ORDER NO. 26898 RESOLUTION APPROVING APPLICATION FOR CLUSTER GRANT PILOT PROJECT On this the 26th day of February 2001, upon motion made by Commissioner Baldwin, seconded by Commissioner Letz, the Court unanimously approved by a vote of 4-0-0, to adopt the resolution approving the application for the Cluster grant pilot project and authorize the County judge to sign same. STATE OF TEXAS COUNTY OF TRAVIS STATE OF TEXAS INTERLOCAL COOPERATION AGREEMENT This contract is between the state agency and the county shown below as contracting parties. It is entered into pursuant to authority granted by "The Interlocal Cooperation Act," Tex. Gov't Code Ann. Section 791.001 et seq. I. CONTRACTING PARTIES The contracting parties are the state Office of Court Administration ("OCA")and the County of Kerr, Texas ("County"). II. TERM5 OF THE CONTRACT This contract shall begin on September 1, 2001, and terminate on August 31, 2002. III. PURPOSE OF THE CONTRACT The purpose of the Interlocal Cooperation Act, chapter 791 of the Texas Government Code, is to increase the efficiency and effectiveness of local governments by authorizing them to contract, to the greatest possible extent, with one another and with agencies of the state. The purpose of this contract is to allow OCA: 1) to file an application for first-year grant funding for the Cluster Collections Pilot Project, which is a project in which a host county with a formal fine collections program will provide collections services to nearby rural counties without formal fine collections programs, with the Criminal Justice Division of the Office of the Governor, State of Texas ("Criminal Justice Division"); and 2) to administer the grant and assist in the implementation and operation of the Cluster Collections Pilot Project in Kerr County, which will serve as the host county and provide collections services to the county-level courts (i.e., constitutional county court and county court(s) at law, if any) and possibly one or more justice courts in each of the following counties: Bandera, Gillespie, and Medina (hereinafter referred to as the "Kerr County Cluster"). A copy of the application, excluding resolutions, cooperative working agreement, comprehensive certification, certified assurances, and interlocal cooperative agreement, is attached hereto as Attachment "A" and made a part hereof for all purposes. IV. CONSIDERATION A. Performance by OCA OCA shall reimburse the County at a reimbursement rate of seventy-five percent (75%) for the salary and fringe benefits, local travel, non-local travel, training, office furniture, office supplies and direct operating expenses, computer equipment, and software costs of the collections officer hired and employed by the County. The maximum reimbursement for the salary and fringe benefits, local travel, non-local travel, training, office furniture, office supplies and direct operating expenses, computer equipment, and software costs shall not exceed the total grant funds amount set forth for each of those items in Attachment "B," which is attached hereto and incorporated herein. OCA shall provide to the County for use by the County in implementing and operating the Cluster Collections Pilot Project the following automated equipment and computer software currently owned by OCA and purchased for this project: a laptop computer, a portable printer, and Microsoft Office Suite software. OCA shall provide technical assistance, training, and evaluation services to the County in the implementation and operation of the Project. B. Performance by County The County shall hire, employ, pay, and train a collections officer ("cluster collections officer") as identified in the Budget in Attachment "A." The cluster collections officer employed pursuant to this contract shall be devoted exclusively to collection activities relating to the collection of fines, fees, and court costs in the county-level courts and possibly one or more ofthe justice courts in each of the following counties: Bandera, Gillespie, and Medina. The cluster collections officer shall perform the duties described in the attached cluster collections officer job description set out in Attachment "A." The County shall provide office space and necessary utilities to the cluster collections officer, as well as necessary office supplies, telephone service, office equipment, and office furniture not reimbursed under the grant. The County shall prepare, maintain, and submit forms, records, reports, and correspondence essential to the effective operation of this contract and the Cluster Collections Pilot Project, as required by OCA. The County agrees that in the event of loss or misuse of the Criminal Justice Division funds, the County assures that the funds will be returned to the Criminal Justice Division in full. C. Matching Funds The projected amount of matching funds required to operate the Cluster Collections Pilot Project in the Kerr County Cluster is $11,647.74, which is twenty-five percent (25%) of the projected total project cost of $46,591.00 for the Ken County Cluster. As consideration for this agreement, the County agrees to contribute matching funds in the amount of $2,637.05, which is an amount equal to 22.64 percent of the