HomeMy WebLinkAboutResolutions - 2024.05.22 - 41224
AGENDA ITEM: Application to the State Court Administrative Office for the FY 2025 Michigan Drug
Court Grant Program
DEPARTMENT: 52-4 District Court (Troy)
MEETING: Board of Commissioners
DATE: Friday, June 7, 2024 8:55 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2024-4091
Motion to approve the grant application to the State Court Administrative Office for the FY 2025
Michigan Drug Court Grant Program in the amount of $172,813, for the period of October 1, 2024
through September 30, 2025.
ITEM CATEGORY SPONSORED BY
Grant Penny Luebs
INTRODUCTION AND BACKGROUND
The 52nd District Court, Division IV (Troy) is applying to the State Court Administrative Office
(SCAO), Michigan Drug Court Grant Program (MDCGP) for the grant period of October 1, 2024,
through September 30, 2025. The court intends to continue the Drug Court to assist in addressing
the problems of increasing recidivism, increasing use of alcohol and illegal drugs, rising system
costs, and an increase in jail days ordered. The application proposes continuation of funding of one
(1) SR full time eligible (FTE) Probation Officer position (#3020505-11892) in the Probation Unit.
The grant application also provides funding for drug and alcohol testing, participant incentives,
counseling services, peer recovery coaches and Michigan Association of Treatment Court
Professionals (MATCP) conference, National Association of Drug Court Professionals (NADCP)
conference and NADCP Practitioner Training expenses for ongoing education.
The grant application has completed the Grant Review Process in accordance with the Grants
Policy.
BUDGET AMENDMENT REQUIRED: No
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com or the department contact persons listed for additional
information.
CONTACT
Jennifer Phillips, District Court Administrator
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 5/22/2024
AGENDA DEADLINE: 06/07/2024 6:00 PM
ATTACHMENTS
1. Grant Review Sign-Off 52-4 Final
2. FY25 Grant Application Final
3. FY25 PSC SSSPP Grant Application Opening 040124 (002)
4. allowables
COMMITTEE TRACKING
2024-05-14 Public Health & Safety - Recommend to Board
2024-05-22 Full Board - Adopted
Motioned by: Commissioner Penny Luebs
Seconded by: Commissioner Robert Hoffman
Yes: David Woodward, Michael Spisz, Penny Luebs, Kristen Nelson, Christine Long, Robert
Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, Yolanda Smith
Charles, Charles Cavell, Brendan Johnson, Ajay Raman, Ann Erickson Gault, Linnie Taylor (16)
No: None (0)
Abstain: None (0)
Absent: Karen Joliat, Michael Gingell (2)
Passed
GRANT REVIEW SIGN-OFF – 52/4 District Court
GRANT NAME: FY2025 Michigan Drug Court Grant Program
FUNDING AGENCY: State Court Administrative Office (SCAO)
DEPARTMENT CONTACT: Patricia Bates (248) 528-8584
STATUS: Application (Greater than $50,000)
DATE: 4/24/2024
Please be advised that the captioned grant materials have completed the internal grant review. Below are the returned
comments.
The Board of Commissioners’ liaison committee resolution and grant application package (which should include this sign-
off and the grant application with related documentation) should be downloaded into Civic Clerk to be placed on the next
agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved – Sheryl Johnson (04/22/2023)
Human Resources:
Approved by Human Resources. Continues one (1) position with no changes. HR action not needed. – Heather
Mason (4/22/2024)
Risk Management:
Approved. No County insurance requirements– Robert Erlenbeck (04/24/2024)
Corporation Counsel:
Approved – Mary Ann Jerge (4/22/2024)
36306 - Fiscal Year 2025 State and Federal Grant Application Michigan Drug36306 - Fiscal Year 2025 State and Federal Grant Application Michigan Drug
Court Grant Program (MDCGP)Court Grant Program (MDCGP)
Application De tailsApplication De tails
Funding Opportunity: 36103-Fiscal Year 2025 State and Federal Grant Application
Funding Opportunity Due Date: May 31, 2024 11:59 PM
Program Area: Michigan Drug Court Grant Program (MDCGP)
Status: Editing
Stage: Final Application
Initial Submit Date:
Initially Submitted By:
Last Submit Date:
Last Submitted By:
Contact Information
Primary Contact Information
Name:Ms.
SalutationSalutation
Patricia
First NameFirst Name
Middle NameMiddle Name Bates
Last NameLast Name
Title:
Email*:batesp@oakgov.com
Address*:520 W. Big Beaver
Troy
CityCity
Michigan
State/ProvinceState/Province
48084
Postal Code/ZipPostal Code/Zip
Phone*:(248) 528-8584
PhonePhone
###-###-#######-###-####
Ext.Ext.
Fax:(248) 524-6454
###-###-#######-###-####
To access the WebGrants Access form click To access the WebGrants Access form click here.here.
WebGrants Authorization Approval Form:
Organization Information
Name*:52nd District Court Fourth Division - Oakland County (D52-4)
Organization Type*:State Court Administrative Office
Tax Id:
Organization Website:
Address*:520 W. Big Beaver Road
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Troy
CityCity
Michigan
State/ProvinceState/Province
48084
Postal Code/ZipPostal Code/Zip
Phone*:(248) 528-0400
###-###-#######-###-####
Ext.Ext.
Fax:###-###-#######-###-####
FY 25 Application
Program InformationProgram Information
Select your court*:D52-4 (Troy) Oakland
County*:Oakland
If your program is multi-jurisdictional or,
includes additional counties in the same
jurisdiction? Please list all of the
participating jurisdictions and/or counties
here (e.g. 21st District Court and 23rd
District Court OR Clare and Gladwin
Counties).
(e.g. 21st District Court and 23rd District Court (e.g. 21st District Court and 23rd District Court OROR
Clare and Gladwin Counties)Clare and Gladwin Counties)
*:
We are not a multi-jurisdictional program.
Please pick your program type*:Hybrid DWI/Drug Court
Federal Tax ID *:38-6004876
What is the program's most recent LAO number.What is the program's most recent LAO number.
LAO#
Planning programs enter 0000-00Planning programs enter 0000-00
*:
2008-15
Region*:Region 6
Chief Judge *:Travis Reeds
Court:52/1 District Court
Building:
Street Address*:48150 Grand River Ave.
City, State and Zip code *:Novi MI 48374
Email Address*:reedst@oakgov.com
Program Judge 1 Name*:Maureen McGinnis
Number of years as a program judge.*:>2 years
Court:52/4 District Court
Program Judge 1 Email Address*:mcginnism@oakgov.com
Program Judge 2 Name:Kirsten Hartig
Number of years as a program judge.:>2 years
Court:52/4 District Court
Program Judge 2 Email Address:hartigk@oakgov.com
Program Judge 3 Name:
Number of years as a program judge.:
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Court:
Program Judge 3 Email Address:
Program Judge 4 Name:
Number of years as a program judge.:
Court:
Program Judge 4 Email Address:
Court Administrator*:Jennifer Phillips
Court:52/4 District Court
Email*:phillipsj@oakgov.com
Financial Officer*:Brian Lefler
Project Director*:Patricia Bates
Court:52/4 District Court
Building:
Street Address*:520 W. Big Beaver
City, State, Zip code*:Troy MI 48084
Project Director E-mail Address*:batesp@oakgov.com
Project Director Phone Number*:248-528-8584 Ext.Ext.
