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Item F26BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: November 18, 2009 Division: Employee Services Bulk Item: Yes X No _ Department: Staff Contact Person/Phone # Teresa Aguiar X4458 AGENDA ITEM WORDING: Approval of the Two -Year South Florida Workforce Plan for the period of July 1, 2009 through June 30, 2010. ITEM BACKGROUND: Under Title 1 of the Workforce Investment Act, including Job Corps, Wagner-Peyser Act, Veteran, Migrant and Seasonal Farm Worker, and Trade Adjustment Assistance, a workforce service plan is required. The plan represents South Florida Workforce Investment Board's efforts to maximize resources available and to coordinate these resources with other State and local programs in Miami -Dade and Monroe Counties. PREVIOUS RELEVANT BOCC ACTION: 2006 BOCC approved Interlocal Agreement creating the South Florida Workforce Investment Board for Region 23 of the State of Florida. 2007 BOCC approved Two -Year Workforce Services Plan. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval TOTAL COST: None INDIRECT COST: None BUDGETED: Yes No DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY: N/A SOURCE OF FUNDS: REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year APPROVED BY: County Atty OMB/Purchasing Risk Management DOCUMENTATION: DISPOSITION: Revised 7/09 Included X Not Required AGENDA ITEM # south florida Tkl- Employoy Florida October 19, 2009 The Honorable George Neugent Monroe County Mayor 25 Ships Way Big Pine Key, Florida 33043 RE: South Florida Workforce Investment Board 2009-2011 Local Workforce Services Plan Dear Mayor Neugent: As the County agency responsible for the administration of workforce programs and initiatives, South Florida Workforce Investment Board (SFWIB) is statutorily required — under Title I of the Workforce Investment Act (WIA), including Job Corps, Wagner-Peyser Act, Veteran, Migrant and Seasonal Farm Worker, and Trade Adjustment Assistance — to update its Local Workforce Services Plan. The Plan also includes the Welfare Transition/Temporary Assistance to Needy Families (TANF) and the Food Stamp Employment and Training programs. Attached you will find two Plans covering program years 2009 to 2011; the first Plan is SFWIB's typical layout of its workforce services and the second Plan addresses the impact of the American Recovery and Reinvestment Act and Jobs for Veterans Act on SFWlB's programs and initiatives. The development of the Workforce Services Plan is critical to having a comprehensive plan consistent with the State Workforce Investment Plan 2009 to 2011 that will be submitted to the United States Department of Labor. As Region 23's chief elected official, your signature is necessary on the four (4) attached signature pages and the cover letter for the Plan submittal to the State. For your convenience, enclosed is a Federal Express prepaid envelope for return of the signed documents. Thank you for your support in SFWIB's quest to improve the economic welfare of Region 23 residents via effective workforce programs. nxecuuve iiirector South Florida Workforce Investment Board Attachment Pc: Ms. Debbie Frederick, Assistant Monroe County Administrator Mr. Luis Andre Gazitua, ESQ. Senior Advisor to Mayor Alvarez 7300 Corporate Center Drive, Suite 500, Miami, FL 33126-1234 Telepkrou: (305) 594-7615 - TTYITDD: (305) 420-5529-> www.SouthfloridaWork€ofce.com The South Florida Workforce is an equal opportunity employer/program, Auxiliary aids and services are available upon request to individuals with disabilities. ATTACHMENT - E SIGNATURE PAGE This plan represents the South Florida Workforce Investment Board's (SFWIB) efforts to maximize resources available under Title I of the Workforce Investment Act (WIA) of 1998, the Wagner-Peyser Act, and the American Recovery and Reinvestment Act of 2009 and to coordinate these resources with other State and local programs in the following geographical workforce investment service area: Miami - Dade and Monroe Counties, Florida. This plan is submitted for the period July 1, 2009 through June 30, 2010 in accordance with the provisions of the Workforce Investment Act, the Wagner-Peyser Act, and the American Recovery and Reinvestment Act of 2009. We further certify that we will operate our Workforce Investment Act, Wagner-Peyser Act, and the American Recovery and Reinvestment Act of 2009 programs in accordance with this plan and applicable federal and state laws and regulations. Workforce Development Board Chair Signature Bernardo Adrover Name (printed or typed) Chair, SFWIB Title Date F` �N!r0E C 0 U N T Y ATTORNEY 0VED AS V.. r _ ChiefElectedOfficial Signature The Honorable Carlos Alvarez Name (printed or typed) Miami -Dade County Mayor Title Date Chief Elected Official Signature The Honorable Georee Newent Name (printed or typed) Monroe County Mayor Title Date 10/22/09 Page 1 • • • • • ui mumuuuuui P-4 0 [� • i I uuuuu `-' v E2 • iiiiiiiiiiiiii iiiiiiiiiiiij lill �= www • . � . • w ::4 Ana • w O • • uj m c c ¥ c @ @ m ¥ ¥ � R % % % U 2 a £ @ cn E E E / 2 @ n § L � 2 « w_ 04 k cn2 cn E @ q @ E o cn o k t O cnƒ z � U � 0 7 a 2 © ® 2 E E > cu \ § c cn Z 2 67 3 u 2 w $ cn@ ° ■ § cn 20 -i E t @ 0 d u / k A _ w Cl) U- cCL n % � E ■ 7 / ui 0 § E 2e § / '5 U w @@ E c /_ cnE / c 3 2 k o W / 2 & o / o m E U £ > CL § E ui Lu 0 cn cn o § $ w « 2 ® o 'e § ®cn L) 7 cn E cn LL $ = 0 @ 4) 4 U S r z k 2 2 § ( 2 o 0 2 4 2 � § 'j m_ g CL § 2 2 Bcu ® cu E E m 2 2 2 / 2 ƒ q @ 0 2 / ® ° g § CL § 0 � 0 d a) cnO q k J ƒ f O > o ± 0 2 o a) / o £ o m > @ •$ $ 2 $ m @ @ § $c E [ §m E § f \ \ 2 q CL E 4 § E a k k > k § $ / / @ § 3 2 3 k 3 3 2 2 2 O 2 O ■ \ $ Q m Q 2 Q m U � Q m 0 0 £ w g m ¥ o � � mgm@qTmc ¥ @mcc0Ac@ ¥ oc m m m mcc (Dr- 00 � qTmcccc ¥ 0000 cn C3) E U o / \5 E � \ o CN cn � '/ < a 6 oclC CN E ƒ 2 m \ " E 2 CU cn k R 2 ° k k \ k ® E2 § k z Vim § 0 r � (L2 0 " E% 2 E . 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U cn > 0 co ) Q O Ua c6 O 0 c vi O i- N U U c c0 Z a) 0 coQ L U 4 -0 0- (6 m U > m Cu L N cn L cn U O � Q-0 a) to O cn c a) c N c O � 0- Nr o 0 c6 0) 0 r Q N >% > Y a) a) O 0- cn N -0 O Y cn O OL a) � c >' L c0 c6 0 �' r_ c cn �'�' �' c Q cn L m m c6 E c 0 m U a) N cn ca)co co a) >+ >+ o OU c ) "- Ncu Oc) cu O a) O O c ) O >O to Ln i cu O 0 U cu U° ° Qx � � m � Q mE ai � O° Na) ° co ° Q O 0 cncn > cn L cn a) � a) c c o m c6 O o_ o_ � CL u O O) a) .0 co cn NO a) O O _ L A E a) 0- U a .O a UN c n -0 — �a)o X O — c ) 0 > 0 c O n a) >, ) a O >' c6 o 6 U O-0 -0 O N c6 co U =_ U to .V N N O O 0 0 -0 O Lo On n n cn O U O o cn >cn o m � ° cn co oU Q m cn cn cu tf cn U O cn O Mcu — 0- N p N ° 0O Y a) L .� U Q c0 �..i `� yam-+ yam+ L fn cu r cu CU cu E cn i�•� CU �,} cg co c6 cn cn O U ,� a) a) O m — = E cn O cn in a) Y in U O L " a) � � N +_ c6 — U 0 Q•— � co >+ N E a) cn > co O cu � cu a) U cOj C � p to O tin a) a) a) O cn .o Q U � Q O _ O c6 N Q.0 C L U O U a) c6 O O a) p � � O >% �- � Q � (6 � � = cn �' O O � a) i � � O N �_ O a) N N a) Q cn L � L cu : (6 OU O);0 � a) Cl) c6 O U cn O p c j+ a) 0 c6 a) N `� L 0 _ Q E a) .� U a) Z mU � � a) > � ° cn a) cu oa) � a) cn oQE O cn a)cn M U O a) C N r r N +� L - O N cn a) a)cn a)cu cn co O O a)V c0 n L n n — cn 0- 01 a) ' a) co ) � ) �-a � w w Nvc O O O r- U � cn c6 cn QO 0) � 0 cn O cn O ° : o nn > — x o O n a m c o LL ) > mE ' U) n o > o) ) -0 O Cl) o_ o cu � a) N ^^ ° � a) Q E L to L E � Q cn = c0 C cn cu -0 a) R � a) O 0- cn O a) >% O a) a) D) r = co �— cu � CU Cl) co = a .L �' a) O_ U a) m co = m LL co a) co _ �' �+ a) a) O U �- � c0 cn L- a) _ U � co Q U) Q CL V a) .O M � C Q= R3 Q D a) � to — co `� O V N cn a) L U N .cn 0 O U O E ° c0 LL O c to = a) O to to N = .— E Off '— a) 'i -1 0 L) cn o _ te}° -} 0 ° . + � o ° v o >�- ° °W E � 4) a) � mm o ° o o = r Q O c6 N co Q•- co = m 0N = �� O) 0- r � Wcn 0) 0 O _ O O cn c0 c0 a) a) cn cn )6L a) ) � � � toO O � c6 U nw Q c0 c0 >% w w O ° cn a ) a) ) Q ° o U nU m O OUcu ,-v O � cu0 ° � cuO cn o E > = 0) o " o � — � c� c) c .D LL Q Ln cn c0 � >' cn = — L r Q. L 0) r 1 QU a cu o � o .E a) a) o E0 U � ° � O • L `n � v) - U M ^ m ) coo_ O O > Q . U O L � � = U 0- " O Ocu 0 0 cn O a) > O a) ) c6 Q 0) CL ra� c a O cna) a)te o � Oa O a) > -0co 0) cn +� o oQ �' p � cCU� " • a cn -0 po Qv - cn ) O 'oQ o n� cN cn a) CU J C a) >' N cn O ca > a) a) U :c cn o_ (D N cn •; O >, � -0 N N c6 cC i cn yam+ O (6 >�.0 a) yam-+ 4 ^ U = Q - cn L N L fn cn c O N ' 0 O O _1 c0 Cl) - a) U a) i- � � W co c6 � c6 cn cu U ++ .� yam-+ V cu W 0 � U 4) O L }I V' U > W v/�' o_ o � cu 3 cn cn cn cn c L CU cn cn >_ 0 � . o O U o X >+ �cn � cn NO a)O co O Un U n� cu O � � U O VJ cu c0 > Q — LL = cu cn cu >% cn cn Q N (6 0 (6 cn N CU FuO Na) Y� >O O �OQ `Oc6 oQ O Oo c6 O O CU U O O r 0-QO > o a) = tU ON_ co a) co ncn cn W 0- O co i- c0 a) Q Q �p>, Q a)cn QO co cu v � ° x 'vQ o �E c = ° cn O0nCU � U co — U a) cn O U a) cn >, O = Y �_ vi O� L O1 " O "--� � N >' U a) `- a) >, Q O O a) tn "J r N O N co O O >, a) Q a) cu LL L �a)MO m NZ ° ° n a' o o o OO Qn � m Q �o _ Uc6 ca ZZQ o_ U a _ a) N= a) .r ) n o a) O O O co cua - o � c �� c) c cUQ. 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Purpose The purpose of the 2009-2010 South Florida Workforce Investment Board (SFWIB) Balanced Score card is to strengthen our workforce service delivery system and to become highly effective and efficient by simplifying complex measures systems, integrating multilevel performance indicators and focusing on the basics such as employment outcome and self-sufficiency. The Balanced Scorecard is a pay point structure that provides the corner stone for the organizational cultural change necessary to embrace practical and versatile business solutions to improve employment opportunities for all jobseekers and increase our businesses competitive advantage in a global economy. The Balanced Scorecard acts as a measurement system, strategic management system, and communication tool. It provides a compass for resource allocation to our Service Partners by sorting and prioritizing dozens of state and federal mandates. It simplifies the complex and perplexing Workforce performance system which in turn enhances the ability of our Service Partners to allocate human capital and financial resources in areas that will collectively benefit our regional performance. The SFWIB pay point structure is derived from the local, state and federal mandated measures. The comprehensive multilevel performance measures system was used to distinguish the organization's goals and define the Balanced Scorecard measures. This system will assist the Region in exceeding performance and serving all participants. The graph below illustrates the vertical integration of the multilevel performance measures system. Aiiii6ib." In the past, the workforce service delivery system has been consistently bombarded with sophisticated methods and techniques used to evaluate performance. Inadvertently, the Workforce service delivery system's focus was diverted from the most basic goals such as employment outcome and self- sufficiency. This document describes the report selection criteria,the reporting elements, and logic that �^ will be used to obtain the different reporting elements. It is organized in sections based on the report PayP M I.Y PP0910_ peca W fig- 1-09 Page 1 of 11 Attachment I (Exhibit D) requirements provided by staff. Please refer to the table below for abbreviations used throughout this document. and Food Starnp One-Stop Service Tracking CAP(Welfare Transition) Program arid Food Stamp OSST Employment and Training Program ffSET) EF Employed Florida WlA Adult(WIA AD),WIA Dislocated Worker(NA Marketplace DL)and Wagner Peyser(WP)Programs Service Account Management System 1.2. Report Details Data will ba obtained from the OS8T. SAK8G and EFdata warehouse. The utmbe'odotm warehouse is downloaded nightly into the local data vvmnahooSe. As per user opmcifioaUona, the following methodology was defined: Required Measures (70%) - per Center 1) L eve/oyServices Methodology The measure consists ofVV|A and VVP participants served and must equate 85 percent of the level of services per center. The allocated percent is calculated based on the center's percentage of the total (administrative, programmatic, SAYWS. and AVV| staffing allocations) funding m||ooeUon excluding FSETend CAP funding divided by the ReQion'ototm| funding. The 85 percent of the Level of Services is om|ou|mbad using the Center's funding percentage times 85 percent. o The total#VV|A and VVPof participants served bycenter Divided by The total#ofVV|A and VVP participants served in the region Data Source The data for this measure is collected and analyzed using the EF systems. payPdimts_FP0910_Som*s5~8'31-09 Page 2of11 Attachment 1 (Exhibit D) 2) Level of Services Indicator for Special Customer Groups Methodology The measure consists of WIA and WP special customer groups served and must equate 80 percent of the level of services per center. The allocated percent is calculated based on the center's percentage of the total (administrative, programmatic, SAMS, and AWI staffing allocations) funding allocation excluding FSET and CAP funding divided by the Region's total funding. The 80 percent of the Level of Services is calculated using the Center's funding percentage times 80 percent. Note:Adult Programs special groups include the disabled, veterans, and offenders. o The total#of WIA and WP special customer groups served by center Divided by The total#of WIA and WP special groups served in the region Data Source The data for this measure is collected and analyzed using the EF systems. 3) Services Outcome Rate Methodology The measure consists of those WIA, WP and mandatory CAP participants who received services by category(Core, Staff Assisted Core, Intensive and Training). The measure is calculated based on the total number of participants with an outcome divided by the sum of the total number of participants with an outcome and the total number of participants with no outcome. Note: In order to meet the services by category standard, the overall measure must be met. o The total#of participants with an outcome (placement) Divided by the total # of participants (soft exited) with an outcome (placement) plus the total#of participants with no outcome (not placed) PayPciirit _FP0910 Specs 5-8-3 1-tag Page 3 of 11 Attachment 1 (Exhibit D) Data Source The data for this measure is obtained from the EF and OSST systems. 4) Training Completion Rate Methodology The measure consists of those WIA and CAP participants who completed training in SAMS divided by the number of participants who enrolled in training in SAMS with a completion, any of the closure reasons, or a period of no activity 30 days or greater. o The total#of participants who completed training in SAMS Divided by total # of participants who show a completion, any of the closure reasons, or have no activity in SAMS for 30 days or more. Data Source The data on the completion of the training is collected and analyzed using SAMS. 5) Training Related Placements The measure consists of those participants who completed training, obtained employment and have been placed in a training related occupation divided by the number of participants who completed training and were placed during the reported period. o The total#of participants who completed training and obtained employment and have been placed in training related occupation Divided by the total#of participants who completed training and obtained employment Data Source Training completion and training occupational codes are collected and analyzed using SAMS. The placement information and occupational codes (O"Net) codes are obtained from EF and SAMS systems. The O`Net codes are used to map the training occupations with the placement occupations. PayPoii its,FP0910 Specs 5 a -31.09 Page 4 of 11 Attachment 1 (Exhibit D) 6) Employment After Services Methodology The measure consists of the total number of all unduplicated employments after services per center and per year. The following methodology was defined per program: Wagner Peyser-all placements as a result of a referral to a job order. WIA Employed Worker-all placements for those participants employed at registration. CAP-unsubsidized placements entered in the OSST system. FSET-unsubsidized placements entered in the OSST system. WIA Adult and Dislocated Workers-same as the WIA Employment Gateway measure. o The total#of participants who obtained employment Data Source The data will be obtained from the EF and OSST systems. 7) WIA Employment Gateway Methodology The measure consists of the total number of WIA Adult (AD) and WIA Dislocated Workers (DL) placements. Note: The Career Center must at a minimum meet the WIA Employment standard as well as their total Employment After Services Standard for payment. The WIA Employment standard does not include the Employed Worker Training/Customized Training Program trainee or a participant employed at registration. o The total#of WIA AD and DL participants who obtained employment Data Source The data will be obtained from the EF system. Pa1yfti ut _ P0910 Specs 5. -31.09 Page 5 of 11 Attachment 1 (Exhibit D) 8) Increase in Professional Placements Methodology The measure consists of those participants that entered employment and have at least a 4-year college degree and whose hourly wage is greater or equals to $15. Placements are unduplicated placements per program, per center and per year. Service partners are expected to meet or exceed their PY '08=09 actual proportion of the Region's Professional Placements. The standard is the PY'08=09 proportion of the 10% Professional Placements required of the Region's total employment. All placements' wage above $15 will need documentation (including Wagner Peyser). The following education codes are used to calculate this measure: Education Description Bachelor's Degree Doctorate Graduate Degree Masters Degree Note: This measure will include a participant employed at registration (not an Employed Worker Training Program/Customized Training Program trainee)obtaining additional employment. o Total#of all placements meeting the above Professional Placement criteria Data Source The data will be obtained from the EF and OSST systems. 9) Increase Self-Sufficiency Placement Methodology The measure has been defined as the total number of placements that were made where the average wage is greater than or equal $13. Self-Sufficiency Placements unduplicated per program per center per year. Service partners are expected to meet or exceed 25% of their total employment. Note: This measure will include participants employed at registration (not an Employed Worker Training Program/Customized Training Program trainee)obtaining additional employment. o #of job placements placed @ 5 $13 w Data Source The data will be obtained from the EF and OSST systems. PayP�.'Ant _FP0910-Specs -6-31-09 Page 6 of 11 Attachment 1 (Exhibit D) 10)Job Order Index Methodology The number of all new job orders entered during the reporting period. Labor certification is excluded in the calculation of the Career Center performance. o #of new job orders added in the system during the reporting period Data Source The data will be obtained from the EF system. 11)Job Order Index above$13 Methodology The number of all new job orders entered during the reporting period with a minimum hourly wage of$13. Labor certification is excluded in the calculation of the Career Center performance. o # of new job orders added in the system during the reporting period 5 $13 per hour Data Source The data will be obtained from the EF systems. 12) CAP Error Rate Methodology This measure consists of the Quarterly Quality Assurance Data Validation reviews which will be performed by the Quality Assurance unit during the Program Year for all Welfare Transition (WT) contracted Service Partners located in the Region's Career Centers. Data Source The data will be obtained from the File Review and/or the System Review Tool. 13) WIA Error Rate Methodology This measure consists of the Quarterly Quality Assurance Data Validation reviews which will be performed by the Quality Assurance unit during the Program Year for all Workforce Investment Act(WIA)contracted Service Partners located in the Region's Career Centers. ayPo os.. 0g1O_Sp cs 8.31µ09 Page 7 of 11 Attachment 1 (Exhibit D) Data Source The data will be obtained from the File Review and/or the System Review Tool. Combined Regional / Per Center- (30%) The regional measures is a gateway to the per center performance. The following common measures have been defined. 14) Jobs Openings Filled Rate Methodology The measure has been defined as the number of job openings filled from the job orders in the Job Order Index measure divided by the total number of job openings in the job orders. The job orders to be excluded in the measure are: those on hold or are still open. o The total#of job openings filled in the job orders Divided by the total#of job openings in the job orders Data Source The data will be obtained from the EF system. 15) WP Entered Employment Rate Methodology The number of all Wagner Peyser participants placed during the 90 days following their exit date. Exits are defined as participants who have not had a service within the next 3 months from the last reportable service in the reporting period. o The total#of all WP participants placed at exit Divided by the total#of WP participants who exit Data source The data will be obtained from the EF system. Pay,Punts...FKW 0,,Sp c 8 9•d Page 8 of 11 Attachment 1 (Exhibit D) 16) W/A Adult Entered Employment Rate Methodology Measures the number of those adults unemployed at registration and the percent of all adults placed in employment at exit. o The total#of all Adult participants placed at exit Divided by the total#of Adult participants who exit Data Source The data will be obtained from the EF system. 17) W/A Dislocated Worker Entered Employment Rate Methodology Measures the percent of all dislocated workers placed in employment at exit. o The total#of all Dislocated Workers participants placed at exit Divided by the total#of Dislocated Workers participants who exit Data Source The data will be obtained from the EF system. 18) W/A Adult Employed Worker Outcome Rate Methodology Measures the percent of those adults employed at registration that remain in employment and attain a credential at exit. o The total#of adults employed at registration, remain in employment and who attain a credential at exit Divided by the total#of adults employed at registration who exit during the quarter Data Source The data will be obtained from the EF system. PayPorMt FP09 0 Specs5-8-31-09 Page 9 of 11 Attachment 1 (Exhibit D) r 19) CareerAdvancement Program(CAP)Entered Employment Rate Methodology The measure consists of the number of all CAP participants placed within 45 days before or after closure date divided by the total number of closed participants within the reporting period. o The total#of all CAP participants placed within 45 days before or after closure. Divided by the total#of closed participants within the reporting period Data Source The data will be obtained from the OSST system. 20) CAPAlf Family Participation Rate Methodology The measure consists of the total number of families receiving TANF including a work eligible adult or minor head-of-household who is engaged in work activity for the month. o The total # of CAP participants receiving Temporary Cash Assistance (TCA) Divided by the total # of CAP participants receiving (TCA) that is engaged in a Federal allowable countable activity Data Source The data will be obtained from the System Review Tool, OSST, and MMR. 21) CAP Two Parent Participation Rate Methodology The measure consists of the number of Two Parent families receiving TANF that include a work eligible adult or minor head-of-household who is engaged in work for the month. o The total#of Two-Parent CAP participants receiving (TCA) �< Divided by the total # of Two-Parent CAP participants receiving (TCA) that is engaged in Federal allowable countable activities ayPOVAS TP0910 Spec., 8•-31-09 Page 10 of 11 Attachment 1 (Exhibit D) Data Source The data will be obtained from the System Review Tool OSST, and MMR. 22) Short-Term Veterans Entered Employment Rate Methodology The measure consists of the number of Veteran exiters who were identified as placed in EF in the 90 days following their exit date divided by the number of Veteran participants who were unemployed at their date of participation and were exited after 90 days. o The total#of Veteran exiters who were identified as placed within 90 days of the exit date._ _—.._—. _..........._. Divided by the total # of Veteran participants who were unemployed at their date of participation and were exited after 90 days without a reportable service Data Source The data will be obtained from the EF system. 23) Food Stamp Employment& Training(FSET)Entered Employment Rate Methodology The measure consists of the number of all FSET participants placed within 45 days before or after closure date divided by the total number of closed participants within the reporting period. o The total#of all FSET participants placed within 45 days before or after closure. Divided by the total#of closed participants within the reporting period Data Source The data will be obtained from the OSST system. PayPoiiiks FP0910_Spr cs 5- 41-.09, Page 111 01,11 �f I, P g� 119 JI, e J, A 21 as 141, 11.11 all V, ed 4", "' Al, All, Al' �111 i w"n ",I A 41, 4 R� "n 10, 15" 1., 1., • 00 CD 04 CL LU aTg cr uk 4 5 14 z -C CL CM Nip c 2, A z. a =!6rce : Employ lri M in 8% IM 0 E NIA Is 5 9 AN iM ON IN GNP 0 IA tU No Is 0 If 0 91 a a a AIN r (u 0110 IHim a 4 W a In M NO AR r V v N ,err....nAl � dl Z �� Prog ram Years 2006-2011 Jug TABLE OF CONTENTS L RNANCMI MANM�;EMENTSYSTEMS,,... 6 IL C(l)Sl N I OCAJ1014 AN[')SFIARED CC ............................... e) Ell ........ ...... 7 M PROPEERTY WI GE ... ......... w. ww ... .......... 13 X: VI RECORE)""o AND CO NFIl'' EN1 IN 11 4 M F)ROCE[)�IRI�'ll,�', ,,,,,,,..,,"","""""",mll,"'I ....... ....... .......30 W. ll MON11'0M�NG AND RES01 UTION PROCESSES... ....... 31 AH"I OPPOF0(NTY FIROCEDLJR(IiS.............. ............ ....... .....................I......41 X. FIMOR APPIRM')VAL ........I........ 44 X, SARBAtil,,E&OMEY ACT'U��2002— K"MR N I ...45 C-A BITS, C:l Cl"E R nFlCATIO�,,l I'll 11,I'll,I'll,III I 111 11 111 ljj III r III III III"I III III III nun I'll%III lU I) i III I'll III I'll,III III III"I II w w III III III III I III I"I III I"1 1, Fk.,',/:i�,',,,,'i)e 2 d 5 Financial Management Systems Financial Reporting South Florida Workforce Investment Board (SPWIB) maintains a financial system that provides fiscal control and accounting procedures in accordance with generally accepted accounting principles in an effort to provide accurate, current, and complete financial information. The system has been in place for many years and is updated as needed. It has been audited annually by an independent Certified Public Accountant (CPA) and monitored at least annually by the Agency for Workforce Innovation (A I}, A copy of the SPNIB's Internal Accounting Policies & Procedures Manual is available to the A and/or the SFWl13 Regional and upon request. This manual was previously provided to A and is periodically reviewed by A monitoring staff. SFWIB uses a modified accrual basis of accounting during the year and when issuing monthly financial reports to the Audit and Finance Committee, Revenues are recorded when received, and expenditures are recorded when incurred. The agency's financial auditors use the accrual basis of accounting when preparing the annual financial statements. Accounting Records in order to ensure Me observaince of Hrniiiafions and restrictions placed or) Itle use of variotjs Ajindk"ItIg avaitabb to the agency, SFWiB utilizes as ftind accounfling solfwaresystern nar,ned &:ige MIP FUnd Accounting 'Systern (SUiP). 1'Nssystem iroactUires .hill/ urew.,mue and expenditures be reported tz)y fund in an effort to idenflfy grant funds. interruNi Controls, cif: lid recooiN7es it is, as steward of the public's rnoiney and taxpayers hold It,* orgaNzation accountobte fo use funds wtsety and to pirated theffl frorn toss whHe 1r) Ifs, Custody. As a resralt® a stroing liriterr iai coinlroIi policy exist's <-xnd is irnonitored to prevent IrTftuse of funds. The object[ves of: tNs systern or(-.,) to provUe reasonaUe assurance aH assets, includilng workforce deveiopirn(-,)int ftinds, aii sateguarded agak)st ioss from Linauthoirized use or dispost'lion; transactiorrs ore execut(-,gat ki accoirdance with irnariageiry"ient's authoriizaitloin; and aire recorded property to pen nit the ;)reparatton of finaricial stalernents in occordonce with generally accepted accounling iprfnc�p�es. Segregation of duties reduces the flkeftmod of one person cornpletely coinfroiHing as process or fuincfloin fTorn it)egininh,ig to end. Steps have been taken to ensuire (".idequate segregaflon of dtrfles for the vadous trairm'.ictions that may occur duiring the course of b u s i in evs, Members of tho accountring staff earr and take anintiat vacal,ions or) an ongotnig Ibasis, Duririg an ernployee's absoince, smoother nriember of the accouinting staff iperibirms err 9 K I"I of 11,11"1 1"1 11"1 111"1","I w��I��I��I -iv,","I"I"1 11 Ili rna1 111,111."1 11,.111 111.'- "',�,"'I'1 111.111.11,"1,""I",IIIox""111 9 of 75 f,"ILA\1 - VVDR 23 Progiarr) Ye(-in 2(")06 201 1 dkAiles and rnerr ffnks/li)eIr(A ornd " arx'A cost Wocaflor n,s, lin, as ceii n,[raHzed Uoa atlioiro, errors spr(,7adsI)9ets aind ca�,Acuk',�flor)s, of acm rits arn<J, H eslablWl*d U,')rovkie for k.'IantffytP g rece[ols experwdh,uyres of p:�nogrcii Tr,u fi),ir)ds coni,racl', ra0arrrrCfl CL.�Irfl'IroiIs ('nln,�,P rnorflfore(.1 by the for Flirmrrice It-* Office ('14 colrijt*"ni,Jous A revpew of SFWB's h)terrn<,,il N alsol as of the ar) ir�nraP fiscal audilf, "'3FOB's iterr,ecfli Car- " P,0111Cdes are lenowri(,T)ncJ enlorc;ed by H's bowd ar,ad IN,ii N4,;el C i �,Vroil,,,s Orice 'M e Ek,,,,x",nd of Drecl'or,,,, fli le WHILK]Il 01i rEraliing bLKJgE)t, H [,)Irector for U hr)artce or einiteirs tUne bli,id,,)iet flgUIT'es Iii 0o fl le ivAll°) 'Y jcccur',ltlrnp,!J, rvN,>r, a,'Dacl,"vfur,Ailn(,',� S#TE,,Iolii aind cncm,�jnt Hinja' I'k m rt 1>udget er,fl,r�es of as bt),d(,je"I, lef,,Jge�' II nat Is geinerail N a:,m ny gilvelr, flrne,, the accounnth,"'ng sliaff carr look r,,)fpa,i bkjdgE,,,rI, 111 1, SY�'pII", ,fc>r stireciryni by bk,idget Ufern,, During the y(-,)ar each dkector (Prograrns(xid A&YANstration)verifies budgeted funds(lire avaflabie before (.-jippr(whrig aii purchase ordleirs, and contrcu.'As, Ni purchamn, requisftions and contracis are preserited to the &%sistant, IArector fojr i"Jyj(jj)Ce for budget approvo. � before they are finailiwd. Pie A-mistant Drector for Ftrianc(m sigins and dates the requUtilion/contract iindicatIng the avaflablity of Ip udgeled ftinds and SUbMRS ii tO the Executive [Arector for flinai appa.wai, El�a'aar,Ih caaraouriiaint ps aiso P9(jLAred to veirrfy budgeted kinds are avaikU ibk) befbire processkig payrneints. As part (A the nionthly cioshig process, the Accouniaints aind kxsilstani, Controtleir for Finance goineraie achilai vorsus btidget, reports, directiy out of the m('0LAinfing syslarn, These varianco reap orls (He pririh°)d for each f�jindirig source and for tho iofai (:'Agency,, Tho budg(:4, variance ireports are gilven to the &ssistarit Director toir FInance for flinoU reAlew, Copies of the budget vairk:jincle reports are dMrilbuted -to It''* Anistaint [Aran"loirs Ibr, Programs arid AdiniNstraflon, and the EXeCLANG Director foir it'llek ircraview, Un- dtAHgalted IbaaUaarnc.es are anaily7ed quarteiriy fbr posdtAe redktirtbution to 1prograams h need of addriioinali funding I tie budget vairlaince reports are presenlred and dNcussed at the Aud[l,and Fkiance Coirnimilttee rrx)nth' ly rneeilrngs, "I riese iraalpm orls aire cihsc:) presented ar)d ldpsckjssed at ftm)South Florida Workforce linvestirnent IBoard (SFWiB)rno.)ethgs. Allie Costs SFVViIB strilictly adheiii to Office of Marmc,.)eirner)t aind Budget ((,)MB) Cilmdar A-122 4) a terrnhh,rg d1lomkAle and urmHowaUo. costs, as wet as dilrect and k-)dilrect costs, Source Documentation m ill R v it w fu"I ol ill ill I"I ill Ill"I"I"I"I"1 11,ill"I"1 111.1"..ill. 11.IjI v,ol I"I I Ill 11,1 11,1 Ill"1 11,1',,Ill m I,,,11"1"1%,Ill 11"1 1 1 1 1 1 1 11 Ill"I I I',,I m 4 of,' 75 S T I I AH accounfling records contah su;)porfing or source dOCUirnentahon such as hvomces, pum.liase orders, Ipa'�d bilki, copy of check, irry"ie sheeis, payroH re&O-eir, Ipr yirofl aru."I ottendarice rocords, contract and sub-graint a curnents, arid deposrt Apse AU financ a� irerrc ords, reports, source documents and work ;-.wqpeirs are retahed by ftv,) Rnonce DvWon on s0e for as perrod of om (1) year. The docurnents(,.iiro rnatntak'*d on- sfte un'tH the aninti(A expendrture report coniahing the find expencIftures charged to as given Prograrn Year's aHotrnent �s subrn�ltted to AWL or untH afl aUdits airr(j, cc ry'#eted and flindtrigs or) aH clalims haw,') Ibeen fUlRy resoMml whchever is lateir. Records oUer than one(1)yeor are rnoved to off Oestorage, lk, )Mce Flartners/Contractrors ore reqdrod to makitain their records for a pa lod of five (5) Years fdRoMng tonntnation of conhract or fiino payrnent, whichever'�s�ater. Casti Management Cast"i is requested frorn AWi ori as weekty basis based on the diff(.)rer-)ce between cast) or) har)d and actuai expendlltures (cast-i dist)ursernents) to date takhg into accouint minimurn projections CLe,., invoices on 4-mr)d but riot processed at ti,)e firne of repoirfing),, Thus, no excess cash shodd be maintained on tiarid,. Cast) 6s d sbursed withn five (5) business days of ireceipt, Page 5 of 75 ADMINISI RATIVE FIAN - WDR 23 PrograrT') Y(:.)ars 2006 2011 11 . Cost Mocailbin and Shared Cos I s SFWiB's cost aillocation p an (ExhiUt-# 1)and resource shark) ac re.ern ent were prepared k) ac�:'.ordonce wffl--i the requirements of the F:bderap Award(s) to whitch they applly, Ge- neralliy Accepted Accm.jr-0-11ing Princ�jpbs (G.-AAF:1) arid OMB Circuiar A- I„ "Cost Prpnci ail es fear State, 11 ocall, arid lnda ain Trill ap Gov ernmer-l-ts.,,," All costs iinclluded !!in the jp ain are (proper�y aHocalbb to Federap Awards on the basis of as beneflciap or causap repationshllp between the expen&ture k-)curred and 11-he agreemenl� to which they are allocated On accordar-Ice Wth appficalble requirements,. SMIlar types of costs air accounted for consistenfly arid AW MH be nofified on army accounfling changes that wodd affect the capcuiaflons. "1 11 Ill Ill Ill 11 Ill W 11 Ill a U)Ill Ill I Ill Ill Ill Ill Ill Ill"I"I"I"I"I"I "1 11,"1 Ill 11 Ill Ill Ill"I"I Ill 11 Ill 6 of /75 N',,I, - VVDFC , 23 I's 2006,2011 Ill . Procurement L Procurement of Seirvice Partners Comoetifive Process for Awards to Service Partners SlFWS competlifive process ps a set of ropes -that safeguard fapr and objectNe decWon- maWng when choosling Career Center Service Partners or awardpng other grant funds to partners, These ropes must cornjppy wfth appropriate fedeiral, state, and pocall reqUrernents. Centrap to this process are the core vapues of integrity, accountability, and a systems perspective, SlFW11B complies wfth FS. 287, OMB 122, 187 and A-]10. al IRecords Management ki accordair ic(,!,,) Wth f6derap and state reclukE,orrier"O's, r9(xxd,,! (°ire rnapirntamried f<x (�°i rnkflrrKjrn of 1rhiree (3) years for eactr palm ocrireryient process. These recoirds unckjdf) c'Jocurner"O'cition foir the purpose and ratk nape f<)ir the rTlOifiod of: piroct irer irneir ilrl Yffl contracior sfOecfion or,rejeciian, and a costft)Hce anapyds. a.2 Rationale for Procurement Method For each cornpefifive procurement the method used for the procurerneint, (e.g., Reque,st for Proposalls, kivftafion to Negofiate, etc,,)ps mapntak-ied on file, The Iraatpornape for afl non-compefi.trIve procurements ps docurnented accoirdping to qj.DpHcaUe IregUafloins, cost ttiirestidlds, type of sefvllce berrig procured and/or emergency procurernent sffi..jafions. a.3 Contractor Ill ejectloiri or SelecHon lbe evakiation (,.ifflefla are kept (�)irn file for eaclh r)roctnernent effoul", kxkx%r)g the kid6vUua�l evcA jaflon forrns cornlp)Wed for eact) piroposap subrriHied, pri addffion, cop"K)s of cou'respondenc(D sent io SerAce Flartriers k,i luregalyds, to il ie procurornent aire kept, (is ps doct.nnentaflon of Sl IB acfions corx,.,errnpu ig tt e sdlectioir) or,non Wecfion of partners, a.4 Basis for Contract Pdc* The cost/pruce aii)apysis arnd proposed cost of seiMce serve as the Il ads for rues oflaflon and flrial piice for the proposed sery ce of the contract price. Any iim scellaneous corirespoir)deince regardk)g the proposed costs WO be rnaWalined 'urn H,,)e approprpate fiRe. a.5 Code of Conduct/Standard of Conduct/ConflIct of Interest-Award/ Administration of Contracts w fj m 11 11 ol F,D"III,.III III "I"1 111,111 111 l 11,f "1 11 111"I uj Ij I III Ij I 1j,Ij III III I I III Ij III III"I III III I"I"I"I 11 lIj"I"I"1 11"1"1 [1,ol H III Ij[ lf 7 of 75 Sif-WO contract award and admirflstrution ixocoss f6tiows Miarni-Dade COLUlty'S confik.l of Witemst gUidelines, In (-.iddilion, SFWiB adheres to the standard of corifficli/conflicl of interest governing the In efforr-noince of(-)!n�pIUoyees, officers, it contractoirs engaged in the award and adirninisiration of coril-ract as pires('xibed by the IFiorida Coirnrni,,w,llon an Ethics, GtAde to the Sunshine Ary,iendryxaint and Code of Ethics tor,RjUic. Officers, No indMduai (,137WiB peirmainent or lernpoirairy staff, authortzed agent, or SM2 irnernber) shaUi participate ern or cast (-.i vole iin the seieciilon of', or Ilan the award of as contract if a conflct of interest, reai or apparenii', is linvoived. Such a confHct wouid arise when the indMduai (SME peirr'nainent or, ternpoirary Mat atithoirilzed agent, or, 113FWS irneryliber), or any mernber of' the iiridividuai's trnrned�lafe family, IndMduai's partner, or an oirg air 7ation which er npioys or abOiLlt 1-0 ernpIloy any of the above, has a firlanc all or other interest in libe ageincy oir organization sebcted fbir the award, Furtherr'noire, for ISIMB staft, Miarni-Dade County code requires any er-pployee seeking to have oultide empioyrnent or other outside incorne produce ng business,linvoivernent rriust fiirsii obtaun wiriften appr(:)va� frorTlthe SF-WiB ExeCLAMD Diireck.xm ki this way mt is Ipossiobie for the Si'M to cointrol coinflicts of uinteresl& In addHion, SFWiB procUr011 nent process exercises further cointro of corAct of interest, Responses to the soHciitations (ire ew".iluated by a tearn, whiO-i kickides sluff and ly°tay (-,,onkiin lIndMduails oulside SFWiB with expertise in the IpaartV6alllcair aii SFWilB ffiernbers, using a pokit systeirn based or) evaluatron criteria publistied mn each soiicil<-.Aion. lh(.") evaluation criteria scoring sheat re(.,jukes evaitiation tearn rnerTitx)rs, to declare)as coirifficl of ink..orest, aind if as conflict is deciared by a mernber in regords lo air) agency, ther,n ti)e scores of tlhat rnernber are nol considered en .lhe a evda opryient of a iiok.ii poc inl,scorf.-) for, that procuremer-ilL Recornirnendations, deveioped by It-te evaluatioin/ir(-.Jifing to aria in the Sunshilne are subject to the SFWWB ComirriRtee structure with the SMS Making the final lkinding decisions, B. Method of illrocurernent ond ProcUroment Proces To the extent Ipcasasnibie, S&Mce Partners for Rle&n 213 airo S9iOCfE)(J through as con)lpeliifive proctjr(--pryieint proce&s in accordance with IFS,. 287, OMB 122, 1187, etc. Noin-coirnpetitive witt scAe source and eirnerc Ien(,,.y pirocuiroi nerits, rnay be authorized in accordance wfth FS, 287, OMB 122, 187 aind A-H 0, b.1 LegalNofices Notices of as sokitallon aire published iin "The Miaim Herald', 'The Miarn� Tirnes", 'Di aria Las Arnerk.as', and the "Key Wes�Citizen." SFWilB rnaintair-ns a bidders iist that is t,jpdated on an on-going basis, SPEWCiaiized or, targeted soilicitations may aiso be Used. These soilicil"I'adorns aire geneiralRy based oin firma requirerner-ft and/or specific expertise requkernoruts, 'ri-iese spec6alized or targeted soiicitations i be sent to fli milted rnailings, for exarnple currer-it or spec6aliized partriers. b.2 Cone of Silence Ai parfies to cornpefifive proCLAVil"nents are iirnited by thE-) "Cone of Siience" SLATIOUrldir)g sohIcitaflons and prohibitioris against ex partd cor-TIlMunilcation, 'rt)9u.) poiicies prohiUf COU ITT)Unicalior is t'riis c:,'/urrerif ',x" i,n d r /,in,yI 9 "I'vT s'r','�)ffI persori, a"' o n0"ttee Mr/irs f" or s;,k, cH�jor risk eHr� ir of fheV fr( i"I b.3 Offeroej Conference A It competifive lorocur('...nner')ts issu ed toy SF:WB contain the require.i to hold an Off eirors Confeiii.. and encourages pote-iii restoondeiritsto as soficitafloin to alten id sft')ce ti,-ft is the only venue at wl"flch questioiir% of as sUp startfive. riatuire can be ainsweired,, No substaiii quay sfions can be answered Iby staff outside of this pub0c session(s), b.4 Contract'Terrns 'Specific contract terrins, a ndii-Hons, and rneflhod of payrnerit aire as cornponent of the coritract negofiaflon process and as respondent to-the spedific solilcptafloin shaill negotiate the firiat cointract pn good faith. anguage may be wril-teri pinto the sdlictafion that wouild aHow for an op-Hon to renew coritracts on as yeaii-I year IbaasK qp tio the' perpod pdeir)tffied k) ifie oiii procurern nent. Contract renewat Ilcarnguaaage states ttie coiii reqUireirnent for reiii Wh° ch rnay ii,°naaBuua ea but is rmt lin-Ated -to: rneefing cointract performance requirements; as review of the effectiveness of the seMces de fivered; and, any otheir ciri terta that rnay Ibe petlilir)en int to the specffic soUciitafloin and/oir pirocure.mei it, b.5 Evalulaflon Process and Selection of Service Padners The p)rimary consideraflon in "the sepection of Service Flartners is tl,-ne effectiveness of they ager)cy or organiz.afloin prn deliveiii comparabie or re aled seMces. Tt-)ils consideration ps I ased on Hie foil owing criteHae merits arid qualkty of the tedlhiriicap piroposa; ; dernor)strated effecfivenass and performance; abMty -to rneet performance staindards whh'pn reasonable cost i3airarneteirs; and, fiscall accouritaUflty and rnaiii-)ent capabfltfies. Cointract awards are i to the rnost responsive respondents; those With prop.)osals that are most advantageous to the SFWilB after consideriii ig pirilcea, techintcai factors and other a pflcabie cirfteria, SF::WiB coinducts a coirnioreher)sive revilew of afl tIhe resp urns es to eact-i soHcitafion. Responses are evapuated first to ensure that aEl inforrnaflon recluked Is cornplete cared responses satisfactorfly address each and ail requkernents. IReasp onses are iricon-plete or do not safisfactoirfly addiress each and every requirement rnay be d squaHfled. The evaluailon torocess is desilgined to assess the responder-Ws abMty to i the SMS require.IMer"its and-to ideritify ttiose respondents rno5t Hkely to safisfy thern. '11he evaluation ,process ps conducted in as thorouglh and prrparfiai manner at as pubflc y noticed se iection cornrnittee rneefing Wd in the suinsi itne. AH respondeirits -to an ioan ticUar soflcptafiorl aire encouraged to atte.ind tt its rneeting, Wf'nfle piii is an importarit faclor lin se ecfling as Irespondent for ari award, other factors in the con-pethiive process may be consildered and ii take. torecederice over prpce, Those factors Iriclude Du Ut are inot flrnilted to' quafty of sear' ce offe.red, nap eirafing characteristics, technpcall pninovafloins, adrirflnistrative cq1toaUfty, previous expeirileincIe in provpdk'ig the sarne or silirnflair seirvilces and the abflity to achleve the deflverables as spy eciified pn t:he soUcItation, "I m��I Iff,u m on iff III�jj n I or m m m III Al,v/,III Mw,ui m ff,III m III M ffil m IlI A M-III m V,Al,III oar.v), U/je 19/of 71' 2 Reasonabieness of Cost A cost or p0ce ana�ysis is perfoirmed for each procurement effort, in order lbir 13'lFWB to evaivall-E, the reasonabieness of the cost/p rice e for the prograni. Ibis analiysis�s done us�ing a cost and/or Iprice anaiysis works�heet that anaiyz(.-)s cost based on factoirs, Le. units, arnOUnt', ratos, efc, b.6 Procurement Files ,Aii dOCUrnentation detaffing the hWorical process of a specific procurement, action is rnaint(Aried 6n a pirocureirneni flie for a minimurn of throe (3) year afleir the end of the contract. IC. Ampeal Proceduies ,Si�'.W S Appeal Procedures, detaiis the procedures in the event as respondent orqaind7afion is not reCOMmended for a fundkig cjward,. A respondent oirgair)mzallon that, is not re,coirnrnended for fundmng �s foirrnaliy notified of the non-funding recornmeindaiHoin and ffie reasons fbr this recornmendation,, Their(z) are two ieveis of qppeaL 1) air') Ilrwfa n nal fear soh.jllion Conference, heid before lrfnamu SM xe rafi a IIDlirector and noin-serVice provider rnernbers of the SM6. I his inforirna@ process ailows for ciairffic(.,Aon Of issUes, and an �nitiai decisior i as to whether any errors rnay liave beein imade reqUiring reAsions of the funding recornmendations; and 2) the Forrna i N.)F)eai Flearing before an appeal- hearing panei made up of rqixesentaHves of the Bo(,.iird. Rv,rsporident,orgarlizations Ihaave the right to appeal to AWL if the appeal is not successftA at the local IleveL 0. Contract Signahire Auffloiffy The Sr- Illf IExecmu.utivo Director is the o0y �ndividUOI mlthorize�d to dgn and execute contractual agreements and ryiodH'k..a,Hons. b. 'on lract Management AH oirg carnet zafions under cointract with SIVIB receive ongoing suppoirt, techinllcal assstairice arid quairly assurance frory) SM6 swtaff, Each con tr(-Icluai agiroeirnerit roquires the contractor to subrNt rnonibiy inv once s, SF" iB scoff oversees contract perfarnx.,ince, Mentifies confinUOLAS improvernent or,)poirlunlVties aind provides guidance io execute change, 10.1 Contract I.,liles, A permanent contract No is makitaiined lbir eacb cointracl and wiil contain docurnentation of as actioris reiafing to the adrn�nistration of the contract,, Eadi) con'tract flies contarns at a rTAr*TlLjrn the foliowing documentaflon: 1) originali signed (,-,iind executed copy of the contraCtUai agreerneint', to iinciude statement of work or scope of servic,es ond aH aflachiments, and 2)orGginol s�gned and executed copy of afl approved contract, modiflicalfons, if appiicabUe, ("'ontract files are maintained for a aAnirnum of five (5)ye(zirs. 9.2 Confiact, Ill ase-out Report 11 1„,11 11"1"1 1"1 11""":,",,""" 1�11"1 111.1"1 11,"',-""-11 1"..1.l 1:1"."I"."I-"I 11 11 ".."I" ,,� ,",",,� Page 10 of 75 J A, 0 2 J E co� )",glI eelI felI ri u(,,,/qukosthe coiI sut,/:�,rnilr to SFVVIB,,� cu cbse Oul or Yd p#I rie report wM th idr//,,�ity(30)days of �'en r��h T� O'�)J� rq,",�"Ort SUII l��f ontract �,MUH'(,)s nc�),rir( d r 'eirty l, c ra ,',, 3"1"""WK �nvel! of OH), i rq:,p a Wth S VIVI B ff'� duid"I'l 19 t,�-N,: "NE/)41 r,� of H to coy &acr Iperlod, ["T 11. Procurement of Goods and Services The gocfl of&.)uth Florido Workforce hnvostirnent Ek-mird �s to ensure Ifie fimd�y cicquhAffloll of quaRty goods and senAces, h,orn approw-')d vendoirs, whHe exhbding exceRence h mw%4ce. SW BB�s cornry-Alted to fijH cornphance Wtti the RAercll OMB Ckmilair A--I 10, (Exhibits 2 and 2q) lb rnaxirn�lze resouirces, tte SFWIB tAhzervhe serv�ces of MlaMDade Cc Unty's Dermrtmerl of Procuiroment Managerneirit', (�Ext?lbits 3 and 3q)Geneir(A &-:)irvices (C-7,M), and Eintepiso Tech nobgy Ekwvices Deporly-nent OEM) to droW LJjx)n an oslabflshed poor of experlise a wed\Aa an aj.)proved v(,--)ndor Ust /y)JMAYM,,, Page 12 of 75 T 1�� -zU,"A'V- IV. Property Management South Florida Workforce Investment Board established a Capital Inventory Management Policy (Exhibit 4)for the purpose of managing property in its control. The policy contains a standard accountability system for the acquisition, control and disposition of property. Page 13 of 75 g r /006 2("')1 1 V. Records Management and Confidentiality UVIB er)SUres aH agency pubhc records are ry'rakitakied accor&q lo the Generap R(.,)cords Schedute for IloaccA goveirriment knx)d by the Der)(Ni'Ment of Stale, IDvWon of 1.1brary and hfoirryxiHoin Iiervtces, BL.Aireau of Archves and Records MoriagemOrlt, Vi accord(3nce wfth the AAKAUkxy pr(.)vWons of FlorkJa 1,iftitues(F,S,,)(1-iapters 1I"19 and 257, SM6 it(-)cords retenflon aind dtsposition rnariagernent poticysiandairds and proc(,)duires care k) accordance wit th the F,S,It 9, 257, Chapter I B-24 Rorkia AcJrnl!Nitraiive (.",ode, aind GenercA Records Schedr.Ae for koca� goverinryient agenc�es (GS14), fhese gLAdeltne FxtnctrAes are detaHed as ft.)Hows� AccordIng to F,S. Chapter, 119, *putJic records inctude afl docurnenls, papers, Wfers, rripps, books, t<ipes, phoiograpt)s, fflirns, sokjrxJ recor(Angs, data processing software, or otheir rnateriaL reg and tass of the physkxA torim, crroraa:,ieirisfics, of' inearis of trainsrnhsrj�on, irriade or received pursuant k�) Ilaw or obitnaince or pica connecHoin wilh the iransaclion of officU bush(,)ss by any agency,," A(:.(,:,oirding to F.S. Chapter 257, "tt ios t1he dUty of eacti agency to cooperate Wth the dMsion h coirnp yV)g Wth the provWoins of tNs chapteir ar)d estabItsti arxi fMAnt(Ain ain aciive ond conttriukig 1�)rogir(vn for ihe econon'ipca caind efficknit rnariageirnf.,mt of records,," /V:=ir(Jir,rg to Ctqpier M-24 Florida AduhhWrafive Cod(::) "Wfls, rute estubfislies standards and piroce(Juires for frie schedt.Arig and (Asposrtiori of put)Hc re(�.,ords to pirornote ecoinoirrk(7A af nd effic�eiirrt irrianageirymml- of re(lords and to (Nnstire it,iai- records of ardhival vahie ur rder agency's corvtrd (Ire so a dgiiriaie(J (xfxi tAttryiatoty tirairisfbirred io the Ftoxida E/tate Archfves,," Finafly, the GenerrA Records Il GtEntion Iiched�ite for 1-oc(A Governrn(YA A(.)(!)nd`9s (GS 14) esirabhhes cfisposRiori starxiards fear records pertak,flrig to adrnllnistirufive air d tlffe rxograrn ft inclionci of(';in agency,, Table I RE:::TEN1n1ON PERIOD 1'.)A1111-.-1r0 START AD lD # OF VIEARS DATE E.I.IGHBUE cotnaw.; DESTRucriam 3 AnNveirrsory Years 07/3"1/2005 4.3 07/31/2008 3 Fbcap Years 07/01/2006 4-3 07/01/2009 3 Caler)dar Years 0"1/01/20(.)6 4.3 01/0 1/2009 Page 14 of 75 2 m . Z; WYq A Administrafive Records As the designated custodlain of administrative records, the SFWlB: Records Managernent Unit controls records througl-) the entirety of their life cycle, from their creation and distribution, through their Ming and use, and ulfimately to thefr flinal disposMon or permanent retention. In determining the reteintiori and dlsposrfllon requirements of public re-cords, four vaiues are considered to assure that the re cords will fulflH thek reason for creation and rnalintenaince,, Ibey are adimlnfstrafive, legal, fiscal and tilstorlcall values, All origlnal contracts are being mak)talried k-i as legal §17.9 (8 112," x 14") accordling ffle foMer and rib catAriet, Eadh fle cabinet is laabea ed on the outside denoting the contract year, rv.jmber and progrom (Le., WWII XNEG-PY'02-51 00). Each cointract is filed in aiplhabeticap order and separated by program and year.. AH iDdlicy Tran ismittalls are mafntalned in as letter size (8 1/2," x 11") file cablinets in numerical order and separated by pirograrn, �B. Customer Records Each prograrn (Workforce Act .-Wi A Weffaire "Frao nslfion, Youtti, Ex- Offender, Food 13taimps, and Refugee) partic,parft's (,.,ase flues earn belng rnolnta ined ac(.'.ording to 1"he joarticipant's sociall securrity ii ximber lr nurnerical order in <:i file cabinet whict) 1")olds 8 112," x I I' Me foUers i,.)y the Service Partners located at the Cc.:ireer Centers. Each Me cabinet is labeled by y(,.)ar and separated by prograirn,. Moirnitoring reviews, work papers, and i,,-)artners independent audit reporls are conducted by th o.; Office of Continuous vernen't (OCi) and rnalin f'(.-)r five (5)years, III 1'ne part'lclprnants' lir)(:.;cflv(.')or('.,loses case files c.-ire rnaintained Ir) an off-site f("mllHy, liron Mouintain. Table 2 SFWIB Retention Schedule ,Type Descrilpflon Retention Requirement ......................—.— Accounts Th s record series consWs of documentaflon of Recard cop,,)y� 3 fiscal F ayaUe mist Uirsernorits and the individual items leading to years provided Records ti ie suimimary information of payaUe ire.cords, applicable audlts have inck.Adlr-ng supporting dom,mentatlon. '11)9 records been released. aind supporfing docurnentaflor) may include, but are not M-nited to, invoices, receiving re poirts, Dupilcates: IRetalin until refund requests, trav6 records, vouchers and obsolete., superseded or vendor files. adirnfnlstirotive value is lost, ..... ......................... .... . ............................... Accounts Tl--nls record series consists of st.!M= RecoEg5�.,m �. 1�0ea�rs "I".11 1.1 11"1 ".11-11 11 11 1.11 I'll"11 11"1�1;11:11 111.11".". ,".... 1111 1-11 11 Pagel5of75 P'i /Id",4 , \A/1)F� 23 2(.p06.2C)"4 'I .......... )IS (:u'd cvidecj \l S irninary li't')Ie rec."orcls ir,rclj.jde' burl are r'rOt Rrnl'h,�, d ajxift p)ave lii"* veir)dor niurnbei', dc,',rIe of: releowcJ, h rvdce, cfieck nr ,jrrfli�)er, (date of cnd 11-Ile ail of the chii,,3dk, tindil (flimole'fe, %.iip its eded cu adrin,lirds"hutive I'S n)("x)rcJ seiles coi"csr,,,d111.s of:,doc�.tv'r'ier'ii fal ron of, Record ccpy 4 f1scal FZeceNtc3Ue recdrAs aind lilni) h))('Jrvicit,cd Heri"'is (X','rdng Io ti-le, years pi'c',,,Mded Re(m*rds sil arr it nary hlbrr)i iatk:pi"ii cap recor(Js, cppke,",ide('auidts tiave prv°r ,�.hxk'iig st.jp,')portfi iig )i,, lil"iie i ef:(")rcjs beerii reps rzmed r my prac apr jdeD, ib' ,A cre ikr rIlied io, tx,'x'J dr*(""""k 11(1:,')cor(,Js, irwoicles, recokdf ig Rei cM-° �.jiirdtl req, hiravei records,'idicit bc,,flariice rc?port and <�>bsdete, &,.qI,)ers9ck,Dd or vot x;[teirs, vah j(')'M IOst' At tendcric;e nl"ds rec:;oird o"i,,As i s of rec;ue,,,,,ii s or Record cc)l:)" 3 fisce,:l Recoii(cl s peave cqDp,cfi(ZX3fi0Ir'IIS for vjrcation, sklk, fbiry dly in)ied?,",,al yecxrs orovidecl lecive clr'r(J dl-�q� i Yp'*S c')f peclve hnickidng of ar,schf's have c>r lirne(,�;c'irds c jici"rg wfftii be()in, relc,,?ased car clrq recpu A,ae,:1 Acn',r (rn(,)dk�.�d r'esdved, stci-terr,ief rprr or(,!)xct.ssE:)S frorr"r (.........i IN vysk� jury chity Si R f 111)(Alis, or i if fl�u i'aily oir(k:)I'S' capctine Sj d",xi-irdiled to cr'ii [X.jIi,,,)Hcates1, 'idir')i c,?nnppoyee to cfi)cu.wnent rorlzed(,,,bSEM d )SdE,'Ite, SLJ�,,)&seded or V03h, , luPa Au ,dits Au c filor "It"flis coinsiIst',,,',, c)4 an rer',orl' Record c,q:> I Ofis4�1'ali Generc'A rSSUEXJ by tt')ie At,icfltor Generdl'o E rya k',A)HsI idl lie years, posflorii cap the agoinicy Hi's sf(,',iir')idcF�,J of ;:)erk'A"riniarice, ar(,!)cre aped [.)tjpAlcat & Ret(An, tjrtl p SJII A5, obsdete, vupers(�),(:Jed or .... ............ Aniriiucd &m:1get, record setrieS Reccx'cjs� cor"ISISts of 1 i"Ile q:'wpirc,,nied ai'� irx�fl t,)t,jdget ailicJ Its' Derrrwir)er� Appiri�)ved arnendnrcer r I& Aru"wal &acigep 17 mp air'l "Inid obsokyie, s perseded or adn-drdstrative v(,:,flj.je ps .............. ................................. 3tidget, pI)Is serkms,,con,sr�:""I s of("'Iny )1g) Recor<d cccl�:) '3'3 mscc:fl Reccxds' 11"1 11. 11 '."1 111.1"1 I'll 1."1 l 11 11 1."1 11 1 11��11 11 11"1 11 1.1.."1 1".11 1 11".1 11 11 1".."1"1"1 w"1 11"."I.�l 11"1"1"1.m"I Page 16 of 75 NDIM l?A I A/k 1:aI-X",J - Z-,,") FlraJCgl P�..r1Ye(,:v's 2C,,),06-2()I I 'pe .......... au.jdhs Doc umewls beeiru X I[ACCflef,`,. Un"Ii cx adir"t"A flsfirc.,,i1kie va�i�,* W-cancded c hoc:ks Hw"�NIec Wdc o rE)f,.,-,',OI�d series �i, )Y: 6 fism"fl l.c, l,,�.edfor ciu,"hoO? d p�),ayrr)erfl'S 011'11'efUrids, el'ervilkzwI-I W E8951 1 PXb). appAca%ouc',flts h(c�,'ive "*ei i i"(,4If cv,;ed, Duj,,)flcat(,,',m ii r,lirihi obso�lete, ded (,x e'pes c,.,,o i�, in(J)rvk""ftjai ce,',)r'v I""ZeCu<'J(:�o'gpy I ye"Dor TpVnT.-s7"- C','fl'flZEfl`),",,,, (:',onsuir'aners or SMPbYOOL a tter,resc,a�ve(,,','J proAded I�'A""'ffle if u("'.Il,Aes I"�'e rum i)ie, ackimss, (,Jate of 11 ijave Ef ripbyees conqrAaunt l'elept'v)rle rUAryllbell" It'*c(,),xrrrplaurut;to Ibeec i r6ee,,3u,�)d, ar ud dc'.','3fe, cmtk:,x,u taken ar'iicl s gInc:1,fi.,ile of persoi t(:,sklri[gttre a(:;,floin, f2el"(-fln, tm',ii'll ok,'f e, st.peiiseded i':)i, vak e is Q'.)I-If Rich/ )ws record serIes Re(',',,'*I"d cq.',)y� 4 5 ye,:ass, Lease/ legal reports, et<;,, after coii rrpk,-N>i u or AgreE?nn(,,,)ntsr ac:allcawfpouag to tf ue 'regc,)fla'Hori,, fi ffHft v ier)it arid tert niuir iafiorr of Capltap terf ii cq capMA krpmvement cc',)ii ii fj{ease/(,ig re err iie Wr 1a xmes or agreer',,,"wents 1"f.) m&,fl&',vH ue (","iger,icy is a u-it' q,',)pU<,';abIe J".xxty' sh("'IH lrne("'Jra at,ud ts r'uz ave eirfl"x.v to b.A goo-igs, fIxfi,ires,arx,"I c)'ft'iei,' rEAGa,,`,O(J, km,'ud, fir) a6),'Jltbn, [t ur ic�t.jdes peases or D.jjofl(xfles� ur'vfil engheem Wdeirs, arrd v<,Aue CknfactAmas Pit mcoul series camM of doctx'T'i(,)rr'%, Rfu.accard c(,)�,")y4 e/Agreerrrer'vtsn repcarts, eN,,',,- rebflir'ig tofl')ie gcaca au o.'A Il'er ti,"e riegoflaHon, fi.Afl'fiinery c,auiid terni ufi iaflon of (x""x"t 1i i"")i I (,x 4,nproc((.-,'),rw uer)�[ cal'..'Atal in"iprovei"r c,ant cx','�r vtra�,ts, lec'�.mes or terirr"Air of c,,igreeirr'),eiri t',s, to vvi-0r,,',J")ti-ije a( )cy is a p,',)arl, firr ac'Jdfllbr'�, it ur'v.',Iudes the vakws contraNc,,, peasas (igreerrier')t 1,',arovuded or a7esm=enterec',J ft'ft fcx tl-iie pt uii chase caf cv.tcfits t'uavq goods and smWes mx%cm the pjirc,.,A",iase of gas, t.)e9r) I-E4ef vs(""�"")'d, ft r6 oil (""'Irx'J of ,a 11--1 1-1—,1—, 11 11"1 1�((,1,"1 11"1 1.1 "1 1"1 1,11 11 11 11 1 I."I.11"1.11 Page 17 of 75 f�)l A1`4 WDJ�r 23 YE,,airs 200,6-2011 maildned lems, Retar"i uintl obsoVete, stipeirse6ed <,,,ur adirn li,)WIi%ifive value, Is IOSL rf-fls re<:xorJ s(a�)ries cr,�>i, of rcxx 11're e(D(:)r(1 3 fls( al deir,)c,,�,,�) & coriresp,��)ir�deir�ce airxJ <)f a gen(�,)rcfl yer�llrs, irvzfluire 0c.,ioted wt,,� 0,iv(,e Hi'le It(,Joes r*l,create I,:)ok:,,y zeh:�[r) ulrliV documenfte of a� r,:rirograi (,:°ur e�cI as a 1,'�ese iEucorfug+'nay l uciv(,,) s ww" aalrasy Thl record series mnshts of ll,-,re offickfl Re<:,,ord �:�oj,:ry 2 ye(,ii,, FrairsmiI rrxwiag& ;,,Actermerh of polty fa of l,efl superseded (�)r, ('Nirecflv��W oirgcniizclior,n, st pj,aortlng 1trie Decoi-thing obsolete, ft,rr (:Jcce�)rnpfohing H-le ftm,)Ctlons(:,�ind Pet(:hln a,,,,sigr,ied foflr,ae agency, H al ot>soVe e, oir c(:xresjporrdei,,ac9 and rnernorar,iida geirierated adrrflrislrafive vckj(,,.a ,ek:,ltir,oaf iot-ae arid ves o aire fa st to I:ov Pk,,)mxJ Iby of 257,36(6)sIates ft-i,(�it, 'a pubflc re,,��)co,7 you imil"im frorni rnay be d9s r%,,,,)ye<J or (�aH-ierw se disp(:)s(,.,,d of o�;rrfly as sl,)eciffc date Ex(,,,,,v f qola, n rx,.c(,�rdaitce re,feirrtk:,iirr schedUss 3 yeam, by to dkWonl In addhbirli, 61,a f ec(�lird hcm"3 year"' cIgming of recomis imecv-i, lhe be releiti(�)rt, H ue eEgiblHty 1,,raim,AXTEd te)ar)()fh9rj3UtWkS (11,,ie cR�rN) would b0 3 ye(:ars custodk wa )of"tiome recoi,,aJs rs of leaf l,eir,-I'l-i e erx�iir,ag e of recoks behg tminskaeci Me recom,,,L wlleirl tryiu g I0(,Je Ierrnirre if a ds el gHbe for - Jar"v"Jary I"d, edestn tre,,ire arr,,) I'r ree (3)e,�:fif ferer,", of ltini Dec(mirnbei,,'3 V sf referitrloni req.flirer 'IfWll& ThE�l H'ffEae(25) fyD9S Of: 3 years, Calei,,idciiir, ariid V sce:fl, A Wfll-i, retenfior� of [f a rex,,(ard h,(:z<��i "3 year's", WiI� rave (:Vfbreint el�gHJTly d(�ite <�,,r:ik)iridar year," reler,uhoir,�, ih(o,,e wflh "3,NsccflI years" <:,,ar ",,5 lle W()J(J years" reteiriflon, be 3 years char Me MANichar year that thEe ast rec� c,,wd of reqdremierifs are (ex,;:)kziir,�ed ur-i fine nexI: Fisa aaV -,, 3 fis(:A,JI cords Years, Asa,r,(>ol Page 18 W 75 VVDR23 Type ff"u'u)Jur�jq 30ftl� Loc,,,d OctcA":,)qlrl 0,fJ"In,,i h ci record U',ms a "3lk,,,-,,d year' rel,erulicm ujlujee ef�gbMty clate wo Lik"I t,,�,e c�rfl"( a fl,"w?),(�,?Jrd d fiscd yem H uai Ifie bsl, reccx'cl 1u w/ell"Oolly/ I ccmWOs of aH Recoird C()�DY 3 fiscd pitc>�,")ully reg�mdlng H'x.0 cm,"id yeairs, conih,di Huila mMctai MvoMng d ug Cqj',,,�,!td ciq,,.,,)ocd)e at udkts V)cwe Recmd& Way (K)CO) otqrrls liml, re<,,�uAre aro , beeiru W�oxed ruLtrd".)er arlic"I tag,, Il ue recorcis irnciy rek,,fl-ln(;,, "ro cla,,�,)s arlidiyj,,�,e Du,,�pkxrtes�, Retdit) uriIH nLrnber of unN u nd,,e c),r)d o ruaii sellcfl ,,,,uq,,,')eir,,,eded or nut irukz�,eir or cll)�( r vaWe cw caM cof thq U uIroperlry; vc,,,flNxD os date acquJred, the b(,c7,i bi custodk rl; We of bulL kw&d'ary, ccx',dHbir,u of lc,mrris, M ud def�cflecl cfisj,,,)osHic,ir'u w uu uvU,o vfG and c,.iruy addHlorud Uu40rilu aholl"OR I cfl ru)(IY fDe necemaq, ]11',ft rani omJ sedes cmIN of any MWKYH011"I 11 KYi' PIscord cq,.,,uy° C)ffidc,l Us the d"-fidd c,),f,rneelling (,Xu� Un F::.S. llVfjer-,,),f 4,qs Su, chorti 2a 6,0 f U aid'( vvh�ch n"uay iiincl,jde c,,,irdlor agerda. ('fl iese records D qz)llcdesw R)(Adrw urdfl mciiy ard,,flivcjiU vakie). o )sdel"e, supeirsedecJ, or Vc"IN"'le lis Thl recok sedes coinsWs of hair-idwd,[tqn, audc), MICl/0"VoSLJ)d mcmdWQs of Wdd o ruec,,Aflncp Record 2 years Nfi��,ule& defiii ued os U 3,286,01'H 9fiff Offidal 10dop'l won cl li')e officld NiesIngs T&Mes, (I,Aa,ir'idwrtl Recoding) ol,,"mdele, supersed(,,,xJ or c,i,d ii ir",,bifirafiv(�)vak.)e Us bst, C)Iher F�lb r( cord, mrles cu, of c,ii,d cifl 'Ru�,wccrd cop it uuu;uu Uluuuulougsu.uU,uU��uuGor� ims not McUded 6n "MuM OMAN Msetngs'. Retak) urjt!H Cllruese ueccwds i rtay have aml-flvd valk,ue), obsdlete, supemeded oit 11:11 CIA M 41 u&Y .1t& 1 U,,E Page 19 ch 75 23 Type ........................................................ <';o cc">;:�y�Thl record sedes cu=of aMair')hufloina� c�',)(:uts St')low lot'res of at,jll iorrlly obsclete, v.q*irse<',Jed or mA'I�,"i�ni a.,ui rah belweei"a i'he v(iirkx rs odr�I vahis bS depalmewN of Me agency, kmt� 014 jni'fl ir)[mo�el"e, SL4,')V'S( (Jeo,"I or pS CWTV Y (C9 ExanrqNe 3 nirmiI ill isr, 9C) days, untH Rmenlriol"� �<,'Jed arr vrilue os H,'fls c',l ir(,vcord iyIi 61g[Ue for des�'fn,rchcg a vO-ieriever 11,es rio lk',)iir�geir of air y r.me or vah,m, Hf cotAd vay fry n 5 yew:m Her cmahon of hhe 'w','.ord p'o (,'Jay Sp ecMc - Nb of sl'ru.jcture, etc, �n Wenhan, dipasMan, and cubb feW, awammmmeNK chher Para �frY'�s "riusj" be conjslder "ei':.p w[)k:J'ri rnay h dospc,�suflor'� (:rf rrvcords, vvNchi of record, 'flI ijlcz reccird series conWs of the rxm%Qnt cal Record Copy� 4, FHe files for Adens receNing frcx ni a years �,:xovkJed (,'wa'N"All"ll'y()r (,";ity so < A mWes agericy, lhs se,',,mles appflc(:,,rUe micAl's pertain to, Ip.urull,ors riol, wow c�',)St re easeci, A carePoodgent (,,jintH (,"'And 1'o c,,i, ckocloir oiirsolc a sx, rAces �,)bsolele, skjperseded or vo,'At,�le os seNes(,,",,oriis sis (')I cq,:",Aes of (,:�opy 3 fisco0 II��ec;ou',Js orders Wlli�C�')l ON9 R-,',fl'ah ied by H)e drys us provide(,J De�o�irlrrierit,oir Off"Ico"':) vv[l�lle (,"m'wfll'i9i'ps m,6ts r'mvel ei'll to ()ipf,)roprh,,xl9 vv,�ridor for m:.,,,flon, beer'r re�easeld, err Ie& F'rejahn uriH ............. U ilt III II IR IR a a d 0 ..A..1 1,1,"III u III a I,q"611 u K'0,11,1,1,111 11,111 111 11, 1, 1,",11 IIJ 11 111 11 11 1 1"I I U I—I I""I Ia I I Page 20 W 75 WDR23 Y i 2CY36-201l lyp; lZetonflon I qtifirernent dbsdele, superseded cn, (l(jrr)fi,,dsiii,cjHve vahie si �ost W U),111'If 1111 111 9 1 1 1 111,11 1"1"1 111 111 111 P,11 111 1"1 111,�11 111 a I I I "I 111 111 111 111"1 111 111 1111�1), 111 1111 111 11�11 1111 111, 11 11 1111 111 1 P(,,,,ige�2 of 76 Z J, GLOS_SARY AcIVIOL Ed;.: Fhose records which sifli have sufficient adff)pnhtrafive, fiscaL pegaL or i-.— - ipstoricdi value to warrant their, conHnued stoirage in an easHy accessiUle ore (Le. the office p�acle),. on deflned iri Rule 1 13-24,-LA "Any 5�a-pe, counity, or mtjnpclpah officer', d ZT epar-Irnent, W7Fc--F-" ;7n,FZ)—(;i7 t)ureau, comirnission, or otheir separate Un[t of goverm-nent cireated or estabHstied Iby Ilaw," AgglEgjjg,l pbe process of deterrNning the vaUe and ibugs the ldrspoMtiolin of records �based upoin the current adimilinIstirative, UegaL ain(J Nxml LJSO, thek' evUenfiaI and iinfora'iatlonaI or researdii v(Yiue; thek airraingerneM, and their re�afioir%Np to ottier records. Ardhives: Ar"n org:iNzation dedlicoted to the pre wily ainc in of docurnents deemed lo haav Ihs stoiricdi dg Iran flcance,, Usuafly archives wfli apso accept, arrainge, arid preserve SUCh re.cords according to approved archrvai pracfices. �Z�M Lqa Sjqflnq.(jjn R LAl e 1 13-2.4 td e st he, county,_ .fAQ; 'The e�ected or appok-i IdWOct, oir rT'wrflc pa: officer charged wUth the respons�bfltly of rnapink:i ran g the office havk,ig pulAc records, or his or tier dedignee," rasp 2gj2Qnoss, the syst(c.)matic Iia ent1fication of those records wNch care absokitery vltaI to an agerw,:y's purpose aind Me subsequent deve�oprneni of a pIlain to pirotect such recoirds. Disposition: the process of (Josposlrig of pubHc Irec.ords, Nsposfflon usuafly refers to soverap rineth(.XJs pnckj(tling actuai deqtrLJCfiOr1, Off-sfie sloirage, or arct-flvaIstorage, ,PALUg (qL.g2OyffljqL_ II [qjS._(qj_defiined liin Mile.1.1B FAC' 'Reproductions of record (rnaster) copies, prepaired sin it.fltaneously or separatoly, wpunch are designated as iinot Ipa6ruc the offic'oap copy." Elechrnin! , Records defin---ed .......— ---In Rule 'Any inforrnafionthat is recorded 4) rnacNne-rehadab e forrn." GeineiirgI Rgtgqrds Schedule Lgs deflined In Rul 'Retention re- qulirements pssued oy i—hoDvis'�On (of UtDirary and pr7o'7mTit7on SeiMices) to estabIlish disposMor) standards for pubHc records cormirnon to spedified agencies an ithiirn the State of Florida wNcr) statea, the mpnirnum flu e such records are to be kept.' Inac,five Record& p°hosa Irarrcords wNch have iost gorne of IrWir vakie or t"me been superseded by new records, bUt WilliCh tilave not Irasc ched the�r specified retenlHon, These records car) be stored offisfte uritil firmi ldpsposifion as warranted. II W OF N Ill w P,oA)11 k w fjj)m 1j),III u)u)111 11 111 111 111 w PA III ill vA(ij 01�j w Ill u)ill Ya Ylf m w 01 u)UN ff fill Ill N Ill"GA B ljj u)jjI w,u).Ya a ill,Ph ol v,Yo ��,ol w Ill Ill Ill N m 11 w,v�� 22 f 75 NDMH'\HS 1 1 W�I VL PL N',1 - WDk� 23 i: mgrc r lileais ' 006 2011 "Ternp)oilaVy i,Dcoilbs t ised to cieale, correcli, r(,,)Orgal�z(), u;�Aate, or deflve ot,rtput fraim inasteii, daki Res, Iu,nterrnediaate records aii°e IP recursors of pd.Ac ii,ecords, ailtd are Ilnot, iiiI') theins6ves, ;�`aUiJic iecaids wi klli'n must IlDe retalned,, ii3Oeiriiyiediape rewards only exist pil'ovUed as finali ioroduc is su1)s(,!)queil flHy generated whldi n peqi')Gfi ates, coirnrylunicape% 011' foii'r111(:A[Zas klI noWedge of some ype, in the alixeil rce of suct a fiiii naf or(:)(Juct, processing fies COr'lSthLrIe fill"Mi evUet'ice of the knowledge to be mcorded and shaH liol De constiiu icled as liiiteii'irniedpfle Res,' liiaulJic eco;ds inciude aiii docutneil'its, pajoets, ietterb, ina )% lzxooks, tapes, ffiy,is, sound recoildlngs, data softwaii'e, or ofl i(N, rnateiiIkA, ii,egardles's of fl�e p�iqsica�i foilm, dharacier�s*�.s, oil, n nex-ins of:trairsii"Nss or), made au" Iec(Nved pum,uant to) iaw oil C°,1111'dliinarice or in coriiinec-Hoir� with il,ue iilaiinsactioir� of offi-mpai Illouapuness t:�q aii"ny ageil,ucy,' '1iN.fl!Dflc lecoirds designated i ay the cuspod an as the(�)ffldai ii'ecor(�J. na Recor!lSwies , deffne .-.,?4 -1 'A group of reilated docUfflents arranged LqLjn Ruile 'I�B _.,,I ................. urider a slingile fifing arraingernent or kept together as a @..jnif because they cor-i§ist of'spa sarne forrn, related to trie sarne subject, rest,.At froirn the sarne activilty, or have ceiii corni"noin cil,'aaracteristlics,' R orpumasLQM. The systeirnatic cat9goril of records inside an agency; th" is is an -it of retentilon periods for record series, or inventory perforr-ned towairds the deve�oprner identiflcafion of record series c-Jescrilibed in the vairiiows ger)oral record scheddes, pubfished t)y tt'ie Bureau of Ardhlives and Records Managerneint, Retenflon.the rniiNIMUn) it'lirne period noc(.-)Awry to ret(An Ireaaaaards before they Ihave met the adrniidr;h'ajrive, le all, fiscaL or, hlir;toHccA vakies, and are IeHga lbile For dilsposfflon. Seirni-Active Record& Records Ire fer(z)nced so infrequenilly 41 the conduct of cur r roiM kxjs�iiriessvi,hat they shodd be siored in offsRe storage, such as iron Mountalin, Fihils ps also I linactive records. ftrt I In Wile 1 B..2,A, AC )coirds assernibiled or _LI: "Pubilic % created to be used in the preq)aration of Wheir rE.-)cords whiich are needed to prace actioins, steps, aind decilsiloris covered in the II or master recoird,' Vital Records: Those records which aire ea nfiail to, the qpeiraflons of an agency ar-ld wt'i ich protect the r1gt)ts of' indivIdual1q, ofien, itap iroc(,.)rds are idenNed as part, of as dilsasteir preparediness prograic In, and they coinsfitute thosE) records that aire ineoded in oirder to reestabfth the business of the agency after IdIlsasier,, 111,111 111 11,111 111 w uj"1 11,w I I III I'll,111 1))111 jIN-11 11"1 111 1 111 111 1 111 I'll,III.III"I I'll III,III"1 11,111,III I,III III ge 23 ot'75 V 2 3 JL) Z�' Medical Records&Disabillity-Related Inforynafloire h order-to cornply Wth Record Manga. gry nt yarn d Confiderny-tigHty regullafloris, SIFWS has a pa hIcy in IpU 'thaat that describes processes and gxocedures to manage, retain arid properly dispose of prograrn and financial records in (mcordance Wth 29CHR Part 97,42 and 29 CFR F art 95.53 Chapter '119, E& and specffic program rebte a iregArernents such as 45 CFR 92,42, .TAME specffic:: TANF-ACF::-PI 2003-1; sect bins 404(e) and 409(a)(7)of the Sociiall Security Act (Act) and FSET '7 CFR 272J(D, (Mease see aftaclhment for POHCY).' F)ari- of -the services IprovUe dtocustorners thiroug1h Sau.ff HoirUda Workforce Investrnent Board (Sl:::WM) Careeir Centers and otheir workfoirce service deUv If artners reqUire as coHechoin of a vai1ety of confldw--Ala and personal infoirimaflon frorn custorneirs, T'he coflectling of -this infoirrnaflon biIngs Wth it crucbll r-norall aarna Ilaawfi..A itesponsbflffies to :safe.guaird ci..Astory'ier's personall data from unmfthofted use or d scbsure. 111VIedical Records AH rnedica@ records and do(Xin'ients �r)erftnemt to (A SFOB funded Ipra.mgra ims hck,idkig firiandiaL Iprograrrunafic, (.)rnplbyee, pairtk.A uarAs, teirrnhees, Ipropeirty, grani a]greerneir)ts, 6iniercjgeincy agreements, contracts or any otheir award, applicanhs infoirr'naHoin and supporting d=,jirnen1'(-Aion for each fun(Jing perbd are Iraata.aunamd for as period of no Ilessi than rtiree (,3) ye(.xrs fbHoWng ff)e dale of: wti�k:ch the fir"xii expendituire report, for that rmrfickAar IPaa bId,, For ftie Refugf.)e ftinded Ilpirograryis, records are maintained for as p(,)rk)d of five(5)years. SMS has as poflcy tha"t pirotf�Cjrf �ffie pHvacy and confideinhaflty of afll participarlits, Idenfiflabie personal and coinfideintial inforirnation hchiding, but nof hrl"Ated lo, pratec-ted heatth iinforr'naijon, as lr°cnaquireae Iby federal, state, and bca� bws, h order to meat these rnandcri-tes the SFWN -A�)pHes poHckm aind procedures to ensure confldenflaNy arid security (is reqtIlred by feder(A state, aind oca aws, and to ensure the as :)prqpNate handkig, ryxAntenaince, dBsserninaiioiri aind shairhg of aH k1enfiflatAe, persoinal and coinfideniiaL and prateated heafth hibrrTiaiian; *Educ()te irs ernpbyees regarcfing appropriaie p(Acles arid procedures regardkig rhe protectbri of aHl Uenfiflable personal and confidenfial inforrnation inchidbIg, but, not knite(J to, prok)(Ited hoatlti iriforr'nation; @Re('juire fruH c.,,()aipflance from busirm),ss nss(:)ckxtes and servk,,e providers with qplpflcaUe fedoro and state regubfions regardVu..'I i(Jeritiflabb persoricA and clonfideinflal irilbrimahou i kickjdilng, bui nor IOrTiffed to, pratecied heatth hforry'iafion; and -Inform the pubk of i1heir right's t,o protection of<1H ick)intifiable 1pealrsaarnaalll and confidential linformation lrickjdkig, btA not,HmHed i`(.), prorected heattl"i inibirmation, Medlca� records and disabflily rebted infoirrnation on apphcants', registrants, ek)Ue aplpUicai,"its/iregU,qlrr,(jritr,, padicipants, terrrihees, ernployees aind appINcainIhs for eirnpbyimeint WIN bo stored k) as mainneir, 1-ha-1,ensures confider-OiaHty aind WIN oNy Ibe Used for the purposo of record keepkig and repoirtIng, dalernikilrig eligbilrty, wheire appropHale. I'll I 11 I I III I III I I"I I III m 11,111 1 a III I I"I III III I III I III 1 "I"I 1.11 1 1 ft 11 111 1...III III —III.III III III 11 11 11,"1"1 11,"1 ' 'I"I"I"I-III III III III III III 13cyge 24 of 75 Service F°Iairtir)ers in iplernf)nt arid maint(Ain an lndlMdn,jal fib foldeir for each customer wiff'On each progirarn. T1�e servic() rx:irtner sh(,Al ()stabfth (�:j recor(J keeping s rm..n. which sep(:iir(:ites acHve fles frorri inactiv() flk)s, sepa(ute (,�.jstorner seirvk°ce deUvery by ,K)parale pirogr(AM H119S, WhiCh will (°Alow fair adequate managerneint of custorner, ftles, Custorner files shcalll be flk)d in&3clal securrly order by separate furx R)d r:)rograrns. inibrf'riatiorr ;:)&[(AinUnng it(�) confic.Jerifiality MR be ffled/stored sec r)arately from all otheir, iinforirnation arid treated as confld()nHal Irrncnca lCCA records. Inforrnatioir i WIN Ibe coinfained in C3 S()CUred and locked Uocafloin that will be accesOble orilUy Iby ak Pit ioirized conter skiff. Restrlcilk)ns io medlc<A records are NirrAte(I to the caireer ceinter rnain(�3gers and (Arf,)ctors, who may b() linft)rirned reg�:jrdk)g restrictk)ins (x'i the work situation(s) (�°)f as custorner and reg('Air('Arig necessary All ctjsft)r'neir' r.*rsonal (Jat(°j wfll b() ti(Ad in coirifidence and no "i" urrnaade available to off iers wRti(xit IPegitlrrncate opero'lional rieed and such otheir ageirxAes as rnay be authorized by law have accoss. Keep in unind line w nrviany��sstjes In the airea of rned�ca�l services carnet accessi CHrA wg to dksabilliy related or rnedlcal linforrylaflon, ln mR,,firion, afl records are reialned until (A rT)oN-r(:)ring reviews or (lUdi-l's of as particular pirograrn year havo been as ounpi(O'ed aind flinafly res(Aved, Records regar(fir'wg compialinir" and OCrjor% rr(jken aire rnaintallned for a period of nor, less itiau i thiree (,3) years firearm the date of resolutkm (A Ithe coirnplcAnt,. Rec:ords ()f pror)erty au) fei(Aned f-(.,)r a 1period of thre()Y(Mrs afteir flnall disposition, replacemeni,or traristbr of flhe pr(�)perly,, Piroposalls, cost alliocaflon rNarts, negotkated con'tracts, atc., and supporting dock irnenta-lior i aire rekArx!)d ft:)ir three(3)years fror ri tir"re(Jate of Ite above rr'ner)tloned records rnust t)e retciiinf)d Ibeyond the peiriod of ifiree (1) years if any Higation or (aujdlf Ihnaas begun or if a clairn is instrtuted iinvolving any of th() above coveir()d rec(a)irds. 1 he (:above records wHr N) retained unfil lifigaHort, audit or cialry) has beein fir mily r(M(Aved, In the evenit of ierrY'iinaH(,)n baiween SFWlB (And a sewic() partner SlWiB will Ibe respornsubb for the arair itenance and ret(:%intion of afl records. Copies o ureicor(:Js rrx°x'je by phoiocor,)ylng or air'iy sirnflar method rnay be substilUed for the origlincIl record,), if the records are preserved wHh integrHy and are IaN')Wable(is evidence, Demographic Data in WIA Me I-FlnancUlN/AssWed Programs Deran ogralphics Sl::WiB appkation/regIlstration process entaft the collecting of this linformaflon, which involves the d glbfllty and intake process and updating of informaflon, as needed throughout the participant's participation in afl SMS funded programs, The application process requires the p1hysicai attainment of afl necessary eligibillity documentation regarding demographicso age, sex, iraace/ethnicity, disability status, citizenship, income (where applicable), residency, and selective services registration and etc. Equal opportunity data is coRgcted during the registration process. Privacy and -the protection of confidential information is as serious issue and one of which alli customers need -to be aware of., Faflure to inform as customer of their right to privacy ,.11 III"I"I"1 11"1"1"1 11"I"I"I 1 11"1 111",I III"I 1(11 w III u w III"III ft 111 11 1111 1 111 ol"I I'll ol III P 1/'11,".w,"I o I M"11%a 11,11,111 1 1 111 11)111 111 111 1"1 11,1 111 1 1 111 I'll F"c'pge 25 of 75 ADN4H,,,V]RA] VE IalLA"Q — VVDF' 2,3 2(1.)f"1)6 20 i so "'l(."lVe ir(,'ary,flfilcafions, Q'i"I'llomers araEla ilr of thieir privacy (,:,t rr�rig fl,re prol(,;eid ar,rd tluas c�,x or i iier sign,,,r (:Vn Ar,Jflilolizatioli-1 of gggwWwlgaasaaa f ey were irifl r,rrned Of'fli)16r k> /'\ corr)y for r,r) is ?11 's fi�e fi," r, gdvenfo ea(,:A-ii cristollyll(l n'("T XJ isfik:(I �r)ll-ie ct istarner re(,,�<Xrds of ctIi��torn(K wfll vl�rl("Alr) prh/e,:'Ite 3rti(,,J conllderitia� (�vx,,J will rrlol' be (fl,sck:),sed t(:> fl,w 1,:xjtrflc, re(,,,,*rds r"i ray be rit a6',!'i avc,"IdaiNe to se,,KviCEr, i00l tFIO'S ("Or"llsisteirfl, Wfl 11 tl-ie sigri(,ExJ Reki,sase of 4 lf<)rr'lrraHor"r F�a:)rr rr sigried il")v thie ct jsiorlrneii% 11,A)Irf rx'ri i0i�i ririay be ririciaJq aNtaflat")[e io elr,lilfles 11 Mri(,,:,j 11)ie r(,,Dspon,,,,Jb!ii,iy i,,uriideir federaL ,0(:,jle, gr<xi fl, 111s, arid cust(:)rr)et,'s i'eqi)eslh-rg pir)forrnal,ioir,)i abit,:x.rt,11 lvesl gagaagaa airii(:J fe(Jeirall odvar"lly faws fare (, nac�e(,J to safbgtj(,,,trcl arii Ir r(,Jivkkjalls' prht(:xy frorr� H iie ii nlsr ise of ibdeix�al r,:,gnid ,sNzi�e recor(Js (arid ll'o i)r(Wide fi =;ess go fl,)61, lrecor(:°ls, SFWS xokies s-M >ulate r'fie iD(,:vl'irieis rr)r isi r ierflies Irn s(3fegt,,Iiard pia DCel",lt r°)gas in staffir)ig arrd oir or flzatior"xli M<lkq [t, reVew a:arsd �pdafe ltije corifidei rik:iflfy II aaalga.alaaa airrd gov&rOlr'tg ill I le systern, a,rrrag 1p,rg parfir,)iers int lif'fls [,aagior')Ia tille xAk-,i(�)s aWrurasg Ilara,aceagrurras are fina0sze<1 se,,1�51k)riis wfli t),e devei()pe(,,J gal WH,ig i j U11,114 wAlil col l')6 g l' tv'Av, Wl")I(M''ll, \ahere and wl-)atgr a arr rrr rg, g I f") cornirnit hr')licate ili'llforl T'11(3'fl(Nl CY) s,,,ect,,jilly and Aso, )iir iig n kAe vi(�Attle wrli II e e,,,Vl "h ik\�,Ilef ivirr)ces: 20 ll�)arf 652, 29 7, 219, i i airf 97',42, Sf,,,,Dcti<)r')s 1&� 188 aricl 189 rrl ciiq, fer '119, Ar I i"c i..........�,ir(ag'rc"irra sag WA 667,200, 29(.`l`F:J;l I . r4lated r SLJ[dlii as 45 92,42, 42 C"mF]R �Dari 2, 11 Wii"AA regr,jlatlorts, specifica FAPJF ACf 200,,3 J, SecH or"is 4,04(e) ar,nd 409(,a)(7) of 11"te Soca ai S(! cr,,Jrity Confidenfialfty and Secuifty of Records Pairt of the seMces provUed to custorners through SMS Career Centers aind atheir workforce service deilivery partners require a coflection of as variety of (-,,,onfider-ffiai and persoinaH linfoirrnation from custorners, The coflecfing of this Wormation brings with it cruciall morall and Bawfd responsiWities to safeguard ct.istorrier's persor 0l data from unat.ithofted use or dilsiciosuire. SFWiB appall cafion/regWrafion process entails tine coliecfing of this pinformafion, which invoivos the eHgpbfflty and pintoke Iprocess and updating of inforr-naflon, as needed throughout the participant's par-ficipaflon in aH Si:::Wfl3 funded programs. The apipflcation process requires the physpcal attapnrnent of oil inecessiary efligibEfty documentation regardk-ig, age, sex, rasa e/ethinicffy, d1sabOy status, cffizensh p, incorne (where appflcabk)), residency, and s6lective seMces registration, etc. Equal opportunity data is cofle<"A-ed durling the registration Procem Privacy and the protecfion of coinfidenfia� Worma-flon is a ser�ous issue and one of which sail custoirneirs ineed to be aware of, Faliure to inform a custorner of their Hight to Ip Hvacy Ican have legal rarnffications, Customers are. Wormed of their right to Iprivacy duHng the re&tration process and the customer spgns an Authorii of Rd ease of Worrnafion I'll I I III III III III III III"1 11,111 lj 11)[If u),al a 11 11 1 1 111 111 1 ol III III III I III III 1 ol"I"I"I"1 11 ol 111. — —111.1 ol a oil I I'll'If"I III"I I"I"I"1 11 11 11."I"I"1 11"1"1 26 of 76 XDVINW3,] PL/1,I\J -- WD1,,l 23 F`oirr In an',,knowledgk,g rir)if(:,nirrrned of llll*hr right, to oIII A cot,,,)y (of ft"II9 'k,""xil"T n rS grveri to CLMtr:n It ner and a (,,',.opy N 4"n il-ne custor� iier's fa0a.a fdIdes', A ofllu,',e NAt I Of Foirr)n os 4)chided as 1,:)xt'VbltA�� 6, Pers(,)rmt rec,',,ords of aaou.aratorrna.errs mJ11 rerncilirn pi"Nale Ce x r0ial (:'mr,nd WH rx:)4, L,* dusca osed k) the pub0c, F"Orsolrx,"ll lrrx"'ly f7lade aNx',,ffla0A9t(,) Seirva ce rt \Ath dgr*d Releasx of F'orr"r) rNlgr)ec',J by 11")iee ("la"Honi I T"If q (:,waHable to eIr Iflies rxmAnIg the req,,:'),or udtoffliy ft gfarnf (",iriid cr istoiry'�eir's, r( atooa .rl tl''ierriserves, " hato (:,'jurid f(,','adeiral aws a.arn.a eru(,.',�cfed to ar"i k'6\J6,x:.iW prlvr,'x'ly guaaran fedeiV a,',xxj sfc,,ite records anaJ to records, SMS pc)Uca es In ILV'S"It' i*rl:Nes run c(,"eir iflder'rHal[ty, 4:1'1,-ranges hr'i staffh ig arxi orgairrizcil.Noa Iat Shril"Ictt"In revbemf ari(,"I c(,)nfideinfiaW"y PoHctes g',joverirdirig ll"e mtorkff,,'),rce sy,stern ai-I(J Hs ffr nererX nn t'his # Once fl,"ie poflc es ant,,J procedt.ues are firml0z( (J """"',,,Jorn Wit be <j md SRAMBI'rdir"flng Lft"fli,\AAfl corrdtiur t*V,,(, a, wl"�Iere ctr,-�d what 'hroh)lir'g to lie h-rlorrl mflor'n on c',nd d0,s,,('.Aosr ire. Aso, (::s frak'flr ig rrna.)a llr.Je via H'iie websife WH estabHshf'ad, Records Maiinagen'I AH records aind docurnenit p,,')erfineril' to (.'A SFWS fuii ided prograrns hncWh ig finariciaL prograry-irnatic, eimlployee, poilhciij,")ants, terry'ik'mees, property, gr(..irit agrf.-)erY--ieint,',, hrit(..lragei icy agreements, coinfracts or any other, award, apj. O cants hrift':)rrnation airid supporting docuirTlentation for each fi..jriding )ertod c.:)ire retcAned fbr as joeHod of r'lo hess tru-)ri tt-)reo. (3) years foHowhng -lt)e date c,:)f Which ftne firid expenc.'ji-Iture. a.)-port for fi"iat j,xx-flcular period. For ttie Refug.....m.:.) Funded Iprograrns, re(:-,oirds are rnairitc..Ained for as perhod of five( yexxs, Medicah rom"..,oircJs and disabiffly rehated InforIlTia-tiori ori re&trants, eligiUe appl�cai,,ilt/ireg,si-T,(ir-its, partkalparits, terirnhees, eii r#oyees (.'.Iind appfic<m ft for employment WH be stored hn as rnanner that eirisures confidenlialffy c.,)ind Wfl onhy be used foir itie purpom...) of rc.:K.ord kelepirig (-.-n-id itepailing, eflghbflffy, where l:::lar-lhn9irs stialR ir'nphel"Tiei A and ffiahlaki an hdMdk..jal Me f-(Nder for eacti cuslbrneir within ec.:idh progrc.:im. The M....%iiMce partner shaU estabHsh as recomJ keepirig sy5tern, wNch SEepairc,.ites acfive hies fron"n Mes, separate CL.JStor'nc,)r seii,Vlc(-.".-) (JeM.'my by m.,pairc.-Ite progran-i titles, W nichwfll aflow for, adequata:.) rnariago.rnen-1 of custorner flt(-.:-)s. Cust<,")rner flies shaH be Mod h soc ah security or(R.)r t.:)y s eparate funded 1,,-srogirarns, h,-iforimallhlon peirl'ahr-Ang to coinfldenfic.-Afly WH be fied/siore(J separately froirn aH oilher inforrnaflon aind -['reatc..ed as conflder)Hat rnedk.,,ah recor'(Js, pnfc..-)rr-n(-fl-ioiri WH Ilaae contained k-i a secuired and 0ockc..:)d locaflon tt-m-1,WH be (.mcessiUe campy Iby aUltioiri7 ed center staff. Re,,Ttflctior'ns to rnec:ficah r(--.-)cords are Hmited tc,-) ll,-'nee (-.-,areer center irnainagers and ctrectc..)rs, YVI'x) rnay Ibe infc,.)r'rTied regardtng u.,.-m-Mctions oin th(.,..°e work si-tua-hoil (s) of as <::.ust(.)rne.r and r(-.:-)gairdhng necessary c.)(,:.coiiTii,nodc)-h"�oii')s. J.-Ul ck.iston"ic.-in peirsoriah dalu wifl be held k'i III III III"I III III III w I III III III III III k�s„111 11 Iff",I�III III I'll,III III I'll,111 1111 111 a lll�111 11 111 lU III III III III III I III I III III III I'll,I III I III 111 11 111"1 111 lll�I III I I III 27 of 75 11LN",1 , y f xl , 23 Y" , �(" "_ (3 C), J" 2 C)I 1� coir)fldence not rnade! avaiif,��iUle oti liers Mfflicx t egfflii rrijaUie )1( 1,1("J I %_i<1;i") ofl,,"ner (:agerx,':,oes ease irr�iia:iy k,'�e au rllf iia)rlzecll by Ilaw 1'o a,:=ess, Kee:) idr i'T)k`1C1 '1119 HPA , Us a fedemi iaw addrE)SSIIlg 1171(111y ISS11 les ai"w'.1, Of rM,r',',)dlcai services (.x'tcl to (,,*aU>ilfty i'ek",flrer,J1 c>r ro,r4drw'3d aUi ir xzri Wroriiii'wg r( or a yaaar ti, we be(,,)irrj wpk)ted anaJ 'firncil,Iy rasdw,?,d, F,�ec,,on,"Js (,i.nd acilcrns 'hakeirn i ft".>r o:r of rmt fil"nire( (,,,3) years flrcirn 'itie dit,'xie fz>f of the i?eC""Or('1"," Of (:�nq rel'a r'iied R')Ir a perk)(,J) of three (,3)1 years, (,:rjftw firnr)i (,J gxnHioii 1, 1 o:r trairisfr),r of the pr�,')pr,niy, cc"�Sf ii plarns, negc'Ha:h,')d ild ng doc fil )1'alk"'x rr:) ret(:'Aried k�xll (,23) r,�,'k:i.te of st jbrnls'sicii 1/a XGC','i jfl<'xrn' The above ryientioned records musi, be retained boyond the Ipoiriod of three years ff ainy iifigaHou i or aUd111)as begun or if as ic akyi is instituteld invoiving any of the dbove coveir,o(I records, The above Irecords wrH be uraetaaUurnaed untii Migafloirr, audit,or cidiry) has beer) frnaHy res6ved, in li-r� ever-it of teirmination belwastern SF:WiB and as seMce partner, SMB wfli be respoinsitNe for the rnaintenance ain(J relention of aii records. C(°)pies of records rnade by rrkir<)Mrriing, r�)lIi iiotoc�:)j�)ying or air ny sirnflair ry'r*tt io(J rrxiy be substituir3d fear irtio airiginal records, K the records (ire preseirw)d wRh �alegrity arxi are aiiomtabie as evideince, Refererices: 20 CiiiR Pairt 652, 29 CFIR "37,37, 29 ;F Part ay7.42, Sectioris 185, 188 air�(J 189 of WiA, CiiiR 667,200, 29 CFI R Part 95,53, chapter, 119, Florida Statues arxJ sp(!)cif1c r)irograrn rekAe(J reqtjiierner°lots st.ich as 45 UR 92,42, 4""? CF pmt 2, 1 H P Ilraegulaaflorrs, :I.AIN F� speclfic TANF-A(I ZX3,i; secrions 404(e) arid 409(d)(7) of flife '13ocki� Security Act and F�SE`i'.17 CFR 272,1(�)a Non corifidentk.'iU pubHc docurnents are to be made avalaUe for ex(.Xrniination by the ;xjt)Hc at reasorrablo t1irrxi.s and under rea,%mable conditions, and copiesi provide(I u.Iipon payrneirtt accor(Jiing to stc.'ite kiw. Fiowever, the fees in cases in whk,h c(�)st would be as hairdst)ip arid wok.j1d deny the ciften cqpies of docurneinN or access lea llinformation that he ar she needs in connecflon wilh officiai pubic business,can k)e wd ve(.J, The fees for copying public records are listed below and established by tat ILaw. • Rain paper copies of no more thain 8 1/2" x 14" is '15 cents ($0.15) per oine sided copies., • DouUe-sided copy is 20 cents($0.20). • No charge for inspection or examinaflon of record uinUess the nature or voUme reqUires extensive use of cUericaL information tech noUogy or supeMsory asdstance by the personnel involved, in which case charges will The assessed based on -the saiary of the personnei Uirwoived multiplied by the number of hours used -to compUete the request., 0 Eliensivp_ 1) a time duraflon of 20 irninutes or moire for a) -the assembly, retrieva� (but not retrieval from as remote III,111 01 111"R,,U)—,a Oj 11,U)III "U-1 U III III,"i j w III III%III B''M w 11 1 Page 28 of 75 N` '3l'R,VWL PLAN \AjTllR' 23 ard copyh g of fl e rnaieiiiad.,i, 41 qU)eSHM); D" ID) acflve Hor) 1:' �,Iavfr;, c) lrerrdzed revwew to deterr rdree (:g:q or eat INE) h w qw,,,,,mfioirtj; ore ) oij, q)erc.:Yllon ib (,-,wW,,ICt Or r�,'.)tdeve date1,;, (:x, 2) reqLAlir Q 'Hl(:-,3, of Speck:11 ),n�:,x:,;,edUr9S of the at,,,,e,,,jig u"nqr vt of k as a,�aummi Tr,�odalje fl 8 VdUii Yj of a &eii (:Yind/cr t�ief'requeii"'cy (A rw�;Ulrrk g rw Uel,V` gWiin The 20 ii-rilriute crh'edori r'T�&`b' for c;lerlcd and °t"U' jf)9rs,j,f)ii ind, bLll ii r,eay 0f,:,x,,,)) rr'riet WIff[iihi i eci(,Ih, of �(l mc�e t�y addir,igfl,,ee llh rw:as of dlft)rer vili,hf dvdv�,74s hwolved, Repoirls and ottmr rT)0tE3iids that a dep(xi�irylent has pdialed or �YrE)pared by the Geinerd SeMces Adic diNsdvatioin, by the Office Of' COMPLIter .1karvices and k,iformafioin ysterns, or Iby an OUI*Sd conl*ractor, rylay be offeired to the pubflc & ft ie adual per copy cost, charged/bMed to the deparimaim. 1,11 J fl,1�111,111 fj 11 111 n I I I[I I I I I IN�If[f I I I I lDage 29 75 "J v M I , Grievance Procedures A gr�evance can be fled, (Exhibit 7) by a job seeker, parlic�pani staff, grarvree, skit)-cointraclor it any other hterested party appedHing an action taken L)y SF-WB or any of its SeMce R-.0neirs whch resulted 41 he Moss of fundkig or a reductior-i of pay status or, posHron, 1hcrprjc kig terrrihahon or suspension from an SF or Department of Chfldren aind FarnMes (pC17) pirogircmn,i. A grievance can akx) be Mod whenever rl, 6s beHeved that a vidUafioin of' WIA txm occurred whch affects the hterest of the grievant(s). SerIvicc IPa rtners who recerve SFWB Rine ing for the opera lion or rts pro grairn(s) s�haH coinduci fori na headings and/or grievances rek3five to the terrns and cc r,rdltions I:bir SF-WB eniroUrneint and ery,#oyrnent and shall adheire shictly to 113MB's Gir�evar"ice Procedures. ,Job seekers, paiIicppants, staff, or other, grievaints wHI not, be rekiflated agahst, coercred, thir(-.)atened, hfin,fldated, &,K-Airnhal d agak,isl', or denied beinefits to wNch they are jusfly entffled, or h any other way disadvank.iged fbir havhg filed a grpevance, parficppated or asksisted h an hvesfigaflon, or proVided t(m;Hrnor-ly or hforrna Han. Staff Gilevances and Complaints 3MB ufflizes tbe centirahzed personne� ser,Mces of Ma rI-Dade County Office of Fapir Eimp yment Pr hces for cornpllahts of d rimhaflons, and Emp�oyee Re afions Department for vaHous persoininel aind adimllinpstrafive pupom...)s such (...Is the haindlHing and procesdng of caireeir serVce gdevances Red by efigHDIle eimp oyees who Iha ve epecfed 'to use ths grievance procedure, (TExhibit 7d) regardless ff 'they are covered by a cofleclive bargahng agreement. m II III III III W a I I III III"I I III 111 11 "1 a 11)I'll,W 11 111 1 1 111"I"I"I"1 11,1"1 9 I a 11 1"1 111 11 111 1'"",II,II, I III II, 111 1,11,111 75 vv k Z j V11. Oversight Monitoring and Resolution Processes Audits An au .w dft of SF H3 wit"kh cornipfles, wRh lbe Ski& Audit Acl and OMB Circubr A-133 is conducted ar wwailily Iby an independent- CFIA firm' The audiltor is ,*)iected It"Irough as (:,ornpetrfive procuireiment procew,, The annuaii audit is conducted in accordance Wth ain (RArt plar i wllidh is aninuailily sublTItItod and approved by AWL 'rt)o audit irlClUdes opllnbris,, from the aUditor or) wh(Aher lihe SFWlB has interndil (-,or itroi systeirns to Ilimovide reasonable a&surance Wiat It is Imaalnaaging fe deir('A funds in coiry-ipiiance with appflcable bws aind regubtlons, whoit er S'FWlB has comp�iied wM i Ilaws and regUiations that Imaay hove as materiai effecl on (mch major fedeir(A assWance prograiryi; whether the financi(A slaternents of Sl"W6 are prem")rvited fairly in afl materiaii respects, its fiirrarrcbil 1posiflon and ifie resuft of fts financii operalions in accordaince wift) gener(Jiiy accepted accounting pflincilipbs; and whether 11'3WEB is in corniNbrico wilth the Ipohc.ies governing ro\,4ew residluflon Of SLAXSCiPbnb akidtit reports. RegArements, for Ira vbw of &-)Mce lPariner, independent audit rerxxts irlcbde air) a,wermnient of cornipflance Wth OMB Circubir A-i 31 This cory'ipUance revkm is perfornled Way SFWiB Office of Continuous Irnprovernent(I(DO), as audits are receii SilillCe as idilts are required by SF II poky icy indiude afl &wvke FlarlT,iers urecoilvimg $25,M)AX) aninually, both not-for-profit and for proffl, thoy air reqUired to Ikea subrrdired withir) 10?) months froryi the and of the,13(arvice IlPOIIIT eir's fiscail year, Filr idk)gs and recomrneridalions ore to tx: repoirte%d to ISMS abing wift) Service IPar tner actions to correct deficieirlciles,. De is are regAred to be COrTected tartar to lihe renewail or extension of contracts and if Inecuessary, funds or inew contiracts, aire Wthhold untri coiryiplbince is obtained. ki cases where debts airr-,)due lo SMIB, debl,cokxlton procedures ore knipbryiented, The procedUrf.m foir the oveNg�ftt, monfl-oing, and evaluafloin of the Ilpirogrurn opeiratoirs are,' as,lbllows,r A. The staff wh�lch rnakes Lip the irnonriulng unil, or 001 con§sts of thireNo ftscail rnonitom, supervilsed by as Special Project Adminilstrator IL Al pirogarns receiving Aindbg from SFM are monitored. "CI is respoinsi!Ue for c()inducting perlo(lc prograrn assessl r*inlrs, revieWng prograimmolic data and Viteirinaii managernent pracflces to assure cornpUarice wtih,mguiaiioins,lbefo responsbMitles kx.,,Aude the fc.,Ailowing: C.'Onducting perfori-nance aw),swrienlis to ensure cornpHance wfth Conducitring specU ircwile"WS urcuaIuuiredt'O det'9,Ci fF(1LJ(J or abuse,, Mlonillo&ig prograrns It(-.) ensure accleptaUe perforTnance cornipfionce wiflin<",onlracts, Perfoirrnkig inlernaii adrn�lirllstrative assessrnenis to ensure SF-MB compHance with r(mILAalhoins arxi pdiiciies, .............. 3T of 75 I�I",v A-1 A C',11011"4 C I "'J v'VI,,',I'IF,,,' 23 .......... -j( S"//,�,�"Iiv ce V�Ia trol's ))ked to cornPIJEflJ,(,/,,) a ti, if w1i rich fp>,r::vIi' of 11""fAs, (35SLUI,v 'ell ije coi-lI,i,,.,�c)jie'er agen)cy adequ( adii fu ids dksbiuwsed by ,v,(/4H be 4 h 01`,,/413 c(ir2,,/.uUo,//),4,�/ al ,d (-Iode of reg"'Jafloll cei-IrIf"Y/ ir'I trihe aiie ter ad r�cr,,,u��.,,II,,,ufo,,, ":,i� rneii Ut,if(Ix,, 2 Gg0laf Of anjy or,� is a i,:,mf,,, of u,,,/))r,O'f�e,,,/Y)c'Ir whicf-�t Vrne.:,I),v, '[1oad "k.,j) Il irnli ij k,,", o'jjh of r Of C<:'I")jfire(Ct's wiffn il ije is s�,gii*d by fi-,w(, !�)ire side i,fit/Chair of 0"Ile XeCUAIY',,M/ aii,0 C,ontifoHer,, Pr (')C coridtl h fi, A aI14VU,,g by iloc,"ic , esk aj ia4s of iieif�)O d'S 14,)e V e s,,md Ser,,Ace tnv,,,,1, u ifnoif,�Alroirilr'llg visT"S �Iro J'�)I'v,":��jl Ci� docu r by volfflh, 11s, and (..).JT o fhi oV,�i.:Jer fio iif C(oirll�rn.:A books of aq,,,COUN, recorv:11s, iih-ne fid (ail q otther fil"'i'e, Iff"', OiflJx s EW.,-�/ ilif,i) aWliljoif'f), 0("'IJ i ot o c,/",'r fnahf lifeirmOlf C E'/), ca lig 0 adimlV AsIrmhiori) o i ne)fl iinaif jifor,frijg • Cour"I'sx,"Nih • Jot::') �,Q revlew(s On a ii q,:,fled g bi-ll, i'v'),11, Nr,i,-,ijH'ed to, iii,iljkc�,,iilai X,,;""fr� Vr"I'li"'Iell i"x iick """i 0d lffsou A l)A lRle% iz�/,ailfcipaif,off, ff"i4es, sW,,a cu ilhsiflx f agii"ro",,,0 iijoi a1f i,,ri,( dk:/:�,P ie)"k" ice flh )E),11 if OJS, 00 UJf� aq,',:))s aCfIjvtI(,o')S rnaI aii,ijd it 4 lh/,,)) flf ie fry of aH d 4rij llh;,� wi-I)er) cqf,��,les are i-ijaa"Ae Of i't s . ...ykl,,,,w d 10 filr�,,dhi gs rioted fr,,u,ijd c,,,,,oi,Vcbsioilf i) f y lfl")e ii-) i:,m,ocess si-jx,,)j)uAd uLKICO" 0 flrao Cu fl[ Ct A leift/'A oil" shc,I)e loYe Jaho�is, (E34yVII8I?I ::,,*IlIcies iriad corifec tICfiC:xf fj I)S, sl WiB may h,,)), dkec`�h,'/es ijd desL(sr, I #,")Or ilif 1)Cor"f u in ca,.�l(,I,,,,,,T,,,,i,,��,rtilli [I'l m id/u, iii are fffleci, °=a, 'Ito /A'sV/,"//I, U, S, Of l.,aI::))oPrI Oil"15"k,"'e Of i,)Y i`/E,`,IgUiICfltjU lis ailld In�Vk,,`w k"",Calfirkw"""I,out, sfi"�fff coi-,Ix�Iucijs wv[ce VI"Am <-16 1,1-'iwot)gl olut frf,, 0C,A �,)f fjjrah-,fjkijg oir ifr, (,arf Mlllnii-riu r 1) 0f 0Jl lice ,C. fscjsfoliliows� on,Me moriftoving AM"(�,,oukl Wx,.Aud(! a reAew of(x�iy or aH of fl'ie f(AllowIng (xrea,�:u- ffle rn(Ar)teirxiric(-.), reporting accuracy, support serAces, 111061TICA irriorifforing, (x)tjrrseilling, job cieve4ol.)rneirilt, parh(�,llrxmi, aciiAlie% finaincllcA Irecords arxi accoun1% in addffiori �k,) cyther Ipouhneni, c'ireas, F.rex:pjeinsy of ad(Aflorx'A on-sliliq m11"I".I'll,m�...�111 a111-. �� III III m11 m11...- m, 'q -11p q v 110 m"R 11"g AP qj a mll a,mll ,w jo,1111"u mv Flage 32 c)f 75 201 ir,nx,"!ii i1torir of vr A�,"N WIN be or"i, demon MAW need. whth may bbm,',,r by desk reAews Or ii trioii,i)�lolljir)g fir",ldh igs, [)Ul`h,)g eadl",,i, olr a r�6frz visl't, )[he vw '11l flfjrm,�ncj)d1l ((:;;or)"rroll wlhjlcl-� 1) llibr cml 1, 1,110 0 "�Corv.,Jj o l"""'Aing, A lclai 111-[g lecl"wIJIcal as lrrte f�Alowlng fisx//;,a l 1:',,'JY`rffhq q1:,�) 11 rl)ur'o41'ollt"Itg � sjft'' 7 Of aC(,`,',0Lff)1's loy 1hrI)e Sumce te�,mr each mlj-Nfly for wl-lfcl-1, ll, ec( a UOMEW Of i)a�,s, )"e11 lucyiesM odqjna� hr'fmolc(�,,/,�,s i'd�cord jig ui"es,,,, Z Bank iec(,,)r�:Js kjjv,,:ludhrjg cdil( cl-,i)ecl,(,/,s (t,,Y),n)d jjciFed rrirx,")i 11 jjDy banld' ifle- meMm; I jco ll"fdudil-q air)d ur III l.'hr"fne 4, Othw ao and ki//qf:A�,g roquh'qirlr felif ith b,y SFWil3,'s; Ipf,,,/�.if,,,,/,,,,,d,/,, daaii'es and d!rw,,/,fijvu,,,5.r 5, COITItplla")CE'r alf ld rep olts aloirlg wl1h to d.11 i:>y li odepu(deif'iju 6,,, R(x/.,:.,,,ord aind, documenkAon of stand4n cost ,:,:,�l,ocedulfr,,,s aii fid of de0,))"1/r fio 1), 11 tie ir rix,mf i0or rnay 4),dqc :,,vtt) ilr of firy ciR.:'m as, 1']IfIols de far treii fl,, NcWde an iwdeW'r,I ,aAewef�,�)f lr)`(10r1r)0i COrrh1rOlS 'whk:;h edh.).,:,Pb �,,vlflhhrw ti kAowhg amas of AM Peqoonsfl:�dflhy d;ol-,,ttrol o/d,/).r ff)e of r)rr ls, dePk,-d a-,,xted "k'o ca�Jf'�, lf""','AGtlhy ppu),rcr irlr*i-its, remad keeping, A al-n(:Jidl n,dqf'::),OD Ittl f)g, al"id copr'l,rol of Ime mcW/,,i, if a Seuvke Flartner malnt(:Ans its pdu nary headqu(x1eirs and (:my Il orhon of if fiscai rec(�)rdke(�phg outside I D(x* onroe counties service deiWry area,c()pes of aH of the atxwe ry''wifloned c0cluments ryray t)e requestf)(J to be sent ft)SFWlB for rWew, 1 afltjre(A a Seiwr ce R`irtrier ft)expedite su(:,h re lew wfli t)e corisidered non-corripikince with the contracli. �liD Monrlioring of the Ser\*:* ActrAties and Procurerrieu it M(�xiftoirs vWi,eact i Service IPurfrier a,t iecAst(:)r ice during i he progirain,i year, Asparf(AtN) moiriii<>ring review, rux'iflors aiire required to (:;oirnpiete a iiry ioniroidng 1-(�xk or indnirnent, for an emxy dnafi(�)n of ltw) v<Aom is flscc°A (md finarickii aspecls of the organizarroln, 1he review linckides ftw)fc>Howing�, a. it). Acxxxin,irrig and re(x>rdkeepllng; c. iincome arid insurain<,,e; d. Cc:ntroi(�)Oer cash; n—a m—uonu,a""In,,"..—..—..—I I,,,,iii m iii I 111)111.III 111 11 1"1 "11,"1"1 I'll III III III I'll III III,,I I'll I III I III III III III"I Rage 33 CO 751 9. Cori'tro ovp;f,d sbt.irso.rner,)ts,, and f Rlinanc ai repoirfing. The rnoinilorllng Instrurnent provides guidance with respect to spy eclfic reviews the rnoinlitoir shouid ry"nake to observe the correctness of fiscah and accourifing procedures used by the Seiry ce Partner. Sarnp.,:Aes of spectfic sets of records that aria reviewed and the criteria Ibeting reviewed aii 'I Cain c6liled checkse, for signature and vo dairice; 2. Cancetled invoices and btfls, for dupHcaflon aind payment; 3 Generail Vedgeir, for compieteness, posting, recon6flation, and separation by contract airid funclhing source; 4. Petty cash,for Illilrrnlits and baiances, 5 Pairi-icipant account records in SAM systern, for SUppoirt seiMces payrneints, reconciflaHor)and attendarice; 6. 0JT invoices and checks to eirnp�oyers, with actudl eii r for accuracy and verificatilori of receipt of payrneint; 7 MN--ioidling tax and empiloyer IFICA contribufioin jpaymeirnt records with rec6pt Of PC.IYIIi 8. PayrdlH and persoririe� records; and 9. hiventory(MA)records, with iollt-iysicdl property on-stfo% in addition, ITIonlitors are reqUired to test and verify each Service Pairtiner's 1purchase aind procurement systern aind process. SIFWH:� Irmnaarapfaars aiso perform a review of capitail eqdpirnent lirnveintory Irecords by veffying the existence and iocation of llteinrns puirdlt-iased by Ser\Ace Partin e.irs. The tnformatiori is reported to the SMUB Adminiistration Unrlt which imapntapns an aalrn-goc ng record coinfroi of afl WA linverntory of capital eqdpmernt, The monitors shaH conduct an exit meettrig with the Executive Der ec�toir Or desigriee in order tou 'I Review IlIrndtngs i pin the rnoinitorling repoirt 2. Estabiliish corrective action Iplains when needed,, 3. tssue dhrechves(if needed)to cease and desist trnrinedllatelly ar-iy activities that are not in comp Hance with fed rap, state and/or SF B reguiafloins,, Directives shaH be docuirnerited in the rnoinftorpng Ireport, 4. Obtain the spginature of the SMS's IE xecutive I Arector c,'Yr designee on the cover Wier of the Imonitorlirig report. The 0iii repo l shaH be given to the Service �Partneir's Execufive IDirector and a Ipha ioc<')py shafl be Ipiaced in the OCil flo.,' The Service Partner is responsibie for the dev6lopirnent and irnpIlerneritation of corrective action piains resulting froirn findbgs noted, and the successfL.fl correction of eact' 1prolblern. At fi'-ne request of the Service Pairi-ner or ttie recornirnendation of SMS, OCt ssfaff may Iproviide techn'hcai cmsistaince to aid in the trnpiernentc.,Aoiri of Me coirrect[ve action piain deveRoped by tllt-ie Service Paii fineir. Page 34 of 75 VVDF,a 23 Flrogrclrn 2C)ll The of C� Arad flve Acflorij s�,')aH Ibe )iHlE?(,J tO ("N"J Wil"Al 1, tero (10) vlorkhh g dcays cAl"erlhe unorWu' llg visfl% or as )cflcal�ecl �iI iIoe r(,,,�poil, cover letter, "rl'ue FIOCA "he fc�,HcWi ig hc;.,,,�ues IcHed, W Qr'),Chude aH pr)ro[Jer�,'is ir'�ok,, �J tl,wu.,jiglr u flTx,,Hngs by lt'�Je 11 to r(,,,),soKm flue milk[Il s�haH u','Pec�,ftc flhu't mAH be J f'o reso[ve ea&i �sst,ie cited, c'.m weH as W"ic, vvHl L)e expecled dc,'il"Ie of cunpWlon, vv[,uach d8f!"hrie ath n(,frc,,,.,nne fo;." i," c)r,7�d of ft p an. Mlor'iho h"ig of ttie P(,,,),CA and c,)f It** prdz,,)4err.�uO) ViN Q.ae cc,)�nduct(- d L)y OC� cle le, rovk-)1mo c,,inI(djor Q,b ftie r',rv,",wAl'or 6Jll'k)g as P0(,,,I A deve�ope(,,J by rlrau sell,\Ace F)c')Hnell, k, -�'o evclk..lcufiolnj c"')ii)id by C,Cn c)v,v,,J uouaay k",)e f(,,)ir any a.auuaw (,)f I reasu"m 1"le does m,'A' addire,, , tfue prd,,,a,ler)n, or 6 x',, rio,' prov[de l,,.,wocedLffes W*�i, cxe intended to correct fiPuaa Q,)rcblbl&Y"); does ru),I, ue of il,, ;r 4"Irii::Aeu rl,wer)tafior); oir QhMOLACJ h,p4)se a liana ahp or� fl'IG Sen'VfCe 1:'(l hef,,i, if kll"p�elrlrv', 11"ec',k, o,i, of llh( :10(,',"A vvoa,Ad )'rocedii Are whoc[,b wc),(,,,*.J loe h,") 0,Aatfori�aaf Ff, cii-id/of, c",,1A crill"T"All"u,"'aaQ k""I'vv, ibn'd ll,"* r,',"C,(,,,A Wthr'O'en (101) vvork,Jng days cifler H)e o'nc,rill,oring or as ¢n6cated (,"m vlhe rY,ior'iH1'�,,,)rh")g rq,,,)(,wt au uJ cover Iletllaar shl,hra a,n anA Pa3Yiia na.au ft c,)rid rofermls, Moinftc)Orig sc,,,.,hed. ,Aes cm, p&rk,,'xR,,WY 10 rnorflf'oir'fl`ig c,aH !,'3i.,,,")rAce P(,,xrfnei's cic,vveH(,,,,,)s Of&)UH1 F10111C,14,") Bociii'd h0eirnljc)ersJI flp Seat9,,c,nfl,,ue SMM are b a rsbg naa ef,,J as specffic cafegorres,, "ll"ie fil Seats cor"nie ()rgu,flzr,,:Mons sxm,,,,lrn as r,,,i Qo<,'Ml� Cl�jairnt,)E)11,S Of or,�rnjeme, educafioiruai hir%iltu,'flor)s, 1c.,flboir fj,broces' I fi:)I lfll va(" al ls, cor'llr,ra x:x zy (:)is va( arncuqs Occur, c:ire for fa c yeas m, terr ris, or fess, H: C) I"19W r"flelr,Inber repk""'Mes, as ii if uc I iber earl,"*1Ieff, [,.,)ef ro thek,terrn os ............................. ca!w0rx 10.of Seah 1. CommuNty Bqsed,,2W2Egqjion 2 .............. 2. Ecoinornic D'eve�orxinen ............................ ............................................................................................................................................................................. ..............................1.2 -.................... —4.......E ducatlor"n.Ta Ll�,) 2 .... ........ ..................................... .......................................... ................................................................................... 5. E:lcler Affah, ...................I—I.I.I.-I—I.. ........................................................................... 6. MkaEa Base !2F �2�L P�2Ln�yo (-,,D I .�2! jin an Lz bor 3 ——-—------------------- 8. Pr�lvate Sector --ushess' 23 9 7;, "..............---—. P ic AssIistance ..................................................... 10,, firaddfflonaQ Partner 4 '6� � ........................................................ 1 1' w C areer Cente.ir F)airtineir 115 Totaf 45 I'll.11 Ill"1 11 3,15,of 75 )]A i Z j I (..(�)infflct of kftrest INWO rneinibers are fristirricred duiiring a i irnealing, ltmt if they feer tt i(°it ihenry riNght have a coiriffic,1 of hierest, ttiey are to leave the roorn for the dis(o.Assloin and do riot vc)te or) that agenda ifern,. The narnes of rnernbeirs who leave the ro()iin arxJ relurn ar,(::)included h i the ryilnutes, F i'vIonRoiring of&)rvlce F)ariners p Uring F'roceditires The fbflowing are.Ries SFWS's policies r()qirdk'ig Sera ic,.e Partnor INriing proce(Jums, which (ire rnonRoued rhirough ircau tirm)contract irrncarncagernent and irrionitoring. The piractice of me paiisrn shall be forUdden for (aA prograrns oper(Aing und(,!ir SlWIB funds. Sp)eciflcalli no WlA fi jinded enlity ry"Itay i a 1peauraaarn ki an adirnirflstrative capacity, staff positior"i or hire-f1mit position funded under he Act, if (sr iy miernix-3ir of I Os/her lirmnrcneadiaie Riunfly is ernp oyed ln an adry'i�linisftafive capacity in the MA funded entirly, 'I. A WiA skiff lGa eirsor i rnay u iot appoint, errploy, Ilpuroiirmnotee, cxJvainco, or advocate for appoilir ulrnent (Iirnpk:)yirrient pirornoHon or advainceirnent, In or to a position in the ageirncy in ;�Ilcti stwtle is, seirving or over which sh(Vhe exerc%es juftcfichor 1 or (:.oniml, cm iy k'idli wtx) Is c) rneirriber of Il"he Muff perv,")Ns urnrnediate farri0y. Ain lindlvidkja� sh(x*11 bE) apr�)ointed, erriploy(:)d, prornalied or advanced in or posffloin In a funded entify if sUch apporntrnent, ernplloyirnervl', prornotlorn or advainceryiervt has boen advocated by a statif permin serving in or exercdrig juirWicflon oir control over lhe agency, who �s a rir�ernber of the lindividu&s Vy iirned�uie farnHy, 1he terirns urmnrmneda ate farnily, par warn in cairn adrnllinlhshrafive capacRy, cind staff posiltion, aind WlA funcied eiriffly are defined as fdilows: a lrnmediatf)Rxryifly Wifb, husbanci scin, soin in,law, daughter, dcm)I in-Iaw, rnoifxm', irnotherin law, father, father.-in law, bralher, brotheir-in-law, sLs Peer, sideir-in-law, aunt uncle, Nece, neptu.,"'W,st()pparent,slepIct Od, giraindj,)arent,graricichUd arid first cousin. �Ism Poirson liirn cin Adffllinustralrve(Iqpacu-ly Aj)y person in a posMon Which caiindes kifluence or conho° over the administiraflon of the program, selection, hrhg, pklceirneint oir rAjp(-.)Yvisory An interviewer, COLAnsdor, or' any ofher, staff 1peirson who take apl:)Hcafloris and wiN.)se v.�iiary is charged to iraining and is In an adrTift)istiative capac.,Hy only when the responc;ibllfly of the pme4tion re,aqtjlres seueclloin, Ihiding, placernerif or d1ra(.,t supeirVislori of:the cippHcainl, c. Stciff Posifions All statf pcxlrions funcled under WIA such as st.jr:)erAsciry peirsonnel, Instax,,loirs. counselors aind other Oa ff lirivolved in acknhlsiralive, lrahilng, or se rmce <�ic*Ahes, (11 111 "I[I v m 11 11 111"1 111 11 m 1 11 1 11,1 111 1 Iff,Ifj 11,v I,[I,q 1 111,*III I-I III*V III III,III III 1 11,1',, Pcyge 36 of 75 J 1 d. WA 1 un(Je(J Eintrty RecApient's, st.At)-irecipient% c..ontractoirs, st.ib-contractom, eimpk)yIng agencies, sub-grainiees 0,!�ervIice [lartneirs),s Note: 'IR iE31 regUations(�igakisf u iepahsrn(ire(Aso to be fokmed Iby aH fur'IIded programs. 2. The &)rvk le Flar[noir shaU liirwfcarm (zfl appUkxlnts tor siaff F)()sHR)irm of ttw) &)rVk;e i'lartnor's 9(�Iua opporh iNty st(Aus and Wheire to fie (�.ounpbiini if the applicanr cUrns i,o have been r(!)J9cAa<J on ffw) giroumts of t iWheir race, sex, nation(A or'�'Iqhn' r6igioin, (:ige (40 and older), r)ollticaU affifiation, pro(')rcirn participation or(Isxibflity at the firne of qplicafloin, 3 The Service F)artrier shafl ensure that, aH ccreeinhg tooK frory"i ar�)r)fivafiori foirr"ns thiru.Agh teslhg, (°are free of questloins, (nflvffies ()r processes hkr ,h rnay tend ire have ar) adverse k rtpact on airiy giroup dtie to race, coroiir, sex, nafioinc4 orrgki, age, reHgk)n, poHticalU affiflation, or disx.1bility. 4. 1 1')e ServIice IPaartrm<ar sh(�Al ensure th al. (:AH scr(°)einhg tooK procedures ar''id job dem,riptions are related to Itie work'ro be perlbinrne(J aind do not estabHsh artffick)l bairders to tr'ue(fisabi(XI(°)r(z'iy grok jr), 5. ]Rhe SeMce Partner shah anno< .)nce (°M avaiklbk) posffloris as esk.lUis�hed lIn its Affif'17"K.Arve Action F)hri, 6 1he SeirAcf) IDartinerhdR deirnoinstrat-(!) good fafti effoid, to irecrruit the c%,XJbb(J and otheir persons representafiVE)Of ih()SE)MC.0 F)artner client poptAkitkon, 7. 'rhe SeMce Flarher,shafl erm ire equalU ery"ItfA(Wryient oppartur,ft based cairn (kojectie perssonm)l IpokAes and practium;for recruitry"ient', seecflon, proinuhorr, cIiassrfication, corripenscii ion, per foru T uarr(;e(M.At jar ion arwl erripoloyeir rnanagery'wt f rela tions. [)rocess fox,Ernpk.)yuTr(:)int of Staff arxi r"ir nkitencince of(Joctsrr'*Nv� a. Pie SorvIice Par[iner st'aH ai&'O'cAn jot)dese,,.idphons foir each staff mernber,whose !ua lafy(,�jnd/or berieffls are paU wii'h SFWB furlds, �Ib. The Senke Partner li(�fl document<A stahis chianges of sl'uff hriu the eryrp�oyee's persowwre Me, Stattis ch(�mges iinckide r(,Msions iin, job (A(ndfications, sahry, aind/or nurnbeir oIf hu irs woirko l' ln(�.eir'nHve cornpensation ro eirn&yees tx3sed on (�,ost reductoir or efflcieni perforryu-,ince, st,iggestion awards, eic,, aire <AkmatAe to he (Wteint ffie over(Jl cornpeincx.Aoin lis r'e(-jsc,)nabb armd pakJ or (:x�,cin.x)d PUrsuar"A to an agreerneirA eiriteired �u 4o �n good f(Atr bEAmmn mica oirgairhatroirr arnd ttre empk)yee te:Abre) service mn renidered, or Ipuairau.uaar''it ro an c)strjbflsted pkw'l foHom.)d by the oirgoaniz(�)tion confistenfly as to) lirnp y, in effect, air agireernent 1Uo rnake suc�i paYIME)int, I1-w1w m Ifff R"I 11,111,1111 111 111"1 37 75 v I ",AJ rt e frAlowing firilau r(Aal tools are uHfized� 1, Adirrkftirativo Monhorkil.,j'[roo�A 2. Adryfirlistrative Moriftorli ig'foom IVY 3, C.bnlract,Payrnerifs Reva ew'rood 4, Accounts P(lyat*) Tool 5, Accounts Payable Inien xil C.ontr(A Questior ir lake 6. Fixed A, is ALAH'Progirarn 7. 13x)rvk,,e Partners Seff Evaluaflon Quesfionnake 8. ADH rev dew lbdl (Exhibills# 8 -8g) G MonHodng of' Prograrn Aclivffies and EwAualion of SeMce Partners' R-°Worimance Progirc,xrn acfivffies. 1R-,1Mc(-.,) Pairtner perforinance are rTxmrf(.)red aind (,wakiated cis f<Akws� Outreach, recrtiftry'rent, lntake, and assessiv,ilent servkes are 1.)erforrT19d by coritractual SeMce Pailneirs, 3MM rnonitoirs revlew ifie Servke F°�kjrtners re(�:,ords and pro ceduara iraalaaa e(l to assessirnent of cflenl- tr(Ariu ng rieeds oin a sarnp� le Ibasis at deast once per prograirn ye(xr. SeMce Flairiner couriselng records, Era mpkmyiryx)nt [:birrHy Seff, Skjffidi�erxly Plan/ lindd duall Respondbffiiy Ran (RID) foir IN D[: parflc'lrmnts, aind rek:ated docuunents or) flk) are allso reAlewed. din addRion, contaict r7my Ibe irnad() wHh r:xxficlpcjnts to vorify kiftxmafion. C,XAtreoch an(J irecru ftrTleni, acfivRkNe, condiucted Iby 11.10YVGce [)cHtneirs allure (Aso ryi(xiH,(xied (,lirid evabated by SFWH3,, Ilir itake and efl&flrty ceirfification act1\4fies alre perft)jr rried by Career Center's 1�:)eirsor ine (�jt fixed docufions flhrot.jighout Ward-Dado and Monroe counfles, woo as(1trTY)bHe ses!Aons, Rx,)progirairnrnatk 1part of Me rnoriffor's regAlair rev ew is(jukled by the SMB Morifforkig lnstra jr nent. tAs aspect of Itie reAlew MN(;(�)ver: 'I Pr(:)grrvn reporls arid r%)orHng accuguicy; 2 FDrograin a(JrTiNstrafiwe rc:)quwerT'x)rih; 3 Afflurnafive Actkxi arid Grievance F)r(X�,o(jtjr(,)s; 4 Flrogrx:x rl pcjrli(�Arxirit fles an(J recor(Js rnak,iien<xince;(and 5 Other lsm,jes r liol covered by the rnionrl'orWig kistrurneirivt Each flarn ln ff ie rnor'Alorkg ViShUrnoni checkflst rylust N) w)r0led in each revew, as cjppflc(°ibb, SkxrT'ipdes of d()CLh1T1eUAS (E).g,, kilernad rnoir uHoding rxocedures, counsefing nates, (AN)ndance forryvi arx'] rec(Nds, vouch(W, forms, IIIIEP and tr(�ArMlg jAairls) ave etc., (Ind Incorporate(i ln itle irn,011Hoving fqe', &)rne Heyns WH not be applklatAe, (And, thereRxe, (,:)xernpt frorn it-As pr(x>:)ss,, Uher Herns WU orAy requke that the monitor observe that(:�j gWn process or proceduirf,:) la Ilwmaraing accory mpHst r(-)(J k i ac cordarx;e with SMS p(�AkAes and procedures, 1 he monRoirling Vvilrurlrneu 0, prcwkies a suggeMed pr(xx:)dur()Rx ill e irnoinitor to kAkw, Duing field ravbws, rnonOors (:atl'*ir lnforry'llafion froun, 1prrknaaiy zxxirces otiNde 13FWBi oft:.le and through the stcjle's (�x�xnputeir syslern, wlAch wM confirrr arlid auttmenticatq ..... ............ Doge "'N' of'75 AL'All PI,HSI II ZA @ 1\/E PL Al",,i, -- VV[)R, Z"') �ejOqft, the ill riol11''ridicirl, It"I'af i":,"m ern r(, Oorl'( 11 to SFMI3 )y SvVk,."e irii 1"I",dsmvay it naa t(") S1\AAB ti)Ii,") of trailridirlig partldi)Cm"Ifs Is verilfled, Dilmki(,,' lbe l:x0c( 117,110ritiol's wfll lriltei view -1rie it�atfwanat�raain.n (1101,1111'lecteij With 11-te Service "34, �`VCX) I'D 0`11-H T ("'Trid SI\AA W, A sarnl:)le of wfll ted ra� rin tl-gas activ( llst of Hdpari[,,; IT'lailAdned by ltte ilvice reNdew, "'tne foomAng 1�x""Itiorl, WIII gati'liq ft".),r eact i irii 11)ie sairnp s grfxip� al, SFWlB elIgH,'Ality it ri ell)11d1l17)E:H'1t("'J'afe; g C 'Frc,,,"iulriirlig ig. rrninatk:ai")dzite, (,3r)d h tl,,la�ne ard of (,,,irid il, ar)ds11C,,)dal rips as wn.uuni r i it.,�n ii of Ar,iy <,Asr:,rejoai,,ideS 11"110te("""I 1"')Ythle 111101'IlHoir (e,g, t:,,)ehveeru sl,s,11, cerftflcate:)rn, rates on conifac'i and itmse adtiailly i:,)(:Ad, liours vel 45 ll")On ivorke<,.,J) stv,m.d(d 1,, rifled &)&oi.jgt',i "I")iarc"J ke, writteri au id slrfgiried m)rit ei�r iiployers, l�xzlyrdll efc, ard ir)icoripora-ted lr,llti'ie,� iJo( of it'ie %,)view, Sorrie a>fthe ail)ove, lirifit,:)rry iatiorii wfll have been gairieci reVew of and desk reviEnm,�,,,, field intenJews mfiti'ii 11,),adicfparits(.m lid eii will ""'v",id irnforn yx,Jllf.xt ieff:,,nHomvill q ail Ill ftv QxnIlty 1,vs,Ajr(,:,,i ice I?E)l LAdfized� 1, WlA Ad,rH,arie,,,J \Mork(,zar i iaaatnaar°r,n F?N', Vif,,"nAl 2, WIA RiqVvnm Tool 3, Wagrr(,,)n-Peysef `,,,1avk,,,,�,vv lool D, 4, Transtflof'l Fi"(,)grcm'n wiemv Tbol (Exhibits# 8h-8k) �lDebt Collieclon k'i as case Wlieire it is determined thalt, funds have. been mim.ipprorAited itmough ('midit dsaflowance, moni'ltoring, or other adirniinistiraltvc-.n review, SM- B makos eveiiy effort to recover,such funds F.arornptil No contract is awarded to any 1k)uvice Partnei,fir(.xTi which a debt is o0standing. If the dobt, is not recovered, de-a" iollig."Alon of curTent contracts wfli be recommended, in such cases, as Service Flairtneir rnay cat ped it"As recornmendation to a he(,Irling panel condsting of two ILiaisoir,is/Cooir(Jina-il'or°ar representing five mernbeir jUriSdidims of the Si"WIR, The decision of this 1par el is ifien presentod to the SFWB, (A- I1,; next irneeting AJ) appeiiant irnay skjbry'd' a pellihon for an (:ippearance before libe SF B at that time it It is not In agreement with the recomrnendation of the theadrig;)aneL 111)uj ljj If[ I'll--,,,I" III III"i ,1[11-P,-11 111," "III,,,,,,"III III III III Ili 11 11 11 11 111,III f),"I,Ili,i Ili Ili 11 Ili 11')Ili Ili 11 Page 39 of 75 ADMINS-IRIWIVE Fl L/�,J` - W[")R 23 Flroc Ye()"rs 20(l)6 2C)1 I evw y efful us ,fivc,'wi, 'to mvpde an op to a sellvic quesfio tcifcl ll k),'vvever, federallslule rec)pkes aH c,'ludit' fillr'e''Au ngs fuHY vvifl"yin sIx (6") r'nc1Nrvtlrns' c"II OCI�"Aptoftihe m i,& iq°�,*iJ lby S VVR SeMce ikm r*t ir) With i,est.Ats ark nay alsc) u['Mz�- the "',FWIWS gil T'icaa Girkwcjiric',* 0 loceclkms are cxttact'ied as B,,I 7, 11 s/cvne r')i,'ocedu,es for girievdm-mce rescAUMc)n are e� s, ff o dek A is estabiished for an entity Which is no iongeir under corvi'ract withSFWiB,or if a debt is e5tablished for a SeMce F)(�zriner which lihein has its ftinding(,Je c)bflgated,SFWB WH pursme lbe cc)ik:)ctk)in of debt, the prc)cedure SiWiB wili f(,)ii()w include& ► NoHce of 1,)eirrxind for Fkiya"ient WtNn t(!!)r i(10)days wHi ltx:)sent by ceTtified rriaH or hain(l deflvery'io Me debtor, if paymeni I is not rec6WIcl, D Nofice c>f L)eirnarid for Immediate Payment wiU t)e sent Iby ceirfied un(Ai or hcind defivery to the debtor. If (Jeunancls for repayrnent are not C(ATIpfied wtit'n, the debt wM be turned (wer to SFWiB i9gai Cotjinse�, for 1pu.ursuit, 'litirough Rx.) court syMem and/or a clairn wiii b iramaa de to a bondirig cornparq if(:ir)propriate. ......, "I"I a a III I I III�"1 11"1"11 1 1 111 11,lo I If I I I I"I III w III a III ol III I III I III III III 111 11,If,a ll�a I I 1 11"1 11 111 11 75 Jho-,ZJ I I Vill . Equal Opportunity Procedures 1. Equal Opportunity Officer Designation SFWIB has a designated Equal Opportunity Officer/Disability Services Coordinator (EOO/DSC) who reports to the Executive Director in matters dealing with disability nondiscrimination and equal opportunity and meets the eligibility criteria and assumes prescribed responsibilities, such as monitoring® investigating, reviewing written policies, and undergoing training. SF\MB ensures the EO Officer/DSC's TTY/TDD number is made public, assigns sufficient staff and resources to the EO/DSC to perform the required tasks and provides the necessary and appropriate training to maintain the EO/DSC's competency. 2. Notice and Communication SFWIB provides initial and continuing notice to the public informing them that it operates its programs and activities in a nondiscriminatory way, and that certain categories of persons and organizations, including members of the public, have certain rights, including the right to file discrimination complaints under certain circumstances. SFWIB provides the 'Notice" (Equal Opportunity is the Law) to job seekers, including persons ry with disabilities, in ways (alternate formats)that are as effective as the ways in which it is communicated to other persons. SFWIB also includes specific 'tag lines" in promotional brochures, outreach materials and information distributed or broadcasted to staff® clients, job seekers® or the public at large. In addition® where certain materials indicate SFWlB may be reached by telephone® those same materials provide the phone number for the TDD/TTY or relay service used by SFWIB to communicate with people whose disabilities impair their ability to use voice telephones, 3® Assurances SFWIB explicitly includes specific assurances related to nondiscrimination and equal opportunity in every application for financial assistance under WIA Title 1® and explicitly includes or Incorporates by reference in every grant, memorandum of understanding® contract, or other arrangement by which that assistance is made available, These assurances include an agreement to comply with the disability-related provisions of WIA Section 188,with Section 504, and with their implementing regulations. 4. Universal Access SF B takes appropriate steps to ensure that it provides universal access to its WIA Title I - financially assisted programs and activities. SFWIB conducts outreach to members of various groups, including people with disabilities, in order to broaden the pool of those considered for participation or employment in the agency®s programs and activities. 111.Ill -11 Ill I"I"I I"I"I v11 9 v,a w I I I Ill Ill Ill ...... I I E 1"1 A, 1""I - !`/'V"-)..... ......I pl' 2C , 'Y J 5. Compliance with SecHoin 504 of the Rehabilitation Act of '1973 IF B does hot deny any quafifted indMduap with as disabiflty the oppoirtuinfty to parfldpate pin, or, benefit from, as WA Tffie p flnanciaHy asdsted program or activity because of ttiat iindMduap's d sabfflty. SFWB provides a qudIffied person with as dlsaUflty an equap olppoirtuu Oy to get the same Iresufts or benefits frorn as program or act!Mty that Job seekers wrft)out disabUffies re yam ve. SF-WO does meat provde dWerent, segregated, or separate aid, Ida enetits, serveces, or fraiNng to k--idGvidudls with disabffifies, gar tea any giroup(s)of peqp e with disabfllfies, except under certair-i very spar c 6rcuimstainces whereby as spedflc cirHeria is met and the custorner agrees to that op fiori. pt ps the objecfive of SF1( H3 to adrnk)Wer ffs prograiry-is and acttvffies in the most lilrnteg rant ed setfing appropirlate to the needs of peoppe with disaUlffies. 6. Data and Inforrnation Collection avid Maintenance SFWB coflectse and maintak-is dernograpt)ic information (race, sex, age, and where lknown, d sabflity sh".itus) about each job seeker, appflcaint, registrant, eHgiUe appflcarvt/regWrant, parfidpant, terrn'unee, appHcant for ernplloyrnent, and eimppoyee, Ns informafion is used oNy for authorized purposes,, SFWB rnaiintains as pea g of dlscHm nafion cornppaiints Wth the reqUred information as OpUlated by the rogdations, SFWB rO-aiins the reqUired k)formafion for at pest thiree (3) years frorn the ciose of the appflcaNe prograirn year. pinformation irdaffrig to dpscOrnk'iafion cornp ak)ts ps kept for as pailod of at peast three(3)years from the date of reso ufloin of the complak'li. Disablffy-re ated and other rnedlcdl Woirrnafion about an iindMdual applflcalnt job seeker, custorner, or eirnpoyee must Ilee coflected and rnapintapned separatepy from other Informaflon about that indMiduaL This information must be Ike pt cor-AidenfiaL T Monitodrig System SFWB has estabfthed procedure:s to Ipaerpodkcafly monitor aH of fts Service Flartiners and Career Centers to ensure that they are cornp ypng with dli aspects of the noindscriiimpnation and equdl oppoirtun[ty Ireqdrerneruts of WA Secfioin 188 arid its irnp ernenfiing regdafioins, Aso, SFWBs designated EO Officeir/DSC akong Wth the assWance of the Ofte for Confirwous improvement, are responslUe for moNtoring and iinvesflgafing ffie actNities of the SeFvice Partners, as weH as, those of the entffies that receW WA "lltp II flnanc as assistance frorn SFWB, to ensure that those entitbs are vamp pyk)g wff1r) th I Irnaarnatpscrirninafion and equap opporturAty reqUirc..,%meir-As. The 1::O Officer/DSC d1so irevews SFWB's pofldes to make sure those poUcies alre nondiscirirniinatory, 8. Complaint Processing Procedures SF::WB foHows the specific procedures OpUated by the state for processing disciriirniinafion comp aints coirnpiying With the requkeiments set forth iin 29 CF::IR 37.70 through 37,80. The State is curreinfly respoirisIlUe for dev6lop ng and pUbilsf')png d�scftk'iafion complla'iint procedures, (Fxhiblts 9 and 9a) 1 111 111 1 111.1.'1"'","I'll"","' ' "''1-1 1-111.111 1'-' �'," ", ,11,111,11.11,11,111, 1--, Page 42 of 75 I f 11 j I j �,"I'll Q, I I A 1 F" 2 2 01,J6 Z 'I 9. Corrective Aclion s and Sanctions When noncompliance is found as a resuit of a Monitoring review, Sr-WB is respoinsble for develoiNng, and einst.jiriing cornpliance Wfl i, the appropriatc-.) necessay coirrectivo action plan(). Page 43 of 75 I f,, , WEX IX. Prior Approval Procedures The Office of' Managemein�' arid Budgel (C)MB) Orck,Aars estabUsh prrnctpa�s aind standards for deterirnhhg aM,.)watAe activifies aind costs fbi, federa� awards carried out thirOLAgh girants, cost reUirnkxjirserneint cor-Oracts, and offier agreernent&, Sorne adiry)lIrflstruiive and cost Uteirns are aflowaUe oir"fly witt prior qpprova itorn II e awair( Ural agency. SFWIB SIACtly adheres to the "RinaU Guidance or) PirUoir Approva� Proce(Juires fair a lUara Ua a Costs and Adi'dnWrative Reqdrernenls,", est(.,jbHsh9d by AN dated Mairch 8, AM, (EkhIbit, 70) Page"of 75 W-)1,J I S I X. Sarbanes-Oxley Act of 2002 - Requirements for all Entities Rejj�onal Workforce Boards aire, requilrod to IU.ave pro(,,,esses aind F.xocedLjreS k) pklce regording C.OiT)pfirmce with two proAsions of' the'Sarbanes-O Ilia y Act(SOX)ificA apply to (A corporaie eintifies, inckidVig non-proffl, orb a: The two proviskx)s are refem..)nced(is ft)llow& (EVA)IIs I I ai-O I 1a) U1. lis iHega i fbr, air y car rporaie entfly to purdsh wtdv0,iiebk.)w()irs oir r(Axiflaie agailirml any ernpkoye(:)wl vo irr poirts susp(Dcled cases of fraud or abuse (SOX, Secflon 1107, Seciton i i,is a criry,ue to diier, (�,,()veir uji f(AsIfy, or destroy any docurnent chat i nay be rK,Aevaint-to af i offiddl nvesfig(:rhon(SOX Sectiori 1102,Sw;flon 1512 of Titre I 8 USC) Page 45 of 75 H A IN IN A PA) fA A AS VJM n IX It M 10 M lt M, 0 IIJR IfffA a PA PM 6 11 4 F/A ON, 8 2 M M VA M 11 0 A M QN, M 0 91, IN a M COST ALLOCATION PLAN ........... ...................... Exhibit 1 Il§, outh florida n 01,,Icl,a FLORIDA WORKFORCE BOARD REGION #23 SOUTH FLORIDA Ada ;1W`�f C ` ll, , Prepay y® Madelin Alfonso, CPA SouthAssistant Director, Finance o Investment Board 3 'h Street, Suite Miami, Fl. 33 . Phone: (3 ) 1 , ext 300 //IfJyNIYtt ey,,:: TABLE OF CONTENTS Saa C17 I CERTIFICATION.................... —................... .......... ,m...wa,,wa SECTION 1 — I? .PLAN "1710N OF FUNDING ECJSI,ONSau. wmmmvv ......... ............ .m„aa mPoawWW4 SECTION)III II "1 R uC.;" 'ioi ...a. a�, .......... ......a .......-5 SECTION I, ... ORGANIZATION STRUCTURE . —,— �.....ma aamv mva,. Wv.aaa„.Am.m.ama .,,,.,a... SECTION ➢ RESOURCE SHARING..... ....... ............. 1 OMB A-87 CERTIFICATE OF COST ALLOCATION PLAN ,rhis is to certify that I have reviewed m d the cost allocation plan and resource sharing agreement submitted lierewitli arid to the best of my knowledge d d belief: This cost allocation plan and resource urc sharing agreement have been prepared in accordance with the requirements of the Federal award(s) to which they apply, Generally Accepted Accounting Principles and OMB Circular A.., 7, "Cost Principles s or State, 1,o al and Indian Tribal Governments." 111ZWB management is aware and of any applicable funding limitations, armarks, restrictions and/or matching requirements for all grant fiends received. management considered these requirements during, the development an(.], m,mmmlml rnentation. of this cost allocation plan. All costs included in this proposal are properly allocable to Federal awards on the bases z � f a beneficial or causal relationship between tlie expenseincurred and time agreements to which h they are allocated in accordance with applicable requirements. i mmilar types of costs have been. accounted or consistently and time Bute will be notified on any ,accounting changes that would affect the calculations. l declare that the foregoing is true and correct. Organizational Unit: Soudi Florida Worla�force Inv stinent Bol and Narne of Official: Made in Alfonso Title- Assistant Director,1�ftiance Date of Executiou, 07/01/2006 SECTION 11 - EXPLANATION OF FUNDING DECISIONS The South Florida Workforce Investment Board has structured this cost allocation plan in accordance with OMB Circular guidance. It should be noted that the OMB Circulars provide a distinction between cost allocation and funding allocations. Our management is aware of this distinction and makes funding decision modifications as needed. A brief explanation of the two processes is included as follows: A function or activity within the RWB that benefits two or more programs may be set up as a single cost jective® is allocable to that cost objective are allowable to any of the involved programs that benefit from these activities / costs. In addition, our board can make a business funding decision regarding what combination of funds made available under these programs would be applied tothis cost objective. ,om SECTION III - INTRODUCTION The South Florida Workforce Investment Board (hereinafter sometimes referred to as the "SFWIB") is a separate public body, corporate and politic, and a governmental agency and governmental instrumentality of both Miami-Dade County and Monroe County that is responsible for initiating local, state and federal funded workforce development programs in Miami-Dade and Monroe counties. SFW1B, assists employers and job seekers with employment services, and labor market information; and provides training for economically disadvantaged adults, youths, dislocated workers, individuals transitioning from welfare, and refugees. SFWIB oversees the following major services and programmatic activities: * Workforce Investinent Act (WI A.) * Welfare Transition (W"r) * Wagner Keyser * Unemployment Conipensatioxi (lJC) * Veterans Programs (DVOP / INEX) * Job Corps * Other, training programs * All functions related to the operation of the One-Stop Center's (Career Centers) * Refugee 1-�'.rnployment and Training program All SFWIB services and resources are available to everyone at no cost through a network of One-Stop Career Centers located throughout the region. Job seekers and employers can access eniployment and training information and services at time One Stop Centers. The services provided through the region's One-Stop system include unassisted and assisted core, intensive services, aixl training services to the, WIA and W"I" customers. The One......Stop system allows for the streamlining, of multiple services in order to promote it seamless delivery of services to the universal customer. Tbe goal of the One-Stop system is to make the recruilment, training,, and hiring process easier for the business coinmunity and the job seeker. Region 23s population is served through thirteen (13) cornprehensive One-Stop Centers. The Centers are operated by multiple non-profit conuriunity based organizatiows, for.-profit companies, and goverranental institutions throup #iout Miami- Dade and Monroe counties, 'I"he following table illustrates the One Stop locations, the operator, and the programs, offered: is ......... D9L�41vwe,.. Dislocated ...� wwlrmm� � mw Sy�w Center ��+mm' >IA m d' Adult p Carol City Or mmwP Career Center 4690 y"lyy 183 Street Yes Yes 'des I m" T,Lm.0 Nami,,, I111,33055 p4m rth MWni Beach p.ymmw! Stop 633 ypIIEl' 167 Sureem. Yes y" "ya; Yes Career Center Suite 200 Open ted by SEE yobs 3umm Progress 19M , IIF ICi.,33162 mm a p:yw w.'pw mwwp 5— Suite p" p ��0 w ly n Stop ew 3tri t s Ye Yes p ww py Arbor 1. y " ell m m� rth up @� �w�p�w� ��wp�yu ww�ww �ywww�� yYw1 w yew wwwww Yes �: w" � `�ms m ,mmu ucu y u'mmtm 3 G Miami,FLI 33147 n mu am°mwmmwmm°mw y pm y�>mmm 111 � mymmwmwmmw, s mom m enter O nu�u ' m m3 pny pydm.pu pm w:�mmm ppunwpn w,Ilf^� 1 01 I 13marmpmpumymmnenii Services Career C �.... �a 3 �" ...".. p4'p'r mww 5.;..)mwm uum mn muu mmwpw�" p � u mmyn�m 3mp3mm 1113umu„nmynne p�rmp. ,�ww °u„s "�' ,� Operated by SEE Jobs p'pmm y'mmnp m wm ywmmw.mw n Floor mpprmm my,FL y',3p3 i mmr.p T Uun'mnm :.mm� m am "".. 3 wmu Beach ymmmwmary ympmnrmmy ^mn each On Stm y m y"uurpornmLw'ammm 3313 Opwatep p�yWest Dade .p'm"muwmtpm Co-Op m Center )Miami,SW 97 y� p y wmm^ y�� y m^� Ye yi es 3 myl—Havana m �w�uppiuy:"3°wwmw�pu�w°mu y3pm„piim"��. iyymtummmm, �p^�,�y m p3;y7Im. mn„ �y�,m� ""yn°� "nn On �tu:n m y w mu�umm p c, � m,w°m�'m�„ �m ��r y;�, wm��w y" � p 3y p�mm�' ._..�W....�. �. .._ ........� ... �_ �____. Epp Ill�w �w�.u°pmnm mm,�w� �uwpm C� u��555 w W � m� �Yes Yes Operated d bYy pu'uuuth y`mm... Mammmm,FL 33 proy3 , pCenter I W p*p 1'Np p Street mm "ye m r ymw y III p mwmunnuw yu m m',ymnu�m��mupn Career Opmmwm-med by.ArborIllw" uumamm°^dead, FL 3,3030 12 Key Largo'(Me-Stop Career Center 103400 Overseas 'Vc y ss yes yes Operated by:Youth p:."gym.Op ppn y,Suite 239 Key Large,Fl, 33037 m.�.".. .._. . .". ... 13 11"m yy 3 est y�ne to m`artier Center 3112 Flaggl r y v n iia m �" �µ "3 C Yes m'mpy mnmt,iiM pay: Y oumtpm Co-Op Habana Plaza Key Wtistm yw"p.. [ram addition n to work ftiiill- mrograins Ainded through y rkfb w Florida and AW1, m ,», oiler tt,, a Refugee Employment ent m Training:mini rogrm. `IIVy ny program, is my u.tm] independentlyof the mm Stop centers. SFWIB contracts with com.niunity based organizations that specialize in serving refugees and new immigrants igrants in providing employment sills training and placement services. SF . IB has dedicated staff who administer mmmmd, oversee fis program whose salaries r paid through time IXT contract. nirarNv,,,. SECTION IV - ORGANIZATION STRUCTURE The One Stop Centers in Region 23 operate as an integrated system. Each of the partners in the center operates er the direction of the center manager. The entity responsible for the operation of the center is accountable to SFWIB undercontractual agreement. e center manager is responsible for the overall managementof the One Stop including o day operations, that shared positionsadequately staffed t all times, and that partners work together to meet desiredoutcomes. Sp IB pays for time common costs of time center such as rent, utilities, custodial services equipment rental and maintenance, and internet com uni ation.s. These costs are cost allocated across the various programs based on the methodology described later in this plan. The One Stop operator is responsible for hiring and supervising direct service staff. greeter serves all partner programs provided at the center. The greeter is the first point of contact for all customers entering the One Stop. Most customers are directed to time resource room by the greeter. The resource room. is where all core services applicable to the customer tale place. Customers receive an orientation to the center and, are given an initial assessment of skills and needs. Customers are then recommended for intensive and training services through programs that are most appropriate for tbern°. The resource roorn is also where ,fob search and placement activities take place, Unemployment Insurance Claim information and training opportunities are disseminated. The provider and Agency for Work.force Innovation ( I) staff time resource room. The One Stop provider handles all services that are offered within the center, including program. eligibility determination and intake functions for WIA. and WT. AW1, in coordination with the R 1:.I, jointly manage the aver-Peyser, Job Corps, and Veteran programs. 1,100wl, SOUTH FLORIDA WORKFORCE BOARD ORGANIZATION CHART RWB#23 SFWIB Executi ve Director E-- Assistant Assistant Assistant Director, Director, Director, Administration Finance Operation Staff .................. ............ 03-le Stop Refugee Manalger Administrator F- - ................................................. ................................................. ................................................................................................ L .A W 1, WIP WIA FSE'll' 1.3c 1, Im Progn,un Services Services Services Services ........................................... ........... I........ SECTION V - FUNCTION & BENEFIT STATEMENTS It is the policy of SFWIB to allocate shared costs to programs based on benefits received. At the Board and One Stop levels, all costs associated with a specific program will be charged to that program. Goods and services that are provided outside the One Stop center are expensed directly tote program that funds it. One Stop service providers are granted specific program allocations with which to operate the centers. Each service provider is responsible to develop and implement their own cost allocation methodology to distribute shared costs such as the Center Director within their allocated funding. One Stop providers invoice SFWIB by program fund for all direct cost and allocated costs. SFWIB does not further allocate contract invoices. Service provider invoices are supported by monthly personnel activity reports. The Board has access to and periodically reviews the personnel activity reports toensure the accuracy of the invoices. In order to accurately and efficiently allocate shared costs, cost pools are utilized to capture related functional costs that are allocated at the end of each month utilizing the cost allocation module of the Micro Information Products (MIP) accounting software package. SFWIB utilizes the following functional pools: foom One S!gp Facilities Function: In order to ensure consistency in service locations, SFWIB has assumed the leases on most One Stop Center locations and the corresponding facilities costs® The One Stop cost pool includes costs for several functions: space rental, equipment rental & maintenance, facility costs, common costs associated with serving the universal customer (resource room and reception area), and outreach for the centers. Region 23 has thirteen (13) One Stop locations operated by six (6) different providers. Each location is staffed and operated differently. Given these circumstances, each location will be established as its own pool. As indicated above, this cost pool includes the facility lease, copier and fax expenses, facility costs, maintenance, utilities, client supplies needed at the reception and resource room areas, printed materials, and outreach costs. Benerit: Each program provided at the One Stop benefit from being located at the physical plant and the costs associated with this pool. Allocation Method: Costs in this pool are allocated based on the payroll cost of direct pro arn employees for each partner program located at the center receiving benefits u°rim. this pooh. The payroll cost includes all , . and operator stafflocated in the One Stop center. Direct star' payroll will be utilized as the base from which shared costs will be allocated. The monthly contract invoices are structured to capture direct staff payroll which will be utilized as the basis for time allocations. We will also utilize the Blue Report to retrieve the direct staff payroll inftmm°mmm tlaumm :for programs such as Wagmer P yser, Job Corp and Veterans. These individuals are State employee. After reviewing several bases from which to allocate these crusts, time direct payroll cast method was selected as the most timely and effective to derive fair share llocations. Bases such as participant traffic c and caseloads were not considered due to constant large fluctuations tions and d issues surrounding accurate, caseload counts at each cementer. Starting rltlm fiscal year 2006, SFWIB has also cam located some youth programs in selected One Strop Centers. For those locations, time facility cost pool will be allocated between One Stop Services (utilizing time method det mle- above) and youth services based on time square footage occupied d between the two service classifications. Starting with fiscal year 2007, SFWIB will also try to co-locate sonre of its refugee programs in selected One Stop Centers.mrs. If smucti integration occurs, time above described method will be utilized, for dress faculties as well. In time event that SFW11B finds it necessairy to temporarily r permanently co-locate other partners such as the Department f Children and Families at army of its One Stop Centers,rs, a daily/monthly amccuup mmcy irate will. be calculated based on time estimated annual faculty cost for that location and time space and time occupied by such partner. Such arnount would be chargal to these partners and proceeds would be recognized as reduction to time facility cost line items I-b r that location utilizing time same allocation mmm tlmamd used to allocate expellise cost. Example ammo JI ilmummm.i Downtown Location.: Assumption: Total Monthly Facifity Costs by locatioxi are as follows., One Stop Location Total It Facility Costs �iami-D--o—wntown 6,870 North Miami Beach ................................... 7,690 , Carol 8,790 Hialeah Gardens 7,890 Homestead 9,220 Hiateah Downtown 5,820 J��ejrgq........ 1,,680 . ij^tejWest 3,310 Perrine Little Havana 13,040 West Dade 11,810 Northsidie 11„OBIT ........................................... ................... Miami Beach 2,590 Total: $ 1010,000 Direct Staff'Payroll Grant Percenuiges for Miaini Downtown Total Adult Dislocated TANIrl:„' AWI IRE."A —10()"LoL 12% L 55% 2 R/b Application of Methodology to Facility Costs of Miami Downtown Dislocated rANIP:' AW1 REA ——-------.......... "T-- I 100% 12%, 7 555% . ................. ........................................... ......,870 824 1 J-79 1649 137 SY4'VVIIB Headquarter Shift Cost Pool Function: "I'lie headquarter staff cost pool is designed to accumulate expenditures associated with headquarter personnel. Headquarter staff is responsible for the p1mming, development, oversight, and admiinistrative functions of all prograins funded through the workforce board. Headquarter staff also provide support services for the.. One Stop system, Youth Program Services, and Refijgee Prograun such as information tecimology, progranm min g, fkility naanagernent, community outreach, quality assurance, and One Stop traLning., Expenditures include salaries and fringe twit fits. Headquarter staff is categorized into functional divisions as follows: a Administration.: Staff that supports the daily, operation of SFWIB Headquarters. This includes personn.el, file room, and procurement. m Continues Irmmpro v mmmemmt: Staff that monitors providers prmm maammmmmmaatmcaBy and fiscally. mResearch, Development, and Strategic Planning: Staff that interact ith employers. v Operations: Staff tbaat interact with providers than as daily basis, including contract officers a, m Finance: Staff ff that posts transactions to the accounting system and process payment. v Executive: The Executive director and staff that support board operations. Benefit: All programs benefit frovia the planninpq oversight, tecimmmpc l assistance, finance, pmntbrmmm tion technology,y, id management information n systems provided by the headquarter staff. Allocation Method:m : Wherever possible, staff directly associated with a specific program will be a iTectly charged to flint program and categorizedas being either administrativeor pro grain related based on their respective job classification and duties as outlinedbelow. All SFWIB staff are required to complete monthly detailed personnel activity reports � rf w, tinie, sheets "There p,lp be two ( cost pools associated with heaa hma .rte;r staff: (1) ialiDistratiomn and ( rogrw m. Operations. 1. Administration: This spool will include u the executive staff, finance staff, aa,cility management en staff, human resources staff, am minority of the immfmmrr amtio n techrma,mp.o y staff, and administrative mmnmmmmptoring staff. .m.rmmpmm.psa,raation firn (salary cost) will be allocated, to the, various pro raammms based, on din, direct montbly pro grain cost., The iirec phmro raammm cost will be calculated after each nmmmnd'i as prograrn, invoices are pprmaceswd and paid. D,irect ppro raarn cost was selected as as basis due to than timeliness, aaa,cairaacy, and dm:m amnient ability of tbe information. Example: Calculation of Percentage of Total Monthly 11)irect Expenses by Grant Assumption: Montbly total direct expenses = $1M '-W1 I'ANF WI Adult 7A�— WIC, Waam ' iefugee ,WI Pass Total Direct Dislocated 'Mrou I E Wes 1.36,800 66,800 429,80!L 138,500 197,100 31,0(X.) 1,000,000 1.5.6 —6.6 8 T 42.98% 13.85% 1931% 11% 1.00% Application of Methodology to, Administrative Salaries Assumption-. Monthly Administrative Salaries :::::::: $].(,)011'(. WIC.Adult WI A TAN F WIA Youth Rxt.Vgeer AW1 Pass Total Moily Dislocatcd Tlirough Admin Salaries 13.68% 6.68% 42,98% 13.85% 19.71% 3.1% 1001% L_ j9Q1-00-0-1 2. Pi ogrranz Operations: 7'his 1p:°ool. will include research and j[,)]anninj..; staff, quality assurance slaff, program operations staff', program. staff, contract management staff, custorner service staff, training- staff, a rmkjority of the b-iformation technology staff, and support services staff. Program Operations souk ff cost will be distributed based oa ctivity based fline sheets to tr cti ack a .iial time spent oil e�ich program. If sj)ecific gram tinie cannot be determined due to the broad nature of the task (Le. work performed for the benefit of the entire One Stop system), staff cost wi.111l, be distributcA, using the inethod, describeAl above under Administration, Direct prograrn cost was selected as a biLsis due to the tinieflness, accairacy, and docunientability'of the information Example: C'alculation of Flercentage of Total Moiiflily Direct C osts by GYrant Assumption: Monthly total direct expenses = $1.M. .... . ............... i"A............................................I A '--W-,-"—`1AY o`i]�i.T- RIJ-1 . "f...... Z ........... ..... ...... W e AWI Pass 'll'otal Direct Di'slmaled ThrouDh Costs ,8(X) 429,�-360 138,!�"5' 1 1197,1,00 31,000 -1 0 X 0(X J- 0 2 2211- 13.68% 6�63 1.9,71% 3.V, 100% .............. TE4j-�f� Applicaticin of Methodology to I)- grain Salaries.0 Assumption: Monthly SFVJ1.B Program. Salaries not attributable to a specific Funding source 2::::� $1,(XX),000 WIA Adult : WIA TANF WIA.Youth Refugee AWI Pass Total Mthly Disimated Ttii,rough Admin Salaries 1168% &68% �42.98% 1185% 1.9.71% 11% INK ............... .................... 429M 138,50 1.97,1,0 3 1,W 1000 SFWj.B I a d uai r ns Cost Pool Function: This cost pool is designed to accumulate i r s associated with headquafter expense. These costs include f ce rental, telephone expense, equipment, records storage, annual independent audit, office supplies, legal services, insurance cost, etc. Benefit: All programs benefit from the various activities that are housed at SFWIB headquarters. Allocation thud: Whenever possible, costs will be directly emerged to rc rs provided that the associated expense can be properly docurnentcd as such. Otherwise, the allocation of these costs will be based on total program oasts. This method most closely approximates the true cost breakdown for running the service delivery system overall, 1, The direct prograrn expense will be calculated after each month as program invoices are processed and paid. Direct program cost was selected as a, basis dime to the timeliness, accuracy, and documentability of the information. Costs in this pool will be f rt,her categoriz(A as either, administrative or prmngr mn related based on thee breakdown of headquarters steed Calculation of Percentage of Total Monthly ont irect 1 jsa�,rnses by Grant Assumption: Monthly total. direct expenses = I I Adult t �'" , II 'a udi Refugee t Pass �°"�.� � r�i�s��a;t� Anra ..... 429,806 tttD t ' „ t��:b 1.� _.................................. _...__............._....,,,.................w__ ..,,,... , � ,A,pphc ,tion. of Methodolopr,y to Headquarter Expenses Assumption: Monthly SFWIB Expenses a a (. , 0 t � Adult_. , ut ....... t t t IA '' .mtn A._7I �m Pass Mthly Dislocated "M ough Admin sat —_ ,.% tta s �. t t �," t .t �in�)(fpUHhm,. SECTION VI - RESOURCE SHARING All costs are properly allocated tam grants based on the beri mfits, received. In some cases, grants, with limited resources cannot may their allocated share. At that. point, based on guidarice from AW1, ffinding decisions are xnadewhen two or more grants can may for time same allocated, cost. Region 23 has been in, negotiations with the Department of Children en and Fainifies and ocher partners concerning office space at some of its One Stop Centers. Should the negotiations be successful, a Memo of Understanding ( OU) will be utilized to fornialize the fair share cost sharing. r the facility as described under Section V Function & Benefitto . mrmts ,,,,,,. One to Facilities m Allocation Method. thod. The following One Stop C:'enter positions interact with every prograrn contained at Center. These positions are allocated as follows: C mm !gym hCosts., Center Dm.mr mr» ' Function: 'The Center Di r tor is mmmsponsm.kmkmm for inanaging the One Stop Centex and all prograins offered at the location. nerit: All pm'ojg.a,ms benefit ftom the Center Directofs pres mmm e and rmm.mmmmagem .mint of the One Stop. Allocation Method: '11[e allocation of th the salary of the C;mmmmter Director will be based on total program costs for the specific One Stop Cmmm°mter. This method most closely approximates the tm°mmmw cost bwreak.m:own for njrnning the service delivery system mm�vmmm°all, 'rhe allocation will oc.cmmmr mmcmmmmmibly b,,Lsed on the monthly invoice mmm.m mmmw.ittem. b,y tb pm°mmwrkder. Greeter: Function: 'llie Greeter is mrmmskmmmmmkkmlmm for directing mmmm.s,tommme r flow at tkm.mm One Stop Center km all programs m.s ffered at the location. Bmmmrmeffiw All prmml mmuns kmmmmw.efit k°roni. the Cam°mmmmtmmes prmms nze and mrmmrmmm°agemmrment, of customer, flow Allocation Method-. Currently, the Greeter's salary is mmmmt allocated to any funding sources. It is paid directly from.AWl Wagner Peys m funding. Management OversightAlReview RNB managernent periodically re.views the provider's ll cation of the, Center Director's salary charges and the salary charges of the m° t r in die People Firs; Systcdmum. The salary distributions to fimding sources for guess positions are compared to time fair sears allocations calculated for the entire one,,,,stop cementer our a quarterly basis. R.WB management analyzes these results to identify if adjustments are needed. Decisions t adjust the allocations are based on the significance of the calculated urn s an.d the anticipated cost/benefit analysis. The ollo in chart depicts the current relationship and extent of resource sharing that occurs at the One Stop. f��U11Wy!rru'°.. Lwx WW f f� 1 f `�l �I 1(( JJ it If 11 i i ,I t j 1 r , �I lfrPPllrr.,. SECTION I - CERTIFICATION OMB A-87 CERTIFICATE OF COST ALLOCATION PLAN This is to certifythat I have reviewed time cost allocation plan and resource sharing agreement submitted i n to the best of my I ledge and b li w Tds cost allocation play and resourcesharing agreement have been prepared In accordance widi the requirements of the Federal d s to which they apply, Generally Accepted AccountingPrinciples and OMB Circular _ , "Costis for State, Local and IndianTribal '" ver ts. RWB management is aware and of any applicable funding limitations, earmarks, restrictions and/or matchingrequirements for all grant funds received. RWB management considered these requirements during the development and implementation of this cost allocation plan. All costs included in this proposal are properly allocable to Federal awards on the basis of a beneficial or causal relationship between the expense incurred and this agreements to which they y are al.l.ocated in accordance with applicable requirements. imilar types of costs have been accounted for consistently and the to will be notified on any a,ccounting changes that would affect the calculations l declare that the foregoing is true and corrects Signature: ° " ..._ Name of Official: Ma t�'rjn Alforoo Date of Executio'll: 10/0,6/2006 m South n, ids °Aw fbreee Investment Boa - Region#2 ICI M IYA ffi liff Ali JOIJ A FM 10 it is rM 001 119A 10 M Ifil A 11 01 Vol VIA f(fl RD A in 00 IN rm a IN, in a m IS M 1011, fAl 0 a a F///, a A ilk M a s M MA ..1` V ..... L,J N�!D EA4 . ......... 411 1`�,��`AC I'll"qG P1 OCAJI[,,w"� EME111\1 F [�J N "')H"4G N\1HE") k... ............ Exhibit 2 Procedure Nfumber: 652 ,,mffiffft, Effective Date. 1.0/98 ANTI-DISCRIMINATION GUIDEIANES FOR CONTRAC,riNci, PROCLJREMI-NT, BONDIN(l AND SERVICES SUMMARY "],his procedure. is to elin-ii.inate and prevent d pry cii-intination in, contracting, procure.r.,lent, bonding, and finan.cial services m.,tivities bexmuse of race, col(.-.)r, rc.,figion, ancestry, national on Mm, gender,pregmancy, age or disability.PROCTDIMEI' Contac.t the Department of Business Development to: I. Receive, initiate, investigate, ,md determine charges of violations. 1 Fac.ilitate settlement or concifiation of alleged violations. ® Issue final investigative reports which shall include findings, nmrmd corichisions arS the result of investigatiotis of' complaints of discriminatory activities in coli.tracting, procurerntmt,bondizig, md finaml,i a].servi ces. 4. Provide assistance and direction in all mat'l'ers relating to discriTnination in c,ontracting,procurement, bon.ding, a,nd financial servicesactivities. 5. Public and, disseminate infimmation and educational materials relating 10 disc.rimination in conixacting,procurement, bonding and finimcial, services activities. 6. stie notice of a complainant's pmrate right to sijie upon a written. request fTom complainanrl- CONTRACT(S): Department of Business Development REFERENCT D0C'LJMEN1'(S): Administrative Order 3-23, Anti-Discri minationi in Contracting, Procurement, Bonding, and Financial Services Activities Ordinance 97-67 (Prohibits Discrimination in Con traxfing, Procurement, Bonding and Financial Services) Code of Miami Dade County, Aifticle V1 1'r of Chapter 11 A page. I of 1. a a 0 a 3 9 fS 4 110 4 AN a Q OR a a Yll NA 0 M a 90 di YA ft No ID a a m 0 a 110 NO A Q WJ, 0, ON 04, A 4 2 MA �)M, e4 a 1p, ORDERING MATERIALS AND SUPPLIES . ......... Exhibit 2a Procedure Number: 652 Effective Date: 10/98 ROLE OF THE CLERK OF T.HE BOARD SUMMARY Ile Clerk of the Board (COB) provides assistance to the Mayor, the Board of County Conunissioners, County departments, other governmented entities and th ubtic. PROCEDURE BID S0L1CrrA'1"110NS/Bl1) 1[1R,01Ts'rs Fotmal Bid Bids, Requests for Proposals (RFI-1s), Request for Qualifications (R.FQs) and Requests for Applications (R.FAs) may be submitted to the COB by courier, hand delivery, or, U.S. mail. I Prior 1,0 aAhrettising for bids, depwrrnents who do not advertise throup!i the COB, must notify sfiliff, in writing, at least two weeks prior to the impending bid. opening date. The notification, allows the COB time to prepare for receipt Of 1rhe bids. 2, Requests for bids, R,FPs, 11,170s and RFA.s, once advertised, rnust be received by the COB in accordance with the date and, firne stated in the advertisement. A delpaArnent irq?resentafive must arrive in the COB at least (10) rnintites before the deadline of' receipt to answer questions relating to the bid and to handle any disputes diall inay occur regarding the firm ely receipt ofbids. 3. Bids arer logged in and taken tdn tbe bid opening. Depending upon the volume of- bids anticipated %r certain projects, to support, may 1,)e required fi-om. the department submitting the bid to assist,wifli logging in,bi(Is. 4. Once seale-d bids Nave been, opened at a, public bid opening, as copy of t1le bid is filed with the C013. Anyone wishing to review the bid doemnents must irnake anungernents wifli the Gmenal Services Adininistration Department, Procurement Management Division. Page I of 5 Procedure Number: 652 Effective Date: 10/98 err_ rmrrt grog Some bid advertisements may request proposals nd a price quotatiolii., Tgrrr quotation may or may not be openffg at, the thne of the berg rrperrgrrg. In the errant the quotation is not opened, it will remrrg.rrr in the custody of the COB until the rgrmgmmrrr6rr°r ent decides to open gtm "g"guis procedure may or may not require a rmrGblic opening". Crrrm.rrtrrmrrr!grr grgrr The gbrrrrgprrgrrgg bid procedure, applies to construction n ids. ppg:owev rrr, all construction bids require tgmrr,l: a bid grrrrnd, in, gph.rm g"rrrrrn of a cashier's r;hr.rc.k, be rgrsprrrrpg.rrrg rrlon g witli t mil bid. After the bids have been rrprrmrrr.ed, those rrmrrmgrgr mr'rr cplrrrrr.ks are deposited it g:grrr E0`grr<rmrmce Depp ailyrmrrnt by the COB. Orice the bid bas t.m en awarded nd executed, the cashier's checks are rebu."ned to the bidders in the Ibrrrrr,of a Cyr unt draft. Jp plrPs, :pE® )s and, RFA,s I The grrrrrrgr;btig procedure is followed Mrrrrgm1. dial rmrrrrr.rr RFPs, R:FQs and RFAs are. mot opened t the bid opening,,but may be taken back to the departmenit for review and verrrgrmrrrr rmrrg:p.g .rrrg rr rr grr, r rTy date r C'tg r results, 2. Copies ies of' he proposals or qualifications ions are on file with.the COB. BID PROTESTS l. County rmrrrrg rrr•'rr award,recommendation rrerrrg.rrtion is filed, with the C 013. 2. Bidder has ten(p 0working(gays to line a pruµrrtest. 3. Protest letter and 00 bid bond must be filed with,the('101 . 4. Protest is forwarded to the (,',IounAttorney, and the bid bond is fbrr rmrr:ed to the g rrrrrmrr.rr mrrmrrsnt Management]p: m imrion. S. Clouzity Attomeyreviews protest, advises COB to schedule hearing before hearing 6. Upon rrrrrrrgrg.rrtion of hearing, hearing rr : rr grr.rrrTy bas ten.. (10) rays in which to g rrrrgrrrrrr rm,rrr rr rrrrrrmerkdrmtgrrrrm. ��Nffl,pr��o-:. 1I:ll: Riv Date: 111/ l EXECU'1710'N OF CONIRACIS AND Gll ill E IS After the Board and of County Cornmissioners has roved the contracts and agreem°ients, these documents will be mmexmmmlmmml by the COB ten..days fbilowing the l3oa rml's lip royal. 1.. Clerk must verify that die m.lmmmmm,m.mmm.m�nt was approved by the Board of County conw,usslonew°ns and all doll. wmunts must be verified. I" lay is done by checking the Smmmmmmmmmmmy of Minutes, or thie"Green lll:m mints"(final copy of the minutes). 2. All documentations mmmust contain 111 l��l mom m�.. ��m�°1 l��i-Y nal , 1°l I, and a coq)orate seal., 3. Documents srmm distributed, to the various assistants to ll"mmm County Manager for their review min id slllnmmml . (min min signed lm mssimmlmmrits to the County Manager, llmmm mlmmm,mmn.nments mmmrmm rmmtmmrned to tlie COB llms mmll; sl limmn of'signature and distribution. 4. An"'official le"mmapy is, on file with thie COB. PL '"lS 1. flats are. mmmm.ecuited by the COB ten.days after adoption ofthe plat resolution,by the l mmmm,m'd of Cmmmm:mmly Commissionem. 2. Once the plat resolmmrllmmmm. mm.mm.mmnn er mmmmml ml,m,mlmm of mmmlol,)lion have been entered and signed by llme almmlmmminy l rt', the plat is taken to the Mayor lm m:• his sl. mmmmlm.mre. "l"his plan is then mrelmmmrmm. ml to the COIB for verification of signature, aiad reviewed for mmccuiracy. 3. Plat Division is notified that flme lmhais have been cop letmmal.w 4. Plats mnmmmmnot be mrm®leas /l to anyone other than the Director,of the Plan Division or his designee. ., .1 l RIIS1 . llIN'Tll T'be COB is responsible for plmmmml,mmg mmdveilnisemmments of all public lmenm;mhigs in min legal publication. 1. "The OB advertises bids, lC ,.FPs, l .:l Qs, and RFAs upon request frmmrn, various, County departments. oUn„� 2. Ordinances and some resolutions&re advertised for ublic hearing . ll llle 3 of'/ Pmcmm;Pmmcgure Number: 652 3. Departments reAlmesting to mmmgvealg.s must present a copy mega the U] to time CO mmloi'm with. a, departmental index code. Ordimmr m mms must be mmdvei°tg see onie week gmmg.or to the public gmmmRmmringg; however,er, ordinances impacting municipalities w.mgmall be advem mme4mrr smmmmmr ggmm.six weeks ag.Imm passage of first m�mmgmym BOARD APPOINI'MEN'ris), The B mm:mmmcg. of County Commissioner's make individuals or, group appointments to fill vacancies on various County boards. Individual m )ointmentsg I Individual s wpcmgngmmwm wits are, siibmitted to the COB by nm.cmm"mmomma durn pirior to the Commission meeting. The mmmcmm°mmmmm°mmm d,ummm should gist the following information- a- Meeting at which tbie appointment will be made.. b. 'fmm which board mmcmmsmgmmee will beappointed. . Name, address, business and home telephone. d. Attac.h copy agar°crosmm.mcm or qualifications cammt;gons(if rmgmgmgg applicable). 2. The Commissioner must on the dary of the ommmm missi wmm mmm.mmmmgg.mmg rem remd into the record the board and gbie mmmmmmm.cm cmgWperson bein g appointed. Grout)A m mmimm�tni.ents g:gm%mmup mmgmgmmmimmgmummmmmmts require a ballot Rmmin..of scrag. cmggmmmm to fill certain board vacancies. "mg"Ire agency, committee or advisory c,mmmmmmmmgg submmmmmgtg:gmmg names to fill vac.ancie's must submit the following infommmmmrrrg.o to the (,' I Memorandum explaining flie reason for the vacancy and action taken, to mmeAec . nominees for the Board's rd's consideration, to file vacancy. 2. Indicate cgmmtcm by which.iaicancy should be filled. 3. Name, mmmgcg.ress, ; mmmmmmm mmm`md business telephone number cmg"nommm:immee(s). 4. Resmmmmm and/cram qmmmmgificatgcmmms of nominee. Page 4 of Procedure Number: 652 E &cti v 1I:. mite: l.11/ l3 The nomination(s) will appear on the next ',offm:rril. simmmm agenda In the for' m. of mm ballot. along lllm mr�.�mmmne(s)/mlmm�.mli Clerk � � � � l " l� aw � � r.mmmm�mmmmm �. l"lm l�.lm�mlm: ml.l. mmarmmmmmmmmmmmm, �� rm� mml.g;am ml°glm°mmm�lmm�mmrrmm.".t, or °gill sm.mlmmmmill a report to the Board., In the event of mm tie vote or no mmmmlion is tmmlm:mmmm, the llmmmmrm mmammmlm,rmm over to the next Cmmmmmim°m'ml.mmm ion meeting. MINUTES E'mmmmmmmmmnt to the Citizens' Bill mml°:I iglu, wdften mim°mvmi.tes of all mneetings shall be available Rw public lmmmmlmection no later than 30 days after,the conclusion mm of the meeting. 1. "artifimmd eXcerlft of the mmmimm.m.ites of a particular item can be mml:mtained. 2. Verbatirn transcripts are prepared 3mm..lm.ouse for Commissioners ner m hem i.m. the discussion is 30 minutes or less. Discussions longer than :30 minutes ,mmm re�fe wmred to the llLmmma providing court reporting services to the County ['be mmr'm mmmmstor fills out glmimm lrrmmmmiscript request lmmmµmmmi, indicating~ the budget charIge code, and an am:mg:lmmmfizeml signature. 3. Any other requests for verbatim transcripts mmmrmm mmml"lmrred to the firm providing ing court mmmlmortin serrVices to the county. 1. The Mayor, mmrm.mm. g; submit his, written. veto mm°memmm.mmrmmnm mmimmm. to the COB no hater than. 30 lm.mmm..,then mmmml m dar days l=mmmmmm the ml.mmte of adoption, n, 2. The COB clocks in. die mmmmmmnmmmw .mmclm;mmmm. and notifies the County Aftorney xmdr the mm.11mmmmda m;mmmmmrmli m"mmmtmmmm of the Mayor'sveto,, 3. 'l:°he vetoed ll.ern will be added to the rrmmm t official mmS miiida I'l rr tlmmm Board's mmovmmlmrlmmrart.m mm. lwote Pursuant gmm Ordinance 91-22y all lobbyists slmmmll, before engaging in any lobbing activities, register with the Clerk of the Board f.'C mummty comnrlISS101WIrs. N''., CT(S'): I mwlmmmrrtmmment/I i vision C'lexk of the Board 33mmmmcTal Services . .m1.mmimiiimi tr,,it,ion/Procurei,nm,iritI klanagerneaft Division. I p'j /"",�"" I'll ",""! '), L'F" 23 fl�] M 111A Al W, V10 01, d9 N rd, Al I'll vd, id 14) Fo 71 Al rd AM 4 WN rN fffm ?,,A Ah yj A pDb FIR MA, 10 a a M ILIAWIN 0 0 A WjlV a rd, rR, M. rl rA RIO, WA ffi, 8 A a Y SFWIB PURCHASING AND PROCUREMENT GUIDELINES south We ITT meid PROCURE florlda GUIDE LENES GX)ODSAM3 SERVICES /%111nYY�IDb,,. South Florida Workforce investment Board Proctirernent and Purchasing Guidelines 1. Overview 11. Types of Procurement I.I. Inidation of Requests M Authority V. Procurement Procedures VI.. Forms and Document.ati(..-)n. VII. SniaU Purchase Orders VIII. Blanket Purchase Oider's IX Purchase Order Modificadow X Ckmducting Business with rion-govemniental vendors I. Overview Tbe goal of the South Florida Work.force Investment Board is to ensure die firnely acquisition of quality goods and services, at tlie lowest i.ice, from state and local. approved, vendor lists, wl"dle ex..Mbifing excellence in, service. SFWII3 bas taken steps to expeditiously process all requests for goods arid seTvices and has designed an intezmal Loop for the purposes of consistency and accountability, We are committed to a frull. and opeti cornpetition COTAIIII procurements in compliance witb. federal 0M..B Circular AA 10 mad in accordance with all federal, state, and local procurement laws, policies, and fgmidelines. 11. Methods of Procureinent Tliem are, thme (3) rrw,,thods in which. die South Flonda Wo rim-,orce Investn. yant Board (SIENVIB) prrxnres goo&s and services, contractual se.rvices, hachi(fing but not knited to trairkirW sul.,)plies, equil..mrmat, rental agneements, rnainteriance, prof'ession,A, and consultant, servkes, necessaxy,to ped-.'Orm,the services and olwafi antiorn of flie pilau VT.B, i.ts Camer C' riter, Operators and other contraaors. a) Cgum petitive Bimis Ikfiried as as prrx:unnxnent prcxess requiring three (3) or mom quotes that can,be transmitwdvia fax or inail.to the SFVIB Bi.T-r. b) 'NonrCbry,4:)efifive Bids i) Sole Source Defined as a procumnumt of goods and/or services for which there is oily one, source that cara provi& the good or serv-ice: and an ecIpal. product and/or service is um availal3k. frorn other sul,?pfiers, or such wse of an eqtwl prmfixt is irnj..-.)mctic:aI, or that fuR and open conv,etition wsulted in a, nOE17 n1spoinive bid., ii) Bid Waiver . 1'.)efined as a, lmrchase of a good or service without form al corrqw-titive bidding,when it is deternaille-d to be hi.d-Le best interest of SINVIB. c) Erne.iV.ncyPnxurerry!nt t) E'naer1gency Defined as an. as iforeseen or a. as urgej.xt- and irnryV�diaw need for eq tan.pn-m-nit, sul?I.-Aies, or services wbere the prot.r,,(:.6orI of Ide, health, safety and welf'are of the cornmi.mity or the. prt.-servation of puNic prx-)perties 'w(Add be adversely affected using norrnd pm-chasing proceduzes ii) Emergency E)isastr.rr Ptoctuerwnt ...- Defined as those purchases due t(.-)� unforeseen acts of nature,Such as hurricmes,f-loods, fire and tomadoes., 111. Initiation of Requests SFWIII Administrati(-)n Division mct.iv(.�,,s as wide range of rcqyests fiona contracted service partners and headqWayters staff and the 1-jiancRing of these exIrrI3.IVi33te-nia] reqyesim is c1losely mc.-mitoze the F h:iance Unit for budget and fim.din g,comsidera dam ns.. Depeending i.ipon,the pr(:)dw..-,t or sex-vice requested wiitten justification,is forwarded u) a) Inifonnatiorii. "'I"'ech.i.-i.olof.,,y-'U'll.it, and/or, b)1:�a(:ilitif-.ss Managernezat Unit for review and furdiier analysis. (.)nce a detennirmi.iora,haws been made on the initial reclyest, a, Reu'.Iluest for llrocurt,,.ment form. is completed by orie or boifi".M,'anage�r(s) froin the 11'and FacIty"Management Units along wiffi arly Supporting e maAs, gnj..)l-Aj.Cs, etc. Ilie Reqpest for Procuxenymt fc,nai� is then submitted to dae Assistant- Din.�ctor, Administration, vha.)se signatwi�, is ixxjuired (.-)n all Reqw..,st for Procurement fornis. I.be next step in dit.,: approval proc.,ess is tf�lat of the Assistant Director of Financx,, who approvf.n tlie dollar ainount and then routem tlie I-Reqw...?,st for-I'mcurerry.mt to the,Executive Direct(-)r f(.-)r fimd apl:)roval, Ax a, mirurnun-4 d-lere are, four (4) authofized sigpatmes on the Reqtwstl for Procure.anerrt form before the docurnent reaches die Buyer vko is responsil-Ae f'or secuving g oods n ad services f-(.-)r South.Florida Workforce. TV. Amthority Ihe Executive Director is the appokited sumud and nmims the authority, to desigiume peasons ro comfixt, solicitations, rm ke recorrumix-lations, and appxxwe e1qwnditums on behalf of the SFW1B w, ; it re laws to procurerwmt. At a rym�riinnm there: are four(4) si ymttues on the Rcqimemst for Procurernent form before ifie, 11 docunwrit, rraches the Buyer who is resporaible for SeCUring gpods wrid services for the South Florida Worldorce. 1. Manager,Facility Maintmaxice and/or 2. Mmiager,Information'Technology 3. Assistant hector,.Administration Assisstanx Director,lFinance 5. Exectitive Dirraor "Me Buyer, who acts as the. 1,mirchasingagent f0r, SFWI.B. has access to view a.11(jr Crvajx- purchase wders on Cx)imt- AT)P s 10; s3m3temom,'When applical-Ae. V. Procurement Procedures Me procedures ill tjjjS SeCl,r ion ckscribe the steps tArn, to meet the demand to procure a good or,a service cosveffeg.-.tively without compronising q'uality, To optimb,,& the utifization of allocaterd doUa,rs, SFWIB Im access to and nm1ws ine of wee Stine Purchasing Subsystem (SPURS) and the Countys Depatument of Prmurement Management Advanced Plux-hming and Inventlory(..A)ntrx)l System (AI)PIC). Utilization of these two (2) sysix.nus wid existing fyrfie t hrre (3) citiote requirement norn y xeqt,iijrV-:d. c,ontracts alleviaws the need to satis, t xill Ilie fina,l appiwal on all purcimses,ar s contrao.s,le sees, and sera forda,faff umd the ; e.,reerxwnts, responsibility of the Executive Dimaor. '"1'0 aid in expexfit ig the approval process, SFW1B lots established internal pturInsing caps or spendbag linuts to advance steps to �x� taken by the Buyer such rams, the secining of qpows,fommdation of recorrmy.mchitions,or selection of a W.Mclor. The Buyer will ensure these processes are followed: 1. A minirrmm.of tIm-T (3) qUotes inust Ix obtained, one (1.) from,the, State's vendor list and two (2) from MiarT.U'rDad(.-,, Qmxxu s wnidor Hst,or vice versa 2. TIx solicitation includes r us y representation in, cornpliance with procumment. xequire,rxxnts 3. (, otes must be received writ fix or=iil to the Buyer. 4. Conuu of sihen(:e is recogr�wd by an and, all.parties to tfie prx)c.werne.nt prixess mid is stricdy adhered to baning ex parte'comniumcation, Lxtween a curi-ent or pou%mLal contractor and staff of dae Soutli 11,olida,Workfoyce. VI. Forms an,d Documentation "'The pizchasing and procurement fRes are nialtained for a, miniminn. of tlur...,e (3) yy.--ws for ,each procurement process. '11-iese records include documentation for the purl..)ose and rationale for the nwthod c4procuremerit, car ntrac tor/ven(.1or selection, cos do analysis and any p.ertinerit infomnation. Required documentation inchides: V Ri.,quest for Prucurement f'orrn 1 3 umIise Order Written justification Cost/price axrsdysis Vendor quotes V S ul..)porting docurm ntation Autliorized s4;nawrx--,.s , W-9, wbenever al..q.-Aicable VIL all Purchase Orders Procurements widi an aggregate cost of five bundred dollar s or less ($500.00) sball be considered a smA busi ss purchase w:jd,sbdl not rrquire any fonm]pro cuixement. VIII. Blajii:iket Purchase Order SFWB 'will. ini:tiate and create puxchase orders forr.x nee a scific ds at a set rnount for purposes sucla as die hiring of temporary staff,", to cover contractual rates for copiers, and iterns not readily available through the County office supply catalog. IM Purchase Order Modifications Purchase orders may require modifications based on one or more factor-, that alter tile purchase order from its ono I nal ar.)pearance. Either the Facility or Info,ina Li(.-)n Tecluiology Managers or Assistant Director of Finance can request a modification to a purchase order. Sorm factors that may necessitate a purchase order mo(fification are as follows: L, Delivery date 2. Delivery address 3. Quantity of item 4. 1)escription/or substitution ofinern 5. Price (increase/decrease) frorn initial quote 6. Cancellation of Request for Procurement X. Conducting Business with T%bn-G.overnmental Vendors fhe SFWM administrative staff-will receive and analyze all procurement requests and ensure normal processes are applied in all cases, to include accessing approved vendor lists, complying with state/federal/local guidelines, and av,,arding contracts fairly and impartialty. Under certain special situations SFWIB will seek the services of non-governmental vendors on an emergency basis, e.g., acts of nature or other catastrophes, funding tation/availability,, or where specific services are defined -under the to of any existing �Brie contracts, leases or agreerr&nts held by a contracted service partner conducting business on behalf of the SFWIB. Ihese procedures shalt be used. as a tool for consistency, accountability; guidance and training and shall act in harmony with tines procurement practices of the governing entities. A' of a I d a AV a 2 m NVA m IN a rAl 79 a a is a a a a as Ids, Al 01, A rd I m v 10 IIIIII No foil "el a MAP M a fS a "Y'l JS a rM, as MA a r1l, m THE CONFLICT OF INTEREST AND CODE OF ETHICS ORDINANCE .................. ............... ....... � r 1 r ^�I i '.,�..,� i •. i� i aN... ISM 4� � � a i �' M � �' � �' x � a W „ w r XY� M1 1 b^ P X h �y�Q�DIVI!➢Yv :' u n di n .Ru v a n X.r � u 9 M p wx"w M el. ,:iF I , of I k y tl d ETHICS COMMISSIONERS Judge Sv?iyrriluour 11,"Bill"G Brencla Maaaa z I atiad 4.r,c.a°ty zoannussiEm I,hi s and I'tO°,E J!rim 329rta.,2 5/(6 Subseciflan i gatttt (a) Ap � p offi da Is,,officers,w id persoruid .......... ..... ... (b) De firm tions of ter,ms used'flui)ughout tlo:a orcEnance, , I (c,t Prolcl)ffion on transw hng busjnfm;s with the Cowity I� y indMduaLq, ....... . ......... ......rt —2 (4 1) Prohibition on transarticig biuMness with,the Comity ffii,ough a corporation,part�ership,or ather legal entity,Witing cordlicts firr Courity Comm I ussioriers 6 (e) Gifts definitkni,proh,01�)itkins,exceptions,and ffiscloisuxe requlreMmfs .7 Disclostue zequirernit::nts for emplopmS of fi=doirg Inisiness widi this C01.111ty, .......F� (g) ProNl�iffion on exploitation of offidal poislition ........8 (H) Prohil-�x tiort on disclosure confidential infu�imiiafioin ,,8, (i) Financbf disclosum mqUiremeit forcertain hA(LvkiiIah,-8 ProhiNtion on owflicting employment that ivmdcl irnPair mdelwndence of judginei ii;t�Nn per fi!xrm,U ice.,of jnubk dutieis .................. ......... ... .... --10 1(p<) Rinhnbddon on outside employment It Cowity persorumd axed disclosure recpdrernenL.. ............ .10 (1) Prohibition of certain�investments (run) Rioldl)ftion on apj�*arances before CciLmty boards by cert,din indi vidt"on beliaff of durd pai tkn ........ U (r) Prohillrition or,u:ifficiap ac6ons xiivolving persond ffimircial interests ...... ........ . ............. . . (o) IFIrohibition on acquirmg fia-mi$nterests . ,,, ,, A2 (p) 11rohibitiori on Fumemirunmduig pirckessimal services—. 12 �q) Conthwa Lori of�mrtau in provisioxis of diis ordinamice fDr 2 yean foIrwing delmitire from pubk servive 13 (r) Peqiiesting a Negal c)phoon of the Ethin5 Commrosion regm-dino, &ds ordh-umce...... 14 (S) Lolbl.rYb%definubcm,retpuxements regarding registntion and"clicsui,e oft xpmses. (t) Cix,"ii, )f Silence 19 (u) ProMbition o�r,Irusiness hwisacticins except at azin's llen&ffi.,,�, ..... . ... . .......... . ........... 24 (v) V��)bng conflicts assixiwed with adviscxiy W d 14uasi ju�ididal boards (w) 13 x 6 dbitiox is on aaxpfing tra ve ex penses fcom Couoty vendor. ............. . .......................25 (x) Pii,u�)Idbition oin Cowity ernployi,es wrap departmental II)INSMIliel perf nxriyrbZ w itract tela ted d aties ... ....,25 (y) Powers and pxinmfiction of the Mike Counmissii;mi....25 (z) PrdJbi tions cm participation out settlexpent negodations............ . .. ... ............ ..... ... 26 (aa) Parficipation of County A ihxrni::y in coin 1!�TRCt adJustmmLs i . —i....... ..........�2,16 (bb) 'I .. .. . .... ..............26 Sec,2-11.1.Cana of IntereSI and Code of F.EfIcLs Ordinaam (a) Dfsv' �Uhon. TI-ris secN!)n, shal designated and 11;3-town :Is the Mjami,,'I)adt:n County Qiri E ct of interest wnd Cchie of Ed&s Ordinance,"'ITds sectior�d ialll>e ap:)plia!!aNe Ilo all ('ounty peils)Turel as defined herei.ri, and shall also collsfitute a inhurntun standard of etldcal conduct and, behavior For all Trunidj,+al officialss zirxi offif:ers,auLonoi ii�io��s Persannel, quasi judidal persocur:d, advisory 1')ersonrrel, 6:13artinental persci,nnol and einpb':ryees cxl!rnw6:ipahbes in thi:I! Cow)ty ireofax as thei!i" indivi&al relatrollsMps with Lheir own xnunidp d groar rninmLs rill v d:Cxlcenlei.ru4erenr(' xn ilu section to Courrily end xsoxuiel shall flrerefi�ire I)e apph9 n ` It to municipal persorinel who serve h coniparable caj�)acifies lIo the County persoruiel referred to. (b) I' �g nitionS,, For flu'; 111)LU-Pci"Ile:b Of Otis sectio�n the following deffira lions rJ iafl be effective- The follozoieg is a su"urr ary qf Sechon 2,17 1 (1) II)e isrcal "(1nminfissiLV747's"shall ii!efio lx�!,fl,ie N[Aycr arid ffie rnEnnulxrs of the Boar(I of County Conuoissionen of the ('Ode of Mian7i-Dade C.Ounty, thp as dItily constihitedfrom turie to dine. JI The terrn "auhiinnn�aus pencinnef" shall refer t�i!!�) the Counflir's Confixt qf Interest and Code of Ethics Of serni alittonorrioes allILl'icrities, bo&rds and agenciesentrustal with thi'�! dm:1'111�1 t�i,l [.,�i V, Opaina,puz, R?r a cornph* nzndo'standing of J�Iobcy wUM9, operal�ion arqd ii:ertain deffined Cotu�t), functions or arinas of the p?Tvisions q this ordiwnce', the appro- responsibIty', though theIl,gnpAlli0�:d4,' NU" 11 sibillity, for suicl, huictions oir, areas re-Its v%rdh fl'w p?iate section ar sec�ionss shrn4ld k read in their Boar,il of Co tin ixicrx ii wii�)rters. 1,Is siml uasijudkial personni!1"shall ref r to ffie entiret � I a Irgal intv77?'etatfon is needed, a Y nnbers cilf Zoining Appeals &�!�ali, requesi should In inade p�rsnsuanf to the a-nd such iAher,boards and agencies l�!!ilf the,Counii",N'A as perfbi!,ur qiasi jui��Lkdal functions. i provisinz qfSErhon fr). (4) I'he tenna "advisory pn rsonne�l" shal] refi i!, to the inercm.bers cif those Ccmnint�y ad,%rj,sor],, boards and I m)se sl �) n'a gencceswo rriaxY r,e sp(xnsiEfflft"' is to reconiriaerLd legiMatioia cir gkye advice tii;,u the &`iavl Y (5) The 11�emn 'WeTmrtment,21 pdlnonnel" shall refer, to 11he l�,Ixtagii:!r, nJepa�Utrriii::!and heads, ffie Cici.u�ty' Atto�rn!?Y, :M(f all Ass:iSWKIII 0 ry f,u::^ 11�!erm "e7npIcilym'sitall refer t;o,M o 11her Salaned personnd erii!�ployecf by the Counl�y,' (7) "7he berin 'cunqxrisatk�nshall refer to am vi W kII)MY,E0 fwimr' tWng of tiiah.xe or fixmirdal benefit ci:�infisrred in relun'q fbr 7%1ix:es rm Iered iM! Ur bi:',rendere!d. (8) I'lie ler in "xntnY?Hngfinan6zI interest"shaR refer to ��:drecrl,y or, iridireiftly, to teri ('10) per, ciilnnll;or of the o!)ti6-trU'nIutg i��'apkal sto6l��in an corlioration,or as&i!'ect clir indixect interest cif NTI(10, per cent or inore in a firrit, pwtnership or, other �!!iusiness entitNvI "'ofie (9) 'T'he term shall refer to thevolase, worl<s iin fls::� Cotirity d,el)&rtxn4Mt whkh will pam,)ts ari,d children of t1re 1)arson involved, enftoce,oversee a)r admirdster the sikl)led o.)nIlract, (I i J)The tern "transad any b,,nsuwss" shall refer to the (3) lmdted exclusion fro rn pn)hjbiUon r�xt autx)norrous purdraseorsaeby fe nl, advisorfr persmul and qwisi judidal services ft)r a cOnsderation pg P1121S(Allnel con Ixacting with coulity" (11)'rhe term "Ethics Convni'sion` shall refer to the Noh,,Jt1istand:mg any lnn�)vision in tl,e� avant ra,rY MJarni Dade County Corrunission on Efliks and herain,Su��nedi�)ris(()and(d)a]�all rx)t 1!�e cxx istn Led Public'Erust lc�prold'iAt any person definal in Subso�!toni(b)(2), (i!)'( ) u)d (!))(4) fiorri entedrig (c) Prohibition on hvnsactirz� businios within the Cbwu�,!. )3 into any cor[i trwft, 4 individually or �Iuough a �firni, corjxnzilion, I lo person included in the terins defir)ed irl parl��iiierslrip or ii>wlliress entity ir which the !)Oard Subsection (1!r)(I) throtagh (6) and in Subsection inersber �,)r any rne�.n�,)er of I'ds or her iurrnediate (b)(9) shall ilritei�, into any contract or trarisact any farnily has a conb�(�)Uing finax�cial interest, with 1rusiness, eKoel)t as y),rovided in Sillbsections (c)(2) Nbarni-D�rr.rnaallrrdut tl ounty or ar)y pers(xi c�r agenl:'y ad'aIng 0 tbrough (c)(6),ln which he or she,or a nuoxiber of for Miand-Dadi::! CoLurty, l-Tciwevt:,r, any lr�:�rson his or bar firmediate faiirily has,,a finandal interent, definec-1 (t!�)(3) and (1�d)(4) is &reel or !indireck, with Marr,iii Dade Cotxnt or y or any Drohibited front om,i!rachng with any agenLy person or agency acting for I'Viiand-E),ade Comity, 64)artment of Mi�:Lrni-Datle Count sifl�qeft to the 7 , Y arid any, such sontract, agil,�,einent Via,. trusiness reIndabon,oversight, imanagement,polic setting or 7 0 Y arlga,i;en ient exitei ed in viol�tion of t1i is Subsectior 1 quasi jL,Ldier�-d auffiority of tbie ixrard (�4 whkh 1he arson�s a inen, shall render ttle transiction voidabh,,. Willfid ilner, viclaflon of this Subsection s1rall constitute (4) Any pexson defined in Siib�13e�!,tions (b)(2) thn!)ugh nniflfilasance in office ar�l shall effect! forfeiture of t1r)(4) and Subsertion(b)(6) sl,-taU seek a d�xmfhct of office or Position, interest ophwat from the Nfianr!i Dade COU111ty (2) C I ounty exni,�J��yees' hrrate(I exchision florn Comixd&:��on on Etlucs and Pubhc Tnist ("the on contnu:tirtis� with, the (,"(mnty, Efitics, Commimi��)xr") pr,R)r tc, subnuttal of a bi<l, P"IcAwilbstarAing any prov�sion h!i� fl�ie o)rflxary ii'esj�ionse or applica,lion of arry type to contract hereirr, Subsections (c) &n�l (d) shall not be with the Coiwty' by the 1�rersnn or his or her construed to preveiiL my einplolyee as diefiried in irnniediate filryffly, A request ftn a conflict of Subsea�!don (b)(6) �excludirig dqnifftrnental interest 4��pinion shall 1�e made ui wrifing ar,id shall l!)ers(xxxrel as deEned in,13ubsection(b)(5)] �rr his or, set ficirth and irh:�ude afl p ex-hirli:!nt facts and hei!, ftrtine��Hate farznl�p as �,J,efirted 'in Subsection relevant and it If the 171thic� Comin�ssi��)ri O�!!n)(9) frori-i entering hitc)a.ry ii:orftrza�!t, �nffividually finds that the requirentents of diis sectum or U-irclugh a finn, zorporalion, i)axtnerA,Jp o�ii!" pertadung to exclusioms fi!)r 1>ersoyrs defined in business entity in whi��,,lr the ernployee or any Subsection's (b)(2) through (1!�)(4) anai SiflOsection nrent'ner n�!)f his o, her imrnt:Nba9e fan)ily has �1 (b)(E5) are not niet and iliat tkie 1�!roposed controiliirg financial inteuTst, with Nflzuri-Dadi,: trinisaction would create a cmdhct n�)f interest, the County or, any lx:!rsoiir or agerey acting f6r, Nfiarni pem�xii de fined in Subsecfio�irs Co)(2),, (b)(3), (b)(4) 'Mcle County, as ik�!ing as 1) enteeaq into the or (b)('6) niay request a walver fr= thil! Board of contract woiald not uni�erfene with ffie full �:Td Courdy Corrarassioriers w ithm ten (10)diays' of flt(:, )r� k)y' filin- a notice of faithiii], dischazge, by the ernployee of his orlier Etisics Conindssion op�roc, duties io tire Lhe enq:�Ioyee Yule isrt ap�peal to tlu� Edr[cs Co�irxnission, The Etlucs lnarhcil)atedI Ui deterrinrang the subjed:t contract Commission shall forward the �iitiotice of appezd reT21renreirts or awaidAng thife, cc)yrixact, illid 3) the and its opinion and any pertinent docurneris to employee's job, reqixmsibilities and j��!6 tiescription the ( kirk of 11�he Board of Cowrity COMMISSIO]Ilars wfli not re��pdxe hiln or hei�� to tie involviel in 11he (the "Clerk") fo�rthwfth,. The Oerl�� shall place the contractirtariv way ind[udur& initru�)tliinited to, its request on the corxrrnlssica� agenda for enforoement, ��)versight, eAndrustration, ainend- a!,Onsideratio!n by, the Board The Board of County xnen'�, exdlertsion, tern"kirmilio!i,� or forbear&!tce, Conuidss�oiners xnay t,;rant a waiver Axl)oni an 'te4i exchision shall n�rt be� affim=adve vote of h�vo-Nnls Z X) of: ihi::� entin, lowever, this Ifird oxilotrue�i to au,i!h�!irize an employee o!i!, his or her. &�!arxl of Onutty Ccrnrnissio�itexs, after a, public irnaie�fiate fisrnly meml,!xr to en1ler into a contrw�t fiewmg, if' it finds that the requirements of 111us 'Widl lsh==,E)ade County or any person or agency (!111!dinanct::!pertaining to Lhe exclusion for a CoLaity actixq for Mlarni-Dwle (",ow,ity if ffie exrqOoyee emp�oyee froin the Code have been rret and that the!proposed 11ransacilion WiU iiie in t'he bt:,�st interest of dw Caurwj% The Mud of C<!iqvntnl,, tN'�r piLr<!hase of Ixinu ils, anIcipathmi now or ober ni,ay, w�� pn�nidi��id hii Siid�c;ection securfties that nray b� isst�ed by the OYQ, grant a vniver to any 1pasm; dehneJ in dmx%h Wwwritars, or dnecHy ftum ihine to Subseii��hon through 0�!i)(4) regavi�hng a pn�� dine� (3) ths �rarticjpadon of be pmmms NdMil 1)03(211 transacftioart Such fini Ungs sh h dudii::aa�l ni tbe terms defined in SWEntimi QWO Wnyt 6L the ri"utes of tN� boan]. ]"h1s Subsectio,in Shall (b)(6),exii�!ept for ertrpk�iyees of tiv:�geiwxal,Serrikes Ix applkaWe arfly to proposed trart!:iva:tions, and admardslation and tl�i.6r '1crinrediate fainit)," as die Board may in Trii crtse rrdif�, a transacLion define�!I in (b)(91), �ii ilic priblic auction process entered irit(�ii�n %xiolailion of Lhis Suhu ofiiaii. utflized oi��i� the (��:oirjjjt]jr far th& dasj°x�oal of„;iarplus If the Most! person or his or her iasniedpate motor velddes; (j) the purdiase c4 staplus Fandly inerriber Moses to rep porul to such peismal jympert?, purswmt to adminhuMble soilcitatiori to, contract %vfth the% Coway, such orden by pemms delied h; Subsection (Qj) de�rson shzdf file t�,ith UhE! Clerls a statexni�mt Ln a through (6) wtct (9)� (5) air for direct fomii safacN�)ry U�), the (�:Ierk disc1lii�rsftq tkie assiswce froni[ the P,`flarih-Dade (21��iu�irty pemon's Udeenest or tire! Lnterest of his oi�r� h.er Deparisnent of FEW% mid Lhban EMopawnt �l TY ii eveiliate Farnify in tire pn�mpcis&;l tract and the Nir an afapb��!ahori to Virllicipat:e!! in a progrzU111 natuxe oUthe Wndal cori tract at the sarne Ero,e as adadidistered by t1W DepartriaenL i�4 �3pedal or kx!!frere stibicriffing a or appliczktk�)n has been �id�rrnitted bf� �31k appU�!��mt who Of ailly to (:antrw�!t Nvith die (]o1unty Along is rut )rrnt��t,person as in (i��)and wAh die disclasmv fonm %aRected person shW1W YAw iYmAd bid Rx this section be ebobW for mah Me m% Rie Wyk a copy of Ids ox-Ver request for assistwoce frorn saik] depzurtsnent� pro)�<Jed, hnv;eveq that die excepthmi provided in Oil; an Etirics ]onrndssion oj�m-tkrri,and ajr�y oj��iinken or viiaiveir ftorir the Boaird, Also,a copy of Lhe requeal� j�racagraplii shail not exN!nid to an ern��Aoyee Df the tii�ir a �om.ffict of interest opirii�xi fronii fhe Eitvb�:s Man?Dade Cuunt�), Department f fou[s4rg and ( ()rnrnissWn an(.1 (q!inidork or waorer rnILSt be lhbari Developumnt o�ii! the: �Defxutnient of Speci,al siikurfltte��1� with the to the sofitltaffi�)n FR!,usUig ivhci Flarilicipates in 11he adndidstration of s6d pmWmm% or (6) an apphcation W partidpate: contract Nviffi ffie County in �a sirigLe-fainfly vnortgz�ge loan, 1�,rogr-tjai an,), prov�sion 1!verein to the spmoored by the HouMng� ��,uwancie! ArAborfly of co!ratniry, the County and any person, (!ro.r agii!ui<�y Nfiarrd Dade County', has been su[�,,xriitted by a actmg fi�ir IvIiand !Dadii? G��imvty sh.all not awani a Cuntf� person as defined, in E;ubse�:tiqii (b), an<1 o:aitnact arry person d,efined in Subsections would but for this sedion ifligAlte fi�w thnsagh JXQ amd Subaectii n� (b)(6) or Isis or, hez� frarli(:ipationbr said prograrm hoivever, �nr Hate farnil�,,, in(hiialmdly thnnigrmw diltnavided in this pararq)h shaHcop(xaticri, partirership b�isuress entitf, Ln not extend to an ernp[��ee of' the P,liawni-Dmie: vViiiii:]a the person cir any reni-nLier of his oi irer County Paiance! ��)epartn,�ent vvire, ��xsrU�Jpakes �n� iixnnei�fiati��! fwnfly has a. coliftrollirig finanfz�a1� the �idrraidstratkrn of said single fandly naortgage icterest, unless the Ethi<!!s has Ican prnignnr. ioyl(leired ax,i,(�)p�rdrm thall��entering Uito the coritnuft VVULdd rx;it be a conFict of! interest or the, Board (6) Extienskm of orailiver to Coru,oy Con i Lers, the <nnfli<ft iii �i�iz��!!ordazme with the aii1brnx)xm)US f)(Tsciitnel, i��tiasi �udi�!!Ia� personnel this onlinance, &wd advi,sary persvirmA. Tie raphanmrs of Us Submcdmi mar be wgved hn a particuiar The COIULty N,Ianag��!r is dirf.,<�ted to include t�,ijjpSaCtjoj� ()jj�fy ��Ir affirix.afive vote of holo-th1rds hnguai��e in Dodd soUbtiitioiit!�i� ffir CoLuft��r contrai-fts (�2,113) of the entire! B��iwril of Coimty Corrunis sUsing persoms deficied hi SubsecUonn Q)P� �:,i��iners, after public iea.ring, ��3ilch waiver inay be through (b)(4) aitn�J Subsection (I:r)(6) of the Mwd ony after findixigs Q, Winddrds (2/3) of' applicaWe ifdct (��)f iriteriesll�co4,ie pro%lsicns, the die enthe Board thai�� provisiorm of dds Whame, hxWdhg &a re 9��drerxier,it x) (�ktain ut Eflii�:s Corriniission An open-twell sea�eii�l coaqwfild'i,le hasbeen opinkrn and imake(fisckxsiLre mid the right tall seek a subirnitted Ity a, County, 1��ereon as defim xl �n kga1� opinkin fn�inn doe State & FWdda EAN Subselizilion,(�b)(2),(3)��ind (4),or the af!"piica],,fflity of statia aw (2) The hjkl iias been stibrridtt&�J a persAxi izbi! firm coinffict of intaiest pr,u%1s!xxts, cifiering srx,,,ices wfthir ii the s ape r�If practice o'f MAng herein, rhal 11irnrdrabit a:w xnkke illegrit (1) aii!�ddtuctuxe, 1rii)fiessiomd enguiiieerbig or re;- drs� payn)ent ii��if rixes, special asses3nwi!its o�ii�!" fees jstere��l kuti�i siave��,;i�ng as �!Ieffiwd by 11�he La%,,s for scrvi<:eS b�y Count), 90%rerrarient; (2) of tb�!! State of Fb)xi`�Ia and Fun�iitant to, the pro%risi<�iris of the C(insu.ltants' (Donpetitive �Iilepl!itiaticin !%&, ^a aahen the Hd has been discussicm of the sublect iti:ruff and shall ni�at 1i tl�m v)r siixtunhte!l 1i), a Giiur[q, pin.son <Iefikied :in pzvW*ate Bn arny, h�Said nuthex JI Gifts (3) The prcp,dy' or ser,,ikes to be hv,iob�ied in the Dqftnition, I'h,e tern-ii 'giR"'shaU v::1fer to the transfer Proposed tranmc6on :are Luuqiaie and fhc of mi of economk, ,ialue,i,i,,hether :ri the fuinn Courit%i cannot xi,,,&O itseli su& pircipertlir cpr 1:: Of lxkorie� seyvice, to,an" eiritertamment" ser,rkes orithout entednig a tilms&.�tbxl which hospRaht)", itki'm or prcmmsi im pn alvi�, oth�:Ir� forn),, V'YOUhi , ate this,S%tbsection but for of �vlthl��)ut wlii:�quate ani�l laivvifilf conside'ration., FoNxl �ts requirerroaits,or and ire,ierage; at a single sittirtg cw ineEd (4) 1�zd! the j!>ropeq,( !ieriinces tc�be rn,,,,,o�1,i,ed in Shall be considered a sNnglie gift, am!i the value of 1, y�: Lhe roposel tninsaction are bewl: offi2red the focid and ii::�, pri),vided at th�:t O,t[rig or p the Comnt�ji,at a coist of Yro rm�'�we than 80'�ii,of fair niii:al shaO be conAi�ierel tha irabxe(!4 gift. market value 6&�J rm a ceriffied appraisal �2) Exceqrtft ins.'Du e pr'i'�n,l i SIO�IS 0 f 5 Lii bs,e cdcii K (e) sl a a U paki for by the pro,,4der,anrl rv)t zIPP41Y t��!r (5) "Mat the proposed tr:wswftion aviffl, be tcr the (a) Political contrfl�mkftons spe�:ffi<:allsi autiturized best Ant eri::!,st()f ffie("(PUrty, by stitte hnv; Su& ffiidin�,s �ihzffl be sP�read im the YrOrwtes of tho i,b) (Ifts bom relatives cw menibers of one's Boar%l, This� Subseiztion shaH be apphcaUe Ydy to pn�!ispev:tn,e tmNsact:Iom,, and the Bcmnl inall, hi no cllse household, (c) Avvianis fax professi�i)N ml in izl",qc aizhievement�� rafib,,a traiv:Iwti,,)n entered bi� %,iolation of this Subei:�iztiu!n� Provisicim �:ttrmdntive,Th�s S�ibsechon sh,A l,be taken to (d) �,i,,Iatedal sii<!h as books,, �epcirts, perk)&��als cx I)e cunuflatkii::! ::iniJ not be construed to arnend or pamphlets TivNi:h ::a-e h dcmnaatiq��mal or of ZU1 rope::d any other 1ia%,�ili pertaining to the saina subjeCt rnatten 01) rurther prohibilion on transaiimlg business Kvith the (e) Gifis solicited Count,'I, or dTw, in" OUJ3 U Cot,int 1, �,ifo pemDin Lm!!h!vled Lrt the ti::!rms defiried in tmental pi:m��)irmel on DehaU� of ffi: (, L w bse tions(b)(1)through �A)and �jr Sixbsecd�an (bp)s ia� perfi)rrnance!i)f their affidal dutice; :or use so My a enter bato any �:oirtract or Lrms,act aoy business thnmg biii� tlb2 C'cminty in ci�!xnducfirtg its official firm,, rzorporation,, partiership ii�>r business entit�,Iii xn )vhidi buss�wss; :irs �)n behalf of' he�)r n?My�mezr6er of�ds brunediate famaNyi has a contriiAhxig GMIs soUcio.,,�I b�I`i fixNam!iU Lriterest, chrect or, indirect, vdffi TAia.mi-I)ads the County �n performaiaz�e qA' their official Countli,d, or any person N�)r 1136,reiv-yi .14-ting, ic,r N'balrd C4:ide NJuties for use solely the Cd�wnhj, Vo ra flyl Hr C'bunty, zmd any, such onvtract, agreement or business condii pcdnv:its onf&��!ial busnnes:5. D eng al. Ierner0.t entered in violation of this Subsection s I hall (g) (;ffts sic,Rdtu:!d b, NIS (Al behalf nf render the tiansaedican %ioidaNe, The remaining proli)ISIOZIS "I" orniiiiasmonc i fi,rusesoletyi that c)f Subsection 6:1) 1,vi[I alsir be Iq>phcaNe to this Subseftion as, though inccirp I orated.hr6n b, mcitation, organization vihere neither tfv norhis orliff stafil:!recn1i,les any compei as no per,;SDn in the term,defined in a X"eSUIt lolf tht:! scghcitatRm, rLseid in llris Subs�:Ction (bi)h 11sha]l%11iite on or partidpaide o,� anyi in stibsection, a "noriprofit organonItion" shaJI �r. a n:flter rened to thie Board � b 1�xcibed i��s�:!Cfion-50p muoners if s�id pera�,,n has Em�ijr the follaviring rialanonsEf>s the intemal de (the '111�-od::1") th any of the pt:,rrarns cq"enfi�hesvvhich vimad ta�or mighii� tax eXealpt Under sec-hicei!50 i(ia)of ffie Code, kis ble�Jaactllvi or indnectly affected b,pi, an%i w:tion of ffie Board used �n this suk!!Seclian, NoA eojSation" rnei 'I "I "I "T :A icif Co�Lnt�,, Ciimninh;svonem (i) officer, direi�lor, partner, of WI), rylOrlii]),� gift, favl:�r,, polidiml cantributlun, Z()LMSIR, consultaxit, exnpk)Y,ee,, 66aidary or bolit�ficiax)f; Or thing of vaLe ar,other finanda]benefit, dji) stoiclhck�<Jer,, bondhokier, ilebtoxj, cir crecfit1cpr,, ff in an�!�, (3) Prohibitions. A persq�I,des�zr,14�d in Sub!:w�ftion(ib`)(I) instanoi�! the transadilzn� or matteir onci�,dd af-fect ffie person dm�wcrh ) shall n6tfieT sokit zrq�)r clemand �Uvvii defmeci ft� Sukation (b'( bi a rimmex distbid frown the CIP maymer in which it%,ould �tffsi t1w pubk gentxall"iP, Airl 1, gff t. It Bs aiso uriJavvfW fOr al%yi perSC)IL Or',ertity tO per'son incIrmled in, the term ilefined �n EU!)sectR.vnII �b)(]5 offi:�r,W`ve,or agree to gi%ie ta anY [)erson,mchaded in the term �!Iefined 11l SUbsec�i�in (b`HID �hroUgh (6') Who has any of ffie abo,,io relatig�)nships or, who 1,Niould x ' ''' " "::' ` - t might, ��Hrpctbv or intdirec'tiv, rofit�)r bei enhurced by the or foir any�, person inckv:W i I n the ti::�rin in i p Subsection (b)(�) through (6) ti) accept or agree to acbcm) �:xf the &!!erd of Coway Commisskmers shall absent aCcept from arcdli,er I)em�xt or,entft)ii,an,,,,aHt for cir Hiroelf or.herselt&oixi the crmnvw!ssion ineeting during ffie ile�:ause of. ------------- ....... (a)An official public action Valk or to be taken,or including the �u��y Let follovring tlie last y�::!kar that wl,&Ji could be kaken� person is in office or heU such errp�oymcni!�,one(1) of the followtinc- (b)A lEgal duty performed or ft)be perfon-ned, or 0' wl',jclr cr,)uhi be Ix?rforrned;or (a) A c0py of that person's,or firin's ciffirer it fea,Ierdl (c)A legM duty viclated or to be virdated,or w]dchL irimine tax retum or could be violaterl by arty 1111srsor, cncluded in the (b) A cnirren'111 cerbfieel financial stateirient on a terr'n defined in Subsection(b)(fl), forin of die tyy)e apI,m-oved for use! by state or (4) Dischlsure. Any ]�)erson inchided rri the terin rational IrariJ<s iii Flii)rida hsti r,ig all assets and defired in Siabsection, (1�)(I) througl-i (6), shal] habikties havirg a vahte in excess of one dis!,Iose as prcvidE�d in,an y gift, or or I ser,ies of th(mmaind doHars ($1,000,00) and a snort Ofts froin any orie person or entity, ha-Ving a description o f:ea&;or vahie in excf:W of one hundred dollars($100,00), (c) An i1xilinized s(: uce of�]ncome stai�ernent,under Said disclosure shird]I�e made by fibing a copy(f oath and on, a form approved 1!�y the ("Ounty the 4]!Uclosure forix, xe(p,6n:A by Cliapteir 112, for sami purIPOS111:1. Fl(mida Statutes, for, officers" with, fl-w -omphance with the firancial disclosure Clerk of the Board of County ("orrimissioners lira kw of Gaaj,')ter 1 L2 (Part III) Flori�ia simult,meously with the fihrrg (!,,4 the form with Statutes,as amendt:Id,or-witli fie,provisions of the Secretary��)f State Axticle E,Son 8 of the Roinda�'''onstitudon, (f) Compulsory disclosure by emplaftees uf firms, dinng as unended by the voters on P4overial)er 2, husiness with Oie Counftf, S�toi j1d any pemon �nchrci�:!d in the 1976, and ui,y genera] laws proinulgated tenns(lefined in Subs�:!ctions through(6)be employt!d thereunder ha constitute corriphance with ry a corporation, firm, Partners1rip r)r business entity in this section, whicl'i Ire does not have a contr(:�Mri P,' financial interest, (2) County ind rnuciiciPal 1!�ersorinel. The following efther �drnself or through a member ofimmectiate Cmmt�y persori�nel shall cornply with, the filmg farnfly,and should the said corporation,6m,partmusIcip or requirernents of Subsection (i)(1) fl-Le Mayor busbress entity iiave substanbal bumness corrunitnents to or and rneml!�ors of Lhe Board of County from,the C(imity any(20unty agen�y,or be,sub�ect to Corrimissioners; CmmLy Attorney and Ass�startt xfirert rE�gtdation by the CoLutty or a C"ounty agency, then Counly Attorneys; Comity NfanaVe,' AssLstmt said person, shaU file let svvorn statement disdosing such Cotwity Mariager(s), Special Assistant(s) to 11he ernlAoyrnfnrt&nd interest willi the Cierk of the Circuit Court Omrity Manager, hezIds or dire�:to!I's of ( ��)Iulty in and for,Nuami Ellade County, depwIrrents and tbei.i assistant (r- deputy Erploilation o( q�kial rmitim,z prohibited, P,h) persair department he employt ea; of Lhe Miami-Dade -6�� of (!�alitaln, ma�(,�r wid dbef be,iwletlin ffie terms defined un Subsectixms(b)(II)through police witlu flies rai! I Deno (6)slraH use o�ii!!�atlznipt to use I ds offi6:ii I position to so�!ure buflidirig axid zorciing irtspecti)rs. References laerein sj>ecial jxiivileges or e!i(emptions for hinrseff or offier's to specified C"cmicity persormel and I>oards shafl be except �i:,Is may be �Te�Afically permided by other applicable to �ii�nindcipal,personnel and boards ffiat �xi,dmances and rse�oluffims previously ordained or serve in ��Dmp&rable (�!apacrties to the G!mnty ado tetl or hereafter to I)e ordained c)r adopted by the personnel and boards referred to, P Bo&i,d ail County,Cbrimusmoners. (3) Candidates for Cimnty and numid[MI office, All 0�)ProhibihAM on tae qj mn idential ftorrmahon. No pt:nson I�AK`didzites Icir Courify aniiI municipal eledive olfic(,� included in the [erms defined in Subsections(b)(1) ftrough shall xmrnply with the filing ro!purements of (6) of ept employment or engaga! in any imsiness or, Ebsecton (i)(�) a e at the same turte hat s�o '� ctivilyNh eitot %) al � t o�d, leflsquai�ll) ional>rcpf j ygpp wm�Jd require or imliace liJrn Lo discltme ceitifidenbai (4) Consultants, AD persons ��!)r fi!'Trs providLing informabon acquired I�y hina by reason of Me official profe:e;io�nal services� as defined b�y Section 2-10A position, mi" shaU lie in fact ever, disclose confidendal (1)(a) and(b) of the Code(�>f Mmad-Dade fI-'0UIflIYI info�!"!iriad(mi gamer,ed or gained dirmLgh he official position fi!� Miaird-Datie C4�)itrity or any murucipahties,, dreir, wfth the County, nor simll lie ever use sudii mfo=ation, agendes or co!rirply w1fli this cbrectly or indirectly,for his persorial gain filing requLrements of Subsectmir (i)(1) alrove (i) Financial dhxlosure. MUn ninety(90) days of tire effective dalle bereof. (I) All persons zmd finns incluiiJ.ed withiri Sd��)so!!bors All perso�ris �!ir firins siflasea juent to fl,ie elrfktive (a)and(b)(2),(3)and(4)of UrJs section shall file,no date of this section, whid-, engage in competitive negotiaticin with Miarru-Dwle CoLuip, or any of iLs later than U.00 noon of Jtdy Ist of each year, 8 91 ageillries or l lt � rm . instrurnentalffies outside u employment, �rs. a l. i i a a unda!rarurrarttoSe t <rnc W a nl tlnaCaoaal auis shall with Ille w pece o of lruiPiDara ruu ; shall fftn the el aaa no later, h 1100 unranra am July lst of ary year, wluau ludic tlru ➢p Ist fool ru,�uau re gaoor:°tnnngn uac`lwzclrtiruarant out ""rnF,ocl%^;:crn (ndl. of to°nd,:u ana l auu lu a..ru.11alcwlurra uct dolts the lar'p s of execution a yi,ear that person contrast t arising cwawt o said(saran wu.f�:naa negotiations employee reportsrshall 1.)a' filed with tl:na clerkgrof artrs4��ll�kuV d"dll��t,u.l� �if1l�ll Ml"wad 171�:;IC"lith, ��'wQ':°v?'rk� ;aritAr"�.dG� t�4d^"' r � ��a municipalities,Said °du shall�.�e' c prior to any lrcucli°u.czpa�b4 w��s "Orr other �� County, �wva lal lr�u:.tw lreasonable tzzru uM�: arid a place, for a l r 1rA"h`.+�:rl..11,;lu4nw14�'rcd'd.�l•Lties ' Q"Cb!,�4",'l tffiu� agenciesd atrawun 10„ . � olcr ra*u:nraunu, caul Cag"r ° Cd 1 anwlrou� to nonntlu thoa tc r1V11.":'w aaru,Hra" flue bu:utoanu ° w„u aanal b u or existnrngl contracts voidable and azlYn`wla a ucutrornartraally, luau'n ijoi wr d'uual employees or groups a zwoye ':� hereof of by such gwar�w acwuu or fflrrina ff c� � monthly void any, SatlVaztr negotiated 41l 4C4Ku'imQ , good cause, subsequent effective of this section, 1� Prohibited utaC rrraaataort� aTa r�aa included ur the i where the r�quir rww 'w w atwaris t ffuw.rwuuslrled lr ff 0) days of the execution s l personal wlenns ffned rwra at r w.utr i an rulte w, �aV1ger himself us';� nc�rtrl°°I.t.ra Ill"uzlu:°t°' I ^� �� c. born of .,a'a:r.at, xur Subsections tnucr'n to l', through 1 1 r utaa ffarr'rrl as r contract r71�o�wtclll�nar:a'ur:n" tin:nu':'wu.uu�l°u, c�.n u'r'noaua'�na'�wr aru l°cna '�drun.n'ncamal'ff° � lr Lawlu � r:f�.11. :n"nt�s required e conflict between Ilan private interests IC,��dg lragaa�°�w�u°t�, drlcir•r.g; r°IIIV al.awouuruwwr' � trnncrh to� dac ffalr's1 arw.at;� a substantial locre'urnclo.r by gaa.rnn"wllura or cocno.wullarurit.a shall and ffiepu.rlr'Il:uuw ruuha aunt. be filed Noida Ilia aaud'ncnaa naor:of elections, lltroc..uarili.Urts, (,au)Certarora nolrlrear'carrcaa and ayr'�wuauot prohibited, h laaorrw� auu,. cbe uffaled hereunder, lay, or„nr.uuuzcwdbal � p u c1' required uc�ccoaau to lrr � ��1 rrn,� defined aucwlzuc r w r, ulta'aunt, a uaal l.wc'��.' lulacl with, ff�l,re �l� ulcflac*a nin�a�al l��,al rutac':wa.onaa and a wn aardnnc 'ra. person u.na'.as cur the taw 1 � �f � aor abdra^�ar-al ugwu a a ��t a�lra�� aununt' t w,a a n, rrcy, and rnrlauuz�wcu pal cln��rrlc rwt tlnaat c ntti r ! low " � . 111 adauoaraata urP, Bel ra'�u~dorar nt to, � re fore appear ar Idra ffana µuiY, �, this(. " all( affu a larairllw ff aal nLl Subsection m"da;llh C,xw4"V,"a I14Ykfia° dwr�Mlra" ➢a�aa$YQ�`',y d,� re� V'�ar I " cart�lcu�nntluar uaubwannna�gc'wlG lua r t 1 urral� ' awnulantna�u'n Dour. drulnaafll cuff a third person ter t ff C,1lb rriala<.taatnrtc��ra„ lii0..! "C"di e, contract,t, certificate, w�a l c' with u c aa�.ar..t II u o a.ua'gr t"°oonnstruuct�t.ort, flue: c orcatr ur:tlomm� cuff this Subsection muµu' � alararrtcurn wo tn;a:ll. Ilro ccwn°a,arc6ano.ci as awu c onahnt ac�un gd l tluc tin la lunaclnlnrr� � t ra , a I/ uww to uch& �rorarc^a�c.au,� �,c nu.0 a rm unl:w,tutbutrawr'w,�oul aaoa� a � la'lodu unnar uotcall to an:u�oal curet rrn cull art, third person. ffluar Floridafl ��cuules and regulations annal�l��ctlyor�ru7�rEaryaanuu .,for,�acu~vicer,renderetp za r n c c ralr a. 1 d" rendered Vla.n a promulgated ther�c aurracler, rules a:uo.cl rlu llnlral, person, who has,applrc�ul for or is raal,<J ng rt or a 1 c�wna-dy zag�en 2 " cblaaff lira dbar.ucac' aalu cr tacre( 1a lur.nlrol zonnflic ttiu g rna rtar�Oraawnt lcrrclrra nu°u lraruoffut lracrrnr. lour°' alb rna. defined d in lu:u'lwa,cc'tffo:onn.a (lr)g,"i.) through in connection third person, shall particular rt cul Sucr benefit appear b ore accept abihei"nce o w ahcir a r. l any court or lrahwrnv any adr�rwrunratrutraan t��rib=l as acr.lacwrralucalrl,c'.rucla ono°a.� orrrlula�lra4�rnttactln�h�bai�^r.'ffa�rrl.r�r�w.a�cnawc csllrr.n u'�� oau°anon glrnrlcl:fo cdn.ztua a,a and Innul:ar g rc'uu�„rreliens l or legal advisor to, oa arty �avhna�o saaalaa la taaua. (lw)Prohrr'lnrtu'crvcn"i on outside cuorgnt'rwlffr°rura'n"rt'. the suit in q uw,rtuara�nt.d or a c.arartff a ,a..nua.,l tlnnarug t°n. 1 a a wn huual , ., a tlnc ta,n°rzrn , de N u 4 . rocs c efirrlc cl' in h d lrw a cd rr uurloa err� ` l;u:a1waouc luau (1))(2),luna:lawcl �a tine tao Subsections(b)(ag f c'lb 1p a t q'r..n,G�'*,n"4t"nnh lI Sec aa.J,n,71,aw'.�I and � � ! ., „,, ..3a u�uJlll..'"�',.�.,t,4 a'� Virus per I ff person rail � l far ba n ma"lir'V urn uula acl chore la uu��aar. uuwlr ial larsorn a�uxtaancwn [cowcn.�wlalo.owr]Mklr"�r11� �nn..rcl4u. �"„uar�ngcowu'.cn�l:banuA.,atr�a.wuulcwul�ur.a�;��U 1., a.; d anacl aalrr&:ram r d l agency awl shill �nlrl':uc ar isaffauo the ConautyIroaui or rin a$nn r°un blow c: pau ,c�°'�w lu l� County,.tiara source c r��.,� otl rc a tl°� e wl-dclh he, 1 serves, w directly or ffraora�a as ar,nnwitta:ma:d It rc.crkrrntlnoa.l awl 1l6 through am associate, armnud make r rau?es rd' t Dan b o c� t r a �a may lra l,�b@,^ ld A'" officer except ef � behalf of am third l dui respect to anln'.t" trcuun se, l.cwa.la ,� gHt„ cat n.)n°rcl'i raa,ru aal :r uaau no.,,:�u,. . person .i r r~w�s'c�a„ u tl and runuurlirrd aal ermm�glow a a, &, w rate, C'm All full tnncw.ar'a t"arrn.u''n l l rtraa�t, ca'mutalnaaaam am catlrinnrr benefit aw rrauarun„ r° 1 a l d 1nr c naunn' receive rrar r, wa�uwn llrrn a y' cnatatlaoe am latutrllrrowt.luao)! t.11rny schedule, uu a decision, g� au or m a ,, �r In tit aonu � t Cr a, g, , rll l�uauaorll g"la'orrr shall. �sijcl.0 d to-a auadou C awwnrjntap or tlnn respective zuuuzamuil.., compensation,directly or xr°uc"hrra(rule or in am tla i'm, cipa i r agencies alal.wlro ad tb it awls H W s'a �.g.�a ,�or ne erne t from has nonarnnta.[ntuuac'� shall aldaoff tlr�c^ Deno l .a rendered t a tlwural � aal aaw l run; ,aryl a. nlnirrl�atuawr°t onr ' .c, cap aM a lr lt" lrorrru the ucrrclarwcw°,datua � �m n rnrna artcdnr,"a i.rr ., tdoo' aoaailrce of t'nc. outside o:wrrl�>l.aw rrno'rnta t c�otait ica.r air aaaaa�alr on ardtaln aula�lu person work 11aeii�l'�dorunla 1 saanrc's, wwa�auue turu�u'nwit the �s~ c nola benefitby �l��`n"nrcutrura ach-tllhn 'VM+E' " "? Iwgeri"arlaaaCttuwa~aaarw.11u^' Y l 1 , a 1 1 �t or uotlllc� ,,rnuln l.amr accun appear ur°r a:owrmn,ncdo.uatacwrn raa,.aw.°nroacd by the a;aiu wlo�nca from, said nnwl^'tr urrt.aor-lwa fur e any ad.unrar�.lstratrrrc ' lourrnrnll as and any aau'rnarrrrt our types of u ....._."._...... coY..rers l on le'gall a dAdiol to a third party who seeks (q) C:rrru.tu°nubig two )yav q1ter legal'' rP.l.ef from the Coxmty board or a rffffr�:mc°r on .e°rvic.e, varlracl'"r such lxnson serves through the "suit in ( ti a s served a7 man elected ff ourn y a l �to person a+"brr rPVlnCr ln�an,a wa r TQ'at�� , c lur,,traarr l lcc°aaeve r', this ectionYl liafl not ararlhrlart y . rn� r an architect t serving ng vv u'w'hou t crurYlnarensa';uar�t on tk or'. ixt nv I� er�r ��:�,.�ua��,�taff�.4�f avrl elected County official,or y, � a� a � t.m., s., �� sr r sole la as County M la ''. senior assistant n,�, �14b the lln"'Q GY4,d�.1Cni;"�l' or ral.e4,nII ltareG arrarnt.� lcarara,l, cU � &ra"rr� Regulation 1"v'� Ull"I s pX aw � r on aar iy archNtechuol boarr %,V,hos& ,ole function .a�uuurn4 1�^"eIlnue rtrla'nr urlu,l'rrector°, del:r'artsrlrarn4:rl . ., "; aal .. t.eaat,ffrcrrr,ro. 1 1 1 .Free.s harp. tcrr �s per,taoct of two(P) r s ar pass� n tt plans a,acrlrrrlrht years �a��.Q."1P�" �nr G:n� her �.4�1.r4'" service Q� Gr� auelrrrarttcrh lr rrx a,r�rralaYr"'crru ;lcr l tl nar ane a�ra tna r ccff at rrr dullaa rPrh ra ln�arlff aUl k ahrarrt aw4r lQrrlUl ai,;n ff or such � � a . nu rr , l o c n t.o r rrt.has ac ea~c,leYrla ar hy lC r .t j� lffff44r, the applicant errl disqualifies lru himself l arr sa a naa or vrtnrl ccr ctno ar.e rrrtrrrl.atnYaan ha1rr4rvcItn]lar, nrrr l or arrl uVr a jr, rarrra twor ortn any lrcraaul cra4��am "nr acalrluffa rl apuuatcr, such a VYreat rc. JTP, lI!Q fl.raaff., r:rl a.lrreSt for r.a.rlrang or crtlrcrr° rrl, A trarrna lre"crlrltrffterf arlrrrr finaoodaral interests i°ratted aaercl, ateteirnrrr labor h,contract,t„.cl v n'n°n,ccruntr°;r v II s ,a lr our e, to l'rercorn r:r°'nclodlect in the to aura defineda at r ll': 1 l er. (lr)(t) through (6) shall ,r par~t!cilrrnt.cnI, any, official action inc°�h� ch l0i rni Dadekrct...cnr�rr"r4ataror aaire(l)arof its n.lrraractltr or nr�nchrac.4ly affecting as l.';'vu.rr,ar44.,'a:�a in "Me'�t�icl II the or «��gsi)de or ,�11ii.strull71"U�LG�'ll"l�!a"1!llltrG'ws is ctt j:n t"�' dV lla s x�r��y rr,c' c � y has a ff nzi usual interest vul�antitwaver° whether t.lrae direct or indirect,n r'aau unrt>w' nurhnrre�affratc l°acw�nanl rrlterrenst a'""4 fixia rt Purl:u iti ?e,t is defl nA d as a s a:'61an fina'r11'tciasNl Additionally, v person N lr�'u .Ii�u served as ai interest, cltretc.t oir r:raa�i,rcr.r�9,,, as that t'�enr n ra:u used oral, laa.a.tdc:rrl':r corrnrrnrrrnuty cor.allid:all rude rdrllmre°rr eahal:V, for a period of 03 of the Corrrrtic s Charter,r, a.rrr as a ffi.rrrarnciaal l:nrn.ta raantt: as two (r) years after tr.ra or her C,ounty service, or da.t'"rnerl in t'lr.a traor 769 of the Res,trratvrxie na of the Law of ocrr lloyl na t'nh'has ce,aaa:ah,hrtril Pl with r e prcl to arr�lc leUntr'a as an rrnrvestrn"Il.arrt or sornedhing y of la x "lr• 4vbt�lihGei, it n ...,,4n raw 4t. "kfforut rercto+rrn shall not la calu:lrn t rraa pr:rar£"a arl, cla l:lwrvatmrr.u,rh.t lrlacr a a:nrcrcul crc Arr l,lcr,ca in crrrixtcc.taa:ar'n u+fftncr�'�er, n ranlrlohear or Ilcwrra.rcrr.'n from taking official action (1) with any judicial c:orY°enter 'p)rcocP ealasoffp, aapc nccatarerorrr, to prof n,ot(: tourrarharr or da.Sa!nr"nt'i;) w"nh developr':1C"VQ",nt or .I!egziest for ruling or G.uG.her"data Ar"u°r„inaat.uon,contract, redevelopment lea'n lanlrrnve nt witarr�n tlI.E.C;rarIruta,' or any'Panr iro � , controversy, charge, accu sa f rc�Hn, arrest est'. or or (2.' to ar.rtl na rr case tl we. o,r rar flue r ccrl', claim, c°e�roaro r r c l�ru.Yrhel:ut'rrrl°e: off public faincclr for, otheti"' particular ,.ulkrrlect rrnatter in which Miarcni� r l pom otdl A°` taS4.r41t n"�'im ox downtown 1��71r'r:"Iie n.t,` or" Dade County c:r one (t. of its mnasy9an�S uol or. to a 1rl Q"�aa"nla=Par r Q,a4"lvP"'w''elol.;+rl"Il4"nt, so long as p""Il,o C"G chi authorized puttA;ic llr 4sb-uu ner"'ILt:ia,ll.nties is ak party or has any interest funds are to Lraa paid to such lrerr'tcon or, a ruau.rdnlner of lrn:is a arlluat:a,va!!r, whether a hash or indcrecrt, l'',bcstlru.ng arunrnneahaate ffarraily cir arrrlr berawrrrar;rtn in varhnr ,ir, he or any contained nt:a.raald in, tlrret Sulraeattcor'n (dff)(1) shall jn,o Yibit rrrcarrrlcn.r of) rralonealcantar l'narn ly has a fi:rna:ndau,4 vr"na'.rnau.st':, any 'u.raalalola'uaal included within, tire l.rra:°ua"t^ar.curo of laar'.nawoav ffir'rara4rcal interest. Plea j,,)f!r"a'aa,wrr included r:ur, a r ffrcoan c�rrlrrvnrtt routine Qc'r bra l Q'ln (l.) t.ff tc ,alhaau.'1 t t ,t or alrlrllrca.tiorn to,rc County theterms a'dr'aYrred :In arthrsa,:!"fltrrnn,�u k � A u,cm,gh ( ) l4PI'1'artrulald"Y�Y�asG'rll"�"a"Cl'e ,. during the a71, Cni�rr.i..t�,r r' h l bard he ss e.11 nt?t r aura P t eff c..raa h Glr.r.r nVti, tl ll, t as.r � ) year aarran7r,�ntra P�'nnau"Vw"ral r.'rnVCrc;at r.rr ar �r"oa"a t I+ l period aaffte�.rr lrlus or her h�anr,int service ha creased.. l° l tar t.rrlr�o.an aa�lrc.'.url ffuc, believes a'u'r,° ]I Yla, r°r,!areaeurrn t':u,:r bc.he,arc that: the said ffaa'ra:u dal interest" will be directly (2) IIhepx ovrsiclns(,4 this SuIlDsectic)n(q)s"hall not ahlrl:aly affected by Ids official actions or by official actions the to off'ffrcaa s, dcl4.canr,tra're nt,aal personnel or e.r:'ur;rlcry'o'ea a".crr.ntlr or County aff,r r icy of°orhicli lie is ar)offlraff.,al,offfftc t;rrr w�tmno ll ec orrna'r rar'nplaoyea l by ,P"aovc r.°c'ur.inentai c rntnties, or e':^ l h e e• � (:) al) molly lrr.offPt entities or educational. aa� professional 1''Jo person '"tit"4r.tr G"�ar"ll"nma�3 w'"rntniir a »,.,'uMahO lrll'rlr�r".Q°rr'n.1;,;4e�l Yla"dff of rrnclrr,larcl Yo tffna ota crrn clr ffrr aural nra services,a�raa rnn c aznr. s d ., ata+lUr h;'r �(ln))l.)'tl nracrrlrtl""n ,., ir ertffrc Heel.d alraar]I,trr""°i (r':r),r:,r`nah recommend.atlre services off laann.,.la.Wa'v 6q r`or l II't O The ar,asr,4.Urr,.e of!, section ,.n a„r lararnhttrc,,,rnndlhr ardac lorr' , tlnc. lnreo" tlrhaa al°'aatill acllbllrlh to erl.l. aaar.P"Aa_a t or architectural firm,public relations fflr°�ar,'n rrr, a:rn,lr individuals as cff,e.scxilrar.al vary lonrinsectrorIIi, (q)(1)who other"person o liner°'ll.,lPr'offeeesiorrnal or otl°ae'r;wisee,to aa,ist r:n"p. leave th,11:11 Clourily after, the effective dat:e of the r n a h off rt„,u Sbrdlruaaa"ha :i ffrorrn which h tkl is s straw r derr'arn , � la County or any - au ell(les, provided that su lln. r�ecaaunnr,nt��a�ndatrt`arn rrllan, (4) rhlw..._former County offficfr, a eparturnentan.l Per'- any trarrnaacatocrrn rrnverarru.; tlnc t eea lute]coal°(,, ulo roe who has left tl°raw ff..a`rriant wrartl7l:u:n laraasPi,e nllr Plea.urraaamlc aaapinaarr required Lcrlia arraucla Vu tllY�a�alwrtucsr l ,l crtt of a".ePn a i officials,ce public roe e lin a attended la l ve date of t:l6s crff arffff''VaG arid err aa4l"vr'ru4na""a at a 1"U ar�rl byff t"aa'+"'k ffal years nracor"' t+ia the effective v. sere a r e irlrlol ees, a brcfftlrranria o and has entered bitco a leffll,lrhatg contract prior to tl no efftctive date of this s or°6riaarnc e alrall,ffai!c as period of two (h.) year's after Ids or her h our:t" servic hat ceased, (q)as it' 1 (�Xlsts d Firioz to the effo-h,ve datie of the on hna ii!ace dc)ubt as to the rxn:!,pei iiikerpretaticin 0,11, narn,livEnch tl6s section ilerives ws u,uaodified by this this Lonflii:t Iif LikLeyesit arld ode Of 1''Ithics C)rilNm:UICEu aS Sebisi cfion (q)(41 ),vNm bfing pLusuarl' to Said to haself i i tv:iself, cr vflrnvier an 1,!iie[son wa i c,cmtract t,4o EcinneL Coimty officer, departrirental Kelliders semices to the Coiurt),I, is In dcmbt as to, tho persorinel or eiinp�,oyee ;vhia has left the C ounty :3pphicability of the �:,�:dd ord,brance as to himseif or, ivfthhii (2)years pricxw to ffie�dfectb e,i dau:!of the gro.isicpd.lie or she ma Y submit to,the Ethics(.'om nusi3iowi zi ii initnance frorn viphich this sazflirri,derives shalf for full vvrittrci:Itatei��rient of the dails and questions lhe!ui! she a rieHod of�7vo years after Iris or,lv!o'CoLuity ser'vice has,The Eth.k,s Conunissicin shall then retuier an ofrinion or employment haS COELSect enter into a tO SLICh PETSOn raxi shaH pubUsh these op fir ons without contract 11�01 to]A!!�y any County,officer,rief!�,:Irtinentrd use i�f the narne of the person wJvis1::!d u iinless sii kch persn.)rr persoinrm:^ nu empk)yee in rxrrme��!tiorii wviffi ax,y rY °piests ths use of his c r her narne pi�Jicial or,oilaer Pr(xeedLn&al!q)Rcatton, �RFP,B.FQ, (s)Lobl, bki, n,�c uest for mling or other deternmia do : 1 1!7 n, ytryw (1) (a) As LUSed �n dris section, "Cciimity contract, clairn, charge, aicii�!Usatiorr, piersonnd" I ammms Otosle County officers aml einp�oy�:�es arrest or offier parfii�rula r rnatter in wh�ch Nnd Dade Count�ir " ('111W (�� ts iii�i Section 2-11 �(Q(2) of ffie Miand inelruir.erhalities is :a paxty or has a id re<,t and Dad(., G-minty Conflid Cif U-iterest and Code of stib'stantial interest, and jr, wvhiich be or she Ftl-ws;OnIbrarice participated, directly or, �ndirectly as a cifficer, (b) As used in Uris "Lot) )Ist" mems all departmorflal Inosonnel, or enip�oyee Lhn�mgtt Persons, firms, or coilaorations mph)yctl or decision, approv4 disal!ipirc)vall reconunendation, retaineil by a princi al virho seeks to�nicoura,ire P V the rienderiin,g(!,if advii!e, investigation ai!,�otheirvise 011ie passage, defeat, or nrodificitiorrs c�f (1) during his iDr her (J�!iirunty service <)r emploYment, ordinance, res��Wtim�, action Or demian of tfLe Ns used herein, a person 1miticipated "d[rectly" County Cornnussion; (2) ,my ziction, dedsaon, whii:Ire he or she was SW�)StantiaUy Lnvolved in Lhe <�if flu� Coirrfl� Mana-er a!)r Y 0 rNirti(-Ldar suirject matter thaougb decision, any Counity 1,*ard or ciarnmittee, m (3) any. aj!q�iroval, �iisajsproval, recornmendation, fl�ie action, dedsicm cir, of Cowity rendering cif advixx:!, �irvesdgation or' (�A.Iianvise personnel during the Eros period of U,ii,e entire durm,�� hJS or her County service or employment, dedsion-mak�ng l��roi ori soch actioin, As used ],u!�rein, a Person parbdpatu�![ "tnchro:fl�,rli` decision cir recorraikenciaticwt vivIrich Ifneseeably M m2re he or she kncn,vinglyi participaLext inanyvvay orifl be heard or revievvd by tlie Cour�ty' In the particular mabject rinatter t1trough Comrniss��n,'�,or a Q�rurty Ex�izxd or ��,ammittee, ai'liproval, disaj!iiproval, rei:mmerridafion, the "UA!!6yist" spalifically in'ClUdes the principal, renderi.irg of tega� advia:, investi,ga.tion or as)vell as my emj��L�Tee,%vl�a)&e i Lor�nral so,pe of otherwise (huing ids, air her County service or empLoyment ffirb rdes lobbying activitkis, smq�Aoyment, Foriner Courity officars, depar,t�- 'Me tarra 1,6bbyist"' s� ecifically excbid(s the mer.od personnel mi ernj!4o,Yees who have Left tile County oiiflain two (2) si'mrs prior to tkw effiNtrive foLkwAng person&! attorneys or other (late ��A Lhe ordinance frorn Nvhid� flhis section repiesentativ�:�s i!etanted a)r empl(Ted so�el)r for Jerives shall an affirlavit on a f6im ffie purpirse of representeag individu,�s, prepared by� the Office of Lru ector Genend pricir tc, corpioratio�iis or other entities duhirg pubhdy I P noticed�naaJ rrpget]ne lw lobbying ary Cokinty officer, department:11 per prohibit eK-parte expert soininel or sorqfloyee stating that thie requirements(.4 Mine Nvho provide only SdsIIhfo:, tedIIIIIGA this section uJoi irrot preclude said person frarn unloirmafic��n or testirnony in U!!)Irying spy officei, departniental personnetl iir or offiei!,qredaUzed employee of the CoLutty, The Inspector General pubhc meetings, an person whoi ii)ffly appezirs as a repreaentafive of a neighborhood associatim shAJ verify the accuracy of:each affiilavit em.lcuted p��or fortner Q�mnhi,cifficers,depaftmental persomel wSrithcq it compernsiLkni or'reintloursernii2nt for tile al"pearance, whedier direct, indirect air or,employees, contingent,hw exprebs seppcii!t�)fur cmppo,,�bon to 5) Any, ndividual who is fmind to be in vipnnpllwkn atiort of �mry item, any jrem�!m whal only ap�!iears as a lir this SubsectRen (q) shall be subtlect to the! e represpnitative of a not,for finDifit coaumarity- provided in dffier SuE!isectirin (bb)(1)(�VI nr Sulnet:Wrri based organization for the pi�ijjxoe of respi(� ng (bb)(2), a grant Mthout special ccmpeiv:Yabon or (r) Ethics Commission to render opinions on r,eq?jest reimbarsement f:or the appeaxan:E,� alhl Mienever any pierson indrided in the terms defiried in se Mi<!ii ees ot a prrruVA Nvlv!�se nomnal scqlre of [�, Y Subsection thrmgh (6) mid Siabs�:otion (h)(9) is in �NUF:4oyntemt ckx:snot include td�ibying activities. 14 15 (2) Ah I(A�Icyists shall register �,Wh hire Clerk(!!)f t,I Rrl Any, peisain W110 Gilly Li��PkNIIS in his or °Ie�r Boar i of County C,,'crnrrussioneis wjdiin three, individual rapacit- y for the purpose of sell: (,'3)'ini,siness days of 1:weing retair4ed as zl 161',',byiet reVireseriNflion i"rifhoc�t cc)ra >ensafion or Or ET12rgbIb" idli �U'157 lollrbyi'ng ac�tivilbe:�, reiiimbursemenl[, whether dJ]i!ect,, indirect or C wt-iidiever sl-iall coni e first, Every, 'Irersori c0nHilibeen'', to express suFfx)T-t Of requirec to�io re,rrsh'r shall,I A;5.— , I 'll I c pposition to arty itern, shall not Ire required (a) IR'eqlsier oir�fo'il ricts prepared I)y the Clerk; to register as zl lobbyist, , , (b) State under, (,)atil Me or hei, �narne,, 1U,usiness, (4) Any Pecs„rl who onl appeair; avea�Jdress &nd n,ame ar�d Inisariess address (A o - fitr>rpc)ratip)n c)u! entity (su<:1% as aofeav person or erAity witi& haserri)Ioyedcl-vrital o!!�gnni,atioxi,a trade au;ociatiai'l or trade said reoistrant to lobby, H ffie lobbyist re pre- union), Nvithout sfceci�:d corrq!!1ensation o�r t� reunb�u sement for, the�:Ipjreaz-ance, whether direct, as rat a corporation,fhe corporation si,,M) also �ndirect or contingerit, to express SUPPort Or be identifiecl, Withc)ut IiiyCiting th4l� Eaton b, " ,5, opp�!)Sition to,zuly fleKr,s�iall register with the Gerk the lobbyist shall also kientify all persons &I: holciing, dtirect1y o'r indirf,::ofly, a five (5) .3 required by Ilds Subsecho�i,i, Init upon request, f,)ercert or rnore ovk�nershfi-�, firiterest iri� s�ciclt shAl not be required ta,pay any registr::Ition fi:Ts. n��orporatio1ii, partnership or trivit. Regisfta- (5) Any person who appears as a rt�presertabve for an tion of all lobt�yists shall be requirt:�d prior' to individual cx!,firin for an oral presentation Irefore an �arruary t5 of each year,and eacli person who C"ounty certificatiari,evaluabo�ri,seiection,ha:h Diva al Mthdraws as a 1d!)b:,dSt for a particular client re,ie v Or siniflar, cornmittee, shall list on an sball file, &!,, appropriate notice of with- afficlavit pro flu t!,y the C'orinty, aIIl utdividuals Its four hitnn:ired and rinetyIdollarsa� ($4�90,00), be f ya tliiesentatieci�- I"fna®'ceffiadavit hineo inaynake a pdrawzfl Ilie fee for annu& registrtior sh whiled bstff wi he ClR's ()fii the n Every registrant shall Ise required 110 state Lhe the proposal is suhinitted, For the ptarpose fl-ds exh!nt of any Itursiness or proff:ssional Subsection aidy, the listed merribers of the relationship wkh any current person presentatio!ii tearri shailnot'i�)e recluireki to pay any described in SubsecItion (b)(1) The reg- registration fees,PQc persorishaR qwpear b�:!fore any istration ft�es required by this S�fl)sea:tjon conunittee on I*halted ari irrdividuall or firm u!i)l4:Ss shall be del!x'siRed by Ibe derk urro a sej�)arate fie or she has been listecl as Part of the finn's acooimt arid shall be expended fo!r the Inir presentation team pursuart to bus 1:)aragraytlt or pose of recording, transcribing, admirdstra- Luite&q lie or she is registere(I vv:[tlr the Oefl<'s office tion and other costs incurnoi in maintaining and has paid call.aI,!!qffli:abh'^fees, these records fc�r availability It') pubbe. There sluIll be no fee reqtdrecl for filbify 1 (6) (a) ono uriencing Jvly 1,19 ai�id on July of eadt, notice of withdrawal anct the Boarcl 11 of year diereafter, the lobbyist s�half 5111mlit Lo t[te (Derk of ffie Bocvd CoiLn.ty Commissioners a County Ccmni�sskrners may,ici its discretion, s!igned statement amder oath, zis p�rovich:41 waive Ibe registration fee tq!*n a fincling of herein, listing all lolab�lng expenditues nn finaitic-ial haxdshir�, excess of twenty five doRars ($25.00) for the (c) Pnor to condw:ting array lobbying,all prind pals preceding year, A, statercuait shall be must file,as forni avith Lhe Clerk of the Board of filed even if there have been rice 0!!1w,by Cornmissioners, s�gned by the �Jiiring the reporting pericid, The staterrient pruic4nd or, the 1!!irindpal' rep'resentathre, shall list deWl ear:h expenditure by categitry, stating tluat the Id:fl,)yist is authorized to inclwhng foc)d and beverage, represent die ll~wurbidpal.Faihxrt:.cal a princi� al.to research, corimiunications, rnechal advertisi-cie v, file the Forart required by the preceding puNications,bavel,loiftginguid special events, sentence�r�ta ee evaluaton (b) The Chdfitbof a bid orp�!)sal as evidence thata lt�ropon �aiiers shll jwtifyar�y obbyistwho failsers ruin a rcsj>arisible coni�racfton file la pririccp�:31 �;Nffl file wifli ihe Clerk cif the Boird to hnu!), file an exper'�diture report. In addition to�ury otI!-ter penalties M-adt inay be at 11te fralixfl! in tmie at which a fiobbyist is no lcmger authurized to n:Preseint dw prindj!�al. irrq!�cs;&I as lcrovided in Subsectio!ic (s)(9),, a (3) (a) Any puUic officer,E!Mp�'Dyee or fine of fifty dollars ($50.00) per,day shall be asseSSEXJ fo�11!' 1!�eports fflect after the di.ie date, oniy appean:1,iri,lice,�!)r her offfi:ial cap�:I�!!Ity shaU fflnt!re a fire of fifty doBars($50,00)per clay IS nc!it be requireii to,re6rister as as I(rl>b3rist asse�;sed,, the Etlucs 0w�miadssion shall not rural wise i�a fine as provi�!!Ied in tau bse.tear, (bb), 16 ...... ....... 17 expenditure na�>Inrr f r#fl, �� in'b ��a�f� t, shah be V II�lde 1 #s)rtl i u lne R)�s Q1s1�a),p sl-�u1 Miss sI: Aaaynrr arr ,k1n.1tCb11i°rµrt.l6 �; us l , a( 1 h"" �f �/r e ad"rlrnu w�n9 all fair°u.w�, a.nrrb r«r,atfna st,aY��r#ftfa�lsa�°Ma Ors#xl�,r,l'rfli,k a��.�,r°�� j ��9� us�°�r��°!'r��ras�vg IL��pd)i" Unm:� County .� # �n.n. frarl�r yruan, ybrnPaV. � u�r�!�r�u� �a # rsonjwl r a ¢h AGtcrnLxit as provided dherein,board" rlw 'NaIoW ust piswa,,,, (r,:;'j frr ryfQcf r f rhla f# ;h r# f �4,ruu,aasN;'a ;.r awlf � °� as�� a of this sectionshall s izr'ia rs "o I M''J notify lk'Yf � on'lIra as A;',wk' s I e ��1.6A1"Vibite �Iio L �gist in a S, a� l4,.w N�4C7yls c) ar'ld Pennlnlas lrwr,t of tfnr harlaara� of as h')i)irgfX fi9t r, IJ:11!yi g n accordance! � Lhe following 1 1. A l. .'y � file lea au 4 aaar t ar rid oi" aar t�..Y.�,. � frrtRer,!t after,n notilriY,.,.lt aon . Ist violation n knW a ";u�l.n ( ) days fia:aw;ni ra,"f a'"k I� ninety s s"asw�° (e°f) A lobbyist or-lrlraaraak°anal rruanf ajq) ,ilµr fnnre,.anr'rn:l the date ofdetsrann:lal'naatia:rn ofviolation; G.aaurraiu'rr.ask'rt c,rr D"In'�la°a flaaaf'3, l�a,nlslan° ,lsr,*t, A dateuaalleteru tlawn t nawywrr'iolaa a�nv��f� year �na�nr.u '�'k;n nras} raapaur tt na hears ' bef�rera t'laa�. Znd 'aal' alartaun�nnrrnrrtfai r t)nne nt for as lwa ala aaipy��ra tfrsa f"raaaa rlrrrn t lea f l s°i 3rddat vil l uanrrrrurn�a a�:anr any r�l. llantnaua(5) rnat f.aain e a � a daal:airr� faun° �m,rrraaa:ll s'°l fra�r Q r a.an�,'� �� l a s ff,� tvr�t4.7�aau tafte ei,r� (l r c°,10e.rralarrr„ riah„"�s c,af a n rraarrarYr , nr�atY on, Ethics a:nfl l ar;,rlrt of araatffrrrnticnrii of t"he f aalwrre;to Ele the A bidderproposer y a Ana anlll�#air^a� to ffiew pYaln4°a ri rfr sr,�'aaas"aar,,� fa,�raa a,faa �XaPaararis,i uaaurr; t provisions of Section 38 of t1te .'ode ,r fs# awnnna nu of titr 1 IlG1 of il,i ara.a. D aw"ln, t..ana��n1"nt as un w q 4 p'" Garr l tfran r aaaaar 1 anfrlar Iaan ,t alYanlwG Yuarrrr� t;.lir�,n � ras�.ars�a a' raur iaf4araaryauawfaa.naa�n tlrn.aa�!tp to tfarajv tlrr fine, raa rnvl��rra"s o raw, r9� w contractor ctorwhii rlM.tlrai! bidder orynn°arlii,r,aaarfnM��a'"'�a lknararar,°'aaa,asaax. s,arti 1 1lrn7r ,frtkaanf lktrla]re I'Uaua I ,N)ra,s.#'lF. l' f f rrn r d!r9 a t'lyr nur ind indirectly or ft 4 } � r�u�nr a' a arrrrlr'p:u'wratnanrr tfra ra arl, on ti:°nrra+a ("f ry or urrariu:° latsrr,ca:lrnrc raraAawrflrrxa;,xr to „aalrurrt r zsYa t +af` nrrrr.unn r�r � ,m a f l.uca�auwlr.u.n ~qua r� rawnf;at" shaidder ll pr.nr proposer an ar�rs"indirect. rtnn violation"nrlr:rll rnnean r? t apl i'Deal s froir.r the +� ,f.Ct r f°, aear Cara , vi6 f f f . o f f id bidder��or Proposer. r !)ntrsnit ante l into representing f d i'frr c) tl�R" 1Aoan,p of o't,;!it Y113,113, U a sr4kr�a4 6 a a aDnn) n'"� a fee to anotherrn r err aun narlrrrla"Mnu uun part, r, sra. in p r person. fla' II � r l antrrantr voidable. 