Item C17
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: December 13, 2000
Division: Management Services
Bulk Item: Yes [gI No 0
Department: Grants Administration
AGENDA ITEM WORDING: Authorization for the Mayor to execute the fiscal year 2001
anti-drug abuse grant contracts with Samuel's House and U.S. Fellowship of
Florida/Heron.
ITEM BACKGROUND: Funds are provided throught the Florida Dept of Law
Enforcement to implement the following programs: Sheriff Inmate Intervention Program,
Juvenile Community Intervention Program, Heron Residential Program, Residential
Detoxification Program, Sunrise House, and Samuel's House. Samuel's House and
Heron Residential Program were inadvertently left out of some or all agenda packages
for the November BOCC meeting due to a copying problem.
PREVIOUS RELEVANT BOCC ACTION: Approval of contracts with the other four
agencies at the November BOCC 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: 82,816.00
COST TO COUNTY: 20,704.00
REVENUE PRODUCING: Yes 0 No [gI
BUDGETED: Yes IX] No 0
AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY A TTY 0 OMB/PURCHASING 0 RISK MANAGEMENT 0
DIVISION DIRECTOR APPROVAL: ~ --Z-
James L. Roberts, County Administrator
DOCUMENTATION: INCLUDED: [gI TO FOLLOW: 0 NOT RE<}UII1r:w~
DISPOSITION: AGENDA ITEM #: -ru I
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACTS~Y
Contract with: United States Fellowship of Effective Date: 10/01/00
Florida d/b/a the Heron
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)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/07/00
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-GGOI03-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
Changes
Date In Needed ~ ~er
Division Director ~ YesO No~ ~
Ri~Manag;r^ent # YesONo~~~ ~~t~"
o~ngtt';il~YesONo~ [) ~
County Attorney tt/.ly'... YesO Nog.--' p,(;:;Ij::..
Comments: ~ ~/!
Date Out
::AM
/O/J-/:;/~
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ANTI-DRUG ABUSE ACT FUNDS AGREEMENT
THIS AGREEMENT is made and entered this day of
2000, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and The United States Fellowship of Florida d/b/a the
Heron Residential Program for Dual-diagnosed Adults IV, whose address is 1320 Coco Plum
Drive, Marathon, Florida 33050, hereinafter referred to as "HERON."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to COUNTY to implement a program that provides a residential program
for dual-diagnosed adults; and
.
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the HERON is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
HERON in accordance with the COUNTY'S application for the Anti-Drug Abuse Act Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the HERON agree as follows:
1. TERM - The term of this Agreement is from October 1, 2000, through September
30,2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The HERON will provide services as outlined in the COUNTY'S
Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the HERON in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $44, 128.00. The
total sum represents federal grant/state sub-grant support in the amount of $33,096.00 and local
matching funds in the amount of $11,032.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing
and Community Development, Bureau of Community Assistance Sub-grant Award Certificate
and Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference. (Attachment A).
5. IMPLEMENTING AGENCY BOND - The HERON is an implementing agency
under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the provisions of
the documents incorporated by reference in Section 4 of this Agreement. Additionally, the
HERON shall be bound by all laws, rules, and regulations relating to the COUNTY'S
performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The HERON shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services, and
all other information required by the Program Director. The original invoice shall be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the HERON.
7. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the
HERON after the HERON has received notice of termination. In the event there are any unused
Anti-Drug Abuse Act Funds, the HERON shall promptly refund those funds to the COUNTY or
otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The HERON shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated
in Section 4 of this Agreement.
9. AUDIT - The HERON shall submit to the COUNTY an audit report covering the
term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY
Grants Administrator
Public Service Building
5100 College Road
Key West, FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Affairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the HERON at its address specified above. The COUNTY shall not be obligated to
pay for any services provided by the HERON after the HERON has received notice of
termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the HERON shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the HERON. If the HERON
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the HERON in the performance of
services and functions pursuant to this Agreement shall have no claim to pension, worker's
compensation, unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The HERON agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the HERON.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNYL. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
Mayor/Chairman
AGENCY NAME
By:
Title:
Witness
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
.
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNlY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed hislher
signature (name of individual signing) in the space provided above on this
day of
,19_
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work,
may not submit bids on leases of real property to public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business
with any public entity in excess of the threshold amount provided in Section
287.017, for CATEGORY TWO for a period of36 months from the date of being
placed on the convicted vendor list."
ATTACHMENT A
Exoense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this ~
organization. Furthermore, these expenses are in compliance with this organization's contract with
the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax. .
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer' reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessina. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contri butions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LEITERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the.
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of I 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
F LE
Florida Department of
Law Enforcement
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
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-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 government. These
funds shall be utilized to implement a Byrne Program under Purpose Area 13B -
Offender Community Treatment - Local.
A copy of the approved subgrant 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. Ifwe can be of further assistance,
please contact Beth Hamilton at 850/410-8700.
Sincerely,
~
,
~~~.~
ClaytorJ 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,
for a project entitled:
The Heron Residential Program
For Dual-Diagnosed Adults 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 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(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.
~.~
Author'zed Official
Clayton H. Wilder
Community Program Administrator
II-)~"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: 01-CJ-Jl-11-54-01-107
Grant Title: The Heron-Residential Program
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 County's submitted boilerplate contract must
be approved by FDLE.
~rd Byrne Memorial Stam and Local Law
Enforcement Assistance Formula Giant Program
7JIfI...... ~111,. ~:
ConIiIUIIIIn GI",.... 8ubgrwIl1CJ v. 0 No
JIiII......1O lie v r....rt ", SeA:
8FY zxn DCA CanIIa NIInDIr
083
2101
unqu.1D. 97-169 PM 13B
107
CFDA t: 1 l5.579
A N8m. &AdcIr..-
1.
SUbarant R . 0
NIIft. of ChIef E1ec:ted OftIcim . Shirley Freeman - - .........
.
TIlle Mayor, Monroe County Board of Commissioners
Ad*- 530 Whitehead Street 0
CIty, State. ZIp Code Key West, FL 33040
Area ~ane_ I SUNCOII. AIea CodeIF.-
305.292.3430 305.292.3577
2. ChIef FiMnclal OfIlcer
fUme of ChIef Finencim Offtcer Danny Kolhage
Monroe County Clerk of Court
500 Whitehead Street
Key West, FL 33040
SUNCOM _ CodeIF.-
305.295.3660
3.
Obi. for
James L. Roberts
CIty, State. ZIp COd.
. CodeIPhon."
305.292.4741
Public Service Bld ., 5100 Colle e Road
Key West, FL 33040
SUNCOII ..
4. Project DInIc:IDr end Contact Person, if different from Projec.t DhctDr
runt be ., of Govemmentallmalementlno -
N..... of Project DIrec:tar Deanna S. Lloyd
,. Grant Administrator E-Mail AddnIn
. mcgrnts@mail.state.fl.us
Ad*- Public Service Building, 5100 Colle~e Road
CIty, State. ZIp Cod. Key West, FL 33040
Atea CodeIPhone- I SUNCOM' r-:. CadeIFu-
305.292.4474 494.4474 305.292.4515
Hem. end TIll. of ConIIIct p..",. Cathy Harpe
AddnnS 1320 Coco Plum Drive IE-MaiI Address
Marathon, FL 33050 catz33@aol.com
CIty, StIIt8. ZIp Code:
AI.- CodeIPhone_ I SUNCOM _ Area CodeIFax_
'305.743.4129 305.743.5137
.-:-
EcIw8rd Byrne Memorial state and Local Law
Enforcement Assistance Fonnula Grant Program
B. AdmlnlltnrtMt DIIta
1. Project TrU. (Not to exceed 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. 11th. Subgrantee or the Implementing Agency a Member of a Local Criminal Justice Advisory Councilor
Substance Abuse Policy Advisory Board, Coalition, or Council? (S.. the Program Announcement for a
dNaiplion of boMJ reapon..ues.) liZJ Yes a No
C. Fiscal Data
1. (If other ibM the Chief Financial Officer) Remit Warrant to:
Deanna Lloyd
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
Dl'DClram. reimbursement cannot b. remitted to any other entity.
2. Method of Payment: if Monthly a Quarterty
(It II mandatory that the method selected be conlistent throughout the entire grant period.)
