item C32
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: May 15, 2002
Division: Administrative Services
Bulk Item: Yes XX No
Department: Grants Administration
AGENDA ITEM WORDING: Approval of the recommendations of the Substance
Abuse Policy Advisory Board concerning the uses of Edward Byrne Memorial State and
Local Law Enforcement Assistance Formula Grant funds and authorization for the
County Administrator to execute the fiscal year 2003 FDLE Byrne Grant applications.
(Please refer to attached spreadsheet and bold-printed portion of SAPAB draft
minutes.)
ITEM BACKGROUND: Federal funds are provided through the Florida Dept. of Law
Enforcement to implement various law enforcement and substance abuse related
programs in Monroe County. Proposals submitted to the County were reviewed by the
Substance Abuse Policy Advisory Board on May 3, 2002 and its funding
recommendations are attached. Contracts with FDLE and the implementing agencies
will be entered into at a later date, to take effect October 1, 2002. Applications are due
June 4, 2002 at the FDLE office in Tallahassee. There is one application for each
program.
PREVIOUS RELEVANT BOCC ACTION: Authorization for the Mayor to execute the
fiscal year 2003 Byrne Grant Certification of Participation with the Florida Department of
Law Enforcement was approved at BOCC meeting April 17, 2002. By this resolution,
the BOCC agreed to serve as the coordinating unit of government in the development
of the grant proposals and in the distribution of these grant funds allocated to Monroe
County.
CONTRACT/AGREEMENT CHANGES: not applicable
STAFF RECOMMENDATION: Approval
TOTAL COST: 250,884.00
COST TO COUNTY: 62,721.00
REVENUE PRODUCING: Yes
BUDGETED: Yes XX No
No XX AMT. PER MONTH
YEAR
APPROVED BY: COUNTY ATTY. -:- OMB/PURCHA~SK MGT._
DIVISION DIRECTOR APPROVAL~tr' _ ~
, James L. Roberts, County Administrator
DOCUMENTATION: INCLUDED:
DISPOSITION:
TO FOLLOW: XX NOT REQUIRED:
AGENDA ITEM #: CJ L
RESOLUTION NO.
- 2002
OMB/Grants
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY,
FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 02/03 EDWARD
BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE
FORMULA GRANT PROGRAM
WHEREAS, the Florida Department of Law Enforcement has announced the FY
02/03 funding cycle of the Edward Byrne Memorial State and Local Law Enforcement
Assistance Formula Grant Program; and
WHEREAS, on April 17,2002, the Monroe County Board of Commissioners
agreed to serve as the coordinating unit of government in the preparation of the grant
proposals and in the distribution of funds allocated to Monroe County in the amount of
$188,163.00 with a $62,721.00 cash match requirement; and
WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with
concern given to the County's current drug control efforts, has recommended certain
programs receive funding to provide the community with activities focused on drug and
alcohol education, prevention, rehabilitation, and treatment; now therefore,
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 FY02/03 grant funds to the Florida Department of
Law Enforcement 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 15th day of May, A.D., 2002.
MayorCharlesL.McCoy
Mayor ProTem Dixie Spehar
Commissioner Neugent
Commissioner Nelson
Commissioner Williams
(Seal)
Monroe County Board of Commissioners
Attest:
By:
Mayor
Clerk of Court
David P. Owens
Grants Administrator
1100 Simonton Street, Room 2-210
Key West, FL 33040
305-292-4482
305-292-4515 (FAX)
mcgmts(c[),mail.state.fl. us (e-mail)
(' .- ..-....--.
OK~~ErY d:~~~~~E
(3DS) 294-4641
BOARD OF COUNTY COMMISSIONERS
Mayor Charles McCoy, District 3
Mayor Pro Tern Dixie Spehar, District I
George Neugent, District 2
Nora Williams, District 4
Murray Nelson, District 5
May 10, 2002
Danny Kolhage, Clerk
Clerk of the Circuit Court
500 Whitehead St
Key West, FL 33040
Dear Mr. Kolhage:
Enclosed is a summary of funding recommendations arrived at by the Substance Abuse Policy Advisory
Board at its meeting on May 3, along with a draft copy of the minutes. Please review both and let me
know of any questions or necessary changes.
Since the May 3rd meeting, the Sheriff's Office has contacted me regarding the Sheriff's Case Manager
program. They have found an alternate source of funding, and are withdrawing their request. This will
make $35,000.00 available for other agencies. Additionally, the eligibility of the Helpline Parents Who
Care program has not been determined. Provisions were made at the meeting, however, to distribute
these funds if Helpline's program is ineligible.
As you know, there is not sufficient time to have another SAPAB meeting to discuss this matter.
Therefore, given the application due date of June 4th, the County Commission will be asked by staff to
consider changes to the amounts recommended by the SAP AB. Of course, in any year, the Commission
is free to follow or change the SAP AB' S recommendation.
I have an obligation to advise you of these new circumstances and let you know that you may attend the
Commission meeting on May 15th in Key Largo. This particular item is number C-32 in the bulk items,
and will presumably be discussed before 10:00 A.M. If you have any funding suggestions, you may FAX
or email them to me. All applicants are also being advised. Thank you once again for your work on the
SAPAB.
Very Truly Yours,
,~ 7. 7/7
t: _)a~L_'q//"r-: C(-c/(-t:""~? <-.0'_
David P. Owens
Grants Administrator
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Substance Abuse Policy Advisory Board
Minutes
May 3, 2002
1:30 P.M.
Harvey Government Center
Key West, FL
Board members/designees present:
Raiette Avael, Department of Children and Families
Michelle Holland, representing Richard Matthews, Guidance Clinic of the Upper Keys
David Rice, Guidance Clinic of the Middle Keys
James Roberts, County Administrator
Richard D. Roth, Sheriff
Major Tommy Taylor, Monroe County Detention Center
Theresa Westerfield, Court Administrator, 16th Judicial Circuit
Marsh Wolfe, Care Center for Mental Health
Nancy Criswell, representing Mark Kohl, State Attorney
Ron Herron, Pre-Trial Services
Mike Lannon, Superintendent, Monroe County District Schools
George Neugent, County Commissioner
Rosemary Enright, Public Defender
Patricia Burns, Department of Corrections
Capt. William McNeil, representing Key West Police Chief Gordon "Buz" Dillon
Danny Kolhage, Clerk of the Court
rnoo&~u
Staff members present:
David Owens, Monroe County Grants Administrator
Marsh Wolfe noted the existence of a quorum and called the meeting to order at
1:30 P.M. He discussed the fact that many members of the SAPAB are also affiliated
with agencies that receive funds, Board members introduced themselves and listed
any affiliations with applicant organizations.
Richard Roth made a motion to retain the current slate of officers [Chairperson
Marshall Wolfe, Vice-Chair Gordon "Buz" Dillon, and Secretary Theresa Westerfield],
and it passed unanimously.
Arianna Nesbitt addressed the Board on behalf of the Boys and Girls Club. She
responded to questions from Rosemary Enright and Marsh Wolfe. Marsh Wolfe asked
if Boys and Girls Club could do without an increase and she replied that they could if
necessary, by not increasing the number of staff members or clients. Ron Herron
asked a question regarding gang prevention. Ms. Nesbitt noted programs directed
toward teens. Capt. McNeil mentioned gang "wannabe's" and gang visitors from the
mainland, but added that there are no active, organized gangs in the area, Raiette
Avael and Ms. Nesbitt discussed the licensing process for substance abuse prevention
and duplication of service. Ms. Nesbitt said that they are applying for a universal
prevention service license and noted differences between the DARE program and
SMART. She added that an additional unit has been added in Key Largo, and that
Boys and Girls Club is now working with the Big Pine Key Methodist Church.
Gina Pecora addressed the board on behalf of the Florida Keys Outreach Coalition,
and summarized their programs. She said that FKOC is seeking funding to purchase
drug testing kits for all stages of their residential programs. Theresa Westerfield
questioned the need for daily drug tests, and discussion followed. Ron Herron
illillm~v
mentioned that alcohol leaves the system rapidly, and that daily testing may be
necessary in certain instances.
David Rice addressed the Guidance Clinic of the Middle Keys Residential
Detoxification Program. He summarized achievement totals for the prior and current
year, adding that they are operating at capacity, Capt. McNeil asked about the per
day cost, and David Rice responded, noting the positions required and level of care
to maintain detoxification services. Richard Roth mentioned that the only other
option is jail, which does not have medical staff or medical capabilities.
Kathy Harpe summarized the Peacock program, She said that they are adding more
residential beds at the Key West facility with the requested funding, David Rice
mentioned the closing of state mental facilities in recent years. Tommy Taylor noted
the need for such a program, as did Rosemary Enright, who said that misdemeanor
offenders don't go to state mental hospitals.
