Item U07 U.7
BOARD OF COUNTY COMMISSIONERS
County of Monroe a Mayor Heather Carruthers,District 3
h} ] ' Mayor Pro Tem Michelle Coldiron,District 2
The Florida Keys Craig Cates,District l
E j David Rice,District 4
ak e4^: d y!yu%
Sylvia J.Murphy,District 5
County Commission Meeting
October 213, 2020
Agenda Item Number: U.7
Agenda Item Summary #7484
BULK ITEM: Yes DEPARTMENT: County Administrator
TIME APPROXIMATE: STAFF CONTACT: Lisa Tennyson (305) 292-4444
n/a
AGENDA ITEM WORDING: Discussion and approval of proposed updated Allocation Plan for
CARES Act funding to reflect proposed allocations for Phases 2 and 3. The State is requesting that
Counties provide them with an allocation plan for these Phases, in order to position counties to be
able access these funds as expeditiously as possible given the short time frame in which the funds
must be expended(by December 30, 2020).
ITEM BACKGROUND:
The updated Allocation Plan proposes funding from Phase 2 ($2.6M) and Phase 3 ($7.15) for the
same categories as Phase 1:
1) Economic relief programs for the community; and
2) Public health and safety expenditures by local governments and constitutional officers.
For Phase 2, the Plan includes:
• Additional assistance to small businesses ($1M);
• Assistance to non-profits ($1M); and
• Direct funding for critical services like food and maternal health($600K);
For Phase 3, the Plan includes:
• Additional assistance to small businesses;
• Additional assistance to non-profits;
• Additional direct funding for critical services;
• Residential and business utilities assistance;
• Additional rent/mortgage relief, and
• Additional funding for local government/constitutional officers public health and safety
expenditures.
For Phase 2, we plan to open the non-profit assistance grant cycle as soon as BOCC approves the
allocations. We developed a draft application and program information for the non-profit assistance
grant program and this is also included in this item. The funding agreements for food and maternal
health providers are on today's agenda(separate item). We will also re-open the small business
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assistance grant program for another round of funding, also as soon as the BOCC approves the
allocations.
The proposed,preliminary allocations for Phase 3 include additional funding across the various
categories already funded: additional economic relief to the community and additional coverage for
the public health and safety expenditures of local governments and constitutional officers.
We did not want to wait until November's BOCC meeting to lay out the funding plan for Phase 3,
however, we can discuss, update and revise these as might be necessary at the November meeting.
The State informed Counties that their Phase 3 funds would not be advanced. However, the State has
recognized the Counties' cash flow challenges and will enable us to access the funds by
encumbering them instead of requiring us to expend our own funds first.
We plan to open execute additional agreements with providers for services, and to work with the
utilities on residential and business accounts that are in arrears as a result of economic hardship due
to COVID-19.
Attached:
• Monroe County CARES Act Updated Allocation Plan
• Monroe County CARES Non-Profit Assistance Grant Program Application
• Monroe County CARES Non-Profit Assistance Grant Program Guidance and FAQ
PREVIOUS RELEVANT BOCC ACTION:
September 4, 2020: Opening of Small Business Assistance Grant Cycle (Round 1)
September 3, 2020: Approval of Allocation Plan for Phase 1, including funds for Small Business
Assistance, Rent Relief and Local Government Public Health and Safety Expenditures
August 19, 2020: Approval of Funding Agreement with FHFC for rent/mortgage assistance funding
July 27, 2020: Ratification of Funding Agreement Y2287 with Florida DEM
July 15, 2020: Budget Resolution to allocate $200,000 for Rent/Mortgage Assistance program
CONTRACT/AGREEMENT CHANGES:
n/a
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Monroe County Cares Act Allocation Plan (Updated for Phases 2 and 3)
Monroe County Cares Non-Profit Assistance Program Grant Application and Agreement 1
Monroe County CARES Non-Profit Grant Program Guidance and FAQ FINAL
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
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Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Bob Shillinger Completed 10/13/2020 5:12 PM
Purchasing Completed 10/13/2020 5:13 PM
Budget and Finance Completed 10/13/2020 5:19 PM
Maria Slavik Completed 10/13/2020 6:57 PM
Liz Yongue Completed 10/13/2020 6:59 PM
Board of County Commissioners Pending 10/21/2020 9:00 AM
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MONROE COUNTY CARES
Monroe County CARES Act Program
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MONROE COUNTY BOARD OF COUNTY
COMMISSIONERSCL
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Mayor Heather Carruthers 2
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Mayor Pro Tem Michelle Coldiron r-
Commissioner Craig Cates Crj
Commissioner David Rice
Commissioner Sylvia Murphy
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OFFICE OF THE COUNTY ADMINISTRATOR
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UPDATED TO REFLECT PHASE 2 AND PHASE 3
OCTOBER 2020
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TABLE OF CONTENTS
INTRODUCTION..................................................................................... 1
BACKGROUND........................................................................................ 2 u
MONROE COUNTY ALLOCATION AMOUNT................................................. 4
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ELIGIBLE USE OF FUNDS........................................................................... 4
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PHASE 1 ALLOCATIONS 6
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PUBLIC SAFETY AND HEALTH EXPENSES
SMALL BUSINESS ASSISTANCE GRANT PROGRAM 04
RESIDENTIAL RENT/MORTGAGE/UTILITY ASSISTANCE PROGRAM
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The following are additions to the original Allocation Plan:
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PHASE 2 ALLOCATIONS............................................................................. 7 D
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SMALL BUSINESSES ASSISTANCE GRANT PROGRAM ROUND 2
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NON-PROFIT SERVICES AND STABILIZATION ASSISTANCE PROGRAM
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FOCUSED FUNDING FOR CRITICAL NEEDS
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PHASE 3 ALLOCATIONS (PROPOSED/ESTIMATED).......................................... 8
PUBLIC SAFETY AND HEALTH EXPENDITURES
CONTINUED COMMUNITY NEEDS FUNDING IN EXISTING CATEGORIES
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MONROE COUNTY CARES ACT FUNDING BUDGET(ALL 3 PHASES) ................... 9 r_
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INTRODUCTION
The Monroe County CARES Act Program is a grant program funded by an allocation to Monroe County from the
federal Coronavirus Aid,Relief, and Economic Security Act("CARES ACT"),through the State of Florida Division
of Emergency Management, to be used in assisting local governments in the recovery process from the COVID-19
pandemic. Monroe County created the Monroe County CARES Act Program to distribute the County's initial award
of CARES Act funds. 0
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BACKGROUND
The pandemic necessitated Statewide and countywide measures to safeguard the public health to slow and stop the
spread of the COVID-19. The County responded quickly to the unfolding health crisis by standing up our Emergency
Operation Center, performing public health and safety measures, ensuring food and services to our vulnerable
populations, securing PPE and other necessary equipment and shifting the County's workforce to telework. The W
municipalities and Constitutional Officers also took pro-active and protective steps, including implementing the
critically important checkpoint to discourage visitors driving in from neighboring"hotspots"and mitigate the spread t?
of the virus in Monroe. All local government entities coordinated with ongoing emergency actions by the State,
issuing guidance, complying with and enforcing the State's and County's emergency directives.
The State of Florida and Monroe County issued safer-at-home directives leading to the closure of all non-essential
businesses, causing the loss of jobs in those businesses, acutely impacting the tourism industry, the Florida Keys' W
single most important industry.
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The closures struck an immediate and significant blow to our entire economy, shuttering hotels,restaurants,bars,and
recreational and cultural enterprises for 10 weeks between March 23 and June 1. Monroe's domestic and international
tourism stopped. Cruise ships halted operations and inbound passenger airline flights were virtually empty.
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After re-opening on June 1, businesses are active and tourists are returning but economy recovery is hampered by
persistent and climbing infection rates. CL
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Monroe County's economy is tourism-based with approximately 35% of our jobs are in the tourism industry (State
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ofFlorida Office ofEconomic and Demographic Research, May 2020). The vast majority of our 14,000 tourism jobs U
are specifically in hotels,restaurants and bars. In terms of tourism employment as a percentage of total employment,
Monroe County is number one in the State (Economic Impact of Tourism in the Florida Keys, TDC 2018).
