Substance Abuse Council Meeting, January 9, 1:30 pm

Substance Abuse Council Agenda

January 9, 2022, 1:30 p.m.

Evansville Central Library, Browning Room B

Treatment Committee Meeting:  1:00 pm

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1. Call to Order

 

2. Welcome and Introductions

 

3. Approval of November 7, 2022 Minutes and December 5, 2022. (please check the attendance list for corrections)

 

4. Treasurer’s Report

 

4. Committee Reports
5. Prevention
6. Law Enforcement
7. Treatment

 

4. Director’s Report

 

5. Old Business/Projects
6. Review of Comprehensive Community Plan for 2023, goals and data

.

6. New Business:
7.  Executive Director Search

 

7. Presentations:
8. YWCA

 

9. Adjournment

NEXT MEETING: Monday, February 6, 1:30 pm, at the Evansville Central Library, Browning Room B

The SAC Executive Committee: January 23, at noon, 501 John Street Conference Room

 

SUBSTANCE ABUSE COUNCIL OF VANDERBURGH COUNTY

MINUTES OF THE MEMBERSHIP MEETING

5  December 2022

Voting Members present: Kim Ashby, Bri Bolin, Matt Corn, JoAnn Delisle, Kevin Groves, Jill Hoskins, Jackie Hughes, Leslie Jackson, Wally Paynter, Julie Robinson, Crystal Sisson, Jane Vickers, Laura Wathen, William Wells, Christina Wicks, Heather Woods, Kathryn Zelle

Others present:  Pat Payne – Recovery Centers of America; Patricia Chiorello — Recovery Centers of America; Alexis Nunn – Prosecutors Office; Lindsey Olson – Patchwork Central; Mike Gray – EPD; Yvon Lauren; Dan Miller — Director

Heather Woods, Vice-President, called the meeting to order at 1:32 pm. The meeting was held in Browning Room B at Central Library and via Microsoft Teams.   A quorum of voting members was in person with additional voting members present via Teams

The meeting started with introductions.

Minutes of the November 7, 2022, meeting were supposed to have been emailed in advance of the meeting.  Because most of the members reported not receiving those minutes, approval of the minutes was postponed until the January meeting.

Treasurer’s Report:  Dan Miller gave the Treasurer’s report for Treasurer James Akin.  The beginning balance in the checking account was $26,554.91; ending balance was $15, 686.12.  Notable expenditures were the payment of $1,140.58 of Fall Festival profits to booth staffing agencies and the transfer of $6,707.71 from the Race for Recovery to the Fundraising account. The Treasurer’s report is attached to these minutes.

Committee Reports:

Prevention Committee.  Laura Wathen, Chairman, reported that the Committee will meet after this meeting for discussion of the 2023 Comprehensive Community Plan.

Law Enforcement Committee.  Daren Harmon, Chairman, was not present, and Dan reported that the committee will meet in the coming weeks to review and revise the CCP

Treatment Committee:  Chairman Jackie Hughes reported that the committee met prior to this meeting and discussed revisions to the CCP.

Director’s Report:  Dan Miller reported on the director’s activities since the last meeting.  His written report is attached to these minutes.

Previous Business:

1. Review of Comprehensive Plan: This was covered in Committee Reports.  Members were encouraged to review the plan and send suggestions for changes to Dan.  We will need to finalize the SMART goals for 2023 in January because the requests for proposal for the 2023 grant cycle will go out at the end of January, and applicants will need to identify the SMART goal that best fits their grant proposal or request.
2. Faces of Change: The new date for the Faces of Change Conference is Friday, March 17, 2023.  It will be held at the Catholic Center.

New Business:

1. Amendments to By-Laws. Proposed amendments were distributed to the membership prior to the meeting.  A copy of the proposed amendments is attached to these minutes.  Since the proposed amendments were a voted upon recommendation of the executive committee, they were moved by executive committee and needed no second.  Kathryn Kornblum Zelle moved that the motion to amend the by-laws be amended in Article III, third paragraph regarding Board members by adding, “at a Board of Directors meeting,” to the end of the paragraph.  Wally Paynter seconded the motion to amend and it passed unanimously in a vote by the eligible voting members.  Kathryn Kornblum Zelle further moved that the motion to amend the by-laws be amended in Article III, second paragraph by adding the word, “at a Corporation meeting,” to the end for the paragraph.  Wally Paynter seconded the motion, and it passed unanimously in a vote by the eligible voting members.  There being no further amendments to the motion, the motion to amend the By-laws was put to a vote of the eligible voting members, and it passed unanimously.
2. Operating Resolution 1. The amended by-laws allow for the Council to enact resolutions to govern the operations of the Council.  The first resolution, regarding a council voting member agreement and proxy form, was circulated to members prior to the meeting.  This was also a recommendation of the executive committee and therefore was a motion that did not require a second.  This resolution was passed in a unanimous vote of the voting members present.  A copy of this resolution is attached to the minutes.
3. Operating Resolution 2: This resolution regarding grant application and screening procedure and process was a recommendation of the screening committee and did not require a second.  It was emailed to members prior to the meeting.  The resolution was passed in a unanimous vote of the voting members present.  A copy of this resolution is attached to the minutes.

Presentations:

1. Vanderburgh County Prosecutors Office: Alexis Nunn reported on the Prosecutors Office grant which purchased 2 of the 3 licenses it needed for cellular telephone extraction software.  She reported that use of the software by the in-house investigators resulted in a 91% successful extraction rate.  Among the results were a 2 federal charges for overdose death investigations in September and a state charge for dealing in a controlled substance resulting in death in October.
2. Beacon Recovery: Jackie Hughes gave the presentation for Beacon Recovery.  ECHO Community Health has 4 sites in Vanderburgh County; one of them is at the 401 John Street Building, and that is where Beacon Recovery resides and provides recovery services.  The services are for persons 18 years and older, diagnosed with a Substance Use Disorder and patients of ECHO Clinic, which serves primarily low-income persons.  Beacon only offers outpatient treatment services.  Homeless persons are served at not cost.  It offers vivitrol; all MAT patients must take part in a recovery program.  The grant funds books for patients in treatment, including the NA/AA Big Book and workbooks, that supplement treatment.  It also funds supplies for art therapy.  When asked about evidence supporting art therapy, Jackie stated that 80% of participants said that art helped them cope with recovery.

Announcements:

Jane Vickers reported that 1^st semester at Patchwork had come to an end, and they had a big Christmas party with gifts.  Their program resumes January 9, and they have room for families of elementary aged children who have an interest in the visual arts.

NEXT MEETING: Monday, January 10, 1:30 pm, at the Evansville Central Library, Browning Room B

SAC Executive Committee: December 19, at noon, 501 John Street Conference Room

Treatment Committee: Monday, December 5, 1:00 pm, Central Library

LE/CJ Committee:  December 12, 501 John Street Conference Room

Wally Paynter moved to adjourn the meeting; the motion was seconded by Kathryn Kornblum Zelle. The motion passed, and the meeting was adjourned.

Submitted by Dan Miller

 

 

DIRECTOR’S REPORT

5 December 2022

Meetings:

• Smoke Free Evansville, November 8
• Plaza School Site Council, November 8
• Indiana Coalition Network, November 16
• Middle School Youth Group at Memorial Baptist Church

Financial:

• Paid Fall Festival bills
• Filed Business Entity Report

Projects:

• Rebooked Catholic Center for Faces of Change on March 17
• Total Income from Fall Festival 10,471.00; Expenses: $7,049.25.
• Sent 6-month grant report forms out to all 2022 grant recipients.

 

 

Treasurer’s Report

December 5, 2022

Account                                           Checking                           Taste                                 CD

 

Beginning Balance 11-7-22          26,554.91                         4900.68                            20,155.73

Ending Balance 12-2-22              15,686.12                        11,608.39                          20,155.73

 

November Expenditures:

 

Payroll                                                            1,656.72

Office Supplies(Intuit/Quickbooks)               121.46

Telephone                                                          212.68

Rent                                                                     235.13

Computer (Website)                                          50.00

Fall Festival                                                        744.51

Fall Festival Staffers                                      1,140.58

Transfer to Taste Account                            6,707.71

Subtotal:                                                                                                   10,868.79

 

 

SUBSTANCE ABUSE COUNCIL OF VANDERBURGH COUNTY

BYLAWS

ARTICLE I:  NAME

The name of this organization shall be the Substance Abuse Council of Vanderburgh County, Inc., (hereinafter SACVC or the Corporation).

