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Item E05Revised 2/95 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: October 15, 2003 Bulk Item: Yes ® No ❑ Division: Management Services Department: Administrative Services AGENDA ITEM WORDING: Approval of certificate of acceptance with Florida Department of Law Enforcement for the Safeport Program funded by the Edward Byrne Memorial State and Local law Enforcement Assistance Formula Grant Program. ITEM BACKGROUND: Federal funds are provided throught the Florida Department of Law Enforcement. Substance Abuse Policy Advisory Board (SAPAB) reviews proposals and makes recommendations to BOCC for local fundinq of programs PREVIOUS RELEVANT BOCC ACTION: Contracts with FDLE for other Bvrne-funded Programs were approved at the October meeting: this one was not received in time for that meeting. Participation in Byrne Grant Program since approximately 1990 Approval of Certification of Participation at May 2003 meeting Approval of SAPAB recommendations at Mav 2003 meeting Contracts with the providers are also on today's agenda. CONTRACT/AGREEMENT CHANGES: New contracts: however, this program has been funded in prior vears under similar contracts STAFF RECOMMENDATION: Approval TOTAL COST: 69, 727.00 COST TO COUNTY: 17,432.00 REVENUE PRODUCING: Yes ❑ No BUDGETED: Yes ® No ❑ SOURCE OF FUNDS: General Revenue AMOUNT PER MONTH YEAR APPROVED BY:COUNTY ATTY ® OMB/PURCHASING ® RISK MANAGEMENT 1. DIVISION DIRECTOR APPROVAL: it Sheila A. Barker DOCUMENTATION: INCLUDED: ® TO FOLLOW: ❑ NOT REQUIRED: ❑ DISPOSITION: AGENDA ITEM #: _ MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Department of Law Effective Date: 10/01 /03 Enforcement Expiration Date: 9/30/04 Contract Purpose/Description: Funds provided through FDLE Agreement for implementation of the Safeport Residential Drug and Alcohol Treatment Center III as part of Monroe County's FY04 Edward Byrne Memorial Law Enforcement Grant Program Contract Manager: David P. Owens 4482 OMB/Grants Mgt. (Name) (Ext.) (Department) for BOCC meeting on 11/19/03 Agenda Deadline: 11/04/03 CONTRACT COSTS Total Dollar Value of Contract: $69,727.00 Current Year Portion: $69,727.00 Budgeted? Yes X No Account Codes: 125-06020-530490-GG041 1 -XXXXXX Grant: $52,295.00 County Match: $17,432.00 ADDITIONAL COSTS Estimated Ongoing Costs: $2857.00 For: Staff support -filing reports, oversight Not included in dollar value above (e.g. Maintenance, utilities, janitorial, salaries, etc. CONTRACT REVIEW Changes Date Out Date In Needed �% R vie r 'a C'. Division Director Yes❑ No[ K G i // /d�2d�a7 Risk Management I U1l o 03 Yes❑ NoD ' O.M.B./Purchasing I t�3 Yes❑ NoO'' 1� County Attorney ! Ott 11Yes❑ No2''� 0-3 Comments: OMB Form Revises 9/1 ciao mUr ffc FOLE Florida Department of Law Enforcement Guy M. Tunnell Commissioner October 7, 2003 The Honorable Dixie Spehar Mayor, Monroe County Board of Commissioners 500 Whitehead Street, Suite 102 Key West, Florida 33040 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 Re: 04-CJ-J3-11-54-01-018 / Safeport Residential Drug and Alcohol Treatment Center 3 Dear Mayor Spehar: The Florida Department of Law Enforcement is pleased to award a Byrne State and Local Law Enforcement Formula Grant in the amount of $52,295 to your unit of government. These funds shall be utilized to implement a Byrne Program under Purpose Area 13B - Offender Community Treatment - Local. A copy of the approved subgrant application with the above referenced 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 30 calendar days from the date of award. This certificate constitutes official acceptance of the award and must be received by the Department prior to the reimbursement of any project expenditures. Committed to Service - Integrity - Respect - Quality The Honorable Dixie Spehar Page Two We look forward to working with you on this project. If we can be of further assistance, please contact Beth Hamilton at (850)410-8700. Sincerely, 1. . Clayton H. Wilder Community Program Administrator CHW/BH/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, acknowledges receipt and acceptance of subgrant award number 04-CJ-J3-11-54-01-018 in the amount of $52,295, for a project entitled: Safeport Residential Drug and Alcohol Treatment Center 3 for the period of 10/01/2003 through 09/30/2004, 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) (Typed Name of Official) (Typed Title of Official) Monroe County (Name of Subgrantee) (Date of Acceptance) MONROE COUNTY ATTORNEY OVED AS T F M: ;� UZANNE A. HfJTTON ASSISTANT C Y AT BNEY ^ale.,,. State of Florida Office of Criminal Justice Grants Florida Department of Law Enforcement Byrne Formula Grant Program SUBGRANT AWARD CERTIFICATE Subgrantee: Monroe County Board of Commissioners Date of Award: October 7, 2003 Grant Period: From: 10/01/2003 To: 09/30/2004 Project Title: Safeport Residential Drug and Alcohol Treatment Center 3 Grant Number: 04-CJ-J3-11-54-01-018 Federal Funds: $52,295.00 State Agency Match: . Local Agency Match: $17,432.00 Total Project Cost: $69,727.00 Program Area: 13B 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. 04-CJ-J3-11-54-01-018 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. %.�' L' w - l.`R,�Q ,� Authorized Official Clayton H. Wilder Community Program Administrator Id =7-03 Date �— Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant-Nrogram Please read instructions before completing this application. • The term "Department", unless otherwise stated, refers to the Department of Law Enforcement.• " The term "OCJG" refers to the Office of Criminal Justice Grants. • The term "subgrant recipient" or "subgrantee" refers to the governing body of a city, county, state agency, or an Indian Tribe that performs criminal justice functions as determined by the U.S. Secretary of the Interior. • The term "implementing agency" is a subordinate agency of a city, county, state agency, or Indian Tribe, or an agency under the direction of an elected official (for example, Sheriff or Clerk of the Court). It may also be an entity eligible to be a subgrantee (ex. City of Live OaK) • Instructions are incorporated in this document by reference. A Subgrant Data 1. This section to be completed by Subgrantee Continuation of Previous Subgrant? Yes If Yes, enter CJ Contract # of Previous Subgrant SFY 2003 CJ Contract # 2003- CJ - CJ - 5A - 11 - 54 -105 B. Applicant Information 1_ Subarant Recipient (Subgrantee) 2. This section to be com leted b OCJG Project ID # Program Area #: CFDA #: 16.579 SFY 2004 CJ Contract # 2004-CJ -�_3- 11 -511 -2L-Q)b Name of Subgrant Recipient (Unit of Government): Monroe County Board of County: County Commissioners Monroe Name of Chief Elected Official / State Agency Head: Dixie Spehar Title: Mayor Area Code / Phone Address: 500 Whitehead Street 305-292-3440 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 Area Code /Fax / E-mail Address: spehar-dixie@monroecounty-fl.gov 305-292-3466 2. Chief Financial Officer of Subgrant Recipient (Subgrantee) County Name of Chief Financial Officer: Danny L. Kolhage Monroe Title: Clerk of the Circuit Court Area Code / Phone # Address: 500 Whitehead Street 305-292-3550 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 Area Code /Fax # E-mail Address: 305-295-3663 3. implementing Agency Name of Implementing Agency: Monroe County Board of County Commissioners Name of Chief Executive Official / State Agency Head / Subgrantee representative (if a subordinate agency of the subgrant recipient): James L. Roberts County Monroe Title: County Administrator Area Code /Phone # Address: 1100 Simonton Street 305-292-4441 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 Area Code /Fax # E-mail Address: roberts-james@monroecounty-fl.gov 305-292-4544 Grant A lication FDLE Byrne Formula Grant Application Package Section 11- Page 9 OCJG — 005 (rev. 04/04/03) Rule 11 D-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. rroiect uirector Name of Project Director: David P. Owens (Implementing Agency Employee) County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 5. Contact Person Name of Contact Person: same as project director (if other than Project Director) County Monroe Title: Address: Area Code / Phone # City, County, State, Zip Code: SUNCOM # E-mail Address: Area Code / Fax # 6. Person Responsible For Financial Reporting (if known) Name: David P. Owens County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 7. Person Responsible For Programmatic Performance Reporting (if known) Name: David P. Owens County Monroe Title: Grants Administrator Address: 1100 Simonton Street Area Code / Phone # 305-292-4482 City, County, State, Zip Code: Key West, FL 33040 SUNCOM # E-mail Address: owens-david@monroecounty-fl.gov Area Code / Fax # 305-292-4515 8. Service Provider Contact Person Name: William Elwood, PhD County Monroe Title: Safeport Operations Manager Address: 301 White Street, Building 12 Area Code / Phone # 305-292-6770, x 29 SUNCOM # City, County, State, Zip Code: Key West, FL 33040 E-mail Address: william.elwood@gcmk.org =- Area Code / Fax # 305-292-7133 FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 2 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Administrative Data 1. Project Title: Safeport Long -Term Substance Abuse Treatment 2. Identify the year of the project (I, 11, III, etc.) III 3. Project period D. Fiscal Data Remit Warrant to: (This their office. If B2 is self B2 OR DESIGNEE XXX Name: Title: Address: City, State, Zip Phone Number: Start: 10101 /03 End: 09/30/04 may only be either the individual listed in B2 (Subgrantee CFO) or a designee in cted. do not reenter the contact information. This is only needed for designee. 2. Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer program? (Reimbursement cannot be remitted to any entity other than the subgrantee.) Yes XX No 3. Frequency of Fiscal Reporting: Monthly Quarterly XXX 4. Subgrant Recipient FEID #: 59-6000749 5. State Agency SAMAS #: 6. Project Generated Income (PGI): Will the project earn PGI? (See Section G, Item 9.) Yes No XXX 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. Amount requested must be justified and accepted by FDLE. Grant Application FDLE Byrne Formula Grant Application Package Section 11- Page 3 OCJG — 005 (rev. 04/04/03) Rule 11D-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program E. Proiect Narrative 1. Problem Identification: Briefly describe a specific problem to be addressed with subgrant funds in terms of Problem Description, Problem Significance and Needs Assessment, as described in the application instructions. Continue narrative on a second page if necessary. Do not exceed two pages. Use a readable size font, per instructions. 1. a. Demand for long-term substance abuse treatment far exceeds capacity in Monroe County. Currently, there are only 39 long-term treatment slots available in Monroe County; all of these are operated by the Guidance Clinic of the Middle Keys, Inc. (GCMK): 12 slots in Marathon at Keys to Recovery (KTR), a 6-month program for criminally involved men; and 27 slots at GCMK's Safeport program in Key West. There are only eight publicly funded detoxification beds in the county, which are located in Marathon at GCMK headquarters. In the period 10/2001-09/2002, 298 unduplicated clients received substance use detoxification, receiving 2,108 days of service. Approximately 50 percent of these (�150 adults) were encouraged to seek long-term substance abuse treatment. The only comprehensive long-term treatment program in Monroe County is GCMK's Safeport program in Key West. 1. b. The extent of people who need and desire treatment and the limitation of Safeport treatment services to people who are public housing tenants resulted in an extensive waiting list of prospective clients that has ranged from 20-40 people at any given time. Many offenders who are court ordered to enter substance abuse treatment in lieu of jail time must either wait in detention for a local slot to open or be referred to a program on the mainland. 1. c. Research indicates that offenders generally need more intensive substance abuse treatment for longer periods of time than do non -criminally involved treatment clients. GCMK's detoxification facility (the only publicly -funded facility in Monroe County) refers about 150 people a year to long-term treatment; our substance abuse intervention program refers an additional 75 clients per year to treatment as well. A recent examination of the Safeport waiting list found that of 118 individuals who presented for treatment services, 72% (81/118) were found eligible for services. Of those 81 eligible individuals, however, only 31 % (25/81) came to receive Safeport treatment due to the extended wait for services. The limited number of treatment slots in our area and the prolonged and thorough treatment service required by substance abuse treatment clients result in the need to increase treatment capacity in this area. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 4 Rule 11 D-9.006 OCJG — 005 (rev. 04104103) Edward B Application for Funding Assistance Florida Department of Law Enforcement e Memorial State and Local Law Enforcement Assistance Formula Grant Program 2. Project Description: Briefly describe proposed project activities. Refer to Appendix II, Part 1, Pages 1-3 for a description of eligible project areas). You should include project goals, administration, enhancement/expansion, staff, service providers, clients or other participants, equipment, location, and expected project results, as described in the application instructions This section should address the basic points of who, what, when, where, and how. Continue on additional pages if necessary; do not exceed three pages. 2.a. This is a stand-alone program. 2.b. GCMK's short-term goal is to establish and refine the outpatient model of substance abuse treatment in order to expand treatment capacity in Monroe County. GCMK's long-term goals include to secure ongoing funding to continue to provide these expanded treatment services, to use objective evaluation procedures to ensure performance standards and to suggest programmatic changes; and to provide technical assistance to other agencies who strive to help similar target populations. 2.c. (1) GCMK was incorporated in 1973 as a 501(c) (3) nonprofit organization dedicated to serving the mental health and substance abuse treatment needs of Monroe County residents. The largest nonprofit provider of mental health and substance abuse treatment services in Monroe County, GCMK offers a comprehensive continuum of such services including —but not limited to —prevention, intervention, crisis stabilization, and (detoxification and substance abuse) treatment. (2) The Safeport program was founded by the Key West Housing Authority as a means to eliminate substance abuse disorders among its tenants and to eliminate illegal drug traffic in its public housing. Although GCMK now supplies Safeport treatment services, the original focus of Safeport continues to be the basis for the program, as treatment clients must be or become public housing tenants. GCMK has treated 50 Safeport clients, 8 of whom have completed and remain clean and sober. The majority of those discharged from the program were dually -diagnosed individuals whose severe mental illnesses led to decompensation and were referred to facilities with intensive psychiatric services. c. (3) GCMK's Safeport program is licensed by the Florida Department of Children and Families to provide day/night, outpatient, and aftercarbAreatment services through February 24, 2004. c. (4) Please refer to appendix section dealing with program area 13. Grant Application FDLE Byrne Formula Grant Application Package Section // - Page 5 OCJG — 005 (rev. 04/04/03) Rule 11 D-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program d. N/A, not a multi jurisdictional task force. e. GCMK's Safeport program provides outpatient treatment services at intensity levels and durations appropriate to each client's substance abuse disorders. Clients will receive individual counseling, group counseling, relapse prevention training, and related education as appropriate to addiction severity and client progress. Approximately 12 clinical staff positions are designated to provide treatment services. The clinical coordinator position requires licensure. The incumbent is a licensed mental health counselor (LMHC) in Florida and she is supervised by a MSW who is a certified addictions professional (CAP). The clinical coordinator position requires licensure. All clinical staff members are full-time GCMK employees. The lead clinical positions are as follows: Staff member title position description Robin Lee, LMHC clinical coordinatorSupervises clinical staff, monitors client Chris A. O'Brien, MS SA counselor Frances C. Luppi, BA SA counselor C. Jane Williams client services progress Provides individual therapy, facilitates advanced group counseling Provides individual therapy, facilitates relapse prevention counseling Facilitates intensive case coordinator management including, but not limited to, housing needs, medical care, psychiatric care, employment training/placement. f. Project equipment includes, but is not limited to, personal computers, computer server, laser printers, televisions and VCRs, and photocopier. Computers and printers are used to record notes on treatment services which are printed and placed in client charts as directed by Florida DCF. Some programming includes the playing of videocassettes, which includes the transmission of didactic information as well as information designed to stimulate discussion. Other information is conveyed through handouts which are duplicated on GCMK's photocopier. g. GCMK's Safeport program is located within the Porter Place public housing complex. The mailing address is, 301 White Street, Building 12, Key West, FL 33040. (1) The site is within the City of Key West, Monroe County, Florida. (2) N/A (3) N/A 2. h. Description of activities and frequency: Outpatient treatment for substance abuse disorders - FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 6 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Nlemorial State and Local Law Enforcement Assistance Formula Grant Program Treatment Planning- an individualized, written plan of action that directs all treatment services and is based upon information from the assessment and input from the client served. The plan establishes client goals and corresponding measurable objectives, time frames for completing objectives, and the type and frequency of services to be provided.