Item Q2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 16. 2002
Division:
County Administrator
Bulk Item: Yes.-.X.- No
Department: County Administrator
AGENDA ITEM WORDING:
Approval of Memorandum of Agreement with the State of Florida, Division of Elections for the
purpose of providing funding on behalf of the Monroe County Supervisor of Elections for upgrades to
or purchase of tabulation equipment.
ITEM BACKGROUND:
The State is making available funds that will assist the Supervisor of Elections in carrying out his
responsibilities at the next election. It is necessary for the County to sign the Agreement and accept the
funds when available. Those funds are then to be made available to the Supervisor of Elections. This
Agreement is for the second installment of funds as outlined in Section II - Disbursement.
PREVIOUS RELEVANT BOCC ACTION:
Memorandum of Agreement for first payment approved by BOCC on August 15,2001.
CONTRACT/AGREEMENT CHANGES:
Change of Agreement effective date.
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:
-0-
BUDGETED: Yes
No
COST TO COUNTY: -0-
REVENUE PRODUCING: Yes -1L No
AMOUNT PER Year $123.750 One time amount
APPROVED BY: County Atty -1L OMBlPurchasing ~
Risk Management X
5:::C O~
~
James L. Roberts
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPOSITION:
Revised 2/27/01
AGENDA ITEM # f~--,
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: State of Florida Contract #
Effective Date: 10/16/02
Expiration Date:
Contract Purpose/Description:
Memorandum of Agreement to provide funding on behalf of the Monroe County
Supervisor of Elections for upgrades to or purchase of tabulation equipment.
Contract Manager: Debbie Frederick 4741 County Administrator - # I
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 10/16/02 Agenda Deadline: 10/2/02
CONTRACT COSTS
Total Dollar Value of Contract: $ -0-
Budgeted? YesO No 0 Account Codes:
Grant: $
County Match: $
Current Year Portion: $
- - -
----
- - -
----
- - -
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- - -
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ADDITIONAL COSTS
Estimated Ongoing Costs: $-"yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes~/\
Date In Needed ~iewer
Division Director /.?- I -=- YesO NoB-= ~
Risk Management 16 V) k YesO NoG! ~. r:J2..uU1~
OM.B.lPurchasing 1L'{3lu~esO NO~~
CountyAttomey IcI3/0?-YeSON?~
Comments:
Date Out
/~.-/ -1'1.-
ID
I
IO..3'Ol
OMS Form Revised 2/27/01 MCP #2
MEMORANDUM OF AGREEMENT
This agreement, effective as of _ day of , 2002, is by and between, the
State of Florida, Department of State, Division of Elections ("Department"), the address
of which is The Collins Building, Room 100, 1 07 West Gaines Street, Tallahassee,
Florida 32399-0250 and Monroe County Board of County Commissioners ("County") the
address of which is 1100 Simonton Street, Key West, Florida 33040.
WHEREAS, section 76, of Chapter 2001-40, Laws of Florida, provides for the
disbursement of funds to be used for voting systems assistance.
I. Governing Law
Funds appropriated to the Division of Elections of the Department of State in the
2001-2002 General Appropriations Act for Voting Systems Assistance shall be
distributed to the counties in the following manner:
1. Counties having a population of 75,000 or fewer based on the 2000 census
shall receive a total of $7,500 per precinct based on the number of precincts as certified
by the Department of State for the 2000 General Election, to be distributed in two equal
installments.
2. All other counties shall receive a total of $3,750 per precinct based on the
number of precincts as certified by the Department of State for the 2000 General
Election, to be distributed in two equal installments.
II. Disbursement
Each county shall receive a sum certain as provided above and outlined in
Appendix A. The second installment shall be paid as soon as possible after the execution
of this agreement.
III. Audits
The administration of funds awarded by the Department of State to the County
may be subject to audits and monitoring by the Department of State, as described in this
section.
1. In the event that the County expends a total amount of State awards (i.e.,
State financial assistance provided to the County to carry out a State project) equal to or
in excess of $300,000 in any fiscal year in accordance with Section 216.3491, Florida
Statutes, applicable rules of the Executive Office of the Governor and the Comptroller,
and Chapter 10.600, Rules of the Auditor General, shall apply. Appendix A to this
agreement indicates State funds awarded through the Department of State by this
agreement. In determining the State awards expended in this fiscal year, the County shall
consider all sources of State awards, including State funds received from the Department
of State, except that State awards received by a non-state entity for Federal program
matching requirements shall be excluded from consideration.