ARTICLE II: MISSION

To prevent and reduce the incidence of alcohol, drug abuse, and other co-related addictive behaviors among youth and adults in Vanderburgh County

ARTICLE III: MEMBERSHIP

Composition:  The Council SACVC will be the membership council from which Board of Directors will be drawn and serve as the collaborative advisory group to help guide the Board in policy making decisions.  The Council SACVC will continue to operate in its current mode: provide networking opportunities and giving members updates on the current substance abuse programs, funding and planning efforts.  The overall membership of SACVC shall mirror, as much as possible, the following categories recommended by the Governor’s Commission for a Drug Free Indiana Behavioral Health Division of the Indiana Criminal Justice Institute and should represent the overall county to make the Council as comprehensive as possible: local health department, youth service organizations, youth, school affiliates, religious/spiritual affiliates, community mental health centers, recovery community, prosecutor, judges, sheriff, local police, probation services, family, business/industry, civic organizations, education/prevention, medicine, media, local government, self-help, treatment, minority, elderly, and other organizations reducing substance abuse.

Family                 Business/Industry                         Civic Organizations                       Judicial

Youth                  Education/Prevention                  Law Enforcement                          Medicine

Media                 Local Government                        Self-Help                                         Treatment

Religion              Minority                                          Elderly                                             Other

Voting Members: To be a voting member of SACVC, a person must be a volunteer or employee of an agency, organization or group that has an interest in the mission of the Corporation, must submit a membership agreement to become a voting member, and must be approved by the Board of Directors as a voting member.  An agency, organization or group may have only one voting member; however, that voting member may designate a proxy in writing to act on his or her behalf at any meeting in which the voting member is unable to be present.

Board Members:  A person duly elected to the Board of Directors is a voting member of the Corporation. A member of the Board of Directors may not designate a proxy to vote on his or her behalf.

Approval and Removal of Voting Members:  The Board of Directors shall approve a person to become a voting member if he or she meets all of the requirements stated in this section, and the agency, organization or group has a good faith interest in the mission of the Corporation.  A voting member of the Corporation may be removed if the member has not attended, in person or by proxy, at least 50% of the meetings within the calendar year.

ARTICLE IV: MEETINGS

Council:  Meetings will be scheduled at least 6 times per calendar year to address business that the Council needs to consider to achieve its mission.  At least 48 hours’ notice of time shall be given, as well as the time, place, and purpose of the meeting.

Quorum:  At any SACVC meeting, five (5) voting members shall constitute a quorum, and the act of a majority of those the voting members present shall be the act of the Council unless a greater number is required by these By-Laws.

Voting: Anyone attending four of the last six council meetings becomes a voting member for the purpose of conducting business at that council and/or subcommittee meeting.

Annual Meeting:  The Annual Meeting shall be held each year normally in December, with Executive Committee elections to be held biennially.  Nominations for Executive Committee Members will be accepted 60 days prior to the final meeting of year, typically held in December.  A slate of nominated officers shall be presented to the Council membership at the December meeting.  The new officers will be elected during this meeting.  For purpose of the annual meeting, only those members enrolled on the membership list of the Director may vote.  Any member who has not attended at least four of the last six Substance Abuse Council or committee meetings in the previous year shall not vote.

Committees:  Functional Committees shall meet at least once per quarter, and shall be open to all interested persons.  Committee activities shall be reported at each of the SACVC meetings. Standing committees (screening and events) and   Adhoc ad hoc committees (Screening, Youth and Events) shall meet as necessary.

ARTICLE V: OFFICERS

President:  The President shall preside at all SACVC meetings and exercise such other powers as prescribed in these By-Laws or by the SACVC  operating resolutions.

Vice-President:  The Vice-President shall perform all the duties of the President in the President’s absence.

Treasurer:  The Treasurer shall work with staff to develop and maintain financial controls, review monthly financial reports, review annual budgets and agency audits, and make recommendations to the Board regarding any major budget alterations throughout the year.

Secretary:  The Director shall be the Secretary and attend all meetings of the Council and keep a true record of the proceedings of said meetings.

Election and Terms of Officers:  Prior to the biennial meeting, the President shall appoint a nominating committee and its chairman to assemble a slate of candidates for officers, committee chairpersons and at-large representatives of the SACVC.  The nominating committee shall submit the slate of candidates to the voting membership of the corporation at least 30 days prior to the annual meeting.  In addition to the slate of officers presented by the nominating committee, candidates may be nominated from the floor during the Annual meeting.  However, a nominee must accept the nomination in order to be a candidate for the office.  To be elected, a candidate must receive a majority of the votes cast by the voting members present.  If no single candidate receives a majority of the votes, the two candidates who received the highest number of votes will be submitted for a second round of voting.

Terms of Office:  Officers shall be elected at the Annual Meeting of the Council and shall hold office for a two-year term beginning on January 1, or until a successor shall be duly elected.  Chairperson of the Prevention/Education, Treatment/Intervention, and Law Enforcement/Criminal Justice Committees Committee chairpersons and at large representatives shall be elected at the Annual Meeting of the Council and shall hold office for a two-year term.  Nominations for candidates for Chairpersons shall be made by the respective committees:  Prevention/Education, Treatment/Intervention, and Law Enforcement/Criminal Justice.  Officers, at-large representatives and Chairpersons may serve no more than two consecutive terms.

Vacancies:  Whenever vacancies occur, they shall be filled upon nominations requested the nominating committee shall, within 30 days with the concurrence of the SACVC nominate a candidate to be elected at the next regularly held meeting of the SACVC.  Any officer so elected shall hold office until the next biennial meeting of SACVC or until a successor is duly elected.

ARTICLE VI: COMMITTEES

Functional Committees shall be, at a minimum, Prevention/Education, Treatment/Intervention, and Law Enforcement/Criminal Justice.  Standing Committees include the events committee, screening committee and nominations committee. Other Ad hoc committees may be added as determined by community interest.  Each committee shall determine its own structure and elect its own Chairperson, who may serve no more than two consecutive terms.  The President shall appoint the chairperson of the nominations committee and ad hoc committees.

Executive Committee Board of Directors:  The Executive Committee shall be the governing Board of Directors of the Council, with the powers  authority to act on all policy, financial and personnel issues and on any other issue in which the SACVC has delegated authority to the Board of Directors; the Council shall be the membership council from which Board members will be drawn, and serve as the collaborative advisory group to help guide the Board in policy making decisions and must annually approve the Comprehensive Community Plan that is submitted to the Indiana Criminal Justice Institute.  The Board shall be intentional and focused on the type of issues it brings to the Council for consideration.  The Board will retain final decision-making authority; however, to recognize the collaborative nature of the Substance Abuse Council, all important policy issues shall be taken to the Council for advice and consent.  The Board shall meet at least once per quarter, or as needs dictate.

The Board of Directors shall consist of:

Board Council Officers (President, Vice-President, Treasurer and Secretary) – 4 3 members;

Functional Area Committees (Law Enforcement, Prevention, Treatment) – 3 members

Screening Committee Chair – 1 member

Events Committee Chair – 1 member

Youth Committee Chair – 1 member

At-Large Representative – 3 members

Total Board of Directors: 13 11 members

The Executive Committee/Board of Directors hires the Director.  The Director will be a voting member of the Executive Committee/Board of Directors except when financial and/or personnel matters pertain to the Director or staff.

Five members of the Executive Committee/Board of Directors shall constitute a quorum for Board of Directors decisions.

Functional Area Committees (Law Enforcement, Prevention, Treatment):  These committees shall conduct regular assessment of substance abuse needs and develop annual action plans with articulated priorities for grant award purposes; evaluate the effectiveness of SAC grant awards; and incorporate findings when setting action plans and funding priorities.

Screening Committee:  The Screening Committee requests proposals from the community, reviews and approves Pre-Applications, reviews Grant Applications, recommends funding to the SACVC, and monitors the proposals that are funded via review of Mid-Year and Final Reports.  This Committee shall consist of at least two elected representatives selected by the membership of the functional committees from the Treatment/Intervention, Prevention/Education, and Law Enforcement/Criminal Justice Committees; members of the Screening Committee must participate in two of the three meetings prior to the final Funding meeting to have voting privileges at the December Funding Meeting.  Voting Members at the annual funding meeting include members of the Screening Committee and the Executive Committee.  Final grant awards must be approved by the ICJI, then the full Council, and by the Corporation before being presented to County Commissioners for approval prior to funding.