projected total matching cost. The county further agrees to secure by interlocal cooperative agreement matching funds from Bandera County, in the amount of Page 2 of 5 $2,003.41, which is an amount equal to 17.20 percent of the projected total matching cost, Gillespie County, in the amount of $2,460.00, which is an amount equal to 21.12 percent of the projected total matching cost, and Medina County, in the amount of $4,547.28, which is an amount equal to 39.04 percent of the projected total matching cost. In the event the total project cost is less than $46,591.00, the County agrees to contribute 22.64 percent of the actual total required matching cost; ensure in the interlocal cooperative agreement entered into with Bandera County that Bandera County will contribute 17.20 percent of the actual total required matching cost; ensure in the interlocal cooperative agreement entered into with Gillespie County that Gillespie County will contribute 21.12 percent ofthe actual total required matching cost; and ensure in the interlocal cooperative agreement entered into with Medina County that Medina County will contribute 39.04 percent of the actual total required matching cost. V. REIMBURSEMENT OF COSTS OF SERVICES Reimbursement shall be made to the County upon receipt by OCA of monthly billings. OCA shall reimburse the costs of the performance of services by the County from current grant revenues available to OCA. Reimbursement of costs shall be at the reimbursement rate set out in Section I V of this contract, and only for the salary and fringe benefits, local travel, non-local travel, training, office furniture, computer equipment, software, and office supplies and direct operating expenses of the cluster collections officer hired and employed by the county. Reimbursement by OCA of travel costs shall not exceed amounts equivalent to the state's reimbursement rates for classified employees. The County shall report to OCA in the manner and on the forms specified by OCA and shall provide such information and documentation as OCA may reasonably require. VI. OWNERSHIP OF EQUIPMENT i Jpon termination of this agreement and if Kerr, Bandera, Gillespie, and Medina counties would like to continue to use the automated equipment and the computer software for court collection activities, OCA agrees to write a letter to the Criminal Justice Division requesting that the ownership of the automated equipment and the licenses for the computer software be transferred to the four counties. Transfer of ownership ofthe automated equipment and software licenses is within the discretion of the Criminal Justice Division. VII. EQUAL OPPORTUNITY The County agrees that no person shall on the grounds of race, color, religion, sex, national origin, age, physical disability, political affiliation or belief be excluded from participation in, be denied the bcnefits of, be subjected to discrimination under, or be denied employment in the administration of or in connection with any program or activity funded in whole or in part with funds made available under this agreement. Page 3 of 5 VIII. CERTIFIED ASSURANCES The County agrees to execute and provide OCA with a copy of the Criminal Justice Division's Certified Assurances Form that OCA will submit to the Criminal Justice Division, as required by the grant application. IX. INDEPENDENT CONTRACTOR It is expressly understood and agreed by the parties hereto that the County is an independent contractor that shall have exclusive responsibility for any and all claims, demands, causes of action of every kind and character which may be asserted by any third party occurring from, in any way incident to, arising out of or in connection with the activities to be performed by the County hereunder. X. AMENDMENTS Any alterations, additions, or deletions to the terms ofthis agreement shall be by amendment hereto in writing and executed by both parties to this agreement. XI. LEGAL CONSTRUCTION In case any one or more of the provisions contained in this agreement shall be held to be invalid, illegal, or unenforceable in any respect such an invalidity, illegality, or unenforceability shall not affect any other provision thereof, and this agreement shall be construed as if such invalid, illegal, or unenforceable provision has never been contained herein. XII. FOR DEFAULT This agreement shall be governed by and construed in accordance with the laws of the State of Texas. To the extent required by law, the dispute resolution process provided for in Chapter ?260 of the Texas Government Code will he used to resolve any dispute arising under the contract between OCA and the County. In the event that any legal action is taken in order to enforce the terms ofthis contract, all parties agree that venue for all such legal remedies is in Travis County, Texas. Page 4 of 5 XIII. ENTIRE AGREEMENT This agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or promise relating to the subject matter ofthis agreement which is not contained herein shall be valid or binding. EXECUTED IN DUPLICATE ORIGINALS, EACH OF WHICH SHALL HAVE THE FULL FORCE AND EFFECT OF AN ORIGINAL. Office of Court Administration 7 J ry L enedict Adminis rative Director 2~Zz-~ Date H:\RFS&CTSV\Collections\Cluster Collections Project\contracLkerr.yrl.wpd County of Kerr ~ 7 k" red L. Henne ce County Judge dZ /~ O Date( Page 5 of 5 Attachment "A" Youth-Related, Juvenile Justice, and Criminal Justice Projects GRANT APPLICATION COVER SHEET L Legal name of organization applying. 