00-CJ-D8-11-54-01-081
:J: t.D ""'1
0 \D
0 :;p- i--
% 0 rn.
::o(")~ 1""1 0
Or- n
~::x-< . *"f1
(") . r- N 0
o ("). ;:0
C-::=:
:z:~o -0 :;u
.... r :It fT1
~("):r: s:- O
:',: . ~ .. 0
r. ;.' r :0
I~ rr1 - a
State of Florida
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
00-CJ-D8-11-54-01-081 in the amount of $23,483,
for a project entitled: Sunshine House, Transitional
Housing for Recovering Work-
Ready Homeless Men - IV
for the period of 10/01/1999 through 09/30/2000, in accordance with
the statement of work contained in the subgrant application, and
subject to the Department of Community Affairs' conditions of
agreement and special conditions governing this subgrant.
l
(Signature
-:,': '.. i~' .AAA i;j'J.", ~
~i/ 'I." :"""~A:Pv.T r r- ~.-..... r;r'
/1- Cf. 9 9
(Date of Acceptance)
Authorized Official)
Shirley Freeman, Mayor
(Typed Name and Title of Official)
~IO.$.~~~~"
~~ c--I'- ",,".'~.
~....,~. '-7'i"lf~ "\':.\....
,.J,. .1aji.~ '''"'''\
1.\:' j! #'.J~'._' . ~.'
/:: . .,1 ~.:'~,.J , ,"\
~.~ ",; .f' ~l, "'"tJ';..;{.
. \"'<.2H ~~. ,'( .,/
-, ,<
ISEAL) .
ATTEST: DAN E, QERK
y ~~. /rtL{rL_+' ,
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: Sunshine House, Transitional
Housing for Recovering Work-
Ready Homeless Men - IV
Grant Number: 00-CJ-D8-11-54-01-081
Federal Funds: $23,483.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $7,828.00
Total Project Cost: $31,311.00
Program Area: 20A
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 OMS
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.
~ .
~. Lu J D.l). "-'
Author zed Official
Clayton H. Wilder
Community Program Administrator
Bureau of Community Assistance
~- .951- '1c,
Date
[X]This award is subject to special and/or standard conditions
(attached) .
BCA 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-D8-11-54-01-081
Grant Title: Sunshine House, Transitional Housing For
Recovering Work-Ready Homeless Men - IV
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 Formula Grant Program
Edward Byrne Memorial State and Local Arsistllnce
Thia aciIian to be compJetH by the Subgrant..:
Thla aec:tlan to be COIDpIetM by SeA:
SFY 2COO DCA Conbac:t NII'I'lber
Unique 10' 96-096 PAl; 20A
081
CFOA t: 15.579
083
A. Names & Addresses
1. S b t R "ent
U )Qran 8CIPI
Name of Chief EJected Official Wilhelmina Harvey
Title Mayor, Monroe County Board of Commissioners' \ I
Address 310 Fleming St.
City, state, Zip Code Key West, FL 33040
Area CodelPhone" I SUNCOM .. IArea Code/Fax .. . .
305.292.3440 305.292.3466
\1".-3
I~~
2. Chief Financial Officer
Name of Chief Financial Offlcer 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.
Address:
CIty, StIIte, Zip Code
Area CodeIPhone ..
305.292.4441
Monroe County Administrator
Public Service Building, 5100 College Road
Key West, FL 33040
SUNCOM ..
Area CodelFax ..
305.292.4544
4. Project Olrectar and Contact Person, if different from Project Director
tMust be Em I I) of GovemmentallmDlementinQ Aaencv1
NIIme of Project DirectDr Deanna S. Lloyd
TItJe ~onroe xS:~tI IE-Mai' Addraa
. rants n strator mcgrnts@mail.state.fl.us
. Address 5100 College Road
CIty, State, Zip Code Key West, FL 33040
Area CodeiPhone" I SUNCOM" 'Area Code/Fax ..
305.292.4474 494.4474 305.292.4515
Name and nue of Comact PeIaon Pat Valerga
Address Florida Keys Outreach Coalition ,E-Mail Address
P.O. Box 4767
City, State, Zip Code: Key Ii est, F L 33041
Area CodeiPhone" I SUNCOM .. IArea Code/Fax ..
(305) 293-0641 . (305) 293-0641
<<:",,,,.~..,. .tftI....aJi._....__
:.
