00-CJ-D8-11-54-01-084
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State of Florida :<_ ~:r:
Department of Community Affairs ;1" ~
Division of Housing and Community Developmen~, ~
Bureau of Community Assistance
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
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CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
ackno~71edges receipt and acceptance of subgrant award number
OO-CJ-D8-11-54-01-084 in the amount of $22,954,
for a project entitled: Residential Detoxification Services
for Monroe County Homeless Men
and Women I
for the period of 10/01/1999 through 09/30/2000, in accordance with
the statement of work contained in the subgrant application, and
subject to the Department of Community Affairs' conditions of
agreerrlent and special conditions governing this subgrant.
(11 "/~. -~,C'
r"t. B v~ ~l ,A.,i:..,,,{./;'......'. i "p'l.t!..':' ..A~ ~~~ ~
~ "'~_tI,lf -,.- .r' ~ J"";!' I.:,--~ y". ~
(Signature o~uthorized Official)
/1-9-99
(Date of Acceptance)
Shirley Freeman, Mayor
(Typed Name and Title of Official)
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"~B:~!T: NY L. KOLHAGE, CLERK
BySb~Y~lE~~
DCA-CJ Form 1 (June, 1985)
State of Florida
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
SUBGRANT AWARD CERTIFICATE
SubgraLntee: Monroe County Board of Commissioners
Date c.f Award:
Grant Period: From: 10/01/1999 To: 09/30/2000
Projec't Title: Residential Detoxification Services
for Monroe County Homeless Men
and Women I
Grant Number: OO-CJ-D8-11-54-01-084
Federal Funds: $22,954.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $7,652.00
Total Project Cost: $30,606.00
Program Area: 13B
Award is hereby made in the amount and for the period shown above
of a grant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti-Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached standard or special conditions.
This award is subject to all applicable rules, re~lations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposE:s and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
SUBGRANT AWARD CERTIFICATE (CONTINUED):
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
properly executed Certificate of Acceptance of Subgrant Award
is returned to the department.
C'~~ ~. lili~
Author zed Off1c1al
Clayton H. Wilder
Community Program Administrator
Bureau of Community Assistance
\ t> -1, G\ '\
Date
[X]This award is subject to special and/or standard conditions
(attached) .
BCA Revised 7-1-79
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA):
Bureau of Community Assistance
Grant Number: 00-CJ-D8-11-54-01-084
Grant Title: Residential Detoxification Services for Monroe
County Homeless Men and Women
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition{s)/General Comment{s):
GENERAL COMMENT ( S) :
The contract for professional services is approved.
- I
SFY 2000 Drug Control and System Improvement r:'?rmula Grant Program ' .~
_dward Byrne Memorial State and LoCa. Assistance
._~ ." It ,I
This SIIdion to be completed by the Subgrantee:
Continuation of Previous subgrant? a Yes II No
This section to ". completed by SCA:
: 084
A Names & Addresses
- --,
;
310 Fleming St.
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1. Subarant Reci ient
Name of Chief EJected Official
Title
Address
Willlelw.Ll1c.t. IIan-ey 5) {' ttN .1 ~ . i
Mayor, Monroe County Board of Commissione~s .--._.::::..,,~
City, State, Zip Code
Area Code/Phone #
305.292.3440
Key West, FL 33040
SUNCOM #
Area Code/Fax #
305.292.3466
2. Chief Financial Officer
Name of Chief Financial Officer Danny Kolhage
Title Monroe County Clerk of Court
Address 500 Whitehead St.
City, State, Zip Code Key West, FL 33040
Area Code/Phone # I SUNCOM # IArea Code/Fax #
305.292.3550 305.292.3660
3. I
ti A
(G
tA
R
"bl t P "ect)
me ernen no aency ovemmen aencv esponsl e or rOJI
Name of Chief Executive Official James L. Roberts
Title Monroe County Administrator
Address: Public Service Building, 5100 College Road
City, State, Zip Code Key West, FL 33040
Area CodeJPhone # I SUNCOM # IArea CodeJFax #
305.292.4441 305.292.4544
4. Project Director and Contad Person, if different from Project Director
Must be EmDloyee(sl of GovemmentallmDtementina Aaency]
Name of Project Director Deanna S. Lloyd
Title aonroe County ,e-Mail Address
. rants Admin1strator mcgrnts@mail.state.fl.us
Address 5100 College Road
City, State, Zip Code Key West, FL 33040
Area CodelPhone # I SUNCOM # IArea CodeJFax #
305.292.4474 494.4474 305.292.4515
Name and TltJe of Contact Pet'SOn Debbie Barsell, Director of Operations
Address Guidance Clinic of the ~1iddle Keys IE-Mail Address
3000 41st Street, Ocean dbarsell@mindspring.com
City, State. Zip Code: ~tarathon FL 33050
Area CodeIPhone #. I SUNCOM # IArea CodeIFax #
(305) 289-6150 464-6150 (305) 289-6158
......_-...:_.. If 0...-._ ~ _..~
SFY 2000 Dr"~ Control and System Improvement F -."ula Grant Program
~lIWiIrd Byrne Memorial State and Local Assistance
8. Administrative Data
1. Project Title (Not to exceed 84 charaders, including spaces)
Residential detoxification services for Monroe County homeless men and
womenT
2. For Period
Period Month Day Year
Beginning October 1 1999
Ending September 30 2000
3. Is the Subgrantee or the Implementing Agency a .Member of a local Crimina. Justice Advisory Councilor
Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for a
description 0" board responsibilities.) g Yes (] No
c. Fiscal Data
1. (If other than the Chief Financial Officer). Remit Warrant to:
Deanna Lloyd
Public Service Building
5100 College Road
Key West, FL 33040
Note: If the 5ubgrantee is participating in the State of Florida Comptroller's Office electronic transfer
p~ram. reimbursement cannot be remitted to any other entity.
2 Method of Payment tlMonthly a Quarterty
(It is mandatory that the method selected be consistent throughout the entire grant period.)