3. Vendor" (Enter Federal Employer Identification Number of Subgrantee):
J 59 6000749
4. SAMAS ## (Enter if you are a state IIgency)
I
5. Will the Project earn Project Gen.rated Income (PGI)? a Yes aD No
(See Section H., Pllragraph 13, for II definition of PGI.)
6. Will the applicant be requesting an advance of federal funds? a Yes Ci No
(If Yes, a letter of request must be Bttached.)
Sulxltant ApplcsOOll
- -
-..--... ...,..... "".~gTl'" w.....&1:r .nu &-acal L.aW
Enforcement Assistance Formula Grant Program
D. Program Data
Refer to the SCA Grants Management Technical Assistance Wor1cshop Manual. Use this as a guide to assist
you in completing Section D.
Problem Identification. Briefly describe a specific problem to be addressed with subgrant funds. If you are
seeking 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 resutts.
Proaram OescriDtion. Srietly 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.
stlltt below end use continuation ".. .. neceaaty.
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
caseloads 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.
.._......~nt~tiott
.c:.t:tion II. p,.". ~ 1'1' fA
PROGRAM DESCRIPTION
An 01IenderlUser is referred to The Heron by one of the following sources:
- The Forensic Case Manager at the Momoe County Jail
- The Momoe County Drug Court
u.s. Fellowship of Florida, 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
Momoe 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 diagnosed with chronic mental illness, including dual diagTIOsis 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
Directorl 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 psychia_
therapist, case manager and vocational rehabilitation counselor at The Guitbmce Clinic.
Due to the living skills and socia1ization skills obtained while living in the program, clients
with histories of substance abuse leam the importance of their prescribed medications and
the ability to enjoy and function well in life without substance abuse. The 19.PEI' they are
able to rnaintJiliJ their sobriety, the likelihood of relapse is'reduced. The ~dential
beds funded by this grant will be designated as transitional, which is defined by HOD 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 staff; 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 wiI1ing to participate in
substance abuse treatment as coordinated by Heron stafI
Many individuals with mental illness and a history of substance abuse have little or no
insight into their mental illness 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 shon term and long term goals
for obtaining and mairttainittg sobriety, mental health, living skills and eventua1Iy
independent living within the community. 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, case manager and Heron staff' feel the
client has sufficiently gained the skills needed for successful independent ~, they arc
assisted in budgeting their money, shopping and applying for an apartment, obtaining
utilities and setting up housekeeping in their new lodging6 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 Orgllni7.ed by Heron sta1I This enables
the staff to continue monitoring the client for sobriety and medication compliance and
provides emergency case manaeement 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 fonowing activities:
Monday through Friday:
9 am Wake up by Heron staff: eat brea1d3st, 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 appointl,leUtS 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 GuidaQCC Clinic of the Middle
Keys. Two morning groups, lunch and two afternoon groups are offered.
Typical groups involve education about mental iDness diagnosis,
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 se~ InV/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 conununity, 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 ~ eat breakfast, take medications, get dressed for
day's activities
10 to noon Leave for scheduled activity: movies, museum, beach, pool, shopping
~ 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, movie,
restaurant, as required by client)
4:30 Dinner prep begins
5 :00 Return from activities
6:00 Eat dinner, take medications
8:00 Eat snack, watch TV, play games, socialize
9:00 Take bedtime medications
10:00 Prepare for bedtime, staffotlice closes. On call sta1Iremains on duty
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 homs 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 ~ing a more restrictive environment, the client would be referred to another
treatment program offering a type of treatment needed for the individual Therefore, it is
possible a client could stay the minimum stay of two weeks, while waiting for traDsfer to
another program.
,
Edwtud Byrne Memorial state 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 for aU
projects. Place an additional .X. to indicate ones applicable to your project. Delete the activity/action that does
not appty to your project; i.e., if your project does not earn PGI, delete that activity from this schedule.
ACTIVITIES 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 Financi8l Reimbursement X X X X X X X X X X X X
Requests
Submit Financial Closeout Paciclge X
Submit Quarterty Program Reports X X X X
Submit Quarterly PGI Reports
(If applicable)
Provide Treatment Services X X X X X X X X X X X X
Subannt ~00n
__ -..r.;__ ..u_~.l""Il___. ______-"'-___
,;;uw.,u gY"It~ memana, .;)une ana Local Law
Enforcement Assistance Formula Grant Program
E. Proof1lm Obiectives and Performance Measures
Complete uniform program objectives and performance measures (found in ADDendix V) for the federally
authorized progf1lm 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 s.ected does not have uniform program objectives publiShed in this document or if
you cannot rlt"e your objectives to those stated, contad Tom Bishop at 8501488-8016 for further instructions.
DO NOT mix objectives tram different Program Areas.
Statt below and use continuation pages as necessary.
.
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.
~"......"t .A~0I0n
~--_.,"- ,. ...-
CUWlrID QY'IItI -"monal:aliRlt ana L.OCaI Law
Enforcement Assistance Formula Grant Program
F. Project Budget Narrative
You must d_cribe line item. for each applicable Budget Category tor which you are requesting subgrant
funding. Provide sufficient detail to show cost retationships to project activities. In addition, describe specific
aoUn:e8 of matching funds.
Start below and us. continuation pages a. necessary.
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.
t:u~ftt ~ClIllIIt
1I:.""rut.ll.. R___il:,A.,1:
~rd Byrne Memortal State and Local Law
Enfo~ment Assistance Formula Grant Program
G. Project Budget Schedule
The Project Budget Schedule indudes six BUdget Categories (Salaries and Benefits, Contractual Services,
Expenses, Oper'8ting Capital Outlay (OCO), Data Processing Services, and Indirect Casts) and Total Project
Costs. TotaIloc8l Mmch must be a minimum of 25% of the Total Budget.
Type or Print Dollar Amount. Only In Applicable Categoria and Leave othe,. Slank.
BudgtIt Category Federal Match Total
-
-
-
Salllries And Benefits
-
-.
Contractual Services 33,096.00 11 ,032.00 44,128.00
Expenses
Operating Capital Outlay ,
.
Data Processing
Indirect ColtS
Totals 33,096.00 11 ,032.00 44,128.00
...
.
~,........, ..............1liruI
E~mB~8Memoria/~andL~/uw
Enforcement Assistance Formula Grant Program
H. AcceDtance and AQreement
All persons involved in or having administrative responsibility for the subgrant must read these .Acceptance and
Agreement" conditions. This eo AcceDtance and AGreement"' (SectIon H) must be returned as Dart of the
comDleted 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 reclplenrs project are eligible for reimbursement.
Conditions of Agreement Upon approval of this subgrant, the approved application and the following terms of
conditions will become binding. Non~ompliance will ....ult In project costs being disallowed.
The tenn -depIIrtmenr', unless otherwise stated, refers to the Oep8rtment of Community Affairs. The term
-Bureau-, unless otherwise stated, refers to the Bureau of Community Assistance.
The tenn -subgrant recipient" refers to the governing body of a city or a county or an Indian Tribe which
per10rms criminal justice functions as determined by the U.S. Secretary of the Interior, and includes an
-Implementing -veney" which is a subordinate agency of I city, county or Indian .Tribe, or an agency under the
direction of In elected official (for example, Sheriff or Clerk of the Court).
1. Reports
a. Project Performance Reports:
The recipient shall submit department Quartedy Project Pel10rmance 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
Qullltedy Project Performance Reports shall be submitted.
b. Financial Reports:
The recipient shall have 8 choice of submitting either Monthly or Quarterly Financial Claim Reports
(DCA-eJ Fonn-3(A-G) to the bureau. Monthly Relmbu.......ent Claim. (1-11) are due thlrty-one
(31) day. after the end of the reporting period. Quarterty ReImbursement Claim. (1-3) are due
thlrty-one (31) days after the end of the reporting period. A final FinanciBl Claim Report and a CriminBl
Juatice Contract (Finsnt:ilJi) Closeout Psckage shall be submitted to the bureau within forty-five (45) days
of the subgrant tenninBtion period. Such claim shall be distinctly Identified as "finar.
Sefore the .ftnar cialm 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 subgrant 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 Controllnd 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.
