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HomeMy WebLinkAboutResolutions - 2024.10.24 - 41539 AGENDA ITEM: Grant Acceptance from the State Justice Institute (SJI) Technical Assistance FY25 Grant DEPARTMENT: Circuit Court MEETING: Board of Commissioners DATE: Thursday, October 24, 2024 7:22 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2024-4557 Motion to accept the FY 2025 State Justice Institute Grant Program funding from the State Court Administrative Office in the amount of $52,800 to engage in a strategic planning initiative; further, authorize the Chair of the Board of Commissioners to execute the agreement; further, amend the FY 2025 budget as detailed in the attached Budget Amendment - Schedule A. ITEM CATEGORY SPONSORED BY Grant Penny Luebs INTRODUCTION AND BACKGROUND The Circuit Court plans to engage in a strategic planning initiative. To aid in doing so, the Court has been awarded a new grant in the amount of $52,800 (total after match) with the State Justice Institute, with a grant period of September 1, 2024 through September 1, 2025. Many other Michigan Courts have used this grant for the same reason. A match is required of $26,000 and $6200 as in In-Kind employee time devoted to project. This is a Federally funded grant administered by a non-profit created by Federal law. It is the Courts hope that this initiative will aid as we move toward our case management system replacement by allowing us to standardize processes and improve efficiency. POLICY ANALYSIS The grant funds will be used as follows: • $44,000 Consultant fees: 40 consultant days are proposed to complete this project. The State Justice Institute Grant Program approved consultant rate is $1,100 a day; the Court will pay the difference between the allowed rate and a consultant’s daily rate. Similar past projects indicate that difference to be approximately $650. • $4,800 Travel Costs: This includes travel expenses/trips from Denver to Pontiac, MI to complete this work. • $4,000 Direct Project Costs: Other Direct Costs – this includes direct costs associated with off-site meeting rooms, AV, meeting supplies, graphics design and formatting, printing of Strategic Plan; lunch/refreshments for in-person, day-long strategic planning meetings, and other direct costs related to the strategic planning process. The grant award requires an in-kind match which is equal to at least 50% of the grant amount, of which 20% of the match must be in cash. The court’s total match is $32,200, which exceeds the minimum required match amount (which in this case would be $26,400). The Court will provide a cash match of $26,000, which is 81% of the court’s total match. The remaining portion, $6,000 (or 19% of the required match), will be an in-kind contribution. The in-kind match is only a small fraction of the actual amount of time the Court’s leadership and Strategic Planning Committee will be contributing to this project. BUDGET AMENDMENT REQUIRED: Yes Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at 248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional information. CONTACT Richard Lynch, Circuit Court Administrator Chris Bujak, Chief Court Business Operations ITEM REVIEW TRACKING Aaron Snover, Board of Commissioners Created/Initiated - 10/24/2024 AGENDA DEADLINE: 11/03/2024 7:22 PM ATTACHMENTS 1. Budget Amendment - Schedule A 2. Grant Review Sign Off 3. SJI Program Narrative 4. Letter of Support 5. Task Plan Project Abstract 6. Budget Narrative for FY25 - SJI GRANT 7. FY2024 Application Guide for the SJI Grant 8. Certificate of State Approval - SJI Grant SCAO 9. SJI Grant Application COMMITTEE TRACKING 2024-10-15 Public Health and Safety - Recommend to Board 2024-10-24 Full Board - Adopt Motioned by: Commissioner Michael Gingell Seconded by: Commissioner Penny Luebs Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, William Miller III, Yolanda Smith Charles, Brendan Johnson, Ajay Raman, Ann Erickson Gault, Linnie Taylor (17) No: None (0) Abstain: None (0) Absent: Marcia Gershenson, Charles Cavell (2) Passed Oakland County, Michigan Circuit Court – Acceptance of FY25 State Justice Institute Strategic Planning Grant Schedule "A" DETAIL R/E Fund Name Division Name Fund # (FND) Cost Center (CCN) # Account # (RC/SC) Program # (PRG) Grant ID (GRN) # Project ID # (PROJ) Region (REG) Budget Fund Affiliate (BFA) Ledger Account Summary Account Title FY 2025 Amendment FY 2026 Amendment FY 2027 Amendment R General Fund Grants Judicial Admin.FND10101 CCN3010101 RC610313 PRG121100 GRN-1004555 610000 Federal Operating Grants 52,800.00 -- R General Fund Grants Judicial Admin.FND10101 CCN3010101 RC695500 PRG121100 GRN-1004555 BFA10100 695500 Transfers In 26,000.00 -- R General Fund Grants Judicial Admin.FND10101 CCN3010101 RC695500 PRG121100 GRN-1004555 BFA10100 695500 Transfers In 6,200.00 -- Total Revenues $85,000.00 $-$- E General Fund Grants Judicial Admin.FND10101 CCN3010101 SC702010 PRG121100 GRN-1004555 702000 Salaries Regular 4,700.00 -- E General Fund Grants Judicial Admin.FND10101 CCN3010101 SC722900 PRG121100 GRN-1004555 722000 Fringe Benefit Adjustment 1,500.00 -- E General Fund Grants Judicial Admin.FND10101 CCN3010101 SC731822 PRG121100 GRN-1004555 730000 Special Projects 85,000.00 -- Total Expenditures $85,000.00 $-$- E General Fund Family Division FND10100 CCN3010403 SC731780 PRG121240 730000 Software Support Maintenance (26,000.00)-- E General Fund Family Division FND10100 CCN3010403 SC788001 PRG121100 BFA10101 788001 Transfer Out 26,000.00 -- E General Fund Judicial Admin FND10100 CCN3010201 SC788001 PRG121100 BFA10101 788001 Transfer Out 6,200.00 -- E General Fund Judicial Admin FND10100 CCN3010201 SC702010 PRG121100 702000 Salaries Regular (4,700.00)-- E General Fund Judicial Admin FND10100 CCN3010201 SC722900 PRG121100 722000 Fringe Benefit Adjustment (1,500.00)-- Total Expenditures $-$-$- Oakland County, Michigan Circuit Court – Acceptance of FY25 State Justice Institute Strategic Planning Grant Schedule "A" DETAIL R/E Fund Name Division Name Fund # (FND) Cost Center (CCN) # Account # (RC/SC) Program # (PRG) Grant ID (GRN) # Project ID # (PROJ) Region (REG) Budget Fund Affiliate (BFA) Ledger Account Summary Account Title FY 2025 Amendment FY 2026 Amendment FY 2027 Amendment GRANT REVIEW SIGN-OFF – 6th Circuit Court GRANT NAME: SJI Circuit Court Technical Assistance for Strategic Planning Grant AWD00556 FUNDING AGENCY: State Judicial Institute DEPARTMENT CONTACT PERSON: Chris Bujak 248-452-9564 STATUS: Acceptance (Greater than $10,000) DATE: 10/08/2024 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 acceptance package (which should include this sign- off and the grant agreement/contract with related documentation) should be downloaded into Civic Clerk to appear 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. – Shannon Lee (10/04/2024) Human Resources: Approved. Approved by Human Resources. No position impact. – Hailey Matthews on behalf of Heather Mason (10/03/2024) Risk Management: Approved. No county insurance requirements. – Robert Erlenbeck (10/07/2024) Corporation Counsel: Approved. ––Mary Ann Jerge (10/07/2024) PROGRAM NARRATIVE Overview of the Court The Sixth Judicial Circuit Court is comprised of the Civil/Criminal Division and the Family Division. Within each division are several units and departments that provide needed support services for the court to run smoothly and efficiently. There are 20 Circuit Court judges who each have a judicial secretary, judicial clerk and judicial staff attorney. The Sixth Judicial Circuit is located at 1200 N. Telegraph Road in the city of Pontiac which is inside Oakland County. Oakland County consists of 62 cities, villages and townships across 907 square miles. Current state of the court The administrative leadership of The Sixth Judicial Circuit Court is comprised of Chief Judge Jeffrey S. Matis, Circuit Court Administrator Richard Lynch and Deputy Circuit Court Administrator Pamela Monville. There have not been any new judges appointed or elected in the last year. There have been some staff changes due to employee attrition, however turnover has not been high. Filings and backlogs are being handled in an effective and efficient manner, however there are many processes that cause delays in completion. Current pressures and/or opportunities The added pressures relate to implementing juvenile justice reforms, securing adequate compensation for indigent counsel across the board, and erpo/red flag law orders, adequate judicial and support staffing in coordination with the caseload survey, changes to civil case law that requires more trials. There are also ongoing modifications to the Miller juvenile lifer law to increase the age for mandatory life without parole to 19 or 20. State of Michigan The expectations for the court come from the State Court Administrative Office (SCAO) who is the administrative agency of the Michigan Supreme Court. The Supreme Court has administrative oversight of Michigan's courts and exercises that oversight through the SCAO. Purpose for Embarking on a Strategic Planning Process The Court is transitioning to a new case managements system and as part of that change we hope to improve processes not simply recreate the old in a new system. We believe this project will align with SJI Priority Investment Areas. The Sixth Judicial Circuit Court has worked vehemently to recover from the pandemic related calendar issues by implementing “Settlement Days” which allows older cases to be resolved in a fair and consistent manner. We are increasing our commitment to specialty docket treatment courts by recently creating and now expanding our Juvenile Mental Health Court which began accepting youth in October of 2022. Additionally we are partnering with SCAO and our local funding unit to offer increased training to staff to better serve our citizens. Need for Project Funding – Courts in Michigan are facing many funding challenges. Improving efficiency as well as identifying goals and challenges will put the Court in a better position to maintain services. The Court is facing challenges related to the implementation of new legislation such as the automation of conviction set asides and Juvenile Justice reforms. We believe that the strategic planning process can help navigate the impending budget challenges, set priorities and allocate /direct our limited resources to essential areas. Our commitment to this process is shown by the level of involvement from our judiciary and administration. We believe this will help advance the Court and improve our ability to serve the public. SJI grant funding will allow the Court to work with an expert in thinking and planning strategically. Michigan Supreme Court State Court Administrative Office Michigan Hall of Justice P.O. Box 30048 Lansing, Michigan 48909 Cody Gross CIO Judicial Information Services 08/02/2024 To Whom It May Concern, Please accept this letter in support of the Sixth Circuit Court of Michigan’s Technical Assistance Grant application. I write in support of the grant. As the Michigan Supreme Court’s Chief Information Officer, I am working with the Sixth Circuit to bring the Court onboard with the Supreme Court’s Trial Court Case Management System. When completed, the Sixth Circuit will be the largest general jurisdiction trial court on our case management system and set the stage for the Supreme Court to bring other large general jurisdiction courts onboard. This multi-year project will require significant time and resources from all stakeholders. When complete, it will provide the Sixth Circuit with an updated case management system and facilitate Michigan’s efforts to bring all trial courts onto a unified system. Given the evolving technology involved with our case management system and the technical and process changes that adoption will require, the Sixth Circuit’s interest in strategic planning seems well placed and timely. Sincerely, Cody Gross CIO Judicial Information Services 1 July 27, 2024 State Justice Institute Board of Directors ATTN: Jonathan Mattiello, Executive Director 12700 Fair Lakes Circle, Suite 340 Fairfax, VA 22033 Re: Technical Assistance Grant Request – Sixth Judicial Circuit Court, Oakland County, Michigan Title: Preparing for the Future: Enhancing Justice and Services to Our Communities Project Abstract 2 Project Description The Court is seeking a 12-month Technical Assistance grant to prepare for the future. We hope to embark on a comprehensive strategic planning process that will help the Court develop a future direction and improvement priorities. The proposed project includes four primary tasks, which are: 1. Design / Customize the Strategic Planning Process. 