Section 1400.100  Administration of Violence Prevention Grants

 

a)                  The Illinois Violence Prevention Authority (Authority) is authorized to award grants to agencies to conduct violence prevention activities as outlined in Section 15 of the Illinois Violence Prevention Act [20 ILCS 4027/15].

 

b)                  Grants are subject to the Illinois Grant Funds Recovery Act [30 ILCS 705].

 

Section 1400.110  Conflict of Interest

 

No private organization or agency shall be eligible to receive grants from the Authority if a staff member or contractual employee of that organization or agency is a member of the Authority.

 

Section 1400.120  Grant Application Process

 

a)         In order to receive a grant from the Authority, agencies must submit an application in response to a Request for Proposals (RFP) issued by the Authority.

 

b)         The Authority shall issue an RFP for each grant program administered by the Authority.  The RFP shall specify the deadline for the submission of applications, which shall provide applicants with 30 days to respond, and shall specify the purpose of the grant program, eligible applicants, the maximum amount for which an applicant may apply, and program requirements particular to the grant program for which the applicant is requesting funds.  All RFPs for general distribution, other than RFPs issued to renewal applicants, will be posted on the Authority's website.

 

c)         All applications submitted by eligible applicants will be reviewed by a review committee for completeness and accuracy.  Applications recommended for funding will be presented by staff for Authority approval based on the criteria specified in Section 1400.140. 

 

d)         Applicants to be awarded grants will be notified within 7 days after the date of approval by the Authority.  Applicants who are not awarded funds will be notified within 30 days after the date of Authority determination.  A list of all grant awards will be posted on the Authority's website.

 

e)         Initial grant awards are for a 12 month period. Renewal grants for certain grant programs are available as specified in the RFP for the particular grant program, based on availability of funds.  In order to receive renewal grants from the Authority, funding must be available and applicants must have submitted a complete and accurate renewal application and must have complied with previous grant agreements.

 

Section 1400.130  Grant Application Requirements

 

A grant application must be submitted in a format prescribed by the Authority and must include the following information:

 

a)         Identifying information, including:

 

1)         Organization name and type, Federal Employer Identification Number, complete address, telephone number, and e-mail address;

 

2)         The name and telephone number of the organization's chief executive officer or executive director;

 

3)         The name, telephone number and e-mail address of the organization's contact person for purposes of the grant;

 

4)         A current certificate of good standing with the Secretary of State;

 

5)         For non-governmental entities, the applicant's Illinois Charitable Trust registration number or a statement that the agency is exempt.

 

b)         A Proposal Narrative that includes:

 

1)         A description of the applicant's capacity to perform the proposed activities and, when applicable, a history of past performance of the proposed activities or similar activities;

 

2)         A description of the community area and the population to be served or reached by the proposed activities;

 

3)         A description of how the applicant will meet grant program requirements as specified in the RFP for the specific grant program for which the applicant is requesting funds;

 

4)         A description of the staffing and management plan associated with conducting the proposed activities/services, when applicable; and

 

5)         Resumes of staff to be funded with grant funds or, if the position has not been filled, a job description.

 

c)         A Proposed Budget that includes:

 

1)         Line item costs for personnel services, including a breakdown of fringe benefit costs, contractual services, supplies, travel and equipment costs for the proposed activities;

 

2)         The total cost of the proposed activities and amount requested from the Authority, including, when applicable, specific costs associated with meeting program requirements specified in the RFP for the specific grant program for which the applicant is applying for funds;

 

3)         Sources and amount of applicant and other funds to be utilized for the proposed activities;

 

4)         Three vendor quotations for equipment costs in excess of $1,000; and

 

5)         Budget justification that details the line item costs and specifies how the costs were calculated.

 

d)         A Signed General Assurances Form that certifies and assures compliance with applicable federal and State laws and general grant requirements.

 

Section 1400.140  Funding Criteria

 

The Authority shall consider the following criteria in determining which applications to fund and the amount to be awarded to funded applicants:

 

a)         The amount of funds allocated by the Authority for the specific grant program for which the applicant has submitted an application;

 

b)         The degree to which the applicant submitted a complete and accurate application;

 

c)         The extent to which the proposed activities/services meet the specific grant program requirements for which the applicant has submitted an application, as specified in the RFP for the specific grant program for which the applicant is requesting funds;

 

d)         The extent to which different areas of the State are served or reached; and

 

e)         The applicant's history of compliance with programming, reporting and accounting requirements pertaining to grants awarded under this Part or under any other government program.

 

Section 1400.200  Accounting Requirements

 

The following requirements pertain to all grantees receiving Authority grant awards:

 

a)         All grantee accounting entries must be supported by appropriate source documents, recorded in books of original entry, and posted to a general ledger on a monthly basis.

 

b)         Each grantee shall maintain all fiscal records related to the grant for 3 years after the end of each budget period.  In instances involving unresolved issues arising from an audit, pending litigation or unresolved fiscal reporting issues, records relating to the unresolved issues must be retained until the issues are resolved if beyond the 3 year requirement.

 

c)         Grantees shall expend funds in accordance with the contracted budget or in accordance with Authority re-allocation procedures pursuant to Section 1400.240.

 

Section 1400.210  Allowable Expenditures

 

Expenditures of Authority grant funds are allowable if they meet the following criteria and are not specified in Section 1400.220 as a non-allowable expenditure:

 

a)         Are necessary and reasonable for proper and efficient administration of the program and are not a general expense required to carry out the overall responsibilities of the agency;

 

b)         Are not allocable to or included as a cost of any other State or federally financed program in either the current or a prior period;

 

c)         Are net of all applicable credits;

 

d)         Are specifically identified with the provisions of a direct service or program activity;

 

e)         Are actual expenditures of funds in support of program activities, documented by check number and/or internal ledger transfer of funds.

 

Section 1400.220  Non-Allowable Expenditures

 

Non-allowable costs include, but are not limited to:

 

a)         Alcoholic beverages;

 

b)         Bad debts or debt retirement;

 

c)         Contingencies or provision for unforeseen events;

 

d)         Contributions or donations;

 

e)         Entertainment, exclusive of incentives to encourage target group participation;

 

f)         Fines and penalties;

 

g)         Gratuities;

 

h)         Indirect cost plan allocations when the fiscal agent is also the applicant;

 

i)          Interest and financial costs;

 

j)          Legislative and lobbying expenses; and

 

k)         Real property payments or purchases.

 

Section 1400.230  Grant Agreements

 

a)         The Grant Agreement serves as the formal statement of mutual expectations between the Authority and the grantee.  The Grant Agreement includes an attached budget and specifies the term of the agreement, the grant award amount and payment schedule, and the program and fiscal reporting schedule.

 

b)         The portion of the grantee's application that describes the services to be provided is incorporated in the Grant Agreement by reference.

 

Section 1400.240  Modification of Program and Budget

 

a)         The grantee shall not change, modify, revise, alter, amend or delete any part of the services or activities it has agreed to provide in the Grant Agreement without written approval of the Authority.

 

b)         The grantee has the responsibility to identify instances in which funds cannot be used in accordance with the Grant Agreement budget and must seek reallocation of these funds utilizing Authority forms and the following procedures:

 

1)         The grantee may reallocate up to $1,000 of grant funds or up to 2% of the total annual budget, whichever is greater, to existing line items in the approved Grant Agreement budget.  The grantee must note the reallocation in the fiscal reporting forms.

 

2)         If the grantee wishes to reallocate amounts less than $1,000 of the grant funds or up to 2% of the total annual budget, whichever is greater, to an expense that creates a new line item in the approved budget, the grantee must submit to the Authority a written request and explanation for reallocation.

 

3)         If the grantee wishes to reallocate amounts of $1,000 or more of grant funds or up to 2% of the total annual budget, whichever is greater, the grantee must submit to the Authority a written request and explanation for the reallocation.

 

4)         The Authority shall grant a reallocation of funds when it determines that funds will be used for allowable expenses consistent with the funded services.

 

5)         The Authority shall inform the grantee within 30 days after receipt of a request, if the request is not approved.

 

Section 1400.250  Program and Fiscal Reporting

 

a)         The grantee shall submit to the Authority financial and activity reports on a timetable specified in the RFP and the Grant Agreement.  The reports shall be on forms specified by the Authority.  All report forms must be received by the Authority no later than 15 days following the end of the report period and 30 days following the end of the grant.  The reports shall detail activities conducted, participants involved, expenditures and revisions, if any, of timetables and activities to reflect the current program status and future activity.  Failure to comply within the 15-day period may result in the delay of subsequent award installments or termination of the Grant Agreement.

 

b)         In addition to the reports required by subsection (a), grantee agrees to render to the Authority, upon the demand of the Authority, a complete and satisfactory accounting of any and all monies granted to grantee pursuant to the Grant Agreement.

 

Section 1400.260  Inspection of Records and On-Site Visits

 

a)         The grantee shall permit agents of the Authority to inspect the financial records of the grantee as they relate to the Grant Agreement.

 

b)         The grantee shall permit agents of the Authority to enter the premises of the grantee to observe the operation of the grantee's program and to conduct a site visit for general monitoring purposes.  The Authority shall give the grantee reasonable notice of intent to enter the premises for purposes of observing and/or conducting a site visit.