Enforcing Underage Drinking Laws Grant (EUDL) PROGRAM COMPLIANCE WORKSHOP Missouri Department of Public Safety, Office of the Director Juvenile Justice Unit January 28, 2011
Vicky Scott, Program Manager 573/526,2179 - firstname.lastname@example.org Connie Berhorst, Program Specialist 573/751-2771 - email@example.com • Nancy Capps, Program Representative 573/522-4094 - firstname.lastname@example.org Chris Yeager, Program Representative 573-526-1931 - email@example.com • Patsy Higgins, Senior Office Support Assistant 573/526-2419 - firstname.lastname@example.org • Carol Willhite, DPS Accountant • 573/522-9576 - email@example.com Dps juvenile justice unit staff:
Mike McBride University of Missouri Wellness Resource Center Partners in Prevention (PIP) 573-884-7534 mcbrideMA@missouri.edu www.pip.missouri.edu Nancy McGee, Special Agent MO Div of Alcohol and Tobacco Control 3256 Laclede Station Road, Suite 102 St. Louis, MO 63143-3709 314-877-0325 firstname.lastname@example.org Other eudl contacts:
To provide information regarding: • EUDL Guidelines and Program Requirements • Monthly Program Reporting Requirements • Monthly Expenditure Form Requirements • Program Compliance Monitoring • Record Keeping/File Maintenance Workshop objectives:
The EUDL Program was established by federal authority in the JJDP. Funding has been appropriated by Congress annually since 1998. • OJJDPas oversight of this program at the federal level. DPS has been designated by the Governor as the single state agency to receive, manage, and administer the program. • The DPS Juvenile Justice Unit and the Juvenile Justice Advisory Group ensure all state and federal requirements associated with administering these funds are met and maintained. Authorization & administration:
Funding review: • Enforcing Underage Drinking Laws (EUDL): • 29 projects - $346,796.45 awarded in 2010 • Operations funded: • 1) Retail Compliance Checks, • 2) Party Prevention/Controlled Party Dispersal Initiatives, and • 3) Special Events Management • Goal: Implement activities to 1) reduce the availability of alcohol to Missouri’s minor population and the early first use of alcohol and binge drinking by adolescents; and 2) increase the enforcement of underage drinking laws and the collaboration between schools, parents, community leaders, and law enforcement. Accomplishments: Grant Cycle Subgrants Awards # of Subgrants Establishments Compliant/Checked Compliance Rate 2010$364,296.45291,260/1,47286% Party Patrol/Party Dispersal Operations Citations Issued 176 Special Events Management Operations Citations Issued 143
Jjdp core requirements: To be eligible to receive OJJDP funding, the state of Missouri must maintain compliance with each of the following four core requirements of the JJDP Act. Deinstitutionalization of Status Offenders (DSO), Separation of juveniles from adults in secure facilities (Sight and Sound Separation), Removal of juveniles from adult jails and lockups (Jail Removal), and Reduction of disproportionate minority contact (DMC) within the juvenile justice system.
When conducting EUDL Operations, award recipients must adhere to the operational guidelines promulgated by the Missouri Division of Alcohol and Tobacco Control. DIVISION OF ALCOHOL AND TOBACCO CONTROL ALCOHOL COMPLIANCE BUY CHECKLIST 11 CSR 70-2.280. Guidelines for Using Minors in Intoxicating Liquor or Non-Intoxicating Beer Investigations Guidelines & definitions: For full text visit http://www.sos.mo.gov/adrules/csr/current/11csr/11c70-2.pdf.
