Item F41 ` .
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting [}ate: November 20, 2012 Division: OMB
Bulk Item: Yes No Department: Grants Administration
Staff Person:
-Lisa Tennyson x4444
AGENDA ITEM WORDING: Authorization for the Mayor to execute a Memorandum of
Understanding with Boys and Girls Club Key West Smart Moves Prevention Program
with funds provided under the Edward Byrne Memorial Justice Assistance Grant
program, for the period from Oct 1, 2012 through Sept 30, 2013.
ITEM BACKGROUND: Federal funds are provided through the Florida Department of
Law Enforcement. Substance Abuse Policy Advisory Board (SAPAB) reviews
proposals and makes recommendations to B{)CCfnr local funding of programs.
PREVIOUS RELEVANT B0CCACTION: Approval to apply for grant funds given at June
2012 meeting. Certificate of Acceptance for Sub-grant Award from F[}LE is also on
the agenda for this meeting.
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATION: Approval
TOTAL COST: $16,499_ Indirect Cost: BUDGETED: Yes No [l
COST TOCOUNTY: $D SOURCE OF FUNDS: FD8LE�
DIFFERENTIAL {)F LOCAL PREFERENCE:
REVENUE PRODUCING: Yes FlNn AMOUNT PER MONTH
______
YEAR
APPROVE[} BY:COUNTY OMB/PURC��SING F� RISK MANAGEMENT
� �� � � �� ��
DOCUMENTATION: INCLUDED: EDTOFOLLOW: [l NOT REQUIRED: �7
DISPOSITION: ___ AGENDA ITEM #: ___
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Boys and Girls Club of the Effective Date: 10/01/12
Keys Expiration Date: 09/30/13
Contract Purpose/Description: Funds provided through FDLE Agreement for Boys and Girls
Club Key West Smart Moves Prevention Program.
Contract Manager: Lisa Tennyson 4444 OMB/Grants Mgt.
(Name) (Ext.) (Department)
for BOCC meeting on 11/20/12 Agenda Deadline: 11/6/12
CONTRACT COSTS
Total Dollar Value of Contract: $16,499 Current Year Portion: $16,499
Budgeted? Yes X No Account Codes: 125-06044-530490
Grant: $16,499
County Match: $0
ADDITIONAL COSTS
CONTRACT REVIEW
Changes "I Date Out
Dla:e n Needed R 'view,
Division Director YesM No[3-- -
Risk Manaqement YesR Nool",
O.M.B./Puling YesR NoFLI
County Attorney 1 YesEl NoRl 4�L
Comments:
OMB Form Revised 9/11/95 MCP #2
EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FUNDS
AGREEMENT
THIS AGREEMENT is made and entered into this 20th day of November, 2012,
by and between MONROE COUNTY, a political subdivision of the State of Florida,
whose address is 1100 Simonton Street, Key West, FL 33040, hereinafter referred to
as "COUNTY," and Boys and Girls Club of the Keys hereinafter referred to as
"AGENCY."
WITNESSETH
WHEREAS, the Florida Department of Law Enforcement has awarded a sub-
grant of Edward Byrne Memorial Justice Assistance to the COUNTY to implement the
the Boys and Girls Club Key West Smart Moves Prevention Program to provide drug
and crime prevention services to students; and
WHEREAS, the COUNTY is in need of an implementing agency to provide said
services under this Program; and
WHEREAS, the AGENCY is the sole provider of this program; and
WHEREAS, the COUNTY has agreed to disburse the Edward Byrne Memorial
Assistance Grant funds to the AGENCY in accordance with the COUNTY'S application
for the Edward Byrne Memorial Assistance Grant.
NOW THEREFORE, in consideration of the mutual understandings and
agreements set forth herein, the COUNTY and the AGENCY agree as follows:
1. TERM - The term of this Agreement is from October 1, 2012 through
September 30, 2013, the date of the signature by the parties notwithstanding, unless
earlier terminated as provided herein.
2. SERVICES - The AGENCY will provide services, in compliance with all
provisions, as outlined in the COUNTY'S Edward Byrne Memorial Justice Assistance
Sub-grant Award, attached and made a part hereof (Attachment C).
3. FUNDS - The total project budget to be expended by the AGENCY in
performance of the services set forth in Section 2 of this agreement shall be the total
sum of $16,499. All funds shall be distributed and expended in accordance with the
Project Budget Narrative as outlined in the grant agreement.
4. INCORPORATION BY REFERENCE - The provisions of those certain
documents entitled "State of Florida Office of Criminal Justice Grants Florida
Department of Law Enforcement Sub-grant Award Certificate and Application" and all
laws, rules and regulations relating thereto are incorporated by reference (Attachment
C).
5. BILLING AND PAYMENT
(a) The AGENCY shall comply with the program and expenditure reporting
requirements for Byrne Grant funds. The AGENCY shall render to the COUNTY a
detailed a quarterly performance report not later than 7 days after the end of each
quarter. The quarterly performance reports must include a response to all objectives
included in your project, as described in the Performance section in the grant
agreement. A detailed narrative, reflecting on accomplishments, challenges, etc. is
required as part of this quarterly report. The AGENCY shall render to the COUNTY,
monthly itemized invoices, not later than 30 days after the end of each month,
properly dated, describing the services rendered, the cost of the services, and all other
information required. The original invoice shall be sent to:
Grants Administrator
1100 Simonton Street
Key West, FL 33040
(b) Payment shall be made after review and approval by the COUNTY within
thirty (30) days of receipt of the correct and proper invoice submitted by the AGENCY.
(c) The County shall only reimburse subject to the funded amounts below,
those reimbursable expenses which are reviewed and approved as complying with
Monroe County Code of Ordinances, State laws and regulations and Attachment A-
Expense Reimbursement Requirements. Evidence of payment by the PROVIDER shall
be in the form of a letter, summarizing the expenses with supporting documentation
attached. The letter should contain a notarized certification statement. An example of a
reimbursement request cover letter is included as Attachment B.
7. TERMINATION -This Agreement may be terminated by either party at any
time, with or without cause, upon not less than thirty (30) days written notice delivered
to the other party. The COUNTY shall not be obligated to pay for any services provided
by the AGENCY after the AGENCY has received notice of termination.
8. ACCESS TO FINANCIAL RECORDS -The AGENCY shall maintain
appropriate financial records which shall be open to the public at reasonable times and
under reasonable conditions for inspection and examination and which comply with the
Agreement incorporated in Section 4 of this Agreement.
9. AUDIT -The AGENCY shall submit to the COUNTY an audit report
covering the term of this Agreement, within one-hundred twenty (120) days following
the Agreement's lapse or early termination and shall also comply with all provisions of
the Agreement incorporated in Section 4 of this Agreement.
10. NOTICES -Whenever either party desires to give notice unto the other, it
must be given by written notice, sent by registered United States mail, with return
receipt requested, and sent to:
FOR COUNTY: FOR PROVIDER:
Grants Administrator Dan Dombroski, Executive Director
1100 Simonton Street Boys and Girls Club of the Keys
Key West, FL 33040 1400 United Street, Suite 108
Key West, FL 33040
Either of the parties may change, by written notice as provided above, the addresses or
persons for receipt of notices.
11. UNAVAILABILITY OF FUNDS -If the COUNTY shall learn that funding
from the Florida Department of Law Enforcement cannot be obtained or cannot be
continued at a level sufficient to allow for the services specified herein, this Agreement
may then be terminated immediately, at the option of the COUNTY, by written notice of
termination delivered in person or by mail to the AGENCY at its address specified
above. The COUNTY shall not be obligated to pay for any services provided by the
AGENCY after the AGENCY has received notice of termination.
12. COMPLIANCE WITH LAWS AND REGULATIONS -in providing all
services pursuant to this Agreement, the AGENCY shall abide by all statutes,
ordinances, rules, and regulations pertaining to, or regulating the provision of, such
services, including those now in effect and hereafter adopted, and particularly Article 1,
Section 3 of the Constitution of the State of Florida and Article 1 of the United States
Constitution, which provide that no revenue of the state or any political subdivision shall
be utilized, directly or indirectly, in aid of any church, sect or religious denomination or
in aid of any sectarian institution. Any violation of said statutes, ordinances, rules, or
regulations shall constitute a material breach of this Agreement immediately upon
delivery of written notice of termination to the AGENCY. If the AGENCY receives notice
of material breach, it will have thirty days in order to cure the material breach of the
contract. If, after thirty (30) days, the breach has not been cured, the contract will
automatically be terminated.
13. ASSIGNMENTS AND SUBCONTRACTING -Neither party to this
Agreement shall assign this Agreement or any interest under this Agreement, or
subcontract any of its obligations under this Agreement, without the written consent of
the other.
14. EMPLOYEE STATUS —The AGENCY is an independent contractor.
Persons employed by the AGENCY in the performance of services and functions
pursuant to this Agreement shall have no claim to pension, worker's compensation,
unemployment compensation, civil service or other employee rights or privileges
granted to the COUNTYS officers and employees either by operation of law or by the
COUNTY.
15. INDEMNIFICATION -The AGENCY agrees to hold harmless, indemnify,
and defend the COUNTY, its commissioners, officers, employees, and agents against
any and all claims, losses, damages, or lawsuits for damages, arising from, allegedly
arising from, or related to the provision of services hereunder by the AGENCY.
16. ENTIRE AGREEMENT
(a) It is understood and agreed that the entire Agreement of the parties is
contained herein and that this Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject matter hereof as well as any
previous agreements presently in effect between the parties relating to the subject
matter hereof.
(b) Any alterations, amendments, deletions, or waivers of the provisions of
this Agreement shall be valid only when expressed in writing and duly signed by the
parties.
IN WITNESS WHEREOF, the parties to this Agreement have caused their
names to be affixed hereto by the proper officers thereof for the purposes herein
expressed at Monroe County, Florida, on the day and year first written above.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L. KOLHAGE, Clerk OF MONROE COUNTY, FLORIDA
By: By:
Deputy Clerk Mayor/Chairman
Boys and Girls Club of the Keys
By:
Witness
Title:
Witness
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM:
CHRISTINE M. LIMBERT-BARROWS
ASSISTANT COUNTY ATTORNEY
Date
ATTACHMENT A
Expense Reimbursement Requirements
This document is intended to provide basic guidelines to Human Service and
Community-Based Organizations, county travelers, and contractual parties who have
reimbursable expenses associated with Monroe County business. These guidelines, as
they relate to travel, are from the Monroe County Code of Ordinances and State laws
and regulations.
A cover letter (see Attachment B) summarizing the major line items on the reimbursable
expense request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and that
the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners and will not be
submitted for reimbursement to any other funding source."
