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Department of Community Affairs ;i E
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Bureau of Community Assistance
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
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CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
OO-CJ-D8-11-54-01-084 in the amount of $22,954,
for a project entitled: Residential Detoxification Services
for Monroe County Homeless Men
and Women I
for the period of 10/01/1999 through 09/30/2000, in accordance with
the statement of work contained in the subgrant application, and
subject to the Department of Community Affairs' conditions of
subgrant.
agreement and special conditions governing this
J:,,, o/J r-
1 <.< .,", _"",~.".._....... ~
IA " .. ,Ii' ' / '," r ,.-.- tf I'" AI....... .. _A .
"'~'"/ -"AY)J'''' W,,_......~
(Signature of Authorized Official)
11-9-99
(Date of Acceptance)
// -_.~-"~
" \
\
Shirley Freeman, Mayor
(Typed Name and Title of Official)
\, J t
~, t' J
1> ..
NY L. KOlHAGE, QERK
8Y~~C. ~
DEPUTY CLERK
DCA-CJ Form 1 (June, 1985)
State of Florida
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Commissioners
Date of Award:
Grant Period: From: 10/01/1999 To: 09/30/2000
Project Title: Residential Detoxification Services
for Monroe County Homeless Men
and Women I
Grant Number:
00-CJ-D8-11-54-01-084
Federal Funds: $22,954.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $7,652.00
Total Project Cost: $30,606.00
Program Area: 13B
Award is hereby made in the amount and for the period shown above
of a grant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti-Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached standard or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-87, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
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,
properly executed Certificate of Acceptance of Subgrant Award
is returned to the department.
(l ~ ;;r~-v\^. ~. lu.t~
Author zed Officlal
Clayton H. Wilder
Community Program Administrator
Bureau of Community Assistance
\t)-I,C1~
Date
[X]This award is subject to special and/or standard conditions
(attached) .
BeA Revised 7-1-79
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA):
Bureau of Community Assistance
Grant Number: OO-CJ-D8-11-54-01-084
Grant Title: Residential Detoxification Services for Monroe
County Homeless Men and Women
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition(s)/General Comment(s):
GENERAL COMMENT(S) :
The contract for professional services is approved.
-,
SFY 2000 Drug Control and System Improvement r:-."rmula Grant Program ' .-<
_dward Byrne Memorial State and LOCia, Assistance
I ~!
..--f ..."
This sac:tIian to H completed by the SUbgrantee:
Continuation of Previous Subgrant? a Yes IIJ No
If Yes, enter State project 10 # of Prellious Subgrant
ThIs section to ". completed by SCA:
SFY 2CXIO DCA Contract Number
.00
. Unique 10 # 99-084 PAM: 13B
CFOA #: 16.579
A Names & Addresses
1.
Suborant Reci ient
Name of Chief Bected Official
Title
Address
WilaelwiuCi Harvey 5" {
Mayor, Monroe County Board of
310 Fleming St.
rtN ~li I I
. . I
Conmass1one;,s ._--.::-~
i" -' ::.' ,- ','I J
City, State, Zip Code
Area Code/Phone #
305.292.3440
Key West, FL 33040
SUNCOM #
Area Code/Fax #
305.292.3466
2. Chief Financial Officer
Name of Chief Financial Officer Danny Kolhage
Title Monroe County Clerk of Court
Address 500 Whitehead St.
City, State, Zip Code Key West, FL 33040
Area Code/Phone # I SUNCOM # IArea Code/Fax #
305.292.3550 305.292.3660
3.
ti A
(G
tA
R
'bl ~ P .
mDlernen no aencv ovemmen oencv esponsl e or rOlect
Name of Chief Executive Official James L. Roberts
Title Monroe County Administrator
Address: Public Service Building, 5100 College Road
City, State, Zip Code Key West, n 33040
Area CodelPhone # I SUNCOM # IArea CodelFax #
305.292.4441 305.292.4544
4. Project Director and Contact Person, if different from Project Director
Must be EmDlovee{s) of GovernmentallrnDJementino Aaencv1
Name of Project Director Deanna S. Lloyd
Title ~onroe Caunty 'E-Mail Address
. rants A min1strator mcgrnts@mail.state.fl.us
. Address 5100 College Road
City, State, Zip Code Key West, FL 33040
Area CodeIPhone # I SUNCOM # IArea CodelFax #
305.292.4474 494.4474 305.292.4515
Name and Tltle of Contact PerstNJ Debbie Barsell, Director of Operations
Address Guidance Clinic of the :-Uddle Keys I E-Mail Address
3000 41st Street, Ocean dbarsell@mindspring.com
City, State. Zip Code: Harathon FL 33050
Area CodeIPhone '# I SUNCOM '# IArea CodeIFax '#
(305 ) 289-6150 464-6150 (305) 289-6158
SFY 2000 Dr-", Control and System Improvement F "'1Jula Grant Program
cuward Byrne Memorial State and Local Assistance
B. Administrative Data
1. Project Title (Not to exceed 84 characters, including spaces)
Residential detoxification services for Monroe County homeless men and
womenf
2. For Period
Period Month Day Year
Beginning October 1 1999
Ending September 30 2000
3. Is the Subgrantee or the Implementing Agency a'Member of a Local Criminal Justice Advisory Councilor
Substance Abuse Policy Advisory Board, Coalition, or Council? (See the Program Announcement for a
description cif board responsibilities.) fg Yes CJ No
C. Rscal Data
1. (If other than the Chief Financial Officer).Remit Warrant to:
Deanna Lloyd
Public Service Building
5100 College Road
Key West, FL 33040
Note: If the subgrantee is participating in the state of Florida Comptroller's Office electronic transfer
proqram. reimbursement cannot be remitted to any other entity.
2 Method of Payment nMonthly a Quarterly
(It is mandatory that the method selected be consistent throughout the entire grant period.)
