Item N4
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 15,2001
Division:
County Administrator
Bulk Item: Yes ---K- No
Department: County Administrator
AGENDA ITEM WORDING:
Approval of a Memorandum of Agreement with the State of Florida for the purpose of providing
funding on behalf of the Monroe County Supervisor of Elections for upgrades to or purchase of
tabulation equipment.
ITEM BACKGROUND:
The State is making available funds that will assist the Supervisor of Elections in carrying out his
responsibilities at the next election. It is necessary for the County to sign the Agreement and accept the
funds when available. Those funds are then to be made available to the Supervisor of Elections.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:
-0-
BUDGETED: Yes
No
COST TO COUNTY: -0-
REVENUE PRODUCING: Yes~ No
AMOUNT PER Year $123,750 One time amount
APPROVED BY: County Atty ~ OMB/Purchasing-X-
Risk Management X
DIVISION DIRECTOR APPROVAL:
-::=/~~
James L. Roberts
DOCUMENTATION:
Inc1 uded X
To Follow_
Not Required_
DISPOSITION:
AGENDAITEM#~
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
-
Contract with: State of Florida Contract #
Effective Date:
Expiration Date:
Contract Purpose/Description:
Memorandum of Agreement to provide funding on behalf of the Monroe County
Supervisor of Elections for upgrades to or purchase of tabulation equipment.
Contract Manager: Debbie Frederick 4741 County Administrator - # 1
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 8/15/01 Agenda Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $ -0-
Budgeted? YesD No 0 Account Codes:
Grant: $
County Match: $
Current Year Portion: $
- - -
----
- - -
----
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, ianitorial, salaries, etc.)
- - -
----
CONTRACT REVIEW
Date In
Division Director </"3-w(
Risk Mana~e~nt 8"'-1 Lf' 0 I
~gep'l/o/
County Attorney
Changes
Needed
YesD Nocg]
YesDNola ~1).
YesDNo~ti
Date Out
<f-, 3......,
e-Ji,o
YesDNoD
Comments:
OMS Form Revised 2/27/01 Mep #2
AUG-14-01
15,22 FROH,HONROE COUNTY ATTV OFFICE
10,3052823518
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
PAGE
1/2
CONTRACT SUMMARY
Con1r4Ct with: State of Florida Contract #
.' "
Effective Date:
Ex.piration Date:
Contract PurposelDescription:
Memorandum of Agreement to provide funding on behalf of the Monroe County
Suoervisor of Elections for uDfiades, to or purchase of tabulation cquiJ)mcol.
,-
ContraCt Manager: Debbie Frederick 4741 County Administrator - # I
(Nome) (Ext.) (Department/Stop #)
for BOCC meetine. on 8/15/01 Al!enda. Deadline:
CONTRACT COSTS
Total Dollar Value ofContl8ct: S -0-
Budgeted? yesO No 0 Account Codes:
Grant: $
County Match: $
Cwrcnt Year Pornoll: S
- - - .
-----
- - - -
-------
.. - - -
-----
- - - -
------
ADDITIONAL COSTS
Estimated Ongoing Costs: S--1yr For: '
(Not inc:luded in dollar value abOve)- (or.. maintenance. \1\ili1ies. imit.orlal, SaWlCS, cteJ
CONTRACT REVIEW
Comments:
Date In
Division Director 4"3--.(
Ri'kAMana~ ~ I '1-D I VesO Nola
~D&t(I'I/OJ YesONo
County Attorney 'i!;-/~-Ie, YesO No~
OMB Form Revised 2/27/01 MCP 112
......
utWDU O~ $~~aQOH , s.wer
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Date Out
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HARRY L. SAWYER, JR.
Supervisor of Elections
Monroe County, Florida
RECEIVED
Mr. Jim Roberts
Monroe County Administrator
Jr. College Rd.
Key West, Florida 33040
JUL 3 0 2001
j
COlJNTY ADMINISTRATOR
Monday, July 30, 2001
Dear Mr. Roberts:
Please find enclosed one of the contracts that I mentioned concerning the Grants that the
Legislature has allocated for each county. These funds are to be used for the purpose
stated in the contract.
This contract provides funds for upgrades to or the purchase of tabulation equipment.