Invoices should be billed to the contracting agency. Third party payments will not be
considered for reimbursement. Remember, the expense should be paid prior to
requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the
contract. This document should not be considered all inclusive. The Clerk's Finance
Department reserves the right to review reimbursement requests on an individual basis.
Any questions regarding these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the
charging department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is
needed. If a Payroll Journal is provided, it should include: dates, employee name,
salary or hourly rate, total hours worked, withholding information and paid payroll taxes,
check number and check amount. If a Payroll Journal is not provided, the following
information must be provided: pay period, check amount, check number, date, payee,
support for applicable paid payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be
included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments
are not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for
reimbursement. The log must define the date, number of copies made, source
document, purpose, and recipient. A reasonable fee for copy expenses will be
allowable. For vendor services, the vendor invoice and a sample of the finished product
are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date,
the number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the
caller, the telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement
of Travel Expenses. Travel reimbursement requests must be submitted and will be paid
in accordance with Monroe County Code of Ordinances and State laws and regulations.
Credit card statements are not acceptable documentation for reimbursement. If
attending a conference or meeting a copy of the agenda is needed. Airfare
reimbursement requires the original passenger receipt portion of the airline ticket. A
travel itinerary is appreciated to facilitate the audit trail. Auto rental reimbursement
requires the vendor invoice. Fuel purchases should be documented with paid receipts.
Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable. Parking
is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero.
Room must be registered and paid for by traveler. The County will only reimburse the
actual room and related bed tax. Room service, movies, and personal telephone calls
are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of departure.
For example, driving from one's home to the airport for a business trip is not a
reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. Meal guidelines state that travel must begin prior to 6 a.m. for breakfast
reimbursement, before noon and end after 2 p.m. for lunch reimbursement, and before
6 p.m. and end after 8 p.m. for dinner reimbursement.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay
expenditures (unless specifically included in the contract), contributions, depreciation
expenses (unless specifically included in the contract), entertainment expenses,
fundraising, non-sufficient check charges, penalties and fines.
ATTACHMENT IS
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Organization name) for the time period
of to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXXXX
104 Employee A P/R ending 05/14/01 XXXXX
105 Employee B P/R ending 05/28/01 XXXXX
(A) Total $ X,XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted and that
the expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with
the Monroe County Board of County Commissioners and will not be submitted for
reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of - 20—
by who is personally known to me.
Notary Public Notary Stamp
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or public work, may not submit
bids on leases of real property to public entity, may not be awarded or perform work as
a contractor, supplier, subcontractor, or consultant under a contract with any public
entity, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months
from the date of being placed on the convicted vendor list."
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed,
retained or otherwise had act on his/its behalf any former County officer or employee in
violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in
violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this
provision the County may, in its discretion, terminate this contract without liability and
may also, in its discretion, deduct from the contract or purchase price, or otherwise
recover, the full amount of any fee, commission, percentage, gift, or consideration paid
to the former County officer or employee.
(signature)
Date:
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed
his/her signature (name of individual signing) in the space provided above on this
- day of 20
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publishes a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's policy
of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Gives each employee engaged in providing the commodities or contractual services that
are under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will abide
by the terms of the statement and will notify the employer of any conviction of, or plea of guilty
or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled
substance law of the United States or any state, for a violation occurring in the workplace no
later than five (5) days after such conviction.
5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program if such is available in the employee's community, or any employee
who is so convicted.
6. Makes a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
STATE OF
COUNTY OF (Signature of Respondent)
Date
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of
individual signing) affixed his/her signature in the space provided above on this
day of 20—.
Notary Public My commission expires:
F DLE
Florida Department of Office of Criminal Justice Grants Rick Scott, Governor
Law Enforcement Post Office Box 1489 Pam Bondi,Attorney General
Tallahassee, Florida 32302-1489 Jeff Atwater, Chief Financial Officer
Gerald M. Bailey (850)617-1250 Adam Putnam, Commissioner of Agriculture
Commissioner www,fdle.state.fl.us
OCT 3 1 2012
The Honorable David Rice
Mayor
Monroe County Board of Commissioners
1100 Simonton Street
Room 2-213
Key West, FL 33040
Re: Contract No. 2013-JAGC-MONR-5-D7-126
Dear Mayor Rice:
The Florida Department of Law Enforcement is pleased to award an Edward Byrne
Memorial Justice Assistance Grant to your unit of government in the amount of
$ 16,499.00 for the project entitled, BOYS AND GIRLS CLUB: KEY WEST SMART
MOVES PREVENTION PROGRAM. These funds shall be utilized for the purpose of
reducing crime and improving public safety.
A copy of the approved subgrant application with the referenced contract number is
enclosed for your file. All correspondence with the Department should always refer to
the project number and title.
Your attention is directed to the Standard Conditions of the subgrant. Changes were
made after your application was received in this office. Therefore, the Standard
Conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and costs reimbursements.
The enclosed Certification 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 David Rice
Page Two
We look forward to working with you on this project. If we can be of further assistance,
please contact Janice Parish at 850/617-1250.
Sincerely,
galyton��i I d e r
Administrator
CHW/JP/st
Enclosures
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative, acknowledges receipt and
acceptance of subgrant award number 2013-JAGC-MONR-5-D7-126, in the amount
of$ 16,499.00, for a project entitled, BOYS AND GIRLS CLUB: KEY WEST SMART
MOVES PREVENTION PROGRAM, for the period of 10/0 1/2012 through
09/30/2013, to be implemented in accordance with the approved subgrant
application, and subject to the Florida Department of Law Enforcement's Standard
Conditions and any special conditions governing this subgrant.
(Signature of Subgrantee's Authorized Official)
(Typed Name and Title of Official)
(Name of Subgrantee)
(Date of Acceptance)
Rule Reference 11 D-9.006 OCJG-01 2 (Rev. October 2005)
State of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
SUBGRAy4T AWARD CERTIFICATE
Subgn3ntee: Monroe County Board ofCommissioners
DabeVfAvvard:
GraDtPShOd: FPDDl: 10/01/2012 TO: 09/30/2013
Project Title: BOYS AND GIRLS CLUB: KEY WEST SMART MOVES PREVENTION
PROGRAM
Grant Number: 2013-JAGC-K4{}PJR-5-D7-128
Federal Funds: $ 18,49A.0O
State Agency Match:
Local Agency Match: $ O.O0
Total Project Cost: $ 18.499.00
CFOAy4umb8r: 18.738
Award is hereby made in the amount and for the period shown above of a subgrant
under Title | of the Omnibus Crime Control and Safe Streets Act Of1S88. P.L. 8O-
351, as amended, and the Anti-Drug Abuse Act of1S88. P.L. 100-890' to the above
mentioned subQx@nt9e and subject to any attached or special conditions.
This award is subject to all applicable rules, nsQu|odona, and conditions an contained
iD the Financial and Administrative Guide for Grants, Guideline Manual 71OO1[},
Office of Justice Programs, Common Rule for State and Local Governments and A-
87, or OMB Circulars Ar11OorA-1O2. as applicable, ondA-21. in their entirety, }tia
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 ofP.L. 80-351. aa amended, and P.L. 1OO-0SO.
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.
(� �4- b'u�
Authorize dl Official
Clayton H. Wilder
Administrator
I V -
Date
( )This award is subject to special conditions (attached).
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
Qlj��7
/!/r j ,l
Subgrant Recipient
Organization Name: Monroe County Board of Commissioners
County: Monroe
Chief Official
Name: David Rice
Title: Mayor
Address: 1100 Simonton Street
Room 2-213
City: Key West
State: FL Zip: 33040
Phone: 305-289-6000 Ext:
Fax:
Email: rice-david@monroecounty-fl.gov
Chief Financial Officer
Name: Danny Kolhage
Title: Clerk
Address: 500 Whitehead Street
City: Key West
State: FL Zip: 33040
Phone: 305-292-3550 Ext:
Fax: 305-295-3663
Email: dkolhage@monroe-clerk.com
Application Ref# 2013-JAGC-1990 Section#1 Page 1 of 2
Contract 2013-JAGC-MONR-5-D7-126
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
„„""�^���"'�r^i r/ /� •.�'/,i/j�'� i 1r i%r "irr i r � i, I'"�"'n"",, "r,�"m ran °�° ^r �
Implementing Agency
Organization Name: Monroe County Board of Commissioners
County: Monroe
Chief Official
Name: David Rice
Title: Mayor
Address: 1100 Simonton Street
Room 2-213
City: Key West
State: FL Zip: 33040
Phone: 305-289-6000 Ext:
Fax:
Email: rice-david@monroecounty-fl.gov
Project Director
Name: Lisa Tennyson
Title: Grants Administrator
Address: 1100 Simonton Street
Room 2-213
City: Key West
State: FL Zip: 33040
Phone: 305-292-4444 Ext:
Fax:
Email: Tennyson-Lisa@monroecounty-fl.gov
Application Ref# 2013-JAGC-1990 Section#1 Page 2 of 2
Contract 2013-JAGC-MONR-5-D7-126
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 Project Information
Project Title: BOYS AND GIRLS CLUB: KEY WEST SMART MOVES
PREVENTION PROGRAM
Subgrant Recipient: Monroe County Board of Commissioners
Implementing Agency: Monroe County Board of Commissioners
Project Start Date: 10/1/2012 End Date: 9/30/2013
Problem Identification
It is a well-documented fact that children, their families and the entire community benefit
dramatically from having easily accessible, quality after-school programs. Data from a national
study of after-school programs indicates that children
who spend three or more hours home alone during out of school time are more vulnerable to risky
behaviors including substance and alcohol abuse and delinquency. The information from this
study clearly points out the fact that a child's participation in a quality after-school program is an
effective prevention strategy for risky, delinquent, and harmful behavior.
According to the information on the 2010 Florida Youth Substance Abuse Survey, 40.50% of
Monroe County middle school students between the ages of 10-14 years old and 67.20% High
School students aged 15 to 17 have reported using alcohol. This is compared to a state average
of 35.90%for middle school students and 63.40%for high school students.
Additional data obtained from the 2010 Florida Youth Substance Abuse Survey shows that in
most cases the youth in Monroe County have a higher risk factor, as well as a generally higher
percentage, of underage drinking or experimentation with drugs than their state-wide
counterparts.
However, per capita there are fewer resources available to engage these youth and redirect their
behaviors in a rural county such as Monroe.