- one per admission. Individual Therapy- the process, conducted in a facility licensed under Chapter 397, F.S., of engaging a client in a discussion of issues associated with the client's substance abuse and associated problems in an effort to work toward a constructive resolution of those problems and ultimately toward recovery. - 2-5 per month. Family Therapy- the process, conducted in a facility licensed under Chapter 397, F.S., of engaging a client and their family in a discussion of issues associated with the client's substance abuse and associated problems in an effort to work toward a constructive resolution of those problems and ultimately toward recovery. -1-2 per month if needed. Group Therapy- the process, conducted in a facility licensed under Chapter 397, F.S., of engaging a client in a group session in a discussion of issues associated with the client's substance abuse and associated problems in an effort to work toward a constructive resolution of those problems and ultimately toward recovery. - 4-10 per month. Life Skills/Education- information dissemination to improve skills associated with sober, self-sufficient living to reduce negative behavior and to improve responsible behavior. Examples include, but are not limited to, job readiness, specific employment skills, and personal budgeting/financial management. - 2-5 per month. Treatment Plan Review- review of the clients' individualized, written plan of action that directs all treatment services and is based upon information from the assessment and input from the client served. -Monthly. Aftercare Individual Therapy- the process, conducted in a facility licensed under Chapter 397, F.S., of engaging a client in a discussion of issues associated with the client's substance abuse and associated problems in an effort to work toward a constructive resolution of those problems and ultimately toward recovery. -1-2 per month. Group Therapy- the process, conducted in a facility licensed under Chapter 397, F.S., of engaging a client in a group setting in a discussion of issues associated with the client's substance abuse and associated problems in an effort to work toward a constructive resolution of those problems and ultimately toward recovery. -2-5 per month. Grant Application FDLE Byrne Formula Grant Application Package Section 11- Page 7 OCJG — 005 (rev. 04/04/03) Rule 11D-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program � 21 Target Groups, Clients, and Participants (1) Safeport program clients will be those individuals with criminal histories who are assessed and found likely to benefit from the treatment services funded by the Byrne Memorial program. (2) Clients will be referred by the 16' Judicial Circuit, the Monroe County Sheriff's Department, or the Key West Police Dept. Non -detained individuals will receive appointments for a comprehensive psychosocial and addiction severity assessment. Individuals detained by the Monroe County Sheriff's Office will be seen within the Detention Center at times mutually convenient for GCMK and MCSO. 2.j. DCF and CSAT (the Safeport program's main funding source) require specific follow-up procedures of our clients. These include current address and phone contact information as well as data collection. The current Safeport program evaluation plan requires information collected on clients for no less than 18 months after completion of treatment requirements. Contact information (including contacts on friends/family members/"someone who always will know where you are") is collected at initial assessment, intake, and at discharge to provide maximum opportunities to contact former clients. GCMK also works with other agencies including, but not limited to, Key West Housing Authority, DCF, Southernmost Homeless Assistance League, 16th Judicial Circuit, and the Monroe County Sheriffs Office to find former clients who cannot be reached. After ensuring that the proper releases are on file, the client services coordinator (CSC) contacts the appropriate staff person at each organization (e.g., former counselor at 161h Judicial Circuit Drug Court; Key West Housing Authority housing manager) to see if s/he knows that individual's whereabouts. The CSC also takes easier steps, such as checking the Monroe County Sheriffs Website to see if that former client is in custody. GCMK follow-up location procedures also include sending confidential letters (i.e., that do not refer to drug treatment) stating that their input is needed for "an ongoing human health study." Only after exhausting these and other resources is a former client considered "lost -to -follow-up." GCMK was incorporated in 1973 as a 501(c) (3) nonprofit organization dedicated to serving the mental health and substance abuse treatment needs of Monroe County residents. The largest nonprofit provider of mental health and substance abuse treatment services in Monroe County, GCMK offers a comprehensive continuum of such services including —but not limited to —prevention, intervention, crisis stabilization, and (detoxification and substance abuse) treatment. GCMK's Safeport program has been a collaboration between the Guidance Clinic and the Key West Housing Authority (Key West Housing Authority). GCMK has provided FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 8 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) - Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program the clinical program to public housing tenants who rent one of 25 units in the Porter Place complex assigned for the use of Safeport clients. Byrne grant funding has allowed GCMK and Key West Housing Authority (as current landlord and previous treatment provider) the opportunity to augment treatment services for criminally - involved individuals and to demonstrate the utility of providing a residential approach to substance abuse treatment for once these criminally -involved clients become public housing tenants. GCMK proposes to increase the opportunities for successful treatment outcomes by providing treatment to criminally -involved clients who meet any of the following criteria: ✓ Residency in any KWHA public housing unit, ✓ Recipient of a Section 8 voucher (program managed by KWHA), or, ✓ Certified as eligible for either of these programs. As a result, we also propose to increase our original goals (7 treatment clients, 2 program graduates) to 18 criminally -involved clients and 10 program graduates. An additional change to this revised treatment program curriculum includes individualized treatment plans that allow each client to begin to receive services appropriate to the severity of the substance abuse disorder(s). Traditionally, all Safeport clients progressed through a residentially -oriented, progressively reduced treatment schedule. GCMK now proposes specific treatment plans of individualized duration for each Byrne client. GCMK clinical staff will use standard psychosocial assessments and ASAM criteria to create treatment plans and to provide services using the following treatment modalities (that correspond to DCF licensing standards): • Day/night treatment: Approximately 12 hours of group and individual counseling per week (four days per week) with part-time employment or employment readiness training as part of each client's treatment plan. • Outpatient treatment: Treatment intensity reduces to 6-10 hours of group and individual counseling twice weekly. All individuals eligible for services under this grant are referred though the criminal justice system. As a result, they inherently are criminally involved. GCMK staff works with Monroe County Sheriff's Office, Florida Department of Corrections, the 16"' Judicial Circuit, and other arms of the criminal justice system to secure referrals to GCMK's Safeport treatment program. Grant Application FDLE Byrne Formula Grant Application Package Section 11- Page 9 OCJG — 005 (rev. 04104/03) Rule 11 D-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Part 11 Offender Community Treatment State Program Area 13 This document provides guidance for project applications prepared for state program area 13. This includes suggested length of responses for some items as well as identifying specific information to be provided. The narrative should be as concise as possible. Please also see other guidance in application instructions. Federal Purpose Area 13: Providing programs which identify and meet the treatment needs of adult and juvenile drug -dependent and alcohol -dependent offenders. 13B: Local Offender Community Treatment SECTION E: 2. PROJECT DESCRIPTION NEW PROJECTS If this is a first year project that begins a new 48 month cycle and you seek funding for the same previously funded state program area, please describe any significant changes in the target population, geographical location, and/or project activities in 300 words or less. CONTINUATION PROJECTS If this is year 2 or later for the project, please address the following items. 