Authorizing Official (individual who will
sign the grant contract) Name*:
David Woodward
Authorizing Official E-mail Address*:woodwardd@oakgov.com
Authorizing Official Phone Number*:248-858-1572 Ext.Ext.
Authorizing Official Title *:Board of Commissioners Chair
SIGMA Vendor ID #*:
CV0048080
This number begins with CV, followed by 7 digits. Review previous payments from the State for this number. If you would like assistance, please contactThis number begins with CV, followed by 7 digits. Review previous payments from the State for this number. If you would like assistance, please contact
PSC@courts.mi.gov.PSC@courts.mi.gov.
Program OperationsProgram Operations
Is the program applying for planning or
operational funds? *:
Operational Funds
How many years has the program been
operational? :
11
When does your program plan to begin
accepting participants? :
What is the program's capacity? :50
What is the current number of active
participants? :
29
Does the program accept transfers? :Yes
Provide a description of your program as it
relates to project goals and funding needs:
The 52-4 District Court Drug Therapy Court (DTC) has several important goals for FY25 that will require funding. The program is comprised of
three phases, with Phase One being the most challenging for the participants in many ways. The financial burdens placed upon the participant in
the first few months of the program are significant. These costs include the obligation to pay for drug and alcohol testing a minimum of ten to
twelve times a month, all fees/costs associated with the installation and monitoring on an interlock device (if they are eligible for a restricted
treatment court driver’s license), and a $375 registration fee to attend an offsite weekend education program, along with probation oversight fees
and fines/costs that may have been assessed at sentencing.
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Grant funding that can be used to defray the cost of these services assists in alleviating the financial stress for those participants who demonstrate
financial need, but only when the funding is available. Our program has experienced an increased need for financial support to ensure that
participants can pay for testing and treatment, especially in the early months of the program when we want them to focus on maintaining sobriety
and engaging in treatment. As a participant progresses through the program, assistance amounts are reduced. By the third phase of the
program, the participant is expected to be financially stable and able to cover the costs associated with the program, with exceptions as needed.
In order to ensure that our limited resources are directed to the participants with the most demonstrated need, we have established a procedure
whereby anyone requesting financial assistance is asked to complete the MC287 Financial Statement Form and provide supporting documentation,
including proof of employment, tax returns, bank statements and monthly bills for the last 30 days. Even with this in-depth procedure in place, we
consistently find that the requests and verified financial needs of the participants are higher than the available funding we have to support them.
Our program and team members do not want someone to be unsuccessful in the program simply due to financial constraints. We have witnessed
the unfortunate reality that exists when participants must choose between paying DTC program expenses over ensuring their basic needs are met
(i.e. food, clothing, shelter) because we are unable to provide financial support.
PROGRAM GOAL #1- Offe r a compre he nsiv e te sting program that participants can afford.
In addition to requiring that participants test between 10-12 times/month in accordance with best practices, we utilize a contracted agency to come
to the courthouse randomly when review sessions are scheduled and test participants without advance warning. For many of these onsite tests,
we modify the testing panels and add in multiple panels to test for trending and designer drugs of abuse. These tests are extremely valuable in
determining if participants are truly free from the use of mood-altering substances, however, the costs associated with these specialized test panels
can be extremely high (between $50-$100 per test) and are not a cost that can be sustained by the participant. When grant funding is available,
we make efforts to cover at least some of the costs associated with this onsite testing. While covering the cost for these tests is not required, we
have found that the value of these test results have been well worth the cost, as the specialized tests ensure that our testing program is truly
random and makes it difficult for participants to manipulate results. Our goal is to be able to secure grant funding that would allow us to cover the
cost of this onsite testing at least once a month and still have funding to assist individual participants as needed.
PROGRAM GOAL #2- Prov ide formal te am training opportunitie s for all te am me mbe rs.
In an effort to improve our program, all team members committed to participate in the “All Rise BeST Assessment” in October 2023. Based on
analysis of answers provided by all team members, the assessment scores the level to which our team follows best practices as outlined in each of
the 10 Key Components. All but two team members gathered in January 2024 to answer the 159 questions in the assessment. When we received
our results from All Rise, we were very proud that we scored an average of 95% on each of the first seven components. One of the key
components that the assessment identified that we had room to improve on was Key Component 9, which requires “continuing interdisciplinary
education to promote effective treatment court planning, implementation and operation.”
We received a score of 20% on meeting best practices in this area, which was highly attributed to the lack of team training that we have been able
to participate in. We believe that this deficiency is, at least in part, due to lack of funding that we have for team members to participate in training.
Per ATC Best Practice Standard V, II, page 39, “Team members attend continuing education workshops on at least an annual basis to gain up-to-
date knowledge about best practices including substance use disorder and mental health treatment, complementary treatment and social services,
behavior modification, community supervision, team decision making, and Constitutional and legal issues in drug courts.” While our program
currently requires that each new member completes an orientation program with on-demand training modules, we have had very few opportunities
to train as an established team. We share information on all free or low-cost training opportunities with the team but these are often virtual or are
geared toward new teams. While there are several conferences that would be exceptional for training, these are often cost prohibitive for our team
members to attend and, for this reason, we do not make attendance at these conferences mandatory. Our goal is to secure more training as a
team and in our individual roles within the team, including getting multiple members to the MATCP Annual Conference and the national All Rise
conference.
PROGRAM GOAL #3- Expansion of pe e r re cov e ry coach options for participants.
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We have been able to personally see the positive impact that a peer recovery coach (PRC) can have on a participant, including reducing the
likelihood of relapse, holding participants accountable and sharing the tools and resources they have acquired from their own recovery. We were
ecstatic when we were able to secure the funding to add a PRC to our team and have found her participation in our program to be invaluable.
Significant research has been done to understand the differences between the substance use disorders of men and women. We are constantly
reminded by the work that we do in our program that different genders are likely to have vastly different experiences in the way their addictions
unfolded and how they have been treated by society. Research also shows that the PRC/participant relationship is strengthened based on the
shared experiences that they have so we believe it is incumbent upon us, as a program, to offer a wider array of PRCs from different backgrounds
to meet the needs of the participants that make up our program. We hoped to achieve this goal in FY24 but did not have the funding to do so.
Our goal is to add a male and/or culturally diverse PRC to our team to expand the likelihood that the coaches will have shared experiences with
some of our participants.
PROGRAM GOAL #4- Expand participant acce ss to ancillary se rv ice s.
In addition to the grant funded services we strive to provide to the participants, we have also worked hard to improve access to low or no cost
ancillary services as well. Our participants have been enjoying visits from therapy dogs through a local group called the Fur Angels. The
coordinator has established a schedule to present quarterly speaking panels that advise our participants on a variety of topics. We have informally
established a group of DTC alumni that come back and speak to current participants. We provide information and exposure to pro-social sober
support organizations like The Phoenix and Live Rite and have set up opportunities to learn about alternative support groups such as Smart
Recovery and Dharma Recovery.
Our goal for FY25 is to create a budgeting and finance program for all participants that would be mandatory, but free, to attend, to ensure that
participants are on track to be financially stable when they graduate from the program. If the necessary funding were available to us, the program
coordinator plans to complete a basic budgeting certification program that is offered through the National Financial Educators Council, so she can
facilitate the training to the DTC participants going forward.
