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Item N2 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: January 16, 2002 Division: County Attorney Bulk Item: Yes 0 No 0 AGENDA ITEM WORDING: Approval of interlocal agreement with Supervisor of Elections. ITEM BACKGROUND: The received funds to create or enhance voter education and pollworker recruitment/training programs. See Memo enclosed. PREVIOUS RELEVANT BOCC ACTION: Approval of Agreement with State to receive funds on 9/19/01. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval. TOTAL COST: COST TO COUNTY: None. BUDGETED: Yes 0 No 0 APPROVED BY: County Attorney _ OMB/Purchasing 0 Risk Management 0 DIVISION DIRECTOR APPROVAL~<~ JA , H NDRICK / DOCUMENTATION: Included 0 To Follow 0 Not Required 0 AGENDA ITEM # /-~~.7 _ CLERK OF THE CIRCUIT COURT MONROE COUNTY BRANCH OFFICE MARATHON SUB COURTHOUSE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 FAX (305) 289-1745 MONROE COUNTY COURTHOUSE 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 FAX (305) 295,3663 BRANCH OFFICE PLANfATION KEY GOVERNMENf CENTER 88820 OVERSEAS HIGHWAY PLANfATION KEY, FLORIDA 33070 TEL. (305) 852-7145 FAX (305) 852-7146 Memorandum To: From: Date: Subject: Suzanne Hutton, County Attorney's Office 1MV' Laura deLoach-Hartle, Finance Department ~ December 07, 2001 Monroe County and Dept. of State, Div. of Elections MOA m ~@ g )(\:/;1.' : LJ~ DEe 12 2001 Mr. Kolhage has requested we contact you in regards to the above referenced agreement. This agreement (copy attached) is for "voter education and pollworker recruitment and training for the 2002 election cycle," We have received the lump sum payment. The management and disbursement of these funds should be delegated to the Supervisor of Election's office; therefore, a BOCC agreement needs to be generated stating that the Supervisor of Elections would be the subrecipient to the BOCC agreement with Division of Elections MOA, This would include full responsibility for the administration, reporting requirements, and disbursement of the funds. We appreciate your assistance in this matter, If further information is needed, please give me a call at the number indicated, Monroe County Finance Department Phone: 292-3534 Fax: 295-3660 INTERLOCAL AGREEMENT FOR THE ADMINISTRATION OF VOTER REGISTRATION AND POLLWORKER PROGRAM THIS Interlocal Agreement is entered into this day of , 2001, pursuant to Sec. 163.01, FS., by and between Monroe County (hereinafter County), a political subdivision of the State of Florida, whose address is Gato Building, 1100 Simonton Street, Key West, FL 33040, and the Supervisor of Elections of Monroe County (here.inafter Supervisor), a constitutional officer, whose address is Lester Building, 530 Whitehead Street, Key West, FL 33040. WHEREAS, County and Florida Department of State entered into an agreement September 19, 2001, for state funding to enhance local voter education and pollworker recruitment/training programs; and WHEREAS, Supervisor has the expertise and capability of most efficiently administering the programs to be funded; now, therefore IN CONSIDERATION of the mutual promises and benefits set forth below, the parties agree as follows: 1. The Supervisor shall create or enhance voter education plan(s) and pollworker recruitment/training programs to be implemented for the 2002 election cycle. Said plan(s) and programs shall be committed to writing and provided to the Department of State. 2. The Supervisor shall submit to the Department of State, Division of Elections, a detailed description of the voter education and pollworker recruitment/training programs prior to payment under Section 3. 3. County shall remit to Supervisor the monies paid to County pursuant to its Memorandum of Agreement, dated September 19, 2001, with the State of Florida, Department of State, Division of Elections, which Memorandum is incorporated herein by reference subject to correction of the reference to Part III in Section V thereof, to be those reports required in Section IV of said Memorandum. 4. Supervisor shall be responsible for filing plans, the audit reports and any other administration required in the incorporated Memorandum. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by the undersigned officials as duly authorized, (SEAL) ATIEST: DANNY L. KOLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA '. By Deputy Clerk By Mayor/Chairman By BY Harry Sawyer, Supervisor of Elections jdiaelections r)ATI: ~. -,....~- . _.,s'; ;..., ,y:. ~.~ l;"~ ~ MEMORANDUM OF AGREEMENT This ~ effective as or/fii day of'5,.p7VllMi;.. 2001, is by. 8J!!I between the State of Florida, Department of State, Division of elections ("Department")~ the address of ~ch is:40P,S.Monro.c, Room 1801, Tallahassee, Florida 32399 and ;' MonroeCountY~BOard~ot;~unty C01l1~!~q9DCIS ("CountY')~the address of whic~ is ' 5100 JuniorCollegeRoad;rKey~West, FloridaJ3040.' " .:~ : .~'.~{! ,,;}~}v ,~~r. :"11":. WHEREAs;. section' 74~ Chapter 2001-40, Laws of Florida, provides for th~ disbursement of funds'to be used for voter education and pollworker recruitment and training for the 200z election . cycle. WHEREAs; said section is intended to provide funding for additional voter education and pollworker recruitment and training beyond the supervisors of elections current programs. L Governing Law From the funds appropriated from the General Revenue Fund to the Division of Elections of the Department of State in specific appropriation 2898B of the 2001-2002 General Appropriations Act, the Division shall distribute the sum of $5,949,375 in fiscal year 2001-2002 to the counties to fund comprehensive voter education programs and poll worker recruitment and training ptograms. The Division shall divide the total amount of funds appropriated by the total number of registered voters in the state for the 2000 General Election to establish a funding level per individual voter. Each county shall receive an amount equal to the funding level per individual voter multiplied by the number of registered voters in the county, as certified by the Department of State for the 2000 General Election. ll. RestrictioDS No county shall receive funds pursuant to Section I until the county supervisor of elections provides to the Department of State a detailed description of the voter-education plans to be implemented for the 2002 election cycle. ID. Disbunement The counties shall receive.a sum certain as provided aJx?ve and outlined in Appendix A. . ... EXHIBIT 1 <7IV ~. .. I . . ,/' Audits The administration of funds awarded by the Department of State to the County ". may be subject to audits and monitoring by the Department of State, as descnOed in this section. 1. In the event that the County expends a total amount of State awards. (i.e., State financial assistance provided to the County to cany otita State project) equaI to or in excess of $300,000 in any ~cal year in aCcordance with Section 215.97, Florida Statutes, applicable roles of the Executive Office of the Governor and the Comptroller, and Chapter 10.600, Rules. of the Auditor General. Appendix A to this agreement indicates State funds awarded through the Department of State by this agreement In determining the State awards expended in this fiscal year, the County shall consider all sources of State awards, including State funds received from the Department of State, except that State awards received by a non-state entity for Federal program matching requirements shall be excluded from consideration. 2. In connection with the audit requirements addressed above, the County shall ensure that the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission of a reporting package as defined by Section 21S-.97(2)(d), Florida Statutes, and Chapter 10.600, Rules of the Auditor General. 3. If the county expends less than $300,000 in State awards in its fiscal year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the even that the County expends less than $300,000 in State awards in its fiscal year and elects to have audit conducted in accordance with the provisions of Section 215.97, Florida Stah~ the cost of the audit must be paid from non-State funds (i.e., the cost of such an audit must be paid from County funds obtained from other than State entities). 