Slll>lnnt~.tIon
4:a"""'" It _ g.,.. .. _~ .~
Edward Byrne Memorial State and Local Law
Enforcement Assistance Fonnula Grant Program
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Rnancial Guide,
U.S. Depertment of Justice Common Rule for State and Local Govemments, and in federal Office of
Management and Budget's (OMS) Circulars A-21, A-ST, 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 Financ:iM Guide, U.S. Oepertment of Justice Common Rule for State and...Local
Gcwemmenta, and in applicable stIIte statutes. The department's approval of the recipient agreement does ·
not constitute appnMll of consultant contracts.
4. Allowable Colts
Allowance far COlts incurred under the subgrant shall be determined according to .General Principles of
Allowability and Standards for Selected Cost Items. set forth in the Office of Justice Programs Rnancial Guide,
U.S. Department of Justice Common Rule for St.te And LOClI/ Governments and federal OMS Circular No.
A-87, .Cost Principles for State and Local Governments., or OMB Circular No. A-21, .Cost Principles for
Educational Institutions..
All procedures employed in the use of federal funds to procure slfVices, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for St.te and LOClI/ Governments, or Attachment .0.
of OMB Ci1:UIr No. A-110 and Florida law to be eligible for reimbursement
5. Travel
All tnIVel reimbursement for out-of-state or out-of-grant-specified work area shall be based upon written
approval of the department prior to commencement of actual travel.
The COlt of aU travellhall be reimbursed according to local regulations, but not in excess of provisions in
Sec:Don 112.081, Rond. Statutes.
All bills for any travel expenses shall be submitted according to provisions in Section 112.061, ROOda Statutes.
6. Written Approval of Changes in this Approved Agreement
Recipients shaU obtain approval from the department for major changes. These include, but are not limited
to:
L Changes in project activities, designs or r....rch plans set forth .in the approved agreement,
b. Budget deviation. that do not meet the following criterion. That is, a recipient may transfer funds
belv.reen budget categori.. a. long a. the total amount of transfer do.. not exceed ten (10) percent of
the total approved budget end the transfer is made to en approved budget line item; or,
c. Tranaferaoffunds above the ten (10) percent cap shaU 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
aUowfor 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-Drug Abu.e Act fund..
Subgtant ~tion
Section II- Psoe 9 o( 16
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 216.181(15)(b), Rorida Statutes (1991); the Office of Justice Programs Financial Guide. U.S.
Department of Justice Common Rule for State and Locs/ Governments. Advance funding shall be provided
to a recipient upon a written request to the department justifying the need for such funds. This request,
IncludIng the ju8tiftcatlon, shall be enclosed with the 8ubgrant application.
9. Commencement of Project
If a project has not begun within sbdy (60) 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 pJ:.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 detay 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, unilaterally terminate this agreement and rtt-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 emendment to this agreement
10. Emlnsion of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contractor (which incJudes all
project budget categories) shall be in writing for a period not to exceed . (6) months and is subject to the
ume terms and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptllble, unless failure to complete the contract is due to events beyond the control of the contractor.
11. excusable Delays
Except with respect to def8ults of consulblnts, the recipient shall not be in def8ult by reason of any failure in
performance of this agreement aCCOrding to Its terms (Including any failure by the recipient to make progress
in the aecution of wane 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 incJude, 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, ftoods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but
In every 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 8 consultant to perform or make progress, and if such failure arises
out of causes beyond the control of recipient and consulblnt, and without fault or negligence of either of them,
the recipient shall not be deemed in default, unless:
L Supplies or sarvices 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 if the
department determines that any failure to perform was occasioned by one or more said causes, the delivery
schedule shall be revised accordingly.
Su.-n: ~tiOn
Section fl. Psge 10 of 16
Edward Byrne Memorial State 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 coats Incurred on or after the effective date and on
or prior to the termination d8te of the recipient's 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 lcnown as Project Genenlted Income)
Program income meena the gross income eamed by the recipient during the subgrant period, as a direct Jesuit
ofthesubgrant award. Program income shall be handled aCCOrding to the Office of Justice Programs Financial
Guide, U.S. Department of Justice Common RIMe for state end Local Govemment. Reference: The Cash
"'anllf1tHJHlllt Improvement Al:t of 1990).
.
14. Performance of Agreement Provisions
In the event of default, non-compliance 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
including withholding payments and cancellation, termination or suspension of the agreement in whole or in
part. In such went, the department shall notify the recipient of its decision thilty (30) days in advance of the
effective date of such ..nction. The recipient shall be paid only for those services satisfactorily performed
prior to the effective date of such sanction.
15. Access To Recordl
The Department of Community Affairs; the U.S. Department of Justice, Office of Justice Programs, Bureau
of Justice Anianee; 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 tor the purpose of audit and examination according to the
Office of Justice Programs RnIlMia/ GuJde, U.S. Department of Justice Common Rule for State and Local
Gowmment.
The department res8fY81 the right to unllateraJlyterminate this agreement tfthe recipient, implementing agency
or contractor refu.. to allow public access to a/l documents, papers, letters, or other materials subject to
provisions of Chapte, 119, Ronda statutes, and made or received by the recipient or its contractor in
conjunction with this agreement
16. Audit
a. Recipients that expend S3OO,OOO or more in a year in Federal awards shall have a single or program-
IpecIfIC audit conducted tor that year. The audit shall be performed in accordance with the federal OMB
CItr:uIM .4-133 and other applicable federal law. The contract for this agreement shall be identified with
tha lubject audit In 17Ie Schedule of Federal Rnancis/ AaistIllJCB. The contract shall be identified as
fed..1 fundi puucHhrough the Florida 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 annual financial audit which meets the requirements of Sections 11.45 and
218.348, 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 shall include any management letters issued separately and
managements 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 retumed to the recipient.
c. The recipient shall have aU audits completed by IIn 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.
S~nt ~tion
SecOon II. Peoe 11 of 16
Edwar../ !:;yme f"lemorial 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
tDsIowed 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
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 claims in order to report
current project costs.
All claim. for reimbursement shall be submitted in sufficlent 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
ftnal financial statement and be available for audit and public disclosure upon request of duly authorized
person..
19. Ownership of Data and Creative Material
Ownership of materiai, discoveries, inventions, and results developed, produced, or discovered subordinate
to thl. agreement is governed by the terms of the Office of Justice Programs RnancisJ Guide, U.S. Department
of Justice Common Rule for State and Local Government) or the federal OMB Circular .4-11 0, Attachment N,
PIITIIfJf8p/J 8.
20. Property Accountability
The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or
request department disposition.
The recipient shall establish and administer a system to protect, preserVe, use, maintain and dispose of any
property furnished to it by the department or purchaSed pursuant to this agreement according to federal
property management standards set forth in the Office of Justice Programs RnancisJ Guide, U.S. Department
of Justice Common Rule for St.te and LtJC8/ Government) or the federal OMB Circular .4-110,
Attachment N. This obligation continues as long as the recipient retains the property, notwithstanding
expiration of this egreement
21. Disputes and Appeals
The department shall make its decision in writing when responding to any disputes, disagreements or
question. 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 department's decision, it also shall be made in writing within twenty-one (21)
calendar days to the department's clerk (agency clerk). The recipient's right to appeal the department's
decision is contained in Chapter 120, Rorida Statutes, and in procedures set forth in Rule 28-106.104,
Rotid. Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings under
Chapter 120, Rorida Statutes.
Subg,.nt ~tJon
SecOon 11- Pag. 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 site to monitor, inspect and assess 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
plge:
(1) "This report WlS prepared for the Aorida Department of Community Aff8irs, Steven M. Seibert,
Secnitary, in cooperation with the U.S. Department of Justice, Bureau of Justice Assistance.. The
next printed line shall Identify the month and year the report was published.
(2) "This program was supported by grant.. awarded to the Department
of Community AffIIirs, StIIte of FIoridI, and by the Bu~u of Justice Assistance (BJA), Office of
Justice Programs (OJP), U.S. Department of Justice. The SJA Is a component of OJP which also
includes the Bureau of Justice Statistics, National Institute of Justice, otftce of Juvenile Justice and
Delinquency Prewntian, and the otftce for Victims of Crime..