Did your program receive SCAO-
administered grant funds in the current
fiscal year?:
Yes
Please select all of the grant programs
which funded this program in the current
fiscal year. :
MDCGP
What was the total amount of SCAO-
administered grant funds the program was
awarded in the current fiscal year?:
$130,000.00
Will the program likely expend all of its
grant award during the current fiscal year?
:
Yes
What are the reasons that the program will
likely not spend the entire grant award
during the current fiscal year? :
Have any of the service(s) and/or good(s)
rates increased from the current fiscal
year?
(e.g. coordinator pay increased from $23/hr to(e.g. coordinator pay increased from $23/hr to
$24.50/hr, drug tests increased from $12 to $15)$24.50/hr, drug tests increased from $12 to $15)
:
Yes
List the service(s) and/or good(s), the
current fiscal year rate, and the new rate.:
#1 Te sting – Our costs for FY24 increased in February 2024 when renewing the contract with the awarded in-house agency. There has been a
cost increase as it pertains to drug and alcohol testing due to various factors. Our testing agencies increased prices as a result of a significant
increase in their costs over the past few years. The cost of manpower, supplies and laboratory fees have increased 15% to 40%. Below are testing
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prices for the most commonly run tests for the 52-4 DTC program. These prices are set for a three year period and will be reviewed again after that
three year period or upon a drastic change in what is being asked of our office or drastic reduction in volume.
ETG $20 to $22
10 panel drug $15 to $19
10 panel drug + ETG $23 to $25
Second, the 52-4 DTC has been regularly varying the panels we are testing for in response to the population and the drugs that are commonly
being abused in our area that are outside of the standard panels. These additional panels are more costly and can increase the cost of each test
significantly. Some of the metabolites we have been testing for are Gabapentin, Kratom, Fentanyl, Ketamine, Soma, GHB, etc.
Most commonly run specialty panel: $48 to $53
$48 Panel
(Soma, Tramadol, Neurontin, Suboxone, OPI, OXY, Methadone, BZO, THC, COC,AMP/MAMP,MDMA, BAR, Kratom, ETG)
$53 Panel
(Soma, Tramadol, Neurontin, Suboxone, OPI, OXY, Methadone, BZO, THC, COC,AMP/MAMP,MDMA, BAR, Kratom, ETG) + Fentanyl
#2 Salary and Fringe – increased from $118,431 to $122,840 (over a 4% increase)
#3 Pe e r Re cov e ry Coach – contracted through Oakland County Health Network and was notified that there would likely be cost increases
when renewing our contract in FY25. We currently pay $31/hour plus mileage, ($.50) and have paid those rates for the last two years.
#4 M ATCP confe re nce re gistration – $395, up from $355 (actually increased FY24)
Aside from increases covered above, are
you requesting more grant funds in this
application than the program was awarded
during the current fiscal year?:
Yes
Please explain why more funds are being
requested.
(e.g. (e.g. program expansion, increase in services, orprogram expansion, increase in services, or
operational adjustments)operational adjustments)
:
The 52/4 D.C. Drug Therapy Court program is requesting additional funds to assist in covering the cost of testing for eligible participants who have
demonstrated a need, as well as continuing the ability to provide and cover the cost of onsite testing with varied and expanded panels. Additional
funds will also be used to continue to offer meaningful incentives, expand the Peer Recovery Coach to add a second male position, expansion of
training opportunities such as sending more team members to the MATCP conference, sending team members to the national All Rise Conference,
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All Rise Practioner Training and MATCP Coordinator Conference as well as other agency offered team or individual discipline training.
In FY24 the program experienced a greater strain, despite being an almost 10% increase from FY23. Increased salary and fringe impacted the
budget, leaving just 9% to put towards other expenses. Funding for testing was cut by 25% from FY23 with more participants requesting increased
financial support to cover their individual costs. As of the 2nd Quarter Claim for FY24, the program has used 66% of our testing budget. As an
important part of the testing program, onsite, surprise testing is held on random session days, once or twice a month. The value of this testing is
two-fold: it strengthens our random testing protocol and we are able to choose different panels not in our standard 12 panel test, which can be
quite costly and we do not want to pass that along to the participants. Without additional funds the program will have to significantly cut our onsite
testing with specialty panels and will be very limited to the financial support afforded participants that demonstrate a financial need for their regular
required testing.
FY24 experienced a 37% reduction in available grant funds for incentives from FY23. As of FY24 2nd quarter claim, the program has spent 71% of
our incentive budget.
In January 2024, both DTC teams came together to complete the 159 question ALL RISE BeST Assessment. The assessment is designed to
determine how a problem solving court is meeting best practices for each of the Ten Key Components. The overall results for our programs were
very encouraging with an average of 95% for the first seven key components. The key components where the program did not do as well were all
tied to funding. Notably, the program earned only 20% for training, which was no surprise and documents the importance of additional funding. The
52/4 D.C. modest training budget, that is shared among the judges, magistrates, administration and 6 probation officers does not afford the
opportunity to attend the National All Rise Conference, All Rise Practioner training, MATCP Coordinator Conference and covers only limited costs
for the MATCP State Conference.
The program has spent 64% of the Peer Recovery Coach budget, which was cut by 32% from FY23 and at our current rate, will run short before
September 30, 2024. Additionally, we would like to expand our Peer Recovery Coach programming by adding a second coach. Currently, we have
one female PRC who is invaluable to the program but the team has recognized the need to add a male PRC. This is a goal we had also set in FY24
but were not able to attain due to finances.
For the upcoming/next fiscal year, will the
program receive funding from another
source (non-SCAO funding, such as local or
federal funding), or has the program
applied for funding from another source?*:
No
Please provide the following information Please provide the following information
1.) Have you received notification of the award? 1.) Have you received notification of the award?
2.) What is the funding source? 2.) What is the funding source?
3.) What is the maximum amount per year? 3.) What is the maximum amount per year?
4.) When will the funds expire? 4.) When will the funds expire?
5.) Are these funds restricted? If yes, please explain.5.) Are these funds restricted? If yes, please explain.
Federal Funding Application (Must be completed if requesting federal funding)
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Would you like to be considered for SCAO
administered federal grants ( OHSP and
Byrne JAG)?
If no, there is no need to answer further questionsIf no, there is no need to answer further questions
on this page. on this page. Please save the form and mark asPlease save the form and mark as
complete.complete.
*:
Yes
OHSP and Byrne JAG funds are available to adult programs only.OHSP and Byrne JAG funds are available to adult programs only.
I have reviewed the grant information in
the blue ribbon (above) and understand the
funding requirements for each source. :
Yes
I understand that by selecting no to the
question above, my program will not be
considered for OHSP or Byrne JAG funds. :
No
Prior Funding
Has the applicant received a prior State
Court Administrative Office grant under
Byrne JAG or OHSP funding? :
No
Has the applicant received a prior State
Court Administrative Office grant under
Michigan Drug Court Grant Program,
Michigan Mental Health Court Grant
Program, Michigan Veterans Treatment
Court Grant Program, or Swift and Sure
Sanctions Probation Program? :
Yes
Does your county have an Equal
Employment Opportunity Plan (EEOP)?:
Yes
When was the plan formulated? :11/20/2019
Number of Court Employees :39
Total number of the employees that work in the court (not including judges) where the program operates.Total number of the employees that work in the court (not including judges) where the program operates.
