Item C29 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:_.ae_ceraber1_1_,_2o_t3 Division: OMB
Bulk Item:Yes ® No F-] Department: Grants
Staff Contact/Phone: Laura deLaac_l1-_HartIex4_4_8:z
AGENDA ITEM WORDING: Ratification of grant adjustment submission to FDLE JAG sub-grant to
account for unexpended funds of$6,4o6.14.
ITEM BACKGROUND: Per FDLE JAG grant requirements, grant awards and grant expenditures
must be reconciled before a final closeout can be completed. FDLE requires a grant adjustment
to reduce the award amount to the actual amount expended on the grant. Currently grant
adjustments must be submitted in the FDLE online grant management system by the Mayor as
the designated "Chief Official". Due to reporting and closeout deadlines the grant adjustment
was submitted electronically by the Grant Administrator.
PREVIOUS RELEVANT BOCC ACTION: At the November 20, 2012 meeting the Board granted
approval authorizing the Grants Administrator to process routine grant adjustments to FDLE
grants. The FDLE contract and the MOU for Boys and Girls Club: Key West Smart Moves
Prevention Program were both approved at the November 20, 2012 BOCC meeting.
CONTRACT/AGREEMENT CHANGES: The unspent funds are decreased from the FDLE JAG grant
award. The adjusted award amount is now $10,092.86.
STAFF RECOMMENDATION:Approval
TOTAL COST: $ o.00 INDIRECT COST:�o oo BUDGETED:Yes® NoF�
COST TO COUNTY: $_o.00 SOURCE OF FUNDS:Federal pass_t_h_ru_FD_L.E_
DIFFERENTIAL OF LOCAL PREFERENCE:------ NIA
REVENUE PRODUCING:Yes ❑ No AMOUNT PER MONTH: NJ A YEAR: NIA
APPROVED BY: COUNTY ATT N! OMB/PURCHASING W RISK MANAGEMENT
DOCUMENTATION: INCLUDED: ® NOT REQUIRED:
DISPOSITION: __ AGENDA ITEM
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Justice Assistance Grant- County-wide
Subgrantee: Monroe County Board of Commissioners
Project Title: BOYS AND GIRLS CLUB: KEY WEST SMART MOVES PREVENTION
PROGRAM
Grant Number: 2013-JAGC-MONR-5-D7-126
Adjustment Number: 3
Nature of Adjustment: REVISED BUDGET/CLOSEOUT
To Subgrantee:
Pursuant to your request of 11/15/2013, the following change, amendment or adjustment in
the above grant project is approved subject to such conditions or limitations as may be set
forth below. Retain this Grant Adjustment Notice as part of official project records.
Electronically Signed By:
Date
11/20/2013 Petrina Herring
Authorized Official
Clayton H.Wilder
Administrator
The following revised budget is approved:
Current New
Approved Approved
Budget Category Budget Difference Budget
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services $16,499.00 ($6,406.14) $10,092.86
Expenses $0.00 $0.00 $0.00
Operating Capital $0.00 $0.00 $0.00
Indirect Costs $0.00 $0.00 $0.00
Total Project Costs $16,499.00 ($6,406.14) $10,092.86
Federal Match Total Funds
New Approved Budget $10,092.86 $0.00 $10,092.86
OCJG Adjustment Memo:
Based on your final expenditures, the revised budget reflects a change in the Contractual Services
Category and a reduction in the federal award in the amount of$6,406.14,
NOTE: Retain this grant Adjustment Notice as part of official project records.
Application Ref 2013-JAGC-1990
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D-9.006 OCJG-020(rev.June 2012)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
r „rvoa .w
t
All of the funds awarded were not expended. The balance of the grant is$6,406.14.
By electronically submitting this adjustment, I hereby certify that I have reviewed the
changes and find them necessary for program activities. I am the signing authority or
have been delegated as such by the appropriate official. Information regarding the
signing authority is available for review.
Electronically Signed By:
Date 11/15/2013 George Neugent
Authorized Official or Designated Representative
Application Ref# 2013-JAGC-1990
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
General Financial Info:
Note: All financial remittances will be sent to the Chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR/Vendor Number: 596000749
Budget:
Budget Category Federal Match Total
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services $10,092.86 $0.00 $10,092.86
Expenses $0.00 $0.00 $0.00
Operating Capital $0.00 $0.00 $0.00
Outlay
Indirect Costs $0.00 $0.00 $0.00
--Totals -- $10,092.86 $0.00 $10,092.86
Percentage 100.0 0.0 100.0
Project Generated Income:
Will the project earn project generated income (PGI) ? No
Application Ref# 2013-JAGC-1990 Section#4 Page 1 of 3
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D-9.006 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
Z
P ,
Budget Narrative:
CONTRACTUAL SERVICES
The Boys and Girls Club of the Keys Area will provide approx. 543.211 hours (service units)of
afterschool (including before school and weekend) prevention programming for at-risk youth in
Monroe County. Services will be provided approximately 24 hours per week for 37 weeks. The
services will be provided by a Program Director and Prevention/Activity Coordinators.
Unit: 1 Hour
Unit Cost: $18.58 ("The unit cost is lower than last year's unit cost for this service due to
decreases in staff hourly rates.)
Unit Cost Budget: 543.211 Unit of afterschool prevention programs and activities @ $18.58 per
hour= $10,092.86
Unit Cost Calculation: 543.211 x $18.58= $10,092.86
Total Budget: $10,092.86
Unit Cost was established by contracted service provider in June 2012.
Contract:
Monroe County will execute a contract with the Boys and Girls Club of the Keys Area for the
SMART MOVES program for the period of Oct 1, 2012 through September 30, 2013 to cover the
grant period. A copy of the contract will be sent to FDLE.
Application Ref# 2013-JAGC-1990 Section#4 Page 2 of 3
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D- M6 OCJG-005(rev.October 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section Questions:
Question: If salaries and benefits are included in the budget as actual costs for staff in the
implementing agency, is there a net personnel increase, or a continued net personnel
increase from the previous Byrne program?
Answer: NA
Question: If benefits are to be included, are they reflected in the budget narrative?
Answer: NA
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency, if it is the sheriffs office.
Answer: Monroe County's OCO threshold is $1,000.
Question: If indirect cost is included in the budget, indicate the basis for the plan (e.g. percent of
salaries and benefits), and provide documentation of the appropriate approval of this
plan.
Answer: NA
Question: If the budget includes services based on unit costs, provide a definition and cost for
each service as part of the budget narrative for contractual services. Include the basis
for the unit costs and how recently the basis was established or updated.
Answer: The basis for the unit cost is staff salaries assigned to the program (plus a small
amount for supplies.)
Program Director= $4,354.34
Prevention Activity Coordinators = $5,452.94
Supplies= $285.58 (Last year, supplies were funded via a different grant source, that
is not available this year.)
Total Budget= $10,092.86
Total Units = 543.211
Total Cost per Unit= $18.58
Application Ref# 2013-JAGC-1990 Section#4 Page 3 of 3
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D-M06 OCJG-005(rev.October 2005)