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Home My WebLink AboutS Grant Acceptance of Grant for Citizen Corps Council Establishment and Recruitment2 TITLE PAGE: Citizen Corps Council Grant Application Application Deadline: INCOMPLETE APPLICATIONS For Internal Use Postmarked by midnight on WII.L NOT BE CONSIDERED Frida Ma 30, 2003 FOR Fi7NDING Please type or print in black ink ORGANIZATION TYPE 501 (c) (3), municipal or county County government LEGAL APPLICANT INFORMATION Organization Name: Orange County Citizen Corps Council Contact Person: Nick Waters Employer ID Number: 56-6000327 Address: P.O. Box 8181 City Hillsborough State NC Zip 27278 Phone 919-968-2050 Fax 919-968-4066 E-mail nwaters(a~co.orange.nc.us Budget Contractual Services: Travel: Equipment: Supplies/Other Operating Expenses Total Grant Funds Requested $720.00 $0 $0 $1780.00 $2500.00 PROPOSED PROGRAM YEAR Beginning Date July 1, 2003 Ending Date December 31, 2003 Certification (required) Name: Nick Waters Signature (print) Title Emergency Management Director Phone 919-968-2050 Date PLEASE ATTACH 501(C)(3) or 501(C)(6) DOCUMENTATION TO THI5 SHEET. 3 Purpose The purpose of the Orange County Citizen Corps Council (OC4) is to improve the overall experience of volunteerism within the county as applied to community preparedness and family safety. Orange County continues to be a leader in similar activities though existing committees such as the Safe Communities Campaign, Child Fatality Investigation Task Force, Welcome to the World safe newborn campaign, Neighborhood Watch Outreach programs, and many other services. Currently a new program, the Community Emergency Response Team, is under development that could benefit from OC4 volunteer recruitment efforts. OC4 will assist with improving these existing functions by incorporating volunteers, thus relieving paid staff of such duties and allowing the retasking of their assignments. OC4 will coordinate and become a liaison between each of these initiatives and others that may develop. Administrative assistance is a major concern to the deployment of these initiatives. To that end, identifying and volunteers will be a primary need that OC4 can address. It is envisioned that OC4 would utilize the Orange County Retired and Senior Volunteer Program (RSVP) in administrative roles such as acting as an information clearinghouse and record keeping for the various activities including the Community Emergency Response Team program. The RSVP has database programs and experience with establishing, tracking, and maintaining volunteer databases and would be very beneficial in fulfilling administrative functions. Because their volunteer cadre comes from retirees and seniors, it is likely that the RSVP volunteers will be available for work during the day and have a high dedication to their roles. OC4 will utilize, as necessary, organized volunteers vetted by RSVP as a formal addition 4 to the county's Emergency Operation Plan. Disaster response volunteers will remain under the purview of the American Red Cross according to the existing Emergency Operations Plan. OC4 membership will consist of representatives from the program of Safe Communities, Welcome to the World, Neighborhood Watch outreach, Child Fatalities Investigation, and the developing Community Emergency Response Team. Represented agencies will include Emergency Management, Fire Marshal, Emergency Medical Services, 9-1-1 Communications, Public Health, UNC Hospitals, Orange County Sheriff's Department, Chapel Hill Police Department, Carrboro Police Department, Chapel Hill Fire Department, Carrboro Fire Department, and the Orange County Department of Aging. Upon completion of the grant period, OC4 will be committed to becoming self-sustaining through engaging in fundraising and through in-kind donations of time from the participating agencies. OC4 will be committed to community preparedness and family safety practices in the above manner, and through assisting in coordinating volunteers to be utilized in county and municipality emergency exercises. 5 Goals, Objectives, and Measurement Process Goal # 1 Organize OC4 Objective # 1 30 days Meet to discuss the following goals of the Council and develop meeting schedules. Measurement Process # 1 Arrange and conduct an organizational meeting, complete with sign-in form for attendees, as well as an agenda. Meeting should discuss objectives of Citizen Corps and to set meeting dates. Goal # 2 Develop scope of work for Council Objective # 2 Identify community public safety needs that could be fulfilled by volunteers Measurement # 2 Write a scope of work for the Council that can meet the needs of the community. Goal # 3 30 days Concurrent to Goal #2 Plan for volunteer outreach Objective # 3 As a part of the scope of work, develop a plan to organize a volunteer outreach process. Measurement # 3 Develop a written plan for a volunteer outreach process with identified responsible agencies and expected recruitment methodologies to accomplish the task. 6 Goal # 4 90 days Begin volunteer outreach Objective # 4 Identify volunteers within the community and link them with the public safety projects. Measurement # 4 Establish a volunteer tracking system for the community to contact to make arrangements to participate in one of the public safety projects, especially for the Community Emergency Response Team. Goal # S Concurrent to Goal #4 with additional time of 30 days Implement public education and outreach campaign Objective # S Develop, publish and distribute materials that promote the Citizen Corps activities and provide public safety information. Measurement # S Develop and utilize a questionnaire for new Citizen Corps volunteers to complete for the purpose of determining the effectiveness of advertising. Budget The Orange County Citizens Corp Council requests a total grant award of $2,500.00 to fund the inherent initiatives involved with such a council. Our budget entails printing costs, contractual translation services, and meeting facilitation expenses. It is envisioned that OC4 will develop and print informational materials related to the Citizen Corps initiatives. These materials may include posters on available volunteer opportunities, creating county specific emergency and family safety information, and information on the Citizen Corps council. A comprehensive emergency preparedness book would be a primary goal of the committee, with entries to prepare families for all manner of potential natural and technological emergencies. Orange County's non-english speaking population continues to increase at a rapid rate. According to the 2000 U.S. Census, 11.9% of the county's population over 5 years of age reported that they spoke a language other than English at home, and only 4.6% of that figure reported being bilingual in English. To ensure that these non-english speaking citizens have opportunities to participate, OC4 would like to enlist the services of a contractor(s) to provide translation services for any publications that are developed. The initial focus will be on the Spanish speaking populations, however, we would like to expand this as much as possible to the other prominent language concentrations. 8 Meeting facilitation expenses are expected to only be food costs as we plan to utilize county owned meeting facilities. The majority of our meetings will not be food events, but we would ~' like to provide at least one meeting with lunch as a reward for the members' efforts. Conclusion Thank you for the opportunity to apply for this grant. We hope that this application, if funded, will allow us to improve the citizen's ability to volunteer and make their community a safer place. ~n~¢ d a,.ri~ `~~ S "\ ~ v~ /ice P\~ 'fix aw STATL OF NORTH CAROLINA UFFICE OF TIC GOVERNOR 203O1,Mnn. SERVICE CENTER • RALEIGH, NC 27699-0301 ~.,i i i~ ~~ :; [(~J~ MICHAEL F. EASLEY J~}/ 25, 2003 GOVERNOR Mr. Nick Waters Orange County Emergency Management PO Box 8181 I~illsborough NC 27278 Dear Nick: Yow proposal for a Citizen Corps Council development grant has been approved based on the activities described in yow application. Please find enclosed your grant award check in the amount of $2,500. The Period of Performance for this grant is July 15, 2003 through December 31, 2003. Yow grant award number is CCCFY02S-0010. Enclosed are the following documents: • Two copies of the grant guidelines. Please sign and date one copy and return it to me at the address provided in the guidelines. • Copy of the programmatic and fiscal reporting forms. A master copy of the reporting forms will be forwarded electronically to all recipieirts. On behalf of Governor Easley and the NC Commission on Volunteerism and Community Service, I would like to congratulate you and your Citizen Corps Council. I look forward to working with you as you develop yow local Council and help make your community, and its residents, safer and better prepared for disasters of any kind. V~Y Yo~~ Faye St ne Director, NC Citizen Corps :fs Enclosures 9 LOCATION: 116 WEST JONES STREET • RALEIGH, NC • TELEPHONE: (9I9) 733-SHlI 10 CITIZEN CORPS COUNCIL DEVELOPMENT GRANT GUIDELINES • The Period of Performarice for this grant is July 1 S, 2003 through December 31, 2003. • Requests for time extensions to the Period of Performance will not be considered. • All grant funds must be spent or encumbered by December 31, 2003. • The purpose of this grant is to increase the local level of effort to develop or enhance a local Citizen Corps Council. Funds approved in this grant should be used to supplement and shall not be used to supplant State or local funds dedicated to this effort. • Moving funds totaling less than 10% of the approved total