REPORT TO THE CHAIRPERSON, OAKLAND COUNTY BOARD OF COMMISSIONERS BY: Fiscal Services Division IN RE: PROSECUTING ATTORNEY - FY 2019 VICTIM RIGHTS GRANT – REVISED APPLICATION The Fiscal Services Division has reviewed the above referenced reimbursement application and finds:

1) The Fiscal Year 2019 Victim Rights Grant was awarded and approved by MR #18347.2) The Michigan Department of Health and Human Services, Division of Victim Services reviews

funding allocations every three years; the most recent adjustment was completed for the 2019fiscal year. Based on this review, Oakland County is eligible for additional funding from the initial2019 fiscal year award of $243,253.

3) The total program application funding for Fiscal Year 2019 is $766,249 representing a $522,996increase from the initial Fiscal Year 2019 award and a $527,796 increase from the Fiscal Year2018 award.

4) A budget amendment will be written with grant acceptance.5) The grant will fully fund a total of nine (9) positions: four (4) positions that were partially funded

in the initial Fiscal Year 2019 award; two (2) existing positions that were not funded by the grant;three (3) new positions that will be created.

6) This grant provides reimbursement of mandated services performed by the Prosecuting Attorneyfor victim rights (P.A. 1985). Application and acceptance of this reimbursement program does notobligate the county to any future commitment and continuation of the reimbursement program iscontingent upon continued future levels of reimbursement funding.

Return to Agenda

GRANT REVIEW SIGN OFF – Prosecuting Attorney=================================================================================GRANT NAME: FY 2019 Victim Rights FUNDING AGENCY: Michigan Department of Health & Human Services DEPARTMENT CONTACT PERSON: Emily McIntyre, 248-858-1034 STATUS: Amended Application DATE: December 18, 2018

Pursuant to Misc. Resolution #17194, please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.

The captioned grant materials and grant application package (which should include an application Report from Fiscal Services to the Chairperson of the Board of Commissioners, the grant application, and this Sign Off email containing grant review comments) may be submitted to the Chairperson of the Board of Commissioners for review and signature, with informational copies to the appropriate Board of Commissioners’ committee(s).

DEPARTMENT REVIEW

Department of Management and Budget: Approved. – Laurie Van Pelt (12/14/2018)

Department of Human Resources: HR Approved (Needs HR Committee) Creates positions and modifies position funding – Lori Taylor (12/14/2018)

Risk Management and Safety: Application approved by Risk Management. – Robert Erlenbeck (12/17/2018)

Corporation Counsel: Approved. – Sharon M. Barnes (12/17/2018)

FUNDING GUIDELINES

Prosecutor-based Victim Rights Grants

MDHHS is an Equal Opportunity Employer, Services and Programs Provider

Victim Rights Grant

Division of Victim Services Michigan Department of Health and Human Services

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Table of Contents

Introduction ............................................................................................................... 3

Source of Funding ....................................................................................................... 3

Eligibility & Allocations ............................................................................................... 3

On- Line Grant Training .............................................................................................. 4

Matching Funds ......................................................................................................... 4

Grant Period ............................................................................................................... 4

Program Requirements ............................................................................................... 4

Timesheets ………………………………………………………………………………………………………………. 5

Evaluation & Reporting .............................................................................................. 5

Allowable Costs .......................................................................................................... 5

Supplies & Materials .................................................................................................. 6

Travel & Training ........................................................................................................ 6

Other ……………………………………………………………………………………………………………………….. 6

5% Direct Victim Needs ……………………………………………………………………………………………. 6

Canine Advocate…………………………………………………….................................................... 7

Advocate Credentialing…………………………………………………………………………………………….. 7

Desktop Computers …………………………………………………………………………………………………. 8

MI-VINE (Victim Information and Notification Everyday) ………………………………………….. 8

Unallowable Costs ...................................................................................................... 8

Indirect Costs .............................................................................................................. 8

Overtime .................................................................................................................... 9

Out of State Travel .................................................................................................... 9

Miscellaneous ............................................................................................................ 9

Review Process ........................................................................................................... 9

Contract Amendment Requests ................................................................................... 9