Events Committee: This standing committee shall Cconsider and develop fund raising events or projects and recommend to the Board any events/projects consistent with the SAC Mission that pass a cost-benefit test.

Youth Committee:  Recruit youth and youth-oriented agencies to participate in the planning process for identifying substance abuse prevention needs of youth, and develop possible projects for funding consideration by the Screening Committee.

ARTICLE VII:  AMENDMENTS

Amendments to SACVC: The powers authority to amend, alter, or repeal any part or all of this code of By-Laws is vested in the SACVC.  A proposed amendment to these by-laws must be submitted in writing to the voting members of the Council at least 60 days before the regular meeting of the SACVC. The affirmative vote of a majority two-thirds of all the voting members present are required to amend the by-laws. shall be needed to effect any changes in this code.

ARTICLE VIII:  OPERATING RESOLUTIONS

The SACVC may adopt operating resolutions to enact policies and procedures to govern the operations of the SACVC.  A proposed operating resolution, or an amendment to an existing operating resolution, first must be approved by the Board of Directors and placed on the agenda of the next SACVC meeting.  The operating resolutions shall be adopted by a majority vote of the voting members present at any regularly scheduled meeting of the SACVC.  Once adopted, operating resolutions may be amended by a majority vote at a regularly scheduled meeting of the SACVC.  If a special meeting is called to consider an operating resolution, or an amendment thereto, the text of the operating resolution must be submitted in writing to the voting members at least 72 hours prior to the meeting.  Approval of an operating resolution requires a majority vote of the voting members present.

ARTICLE IX VIII:  ROBERTS RULES OF ORDER

Roberts Rules of Order shall be taken as authority on all questions of parliamentary procedure not covered in these By-Laws.  Telephone and email conferencing will be accepted.

ARTICLE X IX: INDEMNIFICATION

The corporation shall, to the extent legally permissible, indemnify each person who may serve or who has served at any time as an officer, director, or employee of the corporation against all expenses and liabilities, including without limitation, counsel fees, judgments, fines, excise taxes, penalties and settlement payments, reasonably incurred by or imposed upon such person in connection with any threatened, pending or completed action, suit or proceeding in which he or she may become involved by reason of his or her service in such capacity; provided that no indemnification shall be provided for any such person with respect to any matter as to which he or she shall have been finally adjudicated in any proceeding not to have acted in good faith in the reasonable belief that such action was in the best interests of the corporation; and further provided that any compromise or settlement  payment shall be provided by a majority vote of a quorum of directors who are not at that time parties to the proceeding.

ARTICLE XI X: CONFLICT OF INTEREST

Council members may not at any time – including Screening Committee meetings – vote for a grant proposal submitted from the organization/agency of with which they are affiliated with, either as a paid employee or volunteer.  All voting members Members of the Executive and members of the Screening Committees shall sign a Conflict of Interest Statement annually.

ARTICLE XII XI: OPEN DOOR POLICY

All SACVC Council, Committee, and Board Meetings are to comply with Indiana Code 5-15-1.5 OPEN DOOR Law and shall be subject to these regulations when conducting council business.

ARTICLE XIII XII:  FINANCIAL ACCOUNTABILITY

As a private, nonprofit company with public sector obligations, we take the issue of financial accountability very seriously.  Each year, our the financial records of the Corporation are shall be reviewed or audited by an independent third party firm.  The auditors’ annual report is then reviewed and approved by the Board of Directors.

In addition, the agency Director shall provide the following monthly financial reports as directed by the Board of Directors or the Operating Resolutions. for review at Executive meetings:  copy of agency check register, bank reconciliation, balance sheet, cash flow statement, a year-to-date profit and loss report, and bills from SACVC credit cards.  These statements shall be initialed by the Treasurer, or President or Vice-President in lieu of the Treasurer’s Absence.

Approved by the Corporation the 5^th day of December, 2022:

 

________________________________                              _______________________________________

Detral Lewis, President                                                            Date

 

 

________________________________                              _______________________________________

Daniel Miller, Secretary                                                           Date

 

 

 

RESOLUTION I:  MEMBERSHIP AGREEMENT AND PROXY FORM

1. Pursuant to Article III of the By-laws of the Corporation, all persons seeking to become voting members shall submit the following membership agreement:  [ here insert ]
2. The Executive Director of the Corporation shall gather all membership agreements and present them to the Board of Directors at the next scheduled Board of Directors meeting. The Board of Directors shall accept the member as a voting member unless the mission of the agency, organization, or group that the person represents does not align with the mission of the Corporation.  The person becomes a voting member at the first SACVC meeting following acceptance by the Board of Directors.  The Executive Director shall keep all membership agreements on file and shall keep an attendance list of all voting members.
3. Pursuant to Article III of the By-laws of the Corporation, a voting member may designate a proxy to vote on his or her behalf at a corporate meeting by submitting the following form to the Executive Director prior to the meeting: [here insert].

This resolution was approved by the Substance Abuse Council on December 5, 2022.

SACVC MEMBERSHIP AGREEMENT

Name:

Name of Agency, Organization or Group:

Address:

Phone number:

Email address:

Representation: (please check all that apply)

Health department ___            Youth Service Organization___              Youth___

School Affiliates___     Religious/spiritual___               Mental health___

Recovery Community ___        Prosecutor ___              Judicial ___

Law Enforcement___                Probation/Community Corrections ___              Family___

Business/industry___                Civic Organization___               Education/prevention___

Medicine___   Media___         Local Government___               Self-help____

Treatment____             Minority___                   Elderly___

Other Organization Reducing Substance Abuse___  (Explain in the space below)

 

Mission:  To prevent and reduce the incidence of alcohol, drug abuse, and other co-related addictive behaviors among youth and adults in Vanderburgh County.

Purpose:  Coordination of a community-based comprehensive drug-free network to address the problems associated with substance abuse and substance use disorders and to promote a healthy, drug-free lifestyle; assess the substance abuse problem in Vanderburgh County; prepare a comprehensive community plan to identify priority problems, objectives and goals in cooperation with the Indiana Criminal Justice Institute; administer the local drug free communities fund established by statute.

Duties of the Voting Members:

• Espouse objectivity and integrity and maintain the highest standards in the service of the coalition.
• Support coordination, collaboration, and cooperation with other individuals and organizations assisting those whose lives are impaired by alcohol, tobacco and other drugs
• Uphold the legal codes that pertain to alcohol, tobacco and other drugs.
• Promote prevention, treatment and advocacy for problems or issues concerning the abuse or illegal use of alcohol, tobacco or other drugs
• An individual member may advocate on behalf of himself or herself or on behalf of the agency he or she represents. Only the President of the Substance Abuse Council, in person or through the Council’s Executive Director, may speak for the Council on issues pertaining to substance use and misuse and substance use disorders.

SACVC will be responsible for:

• Creating and following By-laws and operating procedures
• Facilitating the formulation of coalition goals and objectives
• Overseeing operations of activities, programs and staff
• Increasing the membership of the corporation
• Guiding coalition members in the creation and implementation of the comprehensive community plan
• Creating and implementing a sustainability plan
• Respecting the rights of SACVC members to hold their own opinions and beliefs.

SACVC voting members will be responsible for:

• Being a community leader in the sector they represent
• Ensuring clear communication between their sector and the coalition
• Acting as a positive role model for youth, family and peers
• Supporting the coalition’s vision, mission and purpose
• Attending at least 50% of the coalition meetings which occur monthly
• Attending coalition sponsored trainings, town hall meetings, community forums and fundraisers
• Engage in the process of forming coalition goals, objectives and strategies
• Helping to implement coalition strategies.

I have read and agree to the mission, purpose and duties above and have received access to electronic copies of SACVC By-laws and operating resolutions.

 

 

____________________________________                            ____________________________________

Printed Name                                                                          Signature

 

 

SACVC PROXY DESIGNATION FORM

 

_________________________________________(Name), a voting member of the Substance Abuse Council, representing (name of organization/agency) _____________________________

________________________________________, designate ____________________________

as my voting proxy for the Substance Abuse Council meeting(s) scheduled for the following date(s): ____________________________________________________________________.

 

________________________________________________

Signature

 

Please submit this form to the Executive Director prior to the meeting.  This form can also be emailed to sacvcdirector@outlook.com.

