Item C43
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 01/03/00
Bulk Item: Yes IZI No 0
Division: Management Services
Department: OMB/Grants
AGENDA ITEM WORDING: AUTHORIZATION FOR THE MAYOR TO EXECUTE DCA
AGREEMENT #OO-CJ-D8-11-54-01-086 THAT PROVIDES PASS THROUGH FUNDING
TO SAMUEL'S HOUSE SHELTER AND EXECUTE THE SUB-CONTRACT
AGREEMENT WITH THE IMPLEMENTING AGENCY
ITEM BACKGROUND: Funds are provided through the Department of Community
Affairs, Criminal Justice Division, to ilT!plement programs designed to address substance
abuse issues in local jurisdictions. This is one program out of seven that the County as
initiated as the FY99/00 Anti-Drug Abuse Program. The other contracts were before the
Board in November.
PREVIOUS RELEVANT BOCC ACTION: By Resolution #239-1999, the BOCC agreed
to serve as the coordinating unit of government in the development of the grant proposal
and in the distribution of funds allocated to Monroe County.
STAFF RECOMMENDATION: Approval
TOTAL COST: $38,688.00
BUDGETED: Yes X No 0
COST TO COUNTY: $9,672.00 (25% cash match)
REVENUE PRODUCING: Yes 0 No ~
AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY A TTY X OMB/PURCHASING RISK MANAGEMENT
DIVISION DIRECTOR APPROVAL: ~ .s-~ 7?0 ....
--
James L. Roberts
DOCUMENTATION: INCLUDED: X TO FOLLOW: NOT REQUIRED:D
DISPOSITION: AGENDA ITEM #: f .(,I.f~
..,.... ...'1~ to:XM.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
DCA #00-CJ-D8-11-54-01-086
Contract with: DCA-Criminal Justice Effective Date: 10/01/99
Expiration Date: 9/30/00
Contract Purpose/Description: Funds provided through DCA Agreement 00-CJ-D8-11-54-0l-
086 for implementation of the Samuel's House Shelter for Women and Children as part of
Monroe County's FY99/00 Anti-Drug Abuse Program
Contract Manager: D. Lloyd
(Name)
4474
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 1/19/00
Agenda Deadline: 1/05/00
CONTRACT COSTS
Total Dollar Value of Contract: $38,688.00 Current Year Portion: $
Budgeted? Yes X No 0 Account Codes: - To Be Assigned
Grant: $ 29,016.00 .!Z{ (jfd)/~ 0()'I'lo- &60 o() '7 -S363r ~
County Match: $9,672.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support-filing reports, oversight
(Not included in do liar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Risk"Management
Sf.' jl(\
O.M.B.IPurcliJirtg
Changes
;~ Needed ~ ~
Division Director /. YesDNo~ --- - , ._;/f-
~ YesDNO~. L~(.~ Rk~ l%C
t/'I/OV YesDNo[2( ~~ #.:v
YesDNoD fL5 ~ .;}J-\d~
Date Out
County Attorney
Comments:
#2
Attachment "A"
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
Subgrantee: Monroe County Board of Commissioners
Date of Award:
Grant Period: From: 10/01/1999 To: 09/30/2000
Project Title: Samuells House Shelter for
Women and children I
Grant Number: 00-CJ-D8-11-54-01-086
Federal Funds: $29,016.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $9,672.00
Total Project Cost: $38,688.00
Program Area: 20A
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,
properly executed Certificate of Acceptance of Subgrant Award
is returned to the department.
~.~~
Authori ed Official
Clayton H. Wilder
Community Program Administrator
Bureau of Community Assistance
U::..J2. .. 'fer
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, Plorida 32399-2100
SPECXAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA):
Bureau of Community Assistance
Grant NUmber: 00-CJ-D8-11-54-01-086
Grant Title:
Samuel's House Shelter for Women and Children
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.
~
7'1Ils"" to be COtDpMtJed by the SUbgrantH:
ContinuItian of Pmious SUbgmnt? ClV. -.- No
IfVes. .".,Stata Pra;Ict 10. of PnmGus SUbgrMt
..:~::: CJ :{~~:~:
A Names & Addresses
1. Subarant ReciDient
J7*ACtIaII to be campI8tN by SeA:
SF'( 2DClO DCA CanInlCt Number
00
086
UftqueJO' 99-086 PM: 20A
CFDA II: 1U79
Name of ChIef Elected OffIcial Wilhelmina Harvey , -
TiUa Mayor, Konroe County Board of COJIIIIli.ssioners , 1 ' v!j
" oJ
Address 310 nMlling St.
eIly, ~ ZIp COde Key West, lL 33040 '. .
Area CodeIPhane it SUNCOM '# Area CodeIFax it _
305.292.3440 305.292.3466
2. Chief Financial OffIcer
Name of ChIef Firumcial Oft'lcer Danny ltolhage
TItle Monroe County Clerk of Court
Address 50U~tehead St.
eIly, State, Zip COde Key West, lL 33040
Area COdWPhane it SUNCOM it Ala CodelFax '#
305.292.3550 305.292.3660
3. Imalementina AGency Govemment AGencv Resaansfble far Pro' ed)
Name of ChIef &ecutive omcial James L. loberts
CIty, State, ZIp COde
Area CadelPhane '#
305.292.4441
Monroe County ~~miftiatrator
Public Service Builc1ing, 5100 College Road
Key West, lL 33040
SUNCOM.
CodeIFax '#
305.292.4544
4. Praject Olrec:tDr and Contact PIIIDn. if dltfer8nt from projeCt DinIctar
lMust be EmalDftltsl of Gavemmentallnm'ementino AGencv1
Name of Project Oinlc:tar DeaftftJl S. Lloyd
tille ~nroe ~ &-Mail Address
. rants strator ,mcgrnts@mall.state.fl.us
Address 5100 College load . .
