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R-2013-072-2013-05-13RESOLUTION NO. 2013-72 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS, AUTHORIZING PARTICIPATION IN THE OTHER VICTIM'S ASSISTANCE GRANT ("OVAG") THROUGH THE OFFICE OF THE ATTORNEY GENERAL. WHEREAS, the City of Pearland wishes to apply to the Office of the Attorney General (OAG) Crime Victim Services Division, under its legal name, and has been assigned the Unique Application Number 00241-14-0327 for its application for OVAG grant funds from the Texas Office of the Attorney General; and WHEREAS, the City Council of the City of Pearland (hereinafter "City") has considered and supports the Application filed or to be filed with the OAG and finds it in the best interest of the citizens of Pearland to participate in the OVAG program; and WHEREAS, the City designates the City Manager or his designee as the grantee's Authorized Official and is given the power to apply for, accept, reject, alter or terminate the grant on behalf of the applicant agency, and also has been given the authority to sign all grant adjustment requests, inventory reports, progress reports and financial reports or any other official documents related to the grant on behalf of the grantee. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS that the City approves submission of the grant application for the OVAG to the Office of the Attorney General, Crime Victim Service Division as well as the designation of the Authorized Official. RESOLUTION NO. 2013-72 PASSED, APPROVED and ADOPTED this the 13th day of May, A.D., 2013. .42TOM REID MAYOR ATTEST: (7,f; Of .04 C.); MAR A E. ROD- IGU Z DEPUTY CITY SECRET A RY APPROVED AS TO FORM: (re—, DARRIN M. COKER CITY ATTORNEY 2 Crime Victim Services Division 00241-14-0327 1. ORGANIZATION Unique Application Number (UAN) Legal Name of Applicant Name of Agency Contact Agency Contact's Telephone Number OVAGNCLG Application Office of the Attorney General TAB A -Organization 00241-14-0327 City of Pearland Joel Hardy - Grants Coordinator 281-652-1795 Amount Requested %of Personnel and Fringe Requested FY 2014 100%� FY 2015 100% 1 $41,849.001 1 $41,849.001 2. MISSION STATEMENT 2.1 Provide the mission statement of your organization. The mission of the Pearland Police Department is to provide professional service to the community and develop citizen partnerships to work together to enforce laws, reduce fear and positively impact the quality of life in Pearland. Pearland's Victim Assistance Program's mission is to provide impassioned leadership, offer emotional support, build partnerships with service providers and a commitment to empower victims of crime with the goal of preventing further victimization. 3. DESCRIPTION OF THE ORGANIZATION 3.1 Give a description of the history of your organization including the purpose for which it was created. The purpose of the Pearland Police Department is to provide the equitable, fair and impratial application of laws and ordinances without regard to race, color, creed, sex or station in life; treating all individuals with tolerance, compassion and dignity. 3.2 Give a description of how the organization has evolved to its current structure, this may include the scope of service, geographic areas covered, staff heirarchy, legal organization, etc. From 1993 to 2002, the Pearland Police Department handled victim assistance services through the assignment of duties to an existing investigator/detective. In addition to the normal duties associated with investigating crimes, this person also handled the act of providing victim assistance services to local citizens. As population and geographic growth increased, crime increased and the complexity of the impact on victims. Population dynamics have resulted in the need for more types of support/services. Increased family violence and assault in Pearland has resulted in the need for more accompaniments and crisis counseling support for victims. A westward expansion of the City's boundaries through annexation, as well as new residents and commercial growth, resulted in the need for more dedicated services. 2010 Census calculations indicate that Pearland has experienced a massive 142% growth since 2000. It is imperative, based on the City's growth, that additional staff resources be incorporated into the Police Investigations Division's Victim Assistance Program. The City itself is operated and managed under the direct leadership of a City Manager. Elected officials, in the form of a City Council and Mayor, provide governance over the City's operations. Department directors appropriate duties in the various sectors of municipal operations required to meet the needs of our citizens. The Police Department, as such, has an appointed Chief of Police and the standard hierarchy of officers assigned to distribute reouired law enforcement duties throughout the public safety oraanization. 