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HomeMy WebLinkAbout06-02-2015 C5 Mental Health Collaboration GrantCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Chris Staley, Acting Chief of Police Prepared By: Keith Storton, Police Captain SUBJECT: JUSTICE AND MENTAL HEALTH COLLABORATION PROGRAM (JMHCP) GRANT RECOMMENDATION Authorize the Police Department to participate as a co-lead in a grant application process with the San Luis Obispo County Behavioral Health as the lead for a Justice and Mental Health Collaboration Program Grant. DISCUSSION In March of 2015 the San Luis Obispo County’s Behavioral Health Department (BHD) made a proposal to the California Justice Administrators Association (CJAA) looking to partner with law enforcement in a FY 2015 Justice and Mental Health Collaboration Program Grant. The grant requires that BHD collaborate with a law enforcement entity. CJAA includes executive level managers from all fourteen law enforcement entities in the County and two University/College Police Departments. CJAA voted in support of the grant application. BHD was identified as the lead agency that would apply and administer the grant. The SLO County Sheriff’s Department and the San Luis Obispo Police Department were identified as co-leads as they have the personnel and resources to effectively team with BHD for a successful grant implementation. The other agencies will provide limited support through the duration of the grant. If awarded, the grant would operate for an eighteen month period from Oct. 1, 2015 to March 31, 2017. The proposal will include BHD hiring a JMHCP Coordinator who will be designated as the primary employee working directly with BHD, SLOPD and the Sheriff’s Department. This employee will plan, develop, implement and conduct all activities for the grant. In addition BHD will hire a half-time Administrative Assistant position that will work directly with the JMHCP coordinator to provide administrative support for the many grant activities including recording and developing documents, and the gathering of statistics and outcome data from the various stakeholders. All grant obligations and reporting requirements will be managed through BHD and the JMHCP Coordinator along with the Administrative Assistant. Background County of San Luis Obispo Behavioral Health, along with its collaborating agencies, the San Luis Obispo Police Department and the San Luis Obispo County Sheriff’s Department, are seeking to apply and implement an FY 2015 Justice and Mental Health Collaborative Program grant offered by the Federal Department of Justice. June 2, 2015 C5 C5 - 1 Justice & Mental Health Collaboration Grant Page 2 The grant application is entitled as a Category 1: Collaborative County Approaches to Reducing Prevalence of Individuals with Mental Health Disorders in Jail project. The County Jail currently has a designated Mental Health Unit to house mentally ill offenders. These offenders make up approximately 12% of the total jail population. Our county jail has one of the highest rates (percentage of population) of jail deaths in the nation. Grant funding will help conduct a targeted analysis of the prevalence of people with mental disorders in the county jail. With a review of existing resources this identification will assist in the implementation of policy and practice changes to minimize contact and involvement with individuals that have mental illness or co-occurring substance use disorders within the criminal justice system. The planning proposed by BHD, along with its criminal justice co-lead agencies, will facilitate collaboration among the criminal justice and mental health systems to increase access to treatment services for individuals with mental illness or co-occurring substance use disorders. The County has never before used an integrated data system to track how individuals with mental disorders move through the local justice system and the grant will assist in achieving this goal. Council is familiar with the San Luis Obispo Police Department’s Community Action Team (CAT). CAT consists of two special Crisis Intervention Trained Officers who work closely with the homeless and mentally ill population that are on the streets. CAT is practiced in identifying trends and addressing concerns regarding the transient population. They help to coordinate local homeless outreach and facilitate access to mental health services for those in need. Over the years CAT has developed a caseload of frequent contacts and criminal offenders, many of which have mental health illness or co-occurring substance use disorders. CAT has developed a solid working relationship with a variety of social service, mental health and court service providers and can seamlessly help in achieving grant objectives. Additionally, CAT’s knowledge and experience can be provided as a resource to other law enforcement entities as all will have some involvement in providing resources or data collection for the benefit of the grant. The San Luis Obispo Police Department, with the assistance of other law enforcement partners, would be committed to provide the following support for the grant proposal: 1. Require and support staff participation in the JMHCP grant 2. Conduct and participate in planning activities associated with the grant 3. Provide information and data as needed during the planning activities 4. Ensure the grant goals and objectives are met 5. Work together to submit accurate and timely quarterly PMT and bi-annual Narrative reports 6. Finalize the Implementation and Planning Guide 7. Conduct and coordinate sustainability activities to move to the implementation phase C5 - 2 Justice & Mental Health Collaboration Grant Page 3 FISCAL IMPACT BHD will provide existing and new personnel resources to maintain grant oversight to include management and expenditure of the $150,000.00 grant award. BHD will be expending approximately another $41,000.00 to supplement the grant funding in order to meet objectives. Other than staff time in providing CAT resources, who already work in a collaborative capacity and the compilation of statistics to help meet the grant objectives, there will be no cost to the City of San Luis Obispo as the workload can be absorbed as traditional functions within our operating budget. ALTERNATIVES In order to meet grant filing deadlines on April 13, 2015 Chief Gesell drafted a letter of support offering San Luis Obispo PD to co-lead the grant. Should Council decide not to support the grant, another local law enforcement agency could co-lead, however, this option is not recommended as other locals agencies do not have the experience or infrastructure to support the multifaceted needs of the grant. Additionally, the grant application process is time sensitive and identifying another agency at this time may jeopardize the opportunity in submitting a successful application. ATTACHMENTS 1. Grant Program Narrative 2. Grant Budget Summary 3. SLOPD Letter of Commitment t:\council agenda reports\2015\2015-06-02\justice and mental health collaboration grant (Staley-Storton)\.docx C5 - 3 THIS PAGE IS INTENTIONALLY LEFT BLANK C5 - 4 (1) Purpose: The Budget Detail Worksheet is provided for your use in the preparation of the budget and budget narrative. All required information (including the budget narrative) must be provided. Any category of expense not applicable to your budget documents, statistical records, and all other records pertinent to the award shall be retained by each organization for at least three years following the closure of the audit report covering the grant period. General Instructions Resources&View Budget Summary Budget Detail Worksheet may be left blank. Indicate any non-federal (match ) amount in the appropriate category, if applicable. (4) Record Retention: In accordance with the requirements set forth in and, all financial records, supporting OMB APPROVAL NO.: 1121-0329 EXPIRES 7/31/2016 (5) The information disclosed in this form is subject to the Freedom of Information Act under 5 U.S.C. 55.2. (2) For each budget category, you can see a sample by clicking (To View an Example, Click Here) at the end of each description. 28 CFR Parts 66 70 (3) There are various hot links listed in red in the budget categories that will provide additional information via documents on the internet. ATTACHMENT 1 C5 - 5 A. Personnel – List each position by title and name of employee, if available. Show the annual salary rate and the percentage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. Include a description of the responsibilities and duties of each position in relationship to fulfilling the project goals and objectives. (Note: Use whole numbers as the percentage of time, an example is 75.50% should be shown as 75.50)To View an Example, Click Here PERSONNEL (FEDERAL) Name Position Computation Salary Basis Percentage of Time Length of Time Cost Michele Tobares-Nolan Administrative Assistant III $1,577.00 Month 50.00 18 $14,193 FEDERAL TOTAL $14,193 PERSONNEL NARRATIVE (FEDERAL) The Administrative Assistant III will provide general data management and clerical support to the JMHCP collaborative process. The Administrative Assistant III will also plan and set-up meetings, take notes, and ensure good communication for all partners. The Administrative Assistant III will spend 50% of her time on this project and projected to spend a 1,560 hours on the project. ATTACHMENT 1 C5 - 6 PERSONNEL (NON-FEDERAL) Name Position Computation Salary Basis Percentage of Time Length of Time Cost Star Graber Project Director $9,203.00 Month 5 18 $8,283 Irma Perez Evaluation - ASO I $5,128.00 Month 5 18 $4,615 Teresa Pemberton Clinical Supervisor $6,919.00 Month 10 18 $12,454 NON-FEDERAL TOTAL $25,352 PERSONNEL NARRATIVE (NON-FEDERAL) The Project Director will provide general program oversight and will be the liason between County Behavioral Health Department and BJA. The Project Director will spend 5% of her time or 156 hours on the program. This position will be provided in-kind by the County. The Administrative Services Officer (ASO) will provide data analyses and outcomes review, submit timely and accurate quarterly BJA PMT activities and bi-annual narrative reports. The Evaluator will spend 5% of her time or 156 hours on the program. This position will be provided in-kind by the County. The Clinical Supervisor will provide Clinical oversight of the forensic mental health criminal justice caseload and programs, ensures appropriate participation in JMHCP, and will be provided in-kind by the County. The Clinical Supervisor will spend 10% of her time or 312 hours on the program. TOTAL PERSONNEL $39,545 ATTACHMENT 1 C5 - 7 B. Fringe Benefits – Fringe benefits should be based on actual known costs or an by a Federal agency. If not based on an approved negotiated rate, list the composition of the fringe benefit package. Fringe benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. Fringe benefits on overtime hours are limited to FICA, Workman’s Compensation and Unemployment Compensation. (Note: Use decimal numbers for the fringe benefit rates, an example is 7.65% should be shown as .0765)To View an Example, Click Here approved negotiated rate FRINGE BENEFITS (FEDERAL) Description Computation Base Rate Cost Administrative Assistant III - Michele Tobares-Nolan $14,194.00 0.6154 $8,735 $0 $0 FEDERAL TOTAL $8,735 FRINGE BENEFITS NARRATIVE (FEDERAL) Fringe benefits are paid at County established rates and amount to 61.54% of salaries and cover the following items: Employer's FICA 6.20% Medicare 1.50% Workers Compensation 5.80% Medical Benefits 15.16% Retirement Benefits 32.80% Unemployment Insurance 0.08% ATTACHMENT 1 C5 - 8 FRINGE BENEFITS (NON-FEDERAL) Description Computation Base Rate Cost Project Director - Star Graber $8,283.00 0.6154 $5,097 Evaluation - ASO I - Irma Perez $4,615.00 0.6154 $2,840 Clinical Supervisor - Teresa Pemberton $12,454.00 0.6154 $7,664 NON-FEDERAL TOTAL $15,601 FRINGE BENEFITS NARRATIVE (NON-FEDERAL) Fringe benefits are paid at County established rates and amount to 61.54% of salaries and cover the following items: Employer's FICA 6.20% Medicare 1.50% Workers Compensation 5.80% Medical Benefits 15.16% Retirement Benefits 32.80% Unemployment Insurance 0.08% TOTAL FRINGE BENEFITS $24,336 ATTACHMENT 1 C5 - 9 C. Travel – Itemize travel expenses of staff personnel by purpose (e.g., staff to training, field interviews, advisory group meeting, etc.). Describe the purpose of each travel expenditure in reference to the project objectives. Show the basis of computation (e.g., six people to 3-day training at $X airfare, $X lodging, $X subsistence). In training projects, travel and meals for trainees should be listed separately. Show the number of trainees and the unit costs involved. Identify the location of travel, if known; or if unknown, indicate “location to be determined.” Indicate source of Travel Policies applied Applicant or Federal Travel Regulations. Note: Travel expenses for consultants should be included in the “Contractual/Consultant” category.To View an Example, Click Here TRAVEL (FEDERAL) Purpose of Travel Location Computation Cost Key Program Staff Training Washington, DC Item Cost Rate Basis for Rate Quantity Number of People Number of Trips Cost Lodging $190.00 Night 3 3 1 $1,710.00 Meals $54.00 Day 4 3 1 $648.00 Mileage Mile $0.00 Transportation: Taxi Service $105.50 Round-trip 1 3 1 $316.50 Local Travel $0.00 Other Air Fare $850.00 1 3 1 $2,550.00 Subtotal $5,224.50 $5,225 ATTACHMENT 1 C5 - 10 TRAVEL (FEDERAL) Purpose of Travel Location Computation Cost Project Meetings and Activities San Luis Obispo County Item Cost Rate Basis for Rate Quantity Number of People Number of Trips Cost Lodging Night $0.00 Meals Day $0.00 Mileage $0.575 Mile 78 40 $1,794.00 Transportation: Round-trip 1 $0.00 Local Travel $0.00 Other $0.00 Subtotal $1,794.00 $1,794 FEDERAL TOTAL $7,019 TRAVEL NARRATIVE (FEDERAL) Three key members will attend training in Washington DC related to Criminal Justice/Mental Health & Substance Use Treatment. We are following our own written County's travel policy guidelines. Travel to attend training is set at accepted county travel reimbursement rates and include the following items: Lodging at high cost area of $190 per night, Per diem for meals of $54, round trip transportation to airport for each of $105.50 which includes taxi service to and from airport, and airfare set at the average cost of $850 round trip from Los Angeles airport to Washington D.C. Local mileage reimbursement to attend meetings and project activities is projected to 40 miles per week (for 18 months) at the County approved reimbursement rate of $.0575, accepted county travel reimbursement rate. ATTACHMENT 1 C5 - 11 TRAVEL (NON-FEDERAL) Purpose of Travel Location Computation Cost Item Cost Rate Basis for Rate Quantity Number of People Number of Trips Cost Lodging Night $0.00 Meals Day $0.00 Mileage Mile $0.00 Transportation: Round-trip 1 $0.00 Local Travel $0.00 Other $0.00 Subtotal $0.00 $0 NON-FEDERAL TOTAL $0 TRAVEL NARRATIVE (NON-FEDERAL) NONE TOTAL TRAVEL $7,019 ATTACHMENT 1 C5 - 12 D. Equipment – Listitems that are purchased (Note: Organization’s own capitalization policy for classification of equipment should be used). items should be included in the “Supplies” category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technological advances. Rented or leased equipment costs should be listed in the “Contractual” category. Explain how the equipment is necessary for the success of the project, and describe the procurement method to be used.To View an Example, Click Here non-expendable Expendable EQUIPMENT (FEDERAL) Item Computation Quantity Cost Cost $0 FEDERAL TOTAL $0 EQUIPMENT NARRATIVE (FEDERAL) None Requested ATTACHMENT 1 C5 - 13 EQUIPMENT (NON-FEDERAL) Item Computation Quantity Cost Cost $0 NON-FEDERAL TOTAL $0 EQUIPMENT NARRATIVE (NON-FEDERAL) None TOTAL EQUIPMENT $0 ATTACHMENT 1 C5 - 14 E. Supplies – List items by type (office supplies, postage, training materials, copying paper, andequipment items costing less than $5,000, such as books, hand held tape recorders) and show the basis for computation. Generally, supplies include any materials that are expendable or consumed during the course of the project. To View an Example, Click Here expendable SUPPLIES (FEDERAL) Supply Items Computation Quantity/Duration Cost Cost General Office Supplies 18 $55.00 $990 FEDERAL TOTAL $990 SUPPLIES NARRATIVE (FEDERAL) Office supplies are needed for general operation of the project and will include, but not limited to, paper, pens, ink cartridges and copies. General office supplies will be used by the Administrative staff for this project. Office supplies are based at 18 months at $55 per month. This amount was determined based on other programs of this size. ATTACHMENT 1 C5 - 15 SUPPLIES (NON-FEDERAL) Supply Items Computation Quantity/Duration Cost Cost $0 NON-FEDERAL TOTAL $0 SUPPLIES NARRATIVE (NON-FEDERAL) None TOTAL SUPPLIES $990 ATTACHMENT 1 C5 - 16 To View an Example, Click Here F. Construction – Provide a description of the construction project and an estimate of the costs. As a rule, construction costs are not allowable. In some cases, minor repairs or renovations may be allowable. Minor repairs and renovations should be classified in the "other" category. Consult with the program office before budgeting funds in this category. CONSTRUCTION (FEDERAL) Purpose Description of Work Cost FEDERAL TOTAL $0 CONSTRUCTION NARRATIVE (FEDERAL) None ATTACHMENT 1 C5 - 17 CONSTRUCTION (NON-FEDERAL) Purpose Description of Work Cost NON-FEDERAL TOTAL $0 CONSTRUCTION NARRATIVE (NON-FEDERAL) None TOTAL CONSTRUCTION $0 ATTACHMENT 1 C5 - 18 G. Consultants/Contracts – Indicate whether applicant’s formal, written Procurement Policy or the To View an Example, Click Here Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-hour day), and estimated time on the project. Consultant fees in excess of $450 per day or $56.25 per hour require additional justification and prior approval from OJP. Federal Acquisition Regulations are followed. CONSULTANT FEES (FEDERAL) Name of Consultant Service Provided Computation Fee Basis Quantity Cost Hourly $0 SUBTOTAL $0 CONSULTANT FEES NARRATIVE (FEDERAL) None ATTACHMENT 1 C5 - 19 CONSULTANT FEES (NON-FEDERAL) Name of Consultant Service Provided Computation Fee Basis Quantity Cost 8 Hour Day $0 SUBTOTAL $0 CONSULTANT FEES NARRATIVE (NON-FEDERAL) None ATTACHMENT 1 C5 - 20 Consultant Expenses: List all expenses to be paid from the grant to the individual consultants in addition to their fees (i.e., travel, meals, lodging, etc.). This includes travel expenses for anyone who is not an employee of the applicant such as participants, volunteers, partners, etc. CONSULTANT EXPENSES (FEDERAL) Purpose of Travel Location Computation Cost Item Cost Rate Basis for Rate Quantity Number of People Number of Trips Cost Lodging Night $0.00 Meals Day $0.00 Mileage Mile $0.00 Transportation: Round-trip 1 $0.00 Local Travel $0.00 Other $0.00 Subtotal $0.00 $0 SUBTOTAL $0 FEDERAL TOTAL $0 CONSULTANT EXPENSES NARRATIVE (FEDERAL) None ATTACHMENT 1 C5 - 21 CONSULTANT EXPENSES (NON-FEDERAL) Purpose of Travel Location Computation Cost Item Cost Rate Basis for Rate Quantity Number of People Number of Trips Cost Lodging Night $0.00 Meals Day $0.00 Mileage Mile $0.00 Transportation: Round-trip 1 $0.00 Local Travel $0.00 Other $0.00 Subtotal $0.00 $0 SUBTOTAL $0 NON-FEDERAL TOTAL $0 CONSULTANT EXPENSES NARRATIVE (NON-FEDERAL) None TOTAL CONSULTANTS $0 ATTACHMENT 1 C5 - 22 Contracts: Provide a description of the product or service to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must be provided for contracts in excess of $100,000. A sole source contract may not be awarded to a commercialsole source organization that is ineligible to receive a direct award. CONTRACTS (FEDERAL) Item Cost Program Coordinator - To be Determined $117,000 FEDERAL TOTAL $117,000 CONTRACTS NARRATIVE (FEDERAL) The JMHCP Coordinator will be contracted for 18 months up to 30 hours per week at $50 per hour. Contracted hourly rate to include all costs for providing services. The JMHCP Coordinator will provides coordination for all of the participants in the JMHCP (establishing the team), develop and ensure completion of the CSG Justice Center Planning and Implementation Guide. Formal Request for Proposal will be obtained following the County Contract for services policy. ATTACHMENT 1 C5 - 23 CONTRACTS (NON-FEDERAL) Item Cost NON-FEDERAL TOTAL $0 CONTRACTS NARRATIVE (NON-FEDERAL) None TOTAL CONTRACTS $117,000 TOTAL CONSULTANTS/CONTRACTS $117,000 ATTACHMENT 1 C5 - 24 H. Other Costs – List items (e.g., rent ( To View an Example, Click Here arms-length transaction only ), reproduction, telephone, janitorial or security services, and investigative or to rent. The basis field is a text field to describe the quantity such as square footage, months, etc. confidential funds) by major type and the basis of the computation. For example, provide the square footage and the cost per square foot for rent or provide a monthly rental cost and how many months OTHER COSTS (FEDERAL) Description Computation Quantity Basis Cost Length of Time Cost $0 FEDERAL TOTAL $0 OTHER COSTS NARRATIVE (FEDERAL) None ATTACHMENT 1 C5 - 25 OTHER COSTS (NON-FEDERAL) Description Computation Quantity Basis Cost Length of Time Cost $0 NON-FEDERAL TOTAL $0 OTHER COSTS NARRATIVE (NON-FEDERAL) None TOTAL OTHER COSTS $0 ATTACHMENT 1 C5 - 26 I. Indirect Costs – Indirect costs are allowed only if the applicant has a Federally approved indirect cost rate. A copy of the rate approval, (a To View an Example, Click Here agreement ), must be attached. If the applicant does not have an approved rate, one can be requested by contacting the applicant’s fully executed, negotiated cognizant Federal agency , which will review all documentation and approve a rate for the applicant organization, or if the applicant’s accounting system permits, costs may be allocated in the direct costs categories. (Note: Use whole numbers as the indirect rate, an example is an indirect rate of 15.73% should be shown as 15.73) INDIRECT COSTS (FEDERAL) Description Computation Base Rate Cost 9% of requested Federal Salaries & Benefits $22,922.00 9 $2,063 FEDERAL TOTAL $2,063 INDIRECT COSTS NARRATIVE (FEDERAL) Indirect costs include the cost of various supportive services including Information Technology, Human Resource, Accounts Payable, Facility and Grounds, and Administration departments. SLO Behavioral Health does not have a negotiated indirect cost rate agreement and has elected to charge a de minimus rate of 9% of Federal salaries and benefits for the indirect cost rate. ATTACHMENT 1 C5 - 27 INDIRECT COSTS (NON-FEDERAL) Description Computation Base Rate Cost $0 NON-FEDERAL TOTAL $0 INDIRECT COSTS NARRATIVE (NON-FEDERAL) TOTAL INDIRECT COSTS $2,063 ATTACHMENT 1 C5 - 28 Budget Summary – When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of Federal funds requested and the amount of non-Federal funds that will support the project. Budget Category Federal Request Non-Federal Amounts Total A. Personnel $14,193 $25,352 $39,545 B. Fringe Benefits $8,735 $15,601 $24,336 C. Travel $7,019 $0 $7,019 D. Equipment $0 $0 $0 E. Supplies $990 $0 $990 F. Construction $0 $0 $0 G. Consultants/Contracts $117,000 $0 $117,000 H. Other $0 $0 $0 Total Direct Costs $147,937 $40,953 $188,890 I. Indirect Costs $2,063 $0 $2,063 TOTAL PROJECT COSTS $150,000 $40,953 $190,953 Federal Request $150,000 Non-Federal Amount $40,953 Total Project Cost $190,953 Public Reporting Burden Paperwork Reduction Act Notice: Under the Paperwork Reduction Act, a person is not required to respond to a collection of information unless it displays a current valid OMB control number. We try to create forms and instructions that are accurate, can be easily understood, and which impose the least possible burden on you to provide us with information. The estimated average time to complete and file this application is four (4) hours per application. If you have comments regarding the accuracy of this estimate, or suggestions for making this form simpler, you can write the Office of Justice Programs, Office of the Chief Financial Officer, 810 Seventh Street, NW, Washington, DC 20531; and to the Public Use Reports Project, 1121-0188, Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, DC 20503. ATTACHMENT 1 C5 - 29 THIS PAGE IS INTENTIONALLY LEFT BLANK C5 - 30 ATTACHMENT 2 C5 - 31 ATTACHMENT 2 C5 - 32 ATTACHMENT 2 C5 - 33 ATTACHMENT 2 C5 - 34 ATTACHMENT 2 C5 - 35 ATTACHMENT 2 C5 - 36 ATTACHMENT 2 C5 - 37 ATTACHMENT 2 C5 - 38 ATTACHMENT 2 C5 - 39 ATTACHMENT 2 C5 - 40 ATTACHMENT 2 C5 - 41 ATTACHMENT 2 C5 - 42 ATTACHMENT 2 C5 - 43 ATTACHMENT 2 C5 - 44 ATTACHMENT 2 C5 - 45 ATTACHMENT 2 C5 - 46 ATTACHMENT 3 C5 - 47 THIS PAGE IS INTENTIONALLY LEFT BLANK C5 - 48