Loading...
HomeMy WebLinkAboutResolutions - 2024.10.24 - 41550 AGENDA ITEM: Grant Acceptance from the State Court Administrative Office for the FY 2025 DWI/Sobriety Court Program DEPARTMENT: 52-1 District Court (Novi) MEETING: Board of Commissioners DATE: Thursday, October 24, 2024 7:22 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2024-4615 Motion to accept the FY 2025 Michigan Drug Court Grant Program from the State Court Administrative Office in the amount of $13,000, for the period of October 1, 2024, through September 30, 2025; further, authorize the Chair of the Board of Commissioners to execute the grant agreement after the final review by Risk Management and Corporation Counsel; further, amend the FY 2025 budget as detailed in the attached Schedule A. ITEM CATEGORY SPONSORED BY Grant Penny Luebs INTRODUCTION AND BACKGROUND The 52nd District Court, Division I (Novi) applied for grant funds of $53,120.48 and was awarded a grant in the amount of $13,000 from the State Court Administrator’s Office (SCAO), Michigan Drug Court Grant Program for the grant period of October 1, 2024, through September 30, 2025. The court intends to continue the Specialty Treatment Court (STC) to assist participants maintain sobriety and decrease recidivism. The court will be utilizing 2 existing Oakland County Funded Senior Probation Officers, who will assist with managing the STC caseload. The court will utilize the funds to assist participants with required Alcohol/ Drug Testing, Electronic Monitoring Units, Oakland County Sheriff's Office overtime for Home Visits, Supplies for Incentives, Treatment Court Graduations, Participant Supplies, and expenses related to attending the 2025 Michigan Association of Treatment Court Professionals (MATCP) Conference. This grant is conditioned upon continued interpretation of the contract consistent with the September 16, 2024, letter from the SCAO, providing that assurance #3 of this year's grant application and agreement shall not be construed as a mandate for future funding of the program from the funding unit, said letter attached hereto and incorporated by reference herein. The grant award has completed the Grant Review Process in accordance with the Board of Commissioners Grant Acceptance Procedures. POLICY ANALYSIS The acceptance of this grant does not obligate the County to any future commitment, and continuation of the Special Revenue position in the grant is contingent upon future levels of grant funding. 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 Alexandra Black, District Court Administrator ITEM REVIEW TRACKING Alexandra Black, 52-1 District Court (Novi) Created/Initiated - 10/24/2024 AGENDA DEADLINE: 11/03/2024 7:22 PM ATTACHMENTS 1. 52-1 District Court – Acceptance from the State Court Administrative Office for the FY 2025 DWISobriety Court (Schedule A) 2. FY 2025 DWI SCAO Award Letter 3. FY 2025 DWI -Final Application 4. FY 2025 Hybrid DWI-Drug Court agreement COMMITTEE TRACKING *Public Health and Safety review waived by Committee Chair* 2024-10-24 Full Board - Adopt Motioned by: Commissioner Penny Luebs Seconded by: Commissioner Robert Hoffman 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 52-1 District Court – Acceptance from the State Court Administrative Office for the FY 2025 Michigan Drug Court Grant Program (Driving while Impaired) 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 Judicial Grants Division - I Novi FND11012 CCN3020205 RC615571 PRG121050 GRN-1004286 615000 State Operating Grants (9,575)(9,575)(9,575) Total Revenues $(9,575)$(9,575)$(9,575) E Judicial Grants Division - I Novi FND11012 CCN3020205 SC730373 PRG121050 GRN-1004286 730000 Contracted Services (7,875)(7,875)(7,875) E Judicial Grants Division - I Novi FND11012 CCN3020205 SC750245 PRG121050 GRN-1004286 750000 Incentives (1,700)(1,700)(1,700) Total Expenditures $(9,575)$(9,575)$(9,575) R Judicial Grants Division - I Novi FND11012 CCN3020205 RC615571 PRG121050 GRN-1004536 615000 State Operating Grants 13,000 13,000 13,000 Total Revenues $13,000 $13,000 $13,000 E Judicial Grants Division - I Novi FND11012 CCN3020205 SC730373 PRG121050 GRN-1004536 730000 Contracted Services 7,200 7,200 7,200 E Judicial Grants Division - I Novi FND11012 CCN3020205 SC732018 PRG121050 GRN-1004536 730000 Travel and Conference 3,140 3,140 3,140 E Judicial Grants Division - I Novi FND11012 CCN3020205 SC750245 PRG121050 GRN-1004536 750000 Incentives 2,660 2,660 2,660 Total Expenditures $13,000 $13,000 $13,000 Michigan Supreme Court State Court Administrative Office Michigan Hall of Justice P.O. Box 30048 Lansing, Michigan 48909 Phone 517-373-0128 Thomas P. Boyd State Court Administrator September 16, 2024 Honorable Travis Reeds, Chief Judge/Program Judge 52-1 District Court 48150 Grand River Ave. Novi, MI 48374 Re: Michigan Drug Court Grant Program Award Notification 52-1 District Court — Hybrid DWI/Drug Court SCAO UI: U10102 Dear Chief Judge Reeds: I am pleased to inform you that your application for funding through the Michigan Drug Court Grant Program (MDCGP) has been approved. On behalf of the State Court Administrative Office (SCAO), I am delighted to award your court a grant in the amount of $13,000 to support your problem-solving court program. This award is for the grant period October 1, 2024, through September 30, 2025, and is contingent upon SCAO being awarded and