00-CJ-D8-11-54-01-086
1Dannp 1... }&olbagt
BRANCH OFFICE
3117 OVERSEAS mGHWA Y
MARAlHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
BRANCH OFFICE
88820 OVERSEAS mGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
February I, 2000
TO:
John Carter, Director
Management Services
ATTN:
FROM:
Deanna Lloyd
Grants Manager1ment
Pamela G. Hanc ck
Deputy Clerk
At the January 19, 2000, Board of County Commissioner's Meeting the Board granted
approval and authorized execution of an Agreement between Monroe County and Department of
Community Affairs (DCA) Agreement #00-CJ-D8-11-54-0 1-086 that provides pass through
funding to Samuel's House Shelter and also authorized execution of an Anti-Drug Abuse Funds
Agreement between Monroe County and Samuel's House - SHELTER FOR WOMEN AND
CHILDREN 1.
Enclosed are two fully certified duplicate originals for your handling. Should you have
any questions, please do not hesitate to contact this office.
Cc: County Administrator w/o document
County Attorney
Finance
File
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-D8-11-54-01-086 in the amount of $29,016,
for a project entitled:
Samuel's House Shelter for
Women and Children 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
agreement and special conditions governing this subgrant.
ct~-F~
(Signature of Authorized Official)
/ '1 20tH>
eptance)
Shirley Freeman, Mayor of the Monroe County Board of Commissioners
(Typed Name and Title of Official)
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DCA-CJ Form 1 (June, 1985)
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Attachment "A"
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: Samuel's House Shelter for
Women and Children I
Grant Number:
00-CJ-D8-11-54-01-086
Federal Funds: $29,016.00
BGMTF Funds:
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Award is hereby made in the amount and for the period sho~a~e
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.
State Agency Match:
Total Project Cost:
$38,688.00
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$9,672.00
Local Agency Match:
Program Area:
20A
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for State and Local Governments and A-a7, or OMB
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
SUBGRANT AWARD CERTIFICATE (CONTINUED):
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
properly executed Certificate of Acceptance of Subgrant Award
is returned to the department.
~.~
Authori ed Official
Clayton H. Wilder
Community Program Administrator
Bureau of Community Assistance
lL.::_f2. .. if c.,
Date
[X]This award is subject to special and/or standard conditions
(attached) .
BCA Revised 7-1-79
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
SPECIAL CONDITION(S)/GENERAL COMMENT(S)
Grantee (Name of SPA):
Bureau of Community Assistance
Grant Number: 00-CJ-D8-11-54-01-086
Grant Title: Samuel's House Shelter for Women and Children
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition(s)/General Comment(s):
GENERAL COMMENT (S) :
The contract for professional services is approved.
F~ gyme Memorial State and Local A& Jnee
TNs sedian to ". comp/etlId by tn. SUbgrantH:
Cantinuatian of PrNous SUbgrant?ClYes .,.No
If Yes. .nter StIte Project 10 I of Pte1/iou$ SubgrR
..:~::: C J ::~~::::
A Names & Addresses
J7Jls actJon to be COIIIpIeted by BeA:
SFY 2000 DCA Contract NumDIr
00
086
Unique 10 I 99-086 PM: 20A
CFDA #: 16.579
1.
Subarant ReciDient -
Name of Chief Elected Official Wilhelmina Harvey
TdJe Mayor, Monroe County Board of Commissioners . , , v n
"
Address 310 Fleming St.
City, State. Zip COde Key West, FL 33040
Area CodeIPhone j. I SUNCOM .. lArea CodeIFax" --
305.292.3440 305.292.3466
2. Chief Financial Officer
Name of Chief Financial Officer Danny Kolhage
TItle Monroe County Clerk of Court
Address 500 Wh~tehead St.
City, State, ZIp COde Key West, FL 33040
Area CodeIPhone j. . I SUNCOM .. lAra CodeIFax #
305.292.3550 305.292.3660
3.
ImDlementinft Aftenev (Govemment Aftency ResDanslble for Proiect,
Name of Chief Executive Ofticial James L. Roberts
TItle Monroe County Admin1strator
Address: Public Service Building, 5100 College Road
City, state, Zip Code Key West, FL 33040
Area Code/Phone t# I SUNCOM .. IArea CodeIFax"
305.292.4441 305.292.4544
4. Project OlrectDr and COntact Person, if different from Project Oirec:tDr
Moust be Em I ., of Govemmentallrnolementina AaenCY1
Name of Project OirectDr Deanna S. Lloyd
TItle !onroe =tI E-Mail Address
. rants n strator mcgrnts@mail.state.fl.us
I Address 5100 College Road . .
