Florida Coalition Against Domestic Violence

1. Florida Coalition Against Domestic Violence FY 2010-2011 Contract Monitoring Overview August 25, 2010

2. Lauri Wildgoose-Woodson Director of Contracts and Grant Administration Merni Carter Program Monitor OPEN Program Monitor Jill Wing Fiscal/Administrative Monitor OPEN Fiscal/Admin Monitor Contract Monitoring Organizational Chart Sandy Barnett Vice President of Administration/ COO

3. Contract monitoring overview • Pursuant to Florida Statute 39.903, the Florida Department of Children and Families contracted with the FCADV to implement, administer, and evaluate all services provided by the certified domestic violence centers statewide. FCADV is also required to perform monitoring activities on all providers who receive at least $25,000.00 or more in funding per fiscal year. • Office of the Attorney General (VOCA) • DCF Certification

4. Purpose of Monitoring • Compliance with all terms and conditions of the agreement and all applicable laws, rules, regulations and FCADV Standards • Scope of work has been completed • Deliverables have been met • Funds have been accounted for and used appropriately • Program goals, objectives and standards are being met

5. Monitoring Activities Timeline • Schedule posted on FCADV website • Confirmation notification sent at least 30 days prior to onsite visit • Documentation must be submitted timely to avoid payment delays of monthly services invoice • Final Exit Conference Call • Final monitoring report released within 30 days of onsite visit • CAP due to FCADV within 30 days • Rejection of CAP – Response due within 5 business days

6. Expectations for Onsite Review • Opening meeting/entrance conference • Access to document request items (i.e. personnel files, checks, participant files, incident reporting logs, updates policies and procedures) • Daily debriefing of monitoring observations/concerns • Interviews (Board, Employee, Resident) • Shelter/grounds walk-through • Motor vehicle inspection (if applicable) • Final exit conference (conference call)

7. Monitoring Tools • A variety of tools are used to determine contract compliance and ensure quality assurance in the Fiscal, Administrative and Programmatic areas of the certified domestic violence centers and other service providers.

8. Monitoring Tool and Sections • Onsite Monitoring Tool • Board of Directors • Administrative • Fiscal • Human Resources • Professional Development and Training • Subcontracting • Health and Safety • General Program • Hotline • Support Services • Shelter • BIP • DCF Certification** • Primary Prevention** • VOCA**

9. Supplemental Tools • Supplemental Tools – Onsite Review • Fiscal-Admin • Board interview tool • Check review template • Salary expenditure tool • Payroll worksheet • Personnel file review template • Data security tool • Program • Participant interview tool • Staff interview tool • Observation Tool • Shelter file review template • Outreach file review template • Motor Vehicle Observation Checklist • Civil rights compliance checklist

10. New Monitoring Requirements FY 10-11 • Fiscal-Admin (65 H-1) • Staff Requirements/Qualification • Executive Director • Program Director • Accounting Manager/Bookkeeper • Designated emergency coordinator • Training Requirements • Reduced number of required in-service training hours (16 from 24) • Additional training requirements for emergency management plan • Board of Directors • Minimum of three (3) members who reside within service area (1 of the 3 must be an employee of a local law enforcement agency within service area) • Members shall racially and ethnically reflect, as possible, participants served.

11. New Monitoring Requirements FY 10-11 • Program (65 H-1) • Case Management – reduces the determination for non-resident service management from 3 to 2 one-on-one sessions with an advocate • TDD equipment and a telephone relay system is required for hotline telephones • New shelters or alterations to current shelters must meet ADA standards • Outsite play areas must provide for safe and adequate fencing in accordance with local ordinances to prevent access to water hazards • Fence must be 4ft high and continuous with no gaps • Base must be at ground level to prevent inside or outside access by children and animals

12. New Monitoring Requirements FY 10-11 • Program (65 H-1) • Common areas are to have sprinklers or smoke alarms • Telephones • Must be centrally located and readily available for staff and participants • Emergency numbers must be posted by each phone • One cellular phone must be available for use at all times in event of power and telephone outages • Prohibition on surveillance cameras in shelter living areas (allowable only at entrance, exit doors and parking lots)

13. VOCA Components • VOCA Checklist • Crime Victim Compensation information must be available in prominent location within the facility with the current AG’s name • Participant files must be kept in a secure and confidential location • Files must be kept with required record retention timeframes • Record retention policies must be in accordance with VOCA agreement • Established procedures must be in place regarding data collection for the VOCA monthly report • Center must identify staff funded by VOCA or used as a match

14. VOCA Components Cont’d • VOCA Checklist • Must have at least one staff that has a current Victim Services Practitioner Designation from the AG’s office • Must utilize volunteers for victim services and must document volunteer hours with a timesheet/activity log • Must document volunteer activities/duties, specifying if volunteers are providing services for the VOCA funded project and list the average monthly commitment of volunteer hours per month related to that project • Equipment purchased with VOCA funds must be tagged with an inventory number and be available for inspection onsite by monitor

15. DCF Components • DCF Certification • Comprehensive up-to-date database of information and referral resources that is made available to staff and volunteers (reviewed by monitors) • Playground equipment routinely checked for safety (Who conducts this review?) • Fence must surround children’s play area

16. FCADV WEBSITE • Monitoring Resources • Onsite Tools and supplemental worksheets • Authoritative rules and guidelines • QA training materials

17. Questions Contract_monitor@fcadv.org Contract Monitor 425 Office Plaza Drive Tallahassee, FL 32301 850/425-2749