2. Gather Input from External Partners, Judges/Staff, and Court Users (Conduct Surveys). 3. Develop a Long-Range Strategic Plan and Establish Strategic Priorities. 4. Communicate Priorities and Begin Strategic Plan Implementation. Descriptions, deliverables/outcomes, and proposed timelines for each task are provided below. Task 1: Design / Customize the Strategic Planning Process Description: The purpose of this task is to design a strategic planning process that will meet the Court’s needs and yield the best results. The Court’s leadership and the consultant will convene to map out a project schedule and meeting dates, form a representative Strategic Planning Committee, assess and improve organizational readiness (for planning and organizational change), and begin preparations for subsequent tasks (e.g., first planning meeting, compilation of trends data, and strategic planning surveys). The consultant will learn about our Court, court culture, and Oakland County. They will familiarize herself with the workloads and programs of the Sixth Judicial Circuit Court. Reviewing Annual Reports, the website, and other materials will help her understand our Court and County specifically and customize a planning process to meet our needs and fit our culture. Finally, together the Court’s leadership and consultant will clarify expectations and roles and responsibilities. We will identify key project staff and their role(s) in assisting on this project, set up an infrastructure to support this project (e.g., internal drives, shared directories), and plan communications needed to keep the Planning Committee, bench, and others informed about this work. Deliverables/Outcomes: (1) Project schedule / meeting dates completed; (2) Strategic Planning Committee formed; (3) Early preparations on subsequent tasks completed; (4) Communication plan / approach finalized Timeframe: Month 1 Task 2: Gather Input from External Partners, Judges/Staff, and Court Users Description: The Court is committed to gathering input from external partners and stakeholders, judges and court employees, and court users for use in the strategic planning process. Gathering 3 input and suggestions from these groups will help inform the planning process and ultimately the future direction and priorities of the Court. The Strategic Planning Committee will use the results as it develops the Strategic Plan. This task includes: •Finalizing strategic planning surveys. The consultant will share survey questions from her database of strategic planning questions used by other courts for planning purposes. Together the consultant and Court’s leadership will refine and finalize the questions for the survey groups. Examples of survey questions include asking survey respondents about (a) future court priorities – areas in most need of improvement in the next 3 – 5 years; (b) performance on key court performance measures such as accessibility, timeliness, fairness, and the like, (c) goals the Court should be pursuing to build a future-ready court; (d) assessing employees’ perceptions about strength of the workplace, court culture, and satisfaction, to name a few. As stated above, the survey questions ultimately will be designed to help the Court establish future improvement priorities. Specifically, the results will help the Planning Committee establish long-term goals, develop sound strategies (for achieving the goals), and identify priorities for providing fair and timely justice, providing needed services and assistance to court users / the public, and improving operational efficiency. •Administering the surveys. The conusltant will administer the surveys to external partners, stakeholders, judicial officers, and court employees. The Court will administer the surveys to court users. The Court will identify the partners and stakeholders to include in the survey. Survey invitees typically include county, justice, and community partners such as prosecuting attorneys, defense bar, private bar, law enforcement (i.e., Sheriff’s Department, police, MDOC), county officials and leadership (i.e., Board of Commissioners, County Executive, relevant Department heads), private and public treatment providers, the Clerk’s Office, and other appropriate agencies and individuals. The Court will compile and provide the names and email addresses of all survey invitees (partners, stakeholders, judges, and employees) to the consultant in a format compatible with the consultant’s survey software. The Court will send an initial email to survey invitees notifying them of the survey and inviting and encouraging them to complete it. The consultant will then administer the surveys to invitees. This includes setting up the electronic surveys, sending emails with survey details and link, monitoring response rates, troubleshooting and resolving problems, and sending updates and reminders to invitees. They will use best practices to encourage invitees to complete the survey, thus ensuring a high response rate. 4 Finally, the consultant will provide the Court with a QR code and link for the court user survey and will work with the Court’s leadership on best / effective practices for administering the survey to court users, unless a court user survey is NOT needed due to a survey administered by the State Court Administrative Office in late 2023. That is, a survey of court users may not be needed If the SCAO survey is recent and has an adequate sample size. The consultant will work with the Court (in Task 1) to determine if another court user survey is needed, or if we will rely on the results of the SCAO user satisfaction survey for planning purposes. •Preparing and presenting a Final Report. The consultant will analyze the quantitative and qualitative data gathered through the surveys. The consultant will prepare a Final Report with results and findings. They will present the results and findings to the Strategic Planning Committee and others as appropriate. The survey results and findings will be included as part of the final Strategic Plan. Deliverables/Outcomes: (1) Survey questions finalized and surveys administered; (2) Survey results analyzed and findings summarized; (3) Survey report completed and presented to the Strategic Planning Committee (and others as appropriate). Timeframe: Months 2 - 5 Task 3: Develop a Long-Range Strategic Plan and Establish Strategic Priorities Description: In this task, the Court’s Strategic Planning Committee will participate in a hybrid planning process, facilitated by a consultant. The planning process will result in a long-range Strategic Plan for the Court. 5 The consultant will facilitate approximately 5 meetings with the Strategic Planning Committee. They will consist of several day-long, in-person meetings at key points in the process and several shorter, virtual meetings (1.5 – 2-hour meetings via Zoom). The hybrid planning process will follow the timeline and schedule developed in Task 1. Below are the proposed steps for developing a Strategic Plan, based on other projects in similar courts in Michigan and across the United States. 1.Analyze internal and external trends data and assess long-term implications for the Court. 2.Conduct an organizational assessment using the trends information and results of the strategic planning surveys. 3.Develop / refine the Court’s mission, vision, and core values (as needed). 4.Identify and describe strategic focus areas. 5.Develop long-range goals and strategies. 6.Identify first-year strategic initiatives or priority projects. The first major activity in this task is to compile relevant trends information. The consultant will take the lead in compiling external trends information, which will likely include social and demographic information, economic information, technological trends, policy/political trends, workforce of the future trends, and national justice system trends. Analyzing external trends will © 2024 6 ensure the Court is aware of the external environment and is able to anticipate the likely future implications facing the Court. The Court will take the lead in compiling internal trends information. Examples of trends information useful for strategic planning purposes include case filings, time to disposition data, program data (e.g., specialty courts, mediation), services to litigants, court users, and families (e.g., self-help, language), juvenile probation and detention statistics, fiscal data/information (e.g., budget, collections), human resources data/information (e.g., number and demographics of staff, turnover rates, eligibility for retirement), and the like. The consultant will work with a court team to identify and compile this information for analysis by the Strategic Planning Committee. While this approach is flexible and can be adapted (will be determined in Task 1), we expect the first couple of meetings will focus on understanding trends information and the survey results and findings. The data will provide a solid foundation for where the Court is currently, its strengths and weaknesses (areas for improvement), and what the future may look like. All subsequent meetings will focus on refreshing the Court’s mission, vision, and values (if needed) and identifying strategic focus areas, long-range goals, and strategies for making improvements. The last meeting will focus on identifying first-year implementation priorities, helping the Court transition from thinking and planning strategically to implementation. The consultant will prepare materials for each meeting (e.g., Agenda, meeting summary from the previous planning meeting, additional supplemental information). The meetings will be interactive working sessions, focusing on healthy group dynamics characterized by the involvement of everyone, a safe place to express diverse viewpoints and experiences, working toward consensus about the Court’s future direction and priorities, and the like. The Court’s designee will be responsible for scheduling/arranging suitable meeting space for in- person meetings, setting up virtual meetings, and finalizing other meeting details and logistics (e.g., audio visual, room set-up, distributing meeting materials to the Planning Committee and posting on the shared drive, etc.). Finally, we will develop the Plan as we move through the process. This approach builds consensus and commitment to the Plan – direction and priorities – throughout the process rather than waiting until the end. Deliverables/Outcomes: (1) Strategic planning meetings completed (according to the project plan developed in Task 1); (2) Strategic Plan completed; (3) First year implementation priorities identified Timeframe: Months 2 - 8 Consultant Services: The Court seeks to hire a qualified thought leader to oversee the project. Task 4: Communicate Priorities and Begin Strategic Plan Implementation 7 Description: This task is focused on helping the Court transition from planning to implementation. The Court’s leadership and the selected consultant will work together to develop a sustainable and effective implementation structure and approach. It may include forming implementation teams around first-year strategic initiatives / projects. It also will include expanding the circle of involvement (beyond the Strategic Planning Committee) by involving other judges, managers, and staff (and possibly partners as appropriate) in implementation efforts. If implementation teams are formed, the consultant will facilitate a kick-off and organizational meeting with the team leads and sponsors to convey expectations, answer questions, and help the teams get off to a productive start. They will provide materials to help the teams succeed, such as templates, team charter, and the like. The consultant selected also will share lessons learned and best practices from their experiences working with other courts and organizations, and assist the Court in setting up a system / infrastructure to support and monitor the work of the teams. Together the Court’s leadership and the selected vendor will develop ways to inform judges, staff, and others as appropriate of the Court’s Strategic Plan and first year implementation priorities. Additionally, the project will work to develop ongoing communication strategies for keeping all informed about progress and showcasing accomplishments. Deliverables/Outcomes: (1) Operational Plan / Priorities finalized; (2) Implementation structure finalized; (3) Communication methods / approaches finalized Timeframe: Months 7 – 12 Consultant Services: The Court hopes to retain an experienced Court consultant. Project Staffing Circuit Court Administrator Richard Lynch, along with Deputy Court Administrator, Pamela