3. Vendor # (Enter Federal Employer Identification Number of Subgrantee):
I 59 6000749
4. SAMAS # (Enter if you are a state agency)
I
5. Will the Project earn Project Generated Income (PGI)? CJ Yes all No
(See Section H., Paragraph 13 for a definition of PGI.)
6. Will the applicant be requesting an advance of federal funds? CI Yes !XI No
(If Yes, a letter of request must be attached.)
SE'P-22-88 10.54 FROt 'ONROE COUNTY PURCHAS I NG
3052824515
PAGE 2
D. Program Data: Guidance Clinic of the Middle Keys, Inc.
Problem: The official State estimate of the number of homeless individuals living in the
Monroe County is 315. However, based on the experience of local homeless service
providers, a more accurate estimate of the County's homeless population is 600 men,
women, and children. If statewide percentages of homeless sub-populations are applied to
the 600 estimated homeless here today, the following numbers would be found in the
County: [Note: In reality, same sub.categories show higher concentrations than estimated by the State and
the numbers do not include those residing in derelict vessels that have been condemned]
Sub.Category -Yo # Sub-Categorv % .,
Substance Abuse 41 246 Veterans 25 150
Mental Illness '!3 138 Single Men 53 318
Co-occurring disorders 27 162 Single Women 15 90
Domestic Abuse 10 60 Families 32 192
AIDS. 4 24 Elderly (60+) 6 Sa-
Pregnant Women 80/year Others unrelated 33 198
Other Disabled 29 174
*The State estimate in this sUb-category is 11 percent. AIDS Help. Inc.. has been successful in reducing the
need-service gap for those living with AIDS.
In late 1991, a comprehensive review of inmate demographics in the Monroe County
Detention Center for the Jail Overcrowding Committee revealed the following regarding the
incarcerated population: 80-85 percent of the population were repeat-arrest offenders; and
over 95 percent either sold or used a controlled substance, committed a crime to support
an addiction, came from a family where drugs andJor alcohol played a major role. were
homeless and/or unemployed, or saw no way out of the "revolving door" system. These
statistics were recently revisited. It was detennined by Detention Center staff that 1991
percentages remain valid; and that since the new jail was built, doubling inmate capacity,
twice as many people are housed with drug problems.
Recommendations were made at that time with the purpose to "reduce the number of
repeat offenders by identifying and addressing core problems on an individual basis using
creative cooperation of existing agencies." Two of the six recommendations were to: 1)
address the homeless issues with programs less costly in dollars and man power as
alternatives to jail and 2) address the drug and alcohol prOblem through existing treatment
programs, the development of programs for unmet substance abuse situations, and by
incorporating the help and expertise of the recovery community to deal with the problems of
addiction.
The Guidance Clinic of the Middle Keys (GCMK), Inc., works closely with law enforcement
- both County and City. Law enforcement often refers to GCMK for inpatient services
when jail is not a required sanction. This fiscal year, GCMK received a small grant from
HUD to expand detoxification services by providing 150 additional days of residential
detoxification for homeless adults. Thus, an eighth bed was added to the detoxification
unit. now only partially funded (41 percent) by HUD. The remaining seven beds are fully
funded by the Department of Children and Families; these are generally full and a waiting
list is maintained. During the a-month period July 1998-Feburary 1999, 35 unduplicated
clients received 290 days of detoxification services who reported their living situation to be
homeless. Thus, the annualized number of homeless persons seeking detoxification is
SE'P-22-SS 10:55 FROfo' 'ONROE COUNTY PURCHASING
'3052824515
PAGE 3
estimated at 52, requiring 435 days of service. Current resources are insufficient to meet
this need.
Program Description: GCMK, incorporated in 1973 as a 501(c)(3), nonprofit organization is
dedicated to serving the mental health and substance abuse needs of the residents of
Monroe County. GCMK offers a comprehensive continuum of mental health and substance
abuse services. The Clinic's medical director is a board-certified psychiatrist and the Chief
Executive Officer is a licensed psychologist.
Under this funding mechanism, GCMK will provide an additional 189 bed days per year of
residential detoxification for homeless men and women. These 189 days add another 52
percent to the availability of the eighth bed that is currently 59 percent unfunded, increasing
its availability from 41 to 93 percent. It is expected that another 23 (unduplicated) clients
will be served based on an average stay of just over 8 days for homeless clients. The
residential detoxification unit is licensed by the FL State Department of Children and
Families and is a Marchman Act receiving facility.
Clients who will be eligible for services under this grant will be referred to GCMK through
the criminal justice system; thus, these clients will themselves be criminally involved.
GCMK staff will work with Department of Corrections, 16th Judicial Circuit, and other arms
of the criminal justice system to secure referrals for detoxification services. Detoxification is
provided on an inpatient unit for persons in acute withdrawal from alcohol and/or other
drugs by a multidisciplinary team of psychiatrists, nurses, counselors, mental health techs,
and a discharge planner. These services are co-Iocated on the crisis stabilization unit.
Pharmacotherapy and milieu-based approaches are used to achieve rapid medical
stabilization and emotional equilibrium. Intensive discharge planning is expeded to
increase expected treatment outcome/success.
When a patient enters the unit, the following interventions are immediately initiated by staff:
greeting by a mental health tech who will obtain consent for treatment, take vital signs,
coiled identifying information, orient client to the unit; nursing assessment conduded by an
RN or LPN; history and physical examination conducted by physician within 24 hours of
admission; medication and vitamins per physician order administered by nurse based on
withdrawal signs and symptoms and types of drugs used. An initial treatment plan is'
established during the first 24 hours, followed by an individual treatment plan that is
developed with the participation of each patient. A discharge planner is involved early in
the patient's s~y. The RN with the participation of the patient, discharge planner, and
physician develops reasonable actions to be initiated upon discharge from the unit The
discharge plan may include continuing inpatient or outpatient substance abuse treatment.
