes, and click “Save” • To delete an existing local match line, click on the blue hyperlink of the agency name and click “Delete” • Review for accuracy • Click “Mark as Complete” when the form is complete MAKE SURE THE TOTAL ON THIS FORM MATCHES THE LOCAL MATCH TOTAL ON THE BUDGET FORM!!

48. FORM #17: AUDIT REQUIREMENTS • Provide the requested information • Click “Save” when complete • Review for accuracy • If revisions are necessary, click “Edit” and then re-save when completed • Click “Mark as Complete” when the form is complete Federal guidelines require agencies to perform an organization-wide, independent audit if their organization has expended $500K or more in federal funds within a 12-month fiscal year. Recipients of JAG funding that expended $500K or more in federal funds must submit a copy of the audit to MO DPS on the grant is “Underway”.

49. FORM #18: REQUIRED ATTACHMENTS • To upload the required documents, click on the respective blue hyperlink • To delete an uploaded file, click on the recycle bin in the Delete column • Click “Mark as Complete” when the form is complete • Project Agency’s Organizational Chart (REQUIRED): a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions/jobs. Should preferably be designed as a flow chart type of document. • Memorandum of Agreement (REQUIRED ONLY FOR MULTI-JURISDICTIONAL TASK FORCES): agreement between each municipality, political sub-division, and/or MSHP that pledges to participate in the task force. Should be current and contain the signatures and date of signature of each member party. If the MOA is not re-signed from year-to-year, must include a letter indicating it is still in effect.

50. FORM #19: OTHER ATTACHMENTS • To upload an additional document, click “Add” • Browse for the attachment on your computer or storage device • Enter a brief title for the document • Click “Save” • To delete an uploaded file, click on the blue hyperlink in the Description column • Click “Mark as Complete” when the form is complete If you have no “other” attachments, just click “Mark as Complete” and continue. Possible “other” attachments: • Quotes for equipment • Survey or evaluation form to support the Evaluation Procedures • Letters of support