2. In connection with the audit requirements addressed above, the County
shall ensure that the audit complies with the requirements of Section 216.3491(7),
Florida Statutes. This includes submission of a reporting package as defined by Section
216.3491 (2)(d), Florida Statutes, and Chapter 10.600, Rules of the Auditor General.
3. If the county expends less than $300,000 in State awards in its fiscal year,
an audit conducted in accordance with the provisions of Section 216.3491, Florida
Statutes, is not required. In the event that the County expends less than $300,000 in State
awards in its fiscal year and elects to have an audit conducted in accordance with the
provisions of Section 216.3491, Florida Statutes, the cost of the audit must be paid from
non-State funds (i.e., the cost of such an audit must be paid from County funds obtained
from other than State entities).
4. The Internet web addresses listed below will assist the County in locating
documents referenced in the text of this agreement and the interpretation of compliance
Issues.
State of Florida Department of Banking and Finance (Comptroller)
http://www.dbf.state.fl.us
State of Florida Office ofthe Auditor General Rules Index
http://www.state.fl.us/audgenlpages/rulepage.htm
State of Florida Legislature (Statutes, Legislation relating to the Florida Single
Audit Act) http://www.leg.state.fl.us
IV. Report Submissions
Copies of reporting packages required by PART III of this agreement shall be
submitted by or on behalf of the County directly to each of the following:
1. The Department of State at the following address:
Department of State
Division of Elections
The Collins Building, Room 100
107 West Gaines Street
Tallahassee, Florida 32399-0250
2. The Auditor General's Office at the following address:
State of Florida Auditor General
Room 574, Claude Pepper Building
III West Madison Street
Tallahassee, Florida 32302-1450
v. Record Retention
The County shall retain sufficient records demonstrating its compliance with the
terms of the agreement for a period of five (5) years from the date the audit report is
issued, and shall allow the Department of State, or its designee, access to such records
upon request. The County shall ensure that audit working papers are made available to
the Department of state, or its designee, upon request for a period of five (5) years from
the date the audit report is issued, unless extended in writing by the Department of State.
IN WITNESS THEREOF, the parties have caused this Agreement to be executed
by their undersigned officials as duly authorized
Department of State, Division of Elections:
County Commission:
By:
By:
Division Director
Typed Name and Title
Witness
Date
Witness
Date
AAPPROVEO AS TO FORM
GA
8
. 1
SUBTOTAL
S4,OI7,1OO
LARGE COUNnES - POPULATION OVER 76,000
I TOTALaTATE
20GD CENSUS NUUEROF STATE FUNDING FUNDING FOR
COUN1Y POPULATION' ~ PER PRECINCT COUNTY
ALACHUA 217.95& 53 760 "98 750 .
BAY 1..217 47 $3750 .,78,250
BREVARD 476.230 171 13.750 1M3 750
BROWARD 1.823 018 618 S3.750 lO'7.-
~ 141.821 83 $3.750 S238.25Q
CITRUS 118.085 35 13.750 -
;Y 140.814 51 -13.750 ',91
WER 251.317 88 13.750 000
DLNAL n-a.S79 288 $3.750 11.005 ClOG
ESCAMBIA 2SM.410 108 S3.160 S40S COO
HEfUWilDO 130._ 51 150 "9'.2m
HiGHlANDS 87.. 24 13.750 180 000
~ _.M 320 $3.750 .-
112.fM7 38 13.750 :III
LAKE 210.528 88 750
~ 440.888 150 $3.750 sea.!500
231 15 Si.75O :II
MANATEE 2&4.002 136 13750
MARION 258.916 88 13.750 ".000
MARTIN 128.731 oiO $3.750 1150.000
MlAMI-DADE 2253362 817 S3.7!iO 12.313.750
MONR 78.. 33 13750 I.
OKALOOSA 170." MS 13.750 ., 000
~RANGE _.344 231 13.750 ....250
OSCEOLA 172.4. 88 13.750 11
PALM 8~ 1.131 '84 531 13.750 11.811
PASCO 344 785 132 13.750 14000
PlNELLAS :l!482 345 13.760 -1'.293..150
POLK 924 183 $3.750 "".250
.. 117.743 38 $3.750 .
:fA 325.957 142 750
385.1. 133 750 750
ST. JOHNS 123.135 57 150 t213.nso
ST, LUCIE , 685 18 13.750 G82.5DO
VOLUSIA <443 343 172 $3.7!0 l14S.ooo
SUMOTAL -
TOTAL STATE FUNDING ALL COUN11El
AMOUNT APPROPIIATED FOR 2DD1-2002
AMOUNT APPROPRIATED FOR 2002-2003
..-.,.
~815
"2.,CMS.875
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