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94-CJ-1Z-11-54-01-121BRANCH OFFICE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 Amp I. Ito age CLERK OF THE CIRCUUT COURT MONROE COUNTY 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 MRM O RANIDUM TO: Division of Management Services c/o County Administrator Attn: Mary Broske, Director Grants Management FROM: Isabel C. DeSantis, Deputy Clerk DATE: November 29, 1993 BRANCH OFFICE 88820 OVERSEAS HIGHWAY PLANTATION KEY, FLORIDA 33070 TEL. (305) 852-7145 On November 10, 1993, the Board approved the following: Adoption of Resolution 457-1993, authorizing the execution of the Department of Community Affairs FY 94 Anti -Drug Abuse Grant Agreement for the Monroe County Sheriff's Department Drug Abuse Resistance Education Program. Adoption of Resolution 458-1993, authorizing the execution of the Department of Community Affairs FY 94 Anti -Drug Abuse Grant Agreement for Program Administration. Adoption of Resolution 459-1993, authorizing the execution of the Department of Community Affairs FY 94 Anti -Drug Abuse Grant Agreement for the Key West Police Department Drug Abuse Resistance Education Program. Adoption of Resolution No. 460-1993, authorizing the execution of the Department of Community Affairs FY 94 Anti -Drug Abuse Grant Agreement for the Monroe County Pre-trial Service's Drug Diversion and Treatment Program. ' Adoption of Resolution No. 473-1993, authorizing the execution of the Department of Community Affairs FY94 Anti -Drug Abuse Grant Agreement for the Life Center Foundation Alcohol Drug Recovery Lawton Chiles Governor State of Florida Department of Community Affairs Division of Housing and Community Development Bureau of Community Assistance The Rhyne Building 2740 Centerview Drive Tallahassee, Florida 32399 SUBGRANT AWARD CERTIFICATE Subgrantee: Monroe County Board of Commissioners Date of Award: n,-T 0 4 190.3 Grant Period: From: 10/01/93 To: 09/30/94 Project Title: Monroe County Drug Abuse Resistance Education/SRO Grant Number: 94-CJ-lZ-11-54-01-121 Federal Funds: $55,767.00 BGMTF Funds: State Agency Match: Local Agency Match: $18,589.00 Total Project Cost: $74,356.00 Program Area: 001 Linda Loomis Shelley Secretary 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, regulations, and conditions as contained in the Financial and Administrative Guide for Grants, Guideline Manual 7100.1D, Office of Justice Programs, Common Rule for State and Local Governments and A-87, or OMB Circulars A-110 and A-21, in their entirety. It is also subject to such further rules, regulations and policies as may be reasonably prescribed by the State or Federal Government consistent with the purposes and authorization of P.L. 90-351, as amended, and P.L. 100.690. SUBGRANT AWARD CERTIFICATE (CONTINUED): This grant shall become effective on the beginning date of the grant period, provided that within 30 days from the date of award, a properly executed Certificate of Acceptance of Subgrant Award is returned to the department. Author zed Official Clayton H. Wilder Community Program Administrator Bureau of Community Assistance Date [X]This award is subject to special and/or standard conditions (attached). BPSM Revised 7-1-79 .'7l..dl.0 VL [' 1lJt lu4 Department of Community Affairs Division of Housing and Community Development Bureau of Community Assistance The Rhyne Building 2740 Centerview Drive Tallahassee, Florida 32399 SPECIAL CONDITIONS Grantee (Name of SPA): Bureau of Community Assistance Grant Number: 94-CJ-lZ-11-54-01-121 Grant Title: Monroe County Drug Abuse Resistance Education/SRO In addition to the general conditions applicable to fiscal administration, the grant is subject to the following Special Condition (s): SPECIAL CONDITION(S): 1. Prior to drawdown of federal funds reflected in the Contractual Services Budget Category, the subgrantee must receive sole source approval from the Office of Justice Programs, Washington, D.C., for the contract with the Guidance Clinic of the Middle Keys, Incorporated. 2. Prior to drawdown of federal funds for Contractual Services, the subgrantee must submit the proposed professional services contract between Monroe County and the Guidance Clinic of the Middle Keys, Incorporated, to the Department of Community Affairs for approval. State of Florida Department of Community Affairs Division of Housing and Community Development Bureau of Community Assistance The Rhyne Building 2740 Centerview Drive Tallahassee, Florida 32399 CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD The subgrantee, through its authorized representative, acknowledges receipt and acceptance of subgrant award number 94-CJ-lZ-11-54-01-121 in the amount of $55,767, for a project entitled: Monroe County Drug Abuse Resistance Education/SRO for the period of 10/01/93 through 09/30/94, in accordance with the statement of work contained in the subgrant application, and subject to the Department of Community Affairs' conditions of agreement and special conditions governing this subgrant. ture of Authorized Official) Jack Landon - Mayor/Chairman (Typed Name and Title of Official) DCA-CJ Form 1 (June, 1985) ATTEST: DANNY L. KOLHAGE, CLERK Bya C. & t, Deputy Cleek Novenber 10, 1993 (Date of Acceptance) JON 1,k 14;kv State of Florida Department of Community Affairs Bureau Of Public Safettyy anagement Sub rant A tication for Federal Antl-Dru Abuse Act Funds il%_A contract Number: 94-CJ-1 - UNIQUE ID NO. A. Names & Addresses 1• Continuation ofPrelious Subgrant? (Check One) Yes X No 2• Prellious Subgrant, State Project ID Number (If Yes In 1. Above). 