(3) .Polnts of view, opinions, and conclusions expressed In this report are those of the recipient and do
not neceI.arily represent the afficill position or policies of the State of Florida Department of
Community AffaIrs, the U.S. Deplrtment of Justice, Of'ftce of Justice Programs, or any other agency
of the state or federal government
24. Equal Employment Opportunity (eO)
No person, an the grounds of race, creed, caJor or national origin IhaJI be excluded from participation in, be
refused beneftts of, or athllfWise subjected to discrimination under grants awarded pursuant to Pubic Law
89-584, Nan-Dlaetimination Requitements of the Anti-Drug Abu.. Act of 1988; 7itJe IV of the CM Rights Act
of 1964; Section 6(U otthe Reh~atian Act of 1973 as amended; TIle IX of the Educstion Amendments of
1972; The Age Dixtimination Act at 1975; and, Depllttment of Justice NtJlJ-/Mctimination Regulations 28 CFR
PM 42. Subparts 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 nat melt eo program criteria as set forth In Section 501 of The Federal Omnibus Clime Control and
Safe Streets At:t of 1968 as amended and that they have or have nat formulated, implemented and maintained
a current eo Program. Submlalon of thll certification II a pierequlllte to entering Into this
agl"Mlneftt. This certitlcation il a material representation of fact upon which reliance was placed when this
Igreement was made. If the recipient or implementing agency meet Ad criteria but have not formulated,
Implemented and maintained such a current written eo Program, they have 120 days after the date this
agreernentwu nwde to comply with the Ad orface loss oftederal fundllubjectto the sanctions in the Just/ce
System Imptf1'l8mltlt Act of 1979, Pub. L 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803 (a) ofthe
Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Complance Information).
Any state agency, county or city receiving $500,000 or more in federal AnU-Drug Abuse Act funds shall submit
Its equal employment opportunity pIIIn, and/or the most recent update, with Its application, for submittal to the
U.S. Department of Justice, 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 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).
Subg,.nl ~Iion
Section 11- Pege'13 of 16
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
26. Criminal Intelligence System
The purpose of the federal regulation published in 28 CFR Part 23 - Criminal InteHigence Systems Operating
PoIt:ie. is to assure that recipients of federal funds for the DrinciDSl DUI'DOSe of operating a criminal intelligence
system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et seq., as amended
(Pub. L 90-351, a.amendedbyPub. L 9~83, Pub. L 93-415, Pub. L 94-430, Pub. L 94-503, Pub. L 9~
115, and Pub. L 96-157), 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 Streets Act of 1988 as amended and comply with criteria as set forth in 28 CPR Part 23 - Cdmin8/
Int~ Systems Operating PoIcies and in the Bureau of Justice Assistance's Formula Grant Program
Gc.idance. Submlulon of thl. certification I. . prerequisite to entering Into thla agreement.
This certification is a material representation offad upon which reliance was placed when this agreement was
made. It the recipient or criminal justice agency operates a criminal intelligence system and does not meet
Ad and federal regulation criteria, they must indicate when they plan to come into compliance. Federallaw
requi,.. a subgnlnt-funded criminal intelligence system project to be in compliance with the Ad and federal
reguJMion ptior to the 8WIU'd of federal funds. The recipient is responsible for the continued adherence to the
regulation governing the oper1ltion of the system or faces the loss offlderal funds. The departments approval
of the recipient agreement does not constitute approval of the subgrant funded deveJopment or operation of
a criminal Intelligence system.
27. Non-Procurement, Debarment and Suspension
The recipient agrees to comply with Executive OtrJ., 12549, Debarment and Suspension (34 CPR, Part 85,
Sec:t;on 85.510. Pattk:ipant's Responsibifties). These procedures require the recipient to certify it shall not
enter Into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible
or is voluntarily excJuded 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 Aorida Legislature.
29. Federal Restrictions on Lobbying
The recipient agrees to comply with Section 319 of Pubic LBw 101-121 set forth in Wew Restrictions on
Lobbying; Interim RnIlJ Rule, · publshed in the Febru"'Y 26. 1990. Federal Register.
Each person shall file the most current edition of this Certification And Disclosure Form, if applicable, with
uch submission that Initiates agency considenltion of such person for award of federal contract, grant, or
cooperative agreement of 5100,000 or more; or federal loan of 5150.000 or more.
This certification is a material representation of fad 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. T7lIe 31. United States Code. Any person who fails to file the required
certiftcation is subject to a ciYll penalty of not less than 510,000 and not more than 5100,000 for each failure
to file.
The undersigned certifies, to the best of his or her knowledge and belief, that
.. 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 fed....lagency. 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 fed..... loan, the entering into of any renewal, amendment, or modification of any federal contract,
gnlnt. loan or cooperative agreement
Subg,.nt ~tion
Section II. Page 14 of 16
Edward Byrne Memorial State and Local Law
Enforcement Ass;sgnce Formula GliJnt ProgliJm
b. If any non-fedet'81 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 fedet'81 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 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 Fedet'81 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 awarded to any contractor who knowingly employs unauthorized alien
workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e), Section
274A(e) of the Immigration and Nationality Act (-INA-). The Department shall consider the employment by
any contractor of unauthorized aliens a violation of Section 274A( e) ofthelNA. Such violation by the subgrant
recipient of the employment provisions contained in Section 274A( e) ofthelNA 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
acceued on the Offtce of Justice Programs World Wide Web Homepage: hftD:/Iwww.o;D.usdoUob.
b. To ensure more effective 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 relapse. The data collected will be assessed during BJA
field monitoring trips.
35. OVertime for Law Enforcement Personnel
prtorto obligating funds from 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.
SUbgrUt AppIatJon
Seec/On 11- P.,. 150115
OMB/Grants
169
RESOLUTION NO. - 2000
A RESOLUTION OF THE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA AUTHORIZING THE
SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 00/01 ANTI-DRUG ABUSE GRANT PROGRAM
WHEREAS, the Department of Community Affairs has announced the FYOO/O 1 funding..::..-
cycle of the Anti-Drug Abuse Act Formula Grant Program; and
WHEREAS, on April 19,2000, the Monroe County Board of Commission~ a~ed~
serve as the coordinating unit of government in the preparation of the grant proposjs ~ i~e i!J
distribution of funds allocated to Monroe County in the amount of$230,028 with ~ca#i ~
match requirement; and 0(")' r- .. f. .."
("). - (:)
c:~;::s:: ::0
WHEREAS, the Monroe CoUnty Substance Abuse Policy Advisory Boar~lfi cci2ern:tJ
given to the County's current drug control efforts, has recommended certain pro~ecsae ~
funding to provide the community with activities focused on drug and alcohol ed,~atlOn; _, ~
prevention, rehabilitation, and treatment; now therefore, Q C
. BE IT RESOLVED BY THE 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 FYOO/O 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 SUFflC
O.c..
Edwanl Byrne Memorial State and Local Law
Enforcement AssIstance Formula Grant Program
CenUffcaUonofCompOance
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 following):
~ 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 practices
affecting minority persons and women. I also affirm that the Subgrant Recipient. . .
(Select one of the following);
(2] Has a current EEO Plan
o Does not have a current EEO Plan
I further affirm that if the Subgrant Recipient meets the Ad 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: & /7/00
~g~
Name: James L. Roberts
Title: County Administrator
Subgrsnt Application PacJcage
EEO Certification - subgrsnt..
Appendix II - Psge 1 of 2
O~~y ~o~!!,~~E
(305) 294-4641
James L. Roberts
County A4ministrator
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/Ol 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~A~
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
I. sionature Pa~e
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
authortzed officers on the date, month and year set out below.
Corrections on this page, Including
strIke-overs, whlteout, etc., are not acceptable.
.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
By: QQ~~ -ll. LA. lA.M,,-,
Type Name and Title: Clayton H. Wilder, Community Program Administrator
Date:
11-1l1>-Du
Subgrant Recipient
Authorizing Official of Govemmental Unit
(Commission Chairman, Mayor, or Designated Representative)
By:
~~
Type Name and Title: James L. Roberts, Monroe County Administrator
Date: ~ /1 /00 FEID Number. se; (p (JOG 7+9
Implementing Agency
Official, Administrator or Designated Representative
By:
~~
Type Name and Title:
f&/7/00
James L. Roberts, Monroe County Administrator
Date:
Subg,.nt AppkSfJon
SectiOn II- psge 16 of 16
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACTSUl\1MARY
Contract with: Samuel's House, Inc. Effective Date: 10/01/00
. 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 as part of Monroe County's FYOl Anti-
Drug Abuse Program
Contract Manager: David P. Owens
(Name)
4482
(Ext. )
OMB/Grants Mgt.
