HomeMy WebLinkAboutDoc 654 - CCF Grant - Safe ExchangeDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of October 13, 2010
Please see directions for completing this document on the next page.
DATE: October 6, 2010
FROM: Sarah Johnson Children & Families Commission 322-7461
TITLE OF AGENDA ITEM:
Consideration of Board Chair Signature of Document No. 2010-654, a Cooperative Agreement and
Special Conditions for Department of Justice, Office of Violence Against Women, Safe Havens:
Supervised Visitation and Exchange Program Grant Award Number 2010 -CW -AX -K020.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Since September 2005, the County has applied for and received $774,880 from the Department of
Justice, Office of Violence Against Women, Safe Havens: Supervised Visitation and Safe Exchange
Program Grant. This award brings the total funding received by Deschutes County to $1,124,771.
The Deschutes County Commission on Children & Families (CCF) served as the applicant on behalf of
the Board of County Commissioners. CCF will subcontract with Saving Grace -Imagine Life Without
Violence to provide services.
The $349,891 grant will fund $23,243 for the Deschutes County Children & Families Commission to
provide project and fiscal management and attend mandated trainings and $326,648 for Saving Grace -
Imagine Life Without Violence to operate Mary's Place.
Mary's Place, is a supervised visitation and safe exchange program in the Mike Maier County Services
Building. Mary's Place provides a safe, secure site for visitation and exchanges of children between
custodial and non-custodial parents with a history of domestic violence, sexual assault, child abuse or
stalking. Planning for Mary's Place began in 2003 and Mary's Place opened its doors in January 2006.
The primary goal of this program is to keep victims of domestic and dating violence, sexual assault and
stalking and their children safe and to hold batterers accountable.
The grant funding will: 1)provide increased hours of operation at Mary's Place; 2) hire a part-time, bi-
lingual (Spanish) facilitator; 3) increase access to legal services for victims; 4) provide outreach to rural
families, minorities and teen parents to increase accessibility to supervised visitation and safe exchange.
Mary's Place will provide services to around 35 families a month.
FISCAL IMPLICATIONS:
The estimated funding is $349,891. The grant period is October 1, 2010 through September 30, 2013.
RECOMMENDATION & ACTION REQUESTED:
Approve Cooperative Agreement and Special Conditions, and authorize Chair signture of the
documents.
ATTENDANCE: Sarah Johnson, Deschutes County Children & Families Commission Community
Project Coordinator.
DISTRIBUTION OF DOCUMENTS:
Originals to Sarah Johnson, Deschutes County Children & Families Commission, 1130 NW Harriman,
Suite A, Bend, OR 97701.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
Please complete all sections above the Official Review line.
September 29, 2010
Children & Families
Contractor/Supplier/Consultant Name:
Contractor Contact:
N/AI
N/A
Department:
Commission on
Contractor Phone #:
N/AI
Type of Document: Department of Justice, Office on Violence Against Women, Safe
Havens: Supervised Visitation and Safe Exchange Grant Program award in the amount
of $349,891 for the period October 1, 2010 to September 30, 2013. Documents
requiring Commissioner Lukes' signature: Cooperative Agreement and initial each page
of the Special Conditions.
Goods and/or Services: This award will fund $23,243 for Commission on Children &
Families (CCF) project and fiscal management and mandated travel/training and
$326,648 for Saving Grace -Imagine Life Without Violence to operate Mary's Place.
Background & History: Since September 2005, the County has applied for and received
$774,880 from the Department of Justice, Office of Violence Against Women, Safe Havens:
Supervised Visitation and Safe Exchange Program Grant. This award brings the total to
$1,124,771.
The grant funds Mary's Place, a supervised visitation and safe exchange program in the
Mike Maier County Services Building. Mary's Place provides a safe, secure site for
visitation and exchanges of children between custodial and non-custodial parents with a
history of domestic violence, sexual assault, child abuse or stalking. Planning for Mary's
Place began in 2003 and Mary's Place opened its doors in January 2006. The primary goal
of this program is to keep victims of domestic and dating violence, sexual assault and
stalking and their children safe and to hold batterers accountable.
The grant funding will: 1)provide increased hours of operation at Mary's Place; 2) hire a
part-time, bi-lingual (Spanish) facilitator; 3) increase access to legal services for victims; 4)
provide outreach to rural families, minorities and teen parents to increase accessibility to
supervised visitation and safe exchange. Mary's Place will provide services to around 35
families a month.
