Item C13
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 11/20/02
Bulk Item: Yes C8l No D
Division: Manaqement Services
Department: Grants Administration
AGENDA ITEM WORDING: Authorization for the Mavor to execute the fiscal year 2003
Bvrne Memorial State and Local law Enforcement Assistance Formula Grant contract
with the Bovs and Girls Club.
ITEM BACKGROUND: Funds are provided throuqh the Florida Dept of Law
Enforcement. with 25% match from Monroe County. The Substance Abuse Policv
Advisory Board makes fundinq recommendations annuallv to the Commission.
PREVIOUS RELEVANT BOCC ACTION: Approval of certificate of participation at April
2002 meetinq; approval of Substance Abuse Policv Advisory Board (SAPAB)
recommendations and approval to applv at Mav 2002 meetinq.
CONTRACT/AGREEMENT CHANGES: Chanqes to dates and amounts,
STAFF RECOMMENDATION: Approval
TOTAL COST: 19,175.00
COST TO COUNTY: 6,392.00
REVENUE PRODUCING: Yes D No C8l
BUDGETED: Yes C8l No D
AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY ATTY D OMB/PURCHASING D RISK MANAGEMENT D
DIVISION DIRECTOR APPROVAL:Jtr- ---../-:~ ? lG J
James L. Roberts, County Administra or
DOCUMENTATION: INCLUDED: C8l TO FOllOW: D NOT REQUIRED: D
DISPOSITION:
AGENDA ITEM #: C-./'C?
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Boys and Girls Club Effective Date: 10/01/02
Expiration Date: 9/30/03
Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the
S.M.A.R.T. Gang Prevention II program as part of Monroe County's FY03 Edward Byrne Memorial Law
Enforcement Grant Program
Contract Manager: David P. Owens
(Name)
lZ-(l,?/uL
for BOCC meeting on 11/13/02
OMB/Grants Mgt.
(Department)
I 2./'-1/02-
Agenda Deadline: te/30/G2
4482
(Ext.)
CONTRACT COSTS
Total Dollar Value of Contract: $25,567.00 Current Year Portion: $25,567.00
Budgeted? Yes X No Account Codes: 125-06018-530490-GG0310-XXXXXX
Grant: $19,175.00
County Match: $6,392.00
Estimated Ongoing Costs: $2857.00
_(Not included in dollar value above)
ADDITIONAL COSTS
For: Staff support-filing reports, oversight
(e.g. Maintenance, utilities, ianitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed / ......... R
Division Director /r _ "1---- YesO Nog.--- ~
Risk Management {\.3-cd----YesO No~ ..,
O.M.B.lPurchasing ,-z.lL\ OL YesO No~
County Attorney (( (2. ;;.!o~YesO Nog-/
Comments:
Date Out
'l--"(--
!2j.(~.
1-Y3) DZ-
IIpif)-
OMB Form Revised 9/11/95 MCP #2
EDWARD BYRNE MEMORIAL STATE AND LOCAL LAW ENFORCEMENT ASSISTANCE
FORMULA GRANT FUNDS AGREEMENT
THIS AGREEMENT is made and entered into this day of
2002, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, FL 33040, hereinafter referred to as "COUNTY,"
and Boys and Girls Club whose address is 1400-B United Street, Key West, Florida, hereinafter
referred to as "PROVIDER."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub-grant of
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds to
the COUNTY to implement a program that provides S.M.A.R.T. Gang Prevention; and
WHEREAS, the County is in need of an implementing agency to provide said services
under this Program; and
WHEREAS, the PROVIDER is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial State
and Local Law Enforcement Assistance Formula Grant Funds to the PROVIDER in accordance
with the COUNTY'S application for the Edward Byrne Memorial State and Local Law
Enforcement Assistance Formula Grant Funds.
NOW THEREFORE, in consideration of the mutual understandings and agreements set
forth herein, the COUNTY and the PROVIDER agree as follows:
1. TERM - The term of this Agreement is from October 1, 2002, through September 30,
2003, the date of the signature by the parties notwithstanding, unl~ss earlier terminated as
provided herein.
2. SERVICES - The PROVIDER will provide services as outlined in the COUNTY'S
Edward Byrne Memorial State And Local Law Enforcement Assistance Formula Grant Award,
attached and made a part hereof.
3. FUNDS - The total project budget to be expended by the PROVIDER in performance
of the services set forth in Section 2 of this agreement shall be the total sum of $25,567.00.