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/07/00
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 Out
Date In Needed .--.~ ~vie~r
Division Director ~ YesONold' ~ #
Risk Management 10 \'2J" \ DOY esO NO~ 11 . LJr"'t''-''- 'Rd"'-~N' I) <'.j oC
O~U~g~.J5.a> YesONoci .JLb.- {l ~ jO,/? IT/)
County Attorney 1C(.21/dtI YesO NoG?' ,J' ~ I~M
_ 4. r.iI_1 ~ -fT_ / I' AH'- I - "'/111
Comments: ~ r-- 1 ~ ~,
OMB Form Revised 9/11/95 MCP #2
ANTI-DRUG ABUSE ACT FUNDS AGREEMENT
TillS AGREEMENT is made and entered this day of
2000, by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 5100 College Road, PSB Wing II, Stock Island, Key West, FL 33040,
hereinafter referred to as "COUNTY," and Samuel's House Shelter for Women and Children II,
whose address is 1511 Truman Avenue, Key West, Florida 33040, hereinafter referred to as
SHEL TER."
WITNESSETH
WHEREAS, the Department of Community Affairs has awarded a sub-grant of Anti-
Drug Abuse Act Funds to COUNTY to implement a program that provides shelter for women
who have had repeated involvement with the criminal justice system and their children; and
.
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the SHELTER is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Anti-Drug Abuse Act Funds to the
SHEL TER in accordance with the COUNTY'S application for the Anti-Drug Abuse Act Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the SHELTER agree as follows:
1. TERM - The term of this Agreement is from October 1, 2000, through September
30,2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICES - The SHELTER will provide services as outlined in the COUNTY'S
Anti-Drug Abuse Sub-grant Award, attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the SHELTER in
performance of the services set forth in Section 2 of this agreement shall be the total sum of
$38,688.00. The total sum represents federal grant/state sub-grant support in the amount of
$29,016.00 and local matching funds in the amount of $9,672.00, which amount shall be
provided by the county through the grant matching funds account. All funds shall be distributed
and expended in accordance with the Project Budget Narrative submitted as outlined in the grant
agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Department of Community Affairs, Division of Housing
and Community Development, Bureau of Community Assistance Sub-grant Award Certificate
and Application" therefor and all laws, rules and regulations relating thereto are incorporated by
reference, (Attachment A).
5. IMPLEMENTING AGENCY BOND - The SHELTER is an implementing
agency under the COUNTY'S Anti-Drug Abuse Program, and shall be bound by all the
provisions of the documents incorporated by reference in Section 4 of this Agreement.
Additionally, the SHELTER shall be bound by all laws, rules, and regulations relating to the
COUNTY'S performance under the Department of Community Affairs Grant Program.
6. BILLING AND PAYMENT
(a) The SHELTER shall render to the COUNTY, at the close of each calendar
month, an itemized invoice properly dated, describing the services rendered, the cost of the
services, and all other information required by the Program Director. The original invoice shall
be sent to:
Grants Administrator
Public Service Building, Wing II
5100 College Road
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty
(30) days of receipt of the correct and proper invoice submitted by the SHELTER.
7. TERMINATION - This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered to the
other party. The COUNTY shall not be obligated to pay for any services provided by the
SHEL TER after the SHELTER has received notice of termination. In the Event there are any
unused Anti-Drug Abuse Act Funds, the SHELTER shall promptly refund those funds to the
COUNTY or otherwise use such funds as the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The SHELTER shall maintain
appropriate financial records which shall be open to the public at reasonable times and under
reasonable conditions for inspection and examination and which comply with the Agreement
incorporated in Section 4 of this Agreement.
9. AUDIT - The SHELTER shall submit to the COUNTY an audit report covering
the term of this Agreement, within one-hundred twenty (120) days following the Agreement's
lapse or early termination and shall also comply with all provisions of the Agreement
incorporated in Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must
be given by written notice, sent by registered United States mail, with return receipt requested,
and sent to:
FOR COUNTY
Grants Administrator
Public Service Building
5100 College Road
Key West. FL 33040
FOR PROVIDER
CONTACT NAME
AND ADDRESS
Either of the parties may change, by written notice as provided above, the addresses or persons
for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from
the Florida Department of Community Mfairs cannot be obtained or cannot be continued at a
level sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the SHELTER at its address specified above. The COUNTY shall not be obligated
to pay for any services provided by the SHELTER after the SHELTER has received notice of
termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the SHELTER shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church,
sect or religious denomination or in aid of any sectarian institution. Any violation of said
statutes, ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the SHELTER. If the SHELTER
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement
shall assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. EMPLOYEE STATUS - Persons employed by the SHELTER in the performance
of services and functions pursuant to this Agreement shall have no claim to pension, worker's
compensation, unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTY'S officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION - The SHELTER agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the SHELTER.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
. (b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
Mayor/Chairman
AGENCY NAME
By:
Title:
Witness
"'An
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY. FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
.
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNlY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this
day of
,19_.
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
PUBLIC ENTITY CRIME STATEMENT
.
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work,
may not submit bids on leases of real property to public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business
with any public entity in excess of the threshold amount provided in Section
287.017, for CATEGORY TWO for a period of36 months from the date of being
placed on the convicted vendor list."
ATTACHMENT A
Exoense Reimbursement Reauirements
.
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this ~
organization. Furthermore, these expenses are in compliance with this organization's contract with
the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimburse.ment requests will be monitored in accordance with the level of detail in the contract.
This docurTu!nt should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax. .
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases, etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions, cooies, etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
rei mbu rsement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business. An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessina. PC time. etc. ---
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contri butions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LEITERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oroanization name) for the .
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 0 Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
..
....
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
LE
Florida Department of
Law Enforcement
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
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-JI-II-54-01-11O/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 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. Ifwe can be of further assistance,
please contact Beth Hamilton at 850/410-8700.
Sincerely,
..
,
Ql~~~.~
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-Jl-11-54-01-110 in the amount of $29,016,
for a project entitled: Samuel's 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, PoLo 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 710001D, 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 PoLo 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. "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.
~'
CJ ~,~
Author zed Offlclal
Clayton H. Wilder
Community Program Administrator
ll- 11:>-00
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: 01-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.
E:dwllrrJ Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
.". aec:tJon to be completed by tM SUbgrantH:
CcniruItIon '" 4',.Moua Subgrant? Q V.. 0 No
If V_. entw se.e. Pnljec:t 10 . of PNvtous SUbgrant
TlIIa ACtIon to be completed by SCA:
SFY 2001 DCA ContnIct Number
CFDA II: 16.579
2001
086
A Names & Addresses
1. Su rant Reci ient
Name of Chief Elected Official
TiUe Board of Commissioners
Address
City, state, Zip Code Key West, Fl 33040
Ar_ Cod6IPhone - SUNCOM _
2. Chief Financial Officer
Name of Chief Financial Officer
TiUe
Add,..
City, state, Zip Code
Area Cod~hone _
305-292-
Key West, Fl 33040
sUNCOM _
3.
nsible for Pro'ect
Roberts
City, State, Zip Code
Ar_ CodelPhone t/.
Area CodeIFax #
- 291:2544
4.
Deanna
TIDe Grants Administrator,MonroeCounty
, u ."""._~~"tAppbtion
Sect10n /I. Psoe 1 t'J.f 1/;
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
B. Admlnlstnltive Data
1. Project Title (Not to exceed 84 characters, including spaces)
Samuel's House, Inc. Shelter for Women and Women with
f"hildren I
2. For Period
Period Month Day Year
Beginning October 1 2000
ending I~ "0 ~n 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 a
daaiption of bostrJ ",aponllbMies.) ~ Yes (] No
C. Fiscal Data
1. (If other than the Chief Financial Officer) Remit Wamsnt to:
Deanna Lloyd
Public Service Building
5100 Jr. College Road
Kev West, Fl 33040
Note: If the subgrantee is participating in the State of Florida Comptroller's Office electronic transfer
Df'CXIram. reimbursement cannot be remitted to any other entity.
2. Method of Payment ;~onthly (] Quarterly
(It II mandatory that the method selected be consistent throughout the entire grant period.)
3. Vendor tt. (Enter Federal Employer Identification Number of Subgrantee): .
I 59 6000749
4. SAMAs #I (Enter if you are a state agency)
I
5. Will the Project eam Project Generated Income (PGI)? }QI)\'es D.No
(See Section H., Paragraph 13. for a definition of PGI.)