The Deschutes County Commission on Children & Families (CCF) served as the applicant
on behalf of the Board of County Commissioners. CCF will subcontract with Saving Grace -
Imagine Life Without Violence to provide services.
Agreement Starting Date:
30, 2013
October 1, 2010
Ending Date:
September
9/30/2010
Legal Review
Document Number 2010-654
Date /0- , - ( 0
9/30/2010
317-3178,
Annual Value or Total Payment:
'$349,891
❑ Insurance Certificate Received check box)
Insurance Expiration Date: LJ
N/A
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
] Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
N/A
Funding Source: (Included in current budget? ❑ Yes
No
If No, has budget amendment been submitted? Yes ® No
Is this a Grant Agreement providing revenue to the County? ® Yes I No
Special conditions attached to this grant: See attached "Award Continuation Sheet" 26
special conditions.
Deadlines for reporting to the grantor:
January 2011, July 2011, January 2012, July
2012, January 2013, July 2013, September 2013
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant -funded position so that this will be noted in the offer letter: Yes U No
Contact information for the person responsible for grant compliance: Name: Sarah
Johnson
Phone #: 322-7461
Departmental Contact and Title:
Department Director Approval:
Hillary Saraceno, Director
Phone #:
Sign. ure D'te
Distribution of Document: Who gets the original document and/or copies after it has
been signed? Include complete information if the document is to be mailed.
Sarah Johnson
Official Review:
County Signature Required (check one): El BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
9/30/2010
,,, "}- Department of Justice
Office on Violence Against Women
Cooperative Agreement
PAGE 1 OF 8
1. RECIPIENT NAME AND ADDRESS (Including Zip Code)
Deschutes County Commission on Children and Families
1300 NW Harriman Street
Bend, OR 97701
4. AWARD NUMBER: 2010 -CW -AX -K020
5. PROJECT PERIOD: FROM 10/01/2010 TO 09/30/2013
BUDGET PERIOD: FROM 10/01/2010 TO 09/30/2013
6. AWARD DATE 09/23/2010
I 7. ACTION
Initial
IA. GRANTEE IRS/VEN'DORNO.
636002292
8. SUPPLEMENT NUMBER
00
9. PREVIOUS AWARD AMOUNT $ 0
3. PROJECT TITLE
Mary's Place
10. AMOUNT OF THIS AWARD $ 349,891
11. TOTAL AWARD $ 349,891
12. SPECIAL CONDITIONS
THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH
ON THE ATTACHED PAGE(S).
13. STATUTORY AUTHORITY FOR GRANT
This project is supported undcr 42 U.S.C. 10420 (OVW - Supervised Visitation)
15. METHOD OF PAYMENT
GPRS
AGENCY APPROVAL
GRANTEE ACCEPTANCE
16. TYPED NAME AND TITLE OF APPROVING OFFICIAL
Virginia Davis
Deputy Director for Policy Development
18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Dennis Luke
Chair
17. SIGNATURE OF APPROVING OFFICIAL
t
(\S-
19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL
I9A. DATE
AGENCY
USE ONLY
20. ACCOUNTING CLASSIFICATION CODES
FISCAL FUND BUD. DIV.
YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT
X A CW 29 00 00 349891
21. CWI0D00023
OJP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE.
OJP FORM 4000/2 (REV. 4-88)
REVIEWED
LEGAL COUNSEL
OC -2010-654
Enforcing Civil Rights Laws
All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of
employees in the workforce, are subject to the prohibitions against unlawful discrimination. Accordingly, OCR investigates recipients that
are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a
number of recipients each year for compliance reviews, audits that require recipients 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.
Complying with the Safe Streets Act or Program Requirements
In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination
provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 U.S.C. § 3789d(c), or other Federal grant
program requirements, must meet two additional requirements:(1) complying with Federal regulations pertaining to the development of an
Equal Employment Opportunity Plan (EEOP), 28 C.F.R. § 42.301-.308, and (2) submitting to OCR Findings of Discrimination (see 28
C.F.R. §§ 42.205(5) or 31.202(5)).