3 •. - 01 z • Subgrant Recipient. Monroe County Board of Commissioners — Chief Elected Official: Jack London Title: Chairman, Monroe County Board of Commissioners Address: The Alamo Office Building Zip Code: Summerland Key, FL 33042 Area Code And Telephone Number (305 1745 / 1554 Area Code And Fax Phone Number (305 )' / 4401 4. Chief Financial Officer. Danny Kohlage .Chief Financial OMcer: Danny Kohlage Title: Clerk, Monroe County Address: 500 Whitehead Street Zip Code: Key West, FL 33040 Area Code And Telephone Number Area Code And Fax Phone Number (305) 294/ 4641 (305 ) 29d 1864 s• Implementing Agency. (Government Agency Responsible for Project) Chief Executive Officer: Richard Roth Title: Sheriff, Monroe County • Address: 530 Whitehead Street Zip Code: Key West, FL 33040 Area Code and Telephone -Number ( 305) 296 / 2424 Area Code and Fax Phone Number - (305 )292 /7070 Al 6. Project Director. (Employee of Governmental Implementing Agency) Name: Greg Artman Title: Community Relations Director Address:530 Whitehead St Zip Code Key West, FL 33040 Area Code and Telephone Number (305) 292/ 7086 Area Code and Fax Phone Number (305 )292 / 7070 B. Administrative Data 7. Project Title. 8. For Period. Period Month Day Year Beginning 10 01 1993 Ending 9 30 1994 9. Is the Subgrantee or the Implementing Agency a Member of a Local Criminal Justice Advisory Council or Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for a description 'of board responsibilities.) (Check One) Yes X No I- C. Fiscal Data 10. (If other than a Chief Financial Officer) Remit Warrant to: GRants Management Department Monroe County 11. Vendor # (Enter Federal Employer Identification Number): 59-6000749 12. SAMAS # (Enter if you are a state agency): 13. Award. Budget Category Federal Match Total Salaries and Benefits 29,080 9,693 38,773 Contractual Services 26,277 8,759 35,036 Expenses 410 137 547 Operating Capital Outlay Data Processing Indirect Costs . Totals 55,.76.7 18,589 74,356 14. Will the Project Accrue Project Generated Income? (See Section H 14. for a definition of "Program Income") (Check One) Yes No X D. PROBLEM IDENTIFICATION AND PROPOSED SOLUTION IN A MAXIMUM OF TWO (2) TYPED PARAGRAPHS, BRIEFLY DESCRIBE A SPECIFIC PROBLEM TO BE ADDRESSED WITH SUBGRANT FUNDS-- IF YOU ARE SEEKING FUNDS TO CONTINUE EXISTING PROJECT ACTIVITIES, DESCRIBE ANY GAPS BETWEEN CURRENT AND DESIRED PROJECT RESULTS. IN A MAXIMUM OF TWO (2) TYPED PAGES, BRIEFLY DESCRIBE HOW PROJECT ACTIVITIES WILL ADDRESS THE TARGETED PROBLEM. DESCRIBE WHO WILL DO WHAT, WHEN, WHERE ANQ HOW. START BELOW AND USE CONTINUATION PAGES AS NECESSARY. One of the ways. in which the Monroe County Sheriff's Office continues tc address the drug problem is through demand reduction education by way of d program in which law enforcement officers participate. This is achieved b. the School Resource Officer/DARE Program, which has been in existence i .Monroe County for four years. The drug problem in Monroe County is noy isolated in any particular area, age group, or ethnic background. This apparent in the numerous enforcement operations undertaken by the Sheriff' - Officer those arrested were from all walks of life. Florida Department o: Law Enforcement (FDLE) released the 1991 Crime in Florida Report whic: indicates that juveniles continue to play an alarming role in Florida crime. Juvenile arrests for serious crimes were up 12.5% during-1991 as compared t( the previous year. Since 1989, the number of juveniles arrested for seriou:1 or index crimes has increased 21.5%. On an average, a juvenile was arrested every other day for murder in Florida during 1991. FDLE Commissioner Jame: T. Moore states "It's become abundantly tlear that our efforts need to focu. on our youth to stop this crime bandwagon that apparently has become a way 0:1 life for many of our youngsters." Historically, the Monroe County Juvenilex Justice System has had few alternatives for juveniles involved with substanc,` abuse related crimes. The DARE Program works at the middle school level t teach demand reduction education. Little organized effort has been put int= the high schools. Drug smuggling in the Florida Keys is a long standing tradition and permeate} all segments -'of the local society. It is, and has-been a virtual way of lif` for a large segment of transient; as well as permanent population. 75% oe ---the entire jail population of Monroe County is the direct or indirect resul- of drug involvement. Cooperation with law enforcement has been margina' largely due to close-knit family ties. The most severe indicator of th extent and depth of the problem is that children in Monroe County's middlt- schools and high schools have been identified as dealers and carriers anq- Florida has no approved DARE curriculum for grades nine through twelve. Thi.11 existing attitude along with the fact that, in many hom,3s, children do no receive realistic drug information or methods of coping appropriately wit: today's peer pressure, cannot fail to have an influence on the County's mosl impressionable citizens, its youth. Grades 7 through 12 at the Marathon Hig' School consist of approximately 550 students. Statistics reflect than approximately 7% of the students in grades 7 and 8 have been involved i. school related disciplinary events which evolved substance abuse relatet issues during the current school year. The staff of the DARE Program ha` focused its activities on grade 7 and because of staffing limitations iy unable to provide services to the higher grades. We feel that it is critical to the long term success of this program to provide or offer services t those who have completed the DARE program 2 years ago and now find themselvet in high school with new or added pressures and opportunities for drug/alcohc'' use. . D. Proposed Solution: Enforcement and education are the two primary areas the Monroe Countyf Sheriff's Office has used to deal with the county's drug problem. Although! enforcement is the traditional role, society is coming to realize that; enforcement is not slowing. or altering the problem. The trafficking of illegal drugs continues to.flourish with far-reaching consequences. The; other arena in which the Sheriff's Office participates is education. Lawl enforcement has realized that reduction in the drug trade can only be affected by stemming demand, especially among tomorrow's users. If enthusiasm and support shown for the program are indicative of success, thenf the DARE/SRO Program can be claimed as a winner. Teachers, students and parents all have embraced the program. Sponsored