Transcript Intergovernmental Relations and Grant Writing Basics

Council of Accountability Court Judges
Coordinator Training
August 5, 2016
INTERGOVERNMENTAL RELATIONS
Understand What You Are REALLY Selling
• Community Safety?
• Rehabilitation?
• Treatment?
• Accountability?
• Saving Money?
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Understand What You Are REALLY Selling
• Community Safety
– Attack the root cause of
crime
– Reduce recidivism (75% of
drug court offenders
remain arrest free
compared to 30% of those
released from prison)
– What else?
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Understand What You Are REALLY Selling
• Rehabilitation?
– Sober Living
– Life Skills
– Employment
– Reduced recidivism
– What else?
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Understand What You Are REALLY Selling
• Treatment
–Individual and/or Group
Therapy
–Evidence-Based
Practices
–Ancillary Services
–What else?
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Understand What You Are REALLY Selling
• Accountability?
– Drug Testing
– Curfews & Home Checks
– Frequent Judicial
Intervention
– Swift Sanctions
– Local, State and/or
National Standards
– What else?
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Step 5
Understand What You Are REALLY Selling
• Saving Money?
– Jail Savings
– Reduce Crime
– System Savings (lower
recidivism)
– ER/Healthcare Costs
– Cost Beneficial – save as much
as $27 for every $1 invested
– What else?
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Understand What You Are REALLY Selling
• Sources of Data
– NADCP / NDCI / NCDC
– Government Accounting Office
– Urban Institute
– Bureau of Justice Assistance
– National Center for State Courts
– NPC Research
– Local/State Program Evaluations
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Research is Important!
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Research is Important!
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Research is Important!
• Addiction costs $180 billion annually (ONDCP, 2004)
• 77 percent of addition treatment if publically financed (NIH-NIAA)
• Drug Courts reduce the deficit by saving up to $27 for every $1 invested. (NPC
Research, 2003)
• Drug Courts reduce crime by up to 45% (Journal of Community Corrections, 2006)
• All fifty State Supreme Court Justices agree: Drug Courts are “the most effective
strategy for reducing drug abuse and criminal recidivism.” (COSCA, 2004)
• Drug Courts save money and significantly reduce crime. (GAO, 2005)
• In 2009, Drug Courts saved taxpayers $8.3 billion in federal and state funding
(estimate)
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Images are Powerful!
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Images are Powerful!
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Images are Powerful!
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Images are Powerful!
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Images are Powerful!
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Images are Powerful!
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Images are Powerful!
Counties Served by an Adult Drug Court
TOWNS
RABUN
FANNIN
CATOOSA
DADE
UNION
WALKER
GILMER
MURRAY
WHITE
STEPHENS
LUMPKIN
GORDON
CHATTOOGA
PICKENS
FRANKLIN
BANKS
HART
HALL
FORSYTH
BARTOW
CHEROKEE
FLOYD
ELBERT
JACKSON
POLK
GWINNETT
COBB
BARROW
MADISON
CLARKE
OGLETHORPE
WILKES
OCONEE
PAULDING
LINCOLN
WALTON
HARALSON
DEKALB
DOUGLAS
MORGAN
CLAYTON
CARROLL
GREENE
COLUMBIA
TALIAFERRO
NEWTON
WARREN
FAYETTE
COWETA
JASPER
HEARD
RICHMOND
HENRY
SPALDING
HANCOCK
PUTNAM
BUTTS
JEFFERSON
PIKE
MERIWETHER
LAMAR
WASHINGTON
MONROE
UPSON
BURKE
BALDWIN
JONES
TROUP
SCREVEN
JENKINS
BIBB
WILKINSON
JOHNSON
CRAWFORD
HARRIS
TWIGGS
TALBOT
EMANUEL
PEACH
TAYLOR
MUSCOGEE
BULLOCH
BLECKLEY
LAURENS
EFFINGHAM
CANDLER
TREUTLEN
HOUSTON
County Served by Adult Felony
Drug Court
County Served by Adult Felony
Drug Court/Misdemeanor Drug
Court
MACON
MARION
EVANS
PULASKI
SCHLEY
DODGE
DOOLY
STEWART
WHEELER
TOOMBS
BRYAN
SUMTER
WILCOX
TELFAIR
LIBERTY
CRISP
QUITMAN
LONG
BEN HILL
LEE
TERRELL
RANDOLPH
APPLING
WAYNE
CALHOUN
EARLY
JEFF DAVIS
TURNER
IRWIN
CLAY
CHATHAM
TATTNALL
DOUGHERTY
TIFT
PIERCE
GLYNN
ATKINSON
BAKER
BERRIEN
MITCHELL
MCINTOSH
BACON
COFFEE
WORTH
COLQUITT
WARE
BRANTLEY
COOK
MILLER
CLINCH
SEMINOLE
CHARLTON
CAMDEN
LOWNDES
DECATUR
GRADY
THOMAS
BROOKS
ECHOLS
Judicial Council  Administrative Office of the Courts
244 Washington Street SW  Suite 300  Atlanta, GA 30334
404-656-5171  www.georgiacourts.gov
August 2014
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Team Member Roles – County Admin.