Please upload a screenshot of the
court/county status listed in SAM.gov based
on your Federal Unique Entity Identification
(UEI) number.:
SAM 2024 registration.pdf
Will your program collect program income
during the fiscal year? :
Yes
What is the anticipated amount of program
income you will collect during the fiscal
year?:
$5,000.00
Pre-Award Financial Risk Assessment
The applicant is required to complete a pre-award financial risk assessment as part of the grant application. The applicant is required to complete a pre-award financial risk assessment as part of the grant application. The questionnaire helps the SCAO assess the financialThe questionnaire helps the SCAO assess the financial
management and internal control systems, and the associated potential risks of an applicant. management and internal control systems, and the associated potential risks of an applicant. The pre-award financial risk assessment should only be completed byThe pre-award financial risk assessment should only be completed by
program and financial staff most familiar with the applicant?s systems, policies, and procedures to ensure the correct responses. program and financial staff most familiar with the applicant?s systems, policies, and procedures to ensure the correct responses. The responses directly impact the pre-The responses directly impact the pre-
award risk assessment and should accurately reflect the applicant?s financial management and internal control system at the time of the application. award risk assessment and should accurately reflect the applicant?s financial management and internal control system at the time of the application. The pre-awardThe pre-award
financial risk assessment is an additional factor in determining funding. Applicant risk level may affect the funding decision and/or result in additional reportingfinancial risk assessment is an additional factor in determining funding. Applicant risk level may affect the funding decision and/or result in additional reporting
requirements, monitoring, special conditions, or additional award requirements.requirements, monitoring, special conditions, or additional award requirements.
Does the applicant have new individuals
involved with the grant (less than 1 year)?
This includes anyone directly or indirectly
involved with the grant operations and
financial management, (i.e., coordinator,
judge, financial personnel, etc.):
No
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If yes, include name and role within the
program:
Does this person handle any financial
aspect of the grant? :
If yes, please detail their involvement:
Does the applicant have any new system
changes within the past 12 months (system
means in relation to purchasing an
organization's system or systems for
purchasing and contracting, including
lease-or-buy decisions, the selection of
contractors, analysis of quoted prices,
negotiation of prices with contractors,
placing and administering of orders, and
expediting delivery of materials or
services). :
No
If yes, please describe :
Audit
For this section, an ?audit? is conducted by an independent, external auditor using generally accepted auditing standards (GAAS) or Generally Accepted GovernmentalFor this section, an ?audit? is conducted by an independent, external auditor using generally accepted auditing standards (GAAS) or Generally Accepted Governmental
Auditing Standards (GAGAS), and results in an audit report with an opinion.Auditing Standards (GAGAS), and results in an audit report with an opinion.
Has the applicant undergone any of the
following types of audits? (check all that
apply):
Financial Statement Audit,Single Audit under 2 CFR Part 200
On the most recent audit, what was the
auditor's opinion?:
Qualified Opinion
Were material weaknesses noted in the
report?:
Yes
Were the material weaknesses related to
an SCAO grant? :
No
If the material weaknesses in question are
not directly related to an SCAO grant, could
the material weaknesses have an impact
on SCAO? (e.g., bank reconciliation):
No
Please specify the corrective action:
Weakness was due to implementing new software 2 years ago and still “working out the bugs.”
Financial Management System
Does the applicant's accounting system
have the capability to identify the receipt
and expenditure of awards funds
separately for each SCAO award? :
Yes
Does the applicant?s accounting system
have the capability to record expenditures
for each SCAO award by the budget cost
categories shown in the approved budget?:
Yes
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Does the applicant?s accounting system
have the capability to accurately track
employees actual time spent performing
work for each SCAO award, and to
accurately allocate charges for employee
salaries and wages for each SCAO award,
and maintain records to support the actual
time spent and specific allocation of
charges associated with each applicant
employee? :
Yes
Does the applicant?s accounting system
include budgetary controls to preclude the
applicant from incurring obligations or
costs that exceed the amount of funds
available under an SCAO award (the total
amount of award as well the amount
available in each budget cost category)? :
Yes
Is the applicant familiar with the ?cost
principles? that apply to recent and future
Federal awards, including the general and
specific principles set out in 2 C. F. R Part
200? :
Yes
Procurement
Does the applicant maintain written
policies and procedures for procurement
transactions that (Check all that apply):
are designed to avoid unnecessary or duplicative purchases?,set out a process for soliciting goods and services?
Are the applicant?s procurement policies
and procedures designed to ensure that
procurements are conducted in a manner
that provides full and open competition to
the extent practicable, and to avoid
practices that restrict competition? :
Yes
Do the applicant?s procurement policies
and procedures require documentation of
the history of a procurement, including the
rationale for the method of procurement,
selection of contract type, selection or
rejections of contractors, and basis for the
contract price?:
Yes
Does the applicant have written policies
and procedures designed to prevent the
applicant from entering into a procurement
contract under an SCAO award with an
entity or individual that is suspended or
debarred from such contracts, including
provisions for checking for suspended or
debarred prior to award?:
Yes
Subrecipient
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Does the applicant have written policies
and procedures, and/or guidance designed
to ensure that any subawards made by the
applicant under an SCAO award (1) clearly
document applicable grant requirements,
(2) are appropriately monitored by the
applicant, and for Federal Grant Applicants
(3) comply with the requirements in 2 C. F.
R. Part 200 (see 2 C. F. R. 200.331)?:
N/A- Applicant doesn't make subawards
Is the applicant aware of the differences
between subawards under SCAO awards
and procurement contracts under SCAO
awards, including the different roles and
responsibilities associated with each? :
N/A- Applicant doesn't make subawards
Does the applicant have written policies
and procedures designed to prevent the
applicant from making a subaward under
an SCAO award to an entity or individual
who is suspended or debarred from such
subaward, including provisions for
checking for suspended or debarred prior
to award?:
N/A- Applicant doesn't make subawards
Other Federal Risk
Is the applicant designated ?high risk? by a
federal grant-making agency? (High risk
includes any status under which a federal
awarding agency provides additional
oversight due to the applicant?s past
performance, or other programmatic or
financial concerns with the applicant.):
No
List the agency and the reasons for :
CertificationCertification
Certification on behalf of the applicant
(Must be made by the chief executive, executive director, chief financial officer, designated authorized representative (?AOR?), or other official with the requisite knowledge(Must be made by the chief executive, executive director, chief financial officer, designated authorized representative (?AOR?), or other official with the requisite knowledge
and authority).and authority).
On behalf of the applicant, I certify to the
State Court Administrative Office that the
information provided above is complete
and correct to the best of my knowledge. I
have the requisite authority and
information to make this certification on
behalf of the applicant.:
Yes
Name*:Patricia Bates
Title*:Program Coordinator
Phone*:248 528 8584
Date*:04/19/2024
Budget
PersonnelPersonnel
11 of 15
PersonnelPersonnel
Describe the personnel costs (i.e., wages) associated with the proposed project.Describe the personnel costs (i.e., wages) associated with the proposed project.