events have been well attended and applauded. School with SRO's consider the officers to be a bonus and benefit to both the students and the community. The program has the support of the Anti=Drug Abuse Policy Advisory Board, the; Drug Free School Council, the Monroe County Board of County Commissioners,, the Monroe County School Board and the County's two major municipalities. . The SRO/DARE Program allows the law enforcement officer to influence andj educate youth at two levels. The School Resource Officer (SRO), by his# regular presence in the school, promotes trust and communication between the; student and the "cop", between the faculty and the "cop", proliferates thek good image of all law enforcement and serves as a deterrent to drug related{ activities on school premises, thus creating a safer school atmosphere. The, SRO is trained in methods and procedures, to relate with and educate his; students. The School Resource Officer spends a portion of his time on SRO! activities and law enforcement education. The majority of his time is spent` on teaching implementing, and reinforcement the DARE Program. Through DARE - Drug Abuse Resistance Education, the SRO helps students, recognize and resist the many subtle pressures that influence them to experiment with alcohol, marijuana and other drugs. In addition, the program strategies and planned activities focus on feelings relating to self-bsteem,a interpersonal and communication skills, risk assessment, critical thinking,, decision making and positive alternatives to drug abuse behavior. "Bye helping students develop self -management and resisting skills, DARE is in the --forefront of innovative programs assigned to give young people the facts and`: to "inoculate" them against peer pressure." 1 The DARE 'core curriculum targets 5th or 5th grade elementary students who; will be entering junior high the following year. The curriculum consist of seventeen .weekly lessons. Classroom activities emphasize student' participation and role-playing activities. In addition to the DARE corer curriculum; the DARE Officer will conduct as many visitation lessons in' grades K-4 as his schedule will allow. He will cover personal safety,: obeying the laws, the effects of and differences between medicines and "drugs". In Junior High, the DARE Officer reinforces the lessons of the;: previously taught curriculum. The officer will work closely with counseling'' staff on a variety of activities and will take part in individual and group' discussions with at -risk. students will attend or sponsor school social[ activities. During the course of the day, the DARE Officer spends time on the playground,; cafeteria, school assemblies and, in general, interact with students informally. He, in essence, becomes a member of the faculty and a friend; they can trust. In this setting, st»riimnts feel free to discuss problems at home'and in their communities, ranging from substance abuse, neglect, etcz The officer will then make referrals to the school or appropriate social agencies. The SRO/DARE Officer also conducts principal/teacher orientations at the beginning of the school year in order to explain and acquire them support for the DARE curriculum. In this way the administration and teachin staff can reinforce DARE objectives throughout the course of the school day.; Involvement with parents, civic organizations and the community in general i also a very important element of the SRO Program. At the outset of studen{ participation in DARE, a presentation is made explaining the program an providing substance abuse information. Ways to improve communication skills within the family, recognizing and dealing with substance abuse at home, an community resources available, are some of the topics which are covered Meetings are held with interested groups within the community, supplyin`= information and soliciting support for the program. The Alcohol Drug Education Program for the alcohol, drug and HIV education program consists of two components. Teens (ADEPT) was developed to enhance of teens in the Middle Keys area. Th Component I provides alternatives for the Monroe County juvenile justic, system. The Monroe County Sheriff's Department has recently enacted t program whereby juveniles who are involved in alcohol related offenses ar, issued citations. These citations direct them into the Juvenile Alternativ Services Program (JASP) which operates from the Office of the Monroe Counts State Attorney. These juveniles are -given alternatives which may involv community service, participation in the ADEPT education program, or, as final alternative, processing through the juvenile justice court systemk This component of the ADEPT program will be conducted at The Guidance Clini of the Middle Keys and will consi-st of twice weekly meetings over a period oll six weeks. Pre and post knowledge tests will be used to access learning Random drug screening will also be conducted at the option of the ADEP Coordinator. • Component II -.of the project involves presentation of educational miteria.€ with -pre and post knowledge tests, to the Marathon High School and Middy School grades 7 through 12. This project is to function in close cooperatio with the DARE Program which is currently operated by the Monroe Count; Sheriff's Department. The officer who conducts DARE will work in clos cooperation with the ADEPT coordinator and the material presented through th ADEPT program is planned as an educational extension of the activities of thq DARE Program. At present, the impact of the DARE Program -at -the middle an high school is limited because the DARE officer is scheduled at the schoo_ only one day per week. 1. Implementing Project DARE: Drug Abuse Resistance Education. U.S Department of Justice, Bureau of Justice Assistance. June, 1988. pg.l. 1 w E. Program Objectives and Performance Measures Complete uniform program objectives and performance measures (found in Appendix XV) for the federally authorized program area you want to implement. Your application is not complete without them