FY2001 12/13/2000
1Dllnnp 1L. }lolbllgt
BRANCH OFFICE
3117 OVERSEAS ffiGHW A Y
MARAlHON, FLORIDA 33050
lEI.. (305) 289-6027
FAX (305) 289-1745
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WFST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
BRANCH OFFICE
88820 OVERSEAS ffiGHW A Y
PLANTATION KEY, FLORIDA 33070
1EL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
January 12, 2001
TO:
Jennifer Hill, Budget Director
Office of Management & Budget
ATIN:
Dave Owens
Grants Management
pamdaG.Han~
Deputy Clerk U
FROM:
At the December 13, 2000, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the Fiscal Year 2001 Certificate of Agreements between
Monroe County and the Florida Department of Law Enforcement Anti-Drug Abuse Gra9ts for the
following: Samuel's House, Inc. Shelter for Women and Women with Children IT; and"'the Heron
House Residential Program for Dual-Diagnosed Adults IV.
Enclosed please find a duplicate original of each Agreement for your handling. Should
you have any questions please feel free to contact this office.
Cc: County Administrator w/o documents
County Attorney
Finan~
File II'
ANTI-DRUG ABUSI: Aor FUNDS AGREEMENT
TillS AGREEMENT is made and entered this 13 ii':~day of , ,l>~;Vf~ ,
2000, by and between MONROE COUNTY, a political subdivision of the State ofFlorida,-
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and The United States Fellowship of Florida d/b/a the
Heron Residential Program for Dual-diagnosed Adults IV, whose address is 1320 Coco Plum
Drive, Marathon, Florida 33050, hereinafter referred to as "HERON."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to COUNTY to implement a program that provides a residential program
for dual-diagnosed adults; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the HERON is the sole provider of this program; and
~REAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
HERON in accordance with the COUNTY'S application for the Anti-Drug Abuse Act Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the HERON agree as follows:
1. TERM - The term of this Agreement is from October 1, 2000, through September
30, 2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The HERON will provide services as outlined in the COUNTY'S
Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the HERON in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $44, 128.00. The
total sum represents federal grant/state sub-grant support in the amount of $33,096.00 and local
matching funds in the amount of $11,032.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
"'>
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4. INCORPORATION BY REFERENCE - The provisions of those cet:iJ!n!i2 !!:2 ~l.,
documents entitled "State of Florida Department of Community Affairs, Division ~ini:- ,::::::'
and Community Development, Bureau of Community Assistance Sub-grant Awar.r:r'~tffic~ [!J
~~ "'
and Application" therefor and all laws, rules and regulations relating thereto are i.:::;-.::-~ra~ b~l
reference, (Attachment A). ::-<;,'_C-:;r-. ~ :::0
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5. IMPLEMENTING AGENCY BOND - The HERON is an implementing agency
under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the provisions of
the documents incorporated by reference in Section 4 of this Agreement. Additionally, the
HERON shall be bound by all laws, rules, and regulations relating to the COUNTY'S
performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The HERON shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services, and
all other information required by the Program Director. The original invoice shall be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the HERON.
7 . TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the
HERON after the HERON has received notice of termination. In the event there are any unused
Anti-Drug Abuse Act Funds, the HERON shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs,
8. ACCESS TO FINANCIAL RECORDS - The HERON shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated
in Section 4 of this Agreement.
9. AUDIT - The HERON shall submit to the COUNTY an audit report covering the
term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY
Grants Administrator
Public Service Building
5100 College Road
Key West, FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices,
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the HERON at its address specified above. The COUNTY shall not be obligated to
pay for any services provided by the HERON after the HERON has received notice of
termination,
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the HERON shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in ai~ of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the HERON. If the HERON
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated,
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the HERON in the performance of
services and functions pursuant to this Agreement shall have no claim to pension, worker's
compensation, unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The HERON agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the HERON.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
. Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
hereto by the proper officers thereof for the purposes herein expressed at Monroe
. da, on the day and year first written above.
J1
~~ OF COUNTY COMMISSIONERS
P' MONROE COUNTY, FLORIDA
~~~ ~(f'-d
Mayor/Chairman
AGENCY NAME
57 .~~ ~~.d2
BYOffn~ ~
Title: f 'f--<2C. \- (E' c.1v r
Witness
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETIllCS CLAUSE
&ui11Li I-1tl r f"-' to"( U.5. r:e; lO!~ 1.1,pt has not employed, rel2.ined
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No, 10-1990, For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the fuH amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer oremployee.
GdYl+~
II -{ '1- 0 0
Date:
STATE OF _rtor\-~
COUNTY OF (1\0 V\ ro t
P~SONALLY APPEARED BEFORE ME, the undersigned authority,
l! ~ +h(f-~ who, after first being sworn by me, affixed hislher
signature (name of individual signing) in the space provided above on this j L{ day of
}.tcv~kr
,Wha;o
~~
NOTARY PUBLIC
OMB - MCP FORM #4
~ti"""'a '.......~"-.... "~-.4i..,\ ...(!fI#."'<<"'__~"'_\
~'Fm~ SUSAN $, LEHMAN
\'9.~ MY COMMISSION # CC 775413
.,. on\.~" EXPIRES: 09/15/2002
1-8oo.3-NOTARY Fl., NOI'ry Services & Bondingea
My commission expires:
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work,
may not submit bids on leases of real property to public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business
with any public entity in excess of the threshold amount provided in Section
287.017, for CATEGORY TWO for a period of36 months from the date of being
placed on the convicted vendor list."
ATTACHMENT A
, Exoense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's contract with
the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries, courier. etc.
A log of all postage expenses as it relates to the County contract is required fct>r reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
. Recroductions. cocies. etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Excenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previOUS guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data crocessina. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless speCifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
. HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oroanization name) for the
time period of to
Check # pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 0 Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
=======
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
=======
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
......
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
~ c /.1. vn er..:f 4
FltLE
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
1819 Miccosukee Commons
'tl\llahassee, Florida 32308
(850) 410-8700
'James T. "Tim" Moore
Commissioner
November 16. 2000
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The Honorable Shirley Freeman
Mayor, Monroe County
Board of Commissioners
530 Whitehead Street
Key West, Florida 33040
Re: 01-CJ-J1-11-54-01-107ffhe Heron Residential Program
For Dual-Diagnosed Adults IV
Dear Mayor Freeman:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement grant in the amount of $33,096 to your unit of government. These
funds shall be utilized to implement a Byrne Program under Purpose Area 13B-
Offender Community Treatment - Local.
A copy of the approved subgrant application with the above referenced project number
and title is enclosed for your file. All correspondence with the Department should always
refer to the project number and title.
Your attention is directed to Section H of the subgrant which is the "Acceptance and
Agreement". These conditions should be reviewed carefully by those persons responsible
for project administration to avoid delays in project completion and cost reimbursements.
Also, you should review the enclosed Subgrant Award Certificate. This certificate contains
important information regarding Section H that applies to this grant award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service . Integrity . Respect . Quality
The Honorable Shirley Freeman
Page Two
,We look forward to working with you on this project. Ifwe can be of further assistance.
."
please contact Beth Hamilton at 850/410-8700.
Sincerely.