Judy Greenman described the Monroe Youth Challenge program and it's
accomplishments in the current year. Ron Herron asked about the program's other
sources of funding, and Judy Greenman listed them. Mike Lannon noted the inability
of the School District to fund or provide these types of services.
Claire Sh?lw described the Safeport program. David Rice addressed the need for such
a program and problems related to treatment of dual-diagnosed clients and
difficulties in treatment. In response to a question from David Owens, Ms. Shaw
addressed changes in admission pOlicies to help ensure that only persons serious
about rehabilitation are admitted.
Elmira Leto addressed the Board concerning the programs at Samuel's House, and
described clients, services, and a new dental program. Mike Lannon asked if services
were available to citizens from all areas of the County, and she replied that they are.
Ms. Leto said that Samuel's House has thirty-six beds.
Towanda Scott addressed the Board concerning the Sheriff's Case Manager program,
Rosemary Enright, Dave Owens, and Richard Roth joined in the discussion, talking
about the delay in hiring a case manager, and Ms. Scott noted that even though a
case manager was not hired until January 2002, and numbers were not kept until
then, other Sheriff's Office staff members performed the basic functions of the case
manager.
Rick Carey addressed the Board concerning the Parents Who Care program.
Questions from the Board centered on personnel issues, cost, and the apparent lack
of an increase in net personnel for the agency. Dave Owens said that, in his opinion,
the program was ineligible, since there was no net increase in full-time-equivalents
for the agency. The cost of the program, who would be the coordinator, and length
and frequency of the classes were discussed.
James Roberts noted the need for coordination among the many boards and
programs in planning and funding, especially in light of current funding decreases.
Dave Owens mentioned the decrease in overall Byrne funding this year for Monroe
County, adding that a formula based on crime statistics is used. Rosemary Enright
suggested keeping current programs at the same funding level if possible, Ron
Herron voiced his support for the four additional beds at Peacock.
suggested keeping current programs at the same funding level if possible. Ron
Herron voiced his support for the four additional beds at Peacock.
Mike Lannon made a motion for funding at the following amounts:
Boys and Girls Club - $23,000.00
Florida Keys Outreach Coalition - $12,000.00
Guidance Clinic of the Middle Keys - $31,000,00
Peacock House - $13,000.00
Monroe Youth Challenge - $30,000.00
Safeport - $50,000.00
Samuel's House - $35,000.00
Sheriff's Case Manager - $35,000.00
Teenline - $10,000.00
Dave Owens said that the supplanting/no net personnel increase issue related to
Teenline had not yet been resolved, and they may not be eligible. James Roberts
asked that Mr. Owens look into the supplanting issue and make a determination as
to eligibility. Dave Owens agreed to contact the Florida Department of Law
Enforcement for a definite answer.
Mike Lannon amended his motion for funding to reflect the following
amounts:
Boys and Girls Club - $22,000.00
Florida Keys Outreach Coalition - $12,000.00
Guidance Clinic of the Middle Keys - $31,000.00
Peacock House - $14,000.00
Monroe Youth Challenge - $30,000.00
Safeport - $60,000.00
Samuel's House - $36,000.00
Sheriff's Case Manager - $35,000.00
Teenline - $10,884.00,
rnOOffi~~
with the condition that, if Teenline does not qualify, Peacock would get
$15,587.00 and Samuel's House would get the remainder of the funds not
given to Teenline [for a total of $45,296.00]. Ron Herron seconded the
motion, and it passed unanimously.
Minutes of the meeting held on March 15, 2002 were approved unanimously.
Dave Owens mentioned that he had seen an article online about combining the Local
Law Enforcement Block Grant and the Byrne Grant, and passed out copies of it. He
added that he would keep Board members informed as more information becomes
available,
There being no further business, the meeting was adjourned at approximately 4: 15
PM.
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Part I. General Guidance for Application Preparation and Submission
A. Byrne Formula Grant Application Package. You will note that the Byrne
Formula Grant Application Package has been changed from previous years. The
application package includes the following:
1. Section I - Application Instructions
2. Section II - Grant Application
3. Appendix I - Letters of Ap~roval (51 % Agreement)
4. Appendix II - Byrne Authorized Program Areas
a. Part I - Explanation of Programs Areas
b. Part II - Listing of Program Areas
c. Part III - Performance Objectives for Programs Areas
5. Appendix III - Glossary of Terms for Drug Abuse Treatment Programs
6. Appendix IV - EEO Compliance Certifications
7. Appendix V - Confidential Funds Certification
8. Appendix VI - Criminal Intelligence System Certification
9. Appendix VII - ADP Form
10.Appendix VIII - Sole Source Justification Form
B. Items to be submitted:
1. Two (2) complete copies of each application, each with original signatures,
including Section G, Conditions of Acceptance and Agreement.
2. Letters of 51 % Approval (one full set for each project submitted).
3. Certification of EEO Compliance (in each project application package).
4. Other Certifications and forms as appropriate to each project.
c. Instructions for Application Preparation and Submission
1. Units of Government I County Submission. If possible, we request that all
applications within a County be submitted in one package.
2. Use current application forms. Do not use application forms from prior years.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section I - Page 1
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
3. Ensure that all pages are numbered consecutively.
4. Use an easily readable font size, for example Ariel 12 or Courier 12.
Part II. Instructions for Application Forms
A. Subgrant Data
1. If the project is a continuation of a previous subgrant, enter the requested data in
the section to be completed-by the Subgrantee.
2. If this is a first-year project, proceed to Section B.
B. Applicant Information
1. Subgrant Recipient. Enter the name of the Sub recipient (unit of government,
e.g. Broward County Board of County Commissioners or The City of Fort
Lauderdale). Next enter the name of the individual, title, mailing address, E-mail
address, telephone number, SUNCOM number, if applicable, and fax number of
the chief elected official I state agency head of the unit of government (state,
county, city, town or Indian Tribe) applying for subgrant funds.
2. Chief Financial Officer. Enter the name, title, mailing address, E-mail address,
telephone number, SUNCOM number, ifappHcable, ancffa"X number of the
subgrant recipient's chief financial officer (state, county, city, town or Indian
Tribe) applying for subgrant funds.
3. Implementing Agency. Entefthe name of the Implementing Agency (e.g.,
Broward County Division of Human Services, City of Fort Lauderdale Police
Department, or Clerk of the Court for 14th Judicial Circuit). Next enter the name,
title, mailing address, E-mail address, telephone number, SUNCOM number, if
applicable, and fax number of the chief executive officer of the government
agency, or subagency, or chief elected official of an organization (e.g., Sheriffs
Office or Clerk of the Court) responsible for implementing program activities.
4. Project Director. Enter the name, title, mailing address, E-mail address,
telephone number, SUNCOM number, if applicable, and fax number of the
individual in direct charge of managing or implementing project activities. The
project director must be an employee of the implementing agency.
5. Contact Person. If there is a Contact Person other than the Project Director,
enter the name, title, mailing address, E-mail address, telephone number,
SUNCOM number, if applicable, and fax number of the Contact Person.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section I - Page 2
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
6. Person Responsible for Financial Reporting. Enter the name, title, mailing
address, E-mail address, telephone number, SUNCOM number, if applicable,
and fax number of the person that will be responsible for completing and filing the
Financial Claim Reports.
7. Person Responsible for Programmatic Performance Reporting. Enter the
name, title, mailing address, E-mail address, telephone number, SUNCOM
number, if applicable, and fax number of the person that will be responsible for
completing and filing the Performance Reports via the Performance Reporting
System (PRS).
C. Administrative Data
1. Project Title. Enter a short descriptive title, not to exceed eighty (80) characters,
including spaces. The initial project title will remain the same throughout the
period of subgrant support. If you continue to fund the same project this year
that you did last year, use last year's project title and indicate the year of
continuation funding by adding Roman Numeral II, III, or IV after the title. If this
is the first year of funding for this project, enter I at end of the project title. If the
project is not subject to the 48-month limitation, do not include a year
designation.
2. Project Period. Enter the beginning and ending dates desired for project
implementation. The typical subgrant starting date is October 1 and is for a
period not to exceed twelve (12) months.
D. Fiscal Data
1. Remit Warrant - Alternate Designee. If someone other than the chief financial
officer is to receive the warrant, the contact information in item D.1 must be
completed. Please note that the warrant can only be made payable to the
subgrant recipient.
2. Electronic Transfer - Is the subgrantee participating in the State of Florida
Comptroller's Office electronic transfer program? Participation in the State of
Florida Comptroller's Office electronic transfer program will not allow designation
of an alternate to receive a warrant.
