2002-03 Appropriations 08/21/2002
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
BRANCH OFFICE
MARATHON SUB COURTHOUSE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) ~j''1\1: 0 RAN DUM
MONROE COUNTY COURTHOUSE
500 WHITEHEAD STREET, SUITE 101
KEY WESt FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3663
BRANCH OFFICE
PLANTATION KEY
GOVERNMENT CENTER
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305)852-7146
DATE:
September 23, 2002
TO:
Theresa Westerfield, Court Administrator
Judicial Services
FROM:
Amelia Roberts
Administrative Assistant
Pamela G. Hanc~
Deputy Clerk
ATTN:
At the August 21, 2002, Board of County Commissioner's meeting the Board granted
approval and authorized execution of a Grant-in-aid Agreement for the continuation of Civil
Traffic Infraction Hearing Officer Program between Monroe County and the Office of the State
Courts Administrator for a 50/50 matching grant-in-aid pursuant to Specific Appropriation 3205
ofthe 2002-2003 General Appropriations Act.
Attached are three duplicate originals of the above mentioned, executed on behalf of
Monroe County, for your handling. Please be sure that the fully executed "Monroe e~unty
Clerk's Office Original" and "Monroe County Finance Department's Original" are
returned to our office as soon as possible. Should you have any questions please feel free to
contact our office.
Cc: County Administrator w/o document
Finance w/o document
County Attorney
File/
16th Judicial Circuit
Memo
To:
From:
Pam Hancock, Deputy Clerk .--\.\12. "\
Holly Elomina, Deputy Court Administr~
10fl/2002
Date;
R8:
Grant-in-aid Agreement for Civil Traffic Infraction Hearing Officer Program
Pam,
Please find attached two originals of the above referenced agreement for the Clerk's files and the
Finance Department's files. If you have any questions, please do not hesitate to call me.
MOlIn( Jlmty Clerk's Offtce 0rigIDaI
R [( [I \' [J SEP 3 0 ZOOZ
Grant-in-aid Agreement for the Civil Traffic Infraction Hearing Officer Program
in Monroe County, Florida
This Agreement is made among the Office of the State Courts Administrator (the "OSCA"),
the Monroe County Board of County Commissioners (the "Grantee"), and the Sixteenth Circuit
(the "Grant Manager"). The parties agree that:
A. The OSCA will pay the Grantee $13,151 as a 50/50 matching grant-in-aid pursuant to
Specific Appropriation 3205 of the 2002-03 General Appropriations Act for establishment
or continuation of a civil traffic infraction hearing officer program in Monroe County.
Upon receipt of a written request for release of funds, the OSCA will make a lump sum
payment to the Grantee.
B. The Grant Manager will oversee the establishment, administration and operation of the civil
traffic infraction hearing officer program.
C. The Grantee will use grant monies provided under this Agreement in accordance with the
requirements of 99318.30-318.38, Florida Statutes, and rule 6.630, Florida Rules of Traffic
Court.
1. The Grantee will use grant funds to pay up to $50 per hour for services of a full- or
part-time hearing officer appointed by the chief judge, and for other expenses
necessary to operate the program, including hearing officer training, office rental,
furniture, and administrative staff salaries.
2. The Grantee will submit a written requisition to the OSCA for release of grant funds
no later than September 15, 2002.
3. The Grantee, in consultation with the Chief Judge of the Sixteenth Circuit, will
submit a detailed, written plan for use of grant funds and operation of the hearing
officer program to the OSCA no later than September 15, 2002.
4. The Grantee will invest grant funds that are surplus to current needs or pending
distribution in accordance with the requirements of 9219.075, Florida Statutes.
5. The Grantee will release grant funds in accordance with Monroe County purchasing
policies and rules.
6. The Grantee will not use grant funds for lobbying the Florida Legislature, the judicial
branch, or a state agency.
D. The Grantee, as a "Recipient" of state funds, will comply with the Florida Single Audit Act,
section 215.97, Florida Statutes, as follows:
1. In the event that the Recipient expends a total amount of State awards equal to or in
excess of $300,000 in the Recipient's fiscal year, the Recipient must have a State
single or project-specific audit for such fiscal year in accordance with section 215.97,
Florida Statutes, and applicable rules of the Executive Office of the Governor, the
Comptroller and the Auditor General. Applicable rules of the Executive Office of the
Governor, the Auditor General, and Comptroller, and other information pertaining to
the Florida Single Audit Act can be found at
hUp:/ /www.myflorida.com/myflorida/ govemmen t/ govemorin i tiatives/ fsaa/links. html
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R E eEl \' ED SfP 3 0 2002
2. The Catalog of State Projects establishes that state funds were awarded to the
Recipient through the State Courts System, Office of the State Courts Administrator.
The Catalog of State Projects number for this grant is 22.001. Information from the
Catalog can be found at:
hap:/ /www.myflorida.com/myflori daJ government/ governori nitiati ves/fsaa/index. html
3. In determining the State awards expended in its fiscal year, the Recipient shall
consider all sources of State awards, including State funds received from the State
Courts System, except that State awards received by a nonstate entity for Federal
program matching requirements shall be excluded from consideration.
4. The Recipient shall ensure that the audit complies with the requirements of section
215.97(7), Florida Statutes, and the State Projects Compliance Supplement. The State
Projects Compliance Supplement can be found at
http://www.myflorida.com/myfloridaJ government/ governorinitiati ves/fsaaJindex.
htm!. Compliance includes submission of a reporting package as defined by section
215.97(2)(d), Florida Statutes.
5. If the Recipient expends less than $300,000 in State awards in its fiscal year, an audit
conducted in accordance with the provisions of section 215.97 is not required. Audit
costs may not be charged to state projects when the Recipient expends less than
$300,000 in State awards.