CIty. stall. ZIp Code by West, lL 33040 .- .. --...
ANa COdWPhane# . SUNCOM III Area CodeIFax it
305.292.4474 494.4474 305.292.4515
N8me end ~ at Canfact,..., Joanna Johnson
Address Samuel's House . , E-MaIl AddrBII
1511 Truman Avenue . .. .
CIty, st8bt, ZIp COde: Key West. FL 33040
Area CadIIIPhane. I SUNCOM III ANa COdalF.1lt .
305.294.1184 305.294.9547
;",,--:, . - - :--__lIiHJ... -....-- ..........-. W!l.~"
Edward Byme Memorial Stam and Local Assistance
B. Administrative Data
1. Prbject TItle (Not to exceed 84 characters, induding spaces)
Samuel's House Shelter for Women and Children~
2. For Period
Period Month DIy Year
Beginning October 1 1999
Ending September 30 2000
3. II the Subgrantee or the Implementing Agency .,'Member of . LacId Crlminat Justice Advisory Councit or
SUbstance Abuse Policy Advisory Board, eo.litlon, or Council? (SM the Progtam Annount>>ment for a
de....ipIJo'tfifbOMJraapotl8ibllle..j ~V.. aNa
.-
C. Fiscat Data
1. (If other than the Chief Fillllncial OfIfcer).Remit Warrant to:
Deanna Lloyd
Public Service Building
5100 College Road
ltey West, n. 33040
Nca: If the .ubgrantM is participating in the SbIta of Florida Comptrau.. Offtce e~bnic transfer
aroa....... rIimburIement cannat be remitted to any ather entity.
2. Mtdhod of Payment: AMontIaly a au.t.rIy
(It Is l'IIIIftatDry that the method selected be canliltlnt throughout the entire gfllnt period.)
3. Vendor III (Enter Fed... _toyer Identlftcattan Number of SubgrantH):
I 59 6000749
4. SAMAS "(Enter if you &... & ... agency)
,
5. WID the praject Mm Praja Generated 'ncome (PGJ)? a Y. aI No
(8M secttan H., Pal1lgraph 13 far a dMinltfan of PeL)
e. WID the applicant be requesting an advIInce of fed..' funds? 0 V.. II No
(If Yes, a .... of request must be 8Uached.)
--- ------- .....~---..&,..,......I'\.a
lU.~llJ::I:oi:l::f:.!4515
PAGE
2/
Samuel's House - Supplementallnformation
Problem Identification:
The concept for Samuel's House was the vision of one individual in Monroe County that was
providing an outreach ministry program to female inmates of the Monroe County Jail. In 1998,
the concept became a realit), and a woman's emergency shelter was opened. The facility provides
housing to individuals that need a place to stay, whether they have been recently released from
jail or in an abusivc situation, the center is open 24 hours a day, 7 days a week. Women can
receive a variety of services through community outreach or in-house programs. Besides the
traditional treatment and counseling scssio~ Samuel's House offers a weekly group meeting that
is focused on spiritual enhancement through an interfaith Bible study. As in the jail, the program
is well received and attendance is on a voluntary basis.
The development ofSamuel.s House was in response 10 an unanswered need in the community.
Women that were eithcr homeless or displaced had few alternatives for housing. and those
released from jail had few choices. Most just retUrned to their previous sUITOtmdings and life
patterns until the next evcnt brought them back inlO the criminal justice system. Seventy-five
percent of the women who enter Samuel's House have come through the jails, or through the
County courts. They are either on probation, in drug offender programs. or in need of treatment.
Samuel.s House provides the missing link. Samuel's House chose it as their mission to break the
cycle and give the women an opportunity to renew their sense of sclf-worth. Women are kept off
the streets, provided with detoxification services. encouraged and nwtured to open the door to the
personal process of vocational counseling and ultimately. job placement. The outreach program
offers an opportunity for women to consider positive change and has resulted in some choosing to
panicipate in the more struCtured in-house program. Both programs require a case manager to
provide individua.lized services to assist in the transition.
Program Description:
Problems with specific populations of women require specific case management, i.e.
individualized programs. medical management, court-required record keeping, and activity logs.
A case manager would devclop plans that meet the individuals' court orders and personal needs.
A trained case manager will have the expertise in wotkinS with addiction. women and violence,
and behavioral issues. That ~erson would also have contaCts within the community when referral
services were required. Tbe case manager would also serve as a valuable link betWeen the
administrative services ofthl:judicial system and the service needs of the individual.
Samuel.s House operates on simple values and strict rules and regulations. All women must
remain clean and sober. AU women must agree to random testing for substances or alcohol. All
women must agree 10 go to work. make meetings and agree to case management. All women
must follow the inSll'UCtions from their probation officers, court appointed officials, and mental
health counselors. Samuers House provides food, mentor;ng, counseling, shelter, vocational job
readiness, and placement in -trea1ment and mental health programs, Case management provides
oversight, follow-up and personalized sponsorship. The attached list identifies the services and
programs available in-house or as community outreach.
n__ --...... ";'&'0;0" -:'-"'UJ"I'rn.lI'lKU~- ,""UUI'I4-I I"'UKl..nAl:i.lNG ID'3lZ1529~4S15
PAGE 3/
SAMUEL' HOUSE
1511 TRUMAN AVENUE
KEY WEST FLOR.IDA 33040
SERVICES AND PROGRAMS,
INHOUSE
1. In House servlcll 20 beds woman and children
2. In house meal. provided, vocational and employment assistance
3. In hou.. 8ubstanCe abuse counseling and mentorlng .
4. In house spiritual enhancement
&. In house clothing and personal nee. will be met.
