Item C16
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: December 13, 2000
Division: Management Services
Bulk Item: Yes (gj No 0
Department: Grants Administration
AGENDA ITEM WORDING: Authorization for the Mayor to execute the fiscal year 2001
certificates of agreement for the FDlE anti-drug abuse grant.
ITEM BACKGROUND: Funds are provided through the Florida Dept of law Enforcement
to implement the following programs: Heron Residential Program, Juvenile Community
Intervention, and Samuel's House,
PREVIOUS RELEVANT BOCC ACTION: BOCC approved contracts with FDlE for
Sheriffs Inmate Intervention Program, Sunrise House Transitional Housing, Program
Administration, and Guidance Clinic Residential Detox at the November 2000 meeting.
These contracts had not been received in time for that meeting. By resolution 239-1999,
the BOCC agreed to serve as the coordinating unit of government in the development of
the grant proposals and in the distribution of funds allocated to Monroe County,
STAFF RECOMMENDATION: Approval
TOTAL COST: 134,262,00
BUDGETED: Yes (gj No 0
COST TO COUNTY: 27,135,00
REVENUE PRODUCING: Yes 0 No (gj
AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY ATTY 0 OMB/PURCHASING 0 RISK MANAGEMENT 0
DIVISION DIRECTOR APPROVAL: .~~~~ (
James L. Roberts, County Administrator
DOCUMENTATION: INCLUDED: (gj TO FOllOW: 0 NOT REQUIRED:j]
DISPOSITION: AGENDA ITEM #: 1-lJ '"
.--
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Law Effective Date: 1 % 1/00
Enforcement
Expiration Date: 9/30/01
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Juvenile Community Intervention Program IV as part of Monroe County's FYOl Anti-Drug
Abuse Program
Contract Manager: David P. Owens
(Name)
i 2./ I 3/uo
for BOCC meeting on lt1z+.,LQQ
4482
(Ext. )
OMB/Grants Mgt.
(Department)
;;1 "Z '7/<-"0
Agenda Deadline:~
CONTRACT COSTS
Total Dollar Value of Contract: $51,446.00 Current Year Portion: $51,446.00
Budgeted? Yes X No Account Codes: 125-06011-530490-GG0102-XXXXXX
Grant: $38,584.00
County Match: $6,431.00
(match of 6,431.00 provided by agency) I~-----
ADDITIONAL COSTS
Estimated Ongoing Costs: $2,857.00 F or: Staff support- filing reports, oversight
(Not included in dollar value above) (eg, Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
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County Attorney
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Comments:
OMB Form Revised 9/11/95 Mep #2
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
18 I 9 Miccosukee Commons
Tallahassee, Florida 32308
(850) 410-8700
James T. "Tim" Moore
Commissioner
November 20, 2000
The Honorable Shirley Freeman
Mayor, Monroe County
Board of Commissioners
530 Whitehead Street
Key West, Florida 33040
Re: 01-CJ-J1-11-54-01-109/Juvenile Community Intervention
Program IV
Dear Mayor Freeman:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement grant in the amount of$38,584 to your unit of government. These
funds shall be utilized to implement a Byrne Program under Purpose Area 13B -
Offender Community Treatment - Local.
A copy ofthe approved sub grant application with the above referenced project number
and title is enclosed for your file. All correspondence with the Department should always
refer to the project number and title.
Your attention is directed to Section H of the sub grant which is the "Acceptance and
Agreement". These conditions should be reviewed carefully by those persons responsible
for project administration to avoid delays in project completion and cost reimbursements.
Also, you should review the enclosed Subgrant Award Certificate. This certificate contains
important information regarding Section H that applies to this grant award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service . Integrity . Respect . (Juality
The Honorable Shirley Freeman
Page Two
We look forward to working with you on this project. Ifwe can be of further assistance,
please contact Beth Hamilton at 850/410-8700.
Sincerely,
.
Q.Q en L ii. !.A.,UQw
Clayt-;'~ R." Wilder
Community Program Administrator
CHW/BH/mg
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
01-CJ-Jl-11-54-01-109 in the amount of $38,584,
for a project entitled: Juvenile Community Intervention Program IV
for the period of 10/01/2000 through 09/30/2001, in accordance with
the statement of work contained in the subgrant application, and
subject to the Florida Department of Law Enforcement's conditions
of agreement and special conditions governing this subgrant.
(Signature of Authorized Official)
(Date of Acceptance)
(Typed Name and Title of Official)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: November 20. 2000
~
Grant Period: From: 10/01/2000
To: 09/30/2001
Project Title: Juvenile Community Intervention Program IV
Grant Number: 01-CJ-Jl-11-54-01-109
Federal Funds: $38,584.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $12,862.00
Total Project Cost: $51,446.00
Program Area: 13B
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 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):
Additionally, the following special conditions apply to Section H
of the contract:
(1) The Office of Criminal Justice Grants, which administers the
Byrne State and Local Law Enforcement Grant Program, was transferred
from the Florida Department of Community Affairs to the Florida
Department of Law Enforcement through action of the Florida
Legislature in the 2000 General Appropriations Act (House Bill 2147),
effective July I, 2000. Therefore, the following revisions will
apply to this grant:
(a) All references to the Department of Community Affairs should
be read as the Florida Department of Law Enforcement.
(b) All references to the Bureau of Community Assistance should
be read as the Office of Criminal Justice Grants.
(c) Item 16.g, the mailing address for audit reports, should read:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, FL 32302-1489
(d) Item 23.b(I), should read: James T. "Tim" Moore, Commissioner
(2) There is a clerical error in Section H, item 24, Equal Employment
Opportunity. The reference to the Civil Rights Act of 1964 should be
Title VI, not title IV.
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed Certificate of Acceptance of Subgrant Award
is returned to the Department.
~-JJ. wAif4v
Author zed Offlclal
Clayton H. Wilder
Community Program Administrator
1/ ~ ::<{) - () ,)
Date
[X]This award is subject to special and/or standard conditions
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
~
Grantee (Name of SPA): Office of Criminal Justice Grants
Grant Number: Ol-CJ-Jl-ll-S4-01-109
Grant Title: Juvenile Community Intervention
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition (s):
Prior to the drawdown of federal funds for Contractual
Services, Monroe County's submitted boilerplate contract must
be approved by FDLE.
Edward Bf;,;e Memorial State and Local Law
Enforcement Assistance Formula Grant Program
ThIa UCfbJ to 1M COtnpIeIH by the Subgnnt..:
Cclnthatian 01 PtNraa ~ aJ y_ a No
"Y-. enter sta Prafect 10 . of PntMoua Subgrw'It
.". actIoIr to be com.. by SeA:
SFY 2001 DCA ContnIc:t Number
2001
085
109
CFDA,: 16.579
A Names & Add,...
1.
Subanlnt Reciaient
Name of Chief EJected Otl'icial Shirley Freemon
nue Mayor, Monroe County Board of County Commissioners
Address 530 Whitehead Street
City, state, Zip Code Ke'l West FL" 33040
ArM CodeIPhane j#. I SUNCOM .. IArea COde/Fax. .
305-292-3430 305-292-3577
2. Chief Financial Otl'icer
Name of Chief Financial Otl'icer Danny Kolhage
TiUe Monroe County Clerk cf Court
Addreu 500 Whitehead Street
City, State, Zip Code KAV West FL 11040
ArM CodWPhone. 1 SUNCOM. TArea COde/Fax.
305-292-3550 305-292-3660
3.
encv Resoonsible for Pro'ect
TiUe
James L. Roberts
Address:
Monroe Count Administrator
Public Service BId ., 5100 Colle e Road
FL 33040
SUNCOM.
... Project Director and Contact Person, if different from Project Director
Must be Em loy s of Govemmentallmalementin en
Name of Project Director Deanna S. Lloyd
nue
Monroe County Grants Administrator
E-Mail Address
Addreu e Road
City, State, Zip Code Key West, FL
Area COdWPhane. 305-292-4474
33040
SUNCOM.
Area COde/Fax"
305-292-4515
Name and TltJe of eanqct Pwaon Larry Prescot t
Addr... E-Mail Address
Care Center for Mental Health
12 Street
City, State, Zip Code: Key West, FL 33040
Area CadeIPhone · SUNCOM 'If. Area Code/Fax #
305-292-6843 305-292-6723
-__.~.~__.~_"'.o,_..~,___,~_~_,_~_..".~.
Edward Byrne Memorial State and Local Law
Enforcement Assistance Fonnula Grant Program
B. AdmlnlstrBtive Data
1. Project TItle (Not to exceed 84 characters, including spaces)
JUVENILE COMMUNITY INTERVENTION PROGRAM IV
.
2. For Period
Period Month Day Year
Beginning October 1 2000
ending September 30 2001
3. Is the Subgrantee or the Implementing Agency a Member of a Local Criminal Justice Advisory Council or
Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for a
dNaiption of boMIreaponliblities.) 0 Yes a No
C. Fiscal Data
1. (If other then the Chief Financial Officer) Remit Warrant to:
Deanna Llovd
Public Service Building
5100 College Road
Key West, FL 33040
Note: If the subgrantee is participating in the State of Florida Comptroller's Office electronic transfer
DfOaram, reimbursement cannot be remitted to any other entity.
2. Method of Payment X2G12fttonthly 0 Quarterly
(It Is mandatory that the method selected be consistent throughout the entire grant period.)
3. Vendor'" (Enter Federal Employer Identification Number of Subgrantee):
I
59-6000749
4. SAMAS ... (Enter if you are a state agency)
I
5. Will the Project eam Project Generated Income (PGI)? 0 Yes C3 No
(See Sec::tlon H., Paragraph 13, for a definition of PGI.)
6. Will the applicant be requesting an advance of federal funds? 0 Yes
(If Yes, a letter of request must be attached.)
g) No
Subgrant AQCIc.OOI'I
If"__.__" 0...__'" _" 4~
Edward Byrne Memorial State and Local Law
Enforcement Assistance Fonnula Grant Program
D. Proglllm Data
Refer to the BCA Grants Management Technical Assistance Workshop Manual. Use this as a guide to assist
you in completing Section D.
Prob~em Identification. Briefty describe a specific problem to be addressed with subgrant funds, If you are
seeking funds to continue existing ~roject activities, your problem statement must also provide a short summary
of your current proglllm and descnbe any gaps between current and desired project results.
Proalllm OescriDtion. Briefty describe how project activities will address the targeted problem. Describe who
will do what, when, where and how.
SEE PAGE 2 OF INSTRUCTIONS ON ITEMS TO INCLUDE.
stalt below end use continuation pages as necessary.
Entering its fourth year, the Juvenile Commmunity Intervention Program
continues to identify and treat those youth exhibiting conduct disorder,
criminal thinking and behavior, low self esteem, family dysfunction,
substance abuse, anger problems, and truancy. Targeted populations are
those high risk youth enrolled in alternative education settings for
the middle and high schools of the Lower Florida Keys. Over the previous
three years the program has been testing these students utilizing assessment
for criminal tendencies, reading assessments, IQ testing, substance abuse
testing and urinalysis screening. These tests are designed to help our
treatment team and teachers to better serve the needs of the students. The
treatment team includes a psychiatrist, psychologist, DJJ, JASP and Monroe
County teachers assigned to the alternative schools. Afull time and part
time therapist deliver treatment services to the students.
Daily group and individual sessions as well as an anger management curriculum,
e~:~ <nsive substance abuse education, family therapy, self esteem curriculum,
pregnancy prevention and STD education are all utilized in the program.
These services are designed to reach our goals of reducing recidivism,
increasing self esteem, eliminating substance abuse, and strengthening
families.
Edward Byrne Memorial State and Local Law
Em ;emen't Assistance Formula Glilnt Pt, am
O. Program Data (Continued)
Activities Imptementation Schedule. CompJete the Activities Implementation Schedule showing when activities in
the Program Oescription will commence and haw the project will progress. This chart benchmarks planned
actiYitias, both administrative and programmatic. An -X' has been inserted for reports that are mandatory for all
projects. Place an additional -X' to indicata onas applicable to your project. Delete the activity/action that does
not appfy to your project; i.e., if your project does not earn PGI, delete that activity from this schedule.
ACTJVmES IMPLEMENTATION SCHEDULE
SUbgrant Period - .
Oct. 1. 2000 - Sent. 30. 2001 .
(Beginning Date - Ending Date)
.
ACTMTY/AcnON Oct New Dee Jan Feb Mar AfJr May Jun Jul Aug Sep
Submit Financial Reimbursement
Requests 3t X X X X X X X X X X X
SUbmit RnandaI Clauaut Package X
Submit Quarteny Program Reports X X X X
Submit' Quartarty PGI Reports No Rec uin d
(If applicabl.)
Provide Treatment Services X X X X X X X X X X X X
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
E. Program Objectives and Per10nnance Measures
Complete uniform program objectives and perfonnance measures (found in Appendix V) for the federally
authorized program area you want to implement Your application is not complete without them and an
incomplete application will not be considered tor subgrant funding.
It the program area you sstected does not have unifonn program objectives published in this document or if
you cannot rstate your objectives to those stated, contact Tom Bishop at 850/488-8016 for further instructions,
DO NOT mix objectives from different Program Areas.
Start below and usa continuation pages as necessary,
otrender Community IntBrvention - Locaf
13.8.3. - NonresidentiaJ Program
Objectives
Objective 13.B.3..1. To provide 130 offenders With Intake and screening services during
the grant period.
Objective 13.8.3.3. To provide e5 offenders with diagnostic seMces dunng the gram period.
Objective 13.8.3.5. To prcvjde 125 offenders 'Nith c:msa management services during
the grant penod.
Objective 13.a3..6.. To proviie 125 offenders with treatment 6elVices during the grant periOd.
ObJeaive 13.a3.7. To prcvide 125 otfend8rs with rehabilitation services during the grant period...
Objective 13.a3.8. To provide 125 offenders with offendertraddng and reporting services
during the grant paOOd.
Objective 13.8.3.9. To estimate that 95 offender! will SU~5fully comp!em this nDm!!SidentiaJ
program during the grant period.
SL~p -08-00 09: 27 1.,~o..~rq~... S:,q~nty OM~l C ""'11""'1 305 295 4320
"". v \) v u 1" J V U ' ....J 1:&fW..'U QI,n.MeadaI SlllllIIIIfII.Ix:aI ~ ~anc:ll
F, Pra'1Ct Budaet ~
'. YOU It1Ult d~.~..... .... ~bJ8 Buapt CIIiIgory fOr wnidI you are ,.quating:subgrant ]
funding. PnMd. ~"lltD.nowcaltreiJliOftltipltopm;.acaclivitia. In .ddition dlScnH.~
~ of """'-1111 functa. .
SIMt bI1Itw1.. u.. ~ IUIPN .. n-.awy.
P.04
'l!:/ vu~
.
JUVENILE COMMUNITY INTERVENTION PROGRAM
by THE CARE CENTER FOR MENTAl HEALTH
Oct 2000 - Sept. 2001
Personnel Expense
Salaries
FICA
Insurance
$ 41.40800
$ 3,168.00
$ 3,000.00
Sub- T alai Personnel
$ 47,576.00
Operating Expenses
Educational Tools
$ 3,870,00
Sub-Total Operating Expenses
$ 3,670.00
TOTAL
$ 51,446,00
Salaries and Benefits will pay for 1.5 FTE counselors to provide services at the school location
and at lhe Care Center
Educatlona! T oels consists of work books and program materials, psychological testing materials,
and other supplies such as arts and crafts materiars used for motivational purposes.
Purchasing to be made according to Monroe County Purchasing Policy Procedures.
Match to be provided through the Monroe County Board of Commissioners General Revenue-
Grants Matching Fund $ 6.431 and The Care Center for Mental Heath $ 6.431,
Anti-Drl,lg Abuse Bryne Funds
County Match
Agency Match
TOTAL
$ 38,564.00
6,431,00
6,431,00
$ 51,446.00
G. Pra;ect Budget Schedule
Enfol'Cfllnent AssIstance Formula Giant Program
. _w --..-u_. __A. eRg I.Ot:aI Law
-
~-
1be PRIjW IIudgot ~ -=- six Budget Ca'-in (__ _ Benlfils, ~ Sen.ices,
~ Opntfl" CapiIaJ 0uIIay (OCO). Data "-oing SIrvicos, IlId Indirect Costs) and r.... Praject
Colts. TcaI LocII. Matcta must be . minimum of 25" of the Tota, BUdget.
T". or PrInt DoU.r Amou... On.y In AppJiC8ble Categories ad Leave Othe,. Slank.
8adget ~ory Federa. Match Total
-, -
-
'-
....... And ......
:
.,
ContraduaI SIMca ~ 38,584-, $ 1'2,862 $ 51, 446
-
.
.,
~..
Operating Capital Outlay
,
Data Praceaing
Incfirect CoatI
.
