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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- vicky.scott@dps.mo.gov Connie Berhorst, Program Specialist - PowerPoint PPT Presentation
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Missouri Department of Public Safety, Office of the Director
Juvenile Justice UnitJanuary 28, 2011
PROGRAM COMPLIANCE WORKSHOP
Enforcing Underage Drinking Laws Grant
(EUDL)
Vicky Scott, Program Manager573/526,2179 - vicky.scott@dps.mo.gov
Connie Berhorst, Program Specialist573/751-2771 - connie.berhorst@dps.mo.gov
Nancy Capps, Program Representative573/522-4094 - nancy.capps@dps.mo.gov
Chris Yeager, Program Representative573-526-1931 - chris.yeager@dps.mo.gov
Patsy Higgins, Senior Office Support Assistant573/526-2419 - patsy.higgins@dps.mo.gov
Carol Willhite, DPS Accountant 573/522-9576 - carol.willhite@dps.mo.gov
DPS JUVENILE JUSTICE UNIT STAFF:DPS JUVENILE JUSTICE UNIT STAFF:
OTHER EUDL CONTACTS:OTHER EUDL CONTACTS:
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 AgentMO Div of Alcohol and Tobacco Control
3256 Laclede Station Road, Suite 102
St. Louis, MO 63143-3709
314-877-0325
nancy.mcgee@dps.state.mo.us
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:WORKSHOP OBJECTIVES:
The EUDL Program was established by federal authority in the JJDP. Funding has been appropriated by Congress annually since 1998.
OJJDP as 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:AUTHORIZATION & ADMINISTRATION:
FUNDING REVIEW: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 $364,296.45 29 1,260/1,472 86%
Party Patrol/Party Dispersal Operations Citations Issued 176
Special Events Management Operations Citations Issued 143
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. 1. Deinstitutionalization of Status Offenders (DSO),
2. Separation of juveniles from adults in secure facilities (Sight and Sound Separation),
3. Removal of juveniles from adult jails and lockups (Jail Removal), and
4. Reduction of disproportionate minority contact (DMC) within the juvenile justice system.
JJDP CORE REQUIREMENTS:JJDP CORE REQUIREMENTS:
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 CONTROLALCOHOL COMPLIANCE BUY CHECKLIST
11 CSR 70-2.280. Guidelines for Using Minors inIntoxicating Liquor or
Non-Intoxicating Beer Investigations
For full text visit http://www.sos.mo.gov/adrules/csr/current/11csr/11c70-2.pdf.
GUIDELINES & DEFINITIONS:GUIDELINES & DEFINITIONS:
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:GUIDELINES & DEFINITIONS:
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 DATES:IMPORTANT DATES:
CDFA Number-16.727This is the EUDL Catalog of Federal Domestic Assistance number, required by accountants and auditors.
2011 EUDL CONTRACT NUMBERThis 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)
IMPORTANT NUMBERS:IMPORTANT NUMBERS:
SITE VISITS:SITE VISITS:Purpose:
Provide Technical Assistance
Ensures Compliance with EUDL Guidelines and Requirements
Each EUDL project will be monitored annually.
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:PROGRAM FOLDER:
Section 1-
• Approved Application• Approved Budget Pages• Approved Narrative or Program
Description• Job Descriptions/Resumes
PROGRAM FOLDER: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: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: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: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: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: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:PROGRAM FOLDER:
Section 8-
• Original Application or Documents that have been revised or updated.
RETENTION…DO NOT THROW ANYTHING WAY
PROGRAM FOLDER: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: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:MONTHLY REPORTING:
YOUR PROGRAM: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.
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.”
MEDIA/COMMUNITY RELATIONS:MEDIA/COMMUNITY RELATIONS:
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:MONTHLY PERFORMANCE REPORT:
The First Monthly Performance Report
Is Due
February 10th, 2011.
MONTHLY PERFORMANCE REPORT: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:MONTHLY PERFORMANCE REPORT:
1. Did you conduct compliance check operations during this reporting period? Yes No
1a. If yes, indicate the agencies involved in conducting compliance check operations during this reporting period.
Alcohol and Tobacco Control MO
State Highway Patrol
Police Department
Sheriff’s Department
Department of ConservationFederal Enforcement Agency
2. Off-site establishments, checked during this reporting period, which were in compliance.
2a. Number of off-site establishments checked that were in compliance:
2b. Number of off-site establishments checked during this reporting period:2c. Percent of off-site establishments checked that were in compliance: (2a divided by 2b = 2c)
Detail Attached:A list of establishments checked for compliance must be attached that includes the Name, Address and Result of Check (compliant or non-compliant) for each.