CIty, state, ZIp COde Key West, FL 33040
Area CodeIPhone" I SUNCOM" Area COdeIFax"
305.292.4474 494.4474 305.292.4515
Narne and TitI~ of eamact PenIon Joanna Johnson
Address Samuel's House . . .. . E-Mail Address
1511 Truman Avenue
City, State, Zip Code: Key West, FL 33040
Area CodeIPhone" I SUNCOM .. Area CodeJFex" .
305.294.1184 305.294.9547
SFY 2000 Oru"- ~ontrol and System Improvement Formula Grant Program
Edward Byrne Memorial state and Local A....-istance
B. Administrative Data
1. PrOject nue (Not to exceed 84 characters, including spaces)
Samuel's House Shelter for Women and Children:[
2. For Period
Period Month Day V.r
BegiMing October 1 1999
ending September 30 2000
3. II the Subgrantee or the Implementing Agency a'Member of a Local Criminal Justice Advisory Councilor
Substance Abuse Policy AdviIOry Board, Coalition, or Council? (S.. the Program Announcement for 8
deat:tiption of boanJ responsiblilie..) cr Yes 0 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 lubgrantH is participating in the state of Florida Comptroller's ames electronic transfer
DfOGram. reimbursement cannot be remitted to any other entity.
2. Method of Payment 1kMonthly 0 Quarterly
(It Is rnandmDry that ths method letected be consistent throughout the entire grant period.)
3. Vendor 'If. (Enter Federal Employer Identification Number of Subgrantee):
I 59 6000749
4. SAMAS # (Enter if you are a state agency)
I
5. WIll the Project .m Project Generated Income (PGI)? 0 V. S No
(See Section H., Paragraph 13 for a definition of PGI.)
8. WIll the applicant be requesting an advance of federal funds? 0 V. II No
(If V., 8 IeIbtr of request must be attached.)
C-"It,.,.", Art"".""''' ~~.. II _ D.". ~ "., 4"
~UG-25-88 12.53 FROM.M ~OE COUNTY PURCHASING
ID.:?~o;2824515
PAGE
2/
Samuel's House - Supplemental Information
Problem Identification:
The concept for Samuel's House was the vision of one individual in Monroe County that was
providing an outreach ministry program to female inmates of the Monroe County Jail. In 1998,
the concept became a reality and a woman's emergency shelter was opened. The facility provides
housing to individuals that need a place to stay, whether they have been recently released from
jail or in an abusive situation, the center is open 24 hours a day, 7 days a week. Women can
receive a variety of services through community outreach or in-house programs. Besides the
traditional treatment and counseling sessions, Samuel's House offers a weekly group meeting that
is focused on spiritual enhaJlcement through an interfaith Bible study. As in the jail, the program
is well received and attendance is on a voluntary basis.
The development ot'Samuel's House was in response to an unanswered need in the community.
Women that were either homeless or displaced had few alternatives for housing, and those
released from jail had few choices. Most just returned to their previous surroundings and life
patterns until the next event brought them back into the criminal justice system. Seventy-five
percent of the women who enter Samuel's House have come through the jails, or through the
County courts. They are either on probation, in drug offender programs, or in need of treatment.
Samuel's House provides the missing link. Samuel's House chose it as their mission to break the
cycle and give the women an opportunity to renew their sense of self-worth. Women ate kept off
the streets. provided with de'[oxification services, encouraged and nurtured to open the door to the
personal process of vocational counseling and ultimately, job placement. The outreach program
offers an opportunity for women to consider positive change and has resulted in some choosing to
participate in the more struCtured in-house program. Both programs require a case manager to
provide individualized services to assist in the transition.
Program Description:
Problems with specific populations of women require specific case management, i.e.
individualized programs, medical management, court-required record keeping. and activity logs.
A case manager would develop plans that meet the individuals' cowt orders and personal needs.
A trained case manager will have the expertise in working with addiction, women and violence,
and behavioral issues. That :;lerson would also have contacts within the community when referral
services were required. The case manager would also serve as a valuable link between the
administrative services ofthl=judicial system and the service needs of the individual.
Samuel's House operates on simple values and strict rules and regulations. All women must
remain clean and sober. AU women must agree to random testing for substances or alcohol. All
women must agree to go to work, make meetings and agree to case management. All women
must follow tho instructions from their probation officers, court appointed officials, and mental
health counselors. Samuel's House provides food, mentoring. counseling, shelter, vocational job
readiness. and placement in -treatment and mental health programs. Case management provides
oversight, foJlow-up and personalized sponsorship. The attached list identifies the services and
programs available in-house or as community outreach.
