DATE: April 4, 2017
TO: Board of Supervisors
SUBMITTED BY: Rick Chavez, Chief Probation Officer
SUBJECT: Execute a Grant Award Face Sheet with the State of
California, Governor’s Office of Emergency Services for the County
Victim Services (XC) Program
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a Grant Award Face Sheet, which includes the Certification of Assurance of Compliance, with the State of California, Governor’s Office of Emergency Services for the County Victim Services (XC) Program for the period of July 1, 2016 through June 30, 2018 ($1,371,481) and adopt resolution authorizing Chairman to sign Subaward Face Sheet as required by the Office of Emergency Services;
2. Adopt Budget Resolution increasing FY 2016-17 appropriations and estimated revenues in the Probation - Grants Org 3432 in the amount of $370,804 (4/5 vote);
3. Adopt Budget Resolution increasing FY 2016-17 appropriations in the Victims Emergency Org 1140 in the amount of $48,706 (4/5 vote); and
4. Approve Salary Resolution Amendment for the Probation - Grants Org 3432 as reflected on Appendix “C”, adding three Victim-Witness Advocate positions and one Deputy Probation Officer position effective April 10, 2017.
REPORT
There is no additional Net County Cost associated with the recommended actions. The State of California Governor’s Office of Emergency Services (Cal OES) has awarded the Fresno County Probation Department a $1,371,481 grant ($1,186,442 grant funds and $185,039 required match) for the County Victim Services (XC) Program. The XC grant program will enhance services to victims in the rural areas of Fresno County, provide victims with immediate and extended housing, and provide victims accessible transportation throughout Fresno County. In addition, after hour call services will be available to work in conjunction with law enforcement and medical treatment facilities to ensure victims receive necessary services. The Grant will also fund three new Victim-Witness Advocate positions and a Deputy Probation Officer position for the Fresno County James Rowland Crime Victim Assistance Center (CVAC).
ALTERNATIVE ACTION(S):
If the recommended actions are not approved, Grant funding for the Fresno County Victim Services Program will not be received. This will result in the enhanced victim services not being provided in Fresno County.
FISCAL IMPACT:
There is no additional Net County Cost associated with the recommended actions. Approval of recommended action No. 1 will allow the enhancement of victim services in Fresno County for the period of July 1, 2016 through June 30, 2018. Cal-OES will provide a total of $1,186,442 and the required match totaling $185,039 will be met with $140,475 in Victim Emergency funds and $44,564 in in-kind contributions from volunteers. Victim Emergency funds are primarily received from unclaimed restitution as authorized per California Government Code Section 50050. Approval of recommended action No. 2 will increase FY 2016-17 appropriations and estimated revenues in the Probation - Grants Org 3432 in the amount of $370,804 to provide the necessary services to victims in the rural areas of Fresno County as well as funding three new Victim-Witness Advocate positions and a Deputy Probation Officer position for the CVAC for the remainder of FY 2016-17. The increase will be funded with the award of the County Victim Services Program (XC) grant and through an Operating Transfer In from the Victims Emergency Org 1140 in the amount of $48,706. Approval of recommended action No. 3 will increase FY 2016-17 appropriations in the Victims Emergency Org 1140 in the amount of $48,706 as an Operating Transfer Out to the Probation - Grants Org 3432 using Victim Emergency funds available in the Fund Balance of the Probation Special Revenue Fund 0075 to meet the required match for this grant for the remainder of FY 2016-17.
DISCUSSION:
Cal OES announced the release of a one-time, two-year, federal Victims of Crime Act (VOCA) funding to each of California’s 58 counties to help address gaps and needs of victim services. To meet the specific criteria for eligibility, each county had to implement a “Victim Services Steering Committee” (VSSC). The VSSC was tasked with identifying victim services gaps/needs within their jurisdiction. Each county VSSC had to include mandatory representation from the following agencies: Adult Protective Services, Child Protective Services, Courts, District Attorney, Mental Health Department, Police Department, Probation, Sheriff, a Cal OES funded Victim/Witness Program Project, a Cal OES funded Domestic Violence Assistance Program Project, and a Cal OES funded Rape Crisis Program Project.
After identifying gaps within Fresno County victim services, the VSSC prioritized three major gaps to expand victim services. Gap number one included the expansion of victim services to the rural areas of Fresno County. CVAC will partner with community agencies to provide crime victim services to sites in remote locations throughout the County through videoconferencing. This will allow victims in remote areas of the County to call the CVAC to set appointments, obtain assistance, videoconferencing and guidance in the completion of the State of California Victim Compensation Program (CalVCP) applications at a location more accessible to the victim. It is proposed to have remote locations in both East and West Fresno County. Videoconferencing will also be set up so victims can watch court proceedings from the CVAC rather than having to be in the courtroom. In addition, a contracted community based organization will provide non-business hour’s response to ensure the victim has access to emergency housing and transportation.