,
~~~.~
ClaytorJ H. Wilder
Community Program Administrator
CHW/BH/mg
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
01-CJ-Jl-11-54-01-107 in the amount of $33,096,
for a project entitled:
The Heron Residential Pr~gram
For Dual-Diagnosed Adults IV
for the period of 10/01/2000 through 09/30/2001, in accordance with
the statement of work contained in the subgrant application, and
subject to the Florida Department of Law Enforcement's conditions
J::e; ; sp~onddions
(Signature of Authorized ~ial)
governing this subgrant.
~ /4 Z.~"Cl
;
(Date of Acceptance)
Geo~e f( NJ~f. A/14'jW
(Typed ame and Title of Offlclal)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: November 16, 2000
Grant Period: From: 10/01/2000 To: 09/30/2001
Project Title: The Heron Residential Program
For Dual-Diagnosed Adults IV
Grant Number:
01-CJ-J1-11-S4-01-107
Federal Funds: $33,096.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $11,032.00
Total Project Cost: $44,128.00
Program Area: 13B
Award is hereby made in the amount and for the period shown above
of a grant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti-Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
SUBGRANT AWARD CERTIFICATE (CONTINUED):
Additionally, the following special conditions apply to Section H
of the contract:
(1) The Office of Criminal Justice Grants, which administers the
Byrne State and Local Law Enforcement Grant Program, was transferred
from the Florida Department of Community Affairs to the Florida
Department of Law Enforcement through action of the Florida
Legislature in the 2000 General Appropriations Act (House Bill 2147),
effective July 1, 2000. Therefore, the following revisions will
apply to this grant:
(a) All references to the Department of Community Affairs should
be read as the Florida Department of Law Enforcement.
(b) All references to the Bureau of Community Assistance should
be read as the Office of Criminal Justice Grants.
(c) Item 16.g, the mailing address for audit reports, should read:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, FL 32302-1489
(d) Item 23.b(1), should read: James T. "Tim" Moore, Commissioner
(2) There is a clerical error in Section H, item 24, Equal Employment
Opportunity. The reference to the Civil Rights Act of 1964 should be
Title VI, not title IV.
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed Certificate of Acceptance of Subgrant Award
is returned to the Department.
~.
.~
Author'zed Official
Clayton H. Wilder
Community Program Administrator
I/....Jh-DO
Date
[X]This award is subject to special and/or standard conditions
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA): Office of Criminal Justice Grants
Grant Number: 01-CJ-Jl-11-54-01-107
Grant Title: The Heron Residential Program
For Dual-Diagnosed Adults IV
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition (s):
Prior to the drawdown of federal funds for Contractual
Services, Monroe County's submitted boilerplate contract must
be approved by FDLE.
Edward syrne Memanal StlmIllllrI Local Law
&~ _ . cement Assistance Formula Giant P. .Jram
....... be I>>IfII1/I*d by'" ~:
CanIIrIIIIiIn clIWtHUl8ubgIWC'ICJ V_ CJ No
IV....,........IO.oI n.lt~.. S&lbgIa
JIIII........... J Il'f'" rI lit seA:
8FY2001 DCA Cannc:I NIIaDIr
083
1011
....10. 97-169 PM: 13B
107
CFDA I: 15.579
A. rum.. & AddNUeI
1.
.
....... .. ..
~ . ~.
R .
Name of ChIef Bected 0ftIa.t ' Shirley Freeman I . .: .........
Mayor, Monroe County Board of Commis~ioners .
TIle
AddreIs 530 Whitehead Street i
.
CIty, SIIt8. ZIp Code Key West, FL 33040
Ana Coa'Phone. I SUNCOM. IMe CodeIFa.
305.292.3430 305.292.3577
2. ChIef FIt...1 0ftIcer
NellIe of ChIef Financim 0IIIcer
Danny Kolhage
Monroe County Clerk of Court
500 Whitehead Street
Key West, FL 33040
SUNCOll.
3.
R
far
James L. Roberts
MOnroe Count ~mi~iRtrator
Public Service Bld. 5100 Colle eRoad
Key West, FL 33040
SUNCOll.
4.
e.u.s AddNa
mcgrnts@mail state.fl.us
Public Service Building, 5100 ColI e Road
Key West, FL 33040
SUNCOM. CodeIFu.
494.4474 305.292.4515
Cathy Harpe
AddreSS 1320 Coco Plum Drive
Marathon, FL 33050
CIly~ SIaI8. ZIp Code:
Ala CodeIPhane.
'305.743.4129
E-MeU AddnIa
catz33@aol.com
SUNCOM.
FtlvRrrI Byrne Memorial state and Locg' , aw
5.. Jrcement Assistance Fonnula Grant Program
.'
B. AdmlntltnltiYe Data
1. Project rltle (Not to exceed 84 charaders, including spaces)
The Heron Residential Program for Dual-Diagnosed Adults IV
2. For P.-iod
Per10d Month Day Year
-
Beginning October 1 2000
Ending September 30 2001
3. II the Subg...ntee or the Imptementing Agency a Member of a local CriminaJ Justice Advisory Councilor
Substllnce Abuse PoUcy Advisory Board, Coalition, or Council? (See the Program Announcement for a
dNaiption of bt>>trIl'8apOMibiilies.) lfJ Yes 0 No
C. FIscal Data
1. (If oIhet'than the Chief Financial Officer) Remit Warrant to:
Deanna Lloyd
Public Service Building
5100 College Road
Key West, FL 33040
Note: If the lubg...ntee is participating in the state of Florida Comptroller's Office electronic transter
proanlm. reimbursement cannot be remitted to any other entity.
2. Method of P.yment: iI Monthly 0 Quarterty
(It II mandatory that the method selected be consistent throughout the entire grant period.)
3. Vendor" (Enter Fed..1 Employer Identification Number of SUbgrantee):
, 59 6000749
4. SAMAS " (Enter if you are a state agency)
I
S. Will the Project earn Project Gen8l1lted Income (PGI)? 0 Yes m No
(See Sectton H., P....g...ph 13, for a definition of PGI.)
6. Will the .pplicant be requesting an advance of federal funds? CJ Ves Gl No
(If Yes, a letter of request must be attached.)
-..__I'" "'T"'v Iftvmonal ~1iiTU ana L.ocal Law
Enforcement Assistance Formuia Grant - ~gram
D. Program Data
Refer to the SCA Grants Management Technical Assistance Workshop Manual. Use this as a guide to assist
you in completing Section D.
Problem Identification. Briefly describe B specific problem to be addressed with subgrant funds. If you are
seeking tunds to continue existing project activities, your problem statement must also provide a short summary
of your current program and describe any gaps between current and desired project results.
.;.:lo.
Proaram OescriDtion. Briefly describe how project activities will address the targeted problem. Describe who
will do what. when, where and how.
SEE PAGE 2 OF INSTRUCTIONS ON ITEMS TO INCLUDE.
St., below end UN continulllion pega .. nec:eaery.
PROBLEM IDENTIFICA nON
The Heron Residential Program for Dual-Diagnosed Adults provides three residential beds and
case management for offenders/users with a dual diagnosis of substance abuse and mental illness.
Many of these clients can be treated with anti-psychotic and anti-depressant medications, which
results in a more stable existence, higher functioning levels within society, and prevents future
arrests, jail time, multiple hospitalizations in crisis units, and detox units. These high-risk clients
are prevented from relapsing into substance abuse through the supervision provided at the Heron
Residential Program. Community control of these clients reduces the associated costs and
caseloads for law enforcement, jail, and court system personnel.