• County Administration/Board
– Approve grant and all related contracts
– Participate in Advisory Board
• County Finance/Personnel
– Establish budget with quarterly reimbursement
– Provide monthly expenditure and revenue reports
– Approve quarterly reimbursement request
– Deposit and establish budget for participant revenue
– Assist with payroll for part-time or contract staff
Team Member Roles – Advisory Group
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Monitoring the court’s adherence to its mission
Suggest revisions to court policies and procedures
Act as the public face of the program in advocating for its support
Address ongoing issues of policy implementation and practice
Keep high-level policymakers, including those on the advisory group,
informed of the court’s successes and failures in promoting positive change
and long-term sustainability
• Facilitate ongoing training and education opportunities
• Meet at least semi-annually
Team Member Roles – Coordinator
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Supervise part-time/contracted staff
Coordinate all participant documentation, compliance, etc.
Participate in team meetings and judicial status hearing
Attend training as needed
Assist with all expenditure and reimbursement requests
Complete all monthly, quarterly and annual reporting requirements
Enter case notes in tracking system
Maintain program files on all participants
Ensure adherence to program procedures and policies
Team Member Roles – Prosecutor
• Participates fully as a Drug Court team member, committing him or herself to the program
mission & goals and works as a full partner to ensure their success
• Participates as a team member, operating in a non-adversarial manner, promoting a sense of
unified team presence
• Advocates for effective incentives and sanctions for program compliance or lack thereof.
• Ensures community safety concerns by maintaining eligibility standards while participating in a
non-adversarial environment which focuses on the benefits of therapeutic program outcomes.
• Monitors offender progress to define parameters of behavior that allow continued program
participation and suggest effective incentives and sanctions for program compliance
• Is knowledgeable about addiction, alcoholism and pharmacology generally and applies that
knowledge to respond to compliance in therapeutically appropriate manner.
• Is knowledgeable of gender, age, and cultural issues that may impact the offender’s success
• Contributes to the team’s efforts in community education and local resource acquisition
• Contributes to education of peers, colleagues and judiciary in the efficacy of Drug Courts
Team Member Roles – Defense Counsel
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Participates fully as a Drug Court team member, committing him or herself to the program mission and goals and works as
a full partner to ensure their success.
Evaluates the offender’s legal situation and ensures that the offender’s legal rights are protected.
While in Drug Court, participates as a team member, operating in a non-adversarial manner while in court, promoting a
sense of a unified team presence.
Effectively advises the defendants on their legal rights, legal options, treatment options, program conditions and
sentencing outcomes while developing a relationship with the offender that promotes the offender’s long term best
interest.
Monitors client progress to support full participation and ensure the appropriate provision of treatment and other
rehabilitative services.
Advocates for effective incentives and sanctions for program compliance or lack thereof.
Is knowledgeable of gender, age and cultural issues that may impact the offender’s success.
Is knowledgeable about addiction, alcoholism and pharmacology generally and applies that knowledge to respond to
compliance in a therapeutically appropriate manner.
Contributes to the team’s efforts in community education and local resource acquisition.
Contributes to education of peers, colleagues and judiciary in the efficacy of Drug Courts.
Team Member Roles – Law Enforcement
• Participates fully as a Drug Court team member, committing him or herself to the program mission & goals
and works as a full partner to ensure their success.
• Provides coordinated and comprehensive supervision so as to minimize participant manipulation and
splitting of program staff. Develops post program services, client outreach, mentor programs and alumni
associations.
• Develops effective measures for drug testing and supervision compliance reporting that provide the team
with sufficient and timely information to implement incentives and sanctions systems.
• Coordinates the utilization of community-based services such as health and mental health services,
victim’s services, housing, entitlements, transportation, education, vocational training, job skills training
and placement to provide a strong foundation for recovery.