receiving federal grant awards in the full amount requested. Your court’s fiscal year 2025 contract will be e-mailed from DocuSign to your project director, David Campbell. Please review the contract carefully and sign it by December 13, 2024. The budget, based on your court’s actual award, must be updated in WebGrants by November 1, 2024. Instructions for revising your budget are attached to the message your project director will receive from WebGrants. Each year we receive grant requests that greatly exceed the total amount spent in the preceding fiscal year and available funding for awards to courts. Your total grant award is based on what we believe it will cost to operate your program as you did last year plus any planned expansion, enhanced services, and/or cost increases. Additionally, SCAO will continue considering requests for grant reallocations throughout the fiscal year. A reallocation is a mid-year decrease or increase of your grant award. For example, a program that needs additional grant funding may request a reallocation to increase the September 16, 2024 Page Two program’s grant award. On the other hand, a court may not spend their entire award, and funds may be reallocated to courts needing additional funding. Reallocation requests are submitted in WebGrants, and SCAO staff review and make reallocation determinations after second-quarter claims are submitted and after third-quarter claims are submitted. A reallocation that decreases or increases a program’s grant award is based on actual prior spending and projected spending for the remainder of the fiscal year. The Michigan Supreme Court and SCAO is confident that your project will have significant impact, and we look forward to seeing continued positive outcomes. We commend your dedication and commitment to these lifesaving programs and thank you for making a positive difference in so many lives. Should you have questions about the grant or need assistance regarding best practices, please contact Andrew Smith at 517-373-0954 or at smitha@courts.mi.gov. For assistance in publicizing the success of your court, please contact John Nevin at 517-373-0129 or nevinj@courts.mi.gov. Sincerely, Thomas P. Boyd State Court Administrator cc: Honorable Robert Bondy Honorable David Law Andrew Smith, Problem-Solving Courts Manager James McGrail, SCAO Region VI Administrator Alexandra Black, Court Administrator David Campbell, Project Director 36290 - FY 2025 52-1 DC DWI Court Program Application Details Funding Opportunity: 36103-Fiscal Year 2025 Michigan Drug Court Grant Program Funding Opportunity Due Date: Jun 7, 2024 11:59 PM Program Area: Michigan Drug Court Grant Program (MDCGP) Status: Correcting Negotiation Due Date: 11/01/2024 Stage: Final Application Initial Submit Date: May 30, 2024 8:51 AM Initially Submitted By: David Campbell Last Submit Date: Last Submitted By: Contact Information Primary Contact Information Name:Mr. Salutation David First Name Middle Name Campbell Last Name Title:Probation Supervisor Email*:Campbelld@oakgov.com Address*:4850 Grand River Ave Novi City Michigan State/Province 48374 Postal Code/Zip Phone*:(248) 305-6451 Phone ###-###-#### Ext. Fax:(248) 305-5295 ###-###-#### To access the WebGrants Access form click here. WebGrants Authorization Approval Form: Campbell Webgrants Access.pdf Organization Information Name*:52nd District Court First Division - Oakland County (D52-1) Organization Type*:State Court Administrative Office Tax Id: Organization Website: Address*:48150 Grand River Ave. Novi City Michigan State/Province 48374 Postal Code/Zip Phone*:(248) 305-6144 ###-###-#### Ext. Fax:(248) 305-5970 ###-###-#### FY 25 Application Program Information Select your court*:D52-1 (Novi) Oakland County*:Oakland If your program is multi- jurisdictional or, includes additional counties in the same jurisdiction? Please list all of the participating jurisdictions and/or counties here (e.g. 21st District Court and 23rd District Court OR Clare and Gladwin Counties). (e.g. 21st District Court and 23rd District Court OR Clare and Gladwin Counties) *: N/A Please pick your program type*: DWI Court Federal Tax ID *:38-6004876 What is the program's most recent LAO number. LAO# Planning programs enter 0000-00 *: 2015-22 Region*:Region 6 Chief Judge *:Travis Reeds Court:52-1 District Court Building: Street Address*:48150 Grand River Ave. City, State and Zip code *:Novi, MI 48374 Email Address*:reedst@oakgov.com Program Judge 1 Name*:Travis Reeds Number of years as a program judge.*: >2 years Court: Program Judge 1 Email Address*: reedst@oakgov.com Program Judge 2 Name:Robert Bondy Number of years as a program judge.: >2 years Court: Program Judge 2 Email Address: bondyr@oakgov.com Program Judge 3 Name:David Law Number of years as a program judge.: >2 years Court: Program Judge 3 Email Address: lawd@oakgov.com Program Judge 4 Name: Number of years as a program judge.: Court: Program Judge 4 Email Address: Court Administrator*:Alexandra Black Court: Email*:blacka@oakgov.com Financial Officer*:Sheryl Johnson Project Director*:David Campbell Court: Building: Street Address*:48150 Grand River Ave City, State, Zip code*:Novi, MI 48374 Project Director E-mail Address*: campbelld@oakgov.com Project Director Phone Number*: 248-305-6451 Ext. Authorizing Official (individual who will sign the grant contract) Name*: David T. Woodward