3. Frequency of Fiscal Reporting. Select Monthly or Quarterly. It is mandatory
that the time period selected for reporting be followed consistently throughout the
entire grant period. Reports are to be submitted even when no reimbursement is
being requested. (See Section G, Item 1.)
4. Vendor #. Enter the subgrantee's Federal Employer Identification Number
assigned by the Internal Revenue Service.
5. State Agency SAMAS #. If you are a state agency, enter the appropriate
SAMAS Fund Identification Account Number.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section 1- Page 3
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
6. Project Generated Income (PGI). If your project will result in the earning of
income, either through fees or forfeitures, answer "Yes". (See Section G, Item 9.
for the definition of PGI.)
7. Cash Advance. If you will be requesting an advance, indicate "Yes", and submit
a letter with the subgrant application or prior to submission of the first financial
claim for reimbursement. The letter must explain the need for advance funding,
the amount of cash to be advanced (up to 25 percent of the federal award), and
be signed by the subgrant recipient. Refer to Section 216.181(16)(a), Florida
Statutes.
E. Project Narrative
1. Problem Identification. Briefly describe a specific problem to be addressed
with subgrant funds in terms of the following:
a. Problem Description: What is the problem to which your project is
responding? Support your problem statement(s) with factual information,
including any relevant demographic information. Be concise, avoid
redundancy, but give enough detail to allow the reviewer to understand the
problem.
b. Problem Significance: Why is this problem significant? Write for an audience
that knows nothing about the problem and explain why it is important that the
proposed project address this problem at this time.
c. Needs Assessment: If this is a new subgrant, highlight identified unmet needs
the project will address this year; if this is a continuation of a pre-existing
subgrant, provide a brief summary of project accomplishments in meeting
identified needs to date. Include a description of any gap between current or
desired project results. Also, proYide a description of any continuing and/or
new unmet needs the project will address this year.
2. Project Description. Briefly describe proposed project activities. (Refer to
Appendix II, Part I, Pages 1 through 3 for a description of project eligible program
areas.)
a. Project Enhancement and Expansion: If your project does not stand alone,
but is part of an existing program, please describe this relationship.
b. Project Goals: What are the project short-term (1-year) and long range (4-
year) goal(s)?
c. Service Provider Information: Who or what type of organization will serve the
target population? Does the Service Provider have a history of successful
performance of this type of service or is this a new activity? Include an
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section 1- Page 4
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
organization chart where appropriate. If proposed Service Provider will
perform treatment services or counseling, include a description/listing of any
pertinent licenses held by the organization.
d. Service Provider Staff: Tell us who they are, what they are going to do, and
how they are going to do it. In those cases where provider staff are required
to be licensed, please include a description/listing of such licenses.
e. Project Equipment: If this is a significant part of project funding, describe how
this equipment will be used in project operations.
f. Project Location: Where will the project be located? If there is a defined
target area, please describe it.
g. Project Activities:
(1) When are project services to be provided? Describe activities to be
provided and approximate dates the activity will be provided. Be sure to
include these activities in the Activity Implementation Schedule.
(2) Who will receive the services to be provided and how will they be selected
for participation?
h. Project Results: How will the project be organized to succeed? Be sure to
review Application Instructions for Section E.3 of the Subgrant Application
Package, and relate your comments to the Program Objectives and
Performance Measures for your project.
3. Program Objectives and Performance Measures. You may include up to
three types of objectives in this' section of your subgrant application: Uniform
Objectives, Project-Specific Objectives, and Self-Generated Objectives, as
described below. (Refer to Appendix 11, Part II, Page 1 for a one-page listing of
authorized program areas.) You will report your progress in achieving these
objectives on a quarterly basis.
Authorized Program Areas without Uniform Program Objectives. If you are
proposing the funding of a project in one of these purpose areas, as identified in
Appendix II, Part II, contact FOLE, Office of Criminal Justice Grants, at (850)
410-8700 for further guidance. These projects typically require project-specific
objectives.
a. Uniform Objectives. You must include a set of program objectives for the
purpose area for which you are seeking project funding. You will find a listing
of these objectives in Appendix II, Part 111. For objectives requiring a numeric
response, specify a value in the objective that calls for "a specified number."
For objectives requiring only a yes or no (Y/N) response, a numeric value
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section I - Page 5
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
should not be specified. Depending on the type of project proposed, only
those objectives that describe actions to be undertaken must be included in
this section. Please do not list all objectives. Please list these objectives
under the heading "Uniform Objectives." Based upon the review of the
subgrant application you may be required to include additional uniform
objectives for your project. You will be required to provide an expanded
response on the narrative portion of the quarterly performance report for all
uniform objectives that specify a Yes I No response. Also, please list the
applicable questions for each objective and provide the target achievement
where this is required. Example: Purpose Area 11.B. 01"Provide an array of
treatment services", only Part 4 may apply and not Part 5 and 6 because of
the length of period during which services are provided.
b. Project-Specific Objectives. You may include additional objectives that will
become a part of the subgrant contract. As with uniform objectives, we will
track them and you will be required to report your performance quarterly. You
may include both numeric and yes or no objectives. Please list any of these
objectives under the heading "Project-Specific Objectives." After review of
your subgrant application, you may be required to submit additional project-
specific objectives based upon an assessment of your project's problem
identification, program description, and budget narrative.
c. Self-Generated Objectives. You may include additional objectives that will
not become a part of the subgrant contract, but that you will be able to track
using our Performance Reporting System (PRS). Please list any of these
objectives under the heading "Self-Generated Objectives." However, after we
have initially reviewed your subgrant application, we may request that some
or all of these objectives be~ome "Project-Specific Objectives."
4. Activity Implementation Schedule. Complete the Activity Implementation
Schedule showing when activities in the Project Description will commence and
how the project will progress. This chart benchmarks planned activities, both
administrative and programmatic.
F. Project Budget
1. Budget Schedule
a. The Project Budget Schedule includes five budget categories (Salaries and
Benefits, Contractual Services, Expenses, Operating Capital Outlay, Indirect
Costs) and Total Project Costs.
b. Enter the amount of federal, matching, and total funds by budget category
that you will use to support project activities. Enter dollar amounts only in
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section I - Page 6
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
applicable categories based on totals from the Budget Narrative and leave
others blank. Total Local Match must be a minimum of 25 percent of the
Total Budget.
c. Please show all funds budgeted to the next highest dollar; do not include
cents. (Example, show $4,505.25 as $4,506.)
2. Budget Narrative
a. Be sure to answer all questions listed on Budget Narrative page that apply to
your budget.
b. You must briefly describe the budget categories used in the budget schedule.
If a unit cost is identified you must provide a definition of the unit of service as
well as a detailed basis for the cost.
c. Claims and back-up documentation submitted as part of the Financial Claim
Report must be trackable to the approved budget and budget narrative.
d. The Project Budget Narrative may reflect costs in any of the five budget
categories (Salaries and Benefits, Contractual Services, Expenses, Operating
Capital Outlay, Indirect Costs). Total Project Costs must be identified.
e. You must describe the line items for each applicable budget category for
which you are requesting subgrant funding. Provide sufficient detail to show
cost relationships to project activities.
f. For any contractual service shown on the budget schedule, briefly describe
how these services wiH be procured.
g. Describe your specific sources of matching funds. [Source of match must be
cash and represent no less "than twenty-five (25) percent of the project's cost.]
h. Costs must not be allocated or included as a cost to any other federally
financed program.
I. Federal funds must not be used to supplant State or local funds.
j. Use the following required criteria for documenting allowable project costs:
(1) Necessary and reasonable for proper and efficient project administration
and implementation and not a general expense to carry out a subgrant
recipient's overall responsibilities;
(2) Authorized by Federal or Florida Statutes or local laws and regulations
that are in effect at the time the subgrant is awarded;
(3) Treated consistently with policies, regulations and procedures that apply
uniformly to other subgrant recipient activities;
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Jnsvuctions
Section I - Page 7
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(4) Net of all applicable credits; "Applicable credits" m,eans receipts or
reduction of expenditure transactions that offset or reduce expense
items. For example, purchase discounts, rebates or allowances,
recoyeries or indemnities on losses, sales of publications, etc.
Applicable credits may also occur when the subgrant recipient or
implementing agency receives federal funds from sources other than this
subgrant to finance operations or capital items; or
(5) Expended or obligated during the approved subgrant period.
3. Budget Categories
a. Salaries and Benefits.
(1) Funds used to support payment of salaries and benefits to government
employees dedicated to project activities.
