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HomeMy WebLinkAboutResolutions - 2001.03.21 - 26468o"- March 22, 2001 MISCELLANOUS RESOLUTION #01092 BY: PUBLIC SERVICES COMMITTEE, DAVID MOFFITT, CHAIRPERSON IN RE: CIRCUIT COURT/FAMILY DIVISION/PROBATE COURT - NEXT GENERATION MODEL TRIAL COURT GRANT ACCEPTANCE TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County 6 th Circuit and Probate Court applied for a grant from the State Court Administrative Office (SCAO), Next Generation Model Trial Court Grant Program; and WHEREAS the application requested total funding in the amount of $21,178 of which $11,250 was the State portion and $9,928 was the County's match; and WHEREAS the award from the SCAO is for $11,250 and the County's match is $9,928 totaling $21,178 (no variance from application); and WHEREAS the twenty-five percent (25%) County match of $9,928 must come from cash and/or In Kind contributions; and WHEREAS the $9,928 County match will be In Kind and consist of current County personnel that will be performing grant related tasks; and WHEREAS the Court intends to use the grant funds to develop implementation plans that identify issues affecting court operations, the Administration of Justice and the services and cost effectiveness of merged trial court operations; and WHEREAS acceptance of this grant will not obligate the County to continue the program beyond the grant funding period; and WHEREAS the contract has been approved in accordance with the County Executive's review process. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the State Court Administrative Office, Next Generation Model Trial Court Grant in the amount of $21,178 which includes $11,250 from the State and $9,928 as the County's match. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute that contract agreement and that the Chairperson may approve amendments and extensions up to fifteen percent (15%) variance from the award, consistent with the original agreement as approved. BE IT FURTHER RESOLVED that no expenditures be authorized until a grant agreement is fully executed. Chairperson, on behalf of the Public Services Committee, I move adoption of the foregoing resolution. Publie Sbrvices Committee Public Services Committee Vote: Motion carried on a unanimous roll call vote with Garfield, Buckley and Coleman absent. la Board Resolution required? No Yee - Resolution Date: 011imPProved * Signature: / `-7/Z MANAGEMENT AND BUDGET: Approved Ej Diaapprov.d CORPORATION COUNSEL: Approved ri Disapproved • Modify • Date: 2/4(/ Signature: Modify • Data: 3/13/01 Signature: I 1 I I Ari Ix] CONTRACT/PROGRAM REVIEW REQUEST Dote: To: From: 1. March 8, 2001 Stephanie Rodgers Karen Agacinski Title/Subject: Next Generation Trial Court Grant File # SCAO Grant No. NG 2000-05 Department: Family .Division/Probate Court Contact Parson; Lisa Skimula_ Telephone S: STATUS; (Check appropriate box) 7 Revision it ( Extension 1>klt Final ri Other • * It "other" is checked. please explain: 1248) 858-0950 Initial PERSONNEL DEPT: Eyi Approved E Modify • Date: 3/8/0 Si r /7 de? gn atil 71 (jii / RISK MANAGEMENT AND SAFETY; Approved 7 Disapproved * 7 Modify * Date: ---3/ CONTRACT/PROGRAM SYNOPSIS: • When "Disapproved" Is noted or 'Modify' is requested, attach explanation. Risk Mensvernest & ;AMY - ReVilb" 2138 Merry's Files \word -97\Srsurica\ Wateratiod \CONTRAmisttOGRAM REVIF:w REOupa.doe 02/06/01 TUE 14:28 FAX 18108581126 PROBATE COURT ADMIN. STATE COURT ADMINISTRATIVE OFFICE NEXT GENERATION MODEL TRIAL COURTS PROJECT GRANT APPLICATION • SCAO Project Number (SCAO Use Only) L Applicant Oakland County 6th Circuit and Probate Courts Address: 1200 N. Telegraph Rd. — City: Pontiac State: MI Zip: 48341-0449 2. Federal ID Number: 38-6004876 3. Project Title: Next Generation Model Trial Courts Project 1 4. Project Contact Person: Title: Lisa Symula Family Division Administrator - Probate/ Juvenile Register —_ Address Same as above Phone: 248-858-0950 Fax: 248-858-1126 E-Mail: symulal(a)co.oaldand.mi.us . 5. Application Type/Program Areas [ ] Project Area (1) - Planning Project - Circuit, Probate and District Court Jurisdictions [x] Project Area (2) - Planning Project - Circuit and Probate Court Jurisdictions [ I Project Area (3) - Implementation Project - Circuit, Probate and District Court Jurisdictions [ ] Project Area (4) - Implementation Project - Circuit and Probate Court Jurisdictions 6. Proposed Start Date: Proposed Completion Date: September 1, 2000 April 30, 2041 Project Area (1) and (2) Grant Application due September 1,2000 - Project Area (3) and (4) Grant Applications may be submitted as plans are completed. 9 02/06/01 TUE 14:28 FAX 18108581126 PROBATE COURT ADMIN. 