According to Annie E. Casey Foundation KID COUNT data, Monroe County's children have
become more at-risk. In 2008/09, 15.6% of children under 18 were living in poverty. That number
jumped to 18.75% in 2009/10, as did the percentage of all persons living in poverty. In 2008/09,
7,414 (10.4%)of the population was living in poverty compared to 9,112 (12.6%)on 2009/10.
The same pattern remains consistent for free and reduced lunches. In 2008, 2,968 children
(35.9%)enrolled in schools were receiving free and reduced lunches and in 2009/10, 3,935 (48%)
were receiving free and reduced lunches. The total school enrollment in 2008/09 was 8,278
children and in 2009/10 total enrollment was 8,281 students. Almost half of the total school
enrollment in 2009/10 was receiving free and reduced lunches.
In Monroe County, a high percentage of families with children are single parent homes or families
with annual incomes of less than $22,000. Many are receiving subsidized childcare support and,
due to the high cost of living and the lack of affordable housing, most parents are forced to work
two jobs. This results in a tremendous number of latch-key children being left with little or no adult
supervision during the critical after-school hours, school holidays, and vacations.
Application Ref# 2013-JAGC-1990 Section#2 Page 1 of 4
Contract 2013-JAGC-MONR-5-D7-126
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
1
/jg,'r r� e ?r
With the employment demands of the adults, many children are often left alone or have older
siblings watching them during the most critical times of their days: after-school or on non-school
days. Over 70% of the children who attend a Boys and Girls Club in Monroe County come from
homes that are at or below the Monroe County Poverty Level Index, or reside in homes where
there is a history of substance abuse, domestic violence, or parental incarceration.
Without the opportunities, guidance and supervision that we offer to these children, they would
have little opportunity to engage in positive activities. Last year our Clubs in Key West and Big
Pine Key were open for a combined total of 250 days to address these issues and to provide hope
and opportunity.
Our continued goal is to be able to expand the number of days that we are open in order to offer
increased positive opportunities for the youth of Monroe County.The Boys and Girls Club is
committed to offering positive after-school programs for youth in the community that address the
issues of tobacco, alcohol, drugs, violence, and healthily life skills.
Project Summary(Scope of Work)
The program for which we are seeking funding is the SMART MOVES Prevention Program. The
Boys and Girls Clubs of the Keys is excited about continuing our successful partnership with the
Monroe County School District and Monroe County with the continuation of our before school,
after school and weekend academic and preventive programs.
The program is designed to support learning, prevention activities and leadership development for
a minimum of 50 at-risk youth from elementary and middle school levels. The target population
will have structured activities, snacks and supervision prior to and after each school day. T
The overall objectives of the program are to better fumish the targeted students with the skills
needed to resist risky behaviors, overcome their obstacles, and make better decisions.
This program will be under the direction of a Prevention Director and Prevention/Activity
Coordinators who will offer leadership development, academic support, career exploration,
substance abuse education and prevention information, discussions and activities, health and
fitness information and activities, opportunities for positive peer communication and support,
opportunities for community service, and opportunities for positive adult guidance and support.
The Boys and Girls Clubs of the Keys Area is uniquely qualified to operate this program, with
twenty years of experience working with at-risk young people throughout Monroe County. Our
successful and extensive experience in youth development has shown that providing a place
where children can go and want to go to learn is an effective preventive strategy. With the
guidance of caring adults, who mentor and empower them, students develop essential character
traits and positive leadership skills that help them influence others in positive ways. Health and
fitness play a vital role in the Club which fosters and encourages healthy physical development,
team building skills and other important life skills. Through recreational activities, students have
fun and acquire self-confidence, a
Application Ref# 2013-JAGC-1990 Section#2 Page 2 of 4
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D-9.006 OCJG-005(rev.April 2005)
--
_,Application�U^ca*^on for Funding Assistance
Florida Department ofLaw Enforcement
Justice Assistance Grant- County-wide
sense of fair play and skills in interpersonal relationships.
The Prevention service documentation will consist of staff time sheets that will include the staff
name and id number, description of the activity, the duration, the date of the activity, the program
and the cost center, The Prevention audit documentation may include a combination ofthe
following: attendance records with date, recipient names, service dates, program material, agenda
with date, duration of activity, advertisements (if applicable), and supervisor instructions. Monroe
County requires that all reimbursement requests from our providers be accompanied by a
notarized statement attesting to accuracy and specific, verifiable documentation including staff
time sheets with specific activity infonncdion, and payroll records. In addidon, providers are
required to provide case files, activity records, attendance records, etc, for audit and verification
purposes.
Contract 2013'JAGC-yNONR-5'D7-126
Rule Reference 110-noneooJo-0on(ev-Aw1/znns)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant - County-wide
Section Questions:
Question: Does the Subgrantee receive a single grant in the amount of$500,000 or more from
the U.S. Department of Justice?
Answer: No
Question: Does the Implementing Agency receive a single grant in the amount of$500,000 or
more from the U.S. Department of Justice?
Answer: No
Question: Part 1: In your business or organization's preceding completed fiscal year, did your
business or organization (the subgrantee) receive (1)80 percent or more of your
annual gross revenues in U.S. federal contracts, subcontracts, loans, grants,
subgrants, and/or cooperative agreements; and (2)$25,000,000 or more in annual
gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants,
and/or cooperative agreements? If yes, answer"yes" or"no"to Part 2, below.
Answer: No
Question: Part 2: Does the public have access to information about the compensation of the
executives in your business or organization (the subgrantee)through periodic reports
filed under section 13(a)or 15(d)of the Securities Exchange Act of 1934 (15 U.S.C.
78m(a), 78o(d))or section 6104 of the Internal Revenue Code of 1986? If answer to
Part 1, above, was "no,"answer N/A.
Answer: NA
Application Ref# 2013-JAGC-1990 Section#2 Page 4 of 4
Contract 2013-JAGC-MONR-5-D7-126
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
rr ��/ rr rl�� / r 1 ✓YI �� 'J I r � 1 �,�il�, ,��r�.,, � I
D �
General Performance Info:
Performance Reporting Frequency: Quarterly
Federal Purpose Area: 003 - Prevention and Education Programs
State Purpose Area: A-Accomplishments: Includes any accomplishments during the
reporting period.
Activity Description
Activity: Academic Tutoring
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School, Elementary
Activity Description
Activity: After School Program
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School, Elementary
Activity Description
Activity: Community Service
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School, Elementary
Activity Description
Activity: Drug Prevention Education
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School, Elementary
Activity Description
Activity: Recreation Program
Target Group: Juveniles - Male or female*
Geographic Area: Rural
Location Type: School, Elementary
Application Ref# 2013-JAGC-1990 Section#3 Page 1 of 4
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D4006 OCJG-005(rev.April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
Objectives and Me
asures
es
Objective: Al - Report on program accomplishments
Measure: Part 1
Please briefly describe what your program's accomplishments will be. Please
include any benefits or changes to be observed as a result of JAG-funded activities,
such as program completion, or changes in attitudes, skills, knowledge, or
conditions. [500-character limit]
Goal: The Monroe Board of County Commissioners anticipates funding the Boys and Girls
Club of the Keys Area for after school prevention programming for at-risk youth.
Services will be provided approximately 24 hours per week for 37 weeks. The
services will be provided by a Program Director and Activity Coordinators.
Objective: A2 - Report on usage of crimesolutions.gov Website
Measure: Part 1
Will you be using the crimesolutions.gov website?
Goal: No
Objective: A3 - Report on subgrants from grantees other than FDLE
Measure: Part 1
Are you a subrecipient of a JAG award from another JAG grantee (other than
FDLE)?A Grantee can be a primary recipient of a JAG award from BJA and a
subrecipient of a JAG award from another JAG award primary recipient.
Goal: No
Measure: Part 2
If yes, enter grantee organization or agency name.
Goal: NA
State Purpose Area: PE - Prevention and Education: Includes activities where individuals are
served, directly or indirectly. Activities may include one-time events,
services, or events and services that occur on a continual basis.
Activity Description
Activity: Prevention and Education
Target Group: Prevention and Education
Geographic Area: Rural
Location Type: School, Elementary
Application Ref# 2013-JAGC-1990 Section#3 Page 2 of 4
Contract 2013-JAGC-MONR-5-D7-126
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
Objectives and Measures
Objective: PE1 - Report on JAG funding allocated for prevention and education
Measure: Part 1
How much JAG funding has been allocated for Prevention and Education? Please
report in dollars ($).
Goal: $16,499.00
Measure: Part 2
How many prevention or education programs will you implement?
Goal: 1
Measure: Part 4
What type of prevention or education programs will you provide? In your response,
please list all that apply from the following choices: Anti-gang,Anti-drug, Cognitive,
Crime Prevention, Drug Prevention, Educational, Employment, Gang Resistance,
GED, Housing, Job Skills, Mental Health, Mentoring, Pro-social, Substance Abuse,
Truancy, Vocational, Other. If other, please specify.
Goal: Other: SMART KIDS program, which includes tutoring, pro-social skill building,
alcohol and substance abuse prevention activities,delinquency prevention, and
community service.
Objective: PE2 - Serve participants in ongoing programs
Measure: Part 1
How many participants will the program serve? Please report the number of
participants for ongoing programs and not one-time events.
Goal: 50
Measure: Part 2
Of those participants to be server, how many will be NEW participants?
Goal: 50
Application Ref# 2013-JAGC-1990 Section#3 Page 3 of 4
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D-M06 OCJG-005(rev.April 2005)
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
IMMIMMEMEM5191ME MIM
Section Questions:
Question: If"other"was selected for the geographic area, please describe.
Answer: NA
Question: If'other"was selected for location type, please describe.
Answer: NA
Application Ref# 2013-JAGC-1990 Section#3 Page 4 of 4
Contract 2013-JAGC-MONR-5-D7-126
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 $16,499.00 $0.00 $16,499.00
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 -- $16,499.00 $0.00 $16,499.00
Percentage 100.0 0.0 100.0
Project Generated Income:
Will the project earn project generated income (PGI) ? No
Application Ref# 2013-JAGC-1990 Section#4 Page 1 of 3
Contract 2013-JAGC-MONR-5-D7-126
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:
CONTRACTUAL SERVICES
The Boys and Girls Club of the Keys Area will provide 888 hours(service units)of afterschool
(including before school and weekend) prevention programming for at-risk youth in Monroe
County. Services will be provided approximately 24 hours per week for 37 weeks. The services
will be provided by a Program Director and Prevention/Activity Coordinators.
Unit: 1 Hour
Unit Cost: $18.58 (*The unit cost is lower than last year?s unit cost for this service due to
decreases in staff hourly rates.)