A typical day on the detoxification unit begins at 6:00 a.m. when patients are awakened and
vital signs are taken. The rest of the day is as follows: beverageAbreakfast at 7:30 a.m..1
outside breakApersonal hygiene.1goal setting group60utside breakAsnacklbeverage
6physical well being groupAvital signs.1lunch at noon.1outside breakA activities group or
HIV group or AA meetingasnacklbeverage.1outside breakAsubstance abuse group.1vjtal
signs.1dinner at 5:00 p.m..1outside breakAwrap-up groupApersonal hygiene~outside
breakMA or NA group.1snacklbeverageArelaxationAlights-out at 11 :00 p.m.
SFY 2000 Dru'" -ontrol and System Improvement For ._I~ Grant Program
Ec...ard Byrne Memorial State and Local Ass,~i:ance
D. Program Data (Continued)
Activities Implementation Schedule. Complete the Activities Implementation Schedule showing when activities.
in the Program Description will commence and how the project will progress. This chart benchmarks planned
activities, both administrative and programmatic. An "X. has been inserted for reports that are mandatory for all
projects. Place an additional "X. to indicate ones applicable to your project. Delete the activity/action that does
not apply to your project; i.e., if your project does not earn PGI, delete that activity from this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
Subgrant Period
10/01/99-09/30/00
(Beginning Date - Ending Date)
ACTIVITY/ACTION Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Submit Monthly Claims X X X X X X X X X X X X
(Financial Reimbursement Requests)
Submit Quarterly Claims
(Financial Reimbursement Requests)
Submit Financial Closeout Package X
Submit Quarterly Program Reports X X X X
Submit Quarterly PGI Reports
(If applicable)not applicable ~
~lh d ~ Da-hfi 5e1'-(,/1 ct ( X X X X X X X X X X X X
-
SubgfGntApp6caoon
Secoon 11 - Page 4 of 16
E. Performance Objectives & Measures: Guidance Clinic of the Middle Keys, Inc.
Identifier
013.01
013.02
013.03
013 Offender Community Treatment - Local
Provide treatment services through various treatment modalities to 23
individuals.
Provide an array of treatment services.
Assist 23 clients to successfully complete their treatment plans.
~UG-1S-SS 13.16 FROM NROE ~OUNTY PURCHASING IL ~0&292~~lS
at rI."".. v- ."., ~ _1.ot:III ~ - ~
F. HIrfIIh
You .... d ...;-.. far.." eppticUla..... ~1'JJ.7 far.... JaIl .. ..,q- ~RI 11.1'1.. _~
~ ~~dlldfll"hawcaat~toprDjec:t...... Jnld~..~.. r ;~
.
na1" .1 of m~ 1~1CI1uadL
PAGE S...
sr.fb__end u_~ P.--"-'''''''
llaidential Detoxification Services for Monroe Comtty Homeless Men aad Womea
Cost per Bed Day is ca1cuJated using the overUl oP"&atauc cost oftbe 8 beds in tbe
FlCillty divided by the number of ~jeadar days as foUcnw:
Total Operating Cost
eo. per Bed Day
S 471,836.00
1'1.59 (S471~611 bedsl36S days)
Gram: ~uest (Byrne FlUIds)
I..oeal Match (Cowuy FUDds)
Total Gnmt Propam COllI
S 22354.00
7.652.00
S- 30.606.00
GrIDt FUDds provide 119 bed days cafcu1atld at $161.59 per day.
(S30,60Sdivided by I bed@$161.59 per day)
Local Match provided by me Monroe Q)uaty 0aun1 R.ewaue Fuada.
A bed day is defiDed u sIaeJ_ ad Cll811Ul~", tar (1) 24-hour period. It fill!.....
daDxificaa:ioD scMces a outliaed in 1Raa- ~=aave.
AU loads aDCi services will be daae in ~ wit!: Momoo Couaty PaP-.h~1
PoUciaIDd ~_
All bed days charged to the grant will be for clients involved with the
criminal justice system.
AUG-1S-88 13,15 FROM,MONDOE COUNTY PURCHASING
ID,30~"'824515
PAGE 4/8
Edward Byme MemotiiII_.. Local AnIsfMce
G. Projtct BudgIIt Schedule Residential Detoxific.ation
rtbe f2toject Budg. SChedtda includes six Budget CaIBgories (saJaries ana Benefits. Ccntraduat SeMces,
~1S"t Ope.lIdfng C.pibl' outiay (OCO), Datil ProceaIng s.rva.. and 'ndirect COSts) and T_ Project
Costs, rcaJlJaI MatI:h must be. minimum of 2ftt mUle TcaJ Budget.
Type or Prtnt Dollar Amounts Only in AppI-.. C",,_ IInd Leave otIMn S....t.
BucIgee CatIIgory FederaJ MC:h Total
SlI8IieI And Benefits
Contrac:tUal s.Mca $ 22,954.00 7,652.00 $ 30,606.00
ExpenM8
O.,erdng Clpitlll Outlay
Data Procesaing
-
IndirllCt COIt1
latals $ 22.954.00 7.65~.OO $ 30,60'.00
SFY 2000 C 1 Control and System Improvement F 1U/a Grant Program
Edward Byrne Memorial State and Local Assistance
H. AcceDtance and Aoreement
All persons involved in or having administrative responsibility forthe subgrant must read these "Acceptance and
Agfeement" conditions. This "AcceDtance and AGreement" (Section H) must be returned as Dart of the
comoleted aoollcation.
Note Condition No. 12: Only project costs incurred on or after the effective date of this agreement and
on or prior to the termination date of a recipients project are eligible for reimbursement.
Conditions of Agreement Upon approval of this subgrant, the approved application and the following terms of
conditions will become binding. Non-compliance will result in project costs being disallowed.
The term "department', unless otherwise stated, refers to the Department of Community Affairs. The term
"Bureau", unless otherwise stated, refers to the Bureau of Community Assistance.