QUESTION: Should persons charged with “minor in possession” be held in secure or non-secure custody? ANSWER: Under the Federal definition, juveniles under 17 years old in possession of alcohol or tobacco are considered status offenders and, therefore, should NOT be placed in secure custody. Guidelines & definitions:
IMPORTANT DATES: Contract Period- January 1 through December 31 Monthly Reports Due- 10th Day of the Month First Report Due- February 10, 2011 *Final Report Due- January 10, 2012
IMPORTANT numbers: CDFA Number-16.727 This is the EUDL Catalog of Federal Domestic Assistance number, required by accountants and auditors. 2011 EUDL CONTRACT NUMBER This number must be referenced in all correspondence with DPS, including mail, faxes, and email and can be found on the Award of Contract. (EUDL-2009-XX)
Purpose: • Provide Technical Assistance • Ensures Compliance with EUDL Guidelines and Requirements • Each EUDL project will be monitored annually. Site visits:
The Blue Program Folder provided is your EUDL Program Bible! Keep it updated! Keep it chronologically ordered! Keep it neat! Keep it handy! Program Folder:
Section 1- • Approved Application • Approved Budget Pages • Approved Narrative or Program Description • Job Descriptions/Resumes Program folder:
Section 2- • Request (s) to Revise the Budget & Contract Adjustment Notices • Change of Information Forms • Award of Contract & Special Conditions • Certified Assurances/Debarment • Audit Requirement Form Program folder:
Section 3- • Copies of ALL Monthly Performance Reports MAKE SURE TO SUBMIT & FILE A REPORT FOR EACH MONTH—EVEN IF YOU HAVE NO ACTIVITY TO REPORT. Program folder:
Section 4- • Monthly Report of Expenditures • Include all supporting documentation • Requests for Reimbursement • Include all supporting documentation • See the folder for all other applicable documentation Program folder:
Section 5- • Miscellaneous Correspondence • Any emails, letters or other correspondence pertaining to the project, with the exception of Compliance Monitoring Correspondence. • This may include DPS correspondence, in-house correspondence or any outside correspondence with schools, trainers, retailers, ATC, etc. Program folder:
Section 6- • Subgrant/Site Visit Correspondence • Include any correspondence related to Program Compliance Monitoring, including the initial notice, any follow-up reports, or email. Program Folder:
Section 7- • Special Information/Program Highlights • Press Releases • News/Web Articles • Community Reports • Materials Developed about the Program • Highlights of Volunteers/Exceptional Compliance Rates Program Folder:
Section 8- • Original Application or Documents that have been revised or updated. RETENTION… DO NOT THROW ANYTHING WAY Program folder:
By signing the Award of Contract, your agency/department is accepting the EUDL award of funding and entering into a contract with the Department of Public Safety (DPS). Your agency/department is agreeing to comply with all of the terms and conditions outlined in the application packet for EUDL funding and in the Special Conditions attached to the Award of Contract. BINDING CONTRACT:
You are Required to submit the following reports by the 10th of Each Month: Monthly Performance Report Monthly Report of Expenditures Monthly Detail Sheet Supporting Documentation REPORTS ARE DUE EVERY MONTH, EVEN IF NO ACTIVITIES HAVE OCCURRED OR EXPENSES WERE NOT INCURRED. Monthly reporting:
YOUR PROGRAM: • EUDL funds are to be used strictly for the activities outlined in your approved application. • Follow your contract’s approved timeline of activities. • Due to unexpected circumstances, changes to the timing or order of activities may be made with PRIOR WRITTEN APPROVAL from DPS.
Media/community relations: When being interviewed by the media, presenting any program, or advertising your program in any way, you must credit the source of funding as follows: “Funds are made available for this project through the Missouri Department of Public Safety and the Missouri Juvenile Justice Advisory Group from funding provided by the U.S. Department of Justice, Office of Juvenile Justice and Delinquency Prevention.”
As a EUDL Program Funds Recipient, DPS is required to collect data to submit to OJJDP. The Monthly Performance Report you are required to submit is nearly identical to what the OJJDP requires of DPS. Monthly PERFORMANCE report:
The First Monthly Performance Report Is Due February 10th, 2011. Monthly PERFORMANCE report:
Do not provide any more information than what is required on the report form. You must submit the reports regardless of whether there has been any activity for the month. If there hasn’t been any, simply state such. Monthly PERFORMANCE report:
OFF SITE ESTABLISHMENT: These are convenience stores, mini-marts, gas stations, etc. Anywhere that alcohol is purchased to be consumed OFF SITE.
ON- SITE ESTABLISHMENT: These are you bars, restaurants, clubs, etc. Places where alcohol is sold and consumed ON SITE.
ON- SITE ESTABLISHMENT: These are you bars, restaurants, clubs, etc. Places where alcohol is sold and consumed ON SITE.