6. Will the applicant be requesting an advance of federal funds? 0 Yes
(If Yes, 8 letter of request must be attached.)
~o
.. -- -- - ...-
Subgnnt AppleSDon
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 HOUSE/MARY 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 Sheriff's
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 Councilor 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 is a legal secretary and one is in an on-
the- job training program to be a certified nursing assistant. Weare 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 BOUSE 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 ill 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.
EdwvrI Byrne Memorial State 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 for 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 eam PGI, delete that activity from this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
Subgrant Period -
01/01/2000-09/30/2001 .
(Beginning Date - Ending Date)
I
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 Closeout Package x
Submit Quarterty Program Reports X X X X
Submit Quarterty PGI Reports
(If applicable)
Su~nt AaIlICellon
-
.
Edward Byrne !rff;;morial State and Local Law
Enforcement Assistance Formula Grant Program
E. ProQram Obiectives and Performance Measures
Complete uniform program objectives and performance measures (found in ADDendix 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 CIInnot relate your objectives to those stated, contact Tom Bishop at 850/488-8016 for further instructions.
DO NOT mix objectives from different Program Areas.
Slsrt below and use continuation pages as necessary.
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.
____.._. SUbatltIll ~
~____ " _ 0___ ~ _. .1/0
EdwllrrI Byrne Memorial state and Local Law
Enforcement AssJstance Formula Grant Program
F. Proiect Budaet NamrtiVe
You must dascribe 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
aources of mlltching funds.
Start below and use continuation pages as necessary.
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
$28,531
2,'f83
2,300
2,100
818
750
600
806
600
.
Total Funds Requested
$38,688
Grant Funds
Local Match
$29,016
9,672
Total Grant Award:
$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 with 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 thls
CAP or 5 years administrative skills in Case Management of
population of women.
C',.Ivv'a'" A ~.,.....
~. ~
Samuel's House, Inc.
CASE MANAGEMENT
Job Description:
I. 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
II. 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/Ieft
15. Collects 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. Perfonns 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 skills and have the ability to attend First Aid/CPR classes
for certificatIon
29 Must have valid Florida Driver's License
30 Must meet all local, 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 accompl ish 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 tllne.
.
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 ( 1 ) 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
Edwant Byrne Memortal State and Local Law
Entol'Cement Assistance Formula Grant Program
G. Project Budget Schedule
The Project Budget Schedule includes six BUdget Categories (Salaries and Benefits, Contractual Services,
Expenses, Operating Capital OuUay (OCO), Data Processing Services, and Indirect CostS) and Total Project
Costs. Total Local Match must be a minimum of 25% of the Total Budget.
Type or Print DoII.r Amount. Only In Applicable Categories .nd Leave other. Blank.
Budget Category Feder.1 Match Total
- .
-
Saleries And Benefits
Contractual Services $29,016 9,672 $38,688
Expenses
Operating Capital OuUay
.
Data Processing
Indirect Colts
Totals $29,016 9,672 $38,688
__....__. !:nAlv.llt A___
Edward 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 H) must be returned as part of the
comPleted application.
Note Condition No. 12: Only project costa Incurred on or 8fter the effective date of this agreement and
on or prior to the termination date of a recipient's project are eligible for reimbursement.
Conditions af Agreement Upon approval of this subgrant, the approved application and the following te~s of
conditions will become binding. Non-compliance will ....ult In project costs being disallowed.
The term "department"", unless otherwise stated, refers to the Department of Commuflity Affairs. The term
"Bu...u", unless 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 agency" which is a subordinate agency of a city, county or Indian Tribe, or an agency under the
direction of an etected official (for example, Sheriff or Clerk of the Court).
.
1. Reports
L Project Performance Reports:
The I1ICiplent shall submit department Quarterly 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 .originar project period, additional
Quarterly Project Performance Reports shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or Quarterly FinanciM C/sim Reports
[DCA-CJ ~A-G) to the bureau. Monthly ReimburHm8nt Claims (1-11) are due thirty~ne
(31) days atter the end of the reporting period. Qulterty Reimbursement Claims (1-3) are due
thlrty-one (31) days after the end of the reporting pertod. A final Rnancisl Claim Report and a Criminal
JuatJce Contract (Rnant:8) Closeout Package shall be submitted to the bureau within forty-five (45) days
of the subgrant termination period. Such claim shall be distinctly identified as "finar.
Before the "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
shall result In forfeiture of reimbursement
The recipient shall submit department Quartertv Project GenflRlted Income Reports to the bureau by
February 1, May 1, August 1, and within forty-five (45) days after the 8ubgrant 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 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.
SubQtwnt AppIc_tJon
u JO"'!Io A. ...._
Edwarr:/ Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
All expenditures and cost accounting ot funds shall conform to Office ot Justice Programs RnanciaJ Guide.
U.S. Oep.rtment ot Justice Common Rule for State and Local Governments, and in federal Office of
Management and Budget's (OMB) Circulars A-21, A-87, and A.110, in their entirety).
All funds not spent according to this agreement shall be subject to repayment by the recipient.
3. Approwl 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 FinanciIM Guide, U.S. Department of Justice Common Rula fo, State and....Loca/
Gcwwnmenta, and in applicable state statutes. The departments approval ot the recipient agreement does
not constitute approval of consultant contracts.
4. Allowabkt Colts
Allowance for costs Incurred under the sUbgrant shall be determined according to "General Principles of
AllowabiJity and StBndards for Selected Cost Items" set forth in the Office at Justice Programs Rnancia/ Guide,
U.S. Department of Justice Common Rule for St.te And Local Govemments.and federal OMS Circular No.
A.87, "Cost Principles for state and local Governments", or OMS Citcula, No. A.21, "Cost Principles for
Educationa' Institutions".
All procedures employed In the use of fed.... funds to procure selVices, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for Slate and Local Govemments, or Attachment "0"
of OMB Qa.iar No. A-110 and Florida law to be eligible for reimbursement
5. Travel
All travet reimbursement for out-of-state or out-of-grant-specified wane area shall be based upon written
approwl of the department prior to commencement of actual travel.
The COlt of aU travel shall be reimbursed according to local regulations, but not in excess of provisions in
SecDon 112.0tJ1, Ronda Statutes.
AI, bill. for any travel expenses shall be submitted according to provisions in Section 112.061. Ronda Statutes.
6. Written Approwl of Changes in this Approved Agreement
Recipients shall obtain approwl 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
betv... budget categories a. long as the totIil amount of transfer does not exceed ten (10) percent of
the teal approved budget and the transfer is made to en approved budget line item; or,
c. Trans"" of fund. 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
aHow 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.
Subgnnt ~tiott
Section II . Page g of 16
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 SecOon 21B.181(15)(b). Florida Statutes (1991): the Office of Justice Programs Ananaal Guide. U.S.
Department of Justice Common Rule for State end LocsI Governments. Advance funding shall be provided
to a recipient upon a written request to the department justifying the need for such funds. This request,
Including the ju.uflcation, ahall be encloaed with the aubgrant application.
9. Commencement of Project
If a project has not begun within sixty (60) days after acceptance of the subgrant award, the recipient shall
send a letter to the bureau indicating steps to initiate the project, reason for delay and request a revised p(cject
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 detay and request another revised project
starting date.
Upon receipt ot 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 re-obligate sub grant funds to other department
approved projects. The department, where W8rranted by extenuating circumstances, may extend the starting
date of the project past the ninety (90) day period, but only by formsJ written amendment to this agreement.
10. Extension of a Contract for Contractual Services
Extension ot a contract for contractual services between the recipient and a contractor (which indudes all
project budget categories) shall be in writing tor a period not to exceed six (6) months and is subject to the
same terms and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptable, unless failure to complete the contract is due to events beyond the control ot 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 afthilagreement according to its terms (Including any failure by the recipient to make progress
in the execution af wane hereunder which endangers such perfarmance) if such failure arises out of causes
beyand the contraland without the fault ar negligence afthe recipient Such causes indude, but are not limited
to, acts at God ar ot the public enemy, acts af the government In either its sovereign or contractual capacity,
fires, ftoodS, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but
in every 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 at a consultant to perform ar make progress, and if such tailure arises
out ot causes beyond the control at recipient and consultant, and without fault or negligence of either of them,
the recipient shall not be deemed In default, unless:
L Supplies ar services to be furnished by the consultant were abtainable from other sources,
b. The department ordered the recipient in writing to pracure such supplies or services from other sources,
and
c. The recipient failed to reasonably comply with such order.