The term "subgrant recipient' refers to the governing body of a city or a county or an Indian Tribe which
performs criminal justice functions as determined by the U.S. Secretary of the Interior, and indudes an
"Implementing agency" which is' a subordinate agency of a city, county or 'ndian Tribe, or an agency under
the direction of an elected official (for example, Sheriff or Clerk of the Court).
1. Reports
a. Project Performance Reports:
The recipient shall submit department Quarterly Project Performance Reports to the Bureau by February
1, May 1, August 1, and within forty-five (45) days after the subgrant termination date.
In addition, if the subgrant award period is extended beyond the "original" project period, additional
Quarterly Project Performance Reports shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or Qulltterly AnandaJ Claim Reports
[DCA-CJ Form-3(A-G) Revised 09I98J to the bureau. Monthly Reimbursement Claims (1-11) ...
due thlrty~ne (31) days after the end of the reporting period. Quarterly Reimbursement CI......
(1-3) are due thlrty~ne (31) day. after the end of the reporting period. A final RnandaJ ClaIm
Report and a Criminal Justice Contract (RnanciaJ) Closeout Package shall be submitted to the bureau
within forty-five (45) days of the subgrant termination period. Such daim shall be distinctly identified as
"fIna'" .
Before the "fina'" claim will be processed, the recipient must submit to the department all outstanding
project reports and must hIVe satisfied all special conditions. Failure to comply with th, abcMt
provisions shall result in forfeitura of reimbursement
The recipient shaD submit department Quarterly Project Generated Income Reports to the bu...... by
February 1, May 1, August 1, and within forty-five (41) days after the subgrant termination ...
covering lubgrant project generated income and expenditures during the previous quarter. (See
Paragrlph 14. Progrlm Income.)
c. Other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau. All required
reports,. instructions, and forms shell be distributed with the subgrant award.
2. Fiscal Control and Fund Accounting Procedures
The recipient shall establish fiscal control and fund accounting procedures that assure proper disbursement
and accounting of subgrant funds and required non-federal expenditures. All funds spent on this project _haJl
be disbursed according to provisions of the project budget as approved by the bureau.
C::""",.", J! nrVi"ltMft .
S.ction 1/ - Paae B of 16
SFY 2000 Dr-'q COntrol and System Improvement F 'fIula Grant Program
l:lJW8rd Byrne Memorial State and Local Acsistance
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Rnancial Guide,
U.S. Department of Justice Common Rule for State and Local Governments, and in federal Office of_
-'Management and Budget's (OMS) Circulars A-21, A-81, and A-110, in their entirety).
All funds not spent according to this agreement shall be subject to repayment by the recipient
3. Approval of Consultant Contracts
The department shall review and approve in writing all consultant contracts prior to employment of a
consultant Approval shall be based upon the contract's compliance with requirements found in the Office
of Justice Programs RnanciaJ Guide, U.S. Department of Justice Common Rule for State and LDcsI
Governments, and in applicable state statutes. The departmenfs approval of the recipient agreement does
not constitute approval of consultant contracts.
4. Allowable Costs
Allowance for costs incurred under the subgrant shall be determined according to "General Principles of
Allowability and Standards for Selected Cost Items" set forth in the Office of Justice Programs RnMcill/
Guide, U.S. Department of Justice Common Rule for State And Local Governments and federal OMB CIrcular
No. A-87, "Cost Principles for State and local Governments", or OMB Circular No. A-21, "Cost Prlnciples for
Educational Institutions".
All procedures employed in the use of federal funds to procure services, supplies or equipment, shaH be
according to U.S. Department of Justice Common Rule for State and LDcsI Governments, or Attachment"O"
of OMB Circular No. A-110 and Aorida law to be eligible for reimbursement
5. Travel
All travel reimbursement for out-of-state or out-of-grant-specified work area shall be based upon written
approval of the department prior to commencement of actual travel.
The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in
Section 112.061, Rotida Statutes.
All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Ronda
Statutes.
6. Written Approval of Changes in this Approved Agreement
Recipients shall obtain approval from the department for major changes. These include, but are not limited
to:
a. Changes in project activities, designs or res_rch plans set forth in the epproved agreement;
b. Budget deviations that do not meet the following criterion. That is, a recipient may transfer funds
between budget categories as long as the total amount of transfer does not exceed ten (10) p.-cent of
the total approved budget and the transfer is made to an approved budget line item; or,
c. Transfers of funds above the ten (10) percent cap shall be made only if a revised budget Is approved by
the department.
d. Under no circumstances can transfers of funds increase the total budgeted award. Transfers do not
aUow for increasing the quantitative number of items documented in any approved budget line item. (For
..mple, equipment items in Operating Capital Outlay or Expense categories or staff positions In the
Salarl_ and Benefits category.)
1. Reimbursement Subject to Available ~unds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject to available f...1
Anti-Drug Abuse Act funds.
SUbgrant App/iclltkJn
Section II - PH. g af16
SFY 2000' ',g Control and System Improvement, mula Grant Program
Edward Byrne Memorial State and Local AssIstance
8. Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for each project according.
'to Section 216.181(14)(b), Rorida Statutes (1991); the Office of Justice Programs Rnancis/ Guide, U.S.
Department of Justice Common Rule for State and LocsJ Governments. Advance funding shall be provided
to a recipient upon a written request to the department justifying the need for such funds. This request,
including the justification. shall be enclosed with the subgrant app.ication.
9. Commencement of Project
If a project has not begun within sixty (60) days after acceptance of the subgrant award, the recipient shall
send a letter to the bureau indicating steps to initiate the project, reasons for delay and request a revised
project starting date.
If a project has not begun within ninety (90) days after acceptance of the subgrant award, the recipient shall
send another letter to the bureau, again explaining reasons for delay and request another revised project
starting date.
Upon receipt of the ninety (90) day letter, the department shall determine if the reason for delay is justified
or shall, at its discretion, unilaterally terminate this agreement and re-obligate subgrant funds to other
department approved projects. The department, where warranted by extenuating circumstances, may extend
the starting date of the project past the ninety (90) day period, but only by formal WTitten amendment to this
agreement.
10. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contractor (which includes all
project budget categories) shall be in writing for a period not to exceed six (6) mOnths and is subject to the
same terms and conditions set forth in the initial contract. Only one extension of the contract shall be
acceptable, unless failure to complete the contract is due to events beyond the control of the contractor.
11. Excusable Delays
Except with respect to defaults of consultants, the 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 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 recipient Such causes include but are not
limited to-acts of God or of the public enemy, acts of the government In either its sovereign or: contractual
capacity, fires, floods, epidemics, quarantine restrictions, strtkes, freight embargoes, and unusually sev.e
weather, but in wary case the failure to perform shall be beyond the control and without the fault or
negligence of the recipient
If failure to perform is caused by failure of a consultant to perform or make progress, and If such failure arises
out of caus. beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shall not be deemed in default, unleu:
a. Supplies or services to be furnished by the consultant were obtainable from other sources,
b. The department ordered the recipient in writing to procure such supplies or services from other sources,
and
c. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the department shall ascertain the facts and the extent of such failure, and
if the department determines that any failure to perform was occasioned by one or more said causes,
the delivery schedule shall be revised accordingly.1
Subgrant Application
SFY 2000 r 'l Control and System Improvement F nula Grant Program
Edwanl Byrne Memorial state and Local Assistance
12. Obligation of Recipient Funds
'ReciPient funds shall not under any circumstances be obligated prior to the effective date or subsequent to
the termination date of the grant period. Only project costs incurred on or after the effective d8te and
on or prior to the termination date of the recipient's project are eligible for reimbursement. A cost is
incurred when the recipienfs employee or consultant performs required services, or when the recipient
receives goods, notwithstanding the date of order.
13. Program Income (also known as Project Generated Incorne)
Program income means the gross income earned by the recipient during the subgrant period, as a direct
result of the subgrant award. Program income shall be handled according to the Office of Justice Programs
Rnancial Guide, U.S. Department of Justice Common Rule for State and Locsl Government. Reference:
The Cash Management Improvement Act of 1990).
14. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the recipient, the
recipienfs consultants and suppliers; or both, the department shall impose sanctions it deems appropriate
including withholding payments and cancellation, termination or suspension of the agreement in whole or in
part In such event, the department shall notify the recipient of its decision thirty (30) days in advance of the
effective date of such sanction. The recipient shall be paid only for those services satisfactorily performed
prior to the effective date of such sanction.
15. Access To Records
The Department of Community Affairs; the U.S. Department of Justice, Office of Justice Programs, Bu....u
of Justice Assistance; and, the Auditor General of the state of Florida, the U.S. Comptroller General or any
of their duly authorized representatives, shall have access to books, documents, papers and records of the
recipient, implementing agency and contractors for the purpose of audit and examination according to the
Office of Justice Programs RnanciaJ Guide, U.S. Department of Justice Common Rule for State and LDt:BJ
Government.
The department reserves the right to unilaterally terminate this agreement If the recipient, implementing
agency or contractor refuses to allow public access to all documents, papers, letters, or other materials
subject to provisions of Chapter 119, Rorida Statutes, and made or received by the recipient or its contractor
in conjunction with this agreement
16. Audit
a. Recipients that expend $300,000 or more in a year in Federal awards shall have a single or program-
specific audit conducted for that y_r. The audit shall be performed in accordance with the federal OMS
CircuJIIr ,4.0133 and other appliCllble federal law. The contract for this ag",*"ent shaU be identiftad with
the subject audit In The Schedul#l of Federal FlnMCill/ Aai8t8nC8. The contract shall be idantiftad _
fecI~1 funds pa.sed-through the Florida Department of Community Affairs and include the contract
number, CFOA number, award amount, contract period, funds received and disbursad. Wh..
applicable, the recipient shall submit an annual financial audit which meets the requirements of Sections
11.45 and 218.349, Florida Statutes; and, Chapters 10.550 and 10.600, Rules of the Florida Auditor
General.
b. A complete audit report which 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 BI findings, both audit report and management letter findings.
Incomplete audit reports will not be accepted by the department and will be returned to the recipient
c. The recipient shall have aU audits completed by an Independent Public Accountant (IPA). The IPA shan
be either a Certified Public Accountant or a Ucensed Public Accountant
d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit
report In instances of noncompliance with federallawa and regulations.
Subgnlnt Application
~_~__ II ____..... _~..~
SFY 2000 C 1 Control and System Improvement f nula Grant Program
Edward Byrne Memorial State and Local AssIstance
"
e. The recipient shall ensure that audit working papers are made available to the department, or its
designee, upon request for a period of three (3) years from the date the audit report is issued, unless
extended in writing by the department.
f. 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.
g. The completed audit reports should be sent to the following address:
Department of Community Affairs
Office of Audit Services
2555 Shumard Oak Boulevard
Sadowski Building
Tallahassee, Aorida 32399-2100
11. Procedures for Claim Reimbursement
All claims for reimbursement of recipient costs shall be submitted on the DCA-CJ Form 3(A-G),
Revised 09198, prescribed and provided by the bureau. A recipient shall submit either monthly or
quarterty claims in order to report current project costs.
All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
18. Retention of Records
The recipient shall maintain all records and documents for a minimum of three (3) years from the date of the
final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
19. Ownership of Data and Creative Material
Ownership of material, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is govemed by the terms of the Office of JuStice Programs FinanciBl Guide, U.S.
Department of JuStice Common Rule for State and LocBI Government) or the federal OMB Circular A-110,
Attachment N, Paragraph 8.
20. Property Accountability
The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life or
request department disposition.
The recipient shall establish and administer a system to protect, preserve, use, maintain and dispose of any
property furnished to it by the department or purchased pursuant to this agreement according to fed..1
property management standards set forth in the Office of Justice Programs Rnanciel Guide, U.S. Department
of Justice Common Rule for state and L.DCII/ Government) or the federal OMB Cltcular A-110,
Attachment N. This obligation continues as long as the recipient retains the property, notwithstanding
expiration of this agreement
21. Disputes and Appeals
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. lbe
recipient shall proceed diligently with the performance of this agreement according to the departmMt's
decision.