Record Retention ........................................................................................................ 9

Questions ................................................................................................................... 9

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Program Guidelines Prosecutor-Based Victim Rights Grant

In accordance with the Crime Victim Rights Services Act of 1989, the Michigan Department of Health and Human Services Division of Victim Services (formerly Crime Victim Services Commission) are disseminating these Program Guidelines to provide support and assistance to grant-funded victim rights programs in county prosecutor offices which provide victim rights as required by the William Van Regenmorter Crime Victim Rights Act of 1985. These program guidelines provide detailed guidance to aid grantees in determining and developing the itemized budget, budget narrative, and completion of the Victim Rights Grant Application. Utilizing the information provided in this document applicants should be able to efficiently and effectively prepare complete applications. These guidelines are posted on the internet and can be found at www.michigan.gov/crimevictims. Sources of Funding This grant program is supported by the Crime Victim Rights Fund (CVRF). The CVRF is comprised of assessments levied in Michigan Courts. Assessment amounts are as follows: Felonies - $130.00 Misdemeanors - $75.00 Juveniles - $25.00 Criminal assessments are collected by Michigan Courts and deposited into the Crime Victim Rights Fund monthly. In the event of significant increase or decrease in the amount of funds available the Division of Victim Services will notify grantees and provide them with instructions regarding amendments. Eligibility & Allocations Available funds are directed to support victim rights programs in county prosecuting attorney offices. Each prosecuting attorney’s office is required to complete the on-line Victim Rights Grant Application at http://egrams-mi.com/dch/. All eligible applicants are encouraged to contact Division of Victim Services staff should they have questions or need additional information and assistance in preparing the Victim Rights Grant Application. Agencies should be mindful when making budget decisions that allocations are for a three-year period, however amendments will be considered if there is a significant shift in the caseload reported to Division of Victim Services. The three-year funding level provides consistency and reliability for the state as well as for our victim rights stakeholders when making budget and financial decisions.

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Victim Rights funding allocations will be reviewed every three years; the most recent adjustment was completed for the 2019 fiscal year. The next adjustment in funding will occur in the 2022 fiscal year. On-line Victim Rights Grant Training The Division of Victim Services provides training to assist with the on-line grant application process. Any questions or concerns regarding the on-line grant training process may be directed to Maria Markos at 517.241.5275 or Tracy Hogan at 517.335.3426 or via the internet at MDHHS-VICTIM-RIGHTS-PGRM@michigan.gov . Matching Funds Not Required No local cash or in-kind matching funds are required. Grant Schedule The following information details the grant application schedule as set by EGrAMS:

May-June Crime Victim Rights allocation information available to Grantees by email.

July Applications due. Grantees are given five weeks to complete the application.

July-Aug. Application review by Dept. of Victim Services

September Contracts are electronically signed by the Agency

The Division of Victim Services makes every effort to take into consideration the contract approval schedules of local governing boards and will work with agencies regarding signature timelines in those situations. Grant Period Grants to support prosecutor-based Victim Rights Programs are based upon the state fiscal year of October 1 to September 30. Program Requirements The Division of Victim Services requires Victim Rights Program grantees to provide comprehensive notification, information and assistance addressing victim rights throughout the criminal justice process as established by the William Van Regenmorter Crime Victim Rights Act of 1985. Grants that support crime victim rights must focus on delivery of rights and services required by the Act and the Michigan Constitution. Funded programs must meet all other grant requirements described in the Program Guidelines. All applicants must certify through the application process that grant funds will provide direct victim rights for crime victims and will not be used to supplant state or local funds that would otherwise be available for crime victim rights or have historically been funded locally or through other means.