Upon request afthe recipient, the department shall ascertain the facts and the extent at 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 AppIcation
s.~"" 1/. Pao. 10 of 16
EdwlIrd Byrne Memorial StlIte and Local Law
Enforcement Assistance Formula Grant Program
12. Obligatian at Recipient Funds
Recipient funds shall not under any circumstances be obligated priar ta the effective date or subsequent to the
termination date af the grant period. Only project costa InCUrred on or after the effective date and on
or prior to the termlnmion date of the reciplent'a project ant eligible for reimbursement. A cost is
incurred when the recipient's employee ar consultant performs required services, orwhen the recipient receives
goads, notwithstanding the date af arder.
13. Program Income (also known as Project Generated Income)
Program income means the grou income eamed by the recipient during the subgrant period, as a dir~result
of the IUbgrant 8W8rd. Program income shall be handled according to the Office af Justice Programs Anancial
GcMIe. U.S. Department af Justice Common RIMe for state IIIJd I.DcaJ Government. Reference: The Cash
Management Improtlflm8nt Act of 1990).
14. Performance af Agreement Provisians
In the event of default, nan-compliance or vialatian af any provisian af this agreement by the recipient, the
recipient's consultants and suppliers, ar both, the department shall Impose sanctions it deems appropriate
including withholding payments and cancellation, terminatian ar suspension af the agreement in whale or in
part. In such event, the department shall notify the recipient af its decision thirty (30) days in advance af the
effective dme af such sanction. The recipient shall be paid anly for those services satisfadorily performed
priar to the effective data af such sanction.
15. Access To Records
The Department of Community Affairs: the U.S. Department of Justice, Office af Justice Programs, Bureau
of Justice Aulltance: and, the Auditor General at the State of Florida, the U.S. Comptroller General or any
at their duly authorized representatives, shall have access to books, documents, papers and records of the
recipient, implementing agency and contractors for the purpose af audit and examination according to the
Office af Justice Programs RnIllJCia/ Guide. U.S. Department of Justice Common Rule for State end Local
Government.
The department r8l8lVel the rightto unllaterallytermm8tethisagreementffthe recipient, implementing agency
or contractor retu.. to allow public access to all documents, papers, letters, ar other materials subject to
provisians af Chaptar 119. Ratida Statuta., and made ar received by the recipient or its contractor in
conjunction with this agreement
16. Audit
a. Recipients that expend S3OO,OOO ar mare in a year in Federal awards shall have a single or pragram-
speclftc audit conducted for that year. The audit shall be performed 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 Schedule of Fedare/ Rnands/ Aaiatance. The contract shall be identified as
fed...1 funds palsed-through the Florida Department of Community Affairs and include the contract
number, CFOA number, IIWIIrd amount, contract period, funds received and disbursed. When applicable,
the recipient shall submit an annual financial audit which meets the reqUirements af Sections 11.45 and
216.348, Florida Statutes: and, Chapters 10.550 and 10.600, Rules afthe Florida Auditor General.
b. A camplete audit report which covers any portion af the effective dates af this agreement must be
submitted within 30 days after its completian, but no later than nine (9) months after the audit periad. In
arder to be complete, the submitted report shaU include any management letters issued separately and
managemenfs written response to aI findings, bath 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 aU audits completed by an Independent Public Accountant (IPA). The IPA shall
be either a Certified Public Accountant ar a Ucensed Public Accountant.
d. The recipient shall take appropriate corrective action within six (6) months ofthe issue date of the audit
. report in instances af noncompliance with federellaws and regulatians.
SlIbgt8nt ~t/on
Section If. Pege 11 of 16
EclwarrJ 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
diaaIowed 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
Sadowski Building
Tallahassee, Florida 32399-2100
.
11. Procedures for Claim Reimbursement
All claims for reimbursement at 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 cJalm. in order to report
current project costs.
All claim. for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
18. Retention of Records
The recipient shaD maintain all records and documents for a minimum of three (3) years from the date of the
final ftnancial statement and be 8Y8i1able tor audit and public disclosure upon request of duly authorized
persons.
19. Own..hip 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 Anencia/ Guide. U.S. Department
of Justice Common Rule fat'State and LocsI Government) or the federal OMB Cirr:vJar A-110, Anachment N.
P..."" a
20. Property Accountability
The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or
request department disposition.
The recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any
property furnished to it by the department or purchased pursuant to this agreement according to federal
property management standards set forth in the Office of Justice Programs RnanciaJ Guide, U.S. Department
of Justice Common Rule for State end l.Dca/ Government) or the federal OMB Circular A-11 O.
Attachment N. This obligation continues as long as the recipient retains the property, notwithstanding
apinltion of this agreement
21. Disputes and AppeaJs
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 lhall proceed dUigently with the performance of this agreement according to the department's
decision.
If the recipient appeals the dapartmenfs decision, it also shall be made in writing within twenty-one (21)
calendar days to the departmenfs der1c (agency derk). The recipient's right to appeal the department's
decision is contained in Chapter 120. Ratida Statutes, and in procedures set forth in Rule 28-106.104,
Ronda AdministnItive Code. Failure to appeal within this time frame constitutes a waiver of proceedings under
Chapter 120. Florida Statutes.
subgf8nt A~tIotI
S.t:1ion II. P.ge 12 of 16
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 bath have the privilege of visiting
the project site to monitor, inspect and assess wane 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 indude the following statements on the cover
page:
(1) '"This report was prepared for the Rorida Department of Community Affairs, Steven M. Seibert,
Secretary, in cooperation with the U.S. Oepartment ot 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 t# . awarded to the Department
of Community Affairs, StIIte of Rarida, and by the Bur.u of Justice Assistance (BJA), Office of
Justice Programs (OJP), U.S. Department of Justice. The SJA is a component of OJP which also
includes the Bureau of Justice statistics, National Institute of Justice, Oftice of Jwenile Justice and
Delinquency Prevention, and the otIice 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 policl_ of the State of Florida Department of
Community AI'fa.Irs, 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 peraon, on the grounds of rece, creed, caJar or nationaJ origin shall be exduded tram participation in, be
refused benefits of, or athllfWise subjected to discrimination under grants awarded pursuant to Pubic Law
89-584, Non-Diaaiminlltion Requirements of the Anti-Dtug Abuse Act of 1988; TiIJe IV of the eM Rights Act
of 1964; Section 5tU of the Reh8bMaIion Act of 1973 as amended; 7IJe IX of the Education Amendments of
1972; The Age lMctiminalion Act of 1975; and, Depattrnent of Justice Nan-Discnmination Regulations 28 CFR
PM 42. SUbpart. 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 EEO program criteria as.. farth in Sec:Dan 501 01 The FfIdenJJ Omnibus Clime Control and
Safe Streets Act of 1958 e. amended and that they have or heve not formulated, Implemented and maintained
a current EEO Program. Submlaion of thla c:ertlftcation la a prerequlaite to entering Into this
-rr,......t. This certiftcation is a materiaJ representation of fact upon which retiance was placed when this
agreement was nl8de. If the recipient or imptementing agency meet Ad criteria but have not formulated,
Implemented and nl8intained such a current written SEO Program, they heve 120 days after the date this
agreement was made to comply with the Ad Of face Iou offederal fundi subject to the sanctions in the Justice
System Improvement Act of 1979. Pub. L 9tJ-157, 42 U.S.C. 3701. et 'eq. (Reference Section 803 (a) of the
Act, 42 U.S.C. 3783 (a) end 28 CFR Section 42.207 ComplenC8 Information).
Any state ag..cy, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act funds shall submit
Ita equal employment opportunity plan, andlorthe most recent update, with Its application, for submittal to the
U.S. Department of Justice, Bureau of Justice Assistance far applDYBl.
25. Americans with Disabilities Act 1990
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law
101-338, which prohibita discrimination by pUblic and private entities on the basis of disability and requires
certain aCCOmmodations be made with regard to employment (ntle I), state and local government services
and transportation (Title II), public aCCOmmodations (TitJe III), and telecommunications (Title IV).