8.. In hou.. court supervision ,
7. In house we do placement for 8afeport
8. In house we teach pe...onal ,.pons.bllltle.
I. In house provide Dental and Medical needs
10. In-hou.e structure on dally living .
11. In..house support p....onal development and .elf esteem
12. Provide transportation to NA AA
13. Referrale to different organizations
14. IN-HOUSE GROUPS .
1 Spiritual Enhancement Bible study Guest facilitators
2 Tue.day evening 12 Step group Community and Clients 7 -8PM
3 Wednesday night Codependency Community and Clients 1-8PM
4 Thul'8day night Relapse prevention Community and Clients 7-
8PM .
5 Indlvlduals.ulons with clients by appt dally
OUTREACH PROGRAM FOR COMMUNITY
1. AvallablDiy of.howers and me.1s
2. Counseling and Mentorshlp
3. Refenal to ather agencies and treatment centers
4. Overnight shelter
5.' nme out from the street
E~ .1 Byrne MemortaJ State and Local AA ames
O. Program Data (Continued)
...----r- ---.......... I ...........-- ......... r.UJI'.'"
Activiti.. Imptementation Schedule. Complete the Activities Implementation Schedule showing when activities.
in the Program Description Will commence and haw the Project,Wil1 prog...... This chart benchmarks plan.
activititta. bath administnrtive and programmatic. M -X- has ban insen.d far reports that are mandatory for ail '
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 nat eam PGI, d.... that activity tram this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
SUbgrant PeriOd
.. .....
10/01/99 - 9/30/00
(Beginning Date- Ending Date)
ACTIVITY/ACTION Oct Nav Dee Jan Fib Mar ,., May Jun JuI Aug s.p
SUbmit Monthly Claims X X X X X X X X X X X X
(Fin8nciaI ReimDurument Requests')
Submit Quaneny Claims '.
(Financial Reimbursement Requestl) -
SUbmit FlMIIciaI CIauaut Pacage X
SUbmit Quanany Prognlm Reports X X X X
SUbmit Quartarty PGI Reports
(If applicable)not applicable
..
SW"..., AADfrllklt
SeciDI' - P-. II at 18
------ - - ......._.;,...,_..~..~
t"AliJ::
&u.~"Q~w~"Qlb
. -. --... -....... q'.nr ~ram
1/1
E:dwfurj B}'J'ne".".......1I Lot:aI..,~C8
E. PrDcnm -- and Perfarmance M...ums
CampIa IIIliIOrm .-- CIIIj8riIw,. - porbmoj,.. ""- (faund in -.r", III far lIIe ~
authariDd pragnun .... you WInt to impIaonBnt, Yaw """"8tiGft is not ~ WitIIout them ana an
inc:ampl-. .~n wit nat be cansiderea far subgrant funding. .
If the ptOgJam ..... yOU slhlcCli dGes not have uniforrn .....m objectins PuDtished in this document or if
you CMftOt r'II8t8yaur O~to tho..... WI.'~ Tom SishoP8t85Ol488-8Q16 farturtn.-insnGtiDnL
DO NOT mix obJec:tMts frDm dIIIrInt Program ~
stair babwand u..~ /1lIgU 81 n~.
Samuel's House - Program Objectives
20A
Correcti~ Alternatives - Halfway House
20A. 01
To provide 7S offenders with transitional housing.
To provide 7S offenders with case "1"nSlgement services and daily
structured activities.
20A. 02
20A. 03
To provide 7S offenders with short term individuals and sroup
supportive life skills counseling.
. .
. .
:JiFY 2Dt1(J Drug Control and System ImplOV8ment Formula Giant Proglam
Edward Byrne Memorial Stam and Lot:aI Assistance
F. Proiect BudQet Narrative
You must describe line item. for each applicable Budget Category far which you are requesting subgrant
fuading. Provide sufficient detail to show cost relationships to project activities. In addition, describe spectftc
sources of matching funds.
Start below and us. continuation pages as necessary.
Case Manager
Salary
FICA 7.5%
W/C 2%
Insurance
$ 32,000.00
2,448.00
640.00
--h2QQ:.QQ
$ 38,688.00
-----------
Grant Funds
Local Match
$ 29,016.00
9,672.00
...-__ "lfl-.....
Total
$ 38,688.00
-----------
Local Match provided by the Monroe County Grants ~atching Fund.
The proposed position is new and will result in a net personnel
increase to the agency.
All purchases will be made in accordance with the Monroe County
Purchasing Policy Procedures.
The Case Management Position will require:
*CAP or 5 years administrative skills in Case Management of this
population of women
*Minimum of 40 hour/week and be on-call with a beeper
*Strong organization and documentation skills
*Knowledge of local and state agencies
*Strong networking skills through the county's mental health and
judicial agencies.
*Ability to communicate with clientele
*Strong developmental skills in identifying goals and objectives
of clients
*Understanding of measurable outcomes
*Accurate record keeping
*Ability to work independently with residents and families
*A valid driver's license
*No past criminal record and passing of criminal record checks
SUbgrut Application
s- U _ p_,.1I1ft# fll
~
SFY 2DDD Drug Control and System ImPt'OVement Formula Gl'ant Program
Edward Byme Memorial Slam and Local Assistance
G. Project Budget Schedule
The Project BUdget Schedule inciudes six Budget Categories (Salaries and Benefits, Contractual Services,
exp..ses, Opeming Capital Outlay (OCO), Data Processing Services, and Indirect Costs) and Total Project .
Costs. Total Local Match must be 8 minimum of 25% of the Total Budget.
Type or Print Dollar Amounts Only in Applicable Categori.. and Leave othe,. Blank.
Budget Category Federal Match Total
Salaries And Benefits
Contractual Services $ 29,016.00 9,672.00 $ 38,688.00
- -
Expenses
Operating Capital OuUay
o.ta Processing
Indirect Costs
Totals $ 29,016.00 9,672.00 $ 38,688.00
Subgrant ~~tion
SFY :looo Drug Control and System Improvement Formula Grant Program
Edwarr:l Byrne Memorial State and Local Assistance
H. AcceDtance and Aareement
All persons involved in or having administrative responsibility forthe subgrant must read these -Acceptance and
Agreement" conditions. This" AcceDtance and Aareement" (Section Hl must be returned as oart of the
com Dieted aDDlication.
