Item C40'
CM
ounty of onroe
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
TheFloridaKeys
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
October 19, 2016
Agenda Item Number: C.40
Agenda Item Summary #2238
BULK ITEM: DEPARTMENT:
Yes Budget and Finance
TIME APPROXIMATE:STAFF CONTACT:
Laura DeLoach (305)292-4482
N/A
AGENDA ITEM WORDING:
Clerk's Drug Abuse Trust Fund Agreements - Approval of FY17
agreements with Florida Keys Outreach Coalition and Samuel's House for substance abuse treatment
and prevention programs funded by the Clerk's Drug Abuse Trust Fund, per the Substance Abuse
Policy Advisory Board recommendations.
ITEM BACKGROUND:
The Substance Abuse Policy Advisory Board (SAPAB) met on August
22, 2106 to discuss the distribution of the Florida Department of Law Enforcement Byrne Memorial
recommendations were made by the SAPAB in regards to the Drug Abuse Trust Fund: Florida Keys
Outreach Coalition - - $36,331 and Keys to Be the Change - $17,000 (to be
approved at the November BOCC meeting). The recommendations were approved by the BOCC as
a part of the budget process.
PREVIOUS RELEVANT BOCC ACTION:
For FY16 the BOCC approved the allocation of
$57,974 rust Fund. For FY17 the allocation in funding is $62,000.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION:
Approval
DOCUMENTATION:
DATF_FKOC_FY17_SIGNED_2016-09-30
DATF_Samuel's House_FY17_SIGNED_2016-09-28
FINANCIAL IMPACT:
Effective Date: 10/01/2016
Expiration Date: 09/30/2017
4EGOIX4K
'
Total Dollar Value of Contract:
Total Cost to County: $8,669, $36,331
Current Year Portion: $8,669, $36,331
Budgeted:
Yes
Source of Funds:
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant:
N/A
County Match
: N/A
Insurance Required:
N/A
Additional Details:
10/19/16 164-04569 · DRUG ABUSE TRUST $36,331.00
10/19/16 164-04569 · DRUG ABUSE TRUST $8,669.00
Total: $45,000.00
REVIEWED BY:
Tina Boan Skipped 10/04/2016 4:25 PM
Christine Limbert Completed 10/04/2016 4:40 PM
Maria Slavik Completed 10/04/2016 4:42 PM
Kathy Peters Completed 10/04/2016 5:28 PM
Board of County Commissioners Pending 10/19/2016 9:00 AM
4EGOIX4K
'E
4EGOIX4K
'E
purpose of this Agreement; provided that all applications, requests, grant proposals, and funding
solicitations shall be approved by each party prior to submission.
6. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
RECORDKEEPING
7. RECORDS.PROVIDER shall maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to this Agreement or their authorized representatives
shall have reasonable and timely access to such records of each other party to this Agreement for
public records purposes during the term of the Agreement and for four years following the
termination of this Agreement. If an auditor employed by theCounty or Clerk determines that
monies paid to PROVIDER pursuant to this Agreement were spent for purposes not authorized by
this Agreement, the PROVIDER shall repay the monies together with interest calculated pursuant
to Sec. 55.03, FS, running from thedate the monies were paid to PROVIDER.
In addition, if PROVIDER is required to provide an audit as set forth in in Section 9(e) below, the
audit shall be prepared by an independent certified public accountant (CPA) with a current
license, in good standing with the Florida State Board of Accountancy, and maintain malpractice
insurance covering the audit services provided. If the PROVIDER receives $100,000 or more in
grant funding from the County, the CPA must also be a member of the American Institute of
Certified Public Accountant (AICPA). The County shall be considered an “intended recipient” of
said audit.
8. PUBLIC ACCESS. The County and PROVIDER shall allow and permit reasonable
access to, and inspection of, all documents, papers, letters or other materials in its possession or
under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received
by the County and PROVIDER in conjunction with this Agreement; and the County shall have the
right to unilaterally cancel thisAgreement upon violation of this provision by PROVIDER.
9.COMPLIANCE WITH COUNTY GUIDELINES.The PROVIDER must furnish to the
County the following (items A-J must be provided prior to the payment of any invoices):
(a)IRS Letter of Determination and GUIDESTAR printout indicating current 501(c)(3) status;
(b)Proof of registration with the Florida Department of Agriculture as required by Florida
Statute 496.405 and the Florida Department of State as require by Florida Statute
617.01201 or proof of exemption from registration as per Florida Stature 496.406.