6. Unless prohibited by law, the cost of an audit required by section 215.97 is an
allowable charge to a state project. However, charges to state projects should be
limited to those incremental costs incurred by the Recipient as a result of the audit
requirements of section 215.97 in relation to other audIt requirements. The Recipient
should allocate the incremental costs to all state projects for which it expended state
financial assistance.
7. The Recipient shall submit copies of reporting packages required by section 215.97 to
each of the following:
a. The Office of the State Courts Administrator at the following address:
Donna Brewer
Grants Administrator
Office of the State Courts Administrator
500 South Duval Street
Tallahassee, FL 32399-1900
b. The Auditor General at the following address:
State of Florida Auditor General
Room 574, Claude Pepper Building
111 West Madison Street
Tallahassee, FL 32302-1450
8. The Recipient shall retain sufficient records demonstrating compliance with the terms
of this Agreement for a period of 4 years from the date the audit report is issued, and
shall allow the OSCA access to such records upon request. The Recipient shall
ensure that audit working papers are made avaIlable to the OSCA upon request for a
period of 4 years from the date the audit report is issued, unless extended in writing
by the OSCA.
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R E eEl ~ E U SEP 3 0 ZOOZ
9. Pursuant to section 215.97, the OSCA, the Florida Supreme Court Inspector General,
the Auditor General and other state officials may conduct additional audits or
evaluations of state financial assistance provided to the Recipient under this
Agreement.
E. This Agreement is subject to the following terms and conditions:
1.
The OSCA's obligation to pay the Grantee is contingent upon the availability of state
funds lawfully appropriated for the purposes stated in Paragraphs A and B.
The Grantee will maintain all records made or received in conjunction with this
Agreement in accordance with Rule 2.051, Florida Rules of Judicial Administration.
The Grantee will hold title to any equipment purchased with grant funds, unless general
law provides otherwise.
In providing, or contracting to provide, services, programs or activities, maintaining
facilities, and otherwise performing obligations under this Agreement, the Grantee and
Grant Manager will comply with the Americans with DisabilIties Act, the Civil Rights
Act of 1964, as amended, the Florida Civil Rights Act of 1992 and any other federal or
state law that prohibits discrimination on the basis of race, color, national origin,
religion, sex, age, marital status, or handicap.
2.
3.
4.
5.
If, in the judgment of the OSCA, the Grantee for any reason fails to comply with the
terms of this Agreement, the OSCA will have the right to terminate the Agreement on 30
days written notice by certified mail. In the event or termination, the Grantee will return
to the OSCA all grant funds, except those expended in compliance with this Agreement,
for reversion to the General Revenue Fund or the County Article V Trust Fund
unallocated.
This Agreement constitutes the entire understandin~ of the parties. All modifications to the
Agreement must be in writing. This Agreement is effectIve on the date of execution and will
terminate on June 30, 2003.
FLORIDA SUPREME COURT, OFFICE OF
THE STATE COURTS ADMINISTRATOR
~
GRANTEE
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Date/(".';;;'.:>....;'tJi~~~onorable Charles Mc~y~MayQt ~te
/"?f: ; ,'., \,/0 ~'roe County ;;0 <,:.. C) rr1
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GRANT MANAGER
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he Honorable Richard . Payne Date .
Chief Judge
Sixteenth Judicial Circuit
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R r eEl V f D SEP J 0 zooz
Civil Traffic Infraction Hearing Officer Grant-in-Aid'
County/Circuit: Monroe / 16 th
Aniount of Award: $ 13,151
Grant, FY 2002-03
Total Budget: $ 26,302
(Grant plus Match)
Cate 0
PERSONNEL
FULL TIME E my ALENT
Grant-In-aId
Spending Plan
County Cash County In-Kind
Match Match Sub-Totals
OTHER PERSONNEL SERVICES
CONTRACTUAL AGREEMENTS
Hearin Officer @ 50/hr.
Clerical Assistant @ $15/hr
7275
5876
7275
5876
14,550
11,752
13151
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ID
SEP 2~'02
15:15 No.OOl P.Ol
O~~rY ~~~~E'
(31/5) 2901-4641
Mayor Charles 'Sonny' McCoy
530 Whitehead Street
Key West, Florida 33040
305-292-3430
FAX; 305-292-3577
BOARD OF COUNTY COM~ISSIONERS
MA YOR Charles "Sonny" McCoy, District 3
Mayor Pro-Tern Dixie Spehar. I.>islrict J
Commissioner Murray NcllMl, District 5
Commissioner George Neugent, District 2
Commissioner Humbcrto "Bcrt" Jimcne1, Di!ltricr. 4
R [C E I\'[ D SEP 3 0 2002
September 27,2002
A TTN: Donna Brewer
Grants Administrator
Office of the State Courts Administrator
Florida Supreme Court Building
SOO South Duval Street
Tallahassee, FL 32399-1900
Re: Civil Truffic Hearing Officer Program
Oear Ms. Rrewer:
In accordance with the Grant-in-Aid Agreement executed with Monroe County, the) 6th Judicial Circuit and
the Office of the State Courts Administrator, 1 hereby rcquesl1he release of $13, 151 as specified in the
Agreement for fiscal year 2002-2003. The amount is equal to the total grant-in-aid 10 the county.
Please make the check payable to thc Monroe County Board of County Commissioners, forwarding to the
Monroe CQunty Finance Department, 500 Whiteh~~::I:CY ~Orid" 33040.
Mayor Charles "Sonny" McCoy
Board of County Commissioners
Monroe County, FL
CMcCIJE:kmp
Enclosure
cc: Holly Elomina
Deputy Court Administrntor
FABULOUS FLORIDA KEYS