14. VICTIM SERVICES EXPERIENCE 4.1 How many years has the organization been providing victim -related services or assistance? YEARS I 1 21 Paye 1 of 3 Crime Victim Services Division OVAG/VCLG Application Office of the Attorney General TAB A -Organization 00241-14-0327 5. VICTIM SERVICES WORK 5.1 Provide a description of the work the organization is doing on behalf of victims of crime. The goal of the Victim Assistance Program is to assist victims of crime, protect and advocate the rights of victims, provide necessary information, and prevent further victimization. Crime victims who make a police report are subsequently contacted by phone, mail or in person. The liaison informs victims about police procedures, community resources, and available programs that will assist victims during the aftermath of a crime. The liaison is also on call to respond to after -hour emergencies, and to provide assistance. The program provides updates on case status, information about the criminal justice system, court and hospital accompaniment, and emergency transportation to women shelters for victims that seek support from the Crime Victim Assistance Program. Depending on the type of crime that has occurred, victims can receive information on shelters, counseling services or referrals to support and social service agencies. The program can also assist with information about parole notification, and assist with a parole protest. Crime victims are contacted to determine their eligibility for financial assistance when they have exhausted their own financial resources. The Crime Victims' Compensation Fund - paid out of court costs generated by criminal convictions - provides for medical bills, counseling, lost wages, funeral expenses and other crime related expenses without any cost to taxpayers. 5.2 How does this work fit into the organization's overall goals and objectives? Providing Pearland citizens with victims' assistance services has been part of the work of the Pearland Police Department for almost two decades now. Dedicating professional and effective staff roles to the effort to improve the support that crime victims receive in their efforts to seek justice and experience restoration has been a significant priority over the past ten years. For nine of those, one staff person has handled the duties of administering such services. However, Pearland has experienced tremendous population and geographic growth during that time span. in fact, being one of the fastest growing jurisdictions in the State of Texas, it is incumbent upon the City to vastly increase the capacity for attending to the needs of local crime victims. According to the Pearland Citizens Survey, the Police Department rates as having the highest percentage of contact with local households. Therefore, it is critical that the supportive and community-based services provided for crime victims be of the highest caliber and have positive outcomes. One of three objectives for the Police Investigations Division of the Pearland Police Department is to secure funding for a second position in the victim assistance program to enhance communication between victims of crime and the Police Department. 6. VOLUNTEERS 6.1 Does the organization currently have a volunteer program, or plan to implement one this grant term? Yes 6.2 How many volunteers were active within the last year? 2 6.3 Describe how the organization utilizes or plans to utilize volunteers to support the organization's mission, including any specific victim -related services. The Police Crime Victim Assistance Program utilizes two volunteers that support the efforts to provide victim -related services to Pearland crime victims. One intern and one community volunteer assist with administrative and programmatic duties of grant - funded aspects of the Victim Assistance Program. They perform some duties involving information distribution and referrals. Interns and volunteers work under the direction of the Crime Victim Liaison and are required to adhere to all policies and procedures of the Police Department; particularly those involving victims' rights, privacy and confidentiality, and the agreed upon hours of service they provide to the City. Through initial training periods, interns and volunteers are considered probationary. 6.4 Describe training for volunteers including both training required prior to providing services and ongoing training conducted throughout the volunteer's service. Volunteers are trained to provide administrative and introductory level crime victim assistance services. They assist with grant reporting, data collection and management, as well as coordination of materials distributed for information and referral purposes. Two volunteers participate in this training as part of the requirement for being selected for their assistive duties. The training activities are conducted by the Crime Victim Liaison and are delivered in conjuction with written materials. The internship program is designed to attract participants that have an interest in criminal justice and/or law enforcement careers and may also have some academic focus on these career areas. Therefore, they are many times receiving experiential training and exposure to that which they are already receiving in the formal classroom setting of higher education. Their training and duties provide them with the opportunity to learn about victims' rights, crime victim compensation, and the referral network that is a critical part of helping victims achieve restoration. Page 2of3 7. COLLABORATIONS 7.1 Describe the benefits realized by victims of crime as a result of your organization's collaboration(s) with other organizations (if your organization collaborates) or through your organization alone (if your