and an incomplete application will not be considered for subgrant funding. Start below and use continuation pages as necessary, Program descriptions and definitions used for authorized program area I 1 and 13 projects are found in state rules known as Minimum Standards for Alcohol Prevention and Treatment and Drug Abuse Treatment and Prevention programs (Chapter 10E--16, Florida Administrative Code). These are minimum standards for state licensed drug abuse programs. Program Area 1 Drug Reduction Education General Information: Program Objective 1.1: To assign 1 law enforcement officers to teach drug abuse resistance education (DARE). Program Objective 1.2: To provide 4 in-service orientations to teachers. Program Objective 1.3: To provide 6 parent education meetings. Program Objective 1.4: To provide 20 community presentations. DARE Visitation Instruction for Kindergarten through 4th Grade: Program Objective 1.5: To provide DARE visitation instruction in 3 schools to kindergarten through 4th grade classes. Program Objective 1.6: To provide DARE visitation instruction in --28— kindergarten through 4th grade classes Program Objective 1.7: To provide 90 hours of DARE visitation instruction to kindergarten through 4th grade classes. Program Objective 1.8: To provide DARE visitation instruction to 525kindergarten through 4th grade students who completed the course of instruction. DARE Exit Grade Core Curriculum Instruction in the 5th and 6th Grades: Program Objective 1.9: To provide DARE exit grade core curriculum instruction in 3 schools to 5th and 6th grade classes. Program Objective 1.10: To provide DARE exit grade core curriculum instruction in 4 5th and 6th grade classes Program Objective 1.11: To provide AFL hours of DARE exit grade core curriculum instruction to 5th and 6th grade classes. Program Objective 1.12: To provide DARE exit grade core curriculum instruction to 100 5th and 6th grade students who completed the course of instruction. 48 E. Program Objectives and Performance Measures (continued) The following are'the objectives and performance measures for the contractual services (ADEPT Program). The program area selected doe§ not have uniform program objectives; however, listed below are the objectives and measures which have been developed. Obiective #1 To establish a substance abuse/HIV education program at Marathon High school. Performance Measures: Document implementation procedures per buidelines of the subcontractor. Obiective #2- To present ADEPT educational program to a minimum of 60% of the students at Marathon High School grades 7 -12 Performance Measures: . Document. demographic information and class attendance. Objecti_ ive #3: To establish pre -training knowledge of drug -alcohol -HIV information. Performance Measures: Administration of pre -training knowledge test. Objective #4: To objectively quantify learning generated by participation In ADEPT. ` Performance Measures. Comparison of pre and post knowledge test scores.•-•' : E. Program Objectives and Performance Measures (continued). Objective #5• To refer students identified as 'high rlsk" for substance abuse to participate in additional group experience and/or treatment as appropriate. Performance Measures: Document the number of students referred. - Obiective #6: To refer students who request HIV testing to Guidance Clinic of the Middle Keys HIV testing/counseling program. Performance Measures: Document the number of students referred. -- ..T.r.�T- �� _ • i? r•. f_ry 1rYaS ?a. t �•l t�•'a ��.j„.'C 7Lf i � � F. • Project Budget Schedule The Project Budget Schedule includes six Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO), Data Processing Services, Indirect Costs) and Total Project Costs. Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits 29,080 9,693 38,773 Contractual Services 26,277 8,759 35,036 Expenses 2+10 137 547 Operating Capital Outlay Data Processing Indirect Costs Totals 55,..70 18, 589 74, `356 (G.) Page 1 of 2 s G. Project Budget Narrative You must describe line items for each applicable Budget Category that you are requesting subgrant funding. Provide sufficient detail to show cost relationships to project activities. In addition, describe sources of matching funds. Start below and use continuation pages as necess PEA$QN4 SERVICES — WISNIOSKI Salary 27,655 1.8% COLA 498 Retirement 7,776 FICA 2,154 Incentive 240 Prof. Ins. 450 Total Personal Services 38,773 EXPENSES: Education/Training Tuition 200 Travel 100 Per Diem 100 Educational Materials 147 Total Expenses 547 SUBTOTAL `•: 39,320 CONTRACTUAL SERVICES: Guidance Clinic of the Middle Keys Salary 23,000 FICA 1,760 Retirement 1,380 Insurance 3,708 29,848 EXPENSES: Rent 2,138 Seminar Registration Fee 600 Travel & Per Diem 900 Students books and Pamphlets 300 Movies 1,250 5,188 SUBTOTAL GRAND TOTAL 35,036 74,.356 WWWWWWW (G.) page 2 of 2 G. Project Budget Narrative (cont.) You must describe line items for each applicable Budget Category that you are requesting subgrant funding. Provide sufficient detail to show cost relationships to project activities. In addition, describe sources of matching funds. Start below.and use continuation Pages as necess Federal Support 55,767 Project Match 18,589 Total 74,356- =cassass Matching Funds will be provided by the Monroe County Board of County Commissioners. H. Acceptance and Agreement All persons involved in or having administrative responsibility for the subgrant must read these "Acceptance and Agreement" conditions. This "Acceptance and Agreement" (Section H) roust be returned as part of the completed application. Note Condition No. 13: Only project costs incurred on or after the effective date of this agreement and on or prior to the termination date of a recipient's 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 Public Safety Management. 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 a city, county or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). 