Erika Saylor – FTE 2080 hours x $37.89 – this includes step increase and CoLA for FY25 of 2%. This is a 4% increase from FY24. The DTC
probation officer duties include intensive case management, bio/psych/social interview and assessment as well as administering the CRNA , LS/CMI
for potential participants. The position is fully supported by grant funding. Other probation staff funded by Oakland County spend several hours of
their week to coordinate, supervise (backup probation officer) and support DTC casework. It is estimated the probation supervisor, who is also the
DTC coordinator, spends approximately 70% of their time working on DTC administration between the two judges. Those duties include writing and
management of the grant, maintaining and updating both the participant and policy and procedure manuals, scheduling team meetings with
agenda and training outside of the regular DTC session meetings, schedules quarterly speakers for participants, schedules all onsite testing,
management of all DTC-related contracts, issuance of any required RFP for any new services or updated contracts, reading all DTC participant
assessments for sentencing, communication with team members, updating and maintaining all forms for participants and the team, purchasing all
incentives, securing new or additional team members as needed, scheduling therapy dog appearances, and acting as liaison to SCAO and other
courts regarding DTC matters.
Fringe BenefitsFringe Benefits
Fringe BenefitsFringe Benefits
Describe in detail each fringe benefit amount. Describe in detail each fringe benefit amount. If you are requesting funds in the ?Other? category, include a detailed description of those expenses.If you are requesting funds in the ?Other? category, include a detailed description of those expenses.
This is a 8% increase from FY24.
FICA – (rate 7.65%) $6,029
Retirement (24.24%) $19,103
Disability (1.5%) $1,182
Unemployment (.06%) $47
Group Life (.26%) $205
Workers Comp (.88%) $694
Medical $15,955
NameName PositionPosition ComputationComputation RequestRequest
Other Grant Or Funding SourceOther Grant Or Funding Source
Local Cash ContributionLocal Cash Contribution Local In-Kind ContributionLocal In-Kind Contribution TotalTotal
Erika SaylorErika Saylor Probation OfficerProbation Officer $37.89 x 2080 hours$37.89 x 2080 hours $78,809.00$78,809.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $78,809.00$78,809.00
$78,809.00 $0.00 $0.00 $0.00 $78,809.00
Types of Fringe Benefits to be ClaimedTypes of Fringe Benefits to be Claimed RequestRequest
Other Grant Or FundingOther Grant Or Funding
SourceSource
Local CashLocal Cash
ContributionsContributions
In-KindIn-Kind
ContributionsContributions TotalTotal
FICA, retirement, disability, unemployment, group life, workers comp,FICA, retirement, disability, unemployment, group life, workers comp,
medical, dental, opticalmedical, dental, optical
$43,995.00$43,995.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $43,995.00$43,995.00
$43,995.00 $0.00 $0.00 $0.00 $43,995.00
12 of 15
Dental $755
Optical $25
ContractualContractual
ContractualContractual
Describe the contractual costs associated with the proposed project.Describe the contractual costs associated with the proposed project.
Successful supervision of a DTC participant relies heavily on testing for monitoring and sustaining sobriety. It is also very expensive, upwards of
$500/month in the first phase of the program. Those with the most demonstrated need and with proper documentation as assisted financially,
usually reviewed every two weeks. Help may be at 100% and then reduce to 50%, 25% and then full responsibility. Part of the program is becoming
financially independant by the third phase but there are alwys exceptions. In addition to regular phase testing, onsite testing is performed during
sessions on a random basis, 1-2 times a month. This affords panel flexibilty. Grant funding may be used to cover any costs over the regular fee,
half the costs of the test and rarely, the full cost.
The liste d contracte d age ncie s prov ide urine drug scre e ns, EtG, EtG with multiple panel testing, special single panel testing and
comprehensive panels.
Drug Screens and EtG – $25 to $55
Specific panel testing – $50 to $80
Comprehensive panels – $75 to $100
Ele ctonic monitoring in the form of transdermal alcohol devices, TAD or SCRAM, hand held Soberlink breath machines and GPS. Some
agencies agree to waive the enrollment fee, which can be $50 and the fee for electronic monitor $7 to $14/day.
Counse ling – $75/session for 15 sessions
Service to beService to be
ProvidedProvided Contractor(s)Contractor(s)ComputationComputation RequestRequest
Other GrantOther Grant
or Fundingor Funding
SourcesSources
Local CashLocal Cash
ContributionContribution
Local In-Local In-
KindKind
ContributionContribution TotalTotal Subrecipient/ContractorSubrecipient/Contractor
TestingTesting ADAPT, House ArrestADAPT, House Arrest
Services, HomeServices, Home
Confinement, TAP,Confinement, TAP,
ResultsResults
please see narrativeplease see narrative $12,000.00$12,000.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $12,000.00$12,000.00 ContractorContractor
Peer RecoveryPeer Recovery
CoachCoach
Oakland County HealthOakland County Health
NetworkNetwork
$31x400 hrs, plus mileage$31x400 hrs, plus mileage
$.50x700$.50x700
$12,750.00$12,750.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $12,750.00$12,750.00 ContractorContractor
CounselingCounseling RAC, Rivers Bend, Class ARAC, Rivers Bend, Class A $75x15 sessions$75x15 sessions $1,125.00$1,125.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $1,125.00$1,125.00
InterlockInterlock
enrollment costenrollment cost
and daily use costand daily use cost
TBDTBD installation up to $50 for 10,installation up to $50 for 10,
daily rate up to $6 for 3 monthsdaily rate up to $6 for 3 months
for 10 participantsfor 10 participants
$5,900.00$5,900.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $5,900.00$5,900.00
$31,775.00 $0.00 $0.00 $0.00
13 of 15
Inte rlock – an RFP will have to be done to contract with an agency. Average pricing is $50 for enrollment, $6/per day for service.
SuppliesSupplies
SuppliesSupplies
Describe the supply costs associated with the proposed project.Describe the supply costs associated with the proposed project.
Incentives – gift cards $10-$25, treats $5-$7
Folders for participant manuals and greeting cards for birthdays, phase advancements and graduation
Graduation refreshments and supplies such as cups, plates, napkins and cutlery
Travel and TrainingTravel and Training
Travel and TrainingTravel and Training
Describe the travel and training costs associated with the proposed project.Describe the travel and training costs associated with the proposed project.
