HomeMy WebLinkAboutACCEPTANCE OF VOCA GRANT FUNDS FOR THE DISTRICT ATTORNEY'S OFFICE WITH NO MATCHING FUNDS REQUIRED STATE OF GEORGIA
PROSECUTING ATTORNEYS'COUNCIL OF GEORGIA
Agreement for Funding of Prosecution Based VOLA Program
County: Richmond
Implementing Prosecuting Attorney: Natalie Paine
Allocation 1: (CJCC Grant No:C16-8-207)
A. Federal Funds: $ $89,661
B. Matching Funds: $ $22,415
C. Total Funds: $ $122,076
Allocation 2(CJCC Grant No: C15-8-374)
D. Comp Advocate Federal Funds: $ $50,334
Initial Grant Period: October 1, 2017 to September 30. 2018
THIS MEMORANDUM OF AGREEMENT (hereinafter referred to as the "Agreement") is
made by and between the Prosecuting Attorneys'Council of the State of Georgia(hereinafter
referred to as "PACGA"), an agency of the Judicial Branch of the State of Georgia, legally
empowered to contract pursuant to O.C.G.A. §§ 15-18-40,et. seq.,the Richmond
County Board of Commissioners (hereinafter referred to as the "County"), a political
subdivision of this State and the (District Attorney) (Solicitor-General) for the
Augusta (Judicial Circuit) (County) (hereinafter referred to as the
"Prosecuting Attorney").
1. Between PACGA and the County, this Agreement shall constitute an intergovernmental
agreement within the meaning of subsection(a)of Paragraph I of Section III of Article IX of
the Georgia Constitution which authorizes intergovernmental agreements and contracts "for
any period not exceeding 50 years with each other . . for the provision of services"provided
that such agreements and contracts "must deal with activities, [or] services which the
contracting parties are authorized by law to undertake or provide."
2. Period of Agreement: This agreement shall be effective on October 1, 2017 and shall
continue in effect for a period of one(1)year,unless terminated earlier under other provisions
of this Agreement.
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3. Purpose of this Memorandum of Agreement.
(a) The parties acknowledge and agree that PACGA has received a subgrant from the
Georgia Criminal Justice Coordinating Council(CJCC)under the Federal Victims of
Crime Act Assistance Grant Program (hereinafter referred to as "VOCA"). The
VOCA Grant Program supports direct services to crime victims,i.e.persons who have
suffered physical,sexual,financial,or emotional harm as a result of the commission of
a crime. The Office for Victims of Crime(OVC)of the Bureau of Justice Assistance
(BJA), U.S. Department of Justice(USDOJ)awards annual formula grants, which in
turn are subgranted to local organizations for states to ensure crime victims'rights are
upheld and play a meaningful role in the criminal justice process. In Georgia, that
organization is CJCC, an agency of the Executive Branch of state government.
O.C.G.A. §35-6A-1,et.seq.
(b) Effective October 1,2013, PACGA has been awarded a VOCA subgrant by CJCC to
serve as the centralized subgrant recipient on behalf of all prosecuting attorneys in the
state. PACGA, in turn,is required to enter into an MOA with participating Counties
and the Prosecuting Attorneys for those counties or judicial circuits.
(c) The CFDA number for this grant program is 16.575.
(d) Participating Counties and Prosecuting Attorneys are required to fulfill all
programmatic and financial reporting requirements by submission through PACGA.
PACGA has responsibility for consolidating individual reporting into a single report
and submitting to CJCC. Unless specifically referenced in the Agreement or this
document, all terms, conditions and policies of CJCC related to performance and
reporting remain in full force and effect.
4. j'ACGA,County and Prosecuting Attorney Contact Information:
(a) Exhibit "A" contains the name of the point of contact, mailing address, e-mail
addresses)and telephone number(s)for all correspondence,reports and other matters
relative to this Agreement for PACGA,the County and the Prosecuting Attorney.
(b) Change of contact information:
The parties agree if there is a change in the point of contact,the mailing address(es),
telephone number(s),and e-mail address(es),PACGA will be notified in writing. The
County and Prosecuting Attorney will notify PACGA by submitting a Subgrant
Adjustment Request(SAR).
5. Scope of Project:
(a) The purpose of this Agreement shall be to facilitate efficient allocation of VOCA
funding for victims'services by the Prosecuting Attorney within the County.
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(b) The Prosecuting Attorney will make mandated victims' services available throughout
the Prosecuting Attorney's territorial jurisdiction. At a minimum, the Prosecuting
Attorney and the County agree that the Prosecuting Attorney will provide those
services specified in PACGA Policy 11.2(see Exhibit"B")
(c) The Prosecuting Attorney will expand provision of services into areas where victims
are un-served and/or underserved by utilizing PACGA resources to:
(1) Facilitate statewide data collection regarding the type and number of services
provided by VOCA advocates;
(2) Identify areas where victims are un-served and/or underserved and redirect
VOCA funds accordingly.
(d) Early Notification Services: For offices that accepted funding in addition to
continuation funding for the Federal Fiscal Year 2015-2016,the Prosecuting Attorney
agrees to work to develop protocols with law enforcement or courts conducting first
appearance hearings within the jurisdiction that will help to identify victims and
provide services to victims at or before the defendant's first appearance hearing.
(e) Post-Adjudication Services:For offices that accept funding in addition to continuation
funding for the Federal Fiscal Year 2016-2017 to provide post-adjudication services,
the Prosecuting Attorney agrees to provide services to victims during the
post-adjudication phase of the criminal justice process and capture VSSR data related
to this service provision.
(f) Victims Comp Services: For offices that accept funding in addition to continuation
funding for the Federal Fiscal Year 2017-2018 to provide a victims compensation
advocate,the Prosecuting Attorney agrees to hire an additional advocate and designate
an advocate as the Victims Compensation point-of-contact for the Circuit.
(g) PACGA shall,upon the terms and conditions contained herein,allocate to County,and
the County hereby accepts, an amount not to exceed the amount designated in the
allocation letter to be used solely for the purposes of providing victims services as
defined by the approved budget(see 9a).
6. Budget Limitation: The approved budget total (see 9a) may not be exceeded without the
written approval of PACGA. The County is responsible for any expenditure that exceeds the
approved budget. Any such expenditure may be credited toward meeting the matching fund
requirements of the Grant(see 7a)provided those expenditures are included in the approved
budget.
7. Matching Funds Requirement:
(a) The VOCA Federal Grant Program that is the source of the funds used to support this
Agreement requires grant recipients to provide matching funds as set forth below.The
County agrees to provide such matching funds and to account for the expenditure of
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such matching finds to PACGA.
(b) The matching funds requirement for this MOA is 20% of the total approved
continuation funding budget.
(c) There is no match requirement on new funds provided to hire one or more victims'
compensation advocates,
(d) The Prosecuting Attorney's office may choose to meet a portion or all of the required
match in the form of volunteer hours valued at$12 per hour.
8. Use of Volunteers:
(a) The Prosecuting Attorney's office must utilize volunteers unless a written waiver
request is approved by both CJCC and the Federal Government.
9. Programmatic Reporting Requirements:
During the course of a grant period,the County and the Prosecuting Attorney are required to
submit periodic programmatic and financial reports to PACGA.These reports include,but are
not Iimited to:
(a) Quarterly and Bi-annual Activity Reports - Victim Services Statistical Reports
(VSSR);and
The Victim Services Statistical Report (VSSR) programmatic reporting
deadlines are as follows:
Quarter 1 October 1 —December 31 Due:January 15,2018
Quarter 2 January 1—March 31 Due:April 15,2018
Quarter 3 April 1 —June 30 Due:July 15,2018
Quarter 4 July 1—September 30 Due: October 15,2018
(b) Outcome Performance Measurement Surveys(Bi-annual).
(1) The Outcome Performance Measurement Survey (OPM) programmatic
reporting deadlines are as follows:
Period 1 November 1 April 30 Due:May 30,2018
Period 2 May 1 —October 31 Due:November 30,2018
(2) NOTE: OPM Survey reports are to be submitted directly to CJCC following
the instructions as provided at the following website:
http://cjcc.georgia.gov/outcome-performance-tools-1.
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10. Financial Reporting Requirements:
(a) The County will submit budget worksheet(s)to PACGA no later than November 1,
2017. Separate budget worksheets are required for Continuation funding and New
(victims compensation advocate)funding.A personnel action form and job description
for each position funded by the subgrant must be submitted with the budget.
(b) The County will submit to PACGA a Subgrant Expenditure Report(SER)form within
15 days of the end of each quarter requesting reimbursement for expenses incurred
during the grant period. Separate SER forms are required for Continuation funding and
New(victims compensation advocate)funding.Deadlines are as follows:
Quarter 1 October I —December 31,2017 Due:January 15,2018
Quarter 2 January 1—March 31,2018 Due:April 15,2018
Quarter 3 April 1—June 30,2018 Due:July 15,2018
Quarter 4 July 1—September 30,2018 Due: October 15,2018
(c) Counties and Prosecuting Attorneys must document volunteer in-kind match hours and
submit the documentation with their request for reimbursement as well as the time
record reporting form.A volunteer contract for each volunteer must be submitted
(d) Counties must submit a Subgrant Adjustment Request(SAR)to notify PACGA of the
need to change any of the following:
(1) The point of contact information;
(2) Request to modify budget within currently approved categories;
(3) Request for a no-cost extension;
(4) Personnel changes (changes in salary/benefits, new hires/terminations,
changes in percentage of time spent by such personnel on the grant,etc.).
(e) All program staff,both paid and volunteers,must keep time sheets documenting total
time worked,time worked on grant activities,and the percentage of total time spent on
grant activities. Time worked on grant activities must be further broken down into
CJCC approved categories.
11. Payment Schedule:PACGA shall pay the County on a reimbursement basis. These funds will
be reimbursed by PACGA upon receipt of proper documentation from the County,subject to
approval by CJCC.Proper documentation includes copies of all invoices,sales receipts and/or
cancelled checks for the items approved.Payment shall be issued to the county in the form of
check or Automatic Clearing House(ACH)payment.
12. Accountability:The County agrees to expend said funds granted herein solely in conformance
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to this Agreement and the Special Conditions set forth by CJCC and in PACGA Policy 11.2
and to account for said funds in accordance with generally accepted accounting principles.An
initialed copy of the Special Conditions must be returned to PACGA.
13. Audit: County will allow, obtain and cooperate with any audit or investigation of grant
administration requested or undertaken by PACGA,CJCC or the State Auditor.Upon request,
the County agrees to provide PACGA with any information,documents and/or photographs
PACGA deems necessary to monitor performance of this Agreement. The County further
agrees these funds shall be included in the audit or financial statement of the County until all
expenditures have been accounted for. A copy of the audit or financial statement will be
returned with the contract.Federal grant dollars will be reported separate from other funds.
14. Records Retention: The County agrees to maintain proper and accurate books, records and
accounts reflecting its administration of Agreement funds and compliance with all applicable
laws and the Retention Schedules adopted by the State of Georgia pursuant to O.C.G.A. §
50-18-90 et seq. Such documentation shall be retained for at least five years from the
completion of said project and shall be made available to PACGA upon request Personnel
records for grant funded positions must be retained as provided by the state retention schedule
for Personnel records.
15. Liability to Others: The County shall hold PACGA, their officials and employees harmless
from any and all claims including, without limitations, damage claims for injury to persons
and/or property arising from the Grant.
16. Conflicts of Interest: The undersigned certify they will in all respects comply with state laws
pertaining to conflicts of interest and to all laws related to PACGA officials and employees
conducting business with PACGA.
17. Termination:
(a) Suspension or termination of this Agreement may occur if the County materially fails
to comply with the terms of this Agreement.The Agreement may also be terminated:
(1) Due to non-availability of funds. Notwithstanding any other provision of this
Agreement,in the event that either of the sources of payment for services under
this contract (appropriations from the governing authority of contracting
County,appropriations from the General Assembly of the State of Georgia, a
Federal agency or the Congress of the United States of America) no longer
exist or in the event the sum of all obligations of PACGA incurred under this
and all other contracts entered into for this VOCA Grant Program exceeds the
balance of such contract sources, then this Agreement shall immediately
terminate without further obligation of PACGA as of that moment.
Certification by the Executive Director of PACGA of the occurrence of either
of the events stated above shall be conclusive.
(2) Due to default or for cause. This agreement may be terminated for cause, in
whole or in part, at any time by PACGA for failure of the County to perform
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any of the provisions hereof.Should PACGA exercise its right to terminate this
agreement under the provisions of this paragraph, the termination shall be
accomplished in writing and specify the reason and termination date. The
County will be required to submit the final agreement not Iater than 45 days
after the effective date of written notice of termination. Upon termination of
this agreement, the County shall not incur any new obligations after the
effective date of the termination and shall cancel as many outstanding
obligations as possible. The above remedies are in addition to any other
remedies provided by law or the terms of this agreement.
(3) For Convenience.This Agreement may be canceled or terminated by either of
the parties without cause. This Agreement may be terminated by the County
for any reason upon 60 days prior written notice to PACGA. This Agreement
may be terminated by PACGA for any reason upon 30 days prior written notice
to the County and the Prosecuting Attorney.
(b) Notwithstanding any other provision of this section, this Agreement may be
immediately terminated without any opportunity to cure if any of the following events
occurs:
(1) County violates or fails to comply with any applicable provision of federal or
state law or regulation.
(2) County knowingly provides fraudulent, misleading or misrepresentative
information to PACGA.
(3) County has exhibited an inability to meet its financial or services obligations
under this agreement.
(4) An assignment is made by the County for the benefit of creditors.
(5) A proceeding for the appointment of a receiver, custodian,trustee, or similar
agent is initiated with respect to the County.
(c) Any funds allocated to the County under this Agreement,which remain unobligated or
unspent upon such termination,shall automatically revert to PACGA.
18. Victims of Crime Act-Funding Conditions:
(a) County and the Prosecuting Attorney agree to comply with PACGA Policy 11.2 -
Victims of Crimes Act-Funding Conditions.
(b) County and the Prosecuting Attorney shall be subject to all applicable rules,
regulations and conditions of the Victims of Crime Act.
(c) The County and Prosecuting Attorney agree to comply with all Special Conditions set
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forth by CJCC and PACGA.
(d) The County and Prosecuting Attorney agree to comply with the most recent edition of
the DOJ Financial Guide available at:http://ojp.gov/financialguide/DOJ/index.htm
(e) The County and Prosecuting Attorney hereby assure and certify that it:
(1) Complies with and will continue to comply with all Federal statutes,
regulations,policies,guidelines and requirements,including 2 C.F.R.,Part 200
— Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards; 2 C.F.R. Part 180 — Government-wide
Debarment and Suspension (Non-procurement); 28 C.F.R. Part 83 —
Government-wide Requirements for a Drug-Free Workplace (Grants); 28
C.F.R. Part 69 — Restrictions on lobbying that govern the application,
acceptance and use of Federal funds for this federally assisted project;
(2) Will comply with the minimum wage and maximum hours provisions of the
Federal Fair Labor Standards Act if applicable;
(3) Will comply with all applicable provisions of Title I of the Omnibus Crime
Control and Safe Streets Act of 1968, as amended, 42 USC 3789 (d), or
Victims of Crime Act(as appropriate);Title VI of the Civil Rights Act of 1964,
as amended; Section 504 of the Rehabilitation Act of 1973; as amended;
Subtitle A,Title II of the Americans with Disabilities Act(ADA)(1990);Title
IX of the Education Amendments of 1972; Age Discrimination Act of 1975;
Department of Justice Non-Discrimination Regulations, 28 CFR Part 42,
Subparts C, D, E, and G; and the Department of Justice regulations on
disability discrimination,28 CFR Part 35 and Part 39.