PROGRAM DESCRIPTION
When a client is discharged from the jail, hospital or treatment program directly to The Heron
Residential Pro~ they are provided medication supervision, case management, probiation
supervision, drug testing, a day treatment program, transportation to AA and NA meetiJlgs, and
supervision during shopping, doctor visits, and social activities. This provides an altel'$tive life-
style for the development of appropriate living skills for the eventual reintegration into the
community. This creates the capacity within the individual to resist the temptation to return to an
inappropriate lifestyle. This grant cycle would be a continuation of the program's original
proposal and be the fourth year of funding.
PROGRAM DESCRr"~ON
An OffenderlUser is referred to The Heron by one of the following sources:
- The Forensic Case Manager at the Momoe County Jail
- The Momoe County Drug Court
u.s. Fellowship of Florida, Inc., a non-profit corporation, runs the residential program
known as "The Heron," located at 1320 Coco Plum Drive, Marathon, F1 33050. The
facility is licensed by the State of Florida as an Assisted Living Facility (ALF), and by
Monroe County as a group home for adults with mental illness. The facility is a 16 bed
residential program which provides housing, food, supervision and care to adult Monroe .:_ ,
County citizens diagnosed with chronic mental illness, including dual diagnosis of".
substance abuse, who have demonstrated an inabiIity to live iDdependentIy in ,the
COmmunity and are at high risk of decompensation if they do not have supervision. The
Directorl Administrator of the facility is Cathy Harpe, who has been with the o~ni7Jltion
for over five years.
The Heron program is a "clean and sober house," and any client desiring to reside in the
program must sign agreements regarding not using any alcohol or illegal drugs while in the
program. They also consent to random drug and alcohol testing and agree to take their
medications as prescribed. The program accepts adult ma1es aDd felmlles, who are
capable of self admiuistcring their prescribed medications.
The Heron staff provides transportation, supervision and assistance to the clients with
their hygiene, medications, meal planning and preparation, chores, attP.ndance in the Day
Treatment Program at The Gllitbuce Clinic of the Middle Keys, AA Meetings, NA
meetings, doctor appointments, shopping and social activities. The Heron also provides
case management to the clients, coordinating their trwtment with their psychiatrist,
therapist, case manager aDd vocational rehabilitation counselor at The Guidance Clinic.
Due to the living skiDs and socialization skills obtained whBe living in the program, clients
with histories of substance abuse learn the importance of their prescribed medications and
the abiIily to "'lioY 8Dd fimction wen in Wi: without substance abuse. The ~
able to maintain their sobriety, the likelihood of relapse is'reduced. The ..
beds funded by, this grant will be de..qg11ated as transitioDal, which is defined by HUn as
.~m two weeks to up to two years, allowing each case to be tailored to the needs of the
individual
Upon referral to the program, the client will be interviewed by Heron staft; to determine
their appropriateness for the program. The interview will be conducted either at the jail,
or the client will be transported to the facility for a tour and interview. Several criteria .
will be considered, including the severity of the substance abuse in the ~ and the client's
motivation to succeed. The program requires voluntary consent from the client to
participate, as it is not a locked facility, ami the client must be willing to participate in
substance abuse treatment as coordinated by Heron staf[
Many individuals with mental illness and a history of substance abuse have little or no
insight into their mental illness and do not rcaIize they are "self medicating" themselves
with their substance abuse. By being closely supervised at The Heron, their prescribed
medication compliance is the most important part of their treat"1eDt. Every individual will
have a treatment plan generated with their input, setting short term and long term goals
for obtaining and umintaining sobriety, mental health, living sldlIs and eventually
independent Iiving within the COI11fmJoity. As the clients ~~ in the ~rogram and
continue to take their medication as prescribed, they realize the quality and stability of
their life is greatly improved through medication compliance. Each client accomplishes
this insight within different time 'frames, thus the justification for the length of their stay:- ,
being "up to two years." When their psychiatrist, case manager and Heron staff' feel the
client has snfticiently ~ the skills needed for S1UXeSSful independent ~ they are
assisted in budgeting their money, shopping and applying for an apartmenl, obtaining
utilities and ~ up housekeeping in their new lodging.. They are then enroned in the
Heron outreach program, which entitles them to continuing social ~ with the
'program, including invitations and transportation to holiday dinners at, The He1On, trips to
the beach, museum shopping aDd other activities Olgllni7.ed by Heron sta1[ This enables
the staff to ~ntinue monitoring the client for sobriety and medication compliance and
provides emergency case management for assistance in crisis prevention (assistance filling
medications, suicide prevention, counseling, etc.)
While Iiving at The Heron, a typical week for a resident involYes the fonowing activities:
Monday through Friday:
9 am Wake up by Heron staft; eat breaId3st, take morning JIlCdications. get
dressed for day's activities, straighten room .
9:30 Attend moming group at The Heron, discussion of day's activities,
scheduling of doctor or other appoiht.l~ and other house business.
9:45 Complete assigned household chore (sweep and mop lobby iloor, clean
,a bathroom, etc.)
10:00 Leave for Day Treatment Program at The Ollid~ Clinic of the Middle
Keys. Two morning groups, lunch and.two afternoon groups are offered.
Typical groups involve education about llleJtal illness d~gnosis,
medications aDd their side effects, art therapy, dance therapy, Bi~olar
support group, Alcoholics Anonymous, Twelve Step Program, Living
skills, Appropriate expressions offecHDgs, Sexuality, Safe sex, HIV/AIDS,
etc.
2:30 pm Return from Day Treatment Program to The Heron
3:30 Leave for scheduled activity: Grocery shopping, LibraJy, Drug store,
KMart, Video store, swimmmg pool, etc. accompanied at all times by
Heron staff
4:30 Dinner preparation begins
6:00 Eat dinner, take evening medications
7:00 Attend in-house scheduled group: AA, computer class, women's support
group, etc. OR go to AA meeting in community, OR go bowling on
Wednef ' nights
8:00 Eat snack, watch TV, play games, socialize
9:00 Take bedtime medications, prepare for bed
10:00 Lights out, staff office closes. On call staff remains on duty
Typical Weekend Schedule:
9 am Wake up by Heron staff: eat breakfast, take medications, get dressed for
day's activities
10 to noon Leave for scheduled activity: movies, museum, bbach, pool, shopping
mall, Miami, Key West, etc.
noon Eat lunch, either at facility or out during activities . _
1 pm Leave for individual scheduled activities if not attending group activities _ ,'.'
(One-on-one Heron Caseworker with client: shopping, errands, movie,
restaurant, as required by client)
Dinner prep begins
Return from activities
Eat dinner, take medications
Eat snack, watch TV, play pnes. socialize
Take hP.dtime medications
Prepare for bedtime, statf office closes. On call staff remains on duty
4:30
5:00
6:00
8:00
9:00
10:00
The typical resident of this program is disabled and UDable to work, due to their mental
illness. However, if a client wishes to attempt to work:, they are referred to VocatioDal
Rehabilitation, where they are tested and evaluated for appropriateness and usually
allowed to work up to 20 hours per week in simple jobs like bagging groceries. Any
wages earned by these clients will be retained by these clients and will not be paid to the
program.