 

 

Operating Resolution 2

 

1. Grant Selection Criteria
   1. Spending Limits
      1. Grant dollars may be used for basic operation costs; however, the majority of the funding must be used to directly carry out the project. Operating expenses may not exceed 25% of the funding request, unless the operating expenses are for curriculum materials or drug testing supplies.  No more than 25% of the funding request may be used for food.
      2. Incentives are defined as items of value to be given or provided upon the attainment of a program goal by a program participant. If grant dollars are to be used for incentives, the grantee should include a description of its incentives (and sanctions) policy. Food and snacks that are provided to program attendees as a consequence of attendance are not considered incentives, but may be funded as an operating expense in a prevention grant, subject to the above-stated limitation.

• Other specific funding restrictions are as follows:

Treatment: No administration and no food as incentives will be funded, and salaries and personnel costs must be tied directly to the project.

Prevention: No rent, overhead or equipment will be funded.  Compensation for personnel is allowed, but only for time spent on the funded program.  Food is limited to 25% of budget, but budget must define the number of events, the estimated number of participants and the estimated cost per person.

Law Enforcement: Equipment should be used for drug related investigations primarily.

 

1. Each agency may not submit more than two grant applications and the aggregate total amount of the award must be within the dollar limit set by the Executive Committee.
2. Projects will serve to meet the identified needs of our community, outlined in the Comprehensive Community Plan approved by the Indiana Criminal Justice Institute, in the specific areas of prevention/education, treatment/intervention, and law enforcement/criminal justice.
3. The Screening Committee will look to fund a cross-section of projects that directly address the prevention and reduction of alcohol and other drug abuse in Vanderburgh County.
4. The Substance Abuse Council will fund only government entities and not-for-profit organizations that have demonstrated tax exempt status under the Internal Revenue Code. The Substance Abuse Council may fund agencies located in Vanderburgh County or within a 50-mile area radius, so long as programming is conducted within Vanderburgh County.
5. The Substance Abuse Council will not discriminate and is open and interested in all projects regardless of race, color, national origin, age, sex, gender, sexual orientation, or disability.

 

1. Obligations of Grantees
   1. This provision does not apply to new grantee organizations. The Substance Abuse Council will not release granted funds to an organization until the organization has submitted all reports required from the previous years’ grants.  If the Substance Abuse Council has been unable to release funds to an organization because of a failure to submit all required reports from the previous year, and more than 45 days have elapsed since the end of the previous cycle, the Substance Abuse Council will not release the funds and said funds will be re-allocated.
   2. Funding recipients will promote the coordination of substance abuse services in our community, which relate directly to their individual project.
   3. All recipients of grants from the Substance Abuse Council of Vanderburgh County will see that an agency representative participates in the monthly Substance Abuse Council meetings, as well as the meetings of the functional committee (Prevention, Law Enforcement/Criminal Justice, or Treatment) for which their grant was awarded funds. To be in good standing, a grantee should have a participant in attendance at a minimum of 75% of council and committee meetings.

         Each recipient of a Substance Abuse Council grant must give a presentation about the program the grant is funding at a meeting of the Substance Abuse Council.

An agency must be in good standing in order to be eligible to apply for funds during the next grant cycle. Good Standing means that your agency has met the requirements outlined in your signed funding agreement and has expended the funds prudently and in accordance with the budget approved by the Substance Abuse Council.  Grants awarded in 2021 and prior will not be considered in the determination of the agency’s good standing.

The Substance Abuse Council meetings are held the first Monday of each month (except January and September, with no meeting in October) from 1:30 to 2:30 PM, and are located at the Central Library, Browning Room, corner of Walnut and Martin Luther King.  (Or by Zoom meeting; meeting locations are subject to change.)

The following Committee meetings are also held at least four times per year prior to or after the General Council meeting at 1:30:

Prevention/Education

Law Enforcement/Criminal Justice

Treatment/Intervention

         Failure to participate in these meetings may inhibit future funding of your organization.

• “At-Risk” Grantees

The Substance Abuse Council has the following policy regarding “at-risk” grantees:

1. An at-risk grantee is an organization which
   1. has not received a grant within the previous five years;
   2. has been late in filing its grant reports;

• has failed consistently to attend the required meetings of the Substance Abuse Council; or

1. has made imprudent or improper expenditures of Substance Abuse Council or Drug Free Communities funds in previous years’ grants (not including 2021 and prior years).

1. The Substance Abuse Council may refuse to grant funding to a grant applicant who meets the definition of an “at-risk” grantee. However, the Council may, upon the showing of great need for, and substantial benefit of, the funded project, may allow an “at-risk” grantee to be funded.  In that case, the Substance Abuse Council will endeavor to help the at-risk grantee achieve its goals and those of the Comprehensive Community Plan by more closely monitoring the project’s progress and reporting. To aid in that assistance, the Council may require the grantee to:
   1. submit financial or other reports more frequently;
   2. improve its data collection plan;

• obtain or improve training for its staff;

1. coordinate with another agency for provision of programming or curriculum;
2. receive site visits from council members or the executive director; or
3. take any other appropriate remedial action.

1. An at-risk grantee will be successful if it meets all of the requirements of the Substance Abuse Council and the funding agreement. If the grantee has successfully completed a grant cycle as an at-risk grantee, it will not be considered an at-risk grantee in the next grant cycle. However, if the at-risk grantee does not improve performance, it will not be considered for a grant in the next grant cycle.

1. Grant Selection Process
   1. The Screening Committee shall screen all pre-applications and applications for grants.
   2. The Screening Committee shall consist of the Committee Chairman elected by the Council, members appointed by the Council President, and the Executive Director. Membership of the Screening Committee shall include a minimum of 2 members from each of the Treatment, Prevention, and Law Enforcement/Criminal Justice Committees.
   3. A pre-application will be submitted by an agency applying for grant funding. The Screening Committee will evaluate pre-applications for meeting the minimum requirements (such as tax-exempt status, identification of a smart goal, and location) to submit a grant.  The Screening Committee may, based upon the preapplication, invite the agency to submit a grant application.  If the preapplication does not meet minimum requirements, the Screening Committee shall deny the applicant permission to apply for funding for that funding year.
   4. No Screening Committee member may read, evaluate, or vote on an application from the member’s agency.
   5. Each grant application will be read by 3 readers, one of whom will be the executive director, and at least one of whom will be a screening committee member. The Screening Committee Chairman may appoint readers from outside the committee to read and score applications.  These appointed readers must be approved by the Executive Committee.
   6. The Screening Committee will devise a grant scoring sheet for each reader to assign scores and to comment on the strengths and deficiencies of the proposed project.
   7. Each reader will read the assigned grant application, give it an appropriate score, and write comments on the grant. These scoring sheets will be available to grant applicants after the screening process is completed but will not be made publicly available.
   8. No grant reader, whose organization has submitted a grant application, may read a grant from his or her committee. In general, Treatment Committee applications will be read by Law Enforcement/Criminal Justice committee members; Law Enforcement/Criminal Justice Committee applications will be read by Prevention Committee members; and Prevention Committee applications will be read by Treatment Committee members.  However, Screening Committee members, whose organization has not submitted a grant, may read an application from any subject matter committee.  The Executive Director will be the third reader on every application.
   9. The Executive Director will compile the reader evaluations and scores and present them to Screening Committee.
   10. All applications shall be evaluated by the same criteria, regardless of the availability of funds. For example, if in the opinion of the grant readers (as signified by their scores) and the screening committee, the application fails to meet requirements or is otherwise deficient, the committee shall recommend either partial funding or no funding at all, regardless of the availability of funds after all other grant applications have been approved for funding.  No application should receive grant funding simply because there are funds remaining.  On the other hand, outstanding applications should receive full funding, if that is possible.
   11. The Screening Committee, based upon the application evaluations and subject the available budget for the grant cycle, may do one of the following:
       1. Fund a grant application in full;
       2. Partially fund a grant application; or

• Deny funding to a grant application.

Grant applications that do not describe a project that addresses a substance use or abuse issue in the Comprehensive Community Plan, or that do not describe practices or strategies to improve the identified substance use or abuse issue, should not be funded.

1. The Screening Committee shall approve its grant funding recommendation and submit it to the Substance Abuse Council for Approval. If the grant funding recommendation is approved by the Substance Abuse Council, the Executive Director will submit the funding proposal to the Vanderburgh County Commissioners.
2. If there are funds remaining in any category, the Screening Committee shall immediately re-open the application process and may allow already funded agencies to apply for funding for an additional project.