Thousands of workers were suddenly without jobs. Monroe's unemployment rate,which was the lowest in the State
in February at 2.8% shot to 8.4% in March. By April, it had climbed to 17.5%, and to 17.7% in May. These are tj
among the very highest rates in the State, and surpass the statewide unemployment rates.
Local government sales tax revenue receipts plummeted. Through the months of April, May and June, the County 0
experienced a sudden and profound revenue loss even as we continued to provide core services. 0
Recognizing the economic disruption of social distancing directives to communities across the nation, Congress
passed the CARES Act on March 27, 2020, providing over $150 billion in direct federal assistance to states and
eligible local governments due to the COVID-19 pandemic.
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In June 2020 Governor DeSantis announced that the $1.275 billion of the $3.747 billion reserved for direct assistance
to eligible Florida local governments would be distributed to Florida counties having a population less than 500,000
("Small County") through an agreement with the State Division of Emergency Management (DEM). Small County
allocations are based on a methodology similar to that used for counties with a population greater than 500,000,who
received their funds direct from the US Treasury.
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Each County accepting CARES Act funds must develop a plan for how they will use their CARES Act funding. The
plan must take into account local government,municipalities and constitutional officers.
All programs and costs identified in a plan must strictly adhere to the CARES Act criteria and the US Treasury's most
recent guidance on allowable activities and costs for governments, which includes but may not be limited to the
following:
• Medical expenses related to COVID-19, e.g., testing, emergency medical response expenses, public 2
telemedicine capabilities. U
• Public health expenses related, e.g., communication and enforcement, purchase and distribution of PPE,
disinfection of public areas or facilities,public safety measures, quarantining individuals.
• Payroll expenses not budgeted and for certain individuals whose services are substantially dedicated to
mitigating or responding to COVID-19
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• Expenses of actions to facilitate compliance with COVID-19 related public health measures,e.g.,food delivery
to certain populations, improvement of telework capabilities for public employees, paid sick, medical and
family leave under specific circumstances. LIJ
• Expenses associated with the provision of economic support in connection with COVID-19,e.g.,grants to small
businesses,payroll support,unemployment costs if such costs will not be reimbursed by the federal government
pursuant to the CARES Act or otherwise.
Specific unallowable costs include,but may not be limited to: 04
• Replacement of shortfalls in government revenues. CrJ
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• Costs already accounted for in government budgets prior to March 27, 2020.
• Non COVID-19 related expenditures.
• Cost incurred before March 1, 2020 and after December 30, 2020. CU
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• Damages or costs paid or reimbursed from other sources. CL
• Payroll for employees whose services/duties are not substantially dedicated to COVID-19.
• Reimbursement of donated services or supplies. CL
• State Medicaid cost share. g
• Workforce bonuses. U
• Severance payments.
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• Legal settlements.
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CARES Act funded programs and costs must also adhere to the following criteria: CU
• A necessary expenditure incurred due to the public health emergency with respect to the COVID-19.
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• Costs were not accounted for in the County's budget prior to March 27, 2020 (the date of enactment of the
CARES Act). 2
• Costs were incurred and paid during the period that begins on March 1, 2020 and ending December 30, 2020. 0
• Expenses not paid as of December 30 2020,will not be eligible for reimbursement and any unspent CARES
Act funds will revert back to the State.
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• Timely reporting to DEM on progress and expenditures.
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• Adherence to 2 CFR 200 in regards to all grant administration,procurement, contracting, audits, etc.
The US Treasury advised that local governments receiving CARES Act funds will be audited, and that costs
deemed unallowable will be subject to recoupment by the US Treasury.
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Counties were further advised that their state revenue sharing payments would be reduced by the amount of any,
costs deemed unallowable by the federal or state auditing entity.
MONROE COUNTY'S;ALLOCATION AMOUNT
Monroe County's CARES Act total allocation from the State is projected to be $13,003,340.
• The initial 25% is an advance payment of$3,250,835. 0
• The remaining 75%, $9,752,505 will be available on a cost reimbursement basis.
The State of Florida will oversee these CARES Act funds allocated to Monroe County and has implemented the
following requirements:
• The State released an advanced payment("Phase 1") of 25%,or$3,250,835,to Monroe County,upon execution of U)
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a sub-recipient funding agreement in late June 2020.
• All further funds ("Phase 2") are reimbursement-based, as needed. The State will issue further guidance on the
release of the balance of funds.
• The County will use the fund disbursement on eligible expenditures as defined by the CARES Act, and related CU
guidance from the U.S. Department of the Treasury. 4
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• The County agrees to repay the State of Florida any portion of the disbursed funds that is unused,or is not utilized M
in accordance with the CARES act stipulations. CL
• The County agrees to submit quarterly reports to FDEM detailing the expenditure of disbursed funds as well as
projections of eligible expenditures.
• All counties should provide funds to municipalities located within their jurisdiction on a reimbursement basis for CL
expenditures eligible under the CARES Act and related guidance. D
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• All funds must be fully expended (le, invoiced and paid) by December 30, 2020, and any unspent funds as of CL
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December 30, 2020 shall revert to the State. r_
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It is important to note that the FDEM's current CARES Act funding agreement with the County is specifically only 0
for$3.25 million. The agreement makes no reference to the County's full allocation amount. Thus, the allocation plan ZZ
accounts only for the receipt of$3,250,835 U
Per the terms and conditions of the executed agreement with the State, any further allocation will be a cost
reimbursement-based process. A cost reimbursement-based process will require that Monroe County expend its own
funds first, and then request and wait for reimbursement of the expenditures made. This requirement will be a ,
significant challenge given the County's COVID-19-related cash flow and budget constraints.
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ELIGIBLE USES OF FUNDS'
The funds must be used in accordance with the requirements of the CARES Act, guidance from the United States
Treasury, and the terms and conditions of the subrecipient agreement with the State of Florida Division of Emergency u.
Management.
Since passage of the CARES Act, the Treasury Department,the federal agency charged with oversight of the CARES
Act, has released guidance documents in the form of Guidance and Frequently Asked Questions to expound upon and
clarify allowable expenses. Per Treasury Guidance, expenditures must be used for actions taken to respond to the
public health emergency and these include:
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o Expenditures incurred to allow the State or local government to respond directly to the emergency,
such as by addressing medical or public health needs,protective supplies, public safety measures, payroll
expenses for public safety,public health, health care, human services for services to mitigate or respond to
the COVID-19 crisis, expenses related to telework for public employees, etc.
o Expenditures incurred to respond to second-order effects of the emergency, such as by providing
economic support to those suffering from employment or business interruptions due to COVID-19-related
business closures.
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Treasury guidance further makes clear that CARES Act funds to State and Local Governments may not be used to fill
shortfalls in government revenue. Although a broad range of uses is allowed,revenue replacement is not a permissible
use of CARES Act payments.
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ALLOCATION PLAN FOR THE AMOUNT OF PHASE ADVANCE: $3.25M
As previously noted,the State has advanced Monroe County 25%of its total allocation,or$3.25M. These funds have
been deposited in our account and we may expend them as soon as we determine an allocation plan. 2
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Monroe County's allocations for Phase 1 funds of$3.25M are as follows:
1) ECONOMIC RELIEF TO THE COMMUNITY of Monroe County, inclusive of the
municipalities, suffering from COVID-19-related employment or business
interruptions, specifically: U
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o Residential Rent,Mortgage and Utility Relief: $200,000
Up to $200,000 for residents throughout Monroe County who have been
economically impacted by COVID-19, for example by being laid off, furloughed,
having their jobs eliminated, hours/wages reduced, etc.impacted by COVID-19
related job loss or reduced hours. CU
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o Small Business Assistance Grant Program: $1,000,000 Cn
$1,000,000 for small businesses throughout Monroe County experiencing CL
economic hardship as result of the closures and social distancing guidelines related
to the COVID-19 pandemic. This assistance is intended to offset the significant,
temporary loss of revenue to these qualified businesses during this pandemic.