Gap number two addresses the need for immediate and extended housing. Many victims are impoverished, lose their homes, and often times their belongings following a crime. Currently, the requirement of immediate housing is unmet because most agencies do not have the resources to cover more than a one night stay in a motel, shelters have limited available bed-space, and some rural areas do not have motels or shelters. A housing voucher network throughout the County will be developed that allows victims to be accommodated for up to 90 days, while permanent housing arrangements can be developed. The Probation Department will, through a collaborative effort with individual law enforcement agencies and services providers, determine which facilities offer the safety and security necessary to accommodate the needs of crime victims who are without shelter or in need of relocation.
Gap number three targets limitations on transportation for rural residents. This approach will allow for more coverage than currently available through traditional government means and would provide the assistance immediately and in the place of need. After discussing the need to provide housing and transportation services to meet the needs of victims in an expeditious manner and throughout Fresno County, the County Administrative Office, the Internal Services Department - Purchasing, and the Auditor-Controller/Treasurer-Tax Collector (ACTTC) have agreed to allow County credit cards be issued to Victim Witness Advocates assigned this program to pay for hotel rooms and transportation for victims. Policies and procedures will be written and approved by the ACTTC to ensure the credit cards are properly used and expenditures tracked.
Your Board approved the original grant application with $740,155 in grant funds and $185,039 in match requirement for a total of $925,194 on August 9, 2016 and the signed Grant Subaward Face Sheet was submitted to Cal OES. When the original application was submitted to Cal OES, a total of $1,186,442 in grant funding was available to Fresno County; however, due to not having the additional match, the submitted application only requested what Probation could feasibly meet. The State increased the grant funding amount by $446,287 making the total grant fund amount to be $1,371,481. Cal OES subsequently waived the match requirement applied to the additional funding and a revised application was submitted to the State and the grant was awarded on December 9, 2016 with final documents being approved by Cal OES on February 22, 2017. This department will not expend any of these funds or provide any new services prior to your Board’s approval of the recommended actions.
Due to the increased award, an updated Grant Subaward Face Sheet is required. The first recommended action authorizes the Chairman to execute the agreement by signing the Grant Award Face Sheet which certifies that the Chairman has the authority and approval to enter into the Cal OES grant award agreement; and that all funds received in accordance to the Cal OES agreement will be spent exclusively on the purposes specified. The Grant Award Face Sheet also states the County agrees to administer the project in accordance with the Grant Award, all applicable state and federal laws, audit requirements, federal program guidelines and Cal OES policy and program guidelines. The County further agrees that the allocation of funds to the County is contingent on the enactment of the State Budget. Approval of this action also includes the Certification of Assurance of Compliance which, in addition to certifications listed in Administration Policy #47, certifies that County will: (1) comply with the Grant Recipient Handbook and the terms of the Grant Agreement, (2) ensure the project is in compliance with CEQA requirements, (3) provide necessary matching funds, (4) accept responsibility for liability arising out of performance of the grant award agreement, (5) agree that funds shall not be used to supplant expenditures controlled by the County’s Board of Supervisors, and (6) administer the grant in accordance with the Victims of Crime Act (VOCA), the VOCA Guidelines, and the Office of Justice Programs Financial Guide.
Approval of the fourth recommended action will approve Salary Resolution Amendment for the Probation - Grants Org 3432 adding three Victim-Witness Advocate positions and one Deputy Probation Officer position effective April 10, 2017. The Victim-Witness Advocate position will provide case management services as well as the thirteen mandatory and all ten optional services outlined in Penal Code Section 13835 to the identified population of this grant. The Deputy Probation Officer position will assume the responsibility of following up with identified victims and will review the orders of the court, the offender’s case file, serve as liaison with the District Attorney’s office, communicate with assigned Probation Officer, and guide the victim through the court process regarding matters of restitution. These positions were included in the updated grant application. If grant funding for this program is discontinued, related positions will be eliminated.
REFERENCE MATERIAL:
BAI # 46, August 9, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Cal OES
On file with Clerk - Resolution
On file with Clerk - Resolution (Org 3432)
On file with Clerk - Resolution (Org 1140)
Salary Resolution Amendment (Appendix “C”)
CAO ANALYST:
Samantha Buck