'rile nn .aunui rf render tf°unr to yartr asn nnra an arar�untnnn a_rn4f agreeagar r s Hint lain rarllnsrpa art in w nr Qa ;� � � shall r "7s r�aCtir"n ,receive r W ' I'a�.ml,a"a a n u Y,"a r.rrn?' Coe ity lrid X �rrnna aunts,R #� �,ufwuanf p O�and Cl)ff all commission,,a ran, tsr receive n n'ar �a contingency fee. a n ., • :,r°a . c^ anaananrawia rnan'Iu.a r�� #wa.� nnm:sr-u'ruaa include am'wrrlt � r f m �., rnn n arms nrr tna.urn rral irh tra s is r er.den t onn nt�r n any way s «ap.,yr.lrarf,orura rsndded lns.urvever, thefailure tn.n sio rrrn of: # n'�rr� w �., lr nr e it contract t 'nnta raral uu'ntar rr'f�Ylai" s.a � r"r shall ururt urnrsfa the passage, at of sudi on or ion of ffne Courn. nnrnnrrwr s'o n (2)diry tb)n, pro anu (10) 111 ar erri ahrs of the h � ount o nli.ii nls re, aard fl tire u a ru Hn'°aural tanp a u'l fr a"alrafr n n a illr a a "ate 4u p'4 � QSaag aq Wn ascertain Macsnnnnn ar�a�na~naaa:n�n°° �an �rt�anCArru�tr!" rr � a^r or any f' II p a as art w:ur Suufrrn,ati warn have ars:wu' .lua al. ainuun;:rn rauraarut #';ar l � n.n w'f.a{�a: n,rrq,rn'II, n�lir II ATMs.:'"a'�n'A"fl.rn�n�a" .a ..al�r'#'na,a.Sal."s, ,f f�aa"Ala+",,4'f° �.J:;^'�aQ'wn�a�"`lT°1tl�� complied, � �. C}P ' � � rtnnrr'n fn f.ar:Hyh. � nrwrnrrra ff the tfrnwa. period of tl'°u.s. entire def n^,' a�a:uun errarrwuiel rrnaafn 'nn ll lsrraana�rrwf"tl`l° pre urrr:f.t r afnakin s tsnrn, rm arperson » p-�.o is mar# urges" His unnrlarurf,�' ale amens' r ta.r faalLrlL�r„ tlr~n a rranr'rarrim process,a)n'u or! eeably will be hea�una Subsection� �e s a a inn. rnr�n f ranfanannrns:s:arrrrrnutn'r~,1 ,wrwaf' anrr4arn, # nu��il�r�ur!la�f�tp-l�aa :a;n nest e ed tr aarpr�nalw t irarrr, a, a �rnalatx�l tins.: G"nrrrrrtrr G,�nnurwrurlaa«M' r'r'° an f p `s:wnunnty board or corrrauttee, Qfl l ,wceprt as otherw#,rear p rovia#led in S ul.ra.:ctorw (r)(9), (8) T l° rf t"arm s � f any r tnasut oar deter rmi'l ci n of the autwurl fai. l publish logs to rll rat nrw a� nn. aanr l ya lnr G�ls nl� lwanll ra p r nuanatsrn l air . ar any a rwrn°I �'nan,� reflecting tlnwa lobbyist ru.yrtraut'nrarn" .r^u,usnnuunaf nxlr�rl , nnrt aHr° f"artrrrl':° ids ,rl.a r*ne trrn'r"r (s), All lama° required by this s.nralnnnanrna,nm y zttn s nfrsnlf lnnufly a affected wuslrr;ln fr� a anrsrafrr.r maave I�een nner substantially I�auff ance rrr�r�nl�ru ll�n" flea f�'urusrraranfwrarraaH�nrrr antra �a� s:°nsrrrlf'rll.yr nnrrul'n 'ffnr shall brae.prepared provisions of tirrr Subsection(s), to the logs ... : ry prepared °. for the. lnt'�a (�) � n�u�w aNae ycrs rnt to Section lf G lal f Statutes, rtfr7 t f?Tthtprovision of goods at rf : ett.uMa ),) nr .t ra aa s g other thut t anl independent private sector person enfrtsl in frbl)ynng,activities r r ry r genera] (1PSI )contracts, in rsalnt n of tie n Nrntnaniln r) t tl .. r violation is found �taa have been n urn'�rrnnn°nntta�ra'iif, the fir? t snrwa.. of Silence" Ls hereby defrnnanl tsar mean aun µ~in. _....... .. ._....... _. .__.. _.w _. .._..__.mm�.. _...w�.. w... ...... .... _. w 1 prohrnN.'Q;"n&"SI1)ixri r(i any 4N1m liun:krrn"'tVo7[lV"IX"""1iirdin,,ew �� ! Pro,iriIIR"`:u' bu&ll'I'.r„ ca"A'k")SLM ta!l. d°r1ll 11"1,1y�st i icrilar RF;.�,I'�:��,or'bidra��'twa��II�r1 jx)t �l rr' ui 1�:!miipIl�ayees l)f 'di PvIaJr1��a�r��..ua t and vendor, provider, a , h .t . y!gzhniN� A Y`°ista�u�Ni�u a�ait of Uie I�.a �;�rr p artrn it of r aaarana .ararrrra.r ,�°a�u ^"rya>L bidder, u�°rll�s �a Hsu x„�u nanahanNhr'u nrar4 to, tkra,. ii. nu.rriuuaass arar;i r sa " '!p rnr nt a•rs. the i o professional t tip' ed h Aaarta�,a;r arrn his or her a. i. „ ( '1 �� t the n�,;'w:nllrl ruurr��:t uuaaxroaw:uw4 h s p nwwl,ar� i,�r°rwn" �:'��,�� inset rr�ant lyrrrrt xQrra,iia 1� "nrn � ptrvr aaC:°n1rr0. +� � anx'Lr �,�,� co i nncationi: eka�rdhi aaparficu 'i''!�i CounEqi�iftaty �.N v r�u:'ru.0 ��ll�u uai uuui a u�� ti �� ruti a� k rra,r awlxa, I�ru iiti 11 na „u � U ( sll.�, Conrrn.ar.„u��r"Ae s or their respective st„�. .�an na naaaraai israuaualr;:u irn uilnsibir pa:°�I41 ndir l g uu1la.reber "r4 �N' � ce l 1Q a a�* ur l� 'iro 4 m �� atu11Q �Ir ! IIIx'u r:w rwi but not innrrrtrw :wrnr, rr t,_.o= rprisn iana' k u to, tinu;r aura departments urarn ri tiu°u.ii irnwivaXal irn'r ' „ rrar'fla"i his n arrtt ira^r� aataxii,, Quq x) r , � r ro rxtlt h rr xrtuaun.l�xr l^F ,PTO uio Hair, �a�Naxuuttnra,�a i�r r �„.u,.,w f ,"a:wx auir,!:rna 't'[aan^ w�a,na'rura'n'u.rrau r'Vr� .� r ru "'a:aW.p. ice I! µ .Ni rs, of bu it"a"^"illr"rmiaail"n�a."Y,�:roic'�9�1 U'�VllYr or etween a nder,brain i r,lobbyist or la:u,,rru.u.hr n� .quid a III r � fin, l ualu"n i` � w n, p � i�lla""� ,lllri',i rnr,uTul a. , nrraa nwna rarrwaaxnr, rraxa ., �) � procedure, rr 1� w ":4:.i anQis". � n II�,w �:al"J rnenrbaa'r,rxh dre selection crux°arrrunttee mnrrraiwnr i' i° nr .idii�iers:regarding axrt*a r^l�uanllna�a;n� n�n�r �nr � n1 .nrnnuruV�� ir1aN'n�u�� I✓In ,nu� �unna"�V�u�n� Ill�+r�Q�n H�� 1��annuVill�u. as a�aa' �.1IX�1CaY��"I"YAi�road`P1CYlV..a'" rk��4'N""�gQ:ha1 a"�rnnllu.l!.Q.Qna" %�ave ,s+nl�tl,�'i""��n� uDA"nV�nV�igQ:na�ulYl��6rR,�;�c llus or, her a��VnlQp�".:ICn rtl"titlNP':a'tl ii q �, n rraala naxn::rrax7,auuregarding� ��Y4rai' P services �ni art o ffie GfirQinr'n11"r'd"Yix rra:�tnuttee,tnq zefer;""inn rr � ti ana;.,.,$""+�"an"�y"B.V."n.��ar""W�„nN9rn'�a'�nQIah';3 h'�I.a:'n"1!�lla,u�nril, "lµrllf a a 1'I t 1111ta�r .3N 2„ M N:II,Q M'a""r,II,II.Yia:q"Y 11!l..:a..i aYI, U,O RII"11'a q'da�::ivn.11d�ll911'4a" ill �r IxQnruarl il �. V,i`i�t cruw �rrai ixr�xxrnr ar nratrrtnri araxrahaxr, raga-. Mayor, n„tine Cant Ilu�llrirl nrlrrrtr�n er�, a n aarra i 4hrn;r!heir :uraai Pi1a'll �,�i r , r i II i a rnrn�atno iv (_'enter staf , the a aanrrc„' .� aan"n a rw x lulnrrtra,:'u� Nra sN:rrrrrrraur'rrt iu as �xa'nts � c)ffia a r titan. ,stars'" � wi.' reu Iuuri nna:uu.'uVa� a m ember aitn die oLur y's rr>inir io nal staff �wu xzes f nlrM„ua&RF'11,RFQ raulai'nu.ai„jPro d da^ai the and any rnernber of fire selection c(nxinrittee r orrin,l.tinuranQrn.,n'.r is 1,b,iioderltrr,«l]nia to rn n r a�I�r:t uiuu"rraha:wn u Mru o rat Manager a 'r nY � rnaa an a or hir,a°iaaapn n alr anhr abilu nurei ulr the t hair person of tire selection, corrimittee rivay nc1cilantkni da,a'wl urunrr t nanuci (rri:ji) p i he lani� or'muss beta e r nN tire arnrn47 .1lr.nn�naaa�nent agent nt o �trT�tt:N rrtpn „Ilrnxuxtrrr°nattrun�auaarrxir Ila" rnui'rlx'^ „ p or nrarNrar,rrrruuiant" t arras after �' u narnu rrn- N onntrara;'O ni n's:p:i'a r ra n::w'u. their ai.a T ut�trr. t:n ai .eons"... the rxan art c. JlnricEdstarii ru^r.,u'lur.auiwli i rrni+:ur.'ruauaw rinr uratxtnnarn .un° „nnr Manager wur i'unntl�iraprovidedruxnAl tarh:U'Qtrr. the inr °wurrnx"wu.rull p�uroo2r,w iu so a;u'uuu in Na"FP,R r or r irrww.uhai r raauruxrrrenda ion, the r.aarxt rnt of 'lliw a:oni kxH mid as xxnll:um.p,arr r,�)f the ,.nr^iN:^n Caa.nn cororrahee 7111 a:luc i � v!re :n�r t llnllidi nnnraraaxr� atiox�v prllrlllltaa"d iraal]I it tawsrn arl-uNi � II"i°'na nanlnrrr ra�urahiarna �rlaaxr. a i a M&nagrrr°iescrLbetl in waith dun. Clerk na:i the Boanriand ianr�ai'Qib �allrezw �u,' o°Nntaaruxra°i nup'N inrnthe al J°sp riding included in any rE "ru'u:rc aanra a' a., nrru'^r�r"narra Ydu vp uu n�r�uxnu u.diira~u l as^rn't, ".ra iraa rru rv��! i.na��ra�r' ,,.�� Board rai ibreg w` the Cone o rin�rraa:r shall not apply rly to u Q (brie arar w Ni: aklrawn n^ 'w`aar a i 11 Cumty t u r hinxtorifli ataa.naa irru °au ra rnaa a� Vaa the, a � s stern uuin',n p ati 1n,r u„ ar. i. l a rnarx�rrnryl .w mr. u 1 i.. w „ � a r .a uuu xu t. it , sit xn wr:rr Vurr tllnnr nrwrru°a'' na:vierl�.�aallrrrnnnntofsaulilla"lluia "ill " r. rD rwar it�a i"iiia saunas Surtax iarrlµa� the Ilrrrie nit urul , u uu n II the lirtuarria itcA ,ach ninriaatara:,xiir flie l'xivaauxur-i rraa r aarrrrlll Office rtrr, . r n nr tat nri arrrnuurlranrllirawa t.aa' n«.a iwr"r lia hwa tree shalt nnaawaalil �a:rn pinui.i;.a � Y Rier t axartar baraaaw nranrrsrgar�rt on as(CIB( nn°aluMll_a:utll °r�Cone� trhitll r.ia n a r iu nn�nanl:'n'uVia. tsar rnlrmnrlu u i 'i.uaN ivainru.ru ai romp a h � t W l ll i . "n public n axaixrruxratarraaii., inra �� far and �iri.i Waste � aril r ,r processes competitive aran 4 na � a, soliCit ds and r" t i is Water and iiitar.ara atIPa�nru�rrtu:rwpurnl�rr'I�rnntaNQiar r�l��rnrr'luunn�rrr4 a;'t anYourist. D ern ia.uirrnrnt rr rl i:iarr and th la �� t arr t raalrlt�1"rinne tal esu�bnnrce a 11 gp4;ip iaIlrl n �pl�n ttaaillwQ au°la �rr Y rlra4rtrp i r. Management;h" . (u ) �� staff; �iYrn ', n.u 'na r ron,aw Id II wpd` Calcify t tiler nr r and ire A i G':II'.w wa+ati t P nr l snl niorl ll,l� n n 111V'n o Silence o n not ammwrrrl.rllr,r n�xuat°i.rurur between, an iar:at ri iani ruaa°ai4.4orm, i,,aa.r Iiva.0 lau ia.iP, ,ia i Q nua Ilrnl:i iraafl snot lursa'Ilquallu^ staff filslrn obtKKauurfrrg industry, 2. ,,Autl?aru,f R`l=SIG a:rau°rfraa',°ts. flag w provided wall courllm ur,ucalucuns Cal aami of a.uxa� r(l)a�urrlwy afm'��nfoxn ta:n uaa°anu comment or lac ryn'rotwnnnrr w nrnrrl a raulnnlrtrif 2rlluunc a .: tu. lm l «nx PUP,, FFQuur�n nVbid ,.,'latrfc�! �Iltl�cru�tn.r between a :m sar4a.ntd regarding. , lta�i r nr'.ndo service r1ra2. ra r,bidder, V�obll i rist � a'' a� r, .a uaa uuu provider, or c aunts a luuufwe, laaf,l u N ti� rae ltivuuV Mayor,rw member of V`lri.c �" rbti'. s srurfa rurorual staff inducting, but County Commissioners or consultant and th naITncr between r 1' service una a lr , 1 'w.�. rrrurs ra2u 21 nnissionners or their ass ac ca . e F I a ounnit2 s aasrnnt la County aura2au auca2 rtlrlls wsuraf aualr rruu�urulca_u of tlua�l� itswriu uununVar2 � � writing aun rua.rtrlrrra2a.�" �not rnr n u:r.c2rar ,but not Ernrted ta:, a noticed ur' 2n w a altiull ualaffu urur.utuxr�'*. tllrla_County #vfaxra a, �raaal fnuw� aau 1 uuu taft,, rnr�cl �n.s6a.s uauun w�4v�'ulf uu (U) "'ITie Cams of 2uRence sZ.zd2 terminate,at the (2) any cxal a orrun°x.unuu wcatio n regarding r 2.m,e the llarnaf,er rtnakes l°ar a°olr° lrsr paautnaaa' Mayor, pozr Ix , p 2 urr�sru2luatvw su 2°nu fvlwu I vr-atteri r��cgxiu�uara rndauia:: r is theCourt), y : "orruunnasuarllna rs or theft respective shun f+rsvr2a.u2 however, f f I staffs and wurrw2 urra rrnfuc.rm n, c.uaa otru u.�° a thus f:a°:ur° uxu!,ss�:ioI ilu refa�uu��'r� the g w am s:ion staff including, lmt not Eunit a to, w a to, staff fo,r further review,1rPYt.a,l 1"orrla:rasl Tn�twith ,,a�uro '.l.su Lh lama awunua or her yal"f'. T O)rurrtnrrn datuawnn Pack to tlna Manager or tlua t u.° a ara'.r and 1 tpaa= t�.uast f, uuurt of Silence shall be r°unrrrlucrss(l xarrt9i.l su di time SU nce shallxo)t appu'Ily to aurarnins uara.ataons arltl'i as thu,TM Manager makes es'a subsequent u t tlua Couuru'tl'.Attrrrr e y&nd f s or,her staflf. aten narrarant a rurar.: frr fns alr2 (I ) Except as lur rvr2 l on Subsections ubs taons 2Qrl an d nrit�vithstandmg, br , contractsand s( f lr rsu�` n S°l o a aI rVbe purchases �l � �he County sanager aa a* of r .au each RFP, f er 1auv for has the la� lur�ruf� ta uv, nc «auavinll. and 11`"SIG services after tlnal. u pu.uua:;a shah terminate, (r) cut tlrla. tn.ara:ider Sec.2-8.1(b)of this Code, the Cone adva fx a_arrlaunt of said RFP, :Il�wl1 n cxr lnraf to gnu rrr°na of llns rrr-n ssntxsru of tltar 4 atira r:° u a , Silence, lea County r Manager�. n his or her l cic fine. tlrr a letter lautiY�u fa�uc2 luls2 utxtlr the t lsrlc tall 'tln!c' � Iluu.ruuu..�. uu'unci9xcu mast aarau ua,ssurrnrxn'rl� rtraunc aua:rf r nfu wx I'tc r t1rlaR II 1 Silence, Cone aap wrxfuunasu shall Board °a'um stur�Vr. unarctrrrV°s err N';aMnuslr°Iusa.r tlrc.2�a:,Nruc u.rll ' w w puunlua2 v hi'volvir21 the urrvlra r cfntruru oif over one 4u_rrunxluate v'alna*Ilr 91'°na County �l^�^Gautager thousand dollars ($10 l,000); (h) executes na p&rturutVar audfl[L or fTu2'Il:G contract. robibit any it urlSection i III of AAD, 3y21 forms a�l"n a`� laraf.der su p u�r.l°ccsa�r(i)nfuarruualuuunalw g p,ubhc at the gnat the rec ation is purchases u2 our ac c rvrana al� 1 w 1hna a t a a:,l ra•u-' 100AI>,,,,, expenditure iturnsts r f� )crr $2 ,fl00 n.uru� the c-Oirf&t�uc sr or, before 1y:murrlod :wd ^lsa aurn. �JN uuua.a2r �m w a.c atlu.ttun.tta r Il rr�a�.,� �6.n.c„,Yr'rn u_nr„ 2 a'.a ,. a n .. (xr,l 2 ofxu e cra ilt is ssW ni cc da ca2 contract auegotia�uuar w during war 2n:u.l�„slu�artra�°e carrth S ti,rrri I �rof a n�u32 rru accordance sucf��'aua a.. lr 1xy` frursn cominuur°n.uc atrus r 2 21 !cs;u„. rarurtta� la r n a: 2 the expenditure o W with a uurr u' ruau ua 2 n suaull2 employee a art aulftc n 21°eau- of t 4yflfl sunla. l:lrnvaluy „ juuluur st cur s sur inn�,�auuru'ca aan responding aafx2ullcrll°)all. I � wars aut (a�.°')' Exceptions, f�ra� uxuv�Il icn of tp2us ordinance � tf�nr� Coux:anta s recliaest �l�a�� zlb awr .� , . � car for nfal ulrn~aotnanrr lanna�u�aunfa��frarunuw,� .a;»reef presentations alaa.f"+rAr�aw aa�f �2ac�.� nn a rUua_ta�'murua�aau�r,,rnnf�dlsa2 txr Ilftilaw'1��wrswrru�wlia'�asls s aarlt apply rl to� u„r a s unaaruuauua a f'. selection a°tiers aan::uru nnttee contract raa2autuatlsrrs lab -Adder a u ill rt112fx er w�l.aU.file a a c:n°u r of any 1 ft n uru ll"una�2 c2arrrrc4:.ra'ts, written susuunar'ux x n rraatflr' 2 arlrllc reserutlauaanss rnaala' 1ruullrYxa� lboau rneeti4 of 2asnrd "l"he t'1ierk of tfur°l�vcr�u:u�a�:l sh all rla:^ul!nv copies ComaQ.a.uruantl w~arrt �fuup n°'ucrtrc anu2 c carurn„ 2"nrorr to fllrcw ,y Commissioners missio na use during any duly auranllaalt",.11at is the general public u.0 arur request. noticed rf ul° « any time v I In nanny G)uuurt2u err plc �fra s (a2) I i atlr�l,2 auruc u2 herein 1;°t u2 p rrr II r.f aril' a.uaanV" ul nxfu official or rrrrrarlrrr a larluTis u.,f,bidder, �ura nos,er or c»tlra.:u' u u uflua°na', n u naa °un' of ffns ffsaufl a:rf a act.utlit2 f 2 1. l:uusan or d of by th waf� ullna�alaVe RFP,REQ r bid d prohibited Tents a uau.uaa'tµyrc t rrN�arrro�s r,:lr,aulsr afuurulrul atfra . aacattdialy Ilre rUnig cutoftsal ch rrrcn alrxroa utlar lvaflfl°n llnu la lu awµ aructit or USI,2a contract. o tr�a�t. �arCuuuraru a Manager r fry 2 noticed pulflic llama°.f. The Clerk of the 'Board shall make shall 1.rclarfa urn w'a:ur2 public ac)l.ua r'katicnu.n fulr° rcrlares av anlrll'w',Ilu to aanyr pe waarn:r upon request, 22 2 autditing or li NSIG a stateirlell"A the acdon of the board on NOrich the merriber serves, and tl-ue reqtrireir sents of diirma ordiriance. the 'I'mard member has any of the folkvidrig r6atiorislups Wi th rUN Of the pem�)iv, oir entifies, appearing befon? tile 3, Prnalties, Iri, additior-, tcr ffie perzlties lxrovided ir,i, I Suibse<:ft,ns (s), arid (i�)b) liereof, violatifxin (,�)f fllus boar& (i) c)ffioer, direcftrr, partner, of counsel, consWtant, eirployee, fiduciary or �xmeficiary; or (d) stoodrold,er, Subsectiori (1) 'by a paxticular biddex, or propfrser 4 4, ,, I?IF,Q awaid or bid shall rer,�,der ary '11';A�?`,,J (j Dordl i older,debtor ov creditor, a�ward to �;,,aid bid(,Ier or 1,,riroposer voiflal)le Arly (w,) Prohibition on acceptance of dravel expenses from persc!,ri v,r110 Violatf,:11s a ProvmUsm-i of this ordinairrce County vendois, Nlotwiffistanding wny other prm,�sion i;)f sf iall be prohR)ited from, serving on aII,4JxrI Dads 6lr.l.m suh�,Iicm, no 1!wersorr inclitded %n subsections (b)(1) COUIpetitive sel(Nztioiri�coxirtamittee,In addition,h��any Nayar and CornirrissionersL (b)(5) [departrnen,I�al othr 1-m!nally provided 1-,)y law', �riolation of arLY 1!)erso�ii!riefl or (b)(6) [employeesl shall accept, direefly or 'provisiori of this ordir"iwirce Ify a TAiand-Di.ide jy,ilirectly, any Lravel expenses im!luding, but not hndh�d Courty ernployee sball stfl�je4ft said employee to to, transpixii-tation, lodging, ineals, registratkrin fees and disciplinary action 'Lip to arid inclu,&rlg disinissal, II incidentals from any otirity c ontractor, vemlor, service Adf,-Jrrially, any person wlno lias peii,,,sorla] pmwider, I�iddei- or Proposer, The :3oard of Courity knowledge of a violation, of this ordmance shall Gxnmssioners may waive this requirements of this report v�olafion to, the StaIR Amnney ardh)r subsection I)y a traj�inty v(��ite of tire Commission. The ,nriay file as corrqrhi:rnt with the Efldcs C"ornmassion, provisions of this suirsection (w) shall Trot apj�rly to travel 4. 1"he requlheiaerit�:, of Sedkm, 2-111 ll.(lll)l sl,,Al ncrt 42:xfpenses paRJ by other gove�rimwntal eidifies or by apj��fir hr in Marri-I,)ade Ccnirity orgarlizations of w1rich the County is a merriber if the D that i'ias adolpt(ed ar�, o!irhnairice providirig fliat tf��e travel is relatilad to that meiribershap, Cone )fS�nlimce apply to flint (x) Prohibition on Count,Y employees ami deparbiwntal that Opts Ord of tile requb"ements pem�n,zrzel perfimpting %�%.mtract related duties, l,4iii person s:�f Sectiori. Z�ILIW s1rall Provide the Ethics i!xlwi11NI in Subsections (b)(5) Ide)mitinental pl:m!!!i�nnefl a copy of the ordinai,�,ce, anri(b)(6) [entplo, ees),ivho w�ss r�:r%1iotx3[,y ::!xnj!!1IoyerI by Y P (ii) llrohibiHon on corgain Inisiness transactions, DJo ir�r ti::�W a ciziritroiLing Iiyiancia� interest in a ft!ir profit firin, ierson who is slerVilig as irin eleated Comity oB�ial or a DartnersHp or Other lr�,Lsim!ss entity O�iereinafi!er'Iri xsrness entity") shall a perio,�i of tk,, o years ftikwing IIETI)I)er of the staff of an ii,,Iecteri Coixri4r offichti, o!r zu" I 'II:::xmination c)f his or her p�iior relationship v�iifl�i th(: Cmrq, P11,4ariager, sEmior assistant to the Oninty lil/lanager, or departirient dixectii:)r shaU enter into a btLsinx�SS fuMness entill'!,)jr, 1!�erfisrrxi WA), U�iurr�y contract relatefl tiansaction with an person or ertfity O,iat buis a clantract dufles regarding the business entity, c)r successor �iin 'Y interest, vid,iiere Ilie bt.�s�ne en ss tity, �s a Courtily Ji Miarni-Dade Colu mity or anfl, s�harelrolder, jmrtner, officei!,dlrectcpr oi� ::�rxrp�cyee of srfid contractor,unless san..rei proposer,service prov�i�ier, ccmtractcir ot wxidor, As I ii ised Irusiriess transactiori is mi arms-lerigth trwisaction iriade in in this SUE)section (ic), ""con tract-rela ted cluties" �xu!hkde, 11he ordurar �:ourse ��!)f business. The provisio�ias of triis but wi,e rx�it Limited to, servii��!e as a riiii,nrioer of a C(!IIUIA Y Subsectioi�n (u) shali riot app�yl, to, r1ii bus�ness Ixansactioxi certificatiirii, e,�ialu,:Ition, sele<!ric!in, to:hrd�!!al rieviiiIny: :ir between an elected County,official,tkie Cotuity Mzinagierl al shnilar cii)Tranittee;apprcnral in� f xw�iiri seirlor assistarit to t1w Courtly, Marulger a dq�!i�:Irt I ment of �:irntract; cc'ntimct enfir�i!terrient, oversight irr directuir and a xv)t-ftir-�,�nofit ertity, As umi herem, a am:zx1riient, eicterisicin or ti:�xmjiiadcir, of "IsInudhokler" shall nm:mn any 1!�erscm h6kfixxg ten 0101) cci!ntrac[,� o�r fi!!)rbeararze regardingC1DrI!rw!!t. Plement c!r iriore of the outstariding cap�W sh,�!J< of arly t�40tArjthstan&ng thi:! the lj�iirii�wisic�ns of ti-tis corpcirabon. As used herein,"elech,:!d Comii!),officia�"sluiR sitbsecti(x) (x) shaJI rio!i! ap�!Ay to the N,IaMlgi:nr 0a- inear, Ilie Nlayc�r, C I crimi I issicmers aricl 4�!Omrnulljty fliii!�Din!dl!or of Prv�:ixregneni�fi4anagement', :1 cmuldl ara:!Ixibers, Ai,s use<l herein, 'Imtsiness timoactior" (y) Pii!nmrs anti junsdichon cV Ethics Commission, The haU mean my �:cv,ibact wrlierem p�:!rsors e[drer sell, buy, Eiidii��s (Dnrirnisslon shall te ,d to, �Ieai, exii��]range, nml�,, lerid or barter real,, �)ersoniil oz� iritiin,jnet, render adviscry, op��ni�rii�s Witers %�!if �ntangiUe jxi,opertfi,irumey c)r any uihei rhing c4 v�diie or irmbr,action arid�::!nlioroe the Ccmffict of Tntem;t and Colde rtA: rtNinder ser),ices for vab a I ,11,1rdr:s Ordiriance, Jirrisdictio!ii cif il�he I tirks Commussiii)n (v) 116ting Con u ts: Alembens of "Adviscry and r,hlalsi- e,inerd to coinirtissk�nen,waiixxicirnous, judi,iial Bcwnis. P,4)jxnm:)n inchidei�i ir the hmts difiruml in [)e!i,so�rinel, iV.rasi-yudidal 1 erscnne'I, Ilepartmental S ;ik)ny,ess, ad%6s4�iry persciiiiii2i, irnmedi:lte ialrsectio!ris (I��,)(3) (4pia si-diidicW pi,xsormel) and (b)(4) f:11111iffy Icb),PyLSIS, as riefineil�n Sirbsecti�)ns(b)and(s�i wl�io advisory Persomiel)s1s,01 �icite on miy,rnatter I�neserite�J tcii i 11 re I reqtx I ii 1�e"I i I I to cirrnp'�y vdth ihi!� Conflict of Interes t or mi 1111 adinsory bn�mni or c;uasi �u�J�dal boaril on vvldch the z :I "Y (--(N�Ie of Ethiics Ci!i%firaxiii�!e; md any other fn:!rson reqtdred i��erscn sits if fht:!board member—will be direc,ily aff:Rch-d L to cd�)xrply the 'Zonflict r)f ffiiPerest anJ,Co le of Ribics 24 25 Ordirwrice indudirig, L)ut not linaited to, ccni tractors and I I MIA MI-DADE COUNTY vendurs, In the CTENnt that the 1"thdc's corrunia6i()n does not as,stmne juri.,sdiction as provided in fl-w preceding Sentence, E COMMISSION ON the Ethics C:oirunission may refer the comphiint Uj the ETHICS & 1"UBLIC TRUST o te, A ttor netyh ef o r Eathics Cornrniisnc)n oShall, tIM rihahep w g Iran fore oing, jurischction to c(misider an alleged violation of Subsectic)n Robert M.eyers, Executive Director (c) if the requirerrwrits of Subsection (c)1-tave beer) waived for as particuLir tmnsactiory as providol there.,ffi. ding (Z) Prohibition On participation ii? settlemerst, negotiations, Biscayne Buil C, Colo ther the Mayor, a County Coni,missioner nor anv 19 Wt_,,st Flag er Street,Suite 209 n,i�eiriber of their staff shall participate in settlement 1, Mian-6,la orida 33[30 negotiatioris of claims or lawsuits, including, but riot limited to, contnict scope or cornpensation adjustments involving the County WithOUt prior appr(,.)Val oftl,w Board t General Number... .. .. . (305)579-25394 c)f Cour-Ity Cornmissioners, Fax Number......... ... (305)579-0273 (aa) County Afft,irney's participation in contract e-inail etlii(,s@niiiiniidade.gov adjusiments, County staff sha 11 request the participation,of the Courity Attorney's ()ffice to pr(,wide legal advice regarding the scope or compensation adjUSAnients whic.. T'ht, Mi,.,uni-Lack County Comrnissic'm on Lncrease by nlure than one million dollars($1,000,000), the I Public Trust is an inclej�,)endent agency authorized to value c)[a construdion contract or a contract involving tl,-ie -et and enforce the Count III I interpt - y Conflict of Interest , d Purcgillse Of 900"ls()f S`rvice"', Code of Ethics 01%,"linance, the Citizem Bill (,,)f Rights, arid 1� (bb) Pcmdt the Ethic-,d Carnpaign Practices Ordinance, Wri tcn f (1) froceeding before Ethics Cayrrrniss�km�A firiding:by the via regula r mai 1, fax,or e-mail. Ethics Commissicm that a person has Vi(Azited fl-6s section shall subject said person to� an ad,rrwnifion ww'w,xniain�idade.gov/etliic,s. The Ethics Cominission Or public repritnand and/or a fine,of two hUndred website includes offic�al opinions and decisions, fifty dollars($250.00) for the first such viotatiori and i riformation on, c�thics �avvs anct on'.firlance's, Ethics five hundred dollars ($500.00) for each subsequent Co rn rillS$i Q 1 agendas, press releases, and other recent violaticni, The Ethics Commission rnay ak(i Order news, fiidiN,iduals may also request inforination or register the person to pay restitution when the person or a an ethics compliint through the website. third party Naas received a pectudary benefit c'sas an Ethics Hotline (305) 579-9091 Ar yone with personal rfrr result of t n he perso 's violafion, "Ilia proceNlure for knowledge of an ethics violation enE.,m-ccable by, tlic determining restitution shall be gov¢,,!rraed by an Nliarili-Dade County Ethics ('_'ornrnnssion rnay SUbIllit the adrninistradve order adopted L)y the County illfoy-n1a lion anonymouAy by calling the Ethics Hotline, (.-]An niissis,)n and rules of pn�x_,edure j:Promulgated Request a Speaker (305) 350-6630. The E'."ti-dc's by the Ethics Con,imissiml. (")rDirrission Welcomes opporturiffies to address groups in (2) Proseodion L�y State Allorney in State wurt, Every both the public and private sectors andlor to conduct person,who is corrvicte(A of a violatk,)n of this section eflrics training workshops tailored to the needs of the C in State court shafl be puriished by as fine not to,exceed 1'r,iri-ing sessiorts and pubhc speakers rnay five huridred,d(ALITS CW illipTiSOI=ent in the be sellecAuled by calling the"Request as Speaker" nurnber. (_C)Ullty jail for not snore than Llift-ty (30) days, or by both such fine and irnprisonment. 26 Pil AN VVI P w"I S n" 9/10, 16 d, A IN, a I Mt G I'll 9 U91f A 0 0 V VS, I M, 0 1 X IN WMI IS F/A N I "I�)/" NJ 011, "1 A, is Of 14, IN 41 (v, fs "Oe ma is mf fw", of CAPITAL INVENT""RY M� A NA"" EMENT PDXICY A*l'N'ru-"+' PRU/-*"'CErU'NUI"< ................. Exhibit 4 t(iJ+FD16?:: CAPITAL INVENTORY MANAGEMENT 'I"h:ls chapter Outlines South Florida `orl urrcc Investment Board policies and procedures for accounting for the acquisition, control, and disposition of all capital e trlprrrent pir peny, Individuals involved with property to sponsi ifity must fully comply with these procedures ari every deta i.l. It is only by adherence to the lrrstrurctions contained in this chapter that South Florida Wo,rhforce Investment Board will meet the r urlren-wets of pmperry°naanagenwnt, as delineated by appropriate legal authority. TABLE OF Chapter 3 Paragraph General Provisions Purpose—~^.^......~~^.........^........................................^......^.._~.._~.._.-~.^--..-~.~.^~'._,^...~-.............. ~~.~. 3-[ ......-.....^... ...... ............. ........_-~._ .............. .....° 2 CapitalInventory- Tangible ~.~~..~~^....~^........~^....^.....^^~.~~.~.~~................~.~.~.....,~.........3-3 .._ ....... _~~~...........~............. ...... .~....... _---....3-4 DepreciatedCost......'~.......... ...... ........~~.~-.~~...~~.~~_-..................~~..~^...~_-~..........~................-.3-5 FiscalYear ~~~~~~~,~^-.._..~..._....~.-~~~.~.~~~ ~~~.._~~~ ~~' .~~~~.-~_~.~--~~'^-^^~-~....~.....~...3-6 South Florida Worldorce Investment Board (SFWIB) - Property Custodian .......... ....... .....—3-7 Assigned Responsibilities South- Florida Worldorce Investment Board _ ....... S�em,ice Provider Executive Dimecomr- Property Custodian Delegate,~~~,_,^^~,,_,,^_~,,,,,,,_,__,,,,3~18 Genter Director Pro ...................-....~.-.................---.........,-.....3-19 SFVABInventory Specialist.... .....................~~_~~,.......................~~~..~_,~-._......_.......~~~3-20 Procedures for Coinpleting Certifkation of Surplus Property Form—,....----...... .............3-33 Procedures for Completing Service Provider Procurement Request Form.—................ ....-...-...3-35 Procedures for Completing Internal Request for Procurement Request Form—... ........--3-36 DRAFT emw^oapotm PrOpeOy MancoiPoky& Chapter 3 GENERAL PROVISIONS 3-1. P This chapter establishes South Florida Workforce investment Board (SFVAB) policy and conuirts ,r standard, accountability systern for the acquisition, control, and disposition of all tangible personal property diathas a purchase price of $250 or more and a life expectancy of a year or more. The purpose of these rules is to implerneriv Section 273.02, Florida Statutes, which provides that "Each item of property which it is practicable to identify by marking shall be mrked in the manner required by the Auditor :general.. Each Gistodian shall maintain an adequate record of property in 6 or her custody, which record shall contain such infornu,Lion as shall be required by the Auditor General."' (b) Section 273.05(5), Florida Statutes, which provides that "Agency records for property certified as surplus shall comply with rulesissuccl by the Auditor Generat" (c) Section 273.055(2), Florida Statutes, which provides that " atstodiatis shall maintain records to identify each property item as to disposition. Such records shall comply Nkith rules issued by the Auditor GeneraL" These, rules prescribe the reconis and procedures considered appropriate by the Auditor General for marking, recording, and accounting for State-owned property as defined in Section 273.02, Florida Statutes, and the information to be recorded in each Custodian's public records in regard to such property, including property certified as surplus and/or disposed of by the Custodian. "lliese males are promulgated pursuant to Chapter 273, Florida Statutes, to protnote the control and safeguarding of tangible, personal property. Accordingly, they do trot prescribe accounting guidance for reporting State-,i,,')%med capital assets and related depreciation as, requiwd by Statement No, 34 of the Governmental Accounting Standards Board (GASB), Basic Financial Statements and Management's Discussion and Analysis — for State and Local Govemments. Statement No. 34 includes finaticial reporting requirements n.lating to infrastmeture reporting and depreciation accounting. For guidance on financial ixportitig of capital assets, Custodians are encouraged to refer to tile State of Florida Statewide Financial, Staten-wats Capital Asset Policy pmmulgated by the State's chief financial officer. 3-2. A1JjjL(2FdTY, Authority for this chapter is contained in Section 20.,05, Florida Statutes, which gives the South Florida Investment Board Executive Director authority to promulgate administrative rules-, Chapter 273, Florida Stavotes, which defines the state property s-ystent; and the Rules of the Auditor General, Chapter 10,3 , State-Owned Tangible Personal Property. Exhibit 4 CMapitjt PropetTy Marikul Poky&llrrxedtires,doc ,lllJi3W-ni;; E. 3-3. CAPITAL INVENRAY - "Tangible Provert . Equipment, fixtures, and other tangible personal property of a nonconsumable and nonexpendable nature, the value or cost of which is $500 o raaore,amd,the norrral expected life of which is, one year or more purchaased. by South Florida Workforce Investment board, "Data processing Software," has the meaning set forth in Section 119,07(3)(3) (o) 1. Florida Statutes. Data processing software is not considered, to be property within the meaning of these rules. 3-4. W T: Means acquisition or procurement cost i.e., invoice price plus freight and 4,stallation charges less discounts.) 3-3» -EP CIA°TET3 "T; GASB 34 requires all capital assets to 'be depreciated over their estimated useful lives unless they are either inexhaustible or are infrastructure assets reported ,king, the modified approach, "This applies to all tangible or intangible assets that are used in operations and that have initial useful lives extending'beyond a single reporting period. 'Me. straight-line method %rill be used to calculate depreciation at year-end prior to closing for each capital asset recorded in the Asset Tracking System starting Vvith the month that the asset is received. 3- . E_ISCALYE AK Means the State".s fiscal year established by section 215.0 1, Florida Statutes,. to begun on the first (1) day of duly and to end, on the following thirtieth ) day of June, both dates inclusive, in each and every year, or the fiscal year established by other law applicable to a particular Cyr;stodian. 3. . SOLM-1 FL( l1T A WORKF RC! INVESTMENT BQAW SFWF - Pro e CAistodian; Any other person or agency entitled to lawful custody of property,owned by the agency or state. "The pr nary lrstodian within the agency is the SFWIB Director, Anyone who is delegated custodial responsibility becomes a Custodian, 3-8. A person under the supervision of SFNWIB to whom Sl WIB has delegated the custody of the propertya.nd from whom SFNVIB requires a general inventory of all'Service Provider/Center accountable property to be turned into the W.B Adnainistration Division. Inventory Control. Unit by each 3111 worUig day of January of each fiscal year, or as soon thereafter as practicable, 3-9. cENTER Diuf, ' R - p e .trstodian T ele mate A Service Provider staff tuber delegated the responsibility of overseeing, all r'natters dealing with the accounting,of tangible property assigned to a specific organization in the absence of the assigned, property Service Provider. A general inventory of all Service Provider/Center accountable property is Exh,ibar 4(.:4p al P'ropcay Mama]Poky& to he turned into the SKAB Administration Division Inventory antrol Unit by each 3xx working day of January of each fiscal year,or as soon thereafter as practicable, 3-1 . SF)MB ADNUNIS'TRA'nON—(-)PERATIC)NS-, The division of SPMB charged with the responsibility of coordinating policies, procedures and instratctions for the disposition of personal tangible property and excess/surplus property witlain SFVAB. The section has sale authority to oversee the authorization of the disposal of all property for the Agency. Tl e FMB Achnini traation Division shall be responsible for all aspects of personal tangible property includin ac:countabilityand disposition of propertyfor the Aggenc.y. -11. SFWIB IN-VLWORY SPECIALIST A SFW1B Ad *nistrative Division staff maaernber who is responsible to tag capital equipment, input and maintain inventory database, provide inventory reports„ to conduct physical inventory, and coordinate the Service Provider Executive Director/Center:Director assignments. Inventory Database infornia,tion is derived from documents evidencing transactions affecting the acquisition, transfer, or disposition of property items and must be posted c,ont:ernporruaeously with entries to the individual property records, 12. SFWIB Ty Ia`F -')DE RE—CAL-. An zalphaanumenc, identification decal assigned to the property denoting agency ownership placed on all tangible property that has as life expectancy of over I year and has a value of more than $500 as requimd 'by the Rules of the Auditor General, CIapter 10.300, 5-13 w S UFTLUSPELO'ET `I"Y. Any property that is no longer needed, required, or is in excess of ,at a location. Pn perty within the meaning of these rules may be lawfully certified as surplus as provided in Section 273.05, Florida Statutes, -1 . DISPOSABLF PROPh;I "Y: Any property that is obsolete„ or the continued use of which is uneconomical or inefficient; or which serves no function for any activity or daily operation, Property within the meaning of these rules rnaay be lawfully disposed of as provided in Sections 273. 4, 273, 5, and 273.055, Florida Statutes and shall comply with tarles issued by the Auditor Genenal. 3-15. LOST ST PROPERTY - Unaccounted for Propertyi Means property of a Gistodiansubject to the accountaibility,provisions of Section 273.02, Florida Statutes, which cannot be physically located by the Custodian or Custodian's delegate and which has not been othermvise lawfully disposed of, I ecordi a "unaccounted foC property as dispositions or otheravise removing the items homes the property records shall be .subject to the approval of the tate's chief fiscal officer as provided in Section 1 7. 4, Florida Statutes, and Rule 5. -2 1.002, Florida Administrative Code. 1 . �'F'I*wT"TEf Any Career enter, Youth Opportunity, Satellite or any location where South Florida. Workforce Investment Board inventotyis located. tux9asitsat<r Capital Property Manual Policy&Prcac;ed urvsAX ASSIGNED RESPONSIBILITIES' Catst(2di—an:, Section 273.02, Florida Statutes, recictir°es that SFW1B take an aaa.nraal inventory of property in their caastody: The report of the phyNical 4iventory of all agencies is to tale place by July 1st of each fiscal) ar,or as soon thereafter as pttacticable. The repoat to the State of Florida is to he turned in by August 1 itlra of every) ar (ua) Propegy Records ds Required The Mules of the Auditor General,, Chapter 10.350 addresses the required records for inventory property as follows: (1) N ai t nance of I�ro ea Records. Custodians shall inaintain adequate n2cords of property in their custody. ''he records shall, contain the information required by these rules. 2 Individual Records Required For Each Iarc).. -rr ltena. Each item of property shall. be accounted for in a separate property record. However, related individual items, which, taken as a whole, constitute a.single functioning system may be designated as a group propen item A group property itean may be accounted for in one record if the component items are separately identified'' vAthin the. reconf., Examples of property subject to groaafa accountability include, but are not l.irnited to,Stich items as modular furniture, computer components, and boob sets. (3) Content of Individual pro en ,Records. Each property record, shall,as applicable, include the followiiag information: (i) Identification number.. (ii) Description of the item or items, (iii) Physical location the city, county, address or buil8ing naanae, and room number therein). (i ) Name of the Custodian or the Custodian's delegate with assigned. responsibility for the item., v) Class code. [Note: In recording class codes, C;aastoclians should consider the, State standard class codes for capital assets established by the, State's chief fiscal officer.] (vi,) If group accountability is established, the number and description of the ,,,,,: component items coruprising the.;gmup, (via) Name, make, or rminufacturer, (vli) Year and/or niodel(s), Manufacttarcris serial number(s), if any, and if an attiornobile, Vehicle identification nurnber(VIN) and title certificate number. (X) Date acquired. (x i) Cost or value at the date of acquisition for the iten-i or the identified component pans thereof, Wien the historical cost of the item is not practicably determimible, the estimated historical cost of the itern shall be determined by appropriate methods and recorded. Estimated historical costs ,shall be so identified in the record and the basis of detennination established in, the CAistodian's public records. ne basis of valuation for property itetus constructed by Custodian personnel must be the costs of material, direct labor, and overhead costs identifiable to the project. Donated items, including Federal surplus tang,jble personal property, must be valued at fair market value at the date of acquisition,, (xis) Method of acquisition and, for purchased items, the Statewide document (voucher) number, (xiii) Date the item was 'last physically inventoried and the condition of the item at that date. (xiv) If certified as surplus,the information prescribed in Rule No� 10365(2). (m) If disposed of,the infornixtion prescribed iri Rule No. 10.370(2). (xvi) Any other information the CAstodian may care to include. (4) QV re c rtn, Depreciation n-my be recorded to n-wei financial reporting requirements relating to depreciation accounting. However, depreciation must not be, recorded on the individual property records or in the control accounts in such a niann.er as to reduce the recorded,acquisition cost or value, (5) Gaaidelines for Tagging Property, Property Barcode Decals shall be urdorunly located whenever possible on similar types of property as outlined below. (a) (.,'(-)I)Y MACTU-NES Front top left corner (b) MOD ULAR FLJRMTLaE As ppropiate to provide ready identification. (c) (k)MPUITR MC)MTOR Front top middle. CC)NU)Uf E,R CTU 171-011L top left,corner, (e) FAX EQUIPMENT Back top 6ght corner. (f) P Rl N-M KS Back top right corner, Exhibit 4 Capital PropertyNUnual Pohcy&Prvccdum,,sxhx (g) HUBS/ROUTERS Fz-c)nt top left/right comer 3-18 RVI W" QU EXECUTIVE DIRE C70R- Prone E�V_CAztodlian Dele, SE Cl` P R( I ,,i te: The Service Provider Executive Director wifl have the responsibility of over-seeing ALL matters relating to the accountability of tangible property assigned to a specific Agency. 71te Service Provider Executive Director will be the liaison with the SMVIB Inventory CA)ntrol Uidt who will respond to any qDestions, paperwork, or inventory issues associated with capital inventory property. (b) Annual InvegjqQLBg Via' q- The Service Provider Executive Director will be responsible for n-Aing sure that all annual inventory report information is forwarded to the SFW1B Inventory Q)ntrol Unit in a timely manner so that the deadlines established by the SFWIB and the Florida Statutes can be net. It is the responsibIty of the Service Provider Executive Director to ensure that all inventories are completed and submitted by the due date set by SFVAB, (c) 11te Service Provider E xecutive Director will also be responsible for providing accuraw, and complete info titan to SFMB Adn nistration Division to properly record items within, their division for fire/insurance coverage. ((I) The Service Provider Executive Director will have front-fine responsibility for keeping track of the inventory and filing all the appropriate forms pertaining to the, property. 'NK-YrE: This is a highly responsible function. Service Provider Exectitive Director can be fined, pursuant to Section 273.09 and s.775.,082, Florida Statutes, for not, properly maintaining, tracking, and/o,r falsifying any documents or reports that pertain to the property assigned to them. i-,19. -todianDel. ,ate Alternate: The Center Director wiU assume all responsibilities outfined for the Service Provider Executive Dire aor in their absence. Annual Inventory ReDort - The tenter Director 'will be responsible for conducting the anneal physical inventory of their center and making, sure chat the annual inventory report inforntation is forwarded to the SRVIB Inventory Specialist in a timely manner so that the, deadlines established by the SFW1B and the Florida Statutes can be met, 3-20. SFW1B INVEN �YSPECIALIST: South Florida Workforce Investment r BoaM has designated the SFV/IB Inventory Specialist to coordinate the physical inventory efforts, The Sp"WqB Inventory Specialist, will visit all Service Provider Offices, Centers, and Satellite Centers to conduct an annual physical inventory of all capital equipment and whenever there, is a change of custody, All missing or lost items will be addressed inintediately and appropriate paperwork completed. Exl&k 4 Capiial I'mperty Ntanual Policy&Pvcwedurrs.doc Tlne SFNVIB l.nventox), Specialust will update and nnn..intairn a database listing of the entire inventory for the agency and input into the database the information for new property that has been ordered and received, Inventory Database in:forrunation is derived from docurnents evidencing transactions affecting the acquisition, transfer, or disposition of propeuty iterrrs and must be posted cennternporancously aavith entries to the `rtndividn:ual property records. The Service Provider Executive EXrector/Center Director shall not conduct the physical inventory for the property for which they are directly responsible, pursuant to Section 10.380, utte of Florida Auditor General Rules. PROCEDURES -21 a !'QNTR ICI 'I" 1 C 1lIl ip l'I pl l '. There are four basic activities associated with the control of tangible property, (a) Recording the acquisition of new property by entering it into the Assent Tracking property system, (b) Docurnenting the transfer of property from one location to another, (() Conducting physical inventories of capital equipment as required bylaw and (d) Providing de cun-neuntatio n when property is dispersed of, 3-22. ,l?ROPE °T " t 11 1."T ON- Adding nesvl wchased items to the database: The SFVABAdnnirristrative Division must exclusively do all capital inventory purchases whether it is for the: SFVAB 'Headquarters or any of the Service Providers./One Stop enters, (a) Service Provider/Ge nter Re guest for Capital InygIgtory Service Provider/Centers that want to purchase capital inventory valued at five hundred dollars, ( D) or greLater MUStsubmir a written request to the SFWIB Cbritract Manager to obtain,approval. (l) e nest for oftwaLe carl-lardvvar Tlne SFWIh Information "Technology (11) Unit Administrator most firstapprove specifications before final approval can be granted. ( ) Request for OfficeFurniture/Decorations or Off ice l ui rrrent Me Facilities Unit Manager must first approve, specifications before final approval can be granted. (b) .ec,a.nest-'�'cn-I'aurchase naval Once the specifzication approvals aw obtained, the SFWlB Contract Manager will further detertnine if there are, sufficient fnrnds available in the Service Provider's budget to cover the purchase.. Exhibit 4 Capital Pee.perTy NLn ual Pc:.&y&'vn xa•d ure&doc (1) Qna I roved Request-to-Purchase If the specifications requested are not approved or if there are insufficient funds in the budget, the SFWIB Contract Manager will advise the Service Provider, (2) Approyed Request-to-Purchase The SFWIB Contract Manager vvill issue, a Request-to-Purc hase nwinorandtint with the appropriate management signatitre, to the SFWIB Procurernent Unit accompanied by the original Service Provider Procurement Request Form and the approved specifications. The CA)ntract Manager will fear and copies of the approved Request-to-Purchase to the Set-vice Provider, The copy of the approval letter, .,Jong with the, back-up correspondence is also copied to the SFWIB Budget and Management Division, the SFNVIB Procurement Unit,and the, SFN"B Inventory Specialist, (c) SFWIB Internal Request for procurement of goods or services valued at five hundred dollars ($500( tar greater by either the FWIB Facilities Unit or the SFW1B IT Urtit must be submitted in writing to the SFWIB A5sistarn Director for Administration to obtain approval. The SF"\VIB Assistant Director for Finance will identify and allocate funds to cover the purchase, request will be forwarded to the Executive Director for final approval. (1) Unap roved Request-to-Purchase If there are, insufficient funds in the budget, the SFWIB (_:a)ntract Manager %ill advise the requestitig Adninistration Unit, (2) App Lved Re The SBVIB Assistant Director for Fitiarice will issue a Request-to-Purchase memorandurn v6th the appropriate management signature to the SFW`lB Procurement Unit accompanied by the original Internal Request for Procuicnient for Service Provider Form and the approved specifications, (d) SF ffij�rocurernent Unit The SFWIB Procurement Unit vvi,fi generate a Lwo (2) part original Purchase Order (P.O.) that must be, signed by the Asskant Director of Administration. One, (1) original P,0. is given to the vendor and one (1) original is given to the Budget and Management Division along with copies of the initial request, the approved" specifications and appm-wal documents. The Inventory Specialist, Facilities Unit, and Procurernent Unit receive copies of the sarne. (e) SFWIB Inventor ySpecialist Lxhibit 4 CapitA Paqxrty Aarmd 11,ohey&Procedures.c1cw The SFVAB Inventory Specialist nxa.intains a file can new equipment and/or furniture, that needs to be identified and tagged. � ' Ie�ceipt:eaf ,aiait:al Irave;tttear �. rcler✓ Upon delivery of the rnexhandise such as ftumiture or office equipment the "service Iaroviderl inter must notify they SMB acitit e s 'Unit° aathin twenty-four ) lacer S. po n delivery of the merchandise semch as telephone equipnxnt„ computer scafmare or hardware, or any other computer related equipment the Service Provider/Gente=r~ 11111 t neatif`y the SFW'III 1T Unit within tsventr four(2 ) hours. W &cei U pr—ocurrcl Ica, ds and ' ewrvices SFWIB Facilities Unit or SFWIB IT Unit, representative Must visit the delivery site and physically confirm. the order along with time Service Provider, representative, They must also pick, up the original packing slip anti forward it to the SFAMB Procurement Umrit,. The SFWIB Facilities Unit or IT Unit representative notifies the SFWIB Inve~ntoii, S peg ialist of the receipt of the order to commence bar coding procedures.. (h) I aclain, SEP 'Me SFWIB Imrcacur,ernent Specialist retakes two copies the packing slip, one for the procurement file and one to the SFWIB Inventory Specialist. The original forwarded to the"SIB Finance Division, (i) Ta; iX cif Newsv "�alaital Fe t.ri x t°r�t Upon notification, the SFVVIB Inventory Specialist will go out to the Service Provider/Center location, SFVAB warehouse affix the F B Property Ba.rccade Decals and enter all pertinent inforrraation into the Asset.Tracking,System, (l) SFWIB Finance Division, Vendor sends the invoice to the SFAIB Division for payment. Once SFWIB Finance Division reconciles the invoice against the purchase carder and corresponding bid information, accounts payable will issue a check to tyre'~ vender. They rraust foi yard a. copy cif the: invoice and check to the SFWIB Inventory Specialist, (k1 New Entr ,Verification U'Pon receipt of the invoice and check copies from the SFVIII Finance Division, the F)MB Inventory Specialist should have all the pertaining pal rwork fear the new merchandise, which consists of copies of: (1) The initial Service Provider request ()) The appro ed specifications ( The SFWIB approval documents ( Me approved P.O. ,,poo ( ) The packing slip (6) ''"lie vendor's invoice The.check 'The printout of the new itern's Inventory Input Form along with all pertaining paperwork must be signed off and verified by the SF WAB AcIrninistration Manager, 3-23. TRANSFERELNG—PROPE,IM: ,ro maintain the integrity of the Asset Trackin ysterra, it is essential that transfers of Property front one office to another be properly documented and that the property records, be subsequently adjusted to reflect these transfers for accountability and fire / insurance coverage. Service Provider is not to conduct the physical transferring of any property. Computer Equipment The transfer of any computer equipment must be request through the SFWIB IT 'Unit, whether it is within the sanw, facility or out to another facility. Office Equipment or Furniture The transfer any office equipment or ftimiture must be request through the SF'WIB Facilities Uitit, whether it is within the same facility or out to another facility. (a) Transfer from Location to Location In order for a transfer to be properly executed, the SF'WIB IT Unit or the SFWTB Facilities Urtit must notify the SFW1B Inventory Speciabst of the intent to transfer property by completing a WIFIB t1n)pely 'Frdin.�fer_Voov. Both the, transferring Service Provider/Center representative and the receiving Service Provider/(inter representative must sign the S),"]1 'IB Properay Tran# The SFW1B IT Unit or the SFWIB Facilities Unit is responsible for completirig the SFW1B Property Transfer Form. The procedure for completing and processing the NI"W"18 Prryoeqy Tran0l"Ir F`onv is, as foflo,,Ns-. (b) The Service Provider/Center representative who is originating the transfer requests a S111"M Arift,tO J)-an#i1r 1`onn and completes the top portion of the form designating their office/center, unit # and location address, the date of the, transfer (date, they relinquish responsibiEty for the property),, a listing of tag numbers and/or purchase otxler numbers, a description of the items being transferred, complete serial numbers, condition, plus their handwritten signature; (c) The original is sent to the SFW1B Inventory Specialist. Three copies are made of the S] Prope 0— Tnipl# one copy is retained by the originating Service Provider/Cxnter and t-wo copies are sent to the receiving Service Taro vider/Crnter, (d) The receiving Service Provider/ enter representative completes their portion of the St"W"M Pr)peat Tn,in#b-T`orv1 designating their office/center and location address. 'Ihey ?Oftft, then sign And date the 'transfer form and subtriit art original copy to the, SFWIB E-Aibii 4 Capital Pix-.rpeay Masuial Policy&11rocrdures.c1c)c Inventory Specialist. The ether copy is retained by the recipient; Service Provider/Center for file purposes; (e) Upon receipt of the original, 11rqreugy 7ia°rrrarfiar ,l"rrnn the SFVAB Inventory Specialist is made aware that as transfer is taking place and files the f ar,rn in the transfer pending file. Upon receipt of the signed second copy, the SFWIB Inventory Specialist pulls tlae original ,Q`f,"78 Pn)pt,qt Tr'rrn# r Fox from the transfer pending file anal records the transfers into the Assets Tracking System.. 4. CE NTp R- RELOCATION OR ,0 Il' CS. The SFVVIB Facihties Unit will coordinate the relocation of property, which cannot be roved by the Service Provider involved They will initiate a SPIT"M 11rr)p(r1Y '�'rarrr�t�r. 1„rr ill prior to finalizing the move ,and submit it to the. p'v" 'l:l Inventory Specialist, 11 the Center rooms, offices and cubicles must have room numbers in order to facili,tate the locating of inventory items. SFWIB reelu nvs that each Service Preavider/Center take an annual inventory of tile property in their custody. 7he general iauventory of all Service Provide r/Center accountable property is to be turned into the SFWIB Inventory Specialist by each Viral working day of January of each fiscal year, or as soon thereafter,as practicable„ The SFWIB Inventory Specialist will send out reminder letters to each Service Provider/Center when the ' FWIB Capital Inventory Report is due. An "Inventory Packet" c.canta.ining,a list of theCustodian's property and Moptr°tla 1 r�rr�a gill lyae pre>vacle t the Service Provider/Center. I ie, inventory should be systematically taken throughout the entire area. The Service Provider/Center, prior to corrintencutg the physical inventory Process, should, divide the area/office space with room nuu giber /clepartrnents anal set a;up in advance of the inventory logical routes to ensure that all property items are inventoried. The Service Provider/Center should also take into account property that is being used in. business travel and property located at associates' residences. Appropriate pen and 'ink notations will be made to listing as to the physical pr sence/absence, tag number,condition:,: and property description of each itern. The Service provider/Cznter Director naurst: certify the correctness of the listing. The barcode scanners will, verify the inventory when the SFWII Inventory Specialist conducts the physical inventory. Nbke notations to the listing designating the follcmring conditions, as appropriate: (aa) Item is h ical,l p resent and r)ror)erlv described on the listirre Physically inspect the items first, there locate the matching tag number and description o a the, listing. Indicate the condition cif t:ae property .mp xcellent; - oocl; F-Fair, P- Poor,, S-Scrap. Verify that the serial number listed matches the serial number of tile: physical iterrr. If the serial number is omitted fn.urn the inventory list,write in the serial number. Record your initials to signify that the he rxr has been inventoried. Exhibit 4 Ci&al Property Aum l Policy&Pra"aa.dent s,doc :60ion is wrong Line out the incorrect description and enter correct information immediately above or after the incorrect entry, Follow procedures under(1) above. Item,is physig�Jlon�hand- item is,tagged,but is not on the listing Enter the tag number (alpha and nUnW.1:1C), pUrChAse onier number (if known), description,serial numberland condition on tile 3741,"IB Nr)perq, linpewevy ,t(Mitious Vowl p 'ded, rovi (d) Ltem Ls tAlirsicalIv on hand but is Untaeged. If the, item is accountable (i.e., the cost was $500 or more), record this item oil the SVTI,°,`[B 1-'iY)/)eqy bnvenlo�j, Addilions ["wwl. Provide, all zvqtjested info rniation for each item. Under the column requesting the tag number write "NT' for Not Tagged, Ile Inventory Specialist arill affix a new barcode tag and scan the item into the property database. If the item 'was received by transfer, provide a copy of the ST'll,"IB 11r(pi,,rtv Tran-01, rewly. if tile item "as received new, include a copy of the, purchase order, packing slip or invoice,, If the original tag has come, off, provide the ser6l, number in order to search the database for the old identification number. Item is on the fistingbut is not physicall on hang Draw a litre through the entry and make the appropriate notation as follows: "Not Owlied", "Transferred", "Stolen", "Lost', "Surplus" or "Storage". No other annotation will be accepted. NKYM: South Florida Workforce Investment Board property located in non-SFW1B locations must also be accounted for (i.e., laptop used on business travel). (1) Not Qwije I Check the Ld" - There is no record of previously having tile property. previous inventory prior to returning the inventory record to the SFNVIB. "Transferred" - The item Nwas transferred to another Set-vice Provider/Center, Attach a copy of the, S1,TV113 P Y)periy TrzInIffilr ]°'wwv. Include the transfer date, the cost, center number and the complete address to where the, property was transferred. !'-Stc)Ien" - a SFIV"IB Noiilirifiwi (?/' Ilissb,,g Avpety Fw,-w should be prepared identifying the item as stolen and a copy of tile Police Offense 'Report must be attached. 'The Center Director, and the Service Provider shall sign the completed foveae. (DPY OF THE_S111"713 MISSING' 1'RO�1JERTV F(`wN1 AND A LEGIBLE COPY OF THE POLKI, REPORT MUST BE "Lost" - Mssing/lost iterns should be reported can a S1,11"713 Nofijicafioie ref Xtisihig Prz,p,vrq Femw and signed by the Service Provide/',enter. A CY—)PY OF Exhibit 4 Capital Properry Manual Policy&Procedures.doc S)"1111,11 P"ORA1 MUST BE A-17A 1ED jO THE INVENTORY REPORT (5) "Spj:plu.s" - Inventory items no longer needed for daily operation of the Service Provider/anite r or 4,ency, Wiese items should be reported to the SFWIB Facilities Unit on aSV1V1BSjerpfi`u M-eperl)r FOMI,, (6) LStora�e" - SFWIB Facilities Unit will autho6ze tile transfer of functional inventory items to the SFW1B Storage Warehouse. ]'oml is to be completed, by the SFW1B Facilities 'Unit in order to remove. the item(s) from the, inventory of the Set-vice Provider/Genter's Inventory. (f) After corn t&Pt�Rg, the inventor Enter the date, reqlAred cenificatioti signatmes,and other requested information on the last page of the Service Provider/Center's Inventory List., Send the original noted Inventory List to the SF`WlB Inventory Specialist; remember to keep a copy for Service Provider and/or one copy for the Enter files. 3-26. STOLEN PROPER ': Whenever a loss or theft of agency pix)perty is discovered,the following procedures niust be followed: The Service Provider/Center is responsible for reporting of all lost or stolen property within 24 hours to SFW[B Facilities Unit. The SFW1B Facilities Unit will notify the SFWIB Inventor'Specialist: illmlediately. (a) Upon the discovery of an), triissing property items, the Service Provider/Center, in whose custody the items are, listed,will inuilediately notify their-supervisor,, (b) 'fl,,le Service Provider/Center will be responsible for- contacting the appropriate law enforcernent, agency, conduct, an investigation to determine the reason, for its disappearance or to secure evidence of wrongdoing. (c) The Service Provider/Center must prepare a SVIV713 Nol#h.°afiote ?I'Ntissji�g Ay)pe)�Jy Forgy identifying the itern as stolen and sul)rnitted to the SFW1B Inventory Specialist with 24 hours, I ["M CE REPORT MUST BE An RTY FORM The stolen property will be removed, from the Service Provider's/Centers inventory list and placed in the Stolen Property File. 3-27. LC)STPROPER", Unaccounted forPr __qiQLKMM_rtY_" Missing/lost items roust be, reported on, a SFIF"113 ,N(�v#icafion (il'Alix.0ig Prqw�y V'orvl signed by the Service Provider/Center and submitted to the SFWIB Inventory Specialist, ........ in have been repoite(i a lo, t n ,sin v n t "been (a) & c�rt ors If items that h. s s Y is i ha e 0 recovered after six months,, the, Service Provider/Center will, send a itternoranduni to [Exhibit 4 Cipital Pr<,,)peayN16nLu1 11,oky&,Procodure.s.dcw the SFWIB Inventory Specialist stating that the items remain missing after six months and r guesting that the items be removed front their inventory. The SFVAB Inventory Specialist shall then remove the: rraissing property from the Service Provider's/Center's property account and peace it in the Missing Property File. The six-month period cornn vices from the Service Provider/Center signature date on the .V1 It"111 Nrar°i/icafion ra/Ali:rsh� Iaropt,,n),r aarrre. 'The SFWIB Inventory Specialist ntatintains a suspense files of a ASlIf Br' or°ii`kafaorr Praa/crr �.,iar7-� received. (b) Still. Mssing after 6 Months- If a form hecorttc s over sLx months old, the FV/II Inventory Specialist will notify the appropriate Service Provider/Center to resolve the staters of the property in question. 1 ecordin "unaccounted for" property as dispositions or otherwise removing the items from the property records shall be subject. to the approval of the tMrte's cltief fiscal officer as provided in Section 1 .0 , Florida Statutes, and Merle, 3A-21.002,Florida Ad m° strative Code. -2 .. U" LUVE CESS PROPERTY: Defined as inventor items no toner needed for laity operation of the service I rovider/C�rtter or Agency. r4& err c, Providers/`enters — Must use the S 14Y"M t;ertifii afion ran Siarphis T)npr ay I�oo r report to the SFWIB Facitit:%.es Unit arty property that is surplus to an offices needs. 'The SFWIB Facilities Unit will inform the SF#WIII Inventory Specialist. (a) The Service Providers/Centers is responsible for preparing the entries on the S'VIVII;I Ccrl#ii<atrrrra(°I S'rarpfiis Ilrwpr^r Vorty which sh otdd include the foflowirig information: (1) Service Provider/(-enter Name ( ) Service Provider/Ce titer Address Contact person, "Telephone and Fax Number ( ) SFW1B Bar Code Decal III (if no tag number, use the abbreviation -No Tag) ( ) I escriptio n/l"w o(iel./'Mantrfac:ttrr (a) Condition (7) Serial Number ( ) Advise if item is operational and describt e on the reverse side of the forma any additional continents. ( Surplus inventory will be distributed to other' et-vice Provider/C nter Locations its nec essatf. 3-29. DISPOSITION CST' PROPE ."I"' " Defined as any property that is obsolete; or the continued use of which is not econornical or efficient, or which serves no function for any activity or daily operation of the Bernice Provider/Center or Agency, The SFWIB Inventory Specialist has the right to spot check, the request for disposal to ensure condition codes and ,shall be responsible for all aspects of disposing of property for the SFVAB. Exhibit 4 C,a iralPrarpenyAan a lPoky&Procrdtacs,e,oc (yrr) Signature of the employve )xitnessing the disposition ) Have the affidavit notarized. After the items have been disposed of and the Disposal Affidavit for completed, the Service Provider/Center representative must attach the. ORIGINAL receipt from the recycling center/landfill/dump site or the charitable organization to the ORIGINAL SF'WB Disposal Affidasit and mail it. Athin. 5 days of disposal to the Inventoty Specialist. the cost or value of items laviully disposed of shall be removed from the control account at the time of&sposition. Exhibit,4 CapltA Property Mulual Poky&Procedures.dcw 3-. . PROCEDURES FOR COMPLETING. PROPER IY TRANSFER FORM The SFVAB Propeny Transfer Form shall be completed and subrraitted to the SFNVIB, Inventory Unit. A. Items Corry pletedWhen An Item Is Moved by the t ri iaaatinp-Service Provider/C..enter I. Name of Service Provider/Center, Street Address, City,Signature, and Date, 2. Tag Number(if the item has not received a tag, be sure to include the, purchase order number,if known,anti a�:�-)Ietge serial nurnber), 3, Description f Item. 4 Serial Number. 5. Condition of Item. 6, Receiving Service Provider/(-',enter and New Location of Property(Street Address and City), if[mown, B. DistributionQf_Pro i�tTLansferForm Copies One (1) Original- SFWIB Facilities Unit One (1) Copy- Retained by Originating Service Provider/Center. Two (2) Copies - Receiving Service Provider/Center, C- The Receivizig Service Provider/CenterMust Comp late 'ThLFollov6n, 1. Complete receiving Service Provider/Cent r and,newaddress if blank 2. Verify the accuracy of the information and receipt of the listed propeity by signing and dating both copies. 's is the date of transfer. 3, Retain the one copy for ycur records. 4 Forward one copy to; South Florida Workforce Investment Board Attn:SF'WlB Facilities Unit, 7300 NW 19 Street,Suite 500 Mani,FL 33126-1234 5. SF\VIB Facilities Unit %iff forward a copy completed by both parties to the SF)"B Inventory Specialist,, E'xhibit 4 C.'apival Propeny Ainual Policy&Pn,.)ccdujrs,drPc Jll h?xi,. z M Lu - q 4 Z 0 03, LL .,� a z0 W U,. - 4iY 0 uiW . of . ce z Lu ul o (h r 0 �1 ' C 10 m cm , to U. OC ie C pf C, cn� � U uj - o i - � r CL U. cu U. to >a- 0 of cryw CL c :z " ud. 0 a L pC , ,• c' 0 o 4.h T- w CL C z 0. W 0, Uj LL 0 m 0 w LL (.) U) wo x _j Z w W I- r JU LL o LL 00 0. w (Z I— ce U. M0 1ca z �- 0 i W uu 1 0 7 LL _ - L a ° o CL LL. 0 3.3 I. PROCEDURES FOR C LE : N(YnFicxnoN OF missiNG PROPERTY FORM The Notification of Missing:Property Form shall l completed and submitted to the SFW1B Inventory Knit whenever an item is discovered missing. L Complete the property item number, description, and complete serial's number. If more than one item is missing for the same reason, write: SEE ATI'ACTiED LISTING and attach Est of the items, 2. Answer questions (1) through ( ) describing lass. . Set-vice Provider/C"entler"signs and dates form. . `service Provider/Center obtains supervisor's review,cort nits,signature and date. . Service Provider/Center keeps a copy for their file their forwards the for a, any accompanying backup to their Director's r' Office for final review,approves, signs and dates, 6. Completed package should then be forwarded to the SIB\"II Inventory Unit at. South Florida Workforce Investment Board. Attn. Inventory brit 7300 NW 19 Street,Smite 500 . Upon mec:eipt,the p" I i Inventory Specialist shall record the following: 1 issin Pro e Form is placed in a pending file until the expiration of the Waiting Herod. A six-month clock starts as of the Service Providers/Center's signature date, Actions should be taken during this time to locate missing property. . If the item is found, the Service Provider/Center shall send a copy of the for-n.and ;a memo to the F\VIII Inventory Specialist stating that the item has been found, The fap'\VI. Inventory Specialist shall then remove the stern from the pending file and file the docurnent under the Service Provider/Center's organization code, . If after six months the item is still missing, the Service Provider/Center shall write a memo to the p)MI Inventory Specialist and attach a copy of the form, starting that the item has been missing for over six months and that it should be, removed from the Service Provider/Center's Inventory Dist. I . `T"Ire F'WI Inventory Specialist will transfer the item to the Mssirrg Tiro perry organization. c(xie- and,file the form in the Mssing Property bile. xhAiir,4 Capital Prop ny NLnual Policy t ,Prot dures.doc STOLEN�CATI N F / ss t�xh flog-da �A , knCrl�y hfrMsrs'�U ill items of information MUST be completed. Use additional pages if sufficient space is not provided for your explanation. Propeny Item No. Description ription Serial No. 1. The property described above has been (check one) Lost Stolen 2. The last date &location this item was Lased or observed: 3 Date the item was discovered missing: . What are the circaanastances leading tip to the loss of this item) ' 'hat steps were taken prior to the incident to secure the propert . What steps have been tal n to recover the property? What steps have been taken to prevent a similar lass from happening again? p _ Is a legible copy of the police offense report attached? Two NO D , . What police department did you report it to? What is the police report case num yr 10. Was this lass caused by negligence? :e,mu,rtent: ._._ ... .......... . �_w� __ _ .µ .n... ervice . s frovider Executive irecto '.. rt.ter T irector Signature Tate, `send completed fomr to-, South Florida Worl race:Iravest.nwnt Board 7300 TW 19 Street,SUiR 500 l aan-a,F1, 33126-1 34 rcWt 4(:,apim.1'I)ropert'Mi nual Poky&Proved ures.doc 3-32. PROCEDURES FOR MMP, L am. DISPOSMON OF CAPITAL INVENTORY NTORY , ", or WAGES F tag number„ item description, model , serialPlease �. � the "�r , �, and reason for disposition on the attached Regtres t for Disposition Form. Fax the competed farm to the attention of SFWIB Inventor,I rtit at 305-477-0113 for an approval for disposal, Once you,have received the approval letter from South Florida Workforce Investment Board you may then dispose of the items following followirtg these guidelines; (1) Methods of Disposition. w- It is recomrmraded that the item( ) he donated to the local school district, or to a non-profit charitable organization (Goodwill,odwill, alvatio r may,etc.), or delivered to a recycling center,landfill, or dump, Ittwis cannol:bo r,lrr sated to any chnix°le i�fll'<rled If possible, tyre property tag(s) should be removed ,ricer to the property being &sp sed/ or donated, anapmers, monitors,printers and any other electronics must be taken to a recycling center. (') Required Information, .... to following inforn ation slaal[ be recorded on the Disposal Affidavit: (a) County,whew disposition took place. (b) Identity of the employee witnessing the disposition, if cannibalized,scl-appecd,tar.• destroyed. (c) Office ice 1" e and, Address. s,s. (d) Approval Number supplied to you by South Florida Workforce Investment Board. (e) Name of Landfill or nonprofit/charitable or ara 7aation. (l) Date of disposition. ( ) Signature of the employee %itnessirag the disposition (h) Have the affidavit not r°ia d.. (y) After you have dispersed of the itern(ws), amd have completed the Disposal Affidavit you must attach the RICY[AL receipt from the recycling center/landfill/durnp site or the charitable organization to the ORIGINAL Disposal lVlfidas4t arid mail it varithin 5 days of disposal to South Flor cda Work forNce Investment Board Attn: Inventory Unit 7300 Imo" 1 'Street,Smite 0 Mami, FL '12 -12.I dowNhm 4 9'x maI V mpeyly NN7u'wd PcOxN&IAis h uvw, "V 7z op") 0 � • 0 ca + ' i ( 0 � 0- CL U- 0 CL LEI 0 z, vt W, 4V � I, 0 U luj i I qJd' LL tlV. 0 uW 0 D CL 0 cl ol 0 0 a w CL , x W, z o 0 0 4)l 0 G" m , r �., N.Lw � Q a. L4� Fx: w a_ �!9 cc � C7' 0 U' m z I— lcv c CN m z south florid DISPOSAL AFFIDAVIT 01 STATE OF FL(-,)RIDA -UNN OF Before me this day personally appeared deposes and says that: The `youth Florida Workforce Investment Board, One Stop/Office located ra Florida placed "surplus, items" list tf on Certification NIM-lr r: RFD in Ian fi l or donated yt nis to the nonpr rfit/charitable/state Organization. In compliance with ins trnrct ons,the scrap items were placed In the landfill or donated to rrra. Signature Witness Signed and swom to before nie on day of He/She is personally knoviaa to me or has produced as identification, Notary's 'Seal and Signature Witness C'wYa0w 4 4 opto No ny htuYawd NACY&P rL^ufiaccssC is l,"whibil 4 C,,pifo$ll,"q),Alffmmal Polk y 3,-3 3. PROCEDURES FOR CDMPLETING: CE FMFICATION OF SURPLUS PROPERTY FORM The S FWIB Certification of Surplus Property Fomi shall be completed and subrnitted to the SFWIB Facilities Unit any property that is surphLs to an office's needs. 1lie SFW1B Facilities 'Unit ,will inform the SFWIB Inventory Specialist. i. Coinplete the Service Provider/Center Nanw,Service Provider/Center Address, ntact person,,Telephone and Fax Number i.L Cx)mplete the inventory control number,desctiption,and,complete serial number. If there, is no tag number, use the abbreviation lT'r-No Tag, iii. Complete the current condition of the property. iv. Sign the forni. Completed form should be forwarded tc,a: o'091 South Florida Workforce Investment Board Attn: SF'WIB Facilities Unit 7300 NW 19 Street,Suite 500 Nfiami,FL 33126-1234 Upon receipt,the FVAB Facilities Unit will inform the SF" IB Inventory Specialist. Vvhib)w 4 Clylieal)'"PeYly 3000mal Poliql A A10rrd0o*,%,d01P /!f9%l Yee..... .//0%(lli��r� JJII'7ryhyoi,:: z a�!1 0 l su 0 rf M ,A W z 0 w uj Lu I I C 0 c 0 ce I ,m r >- + tL tL w 0 0 U. z 0 c� a. ' U. m Wi W. Ci 0 0 I z z " t w 0 2 Q x -� z LU CL 0 0. 00 � WIr CL " CL ! LL 0 w 71 4 "t { CJ7 4 k - 4.. PROUDURES FOR COMPLETING: Use this form when conducting the semi-annual inventoq,for the following situations: Ida raj s h�ically on hand item is taaaed. but is not on the list ru Enter the tag number(alpha and nuanae6c), purchase order number(if known),,,description,serial number, and condition on the Slif"113 Prqw i 1°ear°v provided. Qaataplete as much in ornaaat on on the form as possible. Items ph35ically on hand I aut is unta ed If the item is accountable ( .e., the crust was or more), record this item on the SI 11"11I t'rrrl�rr t Irrrrr r, ,' rlrlr rrrr,a 1°onw. Provide all requested infortrutation for each item, Under the coluanan requesting the tag number write "Nr for Not Tagged. The Inventory Specialist vri.l affix a new baucode tag and scare the item into the property database. If the item was received by transfer, provide a copy of the SFTF18 PI-q"C171t Vaal?r. If the item was received new, include a copy of the purchase order,packing slip or invoice. If the original tag has come off, provide the serval number in order to search the database for the old identification raaatrtlter. Complete as much information on the form as p ssihlew b,xCrvaN,rufl A R`f�,ugw1 O'�ri1Y�Ruy h�mdri�l f"trlan4�d"4�u�:6uax2^ vYgnC. 0 �1e _ CL r ui _. LL th z s 0 U ......' J -0 02 0 0 W W `) 0 to tm uj LU d ca t LU > " t . 1 c3 CLZ -3 . PROCEDURES FOR COMPIEUNrLY. SERVICE PROVIDER PROCUREMENT REQUEST FORM The Service I'mvitlrr shall complete the'Service Provide r Procu re.ment Requ st Forges. I. Cbmplete the Date,the amtract Manager,the Service Provider in rnaat on and the Service Location information., 'gin Complete the description and the quantity of the it n s laying requested, . Con-1plete the r :ason anal aistif caai n for ihe reggj st. O tarn the Authorized Executive Director Signature. Completed form shot Ad be forwarded to the SFWIB Contract Manager at: South Florida Workforce Investment Board ttrsm (51'II''II CoWraad NIaaargger Na n,',)J 7300 NW 19 Street,Suite to 500 M rVHaV'sdM a C n�r�aml tl G^stga+�ryy'h 3teiJ Prdr y&Noctnlurm dos sputh Florida SERVICE PROVIDER PROCUREMENT REQUEST FORM , a„r (FOR ALL PURCHASES OVER 0 0) lI �ixatluwh'rait¢t Date; Service 'Provider: Service Location: Address: Address: Contact Person Contact.Person: IG �' ITEM DESCRIPTION I PRICE TOTAL /L ACCT. SOURCE/ PROGRAM" Total = $. 0 REASON FOR RI QuEsT If BCquest is for Software,qg..jbrdwarS SFWIB Information Technology 11 Tani Administrator, t DSM If RageElm hm mmi z t vi e Facilities Unit,Manager StGNATM DATE Divisional Request SIGNAL DAIV. I1 FJ%W. Q"1EST K)R AI'P1CCs , L "ET UN1?:I APPROVAL- SICMTM. DKrE ASST.DIRECTOR fK)R ADMINISTRATION APPROVAL SIGNAWREi E ECI"ME DIRECrOWS,APPROVAL- Exhibit J("'amide/Properly Manual lnallt°pr A I'meea"umv.,.dmc FUNDING SOURCE ORSERVICE PROVIDER 0ONMAC`r# �':.ehltiin q C'�p�e'w1 i�xr�pecra�'cwk'r�rtiaarad�'adarti��F"vewn�darr��.�9'�¢ PROCEDURES FOR CCW,LEffW,,r EST FOR PRCCUREMIENT FOR SERVICE PROVIDE The SFWIB I:tatcmal. Request ; ma for roca.a-ement shall be completed by the SFWIF Administrative staff and submitted to the Service Providers SFVAB Contract Manager whenever an internal purchase is required for a Center. 1, Complete the late,the Service Provider information and tine Service Location %nfornaaation. , CA)m lete the description;and the quantity of the itenis being m�quc ted. .. Complete the reason and justification for the request. . Obtain the Assistant Director for Administration signature, for approval. . Forward completed form to the SFWTB assistant Director for Finance for approval, 6. Forward complete #nrtn ith approvals to Executive Director for final approval. SFWIB Assistant Director for Finance must identify and allocate fun,ds to procure the go aids or services being requested before granting the approval. V 0IhkN 4 Copl l Pwµ Lny'MdPpmW N'14wy&Fr"'c &n.O 4)c 'spyth Florida ) MERNAL REQUEST FOP,PROCUREMEM Service Providers Service Location«. Address. Address: Contact Person: Contact Person. FUNDING q K N ''PRIG "DOTAL �. SCE / P CGRA s' ......... __.....................____ Total al = $ .00 *1/'LIND "N(,' OI.)RCI,11'.OGR.,,IM; WqA.AD WA-D WT, I�°+��UM,REY gar OS ALL REASON FOR RE ES r is for Software,or, 1-lardwars SF 1B Information I"echnolo (M U"it Ad m in is trato r I DME, If&questforr cc " n Facilities Unit Manager t T s t lj Divisional, Request SI(MIlm., DATE DIVISIONAL DIRECTOR'S APPROVAL SIGNATURE, DATE ASSISTANI`DIRECTOR FOR ADNONSTRATlON APPROVAL SIGNATURE DATE, INITRNAiL W—q-FOR APPROVAL FOR IDENI"IFIC'.:A'T'ION AND ALLOCATION OF FUNDS FOR PROC.;I....11+II�.Nr- BEET UM ITEM: FINANCE APPROVAL- SIGNATURE DXM EXECUMFI)IRECTOWS,APPR VAU SKMfURF, DA'I"G f!MING SOURCE CAR SERVICE I'ItOMD R CO Cam"# p;r.gvP'M 4 C apr al tl°ropex7:,v R'Main Policy&1"RKedcum doc vv I Y' e), 114 mi ff, o" rX ON /,,$ W! ff"I a a f/I "N RAf a IT AM 2 a /V as a 'a Pie f"IM, U V 14 J as 09, TA VON 10, Ko 6 a a 0 a I, M11, an All A Af VA 11, SERVICE PARTNERS STORAGE ----------- ................................ Exhibit5 . southflorida , :. C ploy Florida SERVICE PARTNERS STORAGE P OCEDU,RE, I. STO G E 1. Type a Contents page listing all of the participant's social security numbers, names, type of program, and program year for each box for storage. For example- 102- - 1 7 Doe, John WIA Adult PY 2002 . Participants case files are to be in numerical order within the box. . List the first spacial security number and the last social security on the outside of the box, type and year of program, and service provider. For example002- 0-0137thru2,62-00-0050 ' T PY 2002 YOUTH CO-OP PERRINE OS ) This information should be written on one side of the box with the handle in the center with a germanent black marker. Leave the bottom left corner open for the bar code label. Example of the side of the storage box below: t r I ......._ ....... _...Box _- _ . Box Lid #1 of 2 #2 of 2 . ..... ,. .....— S#0,0 -00-000 thni 222-22-2222 SS#3'3;,00-3 33 thru 777-22- 777 Ww A Adult PY 2002 WwT PY 2002 YOUTH( O-OP(I Rapt SC} YOUTH CO-OP IPERRINE C:SCI PROPERTY of MIAMI CDADE Co, PROPERTY OF IMIAMI DADS Co tIfI9 0014 BAR 'BANS CODE CODE Send via e-mall or fax the copies of your Content pages to SF'WV'IIP Administrative Office. Preparation of the Iron Mountain. Transmittal Forms along with the barcode labels for each box will come from, your list. 5, Keep the original Contents Page listing the boy number and description of your boxes. 7300 Corporate t+e Center larive,"wits 500,Miami, F1, 33126-1234 Telephone( 05)5941-7 1 ww w.South Florida"hwlwork.force com A Q, 1A 1/0 1 14 Ao &Al 44 0 lei 0 74 M a 114, A f3 Al At A 0) 0 A Mr, S A", a a M a4, I OF 54 AN a 'A ph e1v a "Y", 1, PU M A�BLIC RECO"IRD INFOR /AT110" N REU"WEST F(DRM Exhibit 6 south florida Azcnuant Due 0 _.Check sh , i ate sd w, r n Panda ...................................�.�.._............................... !r MU CORD,NFO 1 AT l E UEST SUBMITTED BY: ain ;. Addrew City tat __ Zip Code Phone No: AddI Phone o. Information :Requested (Please be specific in the et't nrmatftnnt}rear are requesting): FEES-. 1. Your may inspect/or exaranine the: requested mctrreds %ithout charge unless the nature or vc-rlunte requested requires more than twenty (20) minutes Of elesdcal Or SLIper`Visory tssistaence, in which case v uz swIH be assessed the s, ,u-y of the personnel involved ranualtipliecd by the rnuatniker•of hours used to complete yaxir request. ?. Hain paper copies shall be ftarni<s&need upon pa)rnnent of SO.15 cents for one-sided copies and $0.0 cents for two-sided copies. .3, Request.F'ornis may be faxed to the Recerrclss NLIna eraaent: Administrative Division at (30-5)4 - 113y Off Ice Use only, Date of Rec a ec t: Signature of Requesting,Parr /1"hca. 1 1y rae.l�.ec'ues�t`. Date Cbmpletecl (]omlaleteul byx(Administrative Staff) Pick-up p uuments Received by° Certified luarl/FEDX,-+ ,1l it at ,/ % NZ a 90) A f/P A 14 (14", 1 fill a �,l alp a a A al "ll VOT, 10/11) A- f"S 9 dl a i4 10, IA, X do Of '014 41 4 vQj Vfii MY 4 (Off 0C)"NFIDENTIALITY RECUI,<UiS - A P L I C Y T R A N ISO M I TTA L E x III i bi T' 6 a ,. south Florida �r ._ ... PRV"GP7'Y 'a�q, IG0 ej POLICY TRANSMITTAL SUBJECT Confidentiality of Records, Public Records Procedural/Guidance No.. Re uiests, Release of Information, Subpoenas, naq , and tl if Intrp�roetgers APPLIES TO: All South Florida Workforce Investment Board Effective late: Funded Servile Partner Revised hate.. �Lb 2atl Expiration Date: Until .......-- a!!rceded or!rescinded. REFERENCE* Florida Statute'litq.l7�72"1(2),119.07,4"14,29 ;,rCwlguidance OBJECTIVE The purpose of this policy is to provide information and instructions to 'South Florida Workforce Investment Board (SFWIl funded service partners regarding the processing of confidential information, requests for records, release of information„, subpoenas, and the use of interpreters to ensure the confidentiality,of all SFWIB, customers` information. BACKGROUND It is the policy of the SFW1B to protect the privacy and confidentiality of all customers identifiable personal and confidential information including„ but not limited to, protected health information and demographic data as required by federal, state„ and local laws. In order to meet this mandate the SFWU! gill: Develop policies and procedures to ensure confidentiality and security as required by federal, state, and local laves„ and to ensure the appropriate handling, maintenance, dissemination and sharing of all identifiable, personal and confidential, and protected health information and demographic data; * Educate its employees regarding appropriate policies and procedures regarding the protection of all identifiable personal and confidential information including, but not limited to, protected health information and demographic data,; Require full compliance from business associates and service partners with applicable federal and state regulations regarding identifiable personal and confidential information including, but not limited to, protected health information and demographic data; and Revision No.- t erases,: leed ta,trl'carwtacta Authorized By', MectNe 2 F""�"`"2l�(�"2' Rick Beasley,executive Director .............. ....� .�._. .......�....._ ._. cal 1!�............_. PageI IT_. 0 Inform the public of their rights to protection of ail identifiable personal and confidential information including, but not limited to, protected health information and demographic data. I,. Definitions Customer: is any individual or group served either directly, or indirectly (e.g,, by contract, Memorandum of Understanding etc.) by South Florida Workforce Investment (SFWIB), or employed by SFWIB. Privacy: provides the customer with the right and ability to control and access his/her identifiable personal and confidential information including, but not limited to, health information. Confidentiality: provides a means of protecting any customer's identifiable and personal information that has been received by an entity (e.g. SFWIB), by safeguarding it from unauthorized disclosure. �j�urit �: applies to the spectrum of physical, technical, and administrative safeguards, including physical storage and maintenance, transmission, and access to individual heath information, that are put in place to protect the integrity, availability, and confidentiality of information, Confidential* As used in this policy, the term confidential refers to entire record systems, specific records, or individually identifiable data that by law are not subject to public disclosure under Article 1, Section 24 of the Florida Constitution and Section 119,07, Florida, Statutes, When applicable, confidentiality covers all documents, papers, computer files, letters and all other notations of records or data that are designed by law as confidential, Further, the term confidential also covers the verbal conveyance of data or information that is confidential, Integrated Systems and Confidentiality: Given the integration and merging of services within One-Stop settings, it may be necessary to determine what type of record has been requested, e.g., WIA record, TANF record. Whether the records can be released may depend upon that determination. Confidential information that is received by All from another agency retains its confidentiality unless otherwise provided by law. The requirements of the program that provides the information shall apply. Redact: to conceai from a copy of an original public record, or to conceal from an electronic image that is available for public viewing, the portion of the record containing exempt or confidential information. Exemot records: a provision in the law which provides that a specific record, or portion thereof is not subject to the mandatory access requirements of section 119,07(1), F.&' (2005), Florida Public Records Law. Il. General Implementation Reguirements, To facilitate compliance with the confidentiality and privacy policy, all SFWI8 funded service partners shall, implement the procedures described herein. Revision No.. 'I Supersedes: Issued by/Contact: Authorized By. Program Directive 025 PY'200�2 Rick Beasley,Executive Director Page 2 of 17 1. Immediately disseminate these procedures to all current staff and to all future staff on their hiring date, 2, Designate a Privacy Liaison to deal with Privacy complaints, 3. Process Handling grivagy infractions. If the SFWIB funded service partner knows of a pattern of activity constituting a 'breach by an employee, then, the service partner must take reasonable steps to cure the breach or end the violation. If the service partner is unsuccessful then the employee must be terminated from any SFWIB funded employment and/or infraction reported, to the SFWlB designated contract manager, Definition of Sanctions, The Service Partner contract(s) may be terminated, not be renewed or entered into where an infraction has been found unless- * The service partner has certified that it has complied with the confidentiality and privacy provisions of SFWIB, and * SFW has no reason to Relieve that the certification is inaccurate. Miticiation strategy; To counter potential harmful effects resulting from violations, service partners are required to mitigate, to the extent practicable, any harmful effect that is known, to the service partner of a use or disclosure of confidential information by the Service Partner in violation of the requirements, of the SFWIB, Gonfidentiality and Privacy Pollicy, 4, The SFWIB funded service partner shalt adhere to the SFWIB Grievances, and Complaints policy when handling customer complaints. When a privacy complaint is received, the customer shall be referred to the service partneir's Privacy Liaison who will try to resolve the complaint informally. The customer shall also be informed that he/she may also register a complaiint with the SFWIB. 5, The SFWIB funded service partner shall ensure that all staff is trained through the train-,the-trainer Confidentiality and Privacy training established by SFWIB. New staff shall receive this training at the point of new-employee orientation with the service partner, but no later than within one-month of their starting date. 6. In order to protect the integrity, availability, and confidentiality of alil personal, identifiable and confidential information including, but not limited to health information and demographic data, the following shall, be implemented; 0 Oral: Staff must take reasonable steps to protect the privacy of all verbal exchanges or discussions of confidential, information, regardless of where the discussion occurs. Each service partner location shall make available enclosed offices for the verbal exchange of confidential information, when the staff identifies that a discussion will reveal confidential information, every effort should be made to safeguard the privacy of the information. FRe�`,ii6n_No,� 1 ...... SuWsedes,- Iss-jed bylContact Authorized By'. Program Directive#25 PY'200 Rick Beasley,Executive Director Page 3 of 17 Oniy staff whose job duty is perfinenit to the discussion should be in attendance. Paper. All medical/health information and demographic data, which may be disclosed to a service partner in the course of doing business with, a participant must be kept in a manila folder, labeled —personal and confidential- and maintained inside the participant's case record. Information includes, but is not limited to, information given to a service partner in the course of establishing eligibility for WIA (disability information), information disclosed in order to ascertain eligibility for a Hardship extension, or deferral status under Welfare Transition or any othieir information that is covered and has been disclosed to the service partner and is required to be maiintained in the participant's record for program purposes. Information that has been disclosed by a participant but is not required for documentation purposes of the program, shall not be maintained in the case file and shall be immediately returned to the participant or disposed of through a shredding process, which shall be performed in a timely manner (e.g, within one hour) and in a manner to minimize access to such information. To ensure confidei)tiatity and security of all files, the procedures outlined in the case file maintenance program directive shall be followed. When it is necessary to obtain personal, identifiable and confidential information from a customer, the service, partner shall try to obtain this information through personal contact with the customer (i.e. through an office visit). When it is necessary to obtain this information via facsimile transmission, the service partner shall ensure that the party sending the information is informed of the confidentiality requirements, ensure that a telephone call will be placed to receiving party prior to transmittal, and be at the facsimile location for receipt of the information, M fax correspondence must include a cover page identifying the name of the sender and the name of person and/or organization of the receiver. The facsimile cover page will include a statement regarding the privacy rights and penalties of misuse, receipt and re-transmittal of confidential information. The service partner shall designate a specific fax machine at each service location that will be used for the purposes of receiving/transmitting confidential information.. Transmissions of confidential information shall be immediately retrieved, by the receiving party and be immediately placed in the recipient's hand. The customer shall be informed through the Notice of Privacy, Practice, who will have access to such confidential information. Personal, identifiable and confidential information shall only be available to, personnel who need it in order to perform program related tasks. This Revision No.:1 Supersedes-. Issued by)Contact: Authorized By, Program Directwe#25 PY'2002 Rick Beasley,Executive Director —— ---------..... ......... .................................... Page 4 of 17 information shall only be accessed by personnel that are, certified to perform program eligibility, case managers who are assigned the case, the Career Center manager who may see the information when performing case reviews, the SFWS Internal monitoring, office, contract staff or other SF II staff when performing case reviews, and state or federal officials in the course of an audit or program monitoring. At any time in which this information is accessed, the information viewed, shall be kept confidential and shall not be divulged to any other parties. Information shall only be communicated to parties identified in the Notice of Privacy Practices (N,OPP) or parties for which there is a written and expressed consent from the participant to release such information. 0 Vilsual: Service partner staff shall ensure that confidential information is adequately shielded from unauthorized disclosure on computer screens and! paper documents. Each workstation must make every effort to ensure, that confidential information on computer screens is not visible to unauthorized persons. Paper documents containing confidential information shall also be safeguarded from unauthorized viewing by placing immediately in the appropriate file and/or shredding container. III, Confidentiality Pollicy Implementation Reguirements The SFWIB funded service partner shall implement the following requirements: 1, NOPP. The NOPP shall be provided to all customers enrolled into any of the SFWIB funded programs and visibly posted at the, SF' II3 funded service partner service location,for viewing, by all customers that walk into the establishment, Z The SFW'IB funded service partner shall ensure that, prior to the release of confidential information for program related purposes, authorization to release confidential information is obtained from the customer and the "Authorization for Release of Confidential Information" form is completed and signed by the participant. SFWIIB funded service partner shall ensure that all staff is properly trained to comply with this procedure, 1 The SFWIB funded service partner shad ensure, that all requests for access to confidential information are sent in writing to the service partner Privacy officer by Completing a "Request for Information" form. The request must include the "authorization" form signed by the customer for which the information is being requested. 4. The SFW1B funded service partner shall document disclosures of confidential information and information to such disclosures to respond to a request by an Individual for an accounting of disclosures of confidential information as stated in the NOP,P. The service partner's privacy officer shall maintain documentation of disclosures, Revision WO..I——---------- supersedesY— Issued by/Contact., Authorized By: Program DirecOve#2.5, PY'2002 Rick Beasley,Executive Director ............... .................----............................... Page 5 of 17 5 The ';FWIB funded service partner shall ensure that all staff is trained in the Confidentiality and Privacy policies and procedures contained herein, 6, The SFWIB funded service partner shall be cognizant that any updates regarding state and federal privacy requirements, rights and responsibilities will be distributed via program directives that can be accessed through the SFWIB webs,ite at wNvNv,.south.11(tiLidaiv(jrl<,fc)rc�L,,, iii 7. The SFWlB funded service partner shall be responsible for ensuring that management and information systems, are compliant with privacy regulations by following a monthly monitoring schedule of these systems at the service location and taking corrective action, notifying the SFWIB contract manager of any non- compliance issue, and providing updated training to staff when deficiencies in implementing the Confidentiality and Privacy procedures are found. 8. The SFWIB funded service partner must notify SFWIB within 24 hours of changes in, or revocation of, permission by individuals employed by service partner, to use or disclose confidential information. Exceptions 1. Personal, confidential and protected information may be disclosed under the following circumstances/exceptions: Use and disclosure required by law, for example, child abuse/neglect, elder abuse/neglect. Use and disclosure to avert a serious threat to health or safety, for example, in the event of a serious and imminent threat to the health and safety of a person or the public. The disclosure must be made to a person who is reasonably able to prevent or lessen the threat, or for the identification and apprehension of an individual. Use and disclosure for public heath activities, for example, birth records, deaths records, public health investigations, and public health interventions. Use and disclosure for health oversight activities, for example, audits, criminal investigations, inspections, licensure or disciplinary actions, or other activities necessary for the oversight of the health care system, government benefit programs, compliance with governmental regulation or compliance with civil rights laws. 0 Use and disclosure for law enforcement purposes, for example, to a law enforcement officer for certain law enforcement purposes. IV. Processing of Confidential Information Revision Nw Issued byld'o act: Authorized By: Program Directive#25 PY'2002 Rick Beasley,Executive Director .................................................... Page 6 of 17 X Social Security Numbers Social Security Numbers are confidential pursuant to s. 1'19.07(5)(a)3 F. S. (2005), and 5 USCA 552a,. Social Security numbers are to be eliminated from ali documents prior to deiivery, except as specifically provided by law, including documents to be filed with the courts and personnel records, The Privacy Act of 1974 (Public Law 93-579), requires that individuals required to disclose their social security number be informed whether disclosure in mandatory or voluntary and provided with a statement of the purpose for the collection. Additionally, the Florida law allows commercial entities access to social security numbers if there is a legitimate business purpose and a request is submitted in writing. These requests are to be maintained for reporting purposes to 'the Florida Legislature. For commercial entity requests, please contact the AWl, Office of the General Counsel. B. Demographic Data in WIA Title I - Financially Assisted Programs Pursuant to 29 CFR 37-37(b)(2) & (c), demographic data (racelethnicity., sex, age, and where known, disability status) for applicants, reglistraints, eligible applicants/registrants, participants, terminees, employees, and applicants for employment must be stored in a manner that ensures confidentiality. The data must be used only for the purposes of record keeping and reporting-, determining eligibility, where appropriate, for VV'IA Title (- financially assisted programs or activities; determining the extent to which the recipient is operating its WIA Title I - financially assisted program or activity in a nondiscriminatory manner; or other use authorized by law. The data will be used for statistical purposes only and will not be used in any manner which reveals the identity of the individual. C. Workforce Service Records Empioyment Services records (ES) are confidential by law (Sections, 443,171, 443.1715 and 445.010(2) F.S), (2005)- Any employee or individual, receiving or releasing confidential information that violates any provision of this subsection commits a rnisderneanor of the second degree punishable as provided in sections 775,082 and 775,083, Florida Statutes (2005). All sabpoenas, and' re nests for, ES records should be served at the local Career Centers. The local Career Center and/or regional Workforce board are responsible fDr handling these recluests based upon the quidgme Provided herein. The foilowing types of information or data received by the agency or its partners in the Workforce One-Stop System are confidential by law and cannot be provided to the public without an explicit authorization from the person who is the subject of the information. Records can be released to an individual or entity with a, properly executed authorization or release for the ES records. 1. Food Stamp (FSET) records are confidential pursuant to 7 CFR 272.1 (c). The entire record is confidential. Questions regarding these programs shouild be, directed to, Food Stamp Coordinator One-Stop and Program Support 107 E, Madison Street, MSC Gi-229 TallahasseE.', Florida 32399-4128 . ....... F_R_evisi�onf4;7_�1 -—--- Supersedes., issued by ontaict* Authorized By: ................... Prograrn Directive#25 PY'2002' Rick Beasley,Executive Director PagE 7 of 17 Telephone 850-921-3239 Facsimile 850-921-3252' Z Job Corps records are confidential pursuant to 20 CFR 670.965, 29 CFR Part 70 & 29 CFR Part 71. Job Co�rps is a federal program that operates in partnership with states to provide training to young people. All records which may personally identify any customer are confidential and subject to release only as provided in 29 CFR Part 71. Questions regarding this program should be directed to: State Coordinator for Job Corps 107 E. Madison Street, MSC G-229 Tallahassee, Florida 32399-4,128 Telephone 850-245-7490 Facsimile 850-48,8-1647 3. M'igrant and Seasonal Farm Workers records (maintained as part of the Employment Services system) are confidential pursuant to 20 CFI 653110, (d). The term "Migrant and Seasonal Farm Worker" means any domestic farm laborer who works in any given local area on a seasonal basis and relocates his or her place of residence as farm work is obtained in other areas during the year. For present purposes, the relevant records are those documents generated during the course of rendering services via the employment services that are funded through the Wagner- Peyser Act. Questions regarding this program should be directed to: Senior Monitor Advocate 107 E., Madison Street, MSC G-229 Tallahassee, Florida 32399-4128 Telephone 850-921-3207 Facsimile 850-921-3252 4. North American Free Trade Agreement - Transitional Adjustment records are confidential pursuant to 20 CFI 617-57(b). These records are generated in the Course of providing services to persons adversely affected by trade between the United States of America, and Mexico or Canada. Questions regarding this program should be directed to: NAFTA/TAA State Coordinator 107 E, Madison Street, MSC G-229 Tallahassee, Florida 32399-4128 Telephone 850-921-3268 Facsimile 850-921-3312 5�. Trade Adjustment Assistance under Trade Act of 1974 records, are co-rifi'dential pursuant to 20 CFR 617,57(b), These records are generated in the course of providing retraining services to individuals that have been adversely affected as a result of increased imports, Questions regarding this program should be directed to- F—Reviiion No..—1 —Supersed-e's"':T....— reeuer9 byiContact: Authorized By. Pro,giram Directive 025 PY'2002 Rick Beasiey,Executive Director ........ Page 8;of 17 TAA State Coordinator '107 E, Madison Street, MSC G-229 Tallahassee, Florida 32399-4128 Telephone 850-921-3268 Facsimile 850-921-3312 6, WARN Notices (Worker Adjustment And Retraining Notification Act) records, are generated in the course of providing retraining services to individuals who are adversely affected by plant closures and significant layoffs as described in 29 USCA § 2102-2109. WARN laws require each employer to give employees prior notice of the intended layoffs or plant closures, Under the general provisions of the Workforce Investment Act, WARN records are Dublic. However, any information contained in the WARN' not ice that provides personal identification of employees is confidential. The WIA confidentiality provision also applies to trade secrets, or commercial or financial information that is obtained from, the employer and that is, part of the WIA records, See WIA 185(al)(4) (B), 219 USCA 2101, 29 USC,A 2801 (WIA). In responding to public records requests for WARN notices,, associates must redact information identifiable as to individual employees being laid off, e.gi,, names, addresses, social security numbers, Questions regarding this program should be directed to: REACT Coordinator 107 E. Madison Street, MISC 229 Tallahassee, FL 32399'-4128 Telephone 850-921-3323 Facsimile 850-921-3312 7, Welfare TransitioniTANF records are confidential pursuant to 45 CFR 205.5,0 and 414195, R& 2005 Questions regarding this program should be directed to: Welfare Transition Coordinator One-Stiop and Program Support 107 E, Madison Street, mSC G-229, 'Tallahassee, Florida. 32399-4128 Telephone 850-245-7429 Facsimile 850-921-3252 The personally identifying information of TCA recipients maintained by the Department of Children and Families (I)CF), the Agency for Workforce, lnnovation (AWI),, Workforce Florida, Inc. (WFI), Regional Workforce Boards (RWB), service partners contracted with these entities or a committee created under the RWBs (445.007, F.S.) is confidential and exempt from the Florida public records requirements pursuant to section 414.295, F.S. This includes information that identifies a recipient of TCA, a recipient's family or a recipient's household member. Information, that identifies a non-custodial parent is not protected. Section 414.2915, F.S., however, does allow for the disclosure of information within and among the named entities and their contracted service partners to conduct business related to TCA and other public assistance programs, The law also allows for the disclosure of protected TCA information for investigations related to the —kevision45-7-i--'— supersedes: issued bylContact. AuthorizedBy Program Directive#25 PY'2002 Rick Beasley,Executive Director Page 9 of 17 admiinistration of Temporary Assistance for Needy Families (TANF) plan and programs. This information may also be shared to conduct business audits or investigations necessary to administer the TANF program(s). Law enforcement agencies, such as the Florida Department of Law Enforcement (FDLE) conducting public assistance fraud investigations may request information. The FDLE, agencies, and service partners indicated in section 414.295, F.S. may also request information regardingi other services received by TA recipients for the purpose of conducting business audits or fraud investigations. a. Access to the One-Stop Service Tracking (OSST) System and the One- Stop Management Information System (OSMIS) The FILM will be granted read: only access through an interagency agreement between AWI and FDLE to the workforce information systems of OSST and OSMIIS. Therefore, FDLE investigators requesting information should contact their supervisor at FDLE in order to receive access. Service partners should not be handling these requests from field FDLE agents. bi, release and, or Review of Case Files For the efficient investigation of cases, FDLE may need to review documentation retained in electronic or hard files. Only information that is necessary to conduct the investigation is to be released. Information may be released to FDLE as foflows: * Secure a "request for information"' from the FDLE investigator and a statement that the information sought after is in pursuit of official business of public assistance fraud investigation. Marian Smith; Frank Batista; Roxanne Soto; Teresa Grant; Bruce Thompson; Diane Mitts * Secure a statement from the receiving, FDLE officer that the FD,LE will maintain the confidential, and exempt status of the Social Security Number(s) and other such confidential information (119.0721(2) F.S.), including personal identifying information of public. * Ensure the officer requesting the information or documentation is from FDLE by requesting identification. Al Secure a signature, badge number and contact information from the FDLE Investigator. Record the case name in question. Retain all docurnentation (i.e. request for information, etc.) in the customer's case file. Revision No.,,I Supersedes: Issued bylContact: Authorized By: Program Directive 425 PY'2002 Rick Beasley,Executive Director ..................._. ............-...................... Page 101 of 17 8. Workforce Investment Act (WIA)-records are 2,Ublic records pursuant to Section 185, WIA, However,,public access is not allowed if. (a) Disclosure of information would constitute a clearly unwarranted invasion of personal privacy; and (b) the information constitutes a trade secret, or commercial or financial information that is obtained from a person that is privileged or confidential. Questions regarding WIA should be directed to, One atop and Program Support 107 E, Madison Street, MSC 229 Tallahassee, Florida, 32399-4128 Telephone 850-245-7402 Facsimile 850-921-3252 9. Displaced Homemaker-Information about displaced homemakers received by the agency or its designee in offering services pursuant to sections 446.50 and 448.51 F.S. 2005 is confidential and exempt from disclosure. Questions regarding this program should be directed to: One-Stop and Program Support 107 E. Madison Street, MSC 229 Tallahassee, Florida 32399-4128 Telephone 850-245-7413 Facsimile 850-921-3252 C. Labor Market Information LIMA is confidential pursuant to section 443,1715, F.S, 2005 and Commissioner's Order 3-93 (USDOL). Labor Market Information (LMI) includes data such as labor force, employment, unemployment, unemployment rates, mass layoffs, employment and wages by industry and occupation, and employment projections. These data are collected and produced through cooperative, agreements with the U. S. Department of Labor, Bureau of Labor Statistics and, AWI, 'Labor Market Statistics. The information is collected under a pledge of confidentiality to employers and must be treated in a manner that will ensure individual identifiable data will be accessible to only authorized persons. No information or records that would reveal the identity of any individual employer obtained from AWI should be copied or disclosed to any party other than those authorized by Labor Market Statistics, Confidential employer information may be made available to only public employees (including regional workforce boards) in the performance of their public duties including statistical research,, economic forecasting, job search and training, and implementation and administration of state law. Request for the above information should be directed to: Labor Market Statistics 107 E, Madison Street, MSC-020 Tallahassee, Florida 32399-4128 Telephone 850-488-1048 Facsimile 850-488-2558 D. School Readiness Records Revision No.: 1 Supersedes. Issued by)Contact: Authorized By. Prograrn Directive 925 PY'2002 Rick Beasley,Executive Director Page 11 of 17 Individual records of children enrolled in School Readiness programs, when held in the possession of the Early Learning Coalition or the Office of Early Learning, are confidential and exempt from public disclosure. The child's parent or guardian and other entities as set forth in the exemption are authorized to have access to the records (s. 411.011, F.S) 2005,, Questions regarding subpoenas or records requests for School Readiness Records can be directed to the AWI, Office of the General Counsel, Some other types of information which Early Learning Coalitions may have access to, but are required to be confidential are as follows: 1. Section 402.308(3) (a), F.S.2005 - Disclosure of social security numbers submitted by an applicant for a child care facility license issued by the Department of Children and Families shall be limited to child support enforcement purposes, 2. Section 409.175(1)(a) & (b), F.S. 2005 - Specified personal information about foster care parents and their family that is contaiined in the licensing fide of the Department of Children and Families is exempt from disclosure unless otherwise, provided by court order. 3. Section 409.821, F.& 21005 -Information in an application for the determination of eligibility for the Florida Kidcare program that identifies applicants, including medical, information and family financial information, is confidential and exempt from disclosure. In addition, any information obtained through quality assurance activities and patient satisfaction surveys that identify program customers, obtained by the Florida Kideare program under cited statutes, is also confidential and exempt from disclosure, E. Medical Records & Disability-Related Information I Medical records and disability-related information on applicants, registrants, eligible applicants/registrants, customers, terminees, employees, and applicants for employment must be stored in a manner that ensures confidentiality, and must be used only for the purposes of record keeping and reporting, determining eligibility, where appropriate, for WIA Title 1-financially assisted programs or activities; determining the extent to which the recipient is operating its WIA Title I- financially assisted program or activity in a nondiscriminatory manner, or other use authorized by law. (29 CFR 37.37) Z Medical information re9aWjngempIoyees and applicants for employment additional reguirements. (29 CFI 1630.14) Information regarding the medicall condition or history of an employee or applicant for employment shall be collected for the purpose of determining whether the employee or applicant can perform the job related function. The information must be maintained on separate forms and stored separately from all other information about a particular individual in separate medical files and be treated as a confidential medical record Access to disability related or medical information must be limited to the following: .......... Revision No_ I suforsedes: Issued by/Contact! Authorized By: Program Directive#25 PY'2002 Rick Beasley,Executive Director ............... Page 12 of 17 ( ) Supervisors and managers may be informed regarding necessary restrictions on the work or duties of the employee and necessary accommodations; yg— (ii) First aid and safety personnel may be informed, when appropriate, if the disability might require emergency treatment', or evacuation (iii) Government officials investigating compliance with, Federal Law must be relevant information on request. F. Unemployment Compensation Records: Unemployment Compensation records (UC) are confidential by law (Sections. 443.171, 443.1715 F.