Toe.Ia $ 38,584 $ 12,862 $ 51,446
,.. -..
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
H. Acceotance and Aareement
All persons involved in or having administrative responsibility for the subgrant must read these .Acceptance and
Agreement" conditions. This "Acceptance and AGreement" (Section H) must be returned as part of the
comDlet8d aDDllcation.
Note Condition No. 12: Only project coata Incurred on or after the effective date of this agreement and
on or prior to the termination date of a recipient'. project ... eligible for reimbursement
Conditions of Agreement Upon approval of this subgrant, the approved application and the following terms of
conditions will became binding. Non-c:ompliance will result In project costs being disallowed.
The term "depaItmenf', unless otherwise stated, refers to the Department of Community Affairs. The term
"Bureau", unless otherwiH stated, refers to the Bur&8U of Community Assistance.
The term -aubgrat recipient" refers to the governing body of a city or a county or an Indian Tribe which
performs criminal justice functions as determined by the U.S. Secretary of the Interior, and includes an
"Implementing IIg8IICy" which is a subordinate agency of a city, county or Indian Tribe, or an agency under the
direction of an eiec:ted official (for 8lC8mple, Sheriff or Clerk of the Court). -
1. Reports
L Project Performance Reports:
The nlCiplent shall submit department Qu8ltedy Projecl Performll1lCS Repotts to 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
Quattedy Projed PerformllllC8 Reports shall be submitted.
b. Anancial Reports:
The recipient shall have a choice of submitting either Monthly or QuBtterly Rnll1lciaJ Claim Reports
[DCA-CJ Fofm..3(A-G)tothe bureau. Monthly fWmburwement Claim. (1-11) are due thlrty-one
(31) da,. after the end of the reporting period. Quarterly Reimbursement Claim. (1-3) are due
thlrty.one (31) days after the end of the reporting period. A final Financial Claim Report and a Criminal
JuatJt:e Contnlc:t (Rneneitll) Closeout PacJcage shan be .ubmitted to the bureau within forty-five (45) days
of the IUbgrant termination period. Such claim shall be distinctly identified as "finar.
Before the "fInar claim will be processed, the recipient must submit to the department all outstanding
project reports and must have satisfied all special conditions. Failure to comply with the above provisions
Ihall result In forfeiture of reimbursement
The recipient shall submit department Quarterty Project Generated Income Reports to the bureau by
February 1, May 1, August 1, and within forty-five (45) daya after the .ubgrant termination date
covering subgrant project generated income and expenditures during the previous quarter. (See
Paragraph 14. Program Income.)
c. Other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau, All required
reports, instructions, and forms shall be distributed with the subgrant award,
2. Fiscal Control and Fund Accounting Procedures
The recipient shall establish fiscel control and fund accounting procedures that assure proper disbursement
and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall
be disbursed according to provisions of the project budget as approved by the bureau,
Edward Byrne Memorial state and Local Law
Enforcement Assistance Formula Grant Program
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 (OMS) Circulars A-21, A-S7. 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 departmn shall review and approve in writing all consultant contracts prior to employment of a
consultant Approval shall be based upon the contract's compliance with requirements found in the Office of
Justice Programs RnandIM Guide. U.S. Department of Justice Common Rule for State and Local
Gowmmenta. and in applicable l'bIte statutes. The department's approval of the recipient agreement does
not constitute appruvel of consultant contracts.
4. Allowable Colts
Allowance for costs incurred under the ,ubgnlnt shall be determined according to .General Principles of
Allowability and Sblndards for Selected Cost Items. set forth in the Office of Justice Programs Rnancial Guide,
U.S. Department of Justice Common Rule for State And LocsJ Governments and federal OMB Circular NtJ.-
A-87, -Colt Principles for state and Local Governments-, or OMB Circular No. A-21, .Cost PrinCiples for
EduC8tionallnstitutions-.
All procedures employed in the use of federal funds to procure SeMces, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for State and Local Governments, or Attachment .0.
of OMB Cirr:uIer No. A-110 and Florida law to be eiigible for reimbursement
5. TnweI
All travei reimbursement for out-of-state or out-of-grant-specified work area shall be based upon written
approval of the departmn prior to commencement of actual travel.
The COlt of all trheI shell be reimbursed according to local regulations, but not in excess of provisions in
Section 112.081. FIotidIl Statutes.
All bills for anytreveJ expenles shall be submitted according to provisions in Section 112.061, Rorida Statutes.
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:
.. 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
bet1.veen bUdget categories allong 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. Tllln,"" offuMsabOYe the ten (10) percent cap shall be made only if a revised budget is approved by
the department
d. Under no circumstances can transfers of funds increase the total budgeted award, Transfers do not
allow for increasing the quantitative number of items documented in any approved budget line item. (For
example, equipment items in Operating Capital Outlay or Expense categories or staff positions in the
Salaries and Benefits category.)
7. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal
Anti-Orug Abuse Act funds.
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
8. Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for each project according
to Section 218.181(15)(b), Ronda Statutes (1991); the, Office of Justice Programs FinancisJ Guide, U.S.
Department of Justice Common Rule for State and Local Govemments. 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 juatificatlon, ahall be enelOAd with the aubgrant application.
9. Commencement of Project
If a project has not begun within sixty (80) deys after acceptance of the subgrant award, the recipient shall
send a letter to the bu....u indicating steps to initiate the project, reason for delay and request a revised project t
starting date.
If a project has not begun within Mlety (90) days after acceptance of the subgrant award, the recipient shall
send another leIter'to the bureau, again explaining the realon for delay and request another revised project
starting date.
Upon receipt of the ninety (90) day letter, the department shall determine if the reason for delay is justified Dr
shall, at its discretion. unilaterally terminate this agreement and re-obligate subgrant funds to other department -~
approved projects. The department. where warranted by extenuating circumstances, may extend the starting
date of the project past the ninety (90) day period, but only by form. written amendment to this agreement
10. Extension of a Contract for Cordractu81 Services
Extension of a contract for contractual services between the recipient and a contractor (which includes all
project budget categories) Ihall be in writing for a period not to exceed six (8) 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 faUure to complete the contract Is due to events beyond the control of the contractor.
11. Excusable Delays
Except with raped to defaults of conlUltants, the recipient shall not be In default by ....son of any failure in
perfonnanee ofthilag~ according to its terms (including any failure by the recipient to make progress
in the execution ofwark h...nd<<which endangers such perfonnance) if such failure arises out of causes
beyond the control and without the fault or negligence of the recipient Such causes include, but are not limited
to, acts of God or of the public enemy, acts of the government in either itS sovereign or contractual capacity,
fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but
In wary can, the failure to perfonn shall be beyond the contral and without the fault or negligence of the
recipient
If failure to perform Is caused by failure of a consultant to perform Dr make progress, and if such failure arises
out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shall not be deemed in default, unless:
a. Supplies or services to be furnished by the consultant were obtainable from other sources,
b. The department ordered the recipient in writing to procure such supplies Dr services from other sources,
and
c. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the department shall ascertain the facts and the extent of such failure, and if the
department determines that any failure to perform was occasioned by one or more said causes, the delivery
schedule shall be revised accordingly.
Edwlud Byrne Memorial StiIte and Local Law
Enforcement Assistance Fonnula Grant Program
12. ObligBtion of Recipient Funds
Recipient fundi shall not under any circumstances be obligated prior to the effective date or subsequent to the
termination de of the grant period. Only project C08ta Incurred on or after the effective date and on
or prior to the tenntnation d8te of the recipient's project are eligible for reimbursement. A cost is
inCUrred when the recipiem'a employee or consultant pertonns required services, or when the recipient receives
gOOds, natwithltanding the date of order.
13. Program Income (8Iso known as Project Generated Income)
Program income IJMMathe grou income earned by the recipient during the subgrant period, as a direct result
of the subgnmtawanl. Pra;nlm incomelhall be handled according to the Office of Justice Programs Financial
Qaide, U.s. Department of Justice Common RIMe for Stete and LDcaI Government. Reference: The Cash
Manage"""" /mptovement Act of 1990).
14. Performance of AQrearnent Provisions
In the event of demult, nOrH:ompliance or violation of any provision of this ~greement by the recipient, the
recipient's consubnts and suppliers, or both, the department shall impose sanctions it deems appropriate..~_
inctuding withholding payments and cancell8tion, termination or SUSpension of the agreement in whole or in
part. In such 8V8I1t. the department shall notify the recipient of its decision thirty (30) days in advance of the
effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed
prior to the etfec:tiw d8te of such sanction.
15. Acceu To Recordl
The Department of Community Affairs; the U.S. Department of Justice, Office of Justice Programs, Bureau
of Justice Allisbmce; and, the Auditor General of the State of Florida, the U.S. Comptroller General or any
of their duly authorized ~, shall have access to books, documents, papers and records of the
recipient, Implementing agency and contnlctors for the purpose of audit and examination according to the
Office of Justice Programs FInend8I Guide, U.S. Department of Justice Common Rule for State and Local
GoWH7UJJent.
The departmentnservesthe right to unllaterallytenninate this agreement nthe recipient, implementing agency
or contractor refuses to allow pUblic acceu to aU documents, papers, 'etters, or other materials subject to
provisions of Chaptar 119, Florida Statutes, and made or received by the recipient or its contractor in
conjunction with this agreement
18. Audit
a. Recipients that expend S3OO,ooO or more in a year in Federal awards shall have a single or program~
speciftc audit conducted for that year. The audit shall be perfonned in accordance with the federal OMB
CIrcular A-133 and other applicable federal law. The contract for this agreement shall be identified with
the subject audit In The Schedfie of Federal Finandsl Assistance. The contract shall be identified as
fedenll funds paalect-.through the Aorida Department of Community Affairs and include the contract
number, CFDA number, award amount, contract period, funds received and disbursed. When applicable,
the recipient shall submit an aMual figncial audit which meets the requirements of Sections 11.45 and
21fJ.348, Aorida Statutes; and, Chapters 10.550 and 10.800, Rules of the Florida Auditor General.
b. A comp.ete audit report which covers any portion of the effective dates of this agreement must be
submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In
order to be complete, the submitted report shall include any management letters issued separately and
management's written response to 81 findings, both audit report and management letter findings.
Incomplete audit reports will not be accepted by the department and will be returned to the recipient.
c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall
be either a Certified Public Accountant or a Ucensed Public Accountant
d. The recipient shall take appropriate corrective action within six (8) months of the issue date of the audit
report in instances of noncompliance with federal laws and regulations.
Edward Byrne Memorial State and Local Law
Enforcement Ass/stance Formula Grant Program
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
diaIowed costa identified in an audit completed after such closeout.
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, Florida 32399-2100
.
17. Procedures for CJaim Reimbursement
All claims for reimbursement of recipient costs shall be submitted on the DCA-CJ Form 3(A-G), prescribed
and provided by the bureau. A recipient shall submit either monthly or quarterly claims in order to repolt~
current project costs.
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 all records and documents for a minimum of three (3) years from the date of the
final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
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 Rnanci8J Guide, U.S. Department
of Justice Common Rule for State and Locs/ Government) or the federal OMB Circular A-11 0, Attachment N,
Peragreph a
20. Property Accountability
The recipient agrees to use all nOrHXp8ndable property for criminal justice purposes during its usefulUfe or
request department disposition.
The recipient shall establish and administer a system to protect. preserve, use, maintain and dispose of any
property furnished to it by the department or purchased pursuant to this agreement according to federal
property management standards set forth in the Office of Justice Programs Rnancial Guide, U.S. Department
of Justice Common Rule for state and Local Government) or the federal OMS Circular A-110,
AltIlChment N. This obligation continues IS long 8. the recipient retains the property, notwithstanding
expiration of this agreement
21. Disputes and Appeals
The department shall make its decision in writing when responding to any disputes. disagreements or
questions of fact arising under this agreement and shall distribute its response to ail concemed parties. The
recipient shail proceed diligently with the performance of this agreement according to the department's
decision.
If the recipient appeals the departments decision, it also shall be made in writing within twenty-one (21)
calendar days to the departments clerk (agency clerk). The recipient's right to appeal the department's
decision is contained in Chapter 120, Florida Statutes, and in procedures set forth in Rule 28-106.104.
Florida AdministrBtiIIe Code. Failure to appell within this time frame constitutes a waiver of proceedings under -
Chapter 120, Rorida Statutes.
co,.........., ..~."""-
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
22. Conferences and Inspection of Work
Conferences may be hetd 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 lite to monitor, inlpect and all._ work performed under this agreement
23. Publication or Printing of Reports
a. Before pUblication or printing, a final draft of any report required under or pertaining to this agreement
shall be sent to the department for its review and comment
b. Publications or printed reports covered under a. above shall incfude the following statements on the cover
page:
(1) "This report was prepared for the Florida Department of Community Affairs, Steven M. Seibert,
Secretary, in cooperation with the U.S. Department elt 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 DepartmenL
of Community Affairs, State of Florida, and by the Bureeu of Justice Assistance (BJA), Office of
Justice Programs (OJP), U.S. Oepartment of Justice. The BJA is a component of OJP which also
indudea the Bureeu of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and
Delinquency Prwwtntion, and the Oftice for Victims of Crime..
(3) .Polnts of view, opinions, and concfusions expressed In this report are those of the recipient and do
not necessarily represent the official position or policies of the State of Florida Department of
Community AffaJra, the U.S. Department of Justice, Oftice of Justice Programs, or any other agency
of the state or federal government
24. Equal Employment Opportunity (EEO)
No person, on the grounds of nice, creed, coJor or national origin lhall be excluded from participation in, be
refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Pubic Law
89-584, Non-DIat:timin. Requirements of the Anti-Drug Abuse Act of 1988; Title IV of the Civi Rights Act
of 1964; Sect;on 5fU 01 the Rehablitation Act of 1973 as amended; TlJe IX of the Education Amendments of
1972: The Age Disctiminalion Act of 1975; and, Department of Ju$lica Non-Discrimination Regulations 28 CFR
Patt 42. Subpatts C, D. E. F, G IIIJd H.
The recipient and a criminal justice agency that is the implementing agency agree to certify that they either
do or do not meet EEO program criteria al sat forth In Section 501 of The Federal Omnibus Crime Control and
S.fe Streets Act of 1988.s amended and that they have or have not formulated, implemented and maintained
a current eo Pro;nim. Submlaalon of this certification I. a prerequl.ite to entering Into thl.
agf'MllMlnl Thil certffication is a material representation of tact upon which reliance was placed when this
agreement was made. If the recipient or implementing agency meet Act criteria but have not formulated,
Implemented and maintained such a current written EEO Prognlm, they have 120 days after the date this
agreement was mad. to comply with the Act or face loss offedenll funds subject to the sanctions in the Justice
System Improvement Act of 1979, Pub. L 96-157, 42 U.S. C. 3701, fit seq. (Reference Section 803 (a) of the
Aet. 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compiance Infonnation).
Any state agency, county or city receiving $500,000 or more in federal Anti-Dtug Abuse Act funds shall submit
its equal employment opportunity plan, andlorthe most recent update, with Its application, for submittal to the
U.S. Department of Justice, Bureau of Justice Assistance for approval.
25. Americens with Disabilities Act 1990
Subgnlntees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law
101.336, which prohibits discrimination by pUblic and private entities on the basis of disability and requires
certain aCCOmmodations be made with regard to employment (Title I), state and local government services
and transportation (Title II), pUblic accommodations (Title III), and telecommunications (Title IV).
_.a.__. A--&.._...-._
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
28. Criminal Intelligence System
The purpose of the fed..1 regulation published in 28 CFR Part 23 - Criminal InteUigence Systems Operating
PoIt:ies is to .ssure that recipients of federal funds for the DtinciDBI OUTDOse of operating a criminal intelligence
Iystem underthe Omnibus Cdme Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et seq.. as amended
(Pub. L 90-351, as emended by Pub. L 93-83, Pub. L 93-415, Pub. L 94-430, Pub. L 94-503, Pub. L 95-
115. end Pub. L 96-157), use those funds in conformance with the privacy and constitutional rights of
individu....
I
The recipient and a criminal justice agency that is the implementing agency agree to certify that they operate t
a criminal Intelligence system in accordance with Sections 802(a) tllJd 818(c) of the Omnibus Crime Control
IIIId sef8 SttHts Ad of 1918.. amended and comply with criteria as set forth in 28 CFR Part 23 - Crimin81
IntelJgence Systams O/*"Ming PoIdes and in the Bureau of Justice Assistance's Fonnu/a Grant Program
G&idance. Submlalon of thIa certification Is a pnnquls... to entering Into this ag.reemenL
This certification is a material representation offect upon which reliance was placed when this agreement was
nwde. If the recipient or criminal justice agency operates a criminal intelligence system and does not meet
ArI. and federal reguJation criteria. they must indicate when they plan to come into compliance. Federallaw.
requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal
regutatiDn ptiorto the award of federal fundi. The recipient il responsible for the continued adherence to the
regulation governing the openltion of the system or faces the losl of federal funds. The departmenrs approval
of the recipient agreement does not constitute approval of the lubgrant funded development or operation of
a criminal Intelligence system.