The total sum represents federal grant/state sub-grant support in the amount of $19,175.00 and
local matching funds in the amount of $6,392.00, which amount shall be provided by the county
through the grant matching funds account. All funds shall be distributed and expended in
accordance with the Project Budget Narrative submitted as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain documents
entitled "State of Florida Office of Criminal Justice Grants Florida Department of Law
Enforcement Subgrant Award Certificate and Application" therefor and all laws, rules and
regulations relating thereto are incorporated by reference, (Attachment C).
5. IMPLEMENTING AGENCY BOND - The PROVIDER is an implementing agency
under the COUNTY'S Edward Byrne Memorial State and Local Law Enforcement Assistance
Formula Grant Program, and shall be bound by all the provisions of the documents
incorporated by reference in Section 4 of this Agreement. Additionally, the PROVIDER shall be
bound by all laws, rules, and regulations relating to the COUNTY'S performance under the
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program.
6. BILLING AND PAYMENT
(a) The PROVIDER shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services,
and all other information required by the Program Director. The original invoice shall be sent to:
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within thirty (30)
days of receipt of the correct and proper invoice submitted by the PROVIDER.
7. TERMINATION - This Agreement may be terminated by either party at any time, with
or without cause, upon not less than thirty (30) days written notice delivered to the other party.
The COUNTY shall not be obligated to pay for any services provided by the PROVIDER after
the PROVIDER has received notice of termination. In the event there are any unused Edward
Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Funds, the
PROVIDER shall promptly refund those funds to the COUNTY or otherwise use such funds as
the COUNTY directs.
8. ACCESS TO FINANCIAL RECORDS - The PROVIDER shall maintain appropriate
financial records which shall be open to the public at reasonable times and under reasonable
conditions for inspection and examination and which comply with the Agreement incorporated in
Section 4 of this Agreement.
9. AUDIT - The PROVIDER shall submit to the COUNTY an audit report covering the
term of this Agreement, within one-hundred twenty (120) days following the Agreement's lapse
or early termination and shall also comply with all provisions of the Agreement incorporated in
Section 4 of this Agreement.
10. NOTICES - Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered United States mail, with return receipt requested, and
sent to:
FOR COUNTY:
David P. Owens
Monroe County Grants Administrator
1100 Simonton Street
Key West, FL 33040
FOR PROVIDER:
Executive Director
Boys and Girls Club
1400-B United Street
Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the
Florida Department of Law Enforcement cannot be obtained or cannot be continued at a level
sufficient to allow for the services specified herein, this Agreement may then be terminated
immediately, at the option of the COUNTY, by written notice of termination delivered in person
or by mail to the PROVIDER at its address specified above. The COUNTY shall not be
obligated to pay for any services provided by the PROVIDER after the PROVIDER has received
notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services
pursuant to this Agreement, the PROVIDER shall abide by all statutes, ordinances, rules, and
regulations pertaining to, or regulating the provision of, such services, including those now in
effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State
of Florida and Article 1 of the United States Constitution, which provide that no revenue of the
state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect
or religious denomination or in aid of any sectarian institution. Any violation of said statutes,
ordinances, rules, or regulations shall constitute a material breach of this Agreement
immediately upon delivery of written notice of termination to the PROVIDER. If the PROVIDER
receives notice of material breach, it will have thirty days in order to cure the material breach of
the contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall
assign this Agreement or any interest under this Agreement, or subcontract any of its
obligations under this Agreement, without the written consent of the other.
14. INDEPENDENT CONTRACTOR/EMPLOYEE STATUS - The PROVIDER is an
independent contractor. No statement in this agreement shall be construed so as to find the
PROVIDER, its employees, contractors, servants, volunteers, or agents to be employees of the
COUNTY. Persons employed by the PROVIDER in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges granted to the
COUNTY'S officers and employees either by operation of law or by the COUNTY.
15. INDEMNIFICATION - The PROVIDER agrees to hold harmless, indemnify, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or
related to the provision of services hereunder by the PROVIDER.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their names to be
affixed hereto by the proper officers thereof for the purposes herein expressed at Monroe
County, Florida, on the day and year first written above.
By:
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
(SEAL)
ATTEST: DANNY L. KOLHAGE, Clerk
Deputy Clerk
Mayor/Chairman
Boys and Girls Club
By:
Witness
Name/Title:
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations, county travelers,
and contractual parties who have reimbursable expenses associated with Monroe County business,
These guidelines, as they relate to travel, are from Florida Statute 112.061.