~,. r ~uuu urug r;;ontrOl ana :system Improvement Fonnula Grant Program
EcJwI. .- Byrne Memorial State and Local Ass5. , 'nee
B. Administrative Data
1. Project Title (Not to exceed 84 characters, including spaces)
SUNSHINE HOUSE, TRANSITIONAL HOUSING FOR RECOVERING
WORK-READY HOMELESS MEN - IV
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 ot a local CrfminaJ Justice Advisory CounciJ or
Substance Abuse Policy Advisory Board, Coalition, or CounciJ? (S.. the Program Announcement for 8
desctiption of board responsibilities.) S. Yes [] No
C. Fiscal 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 ot Flonda Comptroller'S Office e'ec:trDnic transfer
Dl'OQram. reimbursement cannot be remitted to any other entity.
2. Method ot Payment fJeMonthly 0 Quarterty
(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 " (Ent.. if you are a state agency)
,
5. Will the Project eam Project Generated Income (PGI)? 'JI Yes No
(See Section H., Paragraph 13 for a definition of PGI.)
6. Will the applicant be requesting an advance of federal funds? ayes mJ No
(If Yes, a letter of request must be attached.)
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edward Byme Memorial State and Local Assistance
D. Program Data
Refer to the SFY 1999 SCA Grants Management Technical Assistance Workshop Manual. Section 5. Use this
as a guide to assist you in completing Section D.
Problem Identification. Briefly describe a specific problem to be addressed with subgrant funds. If you are
seeking funds to continue existing project activities, your problem statement must also provide a short summary
of your current program and describe any gaps between current and desired project results.
Proaram DescriDtion. Briefly describe how project activities will address the targeted problem. Describe who
will do What, when, Where and how.
SEE PAGE 2 OF INSTRUCTIONS ON ITEMS TO INCLUDE.
Start below and use continuation pages as necessary.
-
PROBLEM IDENTIFICATION
This is the fourth year that the Monroe County Substance Abuse Advisory
Policy Board has recommended funding for Sunshine House, a halfway house
for homeless men who want to recover from substance abuse problems and who
are involved with the criminal justice system, such as the recent releasees from
the Drug Treatment Program at the Monroe County Detention Center, PreTrial
system clients, and men on probation or parole. The Substance Abuse Advisory
Board recognized that the need for transitional housing for these men has
increased because without a supervised structured living environment, most of
these men wind up in jail again and again. The problem then becomes the
enormous financial costs to the criminal justice system and the community by
these repeated arrests and increased detention and probation time.
Sunshine House helps alleviate the pressures on the local criminal justice
system by providing a bridge between the criminal justice system and the
individual offender's path back to self-sufficiency through employment, relapse
prevention treatment, and AAlNA meetings.
SUbgRnt Applealion
PROGRAM DESCRIPTION
ACTIVITIES
Through Sunshine House, the Florida Keys Outreach Coalition, Inc.
(FKOC) will provide transitional housing, case management, and life skills
training for male homeless offenders who are in recovery from substance abuse
addictions. Sunshine House, a 16-bed facility situated in Key West, offers an
alcohol/drug free safe, supervised living environment. Daily alcohoVdrug tests
are conducted. At the intake and screening session, the potential resident
participates in designing his own Individual Plan of Action, which includes his
treatment, his employment, his plan for permanent housing, his adherence to
criminal justice mandates. After the client is admitted, he is monitored for
compliance to this Individual Plan of Action. Once the client is employed, he
pays an $80 weekly client fee, which includes shelter, case management,
periodic urinalysis, life skills counseling, washer/dryer, phone, and cable TV.
Plus he pays a $20 weekly individual food share of cost. Clients can stay up to
nine months.
THE LINK WITH OTHER PROGRAMS
Clients are referred by the PreTrial Services system, the Florida
Department of Corrections, the judges, the Salvation Army Probation Program,
the Monroe County Detention Center, the Public Defender's Office, and the Key
West Police Department. Once the client is admitted these agencies can
monitor the offender's progress by calling the client at Sunshine House, or the
case manager, or by visiting the client at Sunshine House. Sunshine House
personnel cooperate with law enforcement in order that everyone including the
clients will-succeed.
EMPLOYEES AND VOLUNTEERS
To maintain this program, FKOC employs an executive director, a case
manager, a program assistant, and a bookkeeper/staff assistant. In addition
Sunshine House depends on many volunteers, including two volunteer resident
monitors who rotate night duty in exchange for a free room.