The next contract is for voter education and poll worker training. These funds are to be
made available to the Supervisor as soon as the county receives them. I mention this
because we are facing time constraints as next years elections are getting closer with the
passing of each month.
The Division of Elections has asked that I get the contracts signed and back to them
ASAP. As soon as the appropriate authority signs it, please send it to me and I will pass
it on to the Division of Elections.
Thank you for your assistance,
Key West Office: S]O Whitehead Street. Key \Vl'st. FlOrida 3311 \(),l,,; 17 . ,)/1,; .!1).!311li
Marathon Office iMM 50,5): Marathon Government Annex' ~~JO ti3rd St.. Ocean. Suite no. ~larathon. Florida 33050' (305; :28Y,6017
Plantation Key Office (MM 88,51: Plantation Key Government Center. KKK:20 Overseas Highwav . Tavernier, FlOrida 33070 . :3(5) H52,71Oti
MEMORANDUM OF AGREEMENT
This agreement, effective as of _ day of , 2001, is by and between, the
State of Florida, Department of State, Division of Elections ("Department"), the address
of which is 400 S. Monroe, Room 1801, Tallahassee, Florida 32399 and Monroe County
Board of County Commissioners ("County") the address of which is 5100 Junior College
Road, Key West, Florida 33040.
WHEREAS, section 76, of Chapter 2001-40, Laws of Florida, provides for the
disbursement of funds to be used for voting systems assistance.
I. Governing Law
Funds appropriated to the Division of Elections of the Department of State in the
2001-2002 General Appropriations Act for Voting Systems Assistance shall be
distributed to the counties in the following manner:
1. Counties having a population of 75,000 or fewer based on the 2000 census
shall receive a total of $7,500 per precinct based on the number of precincts as certified
by the Department of State for the 2000 General Election, to be distributed in two equal
installments.
2. All other counties shall receive a total of $3,750 per precinct based on the
number of precincts as certified by the Department of State for the 2000 General
Election, to be distributed in two equal installments.
ll. Disbursement
Each county shall receive a sum certain as provided above and outlined in
Appendix A. The first installment shall be paid as soon as possible after the execution of
this agreement. Subject to availability of funds as appropriated by the Florida
Legislature, a separate agreement shall be executed for the disbursement of the second
installment.
m. Audits
The administration of funds awarded by the Department of State to the County
may be subject to audits and monitoring by the Department of State, as described in this
section.
1. In the event that the County expends a total amount of State awards (i.e.,
State financial assistance provided to the County to carry out a State project) equal to or
in excess of $300,000 in any fiscal year in accordance with Section 215.97, Florida
Statutes, applicable rules of the Executive Office of the Governor and the Comptroller,
and Chapter 10.600, Rules of the Auditor General. Appendix A to this agreement
indicates State funds awarded through the Department of State by this agreement. In
determining the State awards expended in this fiscal year, the County shall consider all
sources of State awards, including State funds received from the Department of State,
except that State awards received by a non-state entity for Federal program matching
requirements shall be excluded from consideration.
2. In connection with the audit requirements addressed above, the County
shall ensure that the audit complies with the requirements of Section 215.97(7), Florida
Statutes. This includes submission of a reporting package as defined by Section
215.97(2)(d), Florida Statutes, and Chapter 10.600, Rules of the Auditor General.
3. If the county expends less than $300,000 in State awards in its fiscal year,
an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes,
is not required. In the even that the County expends less than $300,000 in State awards
in its fiscal year and elects to have audit conducted in accordance with the provisions of
Section 215.97, Florida Statutes, the cost of the audit must be paid from non-State funds
(i.e., the cost of such an audit must be paid from County funds obtained from other than
State entities).
4. The Internet web addresses listed below will assist the County in locating
documents referenced in the text of this agreement and the interpretation of compliance
Issues.