4. The Internet web addresses listed below will assist the County in locating documents referenced in the text of this agreement and the interpretation of compliance issues. State of Florida Department of Banking and Finance (Comptroller) btto:/ /www.dbf.state.fl.us State of Florida Office of the Auditor General Rules Index htto:flwww.state.fl.uslaudlZenlDafZeslroIeoatze.htm State of Florida Legislature (S~tes, Legislation relating to the Florida Single Audit Act) htto:/IWWW.letz.state.fl.us '. v. Report Submissions Copies of reporting paclcages;.required'by-PART~ ill of this agreement sha11...be submitted by or on ~~of,tlte Coun1Y;directly to. each of the following: :~~li~ ~ ~~)'.'''''' ~:';~"~":;tlilf'';:;':.Jt.\..!;t--~f.,"lt..;..,~~;.._,': ,.',' "::"'.~.,:.;"";':'\"',...:-. ~ _......'.. _~_., " ",---,! _:.__:.~ - _ A;;-~ ~ ;.: "_,,:.i-<',:.. >1."- . ~ The ' Department of State at the followmgaddress: ,r- \. . 1. . Department ofS~e Division of Elections The Capitol, Room 1801 Tallahassee, Florida 32399-0250 2. The Auditor General's Office at the following address: State of Florida Auditor General Room 574, Claude Pepper Building 111 West Madison Street Tallahassee, Florida 32302-1450 IN WITNESS TIIEREOF, the parties have caused this Agreement to be executed by their undersigned officials as duly authorized By:. Flections: ~_;~mmJt-~ ~cL MURt,f., N~v4.€fJf. Ilfr'l~~ . .. . Typed name and title Witness ~.k- ./ ate /1 Z.oOI . " .. . - Voter Education! Poll Worker Training anti Recruibnent Fundin ~. .. ,.~ . ... County Total Reg Voters Education funding COunty. , Total Reg Voters Education Funding A1achua 120.867 S . 82.155.42 Lee . .. ., , 252.918 $ , . 171.912.79 . . ,. . Baker 12,35:2 $ 8.395.87 leon 146,41 $ 99.522.20 Bay ~ 92.7411 $ . '. 63.043.12 .' ,. L.eW ,.. , 18.671 $ 12.691.01 .' :,,::'... .. . ...- .'-. , .;~q .": '.: .::. ... Bradford ,: 13,541 $,;,.>,":'9,208.13 Jil4;.!:.' . l.Ibertv ' ~ :(.'", '-;',;: 3,754 '$;" "CO" : 2.550.30 r!" ;'-'--,.," ~ .. ,..,;V>. . :t:~,:..-~ji~L:~~": ;~. :". -~;; r::".\ ~~)~ ;}k ~~::~~). <;:t'~: '\ :-.:1'I_"';"/~'i--;'}'~':: ?f~~Ii. :.~' :~.~'~:-.>~t;i.~~~:,,)-~:~ tl: ,..... 8revaRtf'/~ ~o'~{~~':r';;'~-, ~_: 283,68c: SO'iJI;;d!i192;822.28, ."'~.tr~ M8dIson-:~l i,,,, 1'11c1{~~.;: 1D.37l S~~:r.t"4'~~7,()54;11 , .C' ';'. . --... ~;:-~".i:~' :::;':\t~';':it';:-:'~}.~. .i~~~-~\_:-~~':: ~~i'~>";,:;- -~:_;{:!':':~.":_~...'_ i' ;-:.t':~\~~~(~I'" ~~k~~.~~,1~ ~.;1.:;;(':;>_.:' .cr~~~~',-:'~~", .-j. Browanf ;, . 887.78<l .$'/:; ;:f;603.428.73. ~r.:."'" ManaIae. ':,;:' :'J.;.;~ ~>S:.17O.5n $'},"". 115,944.85 J~ \ '.., ,,' .. ", ~:/:;;.._-;.-~ :,\:"o'~' ~'~~_::/n:~ l:.,,~ 'l;..;-. ~'-i:: .1'.'~: .. .. ,."'" '.<,'<';. ,...... ..} t:'ot.:, !:,:, ". .. Calhoun 7~ $-7,<.( t;\," 4,917.08 ~~;;; ...... Marion c- ..;..':"':, 147.7m S 1G0,399.03 ,. t.- ., ... .->~._' .~'. ~'-i ...:{~:-:" .. . ,. ,. ChartotIa 98.8981 $ ~ .222.70 ~~:'.:-. - MartIn ,. .. 88.51<4 S 58,805.08 ; '. '. T.,. "'::." f" '. . '."",J ... . . .. CItrus 81.37e $."" 55.314.05 ' , . '~'. -. M/amI.Oade ';'.- .. 898.91~ S . 609.848.78 " , . . J. ICIaY 88.881 $ .. 59.040.94 Monroe . 48~S: .. .' 32,904.44 'I .. .. . ',..... -:1. '. -. .. CoWer 123.57:2 S . 83.994.05 Na~u" 35,1701 $ 23,905.68 '. O. ... '. . ,~- ,. ...:. 1 .. , Columbia 31.131 $ 21.180.29 OkaJoosa 111.3201 $ .' 75,668.15 Desoto 15.731 S 10.692.84 Okeechobee . 17,~ $ 11,859.71 DIxIe 10.511 $ 7.144.51 Oranae 404,m $ 275.135.37 Duval 423,967 S 288,1n.79 . 0sce0IlI 82.1ge S 82.687.23 EscambIa 171-,004 S 118.234.41 Palm Beach 658.69-4 S 448.368.40 Aagler 33.46E $ 22.747.43 Pasco 221.671 S 150.673.68 Franklin 7.rm $ 5.1e0.90 PIneIIaa 574.981 $ 390.811.05 Gadsden 28.2531 S 17.844.62 Polk 247.807 S 188,438.75 I GIIc:hrIst 8,8781 S 4875.10 40. S 27 457.rn I Glades 8.3261 S 4,299.89 Santa Rosa 77.77e S 52.887.07 Gulf 9,923 S 8.744.84 Sarasota 221~ $ 150.859.90 Hamilton 8.93 S 4.718.58 Serrlh>>Ie 190,704 $ 129,624.85 Hardee 10.88E S 7.399.40 Sl Joms 89.511 $ 80,842.19 HendrY 18.2681 $ 11.057.84 Sl Lude 117.7e $ 80,060.53 Hernando 95,54 $ 84.948.33 SUmler 31.5411 $ 21.444.41 FiiQhIands 52.941 $ 35.984.92 Suw8nnee 20.617 $ 14.013.74 Hi 499.42'l $ 339,469.27 Tavaor 12.304 $ 8,363.24 Holmes 10.31 $ 7.012.65 UnIon, 8,~ S 4,589.45 Indian RIver 71,42( $ 48,545.42 VoIusIa 28O.5r. $ 177.115.35 Jadcson 23.9~ S 18.294.87 WakuUa 13,3821 S 9.095.98 Jefferson 8,181 S 5.547.17 WaJton 28.144 S 19.129.97 Latavelte 4.0361 S 2.743.34 14,35f S 9.759.38 1 ~ ~ Lake 131.0311 S 89.084.08 $ 5,949.374.92 I '.'.,' -.' - Jx~;; ... J. '.