7. CERTIFICATION: We certify that the project proposed in this application meets applicable requirements of the Next Generation Model Trial Courts Project, that all information presented is correct, ?lid that the applicant will comply with the provisions of all applicable state laws. /71 Chief Circuit Court Judge (Name): Hon. Barry Howard ' Signature: //77 tir Date: 9/1/00 i Address: City: Pontiac Phone:24438585284 1200 N. Telegraph Rd. State: MI Fax2483580920 Zip: 48341-0449 .Email: howardb@co.oakl and.mi.us Chief Probate Court Judge(Name): Hon. Linda Hallmark \...Signa .e: Date: 9/1/00 Address:: P tiac Phone:2488580289 1200 N. Telegraph Rd. State: MI Far.2484525194 Zip: 48341-04,49 E- Maikhallmarki® co.oakiand.mius • Chief District Court Judge (Name): Signature: Date: * Only required for Projects Areas (land3) -.,. Address: City: Phone: State: Fax: _ Zip: E-Mail: S. FUNDING Q u o 8A. Total Project Costs: (100% of Project Cost) _S2I,178 811. State Request: S11,250 (Maximum 75% of Project Costs) 8C. Local Match: Minimum 25% Cash/In-Kind) S9,928*___ SD. Other Sources of Funding for Project n/a Amount: Amount Amount: (Attach additional paper if necessary for other sources of funding for project) 10 02/06/01 TUE 14:29 FAX 18108581126 PROBATE COURT ADMIN. [Ion Barry L. Howard Oakland County Circuit Court (Date) (Court) Oakland County Probate Court 0 Linda S. Hallmark (Court) 9 m ate) /// ,// 47 M Oakland County Board of Commissioners (Date) STATE COURT ADMINISTRATIVE OFFICE NEXT GENERATION MODEL TRIAL COURTS PROJECT GRANT APPLICATION • ASSURANCES I. Applicants must provide assurance that there has been appropriate consultation with all affected agencies and that there will be appropriate coordination with all affected agencies in the development and implementation of the Project Plan. " 2. Applicants must provide assurance that all recipients offunding underihis project are required to comply with nondiscrimination requirements contained in various federal laws. Each applicant court should have a copy of their EEO Plan on file and available for review by the State Court Administrative Office. upon request 3. Applicants must assure that the applicant and its sub-grantees will not use state funds for lobbying and will disclose any lobbying activities. 4.. Recipients of funding will assure that the Supreme Court, the State Cat= Administrative Office, the local government audit division of the Michigan Department of Treasury, the State Auditor General or any of their duly authorized representatives shall have access to and the right to examine, audit, excerpt, copy, or transcribe any pertinent financial transactions, accounting records or other fiscal records related to this grant. Such records shall be maintained for a period of five years after completion of the grant project or until all State Court Administrative Office audits are complete for the fiscal period, whichever is later. By signing the Assurances form, the applicant court assures that it will comply with the requirements set forth in the project application in order to receive funding. 11 02/06/01 TUE 14:29 FAX 18108581126 . PROBATE COURT ADMIN. 421012 THE BUDGET SECTION 12 02/06/01 TUE 14:.29 FAX 18108581126 PROBATE COURT ADMIN. BUDGET SUMMARY Budget Category Total Cost (100%) A. Personnel $7,300* B. Fringe Benefits $2,628* C. Consultant/ Contractual $10,000 D. Travel 0 E. Consultant/ Contractual Travel $750 F. Supplies/Operating $500 G. Equipment 0 R013 TOTAL PROJECT COSTS State Request (75% max) Local Match (25% min) (Cash/In-Kind) $21,178 $11,250 59,928* Other Sources of Funding for Project - Amount: 0 Amount: 0 Amount: 0 (Attach additional paper if necessary for other sources of funding for the Project) Note: At least 25% of the total project cost is a required match and must come from a combination of local cash and in-kind contributions. The percentage of cash for the local match is not defined. Within each budget category on the grant application, the applicant must clearly indicate the individual items that are used as match with an asterisk (*). 13 02/06/01 TUE 14:30 FAX 18108581126 PROBATE COURT ADMIN. BUDGET NARRATIVE BUDGET NARRATIVE: The budget narrative should justify all costs associated with the proposed project. Personnel and Fringe Benefits: This item reflects a portion of court personnel hours expected to be devoted to the planning process. As itemized in the Budget Detail Worksheet, four court staff will be dedicating at least eight hours per month to meetings, documentation, materials preparation and review, interviews and consultation with facilitators, other administrators, judges and staff It is anticipated that additional administrative and support staff, not specifically referenced as a budget item, will also be engaged in the planning of court reorganization. Further, involvement of non-court personnel, from Oakland County's budget and finance area, personnel, Reimbursement and Board of Commissioners (to name a few) will be invited into the planning .project where appropriate. Fringe benefits are reflected at a standard percentage, for the staff specifically listed. Consultant and Consultant Travel: As consultants