2) PUBLIC HEALTH AND SAFETY COSTS INCURRED BY LOCAL
GOVERNMENTAL ENTITIES for COVID-19 related response, mitigation and
recovery efforts, and CARES Act program implementation and compliance costs. g
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o Constitutional Officers: $1,300,000
Sheriff, Clerk of the Court, Tax Collector, Supervisor of Elections U
o Monroe County and Municipalities: $680,000
Monroe County BOCC, City of Key West, City of Marathon, Village of
Islamorada, City of Key Colony Beach and City of Layton.
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ALLOCATION PLAN FOR THE AMOUNT OF PHASE 2 ADVANCE: $2.6M
On September 18, Governor Desantis announced the State of Florida's second round of disbursement (advance)
of$255M in CARES Act funding for the 55 counties with populations under 500,000. 0
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For this second round(Phase 2),Monroe County will receive$2,600,000.
Monroe County's allocations for Phase 2 funds are as follows:
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1) ECONOMIC RELIEF TO THE COMMUNITY of Monroe County, inclusive of the
municipalities, suffering from COVID-19-related employment or business
interruptions, specifically:
o Small Business Assistance Grant Program (Round 2) : $1,000,000
Up to $1,000,000 for small businesses throughout Monroe County experiencing CL
economic hardship as result of the closures and social distancing guidelines
related to the COVID-19 pandemic. This assistance is intended to offset the
significant, temporary loss of revenue to these qualified businesses during this
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pandemic. V
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o Non-Profit Grant Assistance Grant Program: $1,600,000 CL
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o Up to $1,000,000 for non-profit organizations throughout Monroe County
experiencing economic hardship due to increased service demands and/or
increased expenses as a result of the closures and social distancing
guidelines related to the COVID-19 pandemic. This assistance is intended U
to support non-profits and their missions to help the residents and overall
community of Monroe County.
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o Up to $600,000 for the delivery of critical services including: food,utilities,
childcare,medical and mental health.
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ALLOCATION PLAN FOR THE AMOUNT OF PHASE 3 FUNDS: $7.25M
The State DEM has informed Counties that after the release of Phase 1 and Phase 2 funds via advances that the
remaining funds in our allocations will be remain with State and accessed only through a cost-reimbursement process. 0
However, the State, responding Counties' cash flow challenges, has provided valuable flexibility. It will allow us to 0
access funds in Phase 3,by informing them how as to how we plan to use the funds and encumbering them,rather than
requiring that we expend our own funds first and seek reimbursement. r_
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For the purposes of being able position Monroe County to access our Phase 3 funds as soon as we wish,we are required �
inform DEM as to Monroe County's allocations for Phase 3 funds.
This allocation plan will serve to provide that information and to outline our projected allocations Phase 3. en
For Phase 3,Monroe County's remaining funds are$7,250,000.
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Monroe County will allocate Phase 3 funds across the same categories we used for Phases 1 and 2: N
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1) ECONOMIC RELIEF TO THE COMMUNITY of Monroe County, inclusive of the
municipalities, suffering from COVID-19-related employment or business interruptions,
specifically: '
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o Additional Residential Rent and Mortgage Relief
o Residential and Business Utilities Assistance
o Critical Needs Support: Food, Utilities, Childcare, Medical and Mental Health
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2) PUBLIC HEALTH AND SAFETY COSTS INCURRED BY LOCAL
GOVERNMENTAL ENTITIES for COVID-19 related response,mitigation and recovery
efforts, and CARES Act program implementation and compliance costs.
o Constitutional Officers:
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Sheriff, Clerk of the Court, Tax Collector, Supervisor of Elections
o Monroe County and Municipalities:
Monroe County BOCC, City of Key West, City of Marathon, Village of Islamorada, 2
City of Key Colony Beach and City of Layton. r_
SPENDING PLAN: The attached spreadsheet outlines the projected spending across these categories for Phases 1, 2
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and 3. It is important to note that proposed expenditures for Phase 3 are our best projections at this time, and are
subject to revision and additional expenditures.
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OVERVIEW OF ALLOCATION PLAN FOR PHASES 1, 2, 3
MONROE COUNTY CARES ACT FUNDING BUDGET
PHASE 1ALLOCATION/ PHASE 2ALLOCATION PHASE 3ALLOCATION 0
ENCUMBERED (Proposed) (Estimated Proposed*) CU
USE
Advance Advance Cost-Reimbursment
3,250,835 2,600,668 7,151,837
Community Need U
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Residential Rent/Mort Relief Program 200,000 1,000,000
Small Business Assistance Grant Program 1,000,000 1,000,000
Non-Profit Stabilization Program 1,000,000
Critical Needs Direct Support(food,shelter, 500,000
childcare,medical/mental health,utilities) 600,668 cri
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General Government Cn
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Public Safety Personnel Costs for all local
governments 2,705,547
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BOCC-EOC,PPE,Telework,Seniors,Nutrition,
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Sanitary maintenance,etc 387,686 2,426,290
Muni -City of Key West 165,600 190,000 CL
Muni-City of Marathon 56,500 50,000 0
Muni -Village of lslamorada 40,900 40,000 cri
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Muni -City of KCB 5,000 20,000
Muni-City of Layton 1,200 20,000
Constitutional -Sheriff 1,098,043
Constitutional-Clerk 267,382 200,000
Constitutional-Tax Collector 24,008
Constitutional -Prop Appraiser
Constitutional -Supervisor of Elections
Judicial Admin 4,516 0-
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Total 3,250,8351 2,600,6681 7,151,837
*Phase3 allocations are subject to further additions and revisions
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BOARD OF COUNTY COMMISSIONERS
M O N R O E COUNTY CARES Mayor Heather Carruthers
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Mayor Pro Tem Michelle Coldiroi
Non-Profit Assistance Program Commissioner Craig Cate:
Application and Agreement Commissioner Commissioner
DavidMrph
Commissioner Sylvia Murph C3
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The Monroe County CARES Program is a grant program funded by an allocation to Monroe County from the federal
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Coronavirus Aid, Relief, and Economic Security Act ("CARES Act"), through the State of Florida Division of Emergency ,E
Management, to be used in assisting local governments in the recovery process from the COVID-19 pandemic.
Monroe County BOCC has deemed assistance to non-profits which have been negatively impacted by COVID-19 pandemic- v
related interruptions a necessary response to the public health emergency.The Monroe County BOCC has created the Monroe U)
County CARES Non Profit Assistance Grant Program to distribute a portion (up to$1 M)of the County's CARES Act funds Lu
for grants to support the on-going work of qualifying local non-profits that have been negatively impacted by the pandemic and
or related closure and social distancing requirements. U
Qualifying organizations must be:
• A registered 501 c3 organization; and
• Physically located in and providing services in Monroe County for a minimum of 2 years prior to March 1, 2020; and
• Negatively impacted by the COVID-19 pandemic and/or related closures or social distancing requirements; and
• Operating lawfully with all appropriate licensure, and
• Able to provide all required documentation.
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The Monroe County CARES Non Profit Grant Assistance Program consists of a one-time fixed amount grant the amount ,v
of which is based on the size of the applicant organization's operating budget, prior to March 1, 2020. We will use the CL
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organization's total annual expenditures as reported on its most recently filed IRS 990 (line 18). The grant amounts are as
follows:
• For organizations with expenditures up to $500,000: $3,500
• For organization with expenditures over$500,000 and under$1,500,000: $5,000
• For organizations with expenditures over $1,500,000: $6,500
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Awards will be made on a first come, first served basis of complete applications. Incomplete applications will not be reviewed.
In order to expedite issuance of funds, applications will only be received using the online submission process.
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To access the online application, go to WWW.MON ROECOUNTY-FL.GOV/CARES. Do not start the application without °W
having all required documents ready to attach or your online application may not save properly and you will have to begin <
again. Failure to submit a complete application will result in your application not being reviewed.
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Monroe County staff and/or the Clerk may request additional supporting documents including, but not limited to, bank
statements, financial statements or information, receipts, and other financial documents. Any additional documents °
requested must be provided. W
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Please note, under Chapter 119,Fla. Stat., information included in this application and any documentation submitted as part
of the application or throughout the application process is subject to public records requests.