9. Title of Project. Office of Court Administration Cluster Collections Pilot Pro-ect 2. Division or unit within the applicant organization to administer the protect. 10. Application for (CHECK ONLY ONE). Research and Court Se rV 1CeS Kj Criminal Justice Planning Fund(state) 3. OKcial applicant organization mailing address. Stdtl OR, AUStl ^ Juvenile Justice and Delinquency Prevention ACt Fund (federap CFDA-16.540 r P.O. BOX 12066, Ca ital TX 78711-2066 ^ Safe and Drug-Free Schools and Communities Act Fund (federap CFDA-84.18fi 4. Choose up to five of the following That best desuibe the project (check one boz onl ): y ^ Alternative education program O Narcotics task force 11. County where headquarters are based. D Chiltl abuse ^ Parole O Community policing O Probation Travis ^ Community-based prevention ^ Prosecution ^ Courts O Purchase o/ Juvenile Services (probation) D Crime prevention ^ Renovation antl retrofitting Guvenile ^ Diversion tletention Dads) 12 population of the county where the headquarters arc based. O Driving While Intoxicated (DWI) ^ School-based prevention O Family and domestic violence O Sezual assault 727 022 ^ Intervention O Substance abuse treatment , ^ Investigative ^ Technology Improvement ^ Law enforcement ^ Training conferences 13. All cities and counties in the service area of the project and the ^ Law enforcement training O Victim assistance population of each . 5. Person CJD should contact to answer specific questions about the application. Narre: Mary Cowherd___ Bandera - 16,611 Research Deputy Director for Gillespie - 20,396 _ ritla and Court Services Kerr - 43,243 Adtlress: _-_---____------__-_-- Medina - 37,698 20S_1d.__14th St,~Ste_ 600 78701 Texas Austin __ _ _ }_ X512) 463=1629 1<. Grant Start Date: ______ Telephone number: 9/1/01 Fax number: ~ S 12 ~ 46 3-1648 _______ 1S. Are the activities proposed in this application 100%juvenile-related? may.cowherd@courts.state.tx.us e-mail address: ^ Yea ENO ^ It yes, In boz identify the number of the needs statement this 6. Agencys Slate Payee Identifca[ion Number: application addresses. See page 2 and 3 of the appliption kit. 16. Is this an application for Nst-year lunding? 74-1466SS3 $] res ^No 7. Is the applicant organization delinquent on any state or federal debt? If "No', complete me fallowing ^ Ves (If'Ves ,attach an ezplanalion.) 4] Pb Year of Funding for this application (check one): ^Year2 ^Year3 ^Year4 ^Year6 ^Vear ___ B. Requested Funds Amountof CJDFunds Requested Current Grant #: __________-_--______-___- FV 2002 request 17. Dale and city of application workshop attended. Vdr lOllS Meeting $3S,47S 10/19/98-10/20/98 Austin &at CJD 2000 18. If a local application. COG to which application was submitted. FV 2003 request l NA - Statewide Application (ifapPlicab e) FY 2004 request 19. It project is statewitle, on what tlale was a copy of the apPlicalion (if applicable) submilletl for TRACS Review? To the best at my knowledge, all information in this application is true and FOR COG USE ONLY correct. The application has been duty authorized by the governing hotly of me applicant and agrees to mmply with all CJD rules, inGUding the attached Is this application shared with another COG? assurances, if awarded. Ves ^ No ^ Typed Name of Authorized Omcial: CPTN ik Region#: Jerry L. Benedict Signature A thorized Official: Prlortty #: R9E. ^ In ^ Out ^ NA 1 Oate Sign COG Application ldentif~er. -- 6 Issue Date: 8/2000 15 Youth-Related, Juvenile Justice, and Criminal Justice Projects DESIGNATION OF GRANT OFFICIALS LEGAL NAME Ofi AGENCY: Office of Court Administration PROJECT TITLE: Cluster Collections Pilot Proiect ^ Mr. ~ Ms. Mary Cowherd Project Director Name (Type or Print) Denutv Director for Research & Court Services. Offi of Cot,-t AAm'ni st rat ipn Title and Agency (512) 463-1629 (512) 463-1648 Daytime Telephone Number Fax Number mary.cowherd@courts.state,tx.us E-Mail Address ~{ Mr U Ms Financial Officer Name (Type or Print) Deputy Director for Finance and Operations, Office of Court Administration Title and Agency P.O, Box 12066 Austin 78711-2066 Official Agency Mailing Address City Zip (512) 463-1625 (512) 463-1648 Daytime Telephone Number Fax Number bill.hamilton@courts.state.tx.us E-Mail Address $X Mr. ^ Ms. Jerr L. Benedict Authorized O(Fictal Name (Type or Print Administrative Director, Office of Court Administration Title and Agency P.O. Box 12066 Austin 78711-2066 (512) 463-1625 (512) 463-1648 Daytime Telephone Number Fax Number ferry.benedict@courts.state.tx,us E-Mall Address 19 Cluster Collections Pilot Project -Project Narrative Section 1: Problem Statement and Data Counties which have implemented a systematic fines and fees collection program fortheir county-level courts (i.e., constitutional county court and county court(s) at law) and justice courts, such as the Office of Court Administration's (OCA's) model fine collections program,' have experienced significantly better collections rates than many