Unit Cost Budget: 888 Unit of afterschool prevention programs and activities @$18.58 per hour=
$16,499
Unit Cost Calculation: 888 x$18.58= $16.499
Total Budget: $16,499
Unit Cost was established by contracted service provider in June 2012.
Contract:
Monroe County will execute a contract with the Boys and Girls Club of the Keys Area for the
SMART MOVES program for the period of Oct 1, 2012 through September 30, 2013 to cover the
grant period. A copy of the contract will be sent to FDLE.
Application Ref# 2013-JAGC-1990 Section#4 Page 2 of 3
Contract 2013-JAGC-MONR-5-D7-126
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
Question: If benefits are to be included, are they reflected in the budget narrative?
Answer: NA
Question: Indicate the Operating Capital Outlay threshold established by the subgrantee or
implementing agency, if it is the sheriffs office.
Answer: Monroe County's OCO threshold is $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: The basis for the unit cost is staff salaries assigned to the program (plus a small
amount for supplies.)
Program Director
$25/hr x 296 hours = $7,400
Prevention Activity Coordinators
$15/hr x 592 = $8,800
Supplies= $219 (Last year, supplies were funded via a different grant source, that is
not available this year.)
Total Budget= $16,499
Total Units = 880
Total Cost per Unit= $16.58
Application Ref# 2013-JAGC-1990 Section#4 Page 3 of 3
Contract 2013-JAGC-MONR-5-D7-126
Rule Reference 11 D-9.006 OCJG-005(rev.April 2005)
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department nf Law Enforcement
Standard Conditions
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 upto and including project oostabeingd\ao||ovvedandterminationofthe
project, as specified initem 18of this section,
1 All Sob8,ant 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(Financial Guido) (www.oip.usdoi.gov/financialquide/index.htm)and
the Edward Byrne Memorial Justice Assistance Grant(JAG) program guidance
( aa well ms Federal statutes,
n*go|at|onm, policies, guidelines and requirements and Florida laws and regulations
including but not limited to:
• Florida Administrative Code,Chapter 11D'9, "Edward Byrne Memorial State and Local
Law Enforcement Assistance Formula Grant Program":
• Office pf Management and Budget(O8DB) Circulars:
o A-21 (2 CFR 22W)° "Cost Principles for Educational Institutions"
n A-87 (2CFR225), "Cost Principles for State, Local and Indian Tribal Governments"
n A-102, "Grants and Cooperative Agreements with State and Local Governments"
o A-110 (2CFR 215), "Uniform Administrative Requirements for Grants and
Cooperative Agreements"
o &-122 (2CFR 230). "^Cost Principles for Non-Profit Organizations"
o A-133, "Audits of States, Local Governments, and Non-Profit Organizations"
~ Code pf Federal Regulations:
o 2CFR175'15(b)' "Award Term for Trafficking in Persons"
o 28 CFR 38, "Equal Treatment for Faith-Based Organizations"
o 2OCFRGG. "U.S. Department oY Justice Common Rule for State And Local
Governments" (Common Rule)
o 28 CFR 83, "Government-Wide Requirements for Drug-Free Workplace(Grants)"
o 28CFR1O, 22' 23, 38, 35°42, G1, and 63
° Public Law 109-162, Title XI—Department of Justice Reauthorization, Subtitle B—Improving
the Department of Justice's Grant Programs, Chapter I—Assisting Law Enforcement and
Criminal Justice Agencies, Sec. 1111' Merger ofByrne Grant Program and Local Law
Enforcement Block Grant Program: .
° United States Code:
o 42 U.S.C' 3711etseq'. "Omnibus Crime Control and Safe Streets Act of19GQ"
° State of Florida General Records Schedule GSI-SL for State and Local Government
Agencies: .
2. Requirements for Contractors ofSobgrant Recipients
The subgrant recipient assures the compliance of all contractors with the applicable provisions of
Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended (42 U.&C� 3711
et seq. atthe Office ofJustice
Programs Financial Guide (www.oip.usdoi.gov/financiaiguide/index.htm); and all other applicable
State and Federal |avvs' orders, circulars, or regulations.
SFY20/J paQ* I
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
3' Allowable Costs
a. Allowance for costs incurred under the subonant shall be determined according to the general
principles and standards for selected cost items set forth in the Office of Justice Programs
Financial Guide, U.S. Department of Justice Common Rule for State And Local Governments
and federal C>K88 Circular A-87. "Coat Principles for State, Local and Indian Tribal
Governments," or OMB Circular A-21, "Cost Principles for Educational Institutions."
b, All procedures employed in the use of federal funds for any procurement shall be according
to U.S. Department of Justice Common Rule for State and Local Governments, or OMB
Circular A-11O. or OMB Circular A-1O2. and Florida law tobe eligible for reimbursement.
4' Reports
a. Project Performance Reports
(1) Reporting Time Frames: The subgrant recipient shall submit Quarterly Project
Performance Reports to the Florida Department of Law Enforcement, hereafter known as
the Department, within fifteen (15) days after the end of the reporting period. In addition,
if the subgrant award period is extended beyond the"original" project period, additional
Quarterly Project Performance Reports shall besubmitted.
Failure to submit Quarterly Performance Reports that are complete, accurate, and timely
may result in sanctions, as specified in item 18, Performance of Agreement Provisions.
(2) Report Contents: Performance Reports must include a response to all objectives included
\n your subgrant. A detailed response \s required in the narrative portion for yes/no
performance objectives. The narrative must also reflect on accomplishments for the
quarter and identify problems with project implementation and address actions being
taken to resolve the problems. Additional information may be required if necessary to
comply with federal reporting requirements.
(3) Submission: Performance Reports may be submitted by the Project Director, Application
Manager, or Performance Contacts,
b. Financial Reports
(1) Project Expenditure Reports
(o) The subgrant recipient shall have a choice of submitting either a Monthly or a
Quarterly Project Expenditure Report to the Department. Project Expenditure
Reports are due thirty (3U) days after the end of the reporting period. |n addition, if
the subgrant award period is extended, additional Project Expenditure Reports shall
be submitted. Project Expenditure Reports for grants made under the Recovery Act
must be submitted monthly. See the Recovery Act Conditions for additional
information.
(b) All project expenditures for reimbursement of subgrant recipient costs shall be
submitted on the Project ExpenditureReportFormspnascribedandprovidedbythe
Office of Criminal Justice Grants (OCJG) through the Subgrant Information
Management ON-line (S|yWON) system.
(c) All Project ExpenditunaReportashn|| besubmittedinsuffioientdetai| forpnoperpna-
nuditnndpost-oudit.
(d) Before the"finn/" Project ExpenditureReportvvU|bepnuceesed. thesubgrant
recipient must submit to the Department all outstanding project reports and must
SFY2O73 Page
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
have satisfied all special conditions. Failure to comply with the above provisions
shall result in forfeiture of reimbursement.
(e) Reports are to be submitted even when no reimbursement is being requested.
(f) The report must be electronically signed by the subgrant recipient or implementing
agency's chief financial officer or the chief financial officer's designee.
(2) Financial Closeout Audit
(a) The Financial Closeout Audit shall be submitted to the Department within forty-five
(45) days of the subgrant termination date.
(b) The Financial Closeout Audit must be electronically signed by the subgrant recipient
or implementing agency's chief financial officer or the chief financial officer's
designee.
(3) Project Generated Income (PGI)
(a) If applicable, the subgrant recipient shall submit Quarterly PGI Earnings and
Expenditures Reports to the Department within thirty (30) days after the end of the
reporting period covering subgrant project generated income and expenditures
during the previous quarter. If any PGI remains unspent after the subgrant ends, the
subgrant recipient must continue submitting quarterly PGI reports until all funds are
expended. (See Item 11, Program Income.)
(b) PGI Earnings and Expenditures reports must be electronically signed by the subgrant
recipient or implementing agency's chief financial officer or the chief financial officer's
designee.
c. Other Reports
The subgrant recipient shall report to the Uniform Crime Report and other reports as may be
reasonably required by the Department.
5. Fiscal Control and Fund Accounting Procedures
a. All expenditures and cost accounting of funds shall conform to the Office of Justice
Programs Financial Guide, the Common Rule, and OMB Circulars A-21, A-87, and A-110,
or A-102 as applicable, in their entirety.
b. The subgrant recipient is required to establish and maintain adequate accounting systems
and financial records and to accurately account for funds awarded to them. As a subgrant
recipient, you must have a financial management system in place that is able to record and
report on the receipt, obligation, and expenditure of grant funds. An adequate accounting
system for a subgrant recipient must be able to accommodate a fund and account structure
to separately track receipts, expenditures, assets, and liabilities for awards, programs, and
subgrant recipients.
c. All funds spent on this project shall be disbursed according to provisions of the project
budget as approved by the Department.
d. All funds not spent according to this agreement shall be subject to repayment by the
subgrant recipient.
SFY 2013 Page 3
Edward
Florida Department of Law Enforcement
G. Payment Contingent on Appropriation and Available Funds
The State of Florida's performance and obligation to pay under this agreement is contingent upon
en annual appropriation bv the Florida Legislature. Furthermore, the obligation of the State of
Florida bo reimburse aubgnynt recipients for incurred costs io subject t0 available federal funds,
7- Obligation ofSobgrmnt Recipient Funds
Subgrant funds shall not under any circumstances be obligated prior to the effective date or
subsequent to the termination date of the subgnantperiod. Only project coatsinourredonorafter
the effective date and on or prior to the termination date of the subgrant recipient's projectana
eligible for reimbursement. All payments must be completed within thirty (3U)days of the end of
the aubgnantperiod.
O. Advance Funding
Advance funding may be provided to a subgrant recipient upon a written request to the
Department. The request must be electronically signed by the subgrant recipient or implementing
agency's chief financial officer or the chief financial officer's designee.
9. Trust Funds
a, The unit of local government must establish a trust fund in which to deposit JAG funds.
The trust fund may or may not beon interest bearing account.
b, The account may earn intereat, but any earned interest must be used for program purposes
and expended before the federal grant period end date, Any unexpended interest
remaining at the end of the federal grant period must be submitted to the Office of Criminal
Justice Grants for transmittal to the Bureau of Justice Assistance.
10' Travel and Training
The cost of all travel shall be reimbursed according to the subgrant recipient's written travel
policy. If the subgrant recipient does not have a written travel policy, cost of all travel will be
reimbursed according to § 112.061. Fla. Stnt.