1) Meeting the EEOP Requirement
In accordance with Federal regulations, Assurance No. 6 in the Standard Assurances, COPS Assurance No. 8.B, or certain Federal grant
program requirements, your organization must comply with the following EEOP reporting requirements:
If your organization has received 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 an EEOP and submit it to OCR for review within 60 days from the
date of this letter. For assistance in developing an EEOP, please consult OCR's website at http://www.ojp.usdoj.gov/ocr/eeop.htm. You
may also request technical assistance from an EEOP specialist at OCR by dialing (202) 616-3208.
If your organization received an award between 525,000 and $500,000 and has 50 or more employees, your organization still has to prepare
an EEOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to maintain the EEOP on file and
make it available for review on request. In addition, your organization has to complete Section B of the Certification Form and return it to
OCR. The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
If your organization received an award for less than $25,000; or if your organization has less than 50 employees, regardless of the amount of
the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your
organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Form and
return it to OCR. The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
2) Submitting Findings of Discrimination
In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your
organization after a due process hearing, on the ground of race, color, religion, national origin, or sex, your organization must submit a copy
of the finding to OCR for review.
Ensuring the Compliance of Subrecipients
If your organization makes subawards to other agencies, you are responsible for assuring that subrecipients also comply with all of the
applicable Federal civil rights laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of
Discrimination, and providing language services to LEP persons. State agencies that make subawards must have in place standard grant
assurances and review procedures to demonstrate that they are effectively monitoring the civil rights compliance of subrecipients.
If we can assist you in any way in fulfilling your civil rights responsibilities as a recipient of Federal funding, please call OCR at (202) 307-
0690 or visit our website at http://www.ojp.usdoj.gov/ocr/.
Sincerely,
Michael L. Alston
Director
cc: Grant Manager
Financial Analyst
Department of Justice
Office on Violence Against Women
September 23, 2010
The Honorable Dennis Luke
Deschutes County Commission on Children and Families
1300 NW Harriman Street
Bend, OR 97701
Dear Chair Luke:
Washington. D.C. 2053!
On behalf of Attorney General Eric Holder, it is my pleasure to inform you that the Office on Violence Against Women has
approved your application for funding under the Safe Havens: Supervised Visitation and Safe Exchange Grant Program in the
amount of $349,891 for Deschutes County Commission on Children and Families. This award provides the opportunity for
recipients to develop and strengthen effective responses to violence against women. This cooperative agreement supports
supervised visitation and safe exchange options for families with a history of domestic violence, child abuse, sexual assault and
stalking.
Enclosed you will find the award package. This award is subject to all administrative and financial requirements, including the
timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a
minimum level of cash -on -hand. Should you not adhere to these requirements, you will be in violation of the terms of this
agreement and the award will be subject to termination for cause or other administrative action as appropriate.
If you have questions regarding this award, please contact Michelle Dodge at (202) 353-7345. For financial grants
management questions, contact the OVW Grants Financial Management Division at (202) 514-8556, or by e-mail at
ovw.gfmd@usdoj.gov. For payment questions, contact the Office of the Chief Financial Officer, Customer Service Center
(CSC) at (800) 458-0786, or by email at ask.ocfo@usdoj.gov.
Congratulations, and we look forward to working with you.
Sincerely,
Virginia Davis
Deputy Director for Policy Development
Enclosures
Department of Justice
Office of Justice Programs
Office for Civil Rights
Washington, D.C. 20531
September 23, 2010
The Honorable Dennis Luke
Deschutes County Commission on Children and Families
1300 NW Hamman Street
Bend, OR 97701
Dear Chair Luke:
Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of Federal funding to
compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice
is responsible for ensuring that recipients of financial aid from OJP, its component offices and bureaus, the Office on Violence Against
Women (OV W), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and
regulations. We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice
Department funding.
Ensuring Access to Federally Assisted Programs
As you know, Federal laws prohibit recipients 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 or
benefits.
Providing Services to Limited English Proficiency (LEP) Individuals
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, recipients of
Federal financial assistance must 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 recipients have in providing language services to
LEP individuals, please see the website at http://www.lep.gov.
Ensuring Equal Treatment for Faith -Based Organizations
The Department of Justice has published a regulation specifically pertaining to the funding of faith -based organizations. In general, the
regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice
Department Program Participants, and known as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies
to treat these organizations the same as any other applicant or recipient. The regulation prohibits State Administering Agencies from making
award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious
composition of its board of directors.