A cover letter summarizing the major line items on the reimbursable expense request needs
to also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners,"
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement, Remember, the expense should be paid prior to requesting a
reimbursement,
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract, This doc!Jment should not be considered all-inclusive, The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis,
Any questions regarding these gUidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement, Inter-company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department are attached and certified,
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or
hourly rate, total hours worked, withholding information and payroll taxes, check number
and check amount, If a Payroll Journal is not provided, the following information must be
provided: check amount, check number, date, payee, support for applicable payroll taxes,
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement, For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are
not allowable expenses,
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement.
The log must define the date, number of copies made, source document, purpose, and
recipient, A reasonable fee for copy expenses will be allowable. For vendor services, the
vendor invoice and a sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required, The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax,
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller,
the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of
Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061.
Credit card statements are not acceptable documentation for reimbursement, If attending a
conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the
original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to
facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel
purchases should be documented with paid receipts, Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the airport for
a business trip is not reimbursable, Parking is considered a reimbursable travel expense at
the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls are
not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a,m. for breakfast reimbursement, before
noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m, and end after 8 p.m,
for dinner reimbursement.
Mileage reimbursement is calculated at ,29 cents per mile for personal auto mileage while
on County business, An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For
example, driving form one's home to the airport for a business trip is not a reimbursable
expense,
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures
(unless specifically included in the contract), contributions, depreciation expenses (unless
specifically included in the contract), entertainment expenses, fundraising, non-sufficient
check charges, penalties and fines.
ATTACHMENT B
ORGANIZATION
LETIERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time
period of to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX,XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX,XX
105 Employee B P/R ending OS/28/01 XXX,XX
(A) Total $ X.XXX,XX
(B) Total prior payments $ X,XXX,XX
(C) Total requested and paid (A + B) $ X,XXX,XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted and
that the expenses are accurate and in agreement with the records of this
organization, Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners and
will not be submitted for reimbursement to any other funding source,
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this _ day of 2001
by who is personally known to me,
Notary Public
Notary Stamp
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY. FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this
day of
,20_.
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair
of a public building or public work, may not submit bids on leases of real property to public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list."
F_LE
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
(850) 410-8700
James T. "Tim" Moore
Commissioner
November 18, 2002
The Honorable Charles McCoy
Mayor, Monroe County Board of
County Commissioners
530 Whitehead Street
Key West, Florida 33040
Re: 03-CJ-SA-11-S4-01-107 / Boys & Girls Club Street S.M.A.R.T.
Gang Prevention II
Dear Mayor McCoy:
The Florida Department of Law Enforcement is pleased to award a Byrne State and Local
Law Enforcement Formula Grant in the amount of $19,175 to your unit of government.
These funds shall be utilized to implement a Byrne Program under Purpose Area 04A -
Community Crime Prevention.
A copy of the approved sub grant application with the above referenced grant number
and project title is enclosed for your file, All correspondence with the Department should
always refer to the grant number and project title,
Your attention is directed to Section G of the subgrant, "Acceptance and Agreement".
These conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and cost reimbursements. Also, you
should review the enclosed Subgrant Award Certificate. This certificate contains important
information that applies to this award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 3q calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service . Integrity . Respect . Quality
The Honorable Charles McCoy
Page Two
We look forward to working with you on this project. Ifwe can be of further assistance,
please contact Beth Hamilton at (850)410-8700.
Sincerely,
QQQ.y~M-.~
Clayton H. Wilder .
Community Program Administrator
CHW IBH/mg
Enclosures
state of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledge~ receipt and acceptance of subgrant award number
03-CJ-5A-11-54-01-107 in the amount of $19,175,
for a project entitled: Boys' Girls Club street S.M.A.R.T. Gang
prevention II
for the period of 10/01/2002 through 09/30/2003, to be implemented
in accordance with the approved subgrant application, and subject to
the Florida Department of Law Enforcement's conditions of acceptance
.and agreement and special conditions governing this subgrant.
(signature of Authorized Official)
(Date of Acceptance)
(Typed Name of Official)
(Typed Title of Official)
Monroe county
(Name of Subgrantee)
state of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
SUB GRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award: November 18, 2002
Grant Period: From: 10/01/2002 To: 09/30/2003
Project Title: Boys & Girls Club street S.M.A.R.T. Gang
Prevention II
Grant Number:
03-CJ-5A-11-54-01-107
Federal Funds: $19,175.00
state Agency Match:
Local Agency Match: $6,392.00
Total Project Cost: $25,567.00
Program Area: 04A
Award is hereby made in the amount and for the period shown above
of a subgrant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti-Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the state or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
03-CJ-SA-ll-S4-01-107
SUBGRANT AWARD CERTIFICATE (CONTINUED):
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed certificate of Acceptance of Subgrant Award
is returned to the Department.