11. Program Income(also known ma Project Ganeraiad |nuomna)
a. All income generated aan direct result ofasubgnant project eho|| bodeennedprngronn
income.
b, Any project that will potentially earn PGI must submit an Earnings and Expenditures Report
to report how much PG| was earned during each quarter. A report must be submitted each
quarter even ifnoPG| was earned orexpended. PG| Earnings and Expenditures reports
must be electronically signed by the subgrant recipient or implementing agency's chief
financial officer ur the chief financial officer's designee.
c PGI expenditures require prior written approval from the Office of Criminal Justice Grants.
Program income must be used for the purposes of and under the conditions applicable to
the award, If the cost is allowable under the Federal grant program, then the cost would be
a||ovvnb|e using program income. PG| budget requests must be signed by the subgrnnt
recipient or implementing agency's chief financial officer or the chief financial officer's
designee.
d. Program income should be used os earned and expended as soon oapossible. Any
unexpended PGI remaining at the end of the Federal grant period must be submitted to the
Office of Criminal Justice Grants for transmittal to the Bureau of Justice Assistance.
SFY2013 Page
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department ofLaw Enforcement
12. Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment
of a consultant when the consultant's rate exceeds$450 (excluding travel and subsistence costs)
for an eight-hour day. A detailed justification must be submitted to and approved byFDLEprior
hz obligation or expenditures of such funds. Approval shall bo based upon the contract's
compliance with requirements found in the Financial Guide. the COnnnnon Rule, and in applicable
state statutes. The Department's approval of the subgnant recipient agreement does not
constitute approval of consultant contracts. |f consultants are hired through o competitive bidding
process (not sole source). the S45O threshold does not apply.
13' Property Accountability
a. The subgrant recipient agrees to use all non-expendable property for criminal justice
purposes during its useful life or dispose of it pursuant to§ 274, Fla. Stat.
b. The subgoant recipient shall establish and administer system to proteot, preseme, 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 Office of Justice Pnugnanno Financial Gu\de, U.S. Department of Justice Common Rule for
State and Local Governments or the federal OMB Circular A-1 10 or A-1 02, as applicable.
This obligation continues as long as the subgrant recipient retains the property,
notwithstanding expiration of this agreement.
14. Ownership of Data and Creative Material
Ownership of mobyria|, diacover\es, inventions, and results dove|uped, pnuduced, or discovered
subordinate to this agreement is governed by the terms of the Office of Justice Programs
Financial Guide (as amended), and the U.S. Department of Justice Common Rule for State and
Local Governments, or the federal OMB Circular A-1 10 or A-102, as applicable.
15. 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 oraubawerd. and
b, Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership
with support funded under this grant agreement.
16. Publication or Printing ofReports
The subgrant recipient shall submit for review and approval one copy of any curricula, training
materia|s, or any other written materials that will be published, including web-based materials and
web site content, through funds from this grant at least thirty (30)days prior to the targeted
dissemination date.
All materials publicizing or resulting from award activities shall contain the following statements:
"This project vvaaoupportedbyGrontNo, [conbaotbheOfficenfCnm/no/JunbceGnentafbrowerd
number] awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a
component of the Office of Justice Programs, which also includes the Bureau of Justice Statistics,
the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the
Office for Victims of Crime, and the Office of Sex Offender Sentencing, Monitoring,
Apprehending. Registering, and Tracking. Points of view or opinions in this document are those of
the author and do not necessarily represent the official position or policies of the U.S. Department
of Justice,"
3FY2D/3 Page
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
17. Audit
e. Subgrant recipients that expend $500,000 or more in a year in Federal awards shall have a
single nr program-specific audit conducted for that year. The audit shall be performed in
accordance with the federal OMB Circular A-1 33 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 aa 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
§ 11.45. Fla. Stnt. . "Definitions; duties; authorities; reports; rules."; § 215.97. Fla. Sbat..
"Florida Single Audit Act"; and Rules of the Auditor General, Chapter 10.550, "Local
Governmental Entity Audits" and Chapter 10.650, "Florida Single Audit Act Audits Nonprofit
and For-Profit Orgnnizntions.^
b� A complete audit report that covers any portion of the effective dates of this agreement must
be submitted within 30 days after its completion, but no later than nine (9) months after the
audit period. In order to be complete, the submitted report shall include any management
letters issued separately and management's written response to all findings, both audit report
and management letter findings. Incomplete audit reports will not be accepted bythe
Department.
o. The subgrant recipient shall have all audits completed by an Independent Public Accountant
(|P/\) 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 isissued, unless extended in writing by the Department.
f� Subgrant recipients that expend less than $500,000 in Federal awards during a fiscal year
are exempt from the audit requirements of OMB Circular A-1 33 for that fiscal year, In this
case, written notification, which can be in the form of the"Certification of Audit Exemption"
fornn, shall be provided to the Department by the Chief Financial Officer, or designee, that the
subgnsnt recipient iaexempt. 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 written notification of audit exemption should be sent to the
following address:
Florida Department of Law Enforcement
Office ofCriminal Justice Grants
2331 Phillips Road
Tallahassee, Florida 323OO
18. 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 orinpart. |n such event, the Department
SFY2O/3 Page
Edward Byrne Memorial J sd Assistance A6 Program
Florida Department of Law Enforcement
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.
19' Commencement ofProject
a, If a project is not operational within 60 days of the original start date of the award period, the
subgront recipient must report by letter to the Department the steps token to initiate the
project, the reasons for delay and the expected start date.
b� |fn project isnotopenationn|withinDOdaysoftheorigino| stortdnteoftheavvnndperiod. the
subgnant recipient must submit a second statement tothe Department explaining the
implementation delay,
c. Upon receipt of the ninety (90) day letter, the Department shall determine if the reason for
delay is justified or shall, at its disonation, 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 projectpnstthe
ninety (80) day period, but only by formal written adjustment to this agreement.
20. Excusable Delays
e. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by
reason of any failure in performance of this agreement according to its terms (including any
failure by the subgrant recipient to make progress in the execution of work hereunder which
endangers such performance) if such failure arises out of causes beyond the control and
without the fault or negligence of the subgnantrecipient. 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, fireo. Ooode, epidemics, quarantine restrictions, atrikes, 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.
h, 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 tobe 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 eubgnynt recipient failed to reasonably comply with such order.
o. Upon request of the subgrant recipient, the Department shall ascertain the factsand the
extent of such failure, and if the Department determines that any failure tn perform was
occasioned by one or more said causes, the delivery schedule shall be revised accordingly.
21. Written Approval mfChanges in this Approved Agreement(Grant Adjustments)
a. Gubgnantreoipients must obtain prior approval from the Department for major substantive
changes such oa changes in project aobvities. hyrgetpopu|ntions. sen/ioeproviders'
implementation schedules, project director, and designs or research plans set forth in the
approved agreement and for any budget changes that will transfer more than 10% of the total
budget between budget categories.
3FY20/3 Page
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department nf Law Enforcement
b, Subgrant recipients may transfer up to 10% of the total budget between current, approved
budget categories without prior approval as long as the funds are transferred to an existing
line item
c. Under no circumstances can transfers of funds increase the total budgeted award.
d� Requests for changes tothe eubgnani agreement must be electronically signed by the
aubgnantrecipient or implementing agency's chief official or the chief official's designee.
e. Any certifications required for the requested changes, such as Sole Source, ADP
Justification, Privacy Certification forms, and Confidential Funds certifications, must be
signed by the subgrant recipient or implementing agency chief official or someone with
formal, written signature authority for the chief official.
22. Disputes and Appeals
o. 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 aubgnant recipient shall proceed diligently with the
performance of this agreement according bo the Department's decision.
b. If the eubgrant recipient appeals the Department's deoiaion, the appeal also shall be made in
writing within twenty-one (21) calendar days to the Department's clerk(agency o|erk), The
aubgnantreoipient'm right to appeal the Deportment's decision is contained in § 120. Fla. Shat.,
and in procedures set forth in Ru|e28'1OG.1O4. Florida Administrative Code. Failure to
appeal within this time frame constitutes o waiver of proceedings under§ 120. Fla. Sbst.
23. 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 right of visiting the project sibatomnnitor. inspectandnoaessvvork
performed under this agreement.
24. Access to Records
a. The Department ofLaw Enforcement, the Auditor General of the State of Florida, the U.S.
Department ofJustice, the U.S. Comptroller General or any of their duly authorized
representatives, shall have access to books, documents, papers and records of the subgrant
nacipient, implementing agency and contractors for the purpose of audit and examination
according to the Financial Guide and the Common Rule.
b, The Department reserves the right to unilaterally terminate this agreement if the subgrant
reoipient, implementing agenoy, or contractor refuses to allow public access toall documents,
papers. letters, or other materials subject to provisions of§ 119. Fla. Stat.' and made or
received by the subgrant recipient or its contractor in conjunction with this agreement.
n, The oubgnynt recipient will give the awarding agency or the General Accounting Office,
through any authorized representative, access to and the right to examine all paper or
electronic records related to the financial assistance.
35. Retention of Records
The subgrant recipient shall maintain all records and documents for a minimum of five (5) years from
the dote of the final financial statement and be available for audit and public disclosure upon request
of duly authorized persons. The subgnynt recipient shall comply with State of Florida General
Records Schedule G81-SL for State and Local Government Agencies:
SFY2O/3 Page
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
26. Personnel Changes
Upon implementation of the project, in the event there is n change in Chief Officials for the
8ubgngnt recipient or Implementing Agonuy, project staff must notify the help desk for FDLE'e
online grants management system, SIMON (Subgrant Information Management Online) so that
the organization can be updated inS|K8ON. |f the project director changes, a-gnantadjustment
must be entered inG/K8ONto reflect the change.
27. Background Check
Whenever a background screening for employment or a background security check is required by
law for employment, unless otherwise provided by|ow, the provisions nf§435. Fla. Stat. nhs||
apply.
e. All positions in programs providing care tochildren, 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 hu§435' Fla. Stnt., using the level
2 standards set forth in that chapter,
b. All employees in positions designated by law as positions of trust or responsibility shall be
required to undergo security background investigations as a condition of employment and
continued employment. For the purposes of the subsection, security background
investigations shall include, but not be limited to, employment history checks, fingerprinting
for all purposes and checks in this subsection, statewide criminal and juvenile records checks
through the Florida Department of Law Enforcement, and federal criminal records checks
through the Federal Bureau of Investigation, and may include local criminal records checks
through |000| law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and
who refuses b0000pernheinauohinvosUgabonornafusesbosubrnitfingarphntssho|| 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 oremployee. When fingerprinting is required, the fingerprints of the employee
or applicant for employment shall be taken by the employing agency orbymn
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 ofthe fingerprints.
28. Drug Court Projects
/\ Drug Court Project nnustconnp|yvvith § 397.334. F|a. Sbat.. ^Trentnnent-BnsedOrugCVud
Programs."