1. Reports A. Project Performance Reports: The recipient shall submit department Quarterly Project Performance Reports to the bureau by February 1, May 1, August 1, and November 1 covering subgrant activities during the previous quarter. . The recipient shall submit an Annual Project Performance Report, for each twelve (12) month period of project activities. This report shall be submitted to the bureau within thirty (30) days after the end of the original twelve (12) month period. The last quarterly report shall be submitted with the annual report. In addition, if the subgrant award period is extended beyond twelve (12) months, additional Quarterly Project Performance Reports shall be submitted as well as a Final Project Performance Report. The latter report shall cover the entire time frame of project activities and is due within thirty (30) days after the end of the extended period. B. Financial Reports: The recipient shall submit Monthly Financial Claim Reports [DCA-NA 3 (A-G, Revised January 1991)] to the bureau. A final Financial Claim Report and a Criminal Justice Contract (Financial) Close -Out Package shall be submitted to the bureau within forty-five (45) days of the subgrant termination period.. Such claim shall be distinctly identified as "final". Before the "final" claim will be processed, the recipient must submit to the department all outstanding project performance reports and must have satisfied any pending special conditions. Failure to comply with the above provisions shall result in forfeiture of reimbursement. The recipient shall submit department Quarterly Project Generated Income Reports to the bureau by February 1, May 1, August 1, and November l covering subgrant generated income and expenditures during the previous quarter. (See 14. Program Income). C. Other Reports: The recipient shall submit other reports as may be reasonably required by the bureau. All required reports, instructions, and forms shall be distributed with the subgrant award. 2. Fiscal Control and Fund Accounting Procedures The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall be disbursed according to provisions of the project budget as approved by the bureau. All expenditures and cost accounting of funds shall conform to Office of Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100. ID, U.S. Department of Justice Common Rule for State and Local Governments), and in federal Office of Management and Budget's 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. Compliance with "Consultant's Competitive Negotiation Act" The recipient, when applicable, agrees to satisfy all requirements provided in Section 287.055, Florida Statutes, known as the "Consultant's Competitive Negotiation Act". 4. Approval of Consultant Contracts The department shall review and approve in writing all consultant contracts prior to employment of a consultant. Approval shall be based upon the contract's compliance with requirements found in the Office of Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100.ID, U.S. Department of Justice's Common Rule for State and Local Governments), and in applicable state statutes. The department's approval of the recipient agreement does not constitute approval of consultant contracts. 5. Allowable Costs Allowance for costs incurred under the subgrant shall be determined according to "General Principles of Allowability and Standards for Selected Cost Items" set forth in the Office of Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100. ID, U.S. Department of Justice's Common Rule for State And Local Governments) and federal Office of Management and Budget's (OMB) Circular No. A-87, "Cost Principles for State and Local Governments", or OMB's 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's Common Rule for State and Local Governments, or Attachment "O" of OMB's Circular No. A-110 and Florida Law to be eligible for reimbursement. 6. 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, Florida Statutes All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes. 7. 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: A. Changes in project activities, designs or research plans set forth in this approved agreement; B. Budget deviations that do not meet the following criterion. That is, a recipient may transfer funds between budget categories as long as the total amount of transfer (increase or decrease) does not exceed ten (10) percent of the total approved budget category and the transfer is made to an approved budget line item; or, C. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by the department. D. Under no circumstances can transfers of funds increase the total budgeted award. Transfers do not allow for increasing the quantitative number of items documented in any approved budget line item. (For example, equipment. items in Operating Capital Outlay or Expense categories or staff positions in the Salaries and Benefits category.) S. Reimbursement Subject to Available Funds The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal Anti -Drug Abuse Act funds. 9. Advance Funding Advance funding is authorized up to twenty-five (25) percent of the federal award for each project according to Section 216.181(12)(B), Florida Statutes (1991); the Office of Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100.1D, U.S. Department of Justice's 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. 10. Commencement Of Project If a project has not begun within sixty (60) days after acceptance of the subgrant award, the recipient shall send a letter to the bureau indicating steps to initiate the project, reasons for delay and request an expected 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 shall determine if the reason for delay is justified or shall, at its discretion, unilaterally terminate this agreement and reobligate subgrant funds to other department approved projects. The department, %+here 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. 11. 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 same 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 contractor. 12. 