State of Florida Department of Banking and Finance (Comptroller)
htto:/ /www.dbf.state.fl.us
State of Florida Office of the Auditor General Rules Index
http://www.state.fl.us/audgenlpages/rulepage.htm
State of Florida Legislature (Statutes, Legislation relating to the Florida Single
Audit Act) htto://www.1eg.state.fl.us
IV. Report Submissions
Copies of reporting packages required by PART III of this agreement shall be
submitted by or on behalf of the County directly to each of the following:
1. The Department of State at the following address:
Department of State
Division of Elections
The Capitol, Room 1801
Tallahassee, Florida 32399-0250
AUG-14-01 15,23 FROH,HONROE COUNTY ATTY OFFICE
10,3052923516
PAGE
2/2
2. The Auditor General's Office at the following address:
State of Florida Auditor General
Room S74, Claude Pepper Building
III West Madison Street
Tallahassee. Florida 32302-1450
V, Record RetendOD
The CountY shan retaiD sufficient records demonstrating its complillDCC with the
terms of the agreement for a period of five (5) years from the date the audit report is
issued. and shaIl allow the Dcparbnenl of Slate, or its desigJHlO, lIL'OeSS to such records '
upon request. The County shall ensure that audit work.ing papeR lire made available to
the Department of state. or its designee, upon request for a period of five (S) years from
the date the audit report is issued. unless extended in writing by the J)epartment of State.
IN WITNESS THEREOF. the parties have caused this Agreement to be executed
by their undersigned officials as duly authorized
Department of State, Division ofEleclions:
County Commission:
By:
By:
Division Director
Typed name and title
Witness
Witness
Date
Date
...~
~~C~_~I::'-en~
Ul~a~ a~ 5~~aQa~ , sawer
~81:&O 10 ~1 2n~
TOTAL STATE
2000 CENSUS NUMBER OF STATE FUNDING FUNDING FOR
COUNTY POPULATION' PRECINcW PER PRECINCT COUNTY
AlACHUA 217 955 53 $3.750 $198.750
BAY 148,217 47 $3,750 $176.250
BREVARD 476,230 177 $3,750 $663,750
BROWARD 1 623.018 618 $3,750 $2 317,500
CHARLOTTE 141.627 63 $3750 $236.250
CITRUS 118.085 35 $3.750 $131.250
CLAY 140.814 51 sa750 "91.250
COlliER 251,377 96 $3,750 $360.000
DUVAL 778.879 268 13750 ".005,000
ESCAMBIA 294 410 108 $3.750 S405,ooo
HERNANDO 130,802 51 $3,750 $191 250
HIGHLANDS 87,386 24 $3.750 S90.000
HILLSBOROUGH 998,948 320 $3750 '1,200.000
INDIAN RNER 112947 38 $3.750 $142500
LAKE 210.528 86 $3750 S322.600
LEE 440,888 150 $3750 $562.500
LEON 239,452 95 $3750 S356.25O
MANATEE 264,002 135 $3,750 $506,250
MARION 258.916 96 $3,750 S360.000
MARTIN 126,731 40 $3750 "50,000
MtAMI-OADE 2,253.362 817 $3.750 $2,313,750
MONROE 79.589 33 $3750 $123.750
OKALOOSA 170,498 48 $3750 "80,000
ORANGE 896,344 231 $3.750 $866.250
OSCEOLA 172 0493 66 $3,750 5247,500
PAlM BEACH 1.1311lM 531 $3,750 ".991.250
PASCO 344.765 132 13,750 1495.000
PINElLAS 921.-482 345 $3,750 " 293 750
POLK <483.924 163 $3750 $811,250
SANTA ROSA 117743 36 $3.750 $135,000
SARASOTA 325,957 142 $3.750 S532 500
SEMINOLE 365,196 133 $3.750 5498,750
ST. JOHNS 123.135 57 $3,750 1213750
ST, LUCIE 192 695 78 $3,750 1292.500
VOlUSIA 443,343 172 $3750 5845,000
SUBTOTAL
LARGE COUNTIES - POPULATION OVER 75,000
SUBTOTAL
TOTAL STATE FUNDING ALL COUNTIes
AMOUNT APPROPRIATED FOR 2001-2002
AMOUNT APPROPRIATED FOR 2002-2003
1 SOUrce: The Florid. Legislature. Office of Economic and Demographic Research:
http://www.It8t8.ft.UlledrlPopuIetionlcensus_counts.xls
2 Source: Florida Department of State, Division of Elections:
http://election,dOl.Itate.f1.Ullpdfl2OOOvoterregl2OOOgenraee.pdf
AppendIx A.xll SB 11111f.i12OO110:01 AM
14,017,600
S20.00I,2IO
124,083,710
$12,0<46,875
512,046,875
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