The recommended stay in the 3 transitional beds fimded by this grant will be from three
months to one year. However, in the event that the client is evahlated during the first two
weeks as nl'!fllAing a more restrictive enviro~ the cli&:nt would be refi:rred to another
treatment program offering a type oftreatmem needed for the iDdividuaL Therefore, it is
possible a client could stay the minimtun stay of two weeks, wbiIe waiting for transfer to
another program.
~
Edward Byrne Memorial State and Local' "'W
En. . cement Assistance Formula Grant P~!/ram
D. Program Data (Continued)
Activities Implementation Schedule. Complete the Activities Implementation Schedule showing when activities in
the Program Description will commence and how Ule project will progress. This chart benchmarks planned
activities, both administrative and programmatic. An .X- has been inserted for reports that are mandatory for all
projects. Place an additional.X. to indicate ones applicable to your project. Delete the activity/action that does
not apply to your projKt; le., if your project does not eam PGI, delete that activity from this schedule.
." ~
ACTIVmES IMPLEMENTATION SCHEDULE
Subgrant P<<iod .
10/01/00 - 9/30/01 .
(Beginning Date - Ending Date)
ACTMTY/ACnON Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep
Submit FJnancial Reimbursement X X X X X X X X X X X X
Requests
Submit Flnandal CIOMOUt Package X
Submit Quarterty Program Reports X X X X
Submit Quarterty PGI Reports
(If applicable)
Provide Treatment Services X X X X X X X X X X X X
~UW-"IU g yme ,".monal ~-rare ana Local Law
~rcement Assistance Formula Grant r 'gram
E. ProGram Obiectives and Performance Measures
Compl.e uniform program objectives and performance measures (found in Appendix V) for the federally
authorized program area you want to implement Your application is not complete without them and an
Incomplete apptication wili nat be considered for subgrant funding.
If the program area you selected does not have uniform program objectives publiShed in this document or if
you cannot relate your objectives to those stated, contact Tom Bishop at 8501488-8016 for further instructions.
DO NOT mix objectives from different Program Areas.
Slart below and use continuation pages as nittessary.
Offender Community Treatment - Loc~l
Objective 13.01:
To provide treatment services through various treatment
modalities to 12 individuals.
Performance Measure: A total of 12 individuals will receive a variety of treatment
services.
Objective 13.02:
To provide an array of treatment services.
Objective 13.03:
To assist 12 clients to successfully complete their treatment plan.
Performance Measure: A total of 8 clients will successfully complete their treatment
plan.
Corrections Alternatives - Halfway House
Objective 20A.I :
To provide 3 offenders with transitional housing
Performance Measure: A total of 3 offenders will receive transitional housing.
Objective 20A.2:
To provide 3 offenders with case management services and daily
structured activities.
Performance Measure: A total of 3 offenders will receive case management and daily
structured activities.
Objective 20A.3:
To provide 3 offenders with short term individual and group
supportive life skills counseling.
Performance Measure: A total of3 offenders will receive short term individual and
group supportive life skills counseling.
CDWllIU ayrne Memonal smte and Local Law
t:r"'rcement Assistance Formula Grant F 7ram
F. Project 8ugget Narrative
You must describe line Item. tor each applicable Budget Category tor Which you are requesting subgrant
funding. Provide sufficient detail to show cost refationships to project activities. In addition, describe specific
aoUn:e8 of matching funds.
Stsrt below and ule continuation ".S .. necesUly.
.',
The Heron Residential Program for Dual-Diagnosed Adults IV
Cost per Bed Day is calculated using the overall operating cost of the 16 beds in the
facility, divided by the number of calendar days, as follows:
Total Operating Cost:
Cost per Bed Day:
$300,963.00
51.53 ($300,963/16 beds! 365 days)
Bryne Grant Funds
County Match Funds
$ 33,096.00
11,032.00
Total Grant Program Funding
$ 44,128.00
Grant Funds provide $40.30 towards the $51.53 cost per bed day.
($44,128.00/3 beds /365 days)
Local Match provided by the Monroe County Board of Commissioners General Revenue
Funds.
A bed day is defined as shelter and case management for (1) 24-hour period. It includes
access to food, shower, a washer/dryer, local transportation, prescription medicine,
periodic urinalyses, job referral, substance abuse treatment, ANNA meetings, pennanent
housing information and referral, counseling, and monitoring for compliance, and follow-
up activities.
All goods and purchases will be, made according to Monroe County Purchasing Policy
Procedures.
This project continues the net personnel increase established during the initial year of the
grant program. This will be the program's fourth year of Anti-Drug Abuse funding.
E~rd Byrne Memorial Slate and Local Law
Er - 'n:ement Assistance Formula Grant I Jram
G. Project Budget Schedule
The Project Budget Schedule incfudes six Budget Categories (Salaries and Benefits, Contractual Services,
Expenses, Opecating Capital Outlay (OCO), Data Processing Services, and Indirect Costs) and Total Project
Colts. Total Local Match must be II minimum of25% of the Total Budget.
Type or Print Dollar Amount. Only In Applicable Categoria and leave others Blank.
.,
Budget Category Federa' Match Total
-
-.
.
sm.ries And Benefits
-
..
:
Contractu... Services 33,096.00 11,032.00 44,128.00
.
~
Operating Capitat OUUlly
Data Proceuing
Indirect Costs
Tatats 33,096.00 11,032.00 44,128.00
...
--,.-
Edward Byrne Memorial State and Local taw
c. Jrcement Assistance Formula Grant ,.. Jgram
H. Acceotance Illnd Aareement
All persons involved In or having administrative responsibility for the subgrant must read these -Acceptance and
Agreement" conditions. Thl. "Acceptance and AGreement' 'SectIon H) must be returned a. part of the
comPlebld aPPlication.
~- .~
Note Condition No. 12: Only project costa Incurred on or after the effective date of this agreement and
on or prior to the termination date of a reclplenr. project ant eligible for reimburHmenl
Conditions of Agreement Upon approval of this subgrant, the approved application and ~e following terJ]'ls of
conditions will become binding. Non~ompliance will rault In project costs being disallowed.
The term -deplutment"', unless otherwise stated, refers to the Department of CommuJlity Affairs. The term
.Bu....u., unless otherwise stated, refers to the Bureeu of Community Assistance. .
The term ....bgrant recipient" refers to the governing body of. city or a county or anjlndian Tribe which
performs criminal justice functions as determined by the U.S. Secretary of the Interiqr, and includes an
"Implementing agency" which is III subordinate agency of a city, county or Indian. Tribe, or.n agency under the
direction of an elected official (for example, Sheriff or Cleric oftha Court).
1. Reports
a. Project Performance Reports:
The recipient shall submit department QUllltedy Project Performance Repotts to the Bureau by
February 1, May 1, August 1, and within forty-five ("5) days after the subgrant termination date.
In eddition, it the subgrant award period is extended beyond the .originar proj~ period, additional
Cuattedy Project PerfotmMe:. Repotta shall be submitted.
b. Rnenci8l Reports:
The recipient shall heve e choie:. of submitting either Monthly or Qullltelfy Financis/ CIsim Reports
[DCA-eJ ~A-G) to the bureeu. Monthly ReimburRment Claim. (1-11) .re due thlrty-one
(31) days after the end of the reporting period. QuarIerIy ReImbursement Cllalm. (1-3) are due
thlrty-one (31) days 8fterthe end of the reporting period. A finaJ RnancilJl Claim Repolt and a Cdmina/
JuatJce ContnIct (Finant:ieI) Closeout Pat:kIIge shall be submitted to the bureau within forty-five ("5) days
of the subgrant termination period. Such daIm shal be diltincUy identified as "finat'.