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 agreement according to its terms (including any failure by the recipient to make progress in the execution of work hereunder which endangers such performance) if such failure arises out of causes beyond the control 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 unusually severe weather, but in every case the failure to perform shall be beyond the control and without the fault or negligence of the recipient. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them, the recipient shall not be deemed in default, unless: A. Supplies or services to be furnished 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 was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 13. 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 recipient's project are eligible for reimbursement. A cost is incurred when the recipient's employee or consultant performs required services, or when the recipient receives goods, notwithstanding the date of order. 14. 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' Financial and Administrative Guide for Grants (Guideline Manual 7100.ID. U.S. Department of Justice's Common Rule for State and Local Government. Reference: The Cash Management Improvement Act of 1990). 15. 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 whole or in part. In such event, the department shall notify the recipient of its decision thirty (30) dm,s in advance of the effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed prior to the effective date of such sanction. 16. 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 General 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' Financial and Administrative Guide for Grants (Guideline Manual 7100.1D, U.S. Department of Justice's Common Rule for State and Local 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, Florida Statutes, and made or received by the recipient or its contractor in conjunction with this agreement 17. Audit A. The recipient shall provide to the department one copy of an annual audit conducted in compliance with The Single Audit Act of 1984, P.L 98-502. The audit shall be performed in accordance with the federal Office of Management and Budget's Circular A-128 and other applicable federal law. The contract for this agreement shall be identified with the subject audit in The Schedule of Federal Financial Assistance. The contract shall be identified as federal funds passed - through the Florida Department of Community Affairs and include the contract number, CFDA number, award amount, contract period, funds received and disbursed. When applicable, the recipient shall submit an. annual financial audit which meets the requirements of Sections 11.45 and 216.349, Florida Statutes; and, Chapters 10.550 and 10.600, Rules of the Florida Auditor General. 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 seven months after the audit period. In order to be complete, the submitted report shall include any management letters issued separately and management's written response to all findings, both audit report and management letter findings. Incomplete audit reports will not be accepted by the department and will be returned to the recipient. C. The recipient shall have all audits completed by an independent public accountant (IPA). The IPA shall be either a Certified Public Accountant or a Licensed Public Accountant. D. The recipient shall take appropriate corrective action within six months of the issue date of the audit report in instances of noncompliance with federal laws and regulations. E. The recipient shall ensure that audit working papers are made available to the department, or its designee, upon request for a period of five 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 disallox,ed costs identified in an audit completed after such close- out. G. The completed audit reports should be sent to the following address: Department of Community Affairs Office of Audit Services 2740 Centerview Drive The Rhyne Building Tallahassee Florida 32399-2100 18. Procedures for Claim Reimbursement All claims for reimbursement of recipient costs shall be submitted on DCA NA Form 3 (A-G, Revised 1991) prescribed and provided by the bureau. A recipient shall submit claims monthly in order to report current project costs. All claims requesting reimbursement for Operating Capital Outlay (OCO) items having a unit cost of $5,000 or more and a useful life of one (1) year or more shall be accompanied by a completed non -expendable property form signed by the recipient's property custodian. If local accounting procedures require OCO reporting at a lesser amount than $5,000, local requirements shall be adhered to. All claims for reimbursement shall be submitted in sufficient detail for proper pre -audit and post -audit. All bills for fees or other compensation for services or expenses shall be submitted in detail. sufficient for a proper pre -audit and post -audit thereof. 19. 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. 20. Ownership of Data 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 Office Of Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100.1D, U.S. Department Of Justice's Common Rule for State and Local Government) or the federal Office of Management and Budget's Circular A-I10, Attachment N, Paragraph Eight (8). 21. 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 federal property management standards set forth in the Office of Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual 71003D, U.S. Department of Justice's Common Rule for State and Local Government) or the federal Office of Management and Budget's Circular A-110, Attachment N. This obligation continues as long as the recipient retains the property, notwithstanding expiration of this agreement. 22. Disputes and Appeals The department 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 appeals the department's decision, it shall be made in writing within twenty-one (21) calendar days to the secretary of the department, whose decision is final If the recipient appeals the department's decision, it also shall be made in writing within twenty-one (21) calendar days to the department's clerk (agency clerk). The recipient's right to appeal the department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth in Chapters 28-5 and 9-5, Florida Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under Chapter 120, Florida Statutes. 