Note Condition No. 12: Only project costa incurred on or after the effective date ofthl. agreement and
on or prior to the termination date of a recipient. 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 ta-m
"Bureau., unless otherwise stated, refers to the Bureau of Community Assistance.
The term -subgrant recipient" refers to the goveming 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 indudes 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 QU8ttfH1y Project Petformance Reportsto 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 -originar project period, additional
Quarterly Project Petformance RepOtts shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or Quarterly Rnancill/ Claim Repotts
[DCA-eJ Fotm-3(A-G) Revised D9198) to the bureau. Monthly Reimbursement Claims (1-11) ....
due thlrty~ (31) day8 afterthe end of the reporting period. Quarterly Reimbursement Claims
(1-3) are due thlrty4le (31) daya after the end of the reporting period. A final Rn8IJci8J 0IIIm
Report and a CIIminII/ Justice Contract (Rn8IJd8/) Closeout Package shall be submitted to the bureau
within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as
"fInar.
Before the "finer cJaim win be processed, the recipient must submit to the department all outstanding
project reports and must haw satisfied all special conditions. Failure to comply with th, above
pravisions shan result in forfeiture of reimbursement
The recipient shaH submit department Quartertv Project Generated Income Reports to the bureau by
February 1, May 1. August 1, and within forty-five (45) days after the subgrant termination data
covenng subgrant project generated income and expenditures during the previous quarter. (See
Paragraph 14. Program Income.)
c., other Reports:
The recipient shall submit other reports al may be re.sonably required by the bureau. All required
NpOrts, instructions, and forms shall be distributed with the subgrant award.
2. Fiscal Control and Fund Accounting Procedures
The recipient shan esbIbllsh fiscal contraland fund accounting procedures that assure proper disbursement
and accounting of IUbgrant funds ad required non-federal expenditures. All funds spent on this project shaD
be disbursed aCCOrding to Pravtsions of the project budget as appraved by the bureau.
SUbgtDt ApplicatiOn
Secoon n - Page 8 of 18
SFY 2000 Drug Control and System Improvement Formula Grant Program
EcJwarc/ Byrne Memorial State and Local Assistance
All expenditures and cost accounting of funds shall conform to Office of Justice Programs RnanciaJ Guide,
U.S. Department of Justice Common Rule for State and Local Governments, and in federal Office of
Management and Budget's (OMB) 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 review and approve in writing all consultant contracts prior to employment of a
consultant Approval shall be blsed upon the contract's compliance with requirements found In the Office
of Justice Programs RnanciaJ Guide, U.S. Department of Justice Common Rule for State and LDt:IJJ
Governments. and in applicable state statutes. The department's approval of the recipient agreement does
not constitute approval of consultant contracts.
4. 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 Oftice of Justice Programs RnandaJ
Guide, U.S. Department of Justice Common Rule for State And LocaJ Governmenta and federal OMB Circular
No. A-87, .Cost Principles for State and Local Govemments", or OMB Cirt:uJar No. A-21, .Cost Principles for
EduC8tionallnstitutions..
.-
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 Lot:aJ Govemmenta, or Attachment.O"
of OMB Circular No. A-110 and Florida 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. Rodda Statutea.
All bUls for any travet expenses shall be submitted according to provisions in Section 112.061, Rodda
Statulea.
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:
L Changes in project activities, designs or research plans set forth in the approved agreement,
b. Budget deviations that do not meet the following criterion. That is, a recipient may transfer funds
I*ween budget categories as long as the total amount of transfer does not exceed ten (10) percent of
the total approved budget 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 fund. increa.e the total budgeted award. Transfers do not
allowfar' increasing the quantitative number of Items documented In anyapprawd budget line item. (For
example, equipment Items In Operating Capital Outlay or Expense categories or staff positions in the
Salaries and Benefits category.)
7. Reimbursement Subject to Available -::unds
The obligation of the state of Florida to reimburse recipients for incurred costs Is subjec:tto available fed...
AntI-Orug Abuse Ad funds.
SubQrant ~JIil:II'
~ 11_ P.... Q "I <fR
~r r IlUUU urug control and System Improvement Formula 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 Rnancial 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 subgrant award, the recipient shall
send a letter to the bureau indicating steps to initiate the project, reesons 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 shaH
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 detennine if the reason for detay is justified
or shall, at Its discretion, unilaterally terminate this agreement and r&-Obligate subgrant funds to other
department approved projects. The department, wherewarranted by extenuating circumstances, may extend
the starting date of the project past the ninety (90) day period, but only by form. written smendment 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 indudes 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.
11. Excusable Delays
Except with respect to defaults of consultants, the recipient shaD 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, 1Ires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe
weather, but In fN8fY case the failure to perform shall be beyond the control and without the fault or
negligence of the recipient.
IffaUure to perform is caused by failure of a consultant to p.mrm or make progress, and if such failure arises
out ofcausea beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shaD not be deemed in default, un/en:
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 d-..nines that any failure to perform was occasioned by one or more said causes,
the d~.ivwy schedule ...... be reviled accordingly.1
SUbgtant AppIcation
Section U - Perle 10 0118
SFY 2000 Drug Control and System Improvement Formula Grant 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 recipient's project are eligible for reimbu....ment. A cost is
"ncurred 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 meMS the gross income earned by the recipient during the subgrant period, as a direct
result otthe subgrant award. Program income sheU be handled aCCOrding to the Office ot Justice Programs
Rnancis/ Guide. U.S. Department ot Justice Common Rule for state and LDcsI Govemment. Reference:
The eaah Management Improvement Act at 1990).