. AUG~25-SS 12,54 FROM,M ~OE COUNTY PURCHASING ID,3~~2S24515
PAGE 3/.
SAMUEL' HOUSE
1511 TRUMAN AVENUE
KEY WEST FLORIDA 33040
SERVICES AND PROGRAMS,
INHOUSE
1. In House servlcl. 20 beds woman and children
2. In house meals provided, vocational and employment assistance
3. In house substance abu... counseling and mentorlng .
4. In house spiritual enhancement
5. In house clothing and personal needa will be met.
8. In hou.e court supervision
7, In house we do placement for I.tepart
8. In house we teach personal responslbllltle.
S. In house provide Dental and Medical needs
10. In.house structure on dally living ,
11, In-hous. support personal development and ..If e.teem
12. Provide transportdorl to NA AA
13. Referrals to different organlzaUona
14. IN-HOUSE GROUPS .
1 Spiritual Enhancement Bible study Guest facilitators
2 Tuesday evening 12 Step group Community and Clients 7 -IPM
3 Wednesday night Codependency Community and Clients 1-8PM
4 Thul'8day night Relapse prevenUon Community and Clients 7-
8PM
5 Individual se..lons with clients by appt dally
OUTREACH PROGRAM FOR COMMUNITY
1. Availability of showers and me.1s
2. Counseling and Uentorshlp
3. Referral to other agencies and treatment centers
4, Overnight shelter
5.' nme out from the street
SFY 2000 Dr "Control and System Improvement FO"1lvla Grant Program
EcIv. .1 Byrne Memorial State and Local ~QJnce
D. Program Data (ContinUed)
Activities Implementation Schedule. Complete the Activities Implementation Schedule showing when activities.
in the Program Description will commenca and how the project will progress. This chart benchmarks plMned
activities, both administrative and programmatic. An -y: 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 88m PGI, delete that activity from this schedule.
ACTIvmES IMPLEMENTATION SCHEDULE
Subgrant Period
10/01/99 - 9/30/00
(Beginning Date - Ending Date)
ACTIVITY/ACTION Oct Nov Dee Jen Feb Mar Apr May Jun Jul Aug Ssp
Submit Monthly Claims X X X X X X X X X X X X
(Financial Reimbursement Requests)
Submit Quarterly Claims
(Fmancial Reimbursement Requests)
Submit Financial Closeout Package x
Submit Quarterty Program Reports X X X X
Submit Quarterty PGI Reports
(If applicable)not applicable
.
SUbftMt AppIeatIott
set:Iion II. Pete <4 of "
OCT-07-88 10,17 FROM, MO' lE COUNTY PURC~AS I NG .
I!ldwturJ Byrne MemotiaJ.. ""d LoaJ A~C8
E. PrDanlm O. - . end P~ce M.IUI1ll
eam,.. unifonn PrDgrmn obj8cdves and pedurmence meau.... (found in ADD8ndix \0 far the f8der8Iy
8uthariZltd program ~ you WIIIIt to UnpJ.nBnt. Your IIppUcstion is not comp4ete without them ana ...
IncampMite 8pptic8tion \WI nat be ClOnsJdered far sub.... funding. .
If the pl'OglUl.... you s8lecUd does not h.w uniform prDgrIm objectives pubtished in this documsnt or if
you cannot relata your objeciiwIG to those stilted, contact Tom Bishop at 8501488-8016 farfurtherinstrvGtions.
DO NOT mix objec:tiwts from daf8rent Program ArtIs.
stM babw and usa continuatiotr page. lI' neceuary.
ID:30J;;'2824515
- - -..- . U""IU. "".nr ~ram
PAGE
1/1
Samuel's House - Program Objectives
20A
Corrections Alternatives - Halfway House
20A. 01
To provide 7S offenders with transitional housing.
To provide 7S offenders with case rn~~ement services and daily
structured activities.
20A. 02
20A. 03
To provide 7S offenders with short term individuals and group
supportive life skills counseling.
SFY 2000 DkLJI Control and System Improvement Fa Ila Grant Program
Edward Byrne Memorial state and Local Assistance
F. Proiect Budaet Narrative
You must describe line items for each applicable Budget Category for which you are requesting subgrant
fuRding. Provide sufficient detail to show cost relationships to project activities. I n addition, describe specific
sources of matching funds.