27. Nor.-Procurement. Oebannent and Suspension
The recipient agrees to comply with Executive Order 12549, Debannent and Suspension (34 CFR, Part 85,
Section 85.510, Perticipent's ResponsibMias). These procedures require the recipient to certify it shall not
__Into any lower tiered covered transaction with a penon who is debarred, suspended, declared ineligible
or II voluntarily excluded from participating in this cCMnd transaction, unless authorized by the department
28. Payment Contingent on Appropriation
The State of Florida'. ~nnance and obligation to pay under this agreement is contingent upon an annual
appropriation by the Florida Legislature.
29. Fed..1 Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Pubic Law 101-121 set forth in -New Restrictions on
Lobbying; Intatim RfIII/ Rule, · publshed In the Februety 28. 1990, Federal Register.
Each person shall file the most current edition of this Certification And Disclosure Form. if applicable, with
each submission that Initiates agency consideration of such person for award of federal contract, grant, or
cooperative agreement of $100,000 or more; or fed..lloan of $150,000 or more.
This certification is a material representation of fact upon which reliance was placed when this agreement was
made. Submission of this certification is a prerequisite to entering Into this agreement subject to conditions
and penalties imposed by Section 1352, TIle 31, United States Code. Any person who fails to file the required
certification is subject to a eMl penalty of not less than $10,000 and not more than $100,000 for each failure
to file.
The undersigned certifies, to the best of his or her knowledge and belief, that
a. No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding of
any federal loan, the entering into of any renewal, amendment, or modification of any federal contract,
grant, loan or cooperative agreement
........---. .--.:--.:--
Edward Byrne Memorial State and Local Law
Enfon:ement Assistance Formula Grant Program
b. If any non-f....1 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 fed..1 contract, grant loan, or cooperative agreement, the undersigned shall complete and submit
the standard form, Disclosure of Lobbvino 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 Fed.., Funding Percentage and Dollar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, including but not limited to state and local govemments, shall clearly state: _~
a. The percentage of the total cost of the program or project that shall be financed with federal funds, and
b. The dollar amount of federal funds to be expended on the project or program,
32. 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
warken, constituting a violation of the emptoyment 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 employment by
any contractor of unautholizecl aliens a violation of Section 274A( e) of the 1NA. Such violation by the subgrant
recipient of the emptoyment provisions contained in Section 274A( e) of the INA shall be grounds for unilateral
cancellation of this contract by the Department
34. Drug Court Projects
a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements
outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office,
program guidelines .Defining Drug Courts: The Key Components., January 1997. This document can be
accessed on the Office of Justice Programs World Wide Web Homepage: httD:/Iwww,o;D.usdoi.iob.
b. To ensure more effective management and 8Y8luation of drug court programs, the recipient agrees that
drug court progrems funded with this award shall coiled and maintain follow-up data on program
participants criminal recidivism and drug use relapse. The data collected will be assessed during BJA
field monitoring trips.
35. Overtime for Law Enforcement Personnel
Prior to obtlgating funds from this IIWIIrd to support overtime by law enforcement officers, the US Department
of Justice encourag_ consultation with all allied components of the criminal justice system in the affected
jurisdIction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased
court dockets and the need for detention space.
C'..tv.raftl ................_
Edward Byrne Memolial Stue and Local Law
Enforcement AssIstance Formula Grant Program
Certification of Compliance
with Equal Employment Opportunity (EEO)
Program Requil8lllents - Subgrantee
t
I, the undersigned authorized official, certify that according to Section 501 of the
Omnibus Crime Control and Safe Streets Act of 1968 as amended, thatthe Subgrantee
(Subgrant Recipient) . . .(Select one of the foJJowing):
~ Meets Act Criteria
D Does not meet Act Criteria
I affirm that I have read the Act aiteria set forth in the Subgrant Application
Instrudions. 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):
[2] Has a current EEO Plan
D Does not have a current EEO Plan
I further affirm that if the Subgrant Recipient meets the Act criteria and does not have
a current written EEO Plan, federal law requires it to formulate, implement, and
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Date: 0/i I DO
Signature of Authorized Official:
---J~
Name: James L. Roberts
Title: County Administrator
$ubgrant App/icIIlion P8cag8
EEO CfHtitication - Subgrente.
AppendiX II - Pege 1 of 2
'o.~
OK~~rY ~o~~E
(305) 294-4641
James 1. Roberts
County Administrator
Public Service Building
5100 College Road
Key West, FL 33040
June 6, 2000
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
,..~..... ,--....-..
, BOARD OF COUNTY COMMISSIONERS
,,.., -<::,- Mayor Jack London. District 2
Major ProTem Wilhelmina Harvey, District I
Shirley Freeman. District 3
Mary Kay Reich, District 5
Keith Douglass, District 4
Re: Signature Authority - FYOO/O 1 Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Sheila A. Barker to have signature authority in order to conduct business
in relation to the grant program and its implementation. If any additional information or documentation is
required, please contact 305.292.4482. Thank you.
Sincerely,
~~L.~
James 1. Roberts
County Administrator
~--, /;^ - /' A /
'~1;1-C.-CCA (J k/tZ-'v;t:.c-<--~
Recipient of Signature Authority
Edw8rd Byrne Memorial State and Local Law
Enforcement Ass/stance Formula Grant Program
I. Sianature PeQe
In witn.. wnereof, the pan;. affirm they each have read and agree to conditions set forth in this agreement,
have r.d and understand the agreement in its entirety and have executed this agreement by their duly
authorized officers on the data, month and year set out below.
Corrections on this page, including
strIke-ovefS, whlt8out, etc., are not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
~
,.
,
By: QQ* IJ. /A,JAJIh:.
Type Name and Title. Clayton H. Wilder, Community Program Administrator
Date: II - "l u - c) J
Subgrant Recipient
Authorizing Official of Govemmental Unit
(Commission Chairman, Mayor, or Designated Representative)
By:
~-=-~~
Type Name and Title: James 1. Roberts., Monroe County Administrator
Date: ~ /7/0 a FEID Number: 59 6000749
l i
Implementing Agency
Official, Administrator or Designated Representative
By:
-~ () I
~ ,/- <=~
Type Name and Title: James L. Roberts, Monroe County Administrator
_.
Date: (,-? / 7 /0 D
I I
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Law Effective Date: 1 % 1/00
Enforcement
Expiration Date: 9/30/01
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Samuel's House Shelter for Women and Children II as part of Monroe County's FYOI Anti-
Drug Abuse Program
Contract Manager: David P. Owens
(Name)
l -z1'3( <.J1)
for BOCC meeting onI1'7'2t,LQQ
4482
(Ext. )
OMB/Grants Mgt.
(Department)
Agenda Deadline: .~ I I ("Vi { c.n:.
CONTRACT COSTS
Total Dollar Value of Contract: $38,688.00 Current Year Portion: $38,688.00
Budgeted? Yes X No Account Codes: 125-06016-530490-GGOI07-XXXXXX
Grant: $ 29,016.00
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
Division Director
Changes
Date In Needed ,~ ~~wA-
", YesDNoEr"-~~-J
# l Y esO No~\ 'lJ.c,-,-",,-- ~k~ 1t;.,,,,,
. YesDNo~~U~~La C ~v
~; YeSONo~,,->-~/~
Risk Management
'j~
O.M.B./Pur~ng
County Attorney
Comments:
Date Out
~
il\\ 2c [.Y(
II -d~ -()(
1iP#1
OMB Form Revised 9/11/95 Mep #2
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Law Effective Date: 10/01/00
Enforcement
Expiration Date: 9/30/01
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Samuel's House Shelter for Women and Children II as part of Monroe County's FYOl Anti-
Drug Abuse Program
Contract Manager: David P. Owens
(Name)
l -z.{ l 3( <..n)
for BOCC meeting onf"T'nt,lOO
4482
(Ext. )
OMB/Grants Mgt.
(Department)
Agenda Deadline: 'H:+Q.lLQ.!l II (?fj t ere
CONTRACT COSTS
Total Dollar Value of Contract: $38,688.00 Current Year Portion: $38,688.00
Budgeted? Yes X No Account Codes: 125-06016-530490-GGOI07-XXXXXX
Grant: $ 29,016.00
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
Changes
Date In Needed
Division Director YesD NoD
Date Out
Reviewer
Risk Management
YesDNoD
YesD NoD
YesD NoD
o .M.B .lPurchasing
County Att01;,ney
Comments:
OMS Form Revised 9/11/95 Mep #2
FDLE
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
1819 Miccosukee Commons
Tallahassee, Florida 32308
(850) 410-8700
Florida Department of
Law Enforcement
James T. "Tim" Moore
Commissioner
.
November 16, 2000
The Honorable Shirley Freeman
Mayor, Monroe County
Board of Commissioners
530 Whitehead Street
Key West, Florida 33040
Re: 01-CJ-Jl-11-54-01-110/Samuel's House, Inc. Shelter for
Women and Women with Children II
Dear Mayor Freeman:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement grant in the amount of $29,016 to your unit of government. These
funds shall be utilized to implement a Byrne Program under Purpose Area 20A-
Corrections Alternatives - Halfway House.
A copy of the approved sub grant application with the above referenced project number
and title is enclosed for your file. All correspondence with the Department should always
refer to the proj ect number and title.
Your attention is directed to Section H of the sub grant which is the "Acceptance and
Agreement". These conditions should be reviewed carefully by those persons responsible
for project administration to avoid delays in project completion and cost reimbursements.
Also, you should review the enclosed Subgrant Award Certificate. This certificate contains
important information regarding Section H that applies to this grant award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service . Integrity . Respect . Quality
The Honorable Shirley Freeman
Page Two
We look forward to working with you on this project. Ifwe can be of further assistance,
please contact Beth Hamilton at 850/410-8700.
Sincerely,
I
Q.o~~ i4 . lAJ.JJ.~
Claytoh H. Wilder
Community Program Administrator
CHW /BH/mg
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
.
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
01-CJ-J1-11-S4-01-110 in the amount of $29,016,
for a project entitled: Samuells House, Inc. Shelter for
Women and Women with Children II
for the period of 10/01/2000 through 09/30/2001, in accordance with
the statement of work contained in the subgrant application, and
subject to the Florida Department of Law Enforcement's conditions
of agreement and special conditions governing this subgrant.
(Signature of Authorized Official)
(Date of Acceptance)
(Typed Name and Title of Official)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: November 16, 2000
Grant period: From: 10/01/2000 To: 09/30/2001
Project Title: Samuel's House, Inc. Shelter for
Women and Women with Children II
Grant Number: 01-CJ-Jl-11-54-01-110
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 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)
Additionally, the following special conditions apply to Section H
of the contract:
(1) The Office of Criminal Justice Grants, which administers the
Byrne State and Local Law Enforcement Grant Program, was transferred
from the Florida Department of Community Affairs to the Florida
Department of Law Enforcement through action of the Florida
Legislature in the 2000 General Appropriations Act (House Bill 2147), ·
effective July 1, 2000. Therefore, the following revisions will
apply to this grant:
(a) All references to the Department of Community Affairs should
be read as the Florida Department of Law Enforcement.
(b) All references to the Bureau of Community Assistance should
be read as the Office of Criminal Justice Grants.
(c) Item 16.g, the mailing address for audit reports, should read:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, FL 32302-1489
(d) Item 23.b(1), should read: James T. II Tim" Moore, Commissioner
(2) There is a clerical error in Section H, item 24, Equal Employment
Opportunity. The reference to the Civil Rights Act of 1964 should be
Title VI, not title IV.
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed Certificate of Acceptance of Subgrant Award
is returned to the Department.
(2j1J~~,L,^ u. ~
Auth:;l~~~ Official
Clayton H. Wilder
Community Program Administrator
\ I - Ib - 0 u
Date
[X]This award is subject to special and/or standard conditions
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA): Office of Criminal Justice Grants
Grant Number: Ol-CJ-Jl-11-54-01-110
Grant Title: Samuel's House, Inc. Shelter for
Women and Women with Children II
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition (s):
Prior to the drawdown of fereral funds for Contractual
Services, Monroe County's submitted boilerplate contract must
be approved by FDLE.
~:iwtlrrJ Byrne Memorial state and Local Law
Enforcement Assistance Formula Grant Program
This -*" to ". completed by the Subgrant..:
C.ontirultion c' :..,..,. Subgrwlt1 Q V_ 0 No
If V_. entw StIIte Project 10 . of Prevloa SUbgnInt
TlIIa NCtJon lo be completed by SCA:
SFY 2001 DCA Contract Number
CFOA #: 16.579
2001
086
A Names & Address..
1.
.
rrtle
Board of Commissioners
Address
City, State, ZIp Code Key Wes t, F 1 33040
Aree Cod6IPhone" SUN COM if.
2 Chief Financial Officer
Name of Chief Financial Officer
rrtSe
Addreu
City, State, ZIp Code Key
Area Cod&'Phone t#
305-292-3 50
West, Fl 33040
SUNCOM t#
3.
nsible for Pro'ed)
1
City, State, Zip Code
Area Cod&'Phone t#
Area CodeIFax #
n C; 292-4544
4. Project Director and Contact Person, if different from Project Diredor
Must be Emolo s of Governmental Imolementin A en
Name of Project Director Deanna
TIDe Grants Administrator,MonroeCounty
Address
Subgnlnt~.Don
Section /I - Psge 1 of 16
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
B. Admlnlstnrtive Data
1. Project rrtJe (Not to exceed 84 characters, including spaces)
Samuel's House, Inc. Shelter for Women and Women with
Children I
2. For Period
Period Month Day Year
Beginning October 1 2000
Ending I,.. 10 2001
3. Is the Subgrantee or the Implementing Agency a Member of a Local Criminal Justice Advisory Council or
Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for a
deaaiption of bosnJ reapon8ibMies.) ~ Yes a No
C. Fiscal Data
1. (If oiher than the Chief Financial Officer) Remit Wamsnt to:
Deanna Lloyd
Public Service Building
5100 Jr. College Road
Kev West. FI 33040
Note: If the subgrantee is participating in the State of Florida Comptroller's Office electronic transfer
Pf"OQram. reimbursement cannot be remitted to any other entity.
2. Method of Payment ~~onthly a Quarterly
(ft Is mandatory that the method selected be consistent throughout the entire grant period.)
3. Vendor 'if. (Enter Federal Employer Identification Number of Sub grantee): .
I 59 6000749
4. SAMAS .. (Enter if you are a state egency)
I
5. Will the Project earn Project Generated Income (PGI)? :QI2Ves O.No
(See Seetlon H., Paragraph 13, for a definition of PGI.)
6. Will the applicant be requesting an advance of federal funds? 0 Yes ~o
(If Yes, a letter of request must be attached.)
SubgnrnrAppIc.oon
SAMUEL'S HOUSE, INC.
MARY SPOTTSWOOD WOMEN'S CENTER
1511 TRUMAN AVENUE
KEY WEST, FL 33040
305-296-0240
.
PROBLEM IDENTIFICATION:
In today's society substance abuse is not limited to males nor is substance abuse
among women a back alley mind set.
It has made its way into the lives of women across the life cycle and all walks of life.
It effects family, friends and society in general. Substance abuse breaks down the body,
mind and spirit. Women come to a place in their addiction that they are willing to lose
everything for their habit. Substance abuse is a family disease, effecting the family
unit as a whole. Women lose their self-esteem and can't even see that they are in denial.
The end result for an abuser is frequently jail, institutions, homelessness or sometimes
death.
Until Samuel's House opened, female substance abusers who found themselves in the
Monroe County Detention Center frequently returned right back to jail after their release
because they had no place to go (the revolving door syndrome).
PROGRAM DESCRIPTION:
SAMUEL'S HOUSEIMARY SPOTTSWOOD WOMEN'S CENTER provides help
to women of all ages who for various reasons such as substance abuse, incarceration,
domestic violence, illness or other traumatic events, have found themselves homeless.
Samuel's House is the only homeless emergency shelter in Monroe County whose target
population are women and women with children. Samuel's House is home to 26 women
and their children at any given time, for up to 90 days. The program activities and
rehabilitation provided for the shelter residents includes case management,
professional medical and psychological evaluations, clinical groups, spiritual groups,
parenting skills, life management skills, arts and crafts, community service and self-
enrichment which allows for a new beginning in a positive direction. .
Samuel's House clients come from the Monroe County Detention Center, Monroe
County 16th Judicial Circuit Court, Pre-Trial Release, Monroe County Sheriffs
Department, City of Key West Police Department, Domestic Abuse Shelter's, Care
Center for Mental Health, Safe Port (this is a drug treatment center), or referrals from
other service providers.