1. Briefly describe the major accomplishments for each year. Project Accomplishments: The Safeport program has provided substance abuse treatment services to an average of four criminally -involved clients per month throughout the two years of this project. The program also graduated one client who completed the entire curriculum required to be a "graduate" (rather than, e. g., a "completer") —and remains clean and sober. Two additional Byrne -funded clients were completed rather than graduated from the program as they met personal and legal goals for treatment but did not complete the entire curriculum. 2. Briefly describe any major obstacles that were identified the previous year and what approach to overcoming them is incorporated in the current year. If the change from therapeutic community to outpatient treatment model involves a problem, that problem is one that pervades all Monroe County —namely, affordable housing. Key West Housing Authority's public housing_tenants are increasingly those FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 10 Rule 11 D-9.006 OCJG — 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program people who work full-time in service- and clerk -level positions. The rapid and outrageous increase in real estate costs has contributed to Key West and Monroe County having the highest cost of living in the entire state of Florida. Asa result, working people have come to reside in public housing —which has reached 100% occupancy with an extended waiting list. The "housing crunch" prevents the movement of former Safeport client/tenants from the Safeport compound to other public housing, or even private, units. The outpatient model acknowledges this reality while it empowers GCMK to increase the capacity of the Safeport program. 3. If there are any changes or enhancements planned for the current year, please describe them in 300 words or less, including how they will more effectively address the identified problem. Our proposed change is an approach from a therapeutic community/residential model to an outpatient model is to provide treatment services as licensed by DCF within the constraints imposed by HUD. In so doing, GCMK is able to expand treatment capacity for all clients —including criminally -involved clients who meet Byrne guidelines. 4. If the project will continue to operate as previously established, provide any critical additional information that has not otherwise been addressed in the application in 300 words or less. None. NOTE: If your project includes only one service provider, complete the following information for this provider. If your project includes more than one provider, include this information for each provider that you list in the table, including questions in the target group section and the proiect activities section. SERVICE PROVIDER / PERSONNEL 1. Identify the service provider agency that will be part of this project. Guidance Clinic of the Middle Keys, Inc. Safeport program 2. Be sure to include the following information if the provider is known: a. List the Service Provider Name b. Identify the Service Provider's administrative location. c. Will the relationship of the Subgrantee or Governmental Implementing Agency to the Service Provider be a contractual one? Or are they administratively part of either the subgrantee and/or implementing agency? Contractual. d. Does the agency providing the proposed service require a license?. Yes, all licenses are in good standing through February 24, 2004. e. List all licenses the Service Provider will use -.in providing PDIY the FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 11 OCJG — 005 (rev. 04/04/03) Rule 11 D-9.006 Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program services through this contract. Do not list all other licenses the Service Provider holds. Pertinent Florida DCF licenses: General intervention, Day/night, Outpatient. 3. If the relationship with the service provider is contractual, will you use competitive bids or sole source procurement? The applicant should note that if sole source procurement is used, and the budgeted amount is greater than $100,000, preapproval must be obtained from FDLE prior to the reimbursement of funds. Sole source procurement 4. If service provision occur at more than one location and/or at a location other than the one identified in item 2 above, please specify all service location addresses. Guidance Clinic of the Middle Keys, Inc., in Key West 301 White Street, Building 12 Key West, FL 33040 305/292-6770 5. Identify the role(s) of key personnel by title and provide a brief description of their primary responsibility. These individuals may or may not be grant funded but provide project activities that are eligible for Byrne Program funding and that establish the "program" your will be reporting on in the quarterly performance reports. For example, if you only purchase drug prevention education materials, you would identify personnel, such as a crime prevention officer, who conducts project activities such as classes using the materials. a. List position title, job description (list only key tasks) and agency. Clinical Coordinator: Responsible for overseeing and approving all client treatment plans, provision of all counseling services, and training of staff involved with client care. Substance Abuse Counselor: Provides weekly individual therapy with clients, leads more intensive group counseling sessions, records client progress in respective client charts, consults with clinical coordinator on client progression and concerns. Group Counselor: Leads less intensive group counseling sessions, records group progress notes in respective client files, reports on specific issues to clients' counselors and clinical coordinator. b. Indicate the number of staff who will provide project activities. Twelve staff members, including clinical coordinator, four counselors, one group counselor, one client services coordinator, substance abuse technicians, and intervention specialists. c. Specify whether positions are Agency or Contract staff. All are agency staff members FDLE Byrne Formula Grant Application Package Grant Application Section I/ - Page 12 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program d. Indicate whether positions will be funded with project funds. No positions will be funded expressly with Byrne grant funding. Instead, GCMK seeks to be reimbursed for treatment services under guidelines established with Monroe County grants management office and FDLE. e. Specify whether positions provide services under a Service Provider's license. DCF f. Indicate whether positions require a license for individuals providing project services. The Clinical Coordinator requires state licensure. The current clinical coordinator is a licensed mental health counselor (LMHC). Her license expires on March 31, 2005. Substance Abuse Counselors requires bachelor's degree in counseling, psychology, or social work with special emphases and/or experience in addiction studies. Incumbents in this position may have advanced degrees and licenses, but are not necessarily required to do so. More accomplished (i.e., degrees, licensed) counselors lead more advanced group counseling sessions. All SA Counselors are supervised by the Clinical Coordinator. Group Counselor requires a bachelor's degree in counseling, psychology, or social work. If any license is required, specify the status of the license. Indicate "YES" if the license is current (or you may indicate "Pending"). However, if your response in column 6 or 7 is "YES" and your response in column 8 is "NO", you must provide an explanation. Clinical coordinator's state license (LMHC) expires March 31, 2005. Substance Abuse Counselor: N/A Group Counselor: N/A TARGET GROUP 1. -Identify the basic demographics of your target group. Include age range and gender. Target group consists of criminally involved adult substance abusers —both male and female. See also, 2.i, under program description. 2. Estimate the number of participants. If the project includes multiple components or activities and not all participants will be included in each, please discuss briefly the differences. 18 Byrne -funded clients are planned; 10 are expected to complete treatment successfully. 