3. Vendor # (Enter Federal Employer Identification Number of Subgrantee):
LS9 6000749
4. SAMAS # (Enter if you are a state agency)
I
5. Will the Project eam Project Generated Income (PGI)? (] Yes ~ No
(See Section H.. Paragraph 13 for a definition of PGI.)
6. Will the applicant be requesting an advance of federal funds? 0 Yes m No
(If Yes. a letter of request must be attached.)
~ . -.. - -.. ,. ,.
SE.P-22-SS 10: 54 FROt 'ONROE COUNTY PURCHAS I NG
3052824515
PAGE 2
D. Program Data: Guidance Clinic of the Middle Keys, Inc.
Problem: The official State estimate of the number of homeless individuals living in the
Monroe County is 315. However, based on the experience of local homeless service
providers, a more accurate estimate of the County's homeless population is 600 men,
women, and children. If statewide percentages of homeless sub-populations are appJied to
the 600 estimated homeless here today, the following numbers would be found in the
County: [Note: In reality, some sub-categories show higher concentrations than estimated by the State and
the numbers do not include those residing in derelict vessels that have been condemned.]
Sub-Category 'Yo "# Sub-Category % ,.
Substance Abuse 41 246 Veterans 25 150
Mental Illness 23 138 Single Men 53 318
Co-occurring disorders 27 162 Single Women 15 90
Domestic Abuse ~IO 60 F amities 32 192
AIDS* 4 24 Elderly (60+) 6 3e-
Pregnant Women 80/year Others unrelated 33 198
Other Disabled 29 174
*The State estimate in this SUb-category is 11 percent. AIDS Help, Inc.. has been successful in reducing the
need-service gap for those living with AIDS.
In late 1991, a comprehensive review of inmate demographics in the Monroe County
Detention Center for the Jail Overcrowding Committee revealed the following regarding the
incarcerated population: 80-85 percent of the population were repeat-arrest offenders; and
over 95 percent either sold or used a controlled substance, committed a crime to support
an addiction, came from a family where drugs and/or aJcohol played a major role, were
homeless and/or unemployed, or saw no way out of the "revolving door" system. These
statistics were recently revisited. It was detennined by Detention Center staff that 1991
percentages remain valid; and that since the new jail was built, doubling inmate capacity,
twice as many people are housed with drug problems.
Recommendations were made at that time with the purpose to "reduce the number of
repeat offenders by identifying and addressing core problems on an individual basis using
creative cooperation of existing agencies." Two of the six recommendations were to: 1)
address the homeless issues with programs less costly in dollars and man power as
alternatives to jail and 2) address the drug and alcohol problem through existing treatment
programs, the development of programs for unmet substance abuse situations, and by
incorporating the help and expertise of the recovery community to deal with the problems of
addiction.
The Guidance Clinic of the Middle Keys (GCMK), Inc., works closely with law enforcement
- both County and City. Law enforcement often refers to GCMK for inpatient services
when jail is not a required sanction. This fiscal year, GCMK received a small grant frQm
HUD to expand detoxification services by providing 150 additional days of residential
detoxification for homeless adults. Thus, an eighth bed was added to the detoxification
unit. now only partially funded (41 percent) by HUD. The remaining seven beds are fully
funded by the Department of Children and Families; these are generally full and a waiting
list is maintained. During the a-month period July 1998-Feburary 1999, 35 unduplicated
clients received 290 days of detoxification services who reported their living situation to be
homeless. Thus, the annualized number of homeless persons seeking detoxification is
SEP-22-SS 10:55 FROY .ONROE COUNTY PURCHASING
3052824515
PAGE 3
estimated at 52, requiring 435 days of service. Current resources are insufficient to meet
this need.
Program Description: GCMK, incorporated in 1973 as a 501(c)(3), nonprofit organization is
dedicated to serving the mental health and substance abuse needs of the residents of
Monroe County. GCMK offers a comprehensive continuum of mental health and substance
abuse services. The Clinic's medical director is a board-certified psychiatrist and the Chief
Executive Officer is a licensed psychologist.
Under this funding mechanism, GCMK will provide an additional 189 bed days per year of
residential detoxification for homeless men and women. These 189 days add another 52
percent to the availability of the eighth bed that is currently 59 percent unfunded, increasing
its availability from 41 to 93 percent. It is expected that another 23 (unduplicated) clients
will be served based on an average stay of just over 8 days for homeless clients. The
residential detoxification unit is licensed by the FL State Department of Children and
Families and is a Marchman Act receiving facility.
Clients who will be eligible for services under this grant will be referred to GCMK through
the criminal justice system; thus, these clients will themselves be criminally involved.
GCMK staff will work with Department of Corrections, 16th Judicial Circuit, and other arms
of the criminal justice system to secure referrals for detoxification services. Detoxification is
provided on an inpatient unit for persons in acute withdrawal from alcohol and/or other
drugs by a multidisciplinary team of psychiatrists, nurses, counselors, mental health techs,
and a discharge planner. These services are co-Iocated on the crisis stabilization unit.
Pharmacotherapy and milieu-based approaches are used to achieve rapid medical
stabilization and emotional equilibrium. Intensive discharge planning is expected to
increase expected treatment outcome/success.
When a patient enters the unit, the following interventions are immediately initiated by staff:
greeting by a mental health tech who will obtain consent for treatment, take vital signs,
collect identifying information, orient client to the unit; nursing assessment conducted by an
RN or LPN; history and physical examination conducted by physician within 24 hours of
admission; medication and vitamins per physician order administered by nurse based on
withdrawal signs and symptoms and types of drugs used. An initial treatment plan is.
established during the first 24 hours, followed by an individual treatment plan that is
developed with the partiCipation of each patient. A discharge planner is involved early in
the patient's s~y. The RN with the participation of the patient, discharge planner, and
phYSician develops reasonable actions to be initiated upon discharge from the unit. The
discharge plan may include continuing inpatient or outpatient substance abuse treatment.