Samuel's House provides a safe home for women and women with their children to
reside while they are learning to take care of themselves through collaborative efforts
with the Care Center for Mental Health, Alcoholics Anonymous, Narcotics
Anonymous, Co-dependent's Anonymous, Domestic Abuse Shelter Counseling
Program, Vocational Rehabilitation, Employment Council or wherever their needs _
can best be met. Childcare is provided for women attending vocational training, seeking
employment or any health-related appointments, by the Wesley House Childcare Center.
REALISTIC OUTCOME MEASURES:
From re-opening its doors on October 1, 1999 to May 2000, Samuel's House has served
107 women and 20 children. Thirty-four (34) of those women were "long-term
homeless"(homeless over one year). Thirty-five (35) of these women have just been
released from jail and had no place to go, to this date only three have returned to the
detention center. An astounding accomplishment is that by providing a safe and
supportive place to live, 80 of those women have been able to maintain full time
employment or be in a full-time job-training program. These women are currently
working as sales clerks, cashiers, waitresses, one isa legal secretary and one is in an on-
the- job training program to be a certified nursing assistant. We are particularly proud
that one pregnant lady who came here directly from jail showed such promise that
we were able to hire her as a house mother. She has proven herself to be
trustworthy and a capable employee as well as a positive role model for the
residents. Women substance abusers now can make a choice. They no longer have to
choose their ex-drug dealers or pimps for "support", but can have a safe, supportive
place to call home, so they can get back into society.
SAMUEL'S HOUSE EXPERTISE:
Samuel's House staff consists of an administrator, case manager, assistant case
manager/house mother, who together bring over 27 years of experience working in
substance abuse intervention, the criminal justice system and in community health. Its
Board of Directors are professionals from all walks of life, including one Medical Doctor,
one Psychologist, one MSW /Program Director for mental health at the Monroe County
Detention Center, one MSW/CAP, two 16th Judicial Assistants to Circuit and County
Courts, one Administrative Assistant Court Administrator to the 16th Judicial Circuit
Court, a Community Outreach Director, Manager to Key West Transit Authority, Real
Estate Broker and a Health Planner from Healthy Start. We work very closely with the
Monroe County Detention Center, Safe Port, Domestic Abuse Shelter, Pre-Trial Release,
Middle Keys Guidance Clinic, and local law enforcement.
Continuation Project:
Due to the continuation of these funds Samuel's House will be able to
provide the following services:
. provides services for 26 women and children;
. provides case management for clients;
. provides basic living needs i.e.; meals, clothing, shelter;
. provides random testing for substances or alcohol;
. provides substance abuse counseling and mentoring;
. provides life management skills;
. provides vocational and employment assistance;
. provide care coordination for medical and mental health services;
. provide structure daily living;
. provide support for personal development and self-esteem
. provide transportation to group meetings i.e. NA, AA, Sexual Abuse
Sexual Survivors;
. provide referrals for placement in-treatment and mental health
programs;
. provide referrals to service providers who can meet the needs of client;
. provide Co-dependency meetings at shelter on Wednesday nights for
clients and ladies in the community;
. provide clients to be Pre- Trial Released at shelter;
. provides housing for clients awaiting placement m drug treatment
centers;
. provides housing for clients leaving detention centers or prisons;
. provide spiritual enhancement;
. provides arts and crafts;
. provides referrals for child care;
. provides transportation to meet personal and professional needs.
~
Edwvr:t Byrne Memorial St2te and Local Law
Enforcement Assistance Formula Grant Program
D. Program Data (Continued)
Activities Implementation Schedule. Complete the Activities Implementation Schedule showing when activities in
the Program Description will commence and how the project will progress. This chart benchmarks planned
activities, both administrative and programmatic. An .X. has been inserted for reports that are mandatory tor all
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 not earn PGI, delete that activity from this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
Subgrant Period -
01/01/2000-09/30/2001 .
(Beginning Date - Ending Date)
ACTIVITY/ACTION Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug Sep
Submit Financial Reimbursement
Requests x x x x x x x x x x x x
Submit Financial ctOHDut Padcage x
Submit Quarteriy Program Reports X X X X
Submit Quarter1y PGI Reports
(If applicable)
S~Qor.Int~.DOn
.... ____ /' 0___ A _<#.,.
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
E. Proaram Obiectives and Performance Measures
Complete uniform program objectives and performance measures (found in Appendix V) for the federally
authoriZed program area you want to implement Your application is not complete without them and an
Incomplete application will not be considered for subgrant funding.
If the program area you selected does not have uniform program objectives published in this document or if
you cannot rat ate your objectives to those stated, contact Tom Bishop at 850/488-8016 for further instructions.
DO NOT mix objectives from different Program Areas.
51art below and use continuation pages as nacessary,
Program Objectives:
.
20A Corrections Alternatives-Halfway House
20A.01 To provide 75 offenders with short term housing.
20A.02 To provide 75 offenders with case management services and
daily structured activities.
20A.03 To provide 75 offenders with short term individuals and
group supportive life skills counseling.
Su~nt ~f1on
.,.......... 1/. Paae .5 of 11':
Edward Byrne Memorial State ana Local Law
Enforcement Assistance Formula Grant Program
F. Proiect BudQet Narrative
You must describe line Item. for each applicable Budget Category for which you are requesting subgrant
funding. Provide sufficient detail to show cost relationships to project activities. In addition, describe specific
80urces of matching funds.
SIan below snd use continustion psges Sl necesssry.
Case Manager and Supportive Services
Salary:
F.I.C.A. 7.65%
Health and Workerscomp Ins.
Drug Testing Supplies
Office Supplies
Phone
Postage
Rental/Copier/Maintenance
Training Materials
Total Funds Requested
Grant Funds
Local Match
Total Grant Award:
$28,531
2,1'83
2,300
2,100
818
750
600
806
600
$38,688
$29,016
9,672
$38,688
Local Match provided by the Monroe County Grants Matching Funds.
Case manager's position was filled by last years funding and will
continue to be paid w.ith this years funding.
Supportive services will be made in accordance with the Monroe
County Purchasing Policy Procedures.
See job description for case manager (attached).
Case Manager's position requires in addition to the list
sk1'lls 1'n Case Management of t~s
CAP or 5 years administrative 1~
population of women.
Suborant ~~
.,,-' ..-
Samuel's House, Inc.
CASE MANAGEMENT
t
Job Description:
L Client intake and assessment, according to policy and procedures
2. Prepares clients individualized plan of action with client
3. Administers drug/alcohol tests and records results
4. Client referrals to appropriate agencies
5. Maintains client admission wait-list
6. Monitors clients progress
7. Manages client records and files
8. Resolves conflicts as they arise
9. Guides and assists clients in area of needs
10. Networks with other agencies to meet needs of clients
11. Collects client fees and maintain records
12. Teaches Life Skills to clients and groups as needed
13. Maintains client confidentially and secures records
14. Maintains follow up records on clients who are discharged/left
15. Co\1ects Data and prepares administrative reports
16. Administers consequences to clients according to policy and procedures
17. Provides nutritional guidance to clients
18. Maintains house activity log and other assigned logs
19. Oversees weekly house meetings and attends staff meetings
20. Recruits, Trains and oversees volunteer resident monitors
21. Reports all emergencies or non-routine incidents to Executive Director/Administrator
. in a timely manner
22. Attends job related meetings and workshops
23. Performs other duties as assigned
24. Oversees inventory and ordering of household supplies
25. Oversees inventory and ordering of food supplies
26. Oversees duties of clients, employees and volunteers
27. Must have related experience and/or education dealing with persons in recovery from
substance abuse, domestic abuse, addictions, mental health disorders at a level
necessary to accomplish job.
28. Must possess basic first aid ski\1s and have the ability to attend First Aid/CPR classes
for certification
29. Must have valid Florida Driver's License
30. Must meet a\1local, State, and Federal employment regulations and pass post
employment physical/drug exams if required,
31. Must have ahility to read, write,. and follow oral and written instructions at levels
necessary to accomplish job.
Job Function Review
I understand this Job description and its requirements, and that I am expected to complete
all duties assigned, I understand the job functions may be altered from tllne to lime,
Benefits:
Sick Leave Policy: after three (3) months, accumulate one (1) sick day per month.
Must call Administrator ifnot able to come to work. Case Administrator if Administrator
can't be reached,
Vacation Policy: after six (6) months, accumulate one (1) week, After one( I) year,
accumulate two (2) weeks. Schedule with Administrator,
I have noted below any accommodations that are required to enable to perfonn these
duties, I have also noted below any job responsibilities or functions, which I am unable
to perform, with or without accommodation.
Employee Signature
Date
Staff/Samuel's House, Inc,
Date
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
G. Project Budget Schedule
The Project Budget Schedule includes six Budget Categories (Salaries and Benefits, Contractual Services.
Expenses, Operating Capital Outfay (OCO), Data Processing Services, and Indirect Costs) and Total Project
Costs. TobIl Local Match must be a minimum of 25% of the Total Budget.
Type or Print Dollar Amount. Only In Applicable Categories and Leave other. Blank.
Budget Category Federal Match Total
-
-
Salaries And Benefits
Contractual Services $29,016 9,672 $38,688
Expert..
Operating Capital Outfay
.
Data Processing
Indirect. Costs
Totals $29,016 9,672 $38,688
.
SubQtant ADoIc.tIOn
Ed,;;ard Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
H. AcceDtance and Aareement
All persons involved in or having administrative responsibility for the subgrant must read these -Acceptance and
Agreement" conditions. This "Acceptance and AGreement"" (Section Hl must be returned as -part of the
completed aDDllcatlon.
Note Condition No. 12: Only project costa Incurred on or after the effective date of this agreement and
on or prior to the termination date of a recipient'a project are eligible for reimbursement.
Conditions of Agreement Upon approval of this subgrant, the approved application and the following te~s ot
conditions will become binding. Non-compliance will ....utt In project costs being disallowed.
The term .depa~, unless otherwise stated, refers to the Department of Community Affairs. The term
.Bureau., unl.. otherwise stated, refers to the Bureau of Community Assistance. .
The term -aubgrant recipient" refers to the goveming body of a city or a county or an Indian Tribe which
performs aiminal justice functions as determined by the U.S. Secretary of the Interior, and includes an
"Implementing -veney" which is a subordinate agency of a city, county or Indian. Tribe, or an agency under the
direction of an elected official (for exam pie, Sheriff or ClerK of the Court).
1. Reports
a. Project Performance Reports:
The recipient shall submit department Quarterty Project Performance Reports to 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 -original" project period, additional
Culllterly Project Performance Report, shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or Quarterty Rnanaa/ Claim Reports
[DCA-C./ ~A-G) to the bureau. Monthly Reimburwement Claim. (1-11) are due thirty-one
(31) days after the end of the reporting pertod. Quartarty Reimbursement Claim. (1-3) are due
thlrty-one (31) days after the end of the repontng pertod. A final Finanasi Claim Report and a CtiminBi
Ju~ CcntnJct (Rnanc:i8/) Closeout PlJCkage shall be submitted to the bureau within forty.five (45) days
of the subgnlnt termination period. SUch cfaim shall be distinctly identified as "tinar.
Before the-ftnar aaim will be processed, the recipient must submit to the department all outstanding
project reports and must have satisfied all special conditions. Failure to comply with the above provisions
shall result In forfeiture of reimbursement
The recipient shall submit department Quarterlv Project Generated Income Reports to the bureau by
February 1, May 1, August 1, and within forty-five (45) days after the lIubgrant termination date
cavering subgrant project generated income and expenditures during the previous quarter. (See
Paragraph 14. Program Income.)
c. Other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau, All required
reports, Instructions, and forms shall be distributed with the subgrant award.
2. Fiscal Contral and Fund Accounting Procedures
The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement
and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project shall
be disbursed according to provisions of the project budget as approved by the bureau.
_____..__~'"DOra!!~ A;;DIc.tion
c:....._" /I . PQ". It nf ,,;
Edward Byrne Memorial State and Local Law
Enforcement Asslstance Formula Grant Program
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-8T, and A-110, in their entirety).
All funds nat 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 based upon the contract's compliance with requirements found in the Office of
Justice Programs RnanasJ Guide, U.S. Department of Justice Common Rule for State anq..LocaJ
Gowmment., and in applicable state statutes. The department's approval of the recipient agreement does ~
not constitute appr'O'Wl of consultant contracts. .
4. Allowable Colts
Allowance for costs Incurred under the subgrant shall be determined according to .General Principles of
A1lowability and Standards for Selected Cost Items. set forth in the Office of Justice Programs RnanciaJ Guide.
U.S. Department of Justice Common Rule for State And Local Govemments and federal OMS Circular No.
A-87, .Cost Principles far State and Local Governments-, or OMB Cirr:uJar No. A-21, .Cost Principles for
Education.l Institutions.,
All procedures employed in the u.e of federal funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for Slate and Local Governments, or Attachment .0.
of OMB Ci'c:&.Mr No. A-110 and Florida law to be eligible for reimbursement
5. Travel
All tnIvet reimbursement for out.of-state or out.of-grant-specified wane area shall be based upon written
appraval of the department prior to commencement of actual travel.
The cost of aU trawl shall be reimbursed according to local regulations, but not in excess of prOvisions in
Sac:Oan 112.081, Florida Statutes.
All bill. for any travel expenses shall be submitted according to provisions in Section 112. 061. Ronda Statutes.
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:
a. 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
batv.een budget categClries a. long a. 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. Transten of funds above the ten (10) percent cap shaJI ba made only if a revised budget is approved by
the department
d. Under no circumstances can transfers of funds increase the total budgeted award. Transfers do not
allow far increasing the quantitative number of items documented in any approved budget line item. (For
example, equipment items in Operating Capital Outlay or Expense categories or staff positions in the
Salaries and Benefits category,)
7. Reimbursement Subject to Available Funds
The obligation of the State at Florida to reimburse recipients tor incurred costs is subject to available federal
Anti-Orug Abuse Act funds.
Subgrant AppIe.ticn
Saeeon 1/. Pege 9 of 16
Edward Byrne Mem;:-;rial StG.e and Local Law
Enforcement Assistance Formula Grant Program
8. Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for each project according
to SecVon 21B.181(15)(b), Rorida Statutes (1991); the Office of Justice Programs Rnancial Guide. U.S.
Dep8rtment of Justice Common Rule for State end Local Govemments. 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 just.lficatjon, ahall be enclosed with the aubgrant application.
9. Commencement of Project
If a project has not begun within sixty (60) deys after acceptance of the subgrant award, the recipient shall
send a letter to the bureau indicating steps to initiate the project, reason for delay and request a revised pr:oject
starting date.
If a project has not begun within ninety (90) days after acceptance gf the subgrant award, the recipient shall
send another letter to the bur.u, again explaining the r.son for dejay and request another revised project
starting date..
Upon recejpt of the ninety (90) day letter, the department shall determine if the reason for delay is justified or
shall, at its discretion, unilaterally terminate this agreement and nt-obligate subgrant funds to other department
approved projects. The department, where warranted by extenuating circumstances, may extend the starting
date of the project past the ninety (90) day period, but only by formaJ written amendment to this agreement.
10. Extension of a Contract for Contractual SeMces
Extension of a contract for contractual services between the recipient and a contractor (which includes all
project budget categories) shall be in writing for a period not to uceed six (6) months and is subject to the
same terms and conditions sat forth in the initial contract. Only one extension of the contract shall be
acceptabte, unless failure to complete the contract is due to events beyond the control of the contractor.
11. excusable Delays
Except with respect to def8utts of consultants, the recipient shall not be in default by r.son of any failure in
performance of this agreement according to its terms (Including any failure by the recipient to make progress
in the execution of work hereunder which endangers such performance) if such failure arises out of causes
beyond the control and without the fault or negligence of the recipient Such causes include, but are not limited
to, acts of God or of the public enemy, acts of the government in either its sovereign or contractual capacity,
fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but
in every case, the failure to perform shall be beyond the control and without the fault Dr negligence of the
recipient
If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises
out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shail not be deemed in default, unless:
.. 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 ofthe recipient, the department shall ascertain the facts and the extent of such failure, and if the
department determines that any failure to perform was occasioned by one or more said causes, the delivery
schedule shall be revised accordingly.
Sub9nnt AppIatlon
SeCf10n If - Page 10 of 16
Edwllrd Byrne Memorial Sbtte and Local Law
Enforcement Assistance Formula Grant Program
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 com Incurred on or after the effective date and on
or prior to the termination date of the reciptent"a project are eligible for reimbursement. A cost is
incurred when the recipient's employee or consultant performs required services, orwhen the recipient receives
goods, notwithstanding the date of order.