3. In 300 words or less, respond to the following items regarding the selection of clients for treatment. FDLE Byrne Formula Grant Application Package Grant Application Section 11 -Page 13 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program a. What is the clients' link to the criminal justice system and how do they meet the requirement for being offenders? For example, have they committed a misdemeanor, felony or both? If juvenile, have they been processed at a Juvenile Assessment Center? If they will be accepted based on referral by an organization such as a court or law enforcement agency, include that information as well. Clients will be referred from City of Key West Police Department, the Monroe County Sheriff's Office, and the 16' Judicial Circuit Court. b. List all other criteria that clients will be required to meet in order to qualify for selection. If activities will be provided for family or significant others, please include them as well. If either specific age groups, or school categories (i.e., second grade, high school) will be used as categories, that information should also be included. Individual qualitative criteria will be considered when each client presents for treatment. Examples include, but will not be limited to, previous times in substance abuse treatment, types of previous treatment, types of past offenses previous public housing tenancy, eligibility for public housing tenancy. It is not known how these less standard criteria can or will influence the admissions process. For example, a client who participated repeatedly in outpatient treatment programs but never completed successfully could be referred outside the county for more restrictive programs. A client whose charges included domestic battery would be denied public housing tenancy unless s/he completed an anger management course successfully or found other means to satisfy this requirement. c. Identify by position title(s) the individuals that will determine client eligibility. Clinical Coordinator ACTIVITIES 1. If your project does not stand alone, describe this relationship. Stand alone. but is part of an existing program, please 2. Please indicate the activities your project will provide. Select from the following list of commonly funded activities or add additional activities, as appropriate. See checked boxes below. Note: Please be consistent between activities you select from the list and the Objectives and Performance Measures on which you will be reporting: Common'.;Treatment Project°Activities Medical Assessment X Psychosocial Assessment FDLE Byrne Formula Grant Application Package Grant Application Section 11-Page 14 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) - Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program X Treatment plans X Intake and Screening X Case Management X Drug Screening / Testing X Educational programs for relapse prevention Counseling X Vocational Training Transportation X Court Liaison Offender Tracking X Individual Therapy X Group Therapy X Family Therapy Short -Term Counseling Diagnostic Activities Meals X Referral to community resources Residential Services Other 3. Provide the following information for all proposed project activities and/or events listed in response to item 3 above. a. Describe the project activity. b. Define the unit of measurement for this activity. (Ex. one hour group counseling for 10 clients) c. Estimate the frequency that the project will perform this activity. • Psychosocial assessments occur at presentation for services, at intake, and intermittently throughout the treatment process. The unit of measurement is at least one -hour duration and the frequency is monthly. • Treatment plans: clients will have treatment plans created for them at intake. They will be revisited regularly and revised in accordance with client progress (or lack thereof) and client input. (one treatment plan per client every 30 days). The unit of measurement is one treatment plan per client and the frequency is every 30 days. • Intake and screening is where referred individuals will be screened for services. Clients will participate in intake procedures of at least one hour during the fiscal year and the frequency is once during the fiscal year. • Educational programs for relapse prevention teach clients to recognize triggers (e.g., people, places) for cravings to ,use problem substances. Equally important, clients also learn adaptive strategies to avoid triggers and to cope with them productively should they be encountered. Clients will participate in at least one, one -hour relapse prevention group counseling group and the frequency is once a week. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 15 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program • Court liaison services include oral and written representation of client progress or lack thereof to the justice system. Such services also could involve appearing in court with or without clients. Clients in need of court liaison services will receive them as appropriate in terms of recurrence and time length. • Individual therapy involves guided discussions regarding a client's issues related to substance abuse as well as the problems emanating from substance abuse disorders. Clients will receive no less than one, one -hour individual counseling session and the frequency is once per week. • Group therapy encourages clients to present and process issues, information, and impressions related to the recovery process. These supervised group counseling sessions are led by a senior -level counselor. Clients will receive no less than three, one -hour group counseling sessions and the frequency is once per week. • Family therapy permits a client to deal with issues related to her/his addictions and the consequences of addiction to the family structure and members. The goal is to provide clients and family members with guidance to repair and strengthen the family structure and to convey functional means of relations. Clients will receive no less than one, one -hour family counseling session as appropriate to the respective composition of each client family and the frequency varies upon circumstances. Referral to community resources links clients to services related to resolving their substance abuse problems. Examples include monitoring of psychiatric prescriptions, GED training, and vocational training. clients will receive referrals to community resources as appropriate to the assessment of their problems and the frequency varies upon circumstances. d. Estimate the number of participants that will engage in this activity. 18 clients will be served for all activities. e. Estimate the number of defined units that the project will provide. 4. In 200 words or less, respond to the following items regarding the treatment services. a. What is the expected length of treatment? Treatment plans will be individualized per client based on substance abuse and (if applicable) other co-occurring disorders. The (mean) average length of treatment is anticipated to be 12 months. b. Are there different phases of treatment? If so, please describe. There are no "phases" of treatment, per se. Instead, services will be provided in relation to results from psychosocial assessment and state regulations as follows: Day/night treatment will be provided in accordance with state (DCF) licensing regulations: three hours per day for at least four days per week, with a minimum of four (individual, family, or group) counseling hours. Treatment intensity will FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 16 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program increase or decrease based on clients' progress in attaining goals that are part of their individualized treatment plans. Outpatient treatment will be provided in accordance with DCF licensing requirements. Although the minimum requirements for this modality is one counseling session per week, it is more likely that an outpatient client will participate weekly in one or two counseling groups and one individual counseling session —at least during the first few weeks in the outpatient modality. Treatment intensity will increase or decrease based on clients' progress in attaining goals that are part of their individualized treatment plans. 5. Briefly describe what is considered successful completion of the program and how it will be measured. This should include whether it is time, activity or content based. For example, successful completion for an individual could be attendance at all classes included in the program, staying drug -free for 90 days following completion of the treatment plan.. Successful program completion will be measured by achievement of the goals in each client's treatment plan. Achievement of those goals can be met by attendance in all classes/groups in the program and remaining drug -free by client -report and random testing. Contact information (including contacts on friends/family members/"someone who always will know where you are) is collected at initial assessment, intake, and at discharge to provide maximum opportunities to contact former clients. GCMK also works with other agencies including, but not limited to, Key West Housing Authority, Dept. of Children and Families, Southernmost Homeless Assistance League, 161n Judicial Circuit, and the Monroe County Sheriff's Office to find former clients who cannot be reached. 6. What happens if someone does not successfully complete his or her treatment? If this includes expulsion, list the criteria. Non -compliant clients may be discharged from treatment, but always with referrals to more appropriate services and, if appropriate, notice to the Court. 