budget from one budget line item to another will not require prior approval. Moving amounts greater than 10% of the approved total budget requires prior written approval. • No transfer of grant funds to agencies other than those identified in the approved proposal shall be made. • Durable equipment purchased with grant funds may be retained by the subgrantee at the end of the Period of Performance only if a written request is submitted to, and approved by, the NC Commission on Volunteerism and Community Service. The request must state that the equipment will continue to be used for the purpose for which it was purchased. • Programmatic and fiscal reports will be due twice during the period of the grant. They should be received in Raleigh no later than September 15, 2003 and December 15, 2003. • FINAL CLOSE-OUT PROGRAMMATIC AND FISCAL REPORTS ARE DUE ON JANUARY 31, 2004. • Reports should be mailed to: Faye Stone Office of the Governor NC Commission on Volunteerism and Community Service 0312 Mail Service Center Raleigh NC 27699-0312 Address for hand-delivering reports: 116 West Jones Street First Floor, Room 1184 Raleigh NC 11 • Failure to submit reports as required may result in confiscation of remaining grant funds. • Programmatic Reports should include a description of-your Council's activities and accomplishments, and outcomes that have taken place toward meeting the goals and objectives of the grant proposal. Volunteer recruitment and service activities should also be included in the Report. ' • Fiscal Reports should include a detailed description of grant funds spent (per line item) during that reporting period, and the total spent (per line item) to date. • All completed reports must be signed and dated. • Electronic submittal of completed reports will not be accepted. Grant # Awarded Amount Name of Citizen Corps Council Date Signed Legal Applicant / Print/Type Signature ', Upon receipt of the guidelines, please sign and date one copy and return it to: Faye Stone, Office of the Governor, 0312 Mail Service Center, Raleigh NC 27699-0312 2 CITIZEN CORPS COUNCIL DEVELOPMENT GRANT GUIDELINES • The Period of Performance for this grant is July 15, 2043 through December 31, 2003. • Requests for tune extensions to the Period of Performance will not be considered. • All grant funds must be spent or encumbered by December 31, 2003. • The purpose of this grant is to increase the local Level of effort to develop or enhance a local Citizen Corps Council. Funds approved in this grant should be used to supplement and shall not be used to supplant State or local funds dedicated to this effort. • Moving funds totaling .less than 10% of the approved total budget from one budget line item to another will not require prior approval. Moving amounts greater than 10% of the approved total budget requires prior written approval. • No transfer of grant funds to agencies other than those identified in the approved proposal shall be. made. • Durable equipment purchased with grant funds may be retained by the subgrantee at the end of the Period of Performance only if a written request is submitted to, and approved by, the NC Commission on Volunteerism and Community Service. The request must state that the equipment will continue to be used for the purpose for which it was purchased. • Programmatic and fiscal reports will be due twice during the period of the grant. They should be received in Raleigh no later than September 15, 2003 and December 15, 2003. • FINAL CLOSE-OUT PROGRAMMATIC AND FISCAL REPORTS ARE DUE ON JANUARY 31, 2004. • Reports should be mailed to: Faye Stone Office of the Governor NC Commission on Volunteerism and Community Service 0312 Mail Service Center Raleigh NC 27699-0312 Address for hand-delivering reports: 116 T3'est Jones Street First Floor, Room 118 Raleigh NC • Failure to submit reports as required may result in confiscation of remaining grant funds. • Programmatic Reports should include a description of your Council's activities and accomplishments, and outcomes that have taken place toward meeting the goals and objectives of the grant proposal. Volunteer recruitment and service activities should also be included in the Report. • Fiscal Reports should include a detailed description of grant funds spent (per line item) during that reporting period, and the. total spent (per line item) to date. • All completed reports must be signed and dated. • Electronic submittal of completed reports will not be accepted. Grant # CCCFY02S-0010 Awarded Amount $2 , 500.00 Name of Citizen Corps Council Orange County Citizen Corps Council Date Signed ~ - z - a z Legal Applicant John Link, Jr. County Mgr. / ~~~~ Print/Type ignature Upon receipt of the guidelines, please sign and date one copy and return it to: ~' Faye Stone, Office of the Governor, 0312 Mail Service Center, Raleigh NC 27699-0312 2