A typical day on the detoxification unit begins at 6:00 a.m. when patients are awakened and
vital signs are taken. The rest of the day is as follows: beveragel1breakfast at 7:30 8.m.A
outside breakapersonal hygienel1goal setting groupAoutside breakAsnacklbeverage
.1physical welt being groupAvital signsAlunch at noonAoutside break.1 activities group or
HIV group or AA meetingAsnacklbeveragel10utside breakL1substance abuse groupAvital
signsl1dinner at 5:00 p.m.l1outside breakAwrap-up groupApersonal hygieneAoutside
breakMA or NA groupAsnackJbeverageArelaxationAlights-out at 11 :00 p.m.
SFY 2000 Dru,. -ontrol and System Improvement For- ..-11 Grant Program
Ec..~ard Byrne Memorial State and Local ASSI~1:ance
D. Program Data (Continued)
Activities Implementation Schedule. Complete the Activities Implementation Schedule showing when activities.
in the Program Description will commence and how the project will progress. This chart benchmarks planned
activities, both administrative and programmatic. An · X. has been inserted for reports that are mandatory for all
projects. Place an additional .X. to indicate ones applicable to your project. Delete the activity/action that does
not apply to your project: i. e.. if your project does not earn PGI, delete that activity from this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
Subgrant Period
10/01/99-09/30/00
(Beginning Date - Ending Date)
,ACTIVITY/ACTION Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Submit Monthly Claims X X X X X X X X X X X X
(Financial Reimbursement Requests)
Submit 'Quarterly Claims
(Financial Reimbursement Requests)
Submit Financial Closeout Package X
Submit (~uarter1y Program Reports X X X X
Submit C~ uarterly PGI Reports
(If applic:able)not applicable ~
~'hd~ D.2.fDx. Ser(/l~ X X X X X X X X X X X X
-
Subgrant Application
Section /I - Page 4 of 16
E. Performance Objectives & Measures: Guidance Clinic of the Middle Keys, Inc.
Identifier
013.01
013.02
013.03
013 Offender Community Treatment - Local
Provide treatment services through various treatment modalities to 23
individuals.
Provide an array of treatment services.
Assist 23 clients to successfully complete their treatment plans.
~UG-16-SS 13.16 FROM NROE ~OUNTY PURCHASING IC J0&292~~lS PAGE S,
at r1""'" ~...... ~ _ LIICIIl j ... ..
F. NIInIth.
You - ~... _....." ....--..... ~ltJI&' _.... JaIl .... 11I11)11"*1'"
~ PftMda....dlllilfDMawCOlt~topcajll:t...... Jntldlfftfm. ~"1.L1 ...
.
-..- fit ~~4 tuadI.
sr.t beDwend usa ~ ,....._~.
Raidcatial DctaxificatiaD Services far Monroe County Homeless Men aad Womea
Cost per Bcd Day is ca1cuJa1Ild using me ovaall ~atiug cast of tile 8 beds in Ibe
FlCillty divided by tho DlllDber of ~eadar days as CoDo..:
Total Operating Cost
Case per Bed Day
S 471,836.00
1'1.59 (S471~611 bcdsI36S days)
Grant Request (Byrne FUDds)
Laca1 Match (Coun&y Fuads)
Total GnmI PrapBIII COllI
S 22.954.00
7,652.00
S- 30.606.00
Grant Fuads provide 189 bed days eaJcvl.... at S161.59 per day.
(S30,60Sdivided by I bed @ 5161.59 per day)
Loc:a1 Ma:h providccl by die Monroe CoUll&)' Gcmnl R.eveaue Fuada.
A bed day is defiDed u sIae!b:r aad c-. ......... tar (1) 24-hour period. It fflChulel
~xiflc:aIioD s.vices a ondfaed ia 1JIDea.... n~e.
AU pads IIId services will be daae in ~...... wid: Momoe CoUDty Parr-.h-ia.
PolicieslDd PrDcoduaeL
All bed days charged to the grant will be for clients involved with the
criminal justice system.
AUG-1S-88 13:15 FROM:MONcOE COUNTY PURCHASING
~
ID:30~"'824S15
PAGE 4/8
J
EdwIurI Bymellfuaolial-...wI Lot:III A~
G. Ptajtct BudgtIt.eduIe Residential Detoxific.atian
rn.e f'roject Budg. Schedule includes six Budglt CII8gariea (8aJaries ana Beneftts. CGntraduIJ S8Mc1s.
~".t ep._ ClIp.' OUtlay (OCO), Data ~ ~ and Indirect COsts) and TGtIIt PMject
Casts. TataI u..J MatI:h must be a minimum of 2ft. at the Total Budget.
Type or PrInt Dollar Amounts Only in AppII~ e_g_.. 8IId Leave othenI Blant.
BudgtIt c.tegory
Federal
M8IDIt
Totai
Salariel And Benefits
Contnlc=tuaJ Servica
$ 22.954.00
7,652.00
$ 30.606.00
Exp-
O,Jendlng Caput ouaay
Data Procesaing
Indinlet COltS
Tatals
$ 22.954.00
7.6S~.OO
$ 30.60'.00
SFY 2000 C 1 Control and System Improvement F .1ul. Grant Program
Edward Byrne Memoria' State and Local Assistance
H. Acceptance and Agreement
All persons involved in or having administrative responsibility for the subgrant must read these "Acceptance and
Agfeement" conditions. This "AcceDtance and AGreement" (Section HI must be returned as Dart of the
comDleted aDDlication.
Note Condition No. 12: Only project costs incurred on or after the effective date of this agreement and
on or prior to the termination date of a recipienfs project are eligible for reimbursement.
Conditions of Agreement. Upon approval of this subgrant, the approved application and the following terms of
conditions will become binding. Non-compliance will result in project costs being disallowed.
The term "department., unless otherwise stated, refers to the Department 'of Community Affairs. The term
"Bureau", unless otherwise stated, refers to the Bureau of Community Assistance.
The term "subgrant recipient' refers to the governing body of a city or a county or an Indian Tribe which
performs criminal justice functions as determined by the U.S. Secretary of the Interior, and includes an
"Implementing agency" which is. a subordinate agency of 8 city. county or Indian Tribe, or an agency under
the direction of an elected official (for example, Sheriff Dr Clerk of the Court).
