Item C24BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 21, 2012 Division: OMB
Bulk Item: —X— No — Department: Grants
Staff Contact /Phone #: Lisa Tennyson x 4444
AGENDA ITEM WORDING: Ratification of FDLE JAG grant adjustment submission for Samuel's
House to make a minor change to the program budget; transferring $3600 from one line to another.
ITEM BACKGROUND: Per FDLE JAG grant requirements, any revised budget over 10% of the
grant amount requires a grant adjustment. Grant adjustments are required to make these changes for
Samuel's House. Contract ends Sept. 30, 2012; grant adjustment submitted to ensure meeting contract
time requirements.
PREVIOUS RELEVANT BOCC ACTION: FDLE contracts and MOUs with the providers were all
approved at the November 16, 2011 BOCC meeting.
CONTRACT/AGREEMENT CHANGES: No change to total budget or to grant funding.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $ 20,000 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $0
REVENUE PRODUCING: Yes
APPROVED BY: County Atty Y'
DOCUMENTATION: Included
DISPOSITION:
Revised 7A09
SOURCE OF FUNDS: NA
No X AMOUNT PER MONTH Year
A
" V , 1
OMB/PU rc�asing Risk Management' i
Not Required
AGENDAITEM #
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
To move funding from the client fees line in the budget to the supplies and case management
lines in the budget.
By electronically submitting this adjustment, I hereby certify that I have reviewed the
changes and find them necessary for program activities. I am the signing authority or
have been delegated as such by the appropriate official. Information regarding the
signing authority is available for review.
Date 08/28/2012
Electronically Signed By:
David Rice
Authorized Official or Designated Representative
Application Ref # 2012-JAGC-1767
Contract 2012-JAGC-MONR-1-C4-234
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
General Financial Info:
Note: All financial remittances will be sent to the Chief Financial Officer
of the Subgrantee Organization.
Financial Reporting Frequency for this Subgrant: Quarterly
Is the subgrantee a state agency?: No
FLAIR / Vendor Number: 596000749
Budget:
Budget Category Federal Match Total
Salaries and Benefits $0.00 $0.00 $0.00
Contractual Services
$20,000.00
$0.00
$20,000.00
Expenses
$0.00
$0.00
$0.00
Operating Capital
$0.00
$0.00
$0.00
Outlay
Indirect Costs
$0.00
$0.00
$0.00
-- Totals --
$20,000.00
$0.00
$20,000.00
Percentage
100.0
0.0
100.0
Project Generated Income:
Will the project earn project generated income (PGI) ? No
Application Ref # 2012-JAGC-1767 Section #4 Page 1 of 4
Contract 2012-JAGC-MONR-1-C4-234
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Budget Narrative:
TOTAL BUDGET: $20,000
CONTRACTUAL SERVICES:
Services will include case management/counseling, substance abuse services, drug testing,
housing/food costs (client fees), and drug testing for women with dual criminal and substance
abuse histories.
UNIT COST CALCULATION:
Unit Cost = 1 Service Hour
Units to be provided: 840 (approximately)
Unit Cost = $ 23.80 (rounded)
TOTAL PROJECT = $ 20,000
CONTRACT:
Monroe County will execute a contract with Samuel's House for the period of Oct 1, 2011 through
Sept 30, 2012, to cover the grant period. A copy will be sent to FDLE.
Application Ref # 2012-JAGC-1767
Section #4 Page 2 of 4
Contract 2012-JAGC-MONR-1-C4-234
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
Section Questions:
Question: 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 previous Byrne program?
Answer: NA/paying for contracted services.
Question: If benefits are to be included, are they reflected in the budget narrative?
Answer: NA/paying for contracted services.
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency, if it is the sheriffs office.
Answer: 1,000
Question: If indirect cost is included in the budget, indicate the basis for the plan (e.g. percent of
salaries and benefits), and provide documentation of the appropriate approval of this
plan.
Answer: NA
Question: If the budget includes services based on unit costs, provide a definition and cost for
each service as part of the budget narrative for contractual services. Include the basis
for the unit costs and how recently the basis was established or updated.
Answer: BUDGET
Salaries and Benefits:
Case Manager: $13,990
Expenses:
Drug Testing Suppliesir- $3,610
Client Fees $2,400
TOTAL BUDGET: $20,000
BUDGET NARRATIVE:
$13,990 of Byrne grant funds will be used to pay a portion of the salaries of the
Samuel's House Case Managers and Assistant Case Managers, at $22.50/hour and
about 622 hours worked.