TIME FRAMES
Sunshine House will be in its fourth year of funding. By assisting men to
help themselves, FKOC will continue to save law enforcement and court costs
while preventing further crime related to these men's substance abuse problems.
The Sunshine House cost is about half of the per diem costs at the Monroe
County Detention Center.
SFY 2000 Drug "Control and System Improvement Formula Grant Program
j .
EdW_ J Byrne Memorial State and Local ~_~nce
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 aU
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 eam PGI, delete that activity from this schedule.
ACTIVITIES IMPLEMENTATION SCHEDULE
Subgrant Period -
Oct. 1. 1999 - Sent. 30, 2000
(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 X X X X
(Financial Reimbursement Requests)
Submit Financial Closeout Package x
Submit Quarterly Program Reports X X X X
Submit Quarterly PGI Reports
(If applicable>Not applicable X X X X
-
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edward Byrne Memorial State and Local Assistance
E. Program Objectives and Performance Measures
Complete uniform program objectives and performance measures (found in ADDendix V) for the federally
authorized program area you want to implement. Your application is not complete without them and an
incomplete application will not be considered for subgrant funding.
If the program area you selected does not have uniform program objectives published in this document or if
you cannot relate your objectives to those stated, contact Tom Bishop at 850/488-8016 for further instructions.
DO NOT mix objectives from different Prograrn Areas.
Start below and use continuation pages as necessary.
20A
PROGRAM OBJECTIVES
20A.l PROGRAM OBJECTIVE #1
TO PROVIDE 11 MALE OFFENDERS RECOVERING FROM
SUBSTANCE ABUSE ADDICTIONS WITH TRANSITIONAL HOUSING
DURING THE GRANT PERIOD.
20A.2 PROGRAM OBJECTIVE #2
TO PROVIDE 11 MALE OFFENDERS RECOVERING FROM
SUBSTANCE ABUSE ADDICTIONS WITH CASE MANAGEMENT
SERVICES AND DAILY STRUCTURED ACTIVITIES DURING THE
GRANT PERIOD.
20A.3 PROGRAM OBJECTIVE #3
TO PROVIDE 11 MALE OFFENDERS RECOVERING FROM
SUBSTANCE ABUSE ADDICTIONS WITH SHORT TERM INDIVIDUAL
AND GROUP SUPPORTIVE LIFE SKILLS COUNSELING DURING THE
GRANT PERIOD.
PERFORMANCE MEASURES
TO TRACK THE RECIDIVISM RATE IN THE FIRST 6 MONTHS AFTER
ENTERING SUNSHINE HOUSE AND IN THE FIRST YEAR AFTER ENTERING
SUNSHINE HOUSE FOR 11 RECOVERING MALE OFFENDERS AS
COMPARED TO 11 OTHER MALE OFFENDERS WITHOUT THE BENEFIT OF
A STRUCTURED LIVING ENVIRONMENT.
Subgrant Applcation
Drua Control and Sve;tem Im"rovt:mt:nt FormUla Grant Frat/ram
(Edward Byrne Memorial State and Locsl Al!ll!lietance: Proqram)
F. Projt:ct Budgt:t Narrativt:
You mue;t dee;cribt: lint: item5 for each applicable Budqet Category for which you are requt:5ting 5ubgrant funding.
Providt: 5ufficit:nt detail to e;how coe;t relation5hipe; to project activitiee;. In addition, dt:5cribt: 5pt:cific 50urcee
of matching fund5.
Start bt:low and U5t: continuation paqt:a aa nt:ct:aaary.
Number of bed days
957
Total operating costs
$/79,200
Other funding sources
Grant request (federal)
Local match
147,889
23,483
7.828
Expenses related to housing & support Included in total
operating costs
Rent and Utilities
Insurance
Telephone
Drug screening tests
Client personal care expense
General operating expenses
Maintenance & Supplies
Salaries and Benefits
Expenses related to grant costs
Total Federal
511.892 8.919.00
958 718.50
348 261.00
1,221 915.50
348 261.00
2,270 1.702.50
2.798 2.098.50
11.476 8,607.00
$68.068
5,500
2,000
7,000
2.000
13.000
16.000
65,632
$179.200
$31,311
$23,483
LOCAL MATCH-COMES FROM MONROE COUNTY GENERAL REVENUE FUNDS.