smaller counties without the financial resources to support astand-alone collections department. The inability of a county to collect the fines, fees, and court costs assessed by the county-level courts and justice courts has a negative impact on the credibility of the criminal justice system and places a financial strain on the counties. To illustrate the collections rate disparity described above, collections data for county-level courts in mid-sized counties before and after implementing a systematic program for the collection of fines, fees, and court costs are presented below in Table 1. Table 1: Fines, Fees, and Court Costs Collections Data County-Level Courts in Mid-Sized Counties with Formal Collections Programs Compared to Estimated Statewide Rate County Collections Rate Prior to Implementing Formal Collections Pro ram Collections Rate After Implementing Formal Collections Pro ram Change in Collections Rate Montgomery 50% 73% 23% Kerr 39% 75% 36% Nueces 51% 61% 10% San Patricio 33% 76% 43% Brazos 10% 70% 60% Cameron 68% 86% 18% Denton 46% 6 % 1 Statewide Rate N/A 61% N/A Source: Office of Court Administration, 2001. Notes: The statewide collections rate was obtained from a 1996 statewide survey conducted by the Office of Court Administration. The rate includes both counties with and without formal fine collections programs. Table 1 does not include those mid-sized counties with formal collections programs, which did not have collections rate data available. Section 2: Goal Statement The goal of this project is improve the collections rates of fines, court costs, and fees through the implementation of a systematic "cluster collections" program designed to assist multiple rural Texas counties. This program will lead to increased collections rates in the participating counties; increased revenues for the State of Texas and for [he participating counties, which will enable the participating counties to continue the project beyond the grant; and renewed respect for the courts among defendants who were previously not paying their court-ordered fines, fees, and court costs. ' OCA's model fine collections program requires defendants to submit personal financial data for analysis to a Collections Officer who determines whether a defendant qualifies for an extension of time to pay his/her fine, court costs, and fees. If a defendant qualifies for an extension, the Collections Officer monitors the case to ensure that payment in full is made by the defendant. The ultimate goal of this pilot project is to evaluate and determine the feasibility and practicality of implementing this program concept statewide. Section 3: Target Group The Cluster Collections Pilot Project will benefit three rural counties in Texas through the implementation of a cluster collections program based in a host county with an established and successful formal collections program. Kerr County will serve as the host county and will provide collection services to the county-level courts and possibly one or more of thejustice courts in each of [he following counties: Bandera, Gillespie, and Medina (hereinafter referred to as "non-host" counties). These three counties have a total of four county-level courts and 10 justice courts.Z The total population of the three counties served by the Cluster Collections Pilot Project is 74,705.' Section 4: Project Activities Kerr County will employ a Cluster Collections Officer, who will be supervised by and operate out of Kerr County's existing collections department. Training of the Cluster Collections Officer will be providedjointly by OCA and the collections staff of Kerr County. The Cluster Collections Officer will establish and implement OCA's model fine collections program in each of the pilot counties, which are located near Kerr County. The Cluster Collections Officer will operate the program in a fashion similar to that of a circuit judge. That is, the Cluster Collection Officer will visit each of the pilot counties, as needed, and provide the collections services described below. The Cluster Collections Officer will arrange to collect, analyze, and evaluate personal financial data from defendants that are assessed fines, coutY costs, and fecs in the pilot courts, but who are unable to pay the balance in full at the time of their sentencing. The Cluster Collections Officer will, based on his/her analysis and predetermined guidelines, establish a payment plan with the defendant. Terms and conditions of the plan with be reviewed with the defendant by the Cluster Collections Officer during an interview process. The Cluster Collections Officer will then manage andmonitorthecaseforcomplianceandtaketheappropriate action if the defendant fails to comply. OCA staff will engage in the following activities during the grant period: 1) make site visits to Kerr County and, if necessary, the other three participating counties to provide technical assistance(includingtrainingandprojectmonitoring) in the development, implementation, and operation of [he cluster collections program; 2) collect and analyze data related to the output and outcome measures for this project; and 3) prepare all required progress and financial reports for CJD. Section 5: Project Objectives