19. Entire Agreement: This Agreement constitutes the entire agreement among and between
parties. There are no representations, oral or otherwise, other than those expressly set forth
herein. No amendment or modification of this Agreement shall be binding unless all parties
have agreed to said modification in writing.
20. Penalties for Violations:Violation of any of the terms and conditions of this grant can result in
penalties including but not limited to: withholding of disbursements or future awards,
suspension/termination of awards, suspension/debarment, repayment of reimbursed federal
funds,civil lawsuit,or criminal prosecution.
21. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the
date first written above,
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PROSECUTING ATTORNEY EXECUTION:
Wilb.a11141.,/ 1
1 / /
Signature Date signed by Prosecuting Attorney
Natalie S. Paine
Printed Name
The Honorable
District Attorney, Augusta Judicial Circuit
Solicitor-General, ?��i County
COUNTY EXECUTION:
On • 4,„ .
ion
Signature Date signed by County
Mary Davis
MOM Printed Name
Mayor Pro Tem
Title
Designee for Richmond Count,
PACGA EXECUTION:
1
Signature Date signed by Council
Charles A.Spahos
Executive Director
Prosecuting Attorneys'Council of Georgia
1590 Adamson Parkway,Fourth Floor
Morrow,Georgia 3026o-1755
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EXHIBIT A
PACGA, County and Prosecuting Attorney Contact Information
1. The PACGA mailing address, e-mail address and telephone number for
correspondence, reports and other matters relative to this contract, except as
otherwise indicated,are:
Prosecuting Attorneys'Council of Georgia
Attn:Kathy Kemp
1590 Adamson Parkway,Fourth Floor
Morrow,Georgia 30260-1755
(no)282-6300
Email: kkempapacga.org
2. The County's mailing address, email address and telephone number for
correspondence,reports,and other matters relative to this contract are:
Richmond County Finance
Attention: Nancy He
535 Telfair Street, Suite 800
Augusta, GA 30901
Telephone No.: 706-821-2581
Email: mhe@augustaga.gov
3. The PROSECUTING ATTORNEY'S mailing address,email address and telephone
number for correspondence, reports, and other matters relative to this contract
are:
District Attorney's Office
Attention: Kathy Rogers
735 James Brown Blvd, Suite 2400
Augusta, GA 30901
Telephone No.: 706-821-1214
Email: krogers@augustaga.gov
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EXHIBIT B
PACGA Policy 11.2
I
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( Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
1. Purpose.
This policy establishes policies,procedures and conditions that apply to all prosecution-based
victim services programs that receive funding through the Council as specified in Section 3.
2. Authority.
(a) Victim of Crimes Act(VOCA),42 U.S.C.Chapter 112.
(b) O.C.G.A. §§ 15-18-14.2; 15-18-40(c); 15-18-73(b).
3. Scope.
(a) This policy applies to all district attorneys and solicitors-general that receive federal
funding under the Victim of Crimes Act (VOCA), 42 U.S.C. Chapter 112, as amended,
(hereinafter referred to as"funded offices")that are administered by the Council pursuant
to one or more grants from the Criminal Justice Coordinating Council.
(b) The provisions of this policy constitute binding special conditions that must be adhered to
as a condition of the receipt of grant funds and are in addition to any other special
conditions that may apply to the federal grant program.
4. Definitions.
(a) "CJCC" Coordinating
means the Criminal Justice Council.
(b) "Funded office" means a district attorney's office or a solicitor-general's office that is
receiving VOCA funds through the Council.
(c) "OJP"means the Office of Justice Programs of the United States Department of Justice.
(d) "VOCA"means the Victims of Crime Act,42 U.S.C.Chapter 112.
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1-- Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(e) "VWAP" means a prosecution-based victim-witness assistance program operated by a
funded office.
5. Role of the Council.
(a) The Council is the fiscal officer for the prosecuting attorneys and the recipient of federal
funds under VOCA. The Council is responsible to the CJCC, and through them to the
federal grantor agency, for providing administrative oversight and insuring that all
prosecuting attorneys' offices receiving VOCA funds comply with all state and federal
statutes,rules, and regulations applicable to such grant, as well as any special conditions
that apply to the grant.
(b) The Executive Director is responsible to the Council for the proper administration of the
grant and timely making any reports required by the grant. The Executive Director may
designate one or more employees to perform any function necessary to administer the grant
or which necessarily appertain thereto.
6. Responsibilities of District Attorneys or Solicitors-General.
(a) The district attorney or solicitor-general of a funded office is responsible for the proper
administration of the funds received by their office and compliance with this policy.
(b) The district attorney or solicitor-general of a funded office may designate, in writing, an
employee to be responsible for the administration of the grant funds and making any reports
required by this policy or the grant.A copy of such designation shall be submitted to the
Executive Director or his or her designee.
(c) Each funded office agrees to adhere to the Program Guidelines for the Victims of Crime
Act Victim Assistance Grant Program set forth in 28 CFR 94.101 et seq.
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•E< = Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(d) Each funded office agrees to fully cooperate with any monitoring or evaluation activities,
and any related training activities initiated and/or conducted by the Council or CJCC during
and subsequent to the grant award period.
(e) Each funded office agrees to obtain and maintain a Data Universal Numbering System
(DUNS)number and to provide that number to the Council.
(f) Each funded office agrees to comply with applicable requirements regarding registration
with the System for Award Management(SAM).
(g) Each funded office agrees to adhere to the provisions set forth in all executed Memoranda
of Agreement and in the Special Conditions issued by CJCC or the Council.
7. Delivery of Services to Victims.
(a) No cost for Services.Funded offices must provide services to crime victims at no charge.
(b) Core Services.Funded offices must,at a minimum,abide by the provisions of the "Crime
Victims' Bill of Rights," O.C.G.A. § 17-17-1, et seq., including, but not limited to,
providing the following core services:
(1) Educating victims about their role in the criminal justice process.
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(2) Stabilizing Lives:
(A) Funded offices shall:
(i) Coordinate crime scene clean-up services;
(ii) Provide information and assistance with the return of stolen/damaged
property;
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Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
Policies&Procedures August 24,2016,amended July 15,
2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(iii) Provide referrals to and coordinate services with agencies that provide food,
shelter,support groups,medical care,and crisis/emergency intervention and
long-term therapy/counseling;
(iv) Provide assistance with information, application, and document collection
for Crime Victim Compensation, ensuring that all victims understand their
rights to receive compensation, all applicable eligibility requirements, and
all application procedures;
(v) Provide assistance with information, application, and document collection
for restitution in order to ensure that restitution is made a part of every
applicable criminal sentence;and
(vi) Provide assistance with other applications(TANF,Immigration,leases,etc.)
and/or other paperwork relating to acquiring services as a direct result of
the crime.
(B) Funded offices may:
(i) Assist victims requesting assistance in working with bill collectors/
creditors,where expenses directly resulted from the crime or loss of wages
due to the crime;and
(ii) Assist victims with employers and/or school administrators when victims
lose wages, employment, or time as a direct result of the crime or
cooperation with the prosecution.
(3) Meeting Emotional&Physical Needs.
(A)Funded offices shall:
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s = = Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
1L2 Victim Services Conditions
(i) Ensure advocates' availability to victims and law enforcement around the
clock, ensuring provision of both information about victim options
immediately following the crime and first-response emotional support &
crisis intervention (homicide, aggravated assault and domestic/family
violence cases,and crisis response);
(ii) Assist with death and serious injury notifications for families of victims;
(iii) Provide assistance with preparation of Victim Impact Statements and
presentation of the Statements in court;
(iv) Provide assistance with letters, Victim Impact Statements, registration for
Georgia Victim Impact Panel, facilitation of/accompaniment to Victim
Visitor's Day,clemency hearings and executions,etc.;
(v) Provide follow-up services to victims at hospital facilities,coroner's offices,
and/or funeral homes;
(vi) Provide personnel availability during interviews to help victims feel more
comfortable;
(vii) Provide emotional support to victims and their families throughout the
judicial process;
(viii) Provide practical assistance to ensure necessary court appearances of
victims(e.g., services for disabled victims and translators);and
(ix) Provide appropriate post-sentence referrals and intervention if needed.
(4) Meeting Safety&Security Needs.
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:' - Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act- Funding
11.2 Victim Services Conditions
(A)Funded offices shall:
(i) Assist victims with safety planning;
(ii) Coordinate communication with necessary professionals concerning
on-going activities of the defendant that place the victim in fear and/or
physical jeopardy;
(iii) Prompt necessary actions to expedite a stage of the case for victim protection
(i.e., alert prosecutors if a case is dismissed in Magistrate Court to initiate
the indictment/bond process for victim protection;
(iv) Prompt necessary actions to initiate the process for probation revocation if
defendant violates the sentence terms and jeopardizes victim safety,etc.;
(v) Provide information and advocacy regarding Temporary Protective Orders;
(vi) Assist victims with notification requests to the county jail, Department of
Corrections, Department of Community Supervision, and State Board of
Pardons and Paroles regarding the defendant's release from incarceration
and/or supervision;and
(vii) Provide a comfortable waiting area apart from defendant's family and
acquaintances;
(5) Assisting with the Criminal Justice System.
(A)Funded offices shall:
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}
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(i) Assist the victim and family members with understanding the criminal
justice system and what to expect at each stage of the process;
(ii) Assist the victim and family members with understanding all legal
terminology and strategy during processing of the case;
(iii) Advocate for restitution at time of sentencing);
(iv) Coordinate victim needs for transportation and travel that may include; air,
train,bus,auto,accommodations,and meals;
(v) Assist victims with warrant application processes and attend pre-warrant
court hearings;
(vi) Serve as liaison between victims, investigators, prosecutors and court
personnel;
(vii) Provide assistance to investigators and prosecutors for initial and ongoing
contact with victims(e.g.,interviews and scheduling of interviews);
(viii) Ensuring that contact information and the physical location of the victim is
maintained and accurate for continuation of services;
(ix) Provide courtroom orientation and pre-trial preparation to testifying victims;
I
(x) Escort victims to court and related hearings;
(xi) Provide ongoing communication and information regarding status of the
case, bond hearings, grand jury decisions, disposition options, appellate
decisions,etc.;
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}
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(xii) Attend hearings with victims or on behalf of victims when their presence is
not required;
(xiii) Assist victims with making contact with the Board of Pardons and Paroles
and the Department of Corrections to request notification regarding a
defendant's entry into the prison system and offering avenues for opinions
on early parole release;
(6) Education&Collaboration:
(A) Funded offices shall have personnel:
(i) Serve on community victim advocacy committees, boards of directors,and
task forces,acting as Iiaison for prosecutors'offices and the judicial system
(i.e., shelters,rape-crisis centers,etc.);
(ii) Represent the office on various victims' service bodies including; child
fatality review, domestic violence fatality review, sexual assault response
team, elder abuse task force, domestic violence task force, various
multi-disciplinary teams, etc.;
(iii) Provide training to community, law enforcement, educational facilities and
other professionals on victim assistance and victim related issues including,
but not limited to,family violence,identity theft,sexual assault,child abuse,
teen dating violence, elder abuse, the criminal and civil justice process,
stalking,and crime prevention;and
(iv) Provide ongoing information and literature to educate victims about the
Victim Assistance Program, criminal justice process, and other relevant
issues through pamphlets,handouts,presentations,referrals, internet,etc.
—8—
` *, Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(B)Funded offices may have personnel:
(i) Serve on a Victim Impact Panel as member or coordinator, and hold monthly
meetings, and assist in recruiting, training and maintaining victim panel
members and speakers.
(7) Prosecutorial Assistance:
(A)Funded offices shall:
(i) As needed, assist investigators and prosecutors with obtaining reports from
DFACS, child advocacy and assessment centers, and other agencies;
(ii) As needed, assist investigators and prosecutors with completing referral
forms and setting up forensic interviews at child advocacy and assessment
centers;
(iii) Upon request from investigators, prosecutors, or child advocacy and
assessment center personnel, will attend forensic interviews and
multidisciplinary team meetings(MDT);
(iv) As needed, assist investigators and prosecutors with documentation in
domestic and family violence cases (e.g. photographs of victim's injuries,
statements,etc.).
(8) Post-conviction. If the accused is found guilty and sentenced to incarceration in the
custody of the Georgia Department of Corrections (GDOC) or supervision by the
Georgia Department of Community Supervision(GDCS) funded offices will connect
the victim with the Georgia Office of Victim Services and assist the victim with
registering for offender status notifications.
—9—
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(c) Limited English Proficient Victims.
(1) Funded offices shall provide access to services and literature in Spanish and other
languages as needed
(2) Each funded office must have a written plan that ensures that victims who are not
proficient in the English language are afforded access to services as required by
Executive Order 13166. At a minimum,the plan must meet the requirements set forth
in U.S. Dept. Of Justice, Guidance to Federal Financial Assistance Recipients
Regarding Title VI Prohibition Against National Origin Discrimination Affecting
Limited English Proficient Persons.67 Fed.Reg.41455-41472(June 18,2002).
(3) In addition, funded offices that provide hotline services will provide PAC
documentation of a contract for 24-hour language interpretation services for callers
who do not speak English.Funded offices that provide hotline services will ensure that
TTY machines are operable at all times and that all staff, volunteers and interns who
answer the hotline receive training and ongoing review of TTY answering procedures.
For information and resources for providing services to LEP or disabled individuals,visit LEP.gov
or Georgia's Americans with Disabilities Act Coordinator's Office, httpJ/ada.georgia.gov. You
may also contact CJCC for technical assistance with questions or concerns.
—10—
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(d) Equal Opportunity.
(1) Funded offices shall provide services to all victims without regard to the victim's race,
color, national origin, religion, sex or disability. Any person who believes that they
have been discriminated against based on his or her race,color,national origin,religion,
sex or disability has the right to file a civil rights complaint with the Office of Justice
Programs.
(2) Each funded office shall display the following statement in a prominent location where
it will be visible to staff and visitors to the office and include it in any publications
provided to members of the public:
The Victim Witness Assistance Program does not discriminate against
individuals or groups on the basis of race, color, national origin,religion, sex
or disability.If you believe you have been the target of discrimination,you have
the right to file a civil rights complaint.Information on how to file a civil rights
complaint can be found on the Office of Justice Programs website.
http:I/www.ojp.gov/about/ocr/complaint.htm
(e) Immigration status.
Funded offices that rely on in-kind(non-cash) services necessary to protect life or safety
without charge based on the recipients'income shall not deny these services to any crime
victim who seeks their protection based on the victim's immigration or legal status, nor
shall the agency require any victim who contacts them in good faith to verify their
immigration status prior to delivering services. See Department of Justice (2001), Final
Specification of Community Programs Necessary for Protection of Life or Safety Under
Welfare Reform Legislation,(A.G.Order No.2353-2001)66 FR 3613.
(f) Victims of Federal Crimes.
—11—
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
Funded offices must provide services to victims of federal crimes on the same basis as
victims of state and/or local crimes. A victim of a federal crime is a victim of an offense
that violates a federal criminal statute or regulation. Federal crimes also include crimes
that occur in an area where the federal government has jurisdiction, such as Indian
reservations,some national parks,some federal buildings,and military installations.
(g) Victims of Crimes Committed by Juveniles.
Beginning January 1,2014,funded offices must provide services to a victim of a delinquent
act committed by a child which would constitute a crime if committed by an adult as
required by O.C.G.A. § 15-11-481. If the funded office opts out of prosecuting
delinquency cases in one or more counties in accordance with O.C.G.A. § 15-18-6.1,the
funded office must provide the Council with documentation showing how victims of
delinquent acts in those counties will receive services required by O.C.G.A. § 15-11-481
and this policy.