organization does not collaborate). Crime Victim Services Division OVAGNCLG Application Office of the Attorney General TAB A -Organization 00241.14-0327 6.5 Describe how the organization recruits and retains volunteers or plans to do so. The Police Crime Victim Assistance Program partners with various organizations throughout the community and distributes information about volunteer opportunities throughout the community of stakeholders that it works with on a regular basis. The program also recruits a volunteer intern from the University of Houston - Clear Lake each year. Victims benefit greatly from the collaborative efforts of the Pearland Police Crime Victim Assistance Program. They are able to receive quality crisis counseling services, referrals to shelters and legal advocacy resources, and support for their efforts to remove themselves from environments containing family violence or abuse. Staff are able to maintain a current inventory of information about law updates, best practices approaches to delivering victims' assistance services, and also receive training that can be passed along to other internal practitioners such as officers and volunteers. 7.2 If your organization collaborates, provide a list of the organizations, including the organization type (iaw enforcement agency, advocacy center, hospital, task force, etc.) the applicant collaborates with to serve victims of crime for the purpose of supporting or assisting in victim recovery. The Pearland Police Department's Crime Victim Assistance Program works closely with local community-based organizations, Brazoria County, Pearland's Municipal Court, Brazoria County Women's Center, local hospitals, and has a Working Agreement with the Texas Department of Public Safety. The program works well with external partners, however our community does struggle with a low number of options for victims where seeking assistance from Pearland-based community organizations. Referrals that can assist a victim facing economic hardships may be referred to the Adult Reading Center for participation in adult literacy and workforce development programs, as well as to the Pearland Neighborhood Center for emergency utility and/or rental assistance if they are low -moderate income persons or families. These kinds of partnerships will be improved and solidified in the coming months. The Multi -County Interagency Coalition Against Sexual Abuse, Brazoria County Sexual Assault Response Team (SART), FBI, Child Protective Services, as well as mental health centers, hospitals, and children's advocacy organizations represent just some of the outside agencies the project works with. The project is also partly funded by the Office of the Governor - Criminal Justice Division and partners with the Texas Department of Criminal Justice - Victim Services. 18. STATE AND FEDERAL FUNDS EXPERIENCE 8.1 How many years of experience does the organization have in managing state or federal grant funds? Page 3 of 3 YEARS j 15+ 16. PROJECT SUMMARY 16.1 Complete the following statement, which may be used by the OAG to summarize or describe the project. "This project funds (number of staffs to serve victims by providing [types of [services in [geographic locations]." Crime Victim Services Division OVAGNCLG Application Office of the Attorney General TAB D - Project Summary 00241-14-0327 The City of Pearland Crime Victim Assistance Program will request funding for its project to provide full benefits and 83 percent of salary for 100% FTE Crime Victim Specialist. This staff will expand the capacity of the program by 100% and will help the program to serve an additional minimum 424 victims in year one and 636 victims in year two of the OAG OVAG funding cycle in Pearland, Texas. Pearland 2010 Census data indicates that our population is comprised of approximately 91,252 residents and has grown by an estimated 142 percent since 2000. The addition of the 100% FTE Crime Victim Specialist will also improve the capacity for managing grant program compliance, administration and training/technical assistance offerings to the community and professional stakeholders. Depending on the jurisdiction in which a crime occurs, victims of crimes from Pearland's Extra -Territorial Jurisdiction (ETJ) may also be served. Maps of the City's boundaries and growth area, as well as recent criminal activity, have been provided in Appendix F - Miscellaneous Information. 17. TARGET POPULATION SPECIFIC VICTIMIZATIONS 1 Adults Molested as Children X 1 Assault X 1 Child Abuse X 1 DUI/DWI X Family Violence X 1 Hate/Bias Crimes X 1 Human Trafficking 1 Physical Abuse and/or Neglect X 1 Robbery X 1 Sexual Assault X 1 Survivors of Homicide Victims X 1 Other Victims of Crime X 1 SPECIFIC POPULATIONS African-American Asian Elderly (65 and up) Gay/Lesbian/Bisexualaransgender Hispanic Persons with Disabilities Rural Spanish-speaking Other 18. PROBLEM STATEMENT 18.1 Provide a brief description of the specific victim -related issue(s) this project is designed to address as it relates to the specific victimization types reported in 17. Target Population of Tab D - Project Summary. The City of Pearland Crime Victim Assistance Program will provide supportive services to victims of crime in our community. Victim -related issues addressed will include emotional and financial restoration, achieving