Before the "finar claim will be processed, the recipient must submit to the department all outstanding
project reports and must have satisfied allspeciaJ conditions. Failure to comply with the above provisions
shall result In forfeiture of reimbursement
The recipient shall submit department Quartertv Project Genereted Income Reports to the bureau by
February 1, M8y 1, August 1, and within forty-five (45) days after the .ubgrant termination date
covering lubgrant project generated income and expenditures during the previous quarter. (See
Paragraph 1... Program Income.)
c. Other Reports:
The recipient shall submit other reports as may be reesonlllbly required by the bl.lreau. All required
reports, instructions, and forms shall be distributed with the subgrant award.
2. Fiscal Controllnd Fund Accounting Procedures
The recipient shall establish fiscal control end fund Iccounting procedures that assure proper disbursement
and eccounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall
be disbursed Iccording to provisions of the project budget IS epproved by the bureau.
Edwllrd Byrne Memorial State and Local Law
E. rcement Assistance Formula Grant,.. #gram
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Anancial Guide.
U.S. Department of Justice Common Rule for State and Local Governments. and in federal Office of
Menagement and Budget's (OMS) Circulars A-21, A-8T, and A-110, in their entirety).
All funds not Spent according to this agreement shall be subject to repayment by the recipient.
3. Approval of Consultant Contnlcts
The department shall review and approve in writing all consultant contracts prior to employment of a
consultant Approval shall be based upon the contract's compliance with requirements found in the Office of
Justice Programs Rnanc:isI Guide, U.S. Oep8rtrnent of Justice Common Rule for State and,.Local
Gcwemmenta, end in applicable state statutes. The depertment's approval of the recipient agreement does
not constitute epprawt of consultant contracts.
... AIIowBbIe Costs
Allowance far costs Incurred under the subgrant shaH be d.ormined according to .General Principies of
Allowability and Standards for Selected Cost Items. set forth in the Office of Justice Programs AnanciaJ Guide,
U.S. Department of Justice Common Rule for state And Local Governments.and federal OMS Circular No.
A-87, .CoIt Principies for State and Local Governments., or OMB Cirr:uJar No. A-21, "Cost Principles for
Educatiorwllnstitutions..
All procadLnS employed in the use of fed.., funds to procure s8lVices, supplies or equipment, shall be
according to U.S. Department of Justice Common RIMe for State II/Jd LtK:aJ Governments, or Attachment "0"
of OMB Ci"c:r.Mr No. A-110 and Rorida law to be eligible for reimbursement
5. T...,.
All trBvet reimburaament for out-of.state or out-of-grant-specified work area shall be based upon written
approval of the department prior to commencement of actual travel.
The cost of aU hWIIlhaD be reimbursed Illccording to local regulations, but not in excess of provisions in
Section 112.081. Florida StlItutel.
All bills for any tr'avet expenses shaD be submitted according to provisions in Section 112. 061, Roride Statutes.
6. Written Approval of Changes in this Approved Agreement
Recipients shaH obtain approval from the department for major changes. These include, but are not limited
to:
L Changes in project activities, designs or research plans set forth'in the approved agreement;
b. BUdget devtations that do not meet the following criterion. That Is, a recipient may transfer funds
betwMn budget categories es long as the totalemount at transfer does not exceed ten (10) percent 0'
the total appnMld budget and the transfer is made to an approved budget line item; or,
c. T....fers of funds ebova the ten (10) percent cap shaD be made oniy if a revised budget is approved by
the department
d. Under no circumstances can transfers at funds increase the total budgeted award. Transfers do not
allow for increasing the quantitative number of Items documented in any approved budget line item. (For
exampie, equipment items in Operating Capital Outlay or Expense categories or staff positions in the
Salaries and Benefits category.)
7. Reimbursement Subject to Available Funds
The obligation of the state of Florida to reimburse recipients for incurred costs is subject to available federal
Anti-Orug Abuse Act funds.
Edward Byrne Memorial State and Local Law
En, :ement Assistance Formula Grant Pr~_.am
8. Advance Funding
Advane:. funding is euthorized up to twenty-five (25) percent of the federal award for each project according
to Section 216.181(15)(b), FIotida Statutes (1991); the Office of Justice Programs Rnanciel Guide. U.S.
OepertmMt of Jultie:. Common Rule for State and I.Dca/ Governments. Advance funding shall be provided
to a recipient upon e written request to the department justifying the need for such funds. This request,
Including the juBtltlcatJon, shall be enclOHd with the aubgrant application.
9. CommencemMt of Project
It a project has not begun within sixty (60) deys after acceptance of the subgrant award, the recipient shall
send . letter to the bureeu indicating steps to initiate the project, reason for dei.y and request a revised pr:.aject
starting date.
It a project has not begun within ninety (90) deys after acceptance of the subgrant award, the recipient shall
send another letter to the bureeu, egein expiaining the reason for d....y end request another revised project
starting date.
Upon receipt of the ninety (90) day letter, the department shall determine if the reason for ~elay is justified or
shall, at its discretion, uniiaterallyterminate this agreement and re-obligate subgrantfunds ~ other department
approved projects. The department, where warranted by extenuating cin:umstances, m.y extend the starting
date of the pIOject past the ninety (90) dllY period, but only by fotmlI/ Milen amendment to this agreement
10. Extension of. Contract far Contractual Services
&tension of · contract for contractu.. services between the recipient .nd . contractor (Which indudes all
ptOject budget categories) sh.D be in writing for. period.notto 1IlCC8ed.. (6) months a~ is subject to the
..me terms and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptable, unless failure to complete the contract Is due to evenIs beyond the contrDI of tile contractor.
11. Excusable Delays
Except wittI respect to defaults of consultants, the recipient shall not be In default by rasa,. of any failure in
perfonnanc:e ofthia agreement .ccording to its terms (including any failure by the recipient to make progress
in the IIXIICUtion of wort hereunder which endangers such perfonnanc:e) If SUch taBure .riSts out of causes
beyond the control and without the fault or negligence of the recipient Such caUles include, bbt are not limited
to, .cts of God or of the public enemy, acts of the government in either its Sovereign or conttactual capacity,
fires, ftoods, epidemics, quarantinerestrictionl, sbikes, fnlightembargoes, and unusually levereweather, but
In fN8fY cae. the failure to perform shaH be beyond the control .nd Without the fault or negligence of the
recipient
If failure to perform Is caused by faUure of a consultant to perform or m.ke progress, and if such failure arises
out of causes beyond the control of recipient .nd consultant, and without fault or negligence elf either of them,
the recipient shaH not be deemed in default, unIeu:
L Supplies or services to be furnished by the consultant were obtainable from other lourdes,
b. The department ordered the recipient In writing to procure such supplies or services from other sources,
and
c. The recipient failed to reesonably comply with such order.
Upon request of the recipient, the department shall ascertain the facts end the extent of such failure, and if the
dep.rtment determines that any failure to perform was occasioned by one or more said causes, the delivery
schedule shall be revised aCCOrdingly.