The regulation also prohibits faith -based organizations from using financial assistance from the Department of Justice to fund inherently
religious activities. While faith -based organizations can engage in non -funded inherently religious activities, they must be held separately
from the Department of Justice funded program, and customers or beneficiaries cannot be compelled to participate in them. The Equal
Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to
discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's
website at http://www.ojp.usdoj.gov/ocr/etlbo.htm.
State Administering Agencies and 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 grantees.
Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this
Office.
Department of Justice
Office on Violence Against Women
AWARD CONTINUATION
SHEET
Cooperative Agreement
PAGE 2 OF 8
PROJECT NUMBER 2010 -CW -AX -K020
AWARD DATE 09/23/2010
SPECIAL CONDITIONS
1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the
Office on Violence Against Women (OVW) Financial Grants Management Guide.
2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is
required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a
violation of its Certified Assurances and may result in suspension or termination of funding, until such time as the
recipient is in compliance.
3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audit of States,
Local Governments, and Non -Profit Organizations, and further understands and agrees that funds may be withheld, or
other related requirements may be imposed, if outstanding audit issues (if any) from OMB Circular A-133 audits (and
any other audits of DOJ grant funds) are not satisfactory and promptly addressed as further described in the current
edition of the OVW Financial Grants Management Guide.
4. Recipient understands and agrees that it cannot use any federal funds, either 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 written approval of OVW, in order to avoid violation of 18 USC § 1913. The recipient may, however, use
federal funds to collaborate with and provide information to Federal, State, local, tribal and territorial public officials
and agencies to develop and implement policies to reduce or eliminate domestic violence, dating violence, sexual
assault, and stalking (as those terms are defined in 42 USC 13925(a)) when such collaboration and provision of
information is consistent with the activities otherwise authorized under this grant program.
5. The recipient must promptly refer to the DOJ OIG any credible evidence that a principal, employee, agent, contractor,
subgrantee, 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. This condition also applies to any subrecipients. 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
or hotline fax: (202) 616-9881
Additional information is available from the DOJ OIG website at www.usdoj.gov/oig.
6. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any
contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its
subsidiaries, without the express prior written approval of OVW.
OJP FORM 4000/2 (REV. 4-88)
Department ofJustice
Office on Violence Against Women
AWARD CONTINUATION
SHEET
Cooperative Agreement
PAGE 3 OF 8
PROJECT NUMBER 20I0 -CW -AX -K020
AWARD DATE 09/23/2010
SPECIAL CONDITIONS
7. The recipient agrees to comply with any additional requirements that may be imposed during the grant performance
period if the agency determines that the recipient is a high-risk grantee. Cf. 28 C.F.R. parts 66, 70.
8. The grantee agrees to comply with all relevant statutory and regulatory requirements which may include, among other
relevant authorities, the Violence Against Women Act of 1994, P.L. 103-322, the Violence Against Women Act of
2000, P.L. 106-386, the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.0 371 I et seq., the Violence
Against Women and Department ofJustice Reauthorization Act of 2005, P.L. 109-162, and OV W's implementing
regulations at 28 CFR Part 90.
9. Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed
justification must be submitted to and approved by the Office on Violence Against Women prior to obligation or
expenditure of such funds.
10. The Director of OV W, upon a finding that there has been substantial failure by the grantee to comply with applicable
laws, regulations, and/or the terms and conditions of the grant or cooperative agreement, will terminate or suspend until
the Director is satisfied that there is no longer such failure, all or part of the grant or cooperative agreement, in
accordance with the provisions of 28 CFR Part 18, as applicable mutatis mutandis.
The grantee agrees to submit semiannual progress reports that describe project activities during the reporting period.
Progress reports must be submitted within 30 days after the end of the reporting periods, which are January I -June 30
and July 1 - December 31 for the duration of the award. Future awards may be withheld if progress reports are
delinquent. Grantees are required to submit this information online, through the Grants Management System (GMS), on
the semi-annual progress report for the relevant OVW grant programs.
12. Under the Government Performance and Results Act (GPRA) and VAWA 2000, grantees are required to collect and
maintain data that measure the effectiveness of their grant -funded activities. Accordingly, the grantee agrees to submit
semi-annual electronic progress reports on program activities and program effectiveness measures. Information that
grantees must collect under GPRA and VAWA 2000 includes, but is not limited to: 1) number of persons served; 2)
number of persons seeking services who could not be served; 3) number of supervised visitation and exchange centers
supported by the program; 4) number of supervised visits between parents and children; and 5) number of supervised
exchanges between parents and children.