8. Use of Volunteers.
(a) Funded offices must use volunteers unless a waiver is submitted to and approved by the
Federal government that indicates that there is a compelling reason to waive this
requirement.A"compelling reason"may be a statutory or contractual provision concerning
liability or confidentiality of counselor/victim information,which bars using volunteers for
certain positions, or the inability to recruit and maintain volunteers after a sustained and
aggressive effort.
3
(b) Funded offices are required to complete an annual certification indicating the use of
i
volunteers.
(c) Each funded office agrees to meet any minimum volunteer requirements set forth by CJCC
in the Special Conditions unless the requirement is waived in writing by CJCC.
t
—12—
t
1
E, Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(d) Funded offices shall furnish a listing of all project volunteers that provide direct services,
a copy of the contract or agreement between each volunteer and the funded office
identifying responsibilities for both parties, and a written job description indicating what
types of direct services the volunteer will provide.
(e) Funded offices wishing to claim volunteer hours as in-kind match may do so at the standard
rate for the provision of direct services by a volunteer of$12.00 per hour. Higher rates
must be pre-approved by CJCC.
(f) Funded offices must document direct service volunteer hours provided as in-kind match
both with individual timesheets completed by each volunteer and through the use of
CJCC's monthly volunteer time log or any other form or certification CJCC implements
for the use of documenting volunteer time.
9. Non-Discrimination in Service Provision.
(a) As recipients of federal funds from the Department of Justice,all funded offices are subject
to the following federal non-discrimination laws:
(1) Title VI of the Civil Rights Act of 1964-42 U.S.C. §2000d;
(2) Section 504 of the Rehabilitation Act of 1973 -29 U.S.C. § 794;
(3) The Omnibus Crime Control and Safe Streets Act of 1968 -42 U.S.C. § 3789d(c)(1);
(4) Title II of the Americans with Disabilities Act-42 U.S.C. § 12132;
(5) Title IX of the Education Amendments of 1972 - 20 U.S.C. § 1681 (applicable to all
funded offices that conduct training);
—13—
(`) Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
Policies&Procedures August 24,2016,amended July 15,
2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(6) The Age Discrimination Act of 1975-42 U.S.C. §6101;and,
(7) Equal Treatment for Faith-Based Organizations - 28 C.F.R. § 38.1 et seq. (prohibits
discrimination based on religious affiliation during service delivery).
(b) In the event that a federal or state court, or federal or state administrative agency, makes
an adverse finding of discrimination against a funded office, after a due process hearing,
on the ground of race, color,national origin or sex,the funded office must submit a copy
of the finding to the Council,the CJCC and the OW Office of Civil Rights.
10.Local Victim Assistance Program Funding, a/k/a Five Percent (5%) Funding,
Certification &Reporting.
(a) Funded offices must be certified and eligible to receive 5% funds by CJCC. Funded
offices that are not certified as of the date that the funded office enters into the
memorandum of agreement with Council, the county and the prosecuting attorney, must
complete certification requirements prior to drawing down funds.
(b) Funded offices are required by O.C.G.A. § 15-21-132 to submit an annual report to CJCC
detailing the receipt and expenditure of 5% funds by January 15 or other deadline
established by CJCC of each year. This report must include the total amount of funds
received pursuant to this Code section, the purposes for which the funds were expended,
and the total number of victims served in each county for which the funds were received.
A copy of the annual report shall also be submitted to each county governing authority
from which funds were received pursuant to this Code section.
—14—
• >: Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
1L2 Victim Services Conditions
11.Other Required Certifications.
(a) As recipients of federal funds, funded offices are required to verify certain conditions and
behaviors by completing certification requirements provided in the common rules for
lobbying, drug-free workplaces, and suspension and debarment of the Office of Justice
Programs(OW).
(b) Funded offices must complete and submit OW Form 4061/6 entitled "Certifications
Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and
Drug-Free Workplace Requirements"to the Council with the memorandum of agreement.
12. Political Activity.
(a) The restrictions of the Hatch Act, Pub. L. 93-433, 5 U.S.C. § 7323, (as amended),
concerning the political activity of government employees are applicable to funded office
staff members and other state and local government employees whose principal
employment is in connection with activities financed,in whole or in part,by federal grants.
Under a 1975 amendment to the Hatch Act, such state and local government employees
may take an active part in political management and campaigns except they may not be
candidates for office.
(b) If any changes occur in the funded office's lobbying status or activities, a revised
Disclosure of Lobbying Activities Form must be submitted. Federal funds cannot be used,
directly or indirectly,in support of the enactment,repeal,modification,or adoption of any
law,regulation or policy,at any level of government,without the express prior approval of
OW.
13.Equal Employment Opportunity Plan.
Funded offices must meet the requirements of 28 C.F.R. §42.301 et seq., Equal Employment
Opportunity Plans (EEOP). The plan must cover the grant period specified in the grant
—15—
(j) Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
application submitted by the Council,and an EEOP certification form be submitted directly to
the Federal Government. If an office needs technical assistance in preparing an Equal
Employment Opportunity Plan, they should contact the Office of Civil Rights Compliance
Specialist,Office of Justice Programs,Washington,D.C.,(202)307-0690.
14.Training of Personnel.
(a) All victim advocate staff must have completed 40 hours of training specific to providing
direct victim services either through the Office for Victims of Crime,Victim's Assistance
Training Online, the National Organization for Victim's Assistance (NOVA), CJCC, the
Council or any other organization approved by CJCC that provides training specific to
serving crime victims. New staffmust complete this training within 12 months ofthe start
of employment as a victim advocate.
(b) Each employee providing victim services in a funded office must attend and successfully
complete at least eight(8)hours of training in victim assistance annually. As part of this
requirement, victim services supervisors and all fully or partially grant-funded staff in a
funded office must attend a victims' compensation training approved by CJCC during the
grant year. New staff(whether funded by this grant program or not) must complete this
training within six(6)months of the start of employment as a victim advocate.
(c) Funded offices understand and agree that any training or training materials developed or
delivered with funding provided under this award must adhere to the OJP Training Guiding
Principles for Grantees and Subgrantees,available at
http://www.ojp.gov/funding/ojptrainingguidingprinciples.htm
(d) The Executive Director may for good cause waive or defer the training requirements
provided for in this section unless otherwise prohibited by CJCC or OW.
15.Use of Timesheets for Personnel
—16—
E )= Prosecuting Attorneys' Council. of Georgia
1.
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(a) All VOCA funded staff(whether funded with Federal or matching funds)and direct victim
service volunteers must maintain timesheets as specified by CJCC.Timesheets should be
maintained on file where the staff member is employed and submitted to PAC or CJCC
upon request.
16.Use of Federal Funds for Personnel Only
(a) The Council requires that all Federal funds pay for costs of personnel only,unless,through
a competitive process, CJCC has awarded Federal funds specifically for non-personnel
items.
(1) Funded offices seeking an exception to use Federal funds to pay for non-personnel
costs must submit their request in writing to the Council for approval prior to expending
funds.
(b) Matching funds may be used to pay for any allowable cost item, subject to limitations set
forth by CJCC or the Council.Under this project,the Council specifically reserves the right
to prohibit expenditures related to purchases of equipment costing$5,000 or more.
17.Allowable Direct Service Costs.
The following costs and services may be supported by VOCA funds provided that they are
included in the approved budget for the funded office and include only the pro-rated share related
to providing direct victim services.Direct services for which VOCA funds may be used include,
but are not limited to the following:
(a) Immediate Health and Safety. Those services which respond to the immediate emotional,
psychological,and physical needs (excluding medical care)of crime victims such as:
(1) Crisis intervention;
(2) Accompaniment to hospitals for medical examinations;
—17—
f
:T{ z= Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(3) Hotline counseling;
(4) Safety planning;
(5) Emergency food,clothing,transportation, and shelter
(6) Short-term (up to 45 days) in-home care and supervision services for children and
adults who remain in their own homes when the offender/caregiver is removed;
(7) Short-term(up to 45 days)nursing home, adult foster care, or group home placement
for adults for whom no other safe, short-term residence is available;
(8) Window, door, or lock replacement or repair, and other repairs necessary to ensure
victim's safety;
(9) Emergency legal assistance, such as filing for restraining orders or protective orders,
and obtaining emergency custody orders and visitation rights;
(10)Costs of the following, on an emergency basis (i.e., when the State's compensation
program, the victim's (or in the case of a minor child, the victim's parent's or
guardian's)health insurance plan,Medicaid,or other health care funding source,is not
reasonably expected to be available quickly enough to meet the emergency needs of a
victim (typically within 48 hours of the crime): Nonprescription and prescription
medicine, durable medical equipment (such as wheelchairs, crutches, hearing aids,
eyeglasses),and other healthcare items are allowed,and
(b) Personal advocacy and emotional support. Personal advocacy and emotional support
including,but not limited to:
—18—
=, Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(1) Working with a victim to assess the impact of the crime;
(2) Identification of victim's needs;
(3) Case management;
(4) Management of the practical problems created by the victimization
(5) Identification of resources available to the victim;
(6) Provision of information, referrals, advocacy, and follow-up contact for continued
services,as needed,or;
(7) Traditional,cultural,and/or alternative therapy/healing(e.g. art therapy, yoga).
(c) Mental Health Counseling and Care. Mental health counseling and care, including, but
not limited to,outpatient therapy/counseling(including,but not limited to,substance abuse
treatment so long as the treatment is directly related to the victimization)provided by a
person who meets professional standards to provide these services in the jurisdiction in
which the care is administered;
(d) Peer-support. Including but not limited to,activities that provide opportunities for victims
to meet other victims,share experiences,and provide self-help,information,and emotional
support;
(e) Facilitation of participation in criminal justice and other public proceedings arising from
the crime. The provision of services and payment of costs that help victims participate in
the criminal justice system and in other public proceedings arising from the crime (e.g.
juvenile justice hearings,civil commitment proceedings),including,but not limited to:
(1) Advocacy on behalf of the victim;
—19—
1 Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(2) Accompanying a victim to offices and court;
(3) Transportation,meals and lodging to allow a victim who is not a witness to participate
in a proceeding;
(4) Interpreting for a non-witness victim who is deaf or hard of hearing, or with limited
English proficiency;
(5) Providing child care and respite care to enable a victim who is a caregiver to attend
activities related to the proceedings;
(6) Notification to victims regarding key proceeding dates (e.g., trial dates, case
disposition,incarceration, and parole hearings);
(7) Assistance with Victim Impact Statements;
(8) Assistance in recovering property that was retained as evidence,or;
(9)Assistance with restitution advocacy on behalf of crime victims.
(I) Legal assistance. Legal assistance services (including, but not limited to, those provided
on an emergency basis),where reasonable and where the need for such services arises as a
direct result of the victimization. Such services include,but are not limited to:
(1) Those(other than criminal defense)that help victims assert their rights as victims in a
criminal proceeding directly related to the victimization, or otherwise protect their
safety,privacy,or other interests as victims in such a proceeding,or;
—20—
gy
• ;1 Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(2) Those actions (other than tort actions) that, in the civil context, are reasonably
necessary as a direct result of the victimization.
(g) Transportation.Transportation of victims to receive services and to participate in criminal
justice proceedings;
(h) Public awareness.Public awareness and education presentations(including,but not limited
to, the development of presentation materials, brochures, newspaper notices, and public
service announcements) in schools, community centers, and other public forums that are
designed to inform crime victims of specific rights and services and provide them with(or
refer them to)services and assistance;
(i) Transitional housing. Subject to any restriction on amount, length of time, and eligible
crimes set forth by CJCC, transitional housing for victims (generally, those who have a
particular need for such housing, and who cannot safely return to their previous housing,
due to the circumstances of the victimization), including,but not limited to,travel, rental
assistance, security deposits, utilities, and other costs incidental to the relocation to such
housing,as well as voluntary support services such as childcare and counseling;
(j) Relocation. Subject to any restriction on amount, length of time, and eligible crimes set
forth by CJCC,relocation of victims (generally, where necessary for the safety and well-
being of a victim), including, but not limited to, reasonable moving expenses, security
deposits on housing,rental expenses,and utility startup costs.
18.Allowable Costs for Activities Supporting Direct Services
The following costs and services may be supported by VOCA funds provided that they are
included in the approved budget for the funded office and include only the pro-rated share
related to providing direct victim services.
—21—
,
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
The following other allowable costs and services may be supported by VOCA funds provided
that they are included in the approved budget for the funded office:
(1) Coordination of activities.Coordination activities that facilitate the provision of direct
services, include, but are not limited to, statewide coordination of victim notification
systems, crisis response teams, multi-disciplinary teams, coalitions to support and
assist victims,and other such programs,and salaries and expenses of such coordinators
(Please note: due to the eligibility requirements of the VOCA Assistance Grant
Program,this item is not intended to allow the funding of statewide coalitions that do
not provide direct services);
(2) Supervision of direct service providers. Payment of salaries and expenses of
supervisory staff in a project,when CJCC determines that such staff are necessary and
effectively facilitate the provision of direct services;
(3) Multisystem, interagency, multidisciplinary response to crime victim needs. Activities
that support a coordinated and comprehensive response to crime victims needs by direct
service providers, including, but not limited to, payment of salaries and expenses of
direct service staff serving on child and adult abuse multidisciplinary investigation and
treatment teams, coordination with federal agencies to provide services to victims of
federal crimes and/or participation on statewide or other task forces,work groups,and
committees to develop protocols, interagency, and other working agreements;
(4) Contracts for professional services. Contracting for specialized professional services
(e.g. psychological/psychiatric consultation, legal services, interpreters), at a rate not
to exceed a reasonable market rate,that are not available within the organization;
(5)Automated systems and technology. Subject to the provisions of the DOJ Grants
Financial Guide and government-wide grant rules relating to acquisition, use and
disposition of property purchased with federal funds,procuring automated systems and
—22—
1
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
technology that support delivery of direct services to victims (e.g., automated
information and referral systems, email systems that allow communications among
victim service providers, automated case-tracking and management systems,
smartphones, computer equipment, and victim notification systems),including,but not
limited to, procurement of personnel, hardware, and other items, as determined by
CJCC after considering:
(A)Whether such procurement will enhance direct services;
(B)How any acquisition will be integrated into and/or enhance the program's current
system;
(C)The cost of installation;
(D)The cost of training staff to use the automated systems and technology;
(E)The ongoing operational cost,such as maintenance agreements or supplies,and;
(F)How additional costs relating to any acquisition will be supported(Please note: In
an effort to avoid duplication and coordinate large scale technology projects,CJCC
must pre-approve all expenditures related to automated systems and technology.
(0)Funding will not be approved for any computer system or software that is not
capable of interfacing with the TRACKER case management system operated by
the Council.
(6) Volunteer trainings. Activities in support of training volunteers on how to provide
direct services when such services will be provided primarily by volunteers.
—23—
(') Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
19.Allowable Administrative Costs.
The following costs and services may be supported by VOCA funds provided that they are
included in the approved budget for the funded office and include only the pro-rated share
related to providing direct victim services.
Administrative costs for which VOCA funds may be used by funded offices include, but are
not limited to,the following::
(1) Personnel costs. Personnel costs that are directly related to providing direct services
and supporting activities, such as staff and coordinator salaries expenses (including
fringe benefits),and a pro-rated share of liability insurance;
(2)Skills training for staff Training exclusively for developing the skills of direct service
providers including paid staff(both VOCA-funded and not)and volunteers,so that they
are better able to offer quality services, including,but not limited to, manuals, books,
videoconferencing, electronic training resources, and other materials and resources
related to training.Conferences must be pre-approved by CJCC.
(3) Training-related travel.Costs such as travel(in-State,regional,and national)including
meals, lodging registration fees and other travel costs for paid direct service staff(both
VOCA-funded and not);
(A)Reimbursement of expenses for training must meet the Statewide Travel Policy
promulgated by the State Accounting Office(SAO)and the Office of Planning
and Budget(OPB)pursuant to O.C.G.A. § 50-5B-5 and Chapter 6 of the
Council's Rules.Reimbursement rates must follow local, State or Federal rates,
whichever is lowest.