14. Performance ot Agreement Provisions
In the event ot default, non-compliance or violation of any provision ot this agreement by the recipient, the
recipient's consultants and suppliers; or both, the department shell Impose sanctions it deems appropriate
induding withholding payments and canceJlation, termination or suspension of the agreement In whole or in
part In such event, the department ~II notify the recipient ot Its decision thirty (30) days in advance otthe
effective date of such sanction. The reCipient shaJI be paid only for those services satisfactorily performed
prior to the effective date ot such sanction.
15. Access To Records
The Department of Community Affairs; the U.S. Department of Justice, Office of Justice Programs, Bureau
ot Justice Assistance; and, the Auditor General of the state of Rorida, the U.S. Comptroller General or any
at their duly authorized representatives, shall have access to books, documents, papers and records of the
recipient, implementing agency and contractors tor the purpose of audit and examination according to the
Otrice of Justice Programs RnMciaJ Guide, U.S. Department ot Justice Common Rule for state and LocaJ
Govemment.
The department resetVes the right to unilaterally terminate this agreement If the recipient, Implementing
agency or contractor refuses to allow pUblic access to aU documents, papers, letters, or other materials
subject to provisions ot Chapter 119, Rotida statutes, and made or received by the recipient or its contractor
in conjunction with this agreement
18. Audit
L Recipients that expend $300,000 or more in a year in Federal awards shall have a single or program-
specific audit conducted tor that year. The audit shall be performed in accordance with the federal OMS
CicuMr .4-133 and other applicable fed..llaw. The corrtnlct fDrthls agreement shaJI be identified with
the subject audit in The Schedde 01 Federal Rnencial Aaiatance. The contract shall b. Identified as
fed8!'81 fundi PBlled-through the Florida Department of Community Affairs and Indude the contract
number, CFDA number, award amount, contract period, funds received and dJsbursed. When
applicable, the recipient shall submit an annual financial audit which meets the requirements of Sections
11.45 and 218.349, Rorida Statutes; and, Chepters 10.550 and 10.800, Rules at the Florida Auditor
General.
b. A complete audit report which covers any portion of the etrectIve dates ot this agreenent must be
submitted within 30 days after its completion, but no later than nine (9) months after the audit period.
In order to be complete, the submitted report shall indude any management letters issued separately
and managemellt'a Written response to III ftndings. both audit report and managenent letter findings.
Incomplete audit reports will not be acceptad by the department and will be returned to the recipient.
c. The recipient IhalI have all audita completed by an Independent PubUcAccountant (IPA). The IPA shell
be either a CertIfied Public Accountant or a LicenMd Public Accourant.
d. The recipient shaU take appropriate ~ action within six (8) months otthe issue date of the audit
report In instances of noncompliance with fecterallaws and regulations.
.~11vvwttt 4~.."""
::irY 2000 Drug Control and System Improvement Fonnula Grant 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
diuIJowed coats identified in an audit completed after such ctoseout
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, Rorida 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 shaD submit either monthly or
quarterly claims in order to report current project colts.
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 aU 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 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 Rnlll1cia/ Guide, U.S.
Department af Justice Common Rule for state and I.JJctII Government) or the federal OMB CircuJar .4-110,
Attachment N, Peregreph a
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 man8gementstMdards set forth in the OftIce of Justice Programs Rnlll1cial Guide, U.S. Department
of Justice Cammon Rule for State and l..oaIJ Government) or the federal OMS CIrcular .4-110,
Altachmant N. This obligation continues as long as the recipient retains the property, notwithstanding
expiration of this agreement.
21. DIsputes and Appeals
The department shaH make its decision In writing when respondlng.to any disputes, disagreements or
questions affect arising UIld_thIs agre.nent and shall distribute its responle to all concerned parties. The
I'8Ciplent shall proceed dUIgentIy with the Performance of this agreement according to the departments
decision.
If the recipient appeals the department's decision, it allo shall be made in writing within twenty4Je (21)
calendar daya to the departrnent'a cta (agency cia). The recipient's right to appeal the department's
decision is contained In Chapter 120. FIo1ida Statute., and in procedures set forth in ~ 28-106.104,
Rodda AdminlllHJhle Code. F.iiure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 124 FIotfda Statutes.
Subgrant AppIcIIJott
Section /I. Pete 12 of l'
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edwarcl 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 dreft 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 shalllnctude the following statements on the
cover page:
(1) "This report wu prepared for the Florida Department of Community Affairs, Steven M. Seibert,
Secretary, in coopel'8tion 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.~. Department of Justice. The 8JA is a component of OJP which also
'neludes the Bureau of Justice statistics, National Institute of Justice, Office of Jwenile Justice and
Delinquency Prevention, and the Offlce for Victims of Crime..
(3) .Points of view, opinions, and conctusions expressed in this report are those of the recipient and do
not necessarily represent the official position or policies of the State' of Rorida 'Department of
Community Affairs, the U.S. Department of Justice, Office of Justice Programs, or any other agency
of the state or federal govemment
24. Equal Employment Opportunity (EEO)
No person, on the grounds of race, creed, color or national origin shall be exduded from participation in, be
refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Pubic Law
-.sB4, Non-tJiactiminatJon Requirements of tha Anti-Dtug Abusa Act of 1988; TIle IV oItha CIvI Rights Act
of 1914; S4ICtIon 6fU oftha Rehabaation Act of 1973.. amended; 7IIe IX oftha Education Amendments 01
1972; ThaAge Dlat:timination Act of 1975; 81Id, Department of Justice Non-DiscriminatJon Regulations 28CFR
Part 42. SUb".,. c, D, ~ 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 m.. EEO program criteria .. set forth in Sect;on ts01 of The FedfII'III Omnlbu. CtIme Control
end Safe Streeta Act of 1968 .. emended and that they have or have not formulated, implemented and
malntained,a CUIr8nt EEO Program. SubmlAlon ofthla certification ia a prerequlaJte to entering Into
this agreemttnt. This certlftCation is a material representation of fact upon which reliance wu placed when
this agreementwa made. If the recipient or implementing agency meetAt::t criteria but have not formulated,
implemented and maintained such a current written EEO Program, they have 120 day. aft.. the date this
agreement was made to comply with the At::t or face loss of federal funds subject to the sanctions in the
Juatit:e Syatem /mptovement Act of 1979, Pub. L 96-157, 42 U.S.C. 3701, et aaq. (Refetence Section 803
(a) oftha Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information).