29' 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.
SFY20Y3 Page
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
30. Criminal Intelligence System
The subonant recipient ogreeathotanyinfornlotiontechnoloQysyatomfundedoraupportedbvthe
O�oeofJust�ePrognanns funds viU oomp�vv�h28C.F.R. Part Intelligence23. Ohnnino| '
Systems Operating Policies, if the Office of Justice Programs determines this regulation to be
applicable. Should the Office of Justice Programs determine 28 C.F.R. Part23 to be applicable,
the Office of Justice Programs may, at its discretion, perform audits of the system, as per 28
C�F�R� 23,2O(g). Should any violation of 28 C.F.R. Part 23 occur, the subgrant recipient may be
fined oe per 42U.S.C. 3789g(o)-(d). The aubgnant recipient may not aatiafvsuch o�nevvith
federal funds.
'
31. Confidential Funds
A signed certification that the project direotorortheheodofthe |rnp|ementingAoanoyhosneed.
understands, and agrees to abide by all of the conditions for confidential funds as- set forth in the
effective edition of the Office of Justice Programs Financial Guide is required from all projects that
are involved with confidential funds. The signed certification must ba submitted at the time of
grant application.
33. Civil Rights Compliance
a. Federal |avva prohibit recipients of financial assistance from discriminating on the basis of
naoe, oo|or, national origin, re|igion, aex, diaabi|ity, or age in funded programs or activities. All
subgnantrecipienbs. implementing agenoiea, and contractors must comply with any applicable
sbatutoh|y-innposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of19S8 (42U.G.C, G3789d); the Victims Vf Crime Act(42
U,G.0 § 1OSO4(e)); The Juvenile Justice and Delinquency Prevention Act of2OO2 (42U.S.{|�
§ 5672(b)); the Civil Rights Act of1904 (42U.S.C. § 2UOOd); the Rehabilitation Act of1Q73
(2QU&C� § 794); the Americans with Disabilities Act of1QQO (42U.S.C. § 12131-34); the
Education Amendments of1972 (2OU.S.C. §§1G81' 1G83. 1O85-80); the Age Discrimination
/\otof1Q75 (42U,S.C. §G61D1-07); and Depadn�entofJus�ceNon-Discrimination
Regulations 28 CFR Part 42; see Ex. Order 13279 (equal protection of the laws for faith-
based and community organizations).
b FDLE does not discriminate on the basis ofrace, oo|or, m|igion, national origin, aex, diaabi|ity,
or age in the delivery of services or benefits orinemployment.
n. Subgoantnacipienta are responsible for ensuring that contractors, vendors, and agencies to
whom they pass-through funds are in compliance with all Civil Rights requirements and that
the contractors, vendors, and agencies are aware that they may file a discrimination
complaint with the aubgrant recipient, with FDLE, or with the Office for Civil Rights and how to
do so.
d, Equal Employment Opportunity Plans
(1) A subgrant recipient or implementing agency must develop an EEO Plan if it has 50 or
more employees and it has received any single award of$25,000 or more from the
Department ofJustice. The plan must be prepared using the on-line short form ot
www.oip.usdoi.gov/about/ocr/eeop comply.htm, must be retained by the aubgrant
recipient or implementing agency, and must be available for review or audit. The
organization must also submit on EEO Certification to F[}LE,
(2) If the subgnant recipient orimplementing agency is required to prepare an EEO Plan and
has received any single award of$500,000 or more from the Department of Justice, it
must submit its plan to the Department of Justice for approval. A copy of the Department
of Justice approval letter must be submitted toFDLE. The approval letter expires two
years from the date of the letter.
SFY2O13 PegeY0
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
(3) A subgrant recipient or implementing agency is exempt from the EEO Plan requirement if
it is has fewer than 50 employees or if it does not receive any single award of$25,000 or
more from the Department of Justice or if it is a nonprofit organization, a medical or
educational institution, or an Indian Tribe. If an organization is exempt from the EEO
Plan requirement, it must submit an EEO Certification to FDLE.
(4) The subgrant recipient and implementing agency acknowledge that failure to comply with
EEO Requirements within 60 days of the project start date may result in suspension or
termination of funding, until such time as it is in compliance.
e. In the event a Federal or State court or 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 FDLE and to the Office for Civil Rights, Office of Justice Programs.
f, In accordance with federal civil rights laws, the subgrant recipient shall not retaliate against
individuals for taking action or participating in action to secure rights protected by these laws.
g. Subgrant recipients must include comprehensive Civil Rights/Nondiscrimination Provisions in
all contracts funded by the subgrant recipient.
h. If the subgrant recipient or any of its employees, contractors, vendors, or program
beneficiaries has a discrimination complaint, they may file a complaint with the subgrant
recipient, with FDLE or with the Office for Civil Rights. Discrimination complaints may be
submitted to FDLE at Office of the Inspector General, P.O. Box 1489, Tallahassee, Florida
32302-1489 or on-line at www,fdle.state.fl.us/contacts/comment form.html. Discrimination
complaints may also be submitted to the Office for Civil Rights, Office of Justice Programs,
U.S. Department of Justice, 810 7`h Street, NW, Washington, DC 20531, by phone at
(202)307-0690.
i. The subgrant recipient must have procedures in place for responding to discrimination
complaints that employees and clients, customers, and program participants file directly with
the subgrant recipient.
j. Any discrimination complaints file with FDLE will be reviewed by FDLE's Inspector General
and referred to the Office for Civil Rights, the Florida Commission on Human Relations, or the
Equal Employment Opportunity Commission, based on the nature of the complaint.
k. Americans with Disabilities Act
Subgrant recipients 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 11), public
accommodations (Title III), and telecommunications (Title IV).
1. Limited English Proficiency (LEP)
In accordance with Department of Justice Guidance pertaining to Title V1 of the Civil Rights
Act of 1964, 42 U.S.C. §2000d, recipients of Federal financial assistance must take
reasonable steps to provide meaningful access to their programs and activities for persons
with LEP. For more information on the civil rights responsibilities that recipients have in
providing language services to LEP individuals, please see the website at www.lep.gov.
SFY 2013 Page 19
Edward Byrne Memorial J sticeAoa (JAG) Program
Florida Department of Law Enforcement
rn. Equal Treatment for Faith Based Organizations
The subgrant recipient agrees to comply with the applicable requirements of 28 C.F.R. Part
38, the Department of Justice regulation governing "Equal Treatment for Faith Based
Organizations" (the "Equal Treatment Regu|ation"). The Equal Treatment Regulation
provides in part that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities, such as worship, religious inatruotion, or
proae|ytization. Recipients of direct grants may still engage in inherently religious octivities,
but such activities must be separate in time or place from the Department of Justice funded
program, and participation in such activities by individuals receiving services from the grantee
or sub-grantee must be voluntary. The Equal Treatment Regulation also makes clear that
organizations participating in programs directly funded by the Department ofJustice are not
permitted to discriminate in the provision of services on the basis of a beneficiary's religion.
Notwithstanding any other special condition of this award, faith-based organizations may, in
some circumstances, consider religion aeo basis for employment. Gee
.
33' Immigration and Nationality Act
No public funds will intentionally be awarded to any contractor who knowingly employs
unauthorized alien workera, 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 |NA. Such violation by the aubgnant 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.
34. National Environmental Policy Act(NEPA)
a. The aubgrant recipient agrees toassist FOLE in complying with the NEPA. the National
Historic Preservation Aot, and other related federal environmental impact analyses
requirements in the use ofaubgnant funds by the aubgnantrecipient. This applies tothe
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 subgrant recipient
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 ofHistoric Places or(b) located within o 1OO-yeorflood plain;
(3) A renovation. |eaae, or any other proposed use of building or facility that will either(a)
result ina 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.
(5) Implementation of program relating to clandestine mmthamphetannine laboratory
operations, including the identification, seizure, or closure of clandestine
nnethomphetannine laboratories.
b, The aubgrontrecipient understands and agnaoa that complying with NEPA may require the
preparation of an Environmental Assessment and/or an Environmental Impact Statement, as
directed by the Bureau of Justice Assistance. The subgrant recipient further understands and
SFY2DY3 page12
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
agrees to the requirements for implementation of a Mitigation Plan, as detailed by the
Department of Justice at www.bia.gov/Funding/nepa.htmi , for programs relating to
methamphetamine laboratory operations.
c. For any of a subgrant recipient's existing programs or activities that will be funded by these
subgrants, the subgrant recipient, upon specific request from the Department and the U.S.
Department of Justice, agrees to cooperate with the Department of Justice in any preparation
by Department of Justice of a national or program environmental assessment of that funded
program or activity.
35. Non-Procurement, Debarment and Suspension
The subgrant recipient agrees to comply with Executive Order 12549, Debarment and
Suspension and 2 CFR 180, "OMB Guidelines To Agencies On Governmentwide Debarment And
Suspension (Nonprocurement)"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. If the subgrant is$100,000 or more, the subgrant recipient and
implementing agency certify that they and their principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded
from covered transactions by any Federal department or agency;
b. Have not within a three-year period preceding this application been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public(Federal, State, or local)
transaction or contract under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (Federal, State, or local)with commission of any of the offenses enumerated in
paragraph (1)(b) of this certification; and
d. Have not within a three-year period preceding this application had one or more public
transactions (Federal, State, or local) terminated for cause or default.
35. 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.
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 31 USC 1352. 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. As required by 31 USC 1352, and implemented at 28 CFR 69, for persons entering into a
grant or cooperative agreement over$100,000, as defined at 28 CFR 69, the applicant
certifies that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
SFY 2013 Page 13
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
employee of any agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with the making of any Federal
goant, the entering into of any cooperative ogreement, and the extension, oontinuotion,
renewal, amendment, or modification of any Federal grant orcooperative agreement;
(2) If any funds other than Federal appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with this Federal grant or cooperative agreement,
the undersigned shall complete and submit Standard Form - LILL, "Disclosure of
Lobbying Aotivitieo." in accordance with its instructions;
(3) The undersigned shall require that the language of this certification be included in the
avvond documents for all auboworda at all tiers (including aubgrents, contracts under
grants and cooperative agreements, and subcontracts) and that all subgrant recipients
shall certify and disclose accordingly.
37, State Restrictions mn Lobbying
In addition to the provisions contained in Item 36, above, the expenditure of funds for the purpose
of lobbying the legislature or a state agency is prohibited under this contract.
38. Additional Restrictions onLobbying
The subgrant recipient understands and agrees that it cannot use any federal funds, either
directly or indirect|y, in support of the enactment, nepee|, modification or adoption of any |ow.
regulation or policy, at any level of government, without the express prior written approval of the
Office of Justice Programs.