.
aLtlA~ ~. b..Lt.Q~
Authori~Official
Clayton H. wilder
community Program Administrator
./ 1- / 8- 02-
Date
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.
J"'.I - 4. 2~."2
. :.J ,'I _ _ J
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. Subgrant Data
1. This section to be completed by Subgrantee 2. This section to be completed by OCJG
Continuation of Previous Subgrar')t? 0 Yes 0 No Project 10 # I progr<J.T tea #: I CFDA #: 16.579
If Yes, enter CJ Contract # of Previous Subgrant ^aD 1-0.,,1
SFY 2002 CJ Contract # SFY 2003 CJ Contract #
2002 .. CJ - 2H - 11 .. 54 - Q1- 127 2003 - CJ "%A -.J1. -,sj - Qt- 10 (
B. Applicant Information
1. Subgrant Recipient (Subgrantee)
Name of Subgrant Recipient (Unit of Government): Monroe County Board of County County
Commissioners Monroe
Name of Chief Elected Official I State Agency Head: Charles L. "Sonny" McCoy
Title: Mayor
Address: 500 Whitehead Street Area Code I Phone #
305-292-3430
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: boccdis3@mail.state.fl.us Area Code I Fax #
305-292-3577
2. Chief Financial Officer of Subgrant Recipient (Subgrantee)
Name of Chief Financial Officer: Danny Kolhage County
Monroe
Title: Clerk of the Court, Monroe County
Address: 500 Whitehead Street Area Code I Phone #
305-292-3550
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: Area Code I Fax #
305-295-3663 ..
3. Implementing Agency
Name of Implementing Agency: Monroe County Board of County Commissioners
Name of Chief Executive Official I State Agency Head I Subgrantee representative County
(if a subordinate agency of the subgrant recipient): James L. Roberts
Title: County Administrator Monroe
Address: 1100 Simonton Street Area Code I Phone #
305-292-4441
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: jlrobert@mail.state.fl.us Area Code I Fax #
305-292-4544
FDLE B me Formula Grant A fication Packa e
Revised 03/25/2002
Grant A fication
Section" - Page 1
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Fonnula Grant Program
4. Proiect Director
Name of Project Director: David P. Owens
(Implementing Agency Employee) County
Title: Grants Administrator Monroe
Address: 1100 Simonton Street Area Code! Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUN COM #
E-mail Address: mcgrnts@mail.state.n.us Area Code! Fax #
305-292-4515
5. Contact Person
Name of Contact Person:
(if other than Project Director) County
Title:
Monroe
Address: Area Code! Phone #
.. - ..
City, County, State, Zip Code: - SUNCOM #
E-mail Address: .. - Area Code! Fax #
'.
6. Person Responsible For Financial Reportina (if known)
Name: David P. Owens County
Title: Grants Administrator
Monroe
Address: 1100 Simonton Street Area Code! Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: mcgrnts@mail.state.n.us Area Code I Fax #
305-292-4515
7. Person Responsible For ProQrammatic Performance Reportina (if known)
Name: David P. Owens County
Title: Grants Administrator
Monroe
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax #
305-292-4515
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section" . 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: Boys & Girls Club Street S.MAR.T. Gang Prevention
2. Identify the year of the project (I, II, III, etc.) II
3. Project period I Start: 10101/02 I End: 09/30103
D. Fiscal Data
1. (If other than the Chief Financial Officer) Remit Warrant to:
Name: David P. Owens County
Title: Grants Administrator Monroe
Address: 1100 Simonton Street Area Code 1 Phone #
305-292-4482
City, County, -State. Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: mcgrnts@mail.state.f1.us Area Code 1 Fax #
305-292-4515
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 XX No
3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX
4. Vendor #: 596000749
5. State Agency SAMAS #:
6. Project Generated Income (PGI):
Will the project earn PGI? (See Section G, Item 9.) Yes - No XX
7. Cash Advance: Will you request an advance?
Yes - Amount No XX
If yes, a letter of request must be submitted with the application or prior to submission of the first claim for
reimbursement.
.