(2) Positions created with subgrant funds must be in excess of the current
number of appropriated positions in the implementing agency. In addition
to the questions on the form relating to increase in positions, the
following information must be provided for each position:
List the number and type of positions;
List salary for positions;
List benefits by type (i.e., retirement, health insurance, social
security, etc.), be sure to specify all benefits that will be paid; and
Include a brief job description for all grant-funded positions that
clearly identifies the work related to the project.
(3) Oyertime hours are typically included under salaries and benefits
(a)
(b)
(c)
(d)
(a)
(b)
List the number and type of positions;
List rate of pay if specific salaries are not known - for example 1 %
x base;
List benefits by type (i.e., retirement, social security, etc.) and be
sure to specify all benefits that will be paid. These benefit costs
should not include any benefits that are paid in full on the
individual's straight-time salary; and
(d) The Project Description should include a brief description for all
grant-funded positions that clearly identifies the work related to the
project.
(c)
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
ApplicaUonlnsvucuons
Section 1- Page 8
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
b. Contractual Services. Funds paid to an individual, organization, or other
unit of government for specified services provided under terms of the contract
between the subgrant recipient and the contract provider. The contract must
include, by reference, the Conditions of Acceptance and Agreement Section
of the Subgrant Application. Project contractual services must comply with
the following requirements:
(1) Local Rules. Local units of government must use their respective rules
and regulations. In the absence of local rules and regulations, state
regulations must be used as a guide.
(2) Dual Compensation, Formal Agreement, Time, Service, Compensation,
Transportation and Travel. Arrangements with individuals must ensure
that dual compensation is not involved; the contractual arrangement is
written, formal, proper and otherwise consistent with the subgrant
recipient's usual practices for obtaining such services; time and services
for which payment will be made and rates of compensation will be
supported by adequate documentation; transportation and subsistence
costs for travel performed are at an identified rate consistent with the
subgrant recipient's general travel reimbursement practices.
(3) Work or Services. Arrangements with other government units must
ensure that work or services for which reimbursement is claimed is
directly and exclusively devoted to subgrant purposes and charged at
rates not in excess of actual costs to the "contractor" government
agency.
(4) Employment of Consultants. Compensation for consultants employed by
state and local governments will only be allowed when units of
government will not provide their services without cost. In these cases,
the rate of compensation must not exceed the daily rate paid by the unit
of government.
(5) Reasonable Compensation for Consultants. Compensation for individual
consultant services must be reasonable and consistent with that paid for
similar services in the market place. Federal regulations provide that the
maximum rate for each consultant is $450 (excluding travel and
subsistence costs) for an eight-hour day. An eight-hour day may include
preparation, evaluation and travel time in addition to time required for
actual performance. A request for compensation for over $450 a day
requires prior approval and additional justification.
c. Expenses. Funds paid for expenses necessary for project activities.
Allowable expense costs include items such as:
(1) Advertising for personnel recruiting and competitive bidding;
(2) Printing and Reproduction;
(3) Rental of staff offices and conference space;
FDLE B me Formula Grant Application Packa e
Revised 03/25/2002
Applicaffonlnsuucffons
Section I - Page 9
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(4) Postage and Telephone charges;
(5) Publicity;
(6) Office Supplies, for example, paper products and other small items
(which may include equipment items costing less than $1,000); however,
if the locally established 'eyel for OCO is less than $1,000, this amount
should be used in determining whether to classify equipment cost as
expense or OCO.
(7) Registration or Tuition Fees for conferences or training seminars and
related travel expenses. (NOTE: Training and related travel must be
pre-approved.); and,
(8) Confidential Funds. Prior to expenditure of confidential funds, the
subgrant recipient must submit an executed Confidential Funds
Certification Form. (See Appendix V.)
d. Operating Capital Outlay or Equipment. Funds paid for equipment
necessary for project activities. "Operating Capital Outlay (OCO)" means an
item having a unit cost of $1,000 or more and/or a useful life of one (1) year
or more. However, if local accounting procedures require OCO at a lesser
amount than $1,000, local requirements must be followed. Please identify the
threshold for OCO items. Reimbursable costs include, but are not limited to:
(1) Vehicles and Accessories. Each accessory item should be listed
separately in the Budget Narrative;
(2) Weapons; and
(3) Office Furniture. Examples are desks, chairs, tables, file cabinets,
computers, printers, typewriters, calculators, tape recorders, lV's, record
players, compact disc systems, yideo cassette recorders, etc.
e. Indirect Costs. Funds paid for indirect costs are reimbursable. A copy of the
locally approved Indirect Cost Plan should be submitted with the project
application. Subgrantee must obtain OCJG approval prior to reimbursement
of indirect costs. State agencies must have prior approval from a cognizant
federal agency. The OCJG reserves the right to authorize reimbursement of
subgrant indirect costs. There is no match allowed for Indirect Costs.
G. Conditions of Acceptance and Agreement
1. It is imperative that all persons involved in or having administrative responsibility
for this subgrant read these "Conditions of Acceptance and Agreement." Copies
of this section of the application must be returned as part of the completed
application. Failure to comply with provisions of this agreement may result in
project costs being disallowed.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section 1- Page 10
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
2. Conditions of agreement requiring compliance by units of local government
(subgrant recipients), implementing agencies and state agencies upon signed
acceptance of the subgrant award appear in this section.
3. Note Condition Number 5 in the Conditions of Acceptance and Agreement
Section. Only project costs incurred on or after the effective date of this
agreement and on or prior to the termination date of a subgrant recipient's project
are eligible for reimbursement.
4. Additional Special Requirements. Each applicant must comply, where
appropriate, with the following special conditions:
a. Equal Employment Opportunity (EEO) Program
(1) Written EEO Program. If a subgrant recipient or a criminal justice agency
that is the implementing agency or both each have fifty (50) or more
employees and each have received grants or subgrants of $25,000 or
more pursuant to and since enactment of the Safe Streets Act of 1968, as
amended, and each have a service population with a minority
representation of three (3) percent or more, they are each required to
formulate, implement and maintain an EEO Program in writing that relates
to employment practices affecting minority persons and women within 120
days after the initial application for assistance is approved.
(2) EEO Program Certification. Whether a: subgrant recipient or a criminal
justice agency that is the implementing agency has a written EEO
Program (as defined above) or not, each of them must enclose a separate
signed EEO Certification of Compliance with the application (See
Appendix IV).
(3) Certifications must be signed by the chief officer or elected official of the
subgrant recipient (state agency head, chairman of county commission,
mayor of city, Indian Tribe Chief) for the subgrant recipient and for an
implementing agency that participates in a city's or a county's EEO
Program.
.<.
(4) When a criminal justice agency is the implementing agency and is not
included within a city or county EEO Program, the criminal justice
agency's chief officer or elected official (e.g., County Sheriff, Clerk of the
Court, State Attorney, etc.) must sign the certification letter for the
implementing agency.
(5) Submission of EEO Program Plan. Prior to expenditure of subgrant funds,
any state agency, county or city receiving a single grant award for
$500,000 or more OR an aggregate of grant awards for $1,000,000 or
more during any 18 month period in federal funds must submit their Equal
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section I. Page 11
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program.
Employment Opportunity Program Plan, and/or the most recent update, to
the department. Your plan will be forwarded to the U.S. Department of
Justice, Office of Justice Programs, Washington D.C., for review and
approval. If you already have a letter of approval from DOJ, please
include a copy of the letter with the application package.
b. Criminal Intelligence System
(1) Federal Regulatory Compliance Criteria. If a project will receive
subgrant funds for the principal purpose of operating a criminal
intelligence system: such a system must be in compliance with the Act
and federal regulation prior to the award of federal funds. The applicant
(subgrantee) is responsible for the continued adherence to the regulation
governing the operation of the system or face the loss of federal funds.
A copy of Chapter 13 of the BJA Formula Grant Program Guidance or 28
CFR Part 23 can be obtained by contacting FDLE, Office of Criminal
Justice Grants, at (850) 410-8700. These items are also available on
the U.S. DOJ web-site at www.ojp.usdoLqov.
(2) Certification of Assurances. The department is required to ensure that
subgrant-funded Criminal Intelligence System Projects comply with 28
CFR Part 23 and the Program Guidance through signed assurances in
the subgrant application (Certification Reaardinq Criminallntelliqence
Systems, Appendix VI), a special condition to a subgrant award, and
approval by the Department and the Federal Bureau of Justice
Assistance.
(3) If a subgrant recipient or the implementing agency that is a criminal
justice agency is requesting funds to operate a criminal intelligence
system (as defined in the federal regulation and the Formula Grant
Program Guidance), each of them must enclose a separate signed
Certification Reaardina Criminallntelliaence Systems with the subgrant
application.