39' "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. |t does not include juvenile detention centers, "Pay-to-
stay" programs progronna as referenced in this condition, means 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.
40. Mitigation of Health, Safety and Environmental risks dealing with Clandestine
MethamnphetammineLabonabnries
If an award is made to support methamphetamine laboratory operations the subgrant recipient
must comply with this condidon, which provides for individual site environmental
aaaesament/impact statements oa required under the National Environmental Policy Act.
a, General Requirement" The subgrant recipient agrees ho comply with Federal, State, and
local environmental, health and safety laws and regulations applicable hothe 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 subgrant recipient 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,
usero, and neighbors of the site of seized clandestine laboratory; (3) the seized laboratory
site's immediate and surrounding environment of the site(s)vvhena any remaining chemicals,
equipment, and waste from a seized laboratory's operations are placed or come to rest.
SFY2O/3 PaVeY4
Edward Byrne Memorial Justice Assistance Grant (JAG) Program _
Florida Department of Law Enforcement
Therefore, the subgrant recipient 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 subgrant
recipient 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 subgrant
recipient 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
subgrant recipient 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;
(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 any residual contamination is remediated, if necessary, and in accordance
with existing State and Federal requirements; and
(9) Have in place and implement a written agreement with the responsible state or local
service agencies to properly respond to any minor, as defined by state law, at the site.
This agreement must ensure immediate response by qualified personnel who can (i)
respond to the potential health needs of any minor at the site; (ii) take that minor into
protective custody unless the minor is criminally involved in the meth lab activities or is
subject to arrest for other criminal violations; (iii) ensure immediate medical testing for
methamphetamine toxicity; and (iv) arrange for any follow-up medical tests,
examinations, or health care made necessary as a result of methamphetamine toxicity.
41. The Coastal Barrier Resources Act
The subgrant recipient will comply and assure the compliance of all contractors with the
provisions of the Coastal Barrier Resources Act(P.L. 97-348) dated October 19, 1982 (16 USC
3501 et seq.)which prohibits the expenditure of most new Federal funds within the units of the
Coastal Barrier Resources System,
SF'Y 2013 Page 15
Edward Byrne Memorial J atice AG Program
Florida Department of Law Enforcement
43. Enhancement ofSecurity
If funds are used for enhancing security, the subgrant recipient agrees to:
a� Have an adequate process to assess the impact of any enhancement of a school security
measure that is undertaken on the incidence of crime in the geographic area where the
enhancement isundertaken.
b� Conduct such an assessment with respect to each such enhancement; and, submit to the
Department the aforementioned assessment in its Final Program Report.
43' Environmental Protection Agency's (EPA) list of Violating Facilities
The subgrant recipient assures that the facilities under its ownership, lease or supervision which
shall be utilized in the accomplishment of the Program Purpose are not listed on the EPA's list of
Violating Facilities and that it will notify the Department of the receipt of any communication from
the Director of the EPA Office of Federal Activities indicating that a facility to be used in the
project is under consideration for listing by the EPA.
44. Flood Disaster Protection Act
The subgrant recipient will comply with Section 102(a) of the Flood Disaster Protection Act of
1873. Public Law 83-234. 878tut. 975. requiring that the purchase of flood insurance in
communities where such insurance is available as a condition of the receipt of any federal
financial assistance for construction or acquisition purposes for use in any area that has been
identified eaan area having special flood hazards,
45. National Historic Preservation Act
It will assist the Department(if necessary) in assuring compliance with section 106 of the National
Historic Preservation Act of19OG (1SU.G.C� §47O). Ex. Order 11583 (identification and
protection of historic propertios). the Archeological and Historical Preservation Act nf1874 (1G
U.&C, 84O9n-1etaaq.). and the National Environmental Policy Act of1QO9 (42U.&C. G4321).
46. Human Research Subjects
Subgrant recipient agrees to comply with the requirements of 28 C.F.R. part 46 and all Office of
Justice Programs policies and procedures regarding the protection of human research subjects,
including obtainment ofInstitutional Review Board approva|, if appropriate, and subject informed
consent.
47. Global Standards Package
In order to promote information sharing and enable interopenmbi|ityamong disparate systems
across the justice and public safety community, OJP requires the grantee tm comply with DDJ's
Global Justice Information Sharing Initiative (DOJ's Global) guidelines and recommendations for
this particular grant. Grantee shall conform to the Global Standards Package (GSP) and all
constituent elements, where applicable, aa described at: ,
Grantee shall document planned approaches to information sharing and describe compliance to
the GSP and appropriate privacy policy that protects shared informatinn, or provide detailed
justification for why an alternative approach iarecommended.
48. Reporting, Data Collection and Evaluation
'
The subgrant recipient agrees to comply with all reporting, data collection and evaluation
requirements, as prescribed by the Bureau of Justice Assistance in the program guidance for the
Justice Assistance Grant(JAG). Compliance with these requirements will be monitored byFDLE.
SFY2D/3 Page /0
Edward Byrne Memorial Justice Assistance Grant(JAG) Program
Florida Department of Law Enforcement
49. Privacy Certification
The subgrant recipient agrees to comply with all confidentiality requirements of 42 U.S.C, section
3789g and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or
information. Subgrant recipient further agrees, as a condition of grant approval, to submit a
Privacy Certificate that is in accord with requirements of28 C.F.R. Port 22 and, in particular,
section 22.23.
50' State Information Technology Point ofContact
The subgrant recipient agrees to ensure that the State Information Technology Point of Contact
receives written notification regarding any information technology project funded by this grant
during the obligation and expenditures period. This |ato facilitate communication among local
and state governmental entities regarding various information technology projects being
conducted with these grant funds. |n addition, the aubgrant recipient agrees to maintain an
administrative file documenting the meeting of this requirement. For a list of State Information
Technology Points of Contact, goto
.
51, Interstate Connectivity
To avoid duplicating existing networks or IT systems in any initiatives funded by the Bureau of
Justice Assistance for law enforcement information sharing systems which involve interstate
connectivity between jurisdicdone, such systems shall employ, to the extent possible, existing
networks oo the communication backbone to achieve interstate connectivity, unless the aubgnant
recipient can demonstrate to the satisfaction of the Bureau of Justice Assistance that this
requirement would not be cost effective or would impair the functionality of an existing or
proposed |Tsystem.
52. Supplanting
The subgrant recipient agrees that funds received under this award will not be used to supplant
State or local funds, but will be used to increase the amounts ofsuch funds that would, in the
absence of Federal funds, be made available for law enforcement activities.
53' Conflict mfInterest
The subgrant recipient and implementing agency will establish safeguards to prohibit employees
from using their positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict ofinterest, or personal gain.
54. Uniform Relocation Assistance and Real Property Acquisitions Act
The subgrant recipient will comply with the requirements of the Uniform Relocation Assistance
and Real Property Acquisitions Act of 1970 (42 U.S.C. §4GO1 etsoq.). which govern the
treatment of persons displaced as a result of federal and federally-assisted programs.
55. Limitations on Government Employees Financed by Federal Assistance
The aubgrent recipient will comply with requirements of5U.S'C. §§ 15U1-O8 and §§ 7324-28.
which limit certain political activities of State or local government employees whose principal
employment is in connection with an activity financed in whole or in part by federal assistance.
56. Certification for Employees Working Solely on a Single Federal Award
Any project staff that are fully or partially funded by the grant and that are expected to work solely
on the grant must certify that they worked solely on the grant. The certification must beprepared
at least semi annually and must be signed by the employee and by a supervisory official having
first hand knowledge of the work performed by the employee.
3FY2O13 Page /7
Edward
Florida Department of Law Enforcement
57' Additional Documentation of Personnel for Department of Financial Services
In accordance with Section 215.971, Florida Statutes, the Florida Department of Financial
Services may require documentation validation that personnel services were performed on
project related activities in accordance with the contract agreement.
58. Reporting Potential Fraud,Waste,Abuse, and Similar Misconduct
The subgrant recipient must promptly refer to the Florida Department of Law Enforcement, Office
of Criminal Justice Grants any credible evidence that o principa|, ennpioyee, ogent, contractor,
subcontractor, or other person has either 1) submitted a false claim for grant funds under the
False Claims Act; or2) committed a criminal or civil violation oflaws pertaining to fraud, conflict of
/n&arent, bribery, gratuity, or similar misconduct involving grant funds
59. Task Force Training Requirement
The subgrant recipient agrees that within 120 days of award, each member of a law enforcement
task force funded with these funds who is a task force commander, agency executive, task force
officer, or other task force member of equivalent rank, will complete required online(internet-
based) task force training. The training is provided free of charge online through BJA'a Center for
Task Force Integrity and Leadership ( ). All current and new task force members are
required to complete this training once during the life of the award, or once every four years if
multiple awards include this requirement. This training addresses task force effectiveness aawell
as other key issues including privacy and civil |ibertias/righta. task force performance
measurennent, personnel ae|ection, and task force oversight and accountability. Additional
information is available regarding this required training and access methods via BJA'a web site
and the Center for Task Force Integrity and Leadership (wvvwLgtfli=org).
60. Funds to Association of Community Organizations for Reform Now (ACORN) Unallowable
Subgrant recipient understands and agrees that it cannot use any federal funds, either directly or
indinect|y, in support ofany contract orsubnword to either the Association of Community
Organizations for Reform Now(ACORN) or its aubsidiaries, without the express prior written
approval ofDJP,
81. High Risk SubQnantRecipimnts
The subgrant recipient agrees to comply with any additional requirements that may be imposed
during the grant performance period if the U.S. Department of Justice determines that the
subgront recipient iaa high-risk grantee. (}f. 28 C.F.R, porta66. 7&
62. Text Messaging While Driving
Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While
Driving," 74 Fed. Reg. 51225 (October 1, 2009), the subgrant recipient is encouraged to adopt
and enforce policies banning employees from text messaging while driving any vehicle during the
course of performing work funded by this subgrant and to establish workplace safety policies and
conduct education, avvareneae, and other outreach to decrease crashes caused by distracted
drivers,
63. Central Contractor Registry (CCR)
The subOront recipient must maintain the currency of its information in the CCR until it submits
the final financial report required under this award ur receives the final payment, whichever is
later. This requires that the oubgnyntnacipient review and update the information ot least annually
after the initial nagiatnation, and more frequently if required by changes in its information or
another award term.