23. 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's Bureau of Justice Assistance or both have the privilege of visiting the project site to monitor, inspect and assess work performed under this agreement. 24. 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 bureau for its review and comment. B. Publications or printed reports covered under A. above shall include the following statements on the cover page: 1. "This report was prepared for the Florida Department of Community Affairs, Linda Loomis Shelley, Secretary, in cooperation with the U.S. Department of Justice, Bureau of Justice Assistance." 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 also 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 conclusions expressed in this report are those of the recipient and do not necessarily represent the official position or policies of the State of Florida, Department of Community Affairs, the U.S. Department of Justice, Office of Justice Assistance, or any other agency of the state or federal government." 25. 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 Public Law 89-564, Non -Discrimination Requirements of the Anti -Drug Abuse Act of 1988; Title IV of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973 as amended; Title IX of the Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non -Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, and G. The recipient and a criminal justice agency that is the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968 as amended and that they have or have not formulated, implemented and maintained a current EEO Program. Submission 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 was made. If the recipient or implementing agency meet Act criteria but have not formulated, implemented and maintained such a current written EEO Program, they have 120 days after the date this agreement was made to comply with the Act or face loss 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 Section 803 (a) of the Act, 42 U.S C. 3783 (a) and CFR Section 42.207 Compliance Information). Any state agency, county or city receiving S500,000 or more in federal Anti -Drug Abuse Act funds shall submit their equal employment opportunity plan to the bureau. 26. Criminal Intelligence System The purpose of the federal regulation published in 28 CFR Part 23 - Crimiturl Intelligence Systems Operating Policies is to assure that recipients of federal funds for the principal ur ose of operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et seq., as 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 conformance with the privacy and constitutional rights of individuals. r. The recipient and a criminal justice agency that is the implementing agency agree to certify that they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control and Safe Streets Act of 1968 as amended and comply with criteria as set forth in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's FY 1993 Formula Grant Program Guidance. Submission 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 was made. If the recipient or criminal justice agency operates a criminal intelligence system and does not meet Act and federal regulation criteria, they must indicate by when they plan to ^ome into compliance. Federal law requires a subgrant funded criminal intelligence system project to be in compliance with the Act and federal regulation prior to the award of federal funds. The recipient is responsible for the 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 development or operation of a criminal intelligence system. 27. Non -Procurement, Debarment and Suspension The recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part 85, Section 85.510, Participant's Responsibilities). These procedures require the recipient to certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the department. 28. Payment Contingent on Appropriation The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Florida Legislature. 29. Federal Restrictions on Lobbying The recipient agrees to comply with Section 319 oJPublic Lam, 101-121 set forth in "New' Restrictions on Lobbying; Interim Final Rule, "published in the February 26, 1990, Federal Register. Each person shall file the most current edition of this Certification And Disclosure Form, if applicable, with each submission that initiates agency consideration of such person for award of federal contract, grant, or cooperative agreement of S 100,000 or more; or federal loan of S 150,000 or more. This certification is a material representation of fact upon which reliance was placed when this agreement was made. Submission of this certification is a prerequisite to entering into this agreement subject to conditions and penalties imposed by Section 1352, Title 31, United States Code. Any person who fails to file the required certification is subject to a civil penalty of not less than S 10,000 and not more than $ 100,000 for each failure to file. The undersigned certifies, to the best of his or her knowledge and belief, that: A. No federally appropriated funds have been paid or shall be paid to any person for influencing or attempting to influence an officer or employee of any federal agency, a member of congress, an officer 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. B. If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to 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 Lobbying 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 ceriify and disclose accordingly..-. 30. State Restrictions on Lobbying In addition to the provisions contained in paragraph 29 of Section K Acceptance and Agreement, the expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this contract. 