1. Reports
a. Project Performance Reports:
The recipient shall submit department Qualterly Project Performance Reports to the Bureau by February
1, May 1. August 1, and within forty-five (45) days after the subgrant termination date.
In addition, if the subgrant award period is extended beyond the "original" project period, additional
Quarterly Project Performance Reports shall be submitted.
b. Rnancial Reports:
The recipient shall have a choice of submitting either Monthly or Quarterly Rnancial aaim Reports
[DCA-CJ Fotm-3(A-G) Revised 09I98J to the bureau. Monthly Reimbu....ment Claims (1-11) are
due thlrtyoGle (31 J days after the end of the reporting period. Quarterly Reimbursement CI......
(1-3) are due thlrty-one (31) day. after the end of the reporting period. A final RnandaJ aIIim
Report and a Ctiminal Justice Contract (RnanciaJ) Closeout Package shail be submitted to the bur.u
within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified ..
"tInalt'.
Before the "final" cJaim will be processed, the recipient must submit to the department all outstanding
project reports and must h8V8 satisfied all special conditions. Failure to comply with th, above
provisions shall result in forfeiture of reimbursement
The recipient shan submit department Quarte1v Ptoject Gen.,.",ed Income Reports to the bu..... by
February 1, u.y 1, August 1, and within forty-five (41) d.,. after the 8ubgrant termination daIII
covering subgrant project genet1lted income and expenditures during the previous quart... (See
"-ragnlph 14. Progl1lm Income.)
c. Other Reports:
The recipient shall submit other reports 81 may be reasonably required by the bureau. All required
reports,. instructions, and forms shall be distributed with the lubgrant 8W8rd.
2. Rscat Control and Fund Accounting Procedures
The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement
and accounting of lubgrant funds and required non-fed... expenditures. All funds spent on this project shall
be disbursed according to provisions of the project budget as approved by the bureau.
~"",,,,.,."t A"nJi~.ti,,"
.f::aHi"'rt II _ Pt",. R nf 18
SFY 2000 D--q Control and System Improvement F 'Iula Gl'8nt Program
I=uward Byrne Memorial State and Local 4"istance
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Rnanda/ Guide,
U.S. Department of Justice Common Rule for State and Local Govemments, and in federal Office o(
-.Management and Budget's (OMS) Circulars A-21, A-87, and A-110, in their entirety).
All funds not spent according to this agreement shall be subject to repayment by the recipient
3. Approval of Consultant Contracts
The department shall reviSYi and approve in writing all consultant contracts prior to employment of a
consultant Approval shall be based upon the contract's compliance with requirements found in the Office
of Justice Programs Rnancisl Guide, U.S. Department of Justice Com",on Rule for State and Local
Governments, and in applicable state statutes. The departments approval of the recipient agreement does
not constitute approval of consultant contracts.
4. Allowable Costs
Allowance for costs incurred under the 5ubgrant shall be determined according to "General Principles of
Allowability and Standards for Selected Cost Items" set forth in the Office of Justice Programs RnenciaJ
Guide, U.S. Department of Justice Common Rule for State And LoC8/ Govemments and federal OMS CIrr:u/.
No. A-87, .Cost Principles for State and Local Governments", or OMS Circular No. A-21, "Cost Principles for
Educational Institutions".
All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for State and LoCIJ/ Governments, or Attachment-o-
of OMS Circular No. A-110 and Aorida law to be eligible for reimbursement
5. Travel
All travel reimbursement for out-of-state or out-of-grant-specified work area shall be based upon written
approval of the department prior to commencement of actual travel.
The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in
Section 112.061, Rotida Statutes.
All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Rodda
Statutes.
6. Written Approval of Changes in this Approved Agreement
Recipients shall obtain approval from the department for major changes. These include, but are not limited
to:
8. Changes in project activities, designs or r....rch plans set forth in the approved agreement;
b. Budget devilltions that do not meet the following criterion. That Is, a recipient rney tnlnsfer funds
between budget categories 8S long 8. the total amount of transfer does not exceed ten (10) percent of
the total approved budget and the tnlnsf.. is made to an approved budget line item; or,
c. Transfers of funds above the ten (10) percent cap shall be made only if 8 revised budget Is approved by
the department.
d. Under no ,circumstances C8n transfers of funds incr.... the tobll budgeted 8WIIrd. Transfers do not
810w for increasing the quantitative number of It.-ns documented in any 8pproved budget line item. (For
example, equipment items in Operating Capital Outlay or expense categories or staff positions in the
Safari. 8ndBenefits category.)
7. Reimbursement Subject to Available ~unds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available fed..,
Anti-Orug Abuse Act funds.
Subgl'8nt App/icstion
Section /1 - Page g of 16
SFY 2000' ',g Control and System Improvement. mula Grant Program
Edward Byrne Memorial State and Local AssIstance
8. Advance Funding
. Advance funding is authorized up to twenty-five (25) percent of the federal award for each project according,
· to Section 216.181(14)(b), Rorida Statutes (1991); the Office of Justice Programs Rnanc8 Guide, U.S.
Department of Justice Common Rule for State and Local Governments. Advance funding shall be provided
to a recipient upon a written request to the department justifying the need for such funds. This request,
including the justification, shall be enclosed with the subgrant application.
9. Commencement of Project
If a project has not begun within sixty (60) days after acceptance of the 5ubgrant award, the recipient shall
send a letter to the bureau indicating steps to initiate the project, reasons for delay and request a revised
project starting date.
If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient shall
send another letter to the bureau, again explaining reasons for delay and request another revised project
starting date.
Upon receipt of the ninety (90) day letter. the department shaD determine if the reason for delay is justified
or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to oth..
department approved projects. The department, where warranted by extenuating circumstances, may extend
the starting date of the project past the ninety (90) day period, but only by formal written amendment to this
agreement.
10. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contractor (which includes all
project budget categories) shall be in writing for a period not to exceed six (6) mOnths and is subject to the
s.me terms and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptable, unless failure to complete the contract is due to events beyond the control of the cQntractar.
