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Policies & Procedures

Mission

Under Ohio Revised Code §181.54 and §181.55, the Office of Homeland Security and Justice Programs in conjunction with its' supervisory planning board shall:

  1. Accomplish homeland security, criminal and juvenile justice systems planning within its service area;
  2. Collect, analyze, and correlate information and data related to homeland security, criminal and juvenile justice systems within Franklin County;
  3. Identify emerging trends and conditions related to homeland security, criminal and juvenile justice affecting Franklin County;
  4. Cooperate with and provide training and technical assistance to all homeland security first responders, criminal and juvenile justice agencies and service providers to address the priorities identified by the Franklin County Comprehensive Strategic Justice Plan and in accordance with the Franklin County Homeland Security Strategy;
  5. Facilitate criminal and juvenile justice agencies and service providers to solve problems that relate to its duties;
  6. Administer within the service area all federal criminal and juvenile justice acts that pass through the state Office of Criminal Justice Services and the Department of Youth Services;
  7. Monitor and evaluate the fiscal and programmatic performance of sub grantees and implementing agencies funded in whole or in part through it;
  8. Apply for, allocate, disburse, and administrate grants that are made available pursuant to any federal homeland security, criminal or juvenile justice acts, or pursuant to any other federal, state, or private sources for the purpose of improving the criminal and juvenile justice systems and preparedness, response and recovery related to terrorism;
  9. Advise and request the Franklin County Board of Commissioners to contract with federal, state, and local agencies, foundations, corporations, and other businesses or persons to carry out the duties of the agency.

Employment

The Office of Homeland Security and Justice Programs is under the employment purview of the Franklin County Board of Commissioners, specifically these employees shall be under the direction of the County Administrator.

Positions

The Office of Homeland Security and Justice Programs will consist of a Director, a Senior Budget Analyst, a Fiscal Officer I, a Senior Program Evaluator, and a Grants Coordinator (see attached job descriptions). A .5 FTE Justice Intern position will be utilized on as needed basis.

Solicitation of Pass-through Block Grants

Solicitation of Project Proposals: When Block grant initiatives are passed through by the State Office of Criminal Justice Services, Department of Youth Services or other state office the OHS&JP shall:

  1. Solicit project proposals in a timely manner.
  2. Provide technical assistance to applicants.
  3. Perform administrative review of all applications to ensure compliance to federal, state, local rules/directives, and integration with the Franklin County Comprehensive Strategic Justice Plan.
  4. Develop a numerical review matrix for each block grant and distribute applicable matrix with copies of applications for Board sub-committee or JJAC review.
  5. Develop and submit to the Franklin County Criminal Justice Planning Board a funding plan based on the administrative and Board sub-committee or JJAC review.
  6. Prepare contracts, awards, and sub-grant conditions for each project recommended to be funded in the block.
  7. Submit, by Resolution, to the Franklin County Board of Commissioners each block-funding plan including contract and award packets for individual projects that comprise the block funding plan.

Grant Awards

Upon approval of the Franklin County Board of Commissioners, the OHS&JP shall deliver project contract awards and provide fiscal and programmatic start-up training to sub-grantees/implementing agencies. Funds will be dispersed to sub-grantees/implementing agencies on a quarterly basis contingent upon timely submission of required fiscal and programmatic reports and compliance to sub-grant conditions.

Monitoring

OHS&JP staff will perform desk and field monitoring of all funded projects on an at least quarterly basis. Projects that fail to demonstrate progress toward measurable stated goals and objectives will be monitored on a more frequent basis.

Funding Plan Variation

OHS&JP staff will administratively recommend to the Board of Franklin County Commis&ioners, by Resolution, the allocation or reallocation of block funds for new or innovative projects as funds become available due to reduction, de-obligation, termination, or acceptance of supplemental awards from the state.

Funding Continuation Policies

The OHS&JP will adhere to the priority funding continuation policies established by the&State of Ohio and/or federal government. They will not guarantee funding for any future year unless under state directive. While an effort will be made to continue funding projects in compliance with required reporting and demonstrating service delivery effectiveness, projects must make application and will be subjected to the review process annually.

A continuation project is defined as a project having the same or a related sub-grantee or implementing agency performing similar services, in whole or in substantial part, to an earlier project. A project that can justify a substantial change in services, target population and programmatic delivery will be considered a new project.

Required Reporting

Funded projects must submit timely quarterly or bi-annual fiscal and programmatic reports to receive reimbursement payment. Failure to submit timely fiscal and programmatic reports will result in suspension of funding. All reports submitted are subject to Ohio 's records laws.

Denial/Suspension/Reduction/Termination Appeals Process

Purpose
The purpose of this process is to provide a vehicle for the presentation of grievances regarding applicant denial of funding, grant suspension, reduction, or termination. This process may be entered into by a sub-grantee/implementing agency or a potential sub-grantee/implementing agency, or their designated representative (referred to hereafter as applicant).

Scope
The process covers any grievances that can be dealt with at the local level by the Franklin County Criminal Justice Planning Board and/or the Franklin County Board of Commissioners. It excludes any grievances outside the scope of the OHS &JP administration caused by state or federal rules, conditions, or directives as well as decisions made by the State Office of Criminal Justice Services or Department of Youth Services.

Franklin County Appeal Process
If an applicant is denied funding or has post award suspension, reduction, or termination actions taken the applicant may appeal in writing to the Franklin County Criminal Justice Planning Board.

Upon receipt of this written notice, the Chairman will appoint an Appellate Review Board. This Board shall consist of three (3) members of the Franklin County Criminal Justice Planning Board with a leader as designated by the Chairman. (No member shall participate in any hearing where a conflict of interest may exist). The Appellate Review Board will schedule a hearing within thirty (30) days of receipt of the written notice if the leader deems that the applicant has demonstrated a belief that:

  • The Criminal Justice Planning Board, or Juvenile Justice Advisory Committee's decision was arbitrary, biased, or prejudice; or
  • The administrative procedures by the Justice Programs Unit were improperly discharged.

At a scheduled hearing before the Appellate Review Board, the applicant will be provided up to thirty (30) minutes to present their case. Representatives from the OHS&JP, Juvenile Justice Advisory Committee, or Franklin County Criminal Justice Planning Board Review Committee will be provided equal time to present justification for administrative actions taken including failure to fund, suspension, reduction, or termination as it applies to the specific appeal.

The designated Appellate Review Board leader will provide a written copy of the Board's findings within seven (7) days to the applicant, Chairman of the Franklin County Criminal Justice Planning Board, and the Director of the OHS&JP. The Chairman of the Franklin County Criminal Justice Planning Board will rule on the case and advise all parties in writing within fourteen (14) days.

If the applicant is dissatisfied with the result of the Franklin County appeal process the applicant should consult the Ohio Revised Code, the Office of Criminal Justice Services or Department of Youth Services for guidance regarding further avenues of appeal.

Amendments

Operating policies may be amended or new policies may be added by a majority vote of the Criminal Justice Planning Board. In addition to policies enumerated here, the Office of Homeland Security and Justice Programs shall comply with the by-laws and all applicable federal and state laws.

John O'Grady President
Marilyn Brown
Kevin L. Boyce