Monville responsible for the day-to-day management of the grant including working closely with the consultant and managing project tasks. Richard Lynch and Court Business Manager, Christina Bujak will oversee and manage the budget ensuring the project is completed on time and within budget. Chief Judge Jeffrey S. Matis will be involved in all aspects of the project and will provide judicial oversight. Consultant Selection The Court hopes to select a consultant to assist, guide and facilitate the strategic planning process. Likelihood of Implementation and Support for the Project 8 This project is supported by the Court’s judicial and administrative leadership. Support also exists at the state level. (The signed Certificate of State Approval (Form B) will be submitted through the Grant Management System.) It is also supported at the local level by numerous justice system partners. Letters of support will be attached. Finally, the Court recognizes the investment of time and resources needed to develop and implement the Strategic Plan. We are eager to develop a Strategic Plan and begin implementation efforts. We hope SJI will look favorably on this grant application. Budget and Matching State Contribution – The total cost for this project, including SJI funds and the Court’s in-kind and cash match, is $85,000 We are requesting a total of $52,800 from SJI to support this project. Below is a summary of how the funds will be allocated. Also see SJI Form C-Project Budget for more detailed information. Finally, a budget narrative is provided in the Attachments. ▪SJI Funds – $52,800. This covers estimated consultant services totaling $_44,000__ (40 days at $1100/day); $4800.00 consultant travel expenses; and $4,000 for offsite meeting costs, materials, graphics design and printing of the Strategic Plan, etc. for a total of $52,800. ▪Cash Match – $26,000. This covers the cost-sharing for consultant services. It includes the difference in the consultant’s daily rate and her approved SJI rate ($650 x 40 days totaling $26,000). ▪In-Kind Matching Funds: $6,000. This represents only a fraction of the actual in-kind contribution of the Court. Closing We are enthusiastic about this opportunity, which will greatly benefit our Court and the people of Oakland County. We are eager to take a critical look at the Court and develop a long-range plan to enhance justice and services to the public and operational efficiency. We look forward to hearing from you and hope to begin this work in October 2024. If you have any questions, please contact Mr. Richard Lynch at 248-858-0347. Thank you for your consideration of our grant request. Sincerely, Hon. Jeffery S. Matis 9 Chief Judge _____________________________________ Richard Lynch Circuit Court Administrator 1 Budget Narrative As indicated in SJI Form C – Project Budget, the total project budget, including SJI funds and the Court’s cash and in-kind match, is $85,000. The Sixth Judicial Circuit Court (Oakland County, Michigan) Is requesting SJI grant funds in the amount of $52,800 for this 12-month project. •SJI Funds – $52,800 ✓$44,000 Consultant fees: 40 consultant days are proposed to complete this project. The SJI approved consultant rate is $1,100 a day; the Court will pay the difference between the allowed rate and a consultant’s daily rate. Similar past projects indicate that difference to be approximately $650. ✓$4,800 Travel Costs: This includes travel expenses/trips from Denver to Pontiac, MI to complete this work. ✓$4,000 Direct Project Costs: Other Direct Costs – this includes direct costs associated with off-site meeting rooms, AV, meeting supplies, graphics design and formatting, printing of Strategic Plan; lunch/refreshments for in-person, day-long strategic planning meetings, and other direct costs related to the strategic planning process. Total: $52,800 The table below provides a detailed summary of the tasks, timeline, and costs/project budget. SJI TA Grant Budget Planning for the Future of the Sixth Judicial Circuit Court (Oakland County, MI) Tasks, Timeline, & Budget (July 2024) Tasks Timeline SJI Costs Court (cash & in kind) Total Cost Prof. Srvs – Cost Sharing1 ($1100/day) Consultant Travel2 Other Direct Costs3 Prof. Srvs – Cost Sharing1 ($650/day) 1. Design/Customize Strategic Planning Process Month 1 $2,200 (2 days)-- --$1300 $3,500 2. Gather Input - Conduct Surveys Months 2-5 $15,400 (14 days)----$9,100 $24,500 3. Develop Long Range Strategic Plan & Establish Strategic Priorities Months 2-8 $19,800 (18 days) $4,800 (3 trips)$4,000 $11,700 $40,300 4. Communicate Priorities and Begin Strategic Plan Implementation Months 7-12 $6,600 (6 days)--$3,900 $10,500 Sub Total – Budget $44,000 (40 days) $4,800 (3 trips)$4,000 $26,000 (40 days)$78,800 Sixth Judicial Circuit Court: In-Kind Match $6,000 $6,000 Total Project Budget $44,000 $4,800 $4,000 $32,000 $85,000 2 1 Example rates based on a Dr. Wagenknecht-Ivey’s consulting rate at $1750 per day. Dr. Wagenknecht- Ivey has been successfully employed in this manner by multiple other Michigan Courts. SJI’s portion of consultant professional services is = $44,000 (40 x $1100). The Court’s share of consultant professional services is = $26,000 (40 x $650). 2 A breakdown of estimated travel costs is as follows - ~$1600 per trip. 1 day Onsite + 1.5 days of travel Airfare $650 Hotel (@$225/night)$450 Meals (@ $64/day – per Fed. Per Diem)$160 Ground Transportation / Parking – Denver $150 Ground Transportation – Pontiac, MI $200 Total $1610 3 Other Direct Costs – this budget item includes direct costs associated with off-site meeting rooms, AV, meeting supplies, graphics design and formatting, printing of Strategic Plan; lunch/refreshments for in-person, day long strategic planning meetings, and other direct cost related to the strategic planning process. Summary and Explanation: Cash and In-Kind Match SJI requires a cash and in-kind match that is equal to at least 50% of the grant amount, of which 20% of the match must be in cash. The Court’s total match is $32,200, which exceeds the minimum required match amount (which in this case would be $26,400). The Court will provide a cash match of $26,000, which is 81% of the Court’s total match. The remaining portion, $6,000 (or 19% of the required match), will be in-kind contribution. The in-kind match is only a small fraction of the actual amount of time the Court’s leadership and Strategic Planning Committee will be contributing to this project. The Sixth Judicial Circuit Court thanks SJI for your consideration of and support for this request. 6/17/2024 1 State Justice Institute Grant Program FY2024 Grant Application Guide Pursuant to the State Justice Institute Act of 1984 (42 U.S.C. 10701, et seq.), the State Justice Institute (SJI) is authorized to award grants, cooperative agreements, and contracts to state and local courts, nonprofit organizations, and others for the purpose of improving the quality of justice in the state courts of the United States. ELIGIBILITY SJI is authorized by Congress to award grants, cooperative agreements, and contracts to the following entities and types of organizations: • State and local courts and their agencies (42 U.S.C. 10705(b)(1)(A)). • National nonprofit organizations controlled by, operating in conjunction with, and serving the judicial branches of state governments (42 U.S.C. 10705(b)(1)(B)). • National nonprofit organizations for the education and training of judges and support personnel of the judicial branch of state governments (42 U.S.C. 10705(b)(1)(C)). An applicant is considered a national education and training applicant under section 10705(b)(1)(C) if: 1. The principal purpose or activity of the applicant is to provide education and training to state and local judges and court personnel; and 2. The applicant demonstrates a record of substantial experience in the field of judicial education and training. • Other eligible grant recipients (42 U.S.C. 10705 (b)(2)(A)–(D)). a. Provided that the objectives of the project can be served better, the Institute is also authorized to make awards to: a. Nonprofit organizations with expertise in judicial administration b. Institutions of higher education c. Individuals, partnerships, firms, corporations (for-profit organizations must waive their fees) d. Private agencies with expertise in judicial administration b. SJI may also make awards to state or local agencies and institutions other than courts for services that cannot be adequately provided through nongovernmental arrangements (42 U.S.C. 10705(b)(3)). SJI is prohibited from awarding grants to federal, tribal, and international courts. 6/17/2024 2 GRANT APPLICATION DEADLINES The SJI Board makes awards on a federal fiscal year quarterly basis. Applications may be submitted at any time but will only be considered for award based on the timetable below: Federal Fiscal Year Quarter Application Due Date 1 1-Nov 2 1-Feb 3 1-May 4 1-Aug To be considered timely, an application must be submitted by the application deadline noted above. Applicants must use the SJI Grants Management System (GMS) to submit all applications and post-award documents. The SJI GMS is accessible at https://gms.sji.gov. SJI urges applicants to submit applications at least 72 hours prior to the application due date, in order to allow time for the applicant to receive an application acceptance message and to correct in a timely fashion any problems that may arise, such as missing or incomplete forms. Questions related to the SJI Grant Program or the SJI GMS must be directed to contact@sji.gov. 6/17/2024 3 Contents Eligibility .........................................................................................................................................1 Grant Application Deadlines ............................................................................................................2 Program Description ........................................................................................................................4 Priority Investment Areas ........................................................................................................... 4 Grant Types ......................................................................................................................................7 Project Grant ............................................................................................................................... 8 Technical Assistance (TA) Grant ................................................................................................ 8 Curriculum Adaptation and Training (CAT) Grant .................................................................... 8 Strategic Initiatives Grant (SIG) ................................................................................................. 9 Education Support Program (ESP) for Judges and Court Managers .......................................... 9 Application and Submission Information ........................................................................................9 Application Components ............................................................................................................ 9 Application Review Information .............................................................................................. 21 Selection Criteria .................................................................................................................. 21 Review Process ..................................................................................................................... 23 Notification of Board Decision ............................................................................................. 23 Response to Notification of Award ....................................................................................... 23 How to Apply .................................................................................................................................24 Submission Steps ...................................................................................................................... 24 Post Award reporting requirements ...............................................................................................24 Quarterly Reporting Requirements ........................................................................................... 24 Request for Reimbursement of Funds....................................................................................... 25 Final Progress Report ................................................................................................................ 