13. A final report, which provides a summary of progress toward achieving the goals and objectives of the award,
significant results, and any products developed under the award, is due 90 days after the end of the award. The Final
Progress Report should be submitted to the Office on Violence Against Women through the Grants Management
System with the Report Type indicated as "Final".
14. The grantee agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the Department ofJustice
regulation governing "Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation"). The Equal
Treatment Regulation provides in part that Department ofJustice grant awards of direct funding may not be used to
fund any inherently religious activities, such as worship, religious instruction, or proselytization. Recipients of direct
grants may still engage in inherently religious activities, but such activities must be separate in time or place from the
Department of Justice funded program, and participation in such activities by individuals receiving services from the
grantee or a sub -grantee must be voluntary. The Equal Treatment Regulation also makes clear that organizations
participating in programs directly funded by the Department ofJustice are not permitted to discriminate in the provision
of services on the basis of a beneficiary's religion.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
Office on Violence Against Women
AWARD CONTINUATION
SHEET
Cooperative Agreement
PAGE 4 OF 8
PROJECT NUMBER 2010 -CW -AX -K020
AWARD DATE 09/23/2010
SPECIAL CONDITIONS
15. The recipient agrees that it will submit quarterly financial status reports to OVW on-line (at
https://grants.ojp.usdoj.gov) using the SF 425 Federal Financial Report form (available for viewing at
www.whitehouse.gov/omb/grants/standard_forms/ff_report.pdf), not later than 30 days after the end of each calendar
quarter. The final report shall be submitted not later than 90 days following the end of the award period.
16. Pursuant to 28 CFR §66.34, the Office on Violence Against Women reserves a royalty -free, nonexclusive, and
irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, in whole or in part (including
in the creation of derivative works), for Federal Government purposes:
(a) any work that is subject to copyright and was developed under this award, subaward, contract or subcontract
pursuant to this award; and
(b) any work that is subject to copyright for which ownership was purchased by a recipient, subrecipient or a contractor
with support under this award.
In addition, the recipient (or subrecipient, contractor or subcontractor) must obtain advance written approval from the
Office on Violence Against Women program manager assigned to this award, and must comply with all conditions
specified by the program manager in connection with that approval before: I) using award funds to purchase ownership
of, or a license to use, a copyrighted work; or 2) incorporating any copyrighted work, or portion thereof, into a new
work developed under this award.
It is the responsibility of the recipient (and of each subrecipient, contractor or subcontractor as applicable) to ensure
that this condition is included in any subaward, contract or subcontract under this award.
17. The grantee agrees that grant funds will not support activities that may compromise victim safety, such as: pre-trial
diversion programs not approved by OVW or the placement of offenders in such programs; mediation, couples
counseling, family counseling or any other manner of joint victim -offender counseling; mandatory counseling for
victims, penalizing victims who refuse to testify, or promoting procedures that would require victims to seek legal
sanctions against their abusers (e.g., seek a protection order, file formal complaint); or the placement of perpetrators in
anger management programs.
18. All materials and publications (written, visual, or sound) resulting from award activities shall contain the following
statements: "This project was supported by Grant No. awarded by the Office on Violence
Against Women, U.S. Department ofJustice. The opinions, findings, conclusions, and recommendations expressed in
this publication/program/exhibition are those of the author(s) and do not necessarily reflect the views of the Department
of Justice, Office on Violence Against Women.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
Office on Violence Against Women
AWARD CONTINUATION
SHEET
Cooperative Agreement
PAGE 5 OF 8
PROJECT NUMBER 2010 -CW -AX -K020 AWARD DATE 09/23/2010
SPECIAL CONDITIONS
19. Within 45 days after the end of any conference, meeting, retreat, seminar, symposium, training activity, or similar event
funded under this award, and the total cost of which exceeds S20,000 in award funds, the recipient must provide the
program manager with the following information and itemized costs:
1) name of event;
2) event dates;
3) location of event;
4) number of federal attendees;
5) number of non-federal attendees;
6) costs of event space, including rooms for break-out sessions;
7) costs of audio visual services;
8) other equipment costs (e.g., computer fees, telephone fees);
9) costs of printing and distribution;
10) costs of meals provided during the event;
11) costs of refreshments provided during the event;
12) costs of event planner;
13) costs of event facilitators; and
14) any other direct costs associated with the event.