& (2005). Any employee or individual receiving or releasing confidential information that violates any provision of this subsection commits a misdemeanor of the second degree punishable as provided in sections 775.0 2 and 775.083, F.S. (200 ). LIC records, however, are available to public employees in pursuit of their public duties upon agreement by AM 1. Subpoenas and all requests for UC records should not be accepted in the Career Centers or at the regional workforce board offices. Al�l subpoenas and requests for UC records should be forwarded to: UC Records Custodian 107 Fast Madison Street CSC 230 Tallahassee„ FL 32399-4132 Telephone 850-921-3456 or 921-3406 or 921-3404 4010,11 Facsimile 850-921-9327 or 921-3912 2. Requests for microfilmed UC documents should be sent to the Benefits Records Unit Attention Records Custodian PO Drawer 5750 Tallahassee, Florida 32314-5750 3. Release of Clairri-Specific Information via Telephone: The RSVP system or voice response system is able to answer a large percentage of routine claimant telephone inquiries. Security is safeguarded by the use of the Personal Identification Number (PIN). If a claimant requests additional information about his claim that is not available from the RSVP system, the foIlowing should, be verified before releasing information'. the claimant's social security nu�m!ber, birth date, and address. If there is reasonable certainty that the individual calling is the claimant, no additional verification is required. No information should be provided to a spouse or relative of a claimant unless the individual is hearing impaired or interprets for the claimant or applicant. Questions or concerns should be routed to the Orlando Unemployment Compensation (UC) Call Center at 1-800-778-7356. F. Other requests: ............ Revision Ro,,-I Supersedes: Issued byl ...Cointact: Authorized By: program Directive#25 PY'200,2 Ricit''Beasley,Executive Director Page13 04 17 ........................... .................... 1 Subpoenas and public records requests not related to a re guest for QC records and not directed to a regional workforce board or service partner should be served and forwarded to the: Agency for Workforce Innovation Office of GeneraI Counsel 107 E. Madison Street Caldwell Building, MSC 110 Tallahassee, FIL 32399-4128 Telephone 850-245-7150 Facsimile 850-921-3230 2, Request for verification of employment of AWl employees should be directed to: Agency for Workforce Innovation Human Resource Management 107 E. Madison Street, MSC 140 Tallahassee, Florida 32399-412,7 Telephone 850-245-7168 Facsimile 850-921-3221 G. Use of Interpreters Customers with Limited English Proficiency (LEP) who require language assistance through the use of an interpreter must provide authorization to release confidential information to the third party interpreter at the time that initial Ian guage assistance is provided, A family member or an independent party may provide ianguage assistance, but will be required to maintain confidentiality of information obtained at the time that language assistance is provided. Interpreters (except employees of the Career Center System), shall be required to sign a Confidentiaktv and Non-Disclosure..6greement (attached), at the initial contact, or on each occasion that Ianguage assistance is to be provided to the customer by a different interpreter, The Confidentiality and Non-Disclosure Aqr2ement is between the customer and the interpreter ,and shall be signed by both parties. Until this form is translated, it must be interpreted to the customer, F. Delivery of electronic mail All SFWIB funded service partner staff shall include the following caption with, e-mails transmitted in,their official line of business as provider staff of SFWIB- "Important: Miami-Dade County is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. E-mail messages are, covered under such, laws and thus subject to disclosure, All E-mail sent and received is captured by our servers and kept as a public record." Revision No.: 1 Supersedes: Issued by/Contact: Authorized By: Program Directive#25 PY'2002 Rick Beasley,rExecutive Director .......... Page,114 of 17 PROCESS Authorization to Release Confldential Information A, When an agency, organization, business, person, or entity outside of the Career Center System requests information on any program customer, the Career Advisor will determine if the information being requested is con,fid�ential or if it is a matter of public record. I. If the information being requested is a public record, the requested documents may be photocopied and provided to the pairty(ies), without the, consent of the customer. The releasing party must ensure that there are no exempt records contained in the public record, 2. If the information being requested is a confidential program record or, if it is a public program record, where the information being requested can be considered confidential: • Document specific information being requested, in the One Stop Management Information System (OSMIS) or OSST case notes to include: 0 Name of document or specific information being requested, a Time period for information being requested, and a Name of agency, organization, business, person or entity making the request. • Advise the customer of the request for information by indicating what information is being requested and by whom,- and, • Determine the customer"s willingness to authorize the release of his/her information, Note.- Career advisors are not required and should not inquire about the reason for the request of recordlinformation, 3. If the customer authorizes the release of the information: • Complete Sections I and IV of the Authorization to Reiease confidential Information form, and ensure that customer completes Sections III, III and IV,- Place a copy of the completed Authorization to Release Confidential Information, form in Section 11 of the customer's case file; Photocopy the document containing the requested information and forward it to the requesting party (social security nuirnber and other exempt information should be (redacted) eliminated from document prior to delivery if this information is not authorized for release)*, and ffe-visionNo,.: Supersedes- Issued by/contact,, Authorized By,: Program Directive V5 PY'2DO2 Rick Beasley,Executive Director Page 15 of 17 ury a Update the customer's case notes to reflect request and release of information. 4, If the customer is not willing to authorize confidential information, the case manager shall respond in writing to the party making the request, specifically indicating that the customer has requested that such information not be released, and place a copy of the written response in the customer's case file. Note: For requests from FDLE for WTITANF records,In addition to obtaining authorization from the customer, see additional instructions on page 9 of this policy. Use of Interpreters A, When a customer with Limited English Proficiency requires the use of an interpreter for language assistance, the case manager will notify the customer that the use of all interpreter will mean that his/her confidential information wHI be released to the interpreter, B. If the customer agrees to the use of an interpreter,, the case manager will,, I Complete the Confidentiali!y and Non-Disclosure Agreement form and obtain the customer's signature on the form', and 2, Place a copy of the signed Confidentiality and Non-Disclosure reernent form in Section I of the customer's case file,, Authorization to Obtain Confidential Information X Whenever it necessary to obtain documentation from another, agency or person in, order to determine eligibility and provide adequate services, advise the customer of the need to obtain information and determine the customer's willingness to authorize release of information. B. If the customer does not object to the release of information. 1. Complete Sections I and 11V of the Authorization to Obtain Confidential Information or the Authorization to Obtain Employment Information forms, and ensure that the customer completes Sections 11, 111 and IV; 2. Place a copy of the completed Authorization to Obtain Confidential Information, or the Authorization to Obtain Employment Information forms in Section I of the customer's case file; and 3. Mail the original completed Authorization to Obtain Confidential Information, or the Authorization to Obtain Employment Information forms to the agency/person that will provide the information. Revision No.: I supersedes: _fs—suid lContact- Authorized By: Program Directive#25 PY'200,2 Rick Beasley,,Executive Director Page 16 of 17 Medical Records, All medical records that are presented as part of the eligibility or case management process must be kept in a separate file. Each Career Center operator or operator of any WIA financially assisted program shall designate a central storage area within its Career Center(or service location) to ensure confidentiality and security of medical record files. Medical record files shall be manila folders and have a file label that includes the customer's last name, first name, last four digiits of the social security number, and funded prog!ram. Place label of case file in designated area. Finally, the OS IS must be updated with a case note indicating that additional information pertinent to the record is contained in a separate file. Sensitive documents that do not become a part of the participant's files, should be immediately shredded to ensure absolute,confidentiality. Attachments Notice of Privacy Practices (NOPP) Acknowledgement of Receipt of NOPP Request for Information Form Confidentiality and Non-Disclosure Agreement Authorization to Obtain Confidential Information Authorization to Obtain Employment Information Authorization to Release Confidential Information ...... ........ ....... .............................................................................. ....:W........................ Revision No.: Supersedes: Issued byXontact: Authorized By Program D recflve#25 PY'2'002 Rick Beasley,Executive Director ...................................................... Page 17 of 17 4 A f"T, A 2 Ilf"I a In A, "N AA a A 10, ! eo, 'a'q 0 40 W A fR IN W, AR 74 Aj, I/Ml M fl 4, 1 9 id, A 4, S( "Ad V BRIE"VAINC E S F"""'R"0'"C E"D"N UF R E S A N ru"' FOR M S .....................--- -................... Exhibit 7 9 a Ali) rfAf ( V A 3RIE t-NINCES, . ............ E An i P"--%it 7'a Grievance Procedures AWl regulations mandates that grievance and hearing procedures be in place for grievances under the Welfare Transition (WT), Workforce Investment Nct (WtA), the Trade Adjustment Assistance (TAA) Program, Food Stamp Employment and Trairt4ig (FSEI) Program and/or Wagner-geyser (WP), which allege a violation of participants' rights. As a ctest omer/apphcant/particip,,int/interested party to have the right to file a grievance if you feel you have been treated unfairly in connection with any workforce program overseen by SFWIB. Please note that the term "grievance" does not apply in cases involving possible discrinination. For a description of the, procedures that apply to discrimination complaints, see section 8.70 below. "I"he South Florida Work-force Investment Board serves as the adi-ninistranive and fiscal entity for the \VIA, TAA, FSET, WT and Title V Older Worker programs. If you have a grievance arising out of a program provided by a SFVAB service partner, SFWIB will try to resolve the niatter inforrnally. If the matter cannot be resolved, the f6flowicig procedures have been adopted to provide you with a mechanism to address, 7be FIRST step is to try to settle -your grievance with your re, r Your glievance. 1 C 11 C Advisor, Counselor or their immediate supervisor(s). If )eau are not satisfied 'Xith the results, you may contact the CiLstonier Service Unit at 1(305) 594-7615 (voice.) or (305) 470-5529 'fTY/TDD, This section provides standard procedures in the filitig, and processing of grievances against an employee, policy, WT, FSET, TAA or the WIA Title I program adritit,tistemd by the SFes`. It is the responsibility of all WT, TAA and/or WIA Title I Prograin Partners and Service Partners to establish a climate in which an employee's, job seeker's, customer's, applicant's or interested party's problem may be promptly Presented, discussed and given fair and timely consideration. These procedures provide for prompt and equitable rCSOILItion of such grievances. The confidentiality of the grievance and any actions resulting from it are to be s afeguarded. Grievances Covered by these Procedures 'These procedures cover the FVA apphcants/ciisto,niers,/participaits/interested Parties listed below. 1. Job Seelwrs who have been denied access to a World'orce Investment Act intensive or training service. 2. p" Program parricipants who have been detnied an education, training r support ort service or whose request for same has been delayed or whose education, training or support service has been changed, reduced, or ten -ninated. b Program participants whose regUest for an extension or deferral or hardship exemption 1roi n the time linnits prescribed by lave lnai. been denied. Refugee Employment & Training Program (UTP) participants who have been denied an education,support training or employment opporrunity: . FSET support service recipients who have been denied their twenty live ( . 0) dollar reinnbursennent for support services, a.. Any interested party adversely affected, by a decision or action by the F'Wp.B System, including decisions by Service Partners, in connection vide the X/T, TAA or the WIA Title I program adrnir�stered by SFW., FWIB provides Job seekers with access to programs and services operated and adnninistered by other State, local agencies and organizations. If you have a. grievance about the programs or services of one of the co-located partners (such as A W1, Department of Children & Families,Job Carps, Unemployment Compensation, Veterans, etc.), ) aid may need to process your grievance in accordance, with the rules and procedures in place for that organization or entity: You should approach the manager for the partner program against which yoti would lilwae tua badge a grievance or ask your Career Advisor to identify the correct prograrn partner. You may file a grievance if. a. You have a gn ev<nnce regarding the programs operated by SMVIB if year feet your rights have been violated or you believe you have been adversely affected, vxith regard, to a progrann operated by SFW1 B. b. You are registered or enro"ed in as program tinder the WIA or WT and have aslwd for a program set-vice or benefit and have been denied t.lne service or benefit in whole or in part whether by written denial notice or not, c.. Your are an On the job Training, Customized Training, or other Training Partner (pursuant to WIA Title p or the TAw ) whose eligibility has been wrongfully denied or ten-rt nated by a Caareer Center 0perator. d. You are a participant (pursuant to Wp.A "title I or the A) and have beern. ;»,. sanctioned for use of as controlled substance. . I kA, WT P e You areas a regular employee or a MA, "I or FSET rograin participant who has been displaced, by a WIA, TAA, \W or FSET program participant. You are a Career Center partner or service partner Under WIA, TAA, W7 and you have been adversely,affected by the, SFWIB Career Center system. g. You are a WI' or FSEJ participant who has been wrongfully sanctioned for non-conipliance with work activities. 11 Whenever 5FWIB, or a service partrier SFWIB oversees, makes a decision that affects your support services, education, training, or work activity assignment, a written notice - the Status of Request tor Support Services, Status of Request for Transitional Services - will be provided to you within three (3) working days. 'Mis notice of Jecision will tell you about your right to grieve the decision by the informal and/or formal processes and will tell you where you can get a copy of these grievance procedures. The notice will also tell 'you the applicable deadlines, if any, for the grievance process. If you do not receive a written notice of decision within three (3) days of the decision affecting Your support services, education, training, or work activity assignment, You may stiff grieve the, decision through the informal and/or formal processes outlined below. Grievances Not Covered by these ProcedUres ,1,, 'Ilie WI A, TAA, FSET and WT programs are not entitlement prograrns, finis nleans that even if you, fit the desc,ription of individuals who may be eligible to receive services tinder those programs you still truty be denied access to the prograrn or denied a specific set-vice allowable Linder the prograin rules. This is not considered a violation of the law. 11iis many happen because- a. The Region rays not have sufficient funds to enroll you or any other participant into a program or provide you or any other participant with a service at the fime that y1011 apply or need the service. If as freeze in funding for the, program or service at issue is iniposecl by the Regional Board, the State of Florida or the Federal government, there would be no grounds upon which to file a formal grievance. You may obtain a copy of the applicable local, state or federal action freezing such funds upon request. b, Local areas have the flexibility, to decide the types and inix of services to offer in their localities. 'Mese decisions are inade locally by the governing boards for S'p I w 'nne governing boards for the SFNVIB may have decided not to offer a particular benefit or service. In such instances there would be no grounds upon which to Me a formal grievance, You may obtain tit copy of the applicable policy upon request. c. Under the WIA there are eligibility requirements and prioritization criteria. Individuals who are seeking services, but who do not meet the eligibility or prioritization criteria, cannot be served with these funds.. I"he priority criteria can be prcyvid yd to you upon request. If you do not dispute the: fact that you do not meet the eligibility or prioritization criteria„ you do not have grounds for a forrraal. grievance. If you wish to show that you do meet the applicable criteria,, you may file aforn'Lit grievance.. & Local Worldorce Boards have the flexibility to impose requirements or to develop policies and procedures applicable to the prro rarns and services. A policy that has been adopted may restrict access to a program or service, or may limit, the availability of the program or service. In such instances, there would be no grounds upon which to file a formal grievance. You may obtain a copy of the applicable policy upon request, �*Il je,ue an, doaad el a4'e rvffe.G /f)r ttne of 11..7Pdse !Jams"wa'dmed n,,aR"t"JI'7s,joly Ja1aY ,4"fill,ledlCNiI" '. VAA Section 667.6-30 describes 'the process for reporting complaints and/or reports of criminal fraard and abuse. Complaints,✓reports must be reported. immediately to the USDOL (U.S., Department of Labor) ffice of Inspector General, office of Investigations, .Room S5514, 200 Constiti,ition Avenue: NW, Washington, I . C 20210. The coranplairats or report can also be rnnailed to the USDOL South East Regional Inspector General for Investigations, Office of Investigations, Sarn Nunn Atlanta Federal Center, I Forsyth Street, SW, Suite 6TI, Atlanta, Georgia 030 with a copy simultaneously provided to the Employment and Training Administration. Reports or complaints alleging criminal fraud and abuse may also be reported through I I OL"s Hotline at 1-80 - 7- 7 (voice,) or 900-977-9339 (.Rederal Relay Service — for / I'm)),. . if you are as Welfare Transition participant and your TANF cash assistance eligibility or cash benefit of food stamps or Medicaid has been reduced or to anted, and you disagree avitla the action taken against you, you must, file as grievance with the local Department of -A ren and Families ( fffce:. Your Case Manager can help to direct yaau to the right agency and can supply you with the address and phone nturiber. . if you are an FSET participant and your food stamp eligibility or benefit; entitlement has been reduced or tenaai atecl, and you disagree with the action tal n against you, you may file as grievance with the local Department of Children and Family Services. Your Case Manager can help to direct you to the right agency and can supply you with the address and phone number, . If you la ve been adversely affected by a. decision or action made by the AWI or a State administrative entity as a result of your participation in WT Prognana, or the VVIA Title I program administered by the S W, you must file your grievance at the State level. If you file your grievance with F\VI , SFVAB xAill for wan] your grievance to the appropriate entity for action. `nae entity shall have: sixty 6 clays to laand.le the grievance. 'Me sixty 60 aay. time period will begirt to vain upon receipt of the grievance. Via. If you are a WT Progr5arn participant and you have as grievance related to service delivery of T -funded work activities, Alt;erraaate flans Requirements, support ;services, diversion prograrr% and other worl&rce functions provided tinder WIA, you must file your grievance with AWL 7. SF)MB clues not hear complafrrtws related to discrimination, and health and saafety. For information on what to do if you believe you have a complaint in relation to ckcriraairaaation,and/or health and safety,please refer to 9.7 below, Informaaal! Resolution procedures This is generally the fastest wady to obtafta a resolution. We encourage you to try and resolve your issues before filing a grievance. "arc-ire are four different steps yOu can do as part of the informal process.. But remembers that you can always request a formal grievance if you think, the inforrmal resolution is not working, If you are as participant and want to try to utilize. the informal resolution Process: „F,, a, First talk with your Case/career Manager about the problem. If the problem is not resolved, the second thing you can do y " y meeting it the Lead Haase �� . � eta �,�� ask for � t�aaeeu.ta Manager, The Lead Case Manager must meet with you within twenty-four (27 hours or the net business day if therm as an intervening weekend or holiday; b. If tlae meeting '%itla the Lead Case Manager does not resolve the problem, the third step is as meeting with the Career Center Manager, 11tis meeting will be seat or held within three ) worldtag days of the receipt of your request to meet with the Career enter Manager, The Lead Case Manager will schedule this meeting. c. If the issue is still not resolved informally, or if you wish to slip Steps A and I , then the next step in the Informal Process is that you may bile a request: for an Informal ,esolution Meeting with the Customer Service Unit by,filling out a Written Grievance Form. I To file a written ie uest for an Informal Resolution Meeting Forma, please complete the ritten Grievance Form, Attachment A. Be sure to complete as much of the information requested, including the contact information so that we can reach you to set up the meeting.. The form can also be obtained from. the South Florida Workforce Investment hoard's Executive /)fX1II iii. �. Offices at3 Corporate Center I rive, Suite 50 , Miami, Florida 126-123 or at any of the Career Centers in ^Iiaatni-Dade and Monroe County, at our websiite at pa,^aaALsontl)�+ rlaaa rya r�rx°c.�r or you may use a plaiaa :sheet of 8 p 11 letter size paper and include as much of the information listed below as you pos s i.bly can; a. All grievances must be put in writing. b. All grievances should be signed .arid dated. c. AU giievances should include your name., a contact address, and as contact telephone, number. d. The request submitted should be signed by the person filing the grievance or his/her representative and should be an original if possible. If you are falXing your grievance, make sure to inaail the original within five ( ) clays of the fax. e. All grievances should include' a statement regarding the law you think was violated and/or the reason you think you are entitled to the service or benefit which has been denied., delayed, reduced, changed, or terani ated,. f. Your grievance should state; the remedy you are seeking. Grievances, should be no loner than five ( pages, not including any e laibits or,attachments you want the Hearing Officer to review. la.. if you have a disability, which requires an acc rnnmm datrcmra, or if you are a non-English speal r and require an interpreter, include a statement f the acccrmr-rncmdation needed, in writing, adong v6ththe grievance. W wilIattempt to make reasonable a grout dati n m . You tvay hand deliver the Written Grievance Forrn, fax or mail it to: South Florida Workforce In est ientBoard Attn: Customer Service Unit 7 00 Corporate Center Drive, Suite 5001 Miami, R-33116-1234 'lt^r.ti°�'* 1ra rtrrt r rtrratN err rrrrr rear' ,°a 1l"'W1r"�,rr C`�riet�anees mitst he srrbnlilh,�d rrr A rhmifiolr rmal&- i1yrrde ra,^,i1hrrr vc.\gy (60 days a��,.��,.��t"�� rr/„tour° Pi°"rrlle°rr �r tr�rtrrt`t, . An informal meeting with the Customer Service Unit will be set or held three business days from the time we have received the. Written Grievance pomi, or if we are aana le to contact you, three 3) business days from the date W is able to locate you. If the issue(s) are res o Ived during any of the informal meeting steps with the :tstomer Sersdce Unit, the agreement reached will he written dowry amid" ezwryo ire will be as ked to s ign, it. 719is will end rota grievance procedure. Formal Ckievance Procedures 1. If the problem is not resolved through the im om real meetings with the Customer Service Unit and you still want to pursue your grievance, you will he asked to sigma a request for a forrnal hearing by the Customer Service Unit.. . W-ien you sign a request for formal hearing: a.. Tlie Customer Service Unit; will iris-nediately date stamp the signed forrnal hearing request l`drrxa, and forward it; to SFWI 's EO. "lee: EO proceeds to select a 14earing Officer, schedule the date and time of the formal hearing proceedings, and notify all pertinent parries via a written notice, b. You and your representative, if y tm have one, will be sent a written notice informing ),vu of your hearing date, as well as the time and location of the hearing. 11e, hearing win be held at the SFW Executive Offices wiless you request, in writing, that the hearing be, held at your Career Center. c. A written decision will be issued within thirty-five (35) days of the date the request for hearing is received by the Hearings (.officer.. d. The notice of hearing will be sent by certified mail, return receipt, at least fifteen. (15) calendar days prior to the date of the hearing. e. If you are participating in a program at the time of the filing of )&)u,r grievance, your receipt of services will not be affected by the filing of a grievance. 3a Your notice will advise you of the following: a. The date, time and place of the hearing and instructions as to how you may request needed accomniodations, includixig an interpreter for the hearing at no cost to you; b '17he pertinent sections of the WI A, TAA, WT or FSET or any other federal, regulations, program law, rule, or policies involved; c. Your right, to present witnesses and to ask that the staff, your counselor, case manager ax-td/ or the supervisor or other SF\MB contractor or SFWIB staff whom you would, like to question or whose testimony you would lilw, the hearing officer to listen to appear at the heating. will do its best to assure that the contractor or other SFWIB staff whorn you request be present at the hearing appear on the appointed date. However, witnesses, staff, your counselor, case manager and/or supervisor need not be present for the Hearing Officer to tender a decision. & Your right to have someone else, an attorney or another representative which you designate, to represent you at the hearing or to speak for you at the hearing including the questioning of the staff involved in the adverse decision affecting you; e. Your right to obtain, free of charge, a copy of Your file or other related documents that you think night help your case. SFWIB will not provide copies of the law but will provide you with a copy of the SFWIB or contractor policy which is the subject of the dispute if YOUS0 request and have not al-ready received as copy, E Your right tag present documentary evidence, testimony, anti arguments to support your position at the hearing as well as to cross emmine witnesses; g. 11e Hearing Officer's right to dismiss the grievance if you or your representative fail to appear for the hearing without good cause; h. That the Hearing Officer will conduct the hearing informally, and will ri-6ikea decision based on the facts and e-vidence as presented. i, Ilie Hea O ring fficer will decide on the admis s ibility of testimony or evidence in accordance with the Florida Rules of Civil Procedure; i. That a written decision will be rendered within sixty ( calendar days of receipt of your written grievance; Ic Where and how you can appeal the decision if you do not agree with the outcorne; 1. That the parties (you and SF\VIB) can agree to an extension of the sixty- (60) day bane period if either party needs more time and the other party agrees; m. 'fliat SF NUB will iwke arrangements in advance to record, transcribe, or otherwise preserve the hearing proceedings anti that you vill be provided with a copy of the recording (tape) at no charge upon a showing of indigence for a transcript of the hearing. Each party desiring a copy of the transcript must pay for the transcript. Indigent persons may follow the, procedures set forth in F.A.0 Section 60,BB-1007 (4) and (5) LO obtain a transcript at no cost; and ti, That if you allege a labor standard violation, you inay submit Your grievance for binding arbitration if the relevant collective bargaining agreement allows for the use of that procedure. Hearing Appeals You rnay Me -in appeal with AWT 4: a hearing has been conducted and either party is dissatisfied or has been adversely affected by the wearing Officer's decision; 2. if a hearing was not conducted -%ithin sixty (�)O) calendar days from receipt of the grievance; or. 3. if a hearing was conducted, but a decision was not issued within the nundated sixty(60) calendar&ay time perio6. The appeal should be concise (if possible, not to exceed five (5) pages which does not include exhibits and attachnients) and shall be sent by certified rnail, rettim receipt to the AVA Office of Genenal Courisel, Adwell Building, SUite 150, 107 East uadison Street, Tallahassee, FL 32399-4129. T(-) the extent possible, the appeal request shah state the facts, laws, procedures, etc. that the grievant believes to be relevant for review. The appeal must be filed pith ANM within thjrtv� 00) calendar days of receipt of the Flearing Officer decision or within thirty (.30) calendar days after the required calendar day tirnefrarne for SFW to Tact has elapsed. "ate request shall include the Grievants address where, official notices will be mailed. ' he state can remand the grievance back to SSW to hold a hearing or impose other remedies to resolve the grievance, Complaints elated to Discrimination or Health and Safety 1, Discrimination «� `nie complaint procedures for charges of discrnnination are separate and distinct from the grievance procedures outlined herein. A.complaint of alleged discrinairaation nmya be filed by any person including any Career Center employee, applicant for employment, or Career Center-job seeker who feels he or she, or any specific "class of individuals" (group of people), has been subjected to taralaavfLd discrimination b a �,ro Lam or activity offered through the "career Center system. or b v the AWI or SFWB Discrinair ation on the basis of race, color, disability, religion, sere, national origin, ;age,, marital status, political affiliation or belief, participation in any MA Title f f4lanciaally assisted program or activity, or on the basis of citizenship or status as lawfully aacliaaltted immigrant authorized to work in the United States is prohibited tinder federal and/or state laws. FWB does not hears complaints ofdiscrimination at the local level. If you believe that You, or someone you know, have been subjected to unlawful discrimination, please refer to ANM Discrimination Complaint porn-Ls Paclsaa e which are found in the back of this Claapter as Attaclintent 1 . Further information regarding y )ur rights and responsibilities can also lie obtained at the AWI website aat- ht,tp:�Zwavay.flormd jobs.or ciyilri its/ocr comp,la.inditntl Remember, your SFW CareerAdvisor can assist you in identifying the correct agency or,department to which to direct your inqUiries and complaints regarding discrimiaaation matters. 2. Health and Safety Issues Health and safety standards which have been established tinder both federal and/or State law avlaich apply to the worldng conditions of employees are also applicable to participants of programs and activities under WfA Title t and participants in employment activities. SFWIB does not hear- complaints related to health and safety. If you have a complaint related to a health or .111010e" safety rnatter, you may f de the complaint with: Agency for Workforce limiovation Offke of General Counsel Caldwell Building, Suite 150 1 East Madison Street Tallaliassee, Florida 32399-4128 Florida Relay S�ervice: 711 (950) 245-7150 You may also file a heakli and safety complaint with: U.S. Department of Labor a-CUpatioral Safety and Health Administration 2-00 Constitution Avenue, NX Washington, D.G 202 10 littp.//v,,ww.osha.gov/as/opa/work-er/index.htn� 1-800-321-0,S-HA (6742) (voice) or. jj,�r '1-877-889-5627 INVORTANT If you file yoLir health and safety complaint with the US. Department of Labor, you must also send a co py of the complaint to AWI at the above address. For more information regarding health and safety issues you may go to the Occupational Safety and Health Administration's Website at , or the Florida Department of Health Website at htqj� atefl.w., Fort-rLs attached South flohd ,a Acknowledgement of Receipt of Grievance Procedures Nate to: South Florida Workforce Investment Board ( FWF ) Service Provider Case Nunager Please complete the following form together with your participant. laac:e the orf inal in the participant's file. You may give a copy to the Participant. f twertil'y that f have received da copy of tfae Sota'd"a Florida Workforce Investnw rat Board's Grievance Procer$m-e . Rartic:ipaaaat"suNam (Pr�,ia) �.... .�....�...,........ . participant's S na re Fate As a representative of f verify the kService 13ro rkier Age)) above-signed participant has received a cop-ay of the South Fµ.lc mi la" orld rce fnvYesur aatBoard's Grievance Procedures. _.,. c avir Representative r iso Date .... ... .. ....�............ .... .................. _.... job Title Career(',enter i nat°aa . Attachnt nt A south F orida r P I �f r,i Snv�ai�p�rrfri�� Writ-ten Grievance Fbrm Check Only o ne: O WIA OWe➢fare I"ranslt ran EXelfa r -tcrWork 0 1 E` P Other: Partiei tart J,gfor m.�Cion Nast,Kune F4-st 1 anxe Steal Secutit,N umber Address < rtvJ ppa 7°e:leirhone C, her Telephone Career I:aater/Ageracy/ rganizatiora: airver enter/Agency Address: 1'lc rest.explain why you would like an Informal Resolution Meeting. Mall Form o. ... _._ South Florida Workforce Investnau:nt Board `aFVAB) 7300 G)rporaate Center Dive,Suite 5GO Plenlion C, r.t r rr�rervr ,S"° �r'�� C nil kllanai,FL 331 6-1 :3 If your have.any questions or wound like to crrntac:t<a t lrstiomer Service Representative,please call(505) 5 4-761.5 (voice)or(305) 470-55 'T'T1/T°lryR FOR OFFICE M(7X%J_Y (.: stcaraaer Service Representative Print Name) l_a'te InlcrrmA Mcet np;kc a est T�ec°civeaT: 1 I Signature Informal Meeting hl�lcl'e MeetingOutcome.. me.. „41"IfAlrrr.,., t, f C ti a Acknowledgement of Receipt of' Grievance procedures rrtr tra. South Florida Workforce Investment Board ( F ) Service Provider Case Manager Please complete the following forrn together with your participant. Place the original in the parti ant's file. You may give a copy to the participant. cenify that I have received ra cop of die South,Florida Workforce l ravestraarrrat Board's ard's Gi ievancc,Procedures. araae (Print)Participant'-,' Participant's Signature Date s ya representative of ..........................I 1 verify the (Service Provider,4,eaacy) above- ignecl participant has received a copy of the South Florida.Workforce Investryrerit Board's Grk"V aanc°e Procedures, ..._ m � ..... _...� crwlic" Prravider-Representxative(Prrvirat) Date job .f`ide Career Center Signature Attatch rierrt B south,f lorida , Ir ,,,: lrri�forV Y`l:rri�rra Written Grievance Farm Check Only One: OWIA ONX/ellatre Trat.nsitlrrn E]W hare-to-''fork r-1 RF'rTr Caber:. _. _... w. _ _ _ .--.. _..... _ ....... .~ ...._..__............. _... ~.__.._............ _. _. ..... . Participant Information L ....~~.. ...... .. ~. ~Last Name � First' ante Telephone Other Telephone Career Ci�rat:er A eney/C rgarrrz,rtrctrt; C"careerC rarer/Agenc.y Address.. Telephone: Cise/(,".,'areerNLan�ger: Please explain why you would an Informal Resolution M etcxag. ------ Mail Form To: Srartrth Flrtrada-\U—brr1 �n..... - a rrce l:nvsrrttent 13r�arcl QItF 7300(I)rporate Center Drive,Suite 0 ("U''lY7trko+"e r 3"mir, Unit kfiarttl,FL 331 6-13,34 If you have any question:;or would like to contact ct:a C tistome r Service 8xpresentative,please can (305) 94-7615 (voice)or(305) FOR..~ F IC LNONLY ��a c_� ~........ Customer Service Representative(Mint ame ft Cest eceived:"�i�;nartur-c�: .....�.~� .~~ ~_. ...... �..~.. lrrtcrr°rrral Meeting h 'lcl? 1rrB'car~rrtwrl leetar~r�C:)axircctrtte, a 9 d0l S" 1110V P, OR 11, 1/11 f"91 9 Ull Vf I A of fa,a vffj V, w 4 7, a a "m 'm 8 1 a Aff A fA as 0#1 19 a fi r<fa "A AM 1 0 A Exhibllit 8 south florida m,r�t)o frnpPoy Nnda +r Administrative Monitoring nitoring Tool Provider Name,. This Administrative monitoring tool must be followed in its entirety for all contracted provider. administrative monitoring reviews. Any deviation must be prior authorized by the IMO Director. Proper support documentation must be obtained for ail items marked "No". All work must be properly documented in the work papers L Preparation A. Monitoring Preparation o_pe are for the monitorrr V viIt P _.. 1. Schedule appointment with the provider and mail ,appointment letter review contract and copy including any other pertinent sections for monitoring and work papers, You must be familiar with the terms ,and conditions as es established in the contract. . Speak with contract manager about the provider and inquire about performance, timeliness of reporting,, staffing turnovers and any other problems that may be��. ...IT Pes oI affecting the royider Objective,�. t�r� r As� srxiu�enlrs +C�arr�ec�r�r+a A�%an , To determine the A enc s prior; rtormance and its ability to implement new procedures as named to rmve rran rr�errt end nrt caantractal rrirerrers: 1„ Review last year's assessments of the Agency's Administration, Were there any findings, areas of concerns, or other issues that need to be revisited or reviewed? o if le, skip thi section.No or loot . Was A Corrective Action plan submitted by the Agency? 1 Was the Corrective Action Plan submitted on time 4. Were the proposed corrective actions acceptable to the funding a enc ? PeS � es p p g g yh i, Po . "Mere the corrective actions im lemented" p If Yes, when? Ve"s �o l If No, please elaborate (attach additional pages as needed)_,..... Comments, south d i,rr, Irt�'kl(fra't ��nf)iC��' �19�d"dt��d II.. Administration and Governance IJK.. Board of Directors objective: To determine the capal7iftles and cultural competency of the Agency 6oard of Directors to serve the t o LI tion , 1. 1s there a complete and updated BOO list available?To be considered compiete, the BOIL list should include each member's field of expertise, direct contact informati g+nder, and ethnicity, ___ lees the BOD have a well-clevelo structure(committees)? List the active committees e Comments: �M13�� Ml�+e�ikingsz minute n� �n��ninuwM�i�nn�ns Objective-, To determine.the level of involvement of the Bard of Directors;and that deir procedures follow those rt �r l!�g b+ext race e. , Gees the BOD meet on a regular basis? (Check one) Full Board - Monthly ...._ Annually Poo Quarterly Semi-annually Other Executive Board Monthly Annually ITIT._Quarterly Berm-annually Other(specify)_... ._. committees .w_ Monthly W Annually — Quairterly errni-annually Other... i ... ... m Are meeting minutes detailed and appear completer _. e� o m Mho minutes indiicate that budgetary, financial, and programmatic information is presented tothe Maord 4, Does an authorized representative of the BOO sign the minutes? _... . _..._ . des 54 Are BOO resolutions properly executed and documented in the meeting minutes? _. ... .... _ .......... _. a, Are BOO resolutions signed by an authorized BOO representative? .. .........._... _.................. !. ... Comments. south Objective: To ensure that the Agency has a set of policies that establish proper operating procedures and abidance to the law governing Its operations. A well developed set of policies and procedures safeguard the Agency and its funders by clarifying expected behavior These polbes maybe included in the employee manual. .... ....., _.... 1. Does the Agency have a written Personnel Policy? . ' es -Does the A_gye_ain Accc-ou!rtlng Policy -nd' Pro cedire.s..... II__.r. aN� _..- d hoes the Agency have a written, Drug-Free Workplace Policy? _ hoes tfie Agency have a written Equal Employment Opportunity Policy? VeDs Vo _W 5. Noes the Agency have a written Sexual & Unlawful Harassment Policy? S. Nees the Agency have a written policy regarding Conflict of Interest? Qs..........Ro _W.. . noes the Agency have a written policy regarding Nepotism? i. o Does the Agency have written procedures to protect client confidentiality? es Does Agency have clear policies addressingaccess to public records? lo. does the A ericy have-a written' NNent w;�rievance Procedure? � t _ _... ....... Objective: vailabr"llty and famillan'ty with the Agency�r Sylaws and Articles of Incorporation are considered best practices in the admininstratr"on of a non-profit organization. In addition, a clear organizational chart _ - s an overview of the chain of command hel ful both for the internal staff and outside re viewers . f. Are the Agency's Bylaws y ws available for review? Qs o. Are the Agency Articles of Incorporation available for review? g cY g -Secretary -.�. _..... ..._ . is the A en re Altered with tl�ie lcarida �of State?._ - _ V g current organization of 4. fs there an or ani�atioriaN chart available that reflects the .. -the Agenc�r An provides clear@y elineafiad chain-of-corrirnai�d'? �w _ o 3 south' Errr,ploy fl ri rt _ _ S. Is there an organizational chart for _.. gram the program(s) funded and does it provide a clearh delineated chain-of-cornmarrdl __ �e]s .ro ... Comments: III. Personnel . G rr 1V Objectives., These questions provide an ovetvlew of the capabilitles of the Agency In managing human resources issues and establishing and following,its`o�n rocedures as restuired 6 , t�r,�ctices _ .... I. Are the pollcies and procedures included in the Personnel Policy followed? , Does the Agency have established Job Qualifications? ..�.�. _. _ ......._._..... ____. _.._ 'Po Are employee records securely stored (under lock & key)? and other mandated t pp rtunity, Workman"s Compensation, Family Leave Act, g No vent Opportunity, Are E ual m relevant posters conspicuously displayed by_the a ency? es a review staffing levels and current vacancies. Does the agency have problems with staff turn over. es 'P oo l If so, has the agency taken steps to resolve the issue" E piain and provide documentation, if available, to document the Agency's es, 'o efforts, omrraents: . ➢laeir�a�rro�re1 ��o +��Ili� ..._ �. To ensure that the Agency properly documents how employ es are.screened for a particular position, how employees are Informed of the policies governing their work and how they remould be evaluated In addition, these questions.seek to determine the Agency';capability to maintain required documentation and abide Pyre uireents re ardin their,staff such as tetinga nualfications, licenses and trarr�in . Select a random sample of employee files and review them to determine whether the following documentation is present and current. Mote that Agencies that subcontract with individuals must keep similar files for the subcontracted individuals and those are to be reviewed following the same guidelines as�rcrrnel files• _ 1. Signed services to be ti o (fume is not sufficient or subcontract detailing the scope I pp � g p . Proof of education (copies of degrees and/or transcripts)This may be required for some staff, _ uirI Licraes must be current 4 south floridalu � p rl1`1f:d11�7r r f Plol f"or"i "a Yes No /A , Background Check (must be renewed according to program requirements).This may be recpuired for some staff Le. childcare wDrke� _. � _ , i�rug screening r __Eo _ )b Description with performance standards d 7, Annual... Performarmce/employee Evaluation VeDs J�o t warm JR 8. __.. ._. �... o g, Current - -. ... ___ Y� _ ._ _.._... ...��.... , Proof of Knowledge of the Agency's Policy& Procedures VeDs o, �R J�_ Comments: Objective.* o Determine if the Agency alas appropriate riate procedures to trek the payroll costs andd'that t/aese coincide with these rcry a' r .lie fundin enc�. .._ does.staff, including management, docurner�t their work.-hours th�rou ih time es g g sheet or punch clock. , Are tlrne records signed by both the employee and the supervisor? . P,evew PayrolM)Darnels: No they include staff name, salary, hours worked, payroll period and � deductions? � des - Do they reflect employee's time allocation among programs Ro W. . For a sample of employees, review that positions and salaries snatch the budget a roved ha IIB. to they match? es S. For a sample of employees charged to the program, review that recorded time �p worked matches tune refs e l Ire flee Payroxl jo rr�al, Do the y match? Comments: IJKm rof Yax s s bjecctive. l`e ensure that the Agency is calculating and remltting all payroll taxes, including unemployment compensation, to the appropriate agencie in a timely manner. 5 south florida tv qPF rntier ftoy Florida 113._Payroll Taxes t, Are withholding and FICA taxes deposited on a timely basis and in accordance with payroll register data? m Is the (quarterly IRS Form #got properly completed, submitted, and paid on time? (Trace payment to hank statement) _ y'esw10 . Is the 'yearly IRS Form #990 properly completed, submitted, and paid on time? Trace payment to hank statement 'PeS d , Are Unemployment Compensation Payments made on time and accurately? Trace a meat to b nk statement es o y payments Were all Tax or Insurance a� menu made on time(by due date)? If No above, were interest and penalties assessed against the agency? es o If interest s and penalties were assessed, were these costs allocated to any publicI;:esll Wo ..........W6. Aer IRS Forms distributed in a timely manner too current and prior ye�,�s? Res 1po —W 7. eel the! RS...I-90 Forms distributed in a timely manner to all contract _.�_ pe �e o Comments: V. Fiscal A. General: Objective;, To obtain qpiLure of the era s overall fiscal e pa ilitie ._. I. Are internal policies and procedures as listed in the Agency's Accounting Policy and Procedures Manual followed?This can be established by interviewing staff to gauge familiarity with the manual or by choosing a sample of policies and testing adherence to it. .. ._.........._ 21, Review the distribution of fiscal duties(i.e. who approves the expense., who cuts the check, who mails the payment). Is the distribution of duties adequate to ds saf card assets? . Chart of Accounts; Does it.support proper allocation by having revenue and expense categories properly identified by program? 'Po Does it have an unallowable cost code to properly identify unallowable costs? es o _ . . . _..___- �. Indirect host„ .... ...._ ._ ........ ...... Is there a cost allocation methodology in writing and is it representative of the allocation used? es 1;D0 Review the Agency's Cost Allocation Methodology for reasonableness (i.e. Are the indirect costs charged to the program representative of the program's size as compared to others operated by the agency?), 6 youth florida, rrterrrbr°r falploy Narinlr err Comments: B. Bank _....... . Objective., To ensure that the Agency has the appropriate cash flow to meet the needs of the program?, that its management keeps abreast of the Agency's cash 17ow, and that it has taken steps to protect it self from fraudulent activities.. 1. Are bank statements reconciled monthly? [� Yes No YLA m 2, Cho the preparer and the immediate supervisor sign the reconciliation? Yes No N/A . Are a "ustments-properly dcrocumented and e la _i _._.- �.�..--- ........M. _ ._ Yes No N/A ... ................�.. . Grace a sample of outstanding checks to subsequent bank statements reconciliation's and list any that does not clear within gg days. Obtain an Yes No N/A explanation from the,cnntrolli r/ CFO. .. Review bank statements to determine the cash flow position of the Agency. - Do bank statements reflect returned checks due to insufficient funds? Do bank �] statements reflect a positive balance at the end of the month Yes No N/A Do bank statements reflect a positive balance at the end of the month? = Yes No N/A . Are checks pre-numbered. _. ..-. Yes No N/A ._ -..- . checks in excess of amount _.._ „ Does Agency have a policy fdr sngrni�ng checks-(i.e. require two signatures)? Yes No N/A Note Agency's policy: ..._._ ��__. ....._ . Are bl4 k checks stored securely (winder lock and key) Yes No N/A . Are voided checks mutilated in some manner n.e, signature section removed, perforated)? Comments, ~Objective,, To ensure that the Agency has an ac'r'uuntng system that properly tracks all nanc-i l activities for the r2 ran7. 1. Does the Accounting System include these major components-, Cash Receipts,journal? i.e. deposit log, receipts book 7 south flan Xpy I„I gfiY ry �� y✓4II.��I'�� ^ bed ��F��,Y m�.,1 E Bray Nrida �w Cash Disbursement Journal? (i.e. check register) _ Accounts Payable?' Accounts peceivabie?' w General Ledger? v Accrual Sheets ' . Are entries to journals performed in a timely manner(approximately 0 days)? . s _.. .. � __,,,�� ...._.. . Are Receipts and Disbursements reconciled monthly with the General Ledger? 4. Are adjustments properly documented and explained, (journai entries)? Comments. Objective: To ensure that the Agency;s expendItures match those approved by the(under and that the budget MatCheg the reeds of Lt tgTqraT, ...��__..... 1. Does the.Agency rmalintain an Agency-wide budget by funding source and e rm iture cafe �es t _..__.._._ _ ... _ _. ..�.... p Does the agency prepare.acash-f1oww anaq y sas expenditures vs. revenues) at least _.. a �erly? __ Vd . Does Agency prepare a Budget Variance Report car otherwise track expenditures versus budgeted amounts can a regular(not more than quarterly) basis? Pes '�Po W- 4.. Do expenditure rates follow those expected from the budget approved by the (under? If No, can the Agency explain 'variances or is there a plan of action to reallocate resources: es Comments; runts PayAble �......... Objective: To ensure that payments are properly rly documented and that the Agency have procedures to protect its assets frorrj unneces. c end tcrr s suctr n lti sand du lr"at a rrr rr � _. Select a random number of charges from the general ledger provided and test to determine the foliowwmng r. Are payments generated by an original invoice _,,,_ �eDs _, 'souk rn ri vr Employ florida ............. ............. .......r... .........__.. ......b... __-_ ....... 2. Do invoices detail the number of units, description, unit cost, and total'? . is payment approved by authorized staff/management? 4. Are invoices effectively cancelled to avoid duplicate payments? (i.e. marked"Paid" and check noted) _.__ ....n n _ 5. Coo check and invoice amounts agree? Yes ..v.._._............._ 6. Are invoices paid in a timely manner?(i,e. within, 30 days es , Are Cancelled Checks available as per Check Register? e , For Tax-exempt Agencies ONLY, Is Agency paying Sales Taxes? If Revenues filing for Sales Tax refunds from the 'Mate Department of �_..... Revenue? is Agency fill ... _ _.._..._ o. ry � Comments: _w._ .... ---. Objective,- To ensure that rash expend/tures are only used to meet small emergency needs and that the pcllc'ies r�ln the petty cash are dashed to su rd the assets flue rogr rn end the Agenc 1, Bees the Agency use a PettyCash Fund for any program expenses If Y s;,._r vlevv Pe sfm uliraes rmd roceclures for the fcllo iqg es ...........Ro� _..._ - Is the Petty Cash Fund balanced at the time of the visit? -ONLY for sra�ll purchases(Ness than 1 . _fs-pettywash used _ �._W_ _.� ....... Does Agency have a policy to perform "surprise"checks on the fund? Is there dloctAentation throat such policy is m- pp emented? --__----__�eDs Vo _W is the Petty Cash fund replenished ONLY by check? o Are the Petty Cash funds securely stored (under lock& key)? �msth re expenses m�+arm ?zed, and signed b � than custodian or Are the ex eases author g y person..other _ww . ...... _.._ - Is documentation available to back up the expenditures of the Petty Cash funds? a Comments: 9 ,µ florida 4f fy' ^ f y mu��Pnut FfrylCdy Florida G. Documentalbon Protocols ---------- Objective: To ensure that the Agency have pollcles In place to protect itself and its cllents by saf guarding its documentation and stonng it as reguir by law, L Does Agency have a policy to maintain and store documentation as required by � law and the individual funders Yes War Nate that each program, funder, and the IRS have different storage requirements. to addition, Fiscal documentation and client files may have different steerage requirements under the same contract. When documents Fail in more than one cafe a the must be stored for the lon est period required. m .� 2. Does the Agency have policies to safeguard client confidentiality? Yes No N/A . Are computerized records password protected? Yes No N/A . Are hard copy files kept under Icuck and key? � _ Yes No N/A _S.. Does the Agencycomputer-based curds. (i e Na Na bac up onto aemediurn that ss tored i fire-resistant and safes Yes No N/A rocurement ..� Objective: 7'o ensure thatn7atenals and services purchased wtffigrantfunds are,properly revlemed and approved and are utilized by the program incurring the expense. in addition, practices such as using products with recycled materials soport salon dash blee causes. t, Does the Agency have written procurement policies (may be part of the Fiscal or Adm"unistratiue Polio & Procedures mangy ual .................._. ua 2, Do the policies require written quotes for purchases Note the qualifying characteristic that, according to agency olicies, triggers the es �o need For written quotes (i.e. amount, type of equipment, sub-contract, etc.,). _ . . Do purchase orders clean identify the program/center Fair which the purchase is p y bein made, es 0 _V 4. No purchases require the approval of management" VeDs_!jo�_W Yes No N/Am_ Comments; 10 south florida ON 1. Tra vv el E irises Objective., ., To ensure that travel expenses are properly reviewed and approved and that rembursement procedures ccn A tivlth : t ractldswnd s/n le and/t uArernents. 1. Does the Agency have piolicies and procedures in reference to staff travel?eand f ut-of t ceavel require prior approval by appropriate management staff d. Are travel expense reimbursement requests properly documented with original invoices, boarding asses, receipts, and other documentation as a licabl es 0 4. Is the Agency using appropriate rates for items that have a fixed reimbursement rate such as per diem or milleage rates ltiii a Do forms used to claim local travel reimbursement provide at least the following, Odometer reading for trip start&finish, es Destination (including name address -. Reason VeDs o Statement signed by employee that report is true and accurate a Supervisor approval �. .... ._ ` Comments: __ _........ _.__......... 1 INIr rare Revenue Objective: rn ensure that revenues,generated thrcucgh the program are properly rrranape and re-invested In a manner consistent with the intent of the funder I.. Does this program generate revenues?� .._. If yes, review procedures to determine the following, o Does Agency have procedures for collection of such revenue (i.e, fees, interests)? Ve:]s "7o Are revenues promptly deposited in the bank account of the program (within ti hour's)? Does Agency prepare a periodic(monthly or quarterly), revenue flow report Are these revenues re-invested in program activities or otherwise expended as allowed b the rc render? �es '14 ,comments �I ,south florida 6 .......... JUOM objective: 7-o ensure that the Agency properly documents, tracks, and safeguards tl7e fIxed assets purchased with public fund, Perform only if the Agency has been funded, in current or prior funding cycles, for fixed assets such as equipment, building, or building improvements, This test includes fixed price contracts where rates were based on calculations that included capital expenditures, t. Does the fixed asset register include the following information: T'tern Description _- Acquisition mate Disposal Date es �o - Funding Source Condition es VO - Location Asset Tag Number es . Is a physical inventory taken and recorded on an annual basis? VeDs d . Are property records reconciled to the General l"_edger at least erne annually? 4. Perform a physical inventory of a sample drawn from the fixed assets register. Do the agree? Note any discrepancies. d 5. .Are fixed assets being used in accordance with funding intent? Are fixed assets paid for by the fenders paid in full and free from liens? ....._ �. es o 7. Do disposal procedures include prior approval from funder? _�_._... �..—..___ o M 'Mere fixed assets purchased within the contract period in which they were ____2'pprov�/funded? m.m._ _ Comments.--,.---.—..—,, Objective: e: 7o ensure that payments°rude to subcontractors and consultants are properly documented and s pport wd by properly executed contracts andl"nr agreements. To ensure that work performed by agents _out ide the ern t the needs f the pr r r na end the�intent Of the fundem 12. Isouth o 4 µF ..... Serb-Contr +ct r Perform only if there are sub-contracts in place being paid with funding covered by this monitoring visit. Reviewer should differentiate between subcontracts for indirect and direct services(i.e, equipment maintenance versus medical treatment) in reviewing the following: 1.. Are sub-contracts allowed under this funding? Some funding sources do not allow the use of sub-contracts to deliver direct services. _ es ..-.�. . . Was the sub-contractcontract if r aired submitted to for approval prior to entering into the Q c , Coo authorized individuals from both the Agency and the sub-contractor sign the sub-contract? V 4. Doespayment the sub-contract includes specific details regarding the scope of work and the p eg g l a ment method? Y . Is the sub-contraict conditioned to annual or other renewal Vs 6.. Are sub-contractors required to carry liability insurance? eso 7. Does the subcontract include language to allow the termination of the same before its expiration?It should include, at a minimum, language that allows Qs Po termination due to lack of performance by the sub-contractor or due to funding _ . cysts or termination. . Does the subcontract contain all clauses and provisions required by the program regarding record retention, privacy, access to records, and others?Thlis test o ff' applies mostly to sub-contracts for direct services to clients/customers. Comments: To nsure that the Agency has received the appropriate l/c'enses and such to meet the needs of the r ram and comly►Atli local state, and federal statutes. t. Are Occupational Licenses current and appropriate for the use? Yes to A , Coo Inspection Reports show any areas of concern or non-compliance? s �o If Yes, has Agency taken steps to correct these areas? Qs � If No, please elaborate; . If the services offered require special operational licenses, are they current and p ropriiate es _ o �...._. ....W d. Required Licenses: Expiration—... ....... o ... .................... Expiration _...... �es o I �R ,,,.,,,. Expiration___ es 'Poo south floridaell -: M Expiratiun_. �I Comments: Objective: To ensure that the Agency has adequate Insur, nce to cover&rr`sk exposure In a manner that ensures continued geeZ,3il n r ardlass ral"/ar sul r catas t. Review the agency's.Accord Farm to determine which policies are in place, The agency should have at least the following: General Liability, Expiration Date. _.,._. Amount:....... c Property(only if capital equipment exists) V Expiration Crate. es 0 w. Worker's Compensation �y Expiration Crate: �ess Automobile Liability Ex iratlon late' ar-gount. . Best Practices call for the following coverage: Director's&Officers Expiration Crate:. rs Fidelity Bond: E x�Nratioq Crate: ....n �......_� Comments. Objective: To ensure that the policies governing the use of corporate credit cards are designed to saleguar "thae assets of the program and the Agency and not used to circumvent normal purchasing policies. p corporate credit cards have been issuedrm in the agency's na , n � ._. .. . Complete this section if . . ..............._. 1, Crr�es the agency perfearrn rmeanthty account reconciliation for all credit card �mm� IT IT _ accounts? es o . are original receipts attached tea"iW statement? �_ . .._.........._ not circumvent narrmai �urha;sin �lici�ereasonable and do Ievrew the nurmber sloe and e�erf transactions, are they reasonable controls? � ra p p . Does the agency have a written agreement with employees when are issuedWa� corporate credit card. If yes, ,answer the following: es ea �P.k Does the agent re �r�W it the ern 1��.subnrr%t can inaN rec ips fear 1 sou, flora 4 V ruY(.mhc Ernpp ay"fbrida expenses charged to the card? Yes No N/A Noes the agreement require that the employee return the card at the end of employment or any time prier to separation? �o Does the agreement include provisions to ensure that employee pay for personal items or other non-allowable ex nses charged to the credit cards . Does cmrresp�mndrm hl�credit card number maintain who'has been issued credit cards and tYmelr Pes . . corporate credit cards that are Moaned to employees are controlled through a log or some other mechanism, indicating date lent, person's name, purchase amount 10 and description, and date returned,i steps the agency being made by the cardholder?If yes, please elaborate on whaArree personal purchases being to recuperate those funds and to end the practice: "Yes PO Comments: V. Invoicing �w Adva rCed iulnd Objectiv& t"cm ensure that advanced funds Issued to the provider agency were upended in full and that any interest on unused portions or overpayments are remitted to 5FW Perform this section only if the provider has received an advance payment on its contract,. 1, Advanced funds were deposited in an interest bearing, FDIC insured account. Qs 1�01 _.._..__ _ .. _....... Interest on unused portions of the advance wvere identfied and returned to FWI l . es 1po . If the provider charged unallowable expenses to the contract or was otherwise ... + verpaid,..�rr+angernents have been made to reimburse 5F' 1B. es �o comments: Eli. �ener�ll 1v6itunc� t7 6jctiw�e; . To ensure that the fi5cai condohon5 and requirementts identified in the contract are being met and documented To also ensure that the provider agency is properly bA1ing SFWIZ for the accurate number of.selvice units, Perform this section for all contract types. _ -- __...... _ ,..-_.m� 1. andoLn!y select and_! fpa.three invoices submitted to FWI for y ent and 15 south florida Ern�o � y Florida B. General jruMa!gp determine the number of service units/ invents bein blled. "es No N1�4 . perform the steps indicated in the applicable sub-program below. o NTX +comments. C. Performance Fused Contracts Complete this section if payment is performance based, R.._....� p p p invoices wv ith SF� 1 finance staff. �.. Review the payment process and sampled invouces Note an issues or problems that are brought a from this review/discussion. Expand the tool to include review of specific issues. 2, Have the provider generate a listing of service events For the selected programs for the months under review, The service events roust include the duration, date es of service,client name/identification number,and if possible the name of the em loyEe rendarmnc the service. M 'Verify that the provider has a data collection system / process to track � performance outcomes. Yes No N/A - 1s the data collection .system / process documented and daces it make. sense? - Have the provider generate/ provide performance data for the sampled vice months. toes the data corres and to the invoice's service documentation) services the service billedient belled for acceptable �...____�.� � ..�y s rendered. ds o e employee's. Eor the verified serviceys noted above, trace the employee time to that em to ee's time record, Note an discrepancies, es =No Comments: l� Fixed Il�rlcr�u'��urutrauctt� Complete this section if pa ment is made on a fixed price basis. _._.�.... _ . ..... 1. Review the payment process and sampled invoices with SFW1B finance staff. Note any, issues or problems that are brought up from this review/ discussion. �es o _Expand the tool to include reviurw of specific issues, Haected ve the provider generate a universal review. g of service events for the service events must include the �I programs for the fiscal year under o durati� tp of service_ and client name dentficatian number. , Select a random sample from the universal listing generated above., �F. Trace the service units selected in the sample to source documents. Trace the °t information to the client file also. Note an discre ancies regarding unit of es �o service measurement and documentation. 16 s MAX 4 f a i Mi rriw fmmm ploy Floriila D. Fixed Price Contracts 5. Compare the number of service units reported in the monthly invoice to SFWIB to those indicated in the rovider's summa tLeporLs., Note amp d'iso:repancy. �es Comments:. E. Carrot Reimbursement Contracts Complete this section if payment is made on a cost reimbursement basis. 1. For p the selected three random months of invoicing for testing, verify copies provided in the invoice package with original documents at the provider location. rr Note any discrepancies. submitted_as paid for reimbursement purposes, compare to bank 2. For checks L i statements for actual clear date. Note results on wworksheet. _ eL 3. Note if the provider is exceeding any line item contained in Che budget by more IT ITITm than ten percent without obtaining app oval fromFW'IB. es , Ensure that expenses billed to SFWIB were encumbered / incurred during the � contract period. If not, the expenses are ineligible. _... _. yes _ o ... Ensure that items purchased by contract dollars budgeted as purchases are not financed or otherwise not owned in full' by the provider. Comments; F w �q art Services ce Complete this section if support service payments have been made to the provider. Review1. the last three months of oaviderse.. . gi support services reimbursement packages submitted to I_ b the in accourmtirm' 0 . Contact(Bryan at IT and have him generate a transaction random sample report from the support payment tracking system for one sampled month (the report �es 'o will be for 10% of the total transactions for the month), A reimbursement package from 2 -g months ago should be selected in order to perform the fete review. B, Select a random discovery sample from the universal listing generated above.The LampNe should be a minimum of 15 transactions, �es o' . Trace the discovery sample of transactions to the participants file, The file should p p docurnent the need and approval for the support services. Note any IT discre norm s with documentation. _. . Trace the discove transactions to the a abNes ournal Tfine rovidor 17 south flora M dV �r i- : iO: rv�ce should have incurred the expense and paid for the service prior to submitting the Yes No N/ reimbursement package. Note the following: • The check issued for payment by the provider to the vendor of the support service is date prior to the billing package submitted to" FWIB'. • The amount of the check matches or includes the transaction sampled (you will need to see the check request detail to make this determination). a The check has cleared the bank (depending on timing, this may have to be left open until the receipt of the current bank statement) within a month of issuance. Document any,discrepancies noted above in the work papers, ....... .....................�. Comments: the support service payment must match between the participant file, the provider's _pa�ies_§gtem,and SFWIB records. dote any deviation between the three areas. Monitoring performed by, _ � � ..... _ 1 a go 4)" 111, "fill 113 S 0 "/111 4 (rd, YA III P, 1 1111 11 fl, 'fl, JAY, M, V A /M 4D 17/1 M 4 �,"a OR, 01 It IR M rol V Pi A A A0, A I t-O MINIS TIR"ATIVE Mu"NITO"NRINk"37 Tu"OL B ..............................11 .. ...... Exniui a ADMINISTRATIVE MONITORING Exhibit c1 ADMINISTRATION REVIEW TOM. f)ppren Yes No �%//rill/1% /%/i/iii//// IBM I 1 Findingsl Corn men i,,,�„%/✓/„.,,,,, y, /„/,, /f/ it =5577op Comer NIA Fxecalta:acontract irl , a New Marne';Achieve Through a Education, Inc. Executed contract t Contract Number(s)r RET-DIP_P754- 1-001 Fxecuted contract Center Director:MO SOMOillan, CPA Executed contract Reviewer Name:Fernando Olio Date of Review(first clay on-sito)Juesday, epaternber Via,2005 A. Agency Policies To ensure ttic.at the Agency Maas key policies that estcabUsh proper operating rocedutes and obi dance to the low govorning its Operations.A wee/developed set of policies Arad procedures safe uofd the Agency and its funders by daarifyfrarl expected dehoWor. These poUcies may be lr'Pclualed in the ernpaloyee manual, Does the envy have a written Personnel 1 Policy? Does the Agency have can cc cw unting N-'oil y and Pmcea4ums Nta-ama,l? Danes the Agency have<a written Drug-Free 'w orlapalac,;e Po icy? 4 Does the Agency have as written Equal „n, a Does the Agency have a written Sexual l Does the denary have as written policy 6 regarding Conflict ct of Interest? G,)oes the Agencyr have a written poficry 7 regarding Nepotism? ? 8 Places the Agency have written procedures to, (Does Agency have clear pao cies addressing Pecaes the r ptency have as written Client 10 Grievance Procedure? c bJective,- Taa erasure that the provider is a"a current, re lsfered enfdly^with the Stale of Florida, Is the Agency registered wilh the.Florida Secretary cat state and is the registration current) 1 "N ADMINISTRATIVE MONITORING RIN1NG Exhibit 8a PERSONNEL REVIEW TOOL Months Reviewed yes No N/A Findings/Comments One-atop Venter: /A Executed contract Operated by:&'dulf Mankind Organization„ Inc. New Name: Achieve Through Education, Inc„ Executed contract Contract Number(s):RET-C'diD_PY'04-01- i Executed C01`111`0 # Center Drre�c fear:Ar-ia sorneillaa,CPA Executed contrac.t I?eviiewver Nameu Fernando We Date of Review(first clay on-slte)1'uesday,September 6,'200 !A. General objec°tiveas: These questions provide or)overview of the capabilities at the Agency rn managing l aumon resources issues and establishing arid toilowirrag its own procedures as required by best/araa.tiros, sae Equal Erri loymeni Op ortunily,' orkmara's Compensation, Fcarnify and Medical Leave Fit, Child Labor Act,Fair Labor Standards Act.Minimum�'Wage, Migrant and Seasonal"worker Protection,aana:d other nnancdcateadl or relevant i posters conspioeaously displayed by ffie Agency? B. Payroll Taxes Objective: To ensure that the,Agra n� cy is<w:ofa:ulating rand remitfrn t atd poyrofl taxes, ir"aoiuding unemployment corrmpensanation, to t1-w r::rp roprdate njagena;ie,in as firnelyr monner'. e Withholding and FICA taxes deposited on a timely basics d and in accordance with payroll r(igister adaa'ta? II Is thew Quarterly pRS Form tf 41 properly cornpletead,submitted, and paid on tirne?i raace payment to bank slatearnent). 2 Is the yearly IRS Form#990 properly c;ornpkeatead,submitted,ar'"wad paid on time?,(`Trace payrnent to bank statement Are L)naarraployrra+ rat "ompensatuon Payments made on tirne 4 and accurately?(Trace payment to bank staaten)ent) Were all Tax or Insurance payments made on time('by due aaa If No above,were inleresxst and penalties asasessocl against If interest and penalties were assessed,were these:costs b allocated to any SFh," B contracts? 4 7/1 /200 111: 4 AM ADK41NI TRA'TIVE MONITORING Exhibit 8cj FISCAL REVUEW TOOL /im /riiU/rarrrir G%%/%%//rl/i /�/i�%% %//ii/%/// //////DODO%DO/% yN �hS i' Yes No N/ Findings/Comments Reviewed Cane-Stara Center:N/A Executed contract r. Operated by:Adult mankind Or ani aVon,Inc, New Name;Achieve Through Education, Inc. Executed contract Contract Nurrataer(s)'RET-DPi.PY'04-011-0 Executed contract Center Ealrectov Ana SumelAlan„CPA Executed contract Reviewer Names Fernando f. dlo September Vie,20015 IA. Chad of Accounts i Obpectives,° To, obtain a picture of the Agency's overrrafl fdsr:cat ccafacabilities. Does it support proper ailocatlan by having revenue and expense categories properly t identified by ro rcarn? Does it have an a naiiowaUe cost code to faraperly 9dentlfy uanailowable casts? 8. Bank u tb) c,hve To ensure that fare Agency has the a ppropriote cash flown to meet the rig-vds of the proc,'rrom, that its man gerrrent keeps Wreast of the Agency's cash flow, and fhrat it has tc'aken stcWs to,Protect it self from froudualent cacfivl'fies, Are bank statements recondied,revuewed„and — I signed off rno wnfha y? Are adjustments properly docurnented and 2 expiained? Trace ra sarrafale of outstanding checks la, subsequent bank stater-cents/recaancHi ion"s and list any that does not clear within 90 dos. Obtain an exfalarnc:ationi frcarn the controller d CFO, (�kvia rr rsnt4 ^radrw9tiaa Review bank statements to determine the cash 4 flow position of the Agency, ................. Do bank:staternents reflect returned checks due 4a to insufficient tunds�? Etta bank statements reflect a positive balance at 4b the end'of the month? ', journals&Ledgers Objecttve.° re.)enssa(p that the Agency has an eacuco ntdng system t'hca't properly tracks cacti fincancOl anactivifies fear the prcgrearn, Does the Accounting System include these major 1 componenis; m a rasda Recel ts,Journal?(I,e.deposit log, receipts book) Cash Disbursement Journal?(Le,cheek register) Accounts Payable? Accounts Receivable? Generall Ledger? Are Receipts and Disbursements reconciled 2 monthly with the GeneraR Ledger? ADMINISTRATIVE MONITORING Exhibit 8a FISCAL REVIEW TOOL Months h�B i} k FjP19�GP1 IS7MP7irCX One-Stop Center:N/A Executed contract Cpratd day,Adm.m�.. miugt frarrbzb'rtd C7raripzatlorr,Inc. New Nalrne Achieve_rro ugh Education,Inc. Exalcutad contract Caratrract Numba r(s) E"H:7P•b'Y'04:.: 1'p,- 0 Executed contract Center Director,Ana Soo lgl¢an,CPA Executed contract Reviewer Nearuna:Fernando Odio September fir.2005 Are adjustments properly documented and! explained journal entries)? 7/1 / 07 11:' 4 AM ADMINISTRATIVE MONITORING Exhibit 8ca FISCAL REVIEW TOOL Months i //�/ °h No 6N/A. Findings Carrarrrrat Reviewed One-Stop Center: AA Exeou tect contract t per''EFti by.Adult Manklna:t Organization, Inc, New INorne:Achieve Through Education,lncr Execu.atecl contract Contract Ntamber(s);REIT-DP Py'04. 1-00 Executed contract Cenhear Directov Ana Somelhlan,CPA Executed contract Reviewer Name:Fernando 0dica September 6,2005 ID. Accounts Payable Obje ctivp,° To ensure that,oaayme ts am',,u properly documented and that the Agrency have proa.eu.fa.rres to profect kts assets frc)rn,anineacessaryr expenditures such as porraltlu as ora:t dupficate,aaa;auyrnenIs, Review all transactions that appear in the general ledger for the following accounts ua tronsoctdon types;; Legal interest and Penaaltles Late Fees Settlements Miscellaneous la conrrzua"tors Any other category l aacc.oaunt that may ,cainwr,,,. revent potential Viabilities or conflict of interests that rnaay impact on the provider's ability to comply with contTM tu.uat re uulrernenh°s. Select o random number of charges front the general ledger provided plus fransacatlons is enli ied above and hest to deterrnlnea the following! I Air^payments,generated by an on lnaV'nnv6c0 Do invoices detafl the nu.am er Of units. 2 aleascripthon, unit cost,and total? Is payment approved by authorized 3 rstaaff/m anca ernerrt? 4 too check and invoice carrtoeants agree? Are,Invoices paid In atimely manner? ,e,within Are any of the charges unallowable as defined In Were unollowab[e costs booked to an account so 6o Identlf'd '? If tic),.sc:hrealaule and total the identltloiN 6b a rrh0ltaw^ciblea costs and wfito aura as as finding, 7 For Tax-exaaMpt Agencies.ONLY, . 70 Os Agency paying Sales taxes? If YES,Is Agency filing for Sales Tax refunds from 7b ffie State Department of n ever°ague? =E. Documentollon Protocols 7/1 / 00 " 11:34 AID ADMINISTRATIVE MONITORING Exhibit 8a FISCAL REVIEW TOOL mon Is �E11fI VW d Yes I`o I"/A findings P 4F�"p/' ono is One-Stop Center;N/A Executed contract Operated by Adult Mankind r+ aniaatian,Inc, New am eu A d)lleve Through Education,Inc, Executed conlracf `amrtract INumber{s):RETw P PY' -01 t Cw Executed contract Center DIreclov Ano S'armenldaru,CPA Executed contract Reviewer Name.Fernando d'* September 6, 2005 �OTa c.fi ve� To erasure that the Agency have pofrcies In pr 0ce to protect Useff'and Hs clients by i afcaqaarc/rrag its docurraeratcatdara.,arad storing it os required by Ow Does the Agenacy°nave cma podlcy to maaidntalin and stare documentation as required by law and the Note,ftadat each p to romr tbrrr:er„ and the IRS have different starcacne requrfrerrwnts,dry addition, Jrsdrol documentalion and cUent f&tes may have d ifferent storage requirements under the,sar'rae contract, Whon documents falf in more than one category, they must tX4 D�oes the Agency nave tarofocods to protect computer-based documents and records?0;1.e, back-up onto a medium that is stared In a fire- resistant cafe) 7/1 / 007 'I 1: 4 AM ADMINISTRATIVE MONITORING xhbt 8a FISCAL REVIEW TOOL Months W$CI Yes hf dEraddras/ taraaeraenfs RevieOne-Stop Center fillA confr a.1 Operated:by T<Tm man'wno cA aaization,inn, New Name A(hleve Through Ed.ucatlan,Inc �xeu tinted contract Contract Nurmkaer(s),RE T-OP-PY'04-Qv-00 Executed contract Center Direa toc r aaa SornellIan, CPA Executed contract RevIewer I arrae:Fernando OdIo �F. Program Revenues Objective.` To ensure that revenues genearcrled fhroLugtjl the program ore proper)y uracanra(ted and ray-Investod 0 as manner consistent with the intent of the founder. Does")Is program generate revenues(interest, t excess revenue)? ..... .... ........ If YES,review procedures to drater drme the follloWnp: Does Agency have procedures far collection of such revenue? Are revenues promptly deposited In the bank account at the program? ? Does 43ency prepare a i:aerIodic:(monthly or qur`arherhy revenue flaw report? Are these revenues re-invested In program act#vitaes or otherwise expended as allowed by the program funder? G. Credit Card Transactions ions To ensure that the poficies governing Me use of corporate credit dit ar:ards are designed to safe'card the a:axsets of tha,:a pr(.,)grrxrra and Me Agency and not used to cirotrrrmvent normal p-urchamas.rng pf;Uc~es. Deplete this section,if corporate credit cords have 0e ri Issued In the,A enq(t narnoe Does the Agency perform monthly account t reconcdlIation far calf credit card accounts? Are original receipts attached to the statement) Review tt°ue number,stye,and,type of transactions, Are they revs rlobde and do not cIrcurment normal purchasing poldcdes uwand control's?' Does the Agency have a wrItlen agreement w4hm employees who care issued a corporate creadt 4 card?If Yes,answer the fralio ft)g: E:taaes the agreement rea?U re the er-mploya":e to submit orI ginaal receipts for expenses charged to 4ta than card? Does the agreement recgudre that the employee retr.arn the card at the end of ermpioyrnent or at any ttnme prior to separation"? warm"ir^. 4b 9 7/1 /2007 11:34 AM ADMINISTRATIVE MONITORING Exhlbit 8a FISCAL REVIEW TOOL //��i� / r /� Reviewe Months d YesNNf4 Findings/ FreT1C9iY 7no-stcp:a CeMer;N/A Exa coated contract , Operated by:Adult Mankind Organization, Inc. New Mare:Achieve Through Educatfaan, Inc, cured contract I ontracthJarrmaber(s) REll.DP-PY'04-01-00 Executed contract Center Directory Ana s'anwuelllan,CPA ExacrA ed contract � Re0ewer N arnw Fernando Odla S,pternber 6, Does the agreermmant include provisions to nsaare thaat employee pay for persaanaa 6taw~ms crr other r•nan•aflowaable expensescharged to the 4c credit card?u Etaaas the Agency maintain as fist of who has been Issued credit cards and th!ek corresponding credit card number? Corporate crwdR cards that are loaned to employees are ccrmtrolled through a lay or some other mechanism,indicating date(lent.person"s name, purchase amount and description, and 6 d,ataa ra~mtaarnod. Are personal purchases belnag made by ttmaa caardhoUer?If yes„pafaa�me elaborate can what steps than agency racmk to recaapxamrataa those tljrrds 7 and to end than practice. 10 7'/1 /2007 11:34 AM ADMINISTRATIVE MONITORING Exhibit 8a CONTRACT PAYMENTS REVIEW TOOL Months � IBM Yes No N/A Findings/ Caa"Cata enIs Reviewed o une- top C ontac N A Executed contract r.Yf,nca as ey'7U7aP"r;irh¢. ,Fs-,,larr zcu..uon. rac. e—w carnd'. c. o F ThonauUha lfriucation inc, ,+�c:utc d contract, Con r7xFT Nurnbef(Q :. Executed contract cw ewer Directov Anca Sorne illarr,CPA Execl utod contract Reviewer Narne:Fernando t dio D ate c:af Re Dew(first dray on-site)Ju :day,SepNm bor 6, a r A. REVIEW OF REIMBURSEMENT PACKAGES I'Was than Request for Reimbursement Surrami'ary Sfaferner'0 signed by F Executed contract two ne, authorized Parties? Was the Raqu ist ror fw'(4nra burs ernent Summon y Stat rrneN subrrffed 2 on or before the'7thy business day of ac r)rrontha?Indicator date, Surni'nary Statement roceawved, 3 Was the Raasls,ra~n t for Reimbursement Detail'Slaheement rec:eve d? lnvoy co Package 4 Wijs than rnonfhtly faayrdl retgsteer received? Invoke Package e 5 wo's the tyr„nerol ledger received? lnvoicra Package Was Ttere docurnent9d evidence throat the packages were rovie�w ed Invoice Paae;fzagea tfy FIN'Slaft Account ar,ats I,rrur>a Yap C>roc ess0q? V�vsw,*w 9he general ledger cadlnfg shac-cat prepared by the SFW Staff Accountants eaelefrnine,its accuracy such as genera redgear 7 cwacc,,aunt rrurnbeau 0)dex corn,fw-)d codex,service provider,efc, GL C.ar ing;tweets AacertaW)that it was signed and acted by then accountant and sorn,rprovead by the supervisor, I BUDGET REVIEW I Obtaln and review oa copy of the fast approved budget, Executed contract Do than,general ledger account n"7urnbef'5 in the apr,::raved btx-lgef Request for 2 correspond tote rapes indicated on than Request for RaaurraE^ar.ursement Reimbursement Dotall Detail Staten ueer it'"? Staternent roan Peview:staffing Ievels and current vo anci s,EDoesstatflind levMs 3 agree with the t"audig sat? ,Ascertapn that only approved lima itearrus were included In�thr Request Pequest tear 4 f Reimbursement Detail Reimbursement Detail;tcato nrarrt' traterrrernt form , DETAIL REVIEW t , eat p ,- a I?oVrrr R Requestor acavcmct a sample ,rat payable Iran+�c��ticans and review than sr a )omna e�ooC rpentcrtion naaintanrred ash than PmOder. burs rnent Detail rn nt f run Were tree invoices oriE}w,i als? Invoices 3 Were than. invoices r,:aPEyroved and sacamped p0d? invoices ewras _of 4 add lhwea rarnounts ro-, Arta=rd on the Request fr-jr Reirnbulsernent DetciH RE rratAosearr7a nl Detcall 5lratemont agree to tiaea carruounts Iaastaer;,l to hlie general ledger? Statement torm and 5''G'e na the expenses Incurred for the,montin services were resndere,rj? Select a samPle Of _ paayroil trransactions,RRview hnr'ue sherots.. Cornracirer hr,-re lotrA rtc.uanbe rs of hours,worked indicated on the dine PaayroO and staff tiMe st'ueWs to the na.urribar of hours paid as reflractegd ran the,faayrcaWl sheets re'card�5:.. BUS ANALYSIS ,r„y 3 ry 00 11 3 }fit t ADMINISTRATIVE MONITORING Exhbit Ba CONTRACT PAYMENTS REVIEW TOOL 77 Months Yet NoN/A Findings fComments RV'1eWCI I ,ane-Slop Center NIA Executed contract 0 rotaac V: gar°N gar r6 an a Gran ne:, New argue, c"riaa,ra Through Educat on,fnc, Execulrad contract Cowracl Numb.F7,5: M _ m .. Executed caaritrr'act Center Director:Ana Sarnelli an,CPA F'xeci.led contract IReview,'aar Ncarne:Fernando Octo Dafe of Review(first day can-sito)J'uesdaray,September 6,2T 5 Prepare a vaaulsance analysis work.sheet,Inctresate the actual amounts for each bw1get fin rand the projected actual amounts,Compare t the tatca6 prow ec'l at actual aaniount to th.e tau getes,J aarnaaunts,WoC n a xp. an atbn for variances caviar 1,510,from the Finance Director, 12 7/1 / 007 11:34 Alvl ADMINISTRATIVE MONITORING Fxhlkaut f,. SUPPORT SERVICES REVIEW TOOL /r rrr r/ cants FVrtltnu f r Yes No INF'A /„ro ,ii//�iij/, Reviewed Ca11Ytl'�lT1 eats one-stop "eater:N)A ecutod contract 75perrated hey•Adult Mankind Or caniantlon,Inc. New twNamea Achieve through Educaatlon,Inc, Executed contract ContractNumber(s):RET-DaP•PYftwt-ttl-9) Executed contract Center P.R.ctor:Area Sornelilan,CPA Executed contract Reviewer Norse.Fernando Ocdl'o ca e o, ev{ew7rsf Zlay on-s e- ues a_ay, w p eum ar 3,7755 Obpecfives, To ensure fhe infegrdty°ol'support seroccs provided by service, providers and billed faa,5FW A. Support Services s Review the support services reirnbuarsernent packages%,ibamitled to t 'EE'"wy by the provider and check for the followlr•ap: is esac;h Ilse Item of the pockage supporters by properly to executed vouchers? It not,disallow One Item for char go bock, Select o rrar'ndorn discovery sompie from the package,l're sample should be ca minimurn of 15 transactions,and do the lcaliowing; Treace the discovery scam phra of Iransoctions to the participont films, The file should a om.,iment the need and approval for the 2a ,support services Note any cdlscaepandes Wth documentation, Cr�,aa:sa�ttaea rtl,sar,o,wrary sa-arraplar�cat'tacarar�aotlaaras kca tt�e p ��astai�'as lournol(check register), The provider should have Incurred the expense and cola for the service prior to subrrlhting phe 2b re imburs(N-R rnt package, Note the fol➢oWng: The check issued for payrnent by the provider to the vendor of thesupport service Is dated pricer to the,billing 2b(t) package submitted to FW, the ornoa.unt of the check rnotches oa Includes the transaction sampled(.you wllli need tea see the check ( ) request a etatl to rnake this cletermination), Me check has cleared the bank(depending on timInp this may have to be left open until the receipt of the current 2b(„3)' bank stcaterrrent.)within a month of issuance, Docaaurnent any discrepancies ies noted above In the work papers, 7/13/2007 11:34 Al" I 0 4 m a to w s a a d a a A is A w A A Al I a m A A a no m a A a a a Q A ,I C-'.'ONTRACT PAYMENTS REVIEW Tu"U'L ............... Exillit-At 80 CONTRACT PAYMENTS REVIEW TOOL ExhVl 8b Montis Yes No N/A I Findings!Comments Reviewed N .. aCent(- n ta r, Exec u con tract or' td o Executed contract t nntaact Nurrut � Executed contract 4 CenterDirector, { Executedcontract 6 'Reviewer Naar°ne. b bate,of Revk wv(first days n-se`to) REVIEW Of REIMOURUMENT,PACKAOSS !Was theRequest tear Reimkaurs meant Sun m(Ary t 7 Exut�d�contractra:act ;Statement signed!by two O authorized parties? "Was the Request for Reimbursement Summary 8 !Statement submit led on or before the 7th tausknen arnrncary � lady of each month?IndVaaa-ate date recaAvawect, Stcatearne nt r j Maas the Request for Reimbursement bursnment Detail i Staate ment received? Invoice. Package 0 lWas the monthly p yrcl register received? InvoicePackage I as the general:,ledger received? tnvcA a Package Was thorn=cl cura-oent d evidence that the N ackageswerp reviewed by SFw Staff Accountant s U Invoice Package prior to processing? .. t.. f % nvi sw the general raal ledger ending sheet prepared kay the SFW Staff Accountants and d termn nu!its � t ,�accuracy such cis general ledger account nurnb r" t Codingstieets index code, hind code,services provider,cats 'Ascertain that it was signed and canted by the accountant and approved by that supearvisor, �Obtain and review canopy of the Vast opf''arovv d 4 ! ExecutedcontractJ I 1 taudglet Do the general ledger cacacount numbers in the Request f'or � N8 'approved budget correspond to ttae names Re imbUrsaar"reerat indicat d on the Request for ReIrnbursement Desat fl DetaVU Stnatern nt Stet rreent? foam p ......... 7�"�qu!esf tear f f Ascertain that only taruvsaat lineitems air {{p�ryryReimdur rent 1 N uruciuded in the Re qU st for Reimbursement Detail Sta-ateme nf, f a taaiU Statement forrn CONTRACT PAYMENTS REVIEW TOOL Exhbut 8b r / Months Reviewed Yes I NoNi/AtradtingS!Garaterat Select a sample:of,_-_ttayrable transo tlons and� Request for 17� �revlew the supporting documentation maintained 1 R tali tat em rut jet the Provider, etaiiq Stcrtaan'a�u'ut form 1 here the invoices orlaalnalls? lravure 19 Were the invoices approved.,. and stamped paid? Invoices " ' � Request for Gybe the arnouants reported an the Request for Reirnbursernerot { 0 1Reimbursement Detail Statement(agreed to Me Getall Staler...... am aunts posted to the general ledger? form and(general ledger Were the expenses incurred for the month(searvrc es t 1 were rendered? 'Sepect a;,a sornple of .._...._. payroll tra;ansactbns, Review time sheets,Cofnit,)are the trtap numbers at 22 hours worked'indicated on the time sheets tc,a tf�ra Payroll and scat# number of hours pall as reflected on the payroll tar°ne sheets, r-,cords (Prepare as variance analysis worksheet,lndllcate the' tactual amounts for each budget lane and the jtarcojected actuall a,rnounts,Compare hhie total 23 projected acfuap amount to the budgeted j rarnou,ants.Obtain explanation for variances over #0%from the Hnance IDi rector, 9 IN A 0 0 MW, M), 14 4 OR, m4 g"i� fo, 0 a I It do SO 101 Off, ro, 9 04, Ij rN 11 a p"I n 19 a �d 1, 01�' M Al it's.. 1 4 1, V/j/ ACCOU ITS PAYABLE, REVIEWTU""O"' L ACCOUNTS PAYABLE Oit JECTI VFS: 0 To evaluate that an internal control systems is in place for requisition, purchase, receiving, purchase order, invoice approval, approval for payment and payment. & To d0ennitIC the propriety of their processing and payment. a To obtain satisfactory evidence that all authorized liabilities have been properly recorded and authorized in a timely manner. 0 "I"o determine periodic verification ofactivity reports With underlying documentation. 0 To determine (fiat acrcrued expenses are approved by properly authorized personnel. * To ascertain that adjustments to general ledger accounts are properly documented and approved by management PR 0 CED I IR ES: A. UNUSED CHECKS I. Control the inventory of unused checks and proceed to perform an inventory in the presence of the custodian. Obtain the custodian's signature. 2. Reconcile inventory totals to control records and obtain an explanation 6or any discrepancy, 3. Review the existing controls over the checks, including, the checks prepared but riot mailed. 4. DeteTmine the Frequency of the inventory,, H. INTE,RNAL CONTROLS 1. Evaluate the existing internal controls by conducting interviews with key personnel (segregation of duties eg, voucher posting frorn original invoice, check preparation and mailing of signed checks, authorizations, approvals, reconciliations, etc,). 2. Document via flow charts, and narratives, the accounts payable cycle. 3. Review controls over the specunen signature plates, if applicable. 4. Obtain and review the signature file of authorized personnel. 5. Review the existing controls f'critical forms (purchase requisitions, purchase orders), C. POLICIES AND LlLtOCEDURES Review the existing policies and procedures. Ascertain that the following is addressed: 0 Control of inventory of unused checks and periodic inventory of checks. • Monthly account recoi-iciliations art(] review oftbe aging schedule. • Assigned level of' autborifics approved to the and of Directors an(] signing authorities. • Managernent's criteria to authorize vendors, • Master file of approved vendors' prices and terms. Cash discounts on all invoices paid within a stated number of days. Adjustment to cash disbursements, vendor accounts and account distributions should be authorized in accordance with management's criteria. Specifying that changes to purchase orders must be approved in Writing by specified executive or supervisory employees, All capital expenditures over a stated amount must be approved by the Board of Directors, Competitive 'bids are to be solicited for all purchases over stated aniount, and the lowest bid will be accepted providing the vendor can meet the specified terms and quality standards, Type of goods and services to be purchased, irlClUdint-1, quality standards, prices to be paid and, acceptable terms, The entity's policies with respect to related-party transactions, conflicts of interest, scrisitive payments, etc,. PRIDE and purchases of goods and services from minority businesses. Retention schedule, fo Accountabi lily of critical forms, D. FINANCIAL REPORTING 1. Request tile last general ledger accotints payable reconciliation performed, Deterilline that reconciliations were performed on a monthly basis and reviewed by supervisory personnel. 2. Request a trial balance, the accounts payable subsidiary ledger and the aging report as of audit date, 3. Perform reconciliation to the general ledger as of audit date, DoCLI[Ilent and obtain explanation for any discrepancy. 4. Select a saniple of outstanding vendors" invoices/staternents and compare the information to the detail accounts payable journal. 5. Review outstanding payables for reasonableness. "Trace !subsequent payments to the general ledger. 6. Review internally 1:,)repared reports submitted to managerrient for completeness and accUracy, E. kt,'FAILTESTING 1. Paid Invoices Select as judgmental sample of paid invoices within three months and detert-ninc the Beal lowing: Payments arc, generated by an origmarl invoice. Invoices detail tile number of units, description, and unit costs, discount arnount and total. Payments are approved by authorized staff7managernerit, invoices are effectively cancelled to avoid duplicate payments (i.e. triarked -paid- and check number noted). 0, Check and invoice aMOLU'it agree. 01 Invoices are paid in a titnely manner(i.e, within 30 days), 0 Where applicable, competitive bids were obtained. 0 Sales taxes were not paid, 3 2. ChechRegisters and Bank Stalentents "'Oft" Obtain the check registers and bank statements for the last three months.. * Ascertain that bank statenlents are reconciled monthly. Review bank reconciliations for reasonableness, completeness, and approvals. * Ascertain that a(tjUStMCntS are properly docuniented and explained. Perform a cursory review of bank statements to determine its reasonableness, adiVity, LITIUSUal transactions, bank charges, transfers, and to deternimc tile cash flow position. Compared the recorded disbursements to the aniounts shown on the bank statements. Select a sample, of paid checks and 'review that the, endorsements correspond to tile payee. Compare the check (late and amount to the cash disbursements records. Trace a sample of outstanding checks ten SUbsequent bank statements/ reconciliations and list any that does not clear within 90 days. Obtain an explanation from the controller or Cl` 3. Void Cliecks Ascertaul that void checks are properly rnutilated in some manner (i.e. signatUre section removed, perforated). 4. Aecrnals • Obtain and review tile original docurnents related to accruals (i.e. minutes ofboard of directors and/or committees, contracts, payroll reports, vacation records, etc). • Test tile recorded accruals for reasonableness and determine that all accruals had been recorded, Analyze the related expense account for the period of examination. 5. Ainotints Witliheld Determine if arnourits are being withfield frorn employees (by law or by agroement), Test the aCCLH-aCy of the amounts withheld tinder the terms of the applicable, agreement or law, 6, ,Ualytica,/Re vie wry qj'Selecled Expense,Aceonnts Perform an analytical review of selected expense accounts and compare balances to prior year balances. Obtain explanation from nianagenient for large variances. r- AJ I' s", of al'(, ff"a, % /"a 'm pm "a Ifox ,,h, a a M, rM I 'a, A fi/ A Fl, 6 ff S `,0 ON IN 5 PAI, RM", 4 a INJ "0 P6, 4/ A 3 ! R 1 0 ;A A 11 1 A ACCO" UNT 1--l/-\YABLE IN�TERIN/-\L CONTRU"%L ESIONNAIRE ——--------------------- ......--- ----- Exhibit 8d ello"ll', INTERNAL CONTROL QUESTIONNAIRE ACCOUNTS PAYABLE Period Covered:—,- YES NO N/A COMMENTS 1'. Is there a proper system of requisitioning, purchase order placement and approval, receiving, invoice approval, and approval for paym ent? 2. Are subsidiary accounts,payable records (or Unpaid vouchers)reconciled with the controlling account at frequent intervals? 3. Are vendors' invoices verified for accuracy prior to en"? 4 Are vendors'statements compared to recorded accounts payable? 5. Are accounts payable adjustments properly approved? 6. Are debit balances in Accounts Payable properly reviewed and followed? 7, Is there a procedure whereby invoices are paid within the discount period? 8. is there a proper system to protect blank checks? 9W Is the segregation of duties adequate to safeguard the assets? "J"JAP so, a a, a fr,'G I aao 't, 'a Au m, 0"; M a IN 8 a a 9 R AN, a 0', A a a M, M, a rl, A a 9 4 4 4 4 04 4 lfq 4,, 6 A 4 A M FIXED ASSETS AUDIT Pir<" U/-**"G,R/-\ Exhib- it 8-le FIXED ASSETS AUDIT PROGRAM Audit Performed by: Supervised by; Workpaper Ref 08MECTIVES • To evaluate that an internal control system is in place for requisition, purchase order, receiving, invoice approval, approval for payment and properly recording of the assets purchased in the fixed assets system. • 'To determine the propriety of their processing and payinent, fo ensure the authorized purchase limits are being adhered to. • To obtain satisfactory evidence that all authorized fixed assets purchases have been properly authorized and recorded in a timely manner. fo ensure the receipt of fixed assets are in good condition and in proper order. # To, ensure the recorded fixed assts additions arid disposals are accurately recorded and properly authorized. 0 To, ensure that tile movement of' fixed assets is controlled and has prior approval. # To determine periodic verification of activity reports with underlying documentation, 0 To detertnine that fixed assets are physically inventoried oil a period basis, 0 'To ascertain that tile fixed assets are being reconciled to the general ledger oil as timely basis. * 'To ensure cornpliance with applicable laws, rules and regulations. UREV A. INTERNAL CONTROLS 1. gain all understanding of the procedures related to the purchase of fixed assets (procedures,, approvals and doctanaents used in the fixed assets nlana enaentprocess), Evaluate the existing internal controls by conducting interviews with key personnel. Document through narratives, tale processes crontainecl in this function. .. Evaluate the segregation of duties concept, Determine whether the purchasing, function is performed independently of` the receiving, and recording of acquisition functions. Document the segregation of duties. . Obtain tyre following documents: a. policies and procedures oil fixed assets (procurement, transfers, dispositions, etc..) b. Fixed assets register(trial balance), c, General ledger trial balance, d. Depreciation schedule trial balance. e. Physical file for each fixed asset, f': Payment vouchers with their supporting documents. . List of approved Suppliers.. h. Minutes ofrrreetings on fixed assets. 4. Review and assess the adequacy of relevant fixed assets policies and prwocealures, S. List the employees and their respective authorized hinits to approve capital asset purchases.. 6. Determine the frequency inventory is taken and, who is responsible for ensuring that inventory for capital assets is conducted on a tuncly basis. 7. l: etennine how inventory numbers are allocated, 8. Review the fixed assets trial -valance for items that should not be capitalized but expensed instead, 1 . PURCHASING I. On a sample basis select capital assets acquisitions from ........................- ............................. to Detemiine the following: a If the asset purchase requisition was,properly approved. a If it was approved timely in accordance with the existing policy and established limits. a Was the budget reviewed ("or compliance? 0 Review the requisitions to determine that whether the item was an addition, replacement or improvement, S Review the fixed assets, register mid determine that it was properly recorded. ................. C.n ILL"CTIVING 1. On a sample basis select w capital asset acquisitions and perfornied the following procedUres: • The delivery date was stamped on the dOCUment upon receipt. • Evidence that the asset was physically inspected and compared to documents (e.g, purchase order), Date that it was forwarded to the accounts payable department. D. CAPITAL ASSETS TR,,kCKIN(.r' 1. Select, on a random sample basis, capital asset's from the fixed assets register for verification and perform the ("ollowing tests-, 01 'fest the exIstence of tile asset. 01 Compare the information of the fixed assets register to the asset tag fear acCUracy. Document discrepancies noted. 2. Select on the saine basis, another sample of assets, trace, and compare the information to the fixed assets, register, Document discrepancies noted. 3. Perform a general review of the fixed assets register by determining the following,. Assess completeness in which information regarding tile as'sets is recorded, What type of doeutnentation exists. Infonriation recorded on each "asset master record" such as: inventory/asset number, location, description, serial numbers, insurance infionnation, warranty information, maintenance, schedules, leasing information, etc., 4. Determine what type of preventiVC Maintenance standards/policies exists for all types of capital assets, and how is maintenance tracked per individual assets, 5. Deternflne if there tire policies lor requesting, receiving and recording of transferred assets. .......... RECORDING AND REPORTINC L Perform as reconciliation between thefixed assets register and the general ledger. Dete main e who is responsible for this procedure arid ]low often is this procedure perfornied, 2. Assess the policy related to ffilly depreciated assets. 3. Determine from inquiries how often capital asset inventories are taken. 4. DOCLUTient the process of taking inventory, 5. Obtain the records of the last capital assets, inventorying and perform the following: 0 Determine who is responsible for taking inventory, a Verify that the physical inventory records, coincide with the inventory records,, Determine if' as reconciliation was performed, if discrepancies were fully explained and/or followed up, arid, if it was reviewed arid approved by an authorized person. 6. Review, the policies ffir disposing of or retiring capital assets. 7. I)etennine who has access to the asset records fior perf'orrning the asset retirement function, 8. On a sample basis select -.- retired capital assets from the fixed assets register and perform the following: Assess whether the assets retirement was properly approved arid was done on as timely basis, Ascertain that the asset retired was properly removed froni the general ledger and fixed assets,register. Review whether gait-is arid losses if applicable were properly and finely reported, 9., Review internally prepared reports submitted to management for completeness and accuracy. ............. ......................................... .........._.......................... .......................... ..................... DEPRECIATION 1. Review the depreciation schedule for reasonableness anti note any unusual deviation or irregular pattern. 2. Conipare depreciation rates per policy and procedure to depreciation rates reflected on the register. 3., On a sample basis, determine whether the correct depreciation rates have been used to calculate the depreciation provision. 4. Review entries to their respective general ledger accounts to deterri'mie that entries were accurate and were posted on a timely bas,is. G. POLICIES AND PROCEDURES 1. Compare current regional policy for capital asset acquisition, retirement ,and documentation with requirements outlined in OMB A-1, 10 and schedule any/all deviations. ............-.J d 10 IN VO, fj 'A" Al,„ r I m A wll �, I# a I /1 0, 09 A V 4 MI(l, /,p M, a I (S ob d 16 4 A r(A W, 0) 1 4 OA I (Q. tl, '0, 1 0 V I a SERVICE PARTI"N'ER"1131"' SELF-EVALUATION QUESTIONNAIRE ........... ............ ................ Exhibit 8f ; iiibit youth orda 1r � r gryy a _....,... ....................... . e 4 xk"C' 90.wwo w..., February 71, 2006 Dear Provider: Congratulations on your new contract award, Please find enclosed a self-evaluation survey to be cornpileted by the senior management of your agency and" signed by the Executive Director and the president of your Board of Directors, We request that the evaluation be returned to us no later than thirty days from the contract signing, The completion of this evaluation 'wwilil assist us in developing an annual monitoring sched�uie.. in addition, we are requesting that your agency please forward copies of the, documents requested on Attachment A to this letter. The information wilt be utilized for a limited desk review of the various administrative and fiscal areas that are normally examined during an on-site rrnonitoring, please note that FVV / SFETC is not waiving its right to conduct an ran-site monitoring of your agency and reserves the right to do so at any time. If you have completed this or a similar self-evaluation frorn another funding agiency, please call nee at fl A6g -7615, ext. 3,94, to discuss alternate arrangements, Please direct all correspondence to us at 7300 NW 1V' Street, Suite 5,001, Miarni, Florida 33126. Thank you in advance for your cooperation. Sincerely, Director, Independent Monitoring Office Attachment i ATTACHMENT A LIST OF DOCUMENTS TO BE PROVIDED FOR ADMINISTRATIVE DESK REVIEW I Most recent independent audit. If already submitted to SFW,, please provide date submitted 2. Management letter accompanying last independent audit. If already submitted to SFW, please provide date submitted 31 Most recent flnanbal report to management including the latest budget and expenditure rp-port, 4. Minutes of most recent board and finance committee meetings. 5. Most recent qluarterly federal tax form (Form 94 1) and'o copies of deposit for, payroll taxes. 6, Copies of the three most recent month's bank statements and recondhation's for each account, T Current chart of accounts, & A current roster listing the members of the Board of Directors. 9 A copy of the check register (accounts payaUe journal) for the most recent three month period, 10, A copy of the three most recent months of corporate credit card statements, if applicable, for each, account, IL Accounts receivable and payablle aging schedule as, of the most recent monitil,l, ADMINISTRATIVE CHECKLIST FOR CONTRACT COMPLIANCE PROVIDER SELF EVALUATION Agency name, address and telephone nium,ber: This certification is to assure SF W / SF ETC that the contracted agency has adequate administratNe procedures fn place to ensure that funds disbursed by SFW / SFETC will be safeguarded as outlined in OMB circulars and the Code of Federal Regulations. This certification is not a waiver concerning Administrative, Programmatic, or Quality Assurance Monitoring. SFW I SFETC reserves the right to conduct on site monitoring of contracted service providers as it deems necessary,. Please, answer all questions by chlecking off the applicable box. If you need to provide, additional information or cannot respond to a question, please attach an explanation on, a separate page or contact Johnny Guilmaraes, MBA, CGFM, CIA, Director of IMC) at (305) 594-7615, ext, 394. A letter precedes each, of the items in this tool as follows. M = Mandatory or required itern denotes items that are the minimum standards and for which full compliance is required. R = Recommended intern or denotes best Practice itenis. that, while not required, are considered best practice in the administration,of grants. Please provide a brief explanation on any negative response made. ,3 ObjectIve: To determine the Agery's prior performance and its ability to implement new procedures-as needed to is. .................. * - Review last year's assessments of the Agency's Administration, Were there any findings, areas of concerns, or other issues that need to be revisited or reviewed? �es 'o If No or loot Ap2ircatnBe si�i _this section, * - Was A Corrective Action Plan submitted by the Agency? -- Was the Corrective Action Pian submitted on, time? ;7es, 1plo 67 M, - "mere the proposed corrective actions acceptable to the funding agency? 1—ff-01 M - Were the corrective actions implemented? If Yes, when? _ es Po If No, please elaborate (attach additional pages,as needed)_,_.._._.__ ................. M - Did the corrective actions implemented correct the problern(s)? If No, please elaborate (attach adiditional pages,as needed) WX' ............... M - Does the Agency have a copy of the Corrective Action Plan? �e]s * - Were prior assessment results shared with rnanagernent? ....................................................... * - Were prior assessment results shared with the Executive Director? �e=s L ' ffo' N= .................. R - Were prior assessment results shared with the President of the Board of Directors? Cornrnents: Administration and' Governance Board of Dir'e c--tors O�jective: To detern7ine the capabilities and cultural competency,of t/7e Agency-'q Board of Directors to serve d7e hT. M -Is there a complete and updatedBOD list available?To be considered completethe BOD list should � ude each ernber's field of expert�se, direct contact [T-A R - Does the membership of the BO,D include expertise that would promote the proper operation of the Agency and further the goals of the program? ;C IS 1�01 The BOD should include individuals with experience in administration, contracts, and fiscal management. In addition, the BOD should include individuals with experience in pursuing the program goals (i.e. physician for health programs or child devftl22Ment exert for lead Start Pro rams R - is the BOD ethnically representative of the populations served by the agency? �PA R - Canes the Agency provide pre-service and in-service training to Board members? ---.......... ;R_ R - Does the BOO have a well-developed structure (committees)? -D List the active committees R - Does �th I e Agency have a, clearly defined Strategic Plian? ....................... R - Does the BOD receive and review an Annual Report from the Agency's Staff? e5 ffO PT/9 Comments: ................. ........... ................ Objective; To determine the,level of involvement of the Board of Dlrectors; and that their procedut-es fo#dw those R - Canes the BOD meet on a regular basis? (Check one) Full Board Monthly Annually 's N7 Quarterly Semi-annually Other(specify) Executive Board Monthly Annually Quarterly Semi-annually Other Comm ttees Monthly AnnuaPy —Quarterly Semi-annually Other M; - Are meeting minutes detailed and complete? minutes indicate that budge-'t"ar-y",-f-i n a-.i..-nc-ual,—an�-d—p-r-o-..g-'ram!m,atic informatio--n is presented to the b es oard? ' -No RTA -V--D-o-e.,-,an—authorized re—prese—nt-a t-ive of the BOD sign the rninutes? '-- -- Are W r BOD resolutions properly executed and documented in the meeting minutes? M - Are BOD resolutions gigned bV an authorisedBOD representative? ...... Comments, � .�-- ....... ��ncy fides To ensure that the Agency has a set of policies that establish proper operating procedures and abidance to the la w governing its operatidns. A well developed set of policies and procedures safeguard the Agenda and its funders by clarifying eApected behavior, These policies may be included in the employee nrantral: M Does the Agency have a written Personnel Pa4cy? Agency have an Accounting _ d ures Manual? M -goes the A r�a �'� ann racee ..-.� � ..�.-....._ ...-._...��j Cures the Agency have a v rittern DrU -Free Workplace, Policy? �— _� .._ _ .