3. On-site establishments, checked during this reporting period, which were in compliance.
3a. Number of on-site establishments checked that were in compliance:
3b. Number of on-site establishments checked during this reporting period:3c. Percent of on-site establishments checked that were in compliance: (3a divided by 3b = 3c)
4. Number of youth involved in Compliance Check Operations:
5. Dates of the Compliance Check Operations:
OFF SITE ESTABLISHMENT: These are convenience stores, mini-marts, gas stations, etc. Anywhere that alcohol is purchased to be consumed OFF SITE.
1. Did you conduct compliance check operations during this reporting period? Yes No
1a. If yes, indicate the agencies involved in conducting compliance check operations during this reporting period.
Alcohol and Tobacco Control MO
State Highway Patrol
Police Department
Sheriff’s Department
Department of ConservationFederal Enforcement Agency
2. Off-site establishments, checked during this reporting period, which were in compliance.
2a. Number of off-site establishments checked that were in compliance:
2b. Number of off-site establishments checked during this reporting period:2c. Percent of off-site establishments checked that were in compliance: (2a divided by 2b = 2c)
Detail Attached:A list of establishments checked for compliance must be attached that includes the Name, Address and Result of Check (compliant or non-compliant) for each.
3. On-site establishments, checked during this reporting period, which were in compliance.
3a. Number of on-site establishments checked that were in compliance:
3b. Number of on-site establishments checked during this reporting period:3c. Percent of on-site establishments checked that were in compliance: (3a divided by 3b = 3c)
4. Number of youth involved in Compliance Check Operations:
5. Dates of the Compliance Check Operations:
ON- SITE ESTABLISHMENT: These are you bars, restaurants, clubs, etc. Places where alcohol is sold and consumed ON SITE.
1. Did you conduct compliance check operations during this reporting period? Yes No
1a. If yes, indicate the agencies involved in conducting compliance check operations during this reporting period.
Alcohol and Tobacco Control MO
State Highway Patrol
Police Department
Sheriff’s Department
Department of ConservationFederal Enforcement Agency
2. Off-site establishments, checked during this reporting period, which were in compliance.
2a. Number of off-site establishments checked that were in compliance:
2b. Number of off-site establishments checked during this reporting period:2c. Percent of off-site establishments checked that were in compliance: (2a divided by 2b = 2c)
Detail Attached:A list of establishments checked for compliance must be attached that includes the Name, Address and Result of Check (compliant or non-compliant) for each.
3. On-site establishments, checked during this reporting period, which were in compliance.
3a. Number of on-site establishments checked that were in compliance:
3b. Number of on-site establishments checked during this reporting period:3c. Percent of on-site establishments checked that were in compliance: (3a divided by 3b = 3c)
4. Number of youth involved in Compliance Check Operations:
5. Dates of the Compliance Check Operations:
ON- SITE ESTABLISHMENT: These are you bars, restaurants, clubs, etc. Places where alcohol is sold and consumed ON SITE.
BAR PATROLS:
BAR PATROLS
8. Did you conduct Special Events Management/Task Force operations? Yes No
Alcohol and Tobacco Control MO State
Highway Patrol
Police Department
Sheriff’s Department
Department of Conservation
Federal Enforcement Agency
8b. Briefly describe the operation. Be sure to include, but do not limit your description to, the officers involved, the location, the dates, and the procedures used for this operation. If this operation was conducted during a high impact event within the community, please be sure to give information about the event, the number of youth involved, and citations issued.
Detail Attached:A list of establishments patrolled must be attached that includes the Name, Address for each.
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: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:MONTHLY REPORT OF EXPENDITURES:
SAMPLE:SAMPLE:
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: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:MONTHLY DETAIL SHEET:
The total expenses on this form MUST MATCH the
Monthly Report of Expenditures total.
MONTHLY DETAIL SHEET:MONTHLY DETAIL SHEET:
http://www.dps.mo.gov/dir/programs/jj/documents/DetailofExpenditures.pdf
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 copies of 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: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 copies of officer’s timesheets with date, time, and type of EUDL overtime hours worked
SUPPORTING DOCUMENTATION:SUPPORTING DOCUMENTATION:
Any supporting documentation MUST BE ATTACHED to the Monthly Report of Expenditures.
For Special Events Management/Task ForceOperations:
Copies of summonses and tickets (ONLY RELATED TO EUDL OPS)
Clear copies of officer’s timesheets with date, time, and type of EUDL overtime hours worked
SUPPORTING DOCUMENTATION: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 copies of 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: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: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: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- carol.willhite@dps.mo.gov
REIMBURSEMENTS:REIMBURSEMENTS:
CONTRACT TERMINATION & PENALTIES: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:MANDATORY TRAINING:
QUESTIONS?QUESTIONS?
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