(4) Certifications must be signed by the chief officer or elected official of the
subgrant recipient (state agency head, chairman of county commission,
mayor of city, Indian Tribe chief) for the subgrant recipient. The criminal
justice agency's chief officer (e.g., County Sheriff, Chief of Police, State
Attorney, etc.) must sign the certification letter for the implementing
agency.
(5) Applicants (subgrant recipients) considering a program that includes a
criminal intelligence system are encouraged to contact FDLE, Office of
Criminal Justice Grants, at (850) 410-8700 for additional information.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section 1- Page 12
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and local Law Enforcement Assistance Formula Grant Program
c. Drug Court Projects. 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. A copy of
the list of 10 key elements is ayailable by contacting FDLE, Office of Criminal
Justice Grants, at (850) 410-8700.
d. Overtime for Law Enforcement Personnel. Prior to obligating funds from this
award to support overtime by law enforcement officers, the US Department of
Justice (US DOJ) 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.
e. Pre-approval Requirements. The US DOJ, Office of Justice Programs
Financial Guide identified several categories of pre-approval requirements. The
categories listed here are called to your attention because of the need to submit
additional documentation with the application.
(1) Equipment and Other Capital Expenditures. Equipment and other capital
assets, including repairs, which materially increase their useful life, are
allowable if you received prior approyal. With the exception of items
purchased as sole source (see (2) below), this requirement can be met by
providing sufficient detail in the application.
(2) Sole Source Justification. If the project requires a purchase of services or
equipment from a sole source, you must complete and submit with the
application the Sole Source Justification for Services and Equipment Form.
(See Appendix VIII), If the Cost exceeds $100,000 pre-approval by FDLE
Office of Criminal Justice Grants is required. If the cost is below $100,000 the
Sole Source Justification for Services and Equipment Form must be
completed and kept on file for reyiew at an on-site monitoring visit.
(3) Automated Data Processing (ADP) Equipment.
(a) "Automated Data Processing (ADP) Equipment" means "general
purpose commercially available, mass produced automated data
processing components and equipment systems created from them
regardless of use, size, capacity or price. Components and systems are
designed to be applied to the solution or processing of a yariety of
problems or applications and are not specifically designed (not
configured) for any specific application."
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section I - Page 13
Instructions for Completing Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(b) If you plan to purchase ADP equipment and the cost exceeds $100,000,
you must complete an ADP Equipment and Software and Criminal
Justice Information and Communication Systems Request for Approval
Form and enclose this form with the project application (See Appendix
VII.) ADP equipment costs are limited to costs dedicated to project
activities.
(c) For further clarification refer to Office of Justice Programs Financial
Guide, U.S. Department of Justice Common Rule for States and Local
Governments and the federal Office of Management and Budget's
Circulars A-21, A-87, and A-11 0, in their entirety).
H. Signature Page
1. In the spaces provided, enter the typed information, as identified on the form for
both the Subgrant Recipient and the Implementing Agency.
2. Each application must be signed by:
a. Subgrantee Recipient Authorizing Official who is the chief officer or
elected official of the subgrant recipient (state agency head, chairman of
county commission, mayor of city, Indian Tribe chief), and the
b. Implementing Agency Authorizing Official who is the chief officer or head
of the government agency responsible for implementing the project.
c. Delegation of Signature Authority. When a chief officer or elected official
of a subgrant recipient designates some other staff person signature authority
for him/her, the chief officer or elected official must submit to the department
a Letter or Resolution indicating the staff person given signature authority.
The letter indicating delegation of signature authority must be signed by the
chief officer or elected official and the person receiving signature authority.
d. Corrections (strike-through, whiteout, etc.) on the signature page are
not acceptable.
e. The subgrant recipient must notify the Department in writing and in a timely
manner if there are any changes in signature authority during the grant
period. New signatures will not be recognized until such written notice,
including actual signature, is received.
3. All applicants must submit at least two (2) complete copies of their application,
both with original signatures. If the applicant wishes to have additional copies
with original signatures returned at the time of grant award, such additional
copies should be submitted along with the required two copies, along with a
written request for such action.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Application Instructions
Section 1- Page 14
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Please read instructions before completing this application.
The term "Department", unless otherwise stated, refers to the Department of Law Enforcement.
The term "OCJG" refers to the Office of Criminal Justice Grants.
The term "subgrant recipient" or .subgrantee" refers to the governing body of a city, county, state agency, or an Indian
Tribe that performs criminal justice functions as determined by the U.S. Secretary of the Interior.
The term "implementing agency" is a subordinate agency of a city, county, state agency, or Indian Tribe, or an agency
under the direction of an elected official (for example, Sheriff or Clerk of the Court).
A. SubQrant Data
1. This section to be completed by Subgrantee 2. This section to be completed by OCJG
Continuation of Previous Subgrant? 0 Yes 0 No Project 10 # I Program Area #: I CFDA #: 16.579
If Yes, enter CJ Contract # of Previous Subgrant
SFY 2001 CJ Contract # SFY 2002 CJ Contract #
2001 - CJ - - - - - 2002 - CJ - - - - -
- - - -- - - - --
B. Applicant Information
1. Subgrant Recipient (Subgrantee)
Name of Subgrant Recipient (Unit of Government): County
Name of Chief Elected Official! State Agency Head:
Title:
Address: Area Code! Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code! Fax #
2. Chief Financial Officer of Subgrant Recipient (Subgrantee)
Name of Chief Financial Officer: County
Title:
Address: Area Code! Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code! Fax #
3. Implementing Agency
Name of Implementing Agency:
Name of Chief Executive Official! State Agency Head! Subgrantee representative County
(if a subordinate agency of the subgrant recipient):
Title:
Address: Area Code I Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code! Fax #
FDLE Byrne Formula Grant Application Package
Revised 03/2512002
Grant Application
Section 1/ - Page 1
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Project Director
Name of Project Director: County
(Implementing Agency Employee)
Title:
Address: Area Code I Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code I Fax #
5. Contact Person
Name of Contact Person: County
(if other than Project Director)
Title:
Address: Area Code I Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code I Fax #
6. Person Responsible For Financial Reporting (if known)
Name: County
Title:
Address: Area Code I Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code I Fax #
7. Person Responsible For Programmatic Performance Reporting (if known)
Name: County
Title:
Address: Area Code I Phone #
City, County, State, Zip Code: SUNCOM #
E-mail Address: Area Code I Fax #
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section II - Page 2
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
C. Administrative Data
1. Project Title:
2. Identify the year of the project (I, II, III, etc.)
3. Project period I Start I End:
D. Fiscal Data
1. (If other than the Chief Financial Officer) Remit Warrant to:
Name: County
Title:
Address: Area Code I Phone #
City. County, State, Zip Code: SUNCOM #
E-mail Address: Area Code I Fax #
2. Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer proQram?
(Reimbursement cannot be remitted to any entity other than the subgrantee.)
Yes No
.
3. Frequency of Fiscal Reporting: Monthly_ Quarterly _
4. Vendor #:
5. State Agency SAMAS #:
6. Project Generated Income (PGI):
Will the project earn PGI? (See Section"G, Item 9.) Yes - No -
7. Cash Advance: Will you request an advance?
Yes - Amount No
If yes, a letter of request must be submitted with the application or prior to submission of the first claim for
reimbursement.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section /I - Page 3
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
E. Project Narrative.
1. Problem Identification: Briefly describe a specific problem to be addressed with
subgrant funds in terms of Problem Description, Problem Significance and Needs .
Assessment, as described in the application instructions. Continue narrative on a
second page if necessary. Do not exceed two pages.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11- Page 4
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
2. Project Description: Briefly describe proposed project activities. Refer to Appendix II,
Part 1, Pages 1-3 for a description of eligible project areas). You should include project
goals, administration, enhancement/expansion, staff, service providers, clients or other
participants, equipment, location, and expected project results, as described in the
application instructions
This section should address the basic points of who, what, when, where, and how.
Continue on additional pages if necessary; do not exceed three pages.
FDLE me Formula Grant A IIcation Paeka e
Revised 03/25/2002
Grant A lieation
Section II - Page 5
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
3. Proaram Obiectives and Performance Measures: Up to three types of objectives may
be included in this section of your subgrant application, Le., Uniform Objectives, Project-
Specific Objectives and Self-Generated Objectives. If you are proposing a project in one
of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of
Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second
page if necessary.
a. list the number and title of the Program Area to be addressed. Refer to Appendix II,
Part II, for a listing of authorized program areas.
(#)
(Title)
b. list Uniform Objectives first, followed by any other appropriate objectives you may
wish to address. If additional objectives are included, please identify whether they are
Project Specific or Self-Generated Objectives. Uniform and Project Specific
Objectives form the basis for collection of data and quarterly performance reporting.