Output Measures Output measures to be met during the grant year are for collections in the county-level courts and participating justice courts in the non-host counties. They are as follows: 1) increase in the amount of fines, court costs, and fees collected in Bandera County; 2) increase in the amount of fines, court costs, and fees collected in Gillespie County; 3) increase in the amount of fines, court costs, and fees collected in Medina County; and 4) total increase in the amount of fines, court costs, and fees collected in the non- host counties in [he Kerr County Cluster. Outcome Measures The project has two primary goals to be accomplished by the end of the grant period: 1) increase the collections rate for the county-level courts and the participatingjustice courts in each ofthe non-host counties (Bandera, Medina, and Gillespie counties) by at least five percent over the estimated rates in the 12-month period immediately preceding the project; and 2) increasc the total collections rate for the county-level courts and the participatingjustice courts in the non-host counties in the Kerr County Cluster by at least 10 percent over the estimated rate in the 12-month period immediately preceding the project. In addition to the two quantitative measures listed above, it is anticipated that thejurisdictions will benefit by having the payment of court-ordered fines, costs, and fees enforced. Requiring defendants to comply with court orders will enhance the general public's respect for the courts and may lead to a reduction in recidivism among defendants. ' In Medina County, criminal cases arc typically handled by the county court at law rather than the constitutional county court. 'Population estimates are based on July 1999 U.S. Census data. Current Data Table 3 below reflects the most accurate estimates of the current annual fines, court costs, and fees assessed in the county-level courts in eachof[henon-host counties, as well as[heel[imatedannualcollec[ionsac[ivityforeachofthenon-hostcoun[ies. Table 3 also projects the impact of a five and ten percent increase in collections. Table 3: Estimated Annual Assessments and Collections of Fines, Court Costs, and Fees by County Courts in Participating Counties, FY 1999 County (Population) Estimated Annual Estimated Annual Impact of a Five Impact of a Ten Assessment by Collections by Percent Increase in Percent Increase in County-Level County-Level Collections Collections Courts Courts KERR CO. CLUSTER Bandera (16,611) $123,600 $75,396 $3,770 $7,540 Gillespie (20,396) $138,600 $83,326 $4,166 $8,333 Medina (37,698) $353,400 $215,574 $10,779 $21,557 TOTAL $615,600 $374,296 $18,715 $37,430 Source: Office of Court Administration, 2000. Note: Estimated assessed figures were calculated by multiplying the total number of convictions and other dispositions (excluding dismissals and acquittals) reported for county-level courts in OCA's F3' 1999 Annual Report of the Texas J:~dicial System by $600, which is the statewide average of fines, fees, and court costs assessed in a county-level court case. Estimated collections were derived by multiplying the statewide collections rate of 61 percent (determined by a survey conducted by OCA in 1996) for county-level courts and the estimated assessment amount. It is important to note that these are estimates, not actual figures. It is likely that the actual assessed amount may actually be a bit higher, and the actual collection rate may be lower (because none of the non-host counties utilize proactive collections techniques). Therefore, the overall impact of the cluster collections pilot project may be even more profound than these estimates would indicate. [n addition, these estimates do not reflect additional revenues from fines, court costs, and fees assessed in the justice courts, as this information was not available. Target Levels For the output measures, target levels for col lections in the county-level courts and participating] ustice courts in the three non-host counties for the first year of the grant (September 1, 2001 -August 31, 2002) are as follows: 1) increase in the amount of fines, court costs, and fees collected in Bandera County: $3,770; 2) increase in the amount of fines, court costs, and fees collected in Gillespie County: $4,166; 3) increase in the amount of fines, court costs, and fees collected in Medina County: $10,779; and 4) total increase in the amount of court fines, court costs, and fees collected in the non-host counties in the Kerr County Cluster: $37,430. The outcome measure targets for the first year of the grant (September 1, 2001 -August 31, 2002) are as follows: 1) increase the collections rate of the county-level courts and participating justice courts in each of the three non-host counties (Bandera, Gillespie, and Medina) by at least five percent over the estimated rates in the 12-month period immediately preceding the project; and 2) increase the total collections rate for the county-level courts and participating justice courts in the non-host counties (Bandera, Gillespie, and Medina) in the Kerr County Cluster by a[ leas[ 10 percent over the estimated rate in the 12-month period immediately preceding [he project. In addition to the two quantitative