31. Statement of Federal Funding Percentage and Dollar Amount When issuing statements, press releases, requests for proposals, bid solicitations, and other documents describing projects or programs funded in 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 clearly state: 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. Project Close -Out Project funds which have been properly obligated by the end of the subgrant funding period will have 90 days in which to be liquidated (expended). Any funds not liquidated at the end of the 90-day period will lapse and revert to the department. A subgrant funded project will not be closed out until the recipient has satisfied all close-out requirements in one final subgrant close-out package. EEO Certification Letter - Subgrant Recipient Mr. John A. Lenaerts, Chief Bureau of Public Safety Management Department of Community Affairs 2740 Centerview Drive Tallahassee, Florida 32399-2100 RE: Compliance with Equal Employment Opportunity (EEO) Program Requirements — Subgrant Recipient Dear Mr. Lenaerts: I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that ... Initial one of the following: The subgrant recipient does meet Act criteria. XXXX The subgrant recipient does not meet Act criteria. I affirm that I have read the Act criteria set forth in the Subgrant Instructions. I understand that if the subgrant recipient meets these criteria, it must formulate, implement and maintain a written EEO Program relating to employment practices affecting minority persons and women. I also affirm that the subgrant recipient...Initial one of the following: Has a current EEO Program Plan. XXXXX Does not have a current EEO Program Plan. I further affirm that if the recipient meets the Act criteria and does not have a current written EEO Program, federal law requires it to formulate, implement, and maintain such a program within 120 days after a subgrant application for federal assistance is approved or face loss of federal funds. Re u' of authorized official: By: Th own Title: County Administrator Date: W I o f R 3 37 FOR #94—CJ-1R-11-54-01-121 MONROE COUNTY M EEO Certification Letter — `IMPLEMENTING AGENCY Mr. John A. Lenaerts, Chief Bureau of Public Safety Management Department of Community Affairs 2740 Centerview Drive Tallahassee, Florida 32399-2100 RE: Compliance with Equal Employment Opportunity (EEO) Program Requirements -- Subgrant Recipient Dear Mr. Lenaerts: I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that ... Initial one of the following: The subgrant recipient does meet Act criteria. Z The subgrant recipient does not meet Act criteria. I affirm that I have read the Act criteria set forth in the Subgrant Instructions. I understand that if the subgrant recipient meets these criteria, it must formulate, implement and maintain a written EEO Program relating to employment practices affecting minority persons and women. I also affirm that the subgrant recipient...Irytial one of the following: Has a current EEO Program Plan.✓/ Does not have a current EEO Program Plan. 1 further affirm that if the recipient meets the Act criteria and does not have a current written EEO Program, federal law requires it to formulate, implement, and maintain such a program within 120 dcrys after a subgrant application for federal assistance is approved or face loss of federal funds. R i signatu horized Qfficial: By: _ Title: Date: 1-0141q 3 3', GRANTS MANAGEMENT RESOLUTION NO. 222 - 1993 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE DEPARTMENT OF COMMUNITY AFFAIRS FY 93/94 ANTIDRUG ABUSE GRANT PROGRAM WHEREAS, the Department of Community Affairs (DCA) has announced the FY93/94 funding cycle of the Anti -Drug Abuse Act Formula Grant Programs and WHEREAS, on April 14,.1993, the Monroe County Board of County Commissioners signed a Certificate of Participation and agreed to act as the coordinating unit of government for tht *� .purpose of preparing Monroe County application (s) f4 grantszfunq; requests to DCAs and o T� 7 T WHEREAS, the Substance Abuse Policy Advisory Board, with consideration given to the Countyls current drug co4rol activities, has recommended five agencies that provide the � T community with programs focused on drug and alcohol :jaducati'bn, prevention, rehabilitatio;i, and treatments now therefore, o BE IT aESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, THAT: 1. The Board of County Commissioners amends the Substance Abuse Policy Advisory Board's recommendations, and thereby approves funding for the programs provided by the following agencies: Monroe County Office of Substance Abuse, Key Nest Police Department, Monroe County Sheriffs Department, Life Center Foundation, and Pretrial Services; and that 2. The Board authorizes the County Administrator with signature authority on.the Department of Community Affairs Anti - Drug Abuse Grant applications; 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 Monroe County, Florida, on the 2 6 th dad► of May, APPVED AST F'1FM AN GL SUFFf Y. By �7� t 3 Dais —. by the Board of County Commissioners of at a regular meeting of said Board held A.D. 1993. Mayor London Mayor ProTem Cheal Commissioner Harvey Commissioner Freeman Commissioner Reich yes yes ves yes yes tsealDAMY L. KOLHAGE, CIPrk BOARD ODIM CQZHISSIONERS es C • /� OF MON 0 CO A'''� Za M�O44 By: Clerk 0 L. Signature Page n witness wbereo , the parties affirm they each have read and agree to conditions set forth to this agreement, have read and understand the agreement in its entirety and have executed this tgreement by their duly authorized officers on the day, month and year set out below. Corrections including strikeovers, whiteouts, etc, on this page are not acceptable. $we or nari& Department of Community Affairs Bureau of Public Safety Management Clayton H. Wilder, Community Program Administrator o-V.-93 Subggrrant Recipient Authorizing Official of Governmental Unit (Commission Chairman, Mayor, or Designated Representative) By: Th". Brown Title: County Administrator Date: � I 1) 1-1-3 Implementing Agency fficial, Administrator or Designated Representative By. Richard Roth Sheriff, Monroe County Title: Date: (') ,1 R 3