1. Grant Selection Time-Line
   1. By December or early January, the Substance Abuse Council shall approve any updates and amendments to its Comprehensive Community Plan, which will be submitted to the Indiana Criminal Justice Institute in March.
   2. The Screening Committee, through its Executive Director, will advertise requests for proposal for grant projects in January or early February. Preapplications will be due 3 weeks after the requests for proposals goes out.
   3. The Screening Committee will evaluate preapplications by the end of February and select those to invite to submit grant applications. The Executive Director will send grant applications to invited agencies.  Grant applications will be due 4 weeks after the March Substance Abuse Council meeting.  Late applications will not be considered for funding.
   4. Readers will be assigned to each grant according to guidelines in Resolution IV, and by random draw.
   5. Readers will have 3 weeks to read and complete their assigned grants, after which the Screening Committee will meet to evaluate grants and make its funding recommendation.
   6. The Screening Committee funding recommendation will be submitted to the Substance Abuse Council for approval at its May meeting.
   7. After the Council has approved the funding recommendation, and the Indiana Criminal Justice Institute has approved the Comprehensive Community Plan, the Executive Director will present the funding recommendation to the Vanderburgh County Commissioners.
   8. Once the Commissioners have approved the funding recommendation, the Executive Director will prepared and send a funding agreement to the grantee agency by June 30. When the funding agreement is signed and returned, and subject to other requirements, such as the completion of the final report for the agency’s previous grant, the Executive Director will submit a claim for the grant to the Vanderburgh County Auditor.
   9. The grant year runs from July 1, until June 30 of the following year.
2. Forms
   1. The preapplication form shall be as follows: See Appendix A
   2. The grant application form shall be as follows: See Appendix B.
   3. The grant application evaluation form shall be as follows: See Appendix C

 

 

This Resolution was approved by the Substance Abuse Council on December 5, 2022.

 

 

 

 

APPENDIX A

SUBSTANCE ABUSE COUNCIL OF VANDERBURGH COUNTY

PROJECT PRE-APPLICATION

 

Grant Cycle: July 1, 2023 -June 30, 2024

 

This form is due to the SAC office by February 17, 2023

501 John St. Suite 4, Evansville, IN 47713

SACVCDirector@outlook.com

 

 

Implementing Agency:

 

Address of Agency:

 

Phone:

 

Type of Organization:     Not For Profit (   )    Gov’t  (   )

 

Contact Person:

 

Title:

 

Email:

 

Phone:

 

Financial Officer:

 

Title:

 

Email:

 

Phone:

 

Name of Project/Proposal:

 

Type of Program: Prevention (  )     Treatment/Intervention (  )     Law Enforcement/Criminal Justice (  )

 

Target Population:

 

Estimate # of Persons Served or Impacted:

 

 

Using the list below, identify the specific Problem Statement and SMART Goal(s) to be addressed.  (A copy of the Comprehensive Community Plan is available online at www.drugfreecounty.org)

 

 

Check the SMART Goal(s) that your proprosed project will address.

 

Problem Statement 1. Alcohol, tobacco and other drug use continues to be a problem among youth and adult citizens of Vanderburgh County.  New drugs like fentanyl and its analogs and synthetic drugs have become widely available. Substance abuse crimes, such as Operating While Intoxicated, dealing in a controlled substance, and possession of a controlled substance continue to occur in high numbers.  Drug overdose deaths have increased.

 

• Goal 1 Seventy-five (75%) percent of youth and adult participants in programs supported with SAC funds in 2022-23 will report or demonstrate positive change in knowledge, skills, or attitudes as measured by pre- and post-evaluations after participation in the program.

 

• Goal 2 Twenty-five percent (25%) of youth and adult participants of programs supported by the SAC in 2022-23 will report or demonstrate a decrease in use of alcohol, tobacco and other drugs after participation in the program.

 

• Goal 3: Vanderburgh County will increase the prosecutions of Dealing in a controlled substance resulting in death (I.C. 35-42-1-1.5) by 10% in 2022-23.

 

Problem Statement 2.  Poverty, lack of transportation, stigma and other barriers deter access to services that address substance use disorders for youth, adults and families in Vanderburgh County.

 

• Goal 4 In 2022-23, the number of persons served by mental health and addiction treatment will increase by 5% by decreasing barriers to treatment, such as transportation and financial resources.

 

 

 

Brief Description of Project:

 

 

 

 

 

 

Briefly describe project goals, objectives and process for evaluation. 

 

 

 

 

 

 

 

 

 

Anticipated Funding Sources:                            

 

Substance Abuse Council of Vanderburgh County    $ 0

Other Funding                                                                $ 0

In Kind                                                                            $ 0

 

Total cost of Project                                                       $ 0

 

 

 

Brief Description of items, services, and/or salaries requested in the proposed budget:

*A detailed budget will be required for the final grant application

 

 

 

 

Implementing Agency Signature:

           I affirm that I am aware of and support this proposal for funding of this program from

the Substance Abuse Council of Vanderburgh County.  I am willing  to see that our agency                         participates in the monthly meetings, and subcommittee meetings.

 

 

 

______________________________________________________________________________________

Signature                                                                                   Title                                            Date

 

 

______________________________________________________________

Organization Name

 

 

 

 

 

 

 

 

ATTACHMENTS

 

1. If your organization is a not-for-profit organization, please attach the documentation from the Internal Revenue Service that granted your organization tax exempt status under the Internal Revenue Code.

 

2. If your organization is a not-for profit organization, please attach the organization’s by-laws and/or operating resolutions.

 

3. If your organization is a not-for-profit organization that deals directly with minors, please attach your organization’s child-protection protocols and child protection training curriculum for volunteers and employees.

 

Pre-applications are due by February 17, 2022.    Only agencies who submit a pre-application and meet the requirements of selections will be considered to apply for the grant funding for the 2023 cycle. 

 

 

SEE ATTACHED GRANT SELECTION CRITERIA

 

GRANT SELECTION CRITERIA

1. Grant dollars may be used for basic operation costs; however, the majority of the funding must be used to directly carry out the project. Operating expenses may not exceed 25% of the funding request, unless the operating expenses are for curriculum materials or drug testing supplies.  No more than 25% of the funding request may be used for food.   Incentives are defined as items of value to be given or provided upon the attainment of a program goal by a program participant. If grant dollars are to be used for incentives, the grantee should include a description of its incentives (and sanctions) policy.  Food and snacks that are provided to program attendees as a consequence of attendance are not considered incentives, but may be funded as an operating expense in a prevention grant, subject to the above-stated limitation.

 

Other specific funding restrictions are as follows:

Treatment: No administration fees, salary must be tied directly to the project, and no food as incentives.

 

Prevention: No rent, overhead or equipment.  Compensation for personnel is allowed, but only for time spent on the funded program.  Food is limited to 25% of budget, but budget must define the number of events, the estimated number of participants and the estimated cost per person.

 

Law Enforcement: Equipment should be used for drug related investigations primarily.

 

 

2. Each agency may not submit more than two grant applications, with a combined limit of $ TBA in the total of requested funds during a grant cycle.

 

3. Projects will serve to meet the identified needs of our community, outlined in the Comprehensive Community Plan approved by the Indiana Criminal Justice Institute, in the specific areas of prevention/education, treatment/intervention, and law enforcement/criminal justice.

 

4. The Screening Committee will look to fund a cross-section of projects that directly address the prevention and reduction of alcohol and other drug abuse in Vanderburgh County

 

5. The Substance Abuse Council will fund organizations located in Vanderburgh County and its contiguous counties, so long as the programming is delivered in Vanderburgh County. The Substance Abuse Council will release funds only to the not-for-profit organization that has demonstrated that it has received tax exempt status under the Internal Revenue Code.

 

6. This provision does not apply to new grantee organizations. The Substance Abuse Council will not release granted funds to an organization until the organization has submitted all reports required from the previous years’ grants.  If the Substance Abuse Council has been unable to release funds to an organization because of a failure to submit all required reports from the previous year, and more than 45 days have elapsed since the end of the previous cycle, the Substance Abuse Council will not release the funds and said funds will be re-allocated.

 

7. Funding recipients will promote the coordination of substance abuse services in our community, which relate directly to their individual project.