• Is knowledgeable about addiction, alcoholism, and pharmacology generally and applies that knowledge to
respond to compliance in a therapeutically appropriate manner.
• Is knowledgeable of gender, age and cultural issues that may impact the offender’s success.
• Contributes to the team’s efforts in the community education and local resource acquisition.
• Contributes to education of peers, colleagues and judiciary in the efficacy of drug courts.
Team Member Roles – Probation
• Participate in team meetings and judicial status hearing
• Attend state training as needed
• Provide after-hours evening and weekend home and curfew
checks
• Request warrants and pick-up orders as needed for sanctions
• Provide case notes to Coordinator/Enter case notes in tracking
system
Team Member Roles – Treatment
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Perform clinical screenings as needed
Perform risk/needs assessments as needed
Conduct group sessions per state standards
Provide individual case management per contract/agreement
Participate in team meeting sand judicial status hearing
Attend training as needed
Provide case notes to Coordinator/Enter case notes in tracking system
Conduct in-service training to team on substance abuse issues and
topics
IR – Contract or MOU?
Organization/Person…
• Sheriff’s Office
• Local Police Department
• Department of Community Supervision
• Misdemeanor Probation Provider
• Local CSB or treatment provider
• Team Members’ Organizations
• County Government
• Staff paid directly by grant outside of
their normal duties
Contract or MOU…
• MOU
• MOU
• MOU
• MOU or Contract
• Contract
• MOU
• MOU?
• Contract
IR – What’s In a Good MOU?
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Purpose
Principles
Goals
Description of what each party is responsible for…
– More detail rather than less
– Staffing, funding, reporting, communication, training, etc.
• Signed by the agency director
IR – What’s in a Good Contract?
• Purpose
• Statement (or Scope) of Work
– A detailed list of required activities and duties with deliverables
– Err towards providing more rather than less
– Specifically reference state standards!
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Communication and Reporting Requirements
Compensation and Payment
Expertise, Training and/or Licenses/Certification Requirements
Points of Contact
IR – What’s in a Good Contract?
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Key Personnel
Assignment
Conflicts of Interest
Confidentiality
Inspection of Records
Insurance Requirements
Termination
Waivers, Immunity, etc.
Sustainability – Funding Options
Local Funding
Other Grant Opportunities
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• Byrne JAG (DOJ-BJA, GA-CJCC)
• Bureau of Justice Assistance
(DOJ-BJA)
• Substance Abuse and Mental
Health Services Admin (HHSSAMHSA)
• Community Sources (Walmart,
local banks, civic groups,
NAMI)
General Fund requests
Cost Savings
Criminal Justice Reinvestment
DATE Fund
Fines and Fees
Participant Fees
Sustainability – DATE Funds (OCGA § 15-21-101)
(a) The sums provided for in Code Section 15-21-100 shall be collected by the clerk or court officer charged with
the duty of collecting moneys arising from fines and forfeited bonds and shall be paid over to the governing
authority of the county in which the court is located upon receipt of the fine and assessment if paid in full at the
time of sentencing or upon receipt of the final payment if the fine is paid in installments. Those sums paid over to
the governing authority shall be deposited thereby into a special account to be known as the "County Drug Abuse
Treatment and Education Fund.”
(b) Moneys collected pursuant to this article and placed in the "County Drug Abuse Treatment and Education Fund"
shall be expended by the governing authority of the county for which the fund is established solely and exclusively
(1) For drug abuse treatment and education programs relating to controlled substances, alcohol, and marijuana;
and
(2) If a drug court division has been established in the county under Code Section 15-1-15, for purposes of the
drug court division.
This article shall not preclude the appropriation or expenditure of other funds by the governing authority of any
county or by the General Assembly for the purpose of drug abuse treatment or education programs or drug
court divisions.
GRANT WRITING BASICS
Grant Writing – Tips to Remember
• Highlight important information that may need to be referenced in
the narrative or budget.
• Pay particular attention to the evaluation criteria.
• Write down questions that may need to be directed to the grantor
• Avoid FLUFF!!!!!! At times, applicants will include significant
amount of verbiage in their response but fail to directly answer
the question.
Grant Writing – Organizational Statement
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Meets an unmet need or fills an essential role in the community
Is fiscally secure
Is well managed
Provides important community services
Understands the community it serves
Reflects that community in its board and staff
Has the respect of the community
Grant Writing – Problem Statement
• A description of the organization and its mission and vision, and how it came to be- its
history.