7. Will sanctions and/or incentives be used to encourage completion and compliance with the treatment plan? If yes, respond to the following. No sanctions or incentives will be used. 8. If the program is a Drug Court Offender Community Treatment program, describe how the program will comply with 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. In addition, note Section G of the contract regardirig requirements for collection and maintenance of data. FDLE Byrne Formula Grant Application Package Grant Application Section II - Page 17 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 9. If any special training is planned for personnel at any level, please identify this training and describe how it will further the operation of the project. Also identify the position or types of positions that would attend such training. No special training, outside of each professional staff members required continuing education to maintain credentials, is planned. 10. If equipment purchases will be a significant part of the project funding, describe how this equipment will be used in project operations. No equipment purchases are planned. COOPERATING OR PARTICIPATING AGENCIES 1. List all the agencies and/or organizations participating in project implementation or whose cooperation and/or support are necessary for the success of your project. GCMK is the only agency that will provide treatment services. Potential clients may be referred by organizations including 16th Judicial Circuit, Monroe County, FL, Monroe County Sheriffs Department, Non -detained individuals will receive appointments for a comprehensive psychosocial and addiction severity assessment. Individuals detained by the Monroe County Sheriffs Office will be seen within the Detention Center at times mutually convenient for GCMK and MCSO. 2. Describe the role of each agency / organization. The cooperative role for these organizations is limited to referral, supervision, and followup. Referrals have occurred formally and informally. For example, judges have expressly ordered clients to present for the Safeport program's services. Counselors with the 16th Judicial Circuit's Drug Court program may call the clinical coordinator to arrange for an appointment. Supervision occurs with progress reports to monitoring personnel (i.e., parole/probation officer, DCF case supervisor, Drug Court counselor, judge, KWHA housing manager). Followup involves contacting the aforementioned individuals to determine a former client's whereabouts. 3. Have you obtained a commitment for support from each listed agency / organization? If it has not been obtained, describe how this will be accomplished. Yes. All, these relations are established and in good standing. OTHER KEY INFORMATION In 400 words or less, provide any other key information regarding the program that has not been addressed previously in the application. This should include identifying any other Byrne -funded project/activity/client that overlaps with this request. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 18 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 3. Program Objectives 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. (Select only 1 Program Area) 013 Offender Community Treatment — Local W (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. Include Objectives from only 1 program area, Objectives from a different program area could be included as Project Specific Objectives). Provide treatment services through various treatment modalities to eighteen (18) individuals. Part 3 — During this reporting period, how many clients were provided OUTPATIENT services? [This number should only include those clients who were NEW ADMISSIONS and/or READMISSIONS during 013.01 this reporting period]. Part 7 — During this reporting period, how many clients were provided AFTERCARE services? [This number should only include those clients who were NEW ADMISSIONS and/or READMISSIONS during this reporting period]. Provide an array of treatment services. Part 1 —Were most clients provided psychosocial assessments? Part 3 — Were most clients provided urinalysis? Part 4 — Were most clients provided case management services? Part 5 —Were most clients provided counseling services? 013.02 Part 6 — Were some clients provided rehabilitation services? Part 7 — Were some clients provided with court liaison services? Part 8 — Were a significant number of clients referred to outpatient or residential treatment or other community services? Part 9 — Were most clients provided relapse prevention training services? Part 10 — Were most clients provided vocational training and employment services? Assist ten (10) clients to successfully complete their treatment plan. Part 3— During this reporting period, how many OUTPATIENT clients successfully COMPLETED their 013.03 treatment? Part 5— During this reporting period, how many AFTERCARE clients successfully COMPLETED their treatment? FDLE Byrne Formula Grant Application Package Grant Application Section li - Page 19 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 4. Activity Implementation Schedule. Complete the Activity Implementation Schedule showing when activities in the Program Description will commence and how the project will progress. This chart benchmarks planned activities, both administrative and programmatic. An "X" has been inserted for reports with mandatory due dates for all projects. Place an additional "X" to indicate times applicable to your project, as illustrated for quarterly program reports. Make a detailed listing of key activities under the heading "Programmatic Activities." Your Quarterly Performance Reports will be reviewed against this schedule. Subgrant Period (Beginning Date — Ending Date) Administrative Activities ACTIVITY Oct Nov Dec Jan Feb Mar Apr I May Jun Jul Aug Sep Submit Financial Reimbursement X X X Requests X Submit Financial Closeout Package Submit Quarterly Program Reports X (04) X (04) X (04) X (04) 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 Psychosocial Assessment X X X X X X X X X X X X Treatment Plans X X X X X X X X X X X X Intake and Screening X X X X X X X X X X X X Case Management X X X X X X X X X X X X Drug Screening/Testing X X X X X X X X X X X X Educational programs for relapse prevention X X X X X X X X X X X X Vocational Training X X X X X X X X X X X X Court Liaison X X X X X X X X X X X X Individual Therapy X X X X X X X X X X X X Group Therapy X X X X X X X X X X X X FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 20 Rule 11 D-9.006 OCJG — 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program Family Therapy X X X X X X X X X X X X Referral to community resources X X X X X X X X X X X X FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 21 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program F. Project Budget 1. Budget Schedule a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local Match must be a minimum of 25% of the Total Budget. b. Enter the amount of federal, matching, and total funds by budget category that you will use to support project activities. Enter dollar amounts only in applicable categories based on totals from the Budget Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total Budget. Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank. Budget Category Federal Match Total Salaries And Benefits ContractuServicesal I 52,295.00 I 17,432.00 I 69,727.00 Expenses Operating Capital Outlay Indirect Costs Totals I 52,295.00 I 17,432.00 I 69,727.00 FDLE Byrne Formula Grant Application Package Grant Application Rule 11 D-9.006 Section // - Page 22 OCJG — 005 (rev. 04/04/03) 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 (OCO), 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 pages if Please respond to the following five items before providing the details of the Budget Narrative. Source of match must be cash and represent no less than twenty-five (25) percent of the project's cost. a. Identify your specific sources of matching funds. Monroe County General Revenue Fund. b. Is match available at the start of the grant period? yes c. If match will be provided from a source other than the subgrant recipient or the implementing agency, how will the match be tracked and verified? (The subgrantee is responsible for compliance.) n/a 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: If no, please explain. Yes: XX 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 FDLE Byrne Formula Grant Application Package Grant Application Section H - Page 23 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant P appropriate approval of this plan. n/a 5. If the budget includes services based on unit costs, be sure to provide a definition and cost for each service as part of the budget narrative for contractual services. .Provide the following information. a. What is the basis for the unit costs? b.. How recently was the basis established or updated? An individualized treatment plan will be prepared for each client according to his/her needs. Services will be delivered based on the treatment plan. A schedule of services for Outpatient Treatment and Aftercare is shown below. Based on a representative schedule of services, 18 unduplicated individuals will be served with 10 of those individuals successfully completing the program. Service Treatment Plannini Indivdual Theraov Th Outpatient Treatment Rate Vocational Training Psychosocial Assessment $97.00/plan $110.00/hour $110.00/hour $35.00/session $25.00/session $48.50/assess. total Duration units 45-75 min 15.00 60 min 310.00 60 min 103.00 60-90 min 180.00 60-90 min 90.00 20-30 min 72.00 rate I total $ 97.00 1,455.10 110.00 34' 100.00 110.00 11,330.00 35.00 6,300.00 25.00 12,250.00 48.50 Aftercare Service Rate Duration Indivdual Therapy $110.00/hour 60 min 60.00 110.00 6,600.00 60-90 Group Therapy $35.00/session min 120.00 35.00 4,200.00 69,727.00 The rates shown above have been established based on costs established under guidelines from the Florida Department of Children and Families. FDLE Byrne Formula Grant Application Pa Rule 11 D-9.006 Grant Application Section ll - Page 24 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program The total budget for the project is as follows: Grant Request (Byrne Funds) $52,295 Local Match (County Funds) 17,432 Total Grant Program Costs $69,727 Purchasing methods to be used will conform to existing Federal, State, and Local laws and regulations. Monroe County will contract with The Guidance Clinic of the Middle Keys, Inc. for this project. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 25 Rule 11 D-9.006 OCJG — 005 (rev. 04104/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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 and Byrne -Program Guidance Document as well as Florida laws and regulations including the Florida Administrative Code Chapter 1113-9, Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program. 2. Allowable Costs a. Allowance for costs incurred under the subgrant shall be determined according to the general principles of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMB CircularA-87, "Cost Principles for State, Local and Indian Tribal Governments", or OMB CircularA-21, "Cost Principles for Educational Institutions". b. All procedures employed in the use of federal funds for any procurement shall be according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB CircularA-110 and Florida law to be eligible for reimbursement. 3. Reports a. Project Performance Reports (1) Reporting Time Frames: 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. (2) Report Contents: Performance reports must include both required sections, the quantitative response (in response to specific objectives and measures) and the qualitative narrative. The narrative must reflect on accomplishments for the quarter, incorporate specific items specified for inclusion in performance measures, and also identify problems with project implementation and address actions being taken to resolve the problems. b. Financial Reports (1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days after the end of the reporting period. In addition, if the subgrant award period is extended, additional Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly identified as "final'. (2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient shall submit either monthly or quarterly claims in order to report current project costs. Reports are to be submitted even when no reimbursement is being requested. (3) All claims for reimbursement shall be submitted in sufficient detail for proper pre -audit and post -audit. FDLE Byrne Formula Grant Application Package Grant Application Section /1- Page 26 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program (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 10, Program Income.) c. Other Reports The subgrant recipient shall submit other reports as may be reasonably required by OCJG. 4. 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. 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. 5. 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. 6. 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. 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. Justification should address a 30/60/90-day need for cash based on the budgeted activities for the period. 8. 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. 9. 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. Subgrant recipients shall obtain written approval from the Department for reimbursement of travel costs for field trips that were not listed in the approved project description and 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. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 27 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida Statutes. 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 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 CircularA-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, Roles 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 FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 28 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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. 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 CircularA-133 for that fiscal year. In this case, written notification, which can be in the form of the "Certification of Audit Exemption" form, 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 Criminal Justice Grants 2331 Phillips Road Tallahassee, Florida 32308 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 FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 29 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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 either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case, the failure to perform shall be beyond the control and without the fault or negligence of the subgrant recipient. b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises out of causes beyond the control of subgrant recipient and consultant, and without fault or negligence of either of them, the subgrant recipient shall not be deemed in default, unless: (1) Supplies or services to be furnished by the consultant were obtainable from other sources, (2) The Department ordered the subgrant recipient in writing to procure such supplies or services from other sources, and (3) The subgrant recipient failed to reasonably comply with such order. c. Upon request of the subgrant recipient, the Department shall ascertain the facts and the extent of such failure, and if the Department determines that any failure to perform was occasioned by one or more said causes, the delivery schedule shall be revised accordingly. 19. Extension of a Contract for Contractual Services Extension of a contract for contractual services between the subgrant recipient and a contractor (which includes all project budget categories) shall be in writing for a period not to exceed six (6) months and is subject to the same terms and conditions set forth in the initial contract. Only one extension of the contract shall be acceptable, unless failure to complete the contract is due to events beyond the control of the contractor. 20. Written Approval of Changes in this Approved Agreement Subgrant recipients shall obtain approval from the Department for major substantive changes. These include, but are not limited to: a. Changes in project activities, target populations, service providers, 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, i.e., 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 FDLE Byrne Formula Grant A Rule 11 D-9.006 Grant Section lI - Page 30 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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. 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 prior mentioned individuals have authority to sign or make amendments to the Sole Source and the ADP Justification forms. The Project Director has authority to submit requests for approval of specific travel, 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 person signature authority for him/her, the chief officer or elected official must submit to the department a letter or resolution indicating the 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. The letter must also specify the authority being delegated. 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 FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 31 Rule 11 D-9.006 OCJG — 005 (rev. 04/04103) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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. (2) Such background investigations shall be conducted at the expense of the employing agency. When fingerprinting is required, the fingerprints of the employee or applicant for employment shall be taken by the employing agency or by an authorized law enforcement officer :and submitted to the Department of Law Enforcement for processing and forwarding, when requested by the employing agency, to the United States Department of Justice for processing. The employing agency shall reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the fingerprints. 29. Drug Court Projects a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements outlined in the U.S. Department of Justice, Office of Justice Programs, Drug Courts Program •Office, program guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700. b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient agrees that drug court programs funded with this award shall collect and maintain follow-up data on criminal recidivism and drug use relapse of program participation. The data collected must be available to U.S. DOJ and FDLE upon request. 