—24—
4
Prosecuting Attorneys' Council of Georgia
ti,a1
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(4) Organizational Expenses. Organizational expenses that are necessary and essential to
providing direct services and other allowable victim services,including,but not limited
to,the prorated costs of rent;utilities; local travel expenses for service providers; and
required minor building adaptations necessary to meet the Department of Justice
standards implementing the Americans with Disabilities Act and/or minor
modifications that would improve the program's ability to provide services to victims
(Please note:construction costs are generally not allowed;please contact CJCC if you
are considering applying for funds for any type of building adaptations or
modifications);
(5) Equipment and furniture. Subject to limitations set forth by the Council and CJCC,
expenses of procuring furniture and equipment that facilitate the delivery of direct
services (e.g., mobile communication devices, telephones, braille and TTY/TDD
equipment,computers and printers, video cameras and recorders for documenting and
reviewing interviews with children, two-way mirrors, colposcopes, digital cameras,
and equipment and furniture for shelters, work spaces, victim waiting rooms, and
children's play areas),except that the VOCA grant may be charged only the prorated
share of an item that is not used exclusively for victim-related activities;
(A)Title to all equipment and/or supplies purchased with Federal funds shall vest in
the Council and will be assigned for use by the funded office.An inventory of
such property must be maintained in accordance with Council Policy 4.8. Such
equipment and supplies will be maintained in accordance with Council Policy 4.8
long as the equipment and/or supplies are used for program related purposes.If
the funded office ceases to provide victim services,the Council has the right to
determine the future use of such property and to reallocate it to another funded
office.
(B)Funded offices cannot use VOCA funds to purchase supplies for another
organization or individual to perform a victim related service.
—25—
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(6) Operating costs. Operating costs include but are not limited to the pro-rated share of:
(A)Supplies
(B)Equipment use fees
(C)Property insurance,
(D)Printing,photocopying,and postage;
(E)Courier service;
(F)Brochures that describe available services;
(G)Books and other victim-related materials;
(H)Computer backup files/tapes and storage;
(1) Security systems;
(J) Designand maintenance of Web sites and social media,or;
x
(K)Essential communication services such as web hosts and mobile device services.
(7) VOCA administrative time. Costs of administrative time spent performing the
following:
(A)Completing VOCA-required time and attendance sheets and programmatic
documentation,reports,and statistics;
—26—
of
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
IL2 Victim Services Conditions
(B)Collecting and maintaining crime victims'records;
(C)Conducting victim satisfaction surveys and needs assessments to improve victim
services delivery in the project,and;
(D)Funding the pro-rated share of audit costs.
(8) Leasing or purchasing vehicles. Costs of leasing or purchasing vehicles,as determined
by CJCC after considering,at a minimum,if the vehicle is essential to the provision of
direct services;
(9) Maintenance, repair, or replacement of essential items. Costs of maintenance,repair,
and replacement of items that contribute to maintenance of a healthy or safe
environment for crime victims(such as a furnace in a shelter;and routine maintenance,
repair costs, and automobile insurance for leased vehicles), as determined by CJCC
after considering,at a minimum,if other sources of funding are available;
(10) Project evaluation. Costs of evaluations of specific projects(in order to determine
effectiveness),within the limits set by CJCC.Please note:expenses of this type require
pre-approval by CJCC.
20.Expressly Unallowable Costs.
No VOCA funds may be used to fund or support the following:
(1)Lobbying. Lobbying or advocacy activities with respect to legislation or to
administrative changes to regulations or administrative policy (cf. 18 U.S.C. 1913),
whether conducted directly or indirectly;
—27—
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(2) Research and studies. Research and studies, except for project evaluation under 28
CFR §94.121(j);
(3)Active investigation and prosecution of criminal activities.The active investigation and
prosecution of criminal activity, except for the provision of victim assistance services
(e.g.,emotional support,advocacy, and legal services)to crime victims under 28 CFR
§ 94.119,during such investigation and prosecution;
(4) Fundraising. Any activities related to fundraising, except for fee-based, or similar,
program income authorized by CJCC;
(5) Capital expenses. Capital improvements, property losses and expenses, real estate
purchases, mortgage payments, and construction (expect as specifically allowed by
CJCC);
(6) Compensation for victims of crime. Reimbursement of crime victims for expenses
incurred as a result of a crime;
(7) Medical care.
(8) Salaries and expenses of management. Salaries, benefits, fees, furniture, equipment,
and other expenses of executive directors,board members,and other administrators.
21.Motor Vehicle Operations.
(a) Seat Belt Use.Pursuant to 23 U.S.C. §§402 and 403,and 29 U.S.C. §668,funded offices,
as a recipient of Federal contracts,subcontracts, and grants, shall encourage adoption and
enforcement of on-the-job seat belt policies and programs for its employees, contractors,
and sub-recipients when operating government-owned, rented, or personally owned
ned
vehicles.
—28—
5p
\= Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(b) Text Messaging While Driving. Text messaging while driving is prohibited for all
personnel funded by grants administered by the Council pursuant to grants from CJCC.
See Council Policy 12.2(6)(f).
22. Reporting Fraud or Criminal Activity Involving Grant Funds.
(a) Funded offices agree to promptly refer to the U.S.Department of Justice(DOJ) Office of
Inspector General (OIG) any credible evidence that a principal, employee, agent,
contractor, subcontractor, or other person has either 1) submitted a false claim for grant
funds under the False Claims Act; or 2) committed a criminal or civil violation of laws
pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving
grant funds.
(b) Potential fraud,waste, abuse, or misconduct should be reported to the OIG by mail:
Office of the Inspector General U.S.Department of Justice Investigations Division
950 Pennsylvania Avenue,N.W.
Room 4706
Washington,DC 20530
e-mail: oig.hotline®usdoj.gov
hotline:(contact information in English and Spanish)(800) 869-4499
hotline fax; (202) 616-9881
(c) Additional information is available from the DOJ 010 website at;
http://www.justice.gov/oig/hotline/
23.Use of psychologists, professional counselors, social workers, and marriage and family
therapists.
—29—
Prosecuting Attorneys' Council of Georgia
�nzr
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(a) Funded offices agree to abide by Georgia law regarding the utilization of professional
counselors,social workers,and marriage and family therapists.(O.C.G.A. §43-10A-1,et.
seq.).
(b) Funded offices agree to abide by Georgia law regarding the utilization of psychologists.
(O.C.G.A. §43-39-1,et.seq.).
24.Compliance with Federal Uniform Guidance and Audit Requirements.
(a) Funded offices must comply with the Uniform Administrative Requirements, Cost
Principles, and Audit Requirements in 2 C.F.R. §200.0 et seq., as adopted and
supplemented by the Department of Justice(DOJ) in 2 C.F.R. §2800.101 et seq. Funded
offices further understand and agree that funds may be withheld,or other requirements may
be imposed, if outstanding audit issues(if any) from C.F.R. §200.0 et seq. (and any other
audits of OJP grant funds)are not satisfactory and promptly addressed,as further described
in the current edition of the OJP Financial Guide.
(b) The Catalog of Federal Domestic Assistance (CFDA) number for this grant program is
16.575
25.Access to Records.
Funded offices will provide the Council, the Office for Victims of'Crime, the Office of the
Chief Financial Officer (OCFO), CJCC and their representatives, access to and the right to
examine all records,books,paper,or documents related to the VOCA grant.
26.Records&Reports; Use of TRACKER.
(a) As used in this section:
—30—
=;s+? Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(1) "TRACKER"means the Tracker Prosecutor Case Management System, a secure, on-
line computer case management system operated by the Council;
(2) "VSSR Data" means data that documents the number of new and existing victims
served,the demographics of victims,the type of crimes involved and the number and
types of services provided to victims by funded offices.
(b) Funded offices shall utilize TRACKER to document the number of new and existing
victims served, the demographics of new victims, and the number and types of services
provided victims of crime. Data shall be entered into TRACKER at or near the time
services are provided.
(1) Any funded office not on TRACKER on October 1, 2013 shall, as a condition of
receiving funds, take all necessary steps to begin using TRACKER by the end of the
first quarter.
(2) Funded offices not on TRACKER as of October 1, 2013, must maintain and submit
VS SR data to the Council in such form as the Director of the Information Technology
Division shall prescribe until such time as TRACKER becomes available for use by
that office.
(3) When the Executive Director determines that TRACKER is available for use within a
circuit or county, failure to utilize TRACKER may result in withholding of
reimbursement of expenditures or void the memorandum of agreement.
(c) Each funded office is responsible for the accuracy of data entered into TRACKER and
reported to CJCC.
(1) The victim assistance coordinator in each funded office shall review VSSR data for
completeness and accuracy at least monthly.
—31—
. = ; Prosecuting Attorneys' Council of Georgia
amu.,
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(2) For offices utilizing TRACKER to manage the preparation and disposition of criminal
and civil cases, the victim assistance coordinator is only responsible for the
completeness and accuracy of VSSR data related to those cases.
(d) Any unauthorized use of TRACKER may result in the loss of access to the system,
termination of employment,or criminal or civil prosecution.
27.Prior Approval Required for Certain Contracts or Subcontracts.
Funded offices cannot use any federal funds, either directly or indirectly, in support of any
contract or subcontract to either the Association of Community Organizations for Reform Now
(ACORN)or its subsidiaries without the express prior written approval of CJCC and OJP.
28.National Environmental Policy Act.
Funded offices must comply with the National Environmental Policy Act, 83 Stat. 852, 42
U.S.C. §4321,et seq.,and other related federal environmental impact analysis requirements if
the funded office engages in one or more of the following activities and the activity needs to
be undertaken in order to use grant funds:
(a) New construction
Minor renovation or remodelingof a propertythat is either:
@) -
i
(1) Listed on or eligible for listing on the National Register of Historic Places;or
(2) Located within a 100-year flood plain.
(c) A renovation, lease,or other proposed use of a building or facility that will either:
(1) Result in a change in its basic prior use;or
—32—
Prosecuting Attorneys' Council of Georgia
Approved October 2,2013;
amended April 15,2015,amended
August 24,2016,amended July 15,
Policies&Procedures 2017.
Victims of Crimes Act-Funding
11.2 Victim Services Conditions
(2) Significantly change its size.
(d) Implementation of a new program involving the use of chemicals other than those:
(1) Purchased as an incidental component of a funded office;or
(2) Traditionally used, for example, in office, household, recreational or educational
environments.
—33—
SUBGRANT NUMBER: C18-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C154-374(comp advocates)
VICTIMS OF CRIME ACT ASSISTANCE GRANT PROGRAM
SPECIAL CONDITIONS
SUBGRANT NUMBER: C16-8-207(continuation)
SUBGRANT NUMBER: C15-8-374(comp advocates)
SUBGRANTEE: Prosecuting Attorney's Council of Georgia
1. Applicability of Part 200 Uniform Requirements
The Uniform Administrative Requirements, Cost Principles,and Audit Requirements in 2 C.F.R.
Part 200,as adopted and supplemented by the Department of Justice(DOJ)in 2 C.F.R.Part 2800
(the"Part 200 Uniform Requirements")apply to this 2017 award.
For more information on the Part 200 Uniform Requirements,including information regarding the
potentially-available grace period described above,see the Office of Justice Programs(OJP)
website at https://oJp.gov/funding/Part2000niformRequirements.htm.
In the event that an award-related question arises from documents or other materials prepared or
distributed by OJP or CJCC that may appear to conflict with,or differ in some way from,the
provisions of the Part 200 Uniform Requirements,the subgrantee is to contact CJCC promptly for
clarification.
Federal laws prohibit grantees and subgrantees of financial assistance from discriminating on the
basis of race,color,national origin,religion,sex,or disability in funded programs or activities,not
only in respect to employment practices but also in the delivery of services or benefits. Federal law
also prohibits funded programs or activities from discriminating on the basis of age in the delivery
of services orobenefits.
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2. Subgrantees who provide emergency shelter will conduct appropriate screening so as not to
discriminate against individuals based on physical or mental disability,including mental health
concerns and substance abuse issues,or deny shelter solely upon the presence of these factors,
and ensure that reasonable accommodations are documented and made available to those victims.
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3. The subgrantee agrees to take reasonable steps to provide meaningful access to their programs
and activities for persons with limited English proficiency(LEP).For more information on the civil
rights responsibilities that subgrantees have in providing language services to LEP individuals,
please see the website at https://www.lep.gov.
In addition,subgrantees that provide hotline services will provide documentation of a contract for
24 hour language interpretation services for callers who do not speak English.Subgrantees
providing hotline services will ensure that its TTY machine is operable at all times and that all staff,
volunteers and interns who answer the hotline receive training within two weeks of their respective
start dates as well as ongoing review of TTY answering procedures.
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4. All subgrantees of Federal financial assistance,regardless of the particular funding source,the
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SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8.374(comp advocates)
amount of the grant award,or the number of employees in the workforce,are subject to the
prohibitions against unlawful discrimination.Accordingly,CJCC investigates subgrantees that are
the subject of discrimination complaints from both individuals and groups. In addition, based on
regulatory criteria,CJCC selects a number of subgrantees each year for compliance reviews,
audits that require subgrantees to submit data showing that they are providing services equitably to
all segments of their service population and that their employment practices meet equal
employment opportunity standards.
Initials KP
5. Federal grant program requirements,the subgrantee must comply with the following EEOP
reporting requirements:
If the subgrantee has less than 50 employees,receives an award of less than$25,000,or Is a
nonprofit organization,medical institution,educational institution,or Indian tribe,then It is exempt
from the EEOP requirement. To claim the exemption,the subgrantee must complete and submit
Section A of the Certification Form,which is available online at
https://www.ojp.gov/about/ocr/pdfs/cert.pdf.
If the subgrantee is a government agency or private business,receives an award of at least
$25,000 but less than$500,000,and has 50 or more employees(counting both full-and part-time
employees but excluding political appointees),then It has to prepare a Utilization Report(formerly
called an EEOP Short Form).While the subgrantee does not have to submit the report to the Office
for Civil Rights(OCR)for review,it must maintain the Utilization Report on file and make it
available for review on request. In addition,the subgrantee must complete Section B of the
Certification Form and return it to OCR. The Certification Form Is available at
https•J/www.ojp.gov/about/ocr/pdfs/cert.pdf.
If the subgrantee is a government agency or private business,receives an award for$500,000 or
more,and has 50 or more employees(counting both full-and part-time employees but excluding
political appointees),then It has to prepare a Utilization Report(formerly called an EEOP Short
Form)and submit it to OCR for review within 60 days from the date of this award. For assistance
in developing a Utilization Report,please consult OCR's website at
https://www.ojp.gov/about/oflices/ocr.htrn. In addition,the subgrantee has to complete Section C
of the Certification Form and return it to OCR. The Certification Form is available at
hftps://www.ojp.gov/aboutiocrlpdfs/cert.pdf.
To comply with the EEOP requirements,you may request technical assistance from an EEOP
specialist at OCR by telephone at(202)307-0690,TTY at(202)307-2027,or e-mail at
EEOsubmisson@usdoj.gov.
The subgrantee acknowledges that failure to submit an acceptable EEOP(if the subgrantee Is
required to submit one pursuant to 28 C.F.R.Section 42.302),approved by OCR,is a violation of
its Certified Assurances and may result in either(1)suspension of funding until such time as the
subgrantee is in compliance or(2)termination of the award.The subgrantee must maintain proof of
compliance with the above requirements and be able to provide such proof to CJCC upon request.
Initials
6. Subgrantee agencies are required to clearly post a non-discrimination policy in accordance with the
special conditions.This policy shall be visible to and easily accessed by all staff,board members,
and clients.The policy shall also contain information on how to lodge a claim of discrimination
against the subgrantee agency.