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You must read this document "Monroe County CARES Program and Guidance" prior to completing the application. This
guidance document provides information that will be helpful in determining your organization's eligibility to apply, 0-
understanding the rules and regulations guiding these funds, and compliance requirements of all successful applicants. The o
Monroe County CARES Program Guidance document is available at WWW.MON ROECOU NTY-FL.GOV/CARES
01 have read the document Monroe County CARES Non-Profit Assistance Grant Program and Guidance prior to completinc E
this application. v
0 I affirm that this funding will be used to reimburse funds expended by my organization for program costs related to COVID-1 C
and that none of the costs that will be reimbursed by these funds have been reimbursed by any other funding source.
I have the authority to sign this application, agreement and included certifications.
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Your organization must meet ALL of the following to be eligible. If you respond NO to any of the questions below, please do n(
continue as your organization does not qualify for an award. .2 o
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1) My non-profit is an IRS registered 501 c3 organization =
Yes or No
2) My non-profit has a physical, brick and mortar business location within the boundaries of Monroe County (inclusive of the ,
municipalities of Key West, Marathon, Islamorada, Key Colony Beach and Layton.) v
Yes or No W
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3) My non-profit has been providing continuous services in Monroe County for a minimum of 2 years prior to March 2, 2020
Yes or No
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4) My non-profit has experienced a negative financial impact in an amount of at least the amount of the grant award that yoi
organization qualifies for
Yes or No
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5) My non profit meets all of the regulatory requirements of the federal government, the State of Florida, Monroe County an •v
the municipality in which it is located. CL
Yes or No
6) My non profit in not operating in violation of and Federal, State or local laws
Yes or No '-
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I certify that the above information is true and correct. M
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7) Organization name (should match the IRS Form 990 and W-9)
8) Applicant First Name Applicant Last Name Applicant Title
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9) Executive Director/CEO/President Name
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10) Primary Phone Number
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11) Email Address
12) Organization's Physical Street Address
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Street, City, State, Zip
13) Organization's Mailing Address
Street, City, State, Zip
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14) Municipality Your Organization is located in: o
15) Geographical Area of the Florida Keys Served by your organization (check all that apply):
Keys-wide U.
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Middle W
Upper Keys
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City of Key West .r
Marathon
Islamorada
KCB
Layton
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16) Organization's Federal Employment Number:
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17) Date Non-Profit was Established:
18) For how many years has the non-profit delivered services in Monroe County: E
19) What type of services does the non-profit deliver in Monroe County(briefly list): o
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4)
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Pull down List: Health,Arts and Culture,Animal Welfare, Environment, Children/Youth, Disabled, Education, Childcare,
Food, Housing/Shelter, Veterans, Other_ ig
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20) Current number of full time employees:
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Has this changed since Feb 1, 2020 L
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Yes or No If yes, Increased Decreased O
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21) Current number of part time employees:
Has this changed since Feb 1, 2020
Yes or no If yes, Increased Decreased °
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22) Current number of volunteers: o
Has this changed since Feb 1, 2020
Yes or no If yes, Increased Decreased E
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23) Total Amount of Organizational Expenses as listed on your most recently filed Form 990, Line 18, under column "Current
Year": $
Packet Pg.4802
24) Please indicate if your organization was awarded or received funds from other assistance programs including but
to the Paycheck Protection Program or SBA's Economic Injury Disaster Loan or Grant, or private insurance. Receipt of other
funding will not disqualify you for Monroe County CARES Act funding.
Yes or No
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If yes, enter amounts. If no, enter"0" _
PPP Amount: 1
EIDL Grant Amount:
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EIDL Loan Amount:
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Other:
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Other:
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I certify that my organization SHALL NOT use funds from the Monroe County CARES Grant program for any
expenses/losses already covered or reimbursed by any other assistance, and I further certify that I understand that the
requirement applicable to Monroe County CARES Grant program that there shall be NO DUPLICATION OF BENEFITS.
I certify that the above information is true and correct.
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25) Did your organization experience economic hardship, operational disruption, and/or additional expenses as a result of the
COVID-19 pandemic and/or related closures and social distancing restrictions?
Yes or No
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26) The losses were due to (check all that apply): °
Temporary or partial closures or social distancing requirements that resulted in operational and/or financial disruptions v
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Purchase of PPE/installation of protective measures ig
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Telework expenses W
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Other increased operational expenses
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Increased service demands °
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Other:
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I certify that these losses/expenses have or will occur during the time between March 1 and December 30, 2020.
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I certify that the funds from this award will be used to address and/or mitigate the economic impacts of the pandemic and/c o
its closures and restrictions to your organization U
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I certify that the funds from this award will not be used to address and/or mitigate pandemic impacts that were already o
covered by another funding source.
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***IMPORTANT***
Do not forget to include ALL required documentation with this application.
Packet Pg.4803
Failure to include required documentation WILL result in your application not being reviewed.
ALL of the following items that you are including with this application. Taxpayer ID on all documents must match (W-9,
State registration, IRS forms). Please mark the boxes below to confirm their inclusion:
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0 IRS Determination Letter that indicates your 501 c3 status a
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0 Completed and signed IRS Form W-9.
0 Completed Monroe County Vendor Request Form
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(Required in order for Monroe County Clerk to issue a payment to you. There is a link to this form on the County's CARES f v
Business Assistance Grant Information page.
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Copy of most currently filed IRS 990s for 2019 and 2018; if 2019 not filed yet, then provide copies of your 990's
for 2018 and 2017 U
For organizations with expenses of$150,000 or more, copy of your organization's audited financial statements for
most recently completed fiscal year.
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OR
For organizations with expenses under$150,000, a copy of your organization's Statement of Functional Expenses
for most recently completed fiscal year.
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Negative Impact Demonstration:To be eligible for this grant,your organization must have experienced a negative impac
due to COVID pandemic and/or related closure regulations and/or social distancing regulations and guidelines. v
• Provide a brief explanation of impact (s) CL
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250 word limit(Make sure this matches with your response to question 27.)
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• You are also required to certify that your organization was negatively impacted by checking the appropriate box of
the application, and by signing the application/agreement you are certifying this to be true.
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Packet Pg.4804
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Read carefully before submitting application.
In this Agreement, the applicant will be referred to as"you" or "Applicant." Monroe County will be referred to as"County." r
This application, as completed by Applicant, including the terms of the Agreement, will be referred to as"the Application" o
or "this Application." Any award of funds from the Monroe County CARES Program to Applicant pursuant to this Application
and County's review and approval of the same will be referred to as"Award." o
Under penalty of perjury, I certify and warrant the following and acknowledge the County will rely on these certification and
warranties to evaluation this application:
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I certify that the non-profit applying for this grant has a physical, bricks and mortar business location within the v
geographical boundaries of Monroe County (inclusive of the municipalities of Key West, Marathon, Islamorada, Key cn
Colony Beach and Layton.)
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I certify that the non-profit applying for this grant is licensed to operate in Monroe County and/or the municipality in
which its located.
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I certify that the nonprofit applying for this grant was in continuous operation in Monroe County for two years prior to
March 1, 2020, and acknowledge this shall require further substantiating documentation, if deemed required and
necessary by Monroe County or the Clerk.
I certify that the non-profit applying for this grant is not operating in violation of any state, federal or local laws.
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I certify that the non-profit applying for this grant has incurred business interruption or economic losses/expenses as a CL
result of the COVID-19 pandemic and/or closures and/or social distancing requirements of at least the amount of the
grant applicable to the non-profit (based on the size of its operating budget.) L
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I certify that I am authorized to submit this application on behalf of the non-profit named in this application.
