2003-CJ-5A-11-54-01-110 10/16/2002
Clerk ollbe
Circul coun
Danny L. Kolhage
Clerk of the Circuit Court
Phone: (305) 292-3550
FAX: (305) 295-3663
e-mail: phancock@monroe-clerk.com
Memnrandum
TO:
Jennifer Hill, Director
Management Services
ATTN:
Dave Owens
Grants Management
FROM:
Pamela G. Han~
Deputy Clerk (Y
DATE:
October 22, 2002
At the October 16, 2002, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Fiscal Year 2003 Funds Agreement between Monroe County and Historic Florida Keys Foundation,
Inc. to provide funding.
Fiscal Year 2003 Funds Agreement between Monroe County and Monroe Council of the Arts
Corporation d/b/a Florida Keys Council of the Arts to provide funding.
Fiscal Year 2003 Agreement between Monroe County and Rural Health Network of Monroe County,
Florida, Inc. to provide primary health care in Monroe County.
Certificate of Acceptance of Subgrant Award No. 03.CJ-5A.11-54.01.110 between Monroe County
and the Florida Department of Law Enforcement for the project entitled: Parents Who Care Substance
Abuse Prevention I.
Fiscal Year 2003 Agreements between Monroe County and Human Service Organizations funded
by the County, for which funding recommendations are made by the Human Services Advisory Board. The
Agreements are as follows: American Red Cross of Greater Miami and the Keys to provide direct services to
the citizens of Monroe County, such as disaster assistance, emergency communications, and health and
safety training, in the amount of $19,590.00; Big Pine Key Athletic Association, Inc. to provide funding for
youth programs for children of Monroe County, in the amount of $40,000.00; Boys and Girls Club of the
Keys Area, Inc. to provide funding for facilities and services for recreational use and social functions of the
community in a wholesome environment free from drugs and alcohol, in the amount of $31,000.00; Care
Center for Mental Health of the Lower Keys, Inc. annual appropriation that provides funding for mental
health and guidance services for Monroe County Citizens, in the amount of $195,189.00; Caring Friends
for Seniors, Inc. provides funding to perform companionship and related services to elderly persons living
in Monroe County, student organizations are matched with senior citizens to bridge the gap between
generations, in the amount of $10,000.00; Domestic Abuse Shelter, Inc. provides funding to perform
services such as shelter, counseling and other appropriate services to battered spouses, in the amount of
$29,022.00; Florida Keys Children's Shelter, Inc. provides funding to perform services such as shelter, and
early intervention and prevention programs for youths and their families, in the amount of $35,020.00;
Florida Keys Outreach Coalition, Inc. provides funding to perform services such as shelter, and other
services for homeless persons in Monroe County, in the amount of $19,928.00; Guidance Clinic of the
Upper Keys, Inc. provides funding to perform mental health services such as counseling in Monroe County,
in the amount of $92,961.00; Helpline, Inc. provides funding for crisis intervention and referral services, in
the amount of $12,400.00; Hospice of the Florida Keys, Inc. provides funding for medical psychological,
physical, and social needs of terminally ill persons and their families in Monroe County, in the amount of
$40,000.00; Literacy Volunteers of America. Monroe County, Inc. provides funding for literacy training of
citizens of Monroe County, in the amount of $6,200.00; Monroe Association for Retarded Citizens, Inc.
provides funding for services for retarded citizens of Monroe County, in the amount of $48,370.00; PACE
Center for Girls of Monroe County, Inc. provides funding for educational services for at-risk adolescent girls
and young women of Monroe County, in the amount of $22,250.00; Rural Health Network of Monroe
County, Florida to provide administration and promotional activities related to the Florida KidCare Program
in Monroe County, in the amount of $20,000.00; Samuel's House, Inc. provides funds for housing of
women and children, in the amount of $21,283.00; United States Fellowship of Florida, Inc. provides
funding for assisted living facilities with limited mental health support, in the amount of $36,911.00;
Wesley House Community Center, Inc. provides funding for day care, education, and skill development
services for children in Monroe County, in the amount of $48,696.00; and Womankind, Inc. provides
funding for women's health care services, in the amount of $15,000.00.
Enclosed is a duplicate original of each of the above mentioned for your handling. Should you
have any questions please feel free to contact me.