11. Excusable Delays
Except with respect to defaults of consultants, the recipient shall not be in default by reason of any failure in
performance of this agl'Hll1ent according to its terms (including any failure by the recipient to make prog.....
in the execution of work hereunder which endangers such performance) if such failure arises out of alU...
beyond the contral and without the fault or negligence of the recipient Such causes include but are not
limited to-acts of God or of the public enemy. acts of the government In either its sovereign or: contractual
capacity. fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusuaUy severe
W88ther, but in every ca.e the failure to perform shall be beyond the control and without the fault or
negligence of the recipient
If failure to perform il caused by failure of a consultant to perform or make progress, and if such failure aris..
out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shall nat be deemed in default. unJea:
a. Supplies or services to be fumished by the consultant were obtainable from other sources,
b. The department ordered the recipient in writing to procure such supplies or services from other sources,
and
c. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the department shall ascertain the facts and the extent of such failure, and
if the department determines that any failure to perform WIll occasioned by one or more said causes,
the delivery schedule shall be revised aCCOrdingly.1
Subgrant Applcation
~"""'A II o__~" _. ~~
SFY 2000 r 'I Control and System Improvement F nula GIiIIIt Program
Edward Byrne Memorial State and Local Assistance
12. Obligation of Recipient Funds
'Recipient funds shall not under any circumstances be obligated prior to the effective date or SUbsequent to -
the termination date of the grant period. Only project costs incurred on or after the effective date and
on or prior to the termination date of the recipients project are eligible for reimbursement. A cost is
incurred when the recipient's employee or consultant performs required services, or when the recipient
receives goods, notwithstanding the date of order.
13. Program Income (also known as Project Generated Income)
Program income means the gross income earned by the recipient during the subgrant period, as a direct
result of the subgrant award. Program income shall be handled according to the Office of Justice Programs
Rnancial Guide, U.S. Department of Justice Common Rule for State and Local Government. Reference:
The Cash Management Improvement Act of 1990).
14. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the recipient. the
recipient's consultants and suppliers, or both, the department shall impose sanctions it deems appropriate
including withholding payments and cancellation, termination or suspension of the agreement in whote or in
part. In such event, the department shall notify the recipient of its decision thirty (30) days in advance of the
effective date of such sanction. The recipient shall be paid only for those services satisfactorily p.-formed
prior to the effective date of such sanction..
15. Access To Records
The Department of Community Affairs; the U.S. Department of Justice, Office of Justice Programs, Bureau
of Justice Assistance; and, the Auditor General of the State of Florida, the U.S. Comptroller Gen..1 or any
of their duly authorized representatives, shall have access to books, documents, papers and records of the
recipient, implementing agency and contractors for the purpose of audit and examination according to the
Office of Justice Programs RnanciaJ Guide, U.S. Department of Justice Common Rule for State 8IId Lot:II/
Government.
The department reserves the right to unilaterally terminate this agreement If the recipient, implementing
agency or contractor refuses to allow pUblic access to all documents, papers, letters, or other materials
subject to provisions of Chapter 119, Rorida Statutes, and made or received by the recipient or its contractor
in conjunction with this agreement
16. Audit
a Recipients that expend $300,000 or more in a year in Federal awards shaD have a single or praggm-
specific audit conducted for that y.r. The audit shall be p.-formed in accordance with the fed8l8. OMS
CItr:uJar .4-133 and oth. applicable fed8l8118W. The cantrBct for this ag.-..nent shall be identttled Mth
the subject audit In .,.". Schedule of FedenM Rnanci81 AaiatMCe. The contrBct shall be identified ..
fed~1 fundi p...ed-through the Florida Department of Community Atr81n and include the cannct
number, CFOA number, award amount. coact period, fundi received and disbursed. Wh..
.pplicabl., the recipient shalllubmit an annual financial8uditwhich meets the requirements of Sections
11.45 and 218.349, Florida Statutes; and, Chapters 10.550 and 10.600, Rules of the Rarida Audltar
Gen8f1l1.
b. A complete audit report which covers any portion of the effective dates of this agreement must be
submitted within 30 days after its completion, but no later than nine (9) months aft<< the audit period.
In ora.. to be complete, the submitted report shall Include any management letters issued seplU'ld8ly
and management's written response to 81 findings, both audit report and management leU.. findings.
Incomplete audit reports will not be accepted by the department and will be retumed to the recipient.
c. The recipient shall have aU audits completed by an Independent Public Accountant (IPA). The IPA shaU
be either a Certified Public Accountant or a Ucensed Public Accountant.
d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit
report in instance8 of noncompliance with fed8l811aws and regulations.
Subgrant Application
~.,.";"..,, 0___"",,# .,.
SFY 2DDD C '1 Control and System Impt'Ovement fa nula Gtant Program
Edward Byrne Memorial State and Local Assistance
-.
e. The recipient shall ensure that audit working papers are made available to the department, or its
designee, upon request for a period of three (3) years from the date the audit report is issued, unless
extended in writing by the department.
f. If this agreement is closed out without an audit, the department reserves the right to recover any
disallowed costs identified in an audit completed after such closeout
g. The completed audit reports should be sent to the following address:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Sadowski Building
Tallahassee, Aorida 32399-2100
17. Procedures for Claim Reimbursement
All claims for reimbursement of recipient costs shall be submitted on the DCA-CJ Form 3(A-G),
Revised 09198, prescribed and provided by the bureau. A recipient shall submit either monthly or
quarterly claims in order to report current project costs.
All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
18. Retention of Records
The recipient shall maintain all records and documents for a minimum of three (3) years from the date of the
final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
19. Ownership of Oata and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is governed by the terms of the Offtce of Justice Programs RnanciaJ Guide, U.S.
Department of Justice Common Rule for State and Local Government) or the federal OMS Circular A-11 0,
Attaehment N, Paragraph 8.
20. Property Accountability
The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or
request department disposition.
The recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any
property furnished to it by the department or purchased pursuant to this agreement according to fed..1
property m...gement stand.rdsset forth in the Offtce of Justice Programs Rn8flcilll Guide, U.S. o.p.rtment
of Justice Common Rule for St.t. and Local Government) or the federal OMB C/rcu/. A-110,
Attachment N. This obligation continues aa long al the recipient rains the property, notwithandJng
expinltion of this agreement.