Any state agency, county or city receiving $500,000 or more in federal Anti-Drug Abu.a Act funds shaD
submit Its equal employment opportunity plan, and/or the most recent update, with its application, for
IUbmitIBI to the U.S. Department of Justice, Bureau of Justice Assistance for approval.
25. Americus with Disabilities At::t 1990
Subgrantees must compIy with the requirements of the Americans with Disabilities Ad (ADA), Public Law
101-338, which prohibits discrimination by public and Private entities on the basis of disability and requires
,.... accommodations be made with regard to emptoyment (Title I), state mKIloc.1 gowmment services
and transportation (TIlle II), public accommodations (TItle III), and telecommunications (TItle IV).
SUbgrMt AppIcatJon
SectIonU.~ 13011.
;:jr r ~uua Drug COIlUDI and System Improvement Fonnula Grant Program
Edward Byrne Memorial State and Local Assistance
26. Criminal Intelligence System
The purpose of the federal regulation published in 28 CFR Pert 23 - Crimin8/ Intelligence Systems Operating
PoIcies is to assure that recipients of federaJ funds for the DrinciDe' DurDo,e of operating a criminal
intelligence system under the Omnibus Crime Control and Safe Street. Act of 1968, 42 U.S.C. 3701, at .sq.,
a. 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 98-157), use those funds in conformance 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 operate
a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control
Md Safe Streets Act of 1968 as amended and comply with criteria as sat forth in 28 CFR Part 23 - CIIIrIit8
Intdgence Systems Operating Po/k:ies and In the Bureau of Justice Assistance's Formula Grant Program
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 placecl when this agreement
was made. If the recipient or criminal justice agency operates a criminal intelligence system and does not
meet Ad. and federal regulation criteria, they must indicata when they plan to come into compliance. Federal
law requires a subgrant-funded criminal intelligence system project to be in compliance with the Ad. and
federal reguJation ptiorto the IIWBrd 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, Debennent and Suspension (34 CFR, Part 85,
Section 85.510, P8/ticipant'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 tranSllction, unless authorized by the department
28. Payment Contingent on Appropriation
The State of Florida's performance and obligation to pay underthis agreement Is contingent upon an annual
appropriation by the Florida Legislature.
29. Federal Restrictions on Lobbying
The recipient agrHS to comply with Section 319 of Pubic Law 101-121 set forth In Wew Restrictions on
LDbbying; Intetim Rnal Rule, · publahed in the February 26, 1900. Federal Regist..
Each person shall file the most current edition of this Certification And Disclosure Form. if applicable, with
each submission that Inltl8tes agency consideration of such person for award of federal contract, grant, or
cooperative agreement of S1oo,ooo or more; or federal loan of $150,000 or more. .
ThIs certiftcation is e material representation of fact upon which reiiance was placecl when this agreement
WU 1Mde. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions end penalties imposed by Section 1352. TIle 31, United states Code. Any person who fails to file
the required certification Is subject to a civil penalty of not less than S10,OoO and not more than $100,000 for
each feUure to file.
The u~ned certifies, to the best of his or her knowledge and belief, that
L No federally appropriated funds have been paid or shaD be paid to any person for influencing or
attempting to Influence en officer or employee of any federal agency, a member of congress, an officer
or emptoyee of congress, or an employee of a member of congress in connection with the awarding of
any fedaralloan, the entering into of any renewal, amendment, or modification of any federal contract,
glUt; loan or cool*8tiVe agre&rnent
SUbgtwtt Appbtion
SectiOn n. P.,. '4 of '8
SFY 2000 Drug Control and System Improvement Formula 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
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 LobbvinG 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 Dollar Amount
When issuing statements, press releases, requests for proposals, bid soJicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, inctuding but not limited to state and local govemments, shall ctearty state:
a. The percentage of the total cost afJhe 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 alien
workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e),
Section 274A(e) of the Immigration and Nationality Act (-INA-). The Department shall consider the
emptoyment by any contractor of unauthorized aliens a violation of Section 274A(e) of the 1NA. Such
violation by the subgrant recipient of the employment provisions contained in Section 274A( e) of the INA shall
be grounds for unilateral canceUation 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 outlined
In the U.S. Department of Justice, OftIce of Justice Programs, Drug Courts Program omce, program
guidelines -Defining Drug Courts: The Key Components-, January 1997. This document can be accessed
on the omce of Justice Programs Wortd Wide Web Homepage: http://www.ojp.usdojjob.
SUbfrant Appbtion
__~...Il_ &1_ .,41 .., "III
( 3/GraJ1tc:
239
RESOLUTION NO. -1999
-..-......
A RESOLUTION OF THE BOARD OF COMMISSIONE
OF MONROE COUNTY, FLORIDA AUTHORIZING
SUBMISSION OF A GRANT APPLICATION TO
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 99/00 ANTI-DRUG ABUSE GRANT PROGRAM
.....-...--...-.--
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I Jfi 2 5 /$"
i
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c:c ~~ .: '. ~ 'J~Ti'. _ to
(V ",::i. "'.: ~.l"':~ l~ 'r"
WHEREAS, the Department 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 iJ 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 mE BOARD OF COUNTY COMMISSIONERS OF
MONROE; cqUNTY, FLORIDA, that:
1. The Board of County ~ommissioners 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 mee~g of said Board held on the 9* day of June, A.D., 1999'
Mayor Wilhelmi.,a Harvey
Mayor ProTem Shirley Freeman
'Commissioner Neugent n
Commissioner Williams
Commissioner Reich
Yes
yes
yes
yez:s
yes
Attest: .