13. Program Income (also known al Project Generated Income)
Program incomel1HHltls the gron income _mad by the recipient during the subgrant period, as a dir~fesult
of the aubgrant IIWIIrd. Program income ahall be handled according to the Office of Justice Programs RnanciaJ
Guide, U.S. Department of Justice Common RIMe for State and LocIIJ Government. Reference: The Cash
MlIIJegement Improvement Act of 1990).
..
14. Performance of Agreement Provisions
In the 8Y8frt of default, non<ampliance or violation of any provision of this agreement by the recipient. the
recipient's consultants and suppliers, or both, the department shall impose sanctions it deems appropriate
induding withholding payments and cancellation, termination or suspension of the agreement in whole or in
part In such event, the department shall notify the recipient of its decision thirty (30) days in advance of the
effective date of such unction. The recipient shall be paid only for those services satisfactorily performed
prior to the effective date of such sanction.
15. Acceu To Records
The Department of Community Affairs; the U.S. Department of Justice. Office of Justice Programs, Bureau
of Justice Anlstance; and, the Auditor General of the State of Florida, the U.S. Comptroller General or any
of their duly authorized representatives, shall have access to books, documents, papers and records of the
recipient, Implementing agency and contractors for the purpose of audit and examination according to the
Office of Justice Programs Rnancisl Guide, U.S. Department of Justice Common Rule for Slste snd LOCBI
Govemment.
The department reserves the right to unlJaterally tenninate this agreement tfthe recipient, implementing agency
or contnlctar refuses to allow public access to all documents, papers, letters, or other materials subject to
provisions of Chapter 119, Ronda Statutes, and made or received by the recipient or its contractor in
conjunction with this agreement.
16. Audit
a. Recipients that expend $300,000 or more in a year in Federal awards shall have a single or program-
spedftc audit conduded for that year. The audit shall be performed In accordance with the federal OMB
CItr:uJsr .4-133 and other applicable faderallaw. The contract for this agreement shall be identified with
the subject audit In The Schedule of Federal Rnanci. AaaistIllJCfI. The contrad shall be identified as
federal funds paued-through the. Florida Department of Community Affairs and indude the contract
number, CFOA number, award amount, contrad period, funds received and disbursed. When applicable,
the recipient shall submit an annual financial audit which meets the requirements of Sections 11.45 and
216.349, Florida Statutes; and, Chapters 10.550 and 10.600, Rules of the Florida Auditor General.
b. A complete audit report which covers any portion of the effective dates of this agreement must be
submitted within 30 days after its completion, but no later than nine (9) months after the audit period. In
order to be complete, the submitted report shaU include any management letters issued separately and
managements written response to 81 findings, both audit report and management Jetter findings.
Incomplete audit reports will nat be accepted by the department and will be returned to the recipient
c. The recipient shall hllV8 all audits completed by an Independent Public Accountant (IPA). The IPA shall
be either a Certified Public Accountant or a Ucensed Public Accountant.
d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit
report in instances of noncompliance with federal laws and regulations.
Subgnnt AppIgtion
S.t:f10n 1/. PIg" 11 of 16
Edward Byrne lrfemorla.::;3tg and Local Law
Enforcement Assistance Formula Grant Program
e. The recipient shall ensure that audit wor1cing 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
c1as1owed costs identified in an audit completed after such closeout.
g. The completed audit reports should be sent to the following address:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
SadDWSki Building
Tallahassee, Florida 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), prescribed
and provided by the bureau. A recipient shall submit either monthly or quarterly claim. in order to report
current project costs.
All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
, e. Retention of Records
The recipient shall maintain all records and documents for a minimum of three (3) years from the date of the
final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
19. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and resutts developed, produced, or discovered subordinate
to thll agreement is governed by the terms of the Oftice of Justice Programs RnBIJcial Guide, U.S. Department
of Justice Common Rule for State BlJd Local Government) or the federal OMB CiraJJar A-11 0, Attachment N,
Pllnlgr8ph 8.
20. Property Accountability
The recipient agrees to ule all nOrHlXpendable 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 fumished to it by the department or purchased pursuant to this agreement according to federal
property management stand.wrds set forth in the Offlce of Justice Programs RnanciaJ Guide, U.S. Department
of Justice Common Rule for State and LDcIII Government) or the federal OMB Circular A-11 0,
Attach",."t N. Thll obligation continues al longal the recipient retains the property, notwithstanding
apil"8tion of this agreement
21. Disputes and Appeals
The department shall make its decision in Writing when responding to any disputes, disagreements or
questions of fact arising under this agreement and shall distribute its response to all concerned parties. The
recipient shall proceed diligently with the performance of this agreement according to the department's
decision.
If the recipient appeals the departmenfs decision, it also shall be made in writing within twenty-one (21)
Cll/endar days to the department's derk (agency clerk). The recipient's right to appeal the department's
decision is contained in Chapter 120. Rorida Slatutes, and in procedures set forth in Rule 28-106.104,
Ronda Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under
Chapter 120, Rorida Statutes.
Subg,.nt A~tJon
Section /1- Page 12 of 16
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
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 aite to monitor, inspect and ass._ work performed under this agreement
23. Publication or Printing of Reports
a. Before publication or printing, a final draft of any report required under or pertaining to this agreement
shall be sent to the department for its review and comment
.
b. Publications or printed reports covered under a. above shall include the following statements on the cover
page:
(1) '"This report was prepared for the Rorida Oep8rtment of Community Affairs, Steven M. Seibert,
Secr8Cary, in cooperation with the U.S. Department of Justice, Bureau of Justice Assistance.. The
next printed line shall Identify the month and y.r the report was published.
(2) '"This program was supported by grant.. awardecJ to the Oepartment
of Community Affairs, State of Florida, and by the Bureeu of Justice Assistance (BJA), Office of
Justice Programs (OJP), U.S. Department of Justice. The SJA Is a component of OJP which also
includ. the Bureau of Justice statistics, Nlltional Institute of Justice, Office of Juvenile Justice and
Delinquency Prwvention, and the Offtce for Victims of Crime..
(3) .Polnts of view, opinions, and conclusions expressed In this report are those of the recipient and do
not necessarily represent the official position or policies of the State of Florida Oepartment of
Community Affairs, the U.S. Department of Justice, OfIice of Justice Programs, or any other agency
of the stIIte or federal government
24. Equal Employment Opportunity (eO)
No person, on the grounds of race, creed, color or nlltionaJ origin IhaIJ be excIudecJ from participation in, be
refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Public Law
89-564, Non-Diactiminetion Requnments of the Anti-Dtug Abu.. Act of 1988; Tille IV of the eM Rights Act
of 1964: Section 504 of the RehabMation Act of 1973 as amended: 7JJe IX oithe Education Amendments of
1972; The Age tMcrimination Act of 1975: and, Department of Justice Non-Discrimination Regulations 28 CFR
Part 42. Subpatts C, D, E. F, G and H.
The recipient and a criminal justice agency that is the implementing agency agree to certify that they either
do or do not meet eo program criteria as set forth in Sec:aon 501 otTh. FedenJJ Omnibus Clime Control and
Safe Streets Act 'of 1958 as amended and that they have or have not formulated, implemented and maintained
a currant eo Program. Submt..ton of till. c:ertlftcatton la a prerequiaite to entertng Into this
8g..-rnent. Thil certification is a material representation of fact upon which reliance was placed when this
agreement was made. If the recipient or implementing agency meet Ad criteria but have not formulated,
Implemented and maintained such a currant written eo Program, they have 120 days after the date this
a"reamentwas made to comply with the Act or face loss offederal tundssubject to the sanctions in the Justice
System Improvement Act of 1979, Pub. L 98-157, 42 U.S.C. 3701. etseq. (Reference Section 803 (a) of the
Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Complance/nformation).
Any stIIte agency, county or city receiYing $500,000 or more in federal Anti-Drug Abuse Act funds shall submit
its equal employment opportunity plan, andlorthe most recent update, with Its application, for submittal to the
U.S. Oepartment of Justice, Bureau of Justice Aslistance for approval.
25. Americans with Oisabilities Act 1990
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law
101-336, which prohibits discrimination by pUblic and private entities on the basis of disability and requires
certain accommodations be made with regard to employment (T1Ue I), state and local government services
and transportation (Title II), public accommodations (Title JII), and telecommunications (Title IV).
Su"Orwnt AppIcation
Section II. Peg.' 13 of 16
Edward Byrne Memorial State and Loeal Law
Enforcement Assistance Formula Grant Program
26. Criminal Intelligence System
The purpose of the federal regulation published in 28 CFR Psrt 23 - Criminal IntsUigencs Systems Operating
PoIit::iea is to assure that recipients of federal funds for the DrinciDsI Dumase of operating a criminal intelligence
system under the Omnibus Crime Control and Ssfe Streets Act 0(1968,42 U.S.C. 3701, et seq., as amended
(Pub. L 90-351. as amended by Pub. L 93-83, Pub. L 93-415, Pub. L 94-430, Pub. L 94-503, Pub. L 95-
115. and Pub. L ge-157), use those funds in conformance with the privacy and constitutional rights ot
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 SscDonS 802(a) end 81 B(c) of the Omnibus Crime Control
tItId s.fe Street. Act of 1968 as amended snd comply with criteria as set forth in 28 CFR Psrt 23 - Criminsl
Int~ Systems Operating PoIcies and in the Bureau of Justice Assistance's Formuls Grsnt Progrsm
Guidance. Subml..ion of thi. certfflcatlon i. . prerequialte to entering Into this agreement.
This certification is a material representation of fact upon which refiance was placed when this agreement was
made. If the recipient or criminal justice agency operates a criminal intelligence system and does not meet
AI:J. and federal regulation criteria, they must indicate when they plan to come into compliance. Federallaw
requi,. a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal
regulation ptior to the awerd of federal funds. The recipient Is responsible for the continued adherence to the
regulation governing the openrtion of the system or faces the loss of federal funds. The departmenfs approval
of the recipient agreement does not constitute epproval of the sub grant funded development or operation of
a criminallntelllgence system.
27. Non-Procurement. Debarment and Suspension
The recipient agrees to comply with Executive Order 12549, Debarment snd Suspension (34 CFR, Psrt 85.
Sec::Oon 85.510, P81tic:ipsnt's Responsib.ves). These procedures require the recipient to certify it shall not
em.-Into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible
or is voluntarily excfuded from participating in this covered transaction, unless authorized by the department
28. Payment Contingent on Appropriation
The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual
appropriation by the Florida Legislature.
29. Federal Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Pubic Law 101-121 set forth in -New Restrictions on
Lobbying; Interim RnBl Rule. · publshed in the FeblU1II'/28, 1990, FedereJ Register.
Each person shall file the mo~ current edition of this Certification And Disclosure Form. if applicable. with
each submission that Initiates agency consideration of such person for award of federal contract. grant. or
cooperstive agreement of $100,000 or more; or federal loan of $150,000 or more.
This certification is a material representation of fact upon which reliance was placed when this agreement was
made. Submission of this certification is a prerequisite to entering Into this agreement subject to conditions
and penalties imposed by Section 1352. T1tJe 31, United States Code. Any person who fails to file the required
certification is subject to a civil penalty of not less than $10,000 and not more than $100,000 for each failure
to file.
The undersigned certifies, to the best of his or her knowledge and belief, that
a. No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding ot
any federal loan, the entering into of any renewal, amendment, or modification of any federal contract.
grant, loan or cooperative agreement
SubgrBnt A~t1OtJ
Seccon /I. Page 14 of "5
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Gtant PlOgtam
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 Lobbvina Activities. according to its instructions.
c. The undersigned shall require that the language of this certification be included in award documents for
all subgrant IIWBrdS 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 Agreemem; the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
.
31. Statement of Federal Funding Percentage and Dollar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, including but not limited to state and local governments, shall clearly state:
a. The percentage of the total cost of the program or project that shall be financed with federal funds, and
b. The dollar amount of federal funds to be expended on the project or program.
32. 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 aW8rded to any contractor who knowingly employs unauthorized alien
wartcers, 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 employment 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
cancellation of this contract by the Department
34. Drug Court Projects
a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements
outlined in the U.S. Department of Jultice, Office of Jultice Programs, Drug Courts Program Office,
program guidelines -Oefining Drug Courts: The Key Components-, January 1997. This document can be
acceued on the ornce of Jultice Programl World Wide Web Homepage: httD://www,O;D.usdoUob.
b. To ensure more effective management and evaluation of drug court programs, the recipient agrees that
drug court programl funded with thll award shall collect and maintain follow-up data on program
participants criminal recidivism and drug ule relapse. The data collected will be assessed during BJA
field monitoring trips.
35. Overtime for Law Enforcement Personnel
Prior to obligating funds tram this IIWBrd to support overtime by law enforcement officers, the US Department
of Justice encourages consultation with all amed components of the criminal jultice system in the affected
jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such al increaled
court dockets and the need for detention space.
SubgNlt A~fIoII
SectiOn 11- Page 1~ of 15
Edwan1 Byrne Memorial StIte and Lot:a/ Law
Enforcement A~~/stanCfJ Formula Glilnt Ptoglilm
CertHication of Compliance
with Equal Employment Opportunity fEED)
Program Requirements - Subgrantee
I, the undersigned authorized official, certify that aCCOrding to Section 501 of the
Omnibus Crime Control and Safe Streets Ad of 19SB as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one 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
Instrudions. 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):
~ Has a current EEO Plan
o Does not have a current EEO Plan
I further affirm that if the Subgrant Recipient meets the Ad aiteria and does not have
a current written EEO Plan, federal law requires it to formulate, implement, and
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of fed era! funds.
Name: James L. Roberts
Title: County Administrator
Signature of Authorized Official:
Date:
&(7 /00
~-~~
Subgrant App/iclltion Peclcege
eo Cattitication - Subgrante.
Appendix 1/ - Psge 1 of 2
O~~y ~o2!';l~E
(305) 294-4641
James L. Roberts
County Administrator
Public Service Building
5100 College Road
Key West, FL 33040
June 6, 2000
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
('.---- BOARD OF COUNTY COMMISSIO'NERS .
....~- Mayor Jack London, District 2
Major ProTem Wilhelmina Harvey, District I
Shirley Freeman, District 3
Mary Kay Reich, District 5
Keith Douglass, District 4
.
Re: Signature Authority - FYOO/O 1 Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Sheila A. Barker to have signature authority in order to conduct business
in relation to the grant program and its implementation. If any additional information or documentation is
required, please contact 305.292.4482. Thank you.
Sincerely, ~
~Ls
James L. Roberts
County Administrator
{) d~~
~b.tte lVtnnreg
SIXTEENTH JUDICIAL CIRCUIT OF FLORIDA
530 WHITEHEAD STREET
KEY WEST, FLORIDA 33040-6547
KIRK C. ZUELCH
TELEPHONE
305.292.3400
FAX 305-294-n07
May 3,2000
Monroe County Board of Commissioners
5100 College Road
Key West, Florida 33040
Dear Commissioners:
The purpose of this letter is to submit the recommendations for funding by the Monroe County
Substance Abuse Policy Advisory Board for programs supponed by the Omnibus Crime Control
and Safe Streets Act (the Byrne Program) for the forthcoming funding cycle.
As the Chairman has done in previous years, I, as the current Chair, must advise you that some
of the members of this advisory board are also recipients of these funds. This is an unavoidable
situation, as many of the positions are designated by the Florida Administrative Code. Members
who applied for funding abstain from voting on their proposalS.
This year the amount of funding available to Monroe County by the Department of Community
Affairs, Bureau of Community Assistance, is $230,028 and requires a 25% cash match. Our
recommendations are as follows:
Guidance Clinic of the Middle Keys
The Heron
Sunshine House
Care Center
Sheriff's Department
, Program Admini~tration
Samuel's House
Total:
$ 22,954.00
33,096.00
23,483.00
38,584.00
72,895.00
10,000.00
29.016.00
$230,028.00
On behalf of the entire committee, I would like to thank the Board of County Commissioner's for
giving us the OPponunity to serve our community. Once again, thank you for your continued
support.
Sincerely,
KCZ/mg
OMB/Grants
. 169
RESOLUTION NO. - 2000
A RESOLUTION OF THE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA AUTIIORIZING TIIE
SUBMISSION OF A GRANT APPLICA nON TO TIIE
FLORIDA DEP AR1MENT OF COMMUNITY AFFAIRS
FY 00/01 ANTI-DRUG ABUSE GRANT PROGRAM
WHEREAS, the Department of Community Affairs has announced the FYOO/OI fundiilg..:--
cycle of the Anti-Drug Abuse Act Fonnula Grant Program; and
~
WHEREAS, on April 19,2000, the Monroe County Board of Commission~ ~ed~
serve as the coordinating unit of government in the preparation of the grant propo~ ailJl it@e ;;l
distribution offunds allocated to Monroe County in the amount of$230,028 with ~caf! a
match requirement; and t1- r- 1 f. .."