Match
2.973.00
239.50
87.00
30$.$0
87.00
567.50
699.50
2,869.00
$7,828
A BED DA Y IS DEFINED AS SHELTER AND CASE MANAGEMENT FOR ONE 24 HOUR PERIOD AND INCLUDES
ACCESS TO FOOD, SHOWER, A WASHER DRYER, LOCAL TRANSPORTATION, TELEPHONE, PERSONAL CARE
ITEMS, PERIODIC URINALYSES, REFERRAL TO JOBS, SUBSTANCE ABUSE TREATMENT, AAlNA MEETINGS,
PERMANENT HOUSING INFORMATION, COUNSELING, COMPLIANCE MONITORING, AND FOLLOW UP
ACTIVITIES.
ALL GOODS AND PURCHASES WILL BE DONE IN ACCORDANCE WITH MONROE COUNTY PROCEDURES.
COST PER BED DAY IS $32.73 AT AN AVERAGE NUMBER OF I S PERSONS IN THE FACILITY PER DAY.
TOTAL GRANT IS $31.3 I I DIVIDED BY BED DAY COST OF $32.73 IS 956.65 ROUNDED TO 957 BED DAYS.
ALL BED DAYS CHARGED TO THE GRANT WILL BE FOR CLIENTS INVOLVED WITH THE CRIMINAL JUSTICE
SYSTEM.
G. Project f5~~ 5chedule
5FY 1998 5u"~rant Application Pac~e
AppIIc::atIon
5ec:tion II - P~e 6 of 17
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edward Byrne Memorial State and Local Assistance
G. Project Budget Schedule
The Project Budget Schedule includes six Budget Categories (Salaries and Benefits, Contractual Services,
Expenses, Operating Capital Outlay (OCO), Data Processing Services, and Indirect Costs) and Total Project
Costs. Total local Match must be a minimurn of 25% ofthe Total Budget.
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category Federal Match Total
Salaries And Benefits -
Contractual Services 23,483.00 7,82B.00 31 , 311. 00
Expenses
Operating Capital Outlay
Data Processing
Indirect Costs
Totals 23,483.00 7,828.00 31 ,311. 00
Subgtant ~tion
Section 11 - Page 7 of 16
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edward Byrne Memorial State and Local Assistance
H. AcceDtance and Aoreement
All persons involved in or having administrative responsibility for the subgrant must read these "Acceptance and
Agreement" conditions. This "AcceDtance and Aareement" (Section Hl must be returned as Dart of the
comDleted aDDlication.
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 recipienfs 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 "departmenf', 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 recipienf' 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 includes an
"implementing agency" which is' a subordinate agency of a city, county or Indian 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
Quarterty Project Performance Reports shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or Quarterty Financial Claim Reports
[DCA-c.J Form-3(A-G) Revised 09l98} to the bureau. Monthly Reimbursement Claims (1-11) are
due thirty~ne (31) days after the end of the reporting period. Quarterly Reimbursement Clai....
(1-3) are due thlrty-one (31) days after the end of the reporting period. A final Financial Claim
Report and a Criminal Justice Contract (Financial) Closeout Package shall be submitted to the bureau
within forty-fIVe (45) days of the subgrant termination period. Such claim shall be distinctly identified as
''final";
Before the ''final" claim will be processed, the recipient must submit to the department all outstanding
project reports and must have satisfied all special conditions. Failure to comply with th, above
provisions shall result in forfeiture of reimbursement
The recipient shall submit department Quarterlv Project Generated Income Reports to the bureau by
February 1, May 1, August 1, and within forty-five (415) days after the subgrant termination .....
covering subgrant project generated income and expenditures during the previous quarter. (S..
Paragraph 14. Program Income.)
c. Other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau. All required .
reports, instructions, and forms shall 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-fedenll expenditures. All funds spent on this project shall
be disbursed aCCOrding to provisions of the project budget as approved by the 'bureau.
Subgrant AppIcation
~.~ II _ P.". Il ", 111
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edward Byrne Memorial State and Local Assistance
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Anancial Guide,
U.S. Oepartment of Justice Common Rule for State and Local Governments, and in federal Office of
Management and Budget's (OMS) Circulars A-21, A-87, 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 Rnancial Guide, U.S. Department of Justice Common Rule for State and Local
Governments, and in applicable state statutes. The departments 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 Rn.nasl
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 Principles for
Educationallnstitutions".