25 6/17/2024 4 PROGRAM DESCRIPTION SJI was established by the State Justice Institute Authorization Act of 1984 (42 U.S.C. 10701 et seq.) to improve the administration of justice in the state courts of the United States. Incorporated in the State of Virginia as a private, nonprofit corporation, SJI is charged, by statute, with the responsibility to: • Direct a national program of financial assistance designed to assure that each citizen of the United States is provided ready access to a fair and effective system of justice • Foster coordination and cooperation with the federal judiciary • Promote recognition of the importance of the separation of powers doctrine to an independent judiciary • Encourage education for judges and support personnel of state court systems through national and state organizations To accomplish these broad objectives, SJI is authorized to provide funding to state courts, national organizations which support and are supported by state courts, national judicial education organizations, and other organizations that can assist in improving the quality of justice in the state courts. Through the award of grants, contracts, and cooperative agreements, SJI is authorized to perform the following activities: • Support technical assistance, demonstrations, special projects, research and training to improve the administration of justice in the state courts • Provide for the preparation, publication, and dissemination of information regarding state judicial systems • Participate in joint projects with federal agencies and other private grantors • Evaluate or provide for the evaluation of programs and projects to determine their impact upon the quality of criminal, civil, and juvenile justice and the extent to which they have contributed to improving the quality of justice in the state courts • Encourage and assist in furthering judicial education • Encourage, assist, and serve in a consulting capacity to state and local courts in the development, maintenance, and coordination of criminal, civil, and juvenile justice programs and services SJI is supervised by a Board of Directors appointed by the U.S. President, with the advice and consent of the U.S. Senate. The Board is statutorily composed of six judges; a state court administrator; and four members of the public, no more than two of the same political party. Additional information about SJI, including a list of members of the Board of Directors, is available at https://www.sji.gov/. Priority Investment Areas The SJI Board of Directors has established Priority Investment Areas for grant funding. SJI will allocate significant financial resources through grant-making for these Priority Investment Areas. The Priority Investment Areas are applicable to all grant types. SJI strongly encourages potential 6/17/2024 5 grant applicants to consider projects addressing one or more of these Priority Investment Areas and to integrate the following factors into each proposed project: ➢ Evidence based, data-driven decision making ➢ Cross sector collaboration ➢ Systemic approaches (as opposed to standalone programs) ➢ Institutionalization of new court processes and procedures ➢ Ease of replication ➢ Sustainability For FY 2024, the Priority Investment Areas are listed below in no specific order. Opioids and Other Dangerous Drugs, and Behavioral Health Responses ➢ Behavioral Health Disparities – Research indicates that justice involved persons have significantly greater proportions of mental, substance use, and co-occurring disorders than are found in the public. SJI supports cross-sector collaboration and information sharing that emphasizes policies and practices designed to improve court responses to justice-involved persons with behavioral health and other co-occurring needs. ➢ Trauma-Informed Approaches – Judges, court staff, system stakeholders and court- involved persons (defendants, respondents, and victims) alike may be impacted by prior trauma. This is particularly, but not exclusively, true for those with mental illness and/or substance use disorders. SJI supports trauma-informed training, policies and practices in all aspects of the judicial process. Promoting Access to Justice and Procedural Fairness ➢ Procedural Fairness – A fundamental role of courts is to ensure fair processes and just outcomes for litigants. SJI promotes the integration of research-based procedural fairness principles, policies, and practices into state court operations to increase public trust and confidence in the court system, reduce recidivism, and increase compliance with court orders. ➢ Self-Represented Litigation - SJI promotes court-based solutions to address increases in self-represented litigants; specifically making courts more user-friendly by simplifying court forms, providing one-on-one assistance, developing guides, handbooks, and instructions on how to proceed, developing court-based self-help centers, and using Internet technologies to increase access. These projects are improving outcomes for litigants and saving valuable court resources. ➢ Language Access - SJI supports language access in the state courts through remote interpretation (outside the courtroom), interpreter training and certification, courtroom services (plain language forms, websites, etc.), and addressing the requirements of Title VI of the Civil Rights Act of 1964 and the Omnibus Crime Control and Safe Streets Act. 6/17/2024 6 Reducing Disparities and Protecting Victims, Underserved, and Vulnerable Populations ➢ Disparities in Justice – SJI supports research and data-driven approaches that examine statutory requirements, policies, and practices that result in disparities for justice- involved persons. These disparities can be because of inequities in socio-economic, racial, ethnic, gender, age, health, or other factors. In addition to identifying disparities, SJI promotes systemic approaches to reducing disparities. ➢ Human Trafficking - SJI addresses the impact of federal and state human trafficking laws on the state courts, and the challenges faced by state courts in dealing with cases involving trafficking victims and their families. These efforts are intended to empower state courts to identify victims, link them with vital services, and hold traffickers accountable. ➢ Rural Justice – Rural areas and their justice systems routinely have fewer resources and more barriers than their urban counterparts, such as availability of services, lack of transportation, and smaller workforces. Programs and practices that are effective in urban areas are often inappropriate and or lack supported research for implementation in rural areas. SJI supports rural courts by identifying promising and best practices, and promoting resources, education, and training opportunities uniquely designed for rural courts and court users. ➢ Guardianship, Conservatorship, and Elder Issues - SJI assists courts in improving court oversight of guardians and conservators for the elderly and incapacitated adults through visitor programs, electronic reporting, and training. Advancing Justice Reform ➢ Criminal Justice Reform - SJI assists state courts in taking a leadership role in reviewing fines, fees, and bail practices to ensure processes are fair and access to justice is assured; implementing alternative forms of sanction; developing processes for indigency review; promoting transparency, governance, and structural reforms that promote access to justice, accountability, and oversight; and implementing innovative diversion and re- entry programs that serve to improve outcomes for justice-involved persons and the justice system. ➢ Juvenile Justice Reform - SJI supports innovative projects that advance best practices in handling dependency and delinquency cases; promote effective court oversight of juveniles in the justice system; address the impact of trauma on juvenile behavior; assist the courts in identification of appropriate provision of services for juveniles; and address juvenile re-entry. ➢ Family and Civil Justice Reform - SJI promotes court-based solutions for the myriad of civil case types, such as domestic relations, housing, employment, debt collection, which are overwhelming court dockets. 6/17/2024 7 Transforming Courts ➢ Emergency Response and Recovery - Courts must be prepared for natural disasters and public health emergencies and institutionalize the most effective and efficient practices and processes that evolve during response and recovery. SJI supports projects that look to the future of judicial service delivery by identifying and replicating innovations and alternate means of conducting court business due to public health emergencies such as pandemics, and natural disasters such as hurricanes, earthquakes, and wildfires. ➢ Cybersecurity – Courts must also be prepared for cyberattacks on court systems, such as denial of service and ransomware attacks on court case management systems, websites, and other critical information technology infrastructure. SJI supports projects that assist courts in preparing for, and responding to, these attacks, and share lessons-learned to courts across the United States. ➢ Technology – Courts must integrate technological advances1 into daily judicial processes and proceedings. SJI supports projects that institutionalize the innovative technology that has successfully advanced the use of electronic filing and payment systems, online dispute resolution, remote work, and virtual court proceedings. SJI promotes projects that streamline case filing and management processes, thereby reducing time and costs to litigants and the courts; provide online access to courts to litigants so that disputes can be resolved more efficiently; and make structural changes to court services that enable them to evolve into an online environment. Additionally, SJI supports the examination of potential integration of Artificial Intelligence (AI) into court processes, including identification of positive outcomes and potential limitations of AI. ➢ Strategic Planning – Courts must rely on a deliberate process to determine organizational values, mission, vision, goals, and objectives. SJI promotes structured planning processes and organizational assessments to assist courts in setting priorities, allocating resources, and identifying areas for on-going improvements in efficiency and effectiveness. Strategic planning includes elements of court governance, data collection, management, analysis, sharing; and sustainable court governance models that drive decision-making. Strategic plans and outcomes must be communicated to judges, court staff, justice partners, and the public. ➢ Training, Education, and Workforce Development – State courts require a workforce that is adaptable to public demands for services. SJI supports projects that focus on the tools needed to enable judges, court managers, and staff to be innovative, forward thinking court leaders. GRANT TYPES SJI supports five types of grants: Project, Technical Assistance (TA), Curriculum Adaptation and Training (CAT), Strategic Initiatives Grants (SIG) Program, and the Education Support Program (ESP). A brief description of each type of grant is below. 1 See guidance on unallowable uses of SJI funds regarding equipment, software, and internet access. 