- Does the Agent have a written Equal Employment Opportunity Policy? o _- y Policy?- Does the Agency have a written Sexual n a a Harassment g RTA - 8ese.s,tG�e Agency have-a written Code of Ethics? _�. .._�_._..-,�.� m...�......... yes r R Does the Agency have a written Policy regarding, Conflict of Interest'? .................... ..........--.............. R - rocs the Agency have a written regarding 1epatarra? �=es Ro _R M -._Does the.Agency have written pro�cedures to protect client coontndentua8aty .._ g y G� �n � ...mm.... have clear 88cles addressing access to u~rb�lac recorc8s� requirement e ncy foave r written o arrae t�de emergency plans/procedures?� ... . ( -. �.� �_. .� (This may be a .._.. ..._ _- _.. _.._ M _ Does the Agency have a written Client Grievance Procedure? Yes �a -� �_ ........ _._..--.__. µ M Does the Agency have an Affirmative Action policy? ..... ._. _. ww es t0 ar ornnennts Other �b�ectiw"e.• Availability and fan7iliarit With the-,Agency laws and Articles of incorpor tion are consid red best practices in the admininstration of a non-profit organl ati n. In addition, a clear organizational chart rOVIdes an c)vervie w of the chain of command haul both for the internal staff and outside reviewers, M Are the Agen�c�s yGawrs avan9ale for—review? ..............— _aM M - Are the Agency's Articles of Incorporation available for r I 6 M - Is the Agency registered with the Florida Secretary of State? R - Is there an organizational chart,available that reflects the current organization of f-corrimand? R - Is there an organizational chart for the program(s) funded and does, it provide a .clearly delineated chain-of-commend? ;:e:s_ Comments: ............ laje .......................... ................................._.- 7, Cfieq�Parti�dation ciive: To ldentiWe Agencys efforts to involve the pppulation5 served'in the operations of the agency and Ir7 the manner seneices are provided, R IT Does the Agency perform any Needs Assessment activities? Does the Agency have a rnechanisn') in place to monitor and respond to client comments and complaints irl (W R - Does Agency have procedures to involve the consumer in the decision making process? Check all that apply Consumer representatives in BOCK? Community Advisory Board or Committee?, Consumer Evaluation Survey? Other? Please ex ....................... Comments: ................ ..................................................... ................... Personnel ------------ Objectives: The5e,questions provide an overview of the capabilities of the A.qency in managing human resources igue5 and establisinq and follol-Ing its ow� rocedures as Le �rlred la Lpast ractls��s. M - Ve the policies and procedures included in the Personnel Policy followed? Qs �Do Goes the Agency have established Job Qualifications that adhere to SFW policy? V-e-s� F-T—M 6.. M -Are employee records securely stored (under lock& key)? ..............--.—.................. �_. l Employment Opportunity, Workman'sCompensation, Family Leave Act, Fer mandated or relevant p�osters conspicuously�!sRlayed by the a2ency? '7-e—,, * - Review staffing levels and current vacancies. Does the agency have problems with staff turn over? If so, has the agency taken steps to resolve the issue? �f;] E --] Explain and provide documentation, if available, to document the Agency's s N6 wt efforts. ................... Comments: 7 i lJllrrsaw,.,: Objective: To ensure that the Agency properly documents how employees are screened for a particular prrsition, how employees are informed of the policies governing their work.and hoar they would be evaluated.. in addition, these questions seek to determine the Agency'-',;capabilitll to maintain required documentation and abide tail r quir i nts rerlardin (hair staff such as tes�rig,_guall cations, licenses, and Lrar2i2q, Select a random sample of ems ployee files and review there to determine whether the following, documentation is present and current, Note that Agencies that subcontract with individuals must keep sirnflar files for the subcontracted individuals and those are to be reviewed following the same: guidelines as personnei files. scope of services ti b (resume is not sufficient) or subcontract detaining the _.Signed s rvices to e provided, �._.._ M - Proof of,education (copies of degrees and/or transcripts) M - Required Licenses (must be current) RBackgroundCheck (must be renewed according to program regurerents),This may be required for some staff i.e c re workers) g Screening Vol Y i test (must be uenei�d ccrdin t program regr�irer�r�'aer�ts). "�l�pos may be required for some t childcare v+inricers aft' B.e, i M -.yob Description ''Muth performance standards _- N� . i�nnual perforuance,lni�ployee valuatuori T g orrn ... _. Current" - M Proof of achievement of required hours of training (i.e. Tler 1) _.___ _ .__ _.__- ��es, ro � roof of i�nowle.d e o' �_.._.. Procedures .�..... �._ g the l�geracy�-Policy omments: P'arrapi � �-d bbjactive,� To detetmfi)e if the Agency has appropriate procedures to track the payroll co5t.s and that these coincide With lirosa a Vrove incl�b tlnd'ii �uen °ncnt their work .. .� _ through a tir`ne es ._sheet staff�ra�h cdecl �.management,__..�.._.. docur.__. hoaars..__ . .. Pes Ra i�sor _.. . 1" _ lire tine records signed cti the e pjooye and til s ewes Yes No N/A .......... Mi! - Review Payroll journals: - Do they, include staff name, salary, hours worked, payroll period, and deductions? - Do they reflect employee's time allocation among i prograrns? * - For a sample of employees, review that positions and salaries match mthe budget approved by the funding agency. Do they match? is:' 'Wo' * - For a sample of employees charged: to the program, review that recorded time worked matches time paid as reflected in the Payroll journal. Do they snatch?...... =Ye5 JHA Comments., ...................... ........ ... ................................. .............. Objective: To ensure that the Agency is calculating and remitting all payroll tave-,;, including unemployment !2amp!2 timely manner. M - Are withholding and FICA taxes deposited on a timely basis and in accordance wvlth pa the Quartedy IRS Form #941 properly completed, submitted,, and paid on time? (Trace pa ment to bank statement) . �e=s . .......... M -Is the Yearly IRS Form #990 properly completed, submitted, and' paid on time? (Trace payment to bank statement �=es -�o' ............... Unemployment Cbmpensatiion Payments made on time and accurately? (Trace paym ent to bank statement) s: 'Rol M -Were all Tax or Insurance payments made on time (by due date)? eDs If No above, where interest and penalties,were assessed against the agency. �=es !T6 If interest and penalties were assessed, were these costs allocated to any public I--- fundln D �J TV0 sources _ -i-M --Are IRS W-2 Forms distribTtec!7in—a-ti�-ne1-y manner to current and prior I J E�OD —employees? ...... M -n V7jW"Fh�'IRS—I-90"Forms distributed in a timely manner to all contract empioyees? M - Was the Social Security filing done in a Urnely manner? ............. .............. 's 0 Comments: ................... ............. jPer so q I R ' dP Obtct1viT�ensure brat ri g ensures continued cot raga_2 7g( 7pl�an5�e with current Leg grad __ M -Are payments to the folloviing made in a timely manner? - Health Insurance Provider - Life Insurance Provider es o R7A 9 Yes, No N/A Dental Insurance Provider Vision Insurance Provider Other Insurance Provider(s). Please list: �eDs Iwo, 17_� es M — If the provider offers a retirement plan, are employee contributions and/or employer contribution cl��ositecl/submitted in a timely fashion? �es M — If the provider offers a defined contribution retirement plan and has at least 100i i eligible(need not be participating) staffs, was an audit of the plan completed'? Comments: ................................ Fiscal General 0b)eCtive: To:obtain aRi�ure of the Agency overall fi-scal e�pabi#Nes. M - Are internal policies and procedures as listed in the Agency's Accounting Policy and Procedures Manual fo,lllowed?This can be established by interviewing staff to 'es GTA' gauge familiarity with the manual or by choosing i a sample of poticies, and testing adherence to it. M - Review the distribution of fiscal duties (i.e. who approves the expense, who cuts the check, who mails the payment),, Is,the distribution of duties adequate to "�es' Wc W� assets,? safequ .................... ........... ...........................* -Chart of Accounts: - Does it support proper allocation by having revenue and expense categories �R properly identified by prograrn? - Does it have an unallowable cost code to properly identify unallowable costs? E�R es No r4 * -Indirect Cost. Is there a cost allocation methodology in writing and is it representative of the Vo allocation used"' �e=s Review the Agency's Cost Allocation Methodology for reasonableness (Le, Are the indirect costs charged to the prograrn representative of the program's size as compared to others operated by the agency?), Comments: ............ ............. ............ dam —---------- To ensure that the A_qency I)a-,7 the appropriate cash flow to n7eet the needs of the prqqram, that its n7anagement keeps abreast of the Agencys cash flow, and that,it has taken steps to protect it self from fram1blent activities. M -Are bank statements concise rnontWy? Yes No N/A 10 Bank M _ Do the far-parer nd the wrram� a"t u ec rsor saga the reconciliation? = = =. _ Yes � N/A —A-- Are adjustments properly documented and, explained? Yes No N/A M -mmReview bank statements to determine the cash flow position of the Agency, p Do bank statements reflect returned' checks due to insufficient funds? Do bank. statements refect a positive balance at the end of the month? Yes No N/A o bank statements reflect a positive balance at the end of the month?' Yes No N/A M . Are checks pre-numbered? Yes No N/A R- Do checks have an expiration date?To limit liability, it is recommended that check be marked with an expiration date, for example"Void after Sg days'". "Yes No N/A Some fenders have guidelines and requirements as to ghat the valid period of a check lay be.M.._-Does Agency have a policy for signing checks (i.e, checks in excess of x amount �] require two signatures)? Yes No N/A Note,Agency's policy; .. — R --Are blank checks stored securely (under lock and key)? _... _....._ M..._.. Yes NpN ,.... R_ Are voided checks mutilated ire some marmer (i.e. signature section removed, perforated)? Comments: wrrual objective: To ensnare that the Agency leas an accounting system that properly tracks all financial actA46es for the r ra rar71 lvl . Does the Accounting! System include these major components, - Bash Receipts Journal? (Le, deposit tog, receipts book) �j - Cash Disbursement 3ournal? (l.e. check register) 10 - Accounts payable? - Accounts Receivable? qq s A General Ledger? Accrual Sheets? _ �es �N CAN Are entries to journals performed in a timely manner(approximately 30 days)? TAI mmmm _...., _ . m '..Arc, pecelpts and i burserer"uts r��r.onculed moatP ly with the General Ledger? __.. . .�.._.... ..�. ._�....� _...._� _ _ m.�. ... �....�... M - Are adjustments properly documented and explained Uouarnal entries)? es FIE N 1�. Comments*. Bud Iet Objective: To erasure that the Agency ;expenditures math these approved by the funder and that the budget matches the needs of the rra rang. Map - Does the eater maintain an Agency-wide budget b fundingsource and _ 0.......�..� agency pre y � � _._.�. .__. R_bast the pare a cash-flow analysis (expenditures vs. revenues) at qua * - Does Agency prepare a Budget Variance Report or otherwise track expenditures versus budgeted amounts on a regular (not more than quarterly) basis. es ioD pe P g roved by ... Nvk' _ a expenditure rates tellewv those expected from the budget approved y (under? If No, can the Agency explain variances or is there a ,plan of action to reallocate resources?_ rces�" o u_. _ ...._.. _.... w. ...... _. __.... _.. ._�_ ..... Comments: rant Mail Objective: To erasure that payments are properly docun7ented and that the Agency have procedures to protect its �__......_ _ a ea' eraitures suci asaer� ltres and dr /itea'yerts assets from unneces...__ Select a random number of charges from the general ledger provided anal test'_to determine the follcawmncd R —Are...�...__..payments generated by an original invoice? M Do invowces detail the number of units, description, unit east, and total" ...� M -Is payment approved by authorized staff/management? "Paadnvoices effect y'ivel cancelled to avoid'. duplicate payments?"'-('i.e, (l.e.—marked !4 AF .__. ..-... ........,... .....—....,.,....,,........_.... .............._.,,, .,........... ......,�.. _...... ... .._-- _ ... M - Do check and invoice amounts agree? o . ._ . ... vralthin �g days) MvM Are invoices paid an a tlmel"r'' manner? i e. �.�.. . ....�� _._.__..�._ ...,�_.. .._..._ M"+1 -Arc Cancelled hecks available as per Check Register? �s� N por ax-exempt Agencies ONLY, Is Agency paying Sales Taxes: 140 A Sales Tax refunds from the Mate Department of Revenue-?, _.._ f o � I° , �s Agency filing fo.�....� �..�.. .._�. _ .. .__...�... ........... _ �......_.,. ..�.-.._..�_,_.,. 1 -_- -�_ _.......w _. ....._ Objective: o erasure that cash expenditures enditures are only used to rrxeet srna1l emergency needs and that the policies rra:pg the pe cash'are c si�rre t tea safeguard ties sets a f the. rarra arra,the erac _._ oes he Agency ram mm M I Yes revle t � use Petty ollc�sa�Fund rocedures any pro��rgthe folexpenses? �.. �.Yes, ash llo vein Is the Petty Cash Fund balanced at the time of the visit? Is petty cash used ONLY for small purchases (less than 1 ) Does Agency have a policy to perform "surprise" checks on the fund?' is there documentation that such policy is implemented? fs ti c Pettyash frarad rc lenished ONLY d checks, - Y �p Y � ..._.. ..._ .. _w �-..� Ro _W Are the Petty Cash funds securely stored (under Gook, & key)? es Ro T _. Are the expenses es authorized and si ned h arson other than custodian or � �-- p ' y p erson receuvnn morae T o l Is documentation available to back up the expenditures of the Petty Cash r q funds? es o ( ornments: Qoc imentatlon 'Protocol Objective: To erasure that the Agency have policies in glace to,protect itself ari 'its clients by safeguarding its documentation and stoCLng it a� eqklr d byjqGy.__...-_ h1 Goes Agency have a policy to maintain and store documentation as required by lava and the individual funders? es N-6 Note that each program, fonder, and the IRS have different storage requirements. to addition, fiscal documentation and client files may have different storage requirements under the same contract, When documents fail In more ttan one cat ry,t oust be stored for the lan st period required. i - Does the Agency have policies to safeguard client confidentiality? Yes No N/A M Aramco mputcriz d records_pass_�naor,d prot�cl-ed? .__................ .__._.__._....-. "I Are hard copy files kept urp.. . �.m_ .-_.. _mm��. .... _ ._...._..._..mm_.---....... .. Yes No, l"/A� _ ender lock and key? -_ -.._ C Yes No N/A 1 M _ foes the Agency have protocols to protect computer-based documents and ,. records? (i.e. back-up onto a medium that is stored in a fire-resistant safe) Yes No N/A Comments: Procurement ._._........................... Ot lectiuse' To ensure that materials and services purchased with grant funds are properly reviewed and approved rr7dr re Utilized by tray call ralrarn rnn th° e pen5e, In lJwl r pPrWtiC&S 5VChas USV�4 PfOdUCtS II'`V7 �drninistratrve�l�olummm Procedureoscmanuual)t es ma car M goes the Agency have written p policies (may be of the Fiscal M' _ n o the policies require written quotes for purchases? En= � Note the qualifying characteristic that, according to agency policies, triggers the aes need for written quotes (i.e, amount, type of equipment, sub-contract:, etc.):. M - Do purchase orders clearly identify the program/center for which time put-chase is m toeing made? R_ Do purchases require the approval of management? o _. .. M -For State ContractsONLY: Per Chapter 946, Florida Statutes, the Prison Rehabilitative Industries and Diversified Enterprises (PRIDE) is considered as a source of goods. es o Where possible, products or materials with recycled content'is used Small and Minority Businesses are utilized, when possible, as sources of materials, equipment construction, and services per section 87.094 , Florida es �� F Statutes. Comments: _.......w ..._ .. � - ur"auv� �r�tnia�itu�nws Objective: To identify the agency's efforts in collaboration and ensuring that#7-kind requirefnent5 for each funding source are nret and do not conflict with each other, To ensu re that n-hind c ntributi,?ns ere U°til ed Ira dMGrd,7n e W&1? 07e r"ntente ra Of the CMtrrtaUtO,1. M - Agency Does thus , receive In-kind contributions. �" g Y If Yes,_revuew for the folloWn _ es M - dooeses c Agency services oprocedures rouc dhu e s in place to record' receipt of in-mind contributions . ��.I Are i .�.��.. ._. .� _�.. ._.. M - in-kind contributions properly allocated to the program for which they are made? C" intent of the contributor? M -Are ire in contributions utilized with the _...._... __ .._ _ ..._.... _. ...._.. . ._ contributions reasonably IJ � Are co easonabl value _ ...... es R E t� M Are in-Kind contributions reported to fenders appropriately and accurately? M - Are eprocedures utilized by the Agency sufl�dclent to ensure that contributions are only reported once? _...... __._. ._ .... _ .._ _ ..._ .. ornments: [jr.�v xp � To ensure that travel expenses,are properly reviewed and approved and that re1mbursement procedures comply with best practices and sin lc� audit re rrarements, Does,the Agency have policies and procedures in reference to staff travelli?.. __ _.... _... - boas out-of-town travel require prior approval by appropriate management.staff _ and funding source? s A * _Are travel expense reirnburserment requests properly documented with originalµµ W invoices, boarding passes, receipts, and other documentation as applicable? o - Is the Agency using appropriate rates for items that have a fixed reimbursementmm ...._.mm h per d`iern or mileage rates? -es o.�.......�...__ rate such as p c_...�._ W. -:Do forms used to claim local travel reimbursement provide at least the following- - Odometer reading for trap start&finish. Destination (including name &L address) �=es Reason - Statement signed by employee that report is true and accurate - Supervisor approval _. Comments: Objective: To ensure that revenges generated through the,orra raM are PI-O aerlyr 177ana ed and re-invested in a ✓mariner consistent with the intent of the Binder ._. _.� _...._ _� . .� ._... __.w. ....._ .... M - noes this program generate revenues? If yes, reviewprocedures to determine the following: es o Does Agency have procedures for collection of such revenue (i.e. fees. interests); - promptly I program ( WJ" sty hours)?revenues rom tl deposited in the bank account of the ro ram (within i s o thin A Does Agency prepare a periodic (monthly or quarterly) revenue flown report? _LIQWeq .bar true �grac�r fender N� .., as ailowved'� . - ?re these revenues re invested in program au-trvutues or otherwise expended f.S Comments: .._.... ._............. ....... Pro Objective: To ensure Mat ffie Agencyproperly docurnents, tr ck5, and safeguards the fixed asses purchased with public funds. Perform only if the Agency has been funded, in current or prior funding cycles, for fixed assets suchch equipment, building, or building improvements. This test includes Mixed price contracts where rates were based on calculations that included capital expenditures.. * Goes the fixed asset register include tfre following information: Item Description Acquisition Date �To Disposal Date s Fuinding Source - Condition os� Location Asset Tag Number es * - Is a physical inventory taken and recorded on an annual basis? _ Are property records reconciled to the. General Ledger at least once annually? es _ o they ree.sicTl inventory ory of a discrepancies.le drawn from the fixed assets register.��' p � Yes 0 ,ny M - Are fixed assets being used in accordance with funding intent? e ._M_.-.. aid for d Are fixed assets e.�. _...�...._.._.. ......�..._ _m_..._... ..... � .......�..._... w�_�..��E..t .__ p y the f'unders paid in full and free from Veers s M Do disposal, procedures in dude prier approval, from furrder? os _M..-.Were fixed assets purchased within the contract period in which they were.. approved/funded? es o ornments: 1 Objective: ective: To ensure Mat payments rude to 5ubcon r ctors and consultants .r properly documented grad P lam' �"�° supported by properly execrated contracts ar dloragreements; To ensure that work performed by a erats. outside the erq /meet the needs of the 2 ra rr and the intent of the funders. Perform only if there are sub-contracts in place being paid with funding covered by this monitoring visit. Note: Reviewer should differentiate between subcontracts for indirect and direct services (i.e. equipment maintenance versus medical treatment) in reviewing the following allow the use of sub-contracts to deliver direct services riding sources do not �IT -* _,Are sub-contracts allowed under this fun6ng o _ es o * - Was the into true contract Jtted o thefunding source for approval prior to � � _ required? es M -: o euif_oriz indlviduals from both the Agency and the sub-contractor sign the sub-contract? M _ rocs the sub-contract include specific details regarding the scope of work and - the payment method? � � Is the swab-contract conditioned to annual renewal? --,Are sub-contractors required to carry liability insurance? WA M - Does the sub-contract include language to allow the termination of the same before its expiration"It should include, at a rninirnurn, language that allows termination due to lack of performance by the sub-contractor or due to funding cuts or termination, M -- roes the sub-contract contain ali clauses and provisions required by the program regarding record retention, privacy, access to records, and others. This esM test applies mostly to sub-contracts for direct services to clients/customers, Comments, Licenses& Accreditation To ensure that the,fit_qency has received they appropriate lr"censes and such to meet the creeds of the pru rarrr arrd co lw K,t/a/ al state, and fegga al statuuces. M - ,Are Occupational Licenses current and appropriate_ for the use? "yes No N/A Do Inspection ores sh. .-_._M. .--.._ .....___. M - -_p p show any areas of concern or non-compliance? es I 9f Yes, has Agency taken steps to correct these areas?' If No, please elaborate:_._,. .... M - If the services offered require special operational eratuonal licenses, are th_e..y.. current ard. poriate � � ._ M Required Licenses: Expiration_... � '�"�P j =l ......._�.....�..�....... _ _ ....._.m. _W_ Cxpuratiorr � __... .._ es �o 'NTA. ........... _. - ...... Expiration_ d t o N7;k 17 Expiration �es Ro Comments, Objective: To ensure that the Agency has adequate insurance to cover/ts ri5k awpo.,,7ure/n a manner that ensures scar t o r aer r n r g r l ss of is sur`ts or catastrophes. M - Review the Agency's Accord Form to determine which policies are in place.The Agency should have at least the fullio wing W - General Liability Expiration Date:_._........... Amount* s Property (only if capital equipment exists) Expiration Cate;., - Worker's Compensation Expiration hate: - Automobiles Liability _ l uratuon late:, Amqun�� IOD . WR-Best Practices call for the following coverace: Director's & Officers Expiration Date: � �o .... Gda=fety Bond: IV .... xplratuon late w_ _ - ._mm.....�_ ..... . Comments: _ ... ....._... To ensure that the policies governing the use of corporate credit cards are desf ned to safe card the assets of the program and the Agency,and not used to crrcuv nt 170rMal purchasing policies, torrtiplete this section if corporate credit cards have been issued in the agency"s name Nd'-Does the agen _m .dit card ....._.. perform monthly account reconciliation for all credit card Nq �� r accounts? es M --,Are on unau receipts attached to the statement? _ ._es 0 p rnent? _ . purchasing� polici type of es Are they reasonable and cucr � � �.._.�,I...:_ _....otvcir circumvent normal p ch __. . and controls. e E r . M -- Gores the ardency have a written agreement with employees who are issued a corporate credit card? 1f'Yes, ans�w r the fallov�rGn w � '�P Does the agreement reclWre the employee to submit original receipts for expenses charged to the card?' e o V A 18 one . _.-_... -._... 1 r a i wra � ciw of �,. Voes the greernent require the employee return the card at the end Y TM employment or any time prior to separation? es Does the agreement include provisions to ensure that employee pay for personal items or other non-allowable eacpenses charged to the credit card? �ess grow the provider maintain a list of who has been issued credit cards and their �._ corresponding i credit card number_ _ . ...._._�. es 'iPo * -Corporate credit cards that are loaned to employees are controlled through a log or some other mechanism, indicating date Vent, person's name, purchase amount and descrip ion and date returned. -_..._.. .. .... .. * -Are personal purchases being made by the cardholder? If yes, please elaborate on what steps the agency took to recuperate those funds and to end the practice. ors ments:. DECLARATIONS - TO BE COMPLETED BY ALL PROVIDERS 1. Please provide a complete accounting of any and all transactions of business completed during the past twelve months between your agency and other entities or businesses owned or controlled by members of the Board of Directors and l or senior management. Please provide copies of representative invoices for these transactions and describe what steps were taken to ensure that the amounts paid were reasonable and.. competitive. ?. Are there any Board Members employed by any business or entity that has conducted any furianciaf transactions with your agency during the past twelve rnonths? If so, please provide an accounting and copies of representative invoices for these transactions and also explain what steps were taken to assure that the amounts paid were reasonable. 3. Tease fist any and all civil litigation pending against your agency, Include a statement as to the amount of each claim and whether such potential for foss is covered by insurance. 1g A. Are any amounts or reports due to the Internal Revenue Service that have not been paid or filed? Specify amounts,, reports, and due dates,, 5, Please, list all persons and their titles currently authorized to, sign contract(s) with SFW SFETC an behalf of your agency. 6. Please list your independent auditor and their office address aind telephone number. .............................. ........... T Has there been any change in structure operations of your programs over the past year? If yes, please describe in detail. .................. 8, Has there been staff turnover in key positions? If yes, what are the affected positions and reasons for the turnover? .................................. ........................ ....... ........................................ ......................... ----------------- 9. Has there been any client grievances/ complaints, filed, against you? If yes, what was the nature of the grievances, dates, and other pertinent information. .................... .......... .................. ........... IMO Desk Monitoring, Page 20 10. Do you operate satellite sites? If so, how many locations? Annd is management of the satellite offices decentralized or centralized? ............... . ................ CERTIFICATION: I hereby certify that the answers provided in this self-mon itori ng document are true ,and accurate to the best of my knowledge. I understand that falsification or misrepresentation of any form on any question is considered a breach of contract which may lead to the immediate termination of all contracts with SFW SFE i C Signature - Executive Director Date Name - Executive UrectoT .......... Signature - President of the Board Date Name - President of ti e Board .............. Signature, - Controller/Fiscal Director Date '�a��. -..........C-on- -tro—t�e'r"-/'F"I""s'cal—D,irec-t'o-"r—""-'— IMO Desk Mon Loring, Page 21, 'l RY, 0 09, 10 a fINA W, M, v A a "'A 3 a Af 4 ,Q, a /0 �U A ell M /,1111 1 fM ll fl, 2 a a a M M� Wj/ A u/A REVIEW TOOL Exhi'Dit 8gli hi bit south Florida ' qf4�, ,rpq Xvp y VG y+� rk) 'rvi.� 1 j,W r member Empioy Florida One—Stop Center; O�perated By: Monitor Narnew. Date One-Stop Centers: Service Accessibility Checklist Service accessibility raleans that, for example, staff can use TTY' machines or retest interpreters; that irat~carrnaticn for customers with disabilities is available in a variety of f ornaaats and presented in as clear, und,erstandaable, iiashicarr; that. erncr ,ency procedures take account of customerswith disabilities; and that in general', caasttrnrers With disabilities are able to equally benefit fi-orn the services of the One-Stop system as all ether customers. Under the IwAa, it is not sufficient that theOne-Stop systern simply respond to requests for assistance and accommodations ftorn people with disabilities. When localOne-Stop systems design services, they are reclined to proactively anticipate the needs of people with various physical, rraental, and sensory disabilities. Thais checklisl provides guidelines for service accessibility as well as a summary of the most important equipment thaat. customers raced to access One-Stop resources. Through the use ofi`this checklist, One-Stop Centers can h.cll-_a ensure they comply with the law (Section 04 ofthe Rehabilitation Act, Title 11 of th rnericans with Disabilities fact„ and the,Nondi scrim inaiioil and Equal. Opportunity Provisions cif"the Workforce InvestmentAct) 0 create an environment that makes people w.ith disabilities feel welcome; and ww desi gaa services sea that people xith disabilities can fully benefit. 1 1. Staff Knowledge Yes No N/A A. Staff recognize the importance of making people, with, disabilities feel welcome . 1 . Staff have had basic awareness training; can how to meet. the needs of cuustoniers with disabilities C. Staff understand that, they are required to provide reasonable accommodations to c stcarners or potential caastcurarers with disabilities, -unless senior staff determine that providing such an accommodation would cause an undue hardship_ D, Staff understand the obligations of the One-Stop Center under the Americans wwith Disabilities Act, the Rehabilitation Act, and the Nondiscrimination and . Trial t ert ar it ' Regulations gualaations for W'IA including: 1) people with disabilities have the same rights as anyone else to use the ser vices of the One-Stop System 2) services and facilities anu�ast be readily accessible _ __. ......__ ........ services must be delivered in a setting that is frilly integrated as possible (meaning that customers with disabilities receive services alongside customers who are; nut disabled') Staff understand that they naarst make reasonablemm...�.. _.... modifications in service delivery to avoid discrimination against people with disabilities, unless senior staff determine that making these modifications wound fundamentally alter the nature; of the service IT Ee Staff Understand that the Center is required toprovide appropriate auxiliary aids and services to erasure that. communication with customers and potential customers with disabilities is as effective as communication with rather individuals, aimless this would result in a fundamental alteratreara an tlu�e rr�a,twurre o� f tlae service er'r actav yt 1 -__ t they cannot decide. that .an action a . which would allow program access by a person with a disability is unfeasible. Mach decisions rnurst be rr:aade by the I-1,1 rITiated senior staff rnernber. t . taf"f have been trained in emergency evacuration. procedures fair people with disabilities, incluadirag the evacuaartae n off persons,withrnobilityP imp�ainuents ll, ataff lcrauawv how to procure and use various equaipment. and materials liar assisting people with disabilities, inclurding, theCenter's telecom-munications device for the deaf" 2 Yes l u /A (TT/TTY/TDD), accessible work stations, accessible materials, etc, 2. Disclosure of Disability Yes No NIA .............. A. When working with customers with disabilities, staff discuss disability only as it pertains to the custorner's need to access employment and training services B. Staff who are working with a custorner with a disability get permission from the customer before discussing infori-nation about the individual's disability with other One- ..-Stop staff or external individuals (eg., other..a gencles) C, When working with customers with disabilities, staff provide infonTiation to other One-Stop staff' about a -customer's disability only as needed D, Pi~ivme office space is available for discussion of ............... E. All, discussions with cuslorners and other individuals about a customer's disability take place in private; if discussions are by phone, calls are made in an area where the caller cannot be overheard .......................... F. Policies and procedures are in place to ensure that staff do not disclose information about a person's disability to -other customers ........G. Staff understand that under the ADA, the One-Stop Center may ask whether a customer has a disability (under Title 11), but that employers are prohibited from doing so during the job application process, (under Title 1). As a ,result, staff also understand that they may not disclose the fact that an individual has a disability to an employer without the Customel S n,"n-,s"-"I 1. , ' f�tIf, educate employers about the hinits of inquiry undei the ADA ......... ...... —--—-----------1. Staff discuss with customers Nvith disabilities the iSSLIe an d implications of&.wlosure of disability to, employers and _22(1e_nti�uLeuIP_Loycrs 1---1.. ................... J. The managernent inforination systems for the, One-Stop have been reviewed to ensure that access to information concerning a customer's disability status, and inforniation about their disability, is limited only to staff who require such inforniation to effectively deliver services to the individMIl . Accommodation Requests _ Yes No N/A. A. The One-Stop Center has procedures and guidelines for handling requests for reasonable accommodations and. reasonable mod]fications in policies .radices or .rocedunres. & A senior management Person has been designated to make deter aina.tions that a reasonable accommodation or modification is unfeasible because it would result in a fundamental alteration in the nature of the program, or fnose undue financial or administrative burdens C" "he One-Stop Center posts clear procedures for requesting, reasonable accommoda(io.ris and nnnowdificationas in waiting areas, the resource library, and other public areas and innclud'es therm in Nvi itinua, in outreach material..s , Registration and Orientation Yes No N/A. A. Staff offer every customer assistance with filling out formis and application materials. B. When signing, up for orientation, everyone is asked whether they will need assistance; or accommodations to I.icipatete C. If a person needs assistance in filling out registration or intake forms, this is done one-on-one in a private room, where the individunal's responses will not be overheard f I.f ennstonners are asked whether they have a disability this is asked of every customer, and asked in writing, not verbally if tlae One-Stop p Ater has special programs for eon le with disabilities, this, infonrnaation is given in writing so that: people with disabilities don't have to inadvertently disclose by Writing down information that is given orally_...._ . F'. lnformat:ion in orientation sessions is explained slowly and clearly, Nvith plenty of time and o pontuunities for juestions 6. As rcoqu_ired b _...r _... ..__ ._.. , 1 � I,A regulations, every orientation segsif,nnn includes a presentation of cn,ust.o mers' rights to nondiscrimination and equal opportunity, including the right to file a corn plaint, H� Clearly understood �anoceclaares fcrr requesting reasonable acconunodat:ions and modificnat.ionn;s are inncluded in writing and reviewed V.emally damn orientation1. A list of tl�c tenon- tofu's auxiliary aids and services for communication, assist' o teo 4arnology dn�vnce:s, and' ._ st' ,_ L nrnaternal _ . .�..m.._._ . 4 Yes No N/A in accessible formats is provided in writing and reviewed . verbally durinz orientation 5. Service Delivery ._. --...._ w_ ..... ._ _ es A. People with disabilities are served in integrated settungs; people with disabilities participate in the programs and. services of the One-Stop Center- alongside people without. disabilities T . If people with disabilities are served separately, from other customers, doing so meets the legal requirement that this be necessary in order for people with disabilities to have opportunities as effective as those provided to other customers C. if pen-nissible separate programs exist at the One-Stop Center, people with disabilities are not required to +tarn par'ticrra.te in such pro ,._._ s D. People with disabilities have the access to the full range of core, intensive, and training services available to all custorners, and are not served exclusively via services from Vocational Rehabilitation p. The eligibility criteria for intensive and training ser^wcaes do not discri'mi n,ate against people with disabilities, either vastly or inadl Ler-tently flay design or in effect] F All customers are routinely asked i!f they will treed some type of accon-rModations or special assistance to take full advantage of( nc- t p service ..._._ G. All customers are routinely offered the option of meeting with staff in private offices ._. . In.forrrration is presented in a way that is understandable to co le w'lio have limited or no reading skills d lnl'on ation tlrrat is presented orally is also available in �N+ritin , for people who are deaf or hard of hearing, and ferr people whose learning style requires reinforcement of items in writing T —Services_..are designed so that individuals who are not knowledgeable, comfortable \vith, or table to use clectronic technology (i.e.., computers) can fully benefit from One-Stop services _..—---------- Quiet work space is available for people with. Attention Deficit Dis artier and hear mi g impainncnts to thoroughly real and Comprehend matcrials._.�._.._. 5 6. General Communication Requirements es No N TT The One Stop Center has, taken appropriate steps to ensure, that c.ommunication vdth customers and potential customers with disabilities is as effective as communication with other customers ---------------13. One Stop staff regularly ask all --customers if they need information in alternative formats, or need help; understandjp2.,information C. One Stop staff regularly inforin all custom ers that comn,itinications; aids and services are provided rest --5--T—heOnc Stop Center has a procedure for responding to requests for auxiliary aids and services. This procedure includes a mechwiisrn for determining that if an aid or service must be substituted for one that w,vas requested, the aid used was�ll� effective E. The One Stop Center has identified a source for sign [_I�language inteij)reters, and can respond quickly to i,71terpreter ----- 7. Work Stations and Equipment ............................. Yes No N/A ................. X---Xc c-:e s s—i b—I e—w o—rk" station: At least one cornputer work station for custorners has been designed to be as universally -.2c,cessible as p2,ssible for customers with disabilities. ........... R Lare rnqnitor: For people with low vision, the center has a 19" - 21" monito r with a moveable mounting arm that Provides Increased character- size and a clearer, sharj?er C. creura .— _ —galiqbilit - The center has, cm oputers .. --�y that allow users, with low vision to enlarge thC Print on the nionitor's screen D. V o' Lice out putca bility- For people with visual disabilities and reading limitations, the center has a work station that can "read" text on the screen and convert the text into voice output; computer has as headphone j,ack and head crones E� Flatbed.. scanner: The center has a scanner that can convert a paper document into electronic format [useffil for people who access information through voice outptit andlm need docurnents com,,crted to Braj ..co............. F'. Trackball: The center has a work, station with a trackball as an alternative to a mouse, [This is useful for customers who have gross niotor skills but lack fine niolor shills 6 m. �r es . .m._.__ G. Alternaliv ke hoar : For people with a variety of disabilities, including those °ith linnited use of their hands and those who tire easily, the center has a modified version of the standard keyboard that allows fey selection by variable hand and pnrn per rrnr�ticnnn I H, Word prediction sot are: The center has word, prediction software t➢lat enables the user to reduce the nnannberofke Fstro es used in typing 1. Large keyb s rd �: ns zr �e r r �n�je�ntatl n� aides: For c ustonners with low vision, tlne center has a work station with trey markings that enlarge letters and numbers one the k eyho a.n d J. rail➢_ printer: The center has a Braille printer for use by customers and staff _ K. Height adjustable table:W rk...stationas and work tables mm include height-adjustable tables for rinse by rvheelclnanr users L. Tape r c+rde ; A tale recorder isavailable for customers who have difficulty talking notes to tape presentations a.rnd. discussions, and for staff to rime audio recordings of written Material _ "vl. Portable Assistnve Lnstennrn Tevncc: The center has a portable assistive listening device available for individuals with mild to severe hearing loss. [These devices increase tile loudness ofthe sPn a rr while reducing backLio and noise . Materials _..._.........._ .m..._....... _... _ yes 1 no N/A A. The Onc-Stop Center has basic orientation neat rnals in. alternate formats (large print, Braille, audio-tape, text on eon°npnnter disk, etc,.) and has also identified resources to quickly obtain other materials in alternate formats upon re a est; _ B. Materials are available in formats that account for a ..... .... mm. mm variety of leaimin,g steles, and are also accessible to people who have l.inrnit.ed or no reading shills (e.g., pictures, videos, Ludio tea es' C. Taper rnnaternals nnre Presented in contrasting color. (e,g.,, black and white) ... Videos for customers�g_a closed ap..c_o_ned . �E. 'FileOne- top's website isfully accessible to people with disabilities and "Bobby" approved, five service that: ann;alyres web pages for their ;.accessibility to people with v ca5t.tnn w�t'1T o by] nlns�nbihtaesm n�w��rl _..W . _.. _ ... 7 9. Evacuation Procedures Yes No N/A A. There is a mechanism for ensuring that people who are deaf or hard of hearing are aware of an activated, fire or smoke alarm B. There is an established emergency evacuation procedure that addresses the needs of people with disabilities, -including persons with mobility irnpaimients 10. Marketing Materials and Outreach Yes No N/A A. Marketing materials Mention people with disabilities as one of the g roups that One-Stop Centers serve B. Pictures and &7aphics in marketing materials include positive images of people with disabilities receivin-g services with other customers C, The One-Stop Center indicates that it is wi "equal opportunity employer/program" and that "auxiliary aids and services, are available upon request to individuals with disabilities- in recruitment, brochures arid rather inateTials. These materials also indicate the telephone number of the center's TDD/TTY or relay service . ........... D. A list of the Dine-Stop 's auxiliary aids and se ,ices, for comniunication, assistive technology, and inaterial in accessible formats i�_�iovidcd as_lLart.of outreach materials E. As part of its ef"forts to provide universal accessibility, the One-Stop Center does outreach to people with disabilities, as required by WIA regulations, This includes SLICII activities as: .......... 1) Advertising in media tliat targets people with 2) Sending notices about (wine-Stop activities to cormnunity groups, organizations and associations tlr�utmmmpeAaa le)Aj,th disabilities participate in 3) Consulting with cams-nunity groups, organizations, and associations about ways in which the One-Stop Center can irnprove its outreach and services- t with disabilities ..... 4) Off-site presentations to the general public by One-Stop staff are held in locations that are full), accessibl....e f�jr2��c disabilities ..... ... 5) Presentations to the gencral public include a discllssion of customers' right"; conceming nondiscrimination and e 4.1 op.120 .........._ .._._.. . _rtunity, as rec uired FT�_s b y Wflations 11. Access to Transportation Yes No N/A_ A. If the service delivery area has public transportation, the One Stop Center is in a location that provides optimal public transportation access so that people with disabilities and -others who do not drive can, easily reach the center . B. One Stop, materials that contain, driving directions, also include public transportation directions, anUor other transportation options for individuals who do not drive, This ...includes directions contained on the2r!e Ito vvelu site. .............. C. If the service delivery area is not served by public, transportation, the One Stop Center has taken steps to ensure that individuals who do not drive, including people with disabilities, have access to the full range of One Stop services, This can include, developing transportation options and resources, delivering services in satellite locations, etc. ................_j__ 12. Notice on Equ:al Opportunity and Nondiscrimination .......... ................................ Yes No N/A A, 'Fbe Orie-Stop Center posts notices in the waiting area, resource library, and other public areas that outline rights and protections for people with disabilities and other individuals, including the right to equal opportunity, accessible services, and complaint procedures, These posters comply with the required wording in the nondiscrimination and equal opportunity regulations, and include the contact information of the Equal Opportunity Officer B The required notice about nondiscrimination and equal oU, ortu,ilLty is 1) Included in orientation materials made available to ev mer .. 1 ____.......... 2) Included in handbooks and manuals .3 �.Included in 'En rketip materials Disseminated in intemal coininunications Placed in each custorner's file ............. F'rovided in accessible fon'nats 7) Provided to applicants for employment and ( 8) Provided to unions or professional organizations that hold collective barg'a""* ' r ofessional "'9 0 9 Yes No N/A ................. agTeeMentS With tile One-SIOP, 9) Provided to sub-reciplerits, or subcontractors that receive WLk Title I funds from the One-Stop 13. Equal Opportunity and Nondiscrimination Regulations Yes No N/A A. The One-Stop Center has an Equal Opportunity Officer, Who is a SMiOT level MP)Dyee, as TeclulTed by WIA Jc �ulations —-—-- & The Equal Opportunity Officer 'fulfills all the r of this position including- ]) Senling as the liaison with the U.S. Department Mal"I,abor Civil Rights Center 2) Monitoring the One-Stop Center's activities and written policies to ensti-re corripliance with all applicable laws pertaining to nondiscrimination and ual opportunity ............... 3) Receiving and investigating any complaints conceming possible, discrin-iination by the One-Stop Center 4) Reporting directly to appropriate officials Oncluding the state WIA director and Governor's WIA liaison) about equal_oPP!IqUnity matters 5), Participating in ongoing training conceming nondiscrimination anLe qj ial -.129 rt�] t}' _.2P _1 C. Services, programs, and facilities are reviewed ai least annually to ensure that the One-Stop and its services are nondiscriminatory and provide equal opportunity for -customers with disabilities 14. Record Keeping Requirements ............... A. Logs of complaints alleging discrimination are kept by the One- tu Ccaater, as rc uurc by law B. The disability status (when known) of all CLIStOrners and applicants for services is recorded. '17his information is stored in to way that ensures confidentiality. ........... 10 L!",, d I I 4 4 4 10 M 46, 0 a 1/1 ft A A A I& A a A 4 Gk 1A, 14 1 IT '00 4 14 A, 1 101 ""N Ill 0 rl, A A WIA ADULI AIN L/ A P R/0"(3"'R/A M R E V I E W T 0 L ................... Exhibit 8h u 4 k�A Y I i I I rw I I CM yr i I rx I er. xs I I �a II ooe, wr I I tm .......... 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Lm ro 5 U UD „ s rz I'A.nr i S' a4.. „ 5 Y r,..s S � n �Ssn,rr, I I I no ; u I ............. .................. .................... 1 r, IRE . .. ........ r t n,Urc. 0 { 1 { 1 , m G- r ',RK63„3.k "tYc„1.roH K n NwW„ab �.4:7�. .+C+„"Y ,4a $rR,"7YY 4Ua �CIw"rbk x+f.".7.pi1 S'4SKry,�.S79 Cd,S CB,a3P 4.3'a UVC,;39 j '.C�.r=aF•. d'�.ra7 co . ” . LP QL a 4P, ✓, x S 112 b e� 4 rr d� asRW g WAS "ANN .............. 41 "mom., ... .................. -1 7--�L................................... ..................... ....... ..... ................................ Ll-6L a 05 IS CL 0, 0 a g 0 0 U u a liz Z rl ID rSpY Ul LV Nn, 09 .................... --------------- iA 84 ILI" wo ° w i I III, �r �a ' 4 as U 00 10 = LLs A c C. CD o � uT5 �. ii c, ' 15 i j o C C d7 L + ll o C� -7ID y rr , ""A 4 WI A /-\ YU'-"4 UTH PRO"GRAM REVIEW ............ . ....... ...........------- Exhibit 8i co C� Cy r a cJ? rn C7 C F,.9 0 ¢n rt U 7^ Cl " 71 { Tri 5 u' Of15 a 0.c p C +5 rid 1 9 � d TD rx �a ' ° C ID I t .... , Tj o a _ U L) C1'r1 �7 CfiyUD ? CL 6 u ,. ,. a (D a CL a i R 1 0, 0 a to a a T CT 0 �} raa Asa " ` ' c � ` a y uyl d I y a 2 ? T � c� I 0 c -7 u u U R cc " ra 15 Q >.. b ch ¢n umy CD M CD E C 0 a " r 0 a 0 'S7 .Ca. 0 '"D a .............................. &5 ----------------- . ........................ ................................... ............... ---------- a -2 ull, 2 U, P U, P" (0) u L A r) 00 ) 0 Ln r- E E 2,011 0.E 0. 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D u 0 ID 0 lLE E 12 8 > O 10 'D 0 S d 3 1 ,r 45 A In,, m 4 A 2 uG, S 0 1, M S a ON I f"'I" NO a fAl"', 1 V, W 09 0"N' 'd "'g, 0 Fo v rM A d/ P)/, rl X 40 All' Wx IV WAk/.-:',"' NElR`-PEYSER REVIEW Tu"OL ... .. ..... ................................... -- - ---------- Exhibit 8j Exhibit 9 8.1 Agency For Workforce Innovation 20003-2004 Compliance Monitoring WAGNE ,PEYSE ELl WTOOK.'; . Applicable Reference " Location cwf Data PARTICIP ANT DATA 1 Participant Iasi raarne Partnci ant Detail screen Participant first name etafl screen :.. � _.meant Detail screen 3 SSFI Participant Region Participantp_ ,,D.....aP screen . De�tantl screen KPMG DATA 5 1 Reviewer name fi [Date of review Fast daX on-sr"te JOB SEEKER DATA Job Seetcer lie istration 7 Was time Jobseeker°initially registered this program Final Guidance'trm+P Job ODDS DS-"New Applicant" year?(July 1-June 30)(y,n"x) Seeker Registration and a Was the job seeker registration renewed this progrrarn ODDS D -*'Renewal or subsequent"New Amara , n, xl A Meant" 8.a If yes„is the most recent renewal transaction date and ODDS DS ostinrg date the same'? v, n,x Job Seeker Services 9 Was a lob placement claimed for the job seeker this Fed Regs 20 CFR 551.10 ODDS DS ""1"on right mend of screen prograrrm year?(y,n, x) 9.e ODDS DS (Note-, Dates will show an 2. If yes,did the referral post date precede the placement different lines in ODDS unless the referral and post date?( ,n,x) placement dates were the sarre.) 9.b If yes to 9a,was the referral post date more than one ODDS DS day from the pIacement post date?(y,n,x) 10 Was a rnanual obtained employment claimed for this Final Guidance°w'WP Job ODDS DS-"Obtained Frnployrnent rAanual" fob seeker this program year? (y", n,x) Seeker Registration and Employer Services 1'O.a If yes,was the posting date and the transaction date. ODDS DS Ithe same for the most recent obtained employment clairrmed"?t ,n,x 1 i If yes to 10,was true transaction date one day before ODDS DS Vie post date?('y,n,x) ill chi if yes to,101 is there an entry on the notes screen for. °" ODDS R � ro�vw the most recent obtairieq±pp9p rnent? n x ft1 dfa It yes to 10 c, does the notes screen entry contain the ODDS R tr"" ,,r name of the eau)lo er2 n,x eft ,'i yes to 10.c,does to the b seeker sle niotes tarta�d work?en remntrT contain the ODDS 'R ®_r - 11 'alas"'Completed T"rainang""service entered for the Job Final Guidance P Job ODDS DS "Completed Train'ing- _---_-- . seeker this prograrn yr•„art(y, n x) Seeker Registration and Employer Services 1 1 a� �If yes,was"Com ieted Training" service preceded by °` ODDS DS - Compare pot date of"conipeted �`k',ur b eferral to Training service"? (y, n, x) training to post date for referred"to one of the F r following: JTPA, Dclucc.Sere'.,other state programs„otb-rer federal programs.. 11.b If yes to 11 is there an entry on the notes screen for ODDS R l "Coermaleted Trainin �"sc rwice'?' c x,)_ �. _. 11.c If yes to 11 b,does the entry on the notes screen ODDS R provide information for what training was completed" n, x 12 Was tabor Market.lnforrnration service(brAl )proviideet Wal Guidance WWP Job ODDS D W""Prov,Of Labor fwrtrtk Infr)" this prograrrm year?(y, in, x) Seeker Registration and Employer Services 712.a, Ifyes,fs there ix entry on the notes screen for the LiODDS R ,� service v 1 Agency For Workforce Innovation 00 -2004 Compliance Monitoring WAGNER,PEYSER RE T 3 L Applicable Reference + Location of Data 1 tp If yes, was xthe specific LMI service provided In the Odds R. nr, entry?13___ Was a Job Development referral recorded for the jab Fed Regs 20 CFR 551.13 ODDS DS-"Job Development Contacts" seeker this paograrn year?(y„ n" x) Name of the Employer is in hghthand coqurnn next to Job order 137a It yes„was a job placement reatiaed as a result of the ODDS DS-Rust late- Narne of the.Emooyer job development?(y, n,x) is in righthand column next to,lob order,#AND a"I" is to the right of the narne Veterans, 14 Was a Veteran code entered on the ODDS-A Fed Regs 20 CFR 652120 0 DiS A- VET/EL - U 2,3 yes Rc; istration in this procgram earl y„ n„x 14 If yes to 14,was a service provided on the same date" ODDS DS �R�cst Gate '1 " ,i nx Migrant&Seasonal Farm Worker 15 Was the.Job Seeker coded a Migrant Seasonal Farm Fed Regs 20 CFR 553.103 ODDS A..-"SFWW"„ - 1,2,3-yes Worker 'lw1SFWj?(y, n, x 1115 a If yes,was there an entry on the MSFW in'o screen for ODDS B bate issued and expiained °1 thre Farm Worker? ,n,x 15.b if yes to 15,was there an entry on the services screen ODDS S- Referred to supportive,serM'ce that the job seeker was"referred to supportive service„? n x 1 c If yes to 15,was an entry made in"'type of work ODDS B-Type of work pref`erre+d preferred' n„x 1 a.dr If es to 15„was a cro code entered? n,x 3tGtS B bra codes 15.e If yes to 15,was an entry made to"other experience or ODDS B-Other Experience or Trair*q trainin "?f , n" x 15.1` If yes to 15,was an entry"Made in"Jo or Referral"?(y, ODDS B-JD or Referral In,x) EMPLOYER DATA List an ac'ive job carder number from the participant➢ S ;.a:: .. �� 5 3s screen screen(if one is available) JOB DEVELOPMENT ORDER 16 Was the job order written as a"job dev6oprment"(Jfy) Fed Regs Aid FR 351,10 ODDS D-JID/Man-Code 1-yes job order? ,n,xi If yes„was a placement entered ibr this job order" (y„ ODDS D- Maced- FP" in Status flegd „.:n,x 16.b if yes to 1S,was the job carder date and the ptacernent ODDS D-Date(far left bottom)compared to host date the same?(y"n,x) the"RES DATE"on the DR screen 17 if yes to I Sa,was the number of openings,and the ODDS E- uPN and REF number of referrals the same? y„rt„ WAGE'RATE 18 Was job order listed with'zero"as the wage rate?(y, . Final uidance'u"W'P Job ODDS 0.1 I"tic Pay n„x) Seeker Registration and Employ&Services 1 84 It yes,does the job order summary indicate"Job Pays ODDS T.,1-Job Sunimar omissions„Saiaryr negotiable depending on Al, wi y( ,"experience,or other reason why wage rate was not entered"?(y, n,x) 1 .b If yes to 18,is a wage rate listed in the job summary ODDS D-Job Summary section?(y,n, x) 14--Was a job order wage rate other than zero" listed in the PAY field?�„n„ x Ct'T�$�`� I�. I"fat Pay 19.a_- f y�.s to 'V'g,is the salary between 5.25 6.00 Irm?(y _.----. 19.b If yes to 19,is the salary between - , w � k�,t&1-� 7.9p hrr,?Cy, ODDS j "'t`ito Pay 2 Agency Fort Innovation 200103-2004 Compliance Monitoring WAGNER PEYSER REVIEW TPOL" Applicable Reference Location,of Data 19x If yes,to 19, is the salary between$8,0O0-$9.00 hr.?(y, j ODDS D- The Pay n,X) 19.d V yes to 1,9,is the salary greater,than$9.00 hr.?(y,,,ii, ODDS D-'Ilie Pay X) .OLA,CEMENTS 20 �Was a placement entered for this job order? Fed Regs,20 CFR 651.10 ODDS D-Placed-*1"in the righthand column �(y, n,x) and a"P"under status field 20.a If yes to 9a,was the referral',,post.date more than one ODDS CS day from the pIlacernent post date?'(y n,x) If yes to 20,is there an entry on the job order notes ODDS R screen,for the verification of the placement?(y,n,x) 20.c If yes to 20, does the entry contain a start work,date? ODDS R — (y, n,x) 20A If yes to 20,does the entry contain the source with, ODDS R whom One-Stop staff verified the placement?(y,n,x) JOB ORDER MAINTENANCE 21 Has job order been posted for more 30 days? (y, W-P Services Guide OLDS D n,x) CCUITCTIfly Draft) 21.a If yes to 21,has job order had follow-up services every ODDS R two weeks at im nirnum? (y, In, x) 22 Has job order been posted for 90 days or more? (y, n., ODDS D X) 22.a If yes to 22, has job order had follow up services every 3DDS R two weeks at a minimurn?(y, n, x) 23 �Is the job order on hold?(y, n, x) ODDS D-"H"is in the status field 23.a—Fyes_io-n,is a reason for,hold posted to notes ODDS R screen? ly,,n, x) 23.b III yes to 23, has job order had follow-up services every ODDS R week,at minimum?(y, n, x) 24 Is the job order on referral hold?(y, n, x) ODDS D-'"R"is in the Status field 24.a If yes to,24,since the last referral, has daily follow-up service been grovided?(,v, n,x) Migrant&Seasonal Farm Worker 25 is job or der designated as a Migrant Seasonal Farm Fed Begs 20 CFR 653-102 DIDS D- NAiCS code = 111, 112, 115 Worker job order? (y,n, x) f ,;,254 lf yes,does the job order contain criteria as required by Fed Regs 20 CFR 653102 ODDS D- Summary law?(y,n, X� Employer Visits 26 Determine Vie number of employer visits thins program ...... year. —a Begin date 7/1,/03 71112003 26.b Enter the earier of today's date or 6,/30/04. 26,c Enter local office numbers for the region-obtain from "'X Enter nUrnber of employer visits fraythis office I the RWB number - From J270, enter,the local office number,tab to#2 and press enter. J`fAjen crater dates from above and ask for inforrnation on .... visits"'. . ..... ... . ..... t 3 Agency ForWorkforce Innovation 20,00 -2004 Compliance Monitoring C9yN~ �N, 1t iAppllabl aetere nce L�acathart gat Data Total erne! er visits 0 Wagner Peyser Complaint System WE ol "I Qa A i1 4 R a ",,I "Al M, I a N 0 1 f I a a 114 m 0 1 V M) it 4 6 t 9 f,16 In, MIJ 10 10 M 01 P, 0, 4 it A, M WELFARE TRAINSITIO"N' (TANF) PRU/-\GW-\ �REVIEW TOOL .................. 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G t`ID 06 OD 0i /j l F3 0 a. = , 0.. zi u CL R a.. 5 cc-� C1 ev C-1 M'.o ta- 3 3 -3 RCa FIP m �D I 0 > > >u w9 0 0 C) n 0 Q 0 0 A, tn W 0 0 Iri (" I Tj 0 W Oil �7 0 c R as c E -a V, >2 16 6 'm FJ T9, T, C C- u 12 S .3 0 100, n 5 CD IR E i� x c E § F 0- E E a 11 T T o 0 o FJ p rj w c C1 IE E c T2 c "a 0 c > 0 W, . o rJ CL c 0 25 0 E, -0 'D 5 W W CL E w e8 E 4a7 T E AM, u �r f z IR OMAN/, X x I'll,�r,waa j ux �� ra aYNr�S;�, &D ifs . aa'a a �i p �y C t COY �L �p rm CIY Cog: C �1 CL c 4:" CY` �`�"'7 °p� G�1 9A � 'K'� a, fA. u� C4. f _ y, 0 0 4') 0 rw dr � < �a ± ata I 'kb alp � �d � wwy `l i:1gID C1 ps ` r. �q'.' o k" Z � �d haw ara cr r r cry to e " c7 a �. T gay s;r'd ti9a s S4 r.:. T �„ .1 -ry f" Cd rr c. ca �' r t uM ca r�3�r cd sr da r a 'cc -D !r .. CL u ^�. �mm I I z .k Cu CC'a PmG. 4i 'L"k,,. p7r. S�✓ ',.r r.. a �I �' �^ tl.N..Y a✓?' w-, u-v Y SAY a ` > ID ""D CJ0 Q Q 9 0 �::. 4r"S' 7, . 0 �..? ti� 5 b 'C,y ) b y t CT z CD l) kr 92 M4_ dv go iR du �" rre rI i r V j r7;s C7Y adb � �' 2 d g µ�P Q t�F r ds, � r �yr xa �a . T.: lu / Y1 4 Yw 7"1 CWr Q. y M �'R 't- d "" + niirza % a4 rc ,�. "Mbe y K� ,tM d } c wr lD32 d e 0 .... ...... ...................... .......................... ... .......................... V 71 U 0 P OL U 7 Cl Ij S 0 8 F" S IT zrr u 2 T) T7 0 D a cro u., 9t 'r 0 T ur x 0 "1 a 'r, 0 1- 0 t G CL Z (D > > c Y9 0 cl LIZ, 0 c, 0, 0 8 1 U �0�2 CIA 2 - CY gym. 0 ar Cl > 0 c I ?J Z 0 z Te a T- ID 15 I ap r�7 J q� E > as ; 'sO' 70 a) 15 cl r ' c o c- - - fD <iD a) Tj fj a, U "5 C 5; CO Al A A 2 .0 >OL a 0 CL w Il 0 0 las Cl- T q r fla IL 0 0 Tj ins0 C3 rat c a) CL x ¢� *f c '14 % 22 - - , 'S ; - - '6 E w, c 2 P 0 9a E 8 ID t 0 F 0 .2 E x 'P'u L E a cl W 2 E cf 1pb a a E CD CD 0 r u u t'. (Ij LS Z. B 0 E 0 0 c) 3 8 5 0 ta L MEMO= AmI= a. b'mm Goa L) r Ib c tu 4F 0 ""3Y > o C ,S 0 '� .. a u Q , f > !"3 r. d�. L ., 0 tL IS 81 T;7 C7 31 Al rry If ro as I u c rrIT ,a•. t- a,. �7PA1f0a iw, 2 E 1 ! C rare t��k5 r� � � C` Y.� �•, ...............- III . ....................... CAI LI co C q ul , ? — CE C.) = 0 E r� LD 0 -Fj -0 p a IS U E Tj 75 >, Fj w C� CEE cl E E Q 0 cl U U U E T t. 0 X. > 2 U il.? S? p ADuFs 9 n 0 Q 0 0 a 0 i-5 I'D _ 1), a n, 1-1 T, x T Z Z C3 Q) L a, �7 u RP o e cf 21 c c u 21 0 b 0 15 cl t-3 �B 0 cc t E R ILI 11) ,U §: l, 6 E �rD ID g Ij gyp `La 6 c lz 0 rz y. U Pq 0 U 0� ca, El :11 tz 22 U A�w %, I �• use. �_ (j) € B b c f? r FM 6J cl C7 wq n +pd r„x �r i i �1 . ij fL. JCL. dam. (rI'� c ) C9 Ni r tm 5 ra �a im C°} a rill Ll 11 E E E s f cc a 5 00 t �D U U 2 0 0 a k b w� Q CL Al / abro m� a atA ? a a i 1, t-:: ETj rb T, a.a c a cr v c s t r ��, c� are aum � a "10 n. a , �' r 0 �.. "I'VUid 01,11, 1A A I a am, I All, a 0 It "t 'In 0 al a Vf a flq '116, 0 a 'JI OP, "Wo'l 4, Agi 0, era po 4% A % q v 4 1 9 2 a LC MrD I A I 'T ru-"' I S C R I M I IkNi 10" IkN� 0 F Lj� N FORMS"' PACAr/\Ak'---."7* E any ................. Exhl"DiT Y Exhibit 9 FLORIDA AGENCY FOR WORKFORCE INNOVATION OFFICE FOR CIVIL RIGHTS CALDWELL BUILDING —MSC 150 107 EAST MADISON STREET TALLAHASSEE, FLORIDA 32399-4129 PHONE: 850-921-3,205 FAX: 850-9121-3122 E-MAIL: Civill.Rights@awi.state.fims TTY - FLORIDA RELAY SERVICE (FRS): 711 DISCRIMINATION COMPLAINT FORMS PACKAGE Please note: If you need assistance in completing the enclosed forms, contact the office of civil rights. Contact information is shown above. Who May File with the Office for Civil Rights: A discrimination complaint may be filed with the Office for Civil Rights by any person who feels he or she has been subjected, to unlawful discrimination by, a poliigy, program, activity or employee of the 6gency for Workforce Innovation (AWI) or a recipient that receives federal financial assistance through AWI. This includes all applicants for employment and employees with Awl who feel they have been discriminated against — either on the job or during the hiring, promotion or discharge process. It also includes any customer, beneficiary or applicant for services provided by or through AWI who feels he or she has been denied services or treated differently than others in getting services. ..................... NOTICE ABOUT INVESTIGATORY USES OF PERSONAL INFORMATION Two federal laws govern personal information submitted to federal agencies: the Privacy Act of 1974 (5 UM .S.C. 552a), and the Freedom of Information Act (5 U.S.C. 552). Since the Agency for Workforce Innovation (A VI) receives federal financial assistance, the Office for Civil Rights (OCR) voluntarily complies with the intent of these federal laws, A state law, the Florida Government in the Sunshine Law (§119,07(q), Florida Statutes), also applies to information filed with an OCR complaint. Please read this description of how 'these laws apply to information connected with your complaint. After reading this notice, please sign and return the enclosed consent agreement along with your complaint form. The Privacy Act protects individuals from misuse of personal information held by the federal government. The law, applies to records that are kept and can be located by the Individual's name, social security number, or other personal identification system. ,Anyone who submits information to OCR in connection with a discrimination complaint should know the following: A discrimination complaint filed with OCR may be investigated by either OCR of the Office of the: Inspector General (OIG). Exhibit # 9 + OCR or the IG is authorized to investigate complaints of discrimination on the basis of race, color, religion, sex, national, origin, age, disability, marital status, political affiliation or belief;, and, for beneficiaries only, citizenship, status as, an authorized, atien worker or participation in WlA programs. + Information that OCR or the OIG collects is analyzed by authorized staff within OCR. This information may include personnel or program participant records, and other personal information. OCR staff may need to reveal some of the personal information to individuals outside the office in order to verify facts related to the complaint, or to discover new facts which will help OCR 'to determine 'whether the law, has been violated!. Such information could include, for example, the physical condition or age of a Complainant. OCR may also have to reveal personal information to a person who submits a request for disclosure authorized by the Florida Sunshine Law. + Information submitted to OCR may also be revealed to persons outside of OCR if it is necessary in, order to complete enforcement proceedings against a program the OCR finds to have violated the law or regulations. Such information could include, for example, the name, age, marital status or physical condition of the Complainant, 4 During the investigation, any personals information you, provide may be used only for the specific purpose for which it was requested. OCR requests personal information only for the purpose of carrying out authorized activities to enforce, and determine compliance with civil rights laws and regulations. OCR will not release personal information to any person or organization unless the person who submitted the information gives written consent, or unless release is required by the Florida Sunshine Law. No law requires that a Comptaina,nt reveal personal information to OCR, and no action will be taken against a person who denies OCRs request for personal information. However, if OCR cannot obtain the information needed to fully investigate the allegations in the complaint, OCR may close the case. The Florida Government in the Sunshine Law gives the public maximurn access to state government files and records. Persons can request and receive information from many types of records kept by the state government—not just materials that apply to them personally. Normally, the complaint file is not a public record during the course of the investigation, and neither the Complainant nor other persons have access to the investigatory materials. Once the investigation is over and final action is taken, any person may access the investigatory materials, however. They may also ask for, and receive, copies of all information, including,some personal materiats OCR keeps in its investigation 1'n,lorincifion Poroo Agoocyfipr Work)Zprce 16r CAW Aligias JJ',J Vorm 0,3)-/ervvised-1/14/03) Exhibit # 9 files, The OCR Director rnust honor all requests for information submitted under the Sunshine Law, with limited exceptions. Some forms of personal information, such as social security numibers, must be withheld, Information obtained from job applicants, claimants or employers pertaining to applicants or claimants other than the requesting party are confidential and may only be released if the applicant or claimant signs an "Authorization for Release of ecords" (A WI form AWA-01). Any employee or individual receiving or releasing confidential information that violates the law commits a misdemeanor of the second degree punishable as provided in Florida Statutes, Public records which are not exempt from disclosure requirements or confidential by lave may be released. Copies are provided upon request, at the standard cost of fifteen cents per page. An exception to these restrictions applies when public employees require the information in performance of their public duties. As policy during the course of the investigation, OCR or the OIG reveals names and other identifying information about individuals, only when it is necessary to complete investigatory or enforcement activities against a program or person that has violated the law. OCR or the OIG never reveals to the program or person under investigation the identity of the person who filed the complaint, unless the complainant first gives the investigating office, that is, t C R or the 0 IG, written permissiion to do so Please retain this NOTICE for your records. Access the Discrimination, Corn saint Form Poem Agew.yfior Wor4fin'ce 111011)jrafian/Officeftir CAW Rights A W/Form 1,1.,D I 0'evised 5/1 4,VJ� fli q, 4 if IN A ii1 IM fO 4 10 "N fM M" 0, W 1 0" a I'S a 1 All 11"t 1X Of Sf A 4 5 X, fro Of, �V, 0 f/l� A 0 '94 610 "714 FIR P/5 40, 4", M, EQ OPPO"'IRTUNITY POSTERS .......... .............. Exhik"'Nit 9a Exhibit 49a. 0p*-%,oTtun1*,,,t,,,'Y' th ri _. Law It is against the law for this recipient of Federal financial assistance to discriminate on the following baises: • against any individual in the C.inited States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and • against any beneficiary of pro.�rarns financially assisted under Title, i of the Workforce investment Act of 1998 ('w IA;), on the basis of the beneficiary's citi .ensla,ip/status as a lawfully admitted immigrant authorized to work in the 1.nited States,are his/her participation in any WLA Title l-financialty assisted r 4g.-am oc ac,tiutty. The recipient must not discriminate in any of the following areas-, • deciding who will be admitted, or have access, to any 'w I Title ]-financially assisted pr garn or activity; • providing opportunities in, or treating any person with re and to, such a prograaari or activity, or • making employment decisions in the administration of, or in connection with, such a proy,�,rarn or activity. What to do if you believe you have expel i,enced discrimination If you think that you have been subjected to discrimination under ra WLk Title I-finaaacially assisted program or actiNity, ycii.B may rile a complaint within 180 days fi-ona the date of the alleged violation, ww^itli either the recipient's Equal Opportunity Officer or with the Director,Civil l i l-its Center, U.S. Department of Labor: Peter de Haan„ Equal Opportunity Officer or The.Director, Civil lights Center(CRQ Office for Civil Rights (OCR) U.S.Department of Labor Agency for Worl orce Innovation 200 "Orrstitutic:ri Avenue NW, Room 1 -412 Caldwell Building- MSC 150 Washino-ton. DC 20I21 ti 107 East Mad ison Street Tallahassee, Florida 23 -412 If you file your complaint with tile: Office for Civil piglets (OCR), you must wait a.itlrer until OCR issue; a written Notice of Final Action, or until ptl days have passed (\vhichever is sooner), before filing with die Civil Rights Center(CRC), (See the. address above.) if OCR does not give you a written Notice of Final Action wviithan 90 days of the day on which you Filed your corn plaint, you do not have to wait for OCR to issue that Notice before filing a complaint with CRC. However, you must File your CRC complaint witNn iib days of the 90-day deadline (In other words, within 120 days after the day on which you filed your complaint with OCR). If OCR gives you a written Notice of Final Action on your complaint, but you are dissatisfied with the decision or resolution you may file ar,complaint with CRC, You must file your CRC cornplaant within 30 days of the date on which you received the Notice of Final Action, For information or to file a complaint, contact The Office for Civil Rights Agency for Workforce Innovation Caldwell Building--MSC 15 107 East Madison Street Tallahassee, Florida32399-4129 Phone: 850-921-320 5 Fad 50-921- 12 E-mail; Civil.Rights.@awi. 't t »f9.us Equal Opportunity rnploy'er/Progra m Auxiliary , .ids and Services are Available Upon Request to Individuals with Disabilities AM fie'.R 2L .Equal, Employment Opportunity is T'Hh LAW Emplovel-s Private Emplolyme�it, Pro,�,,,-rarns or Holding .Federal State and Local Activities, Recel-Vink", Contracts or Go-vernme tits, Federal Financial Subcontracts Educattomal InsfiUit lolls Assistance Appkarts to and erripioyt-es or Applicarim to and einployee-c4 mo�k private employers,State RACE,COLOR,RELIGION, comp,injiI wiaw a FtWerol qioverri- ewd focal goveirnUTWIFItS,edW (lOnW UMAVOCIIIS,T.-M&Y7112"M NAT lONAL ORIGIN,SEX MeInt r'I or sutcontract,are Pobor orgam),,tiTons zire proiI,actE�d q.JrmJk!r the fotowIr� In addltron to thm. of Tala Pi'(Au'md Under the lolWwinq rede'ral laws' VII ot fine Civil Rightj Act of 1964,ait, Fedi"r4j euetonue',r ain enctijd,'TitJeV1 of uip Cmt Rignt, RE RAC RACE,COLORr REI-lGION, E,COLO R, UGION,SEX,NATIONAL Act'I CAIIIbItS OFT the SEX,NATIONAL OMGN ORIGIN ba5rn of race,color or notiI orpigm Tite'VII of ti-,e Cml Right's Act of 1954,as 8mended,pr m ir proglibit", r.)rin,cir activines recewing EKe-wive Order I 6Z46,s5amiI disorwrimation in raring,proniotion,discharqe,pay,frin,qL riminel-i's, (maricla?acsistance, Empfay- nC prchibptsjob discrimmation on tine job r�raining,oassiaczamrn,r0prral,and Q�her AsperT-' ol,emplay'nvrit' cfi*�,:I`011PAtion i�,covi r ad by Qf mice,color,roigion,�ex or on the basi!�of race,cojor,religion,sax or nitiom cr-Im, Tkie V1 if We PIT IT-Twa-y Objocti'm of the iladcxlal origin,and roquirss affir.'TrIi- Finanmw 4rossi5i.amm is provision of tive act on W pnwvri,-pqw'Wity of e-mPloymicM.QI"where erriploymiI cipiporqjnjCy is 10 aspects of 01*4ASILITY aIiscrimwmgorT:,iusetT or rrafy use. err#oyment'' The Americam witt,, Act of 19910,as',wnended,proteCt, di$armiination in provIidang qualMed appflcartt,and erT1010I with disazilftws I dicrim- wrider suct)programs, Title Ix cl n1v INM VIDUALSW6TH inaUcrl M Mirmig,Promotion,dlacharge,pay,Job tnaaninq Iringe Edo,catior Amerdrrienu of 1972 DISABUTIES benefiu,,rVa as46dr.aCe ra.relerral,and other aspect5 of errwpioyrrwnt or prokuhIL-5,empfnymemt dilcriminalion Serucri 503 of the Rem al' iftabor,Act the ba.,w;of dis'4nlity, The law also requires that covered entitle on the basis of ser,in eduutioriW fit 1971 Its ar adrr¢1a t1 prornt its prowoe qua46ed upp4clias aid efnploypeeS wifth t1jsI, wqr progrwis or actjviu s whicl)recahbe diurimiration beczusia oil iI remjonauW accommodivom zhat,do rot.impose urclue hardship,. Federal 1."rslswncp_ and ri;4qutres'alfIrmative action to erriltlay and adviarI in emplayment AGE' INUIV IDUALS WTH qUafMad 4idioduals wii)7 disaMifbos The Age JD6,croni4"m on in EmoJoymorL Act oi'1967,as omiardit d, DISABILMES whm^iVfth reasonabie aCconvi 11004toon, proitacts oppilcint, and employimes 40 yemrs of aga:ar cider from Ste:t�ioris 501,904 and 505 of the can por(orm the ewI ruriczioll., disi::Hmiriatiori On the basIi�or age�n hiring,promw,�Qn,drscharge, Rehaboltatimi Act or 1973,pl,� of a Joo. coirrlaemaVon,terms,.conditiong or privileges of efriploI iniunded,prohibits cmp6oymiipt VI,ETNAM ERA,SPECIAL SEX(VVAGES� dIOCriminition orl ale hatr5 rat'o�sat30- ity mr rang p(ragr0m or ir,-T Wy yvhtc�h DISABLED, RECENTLY in to�,aex,idrscornlnnddin prohibited by Tine V4 of:9 e Cmi riyteiws Fetwiral ri-i in SEPARATED, AND OTHER t4gms Act,of 19164,at;amv)bta,.J(%.-ia:I the F�f.jual Pay Act,of ?.tw to dcral y ava.rrarnerwt.Discrimmil- PROTECTED VFTERANS 1963'its arnendpa prohltiiLs 5CY in payiriia�it of uvage,; boll is priI In MI,jspecu,of 33 U,Tj.C.4212 of tnei/uetnarri Era to wormido rind mer performing-wt4tandafly eaqcitf w,ark m the..ajrrie empif"'iyment agairst parsons w0i VoT,Lraris'Readjostmom Assi`tarii.'r-,Aa altublilornialL dq atarlsCila, 'VI feasonabje v:f 19 N, as Amended,proirilblt,,job adP Cairirnod4lnori,can perforr7 fj,,p discrimnatior and rpiquirps affirmatNis RtA41iBUQn agerisl a poar5on miry i r.,h4rge cf brscrjrrfpattcln, assentiM functioris action to employ arld advance Jn participate)'in 3n or oppasas an UTflawtill ernploymem of a Jrin_ emploympint quolified Vletnarn era practice,s prohibited by mn of rl'ie ie Fe,clLwal lapwi. reterzric'quoWiod 5peclW djsaWvl! 0 YJou bejieve YCsu Nive II veterins,recently separtteavoterwlo' If you oei[Wvr:taut you havta bum discrimiriated faarst under 4ry or drscr)m notnJ agajihst In a pratr,4r, wid otrer protected wAeruns, tor,aoovp.ims,You Mould,contact lrwrie�iatelI of any int"titudor,whgCM nerz6vo-s Any persor,vwl,,,o oefi+-je%a corltrartor, Fe�cferm amsu.)nc.�%you should comort has whciaLud it,ron&scrirrimauarl or, The U.�.Equil Emplaymeirt Opportunity Commos�von(EEOC, mmiI the Fii,�ral agwicy Ofirrytative sctTcrT cdIIIVtjnns 1301 �Strraqt, U.C.2DS07 cr an EE OC fiswcf assistance. ' the authorities ateve should cc�ntic.,. offtce by caWng toll,free. (800�662-4000. For indioduals ovgh WrIM"W10Y henring impairmeno,HEOCs toll Tree TDO manoer iy ISJ10f 669.68:0, The Of ire offederal Contract compfience Programs(OFCCP), E-oloyment Suirid irds Adrrnni5tr ation, J15'Depar Zment of Labof, 21X Con1tAurIIonAverTuk-,NM., fttshIrigron,D.0 20210 or calf (202J 693-0101,of in OFCC-P region"af or cI al"'icsi,Hi!'tud in merit dlfe,=riF,,s under U s ("cvarninenl'lkof twII!,ilt cal LaWx i �� r �+,k: „�„ r..�, /,:7,r :,�y Air � ;� (�" &WII/ ��ww�fi �I,�,;r////r "�;Y' .qr''.i ,� � � � �ik;;�,.�mn %,w ."r�✓((ri/ ' / / Ii/ is ,M, J., �l /a/ ^ i,. r;//, �%- � Y�. �j ,!r �j,.✓'J^ �,//r,., �rr w"r,r .�In., r ,; +u,+,mmwe ✓,, y i r ,(. J ,... 0 r/iC r. // r /� ,,:,, %/ ,'si✓n,: J� >; !./. / /. r(",� ./. ✓ ., � r ir� �% rrr/, r.:. ! 1�"i 'M„r 7 ,p/ ./, r... If you do not sPci E1gQ,!sb,or if You are deaf,hand of hearing,or ight fiii r r "OU can Iti ve �C7r'l tp°k �.Ct"tA ti d t'L",m:=k',I!�ton's'elv%cQs at no C[Yarp%, P�,ase s's for 1.:S'Isla ce iAtend4nl: A,:tansyonl 5..usted no habia lswg4 s,ca cs swdo,dh mudz,a satga,ti 1 3 PIaV.In2 5 au pa patio_an le,st ou pa ka'pah tan6e ftssuud),si ou rroaf p'ou pd r r.r.,,Or de untv°rpr v.u trdduc cr a no x5tc de sdu par PCr fava, unde,sl je'ou pa bon,act ka�uenn atmn pvu eu" wv tradag co pda ay 3da. e°wtevn to pp46°Cil9 grads,Tano tr aMe pou'vo eedL-w Sramirk #tin k:u�per Attention a try Si Yous rue parlez pas tl'angWis,si vous Ates strand,oua,durs d creidle od!s6 vows fteS aveugles Ou avex des d°klt'ucwtltes a been vo rk vov;pcP��avea'd.xo6r aes sef" aes d"InterprcLid ou do t"adtu.ticvsr, rn ca pu 1�r u v '' a-kg10 't„,,.urwa.aran%j lip vmquww.-n r La:vvviu.s ral dgratwtu. 5p4 vmi.,,,pia,dt!mwxJez de Kls de;. su uldusr,�rrr lsrr w a cs 7 pn� cavk nw uw era a r ,naau c t„ r� z eullt�a p ti SHuuraaH've! �17T 'M''T,IMM:ply Ur 7"-,T ,zTr Eviwi trsa crpyantrere Pt a7 nes9ar isCC Ctgyx(,.M drntm ft7,]T4 ,, ;.' � 5-MP- #qF trperauwem,woo rre rtauopwre no-aaurnwlir rw, sw ma r:rc ' am Bw�aearu a ycrryrarlit ycTHarr ksrrat ewu c6meH4oro nepesc„ta 'c-7,a i -,, ztl TIM I;mti t naaart c, u9�a wge:ks saawr lx ayarsc-. 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LLJ k` Q r ca + Li 0 C a 4 as (M All ,!'I P f PO 2 it va dy, a Al fAI V A PR'IU/-"" R APP,Rk/J-"*' /AL 'PRu`CEru-"'IU'RES Exhlibit 10 Final Guidance on Prior Approval Procedures for Selected Costs, and Administrative Requirements March 8, 2005 Agency for Workforce In Agency for Workforce Innolvation Table of Co tents Final Guidance - Prior Approval Procedures 1-2 Cost Items Requiring Prior Approval 3 Administrative Requirements Requiring Prior Approval 4 Annual Appro,vaI Request Form 5 Prior Approval Request and Response Form — IndividuaI 6 Cost Items Prior ApprovaI Request Procedures 7-8 Office of lssuanc2.'AVVI FG 05046 0010111 Relerence; Prior Approval Procedures using Federal or State Grant Awards FINAL GUIDANCE Prior Approval Pr edures OF INTEREST TO: Workforce Florida Inc, and Regional Workforce Boards (RWB's), in implementing federal and state workforce programs listed in Chapter 445, Florida Statutes. SU,BJECT: Obta,Jning written prior approval fronn AWl for selected cost items and administrative reefs irements, PURPOSE: To define and describe when prior approval of selected cost items and administrative requirements is required and how the approval can be obtained. DEFINITION$: Prior Approval: written approval by an"authorizedi official' evidencing prior consent', Authorized official: an appropriate member of management from the awarding agency (A WI For purposes of this guidance, the AWl Grants Management Section leader is the authorized official. BACKGROUND AND UNDERLYING FEDERAL POLICY: The Office of Management and Budget (OMB) Circulars establish principles, and standards for determining allowable activities and costs, for Federal, awards carried out through grants, cost reimbursement contracts, and other agreemen,tS2, Some administrative requirements and cost items are allowable only with prior approval from the awarding agency. STa TE GUIDANCE: The applicable OMB Circulars must be f0owed when determining the cost items and administrative requirements that require prior approval. To streamline the approval process, AW1 has provided the following guidance'. # An annual approval form for as many of the specified cost items as possibler 4 A prior approval request forn for other individual approval requests to be handled on a case-by-case basis; 0 Instructions for electronically submitting the above referenced forms to AWI staff for review and approval; 0 The timeline for AW1 staff to review requests-, and 0 The process for AWl to notify RVVBs,via e-mail of final decisions, This guidance material is available online at the following address: Lttp Ywww,'flqridaiobs,ora Tres ources/workforce-res.htmt Note: The guidance material represents a comprehensive presentation of the information needed to determine when and how to request prior approval from AW1. The guidance pa0cet consists of 8 pages and any analysis of this informationshou)(1 not be done if any pottion, of the gaidance material is missing, EFFECTIVE DATE: Issuance of this guidance represents approval by AW'I manager neat of the indicated procedures and related administrative forms. These procedUreS will be effective as of the date of this guidance paper, If you have questions or concerns regarding the guidance provided here, please contact the:AWI Grants Management Office at (850) 245-7481 AUTHORITY: OMB Circulars A-87, A-1 22, A-21, and A-1 10 Footnotes: OMB Circular A-110 SUBPART A, Section 2(w) (prior approval), Cost principles for alll non-profit organizations that accept federal funds afire provided in OM 13 Circular A-122. Cost principles for governmental entities (not including universities) that accept federal funds are provided in OMB Circular, A-87. Agency for Workforce Innovation Cost Items of Prior Approval Rif'# Ref# from from A-87-State,Local& A-122-Non-Profit is Annual OMB A- OMB A- Governments Organizations Approval ltornsM 02) 1221" (Attachment B) (Attachment B) Availabllo?i'll Advisory councils 2 2 Req'd Req'd NO Audil,services 4 4 Other than A-133 Other than A-133 NO Compensation for personnel services a 8 N/A Certain Overlime,etc- YES Unemployment compensation on an Some pension actual payment method YES Abnormal or fnass severance pay Personal use of vehicle YES Certain severance for N/A foreign natlonals NO SubstitTie-sy—Mern—s to— —Su-b—stit-u—te s-y—stens—to- allocate salaries and ailocate salanes and wages wages NO Defense and PITOSeCUI-10n of criminal and 6W proceedings,claims,appeMs and patent Infringement 10 10 MA Req'd NO Deprecia4on and use aflowances, 11 11 Changes in methods Changes in rnelhads, NO Eciujpment and other capital YES,with expenditures 15 15 Req'd Req'd limitations YES,with Furies and penalties 16 16 Rent if not in award Req'd if not in award limitations Substantial rdocafion,of Gains and losses on depreciable assets 18 18 Federal Programs N/A NO Housing and personals living expenses - 20 NIA Req'd NO Interest 23 23 PVA Relocation NO Merriberships,subscriptions,and Civic,community of social Civic or community professional acuvdy costs 28 30 organizafions organizations NO Organization coasts - 31 N/A Req'd YES Participant st,jpport costs - 33 N/A Req'd! YES Pre-award/Preagnaernent costs 31 36 f3er1'd Req'di NO pwposal costs 33 Req'd if direct charge YES Rearrangement and alterabon costs 35 3,9 Speclat for project Speoat for project NO Selling and marketing 39 45 N/A Req'd YES Full-time,post-graduate Training costs 42 49 N/A education NO TraveN of officials under generat Bove comment Travel costs 43 51 expenses/Foreign travel Foreign travel NO Notes: (1)The cost iterns fisted here require written prior approval by the awarding agency, (2)The OlAB Circular reference number has been provided for each cost iterri referenced here. (3)"NO"answers,Indicate that this administrative mquiremefil is not eligible fof approval using the Annual Approval Form To Wain approval for Mis 0em, the`Poor Approval Request and Response Form-Individual Cost fterns"must be completed and subrilitted to Awl for approval "YES"answers indicate that this cost Itenor is e0gible for approval using 11he Annual Approval!Form, 3 Agency for Workforce Innovation Administrative Requirements Requiring Prior Approval Common Rule for Is Annual Governments A-110 for Nonprofit Approval Provision Requiring,Prior Approval lit (291 CFR 97) Organizations l211 Available?i:'l' 'Change in scope or objecfive —30(d)(1) —.25(c)(1) NO Change in,key person .30(d)(3�) NO (4t Absence 3 rnonthsl25%of key person N/A -.—,25(c)(3) NO(4� —,30(c)(1)(i) Need for additional Federal funding -30(c)(2) —25(c)(4) NO(4�) Transfers between direct&indirect costs NIA —25(c)(5) No Items in cost principles requiring prior approval 30(b) —25(c)(6) Nr)TZF— Transfer of training allowances to other categories 30(c)(1)(iiii) —25(c)(7) NO 14r� Contracting out any work under an award 30(d)(4) —'25(c)(8) NO Carry forward unobligated balances N/A —25(e)(3) NO Extension of expiration date of award ,3O(d)(2) —,25(e)(2) NO Incur preaward costs MA 25(e)(1), NO Transfer of funds,among direct cost categories in projects ects over$100,0100 or 10% —,30(c)(1)(ti) —,25() NO Transfers between construction&nonconistruction —.30(c)(31) —25(j) NO(4) Extension to liquidate obilgations .23(b) —,71(b) NO Full value of real property or equipment as match 24(e) —.23(g)(2) NO Use of unrecovered indirect as match NIA —,23(b) N OP7— Disposition of real property 31(c) 32(c) NO -ance of real property N/A —32(a) NO Use of real property in other projects N/A --32(b) NO Disposition of equipment FM,V$5,000 or more —.32(c)& (f) —,34(g) No Encumbrance of equipment NIA34(c), i N 0 Replacernent of equipment 32(c)(4) —,34(e) YES Encumbrance and disposition of intangible properly NIA 36,(e) NO Substitution or copies for original records N/A —,53(c): YES "Prior approval means "Prior approval means documentation iwritten approval by an evidencing consent Iauthorized official prior to incurring the evidencing prior specific cost," consent" Notes: (1)"1"toe admin slratjve reqUire(nerils fisted here require written,prior approval by the awarding agency, (2)The OMB Circular or other federM iregu.ulRation reference rRoriber has been provided for each administrative Fequirernent referenced here. (3)"NO"'answers indicate that this adr0iistrative requirement m not eligible for approval using the Annuals Approval Form, To obtain approval For this tern,the"Prwr Approval k1equesl and Response Form-Indwidual Cost ltems"rnust be completed and submilifted,to AWI for approval. "YES"'answers Micate that Ous administrative requirement is eligible for approval using,the Annual Approval Form, (4)This administra0ve requirement is not expected to be appikable based on current RVVB operafians, However,it may apply to direct F ederzfl funding grants received by an RM, in:these cases,the RVVB would request prior approvat from 0-ie federal awarding agency (not AW), 4 Agency for Workforce innovation Final Guiidance - Prior Approval Annuial Approval! Request Form RWB#I RWB Name: Submission Date for Request: Applicable Grant Period: Local!RWB Capitalization Threshold, Name/Title of RWB Representafive; Review Date for Request: AM only Approved/Declined: A W1 or)12 Annual Approval Estimated Annual Requested? Total for Cost Prior Approval Iterns (Yes or No) Item Activity Administrative Requirements Re2lacernent of equl2rrlent Substitution or copies for oriqjnal records no entry required Selected Cost Items Compensation for eersonnel services-certain overtime,etc. Compensation for personnel servlces- unemployment compensation on an . actual 2ayment,method Compensation,for personnel services-personal use of vehicle Equt2�ment and other capital expenditures", Fines and penalties"" tic entry requaed OManization costs, Participant support costs no entry required Proposal costs Selfin2 and marketing TOTALS $ Notes (1) Capdal expend[hires Ml-i a una cost more than the RWB's established capitalization threshold,bul less than$5,000 that are to be charged to formula grant funds,irnay be included in the annual approval request Capital expenditures To be charged to formula grant funds�Mthr a urift cost of$5,000 or more arid!all non-fortnula capital expenditures rneeirng your capitalization linilts must be separately submitted for prior approval, Capital expenditures ineWe general purpose equipffient,%pecW purpose equipment,and irnprovenients to land,buildings,or equipment w1kh rriatedafly increase their value or useful life as defirred in the applicable cirolars and relevant TE,GLs, (2) Pnoy approval is available for fire and burglary alarms only, I here is no cap on the per cull cost, 411 Agency for'Workforce Innovation Final Guidance - Prior Approval Prior Approval Request and Response Form — Individual Cost Items DATE. TOE AWI Grants Managernent Section RWB: RE: Prior Approval Request and Response Form - Individual Cost Items We request approval of the expenditure(s) described as foWws: Brief Narrative Summary: [Provide sommary information here. Include item description and program purpose of purchase.] Cost Summary: [Provide estimated cost amount here. Include line itern detail of expenditure(s), if needed, If more room is needed, please, attach additional information to this reqcrest form. If applicable, include the RWB local capitalization threshold.) Prop s,ed Funding Source, [Provi e estimated funding,sour cel"qfant program here.] Additional Information: [Include aoy additional infbimation, research or other comments as you feel necessary for AWl to complete an analysis of this approval request.] Certification Statement-. PLEASE NOTE THAT TRANSMISSION! OF THIS REQUEST FORM TO AWI INDICATES YOUR ACKNOWLEDGEMENT OF APPLICABLE RWB PURCHASING POLICIES AND/OR PROCUREMENT STANDARDS FROM THE OMB CIRCULARS OR OTHER PROGRAM GUIDELINES. TRANSMISSION OF THIS REQUEST FORM TO AWI ALSO INDICATES COMPLIANCE WITH THE ABOVE-MENTIONED STANDARDS. Agency for Workforce Innovation Final Guidance — Prior Approval Prior Approval Reqlue t Procedures Annual Approval for Selected Cost Items By June 15th of each year, each RWB will complete the "Annual Approval Request Form," Cost estimates based on the data available to the RVVB at this, time should be used to complete the approval request form for the upcoming grant period. Once the cost items are identified the RWB will submit the completed form to AWI for review and approval. A list of the selected cost items and administrative requirements that are currently eligible for annual) approval are, disclosed on the Annual Approval Form included in AWl Guidance Paper # 05046. Each RWB should follow the procedures described as follows: 1. Complete the Annual Approval Request Form. An appropriate member of the RW8 management team should review, approve and authorize the request prior to its submission to AWI, 2. Submit the completed request form, An electronic version of the Approval Request packet should be submitted to the following address-, priot'ar)orovailireouesteawi state.fl.US Electronic signature(s) have been deemed acceptable documentation to initiate this process, In place of an electronic signature, an e-mail transmittal will be accepted, 3. AW will establish a, 5 worKing-day window to respond to submitted Prior Approval Request Forms from, the date all information is received by AWI. AWl's response will be (1�) YES; (2) NO, or(3) Additional research is required, Note,- An exception to the proposed response time will be made for recloests requiring substantial research by the agency or where Federal approval may be required You will be notified by e-mail if additional processing time is required, if an initial submission, is incomplete, AWI will return it to the RWB with a request list for the missing information. You will be notified by e-mail if addlitilonal information is required to process your approval request. 4, Notification Iby e-mail or letter will be provided to you once a final decision (APPROVE/DECUNE) is reached, 7 Prior Approval Re guests JPARs)-All Other Specified Cost Items For the remaining OMB circular items that require prior approval all entities must complete and submit the "Prior Approval Request and Response Form for Individual Cost Items" prior to incurring any of these cost items, Each RWB should follow the procedures described as follows: 1. Complete the Prior Approval Request and Response Form for Individual Cost Items. An appropriate member of the RWB management tearn should review, approve and authorize the request prior to its submission to AWI, Z Submit the completed request formi. An electronic version of the Approval Request packet should be submitted to the following address; Electronic signature(s) have been deemed acceptable documentation to initiate this process. In ptace of an electronic signature, an e-mail transmittal will be accepted. 3 AWl will establish a 5 working-day window to respond to submitted Prior Approval Request Forms from the date all information is, received by AWI. AWI's response will be (1) YES; (2), NO; or (3)Additional research is required. Note,, An excepbon to the proposed response time will be made for requests requiring substantial research by the agency or where Federal approval may be required. You will be notified by e-mail if additional processing time is required. If an initial submission is incomplete, AWI will return it to the RWB with a request list for the missing information, You will be notified by e-mail if additional information is required to process your approval request. 4. Notification by e-mail or letter will be provided to you once a final decisk',)n (APPROVE/D5CUNE) is reached, ADMftSll',,,`AH`A PLAN VVY,, "23 vLEY CT 2002 -SARBANES-0A ICY TRANSMITTAL Ex ibit 11 r rrr< t„r EMI-l0Y Fl0"do POLICY TRANSMITTAL SUBJECT: arba nes-Ox1ey Act of 2002 ProceduralIGuidarice No.., APPLIES TO: South Florida Workforce Investment Board (Effective date: Immediate) All South) Florida Workforce Investment Board Funded Service Partners Nevi ed Date: foot o�pplicl;rte Expiration mate,until suype ceded or rescinded REFERENCE: Sartaanes-Oxley Act.of 2002,Sections 1102 and 1107 USC Title 18,Sections 1512 and 1613 OBJECTIVE ,,.,. The purpose of this policy is to provide information and instructions to South Florida Workforce Investment Board! and all South 'Florida Workforce Investment Board Funded Service Providers regarding the uniform procedures for compliance with two provisions of the arbanes-Oxley Act, and in accordance with requirements set forth by the Workforce Board. BACKGROUND It is the policy of the SF°W to Comply with the requirements of the Sarbanes- lxley Act of 20012, Sections 1102 and 1107, set forth by the Act„ the United' Mates Code Title 18, Sections 1512 and 1513 and the requirements of the Workforce Board'. provisions of the Act- Title X1 Corporate Fraud Accountability Section 110 Tampering with a record or otherwise impending an official proceeding - "Whoever corruptly. 1) alters, destroys, mutilates„ or conceals a record„ document or other object, or attempts to do so, with the intent to impair the object's integrity or availability for use in an official proceeding ) otherwise obstructs, influences, or impedes any offiicial� proceeding„ or attempts to do so„ shall be fined under this title or imprisoned not more than 20 years, or both", Section 1,11 ° - Retaliation against Informants - "Whoever knowingly„ with the intent to retaliate, takes any action harm ul to any person, including interference with the lawful employment or livelihood of any person, for providing to a law enforcement officer any truthful) information relating to the commission or possible commission of any Federal offense, ,shall be fined under this title or i m pri sonedl not more than 10 years, or both". Revision No.� n1a Supersedes; Issued fay/Contact:Dul'ce Quinones Program Directive#1 PIY Moo - 006 office of Continuous Improvement Contracts Compliance Audit Supervisor Page 1 of PROCEDURES: Each South Florida Workforce Investment Board member, employees and all South Florida Workforce Investment Board funded Service Partners will sign a receipt for indicating acknowledgement and receipt of the provisions of the Sarbanes-Oxley Act. Sections 110 and 110T ATTACHMENT: Sarbanes-Oxley Act receipt form, lsi('n No.�We Supersedes: �ssued by tact:Du$ce Quinones Program Directive#1 PY 20,05-2006 Office of continuous improvement Contracts CompHance Audit Supervisor -—--—----—---------- Page 2 of 2 l',fl >I Lr�r( 1 ruf A M, / fg,, df MA 2 1 X/A(, rM foff Wo A A 4 fs" I'm W M, 4 191, a a 'Al a 2 0 tll flf 0 1W I OR V �S, (5, v 00, 9 1 p 14, OR, I A a Nil, 10 n, A SARt5/-\NE"O"-'-U*'*" LEY ACT 2002 - PDXICY TRANS. ITTAL, Exhib-it I I south florida .,,f�� • �>,rr �rru��Iu��@r�r�r�� ....................... POLICY TRANSMITTAL SUBJECT: Saes -Ox1e Act of 2 Proce aurarr ui nc No..: #1 PY 2005.2006 APPLIES, T ,: South Florida Workforce Investment Board i Effective Date: All South Florida Workforce Investment Board irrrrnediatei ........ Funded "Service Partners Not oats: Nat, Iicataie Expiration Date: Until su erceded car res �rud'ect. REFERENCE: Sarbanes-Oxley Act of 2002,Sections 1102 and 1107 USC This 18,Sertions 1512 and 1513 OBJECTIVE The purpose of this policy is to provide information and instructions to South Florida Workforce Investment Board and all South Florida Workforce Investment ward Funded Service Providers regarding the uniform procedures for compliance with two provisions of the arbanes-Oxley Act, and in accordance with requirements set forth by the Workforce Board. BACKGROUND It is the policy of the SFW to comply with the requirements of the Sarbanes-Oxley Act of 2002, Sections 1102 and 1107, set forth by the Act„ the United estates Code Title 18, Sections 1512 and 1513 and the requirements of the Workforce Board. Provisions of the Act--Title X1 -Corporate Fraud Accountability Section 1102 Tampering with a record or otherwise impending an official proceeding - "Whoever corruptly, 1) alters„ destroys, mutilates, or conceals a record, document or other object, or attempts to do so, with the intent to impair the object's integrity or availability for Use in an official proceeding ) otherwise obstructs, influences, or impedes any official proceeding, or attempts to do so, shall be fined under this title or imprisoned not more than 20 years, or both". Section 11 07 - Retaliation against Informants - "'Whoever knowingly, with the intent to retaliate, takes any action harmful to any person, including interference with the lawful employment or livelihood of any person, for providing to a law enforcement officer any truthful information relating to the commission or possible commission of any Federail offense, shall be fined under this title or imprisoned,not more than 1 10 years, or both"". i�evisican,GWcr.;n,a supersedes. Issued byiContact; Dudce duinones Program Directive#1 PY 2005- 006 office of continuous improvement. contracts Compliance Audit.Supervisor _.. �._ Page'1 of PROCEDURES: Each South Florida Workforce Investment Board member, employees and all South Florida Workforce Investment Board funded Service Partners will sign a receipt form indicating acknowledgement and receipt of the provisions of the Sarbanes-Oxley Act, Sections 1102 and 1107. ATTACHMENT: Sarbanes-Oxley Act receipt form, Revision No.: nia Issued byiContact.twice Quiniones Program Directive#11 PY 2005-2006 Office of Continuous Improvement Contracts Comptiame Audit Superyisor .......................... Page 2 of 2 0 4 X n a Y,11 HIJ, 41, ,?4 41, om, rd d A qf VI) 0, A 40! ro F/, IN I/ f/v Al A "t le, 14 A 4 JA ................................... Exhibit 11 a Exhibit I Ia. Sarbanes-Oxlev lei t orm, Sar°lbanes- )Aey Act of 2002,Sections 1102 and 11 7 It is the policy of tlae FWI to comply tarith the requirerarents of the Sarbanes-Oxley Act of 2002, Sections 1102 and 1107, set forth by the Act, the 1 rdtecl States Dade Title 18, Sections 1517 and 1513 and the: requi vrrre:nts of the,Workforce~l fora Board. Provisions of the Act - Title X1 - Corporate Fraud Accountability Section 1102 _ Tampering with a record or otherwise impending an official proceeding "Whoever ccar a..tptly 1) alters,destroys,mutilates,or ccanceah a record,document or other object,or attempts to do sra, with the intent to irrapair the objec,t';s integrity or availability for use 41 an official pro eed n 7) otherwise obstructs, itifluences, or impedes any official proceealin , or attempts to do,so,shall be fined under this title or imprisoned not more thara 70 yeirs.,or both". Section 1107' - Retaliation against Informants - "Wlacaever lsncmingly, with the intent to retaliate:, gal s any;action harniftzl to any person, including interference ixith the la fid ernpraloy ivnt or livelillood of anyperson, for providin to a la:wenforterrrent officer any truthftJ infOrn ttion relating to the corn mission or possible conunissiOn of vmiy Federal offense:,slralll be fined under this title rar irnprisomd not more than 113 years,or both". By signing this forth, I acknowledge receipt of the arbanes-O Idey Act of 2002, Sections 11 02 and 117, Print Name Signature: Entity l�""---ap�e .,........�.. ....... .,,,�.................. ..... W �/rig AN EX H I BITS, Exhibit# I Cost Allocation Plan Exhibit # 2 Anti-Discrin-sination Guidelines for Contracting, Procurement Bonding and Services Exhibit# 2a Ordering Materials and Supplies Exhibit# 3 SFWIB Purchasing and Procurement Guidelines Exhibit# 3a The Conflict of Interest andi ode of Ethics Ordinance Exhibit# 4 Capital Inventory Management Pollcy and Procedures Exhibit# 5 Ser0ce Partners Storage Procedures Form Exhibit 9 6 PUblic Record information Recluest Form Exhibit ft 6a Confidentiality Records-Poll Transmittal Exhibit# 7 Grievances Procedures and Forrns Exh�iblt# 7a Grievances, Exhibit# 8 Administrative Monitoring Tool A Exhlbit# 8o Admir-Ostrafive Monitoring Tool B, Exhibit# 8b Contract Payments Review Tool Exhibit# 8c Accounts Payaible Tool Exhibit # 8d Account Payable Into Control!Quesfionnaire Exhibit# 8e Fixed Assets Audit Program Exhibit# 8f Service Partners self-evalUalIon Questionnalte Exhibit# 8g ADA Review Tool Exhibit# 8h WIA Adult and Dislocated Worker Program Review Tool Exhlbil # & WIA Youth Program Review Tool Exhibit# 8j Wagner-Peyser Review Tool Exhibit# 8k 'Welfare Transition (TANF) Program Review Tool Exhibit# 9 Discrimination-Complaint Forms Package Exhlbit# 9a Equal Opportunity Posters Exhibit# 10 Prior Approval Procedures Exhibit # 11i Sarbanes-Oxley Act 20012 - Policy Transmittal Exhibit# 1 la Sarbones-Oxley Receipt Form south f lorida 00 Tj,K member: Employ Florida ............... ...... ATTACHMENT VIII Signature Pages ................ ATTACHMENT- E SIGNATURE PAGE This plan represents the South Florida Workforce Investment Board's (SFWIB) efforts to maximize resources available under Title I of the Workforce Investment Act (WIA) of 1998, the Wagner-Peyser Act, and the American Recovery and Reinvestment Act of 2009 and to coordinate these resources with other State and local programs in the following geographical workforce investment service area: Miami- Dade and Monroe Counties, Florida. This plan is submitted for the period July 1, 2009 through June 30, 2010 in accordance with the provisions of the Workforce Investment Act, the Wagner-Peyser Act, and the American Recovery and Reinvestment Act of 2009. We further certify that we will operate our Workforce Investment Act, Wagner-Peyser Act, and the American Recovery and Reinvestment Act of 2009 programs in accordance with this plan and applicable federal and state laws and regulations. Workforce Development Board Chair Chief Elected Official Signature Signature Bernardo Adrover The Honorable Carlos Alvarez Name (printed or typed) Name(printed or typed) Chair,SFWIB Miami-Dade County,Ma or Title Title Date Date Chief Elected Official Signature The Honorable George Neugent Name(printed or typed) Monroe County Mayor Title Date 1012.3'10, Page 1 INTERLOCAL AGREEMENT CREATING THE SOUTH FLORIDA WORKFORCE INVESTMENT BOARD FOR REGION 23 OF THE STATE OF FLORIDA This Interlocal Agreement is made and entered into by and between the Chief Elected Official of Miami-Dade County, a political subdivision of the State of Florida, and the Chief Elected Official of Monroe County, a political subdivision of the State of Florida, pursuant to the Florida Interlocal Cooperation Act, the Miami-Dade County Home Rule Charter, and applicable federal and state laws and regulations. In consideration of the covenants, conditions, mutual obligations and other good and valuable consideration, the parties hereto agree as follows: 1. The Chief Elected Officials who have executed this Interlocal Agreement have caused to be created hereby a Local Workforce Investment Board for Region 23 of the State of Florida in accordance with federal and state laws and regulations. This Local Workforce Investment Board shall be known as the South Florida Workforce Investment Board (hereinafter sometimes referred to as the"SFWIB"). The SFWIB shall be a separate public body, corporate and politic, and a governmental agency and governmental instrumentality of both Miami-Dade County and Monroe County. The SFWIB shall be a governmental body in all respects and shall be an organization eligible to exclude income under Section 115 of the Internal Revenue Code of the United States and contributions to which are deductible under Section 170(c)(1)of the Internal Revenue Code of the United States. a. The SFWIB shall have the power to sue and be sued, to plead and to be impleaded, to contract and be contracted with, to enforce contracts and C.1"UPSTIAll2.DOC agreements, to accept grants, gifts or other resources, to engage an independent auditor, to have an official seal and alter same, and to incur tort liability to the extent permitted by Section 768.28, Fla. Stat. The SFWIB may exercise all of the powers specifically granted herein. Except as limited in this Interlocal Agreement, the SFWIB shall exercise all of the powers granted to Local Workforce Investment Boards by the Workforce Investment Act of 1998, as amended from time to time, and Chapter 445, Florida Statutes, as amended from time to time. Nothing herein shall be construed to limit or affect, in any way, the laws relating to sovereign immunity, Section 768.28, Florida Statutes, with respect to the SFWIB. b. The Executive Director of the SFWIB shall be selected by the SFWIB. The Executive Director shall be an employee of Miami-Dade County within the administrative service of Miami-Dade County and may be removed from the position of Executive Director of the SFWIB in the discretion of the SFWIB. The Executive Director shall be the Chief Operating Officer of the SFWIB and, as such, shall implement the policies, decisions, actions and directives of the SFWIB. C. The staff of the SFWIB shall all be employees of Miami-Dade County and who shall serve the SFWIB under the supervision and control of the Executive Director of the SFWIB. The staff of the SFWIB shall implement the policies, decisions, actions and directives of the SFWIB under the supervision and control of the Executive Director of the SFWIB. C.MMM4142 mac 2 , d. Legal counsel for the SFWIB shall be the Miami-Dade County Attorney's Office. With the approval of the Chief Elected Official of Miami-Dade County, the SFWIB may from time to time engage special legal counsel for specific legal matters. e. The members of the SFW11B shall elect a chairperson of the SFWIB, as required by the Workforce Investment Act of 1998, as amended from time to time, and such other officers as may be deemed necessary and appropriate by the SFWIB. All such officers shall serve in office for a term not to exceed two years. No such officer shall serve more than two terms in office or four years, which ever is less. The chairperson shall serve as the presiding officer at all meetings of the SFWIB. f The organization, operating procedures, and by-laws of the SFWIB shall be determined by the SFWIB and shall become effective upon approval by the Chief Elected Official of Miami-Dade County. The organization, operating procedures, and by-laws of the SFWIB shall comply with the applicable federal, state, and local laws, ordinances, and regulations. g. The SFWIB and its members, the Executive Director of the SFWIB, the staff of the SFWIB and members of any and all committees of the SFWIB shall be subject to the jurisdiction of the Miami-Dade County Commission on Ethics and Public Trust and the Office of the Miami-Dade County Inspector General. SFWIB members, the Executive Director of the SFWIB, the staff of the SFWIB and members of any and all committees of the SFWIB shall comply with the Miami-Dade County Code of Ethics C *7VS uuaDoc 3 , Ordinance, Conflict of Interest Ordinances, Lobbyist Registration and Reporting Ordinances, and the Citizens' Bill of Rights. The SFWIB and its members, the Executive Director of the SFWIB, the staff of the SFWIB and members of any and all committees of the SFWIB, shall be subject to and shall comply with Florida's Public Records and Open Meetings Laws, Section 286.011 et seq., Fla. Stat., and Section 119.01 et seq., Fla. Stat. h. No lobbying or legislative activity of any kind in or before any body or person of any kind shall be undertaken by the SFWIB, any member of the SFWIB acting as such or any staff member of the SFWIB acting as such except by making legislative requests as a board to the Miami-Dade County Office of Intergovernmental Affairs as required by Miami-Dade County Ordinance #04-219 or as may be authorized in writing by said Office from time to time. i. Notwithstanding any provision of State or federal law, a majority of the appointed members of the SFWIB or a majority of the appointed members of any committees of the SFWIB, who are physically present in the public meeting room or other place of the public meeting, shall constitute a quorum necessary for taking any action at the public meeting. Notwithstanding any provision of State or federal law, only appointed members of the SFWIB or appointed members of a committee of the SFWIB who are physically present in the public meeting room or other place of the public meeting shall constitute a quorum necessary for taking any action at the public meeting. Notwithstanding any provision of State C.IWPIPSA4142 DOC 4 or federal law, only appointed members of the SFWIB or appointed members of a committee of the SFWIB who are physically present in the public meeting room or other place of the public meeting shall be permitted to participate in such meeting, take any action at such meeting, or vote at such public meeting. Any such appointed member of the SFWIB or any such appointed member of a committee of the SFWIB who is not physically present in the public meeting room or other place of the public meeting and who, nevertheless, participates in such public meeting, or takes any action at such public meeting or votes at such public meeting, while not being physically present in the public meeting room or other place of the public meeting, shall automatically, by operation of this Interlocal Agreement, be deemed to have thereupon resigned forthwith from membership on the SFWIB, if a member of the SFWIB and from membership on any and all committees of the SFWIB. j. SFWIB members shall serve without compensation but shall be reimbursed for necessary expenses incurred in the performance of their official duties upon approval in writing by the Miami-Dade County Manager, or the Miami-Dade County Manager's designee. All of the aforesaid expenses shall be reimbursed in accordance with federal and state laws and regulations and Miami-Dade County ordinances and policies. All travel expenses for SFWIB members or any other person traveling for and on behalf of or at the request of the SFWIB shall be in conformance with state law relating to travel expenses of public officers c:IWPIYSTWI42DOC 5 1 and public employees and Miami-Dade County ordinances and policies relating to travel expenses and shall be submitted in writing to the Miami- Dade County Manager or the Miami-Dade County Manager's designee for approval or denial by the Miami-Dade County Manager or the Miami-Dade County Manager's designee. k. The SFWIB shall consist of a sufficient number of members and shall be composed of members in such a manner as to meet the requirements of State and federal law. The number of members of the SFWIB and the composition of the SFWIB shall be determined by the Chief Elected Official of Miami-Dade County in accordance with the criteria set forth in State and federal law. Members of the SFWIB shall serve at the pleasure of the Chief Elected Official who appointed the member and for such term as determined by the Chief Elected Official who appointed the member. However, no member of the SFWIB shall be appointed to serve a term greater than two years. SFWIB members may be reappointed by the Chief Elected Official who appointed the SFWIB member. Any SFWIB member, regardless of whether or not the SFWIB member is chairperson or other officer of the SFWIB, may be removed for cause or without cause, at any time, in the sole discretion of the Chief Elected Official who appointed the SFWIB member. The Chief Elected Official of Monroe County shall appoint two of the private sector members of the SFWIB and the Chief Elected Official of Miami-Dade County shall appoint all of the other members of the SFWIB. Representatives of businesses appointed to C.IWPWSTW 142DOC 6 the SFWIB by the Chief Elected Official of Miami-Dade County or by the Chief Elected Official of Monroe County shall not include representatives of businesses which are providers of public workforce services with funds provided through or from Workforce Florida, Inc. Furthermore, representatives of businesses appointed to the SFWIB by the Chief Elected Official of Miami-Dade County or by the Chief Elected Official of Monroe County shall automatically forfeit membership on the SFWIB if the business so represented provides public workforce services with funds provided through or from Workforce Florida, Inc. during the representative's period of membership on the SFWIB. The Chief Elected Official of Miami-Dade County may, solely in his or her discretion, from time to time, consider the recommendations, if any, of the City of Hialeah, s the City of Miami, and the City of Miami Beach with respect to the appointment of members of the SFWB by the Chief Elected Official of Miami-Dade County. 