FDLE B me Formula Grant A fication Packa e
Revised 03/25/2002
Grant A fication
Section" . Page 3
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
E. Pro"ect 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 a e if necessa . Do not exceed two a es.
Many youth who exhibit common risk factors for getting involved in gang activity or delinquency
do not receive services until a problem has occurred and intervention or remediation is
necessary: Many of these youth can be identified through referral and recruitment and given
alternatives to destructive behaviors before they are confronted with such pressures. Youth
often join gangs for approval, ~elonging, respect and safety. If these needs are met before that
time by another, more positive source, the likelihood that a teen will get involved in a gang,
delinquency or drug use greatly decreases. As some youth in these circumstances view
authority in a negative way, bringing them into positive relationships with law enforcement
officers will help change these views and increase understanding.
Gang activity is not the only challenge facing youth in the community; a more complete
prevention and alternative package is needed to address the issues of tobacco, alcohol, drugs,
premature sexual activity, violence, STD's, home safety, nutrition, and healthy lifestyle choices.
Youth need a complete program to address these important issues and can easily be identified
through partnerships with schools, law enforcement agencies, and other community support
networks.
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, enhancemenUexpansion, 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 a es if necessa ; do not exceed three a es.
The Boys & Girls Clubs can offer many of the same rewards as gang membership. The Club
offers a safe place for youth, where they have a strong sense of belonging. Each youth is
respected and made to feel important. Just as a gang can be a surrogate family, the Boys &
Girls Club will fill the same need in an at-risk youth's life, especially if they are reached early
enough. Youth in grades 5 to 8 with two or more of the following traits will be targeted for this
program: "Wanna~be" gang behaviors, involvement in Juvenile Justice system. weak family
structure, lack of positive role model, poor academic performance, behavior problems in school,
absenteeism or truancy, substance abuse by family members. A staff member will recruit such
youth and encourage and track Club involvement, academic success, and behavior.
The Gang Prevention Program offers a fully rounded program that develops positive traits,
interests, and accomplishments in the youth, before they are subjected to the pressures of
becoming part of a gang. In addition to receiving information from law enforcement officers
about the effects gang involvement can have, youth will also receive academic assistance,
personal attention, leadership and small group membership opportunities. career exploration
and job readiness skills, and many positive recreational and social activities at the Club. By
building competencies and integrating the youth into a positive learning and growing
environment, this program is building knowledge and resistance skills youth need to help them
stay away from gangs, drugs, alcohol and other destructive behaviors.
The Boys & Girls Club is a 501 (c)(3) non-profit youth development organization whose mission
is to improve the lives and opportunities of Monroe County youth, with a focus on youth from
disadvantaged backgrounds, by offering quality supervised educational, cultural, and
recreational programs. As the Boys and Girls Club already operates a daily program with a
professional, caring staff and a space dedicated to serving at-risk youth in this age group, the
proposed Gang Prevention Program will be a critically needed addition to the scope of services
currently provided. For the last six years, the Boys & Girls Club has been serving some of the
community's most at-risk youth with many successes, including collaborations with Juvenile
Justice and Drug Court for the ARTWORKS Program and the State Attorney's Office with youth
serving community service hours in the program. Many later come back as members.
The centerpiece of this prevention program will be a national program of Boys & Girls Clubs of
America, "Gang Prevention Through Targeted Outreach," as well as their "Street S.M.A.R.T."
program, which has been implemented in cities and towns across America with great success.
Boys and Girls Clubs are able to access the expertise of national leaders in the anti-gang
movement for training and technical assistance. By focusing existing community partnerships
with law enforcement and juvenile justice systems, this program will add a comprehensive piece
to reducing juvenile crime and possible gang involvement in the area.
The Boys & Girls Club has both the ability and willingness to manage this project. It has the
financial capacity to operate this program on a reimbursement basis and the administrative
ability to submit quarterly reports as required, maintain records of expenses, attendance and
program offerings.
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section If - Page 5
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
The year from October 1 2001 through September 30, 2002 has been full of many challenges
and successes. Boys and Girls Club completed two rounds of the SMART Moves program,
graduating more than 20 youth, and held well over 75 drug-free events. Boys and Girls Club has
seen great success with the SMART Girls and Passport to Manhood programs, which target
youth ages 10 to 15. The Club has held dances, concerts, sleep-overs, lock-ins, and field trips.
Enrollment continues to grow and the popularity of the classes has increased to the point where
staff will be added to cover the number of youth that want to be involved.