Start below and use continuation pages as necessary.
Case Manager
Salary
FICA 7.5%
W/C 2%
Insurance
$ 32,000.00
2,448.00
640.00
---~!.~QQ.:.QQ
$ 38,688.00
===========
Grant Funds
Local Match
$ 29,016.00
9,672.00
Total
$ 38,688.00
===========
Local Match provided by the Monroe County Grants ~atching Fund.
The proposed position is new and will result in a net personnel
increase to the agency.
All purchases will be made in accordance with the Monroe County
Purchasing Policy Procedures.
The Case Management Position will require:
*CAP or 5 years administrative skills in Case Management of this
population of women
*Minimum of 40 hour/week and be on-call with a beeper
*Strong organization and documentation skills
*Knowledge of local and state agencies
*Strong networking skills through the county's mental health and
judicial agencies.
*Ability to communicate with clientele
*Strong developmental skills in identifying goals and objectives
of clients
*Understanding of measurable outcomes
*Accurate record keeping
*Ability to work independently with residents and families
*A valid driver's license
*No past criminal record and passing of criminal record checks
SUbgrant AppIcQon
Section 11- Page 6 of 16
SFY 2000 DfLlIII Control and System Improvement Fo, la 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,
ExpEll'lses, Operating Capital Outlay (OCO), Data Processing Services, and Indirect Costs) and Total Project
Costs. Total Local Match must be a minimum of 25% of the Total Budget.
Type or Print Dollar Amounts Only in Applicable Categories and Leave others Blank.
Budget Category Federal M8tch Total
Salaries And Benefits
Contractual Services $ 29,016.00 9,672.00 $ 38,688.00
Expenses
Operating Capital Outlay
Data Processing
Indirect Costs
Totals $ 29,016.00 9,672.00 $ 38,688.00
SUbgr.nt Application
Section II - Page 7 of 16
SFY 2000 Dru~ .;ontrol and System Improvement Fon J Grant Program
Edward Byrne Memorial State and Local Assistance
H. AcceDtance and Aareement
All persons involved in or having administrative responsibility forthe subgrant must read these "Acceptance and
Agreement' conditions. This "Acceptance and Aareemenf' (Section H) 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 ofthis 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 goveming 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
Quarterly Project Performance Reports shall be submitted.
b. Financial Reports:
The recipient shall have a choice of submitting either Monthly or Ouarterly Rnancial Claim Reports
[DCA-CJ Form-3(A-G) Revised 09198} to the bureau. Monthly Reimbursement Claims (1-11) are
due thlrty.one (31) days after the end of the reporting period. Quarterly Reimbursement Clalma
(1-3) are due thlrty-one (31) days after the end of the reporting period. A final Rnancial Claim
Report and a Criminal Justice Contract (Rnancia/) Closeout Package shall be submitted to the bureau
within forty-five (45) days of the subgranttermination period. Such claim shall be distinctly identified as
"finar.
Before the "finar 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-flve (45) days after the subgrantterminatlon date
covenng subgrant project generated income and expenditures during the previous quarter. (See
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-federal expenditures. All funds spent on this project shall
be disbursed according to provisions of the project budget as approved by the bureau.
SUbgfBnt AppIcation
Section II - Peg. 8 of 16
SFY 2000 Dm!;, ";ontrol and System Improvement Fan. J Grant Program
Edward Byrne Memorial State and Local Assistance
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-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 LDcaI
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 Financial
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
Educational Institutions".
All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for State and 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, Rodda
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 funds
between budget categories as long as the total amount of transfer does not exceed ten (10) percent of
the total approved budget and the transfer is made to an approved budget line item; or,
c. Transfers of funds above the ten (1 O) 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.)
7. Reimbursement Subject to Available ~unds
The obligation of the State of Florida to reimburse recipients for incurred costs Is subject to available federal
Anti-Drug Abuse Act funds.
SUbgrant AppIicatjon
s.ction 11- Page e of 16
SFY 2000 Dn.~ ';ontrol and System Improvement For Ja 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.
Department of Justice Common Rule for State and Local 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 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 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 govemment 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 arises
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 fumished 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
e. 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
SUbgrent AppIcation
Section 11- Page 10 0116
SFY 2000 Drug Control and System Improvement Forn._Ja 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 recipients 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-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, Bureau
of Justice Assistance; and, the Auditor General ofthe 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 Local
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, Rotida 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 OMB
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 Financial Assistance. The contract shall be identified as
fede~1 funds passed-through the Florida Department of Community Affairs and include the contract
number, CFDA 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 216.349, 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 III 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 all audits completed by an Independent Public Accountant (IPA). The IPA shall
be either a Certified Public Accountant or a Licensed Public Accountant
d. The recipient shall take appropriate corrective action within six (6) months of the issue date of the audit
report in instances of noncompliance with federal laws and regulations.