measures listed above, it is anticipated that thejurisdictionswi1l benefit by having the payment of court-ordered fines, costs, and fees enforced. Requiring defendants to comply with court orders will enhance the general public's respect for the courts and may lead to a reduction in recidivism among defendants. Summary of Proposed Project Problem Statement and Data Counties which have implemented systematic fines and fees collections programs for their county -level courts andjustice courts, such as the Office of Court Administration's (OCA's) model fine collections program, have experienced significantly better col lections rates than many of the smaller counties without the financial resources tosupport astand-alone collections department. The inability of a county to collect the fines, court costs, and fees assessed by the courts has a negative impact of the credibility of the criminal justice system and places a financial strain on the counties. Goal Statement The goal of [he Cluster Collections Pilot Project is to significantly improve the rate of collections for fines, court costs, and fees assessed by the county-level courts and possibly justice courts in three rural Texas counties through the implementation of a systematic approach to collections. This will lead to increased revenues for the State of Texas and for the participating counties. Target Group Kerr County, which has a successful formal collections program, will serve as the host county and provide collections services to the county-level courts and possibly one or more justice courts in each of the following counties: Bandera, Gillespie, and Medina. These three counties have a total of four county-level courts and 10 justice courts.° The total population of the counties being served by [his project is 74,705. Project Activities Kerr County will employ a Cluster Collections Officer, who will be supervised by and operate out of Kerr County's existing collections department. TrainingoftheClusterCollectionsOfficerwillbeprovidedjointlybyOCAandKerrCounty'scollections staff. The Cluster Collec[ionsOf6cer will establish and implement OCA's model fine collections program in Bandera, Gillespie, and Medina counties, which are located near Kerr County. The Cluster Collections Officer will operate the program in a fashion similar to that of a circuitjudge. The Cluster Collections Officer will arrange to collect, analyze, and evaluate personal financial data from defendants that are assessed fines and court costs in the pilot courts, but who are unable to pay the balance in full at the timeoftheirappearance. The Cluster CollectionsOfficerwill,basedonhis/heranalysisandpredeterminedguidelines, establish a payment plan with the defendant. Terms and conditions of [he plan will be reviewed with the defendant by the Cluster Collections Officer during an interview process. The Cluster Collections Officer will then manage and monitor the case for compliance and take the appropriate action if the defendant fails to comply. OCA staff will provide technical assistance to the participating counties; collect and analyze data related to the output and outcome measures for this project; and prepare all required progress and financial reports for CJD. Project Objectives Output Measures and Target Levels Output measures and target levels to be met during the grant year (September I, 2001 -August 31, 2002) are for collections in the county-level courts and participating justice courts in the three non-host counties. They are as follows: 1) increase in the amount of fines, court costs, and fees collected in Bandera County: $3,770 ; 2) increase in the amount of fines, court costs, and fees collected in Gillespie County: $4,166; 3) increase in the amount of fines, court costs, and fees collected in Medina County: $10,779; and, 4) total increase in the amount of fines, court costs, and fees collected in the non-host counties in the Kerr County Cluster: $37,430. Outcome Measures and Targer Levels The outcome measures and their targets to be accomplished by the end of the grant period are as follows: 1) increase the collections rate in the county-level courts and participating justice courts in each of the non-host counties (Bandera, Gillespie, and Medina) by at least five percent over the estimated rates in the 12-month period immediately preceding the project; and 2) increase the total collections rate for the county-level courts and participatingjustice courts in the non-host counties in the Kerr County Cluster by at least 10 percent over [he estimated rates in the 12-month period immediately preceding the project. In Medina County, criminal cases are typically handled by the county court a[ law rather than the constitutional county court. BUDGET CLUSTER COLLECTIONS PILOT PROJECT BUDGET SUMMARY Category Personnel Professional and Contractual Travel and Training Equipment Supplies and Direct Operating Expenses TOTAL CJD Grantee Total $ 27,332 $ 9,110 $ 36,442 $ 0 $ 0 $ 0 $ 3,808 $ 1,269 $ 5,077 $ 2,906 $ 969 $ 3,875 1429 476 1905 $ 35,475 $ 11,824 $ 47,299 PROGRAM INCOME None PERSONNEL Total - $36,442 Salaries, $28,000 Cluster Collections Officer $28,000 X 100% of Time = $28,000 The primary functions of the Cluster