SMART Moves is a nationally acclaimed comprehensive prevention program developed by the
BOYS & GIRLS CLUBS OF AMERICA that helps young people resist alcohol, tobacco and other
drug use, as well as a premature sexual activity. The program features engaging, interactive
small group activities designed to increase participants' peer support, enhance their life skills,
build their resiliency and strengthen their leadership skills. It is the umbrella program for SMART
Kids, Start SMART, Stay SMART, SMART Parents, SMART Girls, Passport to Manhood, Act
SMART, and Street SMART.
These are year-round programs that encourage collaborations among Club staff, youth, parents,
and representatives from other community organizations.
SMART Kids is for youth ages 6-9 and focuses on healthy eating, choosing friends wisely,
hygiene, bullies, and tobacco.
Start SMART is for youth ages 10-12 and focuses on tobacco, alcohol, other drugs,
premature sexual activity, and friendships.
Stay SMART is for youth ages 13-15 and focuses on how to educate others, everything Start
SMART discusses and begins to discuss dating.
SMART Parents is for parents of Club members participating in SMART Moves and is very
important because if the youth see their parents and Club staff as a united front that supports
them the level of pride, self respect, and success increases.
SMART Girls is for girls ages 10-15 and focuses on health, fitness, prevention/education and
self-esteem enhancing.
Passport to Manhood was developed a few years ago for young men ages 10-15. It strives
to instill in young boys the values and moral compass that will assist them in their journey from
adolescence to manhood. It covers such topics and values and ethics, perso"nal wellness,
substance abuse, girls, fatherhood and families, employment, gang activity, and responses to
authority and conflict.
Act Smart is for Club members ages 6-17 and focuses solely on HIV/AIDS prevention. The
units are divided into age appropriate activities that can be included in the above activities,
Street Smart will be combined with "Gang Prevention Through Targeted Outreach" and is for
adolescents ages 11-13 and is created to counteract the negative lures of gangs, violence, and
street influences.
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section" - Page 6
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
3.PrOQram Obiectives and Performance Measures: Up to three types of objectives may
be included in this section of your subgrant application, i.e., 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.
04A
(#)
Community Crime Prevention
(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 Objectives (Mandatory, copy as worded for the program area addressed and include all appropriate
questions).
Provide a specified number of alternative drug-free events. [Alternative drug-free events would include
such things as sporting events, games, field trips, parties, etc., Le., any participatory event designed to
04A.01 strengthen the anti-drug message and bond those participating in the event.]
Part 1 - During this reporting period, how many alternative drug free events were conducted? [Identify
in the narrative portion of this report the names of these events.]
Present a specified number of crime and substance abuse prevention education classes.
04A.02 Part 1 - During this reporting period, how many crime prevention and substance abuse education
classes were presented? [Briefly discuss these classes in the narrative.]
Create, expand, or enhance community, neighborhood, or school-based recreation programs.
Part 1 - Did the subgrant create or expand one or more community of neighborhood recreation
programs?
Part 2 - Did the activities include arts and crafts?
04A. 04 Part 3 - Did the activities include music instruction and/or performances?
Part 4 - Did the activities include drama and theater instruction and/or performance?
Part 5 - Did the activities include academic tutoring?
Part 6 - Did the activities include table games?
Part 7 - Did the activities include drug awareness and prevention education?
Part 8 - Did the activities include sports?
To involve at least FIFTY (50) youth in grades 5 - 8, who meet the program criteria, in Club programs ..
PSOO01 in 2003
Part 1 - During this reporting period, how many youth in grades 5 - 8, who meet the program criteria,
were involved in Club programs?
For at least 75% of these youths to be involved in a Smart Moves program or gang prevention education
PSOOO2 and receive educational assistance.
Part 1 - During this reporting period, were at least 75% of the youths involved in a Smart Moves
program or gang prevention education, and received educational assistance?
At least 75% of involved youth will show improvement in goal setting skills and greater resistance skills
against gang involvement, drug, alcohol, or tobacco use and premature sexual activity.
PS0003 - Part 1 - During this reporting period did at least 75% of involved youth show improvement in goal setting
skills and greater resistance skills against gang involvement, drug, alcohol, or tobacco use and
premature sexual activity?
FDLE Byme Formula Grant Application Package
Grant Application
Section If - Page 7
OCJG - 005 (rev. 03/25/02)
Rule 11 D-9.006
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Bvrne 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 against this schedule.