have not yet been interviewed or selected, the fee for facilitation services and travel are merely estimates, which will likely require adjustment Supplies and Operating: Materials will be required to support information gathering, conununication and promotion of court planning efforts. These supplies will largely support clerical functions, and are expected to include, but not be confined to: paper, printing and duplicating, postage and other miscellaneous supplies. iit)014 14 02/06/01 TUE 14:30 FAX 18108581126 PROBATE COURT ADMIN. Reis BUDGET DETAIL WORKSHEET The Budget Detail Worksheet: The budget detail worksheet should include a thorough justification for all costs including the basis for computing these costs. The budget must be complete, reasonable, and directly related to the activities proposed in the application. The Budget Detail Worksheet may be submitted on plain sheets following the format below. Indicate any items to be used to meet the 25% required match from local cash and in-kind contributions with an asterisk (*). A. PERSONNEL: List each position by title or name of employee if available. Show the annual salary rate and the percentage of time devoted to the project Name/Position Kevin Oeffner/ Court Administrator Lisa Symula/ Fain. Div. Admin. John Cooperrider/ Business Admin. Karen MacKenzie/ Re& and Frog Spec. Computation $46.42/hr ® 81rs/mo ® 6 mo $42.85/hr 8 hrs/nao @ 6 mo $36.37/hr ® 8 hrs/mo 6 mo $26.48/hr ® 8 hrs/mo 6 mo Cost - - $2228 $2056 $1746 $1270 Personnel Total $7300* B. FRINGE BENEFTI'S: Fringe benefits should be based on actual known costs or an established formula. Fringe benefits are only for the personnel listed in the budget and only for the percentage of time devoted to the project. Check the fringe benefits that apply and indicate the composite rate percentage. FICA -% Life Insurance x Insurance Vision Insurance Retirement Dental Insurance Hospital Insurance Worker's Compensation x Other (Disability) Composite Rate: 36% Fringe Benefit Total $2628* TOTAL PERSONNEL & FRINGE BENEFITS $9,928 15 02/06/01 ,TUE 14:30 FAX 18108581126 PROBATE COURT ADMIN. C. CONSULTANT/CONTRACTUAL: For each consultant enter the name (if known), service to be provided, hourly or daily fee (8-hour day), and esnmated time on the project. Consultant fees in excess of $250 per day require prior SCAO approval. (Note: Consultant Travel should be listed separately under category E). Name of Consultant Service Provided Computation Cost Unknown at this writing Review and support 100 hrs ® $100/hr $10;000 court planning process Consultant/Contractual Total $14,000 D. TRAVEL: Itemize travel expenses of project personnel by purpose (ex. training etc.). Show the basis of computation. For training programs, -travel and nieaLs should be listed separately. Show the number of trainees, the unit costs involved, and the location of travel. Travel for consultants should be listed under Section E under Consultant Travel. All travel must adhere to the Michigan Supreme Court Standardized Travel Rates for the Judicial Branch effective 10/01/99 which are included in the grant application kit_ a016 Purpose of Travel Location Item • (Airfart/ Hotel Computation MatisRacmcl Cost TOTAL PERSONNEL TRAVEL $ 0 E. CONSULTANT TRAVEL: List all travel expenses to be paid from the grant to consultants. Its= Location Computation Cost fAirtire car Rental/ Lansing to Pontiac 14 days @ 160 miles @ .321mile* $750 Hotel/Mcah) TOTAL CONSULTANT TRAVEL $ 750 TOTAL PERSONNEL TRAVEL AND CONSULTANT TRAVEL: $ 750 * Calculation is an estimate based on the potential point of origin for traveling consultant 16 02/06/01 TUE 14:31 FAX 18108581126 PROBATE COURT ADMIN. Z 017 F. SUPPI ,TRS/OPERA.TING: Supplies include any materials that areexpendable or consumed during the course of the project Training registration costs. should be included under this sectiOn. Supply Items/ Training,Registratjon Costs Computation Costs Duplication, printing, postage, paper, other $500 TOTAL SUPPLIES/OPERAMG 5 500 G EQUIPMENT: Equipment is tangible property having a. useful life of more than two years. Explain how the equipment is necessary for the success of the project in theBudget Nair-ativ- e. Equipment purchased with funding under this grant will be the property of the State Court Administrative Office but will be retained by the grant recipient as long as the equipment is used for the specific purposes identified in the grant request. Computation Cost TOTAL EQUIPMENT $0 Item 17 02/06/01 TUE 14:26 FAX 18108581126 PROBATE COURT ADMIN. 