NOTE: The following are the Human Service Organizations Fiscal Year 2003 Agreements that were not
received with the others: Big Brothers/Big Sisters of Monroe County, Inc. to perform and carry out
children's services, including companionship and development services to young persons living in Monroe
County, in the amount of $12,400.00; Catholic Charities provides funding for services such as housing
assistance, housing related emergency services, soup kitchen services, distribution of used and donated
furniture, and disaster recovery services, in the amount of $19,348.00; Guidance Clinic of the Middle Keys,
Inc. provides funding for various mental health and transportation disadvantaged services in Monroe
County, in the amount of $754,549.00; Red Ribbon Kids Foundation, Inc. provides funding for services to
benefit children of Monroe County who are infected with, or affected by AIDS, in the amount of $3,100.00;
and Salvation Army provides funding for emergency management and disaster recovery services, including
shelter operation, in the amount of $25,00000.
Cc: County Administrator w/o documents
Cou nty Attorney
Finance
File
FltLE
Florida Department of
Law Enforcement
Office of Criminal Justice Grants
Mailing Address:
Office of Criminal Justice Grants
Florida Department of Law Enforcement
2331 Phillips Road
Tallahassee, Florida 32308
(850) 410-8700
James T. "Tim" Moore
Commissioner
September 13, 2002
The Honorable Charles McCoy
Mayor, Monroe County Board of
County Commissioners
500 Whitehead Street
Key West, Florida 33040
Re: 03-CJ-5A-11-54-01-110 / Parents Who Care Substance
Abuse Prevention I
Dear Mayor McCoy:
The Florida ~Jp~.....[Jm Dr ~~1. ."JlLl InllDU is pleased to award a Byrne State and Local
Law Enforcement Formula Grant in the amount of $9,487 to your unit of government.
These funds shall be utilized to implement a Byrne Program under Purpose Area 04A -
Community Crime Prevention.
A copy of the approved sub grant application with the above referenced grant number
and project title is enclosed for your file. All correspondence with the Department should
always refer to the grant number and project title.
Your attention is directed to Section G of the sub grant, "Acceptance and Agreement".
These conditions should be reviewed carefully by those persons responsible for project
administration to avoid delays in project completion and cost reimbursements. Also, you
should review the enclosed Subgrant Award Certificate. This certificate contains important
information that applies to this award.
The enclosed Certificate of Acceptance should be completed and returned to the Department
within 30 calendar days from the date of award. This certificate constitutes official acceptance
of the award and must be received by the Department prior to the reimbursement of any
project expenditures.
Committed to
Service . Integrity . Respect . Quality
The Honorable Charles McCoy
Page Two
We look forward to working with you on this project. Ifwe can be of further assistance,
please contact Beth Hamilton at (850)410-8700.
Sincerely,
~itw~~r~
Community Program Administrator
CHW /BH/mg
Enclosures
state of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
CERTIFICATE OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
03-CJ-5A-11-54-01-110 in the amount of $9,487,
for a project entitled: Parents Who Care Substance
Abuse Prevention I
for the period of 10/01/2002 through 09/30/2003, to be implemented
in accordance with the approved subgrant application, and subject to
the Florida Department of Law Enforcement's conditions of acceptance
.and
nt and special conditions governing this subgrant.
(signature of Authorized Official)
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(Typed Name of Official)
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(Typed Title of Official)
Monroe County
(Name of Subgrantee)
state of Florida
Office of Criminal Justice Grants
Florida Department of Law Enforcement
Byrne Formula Grant Program
SUBGRANT AWARD CERTIFICATE
subgrantee: Monroe County Board of Commissioners
Date of Award: September 13, 2002
Grant period: From: 10/01/2002 To: 09/30/2003
Project Title: Parents Who Care Substance
Abuse Prevention I
Grant Number:
03-CJ-SA-11-S4-01-110
Federal Funds: $9,487.00
state Agency Match:
Local Agency Match: $3,163.00
Total Project Cost: $12,650.00
Program Area: 04A
Award is hereby made in the amount and for the period shown above
of a subgrant 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 or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.1D, Office of Justice Programs,
Common Rule for state and Local Governments and A-87, or OMB
Circulars A-I10 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.