Edwan:J Byrne Memorial state and Local Law
E. ,rcement AssIstance Formula Grant J.. Jgram
12. Obligation of Recipient Funds
Recipient funds shell not under any circumstances be obligated prior to the effective date or subsequent to the
termination date of the grant period. Only project com Incurred on or after the effective date and on
or prior to the tennlnGlon dllte of the recipient's project are eligible for reimbursement. A cost is
incurred when the recipient's employee or consultant performs required services, or when the recipient receives
goods, notwithstanding the date of order.
13. Program Income (elso known as Project Generated Income)
Program income nHHInathe gran income eemed by the recipient during the subgrant period, as a direct result
ofthesUbgrant award. Program income shall be handled aCCOrding to the Otficeof Justice Programs RnanciaJ
GuIde, U.S. Department of Justie:. C<<nmon RIMe for State end Local Govemment. Reference: The Cash
Menegement ImprotlflllHlnt Act of 1990).
1... PerfoI'lTl8llCe of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the
recipient'l consultants and suppliers, or both, the department shall impose sanctions it deems appropriate
including withholding payments and cancellation, termination or suspension of the agreement in whole or in
part. In such event, the department shall notify the recip;.rt of its decision thirty (30) days in advance of the
effective d8te of such I8nction. The recipient shall be paid only for those SeMces satisfadorily performed
prior to the effective date of such sanction.
15. Access To Records
The Department of Community Affairs; the U.S. Department of Justice, Office of Justice Programs, Bureau
of Justice AuistBnce; and, the Auditor General of the State of Florida, the U.S. Comptroller General or any
of their duly authorized representatives, shall h8V8 access to books, documents, papers and records of the
recipient, implementing agency and contractors for the purpose of audit and examination according to the
Office of Justice Programs RnenciaI GuIde. U.s. Department of Justice C<<nmon Rule for StBte II/Jd LocaJ
Gowmment.
The department reserves the right to unIIat.-allytermin8te this egreementitthe recipient, implementing agency
or contractor refuses to Bltow public acceu to all documents, papers, 'eIlers, or other materiais subject to
provisions of Chepter 119. FIotidB stetutea, and made or received by the recipient or its contractor in
conjunction with this agreement.
18. Audit
a. Recipients that expend S3OO.oo0 or more in a yeer in Federal awards shan have a single or program-
specIftc audit conducted for that year. The audit shall be performed In accordance with the federal OMB
CIrcciar A-133 and other appUcabie federal law. The contract for this agreement shall be identified with
the subject audit In The Schedule of F<<lerIt/ RntIndsI Aaiatsnce. The contract shall be identified as
fed... funds paued-through the Florida Department of Community Affairs and include the contract
number, CFOA number, award amount, contract period, funds recei'ied and disbursed. When applicable,
the recipient shaH submit an aMual finenci8lauditwhich meets the requirements of Sections 11."5 and
218.349, Florida statutes; and. Chapters 10.550 ancI10.800, Rules of the Florida Auditor General.
b. A campiet. eudit report which covers any portion of the effective dates of this agreement must. be
submitted within 30 days efter its completion, but no later than nine (9) months after the audit period. In
order to be compiete, the submitted report shall include any manegemant letters issued separately and
manegemenrs written response to aI findings, both Illudit report and management letter findings.
Incomplete audit reports will not be accepted by the department and will be returned to the recipient.
c. The recipient shall hew ell ewits completed by an Independent Public Accountant (IPA). The IPA shall
be either a Certified Public Accountant or a Ucensed Public Accountant.
d. The recipient shall take eppropriate corrective action within six (8) months of the issue date of the audit
report in instances of noncompliance with fedentl laws and regulations.
Edward Byrne Memorial State and Local I aw
Ej /Cement Assistance Fonnula Grant P, -:lram
e. The recipient shall ensure that audit working papers are made avaiiable to the department, or its designee,
upon request for a period 01 three (3) years from the date the audit report is issued, unless extended in
wrtting by the department
f. If this agreement is dosed out without an audit, the department reserves the right to recover any
diaaIowed costs identified in an audit completed after such closeout
~Io.
g. The completed audit reports should be sent to the following address:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Sadowski Building
TaUahassee,Florida 32399-2100
17. Procedures for Claim Reimbursement
All claims for reimbursement of recipient costs shall be submitted on the DCA-CJ Form 3(A-G). prescribed
end provided by the bureau. A recipient shall submit either monthly or quarterly ctalm' in order to report
current project costs.
All claim. for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
18. Retention of Records
The recipient sh8U maintain aU records and documents for a minimum of three (3) years from the date of the
_I financial statement end be availeble for audit and public disclosure upon request of duly authorized
persons.
19. Ownership of Data and Creative Material
Ownership of meterial, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is governed by the terms of the Office of Justice Programs FinIlllCilll Guide~ U.S. Department
of Justice Common Rule for State 81Jd LocsI Government) or the federal OMB CircuIIIr .4-110, Anachment N.
Paragraph a
20. Property Accountlibility
The recipient agrees to use all nOlHXpendable property for criminal justice purposes during its useful life or
request department disposition. .
The recipient shall establish and administer e system to protect. preserie, use, maintain ...d dispose of any
property furnished to it by the department or purchased pursuant to this agreement IllCCOrding to federal
property management stancWds set forth in the Office of Justice Programs Rnant:iaI Guide,IU.S. Department
of Justice Common Rule for sta'e 81Jd l.oceI Govemment) or the federal OMI Circular .4-110.
Altaetunent N. this obUgaUon continues as lang a. the recipient retains the property,! notwithstanding
expiration of this agreement
21. Disputes and Appeals
The dep8ltment shall make its decision in writing when responding to any disputes, disagreements or
questions of filet Illrising under this egreement Illnd shan distribute its response to aU concerned parties. The
recipient shall proceed diligently with the performenee of this egreement according to the department's
decision.
If the recipient appeals the departments decision, it aiso shall be made in writing within ,twenty-one (21)
Clllender days to the department's cleric (agency clerk). The recipient's right to appeal the departments
decision is conblined in Chapter 120. Roride Statutes, and in procedures set forth in Rule 28-106.104,
Rodda Administtative Code. Fei1ureto appeal within this time fnlme constitutes a waiver of prOceedings under
Chepter 120, Florida Statutes.
EdwarrI Byrne Memollal state and Loca" aw
E. Jrcement Assistance Formula Grant p, vgram
22. Conferences end Inspection of Work
Conferences may be hetd at the request of any party to this agreement At any time, a representative of the
bureau, of the U.S. Department of Justice Bureau of Justice Assistance or both have the privilege of visiting
the project site to monitor, inspect end esseas work performed under this agreement
23. Publication or Printing of Reports
a. Before publication or printing, a final draft of any report required under or pertaining to this agreement
shall be sent to the department for its review and comment
b. Publications or printed reports covered und. a. above shall include the following statements on the cover
peg.:
(1) ~ report was prepared for the Florida Department of Community Atf8irs, Steven M. Seibert,
Secntary, in cooperation with the U.S. Department of Justice, Bureeu of Justice Assistance.. The
next printed line shall identify the month and yeer the report WIllS published.