21. Disputes and Appeals
The depertment shall make its decision in writing when responding to any disputes, disagreements or
questions of fact arising under this agreement and shall distribute its response to all concerned parties. The
recipient shall proceed diligently with the performance of this agreement according to the department's
decision.
If the recipient .pp,,'s the departmenrs decision, it also shell be made in writing within twenty-one (21)
Cll/endar days to the departments clerk (agency cterk). The recipient's right to appeal the departments
decision is contained in Chapter 120, Rorida Statut.., and In procedures set forth in Rule 28-1 OS. 1 04,
Rotida Adminiatrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 120, Rodda Statutes.
Subgrant Application
Section 11- Psg. 12 of 16
SFY 2000 r '9 Control and System Impl'DV8ment ~ mula Gtant Program
Edward Byrne Memorial State and Local Assistance
22. Conferences and Inspection of Work
.
Conferences may be held at the request of any party to this agreement At any time, a representative of the
bureau, of the U.S. Department of Justice Bureau of Justice Assistance or both have the privilege of visiting
the project site to monitor, inspect and assess work performed under this agreement.
23. Publication or Printing of Reports
a.. Before publication or printing, a final draft of any report required under or pertaining to this agreement
shall be sent to the department for its review and comment
b. Publications or printed reports covered under a. above shall incJude the following statements on the
cover page:
( 1 ) "This report was prepared for the Florida Department of Community Affairs, Steven M. Seibert,
Secretary, in cooperation with the U.S. Department of Justice, Bureau of Justice Assistance. It The
next printed line shall identify the month and year the report was published.
(2) "This program was supported by grant # awarded to the Department
of Community Affairs, state of Florida, and by the Bureau of Justice Assistance (BJA). OffIce of
Justice Programs (OJP). U.S. Department of Justice. The BJA is a component of OJP which alia
includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and
Delinquency Prevention, and the Office for Victims of Crime. "
(3) .Points of view, opinions, and concJusions expressed in this report are those of the recipient and do
not necessarily represent the offtcial position or policies of the State' of Florida .Department of
Community Afrairs, the U.S. Department of Justice, OffIce of Justice Programs, or any oth..gency
of the state or federal government.
24. Equal Employment Opportunity (EEO)
No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be
refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Pubic Law
80-564, Non-DiaCliminatJon Requirements of the Anti-Dtug Abuse Act of 1988; 77IIe IV of the CIvi RIghts Ai:t
of 1964; Section 504 of the Rehablitation Act of 1973 .a amended; Title IX of the Education Amendments of
1972: Th~ Age Disaimination Act of 1975; and, Depertment of Justice Non-aactimination Regulations 28 CFR
P8tt 42. Subparts C, D, E. F, G and H. .
The recipient and a criminal justice agency that is the implementing agency agree to certify that they eith.
do or do not meet EEO program criteria a. set forth in Section 601 of The FedereJ Omnibus ClIme Control
end Safe stteets Act of 1988 as amend8d and that they haw or hllY8 nat formulated, implem.ad and
maintained.a currMt EEO Program. Submlulon of...1a certltlcatIon Is a prerequi.... to ......... Into
thIa......-....m. This certiftcation il a mm.riaI ~n of fact upon which ....iance \WI placed when
thll agl'Hment was made. If the recipient or Implementing agency meet Ad criteria but have nat farmulat8d,
implemented and maintained such a current written EEO Program, they have 1 ZO days aft. the data thia
agreement was made to comply with the Ad or face Iou of federal funds subject to the sanctions in the
Justice System Improvement Act of 1979, Pub. L 96-157, 42 U.S.C. 3701. et seq. (Reference Saction 803
(a) ofthe Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 eomplance I~).
Any state agency, county or city receiving $500,000 or more in fede,..l Anti-Dtug Abuse Act funds shaD
submit its equal employment opportunity plan, and/or the most recent update, with its application, far
submittal to the U.S. Department of Justice, Bureau of Justice Assistance far approval.
25. Americans with Disabilities Act 1990
SUbgrantees must comply with the requirements of the Americans With Disabilities Act (ADA), Pubiic Law
101-336, which prohibits discrimination by pUblic and private entitles on the basis of disability and requires
<<*tain 8ccommodations be made with regard to employment (Title I), state and local government HMces
and transportation (nue II), public accommodations (Title III), and telecommunications (Title IV).
Subgrant A~tkm
Section 11- P.ge 13 of 15
SFY 2000 .g Control and System IIIIpfDVement . mula Grant Ptogram
Edward Byrne Memorial State and Local ASmstanC8
26. .' Criminal Intelligence System
The purpose of the tec:leral regulation published in 28 CFR Part 23 - Crimina/Intelligence Systems Operating
PoIcies is to assure that recipients of federal funds for the ennciDa/ Dur~ose of operating a criminal
intelligence system under the Omnibus Clime Control and Safe streets Act of 1968. 42 U.S.C. 3701, et S8q.,
aa amended (Pub. L 90-351, as amended by Pub. L 93-83, Pub. L 93-415, Pub. L 94-430, Pub. L 94-503,
Pub. L 95-115, and Pub. L 96-157), use those funds in confonnance with the privacy and constitutional
rights of individuals.
The recipient and a criminal justice agency that is the implementing agency agree to certify that they 0per8te
a criminal intelligence system in accordance with Sections 802(8) and 818(c) of the Omnibus Crime Control
and Safe streets Act of 1968 8S amended and comply with criteria 8S set forth in 28 CFR P8/t 23 _ CtIminIJi
Intelfgence Systems Operating Policies and in the Bureau of Justice Assistance's Formula GIant ProgtMJ
Guidance. Submiaion of this certification is a prerequisite to entering into this agreement.
This certification is a material representation of fact upon which reliance was placed when this agreement
'NIlS made. If the recipient or aimin.1 justice agency operates a criminal intelligence system and does not
meet Act and tec:I..1 regulation criteria, they must indicate when they plan to come into compliance. Fed..1
law requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and
federal regulation ptiorto the award offectersl funds. The recipient is responsible forth. continued adherence
to the regulation governing the operation of the system or faces the loss of federal funds. The department's
approval of the recipient agreement does not constitute approval of the subgrant funded devetopment or
operation of a criminal intelligence system.