-~. - 0
~;C~ ::0
WHEREAS, the Monroe County Substance Abuse Policy Advisory Boar~fff ccaem::o
given to the County's current drug control efforts, has recommended certain pro~ec@e . ~
funding to provide the community with activities focused on drug and alcohol eclacatlm; -. ~
prevention, rehabilitation, and treatment; now therefore, Q C
BE IT RESOL YED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
I. The Board of County Commissioners 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 FYOO/OI 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 meeting of said Board held on the 1 ~ day of May, A.D., 2000.
Mayor Shirley Freeman
Mayor ProTem George Neugent
Commissioner Harvey
Commissioner Williams
Commissioner Reich
yes
yea
erk
y~~
yes
yes
Monroe County Board of Commissioners
By:cS'~J-[~
APPROVED AS TO FORM
AN LEGAL SUFFIC
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
I. Sianature P8Qe
In witness whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
have reed and understand the agreement in its entirety and have executed this agreement by their duly
authorized officers on the date, month and year set out below.
Corrections on this page, Including
strtke-overs, whlteout, etc., are not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
By: C,Q+ -U. Lu :D,01-'
Type Name and TrtJe: Clayton H. Wilder, Community Program Administrator
Date:
11..1(,"00
Subgrant Recipient
Authorizing Official of Govemmental Unit
(Commission Chairman, Mayor, or Designated Representative)
By:
~-=:Lh
"
Type Name and TrtJe: James L. Roberts, Monroe County Administrator
~ (1/ DO
FEID Number. 596000749
Date:
Implementing Agency
Official, Administrator or Designated Representative
By: - ----J_~~~-
T N dTiitl James L Roberts, Monroe County Administrator
ype ame an e: .
Date: (p (, I 00
Subg,.nt AppkSfJon
SeCf10n II - Psge 16 of 15
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Law Effective Date: 1 % 1/00
Enforcement
Expiration Date: 9/30/01
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Residential Program for Dual-diagnosed Adults IV as part of Monroe County's FYOl Anti-
Drug Abuse Program
Contract Manager: David P. Owens
(Name)
12/101 00
for BOCC meeting on ~
4482
(Ext. )
OMB/Grants Mgt.
(Department)
Agenda Deadline:'WQ.:ZLQQ l II c. '1 l O"l;:,
CONTRACT COSTS
Total Dollar Value of Contract: $44,128.00 Current Year Portion: $44,128.00
Budgeted? Yes X No Account Codes: 125-06006-530490-GG0103-XXXXXX
Grant: $33,096.00
County Match: $11,032.00
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
Division Director
Changes
Needed ~Ke~
YesDNoEr: ~ -
YesDNo01l. \~iCUt'.c [Lk~"
YeSDNo~~J~ OO~
alE;'! YesDNoIT ~~~;:tJ~
(../
Date In
~
.J~
Risk Management
Jli) -,
O.M.B./PurJh~g
County Attorney
Comments:
Date Out
'#
~~\
/I-M -tlV
I fico
OMB Form Revised 9/11/95 Mep #2
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Department of Law Effective Date: 10/01100
Enforcement
Expiration Date: 9/30/01
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of
the Residential Program for Dual-diagnosed Adults IV as part of Monroe County's FYOl Anti-
Drug Abuse Program
Contract Manager: David P. Owens
(Name)
12/10 100
for BOCC meeting on ~
4482
(Ext. )
OMB/Grants Mgt.
(Department)
Agenda Deadline:'ti-IroLQQ l II c. '1l a-o
CONTRACT COSTS
Total Dollar Value of Contract: $44,128.00 Current Year Portion: $44,128.00
Budgeted? Yes X No Account Codes: 125-06006-530490-qG0103-XXXXXX
Grant: $33,096.00
County Match: $11,032.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $2857.00 For: Staff support-filing reports, oversight
(Not included in dollar value above) (ego Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed
Division Director YesD NoD
Date Out
Reviewer
Risk Management
YesDNoD
YesDNoD
YesDNoD
o .M.B./Purchasing
County Attorney
Comments:
OMB Form Revised 9/11/95 MCP #2
FBLE
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office ofCriminaJ Justice Grants
Florida Department of Law Enforcement
1819 Miccosukee Commons
Tallahassee, Florida 32308
(850) 410-8700
James To "Tim" Moore
Commissioner
.
November 16, 2000
The Honorable Shirley Freeman
Mayor, Monroe County
Board of Commissioners
530 Whitehead Street
Key West, Florida 33040
Re: 01-CJ-J1-11-54-01-107/The Heron Residential Program
For Dual-Diagnosed Adults IV
Dear Mayor Freeman:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement grant in the amount of $33,096 to your unit of governrnent. These
funds shall be utilized to implement a Byrne Program under Purpose Area 13B -
Offender Community Treatment - Local.
A copy of the approved sub grant application with the above referenced project number
and title is enclosed for your file. All correspondence with the Department should always
refer to the project number and title.
Your attention is directed to Section H of the sub grant which is the "Acceptance and
Agreement". These conditions should be reviewed carefully by those persons responsible
for project administration to avoid delays in project completion and cost reimbursements.
Also, you should review the enclosed Subgrant Award Certificate. This certificate contains
important information regarding Section H that applies to this grant award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures,
Committed to
Service . Integrity . Respect . Quality
The Honorable Shirley Freeman
Page Two
We look forward to working with you on this project. If we can be of further assistance,
please contact Beth Hamilton at 850/410-8700.
Sincerely,
.
~~~.~
Claytoq H. Wilder
Community Program Administrator
CHW /BH/mg
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
.
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
01-CJ-Jl-11-54-01-107
in the amount of $33,096,
The Heron Residential Program
For Dual-Diagnosed Adults IV
for the period of 10/01/2000 through 09/30/2001, in accordance with
for a project entitled:
the statement of work contained in the subgrant application, and
subject to the Florida Department of Law Enforcement's conditions
of agreement and special conditions governing this subgrant.
(Signature of Authorized Official)
(Date of Acceptance)
(Typed Name and Title of Official)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SUBGRANT AWARD CERTIFICATE
subgrantee: Monroe County Board of Commissioners
Date of Award: November 16, 2000
Grant period: From: 10/01/2000 To: 09/30/2001
Project Title: The Heron Residential Program
For Dual-Diagnosed Adults IV
Grant Number: 01-CJ-Jl-11-54-01-107
Federal Funds: $33,096.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $11,032.00
Total Project Cost: $44,128.00
Program Area: 13B
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 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)
Additionally, the following special conditions apply to Section H
of the contract:
(1) The Office of Criminal Justice Grants, which administers the
Byrne State and Local Law Enforcement Grant Program, was transferred
from the Florida Department of Community Affairs to the Florida
Department of Law Enforcement through action of the Florida
Legislature in the 2000 General Appropriations Act (House Bill 2147), ·
effective July I, 2000. Therefore, the following revisions will
apply to this grant:
(a) All references to the Department of Community Affairs should
be read as the Florida Department of Law Enforcement.
(b) All references to the Bureau of Community Assistance should
be read as the Office of Criminal Justice Grants.
(c) Item 16.g, the mailing address for audit reports, should read:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, FL 32302-1489
(d) Item 23.b(1), should read: James T. "Tim" Moore, Commissioner
(2) There is a clerical error in Section H, item 24, Equal Employment
Opportunity. The reference to the Civil Rights Act of 1964 should be
Title VI, not title IV.
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed Certificate of Acceptance of Subgrant Award
is returned to the Department.
~.~
Author'zed Official
Clayton H. Wilder
Community Program Administrator
J/...Jh-DO
Date
[X]This award is subject to special and/or standard conditions
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA): Office of Criminal Justice Grants
Grant Number: Ol-CJ-Jl-11-54-01-107
Grant Title: The Heron Residential Proqram
For Dual-Diagnosed Adults-IV
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition (s):
Prior to the drawdown of federal funds for Contractual
Services, Monroe County1s submitted boilerplate contract must
be approved by FDLE.
EtNtMnI Byrne Memorial State and Local Law
Emorcement Assistance Formula Grant Program
T'*........ """'1 fI 111'" ~:
~f1I Frwt' UI SUbgrWll7CJv. C No
JIIII.......... ~ r'fV."SCA:
8FY 2DD1 DCA CGnInIl:t NIInbIr
083
2001
unqu.ID. 97-169 PAl: l3B
107
CFDA It: 18.579
A Ham. &Adctr..-
1. SUbarant Rec:iDient
N..... of ClaW EJeciId OftIcim . Shirley Freeman - - ........
.
TItle Mayor, Monroe County Board of Commissioners
Adm.. 530 Whitehead Street .
CIty, .. ZIp Code Key West, FL 33040
Area~. I SUNCOII . IANa CodIIIFa.
305.292.3430 305.292.3571
.
2. ChIef Finandlll OftIcer
Nam. of ChIef FInancial Offtcer
3. lmolem-Itln
Danny Kolhage
Monroe County Clerk of Court
500 Whitehead Street
Key West, FL 33040
SUNCOII.
Monroe Count Administrator
Public Service BId I' 5100 Colle e Road
Key West, FL 33040
SUNCOM.
4. Prajec:t cnc:= and Contact Person, if different from Prajec.t DIrecIDr
rMust be .'ofGcMlmmentBllmalem..ttn . .
N.... of PrDjtIct DInIdDr Deanna S. Lloyd
TIIIi Grant Administrator E-fMil Addren
. mcgrnts@mail.state.fl.us
Ad*- Public Service Building, 5100 ColleRe Road
CIty, SbIte, Zip Cod. Key West, FL 33040
Ala CoaIPhone. I SUNCOM. r'::CodeIFa ..
305.292.4474 494.4474 305.292.4515
N..... and tile of ComIIcI PenIon Cathy Harpe
Addrea 1320 Coco Plum Drive E-Mail Address
Marathon, FL 33050 catz33@aol. com
CIty, State. Zip Code:
Ala CodeIPhane. I SUNCOM. A1ea Code/Fa"
.305.743.4129 305.743.5137
-
-.
Edward Byrne M'JJmorial State and Local Law
Enforcement Assistance Formula Grant Program
B. AdmlnlltrBtive Data
1. Project rrtJe (Not to aceed 84 characters, including spaces)
The Heron Residential Program for Dual-Diagnosed Adults IV
2. For Period
Period Month Day Year
Beginning October 1 2000
Ending September 30 2001
3. II the Subgrantee or the Implementing Agency a Member of a Local Criminal Justice Advisory Councilor
Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for B
dest::tiption of bosnJ reaponcbMies.) 6ZJ Yes CJ No
C. Fiscal Data
1. (If CJtlHN than the Chief Financial Officer) Remit Warrant to:
Deanna Lloyd
Public Service Building
5100 College Road
Key West, FL 33040
Note: It the subgrantee is participating in the State of Florida Comptroller's Office electronic transfer
IH"Oaram, reimbursement cannot be remitted to any other entity.
2. Method of Payment iI Monthly CJ Quarterly
(It II mandatory that the method selected be conlistent throughout the entire grant period.)
3. Vendor. (Enter Federal Employer Identification Number of Subgrantee):
I 59 6000749
4. SAMAS ## (Enter if you are a state agency)
t
5. WIl1 the Project eam Project Generated Income (PGJ)? CJ Yes m No
(See Section H., Paragraph 13, for a definition of PGI.)
S. Will the applicant be requesting an advance of federal funds? a Yes Gl No
(If Yes, a letter of request must be attached.)
Subann(~pplcsoon
Enforcement Assistance Formula Glilnt Proglilm
O. Program Data
Refer to the BCA Grants Management Technical Assistance Workshop Manual. Use this as a guide to assist
you in completing Section O.
Problem Identification. Briefly describe a specific problem to be addressed with subgrant funds. If you are
seelcing funds to continue existing project activities, your problem statement must also provide a short summary
of your current program and describe any gaps between current and desired project results.
Proaram OescriDtion. Briefly describe how project activities will address the targeted problem. Describe who
will do what, when, where and how.
SEE PAGE 2 OF INSTRUCTIONS ON ITEMS TO INCLUDE.
$111ft below IIIJd us. continulllion ".. .. n_aaty.
t
PROBLEM IDENTIFICATION
The Heron Residential Program for Dual-Diagnosed Adults provides three residential beds and
case management for offenders/users with a dual diagnosis of substance abuse and mental illness.
Many of these clients can be treated with anti-psychotic and anti-depressant medications, which
results in a more stable existence, higher functioning levels within society, and prevents future
arrests, jail time, multiple hospitalizations in crisis units, and detox units. These high-risk clients
are prevented from relapsing into substance abuse through the supervision provided at the Heron
Residential Program. Community control of these clients reduces the associated costs and
case loads for law enforcement, jail, and court system personnel.
PROGRAM DESCRIPTION
When a client is discharged from the jail, hospital or treatment program directly to The Heron
Residential Program, they are provided medication supervision, case management, probation
supervision, drug testing, a day treatment program, transportation to AA and NA meetings, and
supervision during shopping, doctor visits, and social activities. This provides an alternative life-
style for the development of appropriate living skills for the eventual reintegration into the
community. This creates the capacity within the individual to resist the temptation to return to an
inappropriate lifestyle. This grant cycle would be a continuation of the program's original
proposal and be the fourth year of funding.
Sullq,.nt A,cPca1lorJ
~.~n /I . P.". 1 ", ",;
PROGRAM DESCRIPTION
An OffenderlUser is referred to The Heron by one of the following sources:
- The Forensic Case Manager at the Monroe County Jail
- The Monroe County Drug Court
u.s. Fellowship of Flori~ Inc., a non-profit corporation, runs the residential program
known as "The Heron," located at 1320 Coco Plum Drive, Marathon, Fl 33050. The
facility is licensed by the State of Florida as an Assisted Living Facility (ALF), and by
Monroe County as a group home for adults with mental illness. The facility is a 16 bed
residential program which provides housing, food, supervision and care to adult Monroe :_
County citizens diaenosed with chronic mental illness, including dual diagnosis of'.
substance abuse, who have demonstrated an inability to live independently in the
community and are at high risk of decompensation if they do not have supervision. The
Director/Administrator of the facility is Cathy Harpe, who has been with the organization
for over five years.
The Heron program is a "clean and sober house," and any client desiring to reside in the
program must sign agreements regarding not using any alcohol or illegal drugs while in the
program. They also consent to random drug and alcohol testing and agree to take their
medications as prescn"bed. The program accepts adult males and females, who are
capable of self administering their prescn"bed medications.
The Heron staff' provides transportation, supervision and assistance to the clients with
their hygiene, medications, meal planning and preparation, chores, attendance in the Day
Treatment Program at The Guidance Clinic of the Middle Keys, AA Meetings, NA
meetings, doctor appointments, shopping and social activities. The Heron also provides
case management to the clients, coordinating their treatment with their psychiatrist,
therapist, case manager and vocational rehabilitation counselor at The Guidance Clinic.
Due to the living skills and socialization skills obtained while living in the program, clients
with histories of substance abuse learn the importance of their prescribed medications and
the ability to enjoy and function well in life without substance abuse. The ~:ey are
able to maintain their sobriety, the likelihood of relapse is reduced. The idential
beds funded by this grant will be designated as transitional, which is defined by HUD as
.~m two weeks to up to two years, allowing each case to be tailored to the needs of the
individual
Upon referral to the program, the client will be interviewed by Heron stafl: to determine
their appropriateness for the program. The interview will be conducted either at the jail,
or the client will be transported to the facility for a tour and interview. Several criteria .
will be considered, including the severity of the substance abuse in the past, and the client's
motivation to succeed. The program requires voluntary consent from the client to
participate, as it is not a locked facility, and the client must be willing to participate in
substance abuse treatment as coordinated by Heron staff.
Many individuals with mental illness and a history of substance abuse have little or no
insight into their mental iIJncss and do not realize they are "self medicating" themselves
with their substance abuse. By being closely supervised at The Heron, their prescribed
medication compliance is the most important part of their treatment. Every individual will
have a treatment plan generated with their input, setting short term and long term goals
for obtaining and maintaining sobriety, mental health, living skiDs and eventually
independent living within the commlrnity. As the clients participate in the program and
continue to take their medication as prescnDed, they realize the quality and stability of
their life is greatly improved through medication compliance. Each client accomplishes
this insight within different time frames, thus the justification for the length of their stay,:-
being "up to two years." When their psychiatrist, aase manager and Heron staff feel the
client has sufficiently gained the skills needed for successful independent ~ving, they are
assisted in budgeting their money, shopping and applying for an apartment, obtainu,g
utilities and setting up housekeeping in their new lodging. They are then enrolled in the
Heron outreach program, which entitles them to continuing social activities with the
'program, including invitations and transportation to holiday dinners at The Heron, trips to
the beach, museum shopping and other activities orgJlnb.ec;J by Heron sta1I This enables
the staff to ~ntinue monitoring the client for sobriety and medication compliance and
provides emergency case management for assistance in crisis prevention (assistance filling
medications, suicide prevention, counseling, etc.)