Re gistration for fiv e for the M ATCP 2025 annual confe re nce – $1975 at $395pp, hotel room $85/night for 4 rooms for 2 nights – $680, per
diem $64 for 5 people for 3 days – $960, mileage from Troy to Grand Rapids round trip 314 miles x 4 vehicles at $.67 – $842, parking for 4
vehicles for 3 days nights at $15/night – $180
Re gistration for two for the All Rise annual confe re nce (based on 2024 conference as 2025 location and dates are not yet posted) – $1590
for 2 at $795pp, 2 round trip flights $1400, hotel $85/night for 2 rooms, over 4 nights $680, per diem $107 for 2 over 4 days – $856, airport
transfers $100 to and from total $200, mileage to and from Detroit Metro Airport 2 vehicles 72 miles round trip $.67 – $97, parking at DTW $12/day
for 2 vehicles over 5 days – $120
Type of SupplyType of Supply ComputationComputation RequestRequest
Other Grant or FundingOther Grant or Funding
SourcesSources
Local CashLocal Cash
ContributionContribution
Local In-KindLocal In-Kind
ContributionContribution TotalTotal
IncentivesIncentives phase advancement, All Star and graduation phase advancement, All Star and graduation --
maximum $25maximum $25
$1,500.00$1,500.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $1,500.00$1,500.00
Folders and greetingFolders and greeting
cardscards
50 participants x $7 folder plus 50 participants x $250 participants x $7 folder plus 50 participants x $2
greeting cardsgreeting cards
$450.00$450.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $450.00$450.00
Approved graduationApproved graduation
itemsitems
up to $75/ceremony x 4 graduationsup to $75/ceremony x 4 graduations $300.00$300.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $300.00$300.00
$2,250.00 $0.00 $0.00 $0.00
Type of Travel or TrainingType of Travel or Training ComputationComputation RequestRequest Other Grant or Funding SourcesOther Grant or Funding Sources Local Cash ContributionLocal Cash Contribution Local In-Kind ContributionLocal In-Kind Contribution TotalTotal
MATCP annual conferenceMATCP annual conference please see narrativeplease see narrative $4,637.00$4,637.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $4,637.00$4,637.00
All Rise National ConferenceAll Rise National Conference please see narrativeplease see narrative $4,943.00$4,943.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $4,943.00$4,943.00
All Rise TrainingAll Rise Training please see narrativeplease see narrative $5,207.00$5,207.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $5,207.00$5,207.00
MATCP Coordinator ConferenceMATCP Coordinator Conference please see narrativeplease see narrative $1,197.00$1,197.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $1,197.00$1,197.00
$15,984.00 $0.00 $0.00 $0.00
14 of 15
Re gistration for two for All Rise training (based on Practitioner training 2024 pricing – (2025 schedule not yet released) Oklahoma City, OK–
$1700 for two at $850pp, 2 round trip flights – $1600, hotel $85/night for 2 rooms over 5 nights – $850, per diem $64 for 2 over 5 days – $640,
airport transfers $100 to and from for two – $200, mileage to and from DTW 2 vehicles 72 miles round trip .$.67 – $97, $94 parking at DTW
$12/day for 2 vehicles over 5 days - $120
Re gistration for two for M ATCP Coordinator Confe re nce 2024 for two $590 at $295pp, $85/hotel one night/two rooms – $170, per diem two
days $59/day for two – $236, mileage 150 at $.67 for two vehicles – $201
Indirect CostIndirect Cost
Please upload the documentation that supports your negotiated rate (state and local government rate agreement or general ledger that includes all operating costs for thePlease upload the documentation that supports your negotiated rate (state and local government rate agreement or general ledger that includes all operating costs for the
de minimis rate or to request a negotiated a rate).de minimis rate or to request a negotiated a rate).
Supporting Documentation:
Please upload the certification of indirect cost if you are using the de minimis rate or if you are requesting a negotiated rate from SCAO. (Certificate of Indirect CostPlease upload the certification of indirect cost if you are using the de minimis rate or if you are requesting a negotiated rate from SCAO. (Certificate of Indirect Cost
template can be found above).template can be found above).
Certificate of Indirect (F&A) Costs:
Describe the process for determining your indirect cost including calculations. Describe the process for determining your indirect cost including calculations. Describe all costs that are included in the base for determining the rate.Describe all costs that are included in the base for determining the rate.
Indirect CostIndirect Cost
Total BudgetTotal Budget
Type of Indirect CostType of Indirect Cost PercentagePercentage RequestRequest
No Data for TableNo Data for Table
Budget CategoryBudget Category RequestRequest Other Grant or Funding SourcesOther Grant or Funding Sources Local Cash ContributionsLocal Cash Contributions In-Kind ContributionsIn-Kind Contributions Total CostTotal Cost
TotalTotal $172,813.00$172,813.00 $0.00$0.00 $0.00$0.00 $0.00$0.00 $172,813.00$172,813.00
15 of 15
Entity Workspace Results 1 Total Results
OAKLAND, COUNTY OF
Expiration Date:
May 21, 2024
Purpose of Registration:
All Awards
Unique Entity ID: HZ4EUKDD7AB4
CAGE/NCAGE: 39SZ3
Entity Status: Active Registration
Doing Business As:
Physical Address:
1200 N TELEGRAPH RD DEPT 470
PONTIAC , MI
48341-1036 USA
1Mar 06, 2024 09:15:23 PM GMT
Michigan Supreme Court
State Court Administrative Office
Field Services Division
Michigan Hall of Justice
P.O. Box 30048
Lansing, Michigan 48909
Phone (517) 373-4835
Ryan P. Gamby
Field Service Director
MEMORANDUM
DATE: April 1, 2024
TO: Judges, Court Administrators, and Project Directors
FROM: Andrew Smith, Problem-Solving Courts Manager
RE: FY 2025 Problem-Solving Courts and Swift and Sure Sanctions Probation
Program Grant Applications
The State Court Administrative Office is pleased to announce that the following fiscal year 2025
grant applications are now open and will close on May 31, 2024:
• Michigan Drug Court Grant Program (MDCGP)
• Office of Highway Safety Planning Grant Program (OHSP)
• Edward Byrne Memorial Justice Assistance Grant Program (Byrne JAG)
• Michigan Veterans Treatment Court Grant Program (MVTCGP)
• Michigan Mental Health Court Grant Program (MMHCGP)
• Swift and Sure Sanctions Probation Program (SSSPP)
Please be aware of the following two reminders as you work on your fiscal year 2025 grant
applications:
1. Continuing this year, the MDCGP, OHSP, and Byrne JAG grant applications are
combined into one application. This single application lays out eligibility requirements
for each of these three grant programs. In the single application, you will be able to
select whether you would like to be considered not only for the MDCGP grant but also
for the SCAO-administered federal grants (the OHSP and Byrne JAG grants).
Please review the OHSP and Byrne JAG eligibility requirements listed in the single
application. If eligible, we strongly recommend that you select “Yes” when asked if
your DWI/drug court would like to be considered for the SCAO-administered federal
funds. This will maximize the likelihood of receiving your entire requested amount.
April 1, 2024
Page 2
2. The fiscal year 2025 OHSP grant will continue to be available to all DWI and hybrid
DWI/drug courts (for their contractual and travel expenses only).
We strongly recommend that every DWI and hybrid DWI/drug court (even one that has
been operational for several years) select “Yes” when asked if your DWI or hybrid
DWI/drug court would like to be considered for the SCAO-administered federal funds
(the OHSP grant). This will maximize the likelihood that your DWI or hybrid
DWI/drug court will receive the entire requested amount.
Applications and Grant Utilization
Courts can access grant applications through the WebGrants system. If your court does not have
a WebGrants account, please register for an account by clicking on the “Click here to Register”
link at https://micourts.dullestech.net.
The SCAO continues to focus on meeting the essential needs of your program and service to the
community, providing courts with funds necessary to operate effective and efficient problem-
solving court (PSC) programs while accounting for yearly fixed costs and inflationary increases.
This way of funding will not only assist funding and utilization efforts, but also help the SCAO
continue to secure the necessary funds needed to operate these programs in the future.
Each year, the SCAO receives PSC grant application requests that greatly exceed the total
amount of funding available to award to courts. Yet, the amount that is actually spent and
reimbursed to courts is often significantly less than the SCAO awards, resulting in thousands of
unused dollars that could have been invested in these life-saving programs. Please ensure your
request is based on a realistic amount that your program will spend during the year. A helpful
starting point is your program’s grant expenditures from fiscal years 2022, 2021, and 2024,
adjusted for inflation. Inflationary estimates should be based, to the extent possible, on agency
action(s) or general economic projections in your area. The SCAO will make every effort to
fully fund reasonable grant requests.
The SCAO’s grant award process has an emphasis on prior year grant utilization and
expenditures. The grant application contains a “Utilization Summary” section where, if
applicable, you can identify any reasons why your program was unable to fully utilize a prior
year’s grant award. Additionally, in fiscal year 2025, the SCAO will continue to have an
expansive list of allowable expenses so that courts have more discretion in managing their PSC
programs.