(c)List of the Organization’s Board of Directors of which there must be at least 5 and for each
board member please indicate when elected to serve and the length of term of service;
(d)Evidence of annual election of Officers and Directors;
(e)Unqualified audited financial statement from the most recent fiscal year for all
organizations that expend $150,000 a year or more; if qualified, include a statement of
deficiencies with corrective actions recommended/taken;
1.If the PROVIDER receives $100,000 or more in grant funding from the County
an audit shall be prepared by an independent certified public accountant (CPA):
a.The CPA must have a current license, in good standing with the Florida
State Board of Accountancy;
b.TheCPA must be a member of the American Institute of Certified Public
Accountant (AICPA);
c.The CPA must maintain malpractice insurance covering the audit services
provided and
d.The County shall be considered an “intended recipient” of said audit.”
(f)Copy of afiled IRS Form 990 from most recent fiscal year with all attached schedules;
(%8*'SRXVEGX *PSVMHE/I]W3YXVIEGL'SEPMXMSR*= 4EKI`
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
%XXEGLQIRX (%8*C*/3'C*=C7-+2)(C ?6IZMWMSRA
'PIVO W(VYK%FYWI8VYWX*YRH
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'E
4EGOIX4K
'F
4EGOIX4K
'F
6. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
RECORDKEEPING
7. RECORDS.PROVIDER shall maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to this Agreement or their authorized representatives
shall have reasonable and timely access to such records of each other party to this Agreement for
public records purposes during the term of the Agreement and for four years following the
termination of this Agreement. If an auditor employed by theCounty or Clerk determines that
monies paid to PROVIDER pursuant to this Agreement were spent for purposes not authorized by
this Agreement, the PROVIDER shall repay the monies together with interest calculated pursuant
to Sec. 55.03, FS, running from thedate the monies were paid to PROVIDER.
In addition, if PROVIDER is required to provide an audit as set forth in in Section 9(e) below, the
audit shall be prepared by an independent certified public accountant (CPA) with a current
license, in good standing with the Florida State Board of Accountancy, and maintain malpractice
insurance covering the audit services provided. If the PROVIDER receives $100,000 or more in
grant funding from the County, the CPA must also be a member of the American Institute of
Certified Public Accountant (AICPA). The County shall be considered an “intended recipient” of
said audit.
8. PUBLIC ACCESS. The County and PROVIDER shall allow and permit reasonable
access to, and inspection of, all documents, papers, letters or other materials in its possession or
under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received
by the County and PROVIDER in conjunction with this Agreement; and the County shall have the
right to unilaterally cancel thisAgreement upon violation of this provision by PROVIDER.
9.COMPLIANCE WITH COUNTY GUIDELINES.The PROVIDER must furnish to the
County the following (items A-J must be provided prior to the payment of any invoices):
(a)IRS Letter of Determination and GUIDESTAR printout indicating current 501(c)(3) status;
(b)Proof of registration with the Florida Department of Agriculture as required by Florida
Statute 496.405 and the Florida Department of State as require by Florida Statute
617.01201 or proof of exemption from registration as per Florida Stature 496.406.
(c)List of the Organization’s Board of Directors of which there must be at least 5 and for each
board member please indicate when elected to serve and the length of term of service;
(d)Evidence of annual election of Officers and Directors;
(e)Unqualified audited financial statement from the most recent fiscal year for all
organizations that expend $150,000 a year or more; if qualified, include a statement of
deficiencies with corrective actions recommended/taken;
1.If the PROVIDER receives $100,000 or more in grant funding from the County
an audit shall be prepared by an independent certified public accountant (CPA):
a.The CPA must have a current license, in good standing with the Florida
State Board of Accountancy;
b.TheCPA must be a member of the American Institute of Certified Public
Accountant (AICPA);
c.The CPA must maintain malpractice insurance covering the audit services
provided and
d.The County shall be considered an “intended recipient” of said audit.”
(f)Copy of afiled IRS Form 990 from most recent fiscal year with all attached schedules;
(g)Organization’s Corporate Bylaws, which must include the organization’s mission, board and
membership composition, and process for election of officers;
(%8*'SRXVEGX 7EQYIPvW,SYWI*= 4EKI`
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
%XXEGLQIRX (%8*C7EQYIP W,SYWIC*=C7-+2)(C ?6IZMWMSRA
'PIVO W(VYK%FYWI
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K
'F
4EGOIX4K