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In the event that Applicant receives an Award from the Monroe County CARES Program and in consideration of the Award,
Applicant agrees to the all of the following: is
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Applicant acknowledges that the non-profit applying for this grant shall not use any of the Award to pay for any
expenses that have been or will be reimbursed by insurance or other private sources or under any other local, state, o
or federal program, including but not limited to other CARES Act programs such as the Paycheck Protection Program,
Economic Injury Disaster Loan, Florida Bridge Loan,or other federal program. o
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Applicant acknowledges that it will be required to repay any Award funds that have been or will be reimbursed by
any of the above-described sources and shall indemnify the County for any liabilities, losses,damages, and expenses
incurred by the County arising out of Applicant's failure to abide by the terms of this Agreement and County's actions
to recoup the funds from the Applicant, including attorney's fees and costs. o
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Applicant acknowledges and agrees that all funds from the Award have been or will be used to pay for or reimburse °
business costs of Applicant that were incurred only between March 1, 2020 and December 30, 2020. O
In the event Applicant does not comply with all of the terms hereof, Applicant will be required to repay the Award to
County. In the event the State of Florida or the federal government at any time demands the return of the Award
paid to Applicant pursuant to this Agreement, Applicant shall be solely liable for any such amounts and shall return
the full amount of the Award or funds in question to the County promptly upon demand.
Applicant acknowledges that, in the event the CARES funding provided to County is terminated
Packet Pg.4805
County may cancel the Award to Applicant prior to issuance of the Award funds with no further oblig
Applicant.
Applicant shall provide any additional information or documentation required by Monroe County Clerk of Court, in
order to receive payment of the Award.
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Applicant shall make its best efforts to return to normal business operations as soon as is practicable and safe after °
the effects of the COVID-19 public health emergency subside.
Applicant acknowledges and agrees that County or its agent(s) or employee(s) shall be entitled to access any of
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Applicant's records and supporting documentation related to this Application during regular business hours and
upon request as may be necessary to conduct a full and complete audit of the records, to prevent fraud in this grant v
process or to ensure compliance with federal requirements. Applicant shall fully cooperate with County or its agent(s) cn
or employee(s) and shall timely respond to any requests for such records.
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Applicant shall retain all records and supporting documentation related to this Application for a minimum of five (5)
years from the date of any Award.At the end of such five (5)year period, Applicant will allow County to copy all such
records, if desired by County. If Applicant sells the business that is the subject of this Application, or otherwise ceases E
business operations prior the end of the five (5)year period, Applicant will provide County a copy of all such records
prior to such sale or other cessation of business operations.
Applicant declares that he/she will comply with all of the requirements contained in this Application and the
Agreement provisions contained herein. Applicant shall comply with all applicable federal, state and local laws, rules,
and regulations, and County policies and regulations governing this Award and this Agreement, including but not v
limited to the Coronavirus Aid, Relief,and Economic Security Act (Public Law 116-136), and CARES Act Agreement ,CL
Y2287 between the County and the Florida Division of Emergency Management. The failure of this Agreement to CL
specifically reference a particular federal or state law, rule, regulation or policy shall not excuse Applicant from
compliance with the same to the extent such law, rule, regulation or policy is applicable to the Award or this
Agreement.
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Applicant also declares that he/she has read the foregoing Application and that the facts and statements contained o
therein are true, complete and accurate, and that the expenditures for any Award granted hereunder are and will be
for the purposes and objectives as stated in this Application. Regardless of whether Applicant actually receives an
Award, Applicant acknowledges that he/she is aware that any false, fictitious, or fraudulent information, or the ig
omission of any material fact, may subject me to criminal, civil, or administrative penalties for fraud, false statements, •n
false claims or otherwise. W
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Please sign your full name, as it appears on your state-issued driver's license or photo ID, to acknowledge that you
agree with all the terms and requirements of this Application and the above Agreement.
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Packet Pg.4806
Monroe County CARES
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Non-Profit Assistance Program
Program Guidance and Frequently Asked Questions
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PLEASE READ THIS ENTIRE DOCUMENT BEFORE SUBMITTING AN APPLICATION.
PROGRAM OVERVIEW
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The Monroe County CARES Program is a grant program funded by an allocation to Monroe County from the federal
Coronavirus Aid, Relief, and Economic Security Act ("CARES Act"), through the State of Florida Division of Emergency U)
Management, to be used in assisting local governments in the recovery process from the COVID-19 pandemic.
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Monroe County BOCC has deemed assistance to non-profits which have been negatively impacted by COVID-19
pandemic-related interruptions a necessary response to the public health emergency. The Monroe County BOCC has
created the Monroe County CARES Non Profit Assistance Grant Program to distribute a portion (up to $1 M) of the U.
County's CARES Act funds for grants to support the on-going work of qualifying local non-profits that have been negatively <
impacted by the pandemic and or related closure and social distancing requirements. U.
Qualifying organizations must be: v
• A registered 501 c3 organization; and
• Physically located in and providing services in Monroe County for a minimum of 2 years prior to March 1, 2020; and °
• Negatively impacted by the COVID-19 pandemic and/or related closures or social distancing requirements; and
• Operating lawfully with all appropriate licensure, and
• Able to provide all required documentation. o
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The Monroe County CARES Non Profit Grant Assistance Program consists of a one-time fixed amount grant the
amount of which is based on the size of the applicant organization's operating budget, prior to March 1, 2020. We will use the organization's total annual expenditures as reported on its most recently filed IRS 990 (line 18). The grant amounts are =
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as follows: o
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• For organizations with expenditures up to $500,000 entered on Line 18: $3,500
• For organization with expenditures over$500,000 and under$1,500,000: $5,000 °
• For organizations with expenditures over $1,500,000: $6,500 cn
Awards will be made on a first come, first served basis of complete applications. Incomplete applications will not be U
reviewed. In order to expedite issuance of funds, applications will only be received using the online submission process.
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To access the online application, go to VVAW.MONROECOUNTY-FL.GOV/CARES. Do not start the application without U
having all required documents ready to attach or your online application may not save properly and you will have to 0
begin again. Failure to submit a complete application will result in your application not being reviewed.
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Monroe County staff and/or the Clerk may request additional supporting documents including, but not limited to, bank
statements, financial statements or information, receipts, and other financial documents. Any additional documents
requested must be provided. v
Please note, under Chapter 119, Fla. Stat., information included in this application and any documentation submitted as
part of the application or throughout the application process is subject to public records requests.
1 Packet Pg.4807
You must read this document"Monroe County CARES Program and Guidance" prior to completing the application. This
guidance document provides information that will be helpful in determining your organization's eligibility to apply,
understanding the rules and regulations guiding these funds, and compliance requirements of all successful applicants.
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GRANT, NOT LOAN PROGRAM o
This is a grant program not a loan and therefore the funds do not need to be paid back. If you violate any of the terms
of the grant agreement(included in the application), you may be required to pay back all or a portion of the grant funds.
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IS THE AMOUNT OF THE GRANT ENOUGH TO HELP OUR ORGANIZATION? <
The program is meant to assist non-profit organizations that suffered financially and programmatically as a result of the
impacts of the COVID-19 public health emergency to support your ongoing work and contributions to our community. �?
The goal is to help as many non-profit entities in Monroe County as possible.
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ACCESSING AND SUBMITTING APPLICATIONS U.
Monroe CARES Non-Profit Assistance Program applicants must submit a complete application (including signed
agreement) and all required documentation. Incomplete applications will not be reviewed.
In order to expedite processing, review and issuance of funds, applications will only be received using the online
application portal.
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To access the application, please go to our CARES Act Non-Profit Grant Program website: www.monroecounty- a)
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fi.gov/cares. You will find links to the online application. '-
To begin your online application, click the appropriate link. You will submit this directly on-line. There will be a prompt
for you to attach and submit required documents. Do not start the application without having all required documents
ready to attach or your online application may not save properly and you will have to begin again.
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IMPORTANT: The application includes a mandatory AGREEMENT. This is a required part of the application. Please
read this carefully, be sure to check the box acknowledging that you read terms of the agreement and sign it, and be °
sure to include it with the application. Failure to include the signed agreement as part of your application will result in cn
denial of your application.
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APPLICATION TIMELINE o
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Applications will be available beginning as soon as the program receives Board approval. Applications will continue to 0-
be funded until all qualified applicants have been paid or until the grant funds set aside for this Monroe County CARES o
Program are exhausted, whichever is sooner.
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FIRST COME, FIRST SERVE
Funds will be offered on a first-come, first-serve basis. The time of the submittal of an application will be based on the
date and time that a COMPLETED application with all proper and any additional requested, supporting documentation
is received by the County. Incomplete applications will not be reviewed.