Subgnnt AppIeelion
---------"..,~,_....,----....,'_.
Section 11- Pege.13 of 16
Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
'.
28. Criminallntetligence System
The purpose of the federal regulation published in 28 CFR Part 23 - Criminal InteUigence Systems Operating
PoIt:ie. is to allure that recipients of federal funds for the DrinciDIJ/ DUfPQSe of operating a criminal intelligence
system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et seq., as amended
(Pub. L 90-351, es amended by Pub. L 93-83, Pub. L 93-415, Pub. L 94-430, Pub. L 94-503, Pub. L 9~
115, and Pub. L 98-157), use those funds in conformance with the privacy and constitutional rights of
individuals.
The recipient and a criminal justice agency that is the implementing agency agree to certify that they operate
.
a criminal Intelligence Iystem in accordance with Sections B02(a) end 818(c) of the Omnibus Crime Control
end Safe Streets Ac:t of 1968 al amended and comply with criteria as let forth in 28 CFR Part 23 - Criminal
Int~ Systems Operating Palt:ies and in the Bureau of Justice Assistance's Formula Grant Program
~. Submluion of thl. certification la a prerequlalte to entering Into thl. agreemenL
This certification is a material representation of tad upon which retiance was placed when this agreement was
made. It the recipient or criminal justice agency operates a criminal intetligence system and does not meet
Ad. and federal regulation criteria, they must indicate when they plan to came into compliance. Federallaw
requires a lubgrant-tunded criminal intetligence Iystem project to be in compiiance with the Act and federal
regulation pdortothe award of federal funds. The recipient is responsible for the continued adherence to the
regul8tion gowming the operation of the system or faces the loss of federal funds. The departmenrs approval
of the recipient agreement does not constitute approval of the subgrant funded development or operation of
a criminal Intelligence Iystem.
27. Nan-Pracurement, Debarment and Suspension
The recipient agrees to comply with Executive Omer 12549, Debarment and Suspension (34 CFR, Part 85,
Sec::Dan 85.510, Participant's Respansibfies). These procedures require the recipient to certify it shall not
enter Into any lower tiered covered transaction with a person who is debarred, suspended, declared ineligible
or is voluntarily excluded tram participating in this COYered 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; Intetim Rnll/ Rule, · publshed in the February 28, 1990, Federal Register.
Each person Ihall file the most current edition of this Certification And Disclosure Form. if applicable, with
_ch submission that initiates agency consideration of such person for award of federal contract, grant, or
cooperative agreement of 5100,000 or more; or tederalloan of 5150,000 or more.
This certificetion is a material representation of fad upon which reliance W8S placed when this agreement W8S
made. Submislion of thll certification il a prerequilite to entering into this agreement subject to conditions
and penalties imposed by Section 1352, TNe 31, United States Code. Any person who fails to file the required
certification is subject to a civil penalty of not less than 510,000 and not more than 5100,000 for each failure
to fill.
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 employ. of any federal agency, a member of congress, an officer
or employee of congresl, 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,
grent, loan or cooperative agr.ment
Subgrent App/iUbon
Sect/on II- Page 14 of 16
EdwarrJ Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
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 lobbvinQ Activities. according to its instructions.
c. The undersigned shall require that the language of this certification be included in award documents for
all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose accordingly.
30. State Restrictions on lobbying
In addition to the provisions contained in Paragraph 30 of Section H, Acceptance and Agreement, the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
31. Statement of Federal Funding Percentage and Dollar Amount
When issuing statements, press reteases, 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:
I. The percentage of the total cost of the program or project that shill be finlnced 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 WiUlntentionally be awarded to any contractor who knowingly employs unauthorized alien
warkers, 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 lliens 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 Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key etements
outlined in the U.S. Department of Justice, omce of Justice Programs, Drug Courts Program Office,
prognlm guidelines -Defining Drug Courts: The Key Components-, January 1997. This document can be
accessed on the omce of Justice Programs World Wide Web Homepage: htlD:/Iwww.oiD.usdoi.iob.
b. To ensure more effective management and evaluation at drug court prognlms, the recipient agrees that
drug court prognlms funded with this 8WIIrd shall collect 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 Personnet
prtorto obligating funds tram this award to support overtime by law enforcement officers, the US Department
at Justice encoureges consultation with all allied components of the criminal justice system in the atrected
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.
SUbgTMt API*doft
Section 11- P.,. 1~ of 18
Edwan1 Byrne Memorial StIte and Local Law
Enforcement Asststance Formula Grant Program
Certification of Compliance
with Equal Employment Opportunity (EEO)
Pmgram Requil8ments - Subgrantee
.
I, the undersigned authorized official, certify that according to Sedion 501 of the
Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the following):
~ Meets Act Criteria
D Does not meet Act Criteria
I affirm that I have read the Act aiteria set forth in the Subgrant Application
Instructions. I understand that if the Subgrant Recipient meets these aiteria, it must
formulate, implement and maintain a written EEO Plan relating to employment pradices
affecting minority persons and women. I also affirm that the Subgrant Recipient. . .
(Select one of the following):
[] Has a current EEO Plan
D Does not have a current EEO Plan
.
I further affirm that if the Subgrant Recipient meets the Act 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 federal funds.
Name: James L. Roberts
Title: County Administrator
Signature of Authorized Official:
Date:
~(7 (00
~ '-/==?~
Subgrant App/icatian Paclulge
eo Cattitication - Subgrantee
Appendix 11 - Page 1 of 2
OO~~y ~D~!!~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
.....~- 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, _. ~
~~.cs
James L. Roberts
County Administrator
-~-"'~-_.~"-"_.,."'~_.,_._"
/l (J' 1 /J /;;1
\/ v~~ [/~~
)Recipient of Signature Authority
~t&t2 ~ttontt~
SIXTEENTH JUDICIAL CIRCUIT OF FLORIDA
530 WHITEHEAD STREET
KEY WEST, FLORIDA 33040-6547
TELEPHONE
305-292-3400
FAX 305-294-n07
KIRK C. ZUELCH
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 supported 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 Admini~trative 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 opportunity to serve our community. Once again, thank you for your continued
support.
Sincerely,
KCZlmg
OMB/Grants
. 169
RESOLUTION NO. - 2000
A RESOLUTION OF THE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA AUTIIORIZING THE
SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 00/01 ANTI-DRUG ABUSE GRANT PROGRAM
WHEREAS, the Department of Community Affairs has announced the FYOO/O 1 fundiitg..:.- .
cycle of the Anti-Drug Abuse Act Formula Grant Program; and
WHEREAS, on April 19,2000, the Monroe County Board of Commission~ ~edeg
serve as the coordinating unit of government in the preparation of the grant propo~ ~ iJ@e ~
distribution of funds allocated to Monroe County in the amount of $23 0,028 with ~ca!i ~
match requirement; and . 0(').,.... 1 f. -"
C'). - (:)
~:O~ :0
WHEREAS, the Monroe County Substance Abuse Policy Advisory Boar~lff ccflem:tJ
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 eq~am;n,. _, ~
prevention, rehabilitation, and treatment; now therefore, Q 0
BE IT RESOL YED BY THE 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 FYOO/O 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 1 Th day of May, A.D., 2000.
Mayor Shirley Freeman
Mayor ProTem George Neugent
Commissioner Harvey
Commissioner Williams
COmmissioner Reich
yes
erk
yes
Y99
yes
yes
Monroe County Board of COmnllssioners
By:crL6!~
APPROVED AS TO fORM
AN LEGAL SUFf,C
o
ROBERT N
DATE ~ .
I). Co.
"" ~. ('
Edwllrd Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Program
I. Signature Paae
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
strIke-ovets, whJteout, etc., are not acceptable.
.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
By: ~+.u.l..lj~M'-'
Type Name and Title: Clayton H. Wilder, Community Program Administrator
Date:
\l..I('~oo
Subgrant Recipient
Authorizing Official of Govemmental Unit
(Commission Chainnan, Mayor, or Designated Representative)
By:
~~~Q~
,
Type Name and Title: James L. Roberts, Monroe County Administrator
Date: C, (1 'DO FEID Number. 596000749
Implementing Agency
Official, Administrator or Designated Representative
By:
Type Name and Trtle:James L. Roberts,
(p {l I 00
- ~--~
Monroe County Administrator
Date:
Seclion /1- Page 16 of 16
subgrant AppIcatlO/l