FY 2019 DYS Subsidy Grant

1. FY 2019 DYS Subsidy Grant Grant Agreement and Funding Application Update RECLAIM Ohio Training May 4, 2018

2. Agenda • New Submission Protocol • Grant Agreement & Funding Application Update • Attachment A and Grant Budget Pages • Program Amendments • Annual Program Reports • Financial Expenditure Report • Fiscal Status Reports • Payments • Allocation Formula • Exemption Requests • Fiscal Audits

3. FY 2019 Application Due Date In order for the department to calculate payments and withholding amounts, as well as consider requests for exemption from the carryover limit, the due date for the FY 2019 application update is June 1, 2018

4. Submission Protocols • All documents are to be sent to: DYSGrantsreporting@DYS.Ohio.Gov • All documents should be sent in the original form. • Word – (Narratives) Excel – (Budget Forms & Attachment A Pages) • PDF – (Only for pages requiring Signatures) Make signature pages a separate PDF documents

5. FY 2019 Funding Application Update Only these documents are required for FY 2019 • Signed FY 2018-2019 Grant Agreement Update • Attachment A, Page 1 • Attachment A, Page 2 • Budget forms for all programs listed on Attachment A, Page 2 • Program Narratives (Attachment B’s) for any new activities or activities that have a material change to the services being offered or changes to primary program outcome, or quality assurance processes.

6. New Programs for FY 2019 • Courts should complete the appropriate Program Narrative (Attachment B) for each new program. • Narratives should be submitted no later than June 1, but can be submitted anytime prior to June 1. • There are no changes to the instructions for the Program Narratives from FY 2018. • Completed narratives should be submitted as a Word document and e-mailed to: DYSGrantsreporting@DYS.Ohio.gov

7. ATTACHMENT A, PG. 1 • You must enter your amounts under the following sections: • A. Allocations • B. Tentative Carryover Balance • C. Carryover Limit • G. Estimated Program Costs

8. ATTACHMENT A, PG. 1 • Under the Allocation section (A), the following should occur: • Enter the amounts on each line from the correct funding source • Y/E EVB Program Development Allocation (7A) is replacing HB-153 Allocation. Any FY18 carryover funds from HB-153 should be entered on the Y/E EVB Program Development Carryover (6B) line. • Four times during FY 2019, you will receive updates on your revised Tentative Variable Allocation (RECLAIM/401). Each time you receive a new allocation, it should be entered on the (2A) line. • 1. July 2018 3. May 2019-(First Friday of the Month) • 2. Jan 2019 4. June 2019

9. ATTACHMENT A, PG. 1 • After entering the amounts, the following sections will populate from a formula calculation: • D. Exemptions • F. Available Program Fund • H. Unallocated Funds • If the funds populate on any of the lines under the Exemptions Section (D), you have to submit an Exemption Request before June 1, 2018. • You cannot have any amounts less than 0 (or NEGATIVE) on any lines under the Unallocated Funds section (H). • The Withholdings section (E) is going to be calculated by our office when we start processing the application in June 2018.

10. ATTACHMENT A, PG. 2 • Funding Category: Enter the funding category for the program/activity from the drop down box. • On the drop down box, the Y/E EVB Program Development Allocation is replacing HB-153 Allocation funding source. • Activity Purpose: Enter the activity purpose for the program/activity from the drop down box. • Local Program Name:Enter the local program name assigned by the court for the program/activity. This should be the SAME local program name that is on the associated program narrative and budget pages.

11. ATTACHMENT A, PG. 2 • Program Funding:Enter the amount to be budgeted for the program/activity during the current FY. • The amounts entered on the program funding will populate a grant total based on the formula calculation. • Juvenile Court Budget: Enter the amount of the juvenile court’s budget for the current year. • This total should notinclude any state or federal grant funding

12. BUDGET FORMS • County Name:Enter your County name on all budget pages. • Funding Category: Enter the funding category for the program/activity from the drop down box. • On the Funding Category drop down box, the Y/E EVB Program Development Allocation is replacing HB-153 Allocation funding source. • Activity Purpose: Enter the activity purpose for the program/activity from the drop down box.