2 Packet Pg.4808
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QUALIFYING ENTITIES o
Eligible organization must meet ALL of the following criteria:
• Registered 501c3 Non-profit organizations
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• Negatively impacted by the COVID-19 pandemic. v
• Physically located in Monroe County, inclusive of the municipalities of Key West, Marathon, Islamorada, Key
Colony Beach and Layton, and provides direct benefits to our community. W
• In operation and continuously providing services in Monroe County for at least two years prior to March 1, 2020,
and are currently in operation. �?
• Operating lawfully.
• Can provide all of the required documentation.
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WHAT IF MY ORGANIZATION MEETS SOME OF THESE QUALIFYING CRITERIA BUT NOT ALL?
Your organization is not eligible to apply unless it meets All of the qualifying criteria listed above.
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WHAT CAN I USE THESE FUNDS TO PAY FOR?
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Grant funds may be used for your organization's:
• Operational and program expenses including: payroll, rent, utilities, vendor payments
• Expenditures incurred due to or necessitated by the public health emergency between March 1, 2020 and
December 30, 2020. °
• Costs related to public health measures taken to mitigate spread and purchase of supplies (costs of telework,
PPE, plexiglass, disinfection, etc.) °
• Costs of response to the COVID pandemic: food provision and delivery, shelter, medical/mental health cn
assistance, transportation, testing/screening, outreach, education.
• Staff and/or program expenses to service clients/participants impacted by the COVID-19 pandemic.
• Reopening expenses
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➢ NOTE: These funds may be used only for legitimate operational and program expenses resulting from operational o
disruptions resulting from the COVID-19 pandemic and related closures and restrictions.
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➢ NOTE: Funds that are used for personal expenses not related to the business may be a violation of state or federal
law and could result in civil and criminal penalties up to and including criminal charges.
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➢ NOTE: THERE SHALL BE NO DUPLICATION OF BENEFITS. These funds may not be used to pay expenses that
have been or will be reimbursed or paid from insurance, or under any local, state, or federal program, including but
not limited to CARES Act funds for payroll protection, loans, or other programs, or CARES Act funds received from
another local government entity.
3 Packet Pg.4809
➢ NOTE: TO RECIPIENTS OF GRANT FUNDS FROM MONROE COUNTY HUMAN SERVICES ADVISORY
BOARD: The duplication of benefits provision applies to these funds as well. Your organization shall not utilize
CARES Act funds and HSAB funds for any of the same expenses.
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WHAT ARE EXAMPLES OF INELIGIBLE EXPENSES?
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Ineligible expenses include: v
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• Expenses not related to the COVID-19 public emergency
• Expenses incurred outside of the March to December 30, 2020 timeframe. _
• Expenses that have been or will be reimbursed or paid by insurance or under any local, state, or federal
program, including but not limited to other CARES Act funds for payroll protection or loans
• Personal expenses U.
• Paying donors or paying for donations
• Refinancing existing debt U.
• Down payment for other financing
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WHAT DOCUMENTATION DO I NEED TO PROVIDE AS PART OF MY APPLICATION?
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ALL of the following items are required to be uploaded as attachments to your online application. You will be asked
to mark the boxes next to each required document to help you be sure that you include everything required: L
1) Copy of your organization's IRS Tax Exemption Determination Letter.
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2) Completed and signed IRS Form W-9. 0-
You may download a blank IRS Form W-9 from IRS.gov. Make sure to complete and sign the form and
save it as a PDF before uploading with your application. °
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3) Completed Monroe County Vendor Request Form
This is required in order for Monroe County Clerk to issue a payment to you. A link to this form is provided U
on the W.MONROECOUNTY-FL.GOV/CARES website.
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4) Copy of IRS 990 form for 2019, filed with the IRS
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If you don't have a 990 for 2019 ,but have filed for extension, please submit the extension letter: o
If you don't have a 990 for 2019, and do not have an extension letter, please explain why not:
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Should we determine the response not adequate, your application will not be further reviewed.
5) Copy of IRS 990 form for 2018, filed with the IRS
4 Packet Pg.4810
6) Negative Impact Demonstration: To be eligible for this grant, your organization must have experienced a
negative impact due to COVID pandemic and/or related closure regulations and/or social distancing
regulations and guidelines.
a) Provide a brief explanation of impacts and the following documentation. The application includes a box
to enter a brief narrative of not more than 250 words to describe your impacts. .2 o
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b) You are also required to certify that your organization was negatively impacted by checking the °
appropriate box on the application, and by signing the application/agreement you are certifying this to
be true.
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WHAT HAPPENS IF I DO NOT INCLUDE ALL OF THE REQUIRED DOCUMENTS WHEN I SUBMIT MY v
APPLICATION? U)
Your application will not be considered complete and will not be reviewed if you do not submit all the required documents
or if you submit incorrect documents.
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QUESTIONS ABOUT THE APPLICATION U.
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Email your questions to: XXX. Due to the widespread impact of the pandemic on our local community, the County
anticipates a high volume of applications, we cannot guarantee responses.
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WHAT IS THE APPLICATION REVIEW AND APPROVAL PROCESS?
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Upon receipt by the County of a complete application with all required supporting documentation, the following process
will take place: o
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• Applicant will receive an auto reply that their application was submitted.
• Monroe County staff will review submitted applications for qualifications and completion. L
• Incomplete applications will not be reviewed.
• Complete applications by qualified applicants will be processed to the Monroe County Clerk of Court for review.
• The Monroe County Clerk of Court will have the right to request additional documentation as necessary before ''
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releasing funds. o
• The Monroe County Clerk of Court will have the right to refuse funds if the Clerk determines that an application
that is illegal, untruthful, or otherwise contains incorrect information has been submitted as part of the W
application process.
• Upon final approval of the Monroe County Clerk of Court, a grant payment will be issued to the applicant.
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IF I'M APPROVED, HOW QUICKLY WILL I RECEIVE ASSISTANCE?
a
Complete applications with all required documentation will be reviewed on a first-come, first-served basis. We are
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committed to helping our non-profits as quickly as possible but the processing of payments may take several weeks.
Please be advised that no organization is guaranteed to receive a grant and not organization has a right or legal
explanation of receipt of funds.
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IF MY ORGANIZATION HAS RECEIVED FUNDING FROM THE PAYCHECK PROTECTION PROGRAM (PPP), SBA
ECONOMIC INJURY DISASTER LOAN (EIDL) OR OTHER FEDERAL OR STATE FUNDING, DO I QUALIFY FOR
THIS GRANT?
5 Packet Pg.4811
Yes. However, you may not use the Monroe County CARES Program funds for any expenses that have been or will be
reimbursed by any other local, state, or federal programs such as PPP, EIDL, another COVID-19 or CARES Act related
program, unemployment assistance funds, or any other local, state, or federal program, or insurance. Expect to have
to provide additional documentation either as part of your application review, or during post-grant compliance auditing
that demonstrates that funds from both sources are/were NOT duplicative. THERE MUST BE NO DUPLICATION OF
BENEFITS. S
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ONE OF THE STIPULATIONS IS THAT WE HAVE TO RESUME NORMAL BUSINESS OPERATIONS AFTER THE
EXECUTIVE ORDERS ISSUED AS THE RESULT OF COVID-19 OR OTHER COVID-19-RELATED GUIDELINES
ARE LIFTED. ALTHOUGH I INTEND FOR MY ORGANIZATION TO BE OPEN AGAIN, THE DOORS ARE
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CURRENTLY CLOSED. DOES THIS DISQUALIFY ME FOR THIS GRANT? v
Having your doors closed currently, either because of closure guidelines or due to profitability issues does not disqualify U)
you for the Monroe County CARES Program, so long as your organization can resume operations after emergency
guidelines are lifted. U
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HOW DO I DETERMINE AND PROVE MY ORGANIZATION HAS BEEN NEGATIVELY IMPACTED FROM
INTERRUPTION CAUSED BY COVID-19 SINCE MARCH 1, 2020? U.