03-CJ-SA-11-54-01-110
SUBGRANT AWARD CERTIFICATE (CONTINUED):
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
a properly executed Certificate of Acceptance of Subgrant Award
is returned to the Department.
Qe~.J.n +4. ~
Author~zed Off1c1al
Clayton H. Wilder
Community Program Administrator
q- /3 - (..12.-
Date
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
, ~
Please read instructions before completing this application.
j
The term "Department", unless otherwise stated, refers to the Department of Law Enforcement. :
J!I" - 4 ,"";
. v,'j I..,..-!.-
" '.' "'_.r"'.. -- ~ ,
The term "OCJG" refers to the Office of Criminal Justice Grants.
- --.,....' - - -
The term "subgrant recipient" or "subgrantee" refers to the governing body of a city, county, state agency, or an Indian
Tribe that performs criminal justice functions as determined by the U.S. Secretary of the Interior.
The term "implementing agency" is a subordinate agency of a city, county, state agency, or Indian Tribe, or an agency
under the direction of an elected official (for example, Sheriff or Clerk of the Court).
A. Subgrant Data
1. This section to be completed by Subgrantee 2. This section to be completed by OCJG
Continuation of Previous Subgrant? 0 Yes 0 No Project ID # I Program Area #: I CFDA #: 16.579
If Yes, enter CJ Contract # of Previous Subgrant J...ao1.-1I.o II~A
SFY 2002 CJ Contract # SFY 2003 CJ Contract #
2002 - CJ - - - - - - - 2003 - CJ -Stt - lL - ~ - .QJ - ill
- - -
B. Applicant Information
1. Subgrant Recipient (Subgrantee)
Name of Subgrant Recipient (Unit of Government): Monroe County Board of County County
Commissioners
Monroe
Name of Chief Elected Official! State Agency Head: Charles L. "Sonny" McCoy
Title: Mayor
Address: 500 Whitehead Street Area Code! Phone #
305-292-3430
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: boccdis3@mail.state.fl.us Area Code! Fax #
305-292-3577
2. Chief Financial Officer of Subgrant Recipient (Subgrantee)
Name of Chief Financial Officer: Danny Kolhage County
Monroe
Title: Clerk of the Court, Monroe County
Address: 500 Whitehead Street Area Code I Phone #
305-292-3550
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: Area Code I Fax #
305-295-3663
3. Implementing Agency
Name of Implementing Agency: Monroe County Board of County Commissioners
Name of Chief Executive Official I State Agency Head I Subgrantee representative County
(if a subordinate agency of the subgrant recipient): James L. Roberts
Title: County Administrator Monroe
Address: 1100 Simonton Street Area Code I Phone #
305-292-4441
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: jlrobert@mail.state.fl.us Area Code I Fax #
305-292-4544
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section /I - Page 1
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
4. Project Director
Name of Project Director: David P. Owens County
(Implementing Agency Employee)
Title: Grants Administrator Monroe
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax #
305-292-4515
5. Contact Person
Name of Contact Person: David P. Owens County
(if other than Project Director)
Title: Grants Administrator Monroe
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL SUNCOM #
E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax #
305-292-4515
6. Person Responsible For Financial Reporting (if known)
Name: David P. Owens County
Title: Grants Administrator Monroe
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax #
305-292-4515
7. Person Responsible For Programmatic Performance Reporting (if known)
Name: David P. Owens County
Title: Grants Administrator Monroe
Address 1100 Simonton Street Area Code I Phone #
305.292.4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: mcgrnts@mail.state.fl.us Area Code I Fax #
305-292-4515
FDLE Byrne Formula Grant Application Package
Revised 03/25'2002
Grant Application
Section 11- Page 2
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proqram
C. Administrative Data
1. Project Title: Parents Who Care Substance Abuse Prevention I
2. Identify the year of the project (I, 11, 111, etc.) I "
3. Project period I Start: October 1, 2002 I End: September 30, 2003
D. Fiscal Data
1, (If other than the Chief Financial Officer) Remit Warrant to:
Name: David P. Owens County
Title: Grants Administrator Monroe
Address: 1100 Simonton Street Area Code I Phone #
305-292-4482
City, County, State, Zip Code: Key West, FL 33040 SUNCOM #
E-mail Address: mcgrnts@mail.state.f1.us Area Code I Fax #
305-292-4515
2. Is the subgrantee participating in the State of Florida Comptroller's Office electronic transfer proQram?
(Reimbursement cannot be remitted to any entity other than the subgrantee.)