SFY2D13 Pag* Y8
Edward
Florida Department of Law Enforcement
64. Maximum Allowable Salary
No portion of these federal grant funds shall be used towards any part of the annual cash
compensation of any employee of the subgrant recipient whose total annual cash compensation
exceeds 110% of the maximum salary payable to a member of the Federal government's Senior
Executive Service at an agency with a Certified SES Performance Appraisal System for that year.
(The salary table forSEG employees is available at .
Asubgront recipient may compensate on employee at higher roto, provided the amount in
excess of this compensation limitation is paid with non-federal funds.)
This limitation on compensation rates allowable under this award may be waived on an individual
basis at the discretion of the OJP official indicated in the program announcement under which this
award is made.
85. DNA Testing of Evidentiary 80atar/a|m and Upload of DNA Profiles to u Database
If JAG program funds will be used for DNA testing of evidentiary nneterio|a, any nsau|dng eligible
DNA profiles must be uploaded to the Combined DNA Index System (CODIS), by a government
DNA lab with access toCOO|S. No profiles generated with JAG funding may be entered into any
other non-govern mental DNA database without prior express written approval from BJA. For
more information, refer to the NU FY2O1Z DNA Backlog Reduction Progronn, available at
.
66. !ntemopenable Communications Guidance
Subgrant recipients that are using funds to support emergency communications activities must
comply with the ourrent8AFEC{)K8 Guidance for Emergency Communication Gnyntm, including
provisions on technical standards that ensure and enhance interoperable communications.
Emergency communications activities include the purchase of Interoperable Communications
Equipment and technologies such as voice-over-internet protocol bridging or gateway devices, or
equipment to support the build out of wireless broadband networks in the 700 MHz public safety
band under the Federal Communications Commission (FCC)Waiver Order. SAFECOM guidance
can bo found ot ,
8ubQrant recipients Grantees interested in developing a public safety broadband network in the
700 MHz band in their jurisdictions must adhere to the technical standards set forth in the FCC
Waiver Order, or any succeeding FCC orders, rules, or regulations pertaining to broadband
operations in the 700 MHz public safety band, The subgrant recipient shall also ensure projects
support the Statewide Communication |nteroperobi|ity Plan (SC|P) and are fully coordinated with
the full-time Statewide |nteropenybi|ity Coordinator(GVV|C). |f any future regulatory requirement
(from the FCC or other governmental entity) results in a material technical or financial change in
the project, the recipient should submit associated documentation, and other material, as
applicable, for review bythe SVV|C to ensure coordination. SubQnant recipients must provide o
listing of all communications equipment purchased with grant award funding (plus the quantity
purchased of each item)to FIDLE once items are procured during any periodic programmatic
progress reports.
67. Bulletproof Vests
Subgnant recipients that wish to purchase vests with JAG funds must certify that law
enforcement agencies receiving vests have a written "mandatory wear" policy in effect. This
policy must be in place for at least all uniformed officers before funding can be used by the
agency for vests. There are no requirements regarding the nature of the policy other than it being
a mandatory wear policy for all uniformed officers while on duty. F/\C}a related to the nnandotory
wear policy and certifications can be found ot .
JAG funds may be used to purchase bulletproof vests for an agency, but may not be used as the
50% match for purposes of the Bulletproof Vest Partnership (BVP) program.
Edward Byrne JAG
Florida Department of Law Enforcement
Bulletproof vests purchased with JAG funds may be purchased at any threat level, make, or
model from any distributor or manufacturer, as long as the vests have been tested and found to
comply with applicable National Institute of Justice ballistic or stab standards. In addition,
bulletproof vests purchased must be American-made. The latest NIJ standard information can be
found at: .
68. BJAorFBLE Sponsored Events
The aubgnant recipient agrees toparticipate in BJA-orFOLE-sponaoned training eventa, technical
assistance events, or conference held by FDLE or BJA or their designees, upon FDLE's or BJA's
request.
69' Expenses Related tm Conferences, Meetings,Tnainings, and Other Events
The subQront recipient agrees to comply with all applicable |aws, nagu|ationo, po|ioies, and
guidance (including specific cost limits, prior approval and reporting requirements, where
applicable) governing the use of federal funds for expenses related to conferences, meetings,
trainings, and other events, including the provision of food and/or beverages at such events, and
costs of attendance at such events. Information on pertinent laws, regulations, policies, and
guidance is available at .
SFY2DY3 PuAe20
CERTIFICATION FORNI
Recipient Name and Address: Monroe County 1100 Simonton St. , Key West, FL 33040
Boys and Girls Club: Smart Moves 2013-JAGC-1990 $16,499.00
Grant Title: Grant Number: Award Amount:
Contact Person Name and Title:Lisa Tennyson, Grants Admin. Phone Number: (305) 292-4444
Federal regulations require recipients of financial assistance from the Office of Justice Programs(OJP),its component agencies,and the
Office of Community Oriented Policing Services(COPS)to prepare,maintain on tile,submit to OJP for review,and implement an Equal
P q
Employment Opportunity Plan(ESOP)in accordance with 28 C.F.R §§ 42.301-.308. The regulations exempt some recipients from all of
the EEOP requirements, Other recipients,according to the regulations,must prepare,maintain on file and implement an EEOP,but they
do not need to submit the EEOP to OJP for review. Recipients that claim a complete exemption from the EEOP requirement must
complete Section A below. Recipients that claim the limited exemption from the submission requirement,must complete Section B
below. A recipient should complete either Section A or Section B,not both. If a recipient receives multiple OJP or COPS grants,
please complete a form for each grant,ensuring that any ESOP recipient certifies as completed and on file(if applicable)has been
prepared within two years of the latest grant. Please send the completed form(s)to the Office for Civil Rights,Office ofJustice Programs,
U.S. Department of Justice, 810 7'h Street,N.W., Washington,D.C. 20531. For assistance in completing this form,please call (202)307-
0690 or TTY (202)307-2027.
Section A- Declaration Claiming Complete Exemption from the EEOP Requirement. Pteuse check aft the hoses that
apply.
❑ Recipient has less than 50 employees, ❑ Recipient is an Indian tribe,
❑ Recipient is a non-profit organization, ❑ Recipient is an educational institution,or
❑ Recipient is a medical institution, ❑ Recipient is receiving an award less than$25,000
1, [responsible official],certify that
[recipient] is not required to
prepare an EEOP for the reason(s)checked above,pursuant to 28 C.F.R §42.302. I further certify that
[recipient) will comply with applicable Federal civil rights
laws that prohibit discrimination in employment and in the delivery of services.
Print or type Name and Title Signature Date
Section B- Declaration Claiming Exemption from the EEOP Submission Requirement and Certifying That an
EEOP is on File for Review.
If a recipient agency has 50 or more employees and is receiving a single award or subaward for$25,000 or more,but less than S500,000,
then the recipient agency does not have to submit an EEO?to OJP for review as long as it certifies the following(42 C.F.R. § 42.305):
I Roman Gastesi, County Administrator [responsible offleiall, certify that
the Monroe County BOCC (recipientl,which has 50 or more
employees and is receiving a tingle award or subaward for S25,000 or more, but less than S500,000, has formulated an
EEOP in accordance with 28 CFR §42.301,et seq.,subpart E. I further certify that the EEOP has been formulated and
signed into effect within the past two years by the proper authority and that it is available for review. The EEOP is on file in
the office of: Calvin Allen, EEO Officer, Monroe County [organizationl,
Ott 1100 Simonton Street, Key West, FL 33040 [address[.for review by the public and
employees or for review or audit by officials of the relevant state planning agency or the Office for Civil Rights, Office of
Justice Programs, U. S, Department of Justice,as required by releva w :and regulations.
Roman Gastesi, county Administrator
-----
J
Print or type Name and Title tiignat re Ddte
t\1H,APpto .41 Vn. II'11II40 1 \Pwol"110:11c I' ;I I'
RESOLUTION NO. 167 - 2012
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF MONROE COUNTY,
FLORIDA AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE
FLORIDA DEPARTMENT OF LAW ENFORCEMENT FOR THE FY 2012-13 EDWARD
BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM
WHEREAS, the Florida Department of Law Enforcement has announced the
funding for Fiscal Year 2012-2013 Edward Byrne Memorial Justice Assistance Grant
(JAG) Program; and
WHEREAS, the Monroe County Board of Commissioners agrees to serve as the
coordinating unit of government in the preparation of the grant proposals and in the
distribution of funds allocated to Monroe County in the amount of $82,496 with no cash
match; and
WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with
concern given to the County's current drug control efforts, has recommended certain
programs receive funding to provide the community with activities focused on drug and
alcohol education, prevention, rehabilitation, and treatment; now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
1. The Board of County Commissioners concurs with the Monroe County
Substance Abuse Policy Advisory Board's recommendations, and that
2. The County Administrator is hereby authorized to sign and submit the
application packet for the Fiscal Year 2012-2013 grant funds to the Florida
Department of Law Enforcement Edward Byrne Memorial Justice Assistance
Grant (JAG) Program; and that
3. This resolution shall become effective immediately upon adoption by the
Board of County Commissioners and execution by the Presiding Officer and
Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe Cou�tty,
Florida, at a regular meeting of said Board held on the 20`h day of June, 2012.
77
Mayor Rice Yes -;
Mayor Pro Tem Wigington _ Yes '
Commissioner Murphy Yes
Commissioner Neugent Yes
Commissioner Carruthers Yes °
c:) '
Seal _ --
( ) Monroe County Board f Commissioners
Attest� _J✓I+- ,L_ t vz� a L
By:
Clerk of Court Mayor
MONROE COUNTY ATTORNEY
PROVED AS TO FORM:
Ge� — r
hRISTINE M. IIMBE T-BARROWS
Application for Funding Assistance
Florida Department of Law Enforcement
Justice Assistance Grant- County-wide
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 duty authorized officers on the date, month and year set
out below.
Corrections on this page, including Strikeovers,
whiteout, etc. are not acceptable.
Stater of Florida
Department of Law Enforcement 711
Office of Criminat Justice Grants
Signature:
Typed Name and Title: i,
Date:
Subgrant Recipient
Authorizing official of Governmental Unit
(Commission Chairman; Mayor,or Designated Representative)-
Typed Name of Sub ecipient: Monroe County
Signature..-
Typed Name and Title: Roman Gastesi, County Administrator
Date:
i t
Implementing Agency
Official,Administrator or Designated Representative
Typed Name of Impl��g Agency: Monroe County
Signature:
Typed Name and Title: Rom n Gastesi , County Administrator
t
Date.-
Application Ref# 2013-JAGC-1990 Section #6 Page 1 of 1
Contract -JAGC-MONR---
Rule Reference 11 Q-9 006 OCJG-005(rev.April 2005)