If a Federal or State court or Federal or State administrative agency makes a finding of
discrimination after a due process hearing on the ground of race, religion, national origin,sex or
Page 2 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
disability,then the subgrantee must submit a copy of the findings to CJCC and to OCR for review
(28 C.F.R.§§42.205(5)or 31.202(5)).
Initials KJ
7. Pursuant to AG.Order No.2353-2001 and O.C.G.A. §50-36 1(d), public or private nonprofit
service providers that deliver in-kind(noncash)services necessary to protect life or safety and do
not charge for said services based on the clients'income may neither require clients seeking their
organization's services to verify their immigration status nor deny services based on the clients'
legal status. (Department of Justice(2001),Final Specification of Community Programs Necessary
for Protection of Life or Safety Under Welfare Reform Legislation(A.G.Order No.2353-2001 and
66 FR 3613).Agencies providing said services shall establish a policy ensuring all victims have
access to services regardless of immigrant status,and shall promulgate same with staff and clients
seeking services.
Any law enforcement or prosecution subgrantee that provides in-kind(non-cash)services
necessary to protect life or safety and does not charge for said services based on the clients'
income shall not deny these services to any crime victim who seeks their protection based on the
victim's immigration or legal status,nor shall the agency require any victim who contacts them in
good faith to verify their immigration status prior to delivering services(Department of Justice
(2001),Final Specification of Community Programs Necessary for Protection of Life or Safety
Under Welfare Reform Legislation(A.G.Order No.2353-2001 and 66 FR 3613;O.C.G.A§17-5-
100(f))).
Initials NP
8. The subgrantee agrees to comply with applicable requirements regarding registration with the
System for Award Management(SAM)(or with a successor government-wide system officially
designated by OMB and OJP).The details of subgrantee obligations are posted on OJP's website
at https://www.ojp.gov/funding/sam.htm.
Initials Nip
9. The subgrantee agrees to comply with the DOJ Grants Financial Guide as posted on the OJP
website(currently,the"2015 DOJ Grants Financial Guide")including any updated version that may
be posted u the period of performance.
Initials
10. The subgrantee agrees to comply with the conditions of the Victims of Crime Act(VOCA)of 1984
sections 1404(a)(2),(b)(1),and(b)(2),42 U.S.C. 10803(a)(2),(b)(1), (b)(2),applicable program
guidelines and regulations,and program rules(28 C.F.R.part 94),as required.
Initials
11. The subgrantee understands and agrees that CJCC may withhold award funds or impose other
related requirements if the subgrantee does not satisfactorily and promptly address outstanding
issues from audits required by the Part 200 Uniform Requirements(or by the terms of this award)
or other outstanding issues that arise in connection with audits, investigations, or reviews of other
awards.The Cr number for this grant program is 16.575.
initials
12. If any changes occur in the subgrantee's lobbying status or activities a revised Disclosure of
Lobbying Activities Form must be submitted to CJCC.The subgrantee further understands and
agrees that It cannot use any federal funds,either directly or indirectly, in support of the enactment,
Page 3 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
repeal,modification,or adoption of any taw,regulation or policy at any level of government without
the express prior written approval of OJP.
Initials k)
P
13. The subgrantee agrees to seek prior approval and comply with all applicable laws,regulations,
policies,and guidance(including specific cost limits, prior approval,and reporting requirements,
where applicable)governing use of federal funds from this award for expenses related to
conferences,meetings,trainings,and other events,Including the provision of food and/or
beverages at such events and costs of attendance at such events. Information on rules applicable
to this award appears in the DOJ Grants Financial Guide(in the"Post-award Requirements"
section). j�
Initials ! r
14. The subgrantee agrees to comply with all the requirements of the DOJ's Regulations on the
Confidentiality of Identifiable Research and Statistical Information.The subgrantee agrees that any
information identifiable to a private person that is collected as part of this grant will be used for
research and statistical purposes only and acknowledges that these data are immune from legal
process.The subgrantee agrees to follow all the requirements for subject notification,information
transfer agreements,eand final disposition of data.
/
Initials f 1l
15. The subgrantee understands that the maximum consultant/contractor rate is$650.00 per eight hour
day($81.25 per hour)and must provide justification and receive prior approval from CJCC for rates
equal to or exceeding the maximum hourly and/or daily rate.
Initials (43
16. The subgrantee understands and agrees that any training or training materials developed or
delivered with funding provided under this award must adhere to the OJP Training Guiding
Principles for Grantees and Subgrantees,available at
httpsi/ojp.gov/funding/l mplementlTrainingPrinciplesForGrantees-Subgrantees.htm.
Initials /IP
17. The subgrantee agrees to collect and maintain information on race,sex,national origin,age,and
disability of victims receiving assistance,where such information is voluntarily furnished by victims
receiving assistance.
Initials
18. The subgrantee agrees that if It currently has other active awards of federal funds,or receives any
other award of federal funds during the period of performance,the subgrantee must promptly
determine whether funds from any part of those award funds have been,are being,or are to be
used(in whole or in part)for one or more of the identical cost Items for which funds are being
provided under this award. If so,the subgrantee will promptly notify the CJCC grant specialist for
this award in writing of the potential duplication. In addition,if requested by CJCC,the subgrantee
will seek a budget-modification or change-of-project-scope Subgrard Adjustment Request(SAR)to
eliminate any ina ropriate duplication of funding.
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Page 4 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
19. Pursuant to Executive Order 13513,"Federal Leadership on Reducing Text Messaging While
Driving,"74 Fed.Reg.51225(October 1,2009),the Department encourages grantees and
subgrantees to establish workplace safety policies,adopt and enforce policies banning employees
from text messaging while driving any vehicle during the course of performing work funded by this
grant,and conduct education,awareness,and other outreach to decrease crashes caused by
distracted dn7
Initials
20. The subgrantee certifies that federal funds will not be used to supplant funds that would otherwise
be made available for grant-funded initiatives. Federal funds must be used to supplement existing
funds for program activities and not replace funds appropriated for the same purpose.Potential
supplanting will be the subject of application review as well as pre-award review,post-award
monitoring,and audit. If there is a potential presence of supplanting the subgrantee will be required
to document that the reduction in non-federal resources occurred for reasons other than the receipt
or anticipated receipt of federal funds.
Initials AP
21. The subgrantee must promptly refer to the CJCC and DOJ OIG any credible evidence that a
principal,employee, agent,subgrantee,contractor,subcontractor,or other person has either(1)
submitted a claim for award funds that violates the False Claims Act or(2)committed a criminal or
civil violation of laws pertaining to fraud,conflict of interest,bribery,gratuity,or similar misconduct
involving award funds. Potential fraud,waste,abuse,or misconduct should be reported to the OIG
by mail:
Office of the Inspector General
U.S.Department of Justice,investigations Division
950 Pennsylvania Avenue, N.W.,Room 4706
Washington, DC 20530
Hotline:(information in English and Spanish):(800) 869-4499 or hotline fax:(202)616-9881
Additional information Is available from the DOJ OIG website at https://oig.justce.gov.
Initials AC
22. The subgrantee understands that all OJP awards are subject to the National Environmental Policy
Act(NEPA,42 U.S.C.section 4321 et seq.)and other related Federal laws(including the National
Historic Preservation Act),if applicable.The subgrantee agrees to assist OJP in carrying out its
responsibilities under NEPA and related laws,if the subgrantee plans to use VOCA funds(directly
or through subaward or contract)to undertake any activity that triggers these requirements,such
as renovation or construction(28 C.F.R. Part 61,App. D).The subgrantee also agrees to comply
with all Federal,State,and local environmental laws and regulations applicable to the development
and Implementation� � of the activities to be funded under this award.
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23. The subgrantee understands and agrees that(1)No award funds may be used to maintain or
establish a computer network unless such network blocks the viewing,downloading,and
exchanging of pornography and(2)Nothing In the previous subsection limits the use of funds
necessary for any Federal, State,tribal, or local law enforcement agency or any other entity
carrying outcrI inal investigations,prosecution,or adjudication activities.
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Page 5 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
24. Subgrantee agencies agree to comply with the core services and/or state approved standards
applicable to their agency type as outlined in the Request for Applications and the application
submitted for the applicable award. Subgrantee agencies are responsible for ensuring that their
agency meets the minimum requirements and maintains all documentation applicable to its
requirements.
Initials Aft
25. The subgrantee agrees to comply with CJCC's Subgrantee Programmatic and Fiscal Compliance
Policy.All subgrantees must have written policies and procedures which govern the fiscal
management of grant funds.
Initials
26. The subgrantee agrees to obtain prior approval from CJCC to earn or use program Income for any
VOCA fund�ram/project.
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27. All nonprofit organizations shall comply fully with the requirements set forth In O.C.G.A.§50-20-1,
et seq.and submit,prior to the drawdown of any funds,completed financial statements(including
balance sheet,Income statement and statement of cash flows)and salary information for all
personnel whethernot
grant funded or
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28. All non-profit subgrantees under this award must make their financial statements available online
(either subgrantee's or another publicly available website).OVC will consider subgrantee
organizations that have Federal 501(c)(3)tax status as in compliance with this requirement,with no
further action needed,to the extent that such organization files IRS Form 990 or similar tax
document(e.g.,990-EZ),as several sources already provide searchable online databases of such
financial statements.
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29. All non-profit subgrantees unser oils award must certify their non-profit status by submitting a
statement to CJCC affirmatively asserting that the subgrantee is a non-profit organization and
indicating that it has on file,and available upon audit,either a 1)copy of the subgrantee's 501(c)(3)
designation letter,2)letter from the state's taxing body or attorney general stating that the
subgrantee Is a non-profit organization operating within the state,or 3)copy of the subgrantee's
state certificate of Incorporation that substantiates its non-profit status.Subgrantees that are local
non-profit affiliates of state or national non-profits should have available proof of(1),(2),or(3)and
a statement by the state or national parent organization indicating that the subgrantee is a local
non-profit affili(a
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30. Subgrantees who provide emergency shelter agree that if their agency cannot house a victim they
will 1)identify available resources,2)assist the victim in developing and Implementing a feasible
plan to access other emergency shelter and/or other services, 3)advocate on behalf of victims to
ensure the needed services are obtained,and 4)follow-up to ensure victim has received
appropriate services In a timely manner.
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SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
31. The subgrantee must maintain its certification to receive Local Victim Assistance Add-On Funds
(5%Funds). In addition,the subgrantee must submit an annual report to CJCC regarding the
receipt and expenditure of these funds per O.C.G.A.§ 15-21-132.
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32. Subgrantee agencies agree to comply with the core services training and continuing education
requirements applicable to their agency type as outlined in the state standards,Request for
Applications,and the application submitted for the applicable award.Subgrantee agencies are
responsible for ensuring that their agency's staff meets the minimum training requirements and
continuing education and maintains all applicable documentation(additional online training
resources are available at https:/iwww.ovcttac.gov).
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33. The subgrantee agrees that all fully or partially grant-funded staff and his/her supervisor must
attend a Victim's Compensation 101 training hosted through CJCC.Staff and supervisors must
provide a certificate of completion as proof of attendance.Only trainings received since 2015 meet
this requirement.Victim's Compensation 101 also may be applied toward training requirements
specified by the subgrantee agency's core service requirements.
Initials, NIC)
34. The subgrantee must submit SAR#1 with the completed award package.The adjustment request
must be accompanied by an accurate detailed project budget in the format requested by CJCC that
itemizes all projected expenditures.The project budget and summary will not be established,or
officially approved,until the subgrantee receives a written approval notice from CJCC.All project
costs and project activities must coincide with the approved budget,summary,and implementation
plan unless subsequent revisions are approved by CJCC.
The subgrantee must submit subsequent requests to revise the budget,project summary,and
Implementation plan prior to any substantial changes,but no later than 60 days prior to the end of
the subgrant od.
Initials
35. Ali project costs not exclusively related to this approved project must be prorated,and only the
costs of project-related/� -r activities will be reimbursable under the subgrant award.
Initials ! \)i
36. The subgrantee agrees to submit requests for reimbursement on either a monthly or quarterly
basis,as selected by the subgrantee at the time of award.Subgrant Expenditure Reports(SER)
are due 15 days after the end of the month(if reporting monthly)or 30 days after the end of the
quarter(if reporting quarterly).
Initials r\P
37, A subgrantee that has never received a negotiated indirect cost rate from a Federal Agency,may
elect to use the'de minimis"indirect cost rate of 10%as described in 2 C.F.R.200.414(1).If a
subgrantee elects to use the'de minimis`indirect cost rate,the subgrantee must advise CJCC in
writing of both its eligibility and its election,and must comply with all associated requirements in the
Part 200 Uniform Requirements.The"de minimis"rate may be applied only to modified total direct
costs(MTDC).
Page 7 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8.374(comp advocates)
A subgrantee that has received a negotiated indirect cost rate from a Federal Agency at any time in
the past cannot use the"de minimis°indirect cost rate. If the subgrantee cannot use the''de
minimis'and wishes to recoup indirect costs,the subgrantee must notify CJCC,in writing,of the
current and approved negotiated indirect cost rate from a Federal Agency or negotiate an Indirect
cost rate with CJCC.
Initials
38. Printing materials-The subgrantee agrees to submit all materials to be printed with grant funds to
CJCC for approval no later than 30 days prior to sending them to print.CJCC reserves the right to
disallow reimbursement for all or part of any proposed publication.
Initials
39. Under the Government Performance and Results Act(GPRA)and GPRA Modernization Act,
subgrantees are required to collect,maintain,and provide data that measure the performance and
effectiveness of their grant-funded activities in the time and manner required by CJCC.
Accordingly,the subgrantee agrees to submit an annual electronic progress report on program
activities and program effectiveness measures.
I. Statistical data describing project performance from programs providing direct victim
services must be submitted to CJCC using the Victim Services Statistical Report(VSSR)
provided to the subgrantee.VSSRs describing program outputs(total services delivered,
total clients served,etc.)are due quarterly on January 20,April 20,July 20,and October
20.The fourth quarter report,due to CJCC October 20,requires subgrantees to complete
the narrative section included with that quarter's statistical report.
ii. The annual Outcome Performance Measures(OPM)report describing program outcomes
reflecting changes regarding clients as a result of services delivered must be based on
surveys administered to individual clients. Each program should include the appropriate
performance measures for their respective program types on their client surveys.Programs
are required to follow CJCC's Data Collection Guidelines and report via the online reporting
system.Subgrantees are encouraged,but not required,to use the Excel-based
spreadsheets to enter and tally their individual client outcome data.Totals reported for
outputs and outcomes may not match since outcomes are collected from clients after a
substantial completion of services.The performance report is due October 30"'.
Initials 1\
40. If any changes occur in the subgrantee's eligibility status regarding debarment,a revised
Certification Regarding Debarment,Suspension, Ineligibility,and Voluntary Exclusion form must be
submitted to CJCC.
Initials N
41. Unless the subgrantee receives a written waiver from CJCC,all VOCA subgrantees must provide a
20%match contribution of cash and/or in-kind dofars. Match must 1)be derived from non-federal
sources,2)are restricted to the same uses as the awarded funds,and 3)must be expended within
the grant period.
Initials r\P
42. The subgrantee must use volunteer hours to be eligible for VOCA funds but is not required to
submit volunteer hours to meet the 20%match requirement.The standard rate for the provision of
direct services by a volunteer is$12.00 per hour.Higher rates must be pre-approved by CJCC.Any
Page 8 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8474(comp advocates)
deviation from this requirement must be requested In writing to CJCC utilizing the volunteer
requirement waiver request form.