Uniform Obiectives (Mandatory, copy as worded for the program area addressed
and include all appropriate questions).
FDLE Byrne Formula Grant Application Package
Revised 03125/2002
Grant Application
Section 11 . Page 6
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Activity Implementation Schedule. Complete the Activity 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 with mandatory due
dates for all projects. Place an additional .X. to indicate times applicable to your project, as illustrated for
quarterly program reports. Make a detailed listing of key activities under the heading "Programmatic
Activities." Your Quarterly Performance Reports will be reviewed aaainst this schedule.
Subgrant Period
(Beoinning Date - Endino Date)
Administrative Activities
ACTIVITY Oct Nav Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Submit Financial Reimbursement
Requests
Submit Financial Closeout Package
Submit Quarterly Program Reports X X X X
(03) (03) (03) (03) .
Submit Quarterly PGI Reports
(If applicable)
Programmatic Activities
(Continue on a second page if necessary.)
Be sure to include activities mentioned in the Project Description
ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11 - Page 7
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
F. Project Budget
1. Budget Schedule
a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual
Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total
Local Match must be a minimum of 25% of the Total Budget.
b. Enter the amount of federal, matching, and total funds by budget category that you will use to support
project activities. Enter dollar amounts only in applicable categories based on totals from the Budget
Narrative and leave others bra.nk. Total Local Match must be a minimum of 25 percent of the Total
Budget.
c. Show all figures rounded to the next highest dollar; do not include cents.
(Example $4,505.25 as $4,506).
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category
Federal
Match
Total
Salaries And Benefits
Contractual Services
Expenses
Operating Capital Outlay
Indirect Costs
H~~~
"';.,' 1- { ~.. ~"~." ~'~~~j~~>~'~;(~':Cii~1
":}:::~,-;~'~~:J'~-?<'k?;t
_ ,t.,,_.: :.0 ",~,.:;;;-. '_"".'. , ~
, ,,}?:~~-?{Zit~:'.i>~-A
s"" ,- '-"' ~Ae'_ :_' of. ,._ ":r;,,i:fj
~~~..t"'~~~
Totals
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section II. Page B
Application for Funding Assistance
. Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
2. Budget Narrative
a. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits,
Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs
should be included.
b. You must describe the line items for each applicable budget category for which you are requesting
subgrant funding. Provide sufficient detail to show cost relationships to project activities.
Reimbursements will only be made for items clearly identified in the budget narrative.
c. Costs must not be allocated or included as a cost to any other federally financed program.
(Continue on additional oaoes if necessarv.)
Please respond to the following five items before providing the Budget Narrative.
1. Identify your Specific sources of matching funds. [Source of match must be cash and represent no
less than twenty-five (25) percent of the project's cost.]
2. If Salaries and Benefits are included in the budget as Actual Costs for staff in the implementing
agency, is there a net personnel increase, or a continued net personnel increase from the initial year?
No:
Yes:
If no, please explain.
If yes, please list number and title of position and type of benefits.
3. Indicate the OCO threshold established by the subgrantee. $
4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of
salaries and benefits), and provide documentation of th~ appropriate approval of this plan.
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G. Conditions of Acceptance and Agreement
Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing
agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval
of this subgrant. the approved application and the following terms of conditions will become binding. Failure to
comply with provisions of this agreement will result in required corrective action up to and including project costs
being disallowed and termination of the project, as specified in item 16 of this section.
1. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the
current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide.
2. Reports
a, Project Performance Reports
The subgrant recipient shall submit Quarterly Project Performance Reports to OCJG by February 1, May
1, August 1, and within forty-five (45) days after the subgrant termination date. In addition, if the subgrant
award period is extended beyond the "original" project period, additional Quarterly Project Performance
Reports shall be submitted.
Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in
sanctions, as specified in item 16 of Section G. performance of Agreement Provisions.
b. Financial Reports
(1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial
Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after
the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days
after the end of the reporting period. In addition, if the subgrant award period is extended, additional
Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice
Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the
subgrant termination period. Such claim shall be distinctly identified as "final".
(2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim
Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient
shall submit either monthly or quarterly claims in order to report current project costs. Reports are to
be submitted even when no reimbursement is being requested.
(3) All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
(4) Before the "final" claim will be processed, the subgrant 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.
(5) The subgrant recipient shall submit Quarterly Project Generated Income Reports to OCJG 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 Item 9.
Program Income.)
c. Other Reports
The subgrant recipient shall submit other reports as may be reasonably required by OCJG.
3. Fiscal Control and Fund Accounting Procedures
a. The subgrant 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 OCJG.
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b. All contractual expenditures and cost accounting of funds shall conform to OJP Financial Guide, U.S.
Department of Justice Common Rule for State and Local Governments, and federal Office of Management
and Budget's (OMB) Circulars A-21, A-87, and A-110, in their entirety.
c. All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient.
4. 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.
5. Obligation of Subgrant Recipient Funds
Subgrant funds shall not under any circumstances be obligated prior to the effective date or subsequent to the
tennination date of the subgrant period. Only project costs incurred on or after the effective date and on or prior
to the termination date of the subgrant recipient's project are eligible for reimbursement.
6. Advance Funding
Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project
according to Section 216.181(16)(b), Florida Statutes, the OJP Financial Guide, and the U.S. Department of
Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant
recipient upon a written request to the Department justifying the need for such funds. This request, including
the justification, shall be either enclosed with the subgrant application or submitted to the Department prior to
the first request for reimbursement.
7. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available
federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds.
8. Travel and Training
a. All travel 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. Subgrant recipients shall obtain written
approval from the Department for reimbursement of training costs and related travel prior to
commencement of training, if the specific training was not listed in the approved budget.
b. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in
Section 112.061, Florida Statutes.
c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida
Statutes.
9. Allowable Costs
a. Allowance for costs incurred under the subgrant shall be determined according to the general principles
of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State And Local Governments and federal OMB Circular A-87, "Cost Principles
for State4 Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational
Institutions".
b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB Circular
A-110 and Florida law to be eligible for reimbursement.
10. Program Income (also known as Project Generated Income)
Program income means the gross income earned by the subgrant recipient during the subgrant period, as a
direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide
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and U.S. Department of Justice Common Rule for State and Local Governments (reference 31 CFR Part 206
_ Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management
Improvement Fund).
11, Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment of a consultant
when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall
be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State and Local Govemments, and in applicable state statutes. The Department's
approval of the subgrant recipient agreement does not constitute approval of consultant contracts.
12. Property Accountability
a. The subgrant recipient agrees to use all non-expendable property for criminal justice purposes during its
useful life or request Department disposition.
b. The subgrant 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 OJP Financial Guide, U.S.
Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-11 O.
This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration
of this agreement.
13. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is governed by the terms of the OJP Financial Guide, and the U.S. Department of Justice
Common Rule for State and Local Governments, or the federal OMS Circular A-11 O.
14. Copyright
The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or
otherwise use, and authorize others to use, for Federal govemment purposes:
a. The copyright in any work developed under an award or subaward, and
b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support
funded under this grant agreement.
15, Audit
a. Subgrant recipients that expend $300,000 or more in a year in Federal awards shall have a single or
program-specific audit conducted for that year. The audit shall be performed in accordance with the
federal OMS Circular A-133 and other applicable federal law. The contract for this agreement shall be
identified in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be
identified as federal funds passed through the Florida Department of Law Enforcement and include the
contract number, CFDA number, award amount, contract period, funds received and disbursed. When
applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of
Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor
General.
b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted
within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be
complete, the submitted report shall include any management letters issued separately and management's
written response to all findings, both audit report and management letter findings. Incomplete audit reports
will not be accepted by the Department and will be returned to the subgrant recipient.
c. The subgrant recipient shall have all audits completed by an Independent Public Accountant (IPA). The
IPA shall be either a Certified Public Accountant or a Licensed Public Accountant.
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d. The subgrant 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.
e. The subgrant 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. Subgrant recipients that expend less than $300,000 in Federal awards during a fiscal year are exempt from
the audit requirements of OBM Circular A-133 for that fiscal year. [n this case, written notification shall be
provided to the Department by the Chief Financial Officer, or designee, that the subgrant recipient is
exempt. This notice shall be provided to the Department no later than March 1 following the end of the
fiscal year.
g. If this agreement is closed out without an audit, the Department reserves the right to recover any
disallowed costs identified in an audit completed after such closeout.
h. The completed audit report or notification of non-applicability should be sent to the following address:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, Florida 32302-1489
16. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the subgrant recipient,
the subgrant 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. [n such event, the Department shall notify the subgrant recipient of its decision thirty (30) days
in advance of the effective date of such sanction. The subgrant recipient shall be paid only for those services
satisfactorily performed prior to the effective date of such sanction.