The recipient must also itemize and report any of the following attendee (including participants, presenters, speakers)
costs that are paid or reimbursed with cooperative agreement funds:
1) meals and incidental expenses (M&IE portion of per diem);
2) lodging;
3) transportation to/from event location (e.g., common carrier, privately owned vehicle (POV)); and
4) local transportation (e.g., rental car, POV) at event location.
Note that if any item is paid for with registration fees, or any other non -award funding, then that portion of the expense
does not need to be reported.
20. Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving,' 74 Fed. Reg.
51225 (October I , 2009), the Department encourages recipients and subrecipients to adopt and enforce policies banning
employees from text messaging while driving any vehicle during the course of performing work funded by this grant,
and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes
caused by distracted drivers.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
Office on Violence Against Women
AWARD CONTINUATION
SHEET
Cooperative Agreement
PAGE 6 OF 8
PROJECT NUMBER 2010 -CW -AX -K020
AWARD DATE 09/23/2010
SPECIAL CONDITIONS
21. TERMS OF COOPERATIVE AGREEMENT
The Office on Violence Against Women (OVW) has elected to enter into a Cooperative Agreement with Deschutes
County and its project partners to increase available supervised visitation and safe exchange services for victims of
domestic violence, child abuse, sexual assault, teen dating violence, and stalking. This decision reflects a strong mutual
interest in increasing the safety and well-being of victims and their children during supervised visitations and safe
exchanges. The award recipient acknowledges that OVW will play a substantial role in shaping and monitoring the
project.
STATEMENT OF FEDERAL INVOLVEMENT
The Office on Violence Against Women (OVW) will:
I. Provide the services of a Federal Program Specialist as a single point of contact for the administration of this
cooperative agreement.
2. Monitor program development and implementation, and fulfill an oversight function regarding the project.
3. Review and approve content and format of the materials produced in conjunction with this project.
4. Provide input, re -direct the project as needed, and actively monitor the project by methods including but not limited
to ongoing contact with the recipient.
5. Approve sites and dates of all project related activities.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
Office on Violence Against Women
AWARD CONTINUATION
SHEET
Cooperative Agreement
PAGE 7 OF 8
PROJECT NUMBER 2010 -CW -AX -K020 AWARD DATE 09/23/2010
SPECIAL CONDITIONS
22. TERMS OF COOPERATIVE AGREEMENT
STATEMENT OF RECIPIENT RESPONSIBILITIES
Deschutes County will work collaboratively in each step of the planning and implementation phases of the project with
collaborative partner Saving Grace -Imagine Life Without Violence.
Recipients will:
I. Work closely with OVW in the development and implementation of this project.
2. Ensure that a multi -disciplinary team participates in project development and implementation. The multi-
disciplinary team should include representatives from the grantee agency, the state or local court, and the domestic
violence/sexual assault agency. Representatives will participate in the consulting committee; attend meetings and
institutes, as designated by OVW; and substantially participate in the planning and implementation of visitation and
exchanges services as outlined by the grant program.
3. Identify a representative of the grantee agency to serve as project coordinator. This representative will substantially
participate in all aspects of the grant project; coordinate development and implementation activities; and attend
meetings and institutes, as designated by OVW.
4. Work cooperatively and collaboratively with OVW technical assistance provider(s) for the Supervised Visitation
Grant Program, throughout the term of this agreement.
5. Attend the New Grantee Orientation. The orientation will provide grant and financial management information,
content training, and an opportunity for exchange and coalition building among award recipients.
6. Participate in all OVW funded technical assistance opportunities related to the Supervised Visitation Grant Program,
including, but not limited to, grantee meetings, on-site technical assistance, and site visits.
7. Allocate project funds, as designated by OVW, for allowable costs to participate in OVW-sponsored technical
assistance. Funds designated for OVW-sponsored technical assistance may not be used for any other purpose without
prior approval of OVW. Technical assistance includes, but is not limited to, peer-to-peer consultations, focus groups,
mentoring site visits, conferences and workshops conducted by OVW-designated technical assistance providers or
OVW-designated consultants and contractors.