Authorizing Official E-mail Address*: woodwardd@oakgov.com Authorizing Official Phone Number*: 248-858-0100 Ext. Authorizing Official Title *:Chairman, Oakland County Board of Commissioners SIGMA Vendor ID #*: cv0048080 This number begins with CV, followed by 7 digits. Review previous payments from the State for this number. If you would like assistance, please contact PSC@courts.mi.gov. Program Operations Is the program applying for planning or operational funds? *: Operational Funds How many years has the program been operational? : 23 What is the program's capacity? : 80 What is the current number of active participants? : 55 Does the program accept transfers? : Yes Provide a description of your program as it relates to project goals and funding needs: We are requesting funds to assist participants in fees associated with the program costs such as Electronic Monitoring devices (Ignition Interlock Units, Portable Alcohol Monitoring Devices and in rare cases GPS tether units), costs associated with the Oakland County Sheriff’s Officers Overtime expenses to conduct home visits on participants, incentives such as Gift Cards to reinforce positive compliance and additionally organizational supplies for participants as they enter the program. Further, to ensure we are taking appropriate participants in our program, we are asking for funds to assist in maintaining compliance with a validated criminogenic risk/needs assessment tool (LS-CMI). Finally, we are hoping to obtain funding to send our treatment team to the 2025 Michigan Association of Treatment Court Professional (MATCP) Conference to assist with efforts to make sure our team maintains continuing education in the field of Treatment Courts. Did your program receive SCAO-administered grant funds in the current fiscal year?: Yes Please select all of the grant programs which funded this program in the current fiscal year. : MDCGP What was the total amount of SCAO-administered grant funds the program was awarded in the current fiscal year?: $9,575.00 Will the program likely expend all of its grant award during the current fiscal year? : Yes Have any of the service(s) and/or good(s) rates increased from the current fiscal year? (e.g. coordinator pay increased from $23/hr to $24.50/hr, drug tests increased from $12 to $15) : Yes List the service(s) and/or good(s), the current fiscal year rate, and the new rate.: The cost for the Oakland County Sheriff’s Deputy overtime expenses have increased in the past fiscal year, which was expected. During FY 2024 the projected cost was $79.38/ hour of overtime. While FY 2025 costs have not been released, the projection given to us from the Oakland County Sheriff’s Office is that with cost of living increase, the expected per hour rate is $83.35/ hour of overtime. Due to the fact they could not give us an exact amount, we budgeted this line item as a not to exceed $84/ hour of overtime. Other expenses have seemed to remain stable from the past fiscal year, as we have been able to receive an agreement on pricing services from several Electronic Monitoring Companies for their Ignition Interlock devices and Portable Alcohol Monitoring Units. Aside from increases covered above, are you requesting more grant funds in this application than the program was awarded during the current fiscal year?: Yes Please explain why more funds are being requested. (e.g. program expansion, increase in services, or operational adjustments) : FY 2024 was the first year we requested funding for our DWI (Sobriety) Court program and as a result of this, we wanted to start out with a limited funding request to ensure that we would be able to utilize the funds. What we discovered was that there were certain aspects of our program that we were able to enhance by the use of the grant funds and through the course of FY 2024 began to discuss how positive a larger grant could be for our program as well as our participants. As a result, we have increased our request to assist our participants with costs associated with required alcohol/ drug testing as well as to offset costs associated with electronic monitoring devices such as Ignitition Interlock Units, Portable Alcohol Monitoring Devices and on rare occasions, GPS tether Units. Further, providing positive incentives such as gift cards to reinforce compliant behavior has been extremely helpful in supporting our participants as they progress through our program. Additionally, our request is larger as this year we are requesting funding for additional line items such as the Oakland County Sheriff’s Officer to be able to implement home visits on participants as well as providing participants with basic organizational supplies to help them with the structure of the program. Therefore, our FY 2025 request is larger to help provide these additional services and incentives to our program participants. For the upcoming/next fiscal year, will the program receive funding from another source (non-SCAO funding, such as local or federal funding), or has the program applied for funding from another source?