17. Commencement of Project
a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the subgrant
recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request
a revised project starting date.
b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the subgrant
recipient shall send another letter to OCJG, again explaining the reason for delay and request another
revised project starting date. '
c. 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 re-obligate subgrant funds to other
Department approved projects. The Department, where warranted by extenuating circumstances, may
extend the starting date of the project past the ninety (90) day period, but only by formal written
amendment to this agreement.
18. Excusable Delays
a. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by reason of
any failure in performance of this agreement according to its terms (including any failure by the subgrant
recipient to make progress in the execution of work hereunder which endangers such performance) if such
failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient.
Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in
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either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight
embargoes, and unusually severe weather, but in every case, the failure to perform shall be beyond the
control and without the fault or negligence of the subgrant recipient.
b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure
arises out of causes beyond the control of subgrant recipient and consultant, and without fault or
negligence of either of them, the subgrant recipient shall not be deemed in default, unless:
(1) Supplies or services to be furnished by the consultant were obtainable from other sources,
(2) The Department ordered the subgrant recipient in writing to procure such supplies or services from
other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c. Upon request of the subgrant 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.
19. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes
all project budget categories) shall be in writing for 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 of the contractor.
20. Written Approval of Changes in this Approved Agreement
Subgrant recipients shall obtain approval from the Department for major changes. These include, but are not
limited to:
a. Changes in project activities, target populations, implementation schedules, designs or research plans set
forth in the approved agreement; , .
b. Budget deviations that do not meet the following criterion. That is, a subgrant recipient may transfer funds
between budget categories as long as the total amount of transfer does not exceed ten (10) percent of the
total approved budget and the transfer is made to an approved budget item; or,
c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget is approved by
the Department. Transfers do not allow for increasing the quantitative number of items documented in any
approved budget item, Le., increasing the quantity of equipment items in Operating Capital Outlay or
Expense categories, or staff positions in the Salaries and Benefits category.)
d. Under no circumstances can transfers of funds increase the total budgeted award.
21. Disputes and Appeals
a. 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 subgrant recipient shall proceed diligently with the performance of this agreement according to the
Department's decision.
b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within
twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to
appeal the Department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth
in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a
waiver of proceedings under Chapter 120, Florida Statutes.
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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
Department, of the U.S. Department of Justice, or the Auditor General of the State of Florida, have the privilege
of visiting the project site to monitor, inspect and assess work performed under this agreement.
23, Access To Records
a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of
Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access
to books, documents, papers and records of the subgrant recipient, implementing agency and contractors
for the purpose of audit and examination according to the OJP Financial Guide, and the U.S. Department
of Justice Common Rule for State and Local Governments.
b. The Department reserves the right to unilaterally terminate this agreement if the subgrant recipient,
implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or
other materials subject to provisions of Chapter 119, Florida Statutes, and made or received by the
subgrant recipient or its contractor in conjunction with this agreement.
24. Retention of Records
The subgrant recipient shall maintain all records and documents for a minimum of three (3) years from the date
of the final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
25. Signature Authority
Both the Subgrant Recipient Authorizing Official or Designated Representative and the Implementing
Agency Official, Administrator or Designated Representative who sign Section I. Signature Page, have the
authority to request changes to the approved agreement. The Project Director has authority to submit
Financial and Performance Reports, with the exception of the Closeout Package, which also requires the
signature by the Chief Financial Officer of the Subgrant Recipient or authorized designee.
26. Delegation of Signature Authority .
When the authorized official of a subgrant recipient or the implementing agency designates some other staff
person signature authority for himlher, the chief officer or elected official must submit to the department a letter
or resolution indicating the staff person given signature authority. The letter indicating delegation of signature
authority must be signed by the chief officer or elected official and the person receiving signature authority.
27. Personnel Changes
Upon implementation of the project, in the event there is a change in Chief Executive Officers for the
Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified in writing
with documentation to include appropriate signatures.
28. Background Check
Whenever a background screening for employment or a background security check is required by law for
employment, unless otherwise provided by law, the provisions of Chapter 435, Florida Statutes shall apply.
a. All positions in programs providing care to children, the developmentally disabled, or vulnerable adults for
15 hours or more per week; all permanent and temporary employee positions of the central abuse hotline;
and all persons working under contract who have access to abuse records are deemed to be persons and
positions of special trust or responsibility and require employment screening pursuant to Chapter 435, F.S.,
using the level 2 standards set forth in that chapter.
b. All employees in positions designated by law as positions of trust or responsibility shall be required to
undergo security background investigations as a condition of employment and continued employment. For
the purposes of the subsection, security background investigations shall include, but not be limited to,
employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal
and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal
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records checks through the Federal Bureau of Investigation, and may include local criminal records checks
through local law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and who refuses
to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for
employment in such position or, if employed, shall be dismissed.
(2) Such background investigations shall be conducted at the expense of the employing agency. When
fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken
by the employing agency or by an authorized law enforcement officer and submitted to the
Department of Law Enforcement for processing and forwarding, when requested by the employing
agency, to the United States Department of Justice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the
fingerprints.
29. 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
obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700.
b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient
agrees that drug court programs funded with this award shall collect and maintain follow-up data on
criminal recidivism and drug use relapse of program participation. The data collected must be available
to U.S. DOJ and .FDLE upon request.
30. Overtime for Law Enforcement Personnel
Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. 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. .
31. Criminal Intelligence System
a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems
Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose 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, use those funds in conformance with the privacy and constitutional
rights of individuals.
b. The subgrant 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 1968, as amended and comply with criteria as set forth in 28 CFR
Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's
Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this
agreement.
c. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and
does not meet Act and federal regulation criteria, they must indicate when they plan to come into
compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in
compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient
is responsible for the continued adherence to the regulation goveming the operation of the system or faces
the loss of federal funds. The Department's approval of the subgrant recipient agreement does not
constitute approval of the subgrant-funded development or operation of a criminal intelligence system.
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3~ Confidential Funds
A signed certification that the project director or the head of the Implementing Agency has read, understands,
and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's
Financial Guide is required from all projects that are involved with confidential funds from either Federal or
matching funds. The signed certification must be submitted at the time of grant application.
33. Equal Employment Opportunity (EEO)
a. No person, on the grounds of race, creed, color or national origin shall be excluded from participation in,
be refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Title VI
of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the
Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non-
Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H.
b. The subgrant 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 set forth in Section 501 of The Federal Omnibus
Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated,
implemented and maintained a current EEO Program. Submission of this certification is a prerequisite to
entering into this agreement. This certification is a material representation of fact upon which reliance was
placed when this agreement was made. If the subgrant recipient or implementing agency meet Act criteria
but have not formulated, implemented and maintained such a current written EEO Program, they have 120
days after the date this agreement was made to comply. with the Act or face loss of federal funds subject
to the sanctions in the Justice System Improvement Act of 1979, Pub. L. 96-157, 42 U.S.C. 3701, et seq.
(Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance
Information). .
c. Any state agency, county or city receiving a single grant award for $500,000 or more OR an aggregate of
grant awards for $1,000,000 or more during any 18 month period in federal funds, must have approval of
its EEO Plan by the U.S. DOJ, Office for Civil Rights (OCR). The subgrantee shall submit its EEO Plan to
FDLE, for submittal to the U.S. DOJ, OCR for approval. If the U.S. DOJ, OCR has approved an agency's
EEO Plan during the two previous years, it is not necessary to submit another EEO Plan. Instead, the
subgrantee need only send a copy of its approval letter from the OCR. However, if the EEO Plan approval
is more than two years old, an updated Plan must be submitted.
34, Americans with Disabilities Act
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law 101-
336, which prohibits discrimination by public and private entities on the basis of disability and requires certain
accommodations be made with regard to employment (Title I), state and local government services and
transportation (Title II), public accommodations (Title III), and telecommunications (Title IV).
35. 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
27 4A( e) of the Immigration and Nationality Act ("INA "). The Department shall consider the employment by any
contractor of unauthorized aliens a violation of Section 274A(e) of the INA. 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.
36. National Environmental Policy Act (NEPA)
a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental
impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following
new activities whether or not they are being specifically funded with these subgrant funds. That is, it
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applies as long as the activity is being conducted by the subgrantee or any third party and the activity
needs to be undertaken in order to use these subgrant funds,
(1) New construction;
(2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National
Register of Historic Places or (b) located within a 1 OO-year flood plain;
(3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a
change in its basic prior use or (b) significantly change its size; and
(4) Implementation of a new program involving the use of chemicals other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example,
in office, household, recreational, or educational environments.
b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the
subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to
cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that
funded program or activity.