1. The SFWIB shall comply with the procurement and expenditure procedures required by federal law for the expenditure of federal funds. To the extent not in conflict with federal law and regulations, the SFWIB shall comply with the procurement laws and regulations of the State of Florida which may be applicable to Miami-Dade County and with the applicable procurement ordinances, administrative orders, and policies of Miami-Dade County. C NP Psr' 142 Doc 7 1 in. The County Manager of Miami-Dade County and the administrative service of Miami-Dade County is hereby designated as the local fiscal agent for Region 23 of the State of Florida. n. The Chief Elected Official of Miami-Dade County for and on behalf of Miami-Dade County and the Chief Elected Official of Monroe County for and on behalf of Monroe County shall be the local grant recipients for Region 23 of the State of Florida and shall be liable for any misuse of the grant funds allocated to Region 23 of the State of Florida under Sections 128 and 133 of the Workforce Investment Act of 1998, as amended from time to time. o. The administrative entity for all Workforce Investment Act, TANF, and other workforce programs implemented by the SFW1B within Region 23 of the State of Florida shall be the administrative service of Miami-Dade County. The administrative service, acting as the administrative entity for the SFWIB, shall serve the SFWIB under the supervision and control of the Executive Director of the SFWIB and shall implement the policies, decisions, actions and directives of the SFWIB under the supervision and control of the Executive Director of the SFWIB. P. In order to exercise independent oversight, Miami-Dade County and Monroe County, respectively, agree that Miami-Dade County and Monroe County shall not be a direct provider of public workforce services with funds provided through or from Workforce Florida, Inc. C.WPVTA4J42.D0C 8 2. Monroe County and Miami-Dade County hereby agree to assume financial liability for any misuse of grant funds in accordance with State and federal law: Monroe County agrees hereby to assume 6.7% of any financial liability for any misuse of grant funds; Miami-Dade County agrees hereby to assume 93.3% of any financial liability for any misuse of grant funds. 3. Each Chief Elected Official for and on behalf of their respective jurisdiction agrees hereby to promptly contribute to any SFWIB financial liability or any other financial liability incurred under this Interlocal Agreement as follows: a. No liability of any kind arising out of this Interlocal Agreement shall be paid by the SFWIB or by SFWIB staff or by the administrative entity or by either of the parties to this Interlocal Agreement unless ordered by a court of competent jurisdiction or other superior State or federal governmental entity acting within the scope of its powers and jurisdiction or unless otherwise approved by both parties hereto. Nothing herein shall be construed to waive any rights of the SFWIB or the parties hereto to seek legal or administrative relief from any such liability. b. Tort liability incurred by the SFWIB or incurred by any member of the SFWM or an member of any committee of the SFWIB or incurred by the Executive Director or by a member of the staff of the SFWIB or of the administrative entity, through or on account of the performance of the lawful acts authorized or required by this Interlocal Agreement shall, to the extent permitted by Section 768.28, Fla. Stat, be solely the C.IWPV'Sruloa.noc 9 responsibility of the SFWIB and does not and shall not constitute the tort liability of the parties hereto or their respective jurisdictions. In the event such tort liability is so incurred by any of the foregoing entities or persons, then and only then shall both Miami-Dade County and Monroe County contribute a sum to the SFWIB for the satisfaction of such tort liability incurred which shall equal 6.71/o from Monroe County and 93.3% from Miami-Dade County, all of which contributions for a single tort liability claim when aggregated together shall not exceed the limit for a single tort liability claim as set forth in Sec. 768.28, Fla. Stat. C. Costs and other expenses disallowed by the State or federal government or by the SFWIB with respect to contracts between the SFWIB and Monroe County or between the SFWIB and Miami-Dade County for the provision of workforce services shall be paid by and shall be the financial liability solely of the contracting county. Nothing herein shall be construed to authorize the SFWIB to be a direct provider of intake, assessment, eligibility determinations, or other direct provider services. d. Costs and other expenses disallowed by the State or the United States or any other grantor of grant funds with respect to any contracts or agreements between the SFWIB and any service providers or other entities or caused by errors of the SFWIB or of the administrative entity or caused by misuse of grant funds shall be paid by and shall be the financial liability of Monroe County and Miami-Dade County in accordance with C:IWPU'SM142.DOC 10 the following percentages: Monroe County- 6.7%; Miami-Dade County - 93.3%. 3. Nothing in this Interlocal Agreement shall be construed to impose personal financial liability of any kind upon any Chief Elected Official. Nothing in this Interlocal Agreement shall be construed to waive sovereign immunity in tort, except to the extent permitted by Sec. 768.28, Fla. Stat. 4. The members of the SFWIB and the members of any committees of the SFWIB shall deal with the employees of the administrative entity and SFWIB staff solely through the Executive Director and no such member shall give orders to any employees of the administrative entity or SFWIB staff either publicly or privately. No employee of the administrative entity or SFWIB staff shall respond to or undertake any action to comply with any request by any such member which violates the provisions of the preceding sentence. The Executive Director shall not knowingly allow any such member to deal with any employee of the administrative entity or SFWIB staff in violation of the provisions of the first sentence of this Paragraph#4. No member of the SFWIB or any member of any committee of the SFWIB shall direct or request the appointment of any person to, or his or her removal from office or employment by the Executive Director or by the Miami-Dade County Manager or by any subordinate of the Executive Director or by any subordinate of the Miami-Dade County Manager or participate in the appointment or removal of officers and employees of the administrative entity or of SFWIB staff nor shall the Executive Director or the Miami-Dade County Manager or any member of the administrative entity .or of SFWIB staff or any C WPV-S7WI42-mc 11 subordinate of any of the foregoing accede to such direction or request. Any violation of any of the provisions of this Paragraph#4 by any of the members of the SFWIB or members of any SFWIB committee shall cause the removal forthwith of such member from the SFWIB or the SFWIB committee or both, as applicable, by operation of this Interlocal Agreement. 5. Notwithstanding any provision of this Interlocal Agreement, the SFWIB shall not engage in any activities of any kind unless permitted to be carried on by an organization eligible to exclude income under Section 115 of the Internal Revenue Code of the United States and contributions to which are deductible under Section 170(c)(1) of the Internal Revenue Code of the United States. Notwithstanding any provision of this Interlocal Agreement, the SFWIB is authorized and empowered to pay reasonable compensation for services rendered and to make payments to advance SFWIB's activities for the benefit of the residents of Region 23 of the State of Florida. Notwithstanding any provision of this Interlocal Agreement, no part of the net earnings of the SFWIB shall inure to the benefit of or be distributable to the officers or members of the SFWIB or any other private person. Notwithstanding any provision of this Interlocal Agreement, in the event of the dissolution, liquidation, termination or expiration of the existence of the SFWIB, after promptly paying or adequately providing for the debts and obligations of the SFWIB, all monies, properties assets, and rights, of any kind whatsoever, shall be forthwith transferred, delivered and conveyed to Miami-Dade County for exclusively public purposes. Notwithstanding any provision of this Interlocal Agreement, the SFWIB shall only exercise essential C:WPIPSTWI42_Doc 12 governmental functions on behalf of and accruing to the State of Florida or any political subdivision thereof. Notwithstanding any provision of this Interlocal Agreement, the Chief Elected Officials and their respective jurisdictions who are parties to this Interlocal Agreement shall have the powers and interests of an owner of the SFWIB. Notwithstanding any provisions of this Interlocal Agreement, no private interest shall materially participate in any of the functions, duties, or responsibilities of the SFWIB. Notwithstanding any provision of this Interlocal Agreement, all assets and income of the SFWIB shall accrue to the Chief Elected Officials in their official capacity and their respective jurisdictions who are parties to this Interlocal Agreement. Notwithstanding any provision of this Interlocal Agreement, the SFWIB shall provide an annual report, including annual financial audit by an independent auditor, to both Chief Elected Officials and both respective jurisdictions who are parties to this Interlocal Agreement. Notwithstanding any provision of this Interlocal Agreement, control, supervision and authority of the SFWIB shall at all times be vested in public authorities, to wit, the Chief Elected Officials and their respective jurisdictions who are parties to this Interlocal Agreement. 6. This Interlocal Agreement shall become effective on March 1, 2006, after its execution by the Chief Elected Officials of Miami-Dade County and Monroe County and shall expire on June 30, 2008. Both Chief Elected Officials have been duly authorized by their respective governing bodies, the Board of County Commissioners of Miami-Dade County and the Board of County Commissioners c:WPVIStutsamc 13 of Monroe County, to execute this Interlocal Agreement for and on behalf of Miami-Dade County and Monroe County, respectively. 7. Upon expiration of this Interlocal Agreement, the SFWIB shall be deemed dissolved and no longer in existence. Upon the expiration date of this Interlocal Agreement and dissolution of the SFWIB or upon the dissolution, liquidation, or termination of the existence of the SFWIB prior to such expiration date, after promptly paying or adequately providing for the debts and obligations of the SFWIB, all monies, properties, assets, and rights, of any kind whatsoever, shall be forthwith transferred, delivered and conveyed to Miami-Dade County for exclusively public purposes. This Interlocal Agreement may be renewed in writing upon execution by both the Chief Elected Official of Miami-Dade County and the Chief Elected Official of Monroe County for an additional period of time but no such renewal shall be effective until both Chief Elected Officials have been duly authorized by their respective governing bodies, the Board of County Commissioners of Miami-Dade County and the Board of County Commissioners of Monroe County. This Interlocal Agreement and any renewals or amendments thereto shall be executed in counter-part originals by each party and each such counter-part original shall be deemed an original for all purposes. 8. This Interlocal Agreement may be amended by the parties hereto, from time to time, during the term of this Interlocal Agreement or any renewals thereof, upon the execution of the written amendment by both the Chief Elected Official of Miami-Dade County and the Chief Elected Official of Monroe County but no such written amendment shall be effective until both Chief Elected Officials have C IWPIPS7U142 DOC 14 been duly authorized by their respective governing bodies, the Board of County Commissioners of Miami-Dade County and the Board of County Commissioners of Monroe County. 9. The Chief Elected Official of Miami-Dade County and the Chief Elected Official of Monroe County are authorized hereby by their respective governing bodies to exercise the right to terminate this Interlocal Agreement at any time but in accordance with the conditions set forth below: a. The notice of termination shall be received by the other Chief Elected Official not later than sixty (60) days before the end of the current Workforce Investment Act fiscal year. b. The terminating party shall not be deemed released from any current or past financial obligations or any other current or past obligations of any kind whatsoever incurred or agreed to by the terminating party which arise out of this Interlocal Agreement. C. Upon the effective date of termination set forth in the termination notice described in a. above, the SFWIB shall be deemed dissolved and no longer in existence. C.iwP"M142-Doc 15 THIS 1NTERLOCAL AGREEMENT IS ENTERED INTO ON BEHALF OF: MIAMI-DADE COUNTY WI S S: A/,/ 17, Y Mayor t I(I Q r) Deputy Clerk **sees**, A lee. — VA v�: `sd',�Z D e Co� z • 00 eV VFO �i R 40� • •�;�seac�q,., C--lWPV'SMllsnoc 16 THIS INTERLOCAL AGREEMENT IS ENTERED INTO ON BEHALF OF: MONROE COUNTY �VITNESSE' - ,b"N-Y L. KOLHAGE, Clerk BY Deputy Clerk FEB 1 5 2W6 Date MONROE COUNTY APPROV ATTORNEY AS TO FORM; SU M. GRIMSLE ASSISTA COUNTYATTORNEY c1Wrws7w142a0c 17 south florida P member: Employ Florida ATTACHMENT IX B. Fiscal Agent Design/Administrative Entity/One-Stop Operator o O 2w co N a C) o o06 N N N as N N O cv _O _Z N G) r- cy M �t N L L L (NJO m ca a) ., N ad � � L � 0 3 co a) co Q 2 LL N lL N O Q Z N 2 zZ � wW v � no F W V W cv = z � Ow oa m ❑ w � m LT. w CL m = z p Z c c c c c c c c z pa HQ U U U U U U U a a Q N a) a) () a) v a) m m Z aa1 � � c�a c�a m co c�a Z F p E p E ° E ° E °' E ° E ° E p om p ca ca .� ca .� ca cacum — m ..nr_- O U � _ o a) a a) E.Q. 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Local Operating Procedures Referenced in the Local Workforce Services Plan D.1 SFWIB Training Vendor Agent (ITA) Approval Process D.2 Migrant and Seasonal Farm Worker D.3 Rapid Response DA FSET Operating Plan D.5 Occupational Skills Training Procedures D.6 Work Experience Operating Procedures D.7 Customized Training D.8 EWT Policy D.9 Business Services Local Operating Procedures D10 Training Master Plan D.11 Economic Self Sufficiency/Substantial Lay Off/Priority Services SFWIB Training Vendor/Agent (ITA) APPROVAL PROCESS June 2007 Training Vendor/Agent ITA APPROVAL PROCESS New Training Vendor/Agent Approval: 1. Request for Training Vendor/Agent status to receive ITAs are approved on a quarterly basis, if possible. 2. Agencies requesting to receive ITAs will make their request in writing to the SFWIB. If telephone requests are made, these are to be followed up by a written request. 3. The Training Vendor/Agent must meet the following requirements: A. To be and approved as a Training Vendor/Agent for ITAs the agency must be in business two years. This means that the agency must be in operation for two years. B. That the agency must be a licensed school. (Note: Apprenticeship programs are not approved for ITAs per Policy passed by the Executive Committee on November 21, 2003.) C. The training that is to be offered must appear on the Regional Targeted Occupations List unless the occupation identified has been removed from consideration for ITA expenditure by the Board, i.e. Flight Attendant, etc. D. Training programs must be able to be cross-walked to the TOL. E. The Training Vendor/Agent requesting approval for ITAs must meet the SFW programmatic on-site review requirements F. The Training Vendor/Agent must meet the SFW Due Diligence review requirements. G. The Training Vendor/Agent must meet any additional criteria required by SFWIB. 4. Upon receipt of the letter requesting Training Vendor/Agent ITA approval, the SFWIB staff responsible for handling the programmatic review requirement will provide a copy of the Training Vendor/Agent ITA Agent request to the OCI, so that the required due diligence review can be scheduled. 5. Copies of all review instruments will be provided to the requesting agency at their request. 6. Programmatic reviews are done on-site. The due diligence reviews may be done on-site or through the submission of documents requested by the OCI. 7. Results of the reviews are shared with the requesting institution. Institutions are advised of issues that are impacting their requests. Institutions can submit additional documentation, which are reviewed. 8. Results with positive reviews are forwarded to the designated SFWIB Committee (EDIS) for the Committee's recommendation for approval/disapproval action. The EDIS Committee forwards the Committee's recommendation(s) to the full SFWI Board for action. In the case of ITA Agents requesting to serve Youth through Youth Vouchers, the approval/disapproval action is routed through the Youth Council and then to the other committees and then the full Board 9. Final copies of the institutional reviews, both programmatic and fiscal will be filed in the SFWIB office. 10. After approval action by the SFWIB Board the Training Vendor Agreements will need to be executed as soon as possible after the Board meeting. 11. SFWIB staff will update the training matrix containing all price information as soon as possible to reflect new training agents and programs with all associated costs. 12. SFWIB staff will notify the application development unit of the addition of new training agents and programs so that the ITA system can be updated with the latest information. 13 SFWIB staff will update the State's Eligible Provider to reflect the addition of a new Training Vendor to include all program and cost information. Additions/Deletions to Training Vendor/Agent ITA Agent Approved Offerings: All approved Training Vendor/Agent ITA Agents that want to add new training areas or delete training areas to their approved training offerings will: I. Will make their request in writing to the SFW. If telephone requests are made, these are to be followed up by a written request. 2. Requests will be approved on a quarterly basis, if possible for additions. In the case of the deletion of a training area that action will take place as soon as SFW is notified. 3. The Training Vendor/Agent ITA must meet the following requirements if requesting the addition of new training areas: A. The training that is to be offered must appear on the Regional Targeted Occupations List unless the occupation identified has been removed from consideration for ITA expenditure by the Board, i.e. Flight Attendant, etc. B. Programs to be able to be cross-walked to the TOL. C. The Training Vendor/Agent ITA Agent must meet the SFW programmatic on-site review requirements D. The Training Vendor/Agent ITA Agent must meet any additional criteria required by SFW. 4. For requests for additions, the programmatic reviews are done on-site. 5. Results of the reviews are shared with the requesting institution. Institutions are advised of issues that are impacting their requests. Institutions can submit additional documentation, which are reviewed. 6. Results with positive reviews are forwarded to the designated SFWIB Committee (EDIS) for the Committee's recommendation for approval/disapproval action. The EDIS Committee forwards the Committee's recommendation(s) to the full SFWI Board for action. In the case of ITA Agents requesting to serve Youth through Youth Vouchers, the approval/disapproval action is routed through the Youth Council and then to the other committees and then the full Board 7. After approval action by the SFWI Board the existing Training Vendor Agreement will need to be modified to include the new additions. In the case that a Training Vendor/Agent for ITAs has requested the deletion of an approved training area the Training Vendor Agreement will modified upon notification that the training area has been requested removed. 8. SFWIB staff will update the training matrix containing all price information as soon as possible to reflect new training areas with all associated costs and in the case of deletions, the removal of the approved training area. 9. SFWIB staff will notify the application development unit of the additions and/or deletions so that the ITA system can be updated with the latest information. 10. SFWIB staff will update the State's Eligible Provider to reflect the addition of a new Training Vendor to include all program and cost information. ITA Price Structure: SFWIB staff will maintain the Training Vendor/Agent .ITA cost structure and insure that all changes to costs are updated on the matrix and are forwarded to the application development unit. Training Capabilities for Training Vendors Name of Applicant: Address: Contact Person: Title: Telephone Number: FAX #: SFW Reviewer: Signature: Date of Review: Applying for Training Vendor Status: Approve: Disapprove: Please indicate # of points earned on a 1 to 5 scale: Applying for New Training Areas: Approve: Disapprove: Applying for New Training Facility(ies): Approve: Disapprove: Summary Information AGENCY OVERVIEW (General) General Information On Agency/Provider: Current Training Areas: Proposed Training Areas: Current Number of /Students: Comments/Problems/Observations: I. Licensing/Accreditation Agency (if applicable): Licensing/ Accreditation Agency: License Number and Expiration Date: Type of License/ Accreditation: Licensed/Accreditation to Provide Training in the Following Areas: Additional Licensing/Accreditation (if applicable): II. Training Design (by training area/occupation): Training Area/Occupation: Length of Training: How many days per week: How many hours per week: Total number of hours of training: Total number of days of training: Total number of weeks of training: Comments/Problems with Training Areas or Training Design: Comments/Problems (con't): III. Curriculum (by training area/occupation): A. General Information: 1 . Was full curriculum submitted with proposal YES NO (if required)? 2. If not submitted with the proposal was it YES NO provided at the time of the program review? 3. If not provided with the proposal or at the time YES NO of the program review, when was it submitted? B. Curriculum Review 1 . Is the curriculum fully elaborated, or does it exist as only a course description or outline? 2. Is the curriculum adequate to provide training to Insure that participants/students acquire the required competencies for this training area? YES NO 3. Are instructional strategies fully elaborated? YES NO 4. Are the instructional strategies appropriate for the Region's participants. YES NO 5. Are Lesson Plans developed and in place? YES NO 1 . Is the curriculum compatible with the Region's competency standards for the proposed training area? YES NO 2. Is Pre-Employment Skills (PES) training incorporated into the curriculum? YES NO 8. If incorporated, how many hours are provided: 9. Is Work Maturity Skills training incorporated into the curriculum? YES NO 10. If incorporated, how many hours provided: Comments/Problems: IV. Instructor Review (by training areas/occupations): A. Was the instructor's resume and or license provided with the proposal? YES NO N/A B. If not submitted with the proposal was it provided at the time of the program review? YES NO N/A C. If not provided with the proposal or at the time of the program review, date when was it submitted. D. Does the resume indicate appropriate education and/or Experience for providing instruction in the training area? YES NO E. Does the instructor(s) appear highly knowledgeable of the proposed training area? YES NO F. If classes were observed: 1. Does the instructor(s) use appropriate instructional YES NO strategies for insuring the required competencies are N/A being developed? 2. Is the interaction between the instructor(s) and the YES NO participants appropriate? N/A 3. Does the instructor(s) motivate the students? YES NO N/A 4. Is the instructor(s) in control of the class? YES NO NA G. Does the instructor(s) plan adequately for their class or YES NO classes, relate their instructional content and strategies to the offical curriculum, and orient their instruction to the attainment of competencies/objectives/goals? H. Is the instruction provided in another language other then English. What other language is the class taught in? English: Other: Comments/Problems: V. Facility Review (by training areas/occupations): Address of facility if different from address of the training provider/training agent: A. Is the facility the same one proposed in the proposal and/or ITA request letter? YES NO B. Is there sufficient classroom space for the students? YES NO C. Are appropriate shop facilities, laboratories, learning Stations or similar facilities available, if applicable? YES NO D. Number of classrooms. Number of lab(s) and/or shop(s), if applicable. E. Is the classroom space appropriately equipped and maintained? YES NO Is the lab(s) and/or shop(s) appropriately equipped and maintained? YES NO Comments/Problems: Comments/Problems (con't): VI. Equipment, training aids and other instructional material: A. Are needed books on hand? YES NO B. Are tools and equipment available for use? YES NO C. Are training supplies available for? YES NO D. Are training aids, if applicable, available for use? YES NO E. Are materials and equipment maintained in a manner that insures their continued appropriateness for use? YES NO F. Are materials being used during classroom training to reinforce learning and enhance motivation? YES NO If they are not being used as above are they being used as a filler? YES NO Comments/Problems: Comments/Problems (con't): VII. Track Record Data: A. Was the track record submitted as part of proposal? YES NO B. Was the track record provided during the onsite review? YES NO C. If neither the above, date track record data provided? YES NO D. Describe Type of data provided: E. Summarize data by training are. 1. Number of students enrolled: 2. Number of students graduated: 3. Number of students placed: 4. Number of students dropped: 5. Number of students active: 6. % of students placed: 7. Number of training related placements: 8. % training related placements: Comments/Problems: Comments/Problems (con't): VIII. Staff Job Development/Placement Capabilities: A. The provider has qualified staff with a strong track record YES NO in: (a) relating to the private sector; (b) carrying out N/A private sectorjob development; and, (d) making private sector placements. B. The provider and/or staff have well developed linkages to YES NO employer groups, demonstrated by evidence of past N/A placements, on-going linkages, and/or verifiable commitments. C. The proposed staff are the same staff that established YES NO the provider's track record and/or had a track record N/A in operating similar programs for another provider and /or agency. Comments/Problems: IX. Additional Staffing Information (Counselors, etc) A. The provider/agency has qualified staff with a strong YES NO track record in case management and/or counseling. B. The provider/agency has qualified staff with strong YES NO Credentials in providing other services; i.e. financial N/A advisement, etc to students and/or participants. Comments/Problems: XI. Cost Data: A. For ITA AGENTS: (Complete Per Occupational Area) 1. Tuitions and fees: 2. Costs of books: 3. Other fees (i.e. labs. etc): Cost Comparison: Comments/Problems: XII. Financial Aid Information: Is the provider/agency licensed to provide financial aid? YES NO N/A Type(s) of aid that is (are) available: Default rate: Comments/Problems: PROPOSER DUE DILIGENCE REVIEW One copy of the following financial documents must be submitted. The information submitted will be used to perform a due diligence review on your organization. Failure to provide all the requested documents will disqualify your agency / company from further consideration. The documents listed below must be separately packaged and labeled "OCI Financial Review Materials". Each section's material must be appropriately labeled and kept in the order specified. A copy of this page must be used as a check-off sheet, and clipped on top of the package. If your agency is not able to provide any of the documents requested, a written explanation on a separate page must be provided in place of the requested document that documents the reasons for not being able to provide the document. An alternate document can be provided if it contains or provides the information being requested. Final determination as to the suitability of the documents provided rests solely with South Florida Workforce's Office of Continuous Improvement. A. Legal Status 1. A State of Florida Corporate Registration Certificate. 2. Articles of Incorporation and By-Laws. 3. A current State of Florida annual Uniform Business Report (UBR) 4. List of names,positions, addresses and telephone numbers of members of the Board of Directors. B. Source of Revenue 1. A list that shows the current,individual amount of revenue by source: a. Government sources of revenue such as grants, program funding, etc. (If none, so state): 1. Federal sources of revenue. (Include funds that originate from federal sources even though the grant or program is with a county or city, such as WIA,WAGES, etc.). 2. State sources of revenue (Include direct contracts or grants with the State of Florida, or any other State,if applicable). 3. Local sources of revenue (County and City contracts and grants with locally- generated government funds). b. Private sources of revenue (If none, so state): 1. Sales 2. Private contracts 3. Vendor contracts with government entities 4. Earnings from operations 5. Other sources of private revenue (donations, contributions, etc.) c. Available lines of credit: 1. Names of institutions with credit line amount and current available balance. C. Accounting System 1. A written description of the agency's accounting system to include: • Is accounting performed in-house or contracted and whether the function is manual or automated • Resume of the individual in charge of the accounting / finance department / function • Table of organization for the accounting / finance department to include job titles and functions • Name of the accounting system, if computerized, and how long the system has been in use • Costs allocation methodology 2. The most recent month Trial Balance. 3. Chart of accounts. 4. The most current Payroll Register. 5. The most current month bank account statements, for all accounts. 6. The most recent reconciliation of the most current month bank accounts. 7. The most current set of interim Financial Statements a. Statement of Financial Position (Balance Sheet) b. Income Statement c. Functional Expense Statement (prior year) d. Budget and Expenditure Report (budget vs. actual) (current period and prior year) 8. The most current month Cash Receipt Journal. 9. The most current month Cash Disbursement Journal. 10. The most current Aged Accounts Receivables and Payables Journal. 11. Written accounting procedures. D. Banking 1. The bank names and addresses for all accounts. 2. The names, position, and authorized check signing level for all account check signers. 3. The Board of Director's approval authorizing individuals to sign checks. E. Procurement 1. The established written Procurement Procedures (including procedures for taking verbal and written bids before purchases are made). F. Personnel 1. The written Personnel Policies,including Grievance Procedures. G. Taxes 1. The most currentproofthat shows that payroll taxes were paid for the most current pay period: a. If paid through a payroll company (ADP, Paychex, etc.), provide the summary page that shows the total tax impounded, the payroll date, and the bank account from which funds were utilized to pay the taxes. b. If paid electronically to the IRS, provide copy of the payment verification number provided by the IRS. c. If funds are deposited in a bank account, provide a copy of the validated receipt. The receipt or additional valid documentation must include language to state that the deposit is specifically and only for the purpose of paying payroll taxes. 2. A copy of the latest Quarterly Tax Reports submitted to the IRS (form 941). 3. A copy of the latest Quarterly Tax Reports submitted to the State of Florida (form UCT- 6). H. Insurance 1. The Certificates of Insurance for general liability coverage, automobile, Workers' Compensation and bonding. I. Independent Audit 1. A copy of the latest independent audit including the management letter. 2. If there are findings, provide the Board of Directors' written response to the auditors. J. Financial Condition 1. Latest set of financial statements: ■ Statement of Financial Position (Balance Sheet) (most recent) ■ Income Statement (current period) ■ Functional Expense Statement (prior year) ■ Budget and Expenditure Report (budget vs. actual) (current period and prior year) J. Previous Contractual Relationships 1. A listing of current and previous contracts indicating the names of the funding organizations, contract numbers, contract amounts, contract dates / terms, services/programs contracted for, contact name, and contact telephone number. 2. Copy of the latest monitoring report produced by each funding organization. Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er E:r�p6rq Huidra Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW Applicant Reviewer Address Date of Review City, State, Zip Type of Program (s) Proposed Contact Person Phone/Fax Procurement Title/ Funding Source REVIEW SUMMARY Points Recommendation Awarded (Check One) To Fund Not to Fund Condition(s)to Funding Recommendation Reason(s) Not to Fund General Finding(s) Distribution: Operations Contracts Finance Office of Continuous Improvement lrj � ' Procurement Review ,. �' -u-1er Emp6oy Norida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW All applicants start with twenty (20) points. Critical items requiring reductions are identified in the tool and are listed below: 1 . IF ORGANIZATION IN BUSINESS FOR LESS THAN TWO YEARS - Immediate disqualification 2. IF APPLICANT IS UNABLE TO SET ASIDE 20% FUNDING RESERVE - Immediate disqualification Non-educational scholarships). 3. IF THE APPLICANT HAS BEEN IN BUSINESS MORE THAN TWO YEARS BUT LESS THAN 3 YEARS - 1 Point subtracted. 4. IF THERE IS NO REVENUE, OR IF NO PROPER DOCUMENTATIONS IS PROVIDED - 1 Point subtracted. 5. IF ANY ACCOUNTING ELEMENT IS NOT AVAILABLE OR IF ANY IS NOT CURRENT — '/2 to 2 Points subtracted. 6. IF BANK ACCOUNT IS NOT ESTABLISHED OR RECONCILIATIONS ARE NOT CURRENT - 1 to 2 Point subtracted. 7. IF NO WRITTEN PROCUREMENT PROCEDURES, OR IF PROCUREMENT IS NOT COMPETITIVE - 1 to 2 Points subtracted. 8. IF NO WRITTEN PERSONNEL POLICIES - 1 Point subtracted. 9. IF INDIVIDUAL PERSONNEL RECORD FILES ARE NOT KEPT ON ALL EMPLOYEES- 1 Point subtracted. 10. IF DOCUMENTATION OF UP-TO-DATE TAX PAYMENT IS NOT AVAILABLE - 2 Points subtracted. 11 . IF INSURANCE POLICIES ARE NOT IN FORCE - 1 to 4 Points subtracted. 12. IF AN INDEPENDENT AUDIT WAS DUE BUT NOT PERFORMED OR NOT PROVIDED - 2 Points deducted. 13. I1F THE APPLICANT IS IN POOR FINANCIAL CONDITION BASED ON LIQUIDITY -2 Points subtracted. Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Horida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW Refer to the list of acceptable documentation for the required documents. Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Einp6rq Nuido Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW COMPLETE EACH SECTION BELOW A. Fatal Criteria 1. Has the Applicant been in business more than two (2) years? Yes No 2. Additional, For Non-ITA's: Is the Applicant able to set aside a 20% funding reserve? Yes No Amount of non-government revenue: $ (The applicant must be able to document that they are currently receiving, and expect to continue receiving sufficient resources to insure adequate capability to set aside a funding reserve.) Calculate the 20%funding reserve: (Multiply the amount of award being sought by 0.2) Amount of funding reserve: $ A "No" to any of the above immediately disqualifies the applicant. No further review is necessary. B. Legal Status (1 point) _Sole Proprietor _Corporation for Profit: State _Partnership _Corporation Not for Profit: State Does the legal status of the applicant involve a fictitious name? _Yes No If yes, explain relevancy to the applicant: Date of Incorporation: List of Principals Provided? _Yes No (Name, position, address, telephone) Purpose of the Organization, as stated in official records (articles of incorporation, by-laws, etc.): How long has the organization been involved in activities? (If more than two years but less than three years, subtract 1 point). Are the activities related to the applicant's proposal to provide services? _Yes No Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Huida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW Years of experience operating projects similar to the program proposed: C. Revenue and Income (1 point) Does the applicant receive revenue for its activities? _Yes No Projected revenue for next year: $ (If there is no income or revenue, or if no proper documentation is provided, subtract 1 point) D. Accounting System (2 points) Does the applicant have written accounting procedures? Yes No (- 1/2 point) If not, is the established system appropriate? Yes No Does the accounting system include the following elements? (- '/2 point if any elements missing) General Ledger Cash Disbursement Journal Trial Balance Aged Accounts Receivables Schedule Payroll Register (Source: ) Aged Accounts Payables Schedule Financial Statements Monthly Bank Account Statements Cash Receipt Journal Monthly Bank Account Reconciliations Is the posting to all of the accounting elements up to date? Yes No (- 1 point) If the books are kept with accounting software, name it: Is accounting done: In-house: Off-premises--which accounting: Will the financial day-to-day transactions of the proposed program be handled by an accounting or finance department headed by an accountant or finance officer? Yes No If one individual rather than an established department will handle the financial day-to- Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Nuida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW day transactions, what is his/her name? Is this individual an accountant? _Yes No If not, what is his/her position? What type of accounting education does this individual have? How many years of accounting/bookkeeping experience do this individual have? E. Banking (2 points) Is there an established bank account? Yes No (- 1 point) Is it a local account? Yes No Is there a separate account maintained for payroll? Yes No If the bank account is not local, or if an out-of-town account is the main account, provide details: How often is the bank statement reconciled? Date of last reconciliation: (If the last reconciliation is two or more months old, subtract 1 point) Are checks pre-numbered? Yes No Who is authorized to sign checks? Is the authorization to sign checks given by the applicant's Board of Directors? Yes No Does the authorization agree with the signatures filed with the bank? Yes No Is there a limit to the amount that the check signers can write? Yes No If yes, what is the amount of the limit? What authorization is required for larger amounts? Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Huida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW When checks outstanding are considered void? When are checks outstanding written off the books? F. Procurement System (2 points) Does the applicant have written procurement procedures? Yes No (- 1 point) (If no written procedures exist, describe the established procedures on a separate page) Are goods and services procured competitively? Yes No (- 1 point) If yes, is there threshold amount for bids taken before purchases are made? Yes No Are the bids verbal or written? If bids are verbal, how are they documented? Who authorizes Purchase Orders? Who authorizes payments? Who receives the goods or services? Who is the authorized Purchasing Agent? What purchasing limits, if any, are placed on this individual? Do procurement procedures include emergency purchasing? Yes No G. Personnel (2 points) Does the applicant have its own employees or are they leased from a staffing company? Are there written personnel policies? Yes No (- 1 point) Do the policies include grievance procedures? Yes No Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Huida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW Are individual personnel record files kept on all employees? Yes No (- 1 point) On a separate sheet, describe the established system for payroll (how is daily time kept; who transcribes the hours to tally sheets; who signs off before the payroll is approved, etc.): Wages are paid: Monthly Semi-Monthly Bi-Weekly Weekly Who authorizes payroll? What is the position of this individual? H. Payroll Taxes (2 points) When payroll taxes are paid (every payroll, monthly, etc.)? When was the last time that payroll taxes were paid? Date of the last report filed: If documentation of up-to-date tax payment is not available, subtract 2 points. I. Insurance (4 points) Does the agency have the following insurance: General Liability; Limits Automobile Liability; Limits Workers Compensation; Limits Bonding; Limits (for non-ITA) If any insurance is not available, explain: (Subtract 1 point for each insurance coverage missing) J. Independent Audit (2 points) Audit Provided? Yes No N/A; If yes, period covered: Type of Audit (A-133, Financial Statements, etc.): Concerns raised by the auditors: Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Nuida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW Did the Board of Directors provide a written response to the findings? Yes No (- '/2 point) (If an audit was due but not performed or copy not provided, deduct 2 points) K. Financial Condition (2 points) 1. Based on the latest set of interim financial statements: a. There is positive working capital. Yes No Amount: $ b. The provider has positive liquidity. Yes No Current Ratio: c. There is at least 30 days cash on hand. Yes No #Days: (Subtract 2 points if any of the above liquidity measures are negative) L. Previous Contractual Relationships 1. Has the applicant had any previous contractual relationship to provide services? _Yes No If Yes, please list name of purchaser organization, contract year, dollar amount, and scope of services: 2. Has there been any previous monitoring reports for the contracts above? _Yes No If Yes, review the last issued monitoring report from each funding organization and on a separate page, summarize any major areas of non-compliance. 3. Obtain the contact name and telephone number for each funding organization identified in #1 above and contact him/her to ask the following questions (write responses on a separate page): a. Summarize your experience with the applicant concerning their performance under the contract. Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Nuida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW b. Were invoices submitted on time and were they accurate? c. Did payments need to be expedited due to cash flow problems? d. Has management and staff been stable (i.e. high or low turnover rate)? e. Would you continue to contract with the applicant? f. Are there any issues SFWIB should be aware of? LIST OF ACCEPTABLE REVIEW DOCUMENTATION In accordance with the Request for Proposal, new applicants must make available for review acceptable documentation of fiscal accountability in order for South Florida Workforce Investment Board (SFWIB) to conduct a fiscal review prior to making funding decisions. The following list shows the documents that must be available to the SFWIB monitor for review. A. Fatal Criteria 1. See Section B below. 2. See Section C below. B. Legal Status 1. A State of Florida Corporate Registration Certificate. 2. A current State of Florida annual Uniform Business Report (UBR). 3. Articles of Incorporation and By-Laws. 4. List of names, positions, addresses, and telephone numbers of members of the Board of Directors. NOTE: If the applicant is an out-of-state entity that has not registered to do business in Florida, a copy of the filed Application by Foreign Corporation for Authorization to Transact Business in Florida must be available for review--See Attachment "C" Also, please note that the documents subject to review must be relevant and directly applicable to the entity that submitted the Request For Proposal, and would therefore be the entity of record, if selected for funding. ►f the applicant of record submits a proposal that includes the use of another entity, then one of the entities must be a registered fictitious name of the other entity. See Title XLVI, Chapter 865, Sec. 865.09 of the 1999 Florida Statutes (Fictitious Name Act). C. Source of Revenue 1. A list that shows the current, individual amount of revenue by source: a. Government sources of revenue such as grants, program funding, etc. (If none, so state): 1. Federal sources of revenue. (Include funds that originate from federal sources even though the grant or program is with a county or city, such as WIA, WAGES, etc.). 2. State sources of revenue (Include direct contracts or grants with the State of Florida, or any other State, if applicable). 3. Local sources of revenue (County and City contracts and grants with locally-generated government funds). b. Private sources of revenue (If none, so state): 1. Sa les 2. Private contracts 3. Vendor contracts with government entities 4. Earnings from operations 5. Other sources of private revenue (donations, contributions, etc.) Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Huida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW Note for Non-ITA's: Private and non-government sources of revenue must total at least 20 % of the RFP funding amount requested. 2. Documentation for all sources of revenue. In the case of contracts and award letters, the documentation must show the total dollar amounts. The documentation must be current, i.e., that the effective period of time has not expired. 3. A budget or other relevant document that shows the projected revenue for the next operational year. D. Accounting System 1. The current month Trial Balance. 2. The most current Payroll Register and corresponding time sheets. 3. The current month bank account statements (all accounts) and corresponding bank reconciliations. 4. The most current Financial Statements (Balance sheet, profit/loss statement, etc.). 5. The current month Cash Receipt Journal. 6. The current month Cash Disbursement Journal. 7. The General Ledger. 8. Written accounting system procedures. 9. The current month aged accounts receivables report 10. The current month aged accounts payables report E. Banking 1. The bank signature card that shows the authorized signatures for signing checks. 2. The Board of Director's approval authorizing the persons who can sign checks. 3. If the applicant is an out-of town entity without a current local office, provide a copy of a sample corporate check (write "COPY: NOT NEGOTIABLE" across the copy.) F. Procurement 1. The established written Procurement Procedures (including procedures for taking verbal and written bids before purchases are made). G. Personnel 1. The written Personnel Policies, including Grievance Procedures. H. Taxes Office of Continuous Improvement lrj � Procurement Review ,. �' -u-1er Emp6oy Huida Sub-recipient Vendor ITA APPLICANT FISCAL REVIEW 1. The most current proof that shows payroll taxes were paid for the most current pay period: a. If paid through a payroll company (ADP, Paychex, etc.), provide the summary page that shows the total tax impounded, the payroll date, and the bank account from which funds were utilized to pay the taxes. b. If paid electronically to the IRS, provide copy of the payment verification number provided by the IRS. c. If funds are deposited in a bank account, provide a copy of the validated receipt. The receipt or additional valid documentation must include language to state that the deposit is specifically and only for the purpose of paying payroll taxes. 2. A copy of the latest Quarterly Tax Reports submitted to the IRS (form 941). 3. A copy of the latest Quarterly Tax Reports submitted to the State of Florida (form UCT-6). I. Insurance 1 . The Certificates of Insurance for general liability coverage, automobile, workers' compensation insurance and Bonding (for non-ITA). J. Independent Audit 1. A copy of the latest independent audit including the management letter. 2. If there are findings, provide the Board of Directors' written response to the auditors. K. Financial Condition 1. Latest set of financial statements: a. Statement of Financial Position (Balance Sheet) (most recent) b. Income Statement (current period) c. Functional Expense Statement (prior year) d. Budget and Expenditure Report (budget vs. actual) (current period and prior year) L. Previous Contractual Relationships 1. A listing of current and previous contracts indicating the names of the funding organizations, contract numbers, contract amounts, contract dates / terms, services/programs contracted for, contact name, and contact telephone number. 2. Copy of the latest monitoring report produced by each funding organization. MIGRANT SEASONAL FARMWORKER (MSFW) Local Operating Plan The purpose of the Migrant Seasonal Farmworker (MSFW) local operating plan is to establish procedures for the Career Centers as mandated by 1974 - Consent Order requiring specified action on providing farm workers all employment services on a non-discriminating basis. Rules and regulations were established providing criteria for equity of services. One of the criteria was to establish full-time Migrant and Seasonal Farmworker staff in the Career Centers where a large number of MSFWs are known to be. The Homestead Career Center in Region 23 has a significant number of MSFWs. The MSFW staff serves as an advocate for the MSFWs, conducts field visits, registers and issue certificates of registration to Florida based crew leaders, and provides a full range of employment services, benefits and protections to MSFWs including outreach programs to explain services available through the Career Center and other social service agencies within the area. Career Center and MSFW staff in providing "equity measures" are responsible for the following: • Providing brief orientation of services available through the Career Center; • Providing applicants with direction, information/appropriate forms with Career Center requirements and procedures; • Conduct initial assessments; • Provide information about other community resources and supportive services; • Referrals to jobs and job development; • All farm workers must be provided with a job registration form; • Upon registration, MSFW must be coded to meet definitions: 1) Seasonal farm worker, 2) Migrant farm worker, or 3) Migrant food processing worker • A log of daily activities must be maintained documenting each outreach contact made — a copy must be kept for two years after date of completion. • Establish procedures when taking agricultural job orders. Specific guidelines are to be followed: 1) Specific days and hours to be worked, must be included in the job summary. Phrases such as "TBA" are not acceptable. 2) The summary of the job description should include all pertinent data, what the worker does, how does he/she perform the work, why, what degree if skill is involved? Example: "Pick oranges by hand, use up to 24 ft. ladder with 1 3/4 bushel pick sack, will dump into large bins." 3) If the worker is to be paid by piece rate, the job summary should include: A. The amount to be paid; B. The unit of measurement; C. A brief concise description of the size or capacity of the measurement; and D. A statement as to whether or not the ag employer is covered by the Fair Labor Standards Act (FLSA) or employer guarantees minimum wage. Example: $0.55 per 1 3/5 bushel, employer covered by FLSA. E. If the employer is a crewleader, the job order must include the federal and/or state registration number. F. The statement "Refer within commuting distance only" is required if the order is not be placed in the clearance system. G. If the work site is different from the employer address, both addresses are needed. Precise location and directions to the job site are imperative. • Complaint System — all Career Center staff will be trained and prepared to address complaints, documentation, record keeping and retention, reports and notifications. (training frequency— at least yearly) MSFW staff can provide this training. Regulations found at 20 CFR 658.400-401 and 410- 418 provide the guidelines for each Career Center to establish and maintain a Career Center Complaint System. A. Types of Complaints: a) Career Center related b) Non Career Center related c) Discrimination and Equal Opportunity Complaints d) Not related to the complaint system B. Career Center related complaints: a) Alleged discriminated by an employer b) Involves employer/state agency in another state c) Involves more than one office statewide, or another Career Center office d) Violation of a Career Center regulation e) Violation of an employment related law f) Violation of the terms and conditions of a job order. C. Apparent Violation —An apparent violation occurs when an employee observes, or has reason to believe, or is in receipt of information regarding suspected violation of employment related law or Job Service regulations. s South Florida Workforce (SFW) Local Operating Procedures For Rapid Response Activities 1. Make initial contact (within 48 hours) with the employer by telephone to conduct preliminary fact-finding (if there is a union, why the lay-off etc.) Several phone calls may be required. • Explain what the Rapid Response does (how it works, what it offers, etc.) and promote the benefits (how valuable the service is to both employer and employee) to the employer. • Some employers do not want to take the time to meet; however, the contact must be eloquent and strong enough to impress the value of this service without upsetting the employer. • Obtain an appointment date of an in-person visit. 2. Visit the work site to assess the situation and to plan provision of services with the employer and union members (if applicable), frequently more than one visit is needed. • Review with employer all resources available, such as short- time compensation (which may help reduce the size of the lay off), offer the services of our employment services in an effort to avoid future lay offs by introducing programs like Employed Worker Training (EWT), Customized Training, etc. • Inform employer of WARN Act (if applicable and not filed) • Assist the employer and union/workers in completing Trade Act Petition (if applicable). • Establish orientation sessions, according to the needs of the affected workers with the cooperation of the employer. • Prepare the Rapid Response On-Site Visit Report and forward to the State REACT staff. 3. Distribute and collect the completed survey from the workers at the Orientation session(s) and forward a monthly report to the State REACT staff. 1 4. On-site orientation session(s) are informational session(s) required for dislocated workers by federal regulation and should be planned in collaboration with other agencies and community based partners. A "team" of federal, state and local agencies present information on different programs available; Information is provided on (1) Career Center services, including training and reemployment services), (2) unemployment insurance services, (3) community services, (4) financial counseling, (5) childcare assistance, (6) handling change, and (7) TAA information (if applicable). • Develop relationship with partners and community organizations, since they are not funded to participant on the REACT team. • Develop appropriate handouts and presentations. • In situation where the notification of lay off occurred after the plant closure or workers have been terminated an attempt must be made to contact affected workers and explain services available by meeting them in the One Stop or through mail- outs. • Obtain completed survey from the workers to determine their specific service needs and forward a monthly report to the State REACT staff. 5. Forward copies of all completed surveys to each Career Center based on the zip code of the worker for follow-up services. 6. The REACT Coordinator will provide a response to the State REACT staff when there is a major lay off involving state employees. The Governor's Office tracks state employees as to whether state employees are re-employed. Due to privatization of state programs this reporting system was enacted as a method of following re- employment of state employees and to gage the impact of privatization on state workers. 7. Region 23 has one full-time React Coordinator; however, when TAA is involved the REACT Coordinator is accompanied to the worker orientation session by the regional TAA Coordinator. Also, a representative from the Career Center based on the employer's zip code must accompany the REACT Coordinator to the worker orientation sessions in order to introduce and assist in explaining services provided by the Career Centers. 8. All REACT services are published on the SFW webpage. 2 REGION 23 FSET LOCAL OPERATING PLAN FFY 07-08 Introduction Region 23's Food Stamp Employment and Training (FSET) Program works with mandatory Abled-Bodied Adults Without Dependents (ABAWDs). The goal of the program is to provide education, training and support services to assist participants in becoming self-sufficient through employment. When education or training is deemed appropriate, participants are referred to the Workforce Investment Act (WIA) Program. Compliant participants are eligible for up to $25.00 per month of support services. The FSET Program is being implemented in accordance with underlying WIA plans at the state and local levels. A. Program Operation (1) FSET associates are employees of the current designated Service Providers. (2) The Career Center Director or designee receives the daily FSET referrals and assigns them to the appropriate case managers. The case managers, within three working days, mail an Orientation appointment letter and a copy of the Opportunities and Obligations form to the referred individuals. An Orientation appointment is usually scheduled to occur within seven calendar days of the mailing date. Copies of these forms are placed in an Orientation folder. (3) Participants are informed of their Opportunities and Obligations at least twice during their participation in the program, as follows: (1) a copy of the Opportunities and Obligation Form is mailed with the Orientation appointment letter; and (2) the Opportunities and Obligations Form is reviewed with the participants at Orientation. At the time of Orientation, the participants sign two copies of this form; one is for their case file and one for them to keep. If an individual stops participating, a Notice of Failure to Comply letter is mailed and an additional copy of the Opportunities and Obligations Form is attached. B. "Work First" Approach An Assessment of each participant's skills, abilities, work history, employment strengths and goals is completed at Orientation to assist the case manager in determining which activities are most appropriate. Job search combined with other activities may be assigned. Upon completion of Orientation, participants are escorted to the Career Center Resource Room and introduced to the Resource Room Attendant. The Attendant will show the participants how to use the computers to begin their job search activities. Information regarding job fairs and recruitments are also provided. This method enables the Career Center to determine who can obtain employment with little assistance or who will need further assistance. By 1 scheduling job search at the beginning of the program, it sends a clear message that food stamps are not an entitlement and employment is expected. C. Program Activities and Components 1) Orientation, Assessment, and Upfront Job Search/WE-SIWE (a) When a new case referral has been received, an Orientation appointment letter is mailed within three working days. The appointment is usually scheduled to occur within seven calendar days of the mailing date of the appointment letter. When a reopened case referral has been received, OSST is reviewed to determine if an Orientation had been completed within the past twelve months. If an Orientation had been completed and there are no major changes in the FSET Program, an Assessment appointment letter is mailed within three working days of receiving the referral and the appointment is usually scheduled to occur within seven calendar days of the mailing date of the appointment letter. The Assessment is completed at Orientation and the Assessment form used provides the following information: demographic information, education level, training attained, past work history information for the last three jobs held, transportation access, special interests and skills. This information assists the FSET case manager in making an appropriate component assignment. (b) Upfront Job Search/WE-SIWE is assigned when all of the following conditions exist: • The participant completed Orientation and did not claim a good cause deferral; • The participant is going to be assigned to Work Experience (WE) or Self- Initiated Work Experience (SIWE); and • There is at least one week left between the date of referral and the 31 st day after the referral. The participant is scheduled for one week of job search and a follow up appointment is given. The number of job searches assigned will not exceed the benefit calculation found on the Benefit Information page. When the job search form is returned and discussed with the FSET case manager and full time employment was not obtained, a list of WE providers is given to the participant so he/she can choose which site best suites their skills and transportation resources. (c) Participants are assigned to appropriate activities at Orientation, which usually occurs within two weeks after the referral date. The Career Center Director or designee will review OSST reports to ensure all participants are assigned to FSET activities by the required timeframe. 2 2) Work Experience Component (a) WE sites are developed by the case manager who has contacted nonprofit organizations and explained the FSET Program requirements, including: how the participants will have Worker's Compensation coverage when a WE Agreement has been signed, details concerning who will supervise the participants, how and when follow up will be conducted, job description forms are completed for each position and contact information is exchanged. The original signed WE Agreements are kept in a central file at the Career Center. A copy of the job description form indicating the work to be done at the WE site will be placed in each of the participant's case file. When participants select WE or UJS/WE-SIWE as their activity upon completion of Orientation, a list of WE providers is given to them so they can select the provider that best meets their skills and location. The FSET case manager may call the WE site first to ensure the site supervisor is available and an appointment scheduled for the participant within the next seven calendar days. If the site supervisor is not available, participants will have seven calendar days to contact the WE site and return the signed job description form to the FSET case manager. The FSET case manager will contact the WE site on the deadline day to determine if the participant began the WE activity. If the participant began the WE, an actual start date is entered in OSST and monthly follow up appointments are scheduled for the participant to return the WE time sheets. If the participant did not begin the WE, a Notice of Failure to Comply letter is mailed and Conciliation is entered in OSST within two working days of the failure. (b) The WE site providers are responsible for the supervision of the participants. At a minimum, a monthly contact is made between the WE site supervisor and the FSET case manager. Contact can be by telephone or an on-site visit. The WE site supervisor is advised to immediately contact FSET if any problems arise. (c) Once the WE activity has begun, monthly follow up appointments are scheduled for the time sheets to be turned in to the FSET case manager to document participation. The time sheets are filed in the participant's case record and the Job Participation Rate (JPR) screen in OSST is updated. If the participant does not keep the follow up appointment to turn in the time sheet, a Notice of Failure to Comply letter will be mailed within two working days of the missed appointment. Conciliation will also be entered in OSST on the Alternative Plan page. If the participant was assigned to WE combined with Job Search/Job Search Training, the job search form will also be turned in with the WE time sheet and 3 reviewed with the FSET case manager. The number of job searches required will be less than half of the WE hours. 3) Self-Initiated Work Experience Component (a) SIWE is used when there are no signed WE Agreements or when WE sites with Agreements refuse to accept an FSET participant or the number of WE slots are full. A list of nonprofit organizations, churches, and county, local and state government agencies that accept volunteers will be given to each participant that selects SIWE or SIWE combined with JS/JST or UJS/WE-SIWE. Participants have seven calendar days to contact the organization of their choice and have a WE job description form completed. The participant will be given a follow up appointment letter to confirm the date and the responsibilities. Once the completed WE job description form is returned, the FSET case manager will contact the organization, either by telephone or on-site visit, and explain the FSET Program and the benefits of Worker's Compensation when a WE Agreement is signed. (b) The WE site providers are responsible for the supervision of the participants. At a minimum, monthly contact will be made between the WE site supervisor and the FSET case manager. Contact can be by telephone or an on-site visit. The WE site supervisor is advised to immediately contact FSET if any problems arise. (c) Once a participant has been referred to an SIWE site with a deadline to make contact with the organization, the FSET case manager, within two working days after the deadline date, will contact the site by telephone or on-site visit to determine if the participant began the SIWE activity. Once the SIWE activity has begun, an actual start date is entered in OSST and monthly time sheets are turned in to the FSET case manager to document participation. The time sheets are filed in the participant's case record and the JPR screen in OSST will be updated. If the participant does not keep the follow up appointment to turn in the job description form or the time sheet, a Notice of Failure to Comply letter will be mailed within two working days of the missed appointment. Conciliation will also be entered in OSST on the Alternative Plan page. If the participant was assigned to SIWE combined with Job Search/Job Search Training, the job search form will also be turned in with the SIWE time sheet and reviewed with the FSET case manager. The number of job searches required will be less than half of the WE hours. 4 4) Education and Training Component (a) When an Orientation and Assessment is completed and it is determined that the participant needs education and training before any other activity can begin, the following actions occur: (a) the participant is informed of the training programs available through the Career Center and the community, and (b) a referral is made to the WIA case manager and/or the local school board for services. Participants referred to an education provider, have seven calendar days to contact the provider and report the information to the FSET case manager. The appropriate education activity is then entered in OSST. In cases where a participant referred to FSET is already enrolled in vocational training or college, the participant must complete the Orientation at which time the participation requirements are explained. In addition, the participant must provide proof of enrollment at the educational institution to the FSET case manager within seven calendar days of the Orientation. Once this is accomplished, the appropriate education activity is entered in OSST. Education and training activities include, but are not limited to, the following: adult basic education, remedial education, high school completion or general education development, English for Speakers of Other Languages (ESL), post secondary education, vocational training, education/training combined with JS/JST, Workforce Investment Act (WIA) and the Trade Adjustment Assistance (TAA) Program. (b) Monthly attendance reports are requested for participants enrolled in education and training activities. The educational institution's representative can fax or hand-deliver the attendance reports to the FSET case manager. These are then filed in the case record, a case note is made regarding the receipt of the information, the JPR screens are updated and an FSR requested, if needed. When an educational institution does not keep attendance records and will not complete the FSET attendance report, a monthly telephone call or other collateral contact will be made to the educational institution to ensure the individual is still enrolled and to the participant to confirm he/she is still attending classes. The JPR screen will be updated based on this information and a case note made regarding these contacts. At the end of each semester, a copy of the participant's grades will be requested and filed in the case record when received. This will confirm satisfactory participation. If needed, FSR's may be requested when the semester documentation is received. The participation rate for education and training will be no less than 80 hours a month and no more than 120 hours a month. When Education/Training is combined with JS/JST, the job search form will be turned in monthly and reviewed with the FSET case manager. 5 5) Serving Employed Participants Whenever participants are working less than thirty (30) hours a week or earning less than $154.50 a week, they will be assigned to another activity if they are able. These activities include WE, WE combined with JS/JST, SIWE, SIWE combined with JS/JST, Education and Training or Education and Training combined with JS/JST. The same procedures described above are followed. Monthly follow up appointments will be scheduled for proof of participation. D. Program Coordination The FSET staff will develop contacts with DCF staff. When any situation arises, such as exemptions, exceptions, deferrals, sanctions not imposed, employment or any pertinent information regarding a participant's participation status is shared between the two agencies. Regular meetings are not scheduled so contact is made when needed. E. Conciliation, Good Cause and Sanctioning Procedures (1) Conciliation begins when an individual stops participating and good cause is not established. FSET staff have a record of appointments which could be recorded as future case to do's, written on a calendar, or a list of daily appointments. Whenever an individual does not keep his/her appointment, the FSET case manager mails a Notice of Failure to Comply letter within two working days of the failure. A copy of this letter is placed in the case file. When time permits, the FLORIDA system is reviewed for address changes, employment or exemptions that might have come up and FSET was not informed of the change. If change information is discovered, appropriate action is taken. If Good Cause is discovered, Conciliation will end. Case notes are made in OSST regarding the information found and the action taken. (2) When good cause for not participating is discovered, a temporary Deferral/FSET Good Cause is entered on the Alternative Plan page for up to ninety days. Follow up appointments are scheduled throughout this period to monitor the situation. If the problem is expected to last more than ninety days, an exemption is requested from DCF. When a good cause reason for not participating is not obvious, documentation will be requested to be provided within seven calendar days. If the problem is medical and documentation is received, this information is kept in a separate locked file cabinet. Case notes are made regarding the good cause situation, when documentation is due and when follow up appointments are scheduled. 6 FSET Good Cause reasons are: household emergency, medical incapacity for less than ninety days, medical incapacity of a household member, pregnancy, lack of transportation and circumstances beyond the individual's control. (3) Sanctions are requested when an individual has not responded to the Notice of Failure to Comply letter or established good cause. After the ten days of Conciliation have passed, a Sanction is requested within two working days on the Alternative Plan page. A case note is made stating there has not been any contact with the individual and/or good cause was not established and a Sanction has been requested. (4) When a sanctioned individual has served the penalty time and has completed the required activity, the Sanction request is removed with "complied" on the Alternative Plan page giving the reason for the removal. A Lift Sanction Letter is completed and given to the individual to take to DCF. Also, a case note is made in the FLORIDA system on the CLRC screen and in OSST regarding the situation. F. Program Monitoring The Regional Workforce Board monitors the FSET Program at least quarterly, more frequently for new staff. A local monitoring form was created based on the AWI FSET review tool so the same major points are reviewed. Copies of completed monitoring forms are e-mailed to the FSET case manager and the Career Center Director. The comment section at the bottom of the form provides detailed findings, suggestions for improvement, and corrective action to be taken, if any. Follow up telephone calls are made to the FSET staff and/or Career Center Director, when needed. G. Participant Reimbursement (1) Food Stamp Reimbursements (FSR) are requested each month for participants who have completed their assigned monthly activity, provided documentation and have expressed the need for transportation or other activity related assistance. This documentation is filed in the case record as proof of participation. FSR's are optional for completing Orientation but are given, when needed, for completing the required monthly hours for the following activities: Work Experience, Work Experience combined with Job Search/Job Search Training, Self-Initiated Work Experience, Self- Initiated Work Experience combined with Job Search/Job Search Training, Education and Training, or Education and Training combined with Job Search/Job Search Training. (2) A case note is made in OSST each time an FSR is requested regarding the need for the assistance and for which month the FSR was requested. 7 H. Other (1) FSET participants will be assessed at Orientation to determine community supports that can be utilized to assist them in gaining self-sufficiency and meeting the participation requirements of the program. Appropriate referrals will be given to partners and community-based support agencies when needed. (2) When a participant requests a fair hearing through DCF because of an unresolved dispute with the FSET requirements, the FSET case manager will be notified of the hearing date and time by DCF and will attend the hearing. Copies of all appointment letters and other important papers are always made and kept in the FSET case record with the exception of medical information which is kept in a separate, locked file cabinet. The FSET case manager will bring these copies to the Administrative hearing as proof of communication and efforts to contact the participant. (3) During the initial Assessment at Orientation, a preliminary work history and the participant's skills and abilities will be reviewed. A tour of the Resource Room by the Resource Room Attendant can be conducted upon request to inform the participant of the services available (job search assistance, resume building and job placement assistance) and how to use the computers to look for jobs. The participant will be matched with job openings for which they qualify. If no open jobs fit the participant's skills, the Career Center Employment Specialist may contact local employers within the community to determine if there are any positions that meet the FSET participant's qualifications. 8 SFETC PROGRAM DIRECTIVE SOUTH FLORIDA EMPLOYMENT & TRAINING CONSORTIUM 7300 Corporate Center Drive, Suite 500, Miami, Florida 33126 Tel: 305-594-7615/Fax: 305-470-5516 Directive Number SUBJECT PY'2003 #3 Individual Training Accounts (ITAs) process for WIA Adults and Dislocated Workers Date of Issuance POLICY IMPACT July 7, 2003 One Stop Career Center Operators Effective Date Immediatel REFERENCE Local Policy PURPOSE There is a range of training services available to WIA Adults and Dislocated Worker participants. One of the types is Occupational Training that is provided through Individual Training Accounts (ITAs). This Program Directive provides guidance to One Stop Career Center operators on providing ITAs to those eligible participants. POLICY It is the policy of the South Florida Workforce to provide training services to employed and unemployed Adults and Dislocated Workers who: • Have met the eligibility requirements for Intensive Services, have received at least one Intensive Service; and have been determined unable to obtain or retain employment through such services; • After an interview, evaluation or assessment and case management, have been determined by a One-Stop Career Center operator to be in need of Training Services and have the skills and qualifications to successfully complete the selected training program; • Select a program of training services that is directly linked to the employment opportunities in the local area and in a SFW-approved occupation; • Are unable to obtain grant assistance from other sources to pay the cost of training, or require WIA assistance in addition to other sources of grant assistance, including Federal Pell Grants; 1 • Are determined eligible in accordance with the local priority system in effect for Adults (meet the higher of the four components in the Self- Sufficiency Standard, only for participants whose services are provided through the Adult funding stream). PROCEDURE See attached Forms attached: Participants informed choice on ITA selection Individual Training Account Financing Training Plan Analysis of Student Progress report Responsibilities of SFW participants to qualify for and maintain financial support Traininp- ootion selection P-uide Reimbursement of financial aid Request for approval from One Stop Career Center manager Procurement Form Notice of Transfer/Termination Contact Person Expiration Date Indefinite Maggie Amaya, Program Administrator Auf6rized By Lawrence Suran, SFETC Programs Director 2 PROCEDURE Establishing an ITA An ITA is the vehicle used to pay for or defray the cost of training.The document that is used to issue an ITA is a voucher.The case manager must establish an ITA for each participant for whom occupational training has been determined to be appropriate. ITAs shall approve each participant for a full program of study,including any prerequisites that may be required; however, expenditure authorizations shall not be entitlements and shall be renewed on a term-by-term basis,with two sets of conditions tied to ITA renewals after each term. ITAs shall be renewed only for students who: a. Remain in good academic standing(not on academic probation),and b. Show progress in completing their pre-approved or amended Career and Training Plans. Under this policy, all participants shall be required to complete coursework in accordance with the timeframes established in the student's Training Plan. Where there is some variance from the Training Plan that is approved by the One Stop Career Center operator, this must be noted in the student's case notes. Amendments to Training Plans require One Stop Career Center operator approval. The completed Training Plan must be kept in the participant case file. All participants who are being referred to training shall be required to apply for a Pell Grant.The Pell Grant proceeds will be applied towards the tuition cost,with ITAs paying only for costs in excess of the Pell award as set forth by the SFW. The ITA voucher shall be issued term-by-term regardless of Pell eligibility. This will ensure that the participant's tuition and related expenses are paid and training is not disrupted in cases where Pell or other financial aid is not disbursed in a timely fashion. SFETC will pay the ITA agent only those costs that are in excess of the Pell award. ITA Limits Where training costs are higher than the Pell award, (tuition,fees,books, supplies, and similar approved items)and in excess of the ITA limit per occupation,the Pell will be applied first and then the balance will be paid by the ITA,for an amount up to the total allowable for the occupation,and additional loans or other financial assistance must be secured by the participants where needed.Outstanding balances for training not covered by the ITA are the participant's responsibility. There is a cap on the ITA per occupation, which is set at 100% of the public institution costs for public education institutions, and 110% (of the public institution cost) for private institutions. This calculation analysis is reflected in the approved cost as shown in the SFW website at: www.southfloridaworkforce.orp/traininingproviders.htm. Case managers must become familiar with this site and refer to it whenever training is being sought since allowed costs may be modified by SFW from time to time. The ITA limit listed per occupation includes expenses for tuition and related fees, books and supplies, and any (non-capital) equipment or uniforms required for the training. For Bachelor Degree programs the maximum time a participant will be allowed in training is five years, and the maximum allowed cost per individual per year is $2,500. Bachelor Degree programs require prior approval by the One Stop Career Center Manager.Case managers are responsible for coordinating Pell Grant awards and other financial assistance that may be provided to reduce the training costs for each of their Pell Grant-eligible ITA participants. Under all programs,the proceeds from the Pell grant will be applied first to tuition and other required training costs before any proceeds are released to assist in supporting the students'living expenses. Page 1 of 25 Revised 5/28/2003 Additionally the following guidelines for participants enrolling in ITAs must be followed: • Only one training occupation per participant can be paid through an ITA.An exception can be made by the case manager only in cases where changing from one approved occupation to another occupation will not require an additional expense because all credits and/or classes are fully transferable between the programs. • The participant must enroll in school full time as defined by the training institution. • South Florida Workforce will only pay once for each required class in an approved training. • The One Stop Career Center manager has limited authority to approve specified waivers as described later in this directive. Guiding Principles for Case Management Case management is the approach that all South Florida Workforce(SFW)One Stop Career Center operators will use with all participants in the WIA Adult or Dislocated Worker Program who go on to the Intensive or Training Services level.This section explains the process case managers must follow in order to assist those participants who,after an in-depth assessment,have been determined to substantially benefit from Intensive or Training Services. One Stop Career Center operators are responsible for the management of participant cases enrolled in the various programs. Case management,an approach to working with participants,requires: 1. The One Stop Career Center operator's staff to take a broad view of their-role in affecting the lives of the participants assigned to them. This goes considerably beyond simply placing participants in a training program and then placing them in employment upon completion of training.Case management takes a holistic approach to working with participants. It requires the case manager to assist participants in identifying their short and long term goals and to analyze any barriers that may prevent them from successfully entering the workforce at a level of functioning that fulfills their-aspirations,makes full use of their aptitudes and potential for advancement,is responsive to their vocational and other interests and leads them to self-sufficiency. It further requires the case manager to consider the life circumstances of the participants assigned to them, and design interventions wherever necessary to assist participants in achieving self-sufficiency. Life circumstances include, but are not limited to, their relationship with their spouse, children and financial constraints that affect these relationships. 2. The One Stop Career Center operator must invest heavily in the up-front (initial) assessment of participants in order to assist them in the decision-making process about their interests, needs, and aptitudes, and what they will need to do to invest in their futures, as well as provide pertinent basic academic and skills testing to serve as a basis for the comprehensive assessment process.This requires that case managers encourage participants to assess their life choices and assist them in developing strategies that will help them to achieve both their-short and long-term goals. The initial assessment must include an evaluation of the participant's current skills level, vocational preparation, occupational requirements, aptitudes and financial implications. The comprehensive assessment will enable the case manager and the participant to evaluate and choose an achievable career path. Page 2 of 25 Revised 5/28/2003 It is imperative that the participants provide input during the assessment process.The case manager must evaluate the input and assess whether the goals set by the participant will lead him/her to economic self- sufficiency. The case manager must be ready to discuss goal modifications with the participant. 3. Case managers are required to develop an Individual Employment Plan(IEP)or Career Plan. The plan should be tailored to the unique circumstances and needs of the individual participant and include strategies that are uniquely tailored to the financial requirements of the participant.The plan also helps to insure that the participant can complete training and secure long-term training related employment to achieve self-sufficiency. To insure success, strategies that require significant attention to meeting the participants'financial requirements and other supportive services needs while they are in training and during the transition period after they first enter employment must be developed. 4. Case management strategies may be required for a considerable period of time over several sequential or concurrent components of a multi-activity plan. These may be provided at different institutions or campuses at different points in a training sequence,or even on different day and/or evening schedules. Such strategies require detailed tracking by the case manager,who may be managing many diverse cases at the same time,on various campuses and schedules,in varied programs.Participants attending training through an LTA may be attending different classes that will require contact by the case manager with many instructors to arrive at an overview of the sttidenhs progress. 5. The Individual Training Account(ITA)voucher shall be the instrument used by the SFW for the tracking and management of any applicable training related expenditure. __- Deleted:Participants attending training through and ITA may be attending One Stop Career Center operator supervisory and case management staff will need to understand this different classes that will require contact by the case manager with many uniform case management approach and will need to use the same system wide comprehensive and instructors to arrive at an overview of the diagnostic approaches. This approach will insure that participants are able to remain in training, to students'progress. obtain employment in training-related positions after completing training,and to build career ladders for themselves that will enable them to identify,aspire to,and achieve both their short-term,as well as long- term,goals. Components of Case Management In order to ensure effective case management the following activities must be carried out: 1. Initial Assessment:The initial assessment consists of,at a minimum,gathering information on all of the following: Education testing of the participant, needs and barrier assessment, work history evaluation, goals and interest of the participant and Limited English Proficiency. The initial assessment is done at the Core Services level. 2. Comprehensive Assessment: Assessing the participant's skills,aptitudes and abilities to arrive at the training occupation for which the participant is best suited. After the Initial Assessment is completed, and if the case manager deems a comprehensive assessment appropriate, the case manager must refer the participant to academic skills testing(TABS)and utilize the Aviator assessment program. All participants that may be refereed to training through an ITA must complete a comprehensive assessment prior to a referral to training being issued. The comprehensive assessment is done at the Intensive Services level. 3. Assisting In Review of Options: Assisting participants in reviewing and interpreting the comprehensive assessment results so that he/she may understand the available options to arrive at the best possible training program decision. Assisting in Review of Options is an Intensive Service. Page 3 of 25 Revised 5/28/2003 4. Guiding Short-Term and Long-Term Planing: Assisting participants in setting their short and long-term employment goals,analysis of barriers to achieving those goals, and development of a holistic step-by-step plan that will enable them to achieve those goals.This is an Intensive Service. 5. Providing Financial Planning and Assistance: Assisting participants in analyzing their financial requirements,over both the short and the long term in order to develop an achievable plan to enable the participant to meet those financial requirements while they are in training and pursuing their longer-term goals.Additionally,the case manager must provide all the available assistance the participant may need to carry out that plan. This assistance may include,but not be limited to,such activities as: • Providing the participant with an On-the-Job Training if appropriate; • Assisting the participant in findirng part or full-time employment while they are in training,if needed to support the-completion of training; • Applying for Pell Grants and other financial aid; • Researching and assisting the participant in applying for financial aid as applicable; Once the participant has received the above-described Intensive Services and the participant has been deemed appropriate for training services,an ITA may be provided. To minimize the risk that the investment of ITA funds will cover only a partial program that will not produce a completion and training-related placement and to insure that participants who are eligible to receive an ITA fully understand all the financial ramifications of their choices,an ITA may be provided only after completing and executing the"Participant's informed choice on ITA Selection Form" and the"ITA Financing"form. The "Participant's unformed choice on Individual Training Account (ITA) Selection Form" acknowledges that the participant has reviewed all available options,understands the specific cost implications for him/her personally,and where the participant chooses a training institution where the cost of training is higher than the ITA limit,that the participant understands that the Region will not be responsible for any personal debt incurred by the participant. The"Individual Training Account Financing"form itemizes educational costs and payments to be made through financial assistance such as Pell grants and/or scholarships provided by the educational institution and/or personal or other funding sources. By signing the agreement, the participant is accepting the detailed financial plan that specifies the precise amounts and sources to be used to cover the cost of the training that are to be covered on a term-by-term basis. 6. Providirng Supportive Services Supportive Services may be provided based on eligibility requirements and subject to the availability of fiords. The case manager may provide the participant with support services that will assist them to remain in training such as transportation and childcare. Page 4 of 25 Revised 5/28/2003 7. Counseling and Providing Motivational Support: The case manager must provide ongoing counseling and motivational support that will encourage compliance with the IEP(Career Plan). In addition the case manager must reinforce the training period as an investment strategy for the participant's future, advocating short-term sacrifices for achievement of long-term goals. 8. Tracking Participant's Progress It is the responsibility of the case manager to track the participants'progress in training,thus insuring satisfactory progress and acquisition of the requisite skills.During the first month of training,and in cases where the training is in a semester basis,every initial month of a semester,the case manager shall maintain contact with the participant at least weekly.Participants in training shall be contacted at least once per month for the duration of the training program and document monthly appointments in the case notes. If monitoring of academic/vocational progress indicates that the participant requires additional remediation or other prerequisites to enhance their prospects for success in the training and on the job,the training plan must be amended where appropriate. In instances where monitoring suggests that the participant is not progressing satisfactorily, a reevaluation of training options, and required action must take place within two weeks of the funding. 9. Requesting Case-by-Case Waivers if Needed a. Waivers for chances in occupation: where extreme circumstances necessitate a change in a training occupation,the One Stop Center Manager must ensure that the case file includes the following: • Case note in the OSMIS documenting the justification for the requested change in the occupational training; • Copies of the participant training progress reports; • Current Employment/Training Plan; • Proposed Employment/Training Plan if changes in occupation are approved; • Alternate Employment/Training Plan if changes are not approved; • Analysis of cost difference between programs and additional cost to be incurred due to the requested change; • Analysis of the potential for job placement because of the change in training occupation. The One Stop Career Center Manager must review the above documents, evaluate the time spent in training, the expenses incurred to date in the existing occupation and review the comprehensive assessment to determine if a change in occupation is appropriate. Once the One Stop Career Center Manager reviews the case and evaluates the needs of the participant for requesting a change in occupation,if he/she is in agreement with the change in occupation, a note documenting the approval process and reason for the approval must be entered into the OSMIS. If a voucher has been issued to a participant for a current term,the voucher must be voided prior to sending a request for a system override.If it is within four days of issuing the voucher, the One Stop Center operator can void the voucher only if the original voucher is in the possession of the One Stop Career Center staff.If more than four days from the date of issue have elapsed,or other system problems are encountered,a request to void the voucher must be e-mailed to the SFETC supportive services supervisor. The One Stop Career Center operator Page 5 of 25 Revised 5/28/2003 must ensure that the original voucher is in its possession prior to sending SFETC a request to void the voucher. After any outstanding voucher has been voided, in order to issue a voucher for the new occupation,the One Stop Career Center manager must send a system override request via e- mail to the SFETC supportive services supervisor. The One Stop Career Center manager must ensure that,in any future billings for training costs for participants that have been approved for a change in occupation,a thorough review of the costs to be paid is done to ensure that only costs that were incurred under approved vouchers are paid.No costs can be paid to a prior Training Agent when a voucher has been issued to a new Training Agent. No costs can be paid to a Training Agent for coursework in a prior approved occupation when a change in occupation has been approved. b. Waivers for paying for ITAs where participants are not enrolled for one term,enrolled in a close to full time basis,or where a participant is on academic probation:When participants are unable to enroll for one term,or enroll in at least 9 credits a term(or the equivalent of 9 college credit hours in the fall and spring terms and at least 3 credit hours for the summer term at the pertinent training institution),or where a participant is on academic probation,a waiver may be approved by the One Stop Career Center manager if hardship circumstances, such as the following,are present: • Medical incapacity as documented by correspondence on letterhead from a licensed physician,which must state the nature of the incapacity,the restrictions on the participant's activity,and the anticipated period of incapacity; • Extreme circumstances beyond the participant's control including caring for a disabled family member when the need for this care has been verified by a licensed physician and alternate care is not available;family emergencies such as sudden hospitalization of a family member,medical emergency of an immediate family member,required court appearances of more than two weeks duration,or the impact of a natural disaster; • Economic hardship due to the need for immediate employment, requiring the participant to drop all courses for a term to meet a new job schedule, with registration for courses in the subsequent term(for instance in the evening hours) in a marmer that does not interfere with the individual's work schedule; • Economic hardship requiring the participant to maintain employment while attending training less than full time; • Incarceration for more than two weeks;or • Life changing events such as domestic violence,separation and/or divorce from a spouse,or death of a family member. If the above circumstances exist the following procedure shall be followed: • The case manager shall document in the OSMIS case notes the circumstances for the participant not enrolling in one term,enrolling for less than 9 credit hours(or the equivalent in the training institution)or being in academic probation. Page 6 of 25 Revised 5/28/2003 • The case manager must request a review of the case from the One Stop Career Center manager. • The One Stop Career Center manager will review the case to make a determination of whether or not the circumstances warrant the approval of a waiver. • Once the waiver is processed, the One Stop Career Center manager must document the approval/denial in the case file with a signed approval/denial letter that specifies the reason for the approval or denial and a case note in the OSMIS. • If a waiver for not enrolling in one term is approved, the case manager shall continue to provide ongoing counseling to the participant for the period that he/she is not enrolled in training.Contact with the participant must include two contacts per month during the period of incapacity. The OSMIS system must reflect the case in a"Holding"activity. • If a waiver is approved for a participant to enroll in less than 9 credit hours or the equivalent of at the training institution, that waiver is to be understood as applying for the specified term. • If a waiver is required for a second term,a new request shall be submitted and must be reviewed on a case-by-case basis. • If approved for a second waiver,the participant must enroll in at least 6 credits(or the half-time equivalent) for the specified term. Participants who require continuous employment while in training may receive waivers until training completion; however,the One Stop Career Center manager must approve these waivers on a term-by-term basis and the training completion date cannot be longer than five years. • If a participant is on academic probation, the participant will be provided intensive case management for the duration of the probation period. The case manager must ensure that coursework approved for participants on academic probation is appropriate for the academic level of the participant.The case notes must document additional assistance given to a participant on academic probation to ensure successful completion of the term. Assistance may include referral to volunteer tutors at the training institution,approval of pre-requisite courses that are needed to ensure successful completion of required courses,etc. At the end of the semester,if the participant is still on academic probation,the One Stop Career center manager must review another request for continuation in training. If it is determined that continued training is not appropriate for the participant, he/she will need to be terminated from the training activity and assisted with job search. If good academic progress was made(all classes were passed with a grade of c or its equivalent or better)in the current term,but the participant is still on academic probation, a referral to training can be approved if the One Stop Career Center manager determines it is appropriate.The case file must contain documentation of good progress and reason for approval. Page 7 of 25 Revised 5/28/2003 b. Waivers for yavirn4 for a required course more than once: When a participant has generally been in good academic standing and is making progress towards timely completion of the training, but circumstances beyond the participant's control (such as those described above rider waivers for probation)have resulted in failure of a required course,the One Stop Career Center manager may review the case and consider approving payment for a one-time re-take of the specified course. The case manager must ensure that any needed remediation that will ensure successful completion of the course is done prior to requesting approval for re-taking the class. Once a waiver is processed, the One Stop Career Center manager must document the approval/denial in the case file with a signed approval/denial letter that specifies the reason for the approval or denial. If approved for this one-time only waiver, the letter must inform the participant that no other approvals will be made for re-taking of couisework and that if a future need arises,he/she must secure other sources to pay for any re-takes of classes that have been paid for under the approved ITA. 10. Assist in Developing Pre-employment Skills and Provide Job Placement Assistance In addition to assisting participants in securing training-related employment following completion of training,or securing employment concurrent with training. Case managers will be responsible for assisting participants in areas of resume preparation, proper completion of job applications and successful interview skills. Additionally case managers are responsible for maintaining information on participants in training and preparing reports as required to facilitate appropriate job development activities. 11. Enhance Work Maturity Skills To increase the likelihood of employment retention,the case manager must insure that participants receive training and counseling in the full regimen of work maturity skills, and that participants receive feedback on how their behavior in the training setting would be evaluated by an employer if the classroom was their worksite. Feedback should include information on how adequate is the participant's observable behavior on the work maturity skills of meeting employers'expectations with regard to: • Attendance • Punctuality • Appearance • Following directions • Producing work of sufficient quality and in sufficient quantity,and • Demonstrating appropriate interpersonal skills in working with co-workers and taking direction from supervisors 12. Document Services Case managers must document all of the counseling and other assistance they provide through case notes that should be entered into the OSMIS. The case notes should document all contacts, observations,problems,and successes encountered by the participant. 13. Selecting program and institution for vouchered training Case managers must guide participants in the selection of the most appropriate training option by discussing training options with the participant so that the participant can select the training program Page 8 of 25 Revised 5/28/2003 and training institution that best accommodates his/her needs and that is consistent with the results of the assessment process and the Career Plan. 14. Requesting pre-approval from SFETC for each new ITA. Case managers will enter requests for ITA approvals in the SFW Support System.SFETC staff will verify funding availability and forward an approval to the case manager. Upon receipt of SFETC approval,the case manager may begin preparing the voucher to the training agent. For Bachelor Degree Programs,the case manager will forward the case file to the One Stop Career Center manager.The case manager must ensure that the following is documented in the case: • The case manager must enter a note into the OSMIS requesting approval from the One Stop Career Center manager. • Results of initial and comprehensive assessments. • Proof of acceptance in an approved ITA institution for an approved Targeted Occupation • Copy of the participant's IEP or Career Plan. • Copy of the Pell Grant application • Copies of all tools used in the assessment of the participant • Any academic information that is available for the participant • Copy of the Pell Grant award or any other financial aid received • Copy of the Student Aid Report(SAR) • Copy of the SFW ITA financing form The One Stop Career Center manager will consider approving an ITA for a Bachelor Degree after reviewing the above information if he/she considers a Bachelor Degree program is the appropriate training selection. The One Stop Career Center manager must document the approval/denial in a case note in the OSMIS and return the case file to the case manager. If the Center manager approves the request,the case manager shall enter a request for ITA in the SFW support system. If the One Stop Career Center manager denies the request, the case manager shall forward a written denial letter to the participant within two weeks from initial request and document the reason for denial in the case notes in the OSMIS. 15. Preparing vouchers If the training agent selected is either MDCC or MDCPS the case manager shall give a referral form to the participant.An ITA voucher and a separate voucher for$200 to cover the student support fee shall be issued when the participant returns with the registration.If another training agent is selected, a voucher must be issued immediately. The case manager must issue vouchers on a timely manner: • For new students,a voucher must be issued immediately after the determination that the participant needs training. • For MDCC students,vouchers must be issued on the same day that the participant returns to see the case manager with the school registration. • Participants who are continuing in a training activity at MDCC or MDCPS must be issued a voucher five weeks prior to the start of classes. Page 9 of 25 Revised 5/28/2003 • All participants must be instructed to register within one week of being issued a voucher and/or referral form. • All participants must be instructed to return to see the case manager with the school registration the next working day after registration occurs. 