1 Criminal Justice Policy Development Committee Policies and Procedures The following policies and procedures define rules and regulations governing the application processes for Criminal Justice Division (CJD) programs. CJD has identified four core program areas: General Victim Assistance Direct Services Programs Justice Assistance Grant Programs Juvenile Justice and Delinquency Prevention Programs Violent Crimes Against Women Criminal Justice and Training Projects Domestic Violence, Sexual Assault, Dating Violence, and Stalking Programs In addition, these policies and procedures govern the operation of the North Central Texas Council of Governments (NCTCOG) and the Criminal Justice Division as outlined in the Interlocal Cooperation Agreement between the CJD and NCTCOG as it relates to NCTCOG s Criminal Justice Policy Development Committee (CJPDC). 1. COMPLIANCE WITH ADMINISTRATIVE RULES 1.1. All policies, rules, and regulations set forth in this document are in compliance with the Texas Administrative Code (TAC), Title 1, Part 1, Chapter 3. The above can be viewed at: Section 3.1 of the Texas Administrative Code; Applicability: Subchapters A through F of this chapter apply to all applications for funding and grants submitted to the Criminal Justice Division (CJD) Office of the Governor. Subchapter A covers the general provisions for grant funding. Subchapter B addresses budget rules for grant funding. Subchapter D provides rules detailing the conditions CJD may place on grants. Subchapter E sets out the rules related to administering grants. Subchapter F specifies rules regarding program monitoring and audits NCTCOG Criminal Justice Policies and Procedures will also comply with Texas Government Code, Chapter 551 The Texas Open Meetings Act. 2. APPLICATION WORKSHOP ATTENDANCE REQUIREMENT 2.1. Prior to each grant cycle, NCTCOG s staff will hold Grant Application Workshops. Workshop schedules will be posted on NCTCOG s Criminal Justice Program website. During the application process COG staff will provide current grantees, potential applicants, and other requestors a copy of the scoring instrument, the criteria used in the scoring of applications, and other relevant materials. Page 1 of 10 FY16 Grant Cycle CJPDC Approved:
2 In addition, COG staff will provide information on the policies and procedures to potential applicants MANDATORY ATTENDANCE: Attendance is mandatory for current grantees because policies, guidelines and application rules change, and attendance is mandatory for any new applicant organization TECHNICAL ASSISTANCE: Applicants may request technical assistance from staff during the development of applications prior to submission, as time permits. CJD staff will provide technical assistance on the operation of egrants applications NCTCOG may require that additional information be submitted directly to NCTCOG for scoring purposes. Applications received on incorrect NCTCOG forms will be marked as ineligible and will not be scored DEADLINES: Application submission deadlines will be set by CJD and applications in all program categories will be submitted directly to the Criminal Justice Division electronically. NCTCOG may require that additional information be submitted directly to NCTCOG for scoring purposes. egrants submissions and any other required documents are due by the CJD-determined due date. Deadlines are final. No late applications will be accepted, without exceptions. There is no appeal process. 3. FUNDING GUIDELINES 3.1. LOCAL PRIORITIES AND STRATEGIC PLANNING Local needs and priorities will be identified through the strategic planning process, with guidelines set forth by CJD. The criminal justice needs relevant to the plan include, but are not limited to: criminal justice system improvements, juvenile justice system improvements, direct victim services, mental health, and substance abuse treatment. Local priorities will be presented to applicants during mandatory grant application workshops and will be incorporated into the scoring criteria as a separate scoring factor. Local needs and priorities for the strategic planning process may be gathered via electronic surveys, on-site meetings, or other reasonable methods. NCTCOG will identify local priorities for the above mentioned topics and submit the Strategic Plan and an Executive Summary by a deadline set by CJD. The Strategic Plan will be evaluated and updated at least every two years Grant application workshop attendees will be made aware of the importance of justice-related strategic planning. All strategic planning documents will be posted on NCTCOG s website. Page 2 of 10 FY16 Grant Cycle CJPDC Approved:
3 3.2. APPLICANT ELIGIBILITY: Eligibility for funding is determined by CJD and applicant agencies must adhere to guidelines set forth by CJD in the Request For Application (RFA) as posted in the Texas Register. Funding allocated to NCTCOG s 16-county region may only serve the NCTCOG region. Therefore, applicants desiring to serve counties in other COG regions must submit a separate application to that COG and follow the policies and procedures set forth by each Agencies that receive funds directly from their state association or directly from CJD for basic service programs must apply directly through their state association or CJD and may not apply for funds that are allocated to NCTCOG s region. Examples include but are not limited to: Children s Advocacy Centers and Court Appointed Special Advocates CJD will make the final determination as to which funding source is most appropriate for each application FUNDING LIMITATIONS: For the FY16 grant cycle, the following guidelines apply to the four program categories: Justice Assistance Grant (JAG): A cap of $80,000 has been placed on new JAG applications being scored and prioritized that benefit one (1) service area/jurisdiction A cap of $160,000 has been placed on new JAG applications being scored and prioritized that benefit two (2) service areas/jurisdictions.