During the fiscal year, if you need additional grant funding, please request a mid-year
reallocation through WebGrants. In contrast, if you are not able to spend all your grant award,
please submit a mid-year reallocation, and we will transfer a portion of your grant award to a
program that needs additional funding.
If you have questions, please reach out to your grant manager, or e-mail the PSC team at
PSC@courts.mi.gov.
Page 1 FY 2023 SCAO Grant Program Allowable Expenses
Michigan Drug Court
Grant Program
Allowable Expense List
Conditions on Expenses
Assurances
Reporting Requirements
Fiscal Year 2023
Funding Provided by the
State Court Administrative Office
Drug treatment courts include adult and juvenile drug courts, DWI drug courts, hybrid DWI/drug courts, family
dependency courts, and regional drug and DWI courts.
Page 2 FY 2023 SCAO Grant Program Allowable Expenses
Drug Treatment Court
ALLOWABLE EXPENSES
Costs must be reasonable and necessary.
Note: If an item is NOT listed as an allowable expense, the State Court Administrative Office
(SCAO) considers it disallowed.
Personnel and Fringe
• Hourly wages
• Fringe benefits
Contractual
See Sub recipient section under Conditions on Expenses for more information
• Assessments (such as risk/needs assessments and substance abuse assessments)
• Treatment services
• Defense attorney fees for the purposes of participating in program meetings, staffing meetings,
and review hearings only
• Consultant not to exceed $81.25 per hour or $650.00 per day
• Full compensation for all personnel services as laid out in the service agreement
• Drug and alcohol testing services, including confirmation tests
• Electronic monitoring devices (such as GPS/SCRAM/Tethers/Soberlink)
• Police overtime for purposes of home or employment checks only (must be overtime, cannot pay
regular shift time)
• Transitional housing (also known as Three-Quarter Housing)
• Dental expenses - MUST RECEIVE PRIOR APPROVAL FROM THE SCAO FOR EACH
PROCEDURE
• Medication Assisted Treatment (Contractual)
o FDA-approved medications that assist in the treatment of Opioid and Alcohol Use Disorders.
o Physician assessments for Medication Assisted Treatment (MAT)
o Physician consultations to the team (not to exceed $81.25 per hour or $650.00 per day)
o Follow up doctors’ appointments and health services, not otherwise covered by health
insurance, associated with MAT including:
TB tests
Blood work
Chest x-rays
• Ignition Interlock (enrollment/installation fee and daily rate only) – Michigan Department of State
(MDOS) approved vendor.
• Full compensation for all personnel services as laid out in the service agreement
Page 3 FY 2023 SCAO Grant Program Allowable Expenses
Supplies
• Office supplies and equipment for use directly related to the PSC, not to exceed $4,500
• Software subscriptions, cell phone service plans, and data plans (the expense must be prorated for
the fiscal year)
• Drug testing supplies
• Graduation ceremony refreshments and supplies
• Incentives (includes graduation awards)
• Medication - 60 day supply, directly related to mental health disorder (All insurance options or
other sources of funding must be exhausted prior to spending.)
• Participant supplies (day planners, folders, workbooks for treatment and ancillary services)
• General Educational Development classes and tests
• Fees for obtaining Michigan Identification, birth certificates, or other legal identification
documents
• Zoom licensing for problem-solving court staff to conduct probation appointments and other
program related business; this funding is limited to one license per program. The expense must be
prorated for the fiscal year.
Travel and Training
See travel expenses, under Conditions on Expenses, for more information.
• Conference/training expenses - training/conference material, registration, travel, meals, lodging,
and parking - MUST RECEIVE PRIOR APPROVAL FROM THE SCAO AT LEAST 45 DAYS
PRIOR TO EVENT
• Transportation expenses and mileage for program related activities
CON DITIONS ON EXPENSES
All Michigan Drug Court Grant Program (MDCGP) projects are based on the cost reimbursement
concept; i.e., state, local, or private funds shall be expended before reimbursement is provided.
Your court will be reimbursed quarterly after invoices for grant expenses have been submitted to
and approved by the SCAO.
Costs must be allowable as stated above, and they must be reasonable and necessary. All grant
costs and billings will be reviewed by the SCAO to ensure that they reflect costs generally
recognized as ordinary and necessary for the operation of the problem-solving court and reflect
market prices for comparable goods or services.
Additionally, the grant expenditures must be for goods and services that are or will be utilized for
the grant period or fiscal year (October 1 to September 30). Billing for goods and services that
could not reasonably be used up prior to September 30 (e.g., bus tokens, library materials, drug
testing supplies purchased on September 24) will be denied for reimbursement. Contact the SCAO
if you are not sure about an expense. If required by the court funding unit, costs must be obtained
by competitive bids.
Individual consultant fees are limited to $650 (excluding travel, lodging, and meal costs) per day,
which includes legal, medical, psychological, and accountant consultants. If the rate will exceed
Page 4 FY 2023 SCAO Grant Program Allowable Expenses
$650 for an eight-hour day, written approval is required from the SCAO in advance.
Compensation for individual consultant services is to be responsible and consistent with that paid
for similar services in the market place.
SUBRECIPIENTS
To determine whether a service agency or provider is a subrecipient or contractor, the below
criteria is listed to aid in the decision. However, it is the substance of the relationship that is more
important than the form of agreement. All criteria listed below may not be present in all cases,
therefore, the program must use judgment in classifying each agreement as a subrecipient or
contractor. Programs should document the process for determining each agency or provider as a
subrecipient or contractor for audit purposes.
Subrecipient contracts are required to be uploaded in the “Subrecipient Subcontract” link on the
Grant Component page in WebGrants. Templates for contracts can be found in the same link as
subrecipient subcontract.
Subrecipient:
• Definition
o Is an agency/person who receives a subaward
o Has their performance measured in relation to whether the grant objectives were met
o Has responsibility for determining program operations
o Adheres to grant requirements specified in contract
o Uses funds to carry out program objectives for a public purpose as specified by
statute, as opposed to providing goods and services
• Requirements
o Program enters into a contract with the subrecipient that includes at least all items
included in the program’s SCAO contract for the grant funds, and upload a copy of
the signed contract in WebGrants.
o Ensure that subrecipients are adhering to the assurances
o Submit agency payroll documents, general ledger, paycheck stubs, proof of payment,
and timesheets (if time is split with another funding source) with claims
o Agency has to submit a budget to the court that must be incorporated into the
program’s budget to the SCAO. The budget must include:
Pay rates
Annual hours
Fringe
PTO information
Pay bonuses, longevity, etc.
Supplies
Travel
Contractor:
• Definition
o Provides good and services within normal business operations
Page 5 FY 2023 SCAO Grant Program Allowable Expenses
o Provides similar goods and services to many different purchasers
o Normally operates in a competitive environment
o Is not subject to adhere to grant requirements, though similar requirements may
apply for other reasons.
TRAVEL EXPENSES
Travel expenses may not exceed the state rate, or your program’s county rate, whichever is the
lesser expense. The state mileage rate includes premium rate for roundtrip less than 100 miles and
standard rate for roundtrip more than 100 miles.
NONSUPPLANTING
The SCAO requires that funds not be used to supplant state, local, or tribal funds. The grantee
must assure that funds will not be used to replace or supplant state, local, or tribal funds, but will
be used to increase the amount of such funds that would, in the absence of grant funds, be made
available for criminal justice activities.
