Missouri Department of Public Safety, Office of the Director Juvenile Justice Unit January 28, 2011...

Missouri Department of Public Safety, Office of the Director

Juvenile Justice UnitJanuary 28, 2011

PROGRAM COMPLIANCE WORKSHOP

Enforcing Underage Drinking Laws Grant

(EUDL)

Vicky Scott, Program Manager573/526,2179 - [email protected]

Connie Berhorst, Program Specialist573/751-2771 - [email protected]

Nancy Capps, Program Representative573/522-4094 - [email protected]

Chris Yeager, Program Representative573-526-1931 - [email protected]

Patsy Higgins, Senior Office Support Assistant573/526-2419 - [email protected]

Carol Willhite, DPS Accountant 573/522-9576 - [email protected]

DPS JUVENILE JUSTICE UNIT STAFF:DPS JUVENILE JUSTICE UNIT STAFF:

OTHER EUDL CONTACTS:OTHER EUDL CONTACTS:

Mike McBride

University of Missouri Wellness Resource Center

Partners in Prevention (PIP)

573-884-7534

[email protected]

www.pip.missouri.edu

Nancy McGee, Special AgentMO Div of Alcohol and Tobacco Control

3256 Laclede Station Road, Suite 102

St. Louis, MO 63143-3709

314-877-0325

[email protected]

mailto:[email protected]

http://www.pip.missouri.edu/

mailto:[email protected]

To provide information regarding:

EUDL Guidelines and Program Requirements

Monthly Program Reporting Requirements

Monthly Expenditure Form Requirements

Program Compliance Monitoring

Record Keeping/File Maintenance

WORKSHOP OBJECTIVES:WORKSHOP OBJECTIVES:

The EUDL Program was established by federal authority in the JJDP. Funding has been appropriated by Congress annually since 1998.

OJJDP as oversight of this program at the federal level. DPS has been designated by the Governor as the single state agency to receive, manage, and administer the program.

The DPS Juvenile Justice Unit and the Juvenile Justice Advisory Group ensure all state and federal requirements associated with administering these funds are met and maintained.

AUTHORIZATION & ADMINISTRATION:AUTHORIZATION & ADMINISTRATION:

FUNDING REVIEW:FUNDING REVIEW:

Enforcing Underage Drinking Laws (EUDL): 29 projects - $346,796.45 awarded in 2010

Operations funded:

1) Retail Compliance Checks,

2) Party Prevention/Controlled Party Dispersal Initiatives, and

3) Special Events Management

Goal: Implement activities to 1) reduce the availability of alcohol to Missouri’s minor population and the early first use of alcohol and binge drinking by adolescents; and 2) increase the enforcement of underage drinking laws and the collaboration between schools, parents, community leaders, and law enforcement.

Accomplishments:

Grant Cycle Subgrants Awards # of Subgrants Establishments Compliant/Checked Compliance Rate

2010 $364,296.45 29 1,260/1,472 86%

Party Patrol/Party Dispersal Operations Citations Issued 176

Special Events Management Operations Citations Issued 143

To be eligible to receive OJJDP funding, the state of Missouri must maintain compliance with each of the following four core requirements of the JJDP Act. 1. Deinstitutionalization of Status Offenders (DSO),

2. Separation of juveniles from adults in secure facilities (Sight and Sound Separation),

3. Removal of juveniles from adult jails and lockups (Jail Removal), and

4. Reduction of disproportionate minority contact (DMC) within the juvenile justice system.

JJDP CORE REQUIREMENTS:JJDP CORE REQUIREMENTS:

When conducting EUDL Operations, award recipients must adhere to the operational guidelines promulgated by the Missouri Division of Alcohol and Tobacco Control.

DIVISION OF ALCOHOL AND TOBACCO CONTROLALCOHOL COMPLIANCE BUY CHECKLIST

11 CSR 70-2.280. Guidelines for Using Minors inIntoxicating Liquor or

Non-Intoxicating Beer Investigations

For full text visit http://www.sos.mo.gov/adrules/csr/current/11csr/11c70-2.pdf.

GUIDELINES & DEFINITIONS:GUIDELINES & DEFINITIONS:

http://www.sos.mo.gov/adrules/csr/current/11csr/11c70-2.pdf

QUESTION:

Should persons charged with “minor in possession” be held in secure or non-secure custody?

ANSWER:

Under the Federal definition, juveniles under 17 years old in possession of alcohol or tobacco are considered status offenders and, therefore, should NOT be placed in secure custody.

GUIDELINES & DEFINITIONS:GUIDELINES & DEFINITIONS:

Contract Period-January 1 through December 31

Monthly Reports Due-10th Day of the Month

First Report Due-February 10, 2011

*Final Report Due-January 10, 2012

IMPORTANT DATES:IMPORTANT DATES:

CDFA Number-16.727This is the EUDL Catalog of Federal Domestic Assistance number, required by accountants and auditors.

2011 EUDL CONTRACT NUMBERThis number must be referenced in all correspondence with DPS, including mail, faxes, and email and can be found on the Award of Contract. (EUDL-2009-XX)

IMPORTANT NUMBERS:IMPORTANT NUMBERS:

SITE VISITS:SITE VISITS:Purpose:

Provide Technical Assistance

Ensures Compliance with EUDL Guidelines and Requirements

Each EUDL project will be monitored annually.

The Blue Program Folder provided is your EUDL Program Bible!

Keep it updated! Keep it chronologically ordered!

Keep it neat! Keep it handy!

PROGRAM FOLDER:PROGRAM FOLDER:

Section 1-

• Approved Application• Approved Budget Pages• Approved Narrative or Program

Description• Job Descriptions/Resumes


Section 2-

• Request (s) to Revise the Budget & Contract Adjustment Notices

• Change of Information Forms• Award of Contract & Special

Conditions• Certified Assurances/Debarment • Audit Requirement Form


Section 3-

• Copies of ALL Monthly Performance Reports

MAKE SURE TO SUBMIT & FILE A REPORT FOR EACH

MONTH—EVEN IF YOU HAVE NO ACTIVITY TO REPORT.


Section 4-

• Monthly Report of Expenditures• Include all supporting documentation

• Requests for Reimbursement• Include all supporting documentation

• See the folder for all other applicable documentation


Section 5-• Miscellaneous Correspondence

• Any emails, letters or other correspondence pertaining to the project, with the exception of Compliance Monitoring Correspondence.

• This may include DPS correspondence, in-house correspondence or any outside correspondence with schools, trainers, retailers, ATC, etc.


Section 6-

• Subgrant/Site Visit Correspondence

• Include any correspondence related to Program Compliance Monitoring, including the initial notice, any follow-up reports, or email.


Section 7-

• Special Information/Program Highlights

• Press Releases• News/Web Articles• Community Reports• Materials Developed about the Program• Highlights of Volunteers/Exceptional

Compliance Rates


Section 8-

• Original Application or Documents that have been revised or updated.

RETENTION…DO NOT THROW ANYTHING WAY


• By signing the Award of Contract, your agency/department is accepting the EUDL award of funding and entering into a contract with the Department of Public Safety (DPS).

• Your agency/department is agreeing to comply with all of the terms and conditions outlined in the application packet for EUDL funding and in the Special Conditions attached to the Award of Contract.

BINDING CONTRACT:BINDING CONTRACT:

You are Required to submit the following reports by the

10th of Each Month: Monthly Performance Report Monthly Report of Expenditures Monthly Detail Sheet Supporting Documentation

REPORTS ARE DUE EVERY MONTH, EVEN IF NO ACTIVITIES HAVE OCCURRED OR

EXPENSES WERE NOT INCURRED.

MONTHLY REPORTING:MONTHLY REPORTING:

YOUR PROGRAM:YOUR PROGRAM:

EUDL funds are to be used strictly for the activities outlined in your approved application.

Follow your contract’s approved timeline of activities.

Due to unexpected circumstances, changes to the timing or order of activities may be made with PRIOR WRITTEN APPROVAL from DPS.

When being interviewed by the media, presenting any program, or advertising your program in any way, you must credit the source of funding as follows:

“Funds are made available for this project through the Missouri Department of Public Safety and the Missouri Juvenile Justice Advisory Group from funding provided by the U.S. Department of Justice, Office of Juvenile Justice and Delinquency Prevention.”

MEDIA/COMMUNITY RELATIONS:MEDIA/COMMUNITY RELATIONS:

As a EUDL Program Funds Recipient, DPS is required to collect data to submit to OJJDP.

The Monthly Performance Report you are required to submit is nearly identical to what the OJJDP requires of DPS.

MONTHLY PERFORMANCE REPORT:MONTHLY PERFORMANCE REPORT:

The First Monthly Performance Report

Is Due

February 10th, 2011.


Do not provide any more information than what is required on the report form.

You must submit the reports regardless of whether there has been any activity for the month. If there hasn’t been any, simply state such.


1. Did you conduct compliance check operations during this reporting period? Yes No

1a. If yes, indicate the agencies involved in conducting compliance check operations during this reporting period.

Alcohol and Tobacco Control MO

State Highway Patrol

Police Department

Sheriff’s Department

Department of ConservationFederal Enforcement Agency

2. Off-site establishments, checked during this reporting period, which were in compliance.

2a. Number of off-site establishments checked that were in compliance:

2b. Number of off-site establishments checked during this reporting period:2c. Percent of off-site establishments checked that were in compliance: (2a divided by 2b = 2c)

Detail Attached:A list of establishments checked for compliance must be attached that includes the Name, Address and Result of Check (compliant or non-compliant) for each.

3. On-site establishments, checked during this reporting period, which were in compliance.

3a. Number of on-site establishments checked that were in compliance:

3b. Number of on-site establishments checked during this reporting period:3c. Percent of on-site establishments checked that were in compliance: (3a divided by 3b = 3c)

4. Number of youth involved in Compliance Check Operations:

5. Dates of the Compliance Check Operations:

OFF SITE ESTABLISHMENT: These are convenience stores, mini-marts, gas stations, etc. Anywhere that alcohol is purchased to be consumed OFF SITE.

1. Did you conduct compliance check operations during this reporting period? Yes No

1a. If yes, indicate the agencies involved in conducting compliance check operations during this reporting period.

Alcohol and Tobacco Control MO

State Highway Patrol

Police Department


Department of ConservationFederal Enforcement Agency

2. Off-site establishments, checked during this reporting period, which were in compliance.

2a. Number of off-site establishments checked that were in compliance:

2b. Number of off-site establishments checked during this reporting period:2c. Percent of off-site establishments checked that were in compliance: (2a divided by 2b = 2c)

Detail Attached:A list of establishments checked for compliance must be attached that includes the Name, Address and Result of Check (compliant or non-compliant) for each.

3. On-site establishments, checked during this reporting period, which were in compliance.

3a. Number of on-site establishments checked that were in compliance:

3b. Number of on-site establishments checked during this reporting period:3c. Percent of on-site establishments checked that were in compliance: (3a divided by 3b = 3c)

4. Number of youth involved in Compliance Check Operations:

5. Dates of the Compliance Check Operations:

ON- SITE ESTABLISHMENT: These are you bars, restaurants, clubs, etc. Places where alcohol is sold and consumed ON SITE.

BAR PATROLS:

BAR PATROLS

8. Did you conduct Special Events Management/Task Force operations? Yes No

Alcohol and Tobacco Control MO State

Highway Patrol

Police Department


Department of Conservation

Federal Enforcement Agency

8b. Briefly describe the operation. Be sure to include, but do not limit your description to, the officers involved, the location, the dates, and the procedures used for this operation. If this operation was conducted during a high impact event within the community, please be sure to give information about the event, the number of youth involved, and citations issued.

Detail Attached:A list of establishments patrolled must be attached that includes the Name, Address for each.

The Monthly Report of Expenditure Form will be mailed to you each month.

The Monthly Report of Expenditure is due on the 10th of each month.

If you don’t have any expenses, return the form stating such.

MONTHLY REPORT OF EXPENDITURES:MONTHLY REPORT OF EXPENDITURES:

Submit the original form with an original signature.

Copies, faxes and email will not be

accepted.

Complete the form in it’s entirety!

Check your math and all calculations!

MONTHLY REPORT OF EXPENDITURES:MONTHLY REPORT OF EXPENDITURES:

SAMPLE:SAMPLE:

The Monthly Detail Sheet and any other supporting documentation MUST BE ATTACHED TO the Monthly Report of Expenditure.

This will NOT BE MAILED to you. You can print it from our website at:

http://www.dps.mo.gov/Juvenile/EUDL.htm

MONTHLY DETAIL SHEET:MONTHLY DETAIL SHEET:

http://www.dps.mo.gov/Juvenile/EUDL.htm

PERSONNEL Officer overtime hours and undercover operatives time

are the ONLY ELIGIBLE CLAIMS.

List each overtime expense separately on the detail sheet – include the name of each officer and/or undercover operative.

Indicate whether the claim is for an officer or operative.

The overtime hours worked and rate of pay must be completed.


The total expenses on this form MUST MATCH the

Monthly Report of Expenditures total.


http://www.dps.mo.gov/dir/programs/jj/documents/DetailofExpenditures.pdf

Any supporting documentation MUST BE ATTACHED to the Monthly Report of Expenditures.

For Compliance Check Operations include:

Copies of summonses and tickets (ONLY RELATED TO UAD EUDL OPS)

Name and address of establishments checked and outcome

Clear copies of officer’s timesheets with date, time, and type of EUDL overtime hours worked

Clear copies of undercover operatives timesheets with date, time and number of hours worked

SUPPORTING DOCUMENTATION:SUPPORTING DOCUMENTATION:


For Controlled Party Prevention/Controlled Party

Dispersal Operations include:

Copies of summonses and tickets (ONLY RELATED TO EUDL OPS)




For Special Events Management/Task ForceOperations:





For Bar Patrol Operations:



A list of the Names and Addresses of establishments worked.


Contact DPS immediately if there is a need to change the Personnel page of your budget.

Requests must be submitted on an official Request to Revise the Budget form and require the signature of the Project Director (or preparer) and the Authorized Official.

Requests must be submitted and approved 30 days in prior to the effective date.

Requests to Revise the Budget will not be accepted after October 31st, 2011.

REQUESTS TO REVISE THE BUDGET:REQUESTS TO REVISE THE BUDGET:

If an officer or an undercover operative is replaced by someone else, submit a Change of Information form, prior to activating that officer or operative.

The form can be found at:

http://www.dps.mo.gov/dir/programs/jj/documents/ChangeofInformation.PDF

PERSONNEL REVISIONS:PERSONNEL REVISIONS:

Unless otherwise requested, all agencies will be put on Electronic Funds Transfer/Automated Check Handling status. (If this policy creates a burden on your agency, please notify our office immediately.)

Carol Willhite, Accountant 573/522-9576 -OR- [email protected]

REIMBURSEMENTS:REIMBURSEMENTS:

CONTRACT TERMINATION & PENALTIES:CONTRACT TERMINATION & PENALTIES:

If DPS determines that your program is operating in a manner differently than what has been approved in the application, or is failing to comply with the terms of the contract, DPS may take action as is deemed appropriate, including termination of the contract.

Whoever embezzles, willfully misapplies, steals, or obtains by fraud any funds, assets, or property which are the subject of a grant or contract or other form of assistance, whether received directly or indirectly from Department of Public Safety or the U.S. Department of Justice shall be fined not more than $10,000 or imprisoned for not more than five years, or both.

Meeting of the Minds-

KCI Airport Marriott

April 7-9, 2011

Bar Patrol-required for any agency conducting Bar Patrols

Special Events-required for any agency conducting

Special Events/Operations

Other Trainings-Dates and Times t/b/a

We will notify you of trainings throughout the contract period.

MANDATORY TRAINING:MANDATORY TRAINING:

QUESTIONS?QUESTIONS?

Missouri Department of Public Safety, Office of the Director Juvenile Justice Unit January 28, 2011...

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