IlEAL)
AnlftDA:~ . ~~a.;..'"JC
.~o~
..... ... . ......
Monroe .County Board of Commissioners
. .. ~
BY:~~.~"'~ . -,- ~ ,..'V'e~y
. .
"
tv
"'ATE
Ni.:A. i/?N
~.<~
I
".-- .:.:,..::.!;."" ..
~ ....."
....
OOUNTYo!MONROE
KEY WEST .::J I~ORIDA 33lMO
. (31111 ~1
James L. Roberts
County Administrator
Monroe County Public Service Building
5100 College Road
Key West, FL 33040
May 28, 1999
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shwnard Oak Blvd.
Tallahassee, FL 32399-2100
,'--"
(~--- BOARD OF COUNTY COMMISSIONERS
.,., ',...... Mayor Wilhcbnina Harvey, District I
Mayor Pro Tcm Shirley Freeman. District 3
George 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 authorization for Deanna S. Lloyd to have signature authority in order to conduct the
business related to program implementation. If any additional information or docwnentation is required, please
contact 305.292.4474. Thank you.
Smcerely, ~ r
"--:=;__,L~'
James L. Roberts
County Administrator
~~uilio~-#
SFV 2DDD Dlllg ContIoIand Sysmm 1"'PnN8tnent FonD_ GnInt Program
Et:ARnI Byrne MfIIIIOtiaI SIde 8IIfI1.Dt:III.a$Slstanca
----. - -.-.. ---
i -;:.:...:.a:~______.
I
~=~$:} 1'~;':;;;~~:'cjN
I- -
--
---.--'----,
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 the Subgrantee
(Subgrant Recipient) . . .(Select OI1e of the following):
[!] Meets Ad Criteria
o Does not meet Ad Criteria
I affirm that I have read the Act aiteria set forth in the Subgrant Application
Instructions. 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):
Gl Has a current EEO Plan
o Does not have a current EEO Plan
I further afffnn that If the Subgrant Recipient meets the Ad aneria and does not have
a current written EEO Plan, federal law requires it to formulate, implement, .,d
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Name: J_. L. Roberts
1rdJe: County ~dmiftistrator
Signature of Authorized Official:
Date: t, ! 9' I'lCJ
· ---J~L2.&t.
~18IIt A"...,. Paclrage
&0 CaltlllCIItIon - '1IIPI8III8IRing~
AppaIIdbt B - Page 1 at2
~r' ....." _.w" --'Ug, BnU.,~ ''''PIOVlJlftent Formula Giant PlOglam
Edward Byrne Memorial State and Local 4s~;stance
I. SIQnature Paae
In witness whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
have read and understand the agreement In its entirety and have executed this agreement by their duly
authorized offtcers on the date, month and year set out betow.
Corrections on this page. Including
atrIlce-oveIs. whlteout. -.. ant not acceptable.
State of Florida
Department of Community Affalls
Bureau of Community Assistance
. .., ,
By: Q(LctUJ..M' ~ . .WJ~d1.-J
Type Name and nue: cl:l=::l:der, Community Proqram MlIlinistrator ~
Date:
.,.
/ I ... /2. - i q-
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chainnan, Mayor, or Designated Representative)
By: -~~;dL\
.....--
Type Name and nue: James L. Roberts. Monroe County Administrator
Date: t;:, I ~ / <1 q FElD Number: S9 6000749
Implementing Agency
Official, Administrator or Designated Representative
By: ~ ~rt) =--.(
,
Type Name and Title: James L. Roberts, Monroe County Administrator
te(E?/q9
Date:
___L___....__.. ..
,oJ
\
1 \999 \
. ,.,,~=7,~
ATTACHMENTS
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 considere~ 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.
Data 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 ~tatement verifying the accuracy and authenticity ofthe4>ayroll 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
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 fmes
Revised 9/99
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 defme 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 pro~~ct.
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 ~ 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.
ATTACHMENT e
HUMAN SERVICE ORGANIZATION
LETTERHEAD
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 Organization name) for the time
period of 05/01/99 to 05/31/99.