When using volunteer hours to satisfy the match requirement,the subgrantee agrees to utilize
project volunteers that provide direct services as defined under the Victims of Crime Act.In order to
comply with this requirement,the subgrantee shall furnish a written job description indicating what
types of direct services the volunteer will provide.The subgrantee shall provide a copy of the
contract between each volunteer and the subgrantee identifying responsibilities for both parties
and,with each SER,a listing of all project volunteers that provide direct services using the Monthly
Volunteer Time Record,both available at https://cjcc.georgia.gov/grant-forms-publications.The
subgrantee shall submit an explanation of`other volunteer services not listed on the Monthly
Volunteer Time Record with each SER,as applicable.Volunteer time spent on administrative
activities not related to the grant program,such as board member meetings,are unallowable.
Initials
43. The subgrantee certifies that 1)equipment and/or supplies purchased with funds under this award
shall vest in the agency that purchased the property,2)equipment and/or supplies will be
maintained in accordance with established local or state procedures as long as the equipment
and/or supplies are used for program-related purposes,and 3)once the project concludes and/or
equipment is no longer utilized for its grant-funded purpose,CJCC will be informed of the available
equipment and determine its future use to assure it is utilized In the furtherance of the goals and
objectives of the grant program and the State of Georgia.Vehicles purchased with federal funds
must only be used for approved service delivery including client transport or to provide other client
services.
Initials J n L11—
44. Pursuant to O.C.G.A. §36-60-6,as amended,all private employer subgrantees shall register with
the federal work authorization system,E-Verify,and provide CJCC with its eligibility verification
system user number.
Initials Afr
45. The subgrantee agrees to abide by the provisions of the"Crime Victims'Bill of Rights"as stipulated
under Georgia law(O.C.G.A.Chapter 17).
Initials !'
46. The subgrantee agrees to notify all victims of the Georgia Crime Victims Compensation Program,
to advise victims of their eligibility for benefits,assist them with understanding and completing
application forms and procedures,obtaining necessary documentation,checking on their claim
status,and/or followingfup with the Board of Appeals,as applicable.)\.9J1`
Initials � o
47. The subgrantee agrees to abide by Georgia law regarding the utilization of professional counselors,
social workers,and marriage and family therapists.(O.C.GA.§43-10A-1,et seq.). In addition the
subgrantee agrees to abide by Georgia law regarding the utilization of psychologists. (O.C.G.A. §
43-39-1, et seq.)
Initials
48. The subgrantee authorizes the Office for Victims of Crime,the Office of the Chief Financial Officer
(OCFO), CJCC and its'representatives access to and the right to examine all records,books,
Page 9 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
paper,and documents related to the VOCA grant.
Initials MD
49. Subgrantee agencies are subject to regular compliance monitoring activities by CJCC staff.
Compliance monitoring Includes activities Include site visits or desk reviews of all documentation
related to the award.Subgrantee agencies wiN be scheduled randomly for site visits and desk
reviews annually.The subgrantee agency agrees to comply with all compliance monitoring
activities. 11/9Initials
50. The subgrantee agrees to fully cooperate with any monitoring or evaluation activities,and any
related training activities, initiated and/or conducted by CJCC during and subsequent to the award
period.
Initials KiP
51. Repeatedly late submission of any reports may result in a temporary freeze or a recommendation
to the Council for a reduction to your award.These reports include, but are not limited to,SERs
and Progress Reports such as VSSR,OPM,and Annual Local Victim Assistance Add-On Fund
(5%Fun• R ;
Initials ®
52. The subgrantee agrees to activate the agency's award within 90 days of receipt.Subgrantees who
do not activate their awards within the specified timeframe may be immediately classified as high-
risk agencies.Furthermore,the subgrantee agrees to comply with any additional requirements that
may be imposed during the grant performance period if CJCC determines that the subgrantee is a
high-risk agency due to inactivity or results of any other risk assessment performed by CJCC per
28 C.F.R.parts 66,70.
Initials 1)t
53. No subgrantee under this award may require any employee or contractor to sign an internal
confidentiality agreement or statement that explicitly or implicitly prohibits or otherwise restricts the
reporting(in accordance with law)of waste,fraud,or abuse to an Investigative or law enforcement
representative of a federal department or agency authorized to receive such information.
In accepting this award,the subgrantee—
i. Represents that it neither requires nor has required internal confidentiality agreements or
statements from employees or contractors that currently prohibit or otherwise currently restrict
(explicitly or implicitly)employees or contractors from reporting waste,fraud,or abuse as
described above,
N. Certifies that if it learns or is notified that it is or has been requiring its employees or contractors
to execute agreements or statements that prohibit or otherwise restrict(explicitly or implicitly),
reporting of waste,fraud,or abuse as described above it will immediately stop any further
obligations of award funds,provide prompt written notification to CJCC,and resume(or permit
resumption of)such obligations only If expressly authorized to do so by CJCC,
ill. Represents that it has determined that no other entity the subgrantee's application proposes
may or will receive award funds(whether through a subaward,contract,or subcontract)either
requires or has required internal confidentiality agreements or statements from employees or
contractors that currently prohibit or otherwise currently restrict(explicitly or implicitly)
Page 10 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
employees or contractors from reporting waste,fraud,or abuse as described above,
iv. Represents that It has made appropriate Inquiry,or otherwise has an adequate factual basis,to
support this representation, and
v. Certifies that If it learns or Is notified that any subgrantee,contractor,or subcontractor entity
that receives funds under this award is or has been requiring its employees or contractors to
execute agreements or statements that prohibit or otherwise restrict(explicitly or impicitly),
reporting of waste,fraud,or abuse as described above it will immediately stop any further
obligations of award funds to or by that entity,provide prompt written notification to CJCC
making this award,and resume(or permit resumption of)such obligations only if expressly
authorized to do so by CJCC.
`.i
Initials b to
54. The subgrantee agrees to comply with the Equal Treatment Regulation(28 C.F.R.part 38)which
prohibits subgrantees from using federal grant funding for inherently religious activities.While faith-
based organizations can engage in non-funded Inherently religious activities,the activities must be
held separately from the grant-funded program,and customers or beneficiaries cannot be
compelled to participate in them.The Equal Treatment Regulation makes clear that organizations
receiving federal grant funding are not permitted to discriminate when providing services on the
basis of a beneficiary's religion.
Faith-based organizations should also note that the Safe Streets Act,as amended;the Victims of
Crime Act,as amended;and the Juvenile Justice and Delinquency Prevention Act,as amended,
contain prohibitions against discrimination on the basis of religion in employment. Despite these
nondiscrimination provisions,the Justice Department has concluded that the Religious Freedom
Restoration Act(RFRA)is reasonably construed,on a case-by-case basis,to require that its
funding agencies permit faith-based organizations applying for funding under the applicable
program statutes both to receive DOJ funds and to continue considering religion when hiring staff,
even if the statute that authorizes the funding program generally forbids considering of religion in
employment decisions by subgrantees.
Initials f \JI
55. The subgrantee agrees to submit any and all board meeting minutes recorded which took place
during the expenditure period. Board meeting minutes submitted should coincide with the timing of
SER submissions,see Special Condition#36.The subgrantee agrees to provide a schedule of
board meetings for the grant year inclusive of each meeting's date,time,and location.
Initials 4\jp
56. PAC Statewide Distribution Subgrantees with Victims Compensation Advocates—
The subgrantee agrees to: 1)Designate an Advocate to serve as the primary Compensation
Advocate;2)Ensure that Compensation Advocates attend Advanced Victims Compensation
Trainings;3)Ensure that all compensation applications submitted by the District Attorney's Offices
are submitted via the Victims Comp Portal and include the police report or an investigative
document(e.g.warrant,indictment,etc.);4)Develop relationships with Law Enforcement to
Increase the number of Compensation applications submitted and to obtain police reports for
victims of violent crimes;5)Develop a resource list in their respective judicial circuit;6)Monitor all
incomplete applications within their judicial circuit via the Victims Comp Portal and assist with
getting requested information/documentation;7)Foiow-up with victims at the request of Victims
Compensation staff prior to an application being denied;8)Submit applications for immediate
family members for victims of homicide(counseling benefit);9)Periodically review the UCR
Page 11 of 12
SUBGRANT NUMBER: C16-8-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
database for known restitution orders that are 5 years or older.and 10)When submitting
applications for victims of DUI inform/assist victims with the DUI memorial sign application.
Initials ;
Please be advised that failure to comply with any of the Special Conditions will result in material
noncompliance with the Subgrant Agreement,thus subjecting the Subgrant Agreement to possible
termination by the Grantee.
Authorized Official gnature Date
Hardie Davis Mayor
Print Authorized Official Name Title
it1)0/1
DNSG Signature Date
Natalie S. Paine
Print DA/SGI Name
Page 12 of 12
SUBGRANT NUMBER: C164-207(continuation) SPECIAL CONDITIONS
SUBGRANT NUMBER: C15-8-374(comp advocates)
Additional Requirements
1. The Subgrantee's DUNS#is 73438418
2. The Subgrantee understands and agrees that all grant-funded staff including volunteers
and those staff that provide a cash match are required to keep timesheets.
Initials:
3. The Subgrantee understands and agrees that active investigation and prosecution of criminal activities
are expressly unallowable costs.No VOCA funds may be used to pay salaries,benefits or other costs
associated with active investigation and prosecution of criminal activities except for the provision of
victim assistance services to crime victims during such investigation and prosecution.
Initials: KP
SUBGRANT NUMBER: C16-8-207(continuation)
SUBGRANT NUMBER: C16-8-374(comp advocates)
CERTIFICATE OF NON-SUPPLANTING
Federal Jaw requires that grant funds received by the Department of Justice,not be used to supplant or
replace funds that would normally be available or appropriated for the same purpose. As the
subgrantee and administrator of VOCA funds on behalf of the district attorneys and
solicitors-general, PACGA is obligated to ensure that prosecutors' offices do not violate
these non-supplanting requirements. This certificate of non-supplanting is to be signed by the
recipient Victim-Witness Program's District Attorney or Solicitor General. Although the Prosecuting
Attorneys'Council of Georgia may provide guidance on VOCA budgets, and the Criminal Coordinating
Council of Georgia may approve VOCA budgets, It is contingent upon the VWAP program receiving
federal funds to certify non-supplanting of local funds.
Supplanting Definition:Supplanting is considered the reduction of state or local funds for an activity
specifically because federal funds are available(or expected to be available)to fund that same activity.
Federal funds must be used to supplement existing state or local funds for program activities and may
not replace state or local funds that have been appropriated or allocated for the same purpose.
Additionally,federal funding may not replace state or local funding that is required by law.In those
instances where a question of supplanting arises,the sub-grantee or grantee may be required to
substantiate that the reduction in non-federal resources occurred for reasons other than the receipt or
expected receipt of federal funds.
CERTIFICATION
The recipient certifies that any funds awarded through the Victims of Crime Act(VOCA)will be used to
supplement existing funds for program activities and will not replace(supplant)nonfederal funds that
have been appropriated or allocated for the purpose of providing services to victims of crime.The
recipient understands that supplanting violations can result in a range of penalties,including suspension
of future funds under this program,suspension or debarment from federal grants, recoupment of
monies provided under this grant and civil and/or criminal penalties.
Pti L-1?'...--cutilL•14-' 1\ Ie I 11
gnature of District Attorney or Solicitor-General Date
Natalie S. Paine
Printed Name of District Attorney or Solicitor-General
Prosecuting Attorneys' Council of Georgia
VOA Reimbursement Selection Form
AGENCY NAME: Richmond County Board of Commissioners
SELECT A PROCESS FOR RECEIVING REIMBURSEMENT PAYMENTS(CHECK ONE BOX)
❑ Electronic Funds Transfer(Reimbursements will be deposited into the bank account listed
below.A voided check MUST be attached to ensure proper routing of funds.For reimbursements
to be deposited into an account other than the county-e.g.DA's Operating Account,etc.—the
County Commission must sign below or submit a letter authorizing such deposits)
Bank Name:
Bank Routing Number:
Bank Account Number.
Agency Contact Name:
Agency Contact Telephone Number:
Agency Authorized Official Name and Title:
Agency Authorized Official Signature:
M Check(Reimbursements will be mailed In the form of a check to the address listed below.For
payments to be made to an entity other than the county-e.g.DA's Office,VWAP Program,
etc.—the county must submit a letter authorizing such payments)
Mailing Address: 535 Telfair Street, Suite 800
City,State&Zip: Augusta, GA 30901
Attention: Nancy He
Agency Authorized Official Signature:
A�(
Form 1N-9 Request for Taxpayer Give Form to the
(Rev.August 2013) requester.Do not
Departrran of the Treasury Iden#ification Number and Certification send to the IRS.
Internal Reverse Service
Name(as shown on your Income tax return)
Augusta Richmond County Board of Commissioners
N Business rams/disregarded entity name,if different from above
Check appropriate box for federal tax classification: Exemptions(see instructions):
° ❑individual/sole proprietor 0 C Corporation ❑S Corporation 0 Partnership 0 Trust/estate
Exer opt Payee code Of any)
❑ Umited liability company.Enter the tax classification(C=C corporation,S=S corporation,P=partnership)► Exemption from FATCA reporting
code(if any)
E 0 Other(see instructions)I.
Address(number,street,and apt.or suite no.) Requester's name and address(optional)
535 Telfair Street,Suite 200
m City,state,and ZIP code
to Augusta,GA 30901
Ust account number(s)here(optional)
Part 1 Taxpayer Identification Number(MN)
Enter your TiN In the appropriate box.The TIN provided must match the name given on the"Name"line I Social security number
to avoid backup withholding.For Individuals,this is your social security number(SSN).However,for a
resident alien,sole proprietor,or disregarded entity,see the Part I instructions on page 3,For other — -
entitles,it Is your employer identification number(EIN).If you do not have a number,see How to get a
TIN on page 3.
Note.If the account is In more than one name,see the chart on page 4 for guidelines on whose foyer identifioation number
number to enter. 5 8 - 2 2 0 4 2 7 4
Part Ii Certification
Under penalties of perjury,I certify that
1. The number shown on this form is my correct taxpayer identification number(or I am waiting for a number to be issued to me),and
2. I am not subject to backup withholding because:(a)I am exempt from backup withholding,or(b)I have not been notified by the internal Revenue
Service(IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or(c)the IRS has notified me that I am
no longer abject to backup withholding,and
3. I am a U.S.citizen or other U.S.person(defined below),and
4.The FATCA code(s)entered on this form(If any)Indicating that I am exempt from FATCA reporting Is correct
Certification Instructions.You must cross out item 2 above If you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all Interest and dividends on your tax return.For real estate transactions,(tem 2 does not apply.For mortgage
Interest paid,acquisition or abandonment of secured property,cancellation of debt,contributions to an individual retirement arrangement(IRA),and
generally,payments other than interest and dividends,you are not required to sign the certification,but you must provide your correct TIN.See the
instructions on page 3.
`H� u mSignatur :A1421( D.,.
General Instructions withholding tax on foreign partners'share of effectively connected inoome,and
Section references are to the Internal Revenue Code unless otherwise retool. 4.Certify that FATCA code(s)entered on this form(if any)indicating that you we
exempt from the FATCA reporting.is correct.
Fubue developments.The IRS has created a page on IRS.gov for information Nob.If you are a U.S.person and a requester gives you a form other than Form
about Form w-e,at www.inr.gov/w9.Information about any future developments W-9 to request your TIN,you must use the requester's form if ft is substantially
affecting Form W-9(such es legislation enacted after we release It)wit be posted similar to this Form W-9.
on that page.
Definition of a U.S.person.Far federal tax purposes,you are considered a U.S.