SUbgrant Appfcstion
Section 11- Page 11 of 16
SFY 2000 Dr Control and System Improvement Fo, la 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, Florida 32399-2100
17. 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 of three (3) years from the date ofthe
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 Rnancial Guide, U.S.
Department of Justice Common Rule for State and Local 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 RnanciaJ Guide, U.S. Department
of Justice Common Rule for State and Local Government) or the federal OMB Circular 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 concemed parties. The
recipient shall proceed diligenUy with the performance of this agreement according to the departmenfs
decision.
If the recipient appeals the departmenfs decision, it also shall be made in writing within twenty-one (21)
calendar days to the departmenfs clerk (agency clerk). The recipienfs right to appeal the departmenfs
decision is contained in Chapter 120. Rorida Statutes, and in procedures set forth in Rule 28-106.104,
Rorida Administrative Code. Failure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 120, Ronda Statutes.
Subgrant AppIcatJon
Section 11- P.ge 12 of 16
SFY 2000 DI Control and System Improvement Fa. rIa 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 ofthe 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 Pubic Law
89-564, Non-Discrimination Requirements of the Anti-Drug Abuse Act of 1988; Title IV of the CivI Rights Act
of 1964; Section 504 of the Rehabiftation Act of 1973 as amended; Title IX of the Education Amendments of
1972; The Age Discrimination Act of 1975; and, Department of Justice Non-Discrimination Regulations 28 CFR
Part 42. SUbparts C, D, E. F, G and H. . ,
The recipient and a criminal justice agency that is the implementing agency agree to certify that they either
do or do not meet EEO program criteria as set forth in Section 501 of The Federal Omnibus Crime Control
and Safe Streets Act of 1968 as amended and that they have or have not formulated, implemented and
maintained.a current EEO Program. SUbmission of this certification is a prerequisite to entering Into
this agreement. This certification is a material representation of fact upon which reliance was placed when
this agreement was made. If the recipient or implementing agency meet Act criteria but have not formulated,
implemented and maintained such a current written EEO Program, they have 120 days after the date this
agreement was made to comply with the Act or face loss of federal funds subject to the sanctions in the
Justice System Improvement Act of 1979, Pub. L 96-157, 42 U.S.C. 3701, et seq. (Reference Section 803
(a) of the Act, 42 U.S.C. 3783 (a) and 28 CFR Section 42.207 Compliance Information).
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 Ad. (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 govemment services
and transportation (TItle II), public accommodations (Title III), and telecommunications (TItle IV).
SUbgrant ~f/on
Section ,,- Page 130116
SFY 2000 On ";ontrol and System Improvement For. 'a 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 Intelflgence Systems Operating
PoIcies is to assure that recipients of federal funds for the orinciDal DurDose of operating a criminal
intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3701, et ssq.,
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 9~115, 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(8) and 818(c) of the Omnibus Crime Control
and Safe Streets Act of 1968 as amended and comply with criteria as set forth in 28 CFR Part 23 - Criminal
Intelligence Systems Operating Policies and in the Bureau of Justice Assistance's Formula Grant Program
Guidance. Submission of this certification Is a prerequisite to entering Into this agreement.
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 goveming 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 development or
operation of a criminal intelligence system.
27. 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 lower tiered covered transaction with a person who is debarred, suspended, declared ineligible
or is voluntarily excluded from participating in this covered transaction, unless authorized by the department
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 Wew Restrictions on
Lobbying; Interim RnaJ Rule, · pubfshed in the Febtuary 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 fecleralloan 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, Unled 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
..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 officer
or employee of congress, or an employee of a member of congress in connection with the awarding of
any fecleralloan, the entering into of any renewal, amendment, or modification of any fecleral contnlct,
grant, loan or cooperative agreement
SUbgNlt Application
s.dion 11- Page 14 of 16
SFY 2000 Dn =ontrol and System Improvement For. 'a 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 Lobbvina 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 govemments, 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 1NA. Such
violation by the subgrant recipient of the employment provisions contained in Section 274A( e) of the INA shall
be grounds for unilateral cancellation of this contract by the Department.