Subgrant Period
October 1, 2002 throuQh September 30, 2003
(Beginning Date - Ending Date)
Administrative Activities
ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Auq Sep
Submit Financial Reimbursement X X X X
Requests
Submit Financial Closeout Package X
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
Street SMART Club Meeting X X X X X X X X
-
Street SMART Pre-Test X
Street SMART Post-Test & Graduation X
Street SMART Recruitment X
-
Police Officer Or Community Educator X X X X X X I X X X X X X
Visit
SMART Kids Club Meeting X X X X X I X X X X
SMART Kids Pre-Test I X X X
I
SMART Kids Post-Test & Graduation X I X X I
Start SMART Club Meeting X X X X X I X X X X
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section If - Page 8
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Start SMART Pre-Test X X X
Start SMART Post-Test & Graduation X X X
Stay SMART Club Meeting X X X X X X
Stay SMART Pre-Test X X X
Stay SMART Post-Test & Graduation X X X
Stay SMART Recruitment X
SMART Parents Club Meeting X X X X X X X X
SMART Parents Recruitment X
SMART Girls Club Meeting X X X X X X X X X
SMART Girls Pre-Test X X X
SMART Girls Post-Test & Graduation X X X
Passport to Manhood Club Meeting X X X X X X X X X
Passport to Manhood Pre-Test X X X
-
Passport to Manhood Post-Test & X X X
Graduation
Act SMART (will be incorporated with X X X X X X X X X X X X
that above activities)
Act SMART Pre and Post Tests will be
given along with the above tests
FDLE B me Formula Grant A lication Packa e
Revised 03/25/2002
Grant A lication
Section" - Page 9
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Bvrne 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 blank. 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 19,175.00 6,392.00 25,567.00
Expenses -
Operating Capital Outlay
..
Indirect Costs
Totals 19,175.00 6,392.00 25,567.00
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section fl. Page 10
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 paqes if necessarv.)
Please respond to the following five ite.ms 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:
xx
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. $ 750.00
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 the appropriate approval of this plan.
1. Local Match provided by the Monroe County Grants Matching Funds. Purchasing methods to be used will
conform to existing Federal, State, and Local laws and regulations.
PERSONNEL:
Prevention Coordinator (Frr)
(supervision, recruitment, case management)
40 hours x 1 O.OO/hour x 42 school weeks
FICA
40 hours x 1 O.OO/hour x 10 summer weeks
FICA
SUPPLIES:
Program Materials and supplies to directly support program
Subtotal:
Police Officers and Educators: (Contract)
(education classes, prevention activities)
2 hrs x 25.00 per hr= $50.00 per wk x 40 school weeks=
3hrs x 25.00 per hr= $50.00 per wk x 10 summer weeks=
Subtotal
Subtotal:
$16,800.00
$ 1,285.00
$ 4,000.00
$ 306.00
$22.391.00
$426.00
$426.00
$ 2,000.00
$ 750.00
$ 2,750.00
TOTAL:
Byrne Grant Funds:
Monroe County Matching Funds:
Total:
$19,175.00
$ 6,392.00
$25,567.00
$25.567.00
FDLE B me Formula Grant A lication Packa e
Revised 03/25/2002
Grant A lication
Section" - Page 11
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram
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 "fina'''.
(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.
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section" - Page 12
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram
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
termination 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 Govemments and federal OMB Circular A-87, "Cost Principles
for State. 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 Govemments, 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
FDLE B me Formula Grant A
Revised 03/25/2002
Grant A lication
Section" - Page 13
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
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 Governments, 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-110.
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 OMB Circular A-110.
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 government 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 OMB 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.
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.
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section" - Page 14
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
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. In 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. In 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
FDLE B me Formula Grant A lication Packa e
Revised 03/25/2002
Grant A lication
Section" - Page 15
Application for Funding Assistance
FloridaDepartment of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram
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 Departmeht 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.
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.
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section" - Page 16
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
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
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.
FDLE B me Formula Grant A fication Packa e
Revised 03/25/2002
Grant A fication
Section" - Page 17
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proqram
(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 o( 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 governing 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.
32. 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
FDLE Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section If - Page 18
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non-
Discrimination Regulations 28 CFR Part 42, Subparts C, 0, 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 CFRSection 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
274A(e) of the Immigration and Nationality Act ("INA"). The Department shall consider the employment by any
contractor of unauthorized aliens a violation of Section 274A(e) of the 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
FDLE B me Formula Grant A lication Packa e
Revised 03/25/2002
Grant A lication
Section" - Page 19
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram
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, householp, 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, Debarment 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 Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section" - Page 20
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. Furthermore, 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-to-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 assessmenUimpact 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 /ication Packa e
Revised 03/25/2002
Grant A lication
Section" - Page 21
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram
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 Byme Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11- Page 22
RESOLUTION NO. 221
- 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.