* A cap of $240,000 has been placed on new JAG applications being scored and prioritized that benefit three (3) or more service areas/jurisdictions.* * JAG collaboration projects may be subject to additional supporting documentation at the time of grant submittal. Supporting documents may include items such as Letters of Intent from all collaborators and Cooperative Working Agreements General Victim Assistance Direct Services: Per direction from CJD, funding limits do not apply for new applications submitted in this category Juvenile Justice and Delinquency Prevention: A cap of $100,000 has been placed on new applications being scored and prioritized Violent Crimes Against Women: A cap of $100,000 has been placed on new applications being scored and prioritized Continuation projects in the above program categories in year two or three for FY16 may either continue in the 3-year cycle at the currently funded amount or Page 3 of 10 FY16 Grant Cycle CJPDC Approved:
4 submit the project as new, follow the new funding limitations and enter back in the competition to be scored APPLICATION LIMITATIONS: For the FY16 grant cycle, an agency may submit no more than three (3) new projects to be scored in the following categories: Justice Assistance Grant (JAG) Juvenile Justice and Delinquency Prevention Violent Crimes Against Women General Victim Assistance Direct Services: The three-project limit will not apply to the General Victim Assistance Category EXCEPTION: The exception applies only to government entities. For cities and counties with distinct departments, the department may submit no more than three (3) new applications to be scored in JAG, Juvenile Justice and Delinquency Prevention, or the Violent Crimes Against Women funding categories. For example, a county juvenile probation department and county sheriff s office may each submit no more than three (3) new applications per the above funding categories. A government entity is not limited in the number of their departments that apply in the above categories THREE-YEAR APPLICATION CYCLE Based on scoring results, the CJPDC and NCTCOG s Executive Board will develop priority list recommendations for a period of three years (equipment-only projects are one-year recommendations) for each of the four program categories CJD will not make funding allocations directly to the COG s, therefore a recommendation for a three-year period only means the application will be scored the first year, and will move up the priority level for the second and third year without being scored again. All final funding decisions are made by CJD, and an NCTCOG recommendation is not a guarantee of funding For FY16, new projects will enter the three-year application cycle at 100% of the awarded amount in the first year, and will be prioritized at 100% of the original awarded amount for the second and third year of the three-year prioritization cycle Applications funded by CJD out of prioritization order will be one-year commitments One year approvals may occur when the applicant is seeking funds to acquire and install advanced technology or specialized equipment; or to provide training mandated by a state agency; or training on an advanced technology. Page 4 of 10 FY16 Grant Cycle CJPDC Approved:
5 Grant Adjustment Policy: An authorized person for a funded project will notify NCTCOG in writing prior to submitting a grant adjustment request through the CJD egrants system. Should NCTCOG staff determine the adjustment results in a deviation from the scope of services presented in the original application, the grant adjustment request may be forwarded to the CJPDC for review. If the CJPDC determines the change in budget or scope of the funded project impacts how the project would have been prioritized, the 3-year prioritization may be withdrawn and future recommendations may be affected. 4. APPLICATION REVIEW AND SCORING PROCESS 4.1. Applications will be scored by members of the CJPDC PROJECT SCORING CRITERIA: The CJD statewide scoring instrument will be used to evaluate each new application submitted for review. The CJPDC has the option to include additional criteria to the statewide scoring instrument MINIMUM SCORE REQUIRED: A minimum score of seventy (70) is required for a project to be recommended for funding regardless of program category PROJECT SCORING PROCESS Once CJD determines the eligibility of applications within a program category, the applications will be forwarded to the COG for scoring and prioritization In order to promote uniformity in scoring of applications, each CJPDC member will participate in scoring training provided by NCTCOG staff When necessary, as a result of the number of submitted applications for review, scoring, and prioritization, the NCTCOG staff will divide the CJPDC members into scoring teams. NCTCOG Criminal Justice program staff will attempt to divide members into teams with a system that maintains diversity of CJD multidisciplinary representation of members and considers prior history of individual member s scoring average Scores from each scoring team member will be recorded, totaled, and averaged with the other team member scores for each individual project. The average score for each application will be used to rank the applications from high to low which will determine the NCTCOG-recommended priority within each program category In the event of a tie score when the projects are ranked, staff will delete a high score and a low score until the tie is broken. Projects will be placed on the priority list in the order of the tiebreaker score. Page 5 of 10 FY16 Grant Cycle CJPDC Approved:
6 For example: Project 1 and Project 2 both have an average of After removing the high and low individual scores from each project, Project 1 now has an average of and Project 2 has an average of Project 2 will be listed above Project 1 on the priority ranking list VENDOR HOLD: Prior to the scoring of grant applications by the CJPDC, the COG shall contact applicants that are shown on CJD s vendor hold list and inform them that the hold could jeopardize payments to the CJD-funded grant projects and their ability to receive new grant funding from CJD. The COG shall provide the CJPDC with a list of grantees that were contacted and the reason those grantees were shown on the vendor hold list. The scoring instrument will deduct points from a grant application that is shown on CJD s vendor hold list any time during the last two plan years, and the point deduction will be incorporated into the final score for each effected application. A grant application may be disqualified by CJD from the grant application process if an applicant is on vendor hold at the time funding decisions are finalized. The CJPDC reserves the right not to recommend a project based on chronic or egregious violations including but not limited to delinquent financial reports, delinquency progress reports, or misuse of CJD funds. An application receiving a reduced score or one that is not recommended for funding based on vendor hold status will be so noted on the final prioritization list submitted to CJD. 5. NCTCOG RECOMMENDATIONS FOR FUNDING 5.1. The CJPDC must make funding recommendations on applications based upon any state strategies identified by CJD, criminal justice priorities identified in the COG s strategic plan; the eligibility, reasonableness, and cost-effectiveness of the proposed project; and current COG policies and procedures The CJPDC will make priority recommendations to NCTCOG s Executive Board. The Executive Board will make the final determination on the CJPDC priority lists Following Executive Board approval, applicants will be notified within ten (10) business days that their application was either Recommended for Funding or Not Recommended for Funding to the Criminal Justice Division. Spreadsheets identifying the scores and priority ranking for each program category will be posted on the NCTCOG website, which will include the following statement: Pursuant to the provisions of the Texas Administrative Code, after the CJAC reviews and prioritizes the grant applications, and the COG s governing body approves the priority listing, the COG submits the written priority listing to CJD. Based upon the COG s priority listing CJD will verify the eligibility, reasonableness and cost-effectiveness of the proposed project, and the availability of funding, and will render final funding decisions on these grant applications. The COG will Page 6 of 10 FY16 Grant Cycle CJPDC Approved:
7 notify grantees of any changes in the funding recommendations PRIORITY RANKING PROCEDURE NCTCOG staff will place all continuation projects in their priority ranking from the previous year in each program category. All applications will maintain their initial score until the three-year prioritization expires New projects will be placed in priority (according to score, high to low) immediately following continuation projects in each program category If a project is deemed ineligible either by CJD, COG staff or the CJPDC, it will be listed on a priority ranking as ineligible directly below eligible applications In the event more than one agency submits an application for identical services serving the same geographical area and each receives a recommended for funding score, the CJPDC will determine if the geographic area to be served is sufficient to support more than one program. If not, the organization receiving the highest score will be recommended for funding and the lower-scored application(s) will not be recommended for funding The prioritized order may be altered by the CJPDC based upon monitoring reports verifying non-compliance with certified assurances, failure to complete program progress reports, failure to submit financial reports required by CJD, failure to comply with quality and assurance recommendations, or at the discretion of the CJD In the event CJD provides the COG with projected allocations for a project category, and if there are insufficient applications recommended for funding with a minimum score of 70 points to expend the allocation, the CJPDC may continue to recommend projects in ranking order until the funding is expended or a minimum score of 60 points is reached CRIMINAL JUSTICE DIVISION REQUEST FOR APPLICATIONS (RFA): The Criminal Justice Division will notify the Councils of Government when the RFA for all program categories are posted in the Texas Register. NCTCOG s staff will then notify current grantees and potential applicants of the posting, the grant application workshop schedule, and the location of the grant application on the CJD website EX-PARTE CONTACT: Any form of contact between a committee member and an applicant agency s representative, employee or contractor in which the application or the scoring of the application is discussed is prohibited. Such contact should immediately be reported to NCTCOG s s staff. Such contact may result in an applicant agency being ineligible for future funding consideration. Page 7 of 10 FY16 Grant Cycle CJPDC Approved:
8 6. CRIMINAL JUSTICE POLICY DEVELOPMENT COMMITTEE 6.1. MEMBERSHIP: The CJPDC is a multi-disciplinary representation of members from the North Central Texas region The representation must include concerned citizens or parents, drug abuse prevention, education, juvenile justice, law enforcement, mental health, non-profit organizations, prosecution/courts, and victim services. No single group may constitute more than one-third (1/3) of the Committee Membership shall roughly reflect a county s percentage of the region s population. Every attempt will be made to have at least one representative from each of the region s 16 counties NCTCOG s Executive Board will appoint new members, to serve staggered three-year terms, ending December 31 st of each calendar year, with a maximum committee size of fifty members. Every effort will be made to balance committee representation based on county population The Committee includes a permanent