All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be
according to U.S. Oepartment of Justice Common Rule for State end Local Governments, or Attachment "0"
of OMS Circular No. A-110 and Florida 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, Rorida Statutes.
All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Rorida
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 research plans set forth in the approved agreement;
b. Budget deviations that do not meet the following criterion. That is, a recipient may transfer fundi
between budget categories as long as the total amount of transfer does not exceed ten (10) percent of
the total approved budget and the transfer is made to an approved budget 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
allow for increasing the quantitative number of items documented in any approved budget line item. (For
example, equipment items in Operating Capital Outlay or Expense categories or staff positions in the
Salaries 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 federal
Anti-Orug Abuse Act funds.
SubgRnt AppIcation
Section II - P.o. II 0116
SFY 2000 Drug Control and System Improvement Formula 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 Rnancial Guide, U.S.
Departrnent of Justice Common Rule for State and Local Governments. Advance funding shall be provided
to a recipient upon a written request to the depanment justifying the need for such funds. This request.
including the justification, shall be enclosed with the subgrant application.
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 written 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 caUles
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, strikes, freight embargoes, and unusually severe
weather, but in every case the failure to perform shall be beyond the control and without the fault or
negligence of the recipient
If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure 8riSes
out of causes beyond the control of recipient and consultant, and without fault or negligence of either of them,
the recipient shall not be deemed in default, unless:
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
SUbgtwnt Application
S.ction 11- Page 100116
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edward 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 date and
on or prior to the termination date of the recipienfs 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 Income)
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
Financial Guide, U.S. Department of Justice Common Rule for State and Local Government. Reference:
The Cash Management Improvement Act of 1990).
14. Performance of Agreement Provisions
In the event of default, non-com pliance or violation of any provision of this agreement by the recipient, the
recipient's consultants and suppliers; or both, the department shall impose sanctions it deems appropriate
including withholding payments and cancellation, termination or suspension of the agreement in whole or in
part. In such event, the department shall notify the 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, Bureau
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 Financial Guide, U.S. Department of Justice Common Rule for State and LOCIIJ
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 year. The audit shall be performed in accordance with the federal OMS
Circular A-133 and other applicable federal law. The contract for this agreement shall be identified with
the subject audit in The Schedule of Federal Fin."cia/ Auistance. The contract shall be identified as
fed.~ funds paSled-through the FlOrida Department of Community Affairs and include the contract
number, CFOA number, award amount, contract period, funds received and disbursed. When
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 ofthe 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 managemenfs 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 retumed to the recipient
c. The recipient shall have all audits completed by an Independent Public Accountant (IPA). The IPA sMII
be either a Certified Public Accountant or a licensed Public Accountant.
d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the au~it
report in instances of noncompliance with federal laws and regulations.
SUbQtMt Appication
Section II - Pa,. 11 of 18
SFY 2000 Drug Control and System Improvement Formula 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
disa/Jowed 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, Florida 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
quarterly 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 ofthree (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 governed by the terms of the Office of Justice Programs Financisl Guide, U.S.
Department of Justice Common Rule for State and Loesl 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 federal
property management standards set forth in the Office of Justice Programs Rnancisl Guide, U.S. Department
of Justice Common R.. for state and Local Government) or the federal OMS Circular A-110,
AttllChment 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 fad arising under this agreement and shall distribute its response to all concerned parties. The
recipient shall proceed diligently with the performance of this agreement according to the department's
decision.
If the recipient appeals the departmenfs decision, it also shall be made in writing within twenty-one (21)
Clllendar days to the department's clerk (agency clerk). The recipient's right to appeal the department's
decision is contained in Chapter 120, Florida Statutes, and in procedures set forth in R" 28-106.104,
Rodda Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 120, Ronda statutes.
S~t AppJit:ation
Section 11- Page 12 of 16
SFY 2000 Drug Control and System Improvement Formula 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 include 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." 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), Office 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, Office of Justice Programs, or any other agency
of the state or federal govemment.
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 Public Law
89-564, Non-Discrimination Requirements of the Anti-Drug Abuse Act of 1988; Tille IV of the Civi Rights Act
of 1964; Section 504 of the Rehabilitation Act of 1973 as amended; Tlt/e IX of the Education Amendments of
1972; The Age Discrimination Act of 1975; and, Department of Justice Non-Discrimination Regulations 28CFR
Part 42, Subparts C, D, E, P, G and H.