*: No Federal Funding Application (Must be completed if requesting federal funding) Would you like to be considered for SCAO administered federal grants ( OHSP and Byrne JAG)? If no, there is no need to answer further questions on this page. Please save the form and mark as complete. *: Yes OHSP and Byrne JAG funds are available to adult programs only. I have reviewed the grant information in the blue ribbon (above) and understand the funding requirements for each source. : Yes Prior Funding Has the applicant received a prior State Court Administrative Office grant under Byrne JAG or OHSP funding? : No Has the applicant received a prior State Court Administrative Office grant under Michigan Drug Court Grant Program, Michigan Mental Health Court Grant Program, Michigan Veterans Treatment Court Grant Program, or Swift and Sure Sanctions Probation Program? : Yes Does your county have an Equal Employment Opportunity Plan (EEOP)?: Yes When was the plan formulated? : 06/21/2021 Number of Court Employees : 50 Total number of the employees that work in the court (not including judges) where the program operates. Please upload a screenshot of the court/county status listed in SAM.gov based on your Federal Unique Entity Identification (UEI) number.: Sam.gov Entity Information.pdf Will your program collect program income during the fiscal year? : No Pre-Award Financial Risk Assessment The applicant is required to complete a pre-award financial risk assessment as part of the grant application. The questionnaire helps the SCAO assess the financial management and internal control systems, and the associated potential risks of an applicant. The pre-award financial risk assessment should only be completed by program and financial staff most familiar with the applicant’s systems, policies, and procedures to ensure the correct responses. The responses directly impact the pre-award risk assessment and should accurately reflect the applicant’s financial management and internal control system at the time of the application. The pre-award financial risk assessment is an additional factor in determining funding. Applicant risk level may affect the funding decision and/or result in additional reporting requirements, monitoring, special conditions, or additional award requirements. Does the applicant have new individuals involved with the grant (less than 1 year)? This includes anyone directly or indirectly involved with the grant operations and financial management, (i.e., coordinator, judge, financial personnel, etc.): No Does the applicant have any new system changes within the past 12 months (system means in relation to purchasing an organization's system or systems for purchasing and contracting, including lease-or- buy decisions, the selection of contractors, analysis of quoted prices, negotiation of prices with contractors, placing and administering of orders, and expediting delivery of materials or services). : No Audit For this section, an “audit” is conducted by an independent, external auditor using generally accepted auditing standards (GAAS) or Generally Accepted Governmental Auditing Standards (GAGAS), and results in an audit report with an opinion. Has the applicant undergone any of the following types of audits? (check all that apply): Financial Statement Audit,Single Audit under 2 CFR Part 200 On the most recent audit, what was the auditor's opinion?: Qualified Opinion Were material weaknesses noted in the report?: Yes Were the material weaknesses related to an SCAO grant? : No If the material weaknesses in question are not directly related to an SCAO grant, could the material weaknesses have an impact on SCAO? (e.g., bank reconciliation): No Please specify the corrective action: Material weakness was due to our county implementing a new software system 2 years ago. There are no material weaknesses as a result. Financial Management System Does the applicant's accounting system have the capability to identify the receipt and expenditure of awards funds separately for each SCAO award? : Yes Does the applicant’s accounting system have the capability to record expenditures for each SCAO award by the budget cost categories shown in the approved budget?: Yes Does the applicant’s accounting system have the capability to accurately track employees actual time spent performing work for each SCAO award, and to accurately allocate charges for employee salaries and wages for each SCAO award, and maintain records to support the actual time spent and specific allocation of charges associated with each applicant employee? : Yes Does the applicant’s accounting system include budgetary controls to preclude the applicant from incurring obligations or costs that exceed the amount of funds available under an SCAO award (the total amount of award as well the amount available in each budget cost category)? : Yes Is the applicant familiar with the “cost principles” that apply to recent and future Federal awards, including the general and specific principles set out in 2 C. F. R Part 200? : Yes Procurement Does the applicant maintain written policies and procedures for procurement transactions that (Check all that apply): are designed to avoid unnecessary or duplicative purchases?,set out a process for soliciting goods and services? Are the applicant’s procurement policies and procedures designed to ensure that procurements are conducted in a manner that provides full and open competition to the extent practicable, and to avoid practices that restrict competition? : Yes Do the applicant’s procurement policies and procedures require documentation of the history of a procurement, including the rationale for the method of