6/17/2024 8 Project Grant Project Grants are intended to support innovative education and training, research and evaluation, demonstration, and technical assistance projects that can improve the administration of justice in state courts locally or nationwide. State court applicants may request up to $300,000 for 36 months. Local court applicants may request up to $200,000 for 24 months. Examples of expenses not covered by Project Grants include the salaries, benefits, or travel of full-or part- time court employees. Funding may not be used for the ordinary, routine operations of court systems. All applicants for Project Grants must contribute a cash match greater than or equal to the SJI award amount. This means that grant awards by SJI must be matched at least dollar for dollar by grant applicants. Applicants may contribute the required cash match directly or in cooperation with third parties. Funding from other federal departments or agencies may not be used for cash match. Technical Assistance (TA) Grant TA Grants are intended to provide state or local courts, or regional court associations, with sufficient support to obtain expert assistance to diagnose a problem, develop a response to that problem, and implement any needed changes. TA Grants may not exceed $75,000 and 12 months in duration. In calculating project duration, applicants are cautioned to fully consider the time required to issue a request for proposals, negotiate a contract with the selected provider, and execute the project. Funds may not be used for salaries, benefits, or travel of full-or part-time court employees. Applicants for TA Grants are required to contribute a total match (cash and in-kind) of not less than 50 percent of the SJI award amount, of which 20 percent must be cash. For example, an applicant seeking a $50,000 TA grant must provide a $25,000 match, of which up to $20,000 can be in-kind and not less than $5,000 must be cash. Funding from other federal departments and agencies may not be used for cash match. Curriculum Adaptation and Training (CAT) Grant CAT Grants are intended to: 1) Enable courts or national court associations to modify and adapt model curricula, course modules, or conference programs to meet states’ or local jurisdictions’ educational needs; train instructors to present portions or all of the curricula; and pilot-test them to determine their appropriateness, quality, and effectiveness, or 2) conduct judicial branch education and training programs, led by either expert or in-house personnel, designed to prepare judges and court personnel for innovations, reforms, and/or new technologies recently adopted by grantee courts. CAT Grants may not exceed $40,000 and 12 months in duration. Examples of expenses not covered by CAT Grants include the salaries, benefits, or travel of full-or part- time court employees. Applicants for CAT Grants are required to contribute a total match (cash and in-kind) of not less than 50 percent of the SJI award amount, of which 20 percent must be cash. For example, an applicant seeking a $30,000 CAT grant must provide a $15,000 match, of which up to $12,000 6/17/2024 9 can be in-kind and not less than $3,000 must be cash. Funding from other federal departments and agencies may not be used for cash match. Strategic Initiatives Grant (SIG) The SIG program provides SJI with the flexibility to address national court issues as they occur and develop solutions to those problems. This is an innovative approach where SJI uses its expertise and the expertise and knowledge of its grantees to address key issues facing state courts across the United States. The funding is used for grants or contractual services and is handled at the discretion of the SJI Board of Directors and staff. SJI requires the submission of a concept paper prior to the full application process. Only applicants that submit an approved concept paper will be invited to submit a full application for funding. Potential applicants are strongly encouraged to contact SJI prior to submitting a concept paper for guidance on this initial step. Education Support Program (ESP) for Judges and Court Managers The Education Support Program (ESP) is intended to enhance the skills, knowledge, and abilities of state court judges and court managers by enabling them to attend out-of-state, or to enroll in online, educational and training programs sponsored by national and state providers that they could not otherwise attend or take online because of limited state, local, and personal budgets. The program only covers the cost of tuition up to a maximum of $1,000 per course. The ESP is administered by the National Judicial College (NJC) and the National Center for State Courts/Institute for Court Management (ICM), in partnership with SJI. For NJC courses, register online at www.judges.org/courses. For ICM courses, register online at https://www.ncsc.org/education-and-careers/icm-courses. During the respective registration processes, each website will ask if you need a scholarship to participate. Follow the online instructions to request tuition assistance. APPLICATION AND SUBMISSION INFORMATION This section describes in detail what an application must include. An applicant should anticipate that if it fails to submit an application that contains all the specified project components, it may negatively affect the review of the application. Applicants must use the SJI GMS to submit all applications and post-award documents. The SJI GMS is accessible at https://gms.sji.gov. Application Components Applicants for SJI Grants must submit the following forms and/or documents via the SJI GMS: 1. Application Form (Form A): The application form requests basic information regarding the proposed project, the applicant, and the total amount of funding requested from SJI. It also requires the signature of an individual authorized to certify on behalf of the applicant that the information contained in the application is true and complete; that submission of the application has been authorized by the applicant; and that if funding for the proposed project is 6/17/2024 10 approved, the applicant will comply with the requirements and conditions of the award, including the assurances set forth in Form D below. Beginning August 1, 2024, applicants must include a Unique Entity Identifier (UEI) to submit an application. Information regarding UEI and SAM.gov registration is available here: UEI and SAM. 2. Certificate of State Approval (Form B): An application from a state or local court must include a copy of Form B signed by the state’s chief justice or state court administrator. The signature denotes that the proposed project has been approved by the state’s highest court or the agency or council it has designated. It denotes further that, if applicable, a cash match reduction has been requested, and that if SJI approves funding for the project, the court or the specified designee will receive, administer, and be accountable for the awarded funds. 3. Budget Form (Form C): Applicants must provide a detailed budget and a budget narrative providing an explanation of the basis for the amounts in each budget category. If funds from other sources are required to conduct the project, either as match or to support other aspects of the project, the source, current status of the request, and anticipated decision date must be provided. 4. Assurances (Form D): Form D lists the statutory, regulatory, and policy requirements with which recipients of SJI funds must comply. 5. Disclosure of Lobbying Activities (Form E): Applicants are required to disclose whether they, or another entity that is part of the same organization as the applicant, have advocated a position before Congress on any issue, and to identify the specific subjects of their lobbying efforts. 6. Project Abstract: The abstract must highlight the purposes, goals, methods, and anticipated benefits of the proposed project. It must not exceed 1 single- spaced page and must be uploaded on the ‘Attachments’ tab in GMS. 7. Program Narrative: The program narrative for an application may not exceed 25 double-spaced pages on 8½ by 11-inch paper with 1-inch margins, using a standard 12-point font. The pages must be numbered. This page limit does not include the forms, the abstract, the budget narrative, and any additional attachments. The program narrative must address the following, noting any specific areas to address by grant type: a. Statement of Need: The applicant must explain the critical need facing the applicant, and how SJI funds will enable the applicant to meet this critical need. The applicant must also explain why state or local resources are not sufficient to fully support the costs of the project. 6/17/2024 11 The applicant must provide a verified source for the data that supports the statement of the problem (i.e., federal, state, and local databases).The discussion must include specific references to the relevant literature and to the experience in the field. SJI continues to make all grant reports and most grant products available online through the National Center for State Courts (NCSC) Library and Digital Archive. Applicants are required to conduct a search of the NCSC Library and Digital Archive on the topic areas they are addressing. This search must include SJI-funded grants, and previous projects not supported by SJI. Searches for SJI grant reports and other state court resources begin with the NCSC Library section. Applicants must discuss the results of their research; how they plan to incorporate the previous work into their proposed project; and if the project will differentiate from prior work. i. Project grants: If the project is to be conducted in any specific location(s), the applicant must discuss the particular needs of the project site(s) to be addressed by the project and why those needs are not being met through the use of existing programs, procedures, services, or other resources. If the project is not site-specific, the applicant must discuss the problems that the proposed project would address, and why existing programs, procedures, services, or other resources cannot adequately resolve those problems. In addition, the applicant must describe how, if applicable, the project will be sustained in the future through existing resources. ii. TA grants: The applicant must explain why state or local resources are unable to fully support the modification and presentation of the model curriculum. The applicant must also describe the potential for replicating or integrating the adapted curriculum in the future using state or local funds once it has been successfully adapted and tested. In addition, the applicant must describe how, if applicable, the project will be sustained in the future through existing resources. iii. CAT grants (curriculum adaptation): The applicant must explain why state or local resources are unable to fully support the modification and presentation of the model curriculum. The applicant must also describe the potential for replicating or integrating the adapted curriculum in the future using state or local funds once it has been successfully adapted and tested. iv. CAT grant (training): The applicant must describe the court reform or initiative prompting the need for training. The applicant must also discuss how the proposed training will help the applicant implement planned changes at the court, and why state or local resources are not sufficient to fully support the costs of the required training. 6/17/2024 12 v. SIG grants: Applicants must detail the origin of the project (i.e., requested by SJI or a request to SJI) and provide a detailed description about the issue of national impact the proposed project will address, including any evaluations, reports, resolutions, or other data to support the need statement. b. Project Description and Objectives: The applicant must include a clear, concise statement of what the proposed project is intended to accomplish and how those objectives will be met. The applicant must delineate the tasks to be performed in achieving the project objectives and the methods to be used for accomplishing each task. The applicant must describe how the proposed project addresses one or more Priority Investment Areas. If the project does not address one or more Priority Investment Areas, the applicant must provide an explanation why not. i. Project grants: The applicant must include detailed descriptions of tasks, methods, and evaluations. For example: • Research and evaluation projects: The applicant must include the data sources, data collection strategies, variables to be examined, and analytic procedures to be used for conducting the research or evaluation and ensuring the validity and general applicability of the results. For projects involving human subjects, the discussion of methods must address the procedures for obtaining respondents’ informed consent, ensuring the respondents’ privacy and freedom from risk or harm, and protecting others who are not the subjects of research but would be affected by the research. If the potential exists for risk or harm to human subjects, a discussion must be included that explains the value of the proposed research and the methods to be used to minimize or eliminate such risk. Refer to the Human Subject Protection section of the SJI Grant Management Guide for additional information. • Education and training projects: The applicant must include the adult education techniques to be used in designing and presenting the program, including the teaching/ learning objectives of the educational design, the teaching methods to be used, and the opportunities for structured interaction among the participants; how faculty would be recruited, selected, and trained; the proposed number and length of the conferences, courses, seminars, or workshops to be conducted and the estimated number of persons who would attend them; the materials to be provided and how they would be developed; and the cost to participants. 