justice, and assisting victims establish the practices and behaviors that prevent further victimization. The economy and growing population in Pearland continue to drive criminal activity. The program, through the addition of a Crime Victim Specialist, wit assist victims with crime victim advocacy, referrals, access health and safety services, court and hospital accompaniment, education and awareness information, and general recovery support efforts. Approximately 13 percent of Pearland's population has been provided with crime victim assistance from the Pearland Police Department's Crime Victim Liaison, made up of our community's women, children, men, minorities and the elderly. In 2002 and 2003, 21 percent of all victims served were minorities. While only one percent has required translation services, 15 percent require victim advocacy and crime victims' compensation support. Responding to the growing diversity in Pearland will be a critical objective of this grant -funded assignment. According to the most recent Census data, the increases in Pearland's African-American, Histpanic/Latino and Asian populations purport to a change of more than 1,580 percent. These groups made up less than 10,000 Pearland residents in 2000. Now, based on 2010 Census statistics, they comprise more than 35,000 Pearlanders and make up almost 40 percent of the total population. 19. SUPPORTING DATA 19.1 Justify the need for the victim -related issue(s) and/or specific victimization types this project is designed to address by citing research and/or data that is geographically relevant and specific to vour service area. Because of this growth in population in the City of Pearland, a growth in demand has emerged to augment the law enforcement response to crimes with resources that provide additional types of assistance for victims of crimes. Few events in a person's life are more traumatic than being the victim of a crime. The immediate hardships victims often face — injury, loss of money and property, and fear for one's safety — are often followed by feelings of despair and hopelessness. The painful experience of having a perpetrator of a crime take away one's right and ability to be safe tends to follow a pattern. This pattern involves stages of shock, recoil, reconstruction, and finally recovery. Fear, anger, confusion, frustration, sadness, panic and guilt are some, or all, of the feelings that a victim can experience as a reaction to what criminals "rip away" from them. The program has supported victims in a variety of ways. A total of 70 to 100 victims are accompanied to court and hospitals, and about 900 victims are provided with information and referrals to assist them through the process of recovery, each year. A total of 4,238 victims were provided with assistance from 2002 to 2004. With the exception of 2005, when the Victim Assistance Program assisted 1,821 victims, the program has provided assistance to an average of 1,560 victims since 2006. In all, approximately 13 percent of Pearland's population have been assisted with services from the Victim Assistance Program and a strong disaggregated makeup of the totals have been women, children, men, minorities and the elderly. In 2002 and 2003, 21 percent of all victims served were minorities. While only one percent has required translation services. 15 percent reauire victim advocacy and crime victims' compensation su000rt. Page 1 of 7 20. PROJECT GOAL 20.1 Provide a project goal, which relates to your Problem Statement, that shows what the project plans to achieve over the next two years with these arant funds. The goal should be a "SMART" aoai: Specific, Measurable, Achieveable, Realistic and Timely. 21. OUTPUT ASSESSMENT AND EVALUATION 21.1 Describe the systems, including tools and/or processes, written policies and procedures, databases, tracking forms or quality control testing, which will be used to track and verify the projects outputs. Crime Victim Services Division OVAG/VCLG Application Office of the Attorney General TAB D • Project Summary 00241.14-0327 The primary goal of the project is to enhance the capacity of the current Pearland Crime Victim Assistance Program by increasing personnel available to provide support for information and referral, outreach, crisis counseling and follow-up contacts with victims of crimes in Pearland. Our Victim Assistance Program protects the rights of victims through advocacy, while preventing further victimization by providing them with the proper information and referrals, crisis counseling, emergency financial support and shelter needed to cover their transition into restoration. Along with these key objectives, it is the aim of the program to expand its ability to provide on-call resources during after-hours emergencies, informing victims about police procedures, available community resources and other programs designed to assist victims during the aftermath of a crime. Victim assistance services fall within the Police Department's Police Investigations Division and are subject to meeting the goals, objectives, forecasted accomplishments and performance measures of the Division. Thorough investigation of crimes and apprehension of violators, as well as gathering, analyzing and disseminating information on criminal activity and the persons responsible for such activity