Purpose of Form person If you are:
A person who is required to ere an information return with the IRS must obtain your
•An indvidual who is a U.S.citizen or U.S.resident alien,
correct taxpayer Identification number(TIM to report,for example,Income paid to •A partnership,corporation,company,or association created or organized in the
you,payments made to you In settlement of payment card and third party network United States or under the laws of the United States,
transactions,real estate transactions,mortgage interest you paid,acquisition or •An estate(other than a foreign estate),or
abandonment of secured properly,cancellation of debt,or contributions you made
to an IRA •A domestic trust(as defined in Regulations section 301.7701-7).
Use Form W-9 only if you aro a U.S.person(Including a resident sten),to Special rules for partnerships.Partnerships that conduct a trade or business in
provide your correct TIN to the person requesting it(the requester)and,when the United States are generally required to pay a withholding tax under section
applicable,to: 1448 on any foreign partnere'share of effectively connected taxable income from
1. that the TINare giving is correct ars wail for a number such business.Further,In certain cases where a Form W-9 has not been received,
Certifyyou gI (oryou ng the rules under section 1446 require a partnership to presume that a partner is a
to be issued), foreign person,and pay the section 1446 withholding tax.Therefore,if you are a
2.Certify that you are not subject to backup withholding,or U.S.person that is a partner in a partnership conducting a trade or business in the
3.Claim exemption from backup withholding if you are a U.S.exempt payee if United States,provide Form W-9 to the partnership to establish your U.S.status
applicable,you we also certifying that as a U.S.person,yourallocable share of and avoid section 1448 withholding on your share of partnership Incom
any partnership Income from a U.S.trade or business is not subject to the
Cat No.10231X Fain W-9(Rev.8-2013)
Form W-9(Rev.13-2013) Page 2
In the cases below,the following person must give Fain W-9 to the partnership Updating Your Information
for purposes of establishing Its U.S.status and avoiding withholding on its
allocable share of net income from the partnership conducting a true or business You must provide updated information to any person to whom you claimed to be
in the United States: an exempt payee if you are no longer an exempt payee and anticipate receiving
reportable payments In the future from this person.For example,you may need to
•in the case of a disregarded entity with a U.S.owner,the U.S.owner of the
disregarded entity and not the entity, provide updated information if you are a C corporation that elects to been S
corporation,or if you no longer are tax exempt In addition,you must furnish a new
•In the case of a grantor trust with a U.S.grantor or other U.S.owner,generally, Form W-9 If the name or TN changes for the amount for example,if the grantor
the U.S.grantor or other U.S.owner of the grantor trust and not the that,and of a grantor trust dies.
•In the case of a U.S.trust(other than a grantor trust),the U.S.trust(other than a
grantor trust)and not the beneficiaries of the trust Penalties
Foreign person.If you are a foreign person or the U.S.branch of a foreign bank Failure to furnish TIN.If you fail to furnish your correct TIN to a requester,you are
that has elected to be treated as a U.S.person,do not use Form W-9.Instead,use subject to a penalty of$50 for each such failure unless your failure is due to
the appropriate Form W-S or Form 8233(see Publication 515,Withholding of Tax reasonable cause and not to willful neglect.
on Nonresident Aliens and Foreign Entities). Civil penalty for false Information with respect to withholding.If you make a
Nonresident den who beocrtres a reeident aeon.Generally,only a nonresident false statement with no reasonable basis that results in no backup withholding,
alien individual may use the terms of a tax treaty to reduce or eliminate U.S.tax on you are subject to a$500 penalty.
certain"saving
tg esclause."
of se. e.However,most tax treaties clausn e
ape imion known as Criminal for falsifying information.Willfully falsifying certifications or
a"esvdng dose Exceptions' specified in the saving may permit an
exemption from tax to continue for certain types of Income even after the payee affirmationsma
subject you to criminal penalties including fines and/or
has otherwise become a U.S.resident alien for tax purposes. Imprisonment.
If you ares U.S.resident alien who is relying on an exception contained in the Misuse of TINS.if the requester discloses or uses TINs In violation of federal law,
saving
clause of a tax treaty to claim an exemption from U.S.tax on certain types the requester may be subject to civil and criminal penalties.
of you must attach a statementto FormW-9
five items: that specifies the following
Specific instructions
1.The treaty country.Generally,this must be the same treaty under which you
claimed exemption from tax as a nonresident alien. Name
2.The treaty article addressing the income. If you are an individual,you must generaiy enter the name shown on your income
3.The article number(or location)in the tax treaty that contains the saving tax return.However,If you have changed your last name,for instance,due to
clause and its exceptions. marriage without Informing the Social Security Administration of the name change,
4.The type and amount of income that qualifies for the exemption from tax. enter your first name,the last name shown on your social security card,and your
5.Su}lioiertt facts to new last name.
justify the exemption from tax under the terms of the treaty
article. a the account Is In joint names,list first,and then circle,dee name of the person
Example.Article 20 of the U.S.-China income tax glows an or entity whose number you entered in Part I of the form,
treaty exemption Sole proprietor.Enter your individual name as shown on your income tax retum
from tax for scholarship income received by a Chinese student temporarily present on the*Name line.You may enter your business,trade,or"dol
the United or her
S.N law,this student will the United States exceeds 5 calendar alien for (DBA)"name on the'Business name/disregarded entity name"lineng btnsiness as
tax purposes if his .her
ars.
However,paragraph 2 of the first Protocol to the U.S.-China treaty(dated April 30, Parbwrship,C Corporation,or S Corporation.Enter the entity's name on the
1984)allows the provisions of Article 20 to continue to apply even after the 'Name"line and any business,trade,or"doing business as(DOA)name"on the
Chinese student becomes a resident alien of the United States.A Chinese student Business name/disregarded entity name'line.
who qualifies for this exception(under paragraph 2 of the first protocol)and is Disregarded entity.For U.S.federal tax purposes,an entity that is disregarded as
relying on this exception to claim an exemption from tax on his or her scholarship an entity separate from its owner is treated as a"disregarded entity."See
or fellowship income would attach to Form W-9 a statement that includes the Regulation section 301.7701-2(c)(2)(IID.Enter the owner's name on the'Warne"
Information described above to support that exemption. line.The name of the entity entered on the"Name'line should never be a
if you area nonresident ellen or a foreign entity,give the requester the disregarded entity.The name on the"Name"line must be the name shown on the
appropriate completed Form W-8 or Form 8233, Income tax return on which the income should be reported.For example,if a
What is backup withholding?Persons making certain payments to you must foreign LLC that istreated as a disregarded entity for U.S.federal tax purposes
under curtain oondtans withhold and pay to the IRS a percentage of such
has a single owner that is a U.S.person,the U.S.owner's name Is requited to be
line.If
provided on the"Nam
payments.This is caller!'backup withholding,• Payments that may be subject to e" the direct owner of the entity is also a disregarded
entity,enter the fast
backup withholding include interest,tax-exempt interest,dividends,broker andthe owner that is not dsregarded for federal tax purposes,Enter
barter exchange transactions,rents,royalties,nonemployee pay,payments made fineIf ,. on the'Business rame/daregaroed entity name"
in settlement of payment cad and third party network transactions,and certain disregarded entity a foreign person.the owner must
payments from fishing boat operators.Reel estate transactions are riot subject to a an a , �Form W 8 instead of a Form W-9. This ls the case even if i
backup withholding. the foreign person fres a U.S'TIN.
You will not be subject to crackup withholding on payments you receive a you person Note.Check the appropriate box for the U.S.federal tax classification of the
give the requester your correct TN,make the proper certifications,and report all Pe whose name Is entered on the"Name'AneP,C Corporation,S Corporation,Trust/estate).tate)idu alMole proprietor,
your taxable interest end dividends on your tax return. .
Limited UsbIll y Company(LLC).If the person identified on the"Name"line Is an
Payments you receive will be subject to backup LLC,check the"Limited liability company box only and enter the appropriate
withholding If: code for the U.S.federal tax classification In the space provided,if you are an LLC
1.You do not furnish your TIN to the requester, that Is treated as a partnership for U.S.federal tax purposes,enter"P"for
2.You do not fucertifyis your TIN when partnership.8 you are an LLC that has filed a Form 8832 or a Form 2553 to be
, required(see the Part II instructions on page taxed as a corporation,enter"C"for C a for S corporation,as
3 for fetalis
appropriate.If you ere an LLC that is disregardedas an entity separate from Its
3.The inc tells the requester that you furnished an incorrect TIN, owner under Regulation section 301.7701-3(except for employand d excise
tax),do not check tis LLC box unless the owner of the LLC(required to be
4.The IRS tells
you that you are subject to backup withholding because you did Identified on the"Name"line)is another LLC that is not disregarded for U.S.
not report all your interest and dividends on your tax return(for reportable Interest federal tax purposes.If the LLC is disregarded as an entity separate from its
and dividends only),or owner,enter the appropriate tax classsification of the owner identified on the
6.You do not certify to the requester that you we not subject to backup 'Name"line.
withholding under 4 above(for reportable Interest and dividend accounts opened Other entitles.Enter your business name as shown on required U.S.federal tax
after 1983 only), documents on the"Name'line.This name should match the name shown on the
Certain payees and payments ere exempt from backup withholding.See Exempt charter or other legal document creating the entity.You may enter any business,
payee code on page 3 and the separate Instructions tor the Requester of Form trade,or DBA name on the'Business name/disregarded entity name"line.
W-9 for more information.
Exemptions
Also see Special lutes forpartneshlps on page 1.
What is FATCA reporting?The Foreign Account Tax Compliance Act(FATCA) If you we exempt from backup withholding and/or FATCA reporting,enter In the
requires a participating foreign financial institution to report all United States FATCA
Acoa code(s)that apply to you.See Exempt payee code and
account holders that are specified United States persons.Certain payees are reporting t
exempt from FATCA reporting.See Exemption from FATCA reporting code on
page 3 and the Instructions for the Requester of Form W-9 for more information.
Form'W-9(Rev.8-2013) Page 3
Exempt payee code.Generally,individuals(Including sole proprietors)are not G—A real estate investment trust
exempt from backup withholding.Corporations are exempt from backup H—A regulated investment company as defined in section 851 or an entity
withholding for certain payments,such as interest and dividends.Corporations are registered at all times during the tax year under the Investment Company Act of
not exempt from backup withholding for payments made in settlement of payment 1940
card or third party network transactions.
Note.If you are exempt from backup withholding,you should still complete this i—A common trust fund as defined In section 584(a)
tor'to avoid possible erroneous backup withholding. J—A bank as defined lo section 681
The Mowing codes Identify payees that are exempt from backup withholding: K—A broker
1—An organization exempt from tax under section 501(a),any IRA,or a L—A trust exempt from tax under section 664 or described In section 4947(01)
custodial account under section 403(b)(7)if the account satisfies the requirements M—A tax exempt trust under a section 403(b)plan or section 457(g)plan
of section40 %2) Part I.Taxpayer Identification Number(TIN)
2—The United States or any of Its agencies or instrumentalities
3—A state,the District of Columbia,a possession of the United States,or any of Enter your TIN h the appropriate box.If you are a resident alien and you do not
their political subdivisions or instrumentalities have and are not eligible to get an SSN,your TIN is your IRS individual taxpayer
4—A foreign government or any of Its political subdivisions,agencies,or identification number(mN).Enter it in the social security number box.N you do not
Instrumentalities have en 111N,see How to gate Thar below.
5—A corporation if you are a sole proprietor and you have an EIN,you may enter either your SSN
or EIN.However,the IRS prefers that you use your SSN.
6—A dealer in securities or commodities required to register In the United If you are a single-member LLC that Is disregarded as an entity separate from its
States,the District of Columbia,or a possession of the United states owner(see Limited Liability Company(LLC)on page 2),enter the owners SSN(or
7—A futures commission merchant registered with the Commodity Futures EIN,if the owner has one).Do not enter the disregarded entity's ElM.if the LLC is
Trading Commission classified as a corporation or partnership,enter the entity's EIN.
8—A real estate investment trust Note.See the chart on page 4 for further clarification of came and TIN
9—An entity registered et all times during the tax year under the Investment combinations.
Company Act of 1940 How to get a TIN.If you do not have a TIN,apply for one immediately.To apply
10—A common trust fund operated by a bank under section 584(a) for an SSN,get Form SS-6,Application for a Social Security Card,from your local
11—A financial Institution may
• Security Administration office or get this form online at www.ssagov.You
may also get this form by calling 1-800-772-1213.Use Form W-7,Application for
12—A middleman known in the investment community as a nominee or IRS Individual Taxpayer Identification Number,to apply for an 111N,or Farm SS-4,
custodian Application for Employer identification Number,to apply for an EIN.You can apply
13—Atrust exempt from tax under section 6884 or desafibed in section 4947 for en EIN online by accessing the IRS website at wwwdragovlbuskeessea and
clicidng on Employer Identification Number(EIN)under Starting a Business.You
The following chart shows types of payments that may be exempt from backup can get Forms W-7 and SS-4 from the IRS by visiting IRS.gov or by calling 1-800-
withhc dng.The chart applies to the exempt payees listed ebove,1 through 13. TM-FORM(1-800-829-3676).
IF the payment is far... THEN the payment ls exempt for... If you are asked to complete Foram W-9 but do not have a TIN,apply fora TIN
and write"Applied For"in the space for the TIN.sign and date the form,and give It
to the requester.For Interest and dividend payments,and certain payments made
Interest and dividend payments All exempt payees except with respect to readily tradable Instruments,generally you will have 60 days to get
for 7 a TIN and give it to the requester before you are subject to backup withholding on
payments.The 60-day rule does not apply to other types of payments.You will be
Broker transactions Exempt payees 1 through 4 and 6 subject to beckup withholding on all such payments until you provide your TIN to
through 11 and all C corporations.S the requester.
corporations must not enter an exempt Note.Entering"Applied For"means that you have already applied for a TIN or that
payee code because they are exempt you intend to apply for one soon.
only for sales noncovered securities Caution:A disregarded U.S.entity that has a foreign owner must use the
acquired prior t to 2012. appropriate Form W-8.
Barter exchange transactions and Exempt payees 1 through 4 Part II.Certificationpatronage dividends
Payments over$600 requied to be Generally,exempt payee To establish to the withholding agent that you are a U.S.person,or resident alien,
sign Form W-9.You may be requested to sign by the withholding agent even if
reported and direct sales over$5,000' 1 through 52 items 1,4,o 6 below indicate otherwise.
For a joint account,only the person whose TIN Is shown in Pat I should sign
Payments made in settlement of Exempt payees 1 through 4 (when required).In the case of a disregarded entity,the person identified on the
payment card or third party network "Name"line must sign.Exempt payees,see Emmptpayee code earlier.
transactions Signature requirements Complete the certification as indicated in items 1
'See Form 1099-M1SC,Miscellaneous income,and its instructions. through 5 below.
r However,the following payments made to a corporation and reportable on Form 1.Interest,dividend,and barter exchange accounts opened before 1984
1099-MISC are not exempt from backup withholding:medical and health are and broker accounts considered active during 1983.You must give your
payments,attorneys'fees,grass proceede paid to an attorney,and payments for correct MN,but you do not have to sign the certification.
services paid by a federal executive agency. 2.Interest,dividend,broker,and barter exchange swarth opened altar
Exemption from FATCA reporting coda The following codes Identify payees 1983 and broker aocounts considered inactive during 1963.You must sign the
that are exempt from reporting under FATCA.These codes apply to persons certification or backup withholding will apply.If you are subject to backup
admitting this form for accounts maintained outside of the United States by withholding and you are merely providing your correct TIN to the requester,you
certain foreign financial institutions.Therefore,if you are only submitting this form must cross out item 2 In the certification before signing the form.
for an account you hold in the United States,you may leave this field blank. 3.Red estate transactions.You must sign the certification.You may cross out
Consult with the person requesting this form if you are uncertain if the financial Item 2 of the certification.