The Monthly Report of Expenditure Form will be mailed to you each month. The Monthly Report of Expenditure is due on the 10th of each month. If you don’t have any expenses, return the form stating such. Monthly report of expenditures:
Submit the original form with an original signature. Copies, faxes and email will not be accepted. Complete the form in it’s entirety! Check your math and all calculations! Monthly report of expenditures:
The Monthly Detail Sheet and any other supporting documentation MUST BE ATTACHED TO the Monthly Report of Expenditure. This will NOT BE MAILED to you. You can print it from our website at: http://www.dps.mo.gov/Juvenile/EUDL.htm MONTHLY DETAIL SHEET:
PERSONNEL • Officer overtime hours and undercover operatives time are the ONLY ELIGIBLE CLAIMS. • List each overtime expense separately on the detail sheet – include the name of each officer and/or undercover operative. • Indicate whether the claim is for an officer or operative. • The overtime hours worked and rate of pay must be completed. Monthly detail sheet:
The total expenses on this form MUST MATCH the Monthly Report of Expenditures total. Monthly detail sheet:
Any supporting documentation MUST BE ATTACHED to the Monthly Report of Expenditures. For Compliance Check Operations include: • Copies of summonses and tickets (ONLY RELATED TO UAD EUDL OPS) • Name and address of establishments checked and outcome • Clear copiesof officer’s timesheets with date, time, and type of EUDL overtime hours worked • Clear copies of undercover operatives timesheets with date, time and number of hours worked SUPPORTING DOCUMENTATION:
Any supporting documentation MUST BE ATTACHED to the Monthly Report of Expenditures. For Controlled Party Prevention/Controlled Party Dispersal Operations include: • Copies of summonses and tickets (ONLY RELATED TO EUDL OPS) • Clear copiesof officer’s timesheets with date, time, and type of EUDL overtime hours worked SUPPORTING DOCUMENTATION:
Any supporting documentation MUST BE ATTACHED to the Monthly Report of Expenditures. For Special Events Management/Task Force Operations: • Copies of summonses and tickets (ONLY RELATED TO EUDL OPS) • Clear copiesof officer’s timesheets with date, time, and type of EUDL overtime hours worked SUPPORTING DOCUMENTATION:
Any supporting documentation MUST BE ATTACHED to the Monthly Report of Expenditures. For Bar Patrol Operations: • Copies of summonses and tickets (ONLY RELATED TO EUDL OPS) • Clear copiesof officer’s timesheets with date, time, and type of EUDL overtime hours worked • A list of the Names and Addresses of establishments worked. SUPPORTING DOCUMENTATION:
Contact DPS immediately if there is a need to change the Personnel page of your budget. • Requests must be submitted on an official Request to Revise the Budget form and require the signature of the Project Director (or preparer) and the Authorized Official. • Requests must be submitted and approved 30 days in prior to the effective date. • Requests to Revise the Budget will not be accepted after October 31st, 2011. REQUESTS TO REVISE THE Budget:
If an officer or an undercover operative is replaced by someone else, submit a Change of Information form, prior to activating that officer or operative. The form can be found at: http://www.dps.mo.gov/dir/programs/jj/documents/ChangeofInformation.PDF Personnel revisions:
Unless otherwise requested, all agencies will be put on Electronic Funds Transfer/Automated Check Handling status. (If this policy creates a burden on your agency, please notify our office immediately.) • Carol Willhite, Accountant • 573/522-9576 -OR- email@example.com reimbursements:
CONTRACT TERMINATION & Penalties: • If DPS determines that your program is operating in a manner differently than what has been approved in the application, or is failing to comply with the terms of the contract, DPS may take action as is deemed appropriate, including termination of the contract. • Whoever embezzles, willfully misapplies, steals, or obtains by fraud any funds, assets, or property which are the subject of a grant or contract or other form of assistance, whether received directly or indirectly from Department of Public Safety or the U.S. Department of Justice shall be fined not more than $10,000 or imprisoned for not more than five years, or both.
Meeting of the Minds- KCI Airport Marriott April 7-9, 2011 Bar Patrol-required for any agency conducting Bar Patrols Special Events-required for any agency conducting Special Events/Operations Other Trainings-Dates and Times t/b/a We will notify you of trainings throughout the contract period. Mandatory training: