NC COUNCIL FOR WOMEN /DOMESTIC VIOLENCE COMMISSION

FY 2009-2010 Domestic Violence/Marriage License Fee

GRANT APPLICATION

DEADLINE: All applications must be received by5:00pm April 17th 2009

Applications and budget forms are available on our website:

The completed grant applicationand (2) copies must be mailed or delivered to:

US Mail address:Physical/FEDEX/UPS address:

Grants StaffGrants Staff

NC Council for Women/NC Council for Women/

Domestic Violence CommissionDomestic Violence Commission

1320 MailServiceCenter130 Penmarc Drive Suite 110

RaleighNC27699-1320RaleighNC27603

The Domestic Violence Guidelines are available on our website:

I. PURPOSE OF GRANT PROGRAM:

The North Carolina General Assembly appropriates state funds each year to be used for services to victims of domestic violence. These funds are administered through the NC Council for Women /Domestic Violence Commission, a division of the Department of Administration. The funds are used to establish a grant program for domestic violence centers throughout the State of North Carolina. The objective of the grant program is to provide comprehensive services that are available and accessible to all victims of domestic violence. These funds may not be used to fund abuser treatment programs. For purposes of geographical coverage and cost effectiveness, the grant program has historically funded one program per county to provide services for victims of domestic violence.

  1. DESCRIPTION OF AVAILABLE FUNDS:
  2. State Appropriated Funds: State appropriated funds are allocated to agencies for use in maintaining and/or expanding services to victims of domestic violence. After applicants are determined eligible, funds are distributed equally (e.g. funds are non-competitive) to each recipient agency. The NC Coalition Against Domestic Violence shall receive an amount, as required by statute.

B.Marriage License Fees:The applicant is eligible to receive a pro-rata share of the marriage license fees collected in North Carolina pursuant to N.C.G.S. § 143B-394.10 and divorce filing fees pursuant to N.C.G.S. § 7A-305(a2). These funds are deposited into the North Carolina Fund for Domestic Violence Programs to be expended in serving domestic violence clients and to provide other services as required by the N. C. Department of Administration. Pursuant to G. S. 161-11.2 and G. S. 50B-9,$20 of each fee collected when a marriage license is issued in North Carolina, are sent to the Department of Administration for disbursement. These fees are collected by the Register of Deeds in every county. The funds are distributed to domestic violence agencies that meet requirements for providing services to victims as set forth by the NC Council for Women/Domestic Violence Commission. Each eligible recipient agency and the NC Coalition Against Domestic Violence shall receive the same amount, as required by statute.

III.FUNDING CYCLE AND AVAILABILITY:

The funding cycle for these funds is July 1st – June 30th. Funds cannot be released to grantees until they have been appropriated by the General Assembly and the grant award agreement is fully executed.

  1. ELIGIBILITY:

A.ALL APPLICANTS:

In order to be eligible to apply for domestic violence funding, the applicant shall:

  • be a non profit corporation or a local government entity.
  • be in operation on the preceding July 1 and shall continue to be in operation on the preceding July 1 and shall continue to be in operation
  • offer all of the following services: a hotline, transportation services, community education programs, daytime services, and call forwarding during the night
  • have provided services for a full year prior to application. (Basic Services are defined in Section V)
  • have an office location
  • operate a 24 hour crisis hotline
  • comply with General Statute 143C-6-23 regarding audits or sworn accounting of receipts and monitoring requirements
  • comply with all conditions as outlined in the Grant Award Agreement if they receive funding

B.APPLICANTS WHO HAVE RECEIVED PRIOR FUNDING:

  • Shall have a history of compliance with agency contracting
  • Shall have a Board of Directors that has been provided with board training
  • Shall have a history of timely and accurate reporting to the agency, i.e. program and financial reporting
  • Shall have complied with audit requirements as defined in General Statute 143C-6-23 per the grant agreement
  • Shall not have supplanted federal, state or local funds that in the absence of state funds would be available for any portion of the program.

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The NC Council for Women/ Domestic Violence Commission shall have right of

access to documents and records substantiating services as part of a pre-award review

and at any subsequent time.

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V.BASIC SERVICES

All applicants must provide the following services:

  1. Office Location: An office accessible to clients shall be located within the county for which funding is requested. The office may be operated by staff and volunteers and should be open during normal business hours to provide information and referral, advocacy, counseling, and other services. A private dwelling may not be considered an office/center.
  1. Hotline Services: A continuous (24 hour, 7 day per week) confidential crisis telephone line shall be provided by the program applicant. The hotline may be operated in cooperation with other local agencies or services, provided that adequate training on responding to callers has been delivered. Programs providing domestic violence and sexual assault services are encouraged to consolidate their hotlines and cross-train all staff and volunteers in order to maximize services to callers as well as for administrative savings.

Because the hotline is a standard service and is used by callers who are in crisis, in need of support, information, referral or advocacy, all efforts should be made to provide an immediate response to the caller by speaking with a trained advocate. During regular business hours, this type of response is required. Outside of those hours, answering services may be used but are not preferable. In no cases shall crisis lines be answered by an answering machine.

Where voice mail systems are utilized, the caller should be advised immediately through verbal prompt how they may reach a trained advocate. All employees responding to hotline calls shall be trained (at a minimum) on how to develop a safety plan, describe the program’s services and provide information on how to access emergency services.

If at any time calls are answered by any other agency they mustuse a dedicated line that answers using the name of the agency.

  1. Crisis Intervention & Referral: Crisis Intervention services shall be available by phone or in person. Referrals to other necessary community resources shall be provided.
  1. Transportation: Programs shall either provide or coordinate the provision of transportation in emergency situations. Programs are encouraged to coordinate and collaborate with local community providers, including law enforcement to provide transportation.
  1. Shelter: Programs shall provide or coordinate emergency shelter for victims and their families who are fleeing violence. Every organization providing shelter shall have a written intake process, including procedures for ensuring safety for victims with mental or physical health concerns, male children, or substance abuse issues.

Residents must have reasonable access to staff at all times, and staff should be available to respond to the shelter 24-hours a day if needed. Examples of reasonable access include pagers and telephones, including cell phones for shelter residents to reach staff when they are not on the premises. Basic needs are to be met and include safe shelter, food and toiletries.

  1. Advocacy and Counseling: Advocacy and individual and group counseling shall be provided to victims and when possible and appropriate, to their children.
  1. Community Education: Programs shall provide information to the community about the dynamics of domestic violence, the importance of supporting efforts to reduce it, and include professional training to groups and organizations regarding appropriate identification and response to domestic violence. Programs shall have on display brochures or materials outlining available program services, as well as other available community resources. Materials should be translated into languages that accurately reflect the composition of the surrounding community.
  1. Staff Training: Staff should be trained in the performance of their particular duties. In organizations providing domestic violence and sexual assault services, all staff shall be cross-trained to the degree that they are able to respond to an emergency situation regarding either issue.
  1. Program Fees for Victim Services: Because of the frequency with which victims of domestic violence suffer from economic abuse, services should be provided free of charge whenever possible. There may be cases where victims are willing and able to pay for certain services. Programs are encouraged to develop sliding fee scales in these circumstances and to limit these cases to non-emergency services, i.e. individual or group counseling. Services should never be denied based on ability to pay and programs should not charge fees to shelter clients. Also, basic needs should be met using the program’s resources including food and hygiene products.

VI.APPLICANT ADMINISTRATIVE AND ORGANIZATIONAL POLICIES:

In order to be eligible for funding, programs shall have the following administrative and organizational policies in place:

  1. Conflict of Interest Policy

Pursuant to legislation governing non-profit grantees, each program shall have a written Conflict of Interest policy to be kept on file, prior to the release of funds.

  1. Non-Discrimination Policy

The program shall have a written policy on non-discrimination that the program shall not discriminate against staff, volunteers, or agency clients based on age, handicap, gender or gender identity, race, creed, religious preference or national origin. Services cannot be denied to clients based on immigration status.

3. Board of Directors

  1. Programs shall be governed by a board with members who represent the gender, ethnic/racial representation, and demographic/geographic profile of the community, as well as businesses, government services, legal, educational, religious, and other systems.
  2. Boards shall have received orientation at the beginning of their term on domestic violence issues, board responsibilities, fiscal responsibility and operations management. Members should receive annual training on these topics and other topics appropriate to the needs of the agency. Board orientation and training may be provided by or coordinated by a Region Director of the NC Council for Women/Domestic Violence Commission. Board training that is not delivered by the agency’s region director should be approved by the region director as to length and content.
  3. Boards shall have regularly scheduled meetings and keep written records of meetings. The written record or minutes shall contain date, time, place of meeting, members attending, decisions, motions, etc. Copies of board minutes shall be forwarded to Region Directors and kept on file.
  4. Boards shall have an active Finance Committee to monitor financial management of the agency. The committee shall submit a written report at each board meeting that is available for review by all board members. The treasurer must be a member of the committee.
  5. Each organization shall have a corporate notebook, containing board meeting minutes for 3 years, the last three year’s 990 forms, the Organization’s bylaws and the agency’s 501(c) 3 letter (if applicable).

4.Confidentiality

The program shall have a written confidentiality policy approved by its Board of Directors. The policy shall govern the sharing of information internally as well as externally. The agency shall maintain a data collection system that protects the confidentiality of the clients including storing files in locked cabinets. A confidentiality statement shall be signed by all employees, board members and other volunteers and kept on file. Access to files should be limited to any staff doing direct case management.

5.Personnel Policies

a.The program shall have written personnel policies governing the agency’s operations. At a minimum, the policies should contain hiring and termination procedures including grievance procedures, and leave policies including holiday, overtime and compensatory pay.

b.All employees, including the Executive Director, shall complete timesheets for each pay period, documenting the time worked on a project or program (domestic violence), number of hours to be charged to a particular budget or project and with the supervisor’s approval.

c.All staff shall be provided with a copy of the agency’s policy and procedure manual.

6.Liability/Bonding Insurance

The program shall maintain fire, theft, property and personal liability insurance according to individual agency needs. Persons having access to financial resources shall be bonded. Shelters should have appropriate insurance to cover building and/or clients in the event of accidents or loss. (See your insurance agency for needs.)

VII.MATCH REQUIREMENT

Programs applying for these funds must match state appropriated funds (not marriage license fees). The match requirement is designed to encourage sustainability of the program by diversifying the funding base and gaining local support for the program’s efforts. The match must be generated locally and represent a minimum of 20% of the total award. For example, if the total grant award is $10,000, a $2,000 match is required. Examples of sources for local matches include:

1.Fundraisers

2.Grants from private organizations such as churches, foundations, or businesses

3.United Ways

4.Civic Groups

5.Local government units including city and county government

6.In-kind goods or services calculated at fair market value

VIII.GRANT AWARDS:

All payments are contingent upon fund availability.

Reporting Requirements:

Programs shall adhere to the reporting requirements described on the Notice of Certain Reporting and Audit Requirements and the reporting requirements implemented by the NC Council for Women/Domestic Violence Commission

  • The Domestic Violence Programs grant cycle/fiscal year begins July 1st and ends June 30th.
  • A monthly expenditure report shall be submitted and not postmarkedby the 15th of each month that will reflect the expenditures that occurred during that period.
  • The domestic violence program shall submit a monthly domestic violence expenditure report and monthly marriage license fee report.

Example: The November report shall be due and not postmarked by December 15th, the December report shall be due and not postmarked by due by January 15th, etc.

The timeliness of the initial announcement of the grant award amounts will affect the initial submission deadlines of the monthly expenditure reports. The initial announcement may affect the July, August, and October deadlines. The initial deadlines will be assessed during each grant cycle. The programs will be notified of the initial deadlines.

  • A semi-annual statistical report shall be submitted by January 20th and July 20th of each fiscal year.
  • A semi-annual inventory list shall by submitted and not postmarked by January 20th and July 20th of each fiscal year.
  • Programs shall ensure that all sub-grantees, if any, provide all information necessary to permit the Program to comply with the standards, responsibilities, and obligations.
  • Programs shall adhere to the requirements listed on The Notice of Certain Reporting and Audit Requirements that provides details of the reporting requirements according to N.C. General Statute 143C-6-22 & 23 will be reporting online.
  • The link for the GIC page is
  • OSA GIC online reports
  • Level 1 Reporting Requirements
  • Programs that receive less than $25,000 from the state of North Carolina must complete the following: Certification form and the State Grants Compliance reporting form.
  • The forms shall be completed within six months of the program’s year end.
  • The program shall submit the forms to the Office of the State Auditor online through the GrantsInformationCenter.
  • Level 2 Reporting Requirements
  • Programs that receive at least $25,000 but less than $500,000 from the state of North Carolina and federal pass-through grants must complete the following: Certification form, State Grants Compliance reporting form, Program Activities & Accomplishments report, and Schedule of Receipts & Expenditures.
  • The forms shall be completed within six months of the program’s year end.
  • The program shall submit the forms to the Office of the State Auditor online through the GrantsInformationCenter.
  • Level 3 Reporting Requirements
  • Programs that receive $500,000 or more from the state of North Carolina and federal pass-through grants must complete the following: Certification form, State Grants Compliance reporting form, Program Activities & Accomplishments report, and “Yellow Book” audit conducted by CPA and includes Schedule of Federal & State Awards.
  • The forms are shall be completed within nine months of the program’s year end.
  • The program shall submit the forms to the Office of the State Auditor online through the GrantsInformationCenter.
  • Programs can substitute an A-133 audit for the yellow book audit to the Office of the State Auditor

The NC CFW/DVC utilizes the OMB Circular A-87 as the State’s cost principles. A-87 incorporates OMB Circular A-122 relating to nonprofit groups. Effective 7/1/05.

Web link for Cost Principles:

Failure to comply with ALL reporting requirements and ALL reporting deadlines will result in non issuance/withholding of grant funds and/or possible termination of grant contract which shall result in suspension of grant funds.

Source Documents

Accounting records shall be supported by source documentation, such as canceled checks, paid bills, payrolls, time and attendance records, contract and sub-grant award documents, etc. Records shall be kept for five years after audit.

Budget Control

Actual expenditures or outlays from state grant funds shall not exceed the budgeted amounts for each line item or for the total grant.

Internal Control

Written internal control and accountability shall be in place to maintain the integrity of all grant cash, real and personal property, and other assets. All property shall be used for authorized purposes only.

Equipment Inventory

Programs shall adequately safeguard all purchases and shall assure that they are used solely for authorized purposes. An equipment record shall be maintained for all fixed assets, equipment purchases or donations showing identification number of item, date of acquisition, cost, make, model, serial number and expected life, if item is being depreciated. Items should be tagged with an inventory control number. Equipment records shall also indicate discarded or disposed of equipment or trade-ins of equipment for purchase of replacement items.