411002 MICHIGAN SUPREME COURT STATE COURT ADMINISTRATIVE OFFICE NEXT GENERATION MODEL TRIAL COURT GRANT PROGRAM GRANT CONTRACT Oakland County Trial Courts fC6 - Oakland County Probate) Grantee 38-6004876 Federal ID Number NG - 2000 - 05 SCAO Grant Number $ 11-250.00 Approved Grant Amount The purpose of the Next Generation Model Trial Court Grant Program is to provide funding assistance to Michigan trial courts to help with planning and implementation of Next Generation Model Trial Court initiatives. Grants from the Program are awarded to Grantees conditioned upon the Grantee's agreement to comply with the policies and procedures set forth in the Application Guidelines and Administrative Requirements for the Program and this grant contract The Grant Contract becomes effective upon signatures of the Grantee's Authorizing Official(s) and the State Court Administrator or his designee. 1. Contract This contract consists of and incorporates Grantee's Approved Grant Application and Budget. -1- Q003 02/06/01 TUE 14:26 FAX 18108581126 PROBATE COURT ADMIN. 2. Definitions A. Grantee's Grant Application submitted to and approved by the State Court Administrative Office for funding and documents submitted in addition to or in clarification of that document at the request of the State Court Administrative Office shall be referred to as the "Grant Application". B. The budget submitted with Grantee's Grant as approved by the State Court Administrative Office, shall be referred to as the "Budget Section". 3. Contract Administration The State Court Administrator or his agent shall have full authority to act for the Grantor in the Administration of this Contract consistent with the following provision& 4. Term of Contract The contract shall be effective upon signature of the Deputy Director of the State Court Administrative Office when signed by the authorizing official. 5. Contract Funding Upon approval of the Grantee's Application, the State Court Administrative Office agrees to provide funding for the Project from the Next Generation Fund in an amount not to exceed the amount of the grant contract. In no event does this contract create achargeagainst any other funds of the State Court Administrative Office or the Michigan Supreme Court. 6. Conduct of the Project A. Grantee shall abide by all terms and conditions imposed and required by the Grant Application Guidelines, Administrative and Budget Requirements. B. Grantee shall operate its project in accordance with the Key Components as outlined in the Application Guidelines. -2- 02/06/01 TUE 14:27 FAX 18108581126 PROBATE COURT ADMIN. C. Grantee shall comply with all applicable Federal, State and local laws, rules, and regulations. 7. Cash/In-Kind Match The State share of the grant project may not exceed 75% of the total project costs. At least 25% of the total project cost is a required match and must come from local or other sources. Cash and/or In Kind contributions must constitute a portion of the required match. Portion is not defmed. 8. Assignments and Subcontracts All appropriate provisions and requirements of this Contract shall apply to any sub-contracts or agreements. Grantee shall be held responsible by the State Court Administrator for the performance of any sub-contractor. 9. Independent Contractor Status A. Both parties of this Contract will be acting in an independent capacity and not as agents, employees, partners, joint ventures, or associates of one another. The employees or agents of one party shall not be deemed or construed to be the agent or employee of the other party for any purpose. B. Grantee understands and agrees that all persons furnishing' -Services pursuant to this Contract are, for purposes of Workers Compensation liability or other actions of employee-related liability, employees solely of Grantee and not of the State Court Administrative Office or Supreme Court. Grantee bears the sole responsibility and liability for furnishing Workers Compensation benefits to any person for injuries arising from or connected with services performed pursuant to the Contract. 411004 -3- 02/06/01 TUE 14:27 FAX 18108581126 PROBATE COURT ADMIN. 10. Indemnification Grantee agrees to indemnify, defend and hold harmless the Michigan Supreme Court, the State Court Administrative Office, their agents, officers, and employees from and against any and all liability expense, including defense costs and legal fees, and claims for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, or property damage arising from or connected with Grantee's operations or services performed pursuant to this Contract. 