representative for each of the following agencies: City of Dallas and City of Ft. Worth Police Departments; Dallas County and Tarrant County Sheriff s Offices; Dallas County and Tarrant County District Attorney s Offices; Dallas County and Tarrant County Juvenile Probation Departments; Dallas County and Tarrant County Community Supervision and Corrections Department (Adult Probation) One alternate may be designated for the above referenced permanent representatives. If the designated alternate is scoring applications for a program category, the alternate must be present at the program category scoring review(s) New member nominations may be solicited from a variety of sources, including elected officials, current members, community plan participants, and community contacts. Members in good standing may serve two consecutive 3-year terms Appointed members are expected to attend each meeting to carry out the grant review and prioritization process and other CJPDC business A quorum is any percent greater than 50% of the Committee s membership. A vote may be carried by a majority of those Committee members participating at a meeting at which a quorum is present OFFICERS & DUTIES During the last quarter of the calendar year, a Nominations Subcommittee will be appointed by the Chairperson to develop a list of candidates for the committee s Page 8 of 10 FY16 Grant Cycle CJPDC Approved:
9 consideration. This Subcommittee will include the Chair, or in the Chair s absence, the Vice-Chair and at least four (4) other Committee members The Chair will: Preside at all meetings of the CJPDC Call regular and special meetings of the CJPDC Appoint temporary sub-committees at his/her discretion to perform specific tasks related to the business of the CJPDC Appoint special sub-committees at his/her discretion The Vice-Chair will: Act as the presiding officer during the absence or incapacity of the Chair and shall have all the duties, responsibilities, powers, and privileges of the Chair TERM OF OFFICE - Term of office for officers shall be limited to two one-year terms. He/she must be a Committee member and not a designated alternate, and be recommended to NCTCOG s Executive Board for confirmation annually VACANCY- In the event of a vacancy for the position of any officer, the Committee will recommend a replacement to the Executive Board no later than the next regular meeting following notification that such vacancy exists NCTCOG will ensure that all COG governing board meetings and meetings of the CJPDC (with a quorum present) at which CJD related matters are discussed comply with the Texas Open Meetings Act, Texas Government Code Chapter Regular meetings will be held to review and modify the Policies and Procedures for a new grant cycle and to address other business the CJPDC deems necessary. Special sessions will be held for new member orientation, scoring training, and grant application team reviews NCTCOG will maintain a written record documenting all CJPDC proceedings related to CJD business. Processed minutes must be certified with the signature of a CJPDC member who was in attendance at the meeting and was not disqualified from voting by subsection 6.7 (conflict of interest) The retention schedule for all CJPDC records and associated sub-grant records and documents that were recommended to CJD for funding by the NCTCOG CJPDC will be retained for at least the sub-grant end date plus six (6) years. This will ensure that NCTCOG is retaining the sub-grant records and documents prioritized by the CJPDC at least through CJD s retention schedule for grant records CONFLICT OF INTEREST POLICY: Members of the COG governing body, the CJPDC, and COG staff must abstain from reviewing, voting, commenting, or taking any action on any grant application, other than a grant application submitted by a COG, Page 9 of 10 FY16 Grant Cycle CJPDC Approved:
10 during the prioritization process if the member or an individual related to the member within the third degree by consanguinity or within the second degree by affinity: Is employed by the applicant agency and works for the unit or division that would administer the grant, if awarded. Serves on any board that oversees the unit or division that would administer the grant, if awarded. Owns or controls any interest in a business entity or other non-governmental organization that benefits, directly or indirectly, from activities with the applicant, Receives any funds from the applicant agency as a result of the grant, if awarded, or Uses or receives a substantial amount of tangible goods, services, or funds from the applicant agency. If a member must abstain from reviewing, voting, commenting, or taking any action on any grant application, the member must also abstain from reviewing, voting, commenting, or taking any action on any competing grant applications within that program category during the prioritization process. 7. PUBLIC INFORMATION ACT REQUESTS 7.1. NCTCOG shall notify CJD of any Public Information Act or media request received by the COG relating to any application for CJD funding of CJD-funded grant program no later than one (1) business day after receiving the request. The notification shall include the name of the requestor, the date the request was received by NCTCOG, and a description of the information requested. 7.2 NCTCOG shall notify CJD as to its response to any Public Information Act or media request received by the NCTCOG relating to any application for CJD funding or CJDrelated grant program no later than one (1) business day after providing its response to the requestor. The notification shall include a description of the response (or a copy of the response, if the request was made to the requestor in writing), any responsive documents, the date the response was provided to the requestor, and the name of the NCTCOG staff person who responded to the request. Page 10 of 10 FY16 Grant Cycle CJPDC Approved:
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