~
While living at The Heron, a typical week for a resident involves the following activities:
Monday through Friday:
9 am Wake up by Heron staff: eat breakfast, take morning medications, get
dressed for day's activities, straighten room
9:30 Attend morning group at The Heron, discussion of day's activities,
scheduling of doctor or other appoi"t,,~s and other house business.
9:45 Complete assigned household chore (sweep and mop lobby iloor, clean
a bathroom, etc.)
10:00 Leave for Day Treatment Program at The O"idan~ Clinic of the Middle
Keys. Two morning groups, lunch and two afternoon groups are offered.
Typical groups involve education about mental iDDess du-gJ1osis,
medications and their side effects, art therapy, dance therapy, Bi-PoJar
support group, Alcoholics Anonymous, Twelve Step Program, Living
skills, Appropriate expressions offeelings, Sexuality, Safe ~ HIV/AIDS,
etc.
2:30 pm Return from Day Treatment Program to The Heron
3:30 Leave for scheduled activity: Grocery shopping, Library, Drog store,
KMart, Video store, swimming pool, etc. accompanied at all times by
Heron staff'
4:30 Dinner preparation begins
6:00 Eat dinner, take evening medications
7:00 Attend in-house scheduled group: AA, computer class, women's support
group, etc. OR go to AA meeting in community, OR go bowling on
Wednesday nights
8:00 Eat snack, watch TV, play games, socialize
9:00 Take bedtime medications, prepare for bed
10:00 Lights out, staff office closes. On call staff remains on duty
Typical Weekend Schedule:
9 am Wake up by Heron staff; eat breakfast, take medications, get dressed for
day's activities
10 to noon Leave for scheduled activity: movies, museum, beach, pool, shopping
IDal4 Miami, Key West, etc.
noon Eat lunch, either at fucility or out during activities . _
1 pm Leave for individual scheduled activities ifnot attending group activities - ~.
(One-on-One Heron Caseworker with client: shopping, errands, movi~
restauran~ as required by client)
Dinner prep begins
Return from activities
Eat dinner, take medications
Eat snack, watch TV, play games, socialize
Take bedtime medications
Prepare for bedtime, staffotlice closes. On call staffremains on duty
4:30
5:00
6:00
8:00
9:00
10:00
The typical resident of this program is disabled and unable to work, due to their mental
illness. However, if a client wishes to attempt to work, they are referred to Vocational
Rehabilitation, where they are tested and evaluated for appropriateness and usually
allowed to work up to 20 hours per week in simple jobs like bagging groceries. Any
wages earned by these clients will be retained by these clients and will not be paid to the
program.
The recommended stay in the 3 transitional beds funded by this grant will be from three
months to one year. However, in the event that the client is evaluated during the first two
weeks as needing a more restrictive environment, the client would be rerem:d to another
treatment program offering a type of treatment needed for the individual. Therefore, it is
possible a client could stay the I11inimum stay of two weeks, while waiting for transfer to
another program. .
,
Edward Byrne Memorial state and Local Law
Enforcement Assistance Formula Grant Program
O. Program Data (Continued)
Activities Implementation Schedule. Complete the Activities Implementation Schedule showing when activities in
the Program Description will commence and how the project will progress. This chart benchmarks planned
activities, both administrative and programmatic. An .X. has been inserted for reports that are mandatory for all
projects. Place an additional .X. to indicate ones applicable to your project. Delete the activity/action that does
not appty to your projec.t; i.e., if your project does not earn PGI, delete that activity from this schedule.
ACTIVmES IMPLEMENTATION SCHEDULE
SUbgrant Period .
10/01/00 - 9/30/01
(Beginning Date - Ending Date)
ACTIVITY/ACTION Oct Nov Dee Jan Feb Mar Apr May Jun Jul Aug sep
Submit FInancial Reimbursement X X X X X X X X X X X X
Requests
Submit Flnancial Closeout Package X
Submit Quarterty Program Reports X X X X
Submit Quarteny PGI Reports
(If applicable)
Provide Treatment Services X X X X X X X X X X X X
Sub~ntApplcsoon
~...~".,.. II _ c..... 16 _~ ..It
.
--....--- -,,---- ....-...-..-. -.--- -.....- --.....~...
Enforcement Assistance Formula Grant Program
E. Prooram Obiectives and Performance Measures
Complete uniform program objectives and performance measures (found in Aooendix V) for the federally
euthoriZed program area you want to implement Your application is not complete WIthout them and an
lnccmplete application will not be considered for subgrant funding.
If the program area you setec:ted does not have uniform program objectives published in this document or if
you cannot retate your objectives to those stated, contact Tom Bishop at 850/488-8016 for further instructions.
DO NOT mix objectives from different Program Areas.
Start below end use continuation pages as necessSl)'.
Offender Community Treatment - Local
Objective 13.01:
To provide treatment services through various treatment
modalities to 12 individuals.
Performance Measure: A total of 12 individuals will receive a variety of treatment
servIces.
Objective 13.02:
To provide an array of treatment services.
Objective 13.03:
To assist 12 clients to successfully complete their treatment plan.
Performance Measure: A total of 8 clients will successfully complete their treatment
plan.
Corrections Alternatives - Halfway House
Objective 20A.l :
To provide 3 offenders with transitional housing
Performance Measure: A total of 3 offenders will receive transitional housing.
Objective 20A.2:
To provide 3 offenders with case management services and daily
structured activities.
Performance Measure: A total of 3 offenders will receive case management and daily
structured activities.
Objective 20A.3:
To provide 3 offenders with short term individual and group
supportive life skills counseling.
Performance Measure: A total of 3 offenders will receive short term individual and
group supportive life skills counseling.
<::I/Ntr-~, A~Oor.
r-___~' ~---,. - ~ .-
Enforcement Assistance Fonnula Glilnt Proglilm
F. Proiect Budaet Narrative
You must describe II... item. for each applicable Budget Category for which you are requesting subgrant
funding. Provide sufficient detail to show cost relationships to project activities. In addition, describe specific
SOUI'Ce8 of matching tunds.
Start below and use continuation pages e. necess81Y.
The Heron Residential Program for Dual-Diagnosed Adults IV
.
Cost per Bed Day is calculated using the overall operating cost of the 16 beds in the
facility, divided by the number of calendar days, as follows:
Total Operating Cost:
Cost per Bed Day:
$300,963.00
51.53 ($300,963/16 beds! 365 days)
Bryne Grant Funds
County Match Funds
$ 33,096.00
11,032.00
$ 44,128.00
Total Grant Program Funding
Grant Funds provide $40.30 towards the $51.53 cost per bed day.
($44,128.00/3 beds / 365 days)
Local Match provided by the Monroe County Board of Commissioners General Revenue
Funds.
A bed day is defined as shelter and case management for (1) 24-hour period. It includes
access to foOd, shower, a washer/dryer, local transportation, prescription medicine,
periodic urinalyses, job referral, substance abuse treatment, AAlNA meetings, permanent
housing information and referral, counseling, and monitoring for compliance, and follow-
up activities.
All goods and purchases will be made according to Monroe County Purchasing Policy
Procedures.
This project continues the net personnel increase established during the initial year of the
grant program. This will be the program's fourth year of Anti-Drug Abuse funding.
C:,,""',..n' AnrllIc.aOOll
C'.~n" II _ CII.~_ ~ .., ..It
CUWlIIU ayme Memortal State and Local Law
Enforcement Assistance Formula Grant Program
G. Project Budget Schedule
The Project Budget Schedule indudes SIX SUdget Categories (Salaries and Senefits, Contractual Services,
Expenses, Openrting Capital Outtay (OCO), Data Processing Services, and Indirect Costs) and Total Project
Costs. Total Loca. Match must be a minimum of 25% of the Total Budget.
Type or Print Dollar Amount. Only In AppUcaale Categori.. and Leave other. Blank.
BUdget Category Federa' Match Total
-
-
-
Salaries And Benefits
-
--
:
Contnlctual SelYices 33,096.00 11 ,032.00 44,128.00
.
&pens..
Oper8ting Capital Outtay
Data Processing
Indirect Costs
Totals 33,096.00 11 ,032.00 44,128.00
..
.~IIM_.., A~.llinft
-"",,--~."..,--~--,",~,".. ,-..
Edward Byrne Memorial state and Local Law
Enforcement Assistance Formula Grant Program
H. AcceDtance and AQreement
All persons invotved in or having administrative responsibility for the subgrant must read these -Acceptance and
Agreement"' conditions. Thl. '"Acceptance and AGreement'" (SectIon H) mu8t be returned as part of the
completed application.
Note Condition No. 12: Only project costa Incurred on or after the effective date of this agreement and
on or prior to the termination date of a reclplem-e project ant eUglble for reimbursement.
Conditions of Agreement Upon approval of this subgrant, the approved application and the following te~s at
conditioM will become binding. Non-compliance will ....ult In project costs being disallowed.
The term ."'rtmenr", unless otherwise stated, refers to the Department of Community Affairs. The term
.Bu....u.. unless atherwiH stated, refers to the Bur88u of Community Assistance. .
.
The term ....bgrant rectpienr refers to the governing body of a city or a county or an Indian Tribe which
perlorms aiminll justice functions as determined by the U.S. Secretary of the Interior, and includes an
.'mplementlng Ilgency'" which is a subordinate agency of a city, county or Indian Tribe, or an agency under the
direction of an efected official (tor example, Sheriff or Clerk of the Court).
1. Reports
a. Project Performance Reports:
The recipient shall submit department Quarteny Project Perlotmsnce Reports to 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 Performance Reports shall be submitted.
b. Financial Reports:
The recipient shall hive I choice of submitting either Monthly or Quarterly Rnsnc:i. Claim Reports
[DCA-eJ ~A-G) to the bureau. Monthly Relmbu.......ent Claime (1-11) ant due thlrty-one
(31) daYII after the end of the reporting period. Quarteriy Reimbursement Claim. (1-3) are due
thlrty~ (31) daYII after the end of the reporting period. A final Rnanc:ial Claim Report and a Criminal
Juatice ConI18ct (Rnencisl) CIoaeout Package shall be lubmttted to the bureau within forty-five (45) days
of the IUbg...nt termination period. Such claim shaD be distinctJy identified as "finar.
Before the "fInar claim will be processed. the recipient must submit to the department all outstanding
project reports and must hive satisfied all special conditions. Flilure to comply with the above provisions
shall result In forfeiture of reimbursement
The recipient shall submit department Quarterlv Project Generated Income Reports to the bureau by
February 1, May 1, August 1. and within forty-five (45) daYII after the subgrant termination date
covering subgrant project generated income and expenditures during the previous quarter. (See
P....graph 14. Program Income.)
c. Other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau. All required
reports, instructions, and torms shall be distributed with the subgrant award.
2. Fiscal Control end Fund Accounting Procedures
The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement
and accounting at subg...nt funds and required non-federal expenditures. All funds spent on this project shall
be disbursed according to provisions of the project budget as approved by the bureau.
Subo,.nt AppIcatJon
~."""""'fIll " _ a.,... II _. .1'
Edward Byrne Memorial:: ::ate and Local Law
Enforcement Assistance Fonnula Grant Program
An expenditures and cost accounting of funds shall conform to Office of Justice Programs AnanciaJ Guide,
U.S. ~rtment of Justice Common Rule for State and Local Governments, and in federal Office of
Management and Budget's (OMB) CircuJsrs 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 based upon the contract's compliance with requirements found in the Office of
Justice Programs Financis/ Guide, U.S. Department of Justice Common Rule for State and...LocaJ
Governmenta, and in applicable state statutes. The department's approval of the recipient agreement does
not constitute approval of consultant contracts.
4. Allowable Colts
Allowance for costs Incurred under the subgrant shall be determined according to .General Principles of
Allowability and Standards far Selected Cast Items. set forth in the Office of Justice Programs AnanciaJ Guide.
U.S. Department of Justice Common Rule for state And Local Governments and federal OMB Circular No.
A-87, .Cost Principles for State and Local Governments., or OMB Circular No. A-21, .Cast Principles for
Educationallnstitutionsa,
All procedures emplayed In the ule of federal funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for state and Local Governments, or Attachment .0"
of OMB Cia.Mr No. A-110 and Aorida law to be eiigible for reimbursement
5. TnMlf
All travel reimbursement far 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 aU t:raveIlhall be reimbursed according to local regulations, but not in excess of provisions in
Sec:Dan 112.081, Rodda statutes.
All bills for any tnMIf expenses shall be submitted according to provisions in Section 112.061, Ronda Statutes.
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:
a. Changes in project actMties, designs or research plans set forth in the approved agreement;
b. Budget deviations th.t do not meet the following criterion. That is, a recipient may transfer funds
beM.een 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. Tranlfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by
the department
d. Under no circumstances can transfers of funds increase the total budgeted award. Transfers do not
allow for increasing the quantitative number of items documented in any approved budget line item. (For
example, equipment items in Operating Capital Outlay or Expense categories or staff positions in the
Salaries and Benefits category.)
7. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available federal
Anti-Orug Abuse Act funds.
SubtJ,.nt A/JIJICsDon
Sectlon If- Peot' , of 16
Edwarrt Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
8. Advance Funding
Advance funding is authorized up to twenty-five (25) percent ot the federal award tor each project according
to Section 21S.181(15)(b), Ronda Statutes (1991); the Office of Justice Programs RnanciaJ Guide. U.S.
Oeplutment ot 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.
Inctudlng the ju8tif'lcatlon, ahall be enclosed with the aubgrant application.
9. Commencement of Project
If a project has not begun within sbtty (SO) days after acceptance of the subgrant award, the recipient shall
send a letter to the bureau indicating steps to initiate the project, reason for delay and request a revised pr:.aject
starting date.
.
If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient shall
send another letter to the bureau, again explaining the reason for delay and request another revised project
starting date.
Upon receipt of the ninety (90) day letter, the department shall determine if the reason for delay is justified or
shall, at its discretion, unilaterallytenninate this agreement and re-obligate subgrantfunds to other department
approved projects. The department, where warranted by extenuating circumstances, may extend the starting
date of the project past the ninety (90) day period, but only by formal written emendment to this agreement
10. Extension of a Contract for Contractual Selvices
Extension of a contract for contractual set'Vices between the recipient and a contractor (which indudes all
project budget categories) Ihall be in writing for a period not to exceed six (8) 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 IIYef1ts beyond the control of the contractor.
11. Excusable Delays
Except with respect to defaults of consultants, the recipient shall not be in default by reason of any failure in
performance of this agreement according to Its terms (Inauding any failure by the recipient to make progress
in the aecution of wane hereunder which endangers such performance) If such failure arises out of causes
beyond the control and withouttha fault or negligence of the recipient Such causes indude, but are not limited
to, acts of God or of the public enemy, acts of the government in either its sovereign or contractual capacity,
fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusuaJly severe weather, but
In fNfK'/ cue, the failure to perform shall be beyond the control and without the fault or negligence of the
recipient
If failure to perform Is caused by failure of a consultant to perform or make progress, and if such failure arises
out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shall not be deemed in default, unless:
L Supplies or services to be fumished 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 ifthe
department determines that any failure to perform was occasioned by one or more said causes, the delivery
schedule shall be revised accordingly.
Su..nt AppIubon
Section 11- Psge 10 of 16
Ed\'".rd Byr:"7e Mer.;,-::rlal Str'.. ....ui Local Law
Enforcement Assistance FormuJa Glimt Program
12. Obligatian 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 coats Incurred on or after the effective date and on
or prior to the tenntnlltion date of the recipient'a project are eligible for reimbursement. A cost is
incurred when the recipient's employee or consuttant performs required services, orwhen the recipient receives
goods, notwithstanding the date of order.
13. Program Income (also known as Project Generated Income)
Program income means the gross income eamed by the recipient during the subgrant period, as a direct result
of the subgrant IIW8rd. Program income shall be handled according to the Office of Justice Programs Financial
Guide, U.S. Department of Justice Common RIMe for state end LDcsJ Govemment. Reference: The Cash
MlUJegement Improvement Act of 1990).
14. Performance of Agreement Provisions
In the event of default, no~mpliance or violation of any provision of this agreement by the recipient, the
recipient's consultants and suppliers, or both, the department shall impose sanctions it deems appropriate
induding withholding payments and cancellatian, terminatian ar suspension of the agreement in whole or in
part. In such event, the department shall notify the recipient af its decisian thirty (30) days in advance of the
effective date af such sanction. The recipient shall be paid only for those services satisfactorily performed
prior to the effective date of such sanction.
