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East Texas Council
of Governments
Grant Application
Workshop
January 2014
Mission: In order to
improve the Quality
of Life for all our
citizens, ETCOG
pledges all its
resources to educate
and assist its
members to
accomplish their
goals.
What is a Council of Government?
Definition:
Purpose:
Region-wide voluntary
association of local
governments and elected
officials; defined officially
as a governmental entity
because decision-making
board comprised of elected
officials throughout the
area; intermediary
government between the
county and state levels.
Serves as the instrument
of local government
cooperation, promoting
the region’s orderly
development and the
safety and welfare of its
citizens.
Map of COG Regions
http://www.txregionalcouncil.org/display.php?page=regions_map.php
ETCOG Overview
All material covered today will be posted on
ETCOG’s website at –
http://www.etcog.org/564/GrantApplication-Workshops.htm
See handout for navigating ETCOG`s
website
Application Process
Governor’s Office publishes an RFA (Request for Applications) on its eGrants website and
in the Texas Register.
Applications become available via the eGrants website https://cjdonline.governor.state.tx.us.
ETCOG conducts workshops for all applicants interested in funds from one or more of the
funding streams.
Applicant completes application in eGrants and submits via the web directly to the
Governor’s Office, Criminal Justice Division (CJD).
Governor’s Office determines which applications qualify for funding, and sends those to
ETCOG.
ETCOG uses a local committee, called the Criminal Justice Advisory Committee (CJAC), to
review and score the applications. This provides CJD with a local voice in prioritizing
which applications merit funding and which do not.
The priority list developed by the CJAC is sent to the Governor’s Office, where final
decisions on who gets the money are made. This is where some, if not most, of the
applicants become actual grantees.
CJD Funding Sources Prioritized by ETCOG
Juvenile
Juvenile Justice and
Delinquency Prevention (JJDP)
Victims of Crime Act
Federal
(OMB, TAC)
(VOCA)
Victim
Law
Enforcement,
Corrections or
Judicial
Services
State
(TAC)
Violence Against Women Act
(VAWA)
Edward Byrne Memorial Justice
Assistance Grant (JAG)
State Criminal Justice Planning
Fund (SF421)
CJD Funding Sources
WX Applications
VX Applications
VAWA
VOCA
SF421
JJDP
CX Applications
JX Applications
JAG
Criminal Justice Advisory Committee
(CJAC)
The CJAC is a voluntary committee comprised of a
multi-disciplinary representation of members from the
ETCOG 14 county region, per requirements of the CJD.
The CJAC`s membership includes individuals from the
following groups or disciplines: citizens or parents,
substance abuse prevention, education, juvenile
justice, law enforcement, mental health, nonprofit
organizations, prosecution or courts, and victim
services.
CJAC Application Review and
Prioritization
The CJAC will consider the following factors when
scoring and prioritizing applications:
• Any state agency strategies identified by CJD;
• Priorities identified within the region, by the
COG/CJAC, resulting from the strategic and/or
community planning process;
• Current COG policies and procedures; and
• The availability of funding.
Priority Hearings
Duration of Presentation:
5 minutes + Q & A
Presenter: Someone from the applicant agency
who can competently speak for the project
No visual aids allowed or power point
presentations
Prioritization Process
Member
Member
Member
Member
Member
Member
Member
Member
score
Avg
eGrants Application & Submission Process
Have the following items available before
beginning your application:
• Federal ID Number, DUNS Number, CCR
expiration date, and Charter Number (for
nonprofits)
• Names and email addresses for the Authorized
Official, Financial Officer, Project Director and
the Grant Writer
Refer to the eGrants Permissions for Grant Officials document passed
out at the workshop & posted on the ETCOG website.
CJD Approved Budget
Categories
•
•
•
•
•
•
Personnel
Contractual/Professional Services
Travel
Equipment
Supplies and Direct Operating Expenses
Indirect Costs
No Construction
eGrants Application &
Submission Process
Personnel
•
•
•
•
Time/Activity Reports (see samples on the ETCOG website)
Personnel line items should indicate if they include
fringe
Should be tied to a person, not a cost pool
Timesheet signed by employee and supervisor
Salaries consistent with local policy
eGrants Application &
Submission Process
Contractual and Professional
•
•
•
•
•
•
Contracts in writing
Consistent with Texas contract law
Contract monitoring documentation
Compliance with Agency Procurement Guidelines
Invoices for contract deliverables
Each contract should be listed on a separate line. If
the contract includes several services or equipment,
this should be explained in the line item
eGrants Application &
Submission Process
Travel
•
•
Employee travel and training only
Comply with state travel policies or agency travel
policies (CJD will only reimburse at the state rate. Any overage is the
responsibility of the agency.)
•
•
Maintain travel log and receipts
Pre-approval of out-of-State travel
NOTE: Expenses for outside trainers go under the
contractual line item as part of overall contracted services.
eGrants Application &
Submission Process
Equipment
•
•
•
•
•
•
All purchases MUST be pre-approved by CJD
Must maintain an inventory log
Equipment under $1,000 should be placed in the
supplies category
Must have invoices to support purchases
Must be used for the purpose for which it`s
purchased
All changes to equipment line items, including the
number of items, MUST be approved by CJD
eGrants Application &
Submission Process
Supplies & Direct Operating Expenses
• Must be related to the daily operation of the grant
• All costs MUST be pro-rated per a cost allocation
plan
• Rent or lease MUST include cost per square foot and
the number of square feet
• Documentation MUST be maintained (receipts,
invoice, etc.)
• Includes small equipment with a useful life of less
than 1 year & a purchase price of $999 or less per
unit
eGrants Application &
Submission Process
Indirect Costs
•
•
•
Represent expenses of doing business that are not
readily identified with a particular grant, contract, project
function or activity, but are necessary for the general
operation of the organization and the conduct of
activities it performs
Not all CJD funding sources support indirect costs
Are not classified as direct charges (salaries, wages,
fringe, travel, consulting services, toll charges, express
mail, etc.)
EXAMPLES: accounting staff, administrative and clerical salaries, local
telephone and communications infrastructure, depreciation on a
building and equipment, etc.
Submission Deadlines for CJD
•
•
Applications are currently open in the
eGrants website.
All applications must be submitted AND
certified via eGrants before midnight
(11:59 pm) on 02/28/2014.
CJD Contacts
ETCOG provides technical assistance to applicants for
questions related to content in grant applications.
ETCOG Contacts:
stephanie.heffner@etcog.org or beverly.brooks@etcog.org
ETCOG`s Main Number: 903-218-6400
CJD provides technical assistance to applicants, via the
following email address, for any technical issues in relation
to your application - egrants@governor.state.tx.us
CJD`s Main Number: 512-463-1919