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Timesheets The Michigan Department of Health and Human Services contract guidelines require documentation to verify the allocation of staff working less than 100 percent of their time on one program. Internal controls should be established to ensure that positions funded through the Crime Victim Rights Grant properly designate the percentage of time that is reflected in the Victim Rights Grant application to reimbursable victim rights activities. Timesheets should be maintained by the county in the same manner as other expenditure/personnel documentation is maintained under the agreement and under established county administrative policy (see Attachment E of the contract). Evaluation and Reporting All grant supported programs are required to complete and submit a quarterly Program Report, Financial Report, and Work Plan Report within one month after the end of each quarter, as defined below. Reports are available on-line at http://egrams-mi.com/dch/ Victim Rights Program Reports, Financial Report, & Work Plan Reports Due Dates

First Quarter January 30th

Second Quarter April 30th

Third Quarter July 30th

Fourth Quarter October 30th

Fiscal Year End Report November 30th

Timely grant reporting is required. If a grant report is more than thirty days overdue the State of Michigan will delay disbursements to the grantee until such time that all required reports have been submitted. Allowable Costs Only those costs directly related and essential to providing direct victim rights to crime victims can be charged to the grant. Internal controls should be established to assure that positions funded through the Crime Victim Rights Grant focus the designated percentage of time that is reflected in the contract to reimbursable victim rights activities. Victim rights duties and activities are those activities that are statutorily created and mandated by the William Van Regenmorter Crime Victim Rights Act of 1985 and Article 1, section 24 of the Michigan Constitution. The state supports personnel in prosecutor offices whose day-to-day tasks and activities fulfill the prosecutor’s statutory-mandated responsibilities to victims of crime. Only those costs directly related and essential to providing direct victim rights can be supported with grant funds. Requests must be reasonable, appropriate and well justified.

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Supplies & Materials Costs associated with the operation and administration of the Victim Rights Program may be charged to the grant. These costs include but are not limited to office supplies, printing and postage. Purchase of desks, chairs, or file cabinets for the exclusive or prorated use of victim advocates with grant funding is permitted. Any item more than $500.00 must be pre-approved in writing by the Division of Victim Services. Travel & Training Positions supported by the Crime Victim Rights Grant are required to obtain a minimum of 16 continuing education hours on an annual basis. State supported trainings include those conducted by the Victim Rights Training Unit of the Prosecuting Attorney’s Association of Michigan and those listed on the Michigan Victim Advocacy Network (MIVAN). Nominal amounts may be budgeted for travel to cover the cost of mileage, hotel, and any meals that are not covered by the training entity. Other Items budgeted in this category include communication costs, e.g., telephone, fax etc. as well as any equipment rental or maintenance costs used exclusively for provision of victim rights. Pro-rated costs for these items may be supported by the grant where equipment is shared by an entire office. Grantees should provide a detail of expenses in this line item with each quarterly Financial Report as an attached note. For instructions on attaching notes go to http://egrams-mi.com/dch/ click on About EGrAMS, choose Comprehensive Agreement Grantee Instructions, and scroll down to page 98. 5% Ancillary Direct Victim Needs The Division of Victim Services, in collaboration with the Prosecuting Attorney’s Association of Michigan, established a new funding formula in the 2018-2019 grant year. Within this new formula is a specific allocation of monies for direct victim needs. These are costs often essential for crime victims to participate in the criminal justice process or obtain a modicum sense of safety after the criminal event. These costs may include: - Home security assistance: locks, cameras, motion lights, alarms, etc. This category excludes

the monthly costs associated with the installation of a home security system. - Criminal Justice proceedings: transportation, childcare, respite care for dependent adults,

food, clothing, lodging. - Transportation: gas cards, bus vouchers, taxi fare, and Uber/Lyft pre-loaded fare. - Utility costs: these funds may be used to help the victim restore power to their home. - Temporary pet housing. - Victim protection/relocation if the crime victim must move from the area for their

immediate safety. The Division of Victim Services would highly recommend the development of policy and oversight procedures which are reviewed annually. Policies should outline: - What is being distributed.

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- How the items will be kept safe, dispersed, and tracked (including collection of receipts). - Who is responsible for it. - Who is responsible for auditing records, checking balances, and confirming that assistance

was used for eligible services; this should include a schedule (e.g. monthly, weekly, daily). Logs must indicate: - Funding source, person authorizing release of funds, date of distribution, amount or

quantity. - Name, initials, or docket number of person(s) who received allocation.