27. Non-Procurement, Debarment and Suspension
The recipient agrees to comply with Executive Order 12549, Deb8fment and Suspension (34 CFR, Pert 85,
Section 85.510, Pettit:ipent's Responsiblit/es). These Procedures require the recipient to certify it slid not
enter into any lower tiered covered transaction with a person who is debarred, suspended, decJared ineligible
or is voluntarily excluded from participating in this covered tnlnsaction, unless authorized by the department.
28. Payment Contingent on Appropriation
The State of Florida's perfonnance and obligation to pay under this agreement is contingent upon an annual
appropriajion by the Rorida Legislature.
29. Federal Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Pubic LIIw 101-121 set forth in -New Resl1ictions on
LDbbying; Intetim Final Rule, - pubhhed In the Febtu"'Y 28, 1890, Fed8f'III Register.
E8ch person sh8fl tile the most current edition of this Certlftclltign And Disclosure Fonn. if applicable. with
_ch submission that Initiates agency consid8l8tion of such p..on tor IlWIIrd of fed..1 contract, gJ8IIt. or
cooperative agreement of $100,000 or more; or led..II08n of $150,000 or more.
This certifiC8tion is . material reprnenbltion of fact upon which reliance was placed when this agl'Hlllent
was made. Submission of this certiflC8tion is a PrenlqUisite to entering into this agr...,ent subject to
conditions and penalties imposed by Section 1352. 77IIe 31, UnIed states Code. Any p...on who faUs to tile
the required certifiC8tion is subject to a civil penaJty of not I... than $10,000 and not more than $100,000 for
_ch failure to file.
The undersigned certifies, to the best of his or her knowledge end beJief, that
a. No fed..,1y appropriated funds have been paid or shall be paid to any person for influencing or
8ttempting to influence 8n officer or employee of any fed.., agency, a member of congress, an offtcer
or employee of congress, or an employee of a member of congress in connection with the awarding of
any federal loan, the entering into of any renewal, amendment, or modification of any federal contract,
grant, loan or cooperative agreement.
Subgrant Application
Section 11- PaGe 14 of 16
SFY 2000 .' '!l Control and System Improvement i mula Grant Program
Edward Byrne Memorial State and Local Assistance
. .
b. If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to
t influence an officer or employee of congress, or an employee of a member of congress in connection
with this federal contract, grant loan, or cooperative agreement, the undersigned shall complete and
submit the standard form, Disclosure of Lobbvina Activities. according to its instructions.
c. The undersigned shall require that the language of this certification be included in award documents for
all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose accordingly.
30. State Restrictions on Lobbying
In addition to the provisions contained in Paragraph 30 of Section H,' Acceptance and Agreement, the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
31. statement of Federal Funding Percentage and DoUar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, including but not limited to state and local governments, shall cleerty stBte:
a. The percentage of the total cost of the program or project that shall be financed with federal funds, and
b. The dollar amount of federal funds to be expended on the project or program.
32. Background Check
It Is strongly recommended that background checks be conducted on all personnel providing direct services.
to juveniles.
33. Immigration and Nationality Act
No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized aUen
workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 13248(e),
Section 274A(e) of the Immigration and Nationality Act (-INA-). The Department shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the 1NA. Such
violation ~y the subgrant recipient of the employment provisions contained in Section 27 4A( e) of the INA shell
be grounds for unilateral cancellation of this contract by the Department
34. Drug Court Projects
A Drug Court Project funded by the Byme Formula Grant Program must contain the 10 key elements oulflned
in the U.S. Department of Justice, Otnce of Justice Programs, Drug Courts Program Otnce, program
guidelines -Defining Drug Courts: The Key Components., January 1987. Thll document can be IICC8IMd
on the Otnce of Justice Programs Wond Wide Web Horn8p8ge: http://www.ojp.usdoj.job.
Subgrant Application
OMb, urartts-__
239
RESOLUTION NO. - 1999
-
--- -.- ...._-~--
A RESOLUTION OF TIlE BOARD OF COMMISSIONERS!
OF MONROE COUNTY, FLORIDA AUTHORIZING THE
SUBMISSION OF A GRANT APPLlCA nON TO THE _
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 99/00 ANTI-DRUG ABUSE GRANT PROGRAM
J.W 2 5 IS ~
- - _. -.. ~- -----------
WHEREAS, the Depanment of Community Affairs has announced the FY99/00 funding
cycle of the Anti-Drug Abuse Act Formula Grant Program; and
WHEREAS, on April 14, 1999, the Monroe County Board of Commissioners agreed to
serve as the coordinating unit of government in the preparation of the grant proposals and in the
distribution of funds allocated to Monroe County in the amount of $230,028 with a 25% cash
match requirement; and
WHEREAS. the Monroe County Substance Abuse Policy Advisory Board, with concern
given to the County's current drug control efforts. has recommended certain programs receive
funding to provide the community with activities focused on drug and alcohol education,
prevention, rehabilitation, and treatment; now therefore.
I
BE IT RESOLVED BY TIlE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
1. The Board of County Commissioners concurs with the Monroe County Substance
Abuse Policy Advisory Board's recommendations; and that
2. The. County Administrator is hereby authorized to sign and submit the application
packet for the FY99/00 grant funds to the Department of Community Affairs Anti-
Drug Abuse Grant Program; and that
3. This resolution shall become effective immediately upon adoption by the Board of
County COmmissioners and execution by the Presiding Officer and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida,
at a regUlar meeting of said Board held on the ~ day of June, A.D., 1999
Mayor Wi1helmiDa Harvey
Mayor ProTem Shirley Freeman
Commissioner Neugent
Commissioner Williams
Commissioner Reich
ves
yes
yes
yea
Attest:
" · tIDU
A11ES't DA:~. :.HAG:I Cl... :x
.~~
y@s
Monroe COUDty Board of Commissioners
. - ~
By:~ ,""-.al ---. ~ '-~ ...... ~:""'(-
,,~ TE
o~~ ~~~E
(305) ~1
.