If the recipient appeals the departmenfs decision, it also shall be made in writing within twenty-one (21)
calendar days to the department's clerk (agency clerk). lb. recipient's right to appeal the department's
decision is contained in Chapter 120, Rodda statute., and in procedures set forth in Rule 28-108.104,
Rorida Administrative Code. Failure to appeal within this time frame constitutes a WIIiver of proceedings
under Chapter 120, Rorida Statutes.
SubgrantApp/ication
Section 1/ - Pege 12 of 16
SFY 2000 ( 'g Control and System Improvement! mula Grant Program
Edward Byrne Memorial State and Local Assistance
22. Conferences and Inspection of Work
,
Conferences may be held at the request of any party to this agreement At any time, a representative of the
bureau, of the U.S. Department of Justice Bureau of Justice Assistance or both have the privilege of visiting
the project site to monitor, inspect and assess work performed under this agreement
23. Publication or Printing of Reports
a. Before publication or printing, a final draft of any report required under or pertaining to this agreement
shall be sent to the department for its review and comment
b. Publications or printed reports covered under a. above shall incJude the following statements on the
cover page:
(1) "This report was prepared for the Florida Department of Community Affairs, Steven M. Seibert,
Secretary, in cooperation with the U.S. Department of Justice, Bureau of Justice Assistance. It The
next printed line shall identify the month and year the report was published.
(2) "This program was supported by grant # awarded to the Department
of Community Affairs, State of Florida, and by the Bureau of Justice Assistance (BJA), OftIce of
Justice Programs (OJP), U.S. Department of Justice. The BJA is a component of OJP which also
includes the Bureau of Justice Statistics, National Institute of Justice, Office of Juvenile Justice and
Delinquency Prevention, and the Office for Victims of Crime."
(3) .Points of view, opinions, and conclusions expressed in this report are those of the recipient and do
not necessarily represent the official position or policies of the state. of Florida .Department of
Community Affairs, the U.S. Department of Justice, omce of JUstice Programs, or any other agency
of the state or federal government.
24. Equal Employment Opportunity (EEO)
No person, on the grounds of race, creed, color or national origin shall be excluded from participation in, be
refused benefits of, or otherwise subjected to discrimination under grants awarded pursuant to Pubic L8w
8fl-584. Non-DiaCliminatJon Requirements of the Anti-Drug Abuse Act of 1988; 77tIe IV of the CIvI Rights Act
of 1964; Section 504 of the Rehablitation Act of 1913 a. amended; Title IX of the Educstion Amendments of
1972; Thf!Age Diactimination Act of 1975; and, Department of Justice Non-DIscrirninstion Regulations 28CFR
Pert 42, Subparts C, D. E. F, G and H. .
The recipient and a criminal justice agency thlt is the implementing agency agree to certify that they either
do or do not meet EEO program criteria a. set forth in Section 501 of The Federe/ Omnibus Clime Control
end Safe street. Act of 1968 as amended and thlt they have or have not formulated, implement8d and
maintained.. current EEO Program. Submiulon of this certfftcatlon Is. prerequisite to ent8ring into
thIa ag.-ment. This certification i. . matarialllIpI'eMntdon of fact upon which reliance was placed when
this agreementwa. made. If the recipient or Implementing agency meet Act criteria but have not formulated,
implemented and maintained such a current written EEO Program, they have 120 days after the data this
agreement was made to comply with the Act or face Iou of federal funds subject to the sanctions in the
Justice System Improvement Act of 1919, Pub. L 96-151. 42 U.S.C. 3701. at seq. (Reference Section 803
(a) of the Act, 42 U.S.C. 3183 (a) and 28 CFR Section 42.207 Compliance Infonnation).
Any state agency, county or city receiving $500,000 or more in federal AntJ-Drug Abuse Act funds shaU
submit its equal employment opportunity plan, and/or the most recent update, with its application, for
submittal to the U.S. Department of Justice, Bureau of Justice Assistance for approval.
25. Americans with Disabilities Act 1990
Subgrantees must comply with the requirements of the Americans with Disabilities Act (ADA), Public Law
101-336, which prohibits discrimination by public and private entities on the basis of disability and requires
certain accommodations be made with regard to employment (Title I), state and IOCIII govemment HfVices
and transportation (TItle II), public accommodations (Title III), and telecommunications (Title IV).
Subgrent Application
Section 11- Pege13 of 15
SFY 2000 19 Control and System Improvement, mula Grant Program
Edward Byrne Memorial StIte and Local Assistance
26. .' Criminal Intelligence System
The purpose ofthe federal regulation published in 28 CFR Part 23 - Crimina/Intelligence Systems Opereting
Policies is to assure that recipients of federal funds for the orincioal Duroose of operating a criminal
intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U. S. C. 3101, et S8q.,
as amended (Pub. L 90-351, as amended by Pub. L 93-83, Pub. L 93-415, Pub. L 94-430, Pub. L 94-503,
Pub. L 95-115, and Pub. L 96-157), use those funds in conformance with the privacy and constitutional
rights of individuals.
The recipient and a criminal justice agency that is the implementing agency agree to certify that they operate
a criminal intelligence system in accordance with Sections 802(a) end 81 B(c) of the Omnibus Crime Control
end Safe Slreets Act of 1968 as amended and comply with criteria as set forth in 28 CFR Pert 23 _ CIttrIin8
Intelfgence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program
Guidance. Submission of this certification is a prerequisite to entering into this agreement.