are two important goals of the Division. Others include supporting all officers of the department with their criminal investigations and building strong cases for prosecution. Direct Victim Services are tracked through data management activities that account the demographics, victimization categories, and service areas for each victim. Alongside the tracking of information regarding caseload, victim's served and the categories of services provided, qualitative assessments that allow the program to determine the impact its services are having on victims will be ongoing. Surveys of victims throughout the process will be conducted and a customer satisfaction report may also be generated to show how citizens feel about the services they have received. Uniform Crime Report data is always utilized to enable the Crime Victim Liaison to manage its commitment to attempt to serve all those that are victims of crimes. However, with the addition of the Crime Victim Specialist, the program will be able to enhance its capacity for instituting outcome measurement and evaluation activities. Intake forms and the Direct Victim Services Report are two of the primary tools used to collect and manage data involving the project's outputs. Page 2 of 7 Crime Victim Services Division OVAGNCLG Application Office of the Attorney General TAB 0 - Project Summary 00241-14-0327 21.2 OUTPUTS SUMMARY I PROJECTED TARGET1 DIRECT VICTIM SERVICES 1 FY 2014 FY 2015 I Number of Unique Victims Served 1 1272 19081 (Assistance with Crime Victims' Compensation 33 481 Assistance with Texas VINE 78 1171 Information and Referral 1272 19081 Criminal Justice Accompaniment 901 1351 Law Enforcement Accompaniment 0 0 Medical Accompaniment 0 0 Crisis Intervention 114 171 Individual Counseling 0 0 Support Groups 0 0 Therapeutic Groups 0 0 Peer Support Services 0 0 Assistatnce with Restitution 0 0 Assistance with Victim Impact Panels 0 0 Assistance with Victim Impact Statements 0 01 Emergency Funds 0 01 Follow-up with Victim 0 01 Legal Assistance 0 01 Lodging 0 01 Other 01 01 Transportation 01 01 Victim Advocacy 0 01 VICTIM SERVICES TRAINING FY 2014 FY 2015 1 Total Number of all Training Sessions 14 121 Law Enforcement Individuals Trained 100 90 Prosecution/Judicial Individuals Trained 0 0 School Faculty Individuals Trained 01 0 Medical Individuals Trained 01 0 Faith -Based Individuals Trained 0 0 Volunteer Individuals Trained 4 2 Other Individuals Trained 442 380 Total Number of all Individuals Trained 546 472 OUTREACH OR COMMUNITY EDUCATION FY 2014 FY 2015 1 Outreach or Community Education Presentations 4 61 Outreach or Community Education Participants 100 1201 Informational Fairs 1 0 01 Total Attendees at Informational Fairs 0 01 25% of Total Attendees (auto -calculates) 0 01 Total Outreach or Community Ed Presentations 4 61 STRUCTURED EDUCATION FY 2014 FY 2015 1 Structured Education Presentations 141 121 Structured Education Participants 442 3801 21.3 PUBLIC AWARENESS CAMPAIGN (Statewide Applicants Only) 21.3 Describe the types of public service campaign products and activities (Internet, press releases, press conferences, tv and radio, etc.) provided in English and in other languages. Page 3 of 7 Crime Victim Services Division 00241-14.0327 OVAGNCLG Application Office of the Attorney General TAB D • Project Summary 22. OUTCOMES 22.1 OUTCOME ASSESSMENT AND EVALUATION DIRECT SERVICE OUTCOMES Increase in knowledge and understanding of crime victims' rights. Increase in knowledge of and access to community resources and services. PROFESSIONAL TRAINING OUTCOME Increase in knowledge and understanding of crime victims' rights. COMMUNITY EDUCATION OUTCOME Increase in knowledge of and access to community resources and services. PUBLIC AWARENESS CAMPAIGNS Increase the knowledge about the warning signs of specific crimes and victimizations. CHILDREN'S ADVOCACY CENTERS (CACI Reduction in trauma, crisis, stress and/or anxiety of child victim and/or protective family members. Increase understanding/knowledge regarding criminal and civil justices system process in general and/or in regard to their specific case. 22.2 Specify one of the outcomes chosen in 22.1 Outcome Assessment and Evaluation section of Tab D - Project Summary and describe the tools and/or processes written policies and procedures, pre- and post- tests, staff observation or surveys, which will be used to measure the aroject's outcome. Outcome Taraet % 34% 34% Staff observations and surveys will be used to determine the increases in the knowledge and/or understanding of crime victims' rights, as well as the increased knowledge of access to community resources and services. This estimate is based on the percentile increase in capacity that the addition of the non -administrative duties in the job description of the proposed Crime Victim Specialist represents. This measurement is not currently a part of the program's operation, but will be incorporated upon the implementation of program resources secured through this grant program. The number of victims served, type of offense/description, in addition to the measures indicated in the Direct Services target calculations will be collected. Our Direct Victim Services Report will also be generated regularly to monitor the ongoing service levels achieved by the project staff and volunteers/interns. 