11. Acquisition, Accounting, Record Keeping & Inspection A. Grantee agrees that all expenditures from this Contract including the acquisition of personnel services, contractual services, supplies, and equipment, shall be in accordance with (1) the standard procedures of Grantee's unit of government and (2) the Administrative and Budget Requirements of the Grant Program. B. Grantee agrees to maintain accounting records following generally accepted accounting principles for the expenditure of funds for the purposes identified in the Grant Application, Budget, and any applicable approved contract addendum and/or budget amendment C. Grantee agrees that the Supreme Court, State Court Administrative Office, the local government audit division of the Michigan Department of Treasury, the State Auditor General, or any of their duly authorized representatives, including program evaluators and auditors, shall have access to and the right to examine, audit, excerpt, copy, or transcribe any pertinent transaction, books, accounts, data, time cards, or other records related to this Contract. Such materials, including all pertinent costs reports, accounting and financial records shall be kept and maintained by Grantee for a period of five (5) years after completion of this Contract or until all State Court Administrative Office audits are complete for the fiscal period, whichever is later. Failure of Grantee to comply Lit oos -4- 02/06/01 TUE 14:27 FAX 18108581126 PROBATE COURT ADMIN. Q006 with requirements of this section shall constitute a material breach of this Contract upon -which the State Court Administrator may cancel, terminate, or suspend this Contract. D. The grantee's accounting system must maintain a separate fund or account which segregates the Grant Program contract receipts and expenditures. 12. Accountability for Grant Program Funds Grantee agrees that it will not expend funds obtained under this agreement for any purpose other than those authorized in the Administrative Requirements and specified in the Grant Application and Budget for the Next Generation Model Trail Court Grant Program and will expend granted funds only during the period covered by the Contract unless prior written approval is received from the State Court Administrative Office. • 13. Program Evaluation and Review Grantee shall allow appropriate Supreme Court and State Court Administrative Office representatives to evaluate, audit, inspect and monitor program progress. The inspection methods that may be used include: on-site visits; interviews of staff; and review of case records, receipts, monthly/quarterly statistical reports, and fiscal records. 14. Reports - -- A. Grantee agrees to provide reports as identified in the Application Guidelines and Administrative Requirements for the Program to the State Court Administrative Office as follows: B. Quarterly Financial/Expenditure Reports: Financial reports are due quarterly 30 days following each quarter of the fiscal year. A Quarterly Financial/Expenditure Report must be submitted every quarter the award is active even if there has been no financial activity during the reporting period. -5- '02/06/01 TUE 14:28 FAX 18108581126 PROBATE COURT ADMIN. a007 C. Program Progress Reports: Progress reports are due semi-annually. The report will be due on April 30 and one week after the end of the fiscal year or October 6. D. Final Financial Expenditure Report: A Final Financial Expenditure Report will be due one week subsequent to the end of the fiscal year or October 6. E. The State Court Administrative Office retains the right to reallocate grant funding if ongoing progress is not being made toward implementation of the grant project Reimbursement fir grant costs and future funding may be withheld if the Financial/Expenditure Reports and/or Program Progress Reports are delinquent 15. Modification Program Modification: This Contract fully expresses the agreement between the parties. No modification of Grantee's Contract regarding the program can be made without prior written approval of the State Court Administrative Office using a Contract Adjustment Request Form. Budget Modification: Adjustments in expenditures within line item categories in the approved budget may be made up to $1,000 without prior written approval of the State Court Administrative Office. Modifications in line item categories in excess of $1,000 require prior written approval of the State Court Administrative Office and can be re -quested using a Contract Adjustment Request Form. 16. Funding Hold/Termination The State Court Administrative Office, may at its election, place a funding hold on contracted amounts not yet disbursed, or terminate the contract if the State Court Administrative Office concludes that the Grantee is not in compliance with the conditions and provisions of this Grant Contract, the Grant Application Guidelines and Administrative Requirements or the Budget -6- 02/06/01 TUE 14:28 FAX 18108581126 PROBATE COURT ADMIN. 2008 Requirements of the Grant Program. The State Court Administrative Office may extend an opportunity for the Grantee to demonstrate compliance. Notification of a funding hold or termination will be in writing. Authorized By: Dawn Monk Deputy State Court Administrator Date Acceptance by Grantee: Authorizing Official (Signature) Date Hon. Barry Howard Chief Circuit Court Judge Authorizing Official/Title Authorizing Official (Signature) Date Hon. Linda Hallmark Chief Probate Court Judge Authorizing Official/Title 6-c004- /ICU ckral Resolution #01092 March 22, 2001 The Chairperson referred the resolution to the Finance Committee. There were no objections.