The recipient and a criminal justice agency that is the implementing agency agree to certify that they either
do or do not meet eo program criteria as set forth in Section 501 of The Federal Omnibus Crime Control
and Safe Streets Act of 1968 as amended and that they have or have not formulated, implemented and
maintained. a current eo Program. Submiaion of this certification is a prerequis" to entering into
this agreement. This certification is a material representation of fact upon which reliance was placed when
this agreement was made. If the recipient or implementing agency meet Act criteria but have not formuJated,
implemented and maintained such a current written eo Program, they have 120 days after the date this
agreement was made to comply with the Act or face loss of federal funds subject to the sanctions in the
Justice System Improvement Act of 1979, Pub. L 96-151, 42 U.S.C. 3701, et saq. (Reference Section 803
(a) of the Act, 42 U.S.C. 3783 (a) and 28 CPR Section 42.207 Compliance Information).
Any state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse Act funds shall
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 local government services
and transportation (Title II), public accommodations (Title III), and telecommunications (Title IV).
SUbgtant Applcation
Section 11- Page 13 of 15
SFY 2000 Drug Control and System Improvement Formula Grant Program
Edward Byrne Memorial State and Local Assistance
26. Criminal Intelligence System
The purpose of the federal regulation published in 28 CFR Part 23 - Criminal InteUigence Systems Operating
Policies is to assure that recipients of federal funds for the IJrincioal ouroose of operating a criminal
intelligence system underthe Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, at 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) and 818(c) of the Omnibus Crime Control
and Safe Streets Act of 1968 as amended and comply with criteria as set forth in 28 CFR Part 23 _ Ctimin.
Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant ProgrBm
Guidance. SUbmiSSion of this certification is a prerequisite to entering into this agreement.
This certification is a material representation of fact upon which reliance was placed when this agreement
was made. If the 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 departments
approval of the recipient agreement does not constitute approval of the subgrant funded development or
operation of a criminal intelligence system.
21. Non-Procurement, Debarment and Suspension
The recipient agrees to comply with Executive Order 12549, Debarment and Suspension (34 CFR, Part 85,
Section 85.510, Participant's Responsibilities). These procedures require the recipient to certify it shall not
enter into any 10W8rtiered 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
appropriation 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 "New Restrictions on
LDbbying; Interim Rnal Rule, .. pubished in the Febru81Y 26, 1990, Federal Register.
Each person shall file the most current edition of this Certification And Disclosure Form. if applicable, with
each submission that initiates agency consideration of such person for award of federal contract, grant, or
cooperative agreement of $100,000 or more; or federal loan of $150,000 or more.
This certification is a material representation of fact upon which reliance was placed when this agreement
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by Section 1352, Title 31, United states Code. Any person who fails to file
the required certification is subject to a civil penalty of not less than $10,000 and not more than $100,000 for
each failure to file.
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
att.-npting to influence an officer or employee of any federal agency, a member of congress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding of
any federal Joan, the entering into of any renewal, amendment, or modification of any federal contract,
grant, loan or cooperative agreement.
~nt Appjcation
Section" - Page 14 of 16
SFY 2000 Drug Control and System Improvement Formula 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
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 all 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 alien
workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e),
Section 274A(e) of the Immigration and Nationality Act (.INA.). The Department shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the lNA. Such
violation by 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 Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements ouUined
in the U.S. Oepartment of Justice, Office of Justice Programs, Drug Courts Program Office, program
guidelines .Oefining Drug Courts: The Key Components", January 1991. This document can be accessed
on the Office of Justice Programs World Wide Web Homepage: http://www.ojp.usdoj.job.