This certification is a material representation of fact upon which reliance WIIS placed when this agreement
WIIS made. If the recipient or criminal justice agency operates a criminal intelligence system and does not
meet Act and federal regulation criteria, they must indicate when they plan to come into compliance. Federal
law requires a subgrant-funded criminal intelligence system project to be in compliance with the Act and
federal regulation prior to the award of federal funds. The recipient Is responsible for the continued adherence
to the regulation governing the operation of the system or faces the loss of federal funds. The departmenfs
approval of the recipient agreement does not constitute approval of the subgrant funded devetopment or
operation of a criminal intelligence system.
21. Non-Procurement, Debannent and Suspension
The recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Pett 85,
Section 85.510, Pertit:ipant's Responsibllties). These procedures require the recipient to certify it shall not
enter into any lowertierect 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.
28. Payment Contingent on Appropriation
The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual
appropriajion by the Florida Legislature.
29. Federal Restrictions on lobbying
The recipient agrees to comply with Section 319 of Pubic Law 101-121 set forth in Wew Reatdctiona on
Lobbying; Intelim Final Rule, · publshed in the Februery 26, 199Q. Fed8I'III R~er.
Each p...on shall file the most current edition of this Certification And Disclosure Fonn. if applicable, with
_ch submission that initiates agency consideration of such p...on for award of federal contract, grant, or
cooperative agreement of $100,000 or more; or federal loan of $150,000 or more.
Thl. certlfiC8tion is a material representation of fact upon which reliance WIIS plliced when this agreement
WIIS made. Submission of this certiflC8tion is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 1352. 77tIe 31, United States Code. Any p...on who fails to file
the required certifiC8tion is subject to a civil penalty of not I.. than $10,000 and not more than $100,000 for
.-ch failure to file.
The undersigned certifies, to the best of his or her knowledge and belief, that
a. No federally appropriated funds have been paid or shall be paid to any person for influencing or
attempting to influence an officer or employee of any federal agency, a member of congress, an offtcer
or employee of congress, or an employee of a member of congress in connection with the awarding of
any federal loan, the entering into of any renewal, amendment, or modification of any federal contract,
grant, loan or cooperative agreement.
Subgrant Application
Section 11- P.ge 14 of 16
SFY 2000.' 9 Control and System Improvement J mula Grant Program
Edward Byrne Memorial State and Local Assistance
b. If any non-federal funds have been paid or shall be paid to any person for influencing or attempting to
t influence an officer or employee of congress, or an employee of a member of congress in connection
with this federal contract, grant loan, or cooperative agreement, the undersigned shall complete and
submit the standard form, Disclosure of Lobbvino Activities. according to its instructions.
c. The undersigned shall require that the language of this certification be included in award documents for
all subgrant awards at all tiers and that all subgrant recipients shall certify and disclose accordingly.
30. State Restrictions on lobbying
In addition to the provisions contained in Paragraph 30 of Section H, Acceptance and Agreement, the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
31. Statement of Federal Funding Percentage and Dollar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other documents
describing projects or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, including but not limited to state and local governments, shall clearly state:
a. The percentage of the total cost of the program or project that shall be financed with federal funds, and
b. The dollar amount of federal funds to be expended on the project or program.
32. Background Check
It Is strongly recommended that background checks be conducted on al/ personnel providing direct services.
to juveniles.
33. Immigration and Nationality Act
No public funds will intentionally be awarded to any contractor who knowingly employs unauthorized aI/en
workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e),
Section 214A(e) of the Immigration and Nationality Act (.'NA.). The Oepartment shall consider the
employment by any contractor of unauthorized aliens a violation of Section 214A(e) of the 1NA. Such
violation ~y the subgrant recipient of the employment provisions contained in Section 214A( e) of the INA shall
be grounds for unilateral cancellation of this contract by the Department.
34. Drug Court Projects
A Orug Court Project funded by the Byme Formula Grant Program must contain the 10 key elements ouUined
in the U.S. Department of Justice, Offtce of Justice Programs, Drug Courts Program Otnce, program
guidelines .Defining Drug Courts: The Key Components-, January 1991. This document can be accalMd
on the Offtce of Justice Programs World Wide Web Homepage: http://www.ojp.usdoj.job.
~~~lIt APf!'it:etion
OMb,uranlS.-._
-
- ...--..
239
RESOLUTION NO. - 1999
A RESOLUTION OF THE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA AUTHORIZING THE
SUBMISSION OF A GRANT APPLICATION TO THE _
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 99/00 ANTI-DRUG ABUSE GRANT PROGRAM
.D 25/S.
---.----- -
WHEREAS, the Depanment of Community Affairs has announced the FY99/00 funding
cycle of the Anti-Drug Abuse Act Formula Grant Program; and
WHEREAS, on April 14, 1999, the Monroe County Board of Commissioners agreed to
serve as the coordinating unit of government in the preparation of the grant proposals and in the
distribution of funds allocated to Monroe County in the amount of $230,028 with a 25% cash
match requirement; and
WHEREAS, the Monroe County Substance Abuse Policy Advisory Board, with concern
given to the County's current drug control efforts. has recommended cenain programs receive
funding to provide the community with activities focused on drug and alcohol education.
prevention. rehabilitation, and treatment; now therefore.
I
BE IT RESOLVED BY TIlE 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 FY99/00 grant funds to the Department of Community Affairs Anti-
Drug Abuse Grant Program; and that
3. TItis 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 County. Florida,
at a regUlar meeting of said Board held on the 9* day of June. A.D.. 1999
Mayor Wilhelmina Harvey
Mayor ProTem Shirley Freeman
Commissioner Neugent
Commissioner Williams
Commissioner Reich
ves
yes
yes
yea
Attest:
. . IIIMJ
AJ1Ift DN~. :.iIAG:! a...:x
.~~
Vf!S
Monroe County Board of Commissioners
· · .al.