37. Non-Procurement, Oebannent and Suspension
The subgrant recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR,
Part 85, Section 85.510, Participant's Responsibilities). These procedures require the subgrant 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 from participating in this covered transaction, unless authorized
by the Department.
38. Federal Restrictions on Lobbying
a. Each subgrant recipient agrees to comply with 28 CFR Part 69, -New Restrictions on Lobbying- and shall
file the most current edition of the Certification And Disclosure Form, if applicable, with each submission
that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative
agreement of $100,000 or more; or federal loan of $150,000 or more.
b. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 1352, Title 31, United States Code. Any person who fails to
file the required certification is subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each failure to file.
c. The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an
officer or employee of congress, or an employee of a member of congress in connection with the
awarding of any federal loan, the entering into of any renewal, amendment, or modification of any
federal contract, grant, loan or cooperative agreement.
(2) 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.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11- Page 18
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(3) 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.
39. State Restrictions on Lobbying
In addition to the provisions contained in Item 38 of Section G, Conditions of Acceptance and Agreement, the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
40. "Pay -to-Stay"
Funds from this award may not be used to operate a .pay-to-stay. program in any local jail. Furthennore, no
funds may be given to local jails that operate .pay-to-stay. programs. .Local jail", as referenced in this
condition, means an adult facility or detention center owned and/or operated by city, county, or municipality.
It does not include juvenile detention centers. .Pay-ta-stay. programs as referenced in this condition, means
a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the
general inmate population, may be provided, based upon as offender's apparent ability to pay, such that
disparate conditions of confinement are created for the same or similar offenders within a jurisdiction.
41. Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine
Laboratories
If an award is made to support methamphetamine laboratory operations the subgrant recipient must comply
with this condition, which provides for individual site environmental assessmentlimpact statements as required
under the National Environmental Policy Act.
a. General Requirement: The subgrantee agrees to comply with Federal, State, and local environmental,
health and safety laws and regulations applicable to the investigation and closure of clandestine
methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes
used in or resulting from the operation of these laboratories.
b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving
the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse
health, safety and environmental impacts to (1) the law enforcement and other governmental personnel
involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory;
(3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining
chemicals, equipment, and waste form a seized laboratory's operations are placed or come to rest.
Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety
and environmental impacts from any of clandestine methamphetamine operations funded under this award, it
will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding
to include funding, as necessary, beyond that provided by this award; and (3) implement these protective
measures directly throughout the life of the subgrant. In so doing, the subgrantee understands that it may
implement these protective measures directly through the use of its own resources and staff or may secure the
qualified services of other agencies, contractor or other qualified third party.
1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure
or closure if of clandestine methamphetamine laboratories;
2. Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training
for law enforcement officials and other personnel assigned by the subgrantee to either the seizure
or closure of clandestine methamphetamine laboratories;
3. As determined by their specific duties, equip personnel assigned to the project with OSHA required
protective wear and other required safety equipment;
FDLE B me Formula Grant A Iication Packa e
Revised 03/25/2002
Grant A Iicatlon
Section 11- Page 19
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed
laboratory;
5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment,
and contaminated materials and wastes from the site(s) of each seized clandestine laboratory;
6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites
of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed
recycling facilities;
7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately
above in order to ensure proper compliance;
8. Have in place and implement an inter-agency agreement or other form of commitment with a
responsible State environmental agency that provides for that agency's (i) timely evaluation of the
environmental conditions at and around the site of a closed clandestine laboratory and (ii)
coordination with the responsible party, property owner, or others to ensure that ant residual
contamination is remediated, if necessary, and in accordance with existing State and Federal
requirements; and
9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or
have immediate access to, qualified personnel who can respond to the potential health needs of any
offender(s)' children or other children present or living at the seized laboratory site. Response
actions should include, at a minimum and as necessary, taking children into protective custody,
immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up
medical tests, examinations or health care.
FDLE Byrne Formula Grant Application Package
Revised 03/2512002
Grant Application
Section 11 - Page 20
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
H. Signature Page
In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this
agreement, have read 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.
Signature:
Typed Name and Title: Clayton H. Wilder, Community Proqram Administrator
Date:
Typed Name of Subgrant Recipient:
Signature:
Typed Name and Title:
Date:
Typed Name of Implementing Agency:
Signature:
Typed Name and Title:
Date:
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section II - Page 21
APPENDIX 1- FIFTY-ONE (51) PERCENT LETTERS
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Letters from at least 51 percent of the local units of government. representing at least 51 percent of the county
population must be submitted with the application for funding. The letters should follow the format presented
below. Each letter must be signed by the chief elected official of the unit of government identified as approving
the distribution of funds.
(DATE)
Mr. Clayton H. Wilder
Community Program Administrator
Office of Criminal Justice Grants
Business Support Programs Office
Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
Dear Mr. Wilder:
In compliance with State of Florida Rule 9B-61.003(4)(d), F.A.C., the (city or county)
approves the distribution of $ (total allocation av~i1able) of Federal Fiscal Year 2001 Byrne
Formula Grant Program funds for the following projects within (county):
Subgrantee
(City or County)
Title of Proiect
. Dollar Amount
(Federal Funds)
Signature Block
Typed Name
Typed Title
FDLE Byrne Formula Grant Application Package
Revised 0312512002
51% Letter of Approval
Appendix I - Page 1
APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH
EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
SUBGRANTEE CERTIFICATION
I, the undersigned authorized official, certify that according to Section 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
Does not meet Act Criteria
I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. 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):
_Has a Current EEO Plan
_Does Not Have a Current EEO Plan
I further affirm that if the Subgrant Recipient meets the Act criteria and does not have a current written
EEO Plan, federal law requires it to formulate, implement, and maintain such a Plan within 120 days
after a subgrant application for federal assistance is approved or face loss of federal funds.
Signature of Subgrantee Authorized Official
Type Name:
Title:
Subgrant Recipient:
Date:
FDLE Byrne Formula Grant Application Package
Revised 0312512002
EEO Certification
Appendix IV - Page 1 o( 2
Monroe County Grants
Department
Memo
To: James L. Roberts, County Administrator
From: David P. Owens, Grants Administrator
Through:
Re: changes to Agenda item C-32
Date: 05/14/02
cc: County Commissioners, Danny Kolhage, Clerk of Court, Sheila Barker, Admin. Services,
Richard Roth, Sheriff, Marsh Wolfe, SAPAB Chairperson
The Substance Abuse Policy Advisory Board (SAPAB) met on May 3rd and considered
proposals for the use of funds awarded to the County under the Byme Memorial State and
Local Law Enforcement Assistance Grant Program. The SAPAB recommendations are
contained in agenda item C-32 for the BOCC meeting of May 15, 2002.
Since the May 3rd meeting, I have heard from the Sheriffs Office, and they have located
another source of funding for the Sheriffs Case Manager program, which was recommended
for $35,000.00. The overall Byrne grant and local match funding for FY03 decreased
approximately $25,000.00, and the Sheriff was seeking a way to fund his program and make
more money available to the other applicants.
I have printed and attached a revised version of the spreadsheet showing the SAPAB
recommendations. The column marked "New Recommended Amount" is what I am
proposing for BOCC discussion and approval. The $35,000.00 that had been recommended
for the Sheriffs Case Manager program has been proportionately distributed among the other
applicants' programs. That is, if an applicant was recommended for 15% of the total
available funds, they would receive 15% of the $35,000.00.
The other matter that was pending at the time of the SAPAB meeting, the eligibility of the
Helpline Parents Who Care program, has been discussed with Michael Turner and Tom
Bishop at FDLE. Rick Carey of Helpline has assured me and FDLE that there will be a net
personnel increase at the organization as a result of implementation of this new program. I
will monitor all invoices submitted by them to make sure that is the case before making any
payment under the grant agreement. FDLE is also satisfied so far that the new program
meets the requirement of being significantly different from the current one. Of course, all
applications will be sent to FDLE for their consideration, and they may ask for changes to any
of the applications or programs to meet their requirements. I have left the Helpline Parents
Who Care program in the recommendation with the original SAPAB-recommended amount
of $10,884.00, and a new recommended amount of $12,648.56, which includes their share of
the $35,000.00
. Page 1
Please ask that item C-32 be held for discussion. I have written to all SAPAB members and
applicants to advise them that changes will be discussed at the meeting, and let them know
that they may attend and address the BOCC if they wish. I will be available by phone at ext.
4482 to answer any questions. Thank you very much for your help.
. Page 2
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