All applicants must be able to attest that it suffered lost revenue and/or additional operational or programmatic expenses
since March 1, 2020 due to COVID-19 and a brief explanation of impacts.
➢ NOTE: Please remember, Monroe CARES grants CANNOT be used to compensate for economic loss and
additional expenses that have already been covered, paid or compensated for by insurance or by any federal E
assistance program.
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IS MY APPLICATION CONSIDERED PUBLIC RECORD?
Yes. Under Chapter 119, Fla. Stat., information included in this application and any documentation submitted as part of
the application or throughout the application process may be subject to public records requests. o
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CAN I REQUEST THAT MY APPLICATION BE EXEMPT FROM PUBLIC RECORD? U)
No. All information in the application is public record, unless covered under an exemption to Chapter 119, Fla. Stat., is C�
subject to public records requests.
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CAN I WITHDRAW MY APPLICATION?
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You can request that your application be withdrawn from consideration; however, once an application is submitted, it o
becomes public record and cannot be destroyed.
WILL MY ORGANIZATION BE REQUIRED TO REPORT HOW I SPENT FUNDS THAT ARE AWARDED? v
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The applicant should expect a request for report on the use of these funds from any number of grantors including
Monroe County, the Monroe County Clerk, the State of Florida, and the US Department of Treasury. The County
explicitly reserves the right to request such information. Also note that your organization may be required to provide
access to such records as may be necessary to prevent fraud or ensure compliance with federal requirements.
6 Packet Pg.4812
➢ NOTE: Applicants must assess their organization's capacity to manage government grant funds, meet the
requirements of a post-grant compliance audit, and to keep excellent records. If your organization is lacking
capacity or experience in these areas, it is strongly recommended that you not apply.
DO I HAVE TO KEEP RECORDS?
a
After receiving funds through the Monroe County CARES Program, grant recipients must retain all documents v
applicable to the expenditures of the grant funds and submit any additional documentation required during the grant °
compliance period. The grant compliance period is currently unknown. It will be set by state and federal agencies and
may last for an extended period of time. E
Noncompliance with the grant agreement may require a grant recipient to return all funds provided through the Monroe U.
County CARES Program to Monroe County. v
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HELPFUL TIPS FOR APPLICANTS
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• Don't rush to submit— incomplete applications will not be reviewed. Be careful and thorough.
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• Be sure you answer every question on the application, check all appropriate boxes, and sign the
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agreement.
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• Use the required documents checklist in the application. Make sure you attach all required documents.
Make sure your documents are complete and legible. Make sure you attach the correct required
documents. Double check that the documents you attach are filled in, complete and SIGNED where
applicable.
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In March 2020, the CARES Act appropriated $150 B in assistance to state and local
governments, this is called the Coronavirus Relief Fund (CRF). The US Department of
Treasury is the oversight agency.
In June, 2020 Governor DeSantis announced that the $1 .27 billion of the $3.7 billion
reserved for direct assistance to eligible Florida local governments would be distributed to
Florida counties having a population less than 500,000.
Funds flow through the US Treasury to the State of Florida to the State's small counties:
$8.3B to Florida
45% set aside for local governments with pops over 500,000: $3.7B
12 local governments in Florida qualify for these funds
Those 12 counties received: $2.5B
Balance of funds remaining: $1.27B
Governor announced in June that he agreed to distribute the remaining balance to the rest of the local
governments in the State
Funds will go to the 55 counties
The allocation to each county is population-based
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*, Monroe County's total allocation is $13M
*, The State is releasing these funds to the Counties in "phases. "
Phase 1 : Monroe received a $3.25M advance (late June).
Phase 2: Monroe County will receive a second advance of $2.6M (Oct 20).
Phase 3: The balance of $7. 15M will remain with the State and be release
only upon a cost-reimbursement basis.
CRF FUNDING RULES
t i ti tStit� ��Ur P ;
isy llf't 1'r A�I It (I{hi 1� �i�ELIGIBLE USES and TIMEFRAME are strictly defined in the CARES Act and in
guidance by Treasury Department:
PUBLIC HEALTH AND SAFETY ACTIONS TAKEN BY GOVERNMENTAL ENTITIES TO
RESPOND TO THE COVID 19 PANDEMIC
Expenditure examples: activities addressing public health needs, public safety measures, purchase of protective
and sanitizing supplies, payroll expenses for public safety, human services to mitigate or respond to the C VI -
19 crisis, expenses related to tetework for public employees, social distancing measures in jails, etc.
Funds may not be usedreplace lost revenue in governmental budgets.
mSECONDARY ECONOMIC RELIEF TO THE COMMUNITY suffering negativelyimpacted
by COVID-19-retated employmentr business interruptions. Examples: `s
o Assistance to impacted small businesses to helpt their expenses
o Assistance to impacted individuals il; s to helpexpenses (rent,
mortgage, ;l; ; s)
ELIGIBILITY PERIOD r expenses: March 1 - December , 2020
All funds must be expended by December 30, 2020. Given the short timeframe, allocation decisions
should minimize financial liability for County and admin review and processing. All allocations should be
streamlined in their scope, as simple as possible, easily validated/ oc ee , and quickly executed.
i i+i)7 r lit, f yin P l y
CRF FUNDING AGREEMENT WITH DEM �1itf (t ii��iltjs 'U fi1�S��ti y dY
ti � 1
tt
Florida Division of Emergency Management is the oversight agency for these funds.
Key Points:
tls,,7
Use of funds must strictly adhere to the CARES Act regulations and the US Treasury's g,uidance
on allowable activities and costs, and DEM requirements in Funding Agreement.
0 y accepting
The State is requestingthat each Count acce tin CARES Act funds determine how they will
use their CARES Act funding, ("Allocation Plan"). The County's Allocation Plan, revised to add
Phases 2 and 3 is agenda item U7.
The State has directed Counties to take into account the public safety and health expenses
incurred local government entities within the County, specifically including municipalities and '
constitutional officers.
0. In addition to covering expenses incurred by local government entities, Treasury guidance
allows funds to be utilized for economic relief to residents and businesses.
0. The US Treasury advised that local governments receiving CARES Act funds may be audited,
and that costs deemed unallowable will be subject to recoupment by the US Treasury.
Counties were further advised by the State that their state revenue sharing, payments would
be reduced by the amount of any costs deemed unallowable by the federal or state auditing
entity.
PHASE 1 ALLOCATIONS : $3 . 25M (July-Sept)
This was the Board-approved Allocation Plan for Phase 1 :
PUBLIC HEALTH AND SAFETY COSTS INCURRED BY LOCAL GOVERNMENTAL ENTITIES for I -19
retated response, mii do recovery effors, and CARES Actprogram imptementation
comphance costs.
Constitutional Officers: ,
Sheriff, Clerk of the Court, Tax Collector, Judicial Admin
Monroe County and Municipalities: F
Monroe Count OCC Cit o Ke West Cit o Marathon Village o Isla oraa Cit o Ke Colon Beach and Cit o
y y y y y y y y �.
Layton.
MonroeECONOMIC RELIEF TO THE COMMUNITY of , inctusive of the municipatities,
s ri fro I -1 -r l l r business i rr do s, s ciic ll
Residential Rent, Mortgage and Utility Relief: $200,000 (+$638,000)
p to $200,000 for residents throughout Monroe County who have been economically impacted by COVI -19, for example by
being laid off, furloughed, having their jobs eliminated, hours/wages reduced, etc. impacted by COVID-19 related job loss or
reduced hours. This amount is augmented by FHFC C $638K, plus $300K in round 2.
Small Business Assistance Grant Program: $1,000,000
$1,000,000 for small businesses throughout Monroe County experiencing economic hardship as result of the closures and social
distancing guidelines related to the COVID-19 pandemic. This assistance is intended to offset the significant, temporary loss of
revenue to these qualified businesses during this pandemic.