By:~A."'.'~' -.....'-~ ~ ~.:~
tv
i.;A. i1TTON
~J~ '1
"'~TE
O~~rv ~o~~E
(3115l :294-4U'
,
James L. Robens
County Administrator
Monroe County Public Service Building
5100 College Road
Key West, FL 33040
May 28, 1999
Clayton H. Wilder
DCA - Community Assistance
Criminal Justice Programs
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(~-- BOARD uF COUNTY COMMISSIONERS
.,.. r ".,- Mayor Wilhclmina Harvey, District I
Mayor Pro rem Shirley Fn:cmm. District 3
George Neugent, District 2
Nora WiIIilllDS. District 4
MIry Kay Rcich. District S
.
. \
Re: Signature Authority - FY99/00 Monroe County Anti-Drug Abuse Grant Program
Dear Mr. Wilder,
May this letter serve as authorization for Deanna S. Lloyd to have signature authority in order to coDduct the
business related to program implementation. If any additional infonnation or documentation is requUed. please
contact 305.292.4474. Thank you.
Sincerely, .~ r
r-::7__L~.
James L. Roberts
County Administrator
~~uU
SFY 2000 Dmg Control and System Improvement Formula Grant Program
Edward Byrne Memorial state and Local Assistance
Certification of Compliance
with Equal Employment Opportunity fEEO)
Program Requirements - Subgrantee
_n _~ __
--,-....- _...- --...
__ .~:_.: ~=4'::::-_.:..:_=..
,." , " ~S99
~
I, the undersigned authorized official, certify that according to Section 501 of the
Omnibus Crime Control and Safe Streets Act of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the following):
~ Meets Act Criteria
o Does not meet Act Criteria
I affirm that I have read the Act criteria set forth in the Subgrant Application
Instructions. I understand that if the Subgrant Recipient meets these criteria, it must
formulate, implement and maintain a written EEO Plan relating to employment practices
affecting minority persons and women. I also affirm that the Subgrant Recipient. . .
(Select one of the following):
Q Has a current EEO Plan
o Does not have a current EEO Plan
I further affirm that if the Subgrant Recipient meets the Ad aitena and does not have
a current written EEO Plan, federal law requires it to formulate, implement, and
maintain such a Plan within 120 days after a subgrant application for federal
assistance is approved or face loss of federal funds.
Name: James L. Roberts
Title: County. Administrator
Signature of Authorized Official:
Date: ~!glq9
.---7~~
____L-- '1
Subgntnt ApplicIItIon Paclalge
EEO CeItIflcatlon -lmpJfHDfllltlng A~
Appendix 11- PIIge 1 of 2
SFY 2000 Drug Control and System Improvement Ft-qula Giant Program
~_Alrd Byrne Memorial State and Local ft:isi."ce
I. Slanlfture Pacre
In witness whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
have read and understand the agreement in its entirety and have executed this agreement by their duly
authorized officers on the date, month and year set out below.
Corrections on this page, including
strIke-oVfllS, whlteout. etc., ant not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
.f"In
\'':,'1;:1
~ 'VI .,J
\
\
- ~~- \
"., l---\
By: C!l~ -4 uj.lQ~
Type Name and Title: Clayton H. Wilder, Community Program Administrator
Date:
I (9 -I. tiq
Subgrant Recipient
Authorizing Official of GovemmentaJ Unit
(Commission Chainnan, Mayor, or Designated Representative)
,.~'
.,0 / / (
_--- ~'." r-. .~
~ \ ----
,
By:
Type Name and nue: James L. Roberts, Monroe County Administrator
~/8-/c;9
Date:
FEID Number: 59 6000749
Implementing Agency
OffIcial, Administrator or Designated Representative
By: __~~ ~ -
Type Name and nue: James L. Roberts, Monroe County Administrator
Date: ~ If? / Q 9
,'iubtmmt4l1tYi1".!ift"
rvu~ Ol.-
11(1 (1'9
AITACHMENT ,
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this
organi7ation's contract with the Momoe County Board of County Commissioners.
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This 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.
nata Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Intercompany allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed.
If a Payroll Journal is provided, it should include:
· Dates
· Employee name
· Salary or hourly rate
· Total hours worked
· Withholding information and payroll taxes
· Check number and check amount
'f'
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as it relates 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 it relates 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 is
required and a sample of the fmished product.
Supplies, Services, etc.
For supplies or services ordered vendor invoice.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida "Voucher for Reimbursement of Travel
Expenses". Travel must be submitted in accordance with Florida Statute 112.061. Credit card.
statements are not acceptable documentation for reimbursement. If attending a conference or
meeting a copy of the agenda is needed.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the vendor invoice. Fuel purchases should be documented
with paid receipts.
Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a taxi from
one's residence to the airport for a business trip is not reimbursable.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
A detail list of charges is required on the lodging invoice. Balance must be zero. Room must be
registered and paid for by traveler. The County will only reimburse the actual room and related
bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon
and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while on
County business. An odometer reading must be included on the state travel voucher for vicinity
travel. Mileage is not allowed from a residence or office to a point of departure. For example,
driving form one's home to the airport for a business trip is not a reimbursable expense.
Non allowable Expenses
The following expenses are not allowable for reimbursement:
· Capital outlay expenditures (unless specifically included in the contract)
· Contributions
· Depreciation expenses (unless specifically included in the contract)
· Entertainment expenses
· Fundraising
· Non-sufficient check charges
· Penalties and fines
Revised 9/99
ATTACHMENT ..
HUMAN SERVICE ORGANIZATION
LEITERHEAD
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 (Human Service Onzanization name) for the time
period of 05/01/99 to 05/31/99.
Check # Payee Reason Amount
101 Realty Co. May rent $ 1,500.00
102 Electric Co. May utilities 250.00
103 Phone Co. May phones 50.00
104 John Doe PIR ending 05/14/99 800.00
105 John Doe PIR ending OS/28/99 800.00
(A) Total LJ.~OO.OO
(B) Total prior payments $ 4,500.00
(C) Total requested and paid (A + B) $ 7,900.00
(0) Total contract amount $15,000.00
Balance of contract (O-C) ~ 7.10Q.Oq
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 organizations' 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 and subscribed before me the _ day of 1999/2000.
Notary Public Notary Stamp