23. COMMUNITY RESOURCES I Yes/No 23.1 Is collaboration with one or more outside organizations required to achieve specific project activities? I Yes 23.2 Do these collaborations currently exist? 1 Yes 23.3 Describe why these agreements are required. Local government agencies typically rely on community-based organizations and other entities to provide specialized services for those it services. Where crime victim services are concerned, the need for counseling expertise, medical professionals, legal advocacy, shelter and more intensive financial assistance must often come from outside organizations. Working agreements with these organizations allows the City to properly refer victims to local hospitals, crisis counseling professionals, housing organizations and other non-profit entities that can extend proper services to them. While the Crime Victim Liaison and Specialist will be able to provide most basic and general support services, it is incumbent upon our organization to partner with groups such as the Women's Center of Brazoria County, Texas Department of Public Safety, Pearland area hospitals, Pearland Neighborhood Center and Adult Reading Center to provide victims with the immediate, and sometimes long-term, support they need. Traditionally, the program has maintained steady involvement with the Multi -County Interagency Coalition Against Sexual Assault, the Pearland Network, as well as Brazoria County's Sexual Assault Response Team (SART). Page 4 of 7 Crime Victim Services Division OVAGIVCLG Application Office of the Attorney General TAB D • Project Summary 00241-14-0327 24, DETAILED IMPLEMENTATION PLAN 24,1 Describe this oroiect's specific activities, which will be done over the next two years. Upon receiving the award of grant funds, the City will immediately secure placement of a Crime Victim Specialist. Personnel will be provided with immediate intemal training and development activities, exposing this new staff member to the operational, administrative and service -delivery standards of the organization. Participation in OAG-required training will ensue and staff will immediately begin to deliver the proper appropriation of duties associated with the needs of citizens that may be currently underserved due to current capacity challenges. Increasing staff will allow more face-to-face time with victims, prevent scheduling challenges that can arise due to situations requiring the Victim Liaison to perform call -out duties, and increase outreach and follow-up contact with victims. Over the two-year period, evaluation and outcome measurement will be managed carefully and monitored to determine any changes or alterations in service -delivery standards of practice. The City will attempt to create a sustainable role in this respect and will seek to support the costs associated with maintaining this role via a combination of diverse grant funding, city dollars and other supportive resources. Resource development, in partnership with the City's Grants Coordinator, will be an important part of the implementation and management plan for this program. 24.1 Continued: Coordinating and strengthening relationships with community-based organizations and resources will be a substantive part of the Crime Victim Specialist's role. In addition, the Specialist will spend significant time researching best practices and proposing strategies to implement new and innovative approaches to delivering victim assistance services. Assisting with oversight of community volunteer(s) and the academic intem(s) will also be a part of the specific activities of the additional staff brought on with grant funding from OAG. The plan will also include measures to make an appropriate division of duties that allow the Crime Victim Specialist to provide specialized levels of support for particular types of crime. Bi -lingual services and support for violence against women will be part of the specialized support that additional staff implementation will accomplish. 24.1 Continued: 24.2 Describe how these activities will helo to reach the projects qoal. Simply stated, additional staff will be able to expand the amount of service provided to more victims. The program's level of redundancy is low when only one staff person is properly suited to deliver victim assistance services at this time. When that resource is associated with certain duties and is deployed for on-call services or accompaniments, the project's capacity for continuing service delivery is highly challenged. The program's mantra, "No person chooses to be a victim, but each one must choose to receive the restorative services that victim assistance offers..." can only be maintained effectively when more than one professionally -equipped staff person is available at any given time. Considering the City's growth and development, the only way that the project's goal of providing adequate services to the appropriate demands of our citizens will be accomplished is to hire additional staff. Page 5of7 25. SUSTAINABILITY PLAN 25.1 Briefly describe what would happen to the proposed grant project in the event that the OAG grant funds are no longer available. Crime Victim Services Division OVAG/VCLG Application Office of the Attorney General TAB ID • Project Summary 00241-14-0327 Pearland is working diligently to secure a diverse set of