Sit 1 �,its4ltill,i� ii��lr <<� �sr �
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PHASE 1 ALLOCATION FOR SMALL BUSINESS ($ 1M)
-
,
BOARD OF COUNTY COMMISSIONERS
y
Ma o€Heather Carruthers is � (�i)�l i pr li ttl� � `'�•
Ma ar Pro Tem Michelle Coldiron
Monroe Count CARES Business Assistance Program �
p Come
Craig Cates
�r
Commissioner David Rica
ca_vnw "� Commissioner Sylvia Murphy z4�li,ct,SliLj,11�,L��i1V��1a�.'?, `�
1M in grants were
Coroil covirus
1 Million disbursed to small
A�d 25
Rc.Iiof, a�dj ( a allocated for Monroe 5rn businesses
ECoPoMIC Small Business applications
County Small Business
se"' `ky approved for funding throughout Monroe
Act Assistance County.
y
Grant Distribution by Business Size Grant Distribution by Industry
i3,Charters-Fishing./Boat/Aircrraft,xx%
aRetail-Merchandise/Foodcaueries/Suppties,x7% (based on#of applications funded) Grant Cycle
1
Count 1 "Restaurants/Bars/Mobile Food Vendors,9%
x Employee $2,500 SalansfSpas/Massagef`taitoo,7% >> } - '-.. September opened
--- y -----Ir 134 5134% A Construction/Contractors,B% {I4V`�,. °!i;j
IW,Auto&Marine Repair/Sennces,C% on Sept 5.
,L 2-xO Em to ees: 55.IX10t
---------------------Ir 109 42,W% ■Tours/Travel Agents/Excursions,5% �tiji. - Applications were
Y yyy g a Special Events-Catering/Planning/ftentals,5% , S
ix-25Employees:. $7,SU0 Hotels,3% - reviewed and
,1 '1 ®' -_.-.-------------R, 16 6.20% 0 Rea i Estate.Agents,3%
Consulting/MarketlneRadio/Concierge,4% �t��?tli,\o��1 'i,�1X"'�i{1 1t - processed and all
Total; 259 100,00% Medical Dental Veterina 3% t' ifri"+l`l'Ii} f3li`
/ I w,
w Financial/Accounting/Port Commerce,2% , �" �{Ai�jfit�j�i4Z�FF �{�" Checks Cut by Sept
Janitorial/Cleaning,
2%
■Wndscaping/Tmsh Removal/PooVPrep Mgmt;2% 1� , ��1p ��lt _ }'� 21.
enufacRuting/
Grant Distribution by Geographic Region rageUnets2% � _ ��
�P� 'S#o ;� ` 11�. lt`'t, S%
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269 small local
4 businesses received
r
grants.
P Administered by
OMB.
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This initiative is funded with allocations of $200K from CARES Act plus FHFC $638,000
FHFC announced the availability of a second round of funding of $300,000 to Monroe
County.
$200K CARES Act + $638K FHFC Round 1 + $300K FHFC Round 2 = $1 .1M total current
amount
Rent/mortgage relief for residents of Monroe Count inclusive of the municipalities,
Y� P ,
for arrears payments for those who have been impacted job loss or reduced hours
related to COVI D-19.
FHFC requires 120% AMI or under. CARES Act no income restriction.
Deployed in early August. Application process. Application and instructions available
on the County's website.
0, 200 applications approved and in process.
Administered by the County's Department of Social Services.
PHASE 2 ALLOCATIONS : $2 • 6M (Oct- Nov) s.�.i�... t r
For the second round (Phase 2), Monroe County will receive $2,600,000.
Proposed allocations for Phase 2 funds are as follows:
ECONOMIC RELIEF TO THE COMMUNITY of Monroe County, inclusive of the municipalities, suffering
from COVID-19-related employment or business interruptions, specifically:
Small Business Assistance Grant Program (Round 2) : $1,000,000
Up to $1,000,000 for small businesses throughout Monroe County experiencing
economic hardship as result of the closures and social distancing guidelines
related to the COVID-19 pandemic. This assistance is intended to offset the
significant, temporary loss of revenue to these qualified businesses during this
pandemic.
�r
Non-Profit Grant Assistance Grant Program: $1,000,000
Up to $1,000,000 for non-profit organizations throughout Monroe County
experiencing economic hardship due to increased service demands and/or
increased expenses as a result of the closures and social distancing guidelines
related to the COVID-19 pandemic. This assistance is intended to support non-
profits and their missions to help the residents and overall community of Monroe
, County.
Critical Services: $ 600,000
Up to $600,000 for the delivery of critical services including food and utilities
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$1M FOR NON-PROFITS IMPACTED by COVID-19
Grant application similar to biz assistance. Info/application link will be on the Monroecounty-
fl.gov/cares webpage.
Grant amounts $3500-$6500 -- based on size (operational budget)
Must experience COVID-19 related financial hardship
Be 501c3s, located in and provide services to Monroe County, inclusive of all of the municipalities
Application, program parameters, guidelines in agenda item U7 back-up.
or $600K for Critical Services `
or Emergency Food (throughout Keys, families, weekend food for kids, baby food and
supplies)
Five providers SOS, FKOC, MCC, BMC, Healthy Start: $315K
ri.
Agreements are on agenda - Item U6
'I Utilities Assistance for Residents and Businesses
Keys Energy, FKEC, and FKAA arrears accounts
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Phase 3 ALLOCATION - $7. 15M
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N, Considerations for Phase 3
For Phase 3, Monroe County's remaining funds are $7,150,000. funds:
• Condensed timeframe for
Proposed, estimated allocations for Phase 3 are as follows: spending these funds -
Dec 30
• Cost-reimbursement BUT
ECONOMIC RELIEF TO THE COMMUNITY of Monroe County, inclusive of the DEM may allow for
municipalities, suffering from COVID-19-related employment or business encumbered vs expended
interruptions, specifically: • Having an allocation plan
for Phase 3 better
Additional Residential Rent and Mortgage Relief: $1 ,000,000 positions us and prepares
DEM to more quickly
Critical Needs Support: Food, Utilities, Childcare, Health: $500,000 expend the funds
• Changing guidance from
Treasury and DEM review
PUBLIC HEALTH AND SAFETY COSTS INCURRED BY LOCAL GOVERNMENTAL of Phase 1 expenditures
ENTITIES for COVID-19 related response, mitigation and recovery efforts, and may change requirements
for Phase 2 and 3
CARES Act program implementation and compliance costs. programs.
Monroe County and Municipalities: Expenses already incurred
and paid for; and large,
Estimates for COVID-19 expenditures $2,700,000 single expenses that are
Public Safety Personnel Costs for all local governments $2,700,000 easily expended and
easily verifiable.
Constitutional Officers:
Clerk of the Court, others as expenditures are incurred $200,000 Pending federal legislation
may extend the Dec 30
deadline
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1 PHASES
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MONROE COUNTY CARES ACT FUNDING BUDGET
PHASE PHASE 3 ALLOCATION
PHASE 2ALLOCA"IION �+�4�1� fsst�+ft+ fsl3tss�
ALLOCATION/ (Estimated
1tli�
USE ENCUMBERED 'Proposed) Proposed`*)
Advance Advance Cost-Reimbursment
3,250,835 2,600,6681 7,151,837
Community Need
S 'fin1'#
Residential Rent/Mort Relief Program 200,000 1,000,000
t�
Small Business Assistance Grant Program 1,000,000 1,000,000
yrl
Nan-Profit Stabilization Program 1,000,000
Critical Needs Direct Support(food, 500,000
shelter,childcare,medical/mental
health, utilities) 600,668
General Government
s,
Public Safety Personnel Costs for all local --
governments 2,705,547
BOCC-EOC, PPE,Telewor ,Seniors,
Nutrition,Sanitary maintenance, etc 387,686 2,426,290 �
Muni-City of Key West 165,600 190,000 Q4
Muni-City of Marathon 56,500 50,000
Muni-Village of Islamorada 40,900 40,000
Muni-City of KCS 5,000 20,000
Muni-City of Layton 1,200 20,000
' + Constitutional-Sheriff 1,098,043
r=
Constitutional-Clerk 267,382 200,000
(I!" Constitutional-Tax Collector 24,008 _
Constitutional-Prop Appraiser
Constitutional-Supervisor of Elections
Judicial Admin 4,516
i-
Total 3,250,8351 2.600.668 7,151,837
c -
*Phase 3 allocations are subject to further additions and revisions /� 4