6/17/2024 13 • Demonstration projects: The applicant must include the demonstration sites and the reasons they were selected, or if the sites have not been chosen, how they would be identified and their cooperation obtained; and how the program or procedures would be implemented and monitored. • Technical assistance projects: The applicant must explain the types of assistance that would be provided; the particular issues and problems for which assistance would be provided; the type of assistance determined; how suitable providers would be selected and briefed; and how reports would be reviewed. ii. TA grants: The applicant must identify which organization or individual will be hired to provide the assistance, and how the consultant was selected. The applicant must describe the tasks the consultant will perform, and how the tasks will be accomplished. The applicant must address the following questions: • What specific tasks will the consultant(s) and court staff undertake? • What is the schedule for completion of each required task and the entire project? • How will the applicant oversee the project and provide guidance to the consultant, and who at the court or regional court association would be responsible for coordinating all project tasks and submitting quarterly progress and financial status reports? • If a consultant has not yet been identified, the applicant must describe the procedures and criteria that will be used to select the consultant (applicants are expected to follow their jurisdictions’ normal procedures for procuring consultant services)? • If the consultant has been identified, the applicant must provide a letter from that individual or organization documenting interest in and availability for the project, as well as the consultant’s ability to complete the assignment within the proposed time frame and for the proposed cost. The consultant must agree to submit a detailed written report to the court and SJI upon completion of the technical assistance. The applicant must describe the steps have been or will be taken to facilitate implementation of the consultant’s recommendations upon completion of the technical assistance. iii. CAT grants (curriculum adaptation): The applicant must provide the title of the curriculum that will be adapted and identify the entity that originally developed the curriculum. Applicants must allow at least 90 days between the potential award date and the date of the proposed program to allow 6/17/2024 14 sufficient time for planning. This period of time must be reflected in the project timeline. The applicant must also address the following questions: • Why is this education program needed at the present time? • What are the project’s goals? • What are the learning objectives of the adapted curriculum? • What program components would be implemented, and what types of modifications, if any, are anticipated in length, format, learning objectives, teaching methods, or content? • Who would be responsible for adapting the model curriculum? • Who would the participants be, how many would there be, how would they be recruited, and from where would they come (e.g., from a single local jurisdiction, from across the state, from a multi-state region, from across the nation)? The applicant must provide the proposed timeline, including the project start and end dates, the date(s) the judicial branch education program will be presented, and the process that will be used to modify and present the program. The applicant must also identify who will serve as faculty, and how they were selected, in addition to the measures taken to facilitate subsequent presentations of the program. iv. CAT grants (training): The applicant must identify the tasks the trainer(s) will be expected to perform, which organization or individual will be hired, and, if in-house personnel are not the trainers, how the trainer will be selected. If a trainer has not yet been identified, the applicant must describe the procedures and criteria that will be used to select the trainer. In addition, the applicant must address the following questions: • What specific tasks would the trainer and court staff or regional court association members undertake? • What presentation methods will be used? • What is the schedule for completion of each required task and the entire project? • How will the applicant oversee the project and provide guidance to the trainer, and who at the court or affiliated with the regional court association would be responsible for coordinating all project tasks and submitting quarterly progress and financial status reports? • If the trainer has been identified, the applicant must provide a letter from that individual or organization documenting interest in and availability for the project, as well as the trainer’s ability to complete the assignment within the proposed time frame and for the proposed cost. The applicant must explain what steps have been or will be taken to coordinate the implementation of the training. For example, if the support 6/17/2024 15 or cooperation of specific court or regional court association officials or committees, other agencies, funding bodies, organizations, or a court other than the applicant will be needed to adopt the reform and initiate the training proposed, how will the applicant secure their involvement in the development and implementation of the training? v. SIG grants: The applicant must expand upon the project description and objectives described in the approved concept paper. Any and all feedback and questions submitted by the Board and SJI Staff during the review of the concept paper must also be incorporated into the project design. c. Dissemination Plan: The application must explain how and to whom the products would be disseminated; describe how they would benefit the state courts, including how they could be used by judges and court personnel; identify development, production, and dissemination costs covered by the project budget; and present the basis on which products and services developed or provided under the grant would be offered to the court community and the public at large (i.e., whether products would be distributed at no cost to recipients, or if costs are involved, the reason for charging recipients and the estimated price of the product). Ordinarily, applicants must schedule all product preparation and distribution activities within the project period. The type of product to be prepared depends on the nature of the project. For example, in most instances, the products of a research, evaluation, or demonstration project must include an article summarizing the project findings that is publishable in a journal serving the courts community nationally, an executive summary that would be disseminated to the project’s primary audience, or both. Applicants proposing to conduct empirical research or evaluation projects with national import must describe how they would make their data available for secondary analysis after the grant period. The curricula and other products developed through education and training projects must be designed for use by others and again by the original participants in the course of their duties. Applicants proposing to develop web-based products must provide for sending a notice and description of the document to the appropriate audiences to alert them to the availability of the website or electronic product (i.e., a written report with a reference to the web site). Applicants must submit a final draft of all written grant products to SJI for review and approval at least 30 days before the products are submitted for publication or reproduction. For products in website or multimedia format, applicants must provide for SJI review of the product at the treatment, script, rough-cut, and final stages of development, or their equivalents. No grant funds may be obligated for publication or reproduction of a final grant product without the written approval of SJI. Project products must be submitted to SJI in electronically in HTML or PDF format. 6/17/2024 16 Applicants must also include in all project products a prominent acknowledgment that support was received from SJI and a disclaimer paragraph such as ‘‘This [document, film, videotape, etc.] was developed under [grant/cooperative agreement] number SJI–[insert number] from the State Justice Institute. The points of view expressed are those of the [author(s), filmmaker(s), etc.] and do not necessarily represent the official position or policies of the State Justice Institute.’’ The ‘‘SJI’’ logo must appear on the front cover of a written product, or in the opening frames of a website or other multimedia product, unless SJI approves another placement. The SJI logo can be downloaded from SJI’s website at the bottom of the Grants page. d. Staff Capability and Organizational Capacity: An applicant that is not a state or local court and has not received a grant from SJI within the past three years must indicate whether it is either a national non-profit organization controlled by, operating in conjunction with, and serving the judicial branches of state governments, or a national non-profit organization for the education and training of state court judges and support personnel. If the applicant is a non-judicial unit of federal, state, or local government, it must explain whether the proposed services could be adequately provided by non-governmental entities. Applicants that have not received a grant from SJI within the past three years must include a statement describing their capacity to administer grant funds, including the financial systems used to monitor project expenditures (and income, if any), and a summary of their past experience in administering grants, as well as any resources or capabilities that they have that would particularly assist in the successful completion of the project. Unless requested otherwise, an applicant that has received a grant from SJI within the past three years must describe only the changes in its organizational capacity, tax status, or financial capability that may affect its capacity to administer a grant. If the applicant is a non-profit organization (other than a university), it must also provide documentation of its 501(c) tax-exempt status as determined by the Internal Revenue Service and a copy of a current certified audit report. For purposes of this requirement, ‘‘current’’ means no earlier than two years prior to the present calendar year. The applicant must include a summary of the training and experience of the key staff members and consultants that qualify them for conducting and managing the proposed project. Resumes of identified staff must be attached to the application. If one or more key staff members and consultants are not known at the time of the application, a description of the criteria that would be used to select persons for these positions must be included. The applicant also must identify the person who would be responsible for managing and reporting on the financial aspects of the proposed project. 6/17/2024 17 e. Evaluation: Projects must include an evaluation plan to determine whether the project met its objectives. The evaluation must be designed to provide an objective and independent assessment of the effectiveness or usefulness of the training or services provided; the impact of the procedures, technology, or services tested; or the validity and applicability of the research conducted. The evaluation plan must be appropriate to the type of project proposed considering the nature, scope, and magnitude of the project. f. Sustainability: Describe how the project will be sustained after SJI assistance ends. The sustainability plan must describe how current collaborations and evaluations will be used to leverage ongoing resources. SJI encourages applicants to ensure sustainability by coordinating with local, state, and other federal resources. 8. Budget and Matching State Contribution: Applicants must complete a budget in the SJI GMS and upload a budget narrative. The budget narrative must provide the basis for all project-related costs and the sources of any match, as required. The budget narrative must thoroughly and clearly describe every category of expense listed. SJI expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities). 