James L. Roberts
County Administrator
Monroe County Public Service Building
5100 College Road
Key W est~ FL 33040
May 28., 1999
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2S5S Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(~-,......... BOARD tlF COUNTY COMMISSIONERS
.,.~ '-,- Mayor WilhelmiDaHarvey, DisIria I
Mayor Pro Tan Shirley Freemaa. District 3
Gecqc Neugent. District 2
Nora Williams. District 4
Miry Kay Reich.. District S
. ,
Re: Signature Authority - FY99/00 Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as iwthori7Jltion for Deanna S. Lloyd to have signatUre authority in order to ccmduct tile
business related to program implementation. If any additional information or documentation is required. please
contact 305.292.4474. Thank you.
Sincerely,
~__.L
James L. Roberts
County Administrator
~uth~
SFY 2DDO Drug Control and System IlIIpI'Ovement Formula Grant Program
Edw8rd Byrne Memorial Stam and Local Assistance
Certification of Compliance
with Equal Employment Opportunity (EEO)
Program Requirements - Subgrantee
-.
..-"" .
.~ - ~ = -
...-........-.... ~-
- - .. ~::.- :.:=:~.::- ~: ~- ..
, " '..,Q99
.... f.,,\'. __
I, the undersigned authorized official, certify that according to Section 501 of the
Omnibus Crime Control and Safe Streets Ad of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the following):
(2] Meets Ad Criteria
o Does not meet Ad Criteria
I affirm that I have read the Ad aiteria set forth in the Subgrant Application
Instrudions. I understand that if the Subgrant Recipient meets these aiteria, it must
formulate, implement and maintain a written EEO Plan relating to employment practices
affecting minority persons and women. I also affirm that the Subgrant Recipient . . .
(Select one of the following):
Q Has a current EEO Plan
o Does not have a current EEO Plan
I further affirm that if the 8ubgrant Recipient meets the Ad aitena and does not have
a current written EEO Plan, federal law requires it to fonnu I ate , implement, and
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Name: James L. Roberts
Title: County. Administrator
Signature of Authorized Official:
Date: &:, ( g ! 19
.r_~
~/" I
~~ '"{
Subgtllnt A~ P8dcar.
EEO CeltJllCIItJon -Implementing~
Appendix 11- Page 1 of 2
SFY 2000 Drua Control and System Improvement Ft-lN'fJuJa Grant Progl'lllll
etL ~ Airel Byrne Memorial State anti Local ft~sistance
I. Slgndture Page
In witness whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
h8ve rad and understand the agreement in its entirety and have executed this agreement by their duly
authorized officers on the date, month and year set out below.
Corrections on this page, including
strike-oWIIS, whlteout, etc., are not acceptable.
state of Florida
Department of Community Affairs
Bureau of Community Assistance
~. f""\(\
\i ~.vt';J
\ -.J o,J
\
\
By: ~~ ~~ ~ LA J .l.o,Q~
Type Name and Title: Clayton H. Wilder, Community Program Administrator
~.: )~-"c ~
Date:
I ~ -\ -- ~9
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chainnan, Mayor, or Designated Representative)
By:
.-.- ----~ .-~. ~
... .~/
----------- -=------ --=--c__ r__. _~. {
~~ \ ---
"
Type Name and Title: James L. Roberts, Monroe County Administrator
_ t-/i-/c;9
Date:
FEID Number: 59 6000749
Implementing Agency
Offtcial, Administrator or Designated Representative
B~ ~L~-~
Type Name and TItle: James L. Roberts, Monroe
Date: ~ ! ~ I Q 9
County Administrator
!;uhn""rt,t Jlrvtlil-_lWtlt
fCAJ~ (JL.,
il(l(cr'Cj
ATTACHMENT 6
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
nata Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Intercompany allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed.
If a Payroll Journal is provided, it should include:
· Dates
· Employee name
· Salary or hourly rate
· Total hours worked
· Withholding information and payroll taxes
· Check number and check amount
-!'
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice is
required and a sample of the finished product.
Supplies, Services, etc.
For supplies or services ordered vendor invoice.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida "Voucher for Reimbursement of Travel
Expenses". Travel must be submitted in accordance with Florida Statute 112.061. Credit card.
statements are not acceptable documentation for reimbursement. If attending a conference or
meeting a copy of the agenda is needed.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the vendor invoice. Fuel purchases should be documented
with paid receipts.
Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a taxi from
one's residence to the airport for a business trip is not reimbursable.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
A detail list of charges is required on the lodging invoice. Balance must be zero. Room must be
registered and paid for by traveler. The County will only reimburse the actual room and related
bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon
and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while on
County business. An odometer reading must be included on the state travel voucher for vicinity
travel. Mileage is not allowed from a residence or office to a point of departure. For example,
driving form one's home to the airport for a business trip is not a reimbursable expense.
Non allowable Expenses
The following expenses are not allowable for reimbursement:
· Capital outlay expenditures (unless specifically included in the contract)
· Contributions
· Depreciation expenses (unless specifically included in the contract)
· Entertainment expenses
· Fundraising
· Non-sufficient check charges
· Penalties and fines
Revised 9/99
AITACHMENT ..
HUMAN SERVICE ORGANIZATION
LEITERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Human Service Onzanization name) for the time
period of 05/01/99 to 05/31/99.
Check # Payee Reason Amount
101 Realty Co. May rent $ 1,500.00
102 Electric Co. May utilities 250.00
103 Phone Co. May phones 50.00
104 John Doe PIR ending 05/14/99 800.00
105 John Doe PIR ending OS/28/99 800.00
(A) Total S 3..400.00
(B) Total prior payments $ 4,500.00
(C) Total requested and paid (A + B) $ 7,900.00
(D) Total contract amount $15,000.00
Balance of contract (D-C) ~ 7..100.0q
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organizations' contract with the Monroe County Board of County
Commissioners and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn and subscribed before me the _ day of 199912000.
Notary Public Notary Stamp