13. BUDGET FORMS • Local Program/Activity Name:Enter the local program name assigned by the court for the program/activity. This should be the SAME local program name that is listed on the program narrative and the Local Program Name on the attachment A, pg. 2 • The amounts entered on budget pages will populate a total based on the formula calculation. • NEW:The cost for items that are defined under the Equipment Budget form, has increased from $300.00 to $500.00. The item still must have a useful life of more than one year.

14. Program Amendments Line item spending: 20% or $5,000 Program spending: 20% or $5,000 Moves of up to $1,000 between approved line items Revising a budget form Completing a program amendment -must be done by June 30, 2018 -include all changed or added pages

15. Significantly Revised Programs for FY 2019 • This includes programs that have substantial revisions from the FY 2018 Program Narratives. Examples include new primary program outcomes, new quality assurance processes, and/or additions or modifications to the program description. • Courts should complete the appropriate narrative (Attachment B) for each revised program. • Narratives should be submitted no later than June 1, but can be submitted anytime prior to June 1. There are no changes to the instructions for the Program Narratives from FY 2018. • Completed narratives should be submitted as a Word document and e-mailed to - DYSGrantsreporting@DYS.ohio.gov

16. Programs with Minor Revisions for FY 2019 • This includes any programs that have minor changes such as revised # of youth to be served, revision of %’s included in outcome measures, changes in program contact person or QA provider, etc. • Courts may revise the existing FY 2018 Program Narrative (Attachment B) and highlight the changes. • Narratives should be submitted by June 1. • Revised narratives should be submitted as a Word document and e-mailed to: DYSGrantsreporting@DYS.ohio.gov

17. Fiscal Status Report • This report is required for all courts • The report is submitted twice during the fiscal year: January 10th for the first two quarters and April 10th for the first three quarters • The top section of the report includes starting cash balance, receipts, expenses and ending balance for the time period (signed by auditor and judge) • The bottom section of the report includes projected expenditures and ending balance for the year (signed by court staff) • Must reconcile from previous report

18. Fiscal Status Report

19. Payments • Youth Services Grant (Full Amount): • July 2018 • RECLAIM Ohio (Three Payments): • July 2018 (50%) • January 2019 (25%) • June 2019 (25%) • EFT Option contact Leah Garber for information. • Leah.Garber@DYS.Ohio.gov

20. Payments (Checks) Are Held If: Any youth data reports have not been received (data tracking, adjudication, bindover / reverse bindover reports) Any required JDAI, Targeted RECLAIM, Competitive RECLAIM, and BHJJ reports Annual reports have not been received Expenditure reports have not been received Fiscal status reports have not been received The application update has not been received

21. FY 2019 Funding Application Update Grant packages MUST be sent to DYS electronically, with the signature page in PDF format. Application is due June 1st Available on line at DYS.Ohio.gov/Community/RECLAIM Resources/Grants /Subsidy Forms and Docs

22. Request for an Exemption from the Carryover Balance Limit Only applies if the RECLAIM / Youth Services Grant carryover on 6/30/18 is greater than one-quarter (25%) of the total FY 17 allocation Targeted RECLAIM, Competitive RECLAIM, JDAI, and Detention Alternative and Enhancement, and Y/E EVB Program Development carryovers are automatically exempt but an exemption request still MUST be completed.

23. Request for an Exemption from the Carryover Balance Limit (cont.) The request is one-time-per-year. Due June 1, 2018 with completed application update.

24. Request for an Exemption from the Carryover Balance Limit (Request Form) • Provide the FY 17 total allocation, estimated FY 18 carryover balance and the amount over the 25% allocation • Specify the amount requested to be exempted • Describe the reason for the request: Changes in the number of charged bed days Fluctuation in funds from DYS Fluctuation in money spent by county Fluctuation in resources, match funds, county funding Interruptions in programming Program start-up DYS initiative such as re-entry or DMC Extraordinary circumstances, could not be anticipated

25. Request for an Exemption from the Carryover Balance Limit (Spending Plan) • Provide (requested) exempted amount on the top line. • List the amount(s) by Funding Category, Program Purpose, and Local Program Name • Provide spending plan details for these funds in FY 2019: • By Funding Category, Program Purpose, and Local Program Name, as listed on top of the page

26. Request for an Exemption from the Carryover Balance Limit (Spending Plan) cont: • Describe how the dollars will be spent in each program. • Specify the timeline for spending the funds in each program. • Programs listed on bottom of page must match those listed on top of page.