 

8. All recipients of grants from the Substance Abuse Council of Vanderburgh County will see that an agency representative participates in the monthly Substance Abuse Council meetings, as well as the meetings of the functional committee (Prevention, Law Enforcement/Criminal Justice, or Treatment) for which their grant was awarded funds. To be in good standing, a grantee should have a participant in attendance at a minimum of 75% of council and committee meetings.

 

         Each recipient of a Substance Abuse Council grant must give a presentation about the program the grant is funding at a meeting of the Substance Abuse Council.

 

For 2022 and prior grantees: Your agency must be in good standing in order to be eligible to apply for funds during the 2023 grant cycle. Good Standing means that your agency has met the requirements outlined in your signed funding agreement and has expended the funds prudently and in accordance with the budget approved by the Substance Abuse Council.

 

The Substance Abuse Council meetings are held the first Monday of each month (except January and September, with no meeting in October) from 1:30 to 2:30 PM, and are located at the Central Library, Browning Room, corner of Walnut and Martin Luther King.  (Or by Zoom meeting; meeting locations are subject to change.)

 

The following Committee meetings are also held at least four times per year prior to or after the General Council meeting at 1:30:

 

Prevention/Education

 

Law Enforcement/Criminal Justice

 

Treatment/Intervention

 

         Failure to participate in these meetings may inhibit future funding of your organization.

 

9. The Substance Abuse Council will not discriminate and is open and interested in all projects regardless of race, color, national origin, age, sex, gender, sexual orientation, or disability.

 

10. The Substance Abuse Council has the following policy regarding “at-risk” grantees:
11. An at-risk grantee is an organization which
12. has not received a grant within the previous five years;
13. has been late in filing its grant reports;
14. has failed consistently to attend the required meetings of the Substance Abuse Council; or
15. has made imprudent or improper expenditures of Substance Abuse Council or Drug Free Communities funds in previous years’ grants.
16. The Substance Abuse Council  may refuse to fund an at-risk grantee, but may endeavor to help the at-risk grantee achieve its goals and those of the Comprehensive Community Plan by more closely monitoring the project’s progress and reporting. To aid in that assistance, the Council may require the grantee to:
17. submit financial or other reports more frequently;
18. improve its data collection plan;
19. obtain or improve training for its staff;
20. coordinate with another agency for provision of programming or curriculum;
21. receive site visits from council members or the executive director; or
22. take any other appropriate remedial action.
23. An at-risk grantee will be successful if it meets all of the requirements of the Substance Abuse Council and the funding agreement.   If the grantee has successfully completed a grant cycle as an at-risk grantee, it will not be considered an at-risk grantee in the next grant cycle. However, if the at-risk grantee does not improve performance, it will not be considered for a grant in the next grant cycle.

 

 

 

Please see the website’s “Grants” page for more details.

 

(Last Revised: December 2022)

 

 

 

APPENDIX B

SUBSTANCE ABUSE COUNCIL OF VANDERBURGH COUNTY

2022 GRANT APPLICATION

(Due April 3, 2023)

 

Please complete each section of grant application, using as much space needed.

There are NO limits on character or word counts for Part D through J.

 

1. APPLICANT AGENCY/GROUP:

Agency  _______________________________   Project Director ____________________

Address_______________________________      City___________________      Zip______

Email  ____________________________            Phone _______________

SAC Funding Request $____________________

 

1. TYPE OF ORGANIZATION (Implementing Agency): [    ] Gov’t     [    ] Not for Profit*

 

 

(For Treatment or Prevention agencies) Estimated Number of UNDUPLICATED Persons Served by Your Agency Per Year: _______

 

(For Law Enforcement/Criminal Justice agencies) Estimated Number of UNDUPLICATED OFFENDERS Served by your Agency per Year: __________________

 

OVERVIEW OF AGENCY’S MISSION & SERVICES PROVIDED (Please use only the space provided.)

 

 

 

 

 

 

 

 

1. PROJECT TITLE____________________________________________________________           

Contact Person for Project (If other than Director) _______________________________

Email___________________________   Phone _________________   Fax ___________

 

CATEGORY (Choose Only One):

 

(    ) Prevention/Education    (   ) Treatment/Intervention   (    ) Law Enforcement

 

NEW PROJECT  (  )   ONGOING  (  )

 

(FOR TREATMENT PROVIDERS AND PREVENTION AGENCIES) ESTIMATED NUMBER OF UNDUPLICATED PEOPLE SERVED BY THIS PROJECT:____

Which, if any, at-risk or specific populations will this project target (check all that apply):

[    ] Youth, please specify MS, HS and/or college     [    ] Re-Entry

[    ] Minority, please specify________________       [    ] Low-income

 

(FOR LAW ENFORCEMENT/CRIMINAL JUSTICE AGENCIES) ESTIMATED NUMBER OF UNDUPLICATED OFFENDERS SERVED BY THIS PROJECT:____

Which, if any, at-risk or specific populations will this project target (check all that apply):

[    ] Youth, please specify MS, HS and/or college     [    ] Re-Entry

[    ] Minority, please specify________________       [    ] Low-income

 

Indicate the listed SMART Goal the Problem Statement(s) and Recommended Action(s) your grant project will address by checking the following SMART Goal(s) that your proprosed project will address.

 

Problem Statement 1. Alcohol, tobacco and other drug use continues to be a problem among youth and        adult citizens of Vanderburgh County.  New drugs like fentanyl and its analogs and synthetic drugs have become widely available. Substance abuse crimes, such as Operating While Intoxicated, dealing in a    controlled substance, and possession of a controlled substance continue to occur in high numbers.  Drug overdose deaths have increased.

 

• Goal 1 Seventy-five (75%) percent of youth and adult participants in programs supported with SAC funds in 2022-23 will report or demonstrate positive change in knowledge, skills, or attitudes as        measured by pre- and post-evaluations after participation in the program.

 

• Goal 2 Twenty-five percent (25%) of youth and adult participants of programs supported by the SAC in 2022-23 will report or demonstrate a decrease in use of alcohol, tobacco and other drugs after participation in the program.

 

• Goal 3: Vanderburgh County will increase the prosecutions of Dealing in a controlled substance     resulting in death (I.C. 35-42-1-1.5) by 10% in 2022-23.

 

Problem Statement 2.  Poverty, lack of transportation, stigma and other barriers deter access to services       that address substance use disorders for youth, adults and families in Vanderburgh County.

 

• Goal 4 In 2022-23, the number of persons served by mental health and addiction treatment will        increase by 5% by decreasing barriers to treatment, such as transportation and financial resources.

 

 

1. PROJECT DESCRIPTION. (Answer each section. Use as many pages as necessary.)

 

1. What is the substance use or abuse issue this proposed project will address?

 

 

2. Describe the proposed project:

 

 

3. What evidence do you have that this issue is a problem in Vanderburgh County? Please list the data you have and cite the sources or include copies thereof.

 

 

 

4. How will this project address the problem you have identified? Please be as specific as possible.  Describe curriculum, treatments, methods of delivery, the personnel delivering the program, how often programming will take place and over what period of time, the percentage of time participants will spend addressing this issue.  If equipment is to be funded, describe how it will be used to address the issue your project has identified. If this grant is for staff development, how will the training benefit the clients you serve, and is the training specifically related to substance use? (All grant funding designated for training must be used for substance use and/or addictions/ATOD, or treatment modalities for clients with addiction/dependence issues.)

 

 

 

 

 

 

5. Explain the program’s relevancy to the SMART goal you identified from the Comprehensive Community Plan.

 

 

6. Is this project evidence-based to reduce substance use or abuse? If so, please describe the studies, trials or outcomes that have proven the evidence basis of this project.  Cite the sources or include copies of the source literature with this application.  Describe how you will ensure fidelity to the evidence-based procedures.

 

 

 

 

 

7. Explain how the items requested in the project budget will be used to achieve the SMART GOAL for the project.

 

 

 

 

 

1. PROJECT GOALS

What is the expected outcome: What is the expected increase or decrease in behavior, knowledge or criminal activity? Please use SMART goals (Specific, Measurable, Achievable, Results focused, and Time bound).  For example: “At the end of the year, we expect X% of participants to have not recidivated.”  “By 2024, we expect to have reduced the availability of fentanyl in Vanderburgh County by X%.”  “By the end of the school year, we want to increase by X% the number of students who have positive peer supports who can help them resist substance use.”

