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2. East Texas Council of Governments Grant Application Workshop January 2014

3. Mission: In order to improve the Quality of Life for all our citizens, ETCOG pledges all its resources to educate and assist its members to accomplish their goals.

4. What is a Council of Government? Definition: Purpose: Region-wide voluntary association of local governments and elected officials; defined officially as a governmental entity because decision-making board comprised of elected officials throughout the area; intermediary government between the county and state levels. Serves as the instrument of local government cooperation, promoting the region’s orderly development and the safety and welfare of its citizens.

5. Map of COG Regionshttp://www.txregionalcouncil.org/display.php?page=regions_map.php

6. ETCOG Overview All material covered today will be posted on ETCOG’s website at –http://www.etcog.org/564/Grant-Application-Workshops.htm See handout for navigating ETCOG`s website

7. Application Process Governor’s Office publishes an RFA (Request for Applications) on its eGrants website and in the Texas Register. Applications become available via the eGrants website - https://cjdonline.governor.state.tx.us. ETCOG conducts workshops for all applicants interested in funds from one or more of the funding streams. Applicant completes application in eGrants and submits via the web directly to the Governor’s Office, Criminal Justice Division (CJD). Governor’s Office determines which applications qualify for funding, and sends those to ETCOG. ETCOG uses a local committee, called the Criminal Justice Advisory Committee (CJAC), to review and score the applications. This provides CJD with a local voice in prioritizing which applications merit funding and which do not. The priority list developed by the CJAC is sent to the Governor’s Office, where final decisions on who gets the money are made. This is where some, if not most, of the applicants become actual grantees.

8. CJD Funding Sources Prioritized by ETCOG Juvenile Justice and Delinquency Prevention (JJDP) Juvenile Victims of Crime Act (VOCA) Federal (OMB, TAC) Victim Violence Against Women Act (VAWA) Law Enforcement, Corrections or Judicial Services Edward Byrne Memorial Justice Assistance Grant (JAG) State Criminal Justice Planning Fund (SF421) State (TAC)

9. CJD Funding Sources VX Applications JX Applications CX Applications WX Applications JAG JJDP SF421 VOCA VAWA

10. Criminal Justice Advisory Committee (CJAC) The CJAC is a voluntary committee comprised of a multi-disciplinary representation of members from the ETCOG 14 county region, per requirements of the CJD. The CJAC`s membership includes individuals from the following groups or disciplines: citizens or parents, substance abuse prevention, education, juvenile justice, law enforcement, mental health, nonprofit organizations, prosecution or courts, and victim services.

11. CJAC Application Review and Prioritization The CJAC will consider the following factors when scoring and prioritizing applications: • Any state agency strategies identified by CJD; • Priorities identified within the region, by the COG/CJAC, resulting from the strategic and/or community planning process; • Current COG policies and procedures; and • The availability of funding.

12. Priority Hearings Duration of Presentation: 5 minutes + Q & A Presenter: Someone from the applicant agency who can competently speak for the project No visual aids allowed or power point presentations

13. Prioritization Process Member Member Member Member Member Member Member Member score score score score Avg score score score score

14. eGrants Application & Submission Process Have the following items available before beginning your application: • Federal ID Number, DUNS Number, CCR expiration date, and Charter Number (for nonprofits) • Names and email addresses for the Authorized Official, Financial Officer, Project Director and the Grant Writer Refer to the eGrants Permissions for Grant Officials document passed out at the workshop & posted on the ETCOG website.

15. CJD Approved Budget Categories • Personnel • Contractual/Professional Services • Travel • Equipment • Supplies and Direct Operating Expenses • Indirect Costs No Construction

16. eGrants Application & Submission Process Personnel • Time/Activity Reports (see samples on the ETCOG website) • Personnel line items should indicate if they include fringe • Should be tied to a person, not a cost pool • Timesheet signed by employee and supervisor Salaries consistent with local policy

17. eGrants Application & Submission Process Contractual and Professional • Contracts in writing • Consistent with Texas contract law • Contract monitoring documentation • Compliance with Agency Procurement Guidelines • Invoices for contract deliverables • Each contract should be listed on a separate line. If the contract includes several services or equipment, this should be explained in the line item

18. eGrants Application & Submission Process Travel • Employee travel and training only • Comply with state travel policies or agency travel policies (CJD will only reimburse at the state rate. Any overage is the responsibility of the agency.) • Maintain travel log and receipts • Pre-approval of out-of-State travel NOTE: Expenses for outside trainers go under the contractual line item as part of overall contracted services.

19. eGrants Application & Submission Process Equipment • All purchases MUST be pre-approved by CJD • Must maintain an inventory log • Equipment under $1,000 should be placed in the supplies category • Must have invoices to support purchases • Must be used for the purpose for which it`s purchased • All changes to equipment line items, including the number of items, MUST be approved by CJD

20. eGrants Application & Submission Process Supplies & Direct Operating Expenses • Must be related to the daily operation of the grant • All costs MUST be pro-rated per a cost allocation plan • Rent or lease MUST include cost per square foot and the number of square feet • Documentation MUST be maintained (receipts, invoice, etc.) • Includes small equipment with a useful life of less than 1 year & a purchase price of $999 or less per unit

21. eGrants Application & Submission Process Indirect Costs • Represent expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs • Not all CJD funding sources support indirect costs • Are not classified as direct charges (salaries, wages, fringe, travel, consulting services, toll charges, express mail, etc.) EXAMPLES: accounting staff, administrative and clerical salaries, local telephone and communications infrastructure, depreciation on a building and equipment, etc.

22. Submission Deadlines for CJD • Applications are currently open in the eGrants website. • All applications must be submitted AND certified via eGrants before midnight (11:59 pm) on 02/28/2014.

23. CJD Contacts ETCOG provides technical assistance to applicants for questions related to content in grant applications. ETCOG Contacts: stephanie.heffner@etcog.org or beverly.brooks@etcog.org ETCOG`s Main Number: 903-218-6400 CJD provides technical assistance to applicants, via the following email address, for any technical issues in relation to your application - egrants@governor.state.tx.us CJD`s Main Number: 512-463-1919