30. Overtime for Law Enforcement Personnel Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department of Justice encourages consultation with all allied components of the criminal justice system in the affected jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased court dockets and the need for detention space. 31. Criminal Intelligence System a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional rights of individuals. b. The subgrant recipient and a criminal justice agency that is the implementing agency agree to certify that they operate a criminal intelligence system in accordance with Sections 802(a) and 818(c) of the Omnibus Crime Control and Safe Streets Act of 1968, as amended and comply with criteria as set forth in 28 CFR Part 23 - Criminal Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program Guidance. Submission of this certification is a prerequisite to entering into this agreement. C. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or criminal justice agency operates a criminal intelligence system and does not meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Federal law requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and federal regulation prior to the award of federal funds. The subgrant recipient is responsible for the continued adherence to the regulation governing the operation of the system or faces FDLE Byrne Formula Grant Application Grant Section 11- Page 32 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement . Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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 Education Amendments of 1972; The Age Discrimination Act of 1975; and, Department of Justice Non - Discrimination Regulations 28 CFR Part 42, Subparts C, D, E, F, G and H. b. The subgrant recipient and a the implementing agency agree to certify that they either do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control and Safe Streets Act of 1968, as amended and that they have or have not formulated, implemented and maintained a current EEO Program. Submission of this certification is a prerequisite to entering into this agreement. This certification is a material representation of fact upon which reliance was placed when this agreement was made. If the subgrant recipient or implementing agency meet Act criteria but have not formulated, implemented and maintained such a current written EEO Program, they have 120 days after the date this agreement was made to comply with the Act or face loss of federal funds subject to the sanctions in the Justice System Improvement Act of 1979, Pub. L. 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803 (a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information). c. Any subgrant recipient or implementing agency 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. The submission shall be in both paper copy and electronic format. 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. d. In the event a Federal or State court of Federal or State administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national.origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice Programs. 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 1), 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. FDLE Byrne Formula Grant Application Package Grant Application Section 11 - Page 33 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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 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 100-year flood plain; (3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; and (4) Implementation of a new program involving the use of chemicals other than chemicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or educational environments. b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that funded program or activity. 37. Non -Procurement, 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 Lobbying Activities, according to its instructions. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 34 Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03) 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 assessment/impact 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; 4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed laboratory; FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 35 Rule 11 D-9.006 OCJG - 005 (rev. 04/04/03) Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment, and contaminated materials and wastes from the site(s) of each seized clandestine laboratory; 6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly licensed recycling facilities; 7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately above in order to ensure proper compliance; 8. Have in place and implement an inter -agency agreement or other form of commitment with a responsible State environmental agency that provides for that agency's (i) timely evaluation of the environmental conditions at and around the site of a closed clandestine laboratory and (ii) coordination with the responsible party, property owner, or others to ensure that ant residual contamination is remediated, if necessary, and in accordance with existing State and Federal requirements; and 9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or have immediate access to, qualified personnel who can respond to the potential health needs of any offender(s)' children or other children present or living at the seized laboratory site. Response actions should include, at a minimum and as necessary, taking children into protective custody, immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up medical tests, examinations or health care. FDLE Byrne Formula Grant Application Package Grant Application Section 11- Page 36 Rule 11 D-9.006 OCJG — 005 (rev. 04104/03) APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program SUBGRANTEE CERTIFICATION I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee (Subgrant Recipient) .. . (Select one of the following): 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 Has included a copy of the current approval letter from the US DOJ 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 deral assistance is approved or face loss of federal funds. Signature of Subgrantee Authorized O icial Type Name: James L. Roberts Title: County Administrator Subgrant Recipien : Monroe County Board of County Commissioners Date: V 63 FDLE Byrne Formula Grant Application Package EEO Certification Appendix IV— Page-2vf2- 3, Rule 11 D-9.006 OCJG — 006 (rev. 04/04/03) 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 IMPLEMENTING AGENCY 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 this Implementing Agency ...(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 Implementing Agency 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 Implementing Agency ... (Select one of the following): XX Has a Current EEO Plan Does Not Have a Current EEO Plan Is Included in the EEO Plan of the Subgrant Recipient. Has included a copy of the current approval letter from the US DOJ I further affirm that if the Implementing Agency 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 applicatiop for federal assistance is approved or face loss of federal funds. Signature of Implementing Agency Authorized Official Type Name: James L. Roberts Name of Subgrant Recipient: Monroe County Board of County Commissioners Name of Implementing Agency: Monroe County Board of County Commissioners Title: County Administrator W03 FDLE Byrne Formula Grant Rule 11 D-9.006 EEO Certification Appendix IV — Page'!'vf P OCJG — 007 (rev. 04/04/03) H. Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 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. kx & �� Departmenzb LaNEnforcement s , x, e� Signature: , Typed Name and Title: Clayton H. Wilder Community Program Administrator Date: Subgra�t�2eC�pi�i nt a ` t� A honzi Official of�Governmenta (lommiss�gn Chairman Ma X5,or Designated Representabve)�� , xx . ...- w�.. e Typed Name of !Subgrant Recipient Monroe ounty Board of CountyCommissioners, Signature: Typed Name and Title James L. Roberts County Administrator Date: Implementing Agency F ��` Official Admirnrrator s...ores�ignated Represegtaive Typed Name of Implementing Agency: Monro County Board of Count Commissioners Signature: Typed Nam anO Title James L. Roberts County Administrator Date: Grant A lication FDLE Byrne Formula Grant Application Package Section 11- Page-W-3 01( OCJG — 005 (rev. 04/04/03) Rule 11 D-9.006 H. Application for Funding Assistance Florida Department of Law Enforcement Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program 5lgnature rage 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. Signature: Typed Name and Title: Clayton H. Wilder Community Program Administrator Date: Lb -'7 - U 3 Typed Name of Subgrant Recipient Signatu Typed Name and Title James L. Roberts County Administrator Date: c� Typed Name of Implementing Agency:. Signature: �C Typed Name and Title James L. Roberts County Administrator Date: 61`b 63 FDLE Byrne Formula Grant Application Package Grant Application Section 11 Page%36- -4q Rule 11 D-9.006 OCJG — 005 (rev. 04/04/03)