 

 

 

 

 

 

 

 

1. PROJECT OBJECTIVES

What specific activities will you do to achieve the expected outcomes in the previous section?   Examples:  “Participants of the program will have completed treatment.”  “100 6^th graders will have completed the training.”  “Officers will have utilized the equipment in 100 investigations.”

 

 

 

 

 

 

 

 

 

 

 

1. PROJECT STAFF

Who are to carry out the program, agency and staff, their qualifications to carry out the project, how often the program will be conducted, and where?

 

 

 

 

 

 

 

 

 

 

1. PROJECT EVALUATION

State how you will measure the success of your program: What data will be collected? What measurement tools will you use? Be very specific and include a copy of the measurement tool, if applicable.  What will you measure to show that you have achieved the goals you listed in Section E? and the SMART goal(s) you identified in Section C.  (Example: pre- and post-tests, surveys, attendance, arrest records, drug seizures, negative drug tests, etc.)

 

 

 

 

 

 

 

 

 

1. COORDINATION OF SERVICES

Does this project relate to other Substance Abuse services offered in our community? With whom do you collaborate services? (i.e. courts, treatment providers, public housing, health services)

 

 

 

 

 

 

1. COMMUNITY IMPACT

How will the project impact Vanderburgh County as a whole?  How could this project reduce substance abuse over the next three, five, or even ten years?

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(APPLICANTS: Please read these instructions carefully, and follow closely)

 

BUDGET INSTRUCTIONS

 

DO NOT GIVE THE BUDGET FOR YOUR ENTIRE AGENCY, JUST FOR THIS PROJECT

 

1. PERSONNEL

Salaries and Benefits of Staff directly involved with the administration of the program. (No Administrative Fees/Salaries, please.)

 

List each position (job title, no first or last names) and the amount of time that staff person will spend on the project per quarter. List what percentage of their salary is covered by other grants/sources (II. and III.) Do not include staff salaries if covered 100% by other sources, and project is carried out during their regular working hours. Do not request funding for bonuses or benefits.  Do not include volunteer staff.

 

1. CONTRACTUAL SERVICES/CONSULTANTS

List all consultants or other services to be subcontracted for the program.  State the amount of time devoted for each and the basis for payment (Ex. hourly, daily, weekly, monthly).

 

1. STAFF TRAVEL AND PER DIEM COSTS

Transportation, per diem, and overnight expenses related to training are not to exceed federal regulations. Please list only those expenses pertaining directly to the administration of the project and note in Project Description anticipated destinations. No transportation costs for projects conducted within Vanderburgh County may be submitted.

 

1. EQUIPMENT

Equipment purchases/rental/lease applying to this project. Law Enforcement equipment should be used for substance use related investigations primarily. Please send an estimate of the materials or equipment you intend to purchase with these funds. Include vendor quotes.  (Note: Prevention grants may not include equipment.)

 

1. OPERATING EXPENSES

List all anticipated operating expenses and costs for the project.  Enter the sum of all items in the space provided. Please include incentives such as gift cards; other examples of operating expenses include: printed materials, postage, and curriculum for the proposed program. (Operating expenses for Prevention projects must be listed in detail: Example, food for 12 events to serve 15 people each event at $6.00 apiece, $1,080).

 

1. BUDGET SUMMARY

List here the totals from sections A-E.  Enter the sum of all items in the space provided.

 

 

 

 

 

 

 

PROJECT BUDGET

 

A.      PERSONNEL   Salaries (Program Personnel)   Job Title      __________________________________ _____________________________________ __________________________________ __________________________________ TOTAL		Time devoted to project (hours/qtr)   ____________________________________________		Rate of pay   ____________________________________________		I     Council Funds ___________ ___________ ___________ ___________ ___________		II     Other Funds ___________ ___________ ___________ ___________ ___________
B.      CONTRACTUAL SERVICES/CONSULTANTS   Title/Type __________________________________ __________________________________ __________________________________ __________________________________ TOTAL		Amount of time ____________________________________________		Cost   ____________________________________________		Council Funds ___________ ___________ ___________ ___________ ___________		Other Funds ___________ ___________ ___________ ___________ ___________
C.       STAFF TRAVEL & PER DIEM COSTS   (Mileage)____________________________ (Hotel)______________________________ (Per Diem)___________________________ TOTAL						Council Funds ___________ ___________ ___________ ___________		Other Funds ___________ ___________ ______________________
D.      EQUIPMENT Equipment Purchase/Rental/Lease   Type                                      __________________________________________________________________________________________________________________________________________________________________________ TOTAL				Estimated cost _______________________________________________________		Council Funds ___________ _________________________________ ___________		Other Funds ___________ ___________ _________________________________
E.   OPERATING EXPENSES       Supplies Postage Printing Curriculum Materials Other (Explain)______________ TOTAL						I Council Funds ___________ ___________ ___________ ___________ ___________ ___________		II Other Funds ___________ ___________ ___________ ___________ ___________ ___________

 

1. Please list any in-kind donations or service that you anticipate this project will receive:

 

 

 

 

 

 

 

 

 

 

 

 

 

1. BUDGET SUMMARY

Council Funds   ___________ ___________ ___________ ___________ ___________ ___________     ___________

Other Funds   ____________ ____________ ____________ ____________ ____________ ____________ ____________

 

 

PERSONNEL

CONTRACTUAL SERVICES

STAFF TRAVEL PER DIEM

EQUIPMENT

FACILITY

OPERATING EXPENSES

TOTAL

 

 

 

BUDGET QUESTIONS

Please answer the following questions as completely as possible, using the as much space as needed.

 

1. CAN THIS PROJECT BE CARRIED OUT IF ONLY PARTIALLY FUNDED?

 

 

 

1. If this grant were to be partially funded, EXPLAIN WHICH BUDGET ITEMS MUST BE FUNDED BY THE SAC IN ORDER TO SUCCESSFULLY CARRY OUT THE PROJECT.

 

 

 

1. WILL YOUR AGENCY SEEK OTHER FUNDING FOR THIS PROJECT? IF SO, WHAT SOURCES?

 

 

 

1. EXPLAIN IF OTHER NON REQUESTED PARTS OF THE PROJECT ARE CURRENTLY FUNDED BY OTHER GRANTS OR IF THEY ARE COVERED UNDER THE AGENCY’S GENERAL YEARLY BUDGET.
2. IF YOUR AGENCY RECEIVED A GRANT FROM THE SUBSTANCE ABUSE COUNCIL IN 2022, WILL AGENCY HAVE SPENT ALL OF THOSE FUNDS BY JUNE 30, 2023?
   1. IF THOSE FUNDS WILL NOT BE SPENT, EXPLAIN WHY THEY WILL NOT BE SPENT.

 

 

 

 

 

If the applicant has a concern with any individual’s scoring its grant application, then the applicant should present its concerns in writing to the Executive Director, the Chair of the grant screening committee and the Substance Abuse Council President at the time of the submission of the application.  A response will be given prior to the application’s being read and scored.

 

Implementing Agency Signature:

I affirm that the representations above are true. I am aware of and support this proposal for funding of this program from the Substance Abuse Council of Vanderburgh County.  I am willing to see that our agency participates in the monthly meetings and subcommittee meetings.

 

 

 

 

______________________________________________________________________________________

Signature                                                                                   Title                                            Date

 

 

SEE ATTACHED GRANT SELECTION CRITERIA

GRANT SELECTION CRITERIA

 

 

1. Grant dollars may be used for basic operation costs; however, the majority of the funding must be used to directly carry out the project. Operating expenses may not exceed 25% of the funding request, unless the operating expenses are for curriculum materials or drug testing supplies.  No more than 25% of the funding request may be used for food.   Incentives are defined as items of value to be given or provided upon the attainment of a program goal by a program participant. If grant dollars are to be used for incentives, the grantee should include a description of its incentives (and sanctions) policy.  Food and snacks that are provided to program attendees as a consequence of attendance are not considered incentives, but may be funded as an operating expense in a prevention grant, subject to the above-stated limitation.

 

         Other specific funding restrictions are as follows:

Treatment: No administration fees, salary must be tied directly to the project, and no food as incentives.

 

Prevention: No rent, overhead or equipment.  Compensation for personnel is allowed, but only for time spent on the funded program.  Food is limited to 25% of budget, but budget must define the number of events, the estimated number of participants and the estimated cost per person.