procurement, selection of contract type, selection or rejections of contractors, and basis for the contract price?: Yes Does the applicant have written policies and procedures designed to prevent the applicant from entering into a procurement contract under an SCAO award with an entity or individual that is suspended or debarred from such contracts, including provisions for checking for suspended or debarred prior to award?: Yes Subrecipient Does the applicant have written policies and procedures, and/or guidance designed to ensure that any subawards made by the applicant under an SCAO award (1) clearly document applicable grant requirements, (2) are appropriately monitored by the applicant, and for Federal Grant Applicants (3) comply with the requirements in 2 C. F. R. Part 200 (see 2 C. F. R. 200.331)?: Yes Is the applicant aware of the differences between subawards under SCAO awards and procurement contracts under SCAO awards, including the different roles and responsibilities associated with each? : Yes Does the applicant have written policies and procedures designed to prevent the applicant from making a subaward under an SCAO award to an entity or individual who is suspended or debarred from such subaward, including provisions for checking for suspended or debarred prior to award?: Yes Other Federal Risk Is the applicant designated “high risk” by a federal grant- making agency? (High risk includes any status under which a federal awarding agency provides additional oversight due to the applicant’s past performance, or other programmatic or financial concerns with the applicant.): No Certification Certification on behalf of the applicant (Must be made by the chief executive, executive director, chief financial officer, designated authorized representative (“AOR”), or other official with the requisite knowledge and authority). On behalf of the applicant, I certify to the State Court Administrative Office that the information provided above is complete and correct to the best of my knowledge. I have the requisite authority and information to make this certification on behalf of the applicant.: Yes Name*:David Campbell Title*:Program Director Phone*:248-305-6451 Date*:04/04/2023 Grant Contact Information Primary Contacts Program Type Program Type*: Claims Name*: Email*: Budget Name*: Email*: Contract Amendments Name*: Email*: Applications Name*: Email*: Certification (not required for Swift and Sure Programs) Name: Email: DCCMIS Administration Name*: Email*: Training Registration Name*: Email*: Court Administrator Name*: Email*: Chief Judge Name*: Email*: Program Judge Name*: Email*: Other Program Judge ( if applicable) Name: Email: Other Program Judge ( if applicable) Name: Email: Other Program Judge ( if applicable) Name: Email: Other Program Judge ( if applicable) Name: Email: Budget Personnel Personnel Describe the personnel costs (i.e., wages) associated with the proposed project. Court Clerk/ Data Entry: We are requesting funds to allocate towards a part time position titled District Court Clerk, which would be utilized to conduct data entry and act as support staff for the four treatment court programs offered at 52-1 District Court. After reviewing the information provided through the State Court Administrative Office Site Visits for certification, and evaluating the needs of our programs, it has become apparent that our programs have grown to a point where it has become difficult for the corresponding teams to sufficiently address these clerical requirements without reallocating time from our participants. Data entry into the Drug Court Case Management Information System (DCCMIS) has been the responsibility of each individual treatment court probation officer in addition to case management and supervision throughout their programs. As a result, this data entry is conducted when time allows, which is limited as we feel our participants should take priority. As a result, this data entry is conducted on a monthly basis instead of daily to weekly as it should. Immediate data entry ensures accuracy and completeness, which is necessary for evaluating our program as required per Best Practices. This was reflected by our Site Visits, in the Certification Correction Forms which highlighted a number of data entry issues that were missing and needed to be corrected. As a result, we believe a data entry position has become a necessary component for our program going forward. Based on the information above, we would like to utilize grant funds to provide fully funded, part-time clerical support for all treatment court programs. In addition to data entry for DCCMIS, the Court Clerk would provide assistance with data entry in District Court Probation System as it relates to program compliance, and would assist in scheduling appointments and review hearings, and perform other clerical functions as it relates to the treatment court programs. Additionally, the Court Clerk would assist court staff in creating and maintaining treatment court files and assist judicial staff in scheduling and managing monthly review hearings for each treatment court. Last, the Court Clerk Name Position Computation Request Other Grant Or Funding Source Local Cash Contribution Local In-Kind Contribution Total District Court Clerk I/ Data Entry Data Entry Position See Below $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00