16. Orienting the participant to the training institution/campus Familiarizing the participant with the educational institution and campus to which the participant is being vouchered, including introductions to the registrar's office, financial aid officer, student advisement, testing, department personnel, bookstore personnel, campus coordinators,placement office,and/or other key personnel and offices as applicable to different institutions and campuses. Meeting with advisors at the training agent campus.Each training institution has a staff able to guide students through the process of determining what requirements they need to meet,how long this may take,and so on. It is essential that the participant be given an appropriate orientation as to the educational institution's resources and appropriate personnel there that will assist in the registration process.For specific segments of participants it may be necessary for the case manager to go with the participant to the institution to facilitate the process. The educational institution may require additional testing, which may further delay the entry process. The assessment data should be shared with the training institution,to reduce any time lags. The training institution will provide the participant and the case manager with information about what the participant will need(what types and how much remediation,prerequisites or ESOL,what occupational courses will be required,how long they may take,the availability of these courses in the daytime or evening,admission dates,whether or not there is a waiting list,etc.) Based on this information,the participant and case manager will determine that a new selection may need to be made or that they are ready for a voucher to be prepared. 17. Meeting with participant on campus Arranging places on campus for meetings even if this space may include the cafeteria,library,or other common areas to enhance training completion outcomes for specific segments of the participants being served. 18. Orienting participants to their responsibilities Orienting participants to their responsibilities in order for them to remain eligible to continue receiving services through SFW.To insure that participants are fully oriented to their responsibilities and understand what is expected of them for their ITA to remain in effect,all participants must be familiarized with,sign,and receive a copy of the Responsibilities form. 19. Monitoring registration in approved courses only Reviewing participants' registration schedules to insure that participants register for approved courses only,or arrange for payment through their own resources if they register for courses that are not approvable as part of their approved program of study. 20. Preparing book vouchers and procurement requests Reviewing participants'requests for books,uniforms,supplies and equipment,to insure that SFW funds are used to purchase only items that are required by instructors of approved courses;preparing Page 10 of 25 Revised 5/28/2003 and issuing bookstore vouchers as needed for these required items; and carrying out all required procurement procedures for required items that cannot be purchased at the campus bookstores.The case manager shall ensure that the course schedule matches the original approved course list. The registration course schedule is placed in the participant's case file if courses match.If the courses do not match, the case manager notes that on the voucher and informs the training agent and the participant that payment will be made only for approved courses. 21. Monitoring financial aid process Insuring that participants apply for Pell Grants and other financial aid, that they understand all attendance and other requirements that will affect whether or not they receive these awards once they are determined eligible for it,and that they understand the proceeds of these grants will be used for tuition and related costs where appropriate.Information about applying for financial aid can be found at www.fafsa.ed.Gov. 22. Tracking academic progress Tracking participants'progress through working with the participant to develop a Training Plan, review transcripts and other grade reports to prepare an Analysis of Student Progress, and working with the participant to develop modifications as needed to the original training. The modification may be require for additional remediation,additional prerequisites or expanded offerings to better prepare a participant for the training and for specific instances where the participant is doing poorly and needs to transfer into a different training area or when participants need more time to complete the training program requirements. Information pertinent to tacking academic progress must be kept in the participant's case file. 23. Arranging On-the-Job training(OJT),customized training,etc. - Deleted:¶ Arranging for OJT or customized training, where appropriate, or other work settings such as 1 simulations in compliance with the requirements and procedures for these activities. 24. Fiscal requirements In order to meet the State requirement that 50%of WfA Adult and Dislocated worker funds are spent for ITA and ITA related expenses,the SFETC will pay directly the ITA agents. Meeting this requirement requires billing by the training agent immediately after the approved drop/add deadline, completion and return of the certification form within five working days by the case manager,and preparation of payment within five working days by SFETC staff. The One Stop Career Center operator is responsible for ensuring that case managers and other staff follow the established procedures for determining participant eligibility for training and issuing ITAs. SFETC staff will track obligations for ITAs in a real time mamier through the SFW support system for each participant. Deleted:¶ Invoices: The training agent submits to SFETC the school invoice. The SFETC support services accountant shall submit invoices and blank certification forms to each One Stop Career Center operator for the vouchers pertaining to that service provider's participants. Page 11 of 25 Revised 5/28/2003 The One Stop Career Center operator shall review the invoices,remove any improper invoices from the certification form,and certify that the remainder of the invoices should be paid. The One Stop Career Center operator shall return the certification form to the support services accountant within five working days. The support services accountant will issue a check request and the SFETC finance unit will issue a check to the training agent in the amount shown on the approved invoices. 25. Preparing and reconciling all paperwork required by the OSMIS and reconciling information with the SFW Support System. Voucher Svstem Defined A Voucher is the document used to authorize the enrollment of a participant who has been approved for an Individual Training account, in approved training activities at an approved Training Agent. Participants in need of training may be provided training activities through the use of the Voucher System.Vouchers enable training to be provided to participants in the program of study most appropriate to their needs, using the most suitable Training Agents available, consistent with the results of the Comprehensive Assessment and the Career Plan. The voucher obligates the One Stop Career Center operator for certification of eligibility for payment of all approvable costs associated with that training. These costs include but are not limited to tuition, matriculation and related fees, books, tools and supplies, uniforms, physical examinations, licensing examinations and other requirements for participation in the training and qualifying for employment. Procedures for Preparing and Submitting a Voucher Form A. In order to manage the process of referring new participants to ITAs,insuring that they are tracked using the proper program codes(NEG,Rapid Response,or other funding)and managing expenditures against the proper funding stream,pre-approvals will be required for each new ITA. Case managers are required to enter requests for ITA approvals in the SFW support system that is managed by an SFETC staff. Approvals are made on a first-come first-served basis,and it is therefore essential for the case manager to contact participants and prepare them for enrollment as soon as the approval is received. The SFW support system provides updated information in the "Late Breaking News" section on fmnding availability for ITAs. Once an initial approval is obtained from SFETC for an ITA, vouchers can be generated for subsequent terms through the SFW support system. Subsequent term vouchers do not require SFETC approval. B. The case manager is responsible for preparing a voucher that is consistent with the Comprehensive Assessment,the Career Plan,the Training Option Selection Guide,and the information provided at the training institution. C. For Miami Dade County Public Schools and Miami Dade Community College,(other ITA agents may be added to this process and will be commrmicated through the breaking news in the SFW Support System)upon approval of the ITA request,the case manager will print the ITA application/referral. This application/referral requires the signatures of both the participant and the case manager. The case manager shall ensure that the participant fully understands the disclaimer on the bottom of the application/referral, before signing the document. The ITA application/referral will be given to the participant for his use in registering for classes and will remain with the registrar office. Upon registration,MDCC/MDCPS will issue the participant a class schedule,which will detail the cost of the registered classes and determine the ITA voucher amount for the term. The participant must be instructed to return the class schedule to the case manager within 24 hours of registration to ensure the continuation of the ITA vouchering process. Page 12 of 25 Revised 5/28/2003 D. The Voucher form is accessed through the SFW support system.The voucher consists of the following information: 1. Participant Information Complete the Participant Information section, insuring that all required information is provided. 2. Program of Study a. Enter the name of the Training Agent and campus, such as Miami-Dade Community College,Kendall Campus; or Dade County Public Schools,Miami Lakes Technical Center. b. Enter the name of the Program being vouchered such as Medical Assistant Certificate Program,etc. Remedial coursework when required must be vouchered rider a separate voucher. When ESOL, ABE, GED or remedial coursework must be taken concurrently with an ITA, the case manager must issue a separate voucher. Concurrent means that some of the coursework taken in the term vouchered is ITA approved coursework. The remedial voucher will be limited to only coursework that has been identified in the Career Plan as necessary to successfully complete coursework in the approved ITA. The ITA voucher will have costs limits according to the training occupation. In the remedial voucher,enter the prerequisites which are needed,based on the prerequisites all individuals may need for the particular program of study (if applicable) and the training institution's review of the participant's prior education,test scores,etc. These prerequisites may include English for Speakers of Other Languages, Basic Remedial Reading or Mathematics, etc. The SFW support system codes for the additional remedial voucher are as follows: for ESOL taken concurrent with an ITA use code 731 and for Remedial courses use code 730.Additional instructions on completing the vouchers can be found in the SFW support system. Note:If a participant cannot take ITA core classes due to the need for remedial classes,the individual must not be issued an ITA.A voucher for ESOL,or other remedial classes will be issued while the participant is in this Intensive Service. The SFW support system code that must be used for stand-alone ESOL through Miami-Dade County Public Schools is 715, for stand-alone ESOL through Miami-Dade Community College is 716.Stand Alone remediation is coded 730; however,no ITA voucher is issued. Once the participant completes the remedial coursework or the participant is ready to enroll in concurrent remedial and core classes,an ITA can be issued. C. Enter the length of time needed for the total training program being approved. Note that this total length of training must include both the time needed to take prerequisites/co-requisites and the time needed to take the core training. d. Enter the start date,that is,the date when the participant's classes should begin, specifying the day,month and year; and do likewise for the expected end date. The end date is the date the specific term being vouchered ends. Page 13 of 25 Revised 5/28/2003 e. Enter the appropriate status for Pell and other federal financial aid-either the One Stop Career Center operator has documentation that the participant has applied and the application is pending(No Voucher may be approved if a participant has yet to apply);or the participant is ineligible. If ineligible,provide the reason on the Voucher form. A copy of the completed application along with a client statement that the application has been mailed or submitted via Internet must be kept in the participant's case file.When the application is processed a copy of the SAR must be maintained in the case file. f. Enter the numbers and descriptions (names) of the courses that the participant will take during the term,using the space allocated for the outline of coursework to be taken. Include all coursework (prerequisites as well as core courses). Attach a course listing from the training institution. However since these course listings change from time to time,insure that the course listing is checked with the training institution,so that you get from their personnel the most up-to-date version of this course listing. 3. Approval. Enter the name of the case manager,signature and date. Enter the name of the One Stop Career Center operator representative authorized to sign the voucher, (generally, the One Stop Career Center manager) his/her signature, and the date. The One Stop Career Center Manager or authorized representative should carefully review the completed Voucher form and the backup documentation. The Voucher form is equivalent to a small purchase order for specific services. It therefore commits the One Stop Career Center operator and SFETC to specific financial obligations. The One Stop Career Center operator approves the voucher. The required backup documentation shall include all of the following: a. A copy of the Career Plan with the Comprehensive Assessment results as attachments. b. A copy of the official course listing from the training agent. c. The completed Training Options Selection Guide for the participant. d. An MIS Status Change as well as changing the participant into the "Occupational Training"status in OSMIS. 4. Return Voucher To Complete all the required One Stop Career Center operator information. The Training Agent will use this information for billing purposes. The "Contact" should be the One Stop Career Center manager or authorized representative. The participant's signature is required to indicate the participant's acceptance of this plan and understanding of his/her responsibilities if the voucher is to remain in effect. Note that by his/her signature the participant is agreeing to follow the coursework required and the number of courses/credits specified per term/semester. Page 14 of 25 Revised 5/28/2003 E. The approval authority will review and approve the voucher based on the backup documentation. Once approved, the approval authority will print and sign his/her name,date the form,and insure that it is sealed. Training Agents will not accept voucher forms as official unless the raised seal is imprinted. The SFW Support System will only generate one original voucher for security purposes.The One Stop Career Center operator shall make three additional copies of the voucher and route original and three copies(of sealed original)as follows: a. The ORIGINAL of the Voucher Form needs to be brought to the Registrar's Office at the training agent by the participant. The Registrar's Office will in turn provide the participant with a registration schedule that specifies the courses that the participant will be taking that term. The case manager is responsible for insuring that the courses on the registration schedule match the courses listed on the approved course listing that is attached to the original Voucher Form. Copies of the participant's registration schedule must be maintained in the participants'file. b. A second copy of the form should be maintained in the participant's file,along with the official course listing from the educational institution and the Career Plan attachments. The Voucher becomes the first update to the Career Plan. c. A third copy of the form should be given to the participant,along with a copy of the training institution's course listing, and a copy of the Participant Responsibilities Form,the Individual Training Account Financing form,and the Participant's Informed Choice on ITA Selection form. F. The voucher specifies whether the participant has applied for financial aid. Many individuals eligible for WIA will qualify for Pell Grants or other financial aid. It is required that aid applications be submitted and that Pell Grant or other aid awarded be used to pay for tuition, with WIA fiords used to cover portions that Pell or other aid does not. If a participant is ineligible(i.e.,already holds a Bachelors Degree,etc.)so note on the voucher. If Pell has been awarded,so note. The Pell Grant will be disbursed through the school,and the participant will receive any portion of the grant over and above tuition and fees. If the application is still pending, the Reimbursement of Financial Aid form must be completed by Training Agent,One Stop Career Center operator and participant so that any WIA fiords used to cover tuition prior to the receipt of the aid will be reimbursed(or credited) to the One Stop Career Center operator,in accordance with Section 134(d)(4)(B)(ii)of the Workforce Investment Act of 1998(Public Law 105-220). G. The case manager must remind the participant that any changes in this registration schedule will require the prior approval of the case manager,including drops and adds,and that any drops within the drop period must be done officially at the registrar's office so that this will provide the One Stop Career Center operator with a refund(credit). Procedures for Procurement of Books,Supplies,Tools and Other Required Items A. Once a One Stop Career Center operator issues the ITA voucher to a participant, the agency is obligated to pay for all required costs of the training,including all of the following: 1. Tuition and fees for the specific courses approved under the voucher. 2. All books required by the instructor of the approved courses (as documented by the course syllabus or other written material from the instructor). Page 15 of 25 Revised 5/28/2003 3. Specific types of supplies,tools,uniforms,physical exams,and the like that is required for the approved courses. B. In some cases, for courses at the vocational technical centers operated by Miami-Dade County Public Schools,all of these required items will be issued to the participant by the Training Agent. The case manager will issue the corresponding vouchers based on the quotes provided by MDCPS to the participant. In the event that the participant does not provide the case manager with a support services quote, the case manager will review the negotiated price structure, located in the SFW website,for the corresponding course and issue a voucher for the full amount listed in the system the amount of support services will be adjusted based on the billing by MDCPS. C. In other cases,items will need to be purchased at the Training Agent's bookstore(for instance,the Miami-Dade Commrmity College Bookstore operates separately although it is within the campus). In these cases, the case manager should encourage the participant to obtain any additional documentation for support services related to the courses, such as books, when registering for classes,and submit the quote along with the class schedule in order to expedite the completion of the support services vouchering process.The case manager will need to issue a support services voucher for the specific items that are approved for purchase. D. In still other cases,items will need to be purchased through other vendors. In these cases,a two- quote procurement process must be followed. E. The required procedures for these various types of purchases are specified below. 1. Vouchers to the Training Agent's bookstore Most books, supplies, tools, rmiforms, and other training-related requirements will be requested during the first days of classes. Participants will need to request assistance from their case manager in cases where the Training Agent does not issue these required items. If these items are available through the Training Agent's bookstore,the case manager will authorize the release of these items to the participant through a Bookstore Voucher. The procedures to be followed in issuing a Bookstore Voucher for the participant are as follows: a. The participant must provide his/her case manager with a copy of a course syllabus from the instructor that clearly specifies that these items are required. In the absence of a syllabus, a memorandum or letter from the instructor, chairperson,etc.specifying the books,supplies,tools,etc.that are required,will suffice. Items requested must be required for all students taking the same class and not simply recommended. (Note: while books, supplies,etc. are generally requested at the beginning of a term,they may also be required by an instructor at any time during the term.If this should occur,the same procedures are required.) b. Bookstore Vouchers will be issued through the SFW support system. C. The case manager must verify that the information on the syllabus,memorandum, or letter is correct before issuing a Bookstore Voucher. The case manager will insure that the course for which the items are being purchased is a course covered by the Voucher Form and will confirm that the student was approved for enrollment in this course in this semester. If any requested item does not appear to be clearly required by the backup documentation from the instructor, or Page 16 of 25 Revised 5/28/2003 appears somewhat unusual, the case manager will verify with the instructor or department chairperson that this is a required item that should be approvable. d. The case manager will then complete the Bookstore Voucher, specifying the books, supplies,etc.that are authorized. Note that each item must be specified along with the number of the course for which the item is required. The case manager will complete the price information. In instances where the item to be purchased at the bookstore is a piece of equipment(such as a calculator),the case manager may need to do some research at the bookstore and with the instructor to insure that the item that the case manager authorizes for purchase is the least expensive item that will meet all of the instructor's requirements and is available at the bookstore. (For instance,if the item were a calculator, the case manager would need to determine what finictions are required in order for the participant to complete the required work. In this type of situation, some discussion with the instructor may be needed to distinguish between what is required and what might only be recommended, especially if there is a significant price difference in the calculators.) e. After filling in all the required information, the case manager will sign the Bookstore Voucher,keeping a copy and giving the original and two copies to the participant. f. The participant then takes the Bookstore Voucher to the Training Agent's bookstore,where the bookstore representative will issue the books,supplies,etc. and a receipt. If any items are not available at that time, the bookstore representative will cross out those items on the Voucher. When these items become available,a new Bookstore Voucher will be issued for these items,and the process will be repeated exactly as it was for the original Bookstore Voucher. The participant will sign the Bookstore Voucher when the items are issued to him/ber,thereby certifying that these items were received. g. The participant will keep one copy of the voucher,with any cross out that was done. It. The participant must return to see the case manager with the copy of the Bookstore Voucher and receipt.The case manager will immediately compare this copy with the copy that was retained when the Bookstore Voucher was first issued to the participant. This is done to insure that there have been no additions or alterations other than deletions of items that were not available at that particular time. The case manager will make notations on the file copy of any items that are still in need of procurement and will follow up on these. The copy that was returned by the participant will be given to the staff at the One Stop Career Center operator's office who is entering projected financial data in the One Stop Career Center operator's financial tracking system. This copy will be retained by the accounting personnel until the Bookstore invoice arrives. After this is entered,this copy will be placed in the participant's file. i. At billing time, a copy of the bookstore voucher will be kept by bookstore personnel for their own records;two copies will be attached to the Bookstore's invoice when it is forwarded to the One Stop Career Center operator. When the One Stop Career Center operator submits its financial reimbursement packages to the SFETC Finance Unit,the original will be included as backup documentation. The One Stop Career Center operator will keep a copy in the organization's financial files. Page 17 of 25 Revised 5/28/2003 j. Backup documentation on items procured through Bookstore Vouchers is subject to review by the SFW Independent Monitoring Office and other SFW staff as part of the SFW monitoring process. 2. Two-quote procurement process for purchases outside the Training Agent's bookstore When required items (books, supplies, etc.) are not available at the Training Agent's bookstore and must be purchased through outside vendors,federal regulations require that the One Stop Career Center operator carry out a competitive procurement process. The required procedures are as follows: a. The participant must provide the case manager with a copy of the syllabus (or other documentation from the instructor or department chairperson,etc.),clearly specifying that the item is required(and not simply recommended). b. Before proceeding with the two-quote process,the case manager must verify that the information on the syllabus, memorandum, or letter is correct and that the item is not available through the Training Agent's bookstore. C. Once the case manager has established that the item is required and proper documentation has been secured,the One Stop Career Center operator staff must obtain two(2)price quotes for this item from two(2)different vendors. These quotes can be secured by telephone. If backup is needed,this may be secured by fax if appropriate. Note:no purchase of capital equipment is permitted. d. The quotes should then be entered on the Procurement form. The One Stop Career Center operator staff that is responsible for procurement requests will complete all of the information requested on this form with regard to the participant,the program of study, each vendor who provided a usable quote, and the price quotations provided. _The Procurement form is to be filled out as follows Deleted:¶ a. Participant Information Complete the Participant Information section,ensuring that all required items are provided. b. Program of Study Complete the Program of Study section by copying this information from the Voucher form or current Modification. C. Two quotes: Insure that on all quotes, the name, address, telephone number, and name of the person who provided the quote is clearly specified. The items for which prices are quoted must be indicated,along with the prices quoted for each and the total quote for the whole order. Specify the term or semester for which the items are requested. d. One Stop Career Center Operator Page 18 of 25 Revised 5/28/2003 Provide all the required One Stop Career Center operator information. e. Approval Print the name of the One Stop Career Center operator representative authorized to sign the Procurement Form,followed by his/her signature and the date. 4. Only the lowest price will be paid. Where several items are involved,the lowest priced vendor can be selected based on the lowest price total for all of the items together (rather than each considered individually).The two quotes must indicate prices for the same(identical)items. 5. Participants should be made aware of the fact that all items for which they wish the One Stop Career Center operator to pay should be purchased by the One Stop Career Center operator and not by the participant. However,in a case where a participant purchased a required item on his/her own and is requesting reimbursement,the two-quote procedure must be used and reimbursement will be based on only the lowest price quoted,even if the participant paid a higher price for the item. 6. In a case where two vendors cannot be secured, the reasons) have to be documented. Information provided by the instructor may be used here. For instance,there may be a certain book,which can be purchased through only one publishing company. In this case, only one quote would be possible and the two-quote process would not be required. The One Stop Career Center operator would complete the Procurement form with the information provided by that one vendor and would indicate on the form that this is the "sole source vendor"and how the"sole source"status was determined. Procedures Used to Monitor Participants'Progress A. There are two tools that One Stop Career Center operators must use in order to properly monitor and track the progress of each participant, and to forecast the participant's likelihood of completing the training on schedule. These two tools are:the Training Plan and the Analysis of Student Progress. One Stop Career Center operators are required to maintain copies of these two forms in each file and to update them each term. These forms function as attachments to the Career Plan that map out and provide periodic updates on the participant's progress through his/her plan of study. SFETC staff from the Independent Monitoring Office will monitor compliance with this requirement. 1. Training Plan The Training Plan allows the case manager to plan out the participant's courses and course load requirements throughout the duration of training. It also allows the case manager to assess progress to date,by class,by term, and by grades received. In conjunction with the Analysis of Student Progress,it provides a tool to identify issues and to give the case manager a basis for discussion with the participant in instances where the participant's credit load may need to be increased,or where an extension may need to be granted, or in other cases to identify the need for a status change to a different program of study or out of training and into job search. (a) Participant Information Complete the Participant Information section, insuring that all required information is provided. (b) Program of Study Page 19 of 25 Revised 5/28/2003 Complete the Program of Study section by copying this information from the Voucher Form or current Modification. (c) Planned Schedule of Courses to be Taken This section maps out the credits/hours and couisework to be completed each term. In the appropriate spaces on the Plan,enter the following information: • Specify each term in which courses will be taken throughout the full length of the voucher. • Specify the course(s) per term by entering the course number(s) and name abbreviation(s). • Specify the numbers)of credits or contact hours per course. • The above items are filled out in preparation for the beginning of the training. The information needs to be updated with grade information at the end of each term (specific letter grades or satisfactory/ unsatisfactory grades, if the course was completed;a"W"if the participant withdrew from the course,therefore,not earring credit;or an"I"if the participant took an incomplete,therefore not earning credit for the course). (d) Cumulative Trainana Plan • At the beginning and end of each term, the cumulative information is entered, accounting for the completion of all credits planned and earned in the training up to that point in time. Each time information is entered, specify in the"Term" column the term in which the courses are to be or were taken. • At the beginning of each term,specify in the"Credits Planned"column,the total number of credit/contract hours that are planned for that term. • At the end of that term,specify in the"Credits Earned"column,the total number of credit/contract hours earned in that term, adjusting for withdrawals, incompletes,and/or failures. • In the "Cumulative Credits" column, specify the cumulative total of credits/contact hours carved toward completion of the vouchered program of study. (e) The Training Plan is to be mapped out and updated to the completion of training,on a term-by-term basis,and will be modified as needed. The Training Plan and its updates become updates to the Career Plan. A copy remains in the participant's file as a cover document for easy reference;a copy is provided to the participant;and a copy is attached to the Career Plan in the participant's file. (f) One Stop Career Center Operator Enter the required One Stop Career Center operator information.Each time a Training Plan is completed,it is dated in the bottom right corner,so that the case manager and others who may consult the file will be aware of each update. Page 20 of 25 Revised 5/28/2003 2. Analvsis of Student Progress The Analysis of Student Progress allows the case manager to assess the quantity and quality of the participant's actual progress and likelihood of completing the program with satisfactory grades and on schedule. When done properly,this analysis enables the case manager to make certain decisions regarding the participant's continuation in the program and what actions may be needed. (a) Participant Information Complete the Participant Information section,insuring that all required items are provided. (b) Proaam of Studv Complete the Program of Study section by copying this information from the Voucher form. (c) Prouess Analvsis: The Progress Analysis section enables the case manager to compare the participant's actual with his/her planned progress,to determine if the participant is proceeding on schedule and is likely to complete the vouchered training on time. • Complete the "Requirements" section by entering the total number of credits/contact hours required for the participant to complete the total vouchered training(including any and all prerequisites for the approved program of study), the number of terms/semesters allotted in the Voucher,and the average number of credits/contact hours the participant would need to take per term if he/she is to complete the vouchered training on time. • Complete the "Actual Progress" section by entering the total number of credits/contact hours successfully completed(both those completed through the voucher that apply to the approved Program of Study, on the line where this information is requested,and credits/contact hours that the participant may have obtained prior to beginning the vouchered training that apply to the approved Program of Study, where this information is requested); the number of credits/contact hours and terms/semesters remaining to complete the approved Program of Study,and the average number of credits/contact hours needed to be taken per term given the above analysis. • Given the above analysis, the case manager must then provide his/her best judgment of the likelihood of a timely completion of the approved program of study,with any explanations where problems are noted. (d) Grade Analvsis The Grade Analysis section enables the case manager to assess whether the participant's performance, as measured by the grades earned,is adequate to complete the vouchered training,or whether changes need to be considered. • Complete the"Overall GPA"(Grade Point Average)section by entering the GPA that the participant has attained while under the vouchered program in courses that apply to his/her approved program of study. If participant is enrolled in a non-credit program that does not provide GPAs, simply indicate if the participant's academic progress is satisfactory or unsatisfactory. Page 21 of 25 Revised 5/28/2003 • Provide information requested on any unsatisfactory grades the participant may have received under the Voucher Program. Indicate the number of credits (or contact hours or courses)for which he/she has obtained Fs,D's,I's(incompletes), or W's(withdrawals). If,given the non-credit nature of the participant's program this section does not apply,write"N/A". • Provide applicable information, if any, if the training agent has placed the participant under any type of academic warning,probation,etc. Otherwise,write "N/A". • Given the above performance analysis,the case manager must then give his/her best judgment of the likelihood of the participant's satisfactory completion of the approved program of study. (e) Other Pertinent Information Since there may be extenuating circumstances that explain why a participant may have had problems at a particular point in time, complete the section concerning other pertinent information that affects the participant's progress. Briefly note any employment problems, family problems, personal problems, or other types of problems if they appear- to be pertinent to analysis of the participant's progress. (f) One Stop Career Center Operator Complete all the requested One Stop Career Center operator information. B. The Analysis of Student Progress is to be completed at the end of each term. Each time an Analysis of Student Progress is completed,it is dated in the top right corner,so that the case manager and others who may consult the file will be aware of each update. The Analysis of Student Progress and its updates become updates to the Career Plan. A copy remains in the participant's file as a cover document for easy reference;a copy is provided to the participant;a copy is attached to the Career Plan in the participant's file. C. The purpose of both the Training Plan and the Analysis of Student Progress is to allow the case manager to assess how well a participant is doing in completing the approved program of study. They require careful analysis in order to determine what the most appropriate course of action might be -- to continue the participant in the previously approved training, to recommend a change to another Program of Study, to extend the participant's approval to give him/her more time to complete the program,to add more courses to sharpen certain skills,to status change them out of training into job search,or to terminate them altogether. If after close analysis it is determined that a change in occupation request is needed to be submitted to the One Stop Career Center manager for review and approval,Training Plans and Analyses of Student Progress are the most significant backup documentation that the One Stop Career Center manager will review as a basis for approving or denying a request. 1. Participant Terminations or Status Chances into Job Search If it is determined,based on the Analysis of Student Progress,that a participant should not be continued in the vouchered training,the case manager may consider several options: a. The participant may be status changed into a different program of study that may be more appropriate. This will require review and approval by the One Stop Career Center manager,and an OSMIS Status Change. In addition, as noted earlier,it may require that a Notice of Transfer be submitted to the Training Agent if the program change involves a campus change. This Notice of Transfer has the effect of voiding the original voucher at the original Training Agent. Page 22 of 25 Revised 5/28/2003 b. The participant may be status changed out of training and into job search when it is determined that this is the most appropriate strategy at that point in time. For WIA this will require an OSMIS Status Change, changing status from code "Occupational Training" to "Assisted Core Services" concurrent with"Intensive Services". It would also require that the case manager void the voucher at the Training Agent by submitting a Notice of Termination to the Training Agent. The Notice of Termination should be completed by entering the participant data and the effective date of the status change from the classroom activity. It is important that the educational institution understand this to be a termination from vouchering at their institution;however,the One Stop Career Center operator will not be terminating the participant from OSMIS. The participant remains active in OSMIS. C. Participants may also be terminated from the program altogether, especially in cases where the participant has been uncooperative and/or the case manager has lost contact with the participant,has been unable to locate the participant,and has been unable to secure any type of response from the participant after repeated attempts by telephone,mail,etc. This same Notice of Termination would be sent to the educational institution. In this type of situation,the OSMIS documents would include an OSMIS termination from the program,using the MIS Program Outcomes Form. d. The participant may immediately enter employment, either as a training-related placement after completing training or as a placement following dropping out of training without completing the training. If the placement is immediate,the intermediary job search status may not be required. In this case, again the Notice of Termination is sent to the Training Agent, and the MIS Program Outcomes form that is used to record this placement outcome is placed in the file and recorded in the OSMIS. 2. Notice of Transfer/Termination vs.MIS enuy It is important to remember that the Voucher and Notice of Transfer/Termination are notifications to the Training Agent.MIS forms document in the case file the participant status that appears in the OSMIS. The One Stop Career Center operator must complete both sets of notifications,defined below,simultaneously: a. Voucher— Equivalent of small purchase order to authorize a specific participant to enroll in a specific course of training at a specific campus of an authorized Training Agent for a specific period of time. b. Notice of Transfer/Termination—Ends authorization for a participant at a specific campus. C. Status Change—Documents change of status of participant for MIS purposes. d. Program Outcome—Documents termination from services(except follow up)of participant. Training Agent Requirements In order to be maintained on the Region's approved ITA listing,each ITA Agent must meet performance standards. The required performance standard per occupation is a 70% entered employment rate with a 70% training-related placement rate.The performance requirement is for each program and will be based on exiters from each program. In order to ensure that the Region's ITA Agents are meeting performance standards, reporting requirements for ITA Agents are as follows: a. For institutions that are receiving ITAs,the Region will use the in-house ITA data that has been developed per institution and per training area. This report will be generated and reconciled at least twice a year. b. For institutions that are receiving ITAs for some of their programs,performance information will have to be submitted for those programs where not ITAs exists. This information may be the most current Florida Page 23 of 25 Revised 5/28/2003 education and Training Placement Information Program(FETPIP)report or placement report maintained by the institution. c. For those institutions that are not receiving ITAs,the institution must submit to SFW its most current FETPIP or placement information for all programs offered. d. The reporting period for each year will be from July I"to June 30"'and all reports will be due by July 31" each year. Placement Performance Pavments to Training Agents A. After December 11,2002, SFW Training Agents may receive up to$500.00 placement fee(over and above the ITA limit for the occupation for tuition and fees)for any eligible participant trained by the Training Agent who is placed in a training related occupation.The amount of the placement fee is based on the level of earnings at the time of placement. Payments may be provided only for participants who completed at least the occupational training program specified on the ITA who become job ready and who also enter a full time (32 hours per week or more) training-related occupation no later than 90 days after becoming job-eligible and remain employed for a minimum of 90 days. B. In order to be eligible for this incentive payment the Training Agent that holds the ITA must provide the following information to the SFW with appropriate backup documentation: 1. The name and social security number of the participant who has met these requirements. 2. A copy of the participant's ITA/voucher. 3. Documentation from the Training Agent showing the participant completed the course requirements for the occupational program of study specified on the ITA. 4. A copy of the Program Outcome form and any supplementary information needed to show the program termination information,including the start date of the employment,the job title,SOC code and pay rate for the position at the time of placement, the name, the address, and telephone number of the employer. 5. Employer Verification form containing the following information: The rate of pay of the employee at the 90"'day of employment. C. Payments will be made according to the participant's wage as follows: a. The amount of the fee will vary according to the wage at placement and the amount of time lapsed between the job eligibility date and the placement date. b. The job eligibility for this purpose is defined as: the participant successfully completes training and obtains the required educational credentials and acquires all appropriate license and/or certifications required by federal and/or state law in order to work in the occupation for which they were trained. c. Payment for time elapsed will be as follows: 100%of the placement fee amount paid,if placement occurs on or before 45 days of job eligibility,50%of the placement fee amount shall be paid if placement occurs between 46 to 90 days of job eligibility,and no fee will be paid if placement occurs after 90 days. Table 1 details the performance-based placement fee payment structure. Page 24 of 25 Revised 5/28/2003 TABLE 1 A. Program Wage at 100% placement fee 50% placement fee placement amount if placement amount if occurs on or before placement occurs 45 days of job on or Before 90 eligibility. days of job eligibility. Welfare Transition $7.41-$8.15 $150 $75 $8.16-$10.19 $250 $125 $10.20-$12.74 $350 $175 $12.75&up $500 $250 WIA Adult $10.11-$11.11 $150 $75 $11.12-$12.64 $250 $125 $12.65-$15.80 $350 $175 $15.81&u $500 $250 WIA Dislocated Worker $12.35-$13.59 $150 $75 $13.60-$16.99 $250 $125 $17.00-$21.24 $350 $175 $21.25&up $500 $250 This policy applies to all eligible participants enrolled through a SFW approved ITA on or after December 11,2002. This performance payment will be associated with each ITA written by One Stop Career Center operators.The Training Agent shall directly bill the SFW for these performance payments and provide the requisite documentation to the SFW Finance Unit,which shall coordinate validation procedures with other SFW Units. Page 25 of 25 Revised 5/28/2003 Work Experience/Community Service Operating Procedures 1 . Definition — Work Experience/Community Service Structured program in which participants perform work for the direct benefit of the community under the auspices of public or nonprofit organizations. Work experience/community service programs must be limited to projects that serve a useful community purpose in fields such as health, social service, environmental protection education, urban and rural redevelopment, recreation, public facilities, public safety, and childcare. Work experience is designed to improve the employability of recipients not otherwise able to obtain employment. Prior training, experience and skills of the participant must be taken into account prior to making assignments. It may be selected as an activity for participants who need to increase employability skills by improving their interpersonal skills, job-retention skills, stress management, and job problem solving and by learning to attain a balance between job and personal responsibilities, and is intended to: • Assess Career Advancement Program compliance before referral of the participant to costly services such as vocational education or training; • Maintain work activity status while the participant awaits placement into paid employment or training; • Fulfill a clinical practicum or internship requirement related to employment and/or; • Provide work-based learning. 2. Developing Work Experience/Community Service Sites and Worksite Agreements • Case Managers and Employer Consultants (Job Developers) are responsible for developing work experience/community service sites and worksite agreements. • Nonprofit, for-profit, and public (i.e., governmental agencies) organizations are contacted initially, usually by telephone or in- person, to introduce and promote work experience/community service programs. • Networking with resource partners and nonprofit agencies will also generate interest and agreements as work sites. • Utilizing such organizations as Local Inclusion Network Collaborative (LINC), public trust agencies, faith-based organizations, municipalities, county government, and multiple social service agencies are all good prospects for work experience/community service work sites. • Career Center partner agencies are excellent for work experience/community service work sites, since we conduct business with these agencies. • Career Center staff promotes the advantages for public, for- profit and nonprofit agencies to become a work experience/community service partner. • Career Centers also make outstanding work sites for these programs since the Career Centers often host volunteers which require supervision and desired outcomes from their volunteers and workers. All the Career Centers are host to the Senior Community Work Programs and have experience in providing meaningful work experience and training to senior citizens. Work experience/community service programs provide the same opportunities to targeted populations that need a structured work environment. 3. Time Limit • Work experience agreements shall be limited to a minimum of three (3) months and a maximum of six (6) months per assigned slot. • Participants who do not gain employment upon completion of the work experience or community service assignment shall be re-assessed. • Shall not exceed 12 months in a lifetime. 4. Required Documentation • Work Experience/Community Service Work-Site Agreement; • Signed Time Sheet (participant, employer representative, career advisor); • Work-site agreement must include job title, clear job description, party responsible for supervising the participant and signing timesheets/documentation, performance benchmarks, goals and outcomes and time limits. • Must document daily supervision (must include dates, required hours and actual hours); • Must be signed by the participant, authorized employer representative, and the career advisor; • Detailed Case Notes. 5. Tracking Participation • The Career Center shall be responsible for establishing work experience/community service agreements with public and nonprofit organizations. • Career Centers must enter into a work-site agreement prior to negotiating individual participant agreements. • The approved holiday leave schedule must be attached to the Worksite agreement. • Based on the Fair Labor Standards Act, a participant cannot be required to do more hours in Community Service than is determined by the calculation for Food Stamp or TANF recipients. • When hours are used in conjunction with primary (core), participant may be assigned up to the number of hours on the benefit screen calculation. • The Career Advisor must make a case note to indicate what the calculated hours are at the time the participant is assigned into this activity. • Daily supervision is required at any work experience/community service work site. • Work experience/community service should be entered in the OSST Skill Development Screen. The total hours should be entered in the Hours per Week field. • An entry must be made in the case notes to identify the location of the work site, the number of hours at the work site, as well as the number of hours assigned. • Update case file folder (hard copy) • Update Individual Responsibility Plan (IRP) as necessary. pyt,h Florida r Work Site Agreement/Training Outline ❑Community Service ❑Work Experience ❑Public or Private Not-For-Profit Agency HOST AGENCY CAREER CENTER Name: Name: Address: Address: Telephone Number: Trainee Name: F.E.LD.Number: SS#:(last four digits) Type of Business: Daily Hours of Participation: Authorized Representative: Weekly Hours of Participation: Title: TRAINING OUTLINE DATA This agreement is entered into by the above named Employer to provide Community Service or Work Experience. Job Title: Participant Goals: Performance Benchmarks: Outcomes: Time Limits: Beginning Date: Approximate End Date: Training Facility Location Trainee Supervisor Address Name: City/Zip Code Title: Telephone Number Telephone Number: TRAINING OUTLINE Description of Duties to be performed ONET Code Work Schedule(Days) Hours HOST AGENCY CAREER CENTER Signature: Signature: Date: Date: Name: Name: Title: Title: TRAINEE Signature: Date: REV 12/2006 Agreement No. STATE OF FLORIDA AGENCY FOR WORKFORCE INNOVATION FOOD STAMP EMPLOYMENT AND TRAINING(FSET)PROGRAM OPTIONAL WORKFARE PROGRAM(OWP) COMMUNITY SERVICE WORK EXPERIENCE PROGRAM AGREEMENT THIS AGREEMENT is entered into between the State of Florida, Agency for Workforce Innovation (AWI), the FSET Program/OWP Service Provider, hereinafter referred to as the "Agency," and hereinafter referred to as the"provider." L The Provider Agrees A. To develop and provide work sites designed to provide Food Stamp Employment and Training (FSET) Program/Optional Workfare Program (OWP) participants referred by the Agency with a non-paid, job training experience commonly referred to as "Work Experience." The provider shall not disclose the FSET/OWP participants' status as a recipient of public assistance to anyone other than personnel authorized by the Agency or provider. B. Services to be Provided 1. The provider will develop a Community Service Work Experience Job Description (Attachment I) and provide training to participants to adequately perform the job. 2. Progress Reports and Notification - The provider will notify the Agency of the status of FSET/OWP participants when one or more of the following situations occur: a. The participant has failed to attend the initial interview,refiised a suitable work site training offer, or voluntarily quit training. b. The participant was not accepted in the Community Service Work Experience training program. C. The participant has experienced absenteeism, sickness, or other problems. d. The participant secured employment with the provider or with another entity. C. Manner of Service Provision 1. The Job Description must be prior approved by the Agency for each participant. 2. The provider must provide the necessary instructions, supervision and equipment necessary for the participant to perform the job duties. 3. The provider will submit the completed Community Service Work Experience Time Sheet(Attachment II). AWI—FSET 0008 Revised 06/2004 D. Special Provisions 1. The provider shall teach the participant the skills necessary for entry level work in the designated job title. 2. No participant may participate in Community Service Work Experience funded by the Agency unless the Agency officially refers the participant to the provider in accordance with this agreement. 3. The participant(s) under this agreement or any amendment hereto is to be provided with the same working conditions accorded to other employees presently in the provider's work force. Workers' compensation,but not benefits or salaries,will be provided as stated in section II.C. 4. No currently employed worker shall be displaced by a participant. This includes partial displacement such as reduction in the hours of non-overtime work,wages or employment benefits. 5. No participant shall be hired into or remain working in any position when the same or substantially equivalent position is vacant due to a hiring freeze or when any regular employee is on lay-off from the same or substantially equivalent position or when the regular employee has been bumped and has recall or bumping rights to that position pursuant to the provider's personnel policy or collective bargaining agreement. IL The Agencv Agrees: A. The Agency shall refer eligible FSET/OWP participants to the provider for consideration in employment in a Community Service Work Experience program. B. The Agency shall provide support services to the participant to the extent funds are available and the expense is authorized by law or regulation. C. The Agency will provide Worker's Compensation liability and or claims coverage for all participants who are Community Service Work Experience participants. III. The Provider and the Agency Mutually Agree: A. Effective Date: This agreement shall begin on or the date on which this agreement has been signed by both parties,whichever is later. B. Termination: This agreement may be terminated by either party upon no less 15 days notice, without cause. AWI—FSET 0008 Revised 06/2004 C. Notice and Contact: The name and address of the representative for the Agency for this agreement is: The name and address of the representative for the provider responsible for the administration of the program under this agreement is: In the event that different representatives are designated by either party after execution of this agreement,notice of the name and address of the new representative will be rendered in writing to the other party and said notification attached to originals of this agreement. This agreement and its attachments as referenced, (Attachment I and Attachment II), contain all the terms and conditions agreed upon by the parties. IN WITNESS THEREOF, the parties thereto have caused this page agreement to be executed by their undersigned officials as duly authorized. PROVIDER FSET/OWP SERVICE PROVIDER REPRESENTATIVE SIGNED BY: SIGNED BY: NAME: NAME: TITLE: TITLE: DATE: DATE: AWI—FSET 0008 Revised 06/2004 FOOD STAMP EMPLOYMENT AND TRAINING (FSET)/OPTIONAL WORKFARE PROGRAMS (OWP) COMMUNITY SERVICE WORK EXPERIENCE PROGRAM (CWEP) JOB DESCRIPTION 1. Provider's Name: 2. Address 3. Contact Number: Fax No. 4. Supervisor's Name: 5. Job Title: 6. Days/hours S M T W T F S 7. Start Date of Community Service Work Experience Program: 8. List job duties for which training will be provided(use additional sheet,if necessary): Directions to CWEP Site: Number of Positions Available: Provider's Authorized Signature/Date FSET/owP service Provider's Signature/Date Participant's Signature/Date (Original Signature Required) (Original Signature Required) (Original Signature Required) Participant's Name: Case Number Occupational Title: Occupational Code: AWI—FSET 0009, 06/2004 1 COMMUNITY SERVICE WORK EXPERIENCE TIME SHEET PARTICIPANT NAME: CASE NUMBER: (Please complete one time sheet for each non-profit organization or governmental agency where you are working or have worked in the reporting period. This form MUST be signed by your work experience site supervisor.) NAME OF NON-PROFIT ORGANIZATION OR GOVERNMENTAL AGENCY: ADDRESS: (MAILING ADDRESS IF DIFFERENT): CITY: STATE: FL ZIP CODE: COMMUNITY SERVICE WORK EXPERIENCE SITE SUPERVISOR: REPORTING MONTH&YEAR WEEK OF SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY TOTAL WEEKLY HOURS TOTAL MONTHLY HOURS REQUIRED: TOTAL MONTHLY HOURS WORKED: (FOOD STAMP ALLOTMENT DIVIDED BY MINIMUM WAGE) COMMENTS: 1 certify that the above information is correct. SITE SUPERVISOR'S SIGNATURE: DATE: SITE SUPERVISOR'S TITLE: TELEPHONE NUMBER: AWI—FSET 0009, 06/2004 2 D. Work Experience Work Experience is only provided at public or non-profit agencies. This component is designed to provide a participant with non-paid, job training experience at a supervised work site. Instead of wages, the participant continues to receive food stamps. Work Experience is an opportunity for the participant to experience the real world of work. The program helps the participant develop basic work skills, improve work habits, practice and improve existing skills and acquire hands-on job experience. To determine the required minimum number of hours, take the total amount of the household's food stamp allotment and divide the amount by Florida's minimum hourly wage ($6.67 as of January 1, 2007). Should a household contain more than one mandatory FSET Program ABAWD participant, the minimum number of hours required for the household would still be determined by dividing the total household food stamp allotment by Florida's minimum wage then divided by the number of ABAWDs. 1. The agency sponsoring the Work Experience site must provide direct supervision, teach the participant new skills and/or help improve existing work skills. If the agency sponsoring the Work Experience is unable to provide Workers' Compensation, the State of Florida will provide Workers' Compensation coverage provided a signed Work Experience Agreement is in effect. NOTE: A participant assigned to Work Experience shall be deemed an employee of the State for purposes of Workers' Compensation coverage and is subject to the requirements of the drug-free workplace (445.024 (1) (d), F.S.). AWI has contracted with CorVel to be the Worker's Compensation Provider. The Claims Manager assigned to handle the Florida AWI Worker's Compensation account may be reached at 1-800-929-0107. The RWB does not need to make reference to the local provider when making claims. They need only state that the claimant is a state employee under AWI contract. All claims must be filed within 24 hours of the incident. NOTE: Worker's Compensation will only cover injuries when there is a signed AWI Work Experience Agreement with the Provider. The Worker's Compensation agreement is with AWI not WFI or the Provider. 2. The supervisor of the public or non-profit agency must sign the time sheet that must be reviewed monthly by the case manager. 3. Transportation reimbursements will be given monthly to each participant completing an activity by updating the FSR screen in OSST. OSST: Add the Work Experience activity on the Skill Development page. The only time an end date is entered is when a closure alert is received or the participant changes activities or the provider changes. As long as the participant complies with the Work Experience requirements, update the anticipated end date field to the participant's next follow-up appointment date. NOTE: There are no time limits for a participant being in Work Experience. F. Self-Initiated Work Experience 1. Self-Initiated Work Experience provides an opportunity for an ABAWD food stamp recipient to comply with employment and training requirements even in areas with limited job opportunities. This activity is designed to improve the employability of ABAWDs through actual work experience and/or training to enable these individuals to move into unsubsidized employment. 2. The Self-Initiated Work Experience participant cannot replace a paid employee. The same training and working conditions that are provided at the job site to employees must also be provided to the work experience participant. 3. Participants in this work activity will be required to arrange their own placement with a non-profit organization or governmental agency. Work experience sites may include organizations such as schools, churches, libraries, Goodwill, etc. Staff should encourage individuals to seek work experience sites that will allow them to develop marketable job skills while permitting them to work within areas of interest. 4. The participant must provide the case manager information about the work experience site, begin date, job description, and time sheet. The work experience site supervisor will be required to complete the Self-Initiated Work Experience Job Description form. One job description must be completed for each participant per work site. If there is a change in the job duties, a new job description should be completed. The participant will complete his/her time sheet, obtain the site supervisor's signature, and submit the time sheet to the case manager on a monthly basis. 5. Participants must spend a minimum number of hours based on their food stamp allotment, to be in compliance with the Self-Initiated Work Experience activity. No individual will be required to work in this activity beyond the number of hours that would exceed the total value of the household's food stamp allotment (amount of the allotment divided by Florida's minimum wage) up to a maximum of 120 hours a month. 6. To determine the required minimum number of hours, take the total amount of the household's food stamp allotment and divide the amount by Florida's minimum hourly wage. 7. Should a household contain more than one mandatory ABAWD FSET Program participant, the minimum number of hours required for the household would still be determined by dividing the total household food stamp allotment by Florida's minimum wage then divided by the number of ABAWDs. Approved by USDA 11/09/2006 STATE OF FLORIDA FOOD STAMP EMPLOYMENT AND TRAINING PROGRAM STATE PLAN FEDERAL FISCAL YEAR 2007 Submitted By: The Department of Children and Families Office of ACCESS Florida Food Stamp Employment And Training Program And The Agency for Workforce Innovation PART SUMMARY OF FLORIDA'S FOOD STAMP EMPLOYMENT AND TRAINING PROGRAM A. Abstract of Florida's Food Stamp Employment and Training Program. Florida's Food Stamp Employment and Training (FSET) Program is designed to provide food stamp recipients who are able bodied adults without dependents (ABAWDs) with the training, education, support services, and skills needed to become self-sufficient through employment. Chapters 414 and 445, Florida Statutes, provide the authority for the Department of Children and Families (DCF) to refer FSET Program participants to the Agency for Workforce Innovation (AWI) to receive FSET Program services. To comply with 7 CFR 273.7 (c) (5), all FSET Program activities are administered by the AWI through the statewide workforce development system operated by Regional Workforce Boards (RWBs) through the One-Stop Career system. Components are delivered through a network of contracted public and private providers which allows FSET Program participants to receive uniform services in obtaining employment. Work registration and referral to the AWI for participation in the FSET Program is determined by the DCF. The identification and referral of work registrants from the DCF to the AWI is achieved through a daily, automated interface between the DCF Florida On Line Recipient Integrated Data Access (FLORIDA) system and the AWI management information system. 1. PROGRAM CHANGES: Florida is not making any programmatic changes in its FSET Program for FFY 2007. a. The FSET Program will continue to serve all vulnerable (time-limited) ABAWDs in the state to the extent possible due to funding, unless they are living in an area that is waived or where 15 percent exemptions are afforded to ABAWDs. b. The components offered in the FSET Program for fiscal year 2007 will continue to be Work Experience, Self-Initiated Work Experience, and Training and Education. Rev. 09/14/06 2 2. ABAWD POPULATION: Nonexempt household members, as defined in CFR 273.7(a) and (b), are required to register for work and participate in the FSET Program. Priority attention is given to securing employment and work experience for ABAWDs. It is estimated that in FFY 2007, the AWI will work with approximately 5,177 ABAWD cases each month. Each case is tracked through an automated computer system. The electronic case record will be annotated by the DCF to indicate each individual's ABAWD status using a code on the FLORIDA system. The following 40 counties will offer FSET Programs: Alachua Columbia Lake Osceola Bay Duval Lee Palm Beach Bradford Fla ler Leon Pasco Brevard Franklin Levy Pinellas Broward Gadsden Liberty Putnam Calhoun Gilchrist Manatee Volusia Charlotte Gulf Marion Sarasota Citrus Hernando Monroe Seminole Clay Hillsborough Nassau St. Johns Collier Jackson Orange Wakulla There are 13 full counties that were waived under Waiver # 970134 as labor surplus areas. These counties are: DeSoto, Dixie, Glades, Hamilton, Hardee, Hendry, Highlands, Indian River, Martin, Okeechobee, Polk, St. Lucie and Taylor. FSET services will not be provided to ABAWDs in these counties and they are not subject to time limits. Florida will utilize its 15 percent exemption allowance to exempt ABAWDs residing in non-waived counties where FSET services are not provided. These counties are: Baker, Jefferson, Lafayette, Madison, Miami-Dade, Santa Rosa, Sumter, Suwannee and Union. Florida will waive all of Miami-Dade County. Waiver # 970134 designates five cities in Miami-Dade County (Miami, Hialeah, Homestead, North Miami and Miami Beach) as Labor Surplus Areas. As of June 2005, 93.44 percent of the ABAWD cases were in the five cities. Florida will use the 15 percent exemption allowance to waive the remaining ABAWD cases in Miami-Dade County. The AWI will ensure that all non-waived ABAWDs and those not afforded a 15 percent exemption have the opportunity to fulfill the work requirements as identified in 7 CFR 273.24. Rev. 09/14/06 3 3. ADDITIONAL ALLOCATION FOR "PLEDGE STATES" FOR FFY 2007: Florida is not applying for "pledge state" status. 4. PROGRAM COMPONENTS: The Regional Workforce Boards (RWBs) are responsible for delivery of the components of the state's FSET Program through their service provider contracts. Following is a list of the program components included in Florida's FSET Program: a. Work Experience Component b. Self-Initiated Work Experience Component c. Training and Education Component Each workforce board will determine at the local level and will document in their local plan, the components that will be available in their area. The AWI will ensure that each region offers qualifying components to meet the needs of time- limited ABAWDs. Orientation is a required activity for new or reopened referrals, if the participant has not attended Orientation within the last 12 months. Orientation is required if there have been significant program changes since the participant last attended, regardless of the time frame. Assessment is required prior to placement into a component. Orientation and assessment are not stand-alone components; however they are qualifying ABAWD activities and are considered part of the component to which the participant is initially assigned. The FSET Program will focus on assisting ABAWDs in meeting their work participation requirements in order to ensure continued program access for compliant individuals. Per 7 CFR 273.24, ABAWDs will meet the work requirements by: ♦ Working 20 hours per week;* ♦ Participating in and complying with the requirements of a work program 20 hours a week; ♦ Performing any combination of work and participation in a work program for a total of 20 hours per week; or ♦ Participating in and complying with a workfare program (i.e., Florida's Work Experience or Self-Initiated Work Experience components). *For purposes of this provision, 20 hours a week averaged monthly means 80 hours a month. Working is not an FSET component. When an employed participant is referred to the FSET Program or if he or she gains employment while in the program, the job is recorded in the FSET management information system. An assessment is completed to identify the cause for part time employment. If the working Rev. 09/14/06 4 participant is unable to participate in additional FSET components, a deferral is requested of the DCF. As a result of the assessment, if the participant is able to engage in FSET components, an appropriate referral is made (i.e., education/training, Work Experience or Self-Initiated Work Experience). Such employed participants (regardless of the number of hours worked) are assigned to activities, as appropriate, for a certain number of hours. If an employed participant is assigned to Work Experience or Self-Initiated Work Experience, those hours assigned for Work Experience or Self-Initiated Work Experience shall not exceed the result of the benefit calculation and the total hours in employment and these components shall not exceed 120 hours per month. The calculation used to determine the required hours of participation is the household allotment of food stamps, divided by the state minimum wage, divided by the number of FSET participants in the household. If an employed participant is assigned to education/training, the total hours assigned in this component plus those in employment must be a minimum of 80 hours per month and shall not exceed 120 hours per month. FSET staff will obtain verification of component participation as well as employment verification to ensure that the participant is engaged in an appropriate number of hours in FSET components. This on-going verification is not used to identify time limited months. 5. SEQUENCING OF COMPONENTS: Florida emphasizes a "work first" approach to the FSET Program. Upon entry into the program, the participant and the RWB service provider assess the individual's strengths and employment goals. Based on the assessment results, the RWBs' service providers have the flexibility to decide the sequence or flow of the individual's activities. The Work Experience (WE) and Self-Initiated Work Experience (SIWE) components are the first components offered to FSET Program participants. Training and Education will be offered as needed. 6. OTHER EMPLOYMENT PROGRAMS: Temporary Cash Assistance (TCA) is Florida's Temporary Assistance to Needy Families (TANF) Program, which provides cash assistance to eligible families. While there is no direct sharing of activities between FSET and TCA programs, the RWBs provide services for both programs through One-Stop Career system. Both programs are part of the same administrative structure and share resources, including the management information system. Rev. 09/14/06 5 7. WORKFORCE DEVELOPMENT SYSTEM: All FSET Program activities are administered by the AWI through the RWBs/ One-Stop Career system. Components are delivered through a network of contracted public and private providers. 8. OUTCOME DATA: Florida collects programmatic outcome data as required by the FNS 583 report, in addition to data included in performance measures for which outcomes are reported. Rev. 09/14/06 6 B. PROGRAM COMPONENTS Component Summary a. Name of Component: Work Experience (1) Description of Component: This is a work component in which ABAWDs perform work in a public service capacity as a condition of eligibility. In lieu of wages, work experience participants receive compensation in the form of their household's monthly food stamp allotment. The primary goal of work experience is to improve employability and encourage individuals to move into regular employment while returning something of value to the community. Work Experience assignments must provide the same benefits and working conditions provided to regular employees performing comparable work for comparable hours. The Work Experience Component consists of the three following activities: • Upfront Job Search/Work Experience (WE) Self Initiated Work Experience (SIWE) • Work Experience • Work Experience combined with Job Search (JS)/Job Search Training (JST) Work Experience sites are developed by the RWB service providers. Work site agreements and job descriptions are developed with community based organizations. The calculation used to determine the required hours of Work Experience participation is the household allotment of food stamps, divided by the state minimum wage, divided by the number of FSET participants in the household. Work Experience will be used in the management information system to identify individuals assigned to this activity. During the first 30 days after referral from the DCF, participants may be assigned to job search after orientation and assessment as long as the participant is being referred to WE/SIWE at the end of the 30-day period. Upfront Job Search/WE-SIWE will be used in the management information system to identify participants assigned to this activity. The participant will be assigned to WE or SIWE and the management information system will be updated to reflect the new assignment when this activity ends. NOTE: The hours assigned to Upfront Job Search/WE-SIWE should not exceed the benefit calculation. After the first 30 days, Job Search and Job Search Training can be included in this activity, but must comprise less than half of the required Work Experience hours for the month. Work Experience combined with JS/JST will be used in the management information system to identify individuals assigned to this activity. Rev. 09/14/06 7 (2) Type of Component: A work component. (3) Geographic areas covered: Each workforce board will determine at the local level and will document in their local plan, whether this component will be made available in their area. (4) Anticipated number of ABAWDs who will begin the activity: 3,766. (5) Anticipated number of non-ABAWDs who will enter the activity: 0. (6) Anticipated number of volunteer participants who will enter the activity: 6. (7) Level of participant effort: Each participant's required hours of participation will be determined by the calculation in (1) above. (8) Organizational responsibilities: The DCF refers all mandatory ABAWDs to the FSET Program. Regional Workforce Board service providers direct participants to the appropriate components. FSET Program staff will track the hours of attendance, maintain documentation and report on participant activities. (9) Estimated participant cost of reimbursement for transportation and other expenses except dependent care: $426,057 (Table 4). (10) Estimated participant cost of reimbursement for dependent care: $0. (11) Annual cost of the activity not including reimbursements: $5,558,775 (12) Cost of the activity per placement not including reimbursements: $1,139. (13) Total cost of activity: $5,984,832 (Table 4). Rev. 09/14/06 8 b. Name of Component: Self-Initiated Work Experience. (1) Description of Component: This is a work activity, comparable to regular Work Experience, designed to assist ABAWDs in fulfilling their work requirement. In self-initiated programs, ABAWDs find their own work experience job assignments. FSET Program staff have the option to allow participants to find their own community work experience position, however, this option is used only if an appropriate work site assignment cannot be located for the participant from existing work sites. The required number of hours in this activity mirrors the calculation for Work Experience. The Self-Initiated Work Experience Component consists of the three following activities: • Upfront Job Search/WE-SIWE • Self-Initiated Work Experience • Self-Initiated Work Experience combined with JS/JST The RWB service providers are responsible for developing work site agreements and job descriptions with the community based organizations once the participant obtains a work site. The calculation used to determine the required hours of Self-Initiated Work Experience participation is the household allotment of food stamps, divided by the state minimum wage, divided by the number of FSET participants in the household. Self-Initiated Work Experience will be used in the management information system to identify individuals assigned to this activity. (2) During the first 30 days after referral from the DCF, participants may be assigned to job search after orientation and assessment as long as the participant is being referred to WE/SIWE at the end of the 30-day period. Upfront Job Search/WE-SIWE will be used in the management information system to identify participants assigned to this activity. The participant will be assigned to WE or SIWE and the management information system will be updated to reflect the new assignment when this activity ends. NOTE: The hours assigned to Upfront Job Search/WE-SIWE should not exceed the benefit calculation. After the first 30 days, Job Search and Job Search Training can be included in this activity, but must comprise less than half of the required Self-Initiated Work Experience hours for the month. Self-Initiated Work Experience combined with JS/JST will be used in the management information system to identify individuals assigned to this activity. Rev. 09/14/06 9 (3) Type of Component: A work component. (3) Geographic Areas Covered: Each workforce board will determine at the local level and will document in their local plan, whether this component will be made available in their area. (4) Anticipated number of mandatory participants who will begin the component: 1,036. (5) Anticipated number of Non-ABAWDs who will begin the activity: 0. (6) Anticipated number of volunteer participants who will enter the component: 1. (7) Level of participant effort: Each participant's required hours of participation will be determined by the calculation in (1) above. (8) Organizational responsibilities: The DCF refers all mandatory ABAWDs to the FSET Program. Regional Workforce Board service providers direct participants to the appropriate components. FSET Program staff will track the hours of attendance, maintain documentation and report on participant activities. (9) Estimated participant cost of reimbursement for transportation and other expenses except dependent care: $116,230 (Table 4). (10) Estimated participant cost of reimbursement for dependent care: $0. (11) Annual cost of the activity not including reimbursements: $1,516,450 (12) Cost of the activity per placement not including reimbursements: $1,138 (13) Total cost of activity: $1,632,680 (Table 4). c. Name of Component: Education and Training. (1) Description of Component: This component provides educational or training programs or activities to improve basic skills or otherwise improve employability. The individual must participate a total of 80 hours a month in order to meet ABAWD requirements. Educational expenses will not be paid for training that is normally available to the public at no cost, will not be in excess of what the general public pays, and will be necessary and reasonable. Rev. 09/14/06 10 Florida has opted to combine all education and training activities into this component. The activities in this component include: • Education/training Allowable education and training programs may include, but are not limited to the following: ■ Adult Basic Education (ABE), ■ Remedial education, ■ High school completion or General Education Development (GED), ■ Post secondary education, ■ Vocational training, ■ English for Speakers of Other Languages (ESOL), and • Education/training combined with JS/JST • Workforce Investment Act (WIA) Program • Trade Adjustment Assistance (TAA) Program NOTE: If training is not currently available, the participant may be placed at a Work Experience site for the required number of hours based on the calculation referenced earlier. (2) Type of Component: A non-work component (3) Geographic Areas Covered: Each workforce board will determine at the local level and will document in their local plan, whether this component will be made available in their area. (4) Anticipated number of mandatory participants who will begin the activity: 457. (5) Anticipated number of Non-ABAWDs who will begin the activity: 0 (6) Anticipated number of volunteer participants who will enter the activity: 2. (7) Level of participant effort: The individual must participate for a minimum of 80 hours per month and a maximum of 120 hours per month based on the assessment results. (8) Organizational responsibilities: The DCF refers all mandatory ABAWDs to the FSET Program. Regional Workforce Board service providers direct participants to the appropriate components. The FSET Program staff will refer participants to appropriate schools or colleges and will follow-up to determine if the participant is enrolled. The school or college will assist the participant to obtain financial aid, arrange classroom training, and determine classroom training and curriculum. FSET Program staff will track the hours of attendance, maintain documentation and report on participant activities. Rev. 09/14/06 11 (9) Estimated participant cost of reimbursement for transportation and other expenses except dependent care: $49,213 (Table 4). (10) Estimated participant cost of reimbursement for dependent care: $0. (11) Annual cost of the activity not including reimbursements: $642,081 (12) Cost of the activity per placement not including reimbursements: $1,142 (13) Total cost of activity: $691,294 (Table 4). Rev. 09/14/06 12 PART II PROGRAM PARTICIPATION AND EXEMPTIONS A. Work Participant Population 1. Number of Work Participants: a. The number of participants expected to be in Florida as of October 1, 2006 is 195,933 b. The anticipated number of new participants to be added between November 1, 2006 and September 30, 2007 is 270,851 c. The total number of participants anticipated in Florida between October 1, 2006 and September 30, 2007 is 466,784. To estimate the number of participants expected to be in Florida between October 1, 2006 and September 30, 2007, the actual number of participants on the FLORIDA System between July 1, 2005 and June 30, 2006 was used as a projection. 2. Unduplicated Work Participant Count: The estimated number of participants is based on an unduplicated count of individuals. See Part V paragraph B. 3. Characteristics of Work Participants Historical component participation data is extracted from the AWI management information system to identify future activities and components. B. Exemption Policy The DCF staff will determine all exemptions. The participant or the RWB service providers may provide documentation as appropriate. The DCF will assist in obtaining documentation for the participant if necessary. Determination of good cause for failure to participate will be solely the responsibility of the DCF, but may be partially or wholly based on information provided from the FSET Program staff or other sources. Exemption Criteria Justifications. a. Categorical Exemptions: None b. Individual/Personal Exemptions Applying to Work Registrants. Individual exemptions include, but are not limited to: ♦ Receives or has applied for unemployment compensation; ♦ A parent or other household member who is responsible for the care of a dependent child under 6; ♦ A person younger than 16 years of age; or a person 60 years of age or older (50 years for ABAWDs); ♦ A person subject to and complying with Temporary Cash Assistance work requirements; Rev. 09/14/06 13 ♦ Physically or mentally unable to work; ♦ Responsible for an incapacitated individual; ♦ Student enrolled at least half time in any recognized school, training program, or institution of higher education; ♦ Drug and/or alcohol treatment program participant; ♦ Complying with Refugee Assistance Program work requirements; ♦ Working a minimum of 30 hours per week or receiving earnings equal to or greater than the federal minimum wage times 30 hours. c. ABAWD Exceptions to Time Limits: ♦ A person under age 18 or a person 50 years of age or older; ♦ Determined to be medically certified as physically or mentally unfit for employment. An individual is medically certified as physically or mentally unfit for employment if he or she: o Is receiving temporary or permanent disability benefits issued by governmental or private sources; o Is obviously mentally or physically unfit for employment as determined by the DCF. Individuals are obviously unable to participate due to a physical or mental incapacity only if the physical or mental impairment(s) are of such severity that the individual is not only unable to do their previous work but cannot, considering education and work experience, engage in any other kind of substantial gainful work which exists in the national/state/local economy. o If the unfitness is not obvious, it must be verified with a written or verbal statement from a physician, physician's assistant, nurse, nurse practitioner, designated representative of the physician's office, a licensed or certified psychologist, a social worker, or other medical personnel indicating the individual is physically or mentally unfit for employment. ♦ Is a parent (natural, adoptive, or step) of a household member under age 18, even if the household member who is under 18 is not himself eligible for food stamps; ♦ Is residing in a household where a household member is under age 18, even if the household member who is under 18 is not himself eligible for food stamps; ♦ Is pregnant; ♦ Is responsible for the care of an incapacitated person; ♦ Is receiving unemployment compensation or has applied for, but is not yet receiving unemployment compensation, if that person is complying with work requirements that are part of the Federal-State unemployment compensation application process; ♦ Is a regular participant in a drug addiction or alcoholic treatment and rehabilitation program; Rev. 09/14/06 14 ♦ Is an employed or self-employed person working a minimum of 30 hours weekly or earning weekly wages at least equal to the Federal minimum wage multiplied by 30 hours; or ♦ Is a student enrolled at least half-time in any recognized school, training program, or institution of higher education. Only the DCF will have the authority to grant individual exemptions. All individuals claiming exemptions during participation in the program will be referred back to the DCF by the RWB service providers for the exemption determination. The individual's exemption status will be reviewed at each re-certification or upon receipt of information affecting this status. d. Individual/Personal Deferrals Individual/Personal deferrals include circumstances beyond the participant's control, such as, but not limited to: ♦ Lack of transportation; ♦ Illness; ♦ Illness of another household member requiring the presence of the participant; ♦ A household emergency; ♦ Lack of adequate child care for children who have reached age six but are under age 12; ♦ Pregnancy with illness that affects the individual's ability to participate. e. FSET Good Cause Reasons FSET participants may be excused from program participation by the RWB service provider for a period up to 90 days for the following good cause reasons: ♦ Household emergency; ♦ Medical incapacity (less than 90 days); ♦ Medical incapacity of a household member; ♦ Pregnancy; ♦ Lack of childcare; ♦ Lack of transportation; and ♦ Circumstances beyond the individual's control. C. Number of Participants Exempt from the Employment and Training Program: See Table 1 for FFY 2007, Estimated Participant Levels. D. Planned Employment and Training Program Participation: See Table 2, Estimated Employment and Training Placement Levels. Rev. 09/14/06 15 E. ABAWD Information: See Table 1 for the estimated number of ABAWDs expected to be in the state during the fiscal year, the number of ABAWDs expected to be in waived areas of the state during the fiscal year, and the number ABAWDs included in the state agency's 15 percent ABAWD exemption allowance. See Table 2 for the estimated number of ABAWDs to be placed into Workfare (Work Experience, Self-Initiated Work Experience) and Education/Training activities. Rev. 09/14/06 16 PART III PROGRAM COORDINATION A. Program Coordination 1. Narrative Coordination Statement. The following functions are the responsibility of the DCF: all eligibility determination related functions (including intake and application, work registration, certification, re-certification, determination of good cause, and sanctioning resulting from non-compliance with FSET Program requirements). Supervision and implementation occurs at the DCF district/zone level, according to policy and procedures developed and established by the ACCESS Florida Program Office at the DCF headquarters. The AWI is responsible for state level oversight of the FSET program activities, including providing technical assistance, training and policy direction, to AWI and RWB staff, program reporting, and monitoring compliance with component requirements. The two agencies will jointly participate in federal audits and reviews and coordinate any required corrective actions or responses to the audit/reviews. The FSET Program Interagency Agreement is written by staff from the DCF and the AWI and contains language to ensure that collaboration occurs in the operation of the FSET Program. The AWI has established FSET Program performance indicators to ensure program quality and effectiveness. 2. Information Coordination. FSET staff at the local and state level meet with staff of the DCF on a regular basis to share information and coordinate program procedures. Federal reports are prepared jointly by staff from both agencies at the state level. Additionally, information exchange relating to eligibility occurs between the AWI, RWB/Service Provider staff and the DCF in accordance with procedures described in the FSET Program Interagency Agreement. The AWI and the DCF management information systems have a long history of sharing information for the FSET and other programs. FSET mandatory registrants are referred electronically to the AWI through an interface. When participants are engaged in activities by the FSET Program, information continues to be transmitted through the interface, including information about employment and non-compliance. Based on information received through the electronic interface, the DCF staff takes appropriate action for each case. The conciliation, good cause, and sanctioning procedures are described below. Rev. 09/14/06 17 Mandatory FSET Program registrants who fail or refuse to comply with program requirements are subject to sanctioning. Failure to Participate: Failure or refusal to comply occurs when an individual states verbally or in writing that he/she will not comply, or when the mandatory registrant's inaction indicates failure or refusal to comply with FSET Program requirements. Conciliation: The conciliation process allows the FSET career manager and the registrant an opportunity to discuss reasons for the failure to comply, determine if good cause for non-compliance exists, and resolve disputes involving participation in program activities. The conciliation process begins when a registrant fails to comply with program requirements or when the FSET career manager learns of the failure. During the conciliation period, the individual is afforded ten calendar days to contact the program staff. If the registrant refuses to comply prior to the end of the ten calendar days, the conciliation period ends and a sanction is requested. If the registrant complies or provides good cause prior to the end of the ten calendar day period, the conciliation process ends and program participation resumes. If there is a subsequent failure, the conciliation process begins again. Document Efforts: The FSET career manager must document efforts to contact the participant in the AWI management information system. Good Cause: "Good cause" is defined as circumstances beyond a registrant's control that prevent participation in assigned FSET activities. When a registrant is unable to participate, fails to participate, or refuses to comply with FSET requirements, the FSET career manager must make a preliminary effort to determine if good cause exists prior to notifying the DCF of the registrant's failure to comply with FSET Program requirements. The examples of good cause addressed in section II, part B (e) will be communicated verbally and in writing to participants by FSET staff during Orientation. When it has been determined that good cause no longer exists, the registrant must be required to begin participation in appropriate FSET activities. Any documentation that supports the determination of good cause must be retained in the case file. Sanctions: Upon determining non-compliance without good cause, a sanction is requested by the FSET Program staff. A sanction request may result in the reduction or termination of food stamp benefits. The sanction process is described below. A. FSET Sanction Request: Upon determining non-compliance (i.e. failure to respond to the notice of failure to participate, or refusal to comply) the Rev. 09/14/06 18 FSET career manager will notify the DCF of the registrant's failure to comply with program requirements by requesting a sanction in the AWI management information system. Upon receiving notification of the participant's failure to comply with FSET requirements, the DCF will initiate sanction procedures. If good cause can be established, the sanction will not be imposed by the DCF and the participant should be re-assigned to FSET activities. B. Notice of Adverse Action and Sanction: If good cause is not established and the mandatory individual is not willing to participate in FSET activities, the DCF will send a Notice of Adverse Action and Sanction, notifying the individual that the failure to comply with FSET requirements without good cause will result in sanctions being applied to the food stamp allotment. DCF Responsibility: The DCF is required to take action to reduce the food stamp allotment beginning with the first full month following the ten- day Notice of Adverse Action and Sanction. FSET Career Manager Responsibility: It is the FSET career manager's responsibility to make every attempt to: a. Provide an opportunity for conciliation to each participant when a failure has occurred; b. Follow correct and timely sanction procedures; c. Enter sanction information in the AWI management information system. The DCF will be notified by an overnight data exchange through the AWI management information system to the FLORIDA System. Removal of Sanction: If the food stamp benefits are terminated, the minimum penalty period must be served. When the minimum penalty period has been served, a participant may demonstrate compliance to have the sanction removed. If the individual contacts FSET staff, in person, by telephone, or in writing, indicating a desire to participate in a program activity, the registrant will be immediately scheduled in an activity. The FSET Program staff should notify the DCF when the individual has demonstrated compliance by ending the sanction request with "complied" on the AWI management information system and other notification based on local operating procedures. The sanction request record in the AWI management information system should be ended retroactive to the date the participant agreed to comply only after the participant has begun to demonstrate compliance, as long as this date is not during the minimum penalty period. Rev. 09/14/06 19 NOTE: If good cause is determined at any step in the sanctioning process the sanction is to be removed. The individual must be given another opportunity to comply with the FSET requirement. The sanction process that was initiated, but subsequently ended due to good cause, is not considered a sanction. Right to a Fair Hearing: A participant has a right to a fair hearing to resolve any complaint or disagreement about participation in the FSET Program. 3. Coordination Time Frames. Referrals to the FSET Program are processed nightly between the automated management information systems of the two agencies. Participants are referred by the DCF upon determining their mandatory status. As indicated in the previous section, notification of non-compliance is transmitted to the DCF at the end of the conciliation period, if appropriate. B. Interagency Coordination See Table 3 for details of Interagency Coordination. Coordination will occur at the RWB local level and at the state agency level. C. Contractual Arrangements The AWI does not provide any direct E&T services. All E&T services as well as other workforce programs are delivered through the RWBs via contracts with various entities for the delivery of direct services to customers and program participants. Program monitoring: The RWBs are responsible for performing compliance monitoring at the local level. State level program compliance monitoring of the FSET Program is conducted annually for each service delivery area. The monitoring review consists of reviewing the methods for notification of program obligations, assignment to program activities and documentation of completion of program activities, issuance of the Food Stamp Reimbursements, and timely sanction requests. The monitoring reports provide an assessment of the local RWB and individual service providers' compliance with the FSET Program requirements. In the event the report includes significant negative findings, a Corrective Action Plan (CAP) is required of the RWB. Technical assistance is provided by the AWI to assist the RWB in their CAP process until all negative findings have been addressed to the satisfaction of the AWI. Copies of all state and regional monitoring reports, schedules, and corrective action plans are maintained at the AWI headquarters. A copy of the monitoring reports is provided to the DCF. Fiscal monitoring: Monitoring is provided by a contracted CPA firm under a fixed price contract agreement for all funds passed through to the local Regional Workforce Boards (RWBs), including FSET. The FSET grant funds its fair share Rev. 09/14/06 20 of the cost of this contract. This amount is determined by calculating the quarterly percentage of FSET RWB expenditures to the total RWB pass through expenditures. The portion of the fiscal monitoring contract funded by FSET is included in the "State Administrative Costs" section of table 4. Annual visits are performed on-site according to an established schedule using a monitoring tool developed by the AWI. The areas monitored include cost allocation plans, fiscal reporting, cash management, sub-recipient monitoring, and various compliance issues as required by federal OMB circulars and regulations. Each RWB must submit a corrective action plan addressing each finding in the monitoring report. Corrective actions must be approved by the AWI fiscal oversight staff and each action is reviewed at the next scheduled monitoring review. Copies of all reports are maintained at the AWI and are used to verify contract compliance and as part of subsequent monitoring reviews. Rev. 09/14/06 21 PART IV PROGRAMS COST AND FINANCIAL MANAGEMENT INFORMATION A. Planned Costs of the State Employment and Training Program 1. Operating Budget. See Table 4, Operating Budget. 2. Sources of Employment and Training funds. See Table 5, Planned Fiscal Year Costs of the State Employment and Training Program by Category of Funding. 3. Justification of Education Costs: In Florida educational costs are met through other existing education programs when they are available. If funds are not available through other programs, FSET (100 percent) funds may be used to pay the educational institution directly for costs associated with participation in this component. Funds cannot be used to pay the participant directly for costs incurred. B. Contracts - Interagency Agreement Arrangements Financial agreements to provide FSET services will be let and managed strictly according to State of Florida regulations. Copies of the actual documents are available for inspection at the Department of Children and Families, 1317 Winewood Boulevard, Building 1, Tallahassee, FL 32399-0700. 1. Name and Location of the Provider The Agency for Workforce Innovation Food Stamp Employment and Training Program Caldwell Building 107 East Madison Street MSC-229 Tallahassee, FL 32399-4133 2. Amount of the budget: $9,147,842 3. Financial Management Approach: Interagency Transfer. 4. Basis for Charging for Services: Total Program Costs. C. Participant Reimbursement $25 Reimbursements: (Table 4) Work Experience: $426,057 Self-Initiated Work Exp.: $116,230 Education/Training: $ 49,213 Total: $591,500 Rev. 09/14/06 22 Dependent Care Reimbursements Work Experience: $0 Self-Initiated Work Exp.: $0 Education/Training: $0 Total: $0 General revenue funds are available to use for the state's 50 percent matching funds. Participant expenses for transportation and costs other than dependent care, per participant per month, are reimbursed by AWI 50 percent federal cost sharing up to the actual cost of the participant expenses or the state agency maximum reimbursement rate, whichever is lowest. NOTE: If funds are available, 50/50 funds will be used to allow RWBs to hire temporary staff and/or to provide additional participant reimbursements to participants related to component participation. For example, if funds allow, participant expenses for transportation and costs other than dependent care will be reimbursed by the AWI using 50 percent federal cost sharing up to the actual cost of the participant expenses or the state agency maximum reimbursement rate as established by the state agency, whichever is lowest. These payments may be provided as reimbursement for expenses or in advance as payment for anticipated expenses in the coming month. Other reimbursements up to the established maximum reimbursement amount per month, per participant, will be processed and paid at the local level from funds passed through to the RWB for this purpose. Required documentation includes case notes (needed for reimbursement) and time/attendance sheets or other documentation for eligibility for reimbursed costs. Other information in the case file may include job search forms, receipts or other appropriate documentation of the expense or reason for advance payment for the coming month's anticipated expense, type of reimbursed costs and amount of the reimbursement. Funds passed through to the RWBs will be used to pay for fingerprinting, drug tests and background checks when needed for FSET Program participants who are engaged in the components described in Part I. 1. Method of Reimbursement Florida chooses to reimburse participants who participate in a FSET activity, or combination of FSET activities, $25 per month for allowable costs based on need. Reimbursements will be authorized by the RWB Service Provider and may include transportation or other costs such as, but not limited to, automobile gas, taxi or bus fare, tools, clothing and resume writing or printing. Rev. 09/14/06 23 2. Procedure for Reimbursement Florida reimburses participants for the expenses of transportation and component related expenses. The transportation and component related reimbursement requests are entered directly into the automated information system by way of the Food Stamp Reimbursement (FSR) Screen. Required documentation includes case notes (needed for reimbursement) and time/attendance sheets to document eligibility for reimbursed costs. D. Cost Allocation: State level: The AWI staff devoted full-time to Florida's FSET Program are direct charged. Costs of the staff who work on other program activities are allocated based on methodologies in the state's cost allocation plan. Computer charges, expenses to support statewide quality assurance, training and technical assistance, monitoring, indirect costs, and FSET participant reimbursement for transportation are maintained at the state level. These costs are developed prior to the state fiscal year and revenue from state appropriation and federal 50 percent match and 100 percent FSET funds are used to support these costs. Annual costs for the different categories of expenditures are as follows: One-Stop Program Office Costs* $684,685 Other AWI Administrative Costs* 347,663 Indirect 23,396 WF I Costs* 76,138 Computer Support Costs: OSMIS/Legacy 150,972 Geo Sol Job Bank 22,544 Contractual Services: Fiscal Monitoring Contract 7,031 FSET Transportation Costs $591,500 *Salaries and benefits for state level staff are included here. DCF state level costs are for FSET staff and related costs in the amount of $50,000. Local level: The FSET service delivery and participant case management costs are incurred at the local RWBs through contracts with workforce service providers. The amount of funds available to each RWB is a determined based on several variables. 1. The amount of funds provided by the USDA; 2. The amount of holdback necessary to support systems, WFI activities, job bank costs, program operations and state level administration; Rev. 09/14/06 24 (a) These costs are developed prior to the state fiscal year and agreed upon each year by the State Workforce Board. The remaining dollars are distributed to the RWBs operating FSET Programs. 3. Counties required to participate in FSET based on the FNS waiver response and 15 percent exemptions allowed; and 4. The number of annual ABAWDs by county. This will determine the workload in each FSET county. The amount of funds available to RWBs statewide is allocated to each FSET county based on its share of the workload. All the funds allocated to each FSET county are then added together by the RWB to arrive at the RWB Regional allocation. Each ABAWD statewide is considered equal for cost allocation purposes and there are no geographic or other differentials applied. See Table 4, under the Privatization Contracts category for the planned allocation to the RWBs. Rev. 09/14/06 25 PART V PROGRAM REPORTING AND MANAGEMENT INFORMATION A. Method for Obtaining Initial Count of Work Participants. The number of work participants on the first day of the fiscal year is based on data extracted from the Department of Children and Families automated information system, the FLORIDA System. The system records the number of new participants each month and is programmed to have the capability to identify the number of food stamp recipients that are currently work registered in a given month. B. Method for Ensuring an Unduplicated Work Participant Count. The FLORIDA System counts work participants only at initial program registration. The work participants are tracked by their social security number. The management information system used by the AWI receives referrals directly from the FLORIDA System. C. Methods for Meeting On-Going Federal Reporting Requirements. Florida has automated data collection information systems (DCF FLORIDA System and the AWI Management Information System) that provide information required on federal reports. 1. Management Information System (MIS) Method a. Type of MIS Management information is provided by a combination of automated reports. b. Local reporting requirements 1) Will local agencies and service providers be required to submit regular reports? No, local agencies and service providers do not submit regular reports, but data is entered in the MIS system as noted in 2) and 3) below. 2) What information must local agencies and service providers report? FSET providers are required to, at a minimum, record the following program and participant related information in the AWI management information system. -Activities to which participants are assigned; -Participation in activities, including failure to participate; -Outcome of participation in activities; -Participant eligibility for the Food Stamp Reimbursement; -Participant entry into employment Rev. 09/14/06 26 3) How frequently must local agencies and service providers report? FSET providers must record the aforementioned information the MIS system as they occur and not later than the tenth day of each month for the previous month. 