Collections Officer include: 1) Reviewing and verifying the financial status information contained in a defendant's application for extension oftime for payment of fines, court costs, and fees; 2) Interviewing defendants and establishing terms for payment or other disposition of fines, court costs, and fees; 3) Monitoring cases for compliance and contacting delinquent defendants; 4) Monitoring compliance on cases that are assigned to community service programs in lieu of payment; 5) Reviewing and recommending cases for return to court due to non- compliance; and, 6) Compiling and reconciling a variety of required activity and management reports. Attached is a comprehensive job description for the Cluster Collections Officer. Note: There are no positions comparable to the Cluster Collections Officer in Kerr County. While the county currently employ collections officers, these positions are different from the Cluster Collections Officer in that these positions are responsible for a sole county, not multiple counties. By providing collections services to multiple counties, this will require extensive coordination nctivities on the part of the Cluster Collections Officer to ensure that all participating counties are receiving the services they need. Fringe Benefits, $8,442 Projected fringe benefit costs for the Cluster Collections Officer are as follotivs: Cluster Collections Officer $8,442 PROFESSIONAL AND CONTRACTUAL SERVICES Total - $0 TRAVEL AND TRAINING The Cluster Collections Officer included in this grant will adhere to the state ofTexas' travel policy. Please refer to State of Texas Travel Allowance Guide published by the Comptroller of Public Accounts for detail. In-State Travel and Training Costs, $5,077 Local Mileage, $4,019 Local travel involves day trips by the Cluster Collection Officer to the counties within the cluster, to perform collection activities. The costs are based on the estimated number of trips provided by OCA's collections specialist and associated mileage (as per the Comptroller's state mileage guide). The mileage reimbursement rate of $.28 per mile was used. Specific local travel mileage and cost estimates for the Cluster Collections Officer are presented below. Cluster Collections Officer 14,352 miles @ $.28/mile = $4,019 Local travel also includes four site visits to the Kerr County Cluster by Jim Lehman, OCA's Collections Specialist. The purpose of the trips will be to provide technical assistance (including training and project monitoring) in the development, implementation, and operation of the cluster collections program. The costs for these site visits are as follows: Ken County Cluster Site Visits Round trip mileage from Austin to Kerrville (204.2 miles @$.28 per mile) $57 Two days per diem per trip @ $25 per day $50 One night lodging per trip @ $70 per night 70 Total per site visit $177 Number of site visits X 4 Totul Estimated Costs For Kerr County Cluster Site Visits .708 Non-Local Travel and Training, $350 During the grant period, the Cluster Collections Officer will attend a collections seminar sponsored by the Office of Court Administration. The seminar will include topics and materials relating to the collection of fines, court costs, and fees. It is estimated that the costs of the seminar, including travel, lodging, and meals will be $350 per attendee. Out-of-State Travel and Training, $0 EQUIPMENT Equipment (Including Software), $3875 Costs include hardware and software to be used by the Cluster Collections Officer in performing his/her job duties. The equipment costs are as follows: One laptop computer $3,000' One portable printer $ 425' Microsoft Office Suite software $ 450 SUPPLIES AND DIRECT OPERATING EXPENSES Office Supplies, $1,905 Office Supplies for Cluster Collections Officer $ 505 Office Furniture for Cluster Collections Officer $ 750 Telephone Installation (@ $50) and Monthly Telephone Service Charges (12 months @ $50/month)for Cluster Collections Officer $ 650 Office supplies listed above include postage, printer cartridges, paper, envelopes, paper clips, staples, staple removers, calculators, small office equipment, computer diskettes, writing pads, pens, pencils, folders, binders, and other consumable supplies. Office furniture includes desks, chairs, credenzas, etc. The total estimated cost for telephone installation ($50) and monthly telephone service (12 months@ $50 per month is $600) in Kerr County is $650. The office supplies, office furniture, and telephone installation and service charges are necessary for the Cluster Collections Officer to do his/herjob. 