Institution Is subject to these requirements. 4.Other payments.You must give your correct 11N,but you do not have to sign
A—An organization exempt from tax under section 501(e)or any individual the certification unless you have been notified that you have previously given an
retirement plan as defined in section 7701(x)(37) Incorrect TIN.'Other payments'include payments made In the course of the '
B—The United States or any of its agencies or instrumentalities requester's Bede or business for rents,royalties,goods(other than bills for
merchandise),medical and health care services Includrg payments to
C—A state,the District of Columbia,a possession of the United States,or any corporations),payments to a nonemployee for services,payments made in
of their political subdivisions or instnunents/16es settlement of payment card and third party network transactions,payments to
D—A corporation the stock of which is regularly traded on one or more certain fishing boat crew members and fishermen,and gross proceeds paid to
established securities markets,as described in Reg.section 1.1472-1(c)(1)(I) attorneys(inducting payments to corporations).
E—A corporation that is a member of the earns expanded affiliated group se a 5.Mortgage interest paid by you,acquisition or abandonment of secured
corporation described In Reg.section 1.1472-1(cx1))1) property,cancellation of debt,quaified tuition program payments(under
F—A dealer In securities,commodities,Of derivative financial instruments distributions,
• 529),IRA,Colonial!ESA,Archer MSA or HSA contributions or
(Including notional pirtdpat contracts,futures,forwards,and options)that is de not have
end pension nut fiation. ns You must give your correct TiN,but you
registered as such under the laws of the United States or any stats do not hues to sign the osrtircatien.
Form W-9(Rev.8-2013) Page 4
What Name and Number To Give the Requester Note.If no name is circled when more than one name is listed,the number will be
considered to be that of the first name listed.
For this type of account Give name and SSW of:
1.Individual The IndMdud Secure Your Tax Records from Identity Theft
2.Two or more individuals(joint The actual owner of the account or, Identity theft acorns when someone uses your personal Information such as your
account) If combined funds,the first name,social security number(SSN),or other identifying Information,without your
individual on the account' permission,to commit fraud or other crimes.An identity thief may use your SSN to
get a job or may file a tax return using your SSN to receive a refund,
3.Custodian account of a minor The minor To reduce your risk:
Gift to Minors Act)
SSN
4.a.The usual revocable savings The grantor-trustee •Protect Yom '
trust(grantor is also trustee) •Ensure your employer is protecting your SSN,and
b.So-called test account that Is The wheel owner* •Se careful when choosing a tax pr parer.
note legal or valid that understate law B your tax records are affectedbyidentity theft and you receive a notice from
5.Sole proprietorship or disregarded The owner the IRS,respond right away to name end phone cumber printed on the IRS
entity owned by an individual notice or letter.
B.Grantor filing under Optional The grantor` If your tax records are not currently affected by identity y theft but you think you
Form 1099 trustFing Method 1(toe ere at risk due toe lost or stolen purse or wallet,questionable credit card activity
Regulation 19 section o1 1(se)Q)(4)) or credit report,contact the IRS identity Theft Hotline at 1-800-908-4490 or submit
Form 14038.
For this type of account Give name and EIN of: For more Information,see Publication 4535,Identity Theft Prevention and Victim
7.Disregarded entity not owned by an The owner Assistance.
individual Victims of identity theft who are experiencing economic ham or a system
8.A valid trust,estate,or pension trust Legal entity problem,or are seeking help in resolving tax problems that have not been resolved
8.Corporation or LLC electing The corporation through normal channels,may be eligible for Taxpayer Advocate Service(TAS)
corporate status on Form 8832 or assistance.You can reach TAS by calling the TAS toll-free case Intake line at
Form 2553 1-877-777-4778 or TTY/TDD 1-800-829-4059.
10.Association,club,reigious, The organization Protect yourself from suspicious smells or phisifmy schemes. Phlehing is the
charitable,educational,or other creation and use of email and websites designed to mimic legitimate business
tax-exempt organon smalls and webeftes.The most common act Is sending an email to a user falsely
claiming to be an established legitimate enterprise In an attempt to scam the user
11.Partnership or mint-member LLC The partnership into surrendering private Information that will be used for identity theft.
12.A broker or registered nominee The broker or nominee The IRS does not initiate contacts with taxpayers via smalls.Also,the IRS does
13.Account with the Department of The public entity not request personal detailed information through email or ask taxpayers for the
Agriculture in the name of a public PIN numbers,passwords,or similar secret access Information for their credit card,
entity(such as a state or local bank,or other financial accounts.
government,school district,or If you receive an unsolicited snail claiming to be from the IRS,forward this
prison)that receives agrlculturaf mmessaQe to pNshingOirst.gov.You may also report misuse of the IRS name,logo,
program payments or other IRS property to the Treasury Inspector General for Tax Administration at
14.Grantor trust filing under the Form The trust 1-800-366-4484.You can forward suspicious mails to the Federal Trade
1041 Filing Method or the Optional Commission at spa euce.gov or contact them at www ftc.gcw/idtheft or 1-877-
Form 1099 Fling Method 2(see IDTHEFT(1477-438-4338).
Regulation section 1.671-4(b)(2)(i)(e)) Visit IRS.gov to learn more about identity theft end how to reduce your risk.
'list fist and circle the none of the person whose number you firuish.If only one person on a
joint account has an BSN,that person's number mus!be furnished.
o Circle the minor's name and furnish the minor's 8814.
'You must show your individual name and you may deo enter your business or•DBA•nue on
the'Buu narnuRtbrepcded entity name Nie.You may use either your BBN or HR(If you
have one),but the IRB encourages you to we your BSN.
▪Llet first and Bide the name of to trust,setae,of pension trust(Do not funish the TIN Witte
personal representative or trustee unless the legal entity itself Is not designated Inge account
Ute.)Also see Spec/elm/es for partnerships on page 1.
'Note,Grantor oleo must provide a Form W-5 to trustee of trust.
•
(
Privacy Act Notice
Section 6109 of the Internal Revenue Code requires you to provide your concoct TiN to persons(including federal agencies)who we required to file information returns with
the IRS to report interest,dividends,or certain other Income paid to you;mortgage interest you paid;the acquisition or abandonment of secured property;the cancellation
of debt;or contributions you made to an IRA,Archer MSA,or HSA,The person collecting this form uses the information on the form to file information returns with the IRS,
reporting the above information.Routine uses of this Information include giving it to the Depetment of Justice for civil and criminal litigation and to cities,states,the District
of Columbia,and U.S.commonwealths and possessions for use In administering their laws.The information also may be disclosed to other countries under a treaty,to
federal and state agencies to enforce cell and criminal laws,or to federal law enforcement and intelligence agencies to combat terrorism.You must provide your TIN
whether or not you are required to tile a tax return.Under section 3406,payers must generally withhold a percentage of taxable interest,dMderd,and certain other
payments to a payee who does not give a TiN to the payer.Certain penalties may also apply for providing false or fraudulent information.
1
DISCLOSURE OF LOBBYING ACTIVITIES Approved by OMB
Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352 osas-0o4a
(See reverse for public burden disclosure.)
1.Type of Federal Action: 2.Status of Federal Action: 3.Report Type:
B a.contract B a. bid/offer/application I A I a.initial filing
b.grant b. initial award b.material change
c.cooperative agreement c. post-award For Material Change Only:
d.loan year quarter
e. loan guarantee date of last report
f.loan Insurance
4.Name and Address of Reporting Entity: 5.If Reporting Entity in No.4 is a Subawardee, Enter Name
0 Prime o subawardee and Address of Prime:
Tier , if known: State of Georgia,Criminal Justice Coordinating Council
104 Marietta Street,Suite 440
Atlanta,GA 30303
Congressional District,if known: Congressional District, if known:
6. Federal Department/Agency: 7.Federal Program Name/Description:
US Depattment of Justice Victims of Crime Act Formula Grant Program
Office of Justice Programs
CFDA Number,if applicable: 16.575
8. Federal Action Number,if known: 9.Award Amount,if known:
10.a. Name and Address of Lobbying Registrant b.Individuals Performing Services (Including address If
(if Individual,last name,first name, Ml): different from No. 10a)
Richmond County Board of Commissioners (last name,first name, Ml):
535 Telfair Street,Suite 200
Augusta,GA 30901
la.Information requested°'ough this form la authorized by We 31 U.S.C.section atu(r�ej I(County): r 10.Aw.
1351. This&do.ree a lolobbyingectiven b a mmaterielmaterielrepreeenbman of fact Iwanr NfJrh
upon which rerarros was pger above when this benaadion win made Pared by the iin e: yDavis .:
or entered k c. This disclosure Is required puauant to 31 U.S.C.1352. This .
information we be reported to the Congress semi enmely and will be asasbls for
pubic brepedion. Any parson who fan to file the r.guIred disclosure shall be Title: Mayor yro Tem
subject to a civil penalty of not leas that 510.000 and not more than 5100.000 for
each such Miura. Telephone No.: (706)821-1831 Date:
Authorized for Local Reproduction
Federal Use Only: Standard Form LLL(Rev.7-97)
OMB APPROVAL NO.1121-0140
EXPIRES 01/31/2006•
STANDARD ASSURANCES
The Applicant hereby assures and certifies compliance with all applicable Federal statutes,regulations,
policies,guidelines,and requirements,including OMB Circulars A-21,A-87,A-102,A-110,A-122,A-
133;Ex.Order 12372(intergovernmental review of federal programs);and 28 C.F.R.pts.66 or 70
(administrative requirements for grants and cooperative agreements).The applicant also specifically
assures and certifies that:
1.It has the legal authority to apply for federal assistance and the institutional,managerial,and financial
capability(including funds sufficient to pay any required non-federal share of project cost)to ensure
proper planning,management,and completion of the project described in this application.
2.It will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest,or personal gain.
3.It will give the awarding agency or the General Accounting Office,through any authorized
representative,access to and the right to examine all paper or electronic records related to the financial
assistance.
4.It will comply with all lawful requirements imposed by the awarding agency,specifically including
any applicable regulations,such as 28 C.F.R.pts. 18,22,23,30,35,38,42,61,and 63.
5.It will assist the awarding agency(if necessary)in assuring compliance with section 106 of the
National Historic Preservation Act of 1966 (16 U.S.C.§470),Ex.Order 11593(identification and
protection of historic properties),the Archeological and Historical Preservation Act of 1974(16 U.S.C.§
469 a-1 gjma.),and the National Environmental Policy Act of 1969(42 U.S.C.§4321).
6. It will comply(and will require any subgrantees or contractors to comply)with any applicable
statutorily-imposed nondiscrimination requirements,which may include the Omnibus Crime Control and
Safe Streets Act of 1968(42 U.S.C. §3789d);the Victims of Crime Act(42 U.S.C. §10604(e));The
Juvenile Justice and Delinquency Prevention Act of 2002(42 U.S.C.§5672(b));the Civil Rights Act of
1964(42 U.S.C.§2000d);the Rehabilitation Act of 1973(29 U.S.C.§7 94); the Americans with
Disabilities Act of 1990(42 U.S.C.§ 12131-34);the Education Amendments of 1972(20 U.S.C. §§1681,
1683, 1685-86);and the Age Discrimination Act of 1975(42 U.S.C.§§6101-07);see Ex.Order 13279
(equal protection of the laws for faith-based and community organizations).
7.If a governmental entity—
a)it will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970(42 U.S.C.§4601 gi l.),which govern the treatment of persons displaced as a
result of federal and federally-assisted programs;and
b)it will comply with requirements of 5 U.S.C.*§ 1501-08 and§§7324-28,which limit certain
political activities of State or local government employees whose principal employment is in connection
with an activity financed in whole or in part by federal assistance.
-
unty D Cominisio Signature _ l a
(1)Abide by the terms of the statement;and
(2)Notify the employer in writing of his or her conviction for a
violation of a criminal drug statute occurring in the workplace -
no later than five calendar days after such conviction; Check ❑ If there are workplaces on flie that are not indentified
(e)Notifying the agency,in writing,within 10 calendar days here.
after receiving notice under subparagraph(d)(2)from an Section 87,630 of the regulations provides that a grantee that
employee or otherwise receiving actual notice of such conic-tion. Is a State may elect to make one certification In each Federal
Employers of convicted employees must provide notice,including fiscal year.A copy of which should be included with each ap-
position title,to:Department of Justice,Office of plication for Department of Justice funding.States and State
Justice Programs,ATTN:Control Desk,633 Indiana Avenue, agencies may elect to use OJP Form 4061/7.
N.W..Washington,D.C.20531.Notice shall include the iden-
tification number(s)of each affected grant; Check 0 if the State has elected to complete OJP Form
(f)Taking one of the following actions,within 30 calendar 4061/7.
days of receiving notice under subparagraph(d)(2).with
respect to any employee who is so convicted— DRUG-FREE WORKPLACE
(1)Taking appropriate personnel action against such an (GRANTEES WHO ARE INDIVIDUALS)
employee,up to and including termination,consistent with the As required by the Drug-Free Workplace Act of 1988,and
requirements of the Rehabilitation Act of 1973,as amended;or implemented at 28 CFR Part 67,Subpart F,for grantees,as
(2)Requiring such employee to participate satisfactorily in a defined at 28 CFR Part 67;Sections 87.615 and 67,620—
drug abuse assistance or rehabilitation program approved for A.As a condition of the grant,I certify that I will not engage
such purposes by a Federal,State,or local health,law enforce- In the unlawful manufacture,distribution,dispensing,poeaes-
ment,or other appropriate agency; sion,or use of a controlled substance in conducting any
(g)Making a good faith effort to continue to maintain a drug- activity with the grant;and
free workplace through implementation of paragraphs(a),(b), B.If convicted of a criminal drug offense resulting from a
(c),(d),(e),and(f). violation occurring during the conduct of any grant activity,I
B.The grantee may Insert in the space provided below the will report the conviction,in writing,within 10 calendar days
site(s)for the performance of work done In connection with of the conviction,to:Department of Justice,Office of Justice
the specific grant: Programs,ATTN:Control Desk,633 Indiana Avenue,N.W.,
Washington,D.C.20531.
Place of Performance(Street address,city,county,state,zip
code)
As the duly authorized representative of the applicant,i hereby certify that the applicant will comply with the above certifications.
1.Grantee Name and Address:
Augusta Richmond County Board of Commissioners
535 Tetfair Street,Suite 200
Augusta,GA 30901
2.Application Number and/or Project Name 3.Grantee IRSNendor Number
Augusta Judicial Circuit 58-22204274
Victim Witness Assistance Program
4.Printed Name and Title of County Official
Hardie Davis,Jr.
Mayor stasta Richmlm&County Government �1 `
S.CouMyOfficial Signature I _ — ` d� 1
8.Date
%V2
*U.S.Government Printing Me:1996- 406-097140014
U S. Department of Justice
Office of Justice Programs
Office of the Comptroller
Federal Certification Regarding
Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions
(Sub-Recipient)
This certification Is required by the regulations implementing Executive Order 12549,
Debarment and Suspension, 28 CFR Part 67, Section 67.510, Participants' responsibilities.
The regulations were published as Part VII of the May 26, 1988 Federal Register(pages
19160-19211).
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1)The prospective lower tier participant certifies, by submission of this proposal, that neither it
nor its principals are presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency.
(2)Where the prospective lower tier participant is unable to certify to any of the statements in
this certification, such prospective participant shall attach an explanation to this proposal.
•
LA a, P o e.
Name and Ti e of Authorized Representativ- (County Commission Chair)
(11( • 11
Ao Signature (County Commission Chair) Date
i chr orvi Cvu i l -Bb arty Q Com -115 S i aner�5
ltf , Name of Organization
5 'T caw- ES-t- eta i k , ku u.S±ol g A O'C
Address of Organization 3
I