The 5% Direct Victim Needs allocation is to be included in a separate line item under “Other” in the Victim Rights Grant Program Budget. Grantees should provide a thorough detail of expenses in this line item with each quarterly Financial Report as an attached note. For instructions on attaching notes go to http://egrams-mi.com/dch/ click on About EGrAMS, choose Comprehensive Agreement Grantee Instructions, and scroll down to page 98. Courthouse Facility Dog (Canine Advocate) The Division of Victim Services will approve costs associated with the routine care of a Courthouse Facility Dog/Canine Advocate such as food, veterinary bills and grooming. Advocate Credentialing Advocate credentialing is done through NOVA (the National Organization for Victim Assistance) and is called the “National Advocate Credentialing Program” or NACP. NACP was designed to promote a minimum of forty hours of pre-service training for advocates, and recognizes the advocate’s years of experience, whether volunteer or paid, and requires continuing education for all advocates credentialed under the program. Completion of the PAAM pre-approved Elements of Advocacy training program meets the “A” Series requirement for all other NACP credential levels (Basic, Intermediate or Advanced). See https://www.thenacp.org for more information and to print the application. Costs to apply for credentialing are as follows: Provisional Application Fee: $70.00 Basic, Intermediate, Advanced Application Fee: $140.00 Renewal Fee: $100 Renewal Upgrade: $140.00 It is required to document a minimum of thirty-two hours of continuing education from “A, B or C” series every 2 years. Advocates should send the completed application and an accounting of expenses to the Victim Rights Unit of the Division of Victim Services at MDHHS-VICTIM-RIGHTS-PGRM@michigan.gov . in the quarter that these expenses are charged to the grant. Upon receipt of the earned Certificate a copy should be uploaded and sent to the Victim Rights department of the Division of Victim Services at the above email address.

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Desktop Computer Allocation The Division of Victim Services has established a schedule for replacement of desktop computers associated with positions funded through the Victim Rights Grant. The allocation is $1,200 for full time positions. Victim Rights Programs with part-time advocates are eligible to receive a pro-rated amount based upon the number of grant hours dedicated to victim rights. Desktop computers may be purchased locally or through the contract with the Prosecuting Attorney’s Association of Michigan. Funding for this purpose is allocated every three to four years. The Desktop computer allocation is to be included in the Supplies & Materials category in the Victim Rights Grant Program Budget. (MI-VINE) Victim Information and Notification Everyday The Division of Victim Services encourages Victim Rights Programs to participate in the Michigan Crime Victim Notification Network (MI-VINE). Participation in MI-VINE is provided at no cost to the residents of the State of Michigan. MI-VINE helps to keep victims informed about upcoming hearing times, locations, court information and more so that victims can focus less on logistics and more on healing. This automated victim notification service provides court event notification to victims by telephone, email or text message. Advocates can register victims for this service or victims can register themselves via the internet at www.vinelink.com or by telephone at 800-770-7657. Participation in MI-VINE Courts also helps to alleviate some of the routine costs associated with automated mailings from the prosecutor’s office, increases the availability of the victim advocate for other direct services, and lessens the clerical workload. Unallowable Costs Grant funds cannot be used to support activities that are directed at prosecuting the offender and /or improving the criminal justice system’s effectiveness and efficiency; such expenses are considered part of the prosecutor’s office routine responsibilities. The following list represents some examples of non-reimbursable routine Prosecutor Office activities: General witness management and notification services Subpoenas Dockets Pleadings Warrants Restitution collection and management Closing cases Police reports Indirect Costs Victim Rights Grant funding may only be used in conjunction with providing direct services to victims. Costs associated with indirect services may not be charged to the grant. Examples of

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indirect costs include the routine costs of doing business such as audits, parking, cleaning, office space, etc. Overtime Overtime costs are not permitted for employees funded through the Victim Rights Grant. Out of State Travel Grant funding cannot be used to support out-of-state training. Miscellaneous Items such as magazine subscriptions, membership dues, Westlaw, etc. cannot be supported with grant funding. Review Process Division of Victim Services staff will review all applications and may make programmatic and budgetary recommendations as needed. If program or budgetary adjustments are required grantees will be notified. Contract Agreement Amendment Requests Amendment requests are available to grantees through the Division of Victim Services on-line Grant System each fiscal year from January 1st until April 1st.Grantees are asked to provide a detailed purpose, rationale and justification for the amendment request. A formal amendment signed by all parties is required in the following instances:

Change in Contract Work Statement If expenditures are targeted to exceed the contract deviation allowance Request for additional funding To establish a budget category not contained in the original budget

Records Retention Programmatic and financial records (copies of grant applications, reports, correspondence expenditure receipts, etc.) must be maintained at the local level for a period of seven years past the close of the grant project period. Questions regarding Victim Rights, Grant Funding & Reporting Please direct questions regarding victim rights grant funding and reporting requirements to Maria Markos at (517) 241-5275 or Tracy Hogan at (517) 335-3426.

Budget Detail for Victim Rights Prosecutor-2019Agency: County of Oakland

Application: Victim Rights Prosecutor-2019

12/11/2018

________________________________________________________________________________________________________________

FOR OFFICE USE ONLY: Version # ______ APP # 723054

Line Item Qty Rate Units UOM Amount Total

DIRECT EXPENSES

Program Expenses

1 Salary & Wages

Advocate

Notes : Jennifer DeMeritt

2080.0000 28.367 0.000 59,004.00 59,004.00

Advocate

Notes : Nicole Kennedy

2080.0000 28.367 0.000 59,004.00 59,004.00

Advocate

Notes : Cynthia Stanton

2080.0000 28.367 0.000 59,004.00 59,004.00

Advocate

Notes : Diane Stellini

2080.0000 28.367 0.000 59,004.00 59,004.00

Secretary

Notes : Elizabeth DesJardins

2080.0000 16.437 0.000 34,188.00 34,188.00

Secretary

Notes : Dorothy Geldhof

1000.0000 15.500 0.000 15,500.00 15,500.00

Advocate

Notes : New position (reinstated)

2080.0000 24.230 0.000 50,399.00 50,399.00

Secretary

Notes : New part-time position (reinstated)

1000.0000 14.994 0.000 14,994.00 14,994.00

Victim Services Supervisor

Notes : New position (reinstated)

2080.0000 29.570 0.000 61,505.00 61,505.00

Total for Salary & Wages 412,602.00 412,602.00

2 Fringe Benefits

Composite Rate 0.0000 71.620 59004.000 42,259.00 42,259.00

________________________________________________________________________________________________________________Page: 1 of 6

Budget Detail for Victim Rights Prosecutor-2019Agency: County of Oakland

Application: Victim Rights Prosecutor-2019

12/11/2018

________________________________________________________________________________________________________________Line Item Qty Rate Units UOM Amount Total

Notes : For all full-time employees fringe benefits,

they are as follows: FICA, Unemployment,

Worker's Compensation, Retirement, Group Life

Insurance, Disability, Medical, Dental and Optical.

The employee benefits in this field are for Jennifer

DeMeritt.

Composite Rate

Notes : Nicole Kennedy

0.0000 72.000 59004.000 42,483.00 42,483.00

Composite Rate

Notes : Cynthia Stanton

0.0000 72.000 59004.000 42,483.00 42,483.00

Composite Rate

Notes : Diane Stellini

0.0000 47.990 59004.000 28,316.00 28,316.00

Composite Rate

Notes : Elizabeth DesJardins

0.0000 88.870 34188.000 30,383.00 30,383.00

Composite Rate

Notes : Part-time employees receive the fringe

benefits of FICA and retirement. The employee

benefits in this field are for Dorothy Geldhof.

0.0000 5.510 15500.000 854.00 854.00

Composite Rate

Notes : New Advocate position (reinstated)

0.0000 67.280 50399.000 33,908.00 33,908.00

Composite Rate

Notes : New part time secretary position

(reinstated)

0.0000 5.510 14994.000 826.00 826.00

Composite Rate

Notes : New Victim Services Supervisor position

(reinstated)

0.0000 61.590 61505.000 37,880.00 37,880.00

Total for Fringe Benefits 259,392.00 259,392.00

3 Travel

________________________________________________________________________________________________________________Page: 2 of 6

Budget Detail for Victim Rights Prosecutor-2019Agency: County of Oakland

Application: Victim Rights Prosecutor-2019

12/11/2018

________________________________________________________________________________________________________________Line Item Qty Rate Units UOM Amount Total

Mileage-See notes

Notes : For Advocates and Victim Services

Supervisor - travel to Oakland County district

courts (.545 /a mile).