6/17/2024 18 i. Personnel: No grant funds or cash match may be used to pay the salary and related costs for a current or new employee of a court or other unit of government because such funds would constitute a supplantation of state or local funds in violation of 42 U.S.C. 10706(d)(1); this includes new employees hired specifically for the project. The salary and any related costs for a current or new employee of a court or other unit of government may only be accepted as in-kind match. For non-court or other unit of government applicants, the application must set forth the percentages of time to be devoted by the individuals who Prohibited uses of SJI funds To ensure that funds made available under this chapter are used to supplement and improve the operation of State courts, rather than to support basic court services, funds shall not be used— (1) to supplant State or local funds currently supporting a program or activity; or (2) to construct court facilities or structures, except to remodel existing facilities to demonstrate new architectural or technological techniques, or to provide temporary facilities for new personnel or for personnel involved in a demonstration or experimental program. Examples of basic court services include: • Hiring of personnel • Purchase and/or maintenance of equipment • Purchase of software and/or licenses • Purchase of internet access or service • Supplies to support the day-to-day operations of courts The final determination of what constitutes basic court services is made by SJI and is not negotiable. Applicants are encouraged to contact SJI Staff to discuss any questions related to this section prior to or during the application process. Likewise, meals and refreshments are generally not allowable costs unless the applicant or grantee obtains written prior approval from SJI. This applies to all awards, including contracts, grants, and cooperative agreements. In general, SJI may approve such costs only in very rare instances where: ➢ Sustenance is not otherwise available (e.g., extremely remote areas); ➢ The size of the event and nearby food/beverage vendors would make it impractical to not provide meals and/or refreshments; and/or ➢ A special presentation at a conference requires a plenary address where there is no other time for sustenance to be obtained. Trinkets (items such as hats, mugs, portfolios, t-shirts, coins, gift bags, gift cards, etc.) may not be purchased with SJI grant funding. 6/17/2024 19 would staff the proposed project, the annual salary of each of those persons, and the number of work days per year used for calculating the percentages of time or daily rates of those individuals. The applicant must explain any deviations from current rates or established written organizational policies. ii. Fringe Benefit Computation: For non-governmental entities, the applicant must provide a description of the fringe benefits provided to employees. If percentages are used, the authority for such use must be presented, as well as a description of the elements included in the determination of the percentage rate. iii. Consultant/Contractual Services and Honoraria: The applicant must describe the tasks each consultant would perform, the total amount to be paid to each consultant, the basis for compensation rates (e.g., the number of days multiplied by the daily consultant rates), and the method for selection. Prior written SJI approval is required for any consultant rate in excess of $800 per day; SJI funds may not be used to pay a consultant more than $1,100 per day. Honorarium payments must be justified in the same manner as consultant payments. iv. Travel: Transportation costs and per diem rates must comply with the policies of the applicant organization. If the applicant does not have an established travel policy, then travel rates must be consistent with those established by the federal government. The budget narrative must include an explanation of the rate used, including the components of the per diem rate and the basis for the transportation expenses. The purpose of the travel must also be included in the narrative. v. Equipment: Grant funds cannot be used strictly for the purpose of purchasing equipment. Equipment purchases to support basic court operations will not be approved. In limited instances, grant funds may be used to purchase only the equipment necessary to demonstrate a new technological application in a court. The applicant must describe the equipment to be purchased or leased and explain why the acquisition of that equipment is essential to accomplish the project’s goals and objectives. The narrative must clearly identify which equipment is to be leased and which is to be purchased. The method of procurement must also be described. vi. Supplies: Supplies cannot be purchased to support the day-to-day operations of a court. The applicant must provide a general description of the supplies necessary to accomplish the goals and objectives of the grant. In addition, the applicant must provide the basis for the amount requested for this expenditure category. vii. Construction: Construction expenses are prohibited. viii. Postage: Postage costs for project-related mailings, including distribution of the final product(s), must be described in the budget narrative. The cost of special mailings, such as for a survey or for announcing a workshop, must be distinguished from routine mailing costs. The basis for all postage must be 6/17/2024 20 included in the budget narrative. Electronic dissemination of information is preferred, therefore, funds for postage must be minimal. ix. Printing/Photocopying: Costs for printing or photocopying project documents, reports, and publications must be included in the budget narrative, along with the basis used to calculate these amounts. Electronic dissemination of information is preferred, therefore, funds for printing/photocopying must be minimal. x. Indirect Costs: Indirect costs are only applicable to organizations that are not state courts or government agencies. Recoverable indirect costs are limited to no more than 75 percent of a grantee’s direct personnel costs, i.e. salaries plus fringe benefits. Applicants must describe the indirect cost rates applicable to the grant in detail. If costs often included within an indirect cost rate are charged directly (e.g., a percentage of the time of senior managers to supervise project activities), the applicant must specify that these costs are not included within its approved indirect cost rate. If the applicant has an indirect cost rate or allocation plan approved by any federal granting agency, a copy of the approved rate agreement must be attached to the application. Refer to the SJI Grant Management Guide for additional details. xi. Matching Requirements: SJI grants require cash and/or in-kind matches as outlined below. A match is the portion of project costs not borne by SJI. Match includes both cash and in-kind contributions. Cash match is the direct outlay of funds by the grantee or a third party to support the project. Other federal department and agency funding may not be used for cash match. In-kind match consists of contributions of time and/or services of current staff members, new employees, space, supplies, etc., made to the project by the grantee or others (e.g., advisory board members) working directly on the project or that portion of the grantee’s federally-approved indirect cost rate that exceeds the limit of permitted charges (75 percent of salaries and benefits). The grantee is responsible for ensuring that the total amount of match proposed is contributed. If a proposed contribution is not fully met, SJI may reduce the award amount accordingly, to maintain the ratio originally provided for in the award agreement. Match must be expended at the same rate as SJI funding. 1) Project grants: All applicants for Project Grants must contribute a cash match greater than or equal to the SJI award amount. This means that grant awards by SJI must be matched at least dollar for dollar by grant applicants. For example, if the total proposed project is $200,000, SJI provides $100,000 in funds and the applicant match must be at least $100,000. Applicants may contribute the required cash match directly or in cooperation with third parties. 2) TA grants: Applicants for TA Grants are required to contribute a total match (cash and in-kind) of not less than 50 percent of the SJI award 6/17/2024 21 amount, of which 20 percent must be cash. For example, an applicant seeking a $50,000 TA grant must provide a $25,000 match, of which up to $20,000 can be in-kind and not less than $5,000 must be cash. 3) CAT grants: Applicants for TA Grants are required to contribute a total match (cash and in-kind) of not less than 50 percent of the SJI award amount, of which 20 percent must be cash. For example, an applicant seeking a $30,000 CAT grant must provide a $15,000 match, of which up to $12,000 can be in-kind and not less than $3,000 must be cash. 4) SIG grants: State and local courts and non-court units of government must provide a dollar for dollar cash match for SIG Projects. Matching funds may not be required for SIG projects that are awarded to non-court or non-governmental entities. 9. Letters of Support: If the support or cooperation of agencies, funding bodies, organizations, or courts other than the applicant would be needed in order for the consultant to perform the required tasks, written assurances of such support or cooperation must accompany the application letter. Applicants may also submit memorandums of agreement/understanding, as appropriate. 10. Project Timeline: A Project Timeline detailing each project objective, activity, expected completion date, and responsible person or organization must be included. The plan must include the starting and completion date for each task; the time commitments to the project of key staff and their responsibilities regarding each project task; and the procedures that would ensure that all tasks are performed on time, within budget, and at the highest level of quality. In preparing the project timeline, applicants must make certain that all project activities, including publication or reproduction of project products and their initial dissemination, would occur within the proposed project period. The timeline must also provide for the submission of Quarterly Progress and Financial Reports within 30 days after the close of each calendar quarter as well as submission of all final closeout documents. The project timeline may be included in the program narrative or provided as a separate attachment. 11. Other Attachments: Resumes of key project staff may also be included. Additional background material must be attached only if it is essential to impart a clear understanding of the proposed project. Numerous and lengthy appendices are strongly discouraged. Application Review Information Selection Criteria In addition to the criteria detailed below, SJI will consider whether the applicant is a state or local court, a national court support or education organization, a non-court unit of government, or other type of entity eligible to receive grants under SJI’s enabling legislation; the availability of financial assistance from other sources for the project; the diversity of subject matter, 6/17/2024 22 geographic diversity; the level and nature of the match that would be provided; reasonableness of the proposed budget; the extent to which the proposed project would also benefit the federal courts or help state or local courts enforce federal constitutional and legislative requirements; and the level of appropriations available to SJI in the current year and the amount expected to be available in succeeding fiscal years, when determining which projects to support. Project Grant Applications Project Grant applications will be rated based on the criteria set forth below: 1. Soundness of the methodology 2. Demonstration of need for the project 3. Appropriateness of the proposed evaluation design 4. If applicable, the key findings and recommendations of the most recent evaluation and the proposed responses to those findings and recommendations 5. Applicant’s management plan and organizational capabilities 6. Qualifications of the project’s staff 7. Products and benefits resulting from the project, including the extent to which the project will have long-term benefits for state courts across the nation 8. Degree to which the findings, procedures, training, technology, or other results of the project can be transferred to other jurisdictions 9. Reasonableness of the proposed budget 10. Demonstration of cooperation and support of other agencies that may be affected by the project Technical Assistance (TA) Grant Applications TA Grant applications will be rated based on the following criteria: 1. Whether the assistance would address a critical need of the applicant 2. Soundness of the technical assistance approach to the problem 3. Qualifications of the consultant(s) to be hired or the specific criteria that will be used to select the consultant(s) 4. Commitment of the court or association to act on the