8. Provide OVW with the agenda for any training seminars, workshops, or conferences not sponsored by OVW that
project staff proposes to attend using grant funds. The grantee must receive prior approval from OVW before using
OVW grant funds to attend any training, workshops, or conferences not sponsored by OVW. To request approval,
grantees must submit a Grant Adjustment Notice (GAN) request through the Grants Management System to OVW with
a copy of the event's brochure, curriculum and/or agenda, a description of the hosts or trainers, and an estimated
breakdown of costs. The GAN request should be submitted to OVW at least 20 days before registration for the event is
due. Approval to attend non-OVW sponsored programs will be given on a case-by-case basis.
9. Ensure that grant funds will be used to support supervised visitation and safe visitation exchange of children by and
between parents in situations involving domestic violence, child abuse, sexual assault, or stalking. The grantee may not
use grant funds to support individual counseling, family counseling, parent education, support groups or therapeutic
supervision. The grantee may not require victims to attend or utilize parent education or other program services.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
Office on Violence Against Women
AWARD CONTINUATION
SHEET
Cooperative Agreement
PAGE 8 OF 8
PROJECT NUMBER 2010 -CW -AX -K020 AWARD DATE 09/23/2010
SPECIAL CONDITIONS
23. TERMS OF COOPERATIVE AGREEMENT
STATEMENT OF RECIPIENT RESPONSIBILITIES (continued)
10. Ensure that grant funds will not be used to provide offsite or overnight visitation services. Offsite visitation
includes, but is not limited to, any monitored visit between a child and a non-custodial parent that occurs outside the
premises of the visitation center. Overnight visitation includes, but is not limited to, any monitored visit between a child
and a non-custodial parent that occurs outside of the normal operating hours of the visitation center.
11. Develop formal affiliations with organizations that will be able to provide services and consultation to the
programs in their work with children and parents. Accordingly, grantees must establish a consulting committee that
includes experts in the following fields: child abuse and neglect, mental health, batterer's intervention, law
enforcement, child protection services, and advocacy for victims of domestic violence, dating violence, stalking and
sexual assault.
12. Develop and implement adequate security measures, including but not limited to, adequate facilities, procedures,
and personnel capable of preventing violence, for the operation of supervised visitation programs or safe visitation
exchange. Any substantial change or revision to center facilities (including location) and/or policies and protocols must
be submitted to OVW for review and approval.
13. Ensure that if fees are charged for use of programs or services, any fees charged must be based on the income of the
individuals using the programs or services, unless otherwise provided by court order.
14. Ensure that the grant project is developed and implemented in a manner that is consistent with the Guiding
Principles of the Supervised Visitation Program. The Guiding Principles embody the statutory requirements and
objectives of the Supervised Visitation Program. They are intended to guide practice for OVW grantees. The standards
and practices included within the Guiding Principles are considered to be good practice when addressing the needs of
victims and their children. Centers funded under the Supervised Visitation Program can and are encouraged to go
beyond the practices outline within the Guiding Principles.
15. Agree not to engage in activities which compromise victim safety, including but not limited to: a) Requiring adult
victims to participate in mediation or family counseling; b) providing visitation or exchange services which do not
account for the safety of adult victims; c) requiring a court order in order to access visitation and/or exchange services;
and d) providing custody evaluations or court reports based on subjective information and opinions of center staff and
volunteers.
16. Demonstrate that each visitation/exchange center involved in a multi -jurisdictional project meets the statutory and
minimum requirements of the Supervised Visitation Grant Program. In addition, each center must operate as a separate
facility for a minimum of 20 hours per week.
24. The recipient's budget is pending approval; therefore the recipient may not drawdown funds until the Office on
Violence Against Women, Grants Financial Management Division has approved the budget and budget narrative and a
Grant Adjustment Notice (GAN) has been issued to remove this special condition. Any obligations or expenditures
incurred by the recipient prior to the budget being approved are made at the recipient's own risk.