(2) -nus program was supported by grant. '. awarded to the Department
of Community M8ira, State of Florida, end by the B-.u of Justice Assistance (BJA), Office of
Justice Programs (OJP), U.S. Department of Justice. The BJA Is a component of OJP which aiso
includes the B-.u of Justice SbItIstIcs, Natiollllllnstitute of Justice, Offie:. of Juvenile Justice and
Delinquency PnMntion, and the Office for VICtims of Crime. ·
(3) -Potnts ofvlew, opinions, and conclusions expressed In this report are those of the recipient and do
not neceaarily represent the official position or policies of the State of Rorida Department of
Community AfrairI, the U.S. Department of Justice, Office of Justice Programs, or any other agency
of the state Dr federal government
2... Equal Employment Opportunity CEEO)
No person, on the grounds of race, creed, color or lIIltional origin ...... be excluded from participation in, be
refused beneftts of, or atherwtse subjected to diIcrimination under grants awarded pursuant to Pubic Law
89-584, Non-aaaiminelion Requirements of the AntJ.Dtug Abuse Act of 1988; TIle IV of the CNI Rights Act
of 1964; Section 504 of the Rehabiiletion Act of 1973 as MIfIIJded; TIle IX of the Education Amendments of
1972; The Age DiactitninaIion Act of 1975; and. Depattment of Justioe Non-Diactiminat Regulations 28 CFR
Plitt 42. Subptltts C, D, E. F. G II/Jd H.
The recipient and a criminal justice agency that is the impiementing agency agree to certify that they either
do Dr do not.... EEO program criteri8 as set farth In Sec:tian 501 of The Feder8J Omnibua Clime Control and
Safe Streets Act of 1988 as amended and that they have Dr have nottarm....ted, implemented and maintained
a current EEO Program. Submlalon of thIa _lIfIcIdIon Ie a p;erequialte to entering Into thl.
IIgNelMnt. ThIs certification is a material representation of fact upon which reliance was placed when this
agreement waa made. If the recipient or implementing agency meet Ad criteria but have not formulated,
Implemented and mainbllned such a current written EEO Program, they have 120 days after the date this
agreementwaa made to comply with the Ad orface loa offedera' funds lubjectto the sanctions in the Justice
System Impt'OV8tft8tJt Act of 1979, Pub. L 98-157, 42 U.S.C. 3701, at uq. (Reference Section 803 fe) ofthe
Act. 42 U.S.C. 3783 fa) and 28 CFR Section 42.207 Complance Informetion).
My state eganey, county Dr city receiving $500,000 or more in federal Anti-Dtug Abuae Act funds shaD submit
Its &quel employment opportunity plan, Illndlorthe most recent update, with Its eppllcation, for submittal to the
U.S. Department of Justice, Bureau of Justice Assistance tor Illpprovel
25. Americans with Disebilities Act 1990
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA). Public Law
101-3~, which prohibits discriminetion by public and private entities on the basis of disability and requires
certBin ilccommodlltions be made with regerd to empioyment (TiUe I), state and local government services
end transportation (TItle II), public accommodations (Title III), end tetecommunications (Title IV).
Edward Byrne Memorial State and Local taw
E. Jrcement Assistance Formula Grant 1-. -Jram
28. Criminallntefiigence System
The purpose of the federal regulation pUblished in 28 CFR Part 23 - Crimina/Intelligence Systems Operating
PoIit:ies is to essure that recipients of federal funds for the tJlinciDSJ DUlJ'Ose of operating a criminal intelligence
system under the Omnibus Crime Control end Safe Streets Act of 1968, 42 U.S. C. 3701, et seq., as amended
(Pub. L 90-351. as emended by Pub. L 93-83. Pub. L 93-415, Pub. L94-430. Pub. L 94-503, Pub. L 95-
115, and Pub. L 98-157), use those funds in conformance with the'privacy and constitutional rights of
individuals.
The recipient and a criminal justice agency that is the imp'ementing agency agree to certify that they operate
a crimina. Intelligence Iystem in accordane:. with s.ctiona 802(a) 8IId 818(c) of the ontnibus Crime Control
and Saf8 Streets Act of 1N8 el amended and comply with criteria as let forth in 28 CM Patt 23 _ Ctimina/
Int~ Systems Operllling PoIcies and in the Bureau of Justice Assistance's Formula Grant Program
~. . SubmlaJon of thla certification I. a prerequlalte it' entering Into this .greement.
This certification is a material representation offaet upon which raiiancewas placed when! this agreement was
made. It the recipient or criminal justice agency operates a criminal intelligence syste~ and does not meet
Act and fed... regulation criteria, they must indicate when they plan to come into compliance. Federal iaw
reqw. a IUbgrant-funded criminal intelligence system project to be in compfiane:. ~ the Act and federal
regulation ptiorto the award of federal funds. The recipient is reaponaibIe forthe continu~ adherence to the
ntgulatlon gawmingthe opemion of the system orfacea the loll offed.., funds. The department's approval
of the recipient agt'8ement does not constitute approval of the IUbgnlnt funded dewtopment or operation of
a criminallnteiligence aystem.
27. Non-Procurement Debarment and Suspension
The recipient agrees to comply with Executive Order 12549. Debarment and SusptJlJ$iorl (34 CFR. Part 85,
Sect;on 85.510, PIII1icipant's ReaponsibMies). These procedures require the recipient to certify it shall not
.... into any Iowertlered covwed transaction with a penon who is debarred, suspendedJ declared ineligible
or is voluntarily exduded from participating in this covered transaction, uniess authorized by the department
28. Payment Contingent on Appropriation
The state of Rorida's performance and obligation to pay under this agreement is conting~nt upon an annual
appropriation by the Rorida LegisIBture.
29. Fed.., Restrictions on Lobbying
The recipient agrees to comply with Section 319 of PubIc Law 101-121 set forth in -New Re$lrictions on
Lobb)ing; Intedm ~ ~. · publshed In the February 28, 1990, FedeteI Register.
Each person shall fUe the most current edition of this Certification And DIsclosure Form. . if applicable, with
each lUbmiuion that ~ egancy consideration of such person for award of federal contract, grant, or
cooperative agreement of $100,000 or more; or federalloen of $150,000 or mora.
This certification is a material representation affect upon which reiiance was placed when ~is agreement was
made. SubnUllion of this certification is a prereqUisite to ent.mg Into this agreement su~ject to conditions
and penalties imposed by Section 1352, 7IIe 31, United StatN Code. Any person who fails to file the required
cenlftcation is subject to a civil penalty of not less than $10,000 and not more than $100,O~O for each failure
to file.
The undersigned certifies, to the best of his or her knowledge and belief, that:
a. No federafly appropriated funds have been paid or sheY be paid to any person ~r influencing or
attempting to inftuence en officer or employee of any fedenll agency, a member of congress. an officer
or empioyee of congress, or en empioyee of e member of congress in connection with the awarding of
any federal loan, the entering into of any renewal, amendment, or modification of any federal contract,
grant, l08n or cooperative agreement
~"",.,..ft' A~.titut
. <-
E~rd Byrne Memorial state and Local , ~w
Emwtr:ement Assistance Formula Grant Program
b. If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to
influence en officer or employee of congress, or an employee of a member of congress in connection with
this federal contract, grant loan, or cooperative agreement, the undersigned shall complete and submit
the standard form, Disclosure of Lobbvino Activities. according to its instructions.
c. The undersigned shall require that the language of this certification be included in award documents for
all subgrant awards at all tiers and that all subgrant recipients shall. c;ertify and dildose accordingly.