consultant’s recommendations 5. Reasonableness of the proposed budget Curriculum Adaptation and Training (CAT) Grant Applications CAT Grant applications will be rated based on the following criteria: 1. Goals and objectives of the proposed project 2. How the training would address a critical need of the court or association 3. Need for outside funding to support the program 4. Soundness of the approach in achieving the project’s educational or training objectives 5. Integration of distance learning and technology in project design and delivery 6. Qualifications of the trainer(s) to be hired or the specific criteria that will be used to select the trainer(s) (training project) 6/17/2024 23 7. Likelihood of effective implementation and integration of the modified curriculum into the state or local jurisdiction’s ongoing educational programming (curriculum adaptation project) 8. Commitment of the court or association to the training program (training project) 9. Expressions of interest by judges and/or court personnel, as demonstrated by letters of support Strategic Initiative Grant (SIG) Applications SIG applications will be rated based on the following criteria: 1. Goals and objectives of the proposed project 2. Demonstration of need for the project 3. Degree to which the project addresses a current national court issue 4. Level of innovation in addressing the identified need 5. Potential impact on the court community 6. Qualifications of the consultant(s) engaged to manage the project Review Process SJI reviews the application to make sure that the information presented is reasonable, understandable, measurable, and achievable, as well as consistent with the grant guides. Applications must meet basic minimum requirements. Although specific requirements may vary by grant type, the following are common requirements applicable to all SJI grant applications: • Must be submitted by an eligible type of applicant • Must request funding within funding constraints of each grant type (if applicable) • Must be within statutorily allowable expenditures • Must include all required forms and documents SJI’s Board of Directors reviews all applications and makes final funding decisions. The decision to fund a project is solely that of the Board of Directors. Notification of Board Decision The Chairman of the Board signs grant awards on behalf of SJI. SJI will send notify applicants regarding Board decisions to award, defer, or deny their respective applications. If requested, SJI conveys the key issues and questions that arose during the review process. A decision by the Board to deny an application may not be appealed, but it does not prohibit resubmission of a proposal in a subsequent funding cycle. Response to Notification of Award Applicants have 30 days from the date notifying them that the Board has grant their award to respond to any revisions requested by the Board. If the requested revisions (or a reasonable schedule for submitting such revisions) have not been submitted to SJI within 30 days after notification, the award may be rescinded, and the application presented to the Board for reconsideration. Special Conditions, in the form of incentives or sanctions, may also be used in other situations. 6/17/2024 24 HOW TO APPLY Applicants must use the SJI Grants Management System (SJI GMS) to submit all applications and post-award documents. SJI urges applicants to submit applications at least 72 hours prior to the application due date, in order to allow time for the applicant to receive an application acceptance message and to correct in a timely fashion any problems that may arise, such as missing or incomplete forms. Files must be in .doc, .docx, .xls, .xlsx, .pdf, .jpg, or .png format. Individual file size cannot exceed 5Mb. Submission Steps Applicants (except for ESP) must register with the SJI GMS to submit applications for funding consideration. Below are the basic steps for submission: 1. Access the SJI GMS and complete the information required to create an account. 2. If you already have an account, log in and create a new application. 3. Complete all required forms and upload all required documents: a. Application Form b. Certificate of State Approval c. Budget and Budget Narrative d. Assurances e. Disclosure of Lobbying Activities f. Project Abstract g. Program Narrative h. Attachments i. Letters of Support ii. Project Timeline iii. Resumes iv. Indirect Cost Approval v. Other Attachments 4. Certify and submit the application to SJI for review. POST AWARD REPORTING REQUIREMENTS All required reports and documents must be submitted via the SJI GMS. Refer to the Grant Management Guide for additional details. Quarterly Reporting Requirements Recipients of SJI funds must submit Quarterly Progress and Financial Status Reports within 30 days of the close of each calendar quarter (that is, no later than January 30, April 30, July 30, and October 30). Programmatic Progress Reports: Program Progress Reports shall include a narrative description of project activities during the calendar quarter, the relationship between those activities and the task schedule and objectives set forth in the approved 6/17/2024 25 application or an approved adjustment thereto, any significant problem areas that have developed and how they will be resolved, and the activities scheduled during the next reporting period. Failure to comply with the requirements of this provision could result in the termination of a grantee’s award. Financial Reporting: A Financial Status Report is required from all grantees for each active quarter on a calendar-quarter basis. This report is due within 30 days after the close of the calendar quarter. It is designed to provide financial information relating to SJI funds, state and local matching shares, project income, and any other sources of funds for the project, as well as information on obligations and outlays. Request for Reimbursement of Funds Awardees will receive funds on a reimbursable, U.S. Treasury ‘‘check-issued’’ or electronic funds transfer (EFT) basis. Upon receipt, review, and approval of a Request for Reimbursement by SJI, payment will be issued directly to the grantee or its designated fiscal agent. Requests for reimbursements, along with the instructions for its preparation, and the SF 3881 Automated Clearing House (ACH/Miscellaneous Payment Enrollment Form for EFT) are available in the SJI GMS. Accounting System: Awardees are responsible for establishing and maintaining an adequate system of accounting and internal controls and for ensuring that an adequate system exists for each of its sub-grantees and contractors. An acceptable and adequate accounting system: 1) Properly accounts for receipt of funds under each grant awarded and the expenditure of funds for each grant by category of expenditure (including matching contributions and project income) 2) Assures that expended funds are applied to the appropriate budget category included within the approved grant 3) Presents and classifies historical costs of the grant as required for budgetary and evaluation purposes 4) Provides cost and property controls to assure optimal use of grant funds 5) Is integrated with a system of internal controls adequate to safeguard the funds and assets covered, check the accuracy and reliability of the accounting data, promote operational efficiency, and assure conformance with any general or special conditions of the grant 6) Meets the prescribed requirements for periodic financial reporting of operations 7) Provides financial data for planning, control, measurement, and evaluation of direct and indirect costs Final Progress Report The Final Progress Report must describe the project activities during the final calendar quarter of the project and the close-out period, including to whom project products have been disseminated; provide a summary of activities during the entire project; specify whether all the objectives set forth in the approved application or an approved adjustment have been met and, if any of the objectives have not been met, explain why not; and discuss what, if anything, could have been 6/17/2024 26 done differently that might have enhanced the impact of the project or improved its operation. In addition, grantees are required to submit electronic copies of the final products related to the project (e.g., reports, curriculum, etc.). These reporting requirements apply at the conclusion of every grant. Form B 09/09 STATE JUSTICE INSTITUTE Certificate of State Approval The Name of State Supreme Court or Designated Agency or Council has reviewed the application entitled prepared by Name of Applicant approves its submission to the State Justice Institute, and [ ] agrees to receive and administer and be accountable for all funds awarded by SJI pursuant to the application; [ ] herby requests consideration of a reduction in cash match as requested by the applicant (NOTE: only applicable to Project Grant applications); [ ] designates Name of Trial or Appellate Court or Agency as the entity to receive, administer, and be accountable for all funds awarded by SJI pursuant to the application. Signature Date Name Title State Court Administrator, Thomas P. Boyd Sixth Circuit Court Strategic Planning Project Richard Lynch Sixth Judicial Circuit Court Thomas P. Boyd State Court Administrator 07/25/2024 Form B 09/09 INSTRUCTIONS The State Justice Institute Act requires that: Each application for funding by a state or local court shall be approved, consistent with state law, by the state's supreme court, or its designated agency or council, which shall receive, administer, and be accountable for all funds awarded by SJI to such courts (42 U.S.C. 10705(b)(4)). FORM B should be signed by the chief judge or chief justice of the state supreme court, or by the director of the designated agency or chair of the designated council. The term "state supreme court” refers to the court of last resort of a state. "Designated agency or council" refers to the office or judicial body which is authorized under state law, or by delegation from the state supreme court, to approve applications for grant funding and to receive, administer, and be accountable for that funding. STATE JUSTICE INSTITUTE APPLICATION 1. APPLICANT a. Organization Name Sixth Judicial Circuit of Michigan b. Street/P.O. Box 1200 N. Telegraph Road c. City Pontiac d. State MI e. Zip Code 48341 f. Phone Number 248-858-0347 g. Name & Phone Number of Contact Person Richard Lynch, 248-858-0347 h. Title Circuit Court Administrator i. E-Mail Address lynchr@oakgov.com 2. TYPE OF APPLICANT State Court National organization operating in conjunction with State court National State court support organization College or University Other non-profit organization or agency Individual Corporation or partnership Other unit of Government Other 3. PROPOSED START DATE 9/9/2024 4. PROJECT DURATION 12 5. APPLICANT FINANCIAL CONTACT a. Organization Name Sixth Judicial Circuit of Michigan b. Street/P.O. Box 1200 N. Telegraph Road c. City Pontiac d. State MI e. Zip Code 48341 f. Phone Number 248-452-9564 g. Name & Phone Number of Contact Person Christina Bujak, 248-452-9564 h. Title Court Business Manager i. E-Mail Address bujakc@oakgov.com j. Organization EIN 38-6004876 k. Organization UEI HZ4EUKDD7AB4 6. a. AMOUNT REQUESTED FROM SJI $52,800 b. AMOUNT OF MATCH Cash Match $26,000 In-kind Match $6,000 c. TOTAL MATCH d. OTHER CASH e. TOTAL PROJECT COST $85,000 7. TITLE OF PROPOSED PROJECT Sixth Circuit Court Strategic Planning Project 8. PROJECT SUMMARY The Sixth Circuit will transition to a new case management system in the next five years. This transition provides an opportunity to evaluate existing operations, and business practices to maximize efficiencies and enhance access to justice. The Court seeks a strategic plan that delivers services more efficiently. The Court recognizes that it lacks the subject matter expertise to develop and implement this strategic plan internally and seeks funding to retain an expert to facilitate the process. 9. CERTIFICATION On behalf of the applicant, I hereby certify that to the best of my knowledge the information in this application is true and complete. I have read the attached assurances(Form D) and understand that if this application is approved for funding, the award will be subject to those assurances. I certify that the applicant will comply with the assurances if the application is approved, and that I am lawfully authorized to make these representations on the behalf of the applicant. SIGNATURE OF RESPONSIBLE OFFICIAL DATE (For applications from State and local courts, Form B - Certificate of State Approval, must be attached) 1