OJP FORM 4000/2 (REV. 4-88)
Department of Justice
Office on Violence Against Women
Washington. D.C. 20531
Memorandum To: Official Grant File
From: Mamie Shiels, Attorney Advisor
Subject: Categorical Exclusion for Deschutes County Commission on Children and Families
The Safe Havens: Supervised Visitation and Safe Exchange Grant Program (Supervised Visitation Program) was
authorized as a two-year pilot program under the Violence Against Women Act of 2000(VAWA 2000) to increase
supervised visitation and exchange options for families with a history of domestic violence, child abuse, sexual
assault or stalking. The Program was reauthorized in 2005 with the passage of the Violence Against Women and
Department of Justice Requthorization Act of 2005 (VAWA 2005). Eligible applicants for the program include
states, Indian tribal governments, and units of local government. By statute, projects funded under the Supervised
Visitation Program must demonstrate expertise in the area of family violence, provide a sliding fee scale for
clients, demonstrate adequate security measures, and prescribe standards and protocols by which supervised
visitation or safe exchanges will occur.
None of the following activities will be conducted under the OVW federal action:
1. New construction.
2. Any renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of
Historic Places or (b) located within a 100 -year floodplain.
3. A renovation which will change the basic prior use of a facility or significantly change its size.
4. Research and technology whose anticipated and future application could be expected to have an effect on the
environment.
5. Implementation of a program involving the use of chemicals.
Consequently, the subject federal action meets the criteria for a categorical exclusion as contained in paragraph
4(b) of Appendix D to Part 61 of the Code of Federal Regulations (adopted by OVW at 28 CFR § 0.122(b)).
,,,«�---._ Department of Justice
,'ts Office on Violence Against Women
x
GRANT MANAGER'S MEMORANDUM, PT. I:
PROJECT SUMMARY
Cooperative Agreement
PROJECT NUMBER
2010-CW-AX-K020
PAGE 1 OF 1
This project is supported under 42 U.S.C. 10420 (OVW - Supervised Visitation)
I. STAFF CONTACT (Name & telephone number)
Michelle Dodge
(202) 353-7345
2. PROJECT DIRECTOR (Name, address & telephone number)
Sarah Johnson
Community Project Coordinator
1130 NW Hamman
Suite A
Bend, OR 97701-1960
(541) 322-7461
3a. TITLE OF THE PROGRAM
OVW FY 10 Safe Havens: Supervised Visitation Grant Program
3b. POMS CODE (SEE INSTRUCTIONS
ON REVERSE)
4. TITLE OF PROJECT
Mary's Place
5. NAME & ADDRESS OF GRANTEE
Deschutes County Commission on Children and Families
1300 NW Hamman Street
Bend, OR 97701
6. NAME & ADRESS OF SUBGRANTEE
7. PROGRAM PERIOD
FROM: 10/01/2010 TO: 09/30/2013
8. BUDGET PERIOD
FROM: 10/01/2010 TO: 09/30/2013
9. AMOUNT OF AWARD
S 349,891
10. DATE OF AWARD
09/23/2010
I I. SECOND YEAR'S BUDGET
12. SECOND YEAR'S BUDGET AMOUNT
13. THIRD YEAR'S BUDGET PERIOD
14. THIRD YEAR'S BUDGET AMOUNT
15. SUMMARY DESCRIPTION OF PROJECT (See instruction on reverse)
The Safe Havens: Supervised Visitation and Safe Exchange Grant Program (Supervised Visitation Program) was authorized as a two year pilot program under the
Violence Against Women Act of 2000 to increase supervised visitation and exchange options for families with a history of domestic violence, child abuse, sexual
assault or stalking. The Program was reauthorized in 2005 with the passage of the Violence Against Women Act 2005. Eligible applicants for the program include
states, Indian tribal governments, and units of local government. By statute, projects funded under the Supervised Visitation Program must demonstrate expertise in
the area of family violence, provide a sliding fee scale for clients, demonstrate adequate security measures, and prescribe standards and protocols by which
supervised visitation or safe exchanges will occur.
Deschutes County and its collaborative partners will use this 36 month award to strengthen and enhance existing program services at Mary's Place in rural Central
Oregon. OVW funding will enable the County to increase center operating hours and expand access to services for low-income and Latino families. Specific project
OJP FORM 4000/2 (REV. 4-88)
activities will include: 1) hiring a bi-lingual visitation facilitator; 2) increasing outreach to underserved populations; 3) working with local attorneys to increase
victim access to legal services; and 4) providing training for center and collaborative partners. Deschutes County will serve as the fiscal and implementing agency
for this award. The County will also designate a staff person to serve as project coordinator and facilitate local consulting committee meetings.
CA/NCF