$2,400 in BYRNE grant funds will be used to pay initial client fees for women who are
court -mandated to live at Samuel's House in lieu of jail. These fees help pay for the
costs of food, shelter and other necessary expenses for the women. Six women will
be served.
$3,610 in Drug Testing supplies will be purchased throughout the year to provide
about 240 mandatory drug tests @ $15.00 per test. Random drug -testing has
proven to be an effective Case Management tool for the selected population.
Application Ref # 2012-JAGC-1767 Section #4 Page 3 of 4
Contract 2012-JAGC-MONR-1-C4-234
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County -wide
UNIT COST CALCULATION
Total budget = $ 20,000
Unit cost = 1 service hour
Total number of units = 840 (approx.)
Unit cost = $23.81 (rounded)
840 units x $23.81 per unit = $20,000
The unit cost calculation was provided by contracted service provider, July 2011.
Monroe County determined funding for project via a competitive process.
Application Ref # 2012-JAGC-1767
Section #4 Page 4 of 4
Contract 2012-JAGC-MONR-1-C4-234
Rule Reference 11 D-9.006 OCJG-005 (rev. April 2005)
Grillo -Michelle
From: Aubin, Candice <CandiceAubin@fdle.state.fl.us>-
Sent: Thursday, August 09, 2012 351 PM
To: Tennyson -Lisa
Cc: Grillo -Michelle
Subject: RE: Monroe County Samuel's House
r
lid is okay to move the from ifie, client feei line in the hud et to the Sop 1 ic; s drug -tests
As for your other questions I have given both Samuel's House and Herron Peacock to Janice to look at. I will let you
know sometime tomorrow about what she says.
Candi Aubin
Community Assistant Consultant
FDLE, Office of Criminal Justice Grants
2331 Phillips Road
Tallahassee, Florida 32308
Phone: 850-617-1259
Fax: 850-921-0434 or 0542
Email: cancliceatibin@fdle.state.fl.us
Website: www.fdle.state.fl.us
From: Tennyson -Lisa [ma ilto:Tennyson-Lisa (abMon roeCounty-FL.m
Sent: Thursday, August 09, 2012 1:28 PM
To: Aubin, Candice
Cc: Grillo -Michelle
Subject: Monroe County Samuel's House
Hi Candi,
In addition to the questions (that we just discussed on phone) about being permitted to serve not only specifically court -
mandated women, but also those with referrals from the County Jail, DCF, Family Court, etc. as well as clarification of
"recent" in recent history of incarceration, I have another question to do with the current grant:
We would like to move $3,600 from the client fees line in the budget to the Supplies/Drug-tests line. As this is greater
than 10% I understand it will require a Grant Adjustment. Also, we have already done a transfer of less than 10%
internally from the case management line to drug tests. I just want to be sure that there are no issues with proceeding with
r,
a grant adjustment. Please let me know.
Thanks,
Lisa Tennyson
Office of Management and Budget
Monroe County, Florida
305-292-4444
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Grillo -Michelle
From: Davina I. Arrieta <samuelshouse5@comcast.net>
Sent: Friday, August 24, 2012 2:36 PM
To: Grillo -Michelle
Subject: Grant Adjustment
Michelle,
This is the grant adjustment proposal.
afr�
Salaries and Benefits:
Case Manager: $13,990
Expenses:
Drug Testing Supplies: $ 3,610
Client Fees: $2,400
Total Expenses: $6,010
TOTAL BUDGET: $20,000
$13,990 in Byrne grant funds will be used to pay a portion of the salaries of the Samuel's House
Case Managers and Assistant Case Managers. The grant award portion of the total annual case
manager's salaries at $22.50 per hour (including benefits) and about 622 hours worked.
$2,400 in Byrne grant funds will be used to pay initial client fees for women who are court -
mandated to live at Samuel's I -louse in lieu of jail. These fees help pay for the costs of food,
shelter, and other necessary expenses for the women. Six women will be served.
$3,610 in Drug Testing supplies will be purchased throughout the year to provide about 240
mandatory drug tests @ $15.00 per test. The population will be women with criminal and
substance abuse backrounds. Random drug -testing has proven to be an effective Case
Management tool for the selected population.
Davina 1. Arrieta
Executive Assistant
Samuel's House, Inc.
Phone: 305-296-0240 ext. 16
Fax:305-296-4219
sanlUelshouse5 C& conicast. net
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