Check # Payee Reason
101 Realty Co. May rent
102 Electric Co. "~'- May utilities
103 Phone Co. May phones
104 10hn Doe P/R ending 05/14/99
105 10hn Doe P/R ending OS/28/99
Amount
$ 1,500.00
250.00
50.00
800.00
800.00
(A) Total $ 3.400.00
(B) Total prior payments $ 4,500.00
(C) Total requested and paid (A + B) $ 7,900.00
(0) Total contract amount $15,000.00
Balance of contract (D-C)
$ 7.100.00
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
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Sub-Contract to DCA #00-C1-D8-1 1-54-01-086
Contract with: Samuel's House Effective Date: 10101/99
Expiration Date: 9/30/00
Contract Purpose/Description: Funds provided through DCA Agreement 00-C1-D8-1 1-54-01-
086 for implementation of the Samuel's House Shelter for Women and Children as part of
Monroe County's FY99/00 Anti-Drug Abuse Program
Contract Manager: D. Lloyd
(Name)
4474
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 1/19/00
Agenda Deadline: 1/05/00
CONTRACT COSTS
Total Dollar Value of Contract: $38,688.00 Current Year Portion: $
Budgeted? Yes X No 0 Account Codes: - 16 Be AssigllGd
Grant: $ 29,016.00 -/~5 - CXo()f~-G.-G-OOO'1~ 5503</0
County Match: $9,672.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
County Attorney
Changes ~. Date Out
Date In Needed \ _ ReVIew ~
fie. YesONoW - ~ _ ~
lj,$i Yes[]NO~_'U~,^ ~\"h"1
_ YesONocy': ~r-~ #
l*4qy YesO No~ <9/~ (- ~-a:,
Division Director
Ri~}4jmagement
Q..Y.. Ot-
O.M.B./PurC1~mg
Comments:
OMB Form Revised 9/11195 MCP #2
ANTI-DRUG ABUSE ACT FUNDS AGREEMENT
THIS AGREEMENT is made and entered this day of
1999, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and Samuel's House - SHELTER FOR WOMEN AND
CHILDREN I, whose address is 1511 Truman Avenue, Key West, FL 33040, hereinafter referred
to as "SHELTER."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to Samuel's House to implement a program that provides shelter for
women who have had repeated involvement with the criminal justice system and their children;
and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the SHELTER is th~sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
SHEL TER in accordance with the COUNTY'S application for the Anti-Drug Abuse Act Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the SHELTER agree as follows:
1. TERM - The term of this Agreement is from October 1, 1999, through September
30,2000, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The SHELTER will provide services as outlined in the COUNTY'S
Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the SHELTER in
performance of the services set forth in Section 2 of this agreement shall be the total sum of
$38,688.00. The total sum represents federal grant/state sub-grant support in the amount of
$29,016.00 and local matching funds in the amount of $9,672.00, which amount shall be
provided by the county through the grant matching funds account. All funds shall be distributed
and expended in accordance with the Project Budget Narrative submitted as outline in the grant
agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing and
Community Development, Bureau of Community Assistance Sub-grant Award Certificate and
Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference, (Attachment A).
5. IMPLEMENTING AGENCY BOND - The SHELTER is an implementing
agency under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the
provisions of the documents incorporated by reference in Section 4 of this Agreement.
Additionally, the SHELTER shall be bound by all laws, rules, and regulations relating to the
COUNTY'S performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The SHELTER shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services, and
all other information required by the Program Director. The original invoice shall be sent to:
Ms. Deanna Lloyd, Grants Management
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the SHELTER.
-
7. TERMINATION - This Agreement may be terminated by either party at any time,
with or without cause, upon not less than thirty (30) days written notice delivered to the other
party. The COUNTY shall not be obligated to pay for any services provided by the SHELTER
after the SHELTER has received notice of termination. In the Event there are any unused Anti-
Drug Abuse Act Funds, the SHELTER shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The SHELTER shall maintain
appropriate financial records which shall be open to the public at reasonable times and under
reasonable conditions for inspection and examination and which comply with the Agreement
incorporated in Section 4 of this Agreement.
9. AUDIT - The SHELTER shall submit to the COUNTY an audit report covering
the term of this Agreement, within one-hundred twenty (120) days following the Agreement's
lapse or early termination and shall also comply with all provisions of the Agreement
incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY
Ms. Deanna Lloyd, Grants Management
Public Service Building
5100 College Road
Key West, FL 33040
FOR PROVIDER
Elmira Leto
1511 Truman Avenue
Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
1 1. UNA V AILABILITY OF FUNDS - If the COUNTY shallleam that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the SHELTER at its address specified above. The COUNTY shall not be obligated
to pay for any services provided by the SHELTER after the SHE~ TER has received notice of
termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the SHEL TER shall abide by all Statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article I, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statues,
ordinances, rules, or regulations shall constitute a material breach of this Agreement immediately
upon delivery of written notice of termination to the SHELTER. If the SHELTER receives
notice of material breach, it will have thirty days in order to cure the material breach of the
contract. If, after thirty (30) days, the breach has not been cured, the contract will automatically
be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATIJS - Persons employed by the SHELTER in the performance
of services and functions pursuant to this Agreement shall have no claim to pension, worker's
compensation, unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation oflaw or by the
COUNTY.
15. INDEMNIFICATION - The SHELTER agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the SHELTER.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in effect
between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe County,
Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Deputy Clerk
By:
Mayor/Chairman
SAMUEL'S HOUSE -d/b/a SHELTER
FOR WOMEN AND CHILDREN I
J~~
Witness
:::e~ J~~~
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit
a bid on a contract with a public entity for the COnsttuction or repair of a
public building or public work, ~ay not submit bids on leases of real
property to public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess
of the threshold amount provided in Section 287.017, for CA TEGOR Y
TWO for a period of 36 months from the date of being placed on the
convicted vendor fist."
,
.
SWORN STATEMENT UNQF.R O~~:;::: NO. 10-1990
MONROE COUNTV~
ETI.-IlCS CLAUSE
'-13~ ,h - e"hltA /'.6 )
or olhenyise had acl on his/i,s behalf any former County officer or employee in yiolation of
warrants that he/it has not employed, retained
Sl'Cl ion 2 of Ordinance no. 10-1990 nr any County offICer or employee in Yiolalion of
SeCI ion .1 of Ordinancc No. 10-1990. For breach or violation of Ihis pmyision .he Counly
may. in il. .lisctl1ion. lerminale Ihi. conlract Wilhou. liability and may also. in ils discretion,
deducl f mill ,he COn'tael or purchase price. or olhenvise recover, the full amount of any fee.
comm ission. percentage, gift. or consideralion paid to the fonner Coun,y officer or employee.
STATE OF
*bA-
, ~~
'&;.ld JJ ~~
(signature)
Date: 1;)../.).9/ 79
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
M~. fT. Cr>R~ who, afterflJ'St heing sworn by me, affixed hislher
signa'ure (name ofindividqal signing) in the space provided above on Ihis ~ day of
ik~ . J9~.
LJ~~
NOTARY PUBL
My commission expires:
OMB - Mep FORM 1#4