Subgrant AppIcation
Section 11- Pa". 150116
OMb, urants_
239
RESOLUTION NO. - 1999
A RESOLUTION OF TIlE 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
JJN 2 5 jf
--~
WHEREAS, the Department 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 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 FY99/00 grant funds to the Department of Community Affairs Anti-
DrugAbuseGrantProgmm;andthm
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 County, Florida,
at a regular meeting of said Board held on the 9th day of June, A.D., 1999
Mayor Wilhelmina Harvey
Mayor ProTem Shirley Freeman
Commissioner Neugent
Commissioner Williams
Commissioner Reich
yes
yes
yes
yeB
Attest:
J.II &IEAQ
A'I'TER DA:'.:. J~ CL.:J(
.~~~o~
yes
Monroe County Board of Commissioners
. .. ~
~ " -). a' """~. - ~ e...- ~. .."'\-
By: . . - _ _ \
tV
NNi.:A. 711!ON
5.<tI; '1
/ I
I"A.TE
'OUNTY olMONROE
KEY WEST ~ I~ORIDA 33040
. (305)294-4641
James L. Roberts
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
..,.., ',- Mayor Wilhelmina Harvey, District J
. Mayor Pro Tem Shirley Freeman, District 3
George Neugent. District 2
Nora Williams, District 4
Mary Kay Reich, 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 conduct the
business related to prograItl implementation. If any additional information or documentation is required, please
contact 305.292.4474. Thank you.
Sincerely, ..--:--J) r
~L~.-
James L. Roberts
County Administrator
~gnamre~~-#-
SFY 2DOD Drug COntroI8nd Sysmm IIIIpI'OVfIment FotmuIa Grant Program
~nJ Byrne Memoti8I Slam IIIJd Ltx:aIAalstance
CertHication of Compliance
with Equal Employment Opportunity (EEO)
Program Requirements - Subgrantee
. ! : 1999
_____ I
,........ ,~Ii..iNITY ASSISTA CEo
, :"!' ..;ALJUSTICE SECInON
I, the undersigned authorized official, certify that according to Section 501 of the
Omnibus Crime Control and Safe Streets Ad of 1968 as amended, that the Subgrantee
(Subgrant Recipient) . . .(Select one of the following):
~ Meets Ad Criteria
o Does not meet Ad Criteria
I affirm that I have read the Ad aiteria set forth in the Subgrant Application
Instrudions. I understand that if the Subgrant Recipient meets these aiteria, 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. aiteria 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 feci..
assistance is approved or face loss of federal fw1ds.
Name: James L. Roberts
litie: County ~istrator
Signature of Authorized Official:
Date: &!~/qc;
~ yl
. ~.. LJ 7:>.-1-
Subg,.", AppllaiIIon Packa9.
so CallIllcdon - '~ng A~
Appendix 11- PtIge 1 at 2
~r r ~&I&lCI urug c;OntTOl and System Improvement Formula Grant Program
Edwarcl Byrne Memorial State and LocaJ .o4~sismnce
I. SI P
ilanature age
In witn.. whereof, the parties affirm they each have read and agree to conditions set forth in this agreement,
have re.d 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-oVfJlS, whlteout, ate.. ant not acceptable.
- .. ~
.--
- .- ~
State ot Florida --
._- .
Department ot Community Affairs I
Bureau ot Community Assistance I , 1993 \
I
J J
By: 0211f ~. 0..MP&',...,. . _ . .,. '__;,:;rAN~E
) :,':: 1!...: ~::.CTtO
Type Name and TrUe: Clayton H. Wilder, Community Program Administrator
Date: q... ~9- qq
SUbgrant Recipient
Authorizing Official ot GovemmentaJ Unit
(Commission Chairman, Mayor, or Designated Representative)
- /_~(
By: :--... -
Type Name and nue: James L. Roberts, Monroe County Administrator
-
Date: . ~/?lqCj FEfO Number: 59 6000749
I .
Implementing Agency
OffIcial, Administrator or Designated Representative
. -~.l
B~ '--~ -.L -.
Type Name and TItle: James L. ROberts, Monroe County Administrator
Date: & Irs- /qq
.~UbtJ17l"t...Anf'llito..ft"..
rco"t. dL
U (I rcr9
ATTACHMENT B
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. Furthennore, these expenses are in compliance with this
organization'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.
Data 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
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 finished 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
HUMAN SERVICE ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
ATIACHMENTC-
The following is a summary of the expenses for (Human Service Onzanimtion name) for the time
period of 05/0 1/99 to 05/31/99.
Check # Payee Reason
101 Realty Co. May rent
102 Electric Co. May utilities
103 Phone Co. May phones
104 John Doe PIR ending 05/14/99
105 John Doe PIR ending OS/28/99
(A) Total
(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)
Amount
$ 1,500.00
250.00
50.00
800.00
800.00
~ 3.400.qQ,
1.ZJQO.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)
Swom and subscribed before me the _ day of 1999/2000.
Notary Public Notary Stamp