15. Access To Records
The Department af Community Affairs; the U.S. Department of Justice, Office af Justice Programs, Sureau
of Justice Assistance; and, the Auditor General af the state of Florida, the U.S. Comptroller General or any
of their duly autharized representatives, shall have access ta baoks, documents, papers and recards of the
recipient, Implementing agency and contractars far the purpose of audit and examination according to the
Office af Justice Programs Rn8lJciBl Guide, U.s. Department af Justice Common Rule for State and Local
GoWltnment.
The department r.erves the right to unilaterally terminate this agreement ffthe recipient, implementing agency
or contractor refuses ta allow public access ta all documents, papers, letters, or other materials subject to
provisions of Chapter 119, Rorida Slatutes, and made or received by the recipient or its contractor in
conjunction with this agreement
16. Audit
a. Recipients that expend S3OO,ooO or mare in a year in Federal awards shall have a single or program-
specific audit conducted forthat year. The audit shall ba performed In accordance with the federal OMS
CIrcuJM A-133 and oth.. applicable federal law. The contract for this agreement shall be identified with
the subject audit In 77Ie St:hedule of FedenJJ Rnllllcial Aaistence. The contract shall be identified as
federal fundi paaed-through the Rcrida Department of Community Affairs and include the contract
numb.., CFDA number, IIWIIrd amount, contract periad, fundi received and disbursed. When applicable,
the recipient shall submit an annual financial audit which meets the requirements of Sections 11.45 and
216.348, Florida statutes; and, Chapters 10.550 and 10.800, Rul. of the Florida Auditor General.
b. A complete audit report which covers any portion of the effective dates of this agreement must be
submitted within 30 days after Its completian, but no later than nine (8) months after the audit period. In
order to be complete, the submitted repart shall include any management letters issued separately and
management's written response to aI findings, both audit report and management. letter findings.
Incomplete audit reports will not be accepted by the department and will be returned to the recipient.
c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA shall
be either a CerUfied Public Accountant or a Ucensed Public Accountant.
d. The recipient shaD take appropriate corrective action within six (8) months of the issue date of the audit
report in instances of noncompliance with federal laws and regulations.
Sub9f8nt ~tion
Section II- PIJqe 11 of 16
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
, .
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
tDlIIowed costa identified in an audit completed after such closeout.
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, Aorida 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), prescribed
and provided by the bureau. A recipient shall submit either monthly or quarteny cialm. in order to report
current project costs.
All claim. for reimbursement shall be submitted in sufficlent detail for proper pre-audit and post-audil
18. Retention of Records
The recipient shall maintain all records and documents for a minimum of three (3) years from the date of the
final ftnancial statement and be available for audit and public disclosure upon request of duly authorized
penonl.
19. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate
to thl. agreement is governed by the terms of the O1'ftce of Justice Programs Financial Guide, U.S. Department
of Justice Common Rule for State and Locs/ Government) or the federal OMB Cirr:uJar A-11 0, ANachment N.
Peragraph a
20. Property Accountability
The recipient agrees to ule all non-expendable property for criminal justice purposes during its useful life or
request department disposition.
The reapient shaU establish and administer a Iystem to protect, preserve, use, maintain and dispose of any
property furnished to it by the department or purchaled pursuant to this agreement according to federal
property management standWs set forth in the Office of Justice Programs Financis/ Guide, U.S. Department
of Justice Common Rule for State and LDca/ Government} or the federal OMB Circular A-11 0,
AltIlCh",."t N. Thll obligation continues al long a. the reapient retains the property, notwithstanding
expiration of this agreement
21. Disputes and Appeais
The department shall make its decision in writing when responding to any disputes, disagreements or
questions of fact arising under this agreement and shall distribute Its response to all concerned partie.. The
recipient shall proceed diligently with the performance of this agreement according to the departmenfs
decision.
If the recipient appeals the departmenrs decision, it also shall be made in writing within twenty-one (21)
Clllendar days to the departmenrs derk (agency derk). The recipient's right to appeal the department's
decision is contained in Chapter 120, Florida Statutes, and in procedures set forth in Rule 28-106.104,
Rotid. Administrative Code. Faiiure to appeal within this time trame constitutes a waiver of proceedings under
Chapter 120, RoMa Statutes.
Subg,.nt ApplcsOon
SectiOn /1- Page 12 of 16
.. -
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
22. Conferences and Inspection of Work
Conferences may be hefd 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 bath have the privilege of visiting
the project site to monitor, inspect and ass.s work performed under this agreement
23. Publication or Printing of Reports
a. Before publication or printing, a final draft of any report required under or pertaining to this agreement
shall be sent to the department for its revi8IN and comment
b. Publications or printed reports covered under a. above shall in etude the following statements on the cover
page:
(1) '"This report was prepared far the Florida Department of Community Athlirs, Steven M. Seibert,
Secretary. in cooperation with the U.S. Department of Justice, Bureau of Justica Assistance." The
next printed line shall Identify the month and y.r the report was published.
(2) '"This program was supported by grant .. - awarded to the Department
of Community Affairs, State of Florida, and by the Bu....u of Justice Assistance (BJA), Office of
Justice Programs (OJP), U.S. Department of Justice. The BJA Is a component of OJP which also
inetudes the Bur.u of Justice statistics, National Institute of Justice, Office of Juvenile Justice and
Delinquency Prwvention, and the Office for Victims of Crime."
(3) .Palnts of vi8IN, opinions, and conetusions expressed In this report are those of the recipient and do
not neceuarily represent the official position or policies of the State of Florida Department of
Community Affairs, the U.S. Department of Justice, Office of Justice Programs, or any other agency
of the stIIte or federal government
24. Equal Employment Opportunity (EEO)
No penon, on the groundl of race, creed, color or national origin shall be exctuded from participation in, be
refused benefits of, or otherwise subjected to discrimination under grants awarcled pursuant to Pub6c Law
89-564, Non-DIat:timinIllion Requnments of the Anti-Dtug Abu.e Act of 1988; Title IV of the Civi Rights Act
of 1964; Section 504 of the RehabMation Act of1973 a. emended; TIle IX of the Education Amendments of
1972: The Age Disctiminetion Act of 1975; end, Department of Justice Non-Discrimination Regulations 28 CFR
Pert 42. Subpett. C, D, E. F. G end H.
The recipient and a criminal justice agency that Is the implementing agency agree to certify that they either
do or do not meet eo program criteria allet forth In Sec:Ucan 501 of The Fede"" Omnibus Clime Control and
Sate Street. Act of 1968 a. amended and that they hllVe or have not formulated, implemented and maintained
a current eo Program. Subml..lan of till. certlftcatian I. a pterequlsite to entering Into this
8g~t. This certification il a material representation of fact upon which reliance was placed when this
agreement wal made. If the recipient or implementing agency meet Ad. criteria but have not formulated,
Implemented and maintained IUch a current written eo Program, they hlMt 120 days after the date this
agreement wal made ta comply with the Act or face losl offederal funds lubjectto the sanctions in the Justice
System Improvement Act of 1979, Pub. L 98-157, 42 U.S.C. 3101, et seq. (Reference Section 803 (a) of the
Act, 42 U.S.C. 3183 (a) and 28 CFR Section 42.207 Complence Infotmation).
Ally state agency, county or city receiving $500,000 or more in federal AntJ-Orug Abuse Act funds shall submit
its equal employment opportunity plan, and/or the mast recent update, with Its application, far submittal to the
U.S. Department of JUltice, Bureau of Justice Assistance for approval.
25. Americans with Disabilities Act 1990
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law
101-338, which prohibits discrimination by pUblic and private entities an the basis of disability and requires
certain accommodations be made with regarcl to employment (Title I), state and local government services
and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV).
Subg,.nt Applcstion
Section /I. Pege-13 of 16
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
, ,
2ft Criminal Intelligence System
The purpose of the federal regulation published in 28 CFR Ptut 23 - Criminal Intelligence Systems Operating
PoIt:ie. is to assure that recipients of federal funds for the DlinciDsI DUTDOse of operating a criminal intelligence
Iystem under the Omnibua Crime Control and Safe Streets Act of 1968, 42 U.S. C. 3701, et seq., as amended
(Pub. L 90-351, aa 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 9f-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 ·
and Safe Street. Act of 1988 as amended and comply with criteria as let forth in 28 CFR Part 23 - Cdminsl
Inte6}ence Systems Operating PoIcies and in the Bureau of Justice Assistance's Formula Grant Program
G..idance. Submluion of thl. certlftcatlon I. a prerequlalte to entering Into th.. agreement.
This cartiftcation is a material representation of fact upon which reliance was placed when this agreement was
nwde. If the recipient or criminal justice agency operates a criminal inteUigence system and does not meet
Ad and federal regulation criteria, they must indicate when they plan to come into compliance. Federallaw
requi,.. a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal
reguiatIon ptiorto the award of federal funds. The recipient Is responsible for the continued adherence to the
regulation gCMlmlng the opendion of the system orfllces the lass of federal funds. The departments approval
at the recipient agreement does not constitute approval of the subgrant funded development or operation of
a criminal Intelligence system.
27. Nor.-Procurement. Debarment and Suspension
The recipient agrees to comply with ExflCUtive Om., 12549, DelJannent and Suspension (34 CFR, Part 85,
Sec:t;on 85.510, P8Itit:ipant'S ResponsibiiUes). These procedures require the recipient to certify it shall not
ent.lnto any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible
or Is voluntarily excluded tram participating in this CO'Y8RId transaction, unless authorized by the department
28. Payment Contingent on Appropriation
The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual
appropriation by the Florida Legislature.
29. Federal Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Pubic Law 101-121 sat forth in -New Restrictions on
Lobbying; Intenm Final Rule, · publshed in the FebtuNy 28, 199o, Fed~ Register.
Each person shall file the most current edition of this Certification And Disclosure Form, if applicable, with
each submission that Initiates agency consideration of such person for award of federal contract, grant, or
cooperative agreement of S1OO,000 or more; or federal loan of 5150,000 or more.
This certification is . material representation of fIIct upon which reliance was placed when this agreement was
nwde. Submission of this certiftcation is . prerequisite to entering Into thla agreement subject to conditions
and penalties imposed by Section 1352. 7JJe 31, United States Code. Any person who fails to file the required
certlflcation is subject to a eMl penelty of not less than $10,000 and not more than $100,000 for each failure
to file.
The undersigned certifies, to the best of his or her knowledge and belief, that
a. No federally appropriated funds have been paid or shall be paid to any person for influencing Dr
attempting to influence an officer or employee of any federal agency, a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding of
any federal loan, the entering into of any renewal, amendment, Dr modification of any federal contract,
grant, loan or cooperative agreement
Subgflnt AppjcStion
Section II. Page 14 of 16
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Glilnt Proglilm
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 Lobbvina Activities. according to its instructions.
c. The undersigned shall require that the language of this certification be inctuded in award documents for
all subgrant awards at all tiers and that all subgrant recipients shall certify and disctose 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 solicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, including but nat limited to state and local governments, shall clearly state:
a. The percentage of the total cost of the program or project that shall be financed with federal funds, and
b. The dollar amount of federal funds to be expended on the project or program.
32. BacKground Check
It Is strongly recommended that background checks be conducted on all personnel providing direct services.
to jWeniles.
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 com-ined in 8 U.S.C. Section 1324a(e), Section
274A(e) of the Immigration and Nationality Act (-INA-). The O....rtment shall consider the employment 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 far unilateral
cancellation of this contract by the Department
34. Drug Court Projects
a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements
outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program Office,
program guidelines -Oefining Drug Courts: The Key Components-, January 1997. This document can be
accessed on the Office of Justice Programs World Wide Web Homepage: httD://www.oiD.usdoi.iob.
b. To ensure more effedive management and evaluation of drug court programs, the recipient agrees that
drug court programs funded with this award shall collect and maintain follow-up data on program
participants criminal recidivism and drug use retapse. The data collected will be assessed during SJA
field monitoring trips.
35. Overtime for Law Enforcement Personnet
prtorto obligating funds tram this award to support overtime by law enforcement officers, the US Department
of Justice encourages consultation with all allied components of the criminal justice system in the affected
jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased
court dockets and the need for detention space.
~A""tIon
SectiOn 11- Page 15 of 16
OMB/Grants
169
RESOLUTION NO. - 2000
IIlII 'i
A RESOLUTION OF THE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA AUTHORIZING THE
SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPAR1MENT OF COMMUNITY AFFAIRS
FY 00101 ANTI-DRUG ABUSE GRANT PROGRAM
WHEREAS, the Department of Community Affairs has announced the FYOOIOl fundiilg..::--
cycle of the Anti-Drug Abuse Act Formula Grant Program; and
~
WHEREAS, on April 19,2000, the Monroe County Board ofCommission~a~ed~
serve as the coordinating unit of government in the preparation of the grant propos!~ ~ iI@1e i!J
distribution offunds allocated to Monroe County in the amount of $230,028 with ~caff gj
match requirement; and ~. r- 1 f. .."
-M. - (:)
C::;S.x :0
WHEREAS, the Monroe CoUnty Substance Abuse Policy Advisory Boar~lii cci!enr::o
given to the County's current drug control efforts, has recommended certain pro~ecSj!e ~
funding to provide the community with activities focused on drug and alcohol ecl~atIDn; _. ~
prevention, rehabilitation, and treatment; now therefore, Q Q
BE IT RESOLVED BY TIIE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
.-:---=-
1. The Board of County Commissioners 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 FYOOIO 1 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 meeting of said Board held on the 17th day of May, A.D., 2000.
Mayor Shirley Freeman
Mayor ProTem George Neugent
Commissioner Harvey
Commissioner Williams
Commissioner Reich
yes
erk
yes
y~~
yes
yes
Monroe County Board of Commissioners
BY:cS'~~~
APPROVED AS TO FORM
AN LEGAL SUFFIC
1>. c...
n
ROBERT N.
DATE s- _
. ;.
, .
Edward Byrne Memorial State and Local Law
Enforcement AssIstance Formula Glilnt Ptoglilm
Certification of Compliance
with Equal Employment Opportunity (EEO)
Program Requirements - Subgrantee
I, the undersigned authorized official, certify that according to Section 501 of the
Omnibus Crime Control and Safe Streets Ad of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the fo/lowing):
lB Meets Ad Criteria
o Does not meet Ad Criteria
I affirm that I have read the Ad criteria set forth in the Subgrant Application
Instrudions. I understand that if the Subgrant Recipient meets these criteria, it must
formulate, implement and maintain a written EEO Plan relating to employment pradices
affecting minority persons and women. I also affirm that the Subgrant Recipient . . .
(Select one of the fol/owing):
12] Has a current EEO Plan
o Does not have a OJrrent EEO Plan
I further affirm that if the Subgrant Recipient meets the Ad criteria and does not have
a OJrrent written EEO Plan, federal law requires it to formulate, implement, and
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Name: James L. Roberts
Title: County Administrator
Si9~~
Date: 6 (7/00
Subgrsnt Application PacJc8ge
EEO Certification - Subgrantee
Appendix /I - Page 1 of 2
O~~rv ~2~~E
(305) 294-4641
James L. Roberts
County Administrator
Public Service Building
5100 College Road
Key West, FL 33040
June 6, 2000
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
;.... ..... ..-...-.. ..... .
, BOARD OF COUNTY COMMISSIONERS.
....r ~-- Mayor Jack London, District 2
Major ProTem Wilhelmina Harvey, District I
Shirley Freeman, District 3
Mary Kay Reich, District 5
Keith Douglass, District 4
.
Re: Signature Authority - FYOO/OI Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Sheila A. Barker to have signature authority in order to conduct business
in relation to the grant program and its implementation. If any additional information or documentation is
required, please contact 305.292.4482. Thank you.
Sincerely,
J~~~
James L. Roberts
County Administrator
~~i~~~
Edward Byrne Memorial State and Local Law
Enforcement Ass/stance Formula Grant Program
I. siqnature Paqe
In witness whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
have r.d and understand the agreement in its entirety and have executed this agreement by their duly
authorized officers on the date, month and year set out below.
Corrections on this page, including
strtke-overs, whlteout, etc., are not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
By: QQ~. l..d,uPB.,<-,
Type Name and TrUe: Clayton H. Wilder, Community Program Administrator
Date:
1/..../ID,Du
Subgrant Recipient
Authorizing Official of Govemmental Unit
(Commission Chairman, Mayor, or Designated Representative)
By:
--:::I--c?~
Type Name and TrUe: James L. Roberts, Monroe County Administrator
Date: u, /, /00 FEID Number. bCl (P()OO 7'-/-9
Implementing Agency
Official, Administrator or Designated Representative
By:
~~
Type Name and TrUe:
f&/7/00
James L. Roberts, Monroe County Administrator
Date:
Subg,.nt~Sbon
Section /1- Psge 15 of 16