 

Law Enforcement: Equipment should be used for drug related investigations primarily

 

2. Each agency may not submit more than two grant applications, with a combined limit of $xxx in the total of requested funds during a grant cycle.

 

3. Projects will serve to meet the identified needs of our community outlined in the Comprehensive Community Plan for Vanderburgh County, in the specific areas of prevention/education, treatment/intervention, and law enforcement/criminal justice.

 

4. The Screening Committee will look to fund a cross-section of projects that directly address the prevention and reduction of alcohol and other drug abuse in Vanderburgh County, according to the problem statements and recommended SMART goals outlined in the current Comprehensive Community Plan.

 

5. The Substance Abuse Council will fund organizations in Vanderburgh County and its contiguous counties, so long as the funded program is delivered in Vanderburgh County. The Substance Abuse Council will release funds only to the not-for-profit organization that has demonstrated that it has received tax exempt status under the Internal Revenue Code.

 

6. This provision does not apply to new grantee organizations. The Substance Abuse Council will not release granted funds to an organization until the organization has submitted all reports required from the previous years’ grants.  If the Substance Abuse Council has been unable to release funds to an organization because of a failure to submit all required reports from the previous year, and more than 45 days have elapsed since the end of the previous cycle, the Substance Abuse Council will not release the funds and said funds will be re-allocated.

 

 

7. Funding recipients will promote the coordination of substance abuse services in our community, which relate directly to their individual project.

 

8. All recipients of grants from the Substance Abuse Council of Vanderburgh County will see that an agency representative participates in the monthly Substance Abuse Council meetings, as well as the the meetings of the functional committee (Prevention, Law Enforcement /Criminal Justice, or Treatment) for which their grant was awarded funds. To be in good standing, a grantee should have a participant in attendance at a minimum of 75% of council and committee meetings.

 

         Each recipient of a Substance Abuse Council grant must give a presentation about the program the grant is funding at a meeting of the Substance Abuse Council.

 

For 2022 grantees: Your agency must be in good standing in order to be eligible to apply for funds during the 2023 grant cycle. Good Standing means that your agency has met the requirements outlined in your signed funding agreement and has expended the funds prudently and in accordance with the budget approved by the Substance Abuse Council.

 

The Substance Abuse Council meetings are held the first Monday of each month (except January and September, with no meeting in October) from 1:30 to 2:30 PM, and are located at the Central Library, Browning Room, corner of Walnut and Martin Luther King.  (Or by Zoom meeting; meeting locations are subject to change.)

 

The following Committee meetings are also held at least four times per year prior to or after the General Council meeting at 1:30:

 

Prevention/Education

 

Law Enforcement/Criminal Justice

 

Treatment/Intervention

 

Failure to participate in these meetings may inhibit future funding of your organization.

 

9. The Substance Abuse Council will not discriminate and is open and interested in all projects regardless of race, color, national origin, age, sex, gender, sexual orientation, or disability.

 

10. The Substance Abuse Council has the following policy regarding “at-risk” grantees:
11. An at-risk grantee is an organization which
12. has not received a grant within the previous five years;
13. has been late in filing its grant reports;
14. has failed consistently to attend the required meetings of the Substance Abuse Council; or
15. has made imprudent or improper expenditures of Substance Abuse Council or Drug Free Communities funds in previous years’ grants.
16. The Substance Abuse Council may refuse to fund an at-risk grantee, but may endeavor to help the at-risk grantee achieve its goals and those of the Comprehensive Community Plan by more closely monitoring the project’s progress and reporting. To aid in that assistance, the Council may require the grantee to:
17. submit financial or other reports more frequently;
18. improve its data collection plan;
19. obtain or improve training for its staff;
20. coordinate with another agency for provision of programming or curriculum;
21. receive site visits from council members or the executive director; or
22. take any other appropriate remedial action.
23. An at-risk grantee will be successful if it meets all of the requirements of the Substance Abuse Council and the funding agreement.   If the grantee has successfully completed a grant cycle as an at-risk grantee, it will not be considered an at-risk grantee in the next grant cycle.

 

(Last Revised:  December,  2022)

 

 

 

 

APPENDIX C

Grant Application Evaluation

Please complete this evaluation form and email it to SACVCDirector@outlook.com by ___, 2023

 

Project Title:                                                                                                                                                            

 

Agency:_____________________________________________________________________

 

Project Contact Person:                                                                                                                                                           

 

 

 

 

Please rate the following items

	Weak: 1 point	Acceptable:  2 points	Outstanding: 3 points	Score
Project Description (Section D)	Project description is unclear or does not address the Problem Statement and SMART goal(s).	Project description is clear and aligns with the Problem Statement and SMART goal(s).	Project description is clear and supports the Problem Statements and Smart goal (s) of the Comprehensive Community Plan.
Evidence Based Practices (Section D. 6) (Do not rate this section if it is a law enforcement agency application.)	Project does not identify appropriate, evidence-based or evidence informed practices or has not described how fidelity to these practices will be ensured.	Project identifies evidenced based or evidence informed practices, but it is not clear that fidelity to these practices will be ensured.	Project identifies evidenced based or evidence informed practices and has demonstrated fidelity to those practices.
Enhancement of Law Enforcement Capability (Section D.7)  (Rate this section separately if the applicant is a law enforcement agency.)	Project does not enhance the applicant’s ability to achieve its stated goals (Section E) and the identified SMART Goal.	Project has the capability to achieve the applicant’s stated goals, but the applicant has not demonstrated that it can achieve the identified SMART Goal.	Applicant has demonstrated that the project has the capability to achieve the stated goals and the identified SMART Goal.
Goals (Section E)	The goals for the project are not clear.	The goals are stated but they are not Specific, Measurable, Achievable, Results focused, or Time bound	The goals are Specific, Measurable, Achievable, Results focused, and Time bound.
Project Objectives (Section F)	Project design is vague and not clearly linked to projects goals or innovative.	Adequate project design with procedures and activities that are defined but project is somewhat unclear. Not clearly linked to project goals or lacks innovation.	Strong and innovative project design with procedures and activities that are well defined and link to project goals.
Staff and Coordination (Sections G and I)	Staff is not qualified, or the applicant has no plan to coordinate services with other agencies.	It is not certain if the staff is qualified, or the plan to coordinate services is vague or unrealistic.	Staff is qualified and the applicant has a workable plan to coordinate services with other agencies.
Project Evaluation (Section H)	Proposal does not identify specific metrics to assess participants or evaluate the project.	Proposal includes at least one specific metric to assess participants or evaluate the project.	Proposal includes a variety of metrics to assess participants and evaluate the project.
Community Impact (Section J)	Project does not have an impact on the community or has a very narrow reach.	Project has potential for community impact but its reach is limited.	Project provides a dynamic community impact and creates opportunities for meaningful partnerships.
Budget	Budget lacks required information or includes unallowable expenditures.	Budget is complete but is not cost efficient and/or related to activities and outcomes.	Budget contains all required information, is cost efficient and links to activities and outcomes.

 

Treatment: No administration fees, salary must be tied directly to the project, and no food as incentives Prevention: No rent, overhead or equipment.  Compensation for staff allowed, but only for time spent on the funded program.  Food is limited 20% of budget, must define the number of events, the estimated number of participants and cost per person. Law Enforcement: Equipment should be used for drug related investigations primarily.

Total Score Points (Max Possible = 27) Grant Score = ___________   ____ This grant is recommended to be funded.   ____  This grant is not recommended for funding.   Amount of Funding recommended:  _________________

 

 

 

 

 

 

 

 

 

 

Evaluation Comments – Explain reason for your scores

Project Description-(Section D) ____________________________________________________________________________________________________________________________________________________________

Evidence Based Practices-(Section D.6 or D.7) ____________________________________________________________________________________________________________________________________________________________

Goals – (Section E)-____________________________________________________________________________________________________________________________________________________________

Project Objectives – (Section F)- ____________________________________________________________________________________________________________________________________________________________

Staff and Coordination – (Sections G and I) ____________________________________________________________________________________________________________________________________________________________

Project Evaluation – (Section H)- ____________________________________________________________________________________________________________________________________________________________

Community Impact – (Section J) – ____________________________________________________________________________________________________________________________________________________________

Budget- ____________________________________________________________________________________________________________________________________________________________

Other Comments-

____________________________________________________________________________________________________________________________________________________________

 

Reviewer:________________________________________________  Date:______________________