~
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PASSED AND ADOPTED by the Board of County Com'missioners of Monr~ ffpun~
Florida, at a regular meeting of said Board held on the 15th day of May, A.ffi~-002.-<
n'r W
an.
Mayor Charles L. McCoy Yes ~:-2 -u
Mayor ProTem Dixie Spehar yes ;~c;: =x:
{fk~~~;}': g~~~i~~i~~:~~~i~Z~n~ ~~:ent ~. ~ ~
.:':{i~i}~.. .~.~.ee1J',,: D.annY~. K Ihage Monroe County BQ.,~d of Commissioners
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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 PrOQram
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):
XX 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):
XX 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 fed~:~
-J.. s::?
Signature of Subgrantee Authorized Official
Type Name: James L. Roberts
Title County Administrator
Subgrant Recipient: Monroe County Board of County Commissioners
Da~: June 3, 2002
FDLE B me Formula Grant A lication Packa e
Revised 03/25/2002
EEO Certification
Appendix IV - Page 1 of 2
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
I. 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.
Corrections on this page, including
Strikeovers, whiteout, etc. are not acceptable.
,; ... State of Florida ,.' '..
. Department of Caw ~nforcemerit
. Office of Criminal Justice Grants
Signature:
Q.J.~ ~.J,J. I...UJJ~-,
Type Name and Title: Clayton H. Wilder. Community Proaram Administrator
Date: I f -/~-o 1-
, -~ "',:'.-- '. ~::,,::,' . .J(: '. .: :..; ~,~. 'Subgrant"Reclpient "~." - '~',:: ' ",.ti-{:~: :'~'j;..~.;....~:F' !.~;.:- .,.". '~;";.;i'
, ':'.;". ;'....:.-.,~'. ,-;.,'. " t.,_; ~~. .Au'thori~fng" 'Official of Gcivernme~nt~i Unit :. :'~,i, },~r:f.~::~.,;f:'.,>. . :"'J;~':";:~~'
.....:..J.~. '\-.......:t./:. .'!; :.~.: ." . _ ...." ....., ..' 8.... ...."....... ....:....._;.;.;._. ~.~:~:.:".~..,~~..::~..'. .:';;..I\o;~.~..f,r.:..-~
',;"',:, -'i\:'." (Commission Chairman, Mayor/or Designated Representative) \:-':?~.i.: Ji' '.'l ::0' :~;, -;..: '.:f
-" . ~ ,. . . , . -, ~ ,. . ," ,'. -. ~ \; , . , ;
Type Name of Subgrantee: Monroe County Board of Countv Commissioners
Signature:
Type Name and Title: James L. Roberts. County Administrator
June 3, 2002
Date:
Imph}menting Agency
Official, Administrator or Designated Representative:, ':,
Type Name of Implementing Agency: Monroe Countv Board of County Commissioners
--J~l:,
Signature:
Type Name and Title: James L. Roberts, County Administrator
Da~: June 3, 2002
PDLE Byme Formula Grant Application Package
Revised 04/11/2001
Grant Application
Section If - Page 19
,...-
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
I. 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.
Corrections on this page, including
Strikeovers, whiteout, etc. are not acceptable.
.. State of Florida, ' .
" ':.oepartrrien~ of Law, E~~orcemerit
, Office of Criminal Justice Grants
Signature:
012.+ /-.I. "i10~__
Type Name and Title: Cia on H. Wilder Communi Pro ram Administrator
Date:
1/ -/ 8-- ~ Z.
.... >;~;~:g~ ...J:.};"<"[~~i~~gS6~:.t~~~e~.~\;.'~~t~'V~;ii';?;' .
. .' , ,:::'; :r: /j::\;.':(Co.m~!ssio_n. Chairman,. Mayor, or Designated Repr~~e~!ative)
Type Name of Subgrantee: Monroe Coun
Signature:
J--C2
Type Name and Title: James L. Roberts. County Administrator
Date: June 3, 2002
Implementing Agency .
Official, Administrator or Designated Representativ~
~._:<:5~~~~
~ <- 'tJ';..-.
. . -".-~
Type Name of Implementing Agency: Monroe County Board of County Commissioners
-J-~~^_6
Signature:
Type Name and Title: James L. Roberts, County Administrator
Date: June 3, 2002
FDLE B me Formula Grant A lication Packa e
Revised 04/11/2001
Grant A lication
Section If - Page 19