0.0000 0.000 0.000 2,600.00 2,600.00

4 Supplies & Materials

Computers/Tablets

Notes : Allocation from CVSC for 4 computers for

FY 2019 ($1,200 each) for existing positions. In

addition, Oakland County cost for 3 new PCs for

new positions: $1,419 each.

0.0000 0.000 0.000 9,057.00 9,057.00

Printer

Notes : Two printers at 1,408.00 each.

0.0000 0.000 0.000 2,816.00 2,816.00

Printing 0.0000 0.000 0.000 2,200.00 2,200.00

Postage 0.0000 0.000 0.000 10,795.00 10,795.00

Letterhead

Notes : Partial cost

0.0000 0.000 0.000 260.00 260.00

Total for Supplies & Materials 25,128.00 25,128.00

5 Contractual

6 Equipment

Computer Systems/Servers-$2,936 per year per

employee (9)

0.0000 0.000 0.000 26,424.00 26,424.00

Communication System-$360 per year per

employee (9)

0.0000 0.000 0.000 3,240.00 3,240.00

Communication System-See notes

Notes : Oakland County cost for 3 new telephones

at $125 each.

0.0000 0.000 0.000 375.00 375.00

________________________________________________________________________________________________________________Page: 3 of 6

Budget Detail for Victim Rights Prosecutor-2019Agency: County of Oakland

Application: Victim Rights Prosecutor-2019

12/11/2018

________________________________________________________________________________________________________________Line Item Qty Rate Units UOM Amount Total

Total for Equipment 30,039.00 30,039.00

7 Other Expense

5% Ancillary Direct Victim Needs 0.0000 0.000 0.000 36,488.00 36,488.00

Total Program Expenses 766,249.00 766,249.00

TOTAL DIRECT EXPENSES 766,249.00 766,249.00

INDIRECT EXPENSES

Indirect Costs

1 Indirect Costs

Total Indirect Costs 0.00 0.00

TOTAL INDIRECT EXPENSES 0.00 0.00

TOTAL EXPENDITURES 766,249.00 766,249.00

________________________________________________________________________________________________________________Page: 4 of 6

Budget Summary for Victim Rights Prosecutor-2019Agency: County of Oakland

Application: Victim Rights Prosecutor-2019

12/11/2018

________________________________________________________________________________________________________________Category Amount Total Narrative

DIRECT EXPENSES

Program Expenses

1 Salary & Wages 412,602.00 412,602.00

2 Fringe Benefits 259,392.00 259,392.00

3 Travel 2,600.00 2,600.00

4 Supplies & Materials 25,128.00 25,128.00

5 Contractual 0.00 0.00

6 Equipment 30,039.00 30,039.00

7 Other Expense 36,488.00 36,488.00

Total Program Expenses 766,249.00 766,249.00

TOTAL DIRECT EXPENSES 766,249.00 766,249.00

INDIRECT EXPENSES

Indirect Costs

1 Indirect Costs 0.00 0.00

Total Indirect Costs 0.00 0.00

TOTAL INDIRECT EXPENSES 0.00 0.00

TOTAL EXPENDITURES 766,249.00 766,249.00

Source of Funds

Category Amount Cash Inkind Total Narrative

1 Source of Funds

Fees and Collections 0.00 0.00 0.00 0.00

State Agreement 766,249.00 0.00 0.00 766,249.00

________________________________________________________________________________________________________________Page: 5 of 6

Budget Summary for Victim Rights Prosecutor-2019Agency: County of Oakland

Application: Victim Rights Prosecutor-2019

12/11/2018

________________________________________________________________________________________________________________

Local 0.00 0.00 0.00 0.00

Federal 0.00 0.00 0.00 0.00

Other 0.00 0.00 0.00 0.00

Total Source of Funds 766,249.00 0.00 0.00 766,249.00

Totals 766,249.00 0.00 0.00 766,249.00

________________________________________________________________________________________________________________Page: 6 of 6