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. Department of Justice, Office of Justice Programs, Drug Courts Program Office, program
guidelines "Defining Drug Courts: The Key Components", January 1997. This document can be accessed
on the Office of Justice Programs World Wide Web Homepage: http://www.ojp.usdoj.job.
SUbgrMt Appic.tion
Section 11- PIIge 15 of 16
( 3/GrClllts-.- '__ .__
239
RESOLUTION NO. - 1999
---------
C-_~ ::.~-~:~=..=~::- _=".
A RESOLUTION OF THE BOARD OF COMMISSIONER
OF MONROE COUNTY, FLORIDA AUTHORIZING TH '
SUBMISSION OF A GRANT APPLICATION TO TH
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 99/00 ANTI-DRUG ABUSE GRANT PROGRAM
I ~ 2519~::1
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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 !:t 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,
I
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE CqUNTY, 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 9lb day of June, A.D., 1999'
"
Mayor Wilhelmina Harvey
Mayor ProTem Shirley Freeman
Commissioner Neugent
Commissioner Williams
Commissioner Reich
Yes
yes
yes
yes
yes
Attest: .
CEAl)
ATTESr. DAr~. :.Twa:; CL. "J(
.~.~~O~
....................-.
Monroe County Board of Commissioners
· ... el.\
. ~ a , ~.I' "V"l;". . ""'-~ ..... ~ "-\.-.
By.. . . ,_ . .' ,:- ,
tV
. .
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I"'''TE
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'-, ..~.:~'\""~~.:. .:.4~.~-:...:":.:::""..:.::~...:~ ..............._._..
O~~rv ~o~~~E
(305) 2!l4~1
.
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 Shwnard Oak Blvd.
Tallahassee, FL 32399-2100
(~.,- BOARD OF COUNTY COMMISSIONERS
.N ".,_ Mayor Wilhelmina Harvey, District I
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 De3IU1a S. Lloyd to have signature authority in order to conduct the
business related to program implementation. If any additional information or documentation is require~ please
contact 305.292.4474. Thank you.
Sincerely, -~ r
~L~-'
James L. Roberts
County Administrator
~gnmme~UiliU
SFY 2000 Drug Conttol and Systam ItrIptovement Formula Gnmt Program
Edward Byrne Memorial stnt and LoaII AssIstance
Certification of Compliance
with Equal Employment Opportunity (EEO)
PlOgram Requirements - Subgrantee
~ II
L-.... -. "",'-'-v 1" ". "'l'-'E
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f":,' ,,:,i:.l,..__/ :(~ f~~", ~.~ C' ~~
I, the undersigned authorized official, certify that according to Sedion 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 Act 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 federal
assistance is approved or face loss of federal funds.
Name: James L. Roberts
1rrUe: County Administrator
Signature of Authorized Official:
Date: "! ~ (qq
Subg18nt AppllcfItIon Package
EEO CeltJtlClltlon - IIIIPIMlfllltlng Agency
Appendix 11- Page 1 012
SFY 2000 Dn" - Control and System Improvement Fo' ',/a Grant Program
EOVII8rd Byrne Memorial State and Local Assistance
I. Slanature Paae
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-ovws, whlteout, efc., ant not acceptable.
State of Florida
Department of Community Affairs
Bureau of Community Assistance
. \ \ \ ~,:t \
,v ,~J
By: Cffictu-L/\ ~ . 'UJJ2~~
Type Name and TItle: Cl:~'i:der, Community Program Administrator ,-
Date:
/ I ... /2 -1 q
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chainnan, Mayor. or Designated Representative)
~~~-1Lc
,-.-
By:
Type Name and Title: James L. Roberts, Monroe County Administrator
~/f?-/9q
Date:
FEID Number: 59 6000749
Implementing Agency
Official, Administrator or Designated Representative
By:
=--L~al~
,
Type Name and Title:
G,(f?/Q9
James L. Roberts, Monroe County Administrator
Date:
SUborant ADDIic.tion
Section ". P.ge16 of 16
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. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe 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 ~tatement 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
Taxis are not reimbursed iftaken 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
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.
ATTACHMENT':'
HUMAN SERVICE ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Human Service Organization 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 P/R ending 05/14/99 800.00
105 John Doe P/R ending OS/28/99 800.00
(A) Total $ 3.400.00
(B) Total prior payments $ 4,500.00
(C) Total requested and paid (A + B) $ 7,900.00
(D) Total contract amount $15,000.00
Balance of contract (D-C) $ 7.100.00
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