• The demographics of the community served; followed by the ways in which both the
board members and the staff reflect those demographics.
• A description of the organization’s position, role in the community and the organization’s
collaborating partners in the community.
• A discussion of the ways the organization is unique in comparison to others providing
similar services.
• Descriptions of innovative programs or special services the organization has provided.
Has it received any awards or special recognition.
• A very brief history of funding by other sources.
Grant Writing – Project Narrative
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What difference will this research or program make (the need for the project)?
Are you the best person (agency) to do it?
Make sure that your need is the focus of the grantor’s interest
Write to the funder’s guidelines.
Use statistics that are clear and that document the current unmet need or
problem.
Use comparative statistics and research where possible.
Quote authorities who have spoken on the topic.
Make sure to document all data that you collect.
Use touching stories of people as examples.
Give a clear sense of the urgency of the request.
Grant Writing – Follow Directions!
Grant Writing – Project Narrative Tips
• Underlining- use to make phrases stand out; never underline the whole sentence
• Bolding- use to speak loudly to the grant reviewer; never bold the complete
sentence
• Italics- use to highlight words that work; her words or your words- only one word
at a time
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Graphics- use caution in using graphics (tables, charts, etc.) because it takes
away space from the narrative
• Color- it’s okay, but do not overdo it; black and one other color can make it
appealing
• Shading- use in your tables, but make sure you can still read them when you print
them
Grant Writing – Objectives
1. Determine results areas: where will you look for improvement or change?
2. Determine measurement indicators, the quantifiable part of your results.
3. Determine performance standards- how much change do we need to have to be
successful?
4. Determine time frame- period during which you will meet the performance
standards (usually determined by funder)
5. Determine cost frame
6. Write the Objective- combines data from first 5 steps
7. Evaluate the objective- “Does this reflect the amount of change we want in the
result area?” If not, your measurement indicator (#2) is wrong or your
performance standard (#3) is too low. Go back to steps 2 and 3 and repeat the
process.
NO CALCULATIONS = NO FUNDING!
Grant Writing – Budget Narrative
• Provide a budget that is complete, allowable, and cost-effective in relation to the proposed
activities; shows the cost calculations demonstrating how they arrived at the total amount
requested; and provides a brief supporting narrative to link costs with project activities. The
budget covers the entire award period.
• Budget Detail Worksheet is broken down by year.
• Thoroughly and clearly describes every category of expense listed in the Budget Detail Worksheet.
• Demonstrates in their budget narrative how they will maximize cost effectiveness of grant
expenditures.
• Generally describes cost effectiveness in relation to potential alternatives and the goals of the
project.
• Mathematically sound and corresponds with the information and figures provided in the Budget
Detail Worksheet.
• Explains how the applicant estimated and calculated all costs, and how they are relevant to the
completion of the proposed project.
Grant Writing – Calculating Costs
• Allowable - permitted by the grant and included in
your budget narrative
• Allocable - Capable of being tracked and treated
consistently when charged
• Reasonable - Necessary to the project
Grant Writing – Calculating Costs
Bad Budget
• Calculation
– $1,000/month for drug testing
• Narrative
– Drug testing of a minimum of 2 tests per
week will be done for each participant.
Good Budget
• Calculation
– $5.00/test x 2.5 tests/week x 20
participants
• Narrative
– Drug testing of an average of 2.5 tests per
week will be done for 20 participants. The
average accounts for the minimum of 2
tests per week with flexibility to add more
based on need. Tests are Redwood iCups
costing $5.00 each and are 8-panel
(AMP1000/BAR300/BZO300/COC300/mAMP10
00/OPI2000/PCP25/THC50 + S.V.T.OX,SG,PH)
Grant Writing – Helpful Reminders
1. Does the applicant organization demonstrate an understanding of the intent/focus of
the grant?
2. Is the applicant organization knowledgeable about the population of focus?
3. Are the Evidence-Based Practices appropriate to the grant’s intent and population of
focus?
4. Do the proposed activities match the goals and objectives?
5. Does the applicant organization clearly explain what they intend to do?
6. Is the timeline reasonable in terms of tasks to be performed?
7. Is the information in the narrative supported by documentation?
8. Is the supporting information/research data in the narrative current?
9. Does project staff knowledge/experience demonstrate their ability to carry out the
project?
Grant Writing – Qualitative Descriptors