..".
30. State Restrictions on Lobbying
In addition to the provisions contained in Paragraph 30 of Section H, Acceptance and Agreement: the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
31. Statement of Federal Funding Percentage and Dollar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other documents
describing projects or programs funded in whoie or in part with federal funds, all grantees and recipients
receiving these federal funds, including but not limited to state Illnd local governments, shall clearly state:
a. The percentage of the totai cost of the program or project that shall be financed with federal funds, and
b. The dollar amount of federal funds to be expended on the project or program.
32. Background Check
It is strongly recommended that background chedcs be conducted on all personnel providing direct services.
to juveniles.
33. Immigration and Nationality Ad
No public funds will intentionally be BWIIrded to eny contractor who knowingly employs unauthorized alien
workers, constituting a violation of the empioyment provisions cont8ined in 8 U.S.C. Section 132"a(e), Section
27"A(e) of the Immigration IIftd Nationality Ad ("INA-). The eep.rtment shall consider the employment by
eny contractor of unauthorized aliens a violation of Section 27 <CA(e) of the 1NA. Such violation by the subgrant
recipient of the employment provisions contained in Section 27"A(e) ofthelNA shall be grounds for unilateral
cancellation of this contract by the Department
3<C. Drug Court Projects
a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements
outlined in the U.S. Department of Justice, Office of Justice Programs. Drug Courts Program Office,
program guidelines -Defining Drug Courts: The Key Components-, January 1997. This document can be
ac:ceaed on the omce of Justice Programs World WIde Web Homepage: httD:/Iwww.oiD.usdoi.iob.
b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that
drug court programs funded w;th this award shall collect and maintain follow-up data on program
participants criminal recidivism and drug use relapse. The dat8 collected will be essessed during BJA
field monitoring trips.
35. Overtime for Law Enforcement Personnel
prtorto obligating funds from this award to support overtime by law enforcement officers, the US Department
of Justice encourages consultation with ell allied components of the criminal justice system in the effected
jurisdiction. The purpose of this consuttation is to anticipate end plan for systemic impacts such as increesed
court dockets Illnd the need for detention space.
~kIaIea_
OMB/Grants
169
RESOLUTION NO. - 2000
A RESOLUTION OF THE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA AUTIlORIZING TIffi
SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 00/01 ANTI-DRUG ABUSE GRANT PROGRAM
:.~~
WHEREAS, the Department of Community Affairs has announced the FYOO/Ol fundii1g:-::~-
cycle of the Anti-Drug Abuse Act Fonnula Grant Program; and
WHEREAS, on April 19,2000, the Monroe County Board of Commission~ a~edc!9
serve as the coordinating unit of government in the pll?paration of the grant propo~ ~ iI@e ~
distribution of funds allocated to Monroe County in the amount of$230,028 with.~ g:
match requirement; and . !_ r- 1f..."
~. - (:)
::o~ ::0
WHEREAS, the Monroe CoUnty Substance Abuse Policy Advisory Boar .'iff cci!em::o
given to the County~s current drug control efforts, has recommended certain pro~~~e .~
funding to provide the community with activities focused on drug and alcohol ed..QcatRJn; _, ~
prevention, rehabilitation, and treatment; now therefore, Q Q
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
.~J:-
1. The Board of County Commissioners concurs with the Monroe County Substance
Abuse Policy Advisory Board's recommendations; and that
2. The County Administrator is hereby authorized to sign and submit the application
packet for the FYOO/OI grant funds to the Department of Community Affairs Anti-
Drug Abuse Grant Program; and that
3. This resolution shall become effective immediately upon adoption by the Board of
County Commissioners and execution by the Presiding Officer and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida,
at a regular meeting of said Board held on the 1'fh day of May, A.D., 2000.
Mayor Shirley Freeman
Mayor ProTem George Neugent
Commissioner Harvey
Commissioner Williams
Commissioner Reich
yes
ye.s
~~eo $
yes
yes
Monroe County Board of Co~sioners
By:ar~;f~
APPROVED AS TO FORM
AN lEGAL SUFFIC
6
ROBERT N
DATE S- '_
Edwanl Byrne Memorial state and Local Law
Enforcement AssIstance Formula Gtant Progtam
~ 'I,.
CertHication of Compliance
with Equal Employment Opportunity (EEO)
Program Requitements - Subgrantee
I, the undersigned authorized official, certify that aCCOrding to Section 501 of the
Omnibus Crime Control and Safe Streets Ad of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the following):
l2J Meets Ad Criteria
o Does not meet Ad Criteria
I affirm that I have read the Act aiteria set forth in the Subgrant Application
Instrudions. I understand that if the Subgrant Recipient meets these criteria, it must
formulate, implement and maintain a written EEO Plan relating to employment practices
affecting minority persons and women. I also affirm that the Subgrant Recipient. . .
(Select one of the following):
[]J Has a current EEO Plan
o Does not have a current EEO Plan
I further affirm that if the Subgrant Recipient meets the Act criteria and does not have
a current written EEO Plan, federal law requires it to formulate, implement, and
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Name: James L. Roberts
Title: County Administrator
Si9:;!~
Date: (; 17/00
Subgrsnt Application Packllge
EEO Cerlification - Sub grantee
AnnAnriiv " _ Ca...a .. _6 ""
O'''~
- O~~rY ~~~~E
. (3051294-4641
James L. Roberts
County A~strator
Public Service Building
5100 College Road
Key West, FL 33040
June 6, 2000
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shwnard Oak Blvd.
Tallahassee, FL 32399-2100
,.......... ..-....-..
, BOAKD OF COUNTY COMMISSIONERS
..r, "-,,_ Mayor Jack London, District 2
Major ProTem Wilhelmina Harvey, District I
Shirley Freeman, District 3
Mary Kay Reich, District 5
Keith Douglass, District 4
.
Re: Signature Authority - FYOO/Ol Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Sheila A. Barker to have signature authority in order to conduct business
in relation to the grant program and its implementation. If any additional information or documentation is
required, please contact 305.292.4482. Thank you.
Sincerely,
J~~~
James L. Roberts
County Administrator
~i~~
- 'fward Byrne Memorial State and Loc2 1W
Emorcement Assistance Formula Grant Program
-- .
I. Sianature PaQe
In witness whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
have read and understand the egreement in its entirety and have executed this agreement by their duly
authorized officers on the date, month and year set out below.
~ :~
Conections on this page, Including
strIke-ovetS, whlteout. etc., are not acceptable.
state of Florida
Department of Community Affairs
Bureau of Community Assistance
By: Q.Q~~.~G,,.-
Type Name and TrUe: Clayton H. Wilder, Community Program Administrator
Date:
I /.... / ID - D 0
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
By:
-::::/--c?~
Type Name and TrUe: James L. Roberts, Monroe County Administrator
Date: u, /7 /00 FEID Number: DC; (p {)OO 7tf9
Implementing Agency
Official, Administrator or Designated Represe(Jtative
By:
~~
Type Name and TrUe:
~ /7 /00
James L. Roberts, Monroe County Administrator
Date:
Subannt ADdc.fNNt