supportive resources for this program and, if available, will budget City funds to continue the assigned role that was previously funded with grant dollars. The Pearland Police Department will comply with Texas Code, Article 56.04 and maintain a Crime Victim Liaison. The Criminal Justice Division is currently providing funding for that role and we are establishing strategic plans to expand the search and application of grant funding for these types of personnel. Volunteers sustain a substantive part of the ability to maintain high levels of capacity. However, it is vital that the City maintain professional and official expertise in the areas involving our provision of services to crime victims. The City's Grants Coordinator has been assigned to research, review, obtain authorization, complete and submit grant proposals that fund the type of work being done by the Victim Assistance Program. 26. FINANCIAL 26.1 FINANCIAL SYSTEMS 26.2 Describe the financial systems, internal controls, written policies and procedures, accounting software, databases, tracking forms or quality control testing, which will be used to track and verify the proiect's financial activities. The City of Pearland utilizes an traditional system of financial management with internal controls, written policies and procedures, accounting software, databases, grants administration and audits that ensure its compliance with local, state and federal guidelines. Separation of Duties exists for requesting payments from grant funding sources and accounting software is utilized to track expenses and report financial management activities. The Finance Department handles all grants received by the City and administers the functions of budget, accounting, purchasing, and audits associated with management of funds. A system of internal controls is procedurally outlined in our Purchasing Manual, Grants Policies and Procedures, Employee Manual and in various written guidelines distributed and officiated by the Finance Director. Annual audits, including Single Audit in compliance with OMB Circular A-133, are conducted and federal assistance is well documented and reported. Grant expenses are presented to the Finance Department for payment, once requested by the Grants Coordinator and authorized/approved by the Finance Director. Once approved, payments are drafted and the expenses are recorded in the City's accounting software in accordance with the project's approved budget. Other procedures, controls and purchasing guidelines are maintained throughout the process of financial administration. The City of Pearland has no recent audit findings and has been a consecutive recipient of the Government Finance Officers Association Distinguished Budget Presentation Award since 1988, the Excellence in Financial Reporting since 1978 and has received a Certificate of Achievement Award from the ICMA Center for Performance Manaoement since 2009. 26.3 BUDGET NARRATIVE 26.4 Provide a justification, which relate to the project's goal, for each requested budget category summarized in 27. Budget on Tab D - Project Summary. The City of Pearland Human Resources Department has conducted a proper assessment of the duties required to enhance the capacity of the Crime Victim Assistance Program in Pearland and has developed a proper pay scale and benefits structure for this position. The rate of pay is commensurate with a local government position in a similarly -situated jurisdiction that provides services and duties that are consistent with our desired professional. The City of Garland, Texas was used as a model for our rate of pay and has a current job announcement that substantiates the description of pay and duty for our proposed position. Range 37 consists of a starting salary of $35,793 annually, of which the City is requesting $31,079 each fiscal year. Benefits calculated at 35 percent result in 512,403, of which 510,770 will be requested each fiscal year of the grant. Of the $48,196 in total program budget, 541,849 will be requested from the Office of the Attorney General. The City will provide $6,196 of the salary and benefits for the hired position of Crime Victim Specialist each fiscal year. The total funds requested for the two-year project amount to $83,698.00. Page 6 of 7 Crime Victim Services Division OVAG/VCLG Application TAB D - Project Summary Office of the Attorney General 27. BUDGET PERSONNELoda of Positions Hrs./Week FY 2014 Requested FY 2015 Requested Total Project Cost Description Crime Victim Specialist 87% 40 $ 31,079 $ 31.079 $ 62,158 0% $ $ $ 0°r $ $ $ 0% $ $ $ 0% $ $ $ 0a/ $ $ $ Total FTEs 0.87 Personnel Total $ 31,079 $ 31,079 $ 62,158 FRINGE Crime Victim Specialist $ 10.770 $ 10,770 $ 21.540 $ $ $ $ $ $ 5 $ $ $ $ $ $ $ $ Fringe Total $ 10,770 $ 10,770 $ 21,540 PROFESSIONAL & CONSULTANT $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Professional & Consultant Total $ $ $ TRAVEL OAG Sponsored Training $ $ $ $ $ $ $ $ $ $ $ $ Local Travel (Mileage Only) $ $ $ Travel Total $ $ $ EQUIPMENT $ $ $ $ $ $ $ $ $ $ Equipment Total $ $ $ SUPPLIES $ $ $ $ $ $ $ $ S $ $ Supplies Total $ $ $ OTHER DIRECT OPERATING EXPENSES OAG Sponsored Training Registration $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Other Direct Operating Expenses Total $ $ $ TOTAL BUDGET $ 41,849 $ 41,849 $ 83,698 Page 7 of 7