2. Organizational Responsibility for Employment and Training Reporting. a. Responsibility for Non-Financial Employment and Training Reporting in cooperation with Agency for Workforce Innovation: Department of Children and Families Office of ACCESS Florida Building 3, Room 412 1317 Winewood Boulevard Tallahassee, FL 32399-0700 Agency for Workforce Innovation One-Stop and Program Support 107 East Madison Street Caldwell Building Tallahassee, FL 32399-4134 b. Responsibility for Financial Employment and Training Reporting in cooperation with Agency for Workforce Innovation: Department of Children and Families Office of Revenue Management Building 1 1317 Winewood Boulevard Tallahassee, FL 32399-0700 Agency for Workforce Innovation One-Stop and Program Support 107 East Madison Street Caldwell Building Tallahassee, FL 32399-4134 Rev. 09/14/06 27 Rev. 09/14/06 28 TABLE 1 Estimated Participant Levels Fiscal Year 2007 A. Anticipated number of work registrants in the state during the fiscal year. 466,784 B. List planned exemption categories and the number of work registrants expected to be included in each during the fiscal year. 1. ABAWDs in LSA area 41,983 2. All FSET Mandatory Non-ABAWDs 329,445 TOTAL EXEMPTIONS 371,428 C. Percent of all work registrants exempt from FSET (B/A) 79.6% D. Number of FSET mandatory participants (A—B) 95,356 E. Anticipated number of ABAWDs in the state during the fiscal year. 137,339 F. Anticipated number of ABAWDs in waived areas of the state during the fiscal year 41,983 G. Anticipated number of ABAWDs to be exempted under the state's 15 percent ABAWD exemption allowance during the fiscal year 35,676 H. 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CD co Q a ni o Ci vi v L6 cc ti c rr rn 0 a> TABLE 6 FSET PROGRAM FLOW CHART Department of Agency for Children and Workforce Families Innovation and Regional Workforce Boards Screening for E & T and Determination of Good Cause 1 Work Registration E & T Component and Assignment through Referral to the the One-Stop Career Regional Workforce system Board Monitoring of Compliance and Component Requirements and Determination of Good Cause Impose Sanction Request Sanction and from Noncompliance Prepare Notice of with E & T Program Adverse Action Requirements Rev. 09/14/06 34 CUSTOMIZED TRAINING POLICY SFW #PY'07-02 I. Of Interest to The Customized Training Policy should be of interest to members of the South Florida Workforce Investment Board (SFWIB) conducts business as the South Florida Workforce (SFW), Region 23 Career Center providers, Training Providers, Employers, Job Seekers, and workers in Miami-Dade and Monroe counties. II. Subject Customized Training III. Purpose The purpose of the Customized Training Policy is to provide all SFW stakeholders with parameters regarding the use of training funds through Customized Training Agreements. IV. Background Customized Training is a vehicle through which SFW can expend training dollars from various funding streams. This policy does not address the unique performance and compliance requirements of these funding streams. V. Definition Customized Training' means training that: 1. Is designed to meet the special requirements of an Employer, including a group of Employers; 2. Is conducted with a commitment by the Employer to employ an individual or retain employees upon successful completion of the training; and, 3. For which the Employer pays for not less than 50 percent of the cost of the training. VI. Priority of Service In order to allow both large and small employers to have access to the training funds, the recommended starting division of funds from the training pool will be 60% for training of 25 or more employees and 40% for 24 employees or less. Through monitoring of the utilization of funds in the pool changes in the funding priority may be taken back to the Board for re- prioritization, if needed. Within these funding parameters the SFW, during the application process, will give priority to those employers that: FEDERAL: Public Law 105-220, wIA 1998, Sec. 101 (8); 20 CFR 663.715 D.7.Customized Training Policy. Page 1 of 6 1. Request funding in occupations and industries that have been prioritized through the Economic Development and Industry Sector Committee and approved by the full Board. 2. Request to upgrade skills of employees in the region's targeted occupations (refer to Targeted Occupation List), and/or in an occupation that is vital to the economic viability of the community. 3. In their grant proposal demonstrate a significant upgrade in employee skills that will therefore lead to their employees retaining self-sufficient employment or obtaining self-sufficiency as applicable. 4. Provide training at a cost that is reasonable. VII. Eligibility A. Employers Employers that meet the following criteria may, depending on funding availability, deliver CUSTOMIZED TRAINING through an executed CUSTOMIZED TRAINING Agreement with an approved SFW provider. 1. Financial viability; 2. Temporary employment agencies, employment agencies, or employee leasing agencies may not serve as the Employer of record for purposes of providing CUSTOMIZED TRAINING.2 3. Must be located within Region 23 (Miami-Dade and Monroe Counties) and fully licensed to conduct business in Miami-Dade and/or Monroe County, and has operated continuously for at least one year in Miami-Dade and/or Monroe Counties. 4. The employer is a commercial or industrial enterprise that employs personnel and has capital. 5. The employer located within Region 23 can receive Customized Training funds to train all its employees. (Including employees that live outside of Region 23). B. Job Seekers Job seekers that meet the following criteria may, depending on funding availability, receive Customized Training through an executed Customized Training Agreement between an eligible Employer and an SFW funded service provider. 1. Eligibility requirements for a SFW funded program, such as WIA Youth, WIA Adults, WIA Dislocated, TANF, Refugee, etc.; 2. After an interview, evaluation, and assessment have been determined not to be fully skilled in the chosen occupation3, in need of Training Services, and have the skills and qualifications to successfully complete the Customized Training; 2 LOCAL: Although allowed by 20 CFR 627.240 (k) (2), the SFWB chooses to restrict this option. 3 FEDERAL: 20 .240 (b) (4) (i) D.7.Customized Training Policy. Page 2 of 6 3. Select a program of training that is directly linked to the employment opportunities in the local area; and, 4. Unable to obtain grant assistance from other sources to pay the cost of training, or require SFW assistance in addition to other sources of assistance, including but not limited to scholarships, Employer reimbursement programs, Federal Pell Grants, etc. C. Employed Workers Employed workers that meet the following criteria may, depending on funding availability, receive Customized Training through an executed Customized Training Agreement between an eligible Employer and an SFW funded service provider. 1. Not earning a self-sufficient wage;4 2. Eligibility requirements for a SFW funded program, such as WIA Youth, WIA Adults, WIA Dislocated, TANF, Refugee, etc.; 3. Customized Training relates to the introduction of new technologies, introduction to new production or service procedures, upgrading to new jobs that require additional skills or workplace literacy; and 4. Customized Training Agreement documents a plan for job retention or wage progression at the end of the contracted training period. VIII. Expected Outcomes The training must result in a documented upgrade of skills such as: A. Job Seekers (Unemployed) 1. Should obtain full-time, unsubsidized employment, preferably with the contracted Employer, at a wage equal to or higher than the wage paid to equivalent personnel, and 2. Earn a credential. (AWI Guidance — Dec. 27tn) B. Employed Workers 1. Employed workers should continue employment, preferably with the contracted Employers, at a wage equal to or higher than the Customized Training wage; and 2. Earn a credential. (AWI Guidance — Dec. 27th) 4 LOCAL: The precise definition of self-sufficiency is defined by the SFW Self-Sufficiency Standard 5 FEDERAL: 20 CFR 627.240 (a) (2) D.7.Customized Training Policy. Page 3 of 6 IX. Conditions A. General 1. Customized Training for an employed worker is a training activity only. 2. Customized Training for Unemployed Job Seekers is a training activity, which results in placement into unsubsidized employment after completion of training. 3. Eligible Employers must use the standard Customized Training Agreement provided by SFW. 4. Attainment of competencies must be documented. 5. Customized Training may be sequenced with, or accompanied by, other types of training such as remedial education, basic skills training or occupational skills training.6 6. In order to meet the needs of the Employers, some aspects of the customized training Agreements have to be negotiated and these may include but are not limited to: a. Percent of Reimbursement b. Frequency of Payment Timeframe for achievement of credentials C. Quality Assurance Process 7. Significant changes to an approved Customized Training Agreement would require reevaluation of the agreement. B. Duration 1. Customized Training is limited in duration. 2. Customized Training duration may not exceed 1,040 hours over six (6) consecutive calendar months without prior written approval from SFW. C. Compensation 1. Eligible Service Providers, who have a funding allocation for training, may not execute Customized Training Agreements without prior written SFW approval.7 2. The SFW Executive Director has the final authority to approve Customized Training. However, funding of $50,001 or more must have prior approval from the SFWIB. 3. Payments to an Employer under a Customized Training Agreement shall not exceed fifty (50) percent of the total eligible training costs, as defined in the Agreement budget.$ E. Limitations 6 FEDERAL: 20 CFR 627.240 (a) (3) 7 LOCAL: #PY-2005-01 Rev. D 8 FEDERAL: 20 CFR 627.240 (c) (2) (i) D.7.Customized Training Policy. Page 4 of 6 1 An SFW funded Service Provider may enter into a Customized Training Agreement with another branch or department of the Service Provider, if the other branch or department is not funded by the SFW. 2. Individuals trained under customized training will not be eligible for additional customized training with the same employer until two years after the date of the customized training completion. 3. Employers utilizing customized training will only be eligible for additional customized training after one year from the date of their last employee completing customized training. Exceptions may be approved by SFW on a case by case basis. F. Prohibitions 1. Customized Training activities may not commence prior to a fully approved Agreement and all the eligibilities required have been met. 2. Customized Training Agreement budgets may not be based on overtime, shift differential, premium pay, piece work, and other non- regular wages paid by the Employer to Trainees.9 3. Agreements shall not be entered into with Employers who have exhibited a pattern of failing to provide Customized Training Trainees with continued long-term employment. 4. Customized Training Agreements may not be used to train individuals in occupations where the work is performed at home. 5. `1 iraiiiiees iiii Custoirnized raiiiiiing slhai1 unot Ill e eirvipioyed iiii the coinstiructioin, opeiratioin, oir rnaiinteinaince of any faciHity that �iis used fear sectairiain iiiistiructioin our as a �piiace of woirslhip 10 G. Non-Reimbursable Costs Non-reimbursable Costs include 1. Trainee wages (may be used as in-kind) 2. Purchase of capital equipment 3. Purchase of any item or services that may possibly be used outside of the training project 4. Travel expenses of trainers or trainees 5. Assessment and testing 6. Certification fees are not reimbursable if the certification occurs after 30 days of the employee's completion of training or after the funding program year ends. X. Application Submission The CUSTOMIZED TRAINING is open to all employers in Miami-Dade and Monroe counties that meet the eligibility criteria outlined in Section V1 above. Applications must be 9 FEDERAL: 20 CFR 627.240 (c) (2) (iii) io FEDERAL: Public Law 105-220, WIA 1998, Sec. 188 (a) (3); 29 CFR 37.6 (f) D.7.Customized Training Policy. Page 5 of 6 submitted to SFW as outlined in SFW EWTP procedures, utilizing the application forms provided. XI. Application Review A. Applications that fail the SFW team review process will not be recommended for approval. B. The SFW Executive Director will have the authority to approve applications requesting funding for less than $50,000. Awards of less than $50,000 will be included in the Executive Director report to the SFWIB. C. Applications requesting funding of $50,001 or more will be included in the next SFWIB or appropriate committee meeting agenda for action. XII. Project Completion A. All CUSTOMIZED TRAINING projects shall be performance based with specific measurable performance outcomes, including the completion of the training project and the number of employees trained. B. Final payment for employers receiving CUSTOMIZED TRAINING funds will be withheld until the final report is submitted and all performance criteria specified in the grant have been achieved. All final reports and invoices are due to SFW no later than fifteen (15) business days after the completion of the project. All invoices received after the closeout dates are subject to disallowance. C. Employers must provide sufficient documentation in order to calculate the performance measures required by SFW. XIII. Project Outcomes Training must result in the attainment of a credential by the employee, as established during the contract negotiations, retention for a minimum of six (6) months (or negotiated period) in the self-sufficient employment of individual employees who have obtained a new skill set in new technologies, or new production or service procedures, and/or must lead to a promotion and/or an increase in wages earned. XIV. Application Denial If the application is not approved, the appropriate SFW staff will notify the employer in writing. All applicants denied funding can appeal the decision to the SFWIB in accordance with SFWIB appeal process. D.7.Customized Training Policy. Page 6 of 6 CUSTOMIZED TRAINING PROCEDURES OVERVIEW Similar to traditional occupational skills training, in Customized Training, the participant attends classroom training at an approved facility. Customized Training differs in that the employer directly requests the training on behalf of prospective or existing employees. Upon successful completion of this type of training, the expectation is full- time employment for the trainees, preferably at a higher wage. In order to compensate the employer for the extraordinary cost of the training, three partners enter into a legal agreement: the service provider, the participant, and the employer. The agreement details the occupational training the employer will provide to the participant, the credential the participant will earn through the training, and the reimbursement due to the employer for allowable training costs. Numerous funding streams (WIA Adult, WIA Dislocated, TANF, Refugee, etc.) can be used to fund Customized Training. Service partners using a Customized Training agreement must follow all eligibility, reporting, file maintenance, and documentary requirements of SFW and the funding stream paying for the training. As with traditional occupational training, service partners may use Customized Training to serve both unemployed and employed workers. In either case, participants must not already possess the skills for the position, and must require training above and beyond the type of training usually provided to new employees. One should also note that Customized Training may be sequenced with, or accompanied by, other types of training, such as remedial education, basic skills training, or occupational skills training. The procedures that follow, outline the major steps in executing and implementing a Customized Training agreement, and provide answers to frequently asked questions. Service partners must use the official SFW Customized Training documents, attachments, and forms to implement Customized Training. These documents can be accessed by clicking on hyperlinks found throughout the procedures. Hyperlinks are underlined text that will open the named document when clicked. A complete list of such documents is also detailed below. OFFICIAL SFW CUSTOMIZED TRAINING DOCUMENTS 1. Customize Training Policy 2. EWT Policy 3. EWT Agreement 4. Grievance olicy 5. Self-Sufficiency Standard 6. Team Ratinq Document CUSTOMIZED TRAINING ... STEP BY STEP Every Customized Training opportunity is unique. For this reason, it is possible for the sequence of some steps to change slightly, from one opportunity to the next. This is particularly true in steps 1-7, but less likely in steps 8-25. The steps that follow assume that the SFW service partner has already identified both the employer and the likely trainee. 1. CUSTOMIZED TRAINING COORDINATOR Before beginning the process of executing a Customized Training agreement, we strongly recommend that the service provider assigns a single individual to coordinate the entire process, regardless of who implements a particular step in the process. This improves accountability and communication during the process. 2. OCCUPATION The service partner must obtain all of the occupation's information (eg. wage rate, title, SVP, training time, reimbursement percentage, etc.). For a complete list of the required information, see the Customized Training Agreement. 3. PERFORMANCE/EMPLOYMENT PLAN The service partner must determine if the occupation meets SFW performance needs and the individual's employment plan. This includes any and all assessments required of the funding stream to be utilized. 4. FUNDING Based on the Occupation information, the service partner must determine if sufficient money ("Available to Spend") is available to fund the training. Customized Training is funded from the same allocation of training dollars in SAMS that service partners use to fund occupational skills training through Educational Scholarships (ITAs). Or if funding permits, the SFWIB could have set aside funding for customize training. SFW Application Process and Review • The employer must submit an original signed application plus one copy to the Career Center Contractor or SFW, as applicable. Applications received will be reviewed utilizing the following process: • Career Centers will make one copy for the file, and forward the original application plus one copy to SFW. • Career Center will complete Team Rating Sheet and Submit with application to the Manager of Adult Programs • The original application and one copy will be date stamped and signed by the staff receiving the application. • The original application will be kept in a SFW file and a copy forwarded to the SFW Executive Director. • One copy will be forwarded to the Manager of Adult Programs The Manager of Adult Programs will review the documentation submitted by the employer and verify that the employer has met all the conditions as specified in the EWTP policy. • The review team will score each application using the EWTP rating worksheet, which takes into consideration the "priority of service" as outlined in the EWTP policy. • If the application is for less than $50,000, the SFW Executive Director will review and approve or deny the request. • If the SFW Executive Director approves the application, a written approval will be forwarded to the Employer and the Career Center provider staff. The authorized case management provider will contact the employer and will make arrangements for a contract negotiation meeting and the provision of case management services. • If the application is for $50,001 or more, the above procedure will be followed. The SFW Executive Director will make a recommendation to the SFWIB to approve or deny funding based on the review, scoring of the application, and other factors including funding availability. 5. INDIVIDUAL ELIGIBILITY The service partner must determine if the individual is eligible for training through an available SFW funding stream; and make sure to consider whether the individual is unemployed or employed. Then the service partner must ensure that the individual's eligibility matches the available training funds. WIA Funding Only If the individual is employed and WIA funds are financing the Customized Training, then either the individual's income must fall below the SFW Self- Sufficiencv Standard for employed workers, or the employer must state that the training is necessary for the individual to retain self-sufficient employment. This is in addition to the required eligibility process for unemployed individuals, all of which applies to the employed individual. 6. TRAINEE REFERRAL If the service partner will refer multiple individuals to the employer at the same time, the service partner should provide the employer with a Trainee Referral Form for each individual. Whether referring multiple individuals or only one, the service partner must also provide the employer with one copy of the Customized Training Policv and one copy of the Customized Training Agreement with all of the attachments. The service partner must obtain a signed copy of the Trainee Referral Form before proceeding with the agreement, for multiple referrals, but may simply follow-up with a telephone call if referring only one individual. 7. EMPLOYER ELIGIBILITY The service partner must determine if the employer meets SFW eligibility as stated in the Customize Training Policy and obtaining the required supporting documentation. These documents must be maintained in the Employer File. The checklist and supporting documentation must be updated once every program year. 8. AGREEMENT In preparation for signatures, the service partner should fill-in the Customized Training Agreement. This document includes the Budget, Training Outline and Credentials. Using the Budget, the service partner must ensure that the Employer is complying with the minimum 50% match required under Customized Training. 9. SFW APPROVAL If the Total Maximum Reimbursement surpasses the maximum allowed by the Customized Training PoLicy, then the service partner must obtain written SFW approval for the Customized Training. An e-mail, fax, or letter via post from the Manager of Adult Programs or Manager of Employer Services, is sufficient. 10. INDIVIDUAL ENROLLMENT Register and enroll the job seeker in the appropriate program. Follow all required procedures and requirements for that program (i.e. eligibility, supporting documentation, electronic data entry, file creation, etc.) 11. EMPLOYED WORKER ENROLLMENT Eligibility may be determined either at the worksite or the Career Center(s) dependent upon the employer's preference and coordinated by the assigned Employer Consultant. When serving employers, all efforts should be made by the Career Center staff to decrease the burden of data collection to the employer and its employees receiving services. The focus of serving employed workers should be the employer. The service provider will: Complete the application and obtain required eligibility documentation as applicable for the funding stream utilized, following established program procedures, the documentation must include: • Valid Florida identification and social security card, or other acceptable • 1®9 documentation , or copy of valid document establishing that the applicant is eligible to work in the United States, • Proof of selective service registration (for males only). • When using WIA funds the trainee eligibility information can be collected from the employer utilizing the WIA EWT Application. 12. BUDGET & VOUCHER Upon approval of funding SFW Finance Department will create a budget in SAMS to identify the allocated funds specifically for the approved training program. The service partner must create an individual voucher based upon the individual cost per trainee on the agreement. The voucher will be kept in the file for tracking purposes. In the case of Employed Workers the individual voucher does not require the trainee signature if the employer is the primary customer. 13. EMPLOYER ENROLLMENT The service partners must register the employer in the appropriate system(s) and record services provided. 14. TRAINING The individual begins training and working with the employer. Training may not commence prior to the execution of the Customized Training agreement. In the case of employed workers, program eligibility must be determined prior to any commencement of training. 15. EMPLOYER DOCUMENTATION The employer must document the participant's attendance and earned credentials during the Customized Training. The instructor shall give the employer the credential certificate upon the trainee's completion of training, so that service partner monitoring can document the trainee's progress. 16. MONITOR The service partner must visit the employer at least once during the Customized Training to document the observations in the case notes. 17. EMPLOYER INVOICE The employer must compile the attendance, costs, and credential certificates created during step 15 above. The employer must then create an Invoice based on these documents and submit the original documents to the service partner for reimbursement. 18. EMPLOYER REIMBURSEMENT The service partner must receive, process, and reimburse allowable expenses to the employer. This requires paying (floating) the employer reimbursement with service partner funds, until receipt of reimbursement from SFW. 19. SERVICE PARTNER INVOICE After reimbursing the employer, the service partner must compile a reimbursement package, with the voucher(s), and submit it to SFW with an invoice and copies of the credential(s) for the reimbursement paid to the employer of those participants that completed training. 20. SERVICE PARTNER REIMBURSEMENT SFW shall receive, process, and reimburse allowable expenses to the service partner. 21. CREDENTIAL Assuming successful completion of the Customized Training, the service partner must place a copy of the credential in the participant's file and enter the information into the electronic system(s) required by the funding stream paying for the training. 22. PLACEMENT If the individual was unemployed upon commencement of training, the employer should retain the individual in permanent employment, and the service partner should enter a placement into the appropriate electronic system. 23. FOLLOW-UP Based on the requirements of SFW and the funding stream financing the training, the service partner must perform follow-up, document the follow-up, and enter this information into the appropriate electronic system. The follow up of employment and retention can be collected with EWT Employment Verification or individual employment verification If the service partner learns that the employer does not retain the former trainee, without apparent cause, then the service partner should make note of this in the participant's file and advise SFW in writing. Employers that exhibit a pattern of non-retention may be disqualified from participating in future Customized Training agreements. FILE MECHANICS For the EWTP two set of files are maintained: the Individual and the Employer files. The following outlines file mechanics and documentation that should be kept in each file for monitoring and data validation purposes: Individual Trainee File Section I ➢ WIA Intake: MIS 1,2,3. No customer signature is required. This document will be signed by the service provider staff responsible for the eligibility process. ➢ Eligibility Checklist: Will contain those document utilized to establish eligibility such as: 1. Social Security Number: Copy of Social Security Card, Employer Statement, or any other source approved by SFW. 2. Residence: Copy of drivers license, Employer Statement, or any other source approved by SFW 3. Selective Service: SSS print out for males born after 1960 or SFW waiver if applicable 4. Citizen/ Alien Status; 1-9 with copy of supporting documents or copy of valid document establishing eligibility to work in the United States. 5. Age: Employer Statement or any other source approved by SFW. 6. Family Member's Income: Employer Statement. ➢ Completed Status Change Forms for the following activities: 1. Core Services 2. Intensive Services 3. Customized Training ➢ Individual Employment Verification Form: This form will be completed and will refer to the Caseload Employment Verification form sent by the employer in the case of multiple trainees. ➢ Program Outcome: For Employed Workers, the program outcome will reflect the intake date as the job start date. ➢ Follow-ups: Will be conducted as per program requirements and in case of multiple trainees will follow the same procedure as outline in the Individual Employment Verification. Section II The Career Plan will be created in EF. The Career Advisor will enter Employment and Educational Goals as stated in the Customized Training Agreement. A print out of this form with the Career Advisor signature will be kept in this section. The trainee signature is not required when the employer is the primary customer. Section III N/A Section IV ➢ Copy of Voucher signed by Career Advisor and Authorized Supervisor. Participant signature is not required when the Employer is the primary customer. ➢ Copy of attendance records ➢ Copy of Certificate of Completion The different activities and services provided to the employer and participant(s) must be entered into the appropriate tracking system following the time limit guidelines established by SFW. Employer File ➢ Customize Training Employer File Checklist ➢ Copy of Customize Training Agreement containing required signatures. ➢ Approval Correspondence ➢ Employer Financial Viability Documentation ➢ Copy of Employer W-9 ➢ Training Curriculum ➢ Original Employer Grievance Procedure: This form is intended for the employer and substitutes the Individual Grievance Procedures that is usually kept in the individual file. ➢ Original Employer WIA Eligibility Trainee List ➢ Copy of Invoices ➢ Copy of Credentials ➢ Original signed Employment Verification Forms for Program Outcome and Follow-up purposes. FREQUENTLY ASKED QUESTIONS (FAQ) 1. How do I assign a Contract Number? Each Service Provider shall employ the following unique, consecutive contract numbering system [COST—"PY"-"code"—"##"]. PY = Y1Y1Y2Y2 (eg. 0506, 0607, or 0809) LOCATION "CODE" Carol City: CC North Miami Beach: NMB Hialeah Gardens: HG Northside: NS Hialeah Downtown: HD Miami Downtown: MD Miami Beach: MB West Dade: WD Little Havana: LH Perrine: P Homestead: H Monroe ME "##" (eg. 01, 02, ..., 10, 11, etc.) Complete Examples: COST-0506 — CC -01 COST-0607 —WD - 12 COST—0708 — NS —09 2. What if we provide services out of a location not detailed above? If you provide services at a location not listed above, please inform the Manager of Adult Programs and/or Employer Services Manager, either of which can create a unique code for your location, update the list above, and release the updated Procedures to the field. 3. Who is responsible for each step in the Customized Training? It is up to the service provider to determine the individual best suited to coordinating the overall OJT and the individuals that will execute each step; but, feel free to use the following recommendations to guide these decisions. Employer Consultant: Customized Training Coordinator; Steps 1, 6, 7, 8, 10, 13 Career Counselor: Steps 2, 3, 4, 5, 10, 11, 12, 14, 15, 16, & 23 Job Placement Specialist: Steps 22 Center Director: Steps 18 & 19 4. Must the Customized Training agreement last for the exact duration in the agreement? No. The end date of the agreement is an approximate date. A participant may achieve the full set of credential certificates early. The agreement cannot be extended beyond the approximate end date. Should the trainee require more time to achieve certain competencies, the service partner may, at its discretion, enter into a new Customized Training agreement with the employer to complete the remaining competencies. However, the total amount of reimbursement between both agreements shall not exceed the maximum detailed in the first agreement. Furthermore, the service provider may only reimburse the employer for those credentials and amounts detailed in the original agreement. 5. Do we need to perform follow-up? The service partner must comply with any and all performance, documentation, data entry, and file maintenance requirements of SFW and the funding stream used for the Customized Training. In the case of WIA Adult funds, for example, then yes, follow-up would be required. Keep in mind that Customized Training is not a separate program. It is simply another way to deliver training. 6. Where do I find the SFW and funding stream requirements for handling services like eligibility determination, assessment, data entry, and training? See the following documents for guidance with respect to the programmatic and administrative requirements not specified herein. WIA Adult www. tbd WIA Dislocated www. tbd WIA Youth www. tbd TANF www. tbd Other www. tbd EMPLOYED WORKER TRAINING PROGRAM POLICY SFWIB Policy#PY'2007-01 I. Of Interest to The Employed Worker Training Program (EWTP) Policy should be of interest to employers, workers in Miami-Dade and Monroe counties, training vendors, Career Center contractors, the South Florida Workforce Investment Board (SFWIB), and South Florida Workforce(SFW)staff. II. Subject Employed Worker Training Program III. Purpose The purpose of the Employed Worker Training Program is to provide SFW stakeholders with parameters regarding the use of training funds for Employed Worker Training. IV. Background The EWTP is a vehicle through which SFW can expend training dollars from various funding streams. The EWTP may be funded with Workforce Investment Act (WIA), Temporary Assistance to Needy Families (TANF), and any other SFW available funding where EWT is allowable. This policy does not address the unique performance, participant eligibility and compliance requirements of these funding streams. Employed Worker Training may be in the form of Customized Training or On-the-Job Training (OJT). Separate policies and procedures address the operational parameters for these two designs. V. Funding Availability Funding for the EWTP is subject to the availability of funds from the region's allocation for training. Funds are allocated by the SFWIB on a yearly basis; therefore all training activities commencing at the beginning of the program year (July 1' under the EWTP must be completed prior to June 30th of the following year. Commitments for training services beyond June 30th will not be made by the SFW until the SFWIB has allocated new program funding for training. Funds for training are made yearly to Career Centers. When funding is available the SFWIB may specifically designate funds for EWTP as well as issue RFP's for available funding. VI. Eligibility A. Employers: 1. The employer must have been operating continuously in Miami-Dade and/or Monroe county for a minimum of one(1)year prior to the date of the application, 2. Must be fully licensed to conduct business in Miami-Dade or Monroe county, 3. Must have at least one full-time employee, 4. Must demonstrate financial viability in un"n ti �,� ng two of illy fouir aregevu'iiuPeurrneoims ii&low° • A favorable report from Dun and Bradstreet, • SEC 10K schedule, • Current financial audit or financial compilation prepared and signed by a Certified Public Accountant, or Comment[]LC 1]:Conf 1 i c t • 'Iwo ya�nr of Federal Income Tax Return. Wits, em�,ioyet minimum of onC� Yeat in Miami Dade of Monioe 5. Must be current on all federal, state and/or local tax obligations, 6. Temporary employment agencies, employment agencies, or employee leasing agencies may not serve as the Employer of record. B. Training Providers: Training Providers are selected by the employer. C. Career Center Contractors: Entities that have a current Career Center Contract are eligible. D. Other Providers of Services: In the event that SFWIB issues an RFP for EWTP,other providers of services may be eligible to receive funds. Eligibility criteria will be detailed in the RFP. VII. Funding Requests A. Employers: Companies in need of training funds to introduce new technologies, advance employees positions and wages, or retain employees who are at risk of losing their self-sufficient employment unless additional training services are received, may apply for the EWTP. Employers can apply for training assistance for their workforce by contacting any of Region 23's Career Centers, contacting an Eligible Training Provider, or by contacting the SFW. B. Training Vendors: Training Vendors may choose to assist the employer in completing the application for EWTP. Training Vendors will be chosen by the Employer. Training Vendor information is part of the EWTP application. Training Vendors are paid by the employer for training costs, the Employer may be reimbursed under the EWTP for up to 50%of training costs. C. Career Center Contractors: Career Center Contractors may assist the employer in completing the application for EWTP. Career Center Contractors allocated training funds can be used to cover the EWTP request. SFW will have set aside a pool of training funds that will be used for EWTP initiatives. VIII. Priority of Service During the application process SFW will give priority to those programs that: A. Request funding in occupations and industries that have been prioritized by the SFWIB. B. Request to upgrade skills of employees in the region's targeted occupations, and/or in an occupation that is vital to the economic viability of the community. C. In their grant proposal demonstrate an upgrade in employee skills that will therefore lead to their employees retaining self-sufficient employment or obtaining self- sufficiency as applicable. D. Provide training at a cost that is reasonable as set by SFW EWTP Review Sheet. E. In order to allow both large and small employers to have access to EWTP funds, SFW will try to maintain a balance of 60%of funding for large employers(25 or more employees)and 40%for small employers with 24 employees or less. Career Centers serving large employers will be encouraged to balance services to bring in small employers with 24 employees or less. IX. Funding Conditions In order to receive funding, employers approved for funding by SFW must enter into an Agreement with a SFW funded Career Center that commits the employer to complete the training project as proposed in their application and/or as negotiated with SFW and/or Career Center Contractor. A. All employees selected by the employer for training must complete the SFW enrollment process (as applicable for the program funds being utilized) rp for to the commencement of any training or the provision of any services. Final approval of the application is contingent on employee(s)being determined eligible. B. The training provided to eligible employed adults, must lead the participant to self— sufficiency as defined by SFWIB. C. OJT or Customized Training conditions must be met as applicable. D. Employers shall keep accurate records during the lifetime of the project. Records shall be kept for five (5) years after the expiration of the contract. If any litigation, claims, or audit findings commenced before the retention period expires, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and a final disposition made or until the end of the five(5)year period, whichever is later. E. Employers must certify that all information provided for the purpose of requesting reimbursements and reporting training activities is true and accurate. F. Employers that fail to achieve the required employee credentialing and retention, or those that fail to promote employees that complete the training and achieve the credentials, may not be considered for future EWTP funding. X. Application Submission The EWTP is open to all employers in Miami-Dade and Monroe counties that meet the eligibility criteria outlined in Section VI above. Applications must be submitted to SFW as outlined in SFW EWTP procedures, utilizing the application forms provided. These funds can be used to train all its employees. (Including employees that live outside of Region 23). XI. Application Review A. Applications that fail the SFW team review process will not be recommended for approval. B. The SFW Executive Director will have the authority to approve applications requesting funding for less than $50,000. Awards of less than $50,000 will be included in the Executive Director report to the SFWIB. C. Applications requesting funding of $50,001 or more will be included in the next SFWIB or appropriate committee meeting agenda for action. XII. Project Completion A. All EWTP projects shall be performance based with specific measurable performance outcomes, including the completion of the training project and the number of employees trained. B. Final payment for employers receiving EWTP funds will be withheld until the final report is submitted and all performance criteria specified in the grant have been achieved. All final reports and invoices are due to SFW no later than fifteen (15) business days after the completion of the project. All invoices received after the closeout dates are subject to disallowance. C. Employers must provide sufficient documentation in order to calculate the performance measures required by SFW. XIII. Project Outcomes Training must result in the attainment of a credential by the employee, as established during the contract negotiations, retention for a minimum of six(6) months(or negotiated period) in the self-sufficient employment of individual employees who have obtained a new skill set in new technologies, or new production or service procedures,and/or must lead to a promotion and/or an increase in wages earned. XIV. Application Denial If the application is not approved, the appropriate SFW staff will notify the employer in writing. All applicants denied funding can appeal the decision to the SFWIB in accordance with SFWIB appeal process. sputh fl'oriaa WV(C(.DTk ur[?CQI�R"? Employ Florida C� BUSINESS SERVICES PLAN : A Strategy for value Creation Developed by: ARBOR CITY OF HIALEAH JOBS FOR MIAMI SER — JOBS FOR PROGRESS TRANSITION, INC. UNIDAD OF MIAMI BEACH YOUTH CO-OP Revisions supported by. Business Services Unit, South Florida Workforce Rev (2007-09-12) South Florida Workforce is an equal opportunity employer/program. Auxiliary aids&services are available upon request to individuals with disabilities. Who We Are The South Florida Workforce Business Service Unit (BSU) is comprised of a group of professionals committed to providing businesses with personalized, cost effective solutions. Their combined years of experience equip them to successfully address a multitude of issues which face today's businesses. Value-added resolutions are created at all levels of the South Florida Workforce delivery system providing labor market information, training, counseling or support services. Mission The Business Service Unit's mission is to promote a unified and collective image to the business community of South Florida and to enhance the trade name and image of South Florida Workforce. The Business Service Unit is one of the critical elements of building a prosperous local economy. Vision The Business Services Unit's vision is to capture as much of the market share in high wage and high skill employment and training to the business community as possible by optimizing our business model. Recognizing the employer is our primary customer, the BSU aspires to present high quality business and consulting services. Introduction The Business Service Unit focuses on ways to add value and improve service delivery mechanisms to existing or potential customers; it also serves to create new opportunities for both local businesses and our service providers. It is through these collaborative efforts that the Business Service Unit achieves its common goal: an environment where business and the community can prosper and thrive. The BSU is committed to bringing the best possible service to employers in Miami- Dade and Monroe County with the highest level of integrity, promoting mutual confidence and trust in business relations. The BSU is making a difference everyday in the South Florida community by positively impacting the quality and performance of businesses with effective workforce development solutions. Understanding Employers Needs The Business Service Unit understands the prerequisites of the business community and how best to serve this community in a coordinated manner. "Connecting Market Demand with Labor Supply" provides a systematic approach to understanding industry employment demand; it establishes a roadmap for training specifically tailored to various industries; it upgrades the skill sets of the incumbent worker and provides human resource tools (i.e., labor market information, tax credits, pre-screening, customized assessment and recruitment services). In many respects, this approach ensures that market demand is connected with labor supply. A higher level of interaction with the business community is imperative in developing a more sensitive approach to serve business beyond the traditional placement services. The BSU works collaboratively with local economic development agencies to ensure that all benefits and services available in our region are offered through this unit. A more intimate relationship with business will enhance South Florida Workforce's ability to forecast, in the short-run, occupational demand and to develop a better understanding of emerging trends. Business Consultants target specific industries and businesses to develop a greater level of expertise regarding those enterprises. This entails prioritizing key industries as identified within our two year plan that will generate the highest figures of future employment. Additionally, the BSU incorporates the creation of industry committees with members of the business community. Business Services Unit and Career Center Relationship A pipeline is established between the BSU Consultants and their respective Career Center employer consultant staff. A database of employers both current and prospective is implemented to avoid repetitive contacts with employers. The list is maintained by the BSU consultants and shared with all Career Centers on a monthly basis, ensuring fairness, open lines of communication, and optimal service for employers. The BSU Consultants will coordinate with all Employer Consultants the marketing of all training and employment services to businesses, industry associations, and economic development agencies, providing a unified message regarding the services of South Florida Workforce. The results of such marketing efforts will be added to the BSU database for tracking purposes. A BSU Consultant will be the liaison to ensure that the specific service(s) requested by an employer is provided. The consultant will coordinate with the designated Career Center Employer Consultant or staff the service(s) to be provided to the employer. Business Services Unit and SFW Training Partner Relationship The training provider(s) will contact the Business Services Unit to market all training services to businesses, industry associations, and economic development agencies. This will ensure that all services are coordinated within the region to ensure consistency and uniformity of all training and recruitment services offered through SFW. The training providers will coordinate with the Business Services Unit to target potential businesses that are seeking training services in order to eliminate duplication of efforts and have one central point of communication within a company. This procedure avoids multiple training applications that could affect a business's eligibility for grant funds; it also runs the risk of negative impact on the relationship or potential relationship with SFW. Targeted Industries Long-term industry employment projection is a tool that the local workforce development professional should use as a starting point for the prioritization of industries. These forecasts should be analyzed in the short-term to determine priorities for the short, medium and long-run and should not be used as a sole source for the development of training programs. The BSU consultants and Career Centers will align the industry selections based on the Region's ability to serve the industry. The model that we are proposing is to have the Region's industries focus upon training and recruitment programs of a selected industry's workforce needs. The Career Centers should become industry focused hubs dedicated to optimal expertise for each sector. Short-term industry demands must also be analyzed in order to transition the labor force into industries that fluctuate or impact the local economy. For example, Miami-Dade County government (the largest employer in Miami-Dade County) is anticipating a major reduction in their labor force. The impact of this reduction in workforce has a major affect on Region 23's labor exchange. How can these individuals with their identified skill sets transition into targeted industries that will absorb this talented set of workers. Strategies for this short-term influence in Region 23 must be addressed. There may be other significant short-term labor exchange impacts that require immediate resolution. Targeted Employers The role of South Florida Workforce Business Services Unit (BSU) is to bring prospective employers and training providers together to facilitate the creation of strong pipelines where they do not exist or where they are experiencing difficulty. An industry-oriented South Florida Workforce Business Consultant has been selected to coordinate and facilitate the creation of the necessary pipelines. This benefits not only the industry, but also the job seeker and the respective Career Center(s). The creation of the Business Services Unit and business focus system minimizes inefficiencies and unproductive time experienced by the Employer Consultants, Job Development Specialist, the businesses and ultimately the employees. After reviewing labor market research the industries predicting the most future job growth with higher wage impact in Region 23 are: • Business Services • Health Services • Bio-science • IT/Telecommunications • Tourism/Hospitality • Education • Automotive Whereas, this initial identification of targeted industries provides direction, South Florida Workforce is obligated to collaborate with our economic development partners (i.e. Beacon Council, Enterprise Florida, etc.), the local chambers of commerce (i.e. Greater Miami Chamber of Commerce, South Dade Chamber, etc), the municipal economic development departments (i.e. City of Miami, City of Miami Beach, etc.), the educational institutions (i.e. Miami-Dade Community College, Florida International University, University of Miami, etc.), and other stakeholders that impact economic development growth in Region 23. It is imperative that economic development agencies, educational institutions and South Florida Workforce resources are coordinated to undertake the emerging challenges faced in an open market economy. Current Structure At present, there are seven (7) diverse organizations operating Career Centers and providing employer services under the South Florida Workforce umbrella in Miami-Dade and Monroe Counties. The total personnel devoted to the business services initiative is eighty-one (81). Among the personnel devoted to providing services to employers, twenty-one (21) are Employer Consultants and sixty (60) are performing the roles of Job Placement Specialists. The Job Placement Specialists/Employer Consultants are generalists in terms of level of industry specialization. The number and role distributions were derived from individual services provider strategies rather than the regional approach recommended in this employer services plan. Each service provider needs to reevaluate the number of human capital allocated to serving the sensitive employer requirements and ensure selected staff is trained to secure the success of this employer-driven system. Identification of each Career Center employer services organization Career Center STAFFING Service Provider # of E.C. # of J.P.S. City of Hialeah 1 5 Jobs for Miami 1 4 Miami Beach 1 3 SER Jobs 2 4 Arbor 3 26 Youth Co-Op 12 13 Transitions 1 5 Totals 21 60 Assignment of Targeted Industries The assignment of industries for the Region's Business Services Unit and Career Centers will be determined by recent Labor Market Statistics. Once targeted industries have been designated, the BSU will need to develop "pipelines" in order to meet the demands of these industries. A system whereby sources of skilled laborers that can meet the demands of the targeted industries must be identified in order to serve the business community in South Florida. Failure to establish reliable labor exchange resources, strong pipelines, and a systematic approach to employer's prerequisites is essential. Skills assessments, transference of skills, and training will be instrumental to success. Innovation, Labor Market Statistics Center, Overview of the South Florida Workforce Region, August 17, 2007 listed the following growth industries that show significant growth (job creation) for the past year- July 2006 to July 2007. NONAGRICULTURAL EMPLOYMENT IN FLORIDA MIAMI-MIAMI BEACH-KENDALL MD Released August 17, 2007 Change from July July July 2006 to July 2007 Industry Title 2007 2006 Level Percent Total Nonagricultural Employment 1,038,600 1,023,100 15,500 1.50% Total Private 899,700 885,500 14,200 1.60% 'Fwr°add, 'Fwr°aurms15or°tafiiiourm, aind 15fliilllliifliias 262,000 255,100 2,900 °1 °10% hdlasallla l'r°ade 76,100 73,500 2,600 3.50% Retail Trade 125,600 124,800 800 0.60% Motor Veh i&le aind IIParts 110aalllar°s "15,700 "15,400 300 °1 90% (Food aind IlBeverage Stores 25,900 25,200 700 2 80% halroinrnafloia 2°1,700 22,500 5 60% "F e'r llarmrm i murrmuurmiiirmatiiiroims 7,700 7,500 200 2 70% Fhnarmrmiiialll rmfliivliifliias 76,200 74,300 °1,900 2 60% Rirmaince aind Illurmsur°aince 50,100 49,700 400 0 1f0% Cr°s5liiit Illurmfar°urnedm liiafiiiourm aind IIF sll4ts5l 27,200 26,800 400 °1 50% mwmfliivlii flii ss Deposiiitor°y Cr°s5liiit Illurmfar°urnedm liiafiiiourm "17,400 °16,700 700 4 20% Profsssiibirmslll aind IIBusiihness Ser°vliirmas 154,800 °150,800 4,000 2 70% 6rofsssiibir4ll aind "FCW'armlhinm irmalll Servliirmes 68,700 64,700 4,000 6 20% Fmm lucafloin aind IIHeallltlh Servliirmes 141,200 °137,200 4,000 2 90% irrmll5dl4tory IIHeallltlh Care Ser°vliirmas 46,100 44,700 1,400 3 10% Hos151iifallls 37,900 36,300 °1,600 4 40% 1_6sure aind IIHos15iiifallH,ty "100,500 98,600 °1,900 °1 90% mwmcoirnirnodafl oin aind IIFood Ser°vliirmas 87,700 86,400 °1,300 °1 50% mwmcoirnirnodafloin 24,100 23,400 700 3.00% (Food Ser°vliirmas aind 110r°iiirmkhng 11R1aces 63,600 63,000 600 °1 00% p) >, Il- 00 N O O 00 00 00 r1' M (O p (LO L N O) M I- I,- O) — O O) N N O N p 0D N M O r tf) O aD r r1 O M N > = N LO N M M — M LO M O O 00 O O rt O 00 M 0 O (O r1' — O O — LO r1' — LO O O O 00 LO rt M N N N LO M N O O O H O O O (D CD N 00 rt (D rt [I- CD co 0) 0) r a Q Q fCL 0 r1 N N M N N O M Q a 0. 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The selection of industries will also consider the pool of registered applicants in EF. The Business Services Unit will do outreach to the industries that align with the Region's industry focus and demand. RULES OF ENGAGEMENT In order to optimize the activities of staff that work with employers in Regions 23, the following rules will be followed by Region 23 BSU and Career Center staff. 1. Existing Employer Relationships: Region 23 Career Center staff with positive, existing employer relationships in workforce board outside Region 23 will continue to serve these employers per the employers' wishes. However, reasonable effort will be taken to advise the employer that the local workforce board in their region offers the same services. 2. New Employer Relationships (Marketing): Region 23 Career Center staff will ONLY market their services, whether through telephone, post, e-mail, personal contact, or other means, to employers residing within Region 23. 3. New Employer Relationships (Corporate Office, Local Office, Work Site, etc.): Employers often maintain multiple hiring locations, including, but not limited to, corporate offices, regional offices, local offices, and temporary locations on work sites. For this reason, EFM job orders provide for both the location of the employer and the location of the work site. In this manner, an employer in another region can post a job order with another workforce region for an opening in Miami-Dade, and job seekers searching for jobs in Miami-Dade will see the opportunity. Therefore, in cases when an employer in another region contacts a Region 23 Career Center and the only service requested is the posting of the job order, Region 23 Career Centers will refer the job order to the local workforce board in the employer's region. However, if the employer wishes to receive value-added services within Region 23 (eg. recruitments, interviews, etc.), due to the location of the local office or worksite, then it is appropriate for the Region 23 Career Center to enter the job order. Identification of Individual Performance and System of Accountability Staff training has been identified as a crucial issue which will be addressed in the implementation of this proposal: Business Services Unit (BSU) and Employer Consultants (EC) Training Business Consultants and Employer Consultants will be trained on all of the services that are provided to employers within the region: Customized Training (CT), Employed Worker Training (EWT), On-the-Job Training (OJT), work Opportunity Tax Credit (WOTC), Job Description Assistance (O'NET), Recruitments, Job Fairs, Federal Bonding, and Economic Development Incentives. Coordinated industry-wide blitzing, as well as involvement in the Beacon Council and chambers of commerce will also be addressed along with the introduction of industry specialists and Business Services Unit staff. The BSU and EC will receive comprehensive Employ Florida Marketplace (EFM) training including running reports and listing contact activity. The BSU and EC's agree to meet together by industry on a monthly basis to coordinate business activities, employment blitzes and door-to-door activities. Job Placement / Customer Service Reps Training Job placement specialists will be trained by industry in pre-screening customers having a higher success of job referrals resulting in employment outcomes, comprehensive EFM training, including running reports, and a uniform policy of appropriate referral mechanism. Customer service representatives will be trained in front line customer relations, directing customer traffic flows, comprehensive EFM training, and accurate data entry including full registrations identifying appropriate O*NET classifications and possible PPN candidates. Establish Baselines and Goals Based on last year's data on the Balanced Scorecard, there were 23,199 total placements in Region 23 at an average wage rate of$10.45 hr. The BSU goal is to get the Region to meet or exceed the PY '07-'08 Balanced Scorecard Performance Measures. (See attached) The BSU will do gap analysis on the following Balanced Scorecard Performance Measures to implement Region wide business services plan to attain optimal performance: • Employment • 15% of Employment (Professional Employment) • 20% of Employment (Self-Sufficiency) • Job Development • 35% of Job Development ($15.00 and above) • Average Wage BSU and EWT GOALS — The BSU along with its respective service provider will execute a minimum of one EWT application each quarter. A BSU goal is to have at least each Career Center executing a EWT project every quarter. The BSU will encourage service providers to submit a minimum of two (2) EWT applications during the program year utilizing their allocated adult/dislocated worker funds. Applications will target the industries identified; however, applications are not limited to targeted industries. Emphasis will also be placed on training the greatest number of participants at the targeted average cost per participant at identified in the gap analysis to meet the Region's Balanced Scorecard Performance Measures. BSU and the Professional Placement Network (PPN) The South Florida Workforce establishes job seeker priorities that incorporate professionals as one of the top targeted customer groups. It is expected that SFW Service Providers supply a comprehensive approach to serving professionals in Miami-Dade and Monroe counties. The Professional Placement Network (PPN) coordinators should conduct a customer recruitment goal for each center based on a percentage of PPN registrations, including, the involvement of registered WIA and WT professional customers. Once the established weekly registrations have been met in the Career Center, the PPN coordinators should work with the BSU to also create Regional Job Development plans that would best serve the client base. The BSU will market and do outreach for the PPN program which adds a great value for the region with little workforce board or employer community recognition. The BSU will analyze data for last year's performance to develop PY'07-08 goals for the region. south Florida �im. n„be: Employ Florida TRAINING MASTER PLAN PY 2005-2006 to 2007-2008 Rev. G OVERVIEW OF INTEREST TO The Training Master Plan (TMP) should be of interest to members of the South Florida Workforce Board (SFWB), South Florida Employment and Training Consortium (SFETC), South Florida Workforce (SFW) staff, Region 23 One-Stop Career Center partners, Training Partners, Employers, Job Seekers, and workers in Miami-Dade and Monroe counties. SUBJECT The TMP outlines SFW policy regarding the use of training funds in Region 23. PURPOSE The purpose of the TMP is to provide all stakeholders with guidance regarding the use of training funds to meet the workforce needs of employers and job seekers in Region 23. BACKGROUND As the SFWB's first strategic plan began to take shape, it became clear that no single document consolidated all SFW policies related to training. The TMP intends to fill this need. It is designed to assist SFW stakeholders align the expenditure of training funds with SFW's strategic objectives, and, in doing so, achieve the following outcomes: • Improve placement of the Hardest to Serve(Stable and sustainable employment) • Increase training-related placements(Employer focused skills development) • Build stronger employer relationships (Positive image) • Ensure efficient& effective expenditure of training funds (Fiscal control&accountability) It should be noted that the TMP is a living document. Stakeholders should expect it to change and adapt to the dynamic needs of our community's employers,job seekers, and workers. A full update to the TMP, including consideration of new labor market information, employer partnerships, and strategic objectives, will occur annually,prior to every new program year. Finally, readers should remain cognizant of the fact that the TMP provides a policy umbrella covering all SFW funding streams, including, but not limited to, TANF, Refugee, WIA Adult, WIA Dislocated, WIA Youth, and TAA. All references to "training funds" in the TMP, refer to the sum total of SFW grant dollars allocated to training. The goal is to focus the document on system-wide issues and strategic concerns. SFW Training Master Plan 1 Rev. G PLAN SFW MISSION STATEMENT South Florida Workforce provides high-quality employment and training solutions to job seekers, workers, and employers to foster regional economic growth. DEMAND-DRIVEN The strongest approach to fostering regional economic growth, as specified in the SFW Mission Statement, is the use of a demand-driven workforce development system. In the context of the TMP, beginning with an understanding of employer needs ensures that career advisors can guide job seekers to careers with a future in our community. It provides the job seeker with an assurance that his or her individual employment plan (IEP) employs a career ladder that leads toward stable and sustainable employment. A demand-driven approach also helps SFW plan where its investment in training for employed workers might offer the greatest returns. In support of this approach, SFW recently updated its audit of local employer demand for labor, called, "Growing and Preserving Good Jobs: Connecting Labor Demand to Labor Supply (September 2005)." Based on its findings, and comparisons to the targeted industries of local partners, SFW chose to prioritize eight industries in its strategic plan. • Business Services • Tourism/Hospitality • Health Services • Education • Construction • Automotive • IT/Telecommunications • Film&Entertainment SFW will use these industries to guide its activities throughout the program year. Specific effort will be taken to form partnerships with employers in these industries. However, understanding the changing nature of the local economy, staff will continually review labor market information to recommend additions and deletions to the list of SFW Priority Industries. One key tactic arising from the demand-driven approach to workforce development is the use of industry pipelines. INDUSTRY PIPELINES Unlike an individual training vehicle, like OJT, an industry pipeline is a program designed to combine any number of training vehicles in the continual delivery of qualified workers to a group of employer partners,preferably in a Priority Industry. SFW begins development of industry pipelines by identifying critical needs that employers are willing to fill through partnership. The next phase involves developing an agreed upon mix of basic skills training, occupational training, and OJT/Customized Training. This might include sequenced training, such as occupational training followed by OJT, or concurrent training, such as OJT with vocational language instruction on the SFW Training Master Plan 2 Rev. G job site. The next phase begins with the SFW service delivery system implementing the agreed upon plan to deliver qualified workers to the industry's employers. The Bus Maintenance Technician Program implemented with Miami-Dade Transit (MDT), detailed below, provides an example. After identifying the demand for diesel mechanics at MDT, SFW set out to determine the broader demand for diesel mechanics, throughout the local truck and bus industry. Finding strong demand and wage potential in the private sector, SFW felt confident that individuals not hired by MDT did not face a dead-end. The first phase involved a careful review of the approved curriculum for Heavy Duty Truck& Bus Mechanics at the Miami-Dade County Public Schools. Once the partners reached a consensus on the curriculum, the next phase involved a discussion of the training vehicles SFW would use to facilitate the flow of trainees. It was determined that a combination of Educational Scholarships and OJT would best meet the needs of both MDT and the job seeker. The program launched in August of 2003. Two years later, it boasts nearly seventy graduates working as Bus Maintenance Technicians with MDT and numerous others working as diesel technicians with the private sector. The TMP calls for SFW to build on this success by creating new industry pipelines. N130s, CB®s, FBO, ED®s Chambers & ®s etc. Industry Assoc. Regional Workforce Board (aka WI ) M.-DC P i M.-DC;IPS University University Private School lPrivote School College Employer caree Training Inst. Training Inst. Training Inst. Errnployer Employer Employer Government Private Foe For Imn-Kind Funds Funds Service Goods/Services SFW will enjoy numerous benefits from their development. First, industry pipelines dramatically improve our training system's response to the needs of employers. Second, they focus our training system on employers in Priority Industries. Third, the partnerships formed with employers increase our ability to place trainees into stable and sustainable employment. Finally, these long term partnerships allow us to better forecast training expenditures, by providing a consistent demand for specific training. SFW Training Master Plan 2 Rev. G CAREERLADDERS SFW will complement industry pipelines with career ladders. In this manner, job seekers will receive individualized plans mapping their path along a career or industry pipeline. Career ladders will serve a particularly important role in helping SFW's Priority Job Seekers. As per the strategic plan, SFW prioritizes its job seekers as follows. 1. Veterans 2. Hardest-to-Serve 3. At-Risk Youth 4. Professional/Dislocated Worker 5. Universal Job Seeker Some Veterans, and many of the Hardest-to-Serve and At-Risk Youth face multiple barriers to employment. Deficiencies in basic skills are often present. For this reason, career ladders serve a particularly important role, providing a defined path from unemployable to professional. Since the demand-driven model is predicated on a job seeker's ability to meet the skill requirements of industry, many of these job seekers will need training to even reach the first rung of their career ladder. Basic skills training, on-the-job training, customized training, occupational training, and other forms of training will likely be combined throughout the career ladder to help the job seekers obtain the skills valued by business. In order to provide employers and job seekers with the best possible solutions, SFW partners must work to find the optimal mix of training solutions. This includes combining training options in series and in parallel, from basic skills offered at One-Stop Career Centers to occupation training provided by a training partner. NOTE: SFW does not impose an artificial limit on the number, type, or cost of trainings allowable to a job seeker over his or her career. Career counselors decide the appropriateness of training, justify each, and document the role it plays in assisting the job seeker along his or her career ladder. OPTIMAL TRAINING MIX Currently, the SFW service delivery system invests heavily in Occupational Skills Training. OJT and Customized Training have been used on a case-by-case basis, with growing frequency in PY '04-'05. In order to support the implementation of industry pipelines and career ladders, to best serve the needs of employers and job seekers, the TMP encourages a systematic effort toward an optimal mix of coordinated training options. This includes, for example, Individual Training Accounts (ITAs) followed by OJT to support employers through industry pipelines. For job seekers, career ladders might entail Adult Basic Education, leading to work readiness certification, followed by Employed Worker Training, all paving a path toward stable and sustainable employment. The graphic below speculates at the evolution of the SFW training mix, as the service delivery system implements more industry pipelines and career ladders. SFW Training Master Plan 3 Rev. G EXAMPLE: EVOLUTION OF TRAINING MIX PROGRAM YEAR '05-'06 LEGEND „, i r, 0% lf ll�l y n� o11dUJ, �� Irvl , Ill ��, %j ff1,III r(( � �JJJJ �1 ll �l1 IllA kill unlng PROGRAM YEAR '06-'0 �� ........ %%%////////////ii�„ oaaaaaaaaaaaaaaaiaaaaaaaaaaaaaarr ..... .... R AM,,,Ym, � '07-'08 SFW Training Master Plan 1 Rev. G DOCUMENT CONTROL & IMPLEMENTATION MAINTENANCE OF THE TRAINING MASTER PLAN The Planning and Policy Unit maintains and updates the Training Master Plan. TRAINING PARTNER APPROVAL, PERFORMANCE, & CONFERENCE The Planning and Policy Unit supports the acceptance of new training partners, new training programs, monitors training partner performance, and coordinates Region 23 participation in the workforce estimating conference. RETURN ON INVESTMENT The Planning and Policy Unit tracks SFW's return on the investment of training funds. TECHNICAL SUPPORT The Programs Unit provides technical support to all Service Partners, including One-Stop Career Center operators, in their efforts to strategically invest training funds with employers and job seekers. EXPENDITURES The Finance Department monitors the expenditure of training funds and reports the status of expenditures to the Executive Director and the Programs Unit. NOTE: Whenever a single employer is identified as needing more than $200,000 worth of subsidized training(OJT+ Customized Training)in a single program year, through agreements with any number of eligible SFW partners, the funding must first be approved, in writing, by the SFW Executive Director. SFW Training Master Plan 1 Rev. G DEFINITIONS ADULT EDUCATION AND LITERACY TRAINING Per Title I of WIA, the One-Stop system must provide a means of accessing adult education and literacy programs funded by the Adult Education and Family Literacy Act (AEFLA). Entities that carry out programs authorized by AEFLA must participate in One-Stop systems through memoranda of understanding negotiated with local workforce investment boards. In keeping with these requirements, SFW partners with Miami-Dade County Public Schools and Miami-Dade College to provide clients with access to Adult Basic Education (ABE), English as a second language(ESOL), and GED classes. BASIC SKILLS TRAINING The TMP uses the phrase "basic skills training" to encompass a wide range of training meant to prepare an individual for work. It includes Adult Education and Literacy Training and Job Readiness Training. CUSTOMIZED TRAINING Customized Training subsidizes the cost of customized classroom training provided to a potential hire, by the employer. Like OJT, Customized Training takes the form of a contract between the employer and the SFW service provider. It also requires that the employer hire the trainee upon successful completion. Unlike OJT, Customized Training reimburses the employer for no more than 50% of allowable training costs. Reimbursable expenses include instructors' salaries, trainers' salaries, tuition, curriculum development, textbooks, manuals, and supplies. Trainee wages, if any, are not reimbursable. Training periods normally run from two to eight weeks. Although the trainee is not normally earning a wage during Customized Training, its intent is immediate employment upon completion; so, we consider it to still hold firmly to both Demand Driven and Work First philosophies. INDIVIDUAL TRAINING ACCOUNT (ITA) Individual Training Accounts, commonly referred to as ITAs, are financial accounts created on behalf of eligible job seekers to fund training. Career counselors generate vouchers against the ITA to pay for approved costs, such as tuition, books, uniforms, etc. ITAs are most commonly associated with Occupational Training provided by SFW approved training partners whose programs appear on the Region 23 Targeted Occupations List. SFW also uses ITAs to fund and track payment of On-the-Job Training agreements and Customized Training agreements. SFW Training Master Plan 2 Rev. G ENTREPRENEURIAL TRAINING An organized program of study that provides the specific skills and knowledge necessary to plan, finance, start, and expand a business. Such training should be outcome-oriented, focused on a long- term goal, coincide with exit, and result in attainment of a certificate. JOB READINESS TRAINING Job readiness training is implemented by SFW as work readiness certification. This classroom training provides SFW clients with the fundamental technical and workplace skills necessary to apply, interview, obtain, and retain employment. The training is offered in One-Stop Career Centers in modular format, to improve the flexibility of the program and the use of individual components. OCCUPATIONAL SKILLS TRAINING An organized program of study that provides specific vocational skills that lead to proficiency in performing actual tasks and technical functions required by certain occupational fields at entry, intermediate, or advanced levels. Such training should be outcome-oriented, focused on a long-term goal, coincide with exit, and result in attainment of a certificate. SFW approved training partners, with programs appearing on the Region 23 Targeted Occupations List, are eligible to receive SFW vouchers as payment for training services provided to SFW job seekers. ON-THE-JOB TRAINING (OJT) Paid training that is provided by an employer to a participant. The participant must be engaged in productive work in a position that allows him/her to acquire knowledge or skills essential to the full and adequate performance of the job. The training is limited in duration, as appropriate to the occupation for which the participant is being trained. The employer is reimbursed up to fifty percent of the participant's wage for the costs of providing the training and additional supervision related to the training. SKILLS UPGRADE AND RETRAINING Skills upgrade and retraining, referred to as Employed Worker Training (EWT) in the TMP, simply applies the OJT and Customized Training vehicles to employed workers. The agreements are nearly identical. From a performance perspective, instead of requiring an employment outcome, they specify that incumbents must earn certifications in skills that will lead to earnings increases, promotions, or continued stable employment. EWT provides a tool for advancing participants further up career ladders. It also helps employers improve their competitiveness in the market, by helping them sharpen the skills of their workforce. Used appropriately, EWT can create future vacancies that SFW can backfill. SFW Training Master Plan 3 Rev. G SFW Training Master Plan 4 Rev. G south ida 1 POLICY TRANSMITTAL SUBJECT: WIA ADULT PRIORITY OF SERVICES AND Procedural/Guidance No.: LOCAL SELF SUFFICIENCY STANDARD. #2PY06-07 APPLIES TO: ONE STOP CAREER CENTER OPERATORS. Effective Date: Immediate) Revised Date: 9/12/2006 Expiration Date:Until rescinded REFERENCE: Local Policy OBJECTIVE This Policy Transmittal provides modifications to the Region's Adult priority of services and the local self-sufficiency definition. BACKGROUND A change to the Priority of Services for Adults is necessary to provide greater flexibility in the provision of services to WIA Adults. The Priority of Service system will be used to determine priorities appropriating funds for WIA adult intensive and training services,when such funds are limited or the demands for services are greater than the funds available. The self-sufficiency standard continues to be the basis for eligibility determination for employed Adults and Dislocated Workers seeking intensive and training services and is a component of the Adult priority of services under the second priority. In order to maximize the region's ability to serve the widest range of employed workers in an effort to help those underemployed, the self-sufficiency standard is being modified to include separate definitions for employed adults, unemployed adults,and dislocated workers. This change in policy will allow the region to maximize the number of customers that can be served, even when funds are limited. Priority of Services for WIA Adult funding. The Workforce Investment Act of 1998 (WIA) allows each Region to exercise discretion to determine what groups,if any,will be prioritized for services using WIA Adult funds when these funds are limited. Factors to consider when prioritizing services are the needs of specific groups and the availability of other funds for training. Funding availability is limited in Region 23;therefore,in Region 23 the Priority of Services for Adults is as follows: First Priority. Adults who are recipients of public assistance or are low-income under the Federal definition. Note: Welfare Transition funds must be accessed first prior to accessing WIA Adult funds to serve recipients of public assistance. Second Priority.Adults that have incomes below the local self-sufficiency standard for unemployed Adults. Third Priority. No economic eligibility shall apply under the third priority Individuals with Disabilities: an individual with a disability, whose income meets the requirements established under this policy, qualifies even if the individual's family does not meet those requirements. (The individual's family composition for economic eligibility is "family of one"). Veterans: a covered person under the Jobs for Veterans Act of 2002 shall be given priority over non-veterans for the receipt of employment,trailing and placement services provided under the VIA Adult program. Veterans and other covered persons must first meet the VIA program's eligibility requirements. A covered person who is determined eligible for VIA services shall receive priority over non-veterans. Veterans are to be served within the context of giving priority to public assistance and low-income persons first for intensive and training services. For example, if there was only sufficient money to provide services to one low-income individual,and a veteran is in the pool,the veteran must receive priority. A"covered person"is one of the following: ■ A veteran who is an individual who served in the active military, naval, or air service, and who was discharged or released from such service under conditions other than dishonorable; ■ A recently separated veteran is any veteran who applies for participation under VIA Adult within 48 months after the discharge or release from active military,naval,or air service; or ■ The spouse of: o A veteran who died of a service connected disability; o A member on active duty who (at time of spouse's application) is listed as missing in action, capture in the line of duty, or forcibly detained; or o A veteran with a total disability from a service connected disability or one who died while being evaluated for it. Source:Jobs for Veterans Act Priority of Services,Public Law 107-288,November 7,2002. Low-income: A low-income individual is defined as one that: ■ Receives, or is a member of a family that receives, cash payments under a Federal, State, or local income-based public assistance programs; ■ Received an income, or is a member of a family that received a total family income, for the 6-month period prior to application for intensive or training services (exclusive of unemployment compensation,child support payments,payments and old-age and survivors insurance received under section 202 of the Social Security Act (42 U.S.C. 402) that,in relation to family size, does not exceed the higher of- * The poverty level • 70 percent of the lower living standard income level. ■ Is a member of a household that receives (or has been determined within the 6-month period prior to application for the program involved, to be eligible to receive) food stamps pursuant to the Food Stamp Act of 1077 (7 U.S.C. 2011 et seq.); ■ Qualifies as a homeless individual as defined in subsections (a) and (c) of section 103 of the Stewart B. McKinney Homeless Assistance Act (42 U.S.C. 11302); or ■ Is a foster child on behalf of whom State or local government payments are made. Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R.Beasley Juan Hernandez,Manager, December 2004 Adult Programs -2- Federal Poverty Level (FPL): 2006 Poverty Guidelines Size of Family Unit FPL 1 $9,800 2 13,200 3 16,600 4 20,000 5 23,400 6 26,800 7 30,200 8 33,600 For family units of more than 8,add$3,400 for each additional person. Source: Income guidelines as published in the Federal Register,Vol.71,No. 15,January 24,2006,pp. 3848-3849. Note: these guidelines change annually and updates may be obtained at ww-w.asi2e.hhs.gov/pover r/i2over :.shtml Lower Living Standard Income Level: Size of Family Unit 70%LLSIL (METRO) 1 (7,310) 2 (11,980) 3 16,440 4 20,290 5 23,950 6 28,010 7 32,070 8 36,130 (Parentheses) denotes lower than the FPL. For family units of more than 8, add$4,060 for each additional person. Family: two or more persons related by blood, marriage, or decree of court, who are living in a single residence, and are included in one or more of the following categories: • A husband,wife and dependent children; • A parent/guardian and dependent children; • A husband and wife. References: The term"veteran"is defined in WIA Title I section 101 (49) Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R.Beasley Juan Hernandez,Manager, December 2004 Adult Programs -3- The term"covered spouse"is defined in P.L. 107-288 Section 4215 (a) The term "Priority of Service" is defined in P.L 107-288 Section 4215(3) Self-Sufficiency The self-sufficiency standard defines the minimum amount of cash resources needed in order for a family to meet its basic needs and be self-sufficient. Region 23 has separate definitions for self-sufficiency based on)arhether the individual at time of application is:unemployed or employed, and provides for a separate definition for dislocated)arorkers and measuring outcomes. VL4 Adults Unembioved at time o fabblication Under priority Taro for Adults that are unemployed at time of application, the region utili.Zes the family self-sufficiency standard as defined b_y the Human Services Coalition-rider Opportunities for Vomen Study. "The standard defines the amount of income necessary to meet the basic needs (including paying taxes) in the regular `marketplace' without public subsidies-such as public housing, food stamps, Medicaid or child care-or private/informal subsidies-such as free babysitting by a relative or friend, food provided by churches or local food banks, or shared housing. The standard, therefore, estimates the level of income necessary for a given family type whether working now or making the transition to work- to be independent of welfare and/or other public and private subsidies." (htti2://www.sixstrategies.org�) This standard also takes into consideration the cost factors in the precise community where the individual lives, and the size and age structure of his/her family- notably the differences in costs incurred for teenagers vs. infants vs. preschoolers etc. For example, a family of one adult and one pre-schooler in Miami Dade County requires an annual income of$32,592 compared to $30,130 for a similar family in Orlando. A different family with two members, but in this case composed of one adult and one teenager,living in Miami-Dade County,would require an annual income of$27,516 to achieve economic independence. This standard is derived from the standard promoted by the Human Services Coalition of Dade County (HSCDC) and Wider Opportunities for Women (WOW). The HSCDC is part of a national movement led by WOW that has supported the development of a new Self-Sufficiency Standard that measures poverty based on local costs in a given community. The HSCDC has defined family Self-Sufficiency as follows: The staff determining eligibility must be mindful to use the correct table for the area where the individual resides. The three attached tables contain information relevant to Region 23: 1) Table 48 shall be used for Hialeah and Homestead, 2) Table 49 shall be used for areas in Miami-Dade County excluding Hialeah and Homestead,and 3) Table 50 shall be used in Monroe County. WIA Adults Employed at time of application Employed individuals who are over the self-sufficiency guidelines but who need training in order to obtain or retain self- sufficient employment, as documented by the employer may be served. For all other employed individuals,eligibility determination for employed adults is based on the self-sufficiency definition. Region 23 defines self-sufficiency for employed individuals as: Regardless of family size,an individual residing in the areas listed below,must earn the listed wage to be self-sufficient: Miami-Dade County $32 per hour Hialeah and Homestead $31 per hour Monroe County $33 per hour The above standard is based on a calculation derived from information in the W.O.W. study, adjusted utilizing the consumer price index. The wage utilized is the highest wage in the study for a family composition of two adults and three pre-school age Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R.Beasley Juan Hernandez,Manager, December 2004 Adult Programs -4- children. The highest wage was utilized to ensure that the greatest number of employed individuals can be served while minimizing the burden to the employer for provision of information other than wage records to determine employee eligibility. Note: For eligibility purposes,the income to be considered is only the income of the individual employee served. WIA Dislocated Workers The Region's self-sufficiency standard for WIA Dislocated Workers includes the highest of either the Adult standard as defined above or 80% of the pre-layoff wage. The self-sufficiency definition for Dislocated Workers affects only eligibility determination at the training level for employed individuals. For example, a Dislocated Worker was earning $30,000 annually and is laid-off and accepts employment with another employer earning $18,000 annually. Because the individual's income is less than $24,000 (80% of$30,000) the individual is eligible to receive WIA Dislocated Worker Training services. Measuring Self-Sufficiency Outcomes Measuring outcomes for achievement of self-sufficiency is challenging. Regional outcomes for self-sufficiency will be measured through a combination of employment, wage, retention and educational outcomes data. Increases in attainment on any of these indicators point out that individuals served are taking the required steps to achieve self-sufficiency. Executive Director Authority The Executive Director shall determine the level of priority,within the policy guidelines,that will be utilized,based on funding availability. In order to expedite services to customers, the Executive Director has the authority to modify the local self-sufficiency standard. Changes made under this authority will be reported to the full Board. Revision Date: Supersedes: Authorized by: Contact: 09/12/2006 Policy Transmittal #7 Issued R.Beasley Juan Hernandez,Manager, December 2004 Adult Programs -5- - . South Florida Workforce Policies & Procedures WELFARE TRANSITION PROGRAM The operating proceduresthat describes the administrative and program requirements and processes for Welfare Transition (fANF) contracts and programs administered by the South Florida Workforce are incorporated in the Workforce Services 2 Year Plan Section F-Pages 92 through 121 . south ida t V4 4ty4 rl{� ,y 1 Employ Flarida PROCEDURE TRANSMITTAL SUBJECT: Career Advancement Program (formerly Welfare Procedural/Guidance Transition) Job Retention Incentive No.: #4 PY'06 APPLIES TO: Career Center Contractors Effective Date: Refugee Employment and Training Program November 29, 2005 Contractors Providing Career Advancement Revised Date: Program Services. February 13, 2007 Expiration Date: Indefinite REFERENCE: Local Policy This procedure transmittal replaces PY'2003 Program Directive #4, Participant Incentive Bonus. OBJECTIVE The purpose of this procedure transmittal is to provide information to Career Center and Refugee Contractors on the eligibility process and procedures for providing Job Retention Incentives to Career Advancement Program (CAP) participants. BACKGROUND It is the policy of South Florida Workforce (SFW) that CAP participants who have been employed for at least 30, 60, and 180 consecutive days on or after November 29, 2005, be eligible for a Job Retention Incentive of up to $250 for part-time and $500 for full-time, unsubsidized employment. PROCEDURE Job Retention Incentives of up to $250 for part-time unsubsidized employment, and $500 for full-time (32 hours or more per week) unsubsidized employment are awarded to customers who demonstrate continuous employment. Participants may apply for a Job Retention Incentive at any point after 30, 60, and 180 days of consecutive employment. Consecutive employment is defined as continuous employment with no more than a five (5) consecutive workday break in employment. Participants may apply for a Job Retention Incentive within two-years of their TCA case closure, but do not have to be employed at the time of application. A participant may be awarded Job Retention Incentive payments for both part-time and full-time employment. The payment for both Job Retention Incentives must total no more than $500. Approved by: Supersedes: Issued by/Contact: Rick Beasley PY'2003 Program Directive#4, Theresa Chester Participant Incentive Bonus Adult Programs Page 1 of 3 Participants who relocate outside of the Region, may apply for and be awarded a Job Retention Incentive if they met the eligibility criteria while they were employed and assigned to a local Career Center or Refugee Program in Region 23. The following service codes must be used when issuing payment: Refugee Codes Employment Status Payment Amount 510-1 R Full-Time 30 days $100 510-2R Part-Time 30 days $50 520-1 R Full-Time 60 days $150 520-2R Part-Time 60 days $75 530-1 R Full-Time 180 days $250 530-2R Part-Time 180 days $125 Career Center Codes 5100-1 Full-Time 30 days $100 5100-2 Part-Time 30 days $50 5200-1 Full-Time 60 days $150 5200-2 Part-Time 60 days $75 5300-1 Full-Time 180 days $250 5300-2 Part-Time 180 days $125 When a participant requests a job retention incentive, the Career Advisor will access and review the Service Accounts Management System (SAMS) History under the Support Service Module to determine if the participant has previously been issued the same incentive being requested. A. If the incentive payment had not been previously issued, the Career Advisor will access OSST to determine: 1. If the participant has at least 30, 60, or 180 days of consecutive employment. 2. Whether the employment is full or part-time. B. If all eligibility criteria are met as indicated under section A above, and the participant has not previously received the Incentive payment, the Career Advisor will obtain the following documents from the participant: 1. A completed W-2 Form, or 2. A paycheck stub with year-to-date information, or 3. An original completed Employment Verification Form signed by the employer that clearly documents the starting date of employment and that the participant is currently employed or the date the participant terminated employment Approved by: Supersedes: Issued by/Contact: Rick Beasley PY'2003 Program Directive#4, Theresa Chester Participant Incentive Bonus Adult Programs Page 2 of 3 C. The Career Advisor will then authorize payment, by entering the service in the SAMS. The system will generate a check request and within ten (10) business days the Career Center or Refugee Contractor is responsible for issuing a check in the appropriate amount to the participant. D. Participants who have been issued a payment and those who do not meet the eligibility criteria must be notified in writing of decision/action. E. The Career Advisor will update OSST Case Notes to reflect date of request, amount requested, and action taken. Approved by: Supersedes: Issued by/Contact: Rick Beasley PY'2003 Program Directive#4, Theresa Chester Participant Incentive Bonus Adult Programs Page 3 of 3 PY' 2007-2008 - ALLOWABLE TRANSITIONAL BENEFITS Transitional Benefit Limits One(1) service up to$300 life-time limit as a transitional customer Automobile Repair Automobile(vehicle repairs are restricted to those affecting the safe functioning of the vehicle. Routine maintenance(oil changes and wiper blades)or non-essential components such s audio, climate control and auto body repairs are prohibited. Clothing $300 per year Uniforms $250 per year Automobile Liability Insurance One(1) policy up to$500 life-time limit as a transitional customer Background/Fingerprinting $150 per year when not issued in conjunction with an ITA *Books and School Supplies $250 limit per year when not issued in conjunction with an ITA Drug Test/Physical Exam $150 per year when not issued in conjunction with an ITA *Gas Cards Maximum-$120 per month *Transit Vouchers $250 per month-Monroe *Transit Passes 1 per month *Transit Tokens 30 per month-$43.50 Occupational License $250 per year *Tuition, School Lab Fees Fees are established and posted on the SFW website Tools $75 per year when not issued in conjunction with an ITA Work Permit $180 per year Credential Validation and Translations $150 per year *Childcare Fees paid b the Early Learning Coalition Expunge and Seal $150—once in a life-time 30 days 60 days 180 days Full-Time *Job Retention Incentive Customer $100 attainment $150 attainment $250 attainment bonus Employment bonus bonus Part-Time Customer $50 attainment $75 attainment $125 attainment bonus Employment bonus bonus *These services are excluded from the annual $1,000 transitional benefit cap. South Florida Workforce Investment Board (SFWIB) 2-YR Workforce Plan 2007-2009 Community Forum Questions and Answers Homeless Assistance Center 8/8/2007 1. How does SFW develop relationships with employers? SFW partners with local Chambers of Commerce and the Beacon Council to develop relationships with employers. The organization also participates in regional, national, and international efforts to bring business to our region. SFW's role in this partnership is to deliver the skilled workforce that meets the labor demand and expectations for new, expanding or relocating businesses. 2. How can SFW help people get out of homelessness? Region 23 provides workforce services that target populations in our youth, refugee, and adult service structures. The aforementioned populations not only includes homeless jobseekers, but also jobseekers with disabilities, ex-offenders, seniors, youth aging out of foster care, migrant farm workers and other hard to serve populations. SFW services will be more accessible to these populations via our new mobile outreach unit. Through these efforts, jobseekers will be assessed and services will be provided to meet the employment and training needs of each individual. 3. Does SFW offer temporary employment while a participant is in training? Yes. An individual in training is assigned a career advisor who can assist with referrals to employment. SFW also works with employers through On-the-Job- Training Programs, which helps offset cost through the hiring of trained employees. West Dade Career Center 8/10/2007 1. Does SFW offer hands on training for the youth population? Yes. Youth training includes, but is not limited to: occupational skills training, vocational skills training, work experience/internships, pre-employment and work maturity skills training and on-the-job training. 2. How can the youth in the community get information on SFW's services and programs? Youth who have access to the career centers are able to use the services provided by the centers: search for jobs that are available, obtain information from the resource room, and access other career-related information. It is the responsibility of local youth partners to identify other local resources and coordinate with other agencies to provide additional services to eligible youth. SFW contracts with local youth partners to coordinate implement and deliver comprehensive services and program activities that assist youth in overcoming barriers to employment. The region's youth partners provide integrated service delivery to two levels of youth programs: in-school youth and out-of-school youth. The in-school program is designed to encourage the youth to "stay-in-school", graduate, enter post-secondary institutions and/or obtain employment. The purpose of the in-school youth program is to ensure that eligible in school youth are provided with quality and effective youth services to better prepare them for successful transition to the workforce and continued education and training. The out-of-school program involves a network of Career Centers geared toward youth development. 3. For the youth who are currently enrolled in school, do they have to maintain a certain GPA? No, however, youth are tested in order to ascertain their functioning grade level, if it is below the ninth grade, youth may receive tutoring to assist in increasing their grade level. 4. What happens to SFW's youth participants who graduate from high school? South Florida Workforce ensures that eligible youth within Region 23 achieve at high levels academically, while exploring and preparing for the high-skill jobs within the Region. Local guidelines extend out-of-school services to youth, who are ex-offenders/offenders, foster care recipients and youth with disabilities. SFW will expand services to special populations, while ensuring that basic service delivery is available to all eligible youth. The overall goal of the youth program is to assist youth to complete high school, obtain a diploma or equivalent GED and to transition into skilled employment and/or post-secondary education in order to gain self-sufficiency and become a productive member of the workforce arena. SFW also partners with the local school system to provide after school career activities to those students enrolled in the in school program. SFW and the local school system have built a stronger link between high school preparation, post- secondary education, occupational skills training and employment for all students. As a result of the career awareness activities, written career plans are developed and serve as a tool for increasing career awareness, improving career planning and establish a link between high school preparation and future career success. Liberty Square Community Center 8/14/2007 1. What does SFW proposed to do differently in terms of helping the Liberty Square Community? The SFW mobile will offer employment and training services to communities where we do not currently have a presence. 2. How can SFW assist the individuals who have attended this forum in terms of changing their life around in the next 6 months? By providing them employment and training assessment we can guide individuals towards the growing occupations and industries. SFW provides a wide array of training opportunities towards targeted occupations to individuals. 3. Does SFW offer an ex —offender program, and can they serve the Liberty Square Community on an alternative basis? Yes, SFW funds Transition Inc. which has an ex-offender program and it provides services to all Miami-Dade County. SFW will plan in having Transition provide outreach services to the Liberty Square Community on an alternative basis using the mobile unit. Other agencies, which do not specialize in the serving the ex-offender population, also assist in delivering employment and training to this population. Homestead Career Center 8/15/2007 1. Does SFW offer soft skill training? Yes. SFW offers soft skills training to all participants who are actively seeking employment, or are seeking better employment with the goal of making them more employable. Through In House - Job Readiness (Employment Preparation) training , SFW has designed this specific training program to help improve an individual's job seeking and retention skills, and provide support for job-seeking activities. Participants will receive credit for hours spent (hour for hour) participating in the activity. The following activities are acceptable as in-house job readiness: workshops, resource room, in-house job fairs, class hours, or other career center activities. 2. What is the Return on Investment (ROI)? $11.57 for every dollar invested in training. 3. Does SFW work with the Beacon Council? Region 23 has forged relationships with many local economic development organizations. Collaborative partnerships have been developed and displayed at events with the Beacon Council, Miami Dade Chamber of Commerce, Miami Dade Convention and Visitors Bureau, the Business Industry Council, Greater Miami Chamber of Commerce, manufacturing and business associations. 4. How will SFW inform the individuals/employers who are unaware of the SFW's programs/services? ■ SFWIB will focus on "branding", public relations/media, and outreach to community leaders, major businesses, and organizations in the promotion of SFWIB. Public awareness, business endorsement, and community leadership support will elevate SFWIB's status as a catalyst for economic development and support in this region. Employer Services will interact with the employer community and economic development organizations to address their current and anticipated labor needs, prepare for future labor needs, educate the employer community about the services available through the Career Centers and continually assess employers' needs in order to deliver timely services. ■ "Voice of the customer" public forums, satisfaction surveys, and public discussion, coordinated through the Workforce Service Task Force of the South Florida Workforce Board (SFWIB) will be the vehicle through which public opinion will be heard and incorporated into service delivery where appropriate. The process includes business-led review of local workforce services, plans developed by Enterprise Florida, Miami-Dade County, Monroe County, The Beacon Council, Greater Miami Chamber of Commerce, and other community organizations. The intent is to ensure that strategic decisions by the SFWIB would align with both state and local efforts to build a world-class labor force, driving economic growth, a collaborate on local initiatives that further meet industry needs. ■ Region 23 will utilize PSAs, print media, radio, television, job fairs, community forums, economic development platforms, website, information sessions, Career Center verbal communication, training, staff and board retreats. 5. What skills are lacking /needed in the Region 23 area? The following industries are targeted specifically for skills upgrade training. These industries were identified due to a need to advance into newer technology in order to remain competitive in their specific arenas. Many industries are moving from manual to computer aided technology and others are growing so rapidly that skills upgrade becomes mandatory for survival in a large metropolitan market like Miami Dade County. • Biotechnology • Aviation /Aerospace • Business Services • Health Service • IT/Telecommunications According to a new study by Education Week, June 2007, South Florida school districts have some of the lowest graduation rates in the country, ranking in the bottom half of large urban school districts across the nation. The data pertaining to graduation from high school, at the minimum, tremendously influences the labor market and job attainment of the region. As mentioned before, local businesses have expressed increasing concerns, through various venues, about Region 23's labor force's low literacy levels, lack of soft skills and limited multilingualism. Table 16 shows the education attainment rate of Miami-Dade County's population age 25 and over, for 2000. According to the Census Bureau approximately twenty-five percent of the population, ages 25 years and older do not have a high school degree or equivalency. Sant La Neighborhood Center 8/16/2007 1. What is the status of the Construction Training Program (Florida re- Builds)? All individuals trained for entry level construction work is complete. The Florida reBuilds Construction Training Program is looking to establish partnerships with the business community to train (upgrade skills) our current workforce. Partnerships are also being developed to hire locally trained construction workers. 2. Explain the process of On-the-job- training (OJT)? OJT is defined as training by an employer that is provided to a paid participant while engaged in productive work in a job that provides knowledge or skills essential to the full and adequate performance on the job. Reimbursement is provided to the employer of up to 50 percent of the wage rate of the participant for the extraordinary costs of providing the training and additional supervision related to the training. The training is limited in duration as appropriate to the occupation for which the participant is being trained. 3. What part of the 2-year plan addresses "at-risk" children? Alternative education is designed to meet the needs of at-risk students who are dis-engaged and inclined to not succeed in the traditional school setting. Alternative education programs are experiencing tremendous growth. Some forms of alternative education types may include, but are not limited to: alternative classrooms, school within a school, separate alternative schools, second and last chance schools for disruptive students, detention centers and boot camps. To improve the learning opportunities for youth who are attending local alternative educational institutions, SFW has partnered with specific local youth partners, the school system, the Miami-Dade County Corrections Department and the department of juvenile justice to provide educational services that provides youth with educational, employability (where applicable), GED preparation, objective and comprehensive assessment along with guidance through the decision-making process of weighing all the available options; unbiased presentation of information on alternative options; the guidance of youth development career advisors whose only priority is ensuring an appropriate path for each participating youth and the tutoring and other academic supports youth may need to gain access to the paths they select to gain access to gainful employment. The partnership is intended to assist participants in identifying strengths, transferable skills, interests, abilities and their work values, attitude and behavior modification through specialized intense cognitive and behavioral training, which will change the attitudes, behavior and thinking pattern of each at-risk youth, provide a thorough review and analysis of the youth's social maladjustment, basic life skill areas: interpersonal relationships, anger management, communication skills and employability tools and skills and additional comprehensive objective assessment to move the youth away from anti-social, criminal behavior towards a life of lawful living, gainful employments and productive citizenship. 4. Does SFW have trainings for small business? Yes. SFW, in collaboration with the City of Miami and ACCION, is offering entrepreneurial training for customers interested in small business development. Human Services Coalition 8/17/2007 1. How old do you have to be to access South Florida Workforce program/services? Fifteen (15) years of age. 2. Does SFW keep track of the progress of youth who are using program/services? Yes. Each participant engaged in In-house job search activities must register into the "Initial Assessment Data Base prior to engaging in any activities and will also be required to sign out with the designated staff person in order to receive credit for their participation. 3. Does SFW Career Centers provide child care services? SFWIB involves optional partners in the workforce delivery of services in Miami Dade and Monroe Counties. There are formal partnerships with agencies that provide childcare, work experience opportunities, community service projects, services to targeted groups, leadership development, image consulting, financial literacy, mentoring and tutoring. Marathon Government Center 8/29/2007 1. How many people are on SFW's board and how many represents Monroe County? South Florida Workforce Investment Board consists of 46 seats. Three seats represent Monroe County. 2. Are there any limitations to what types of employers can use SFW's services? No. There are no limitations to the types of services offered by SFW. 3. Does On-the —Job Training (OJT) include reaching for the special population? Yes. OJT is open to anyone eligible to the specific funding program. 4. Has the workforce talk to the Community Colleges about RN's and Nurses? SFW is currently in partnerships with the Community Colleges for medical programs. 5. How much do you save by retraining an employee? For every $1 invested in Region 23 workforce system, the community receives a return of$11.57. 6. How do we build a career pathway prove suitable pipeline. South Florida Workforce Investment Board collaborates with the business community, the educational institutions, and the economic development infrastructure to build pipelines to targeted industries for which there is a significant and expanding need for a skilled workforce. As a key element in building these industry workforce pipelines, youth internships and work experience activities operate on a significant scale in South Florida. 7. What would the mobile units include? Workforce services will become portable in the very near future in order to expand our options for addressing community needs. One of the many goals is to use the MSV to serve as a "rolling advertisement" for SFW in order to promote the wide array of services we offer. The Mobile Service Vehicle is a 37-foot long mobile computer lab with 12 stationary and 10 auxiliary workstations that connect to the Internet via satellite. The unit is also equipped with 3 telephones, 2 DVD and VHS players, a private area that can be used as an interview room, a plasma "smart" board that can be used for training, and a handicapped-accessible entrance via a wheelchair lift in the back. _so_ut_h floc da J ' member: Employ Florida ATTACHMENT IX G. Local Administrative Plan — (see attachment VII)