This means that if your court plans to:
• Hire new positions (including filling existing vacancies that are no longer funded in your
agency’s budget), it must hire these additional positions on or after the official grant award
start date, above its current budgeted (funded) level of positions.
• Rehire personnel who have already been laid off (at time of the application) as a result of
state, local, or tribal budget cuts, it must rehire the personnel on or after the official grant
award start date and maintain documentation showing the dates(s) that the positions were
laid off and rehired.
• Maintain personnel who are (at the time of application) currently scheduled to be laid off on
a future date as a result of state, local, or tribal budget cuts. It must continue to fund the
personnel with its own funds from the grant award start date until the date of the scheduled
layoff (e.g., if the layoff is scheduled for October 1, then funds may not be used to fund the
personnel until October 1, the date of the scheduled layoff), and maintain documentation
showing the date(s) and reason(s) for the layoff. Please note that as long as your agency can
document the date that the layoff would occur if the grant funds were not available, it may
transfer the personnel to the grant funding on or immediately after the date of the layoff
without formally completing the administrative steps associated with a layoff for personnel.
Documentation that may be used to prove that the scheduled layoffs are occurring for local
economic reasons that are unrelated to the availability of grant funds may include (but are not
limited to) council or departmental meetings, memoranda, notices, or orders discussing the layoff,
notices provided to the individual personnel regarding the date(s) of the layoff, and/or budget
documents ordering departmental and/or jurisdiction-wide budget cuts. These records must be
maintained with your court’s grant in the event of an audit, monitoring, or other evaluation of your
grant compliance.
Page 6 FY 2023 SCAO Grant Program Allowable Expenses
ASSURANCES
These assurances are applicable to the grantee and all subrecipients of the grantee. It is the grantee’s
responsibility to ensure that subrecipients are adhering to the assurances. Failure to do so may result
in termination of grant funding or other remedies.
1. Grantee assures that there has been, and will continue to be, appropriate consultation with all
affected agencies in planning and implementation of the drug treatment court program. Grantees
are required to have a current Memorandum of Understanding that includes the parties as stated
in MCL 600.1062(1) and (2).
2. Grantee assures that all treatment programs and providers used in the drug treatment court
program are licensed and/or accredited by the appropriate state government or professional
agencies.
3. Grantee assures the intention of the jurisdiction to continue the program after funding from the
MDCGP has been exhausted. Grantee assures they will make a good faith effort to continue
program operations if state funds are unavailable to financially support the program in the future.
Grantee’s good faith efforts could include applying for federal grants, foundation funds, local
funds, or funding unit contributions. Grantee is not bound to continue the program if the good
faith efforts to find alternative means of continuing the program are not successful. This
assurance does not commit or mandate funding by local funding units
4. Grantee assures that all recipients of funding under this grant program are required to comply
with nondiscrimination requirements contained in various federal and state laws. Each grantee
court should have a copy of their Equal Employment Opportunity plan on file and available for
review by the SCAO upon request.
5. Grantee assures that they and any contractors and/or subrecipients will not use funds from
MDCGP for lobbying and that they will disclose any lobbying activities related to MDCGP.
6. Grantee assures:
a. All expenditures, including personnel services, contractual services, and supplies, shall be
in accordance with the standard procedures of their court.
b. The accounting system maintains a separate fund or account to support expenditures (or
maybe, maintenance of a separate fund or account to support expenditures)
c. Maintenance of accounting records, following generally accepted accounting principles
for the expenditure of funds for purposes identified in the budget and any budget
amendments.
7. Grantee understands that only program activities and expenses in the approved grant budget and
incurred during the fiscal year are eligible for reimbursement.
8. Grantee assures state funds will not be used to replace (supplant) funds that have been
appropriated for the same purpose.
9. Grantee assures:
a. That the Michigan Supreme Court, the SCAO, the local government audit division of the
Michigan Department of Treasury, the State Auditor General, or any of their duly sworn
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
Page 7 FY 2023 SCAO Grant Program Allowable Expenses
records related to this grant.
b. Maintenance of these records for a period of five years after completion of the grant
project or until all the SCAO audits are complete for the fiscal period, whichever is later.
c. Quarterly reports on the funds expended by the program in the form required by the
SCAO.
10. Grantee agrees to collect and provide program and participant data in the form and manner
required by SCAO, and to participate in follow-up and evaluation activities.
11. Grantee agrees to utilize the Drug Court Case Management Information System (DCCMIS) to
manage drug treatment court cases and report all data to the SCAO under MCL 600.1078.
12. Grantee assures planning, design, and operation of the program according to one of the following
models: Drug Treatment Courts: The Ten Key Components, The Ten Guiding Principles of DWI
Courts, Juvenile Drug Court: Strategies in Practice, Family Treatment Court Best Practice
Standards, or Family Dependency Drug Courts: Addressing Child Abuse and Neglect Cases
Using the Drug Court Model. Additionally, Grantees agree to follow all applicable state laws,
court rules, and administrative orders pertaining to the operation of drug courts and adjudication
of related cases, and standards and required best practices per the SCAO’s Adult Drug Court
Standards, Best Practices, and Promising Practices.
13. Grantee assures participation in the SCAO required training including the Bureau of Justice
Assistance’s Drug Court Planning Initiatives. Courts that apply to DCPI training, but are not
selected, must agree to participate in Problem-Solving Court Fundamental training.
14. Grantee assures that if a federal 501(c)3 exists or is developed for drug treatment court purposes,
or if the drug treatment court develops a partnership with an existing 501(c)3, that no employee
of the court will be directly involved in the operations of the 501(c)3.
15. Grantee understands that the SCAO may suspend funding in whole or in part or terminate
funding for the following reasons:
a. Failure to meet the SCAO certification requirements
b. Failure to comply with the requirements of the grant program, which includes the
submission of the required reports submitted within the time frames listed in the
Reporting Requirements section of this document
c. Failure to make satisfactory progress toward the goals or strategies set forth in this
application
d. Failure to adhere to the requirements of the grant contract
e. Proposing or implementing substantial plan changes to the extent that the application
would not have been selected for funding
f. Filing a false statement in this application or other report or document
g. Other good cause shown
16. The individuals with express authority to act in the name of the Grantee in the positions of
project director, financial director, and authorizing official should be the grant signatories. The
signatures commit the Grantee to the terms and conditions of the grant contract and attest to the
accuracy of all information the Grantee has supplied. The project director is responsible for
Page 8 FY 2023 SCAO Grant Program Allowable Expenses
directing the implementation of the drug treatment court grant project. The financial officer is
the individual who is fiscally responsible for this project, and is responsible for accountability for
the grant funds. The authorizing official is the individual authorized by the court to enter into
this agreement. The SCAO prohibits the same individual from signing in more than one
capacity.
REPORTING REQUIREMENTS
Financial Claim Reports are due quarterly on the following dates:
• January 10
• April 10
• July 10
• October 10
Data Exceptions in DCCMIS must be corrected quarterly by the following dates (For planning grants-
only required if the program has active participants):
• November 15
• February 15
• May 15
• August 15
Progress Report is due on the following date:
• October 30 (Not required for planning grants)
DCCMIS Users Audit Report is due on the following date (For planning grants - only required if the
program has active participants):
• January 31
WebGrants Users Audit Report is due on the following date: • January 31