'Per DeII Online ordering Web site ZPer Hewlett Packard Online ordering Web site Office of Court Administration Total County Matching Funds' Total County Funds (25% of Total Grant Funds (75% of Cluster Collections Pilot Project Project Cost (25%ofProjett Cost) Project Cost)*` Project Cost) Participating Cluster: Kerr 8andera (17.20°h) Gillespie (21.12%)_ _ .Kerr (22.64%) Medina (39.04%) Grant Period: 911101 - 8131102 Budget Category _ ___ __ Personnel: _ --- -- Salaries: Collections Officer $28,000.00 $1,204.00 $1,478.40 $1,584.80 $2,732.80 $7,000.00 $21,000.00 _ _ Total Salaries _ 528,000.00 51,204.00 51,478.40 51,584.80 52,732.80 57,000.00 521,000.00 __ Fringe Benefits: _ _ _ _ _ - Insuran ce $4,141.00 $178.06 $218.64 $234.38 $404.16 $1,035.25 $3,105.75 __ _ _ _ __ __ FICA $2,142.00 $92.11 $113.10 $121.24 $209.06 $535.50 $1,606.50 Retirement $2,159.00 $92.84 $114.00 $122.20 $210.72 $539.75 $1,619.25 Tota/Fringe Benefits 58,442.00 5363.01 5445.74 5477.82 5823.94 $2,170.50 56,331.50 Total Personnel _ _ _ _ _836,442.00 51,567.01 ~ 51,924.14 52,062.62 53,556.74 59,110.50 527,331.50 y r+ - - - --- - Equipment __ _ _ ___ _ Laptop Computer _ _ _ _ $3,000.00 $129.00 $158.40 $169.80 $292.80 $750.00 $2,250.00 ~ Portable Pnnter $425.00 $18.28 $22.44 $24.06 $41 48 $106.25 $318,75 ~ _ _ _ Software (MS-Office Suite) __ _ _ $450.00 $19.35 _ -- _ _ $23.76 $25.47 $43.92 $112 50 -- $337.50 p Total Equipment Purchases 53,875.00 5166.63 5204.60 5219.33 5378.20 5968 75 52,906.25' ~' --- - Local Travel for Collections - -- - --- ------ m _ 14,352 Miles@.28/Mile $4,019.00 $172.82_ . $212.20 $227.48 $392.25 $1,004.75 __$3,014.25 Total Local Travel for Collections $4,019.00 5172.82 5212.20 5227.48 5392.25 51,004.75 $3,014.25 ~. Travel/Training: _ _ _ _ __ Attend OCA Collections Seminar $350.00 $15.05 $18.48 $19.81 $34.16 $87.50 $262.50 _ __ Total Travel/Treining - $350.00 515.05 578.48 $19.81 534.16 587.50 5262.50 Supplies and Direct Operating Expenses: Miscellaneous Offce Supplies &_Postage $505.00 $21.72 $26.66 $28.58 $49.29 $126.25 $378.75 Telephone and Line Installation t: Monthly Charge _ $650.00 _ $27.95 $34.32 $36.79 $63.44 $162.50 $487.50 Office Furniture $750.00 $32.25 $39.60 $42.45 $73.20 $187.50 $562.50 Total Supplies and Direct Operating Expenses 81,905.00 581.92 5700.58 5107.82 $185.93 5476.25 51,428.75 Total Estimated Costs for Counties in Kerr Cluster 546,591.00 $2,003.41 52,460.00 $2,637.05 54,547.28 511,647.75 534,943.25 `The match ng funds 25% breakout by county is as follows : 8andera 17.20%; Gillespie 21 12% , Kerr 22.64%; and Med ina 39.04% " Rounding may cause totals to be off by $.01 from footed columns and/or rows RESOLUTION WHEREAS, the Kerr County Commissioners Court finds it in the best interest ofthe citizens ofKeir County, that the Cluster Collections Pilot Project be operated for the period beginning on September 1, 2001 and ending on August 31, 2002; and WHEREAS, the project is a statewide project, which will include one host county with a formal fine collections program and three rural counties without formal fine collections programs; and WHEREAS, Kerr County shall serve as the host county and shall hire and provide quarters to a collections officer who will provide collections services for the county court and possibly one or more justice courts in each of the following counties: Benders, Gillespie, and Medina counties (hereinafter referred to as the "Kerr County Cluster"). WHEREAS, the wmnrissioners wort of each county agreeing to participate in the project is responsible only for providing the wunty's portion ofthe matching funds required for the project, as designated below; and WHEREAS, the Kerr County Commissioners Court has wnsidered the proposed application for state assistance for said project, in an amount not to exceed $50,000 for the total statewide project vests, to be submitted to the Office of the Governor, Criminal Justice Division, Criminal Justice Planning Fund (Fund 421); and WHEREAS, the Keir County Commissioners Court has agreed that Kerr County participate in the pilot project, and has agreed to provide matching moneys for the said project, in the amount of S2,637.05. This amount, along with matching funds to be provided by Benders County in the amount of $2,003.41, Gillespie County in the amount of $2,460.00, and Medina County in the amount of $4,547.28, totals $11,647.74, which is the amount equal to one-fourth of the vests attributable to the participation of the Kerr County Cluster in the project, as required by the grant application; and WHEREAS, the Kerr County Commissioners Court has agreed that in the event of loss or misuse of the Criminal Justice Division funds, the Kerr County Commissioners Court assures thatthe firnds will be returned to the Criminal Justice Division in full; NOW THEREFORE, BE TT RESOLVED that the Kerr County Coriunissioners Court approves r~t~x ~O.QOPm submission of the gant application for the Cluster Collections Pilot Project to the Office of the Governor, Criminal Justice Division, Criminal Justice Planning Fund (Fund 421), and has ageed to providing matching moneys for said project in the total amount of $2,637.05. Passed and Approved this ~_ Day of 6~ ~ ~r , 2001. Attest: Commissioners Court of Kerr County: ~~~ Clerk red L. Henneke, County Judge ~`~g\ONER~C~ ~} ~.~,n~ 1 ~~COUNS~ C:V.fY DOC[1A~77'[S~EMAn.~RFSOLITiION.KE1tR CO. YRI.VERS2.WPD Youth-Related, Juvenle Justice, and Criminal Justke Projects CERTIFIED ASSURANCES Applicants must complete this form before they win «celve sta[eard/or federal funds. Retlpknts of state and/or federal funds must fully understand and comply with ths< rcqulrcmen[s. Failurt to comply may result In [he wkhholding of funds, arminatlon of the award, or ocher sanedons. FEDERAL ASSURANCES The appllont hereby assures and ttrtines compliance with alt federal statutes, «gula[lom. polkks, guidelines and «qulrem