Yes XX No
3. Frequency of Fiscal Reporting: Monthly_ Quarterly XX
4. Vendor #: 596000749
5. State Agency SAMAS #:
6. Project Generated Income (PGI):
Will the project earn PGI? (See Section G, Item 9.) Yes - No ~
7. Cash Advance: Will you request an advance?
Yes - Amount No XX
If yes, a letter of request must be submitted with the application or prior to submission of the first claim for
reimbursement.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section /1- Page 3
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proqram
E. Pro'ect Narrative
1. Problem Identification: Briefly describe a specific problem to be addressed with
subgrant funds in terms of Problem Description, Problem Significance and Needs
Assessment, as described in the application instructions. Continue narrative on a
second a e if necessa . Do not exceed two a es.
HELPLINE, Inc. has identified the following need for substance abuse prevention for youth
and adults who work with youth.
The 1999 Monroe County Youth Risk Behavior Survey indicated the following problem areas:
1. 31 % of students consumed their first drink of alcohol by age 12.
2. 58% of students had at least one drink of alcohol during the 30 days preceding the
survey (current users).
3. 37% of students had five or more drinks of alcohol in a row on one or more of the 30
days preceding the survey (episodic heavy drinking).
4. 65% of students had tried cigarette smoking.
5. 14% of students had made a specific plan to attempt suicide during the 12 months
preceding the survey.
6. 56% of students had sexual intercourse during their lifetime (sexual experience).
7. 17% of students had four or more sex partners during their lifetime.
8. 6% of students reported that they had been pregnant or got someone pregnant.
9. 52% of students had used marijuana during their lifetime.
10. 12% of students had used some form of cocaine during their lifetime.
Having recognized the need for innovative prevention that really works, HELPLINE presents
the Parents Who Care (PWC) program of Monroe County. Based on the above-mentioned
problems, phone calls by parents, teens and adults who work with youth, the PWC program
addresses the void of families and caregivers working together for prevention. The facts are
clear, young people face many of the same problems adults face; however, resources to our
youth are often limited and unavailable. The PWC plan, in partnership with Monroe County
Schools, enables parents, teachers and young adults to get the help they need when they need
it. Through the gains made by TEENLlNE, many parents and youth leaders have asked to
learn more about substance abuse and how they can help prevent it. Parents Who Care,
guides and trains families, educators and community leaders to better understand the fight
against substance abuse.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11- Page 4
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proqram
1. Project Description: Brieny describe proposed project activities. Refer to Appendix II, Part
1, Pages 1-3 for a description of eligible project areas). You should include project goals,
administration, enhancement/expansion, staff, service providers, clients or other
participants, equipment, location, and expected project results, as described in the
application instructions
This section should address the basic points of who, what, when, where, and how.
Continue on additional a es if necessa ; do not exceed three a es.
Parents Who Care (PWC) - A science based substance abuse program for youth and
adults who work with youth, continues beyond the phone lines and into the home. PWC
builds educational skills for families and adults with adolescents between the ages of 12-
16. The objective of PWC is to reduce risk factors and strengthen protective factors that
are known to predict later alcohol and other drug use, delinquency, violent behavior, and
other behavioral problems in adolescence. The PWC program is grounded theoretically
in the social development model which emphasizes that young people should experience
opportunities for active involvement in family, school and community, should develop
skills for success, and should be given recognition and reinforcement for positive effort
and improvement. PWC focuses on strengthening family bonds and establishing clear
standards for behavior, helping youth, parents and caregivers manage adolescence
growth towards independence. In this process, PWC seeks to change specific risk and
protective factors for problem behaviors in the family and peer domains: parent and
sibling drug use, positive parental attitudes toward drug use, poor and inconsistent family
management practices, family conflict, low family communication and involvement, family
bonding and association with delinquent and drug using peers.
The program is structured around three major topics: 1) setting the stage, which covers
the importance of risk and protective factors; 2) the power of communication; and 3)
family management.
Tarqet population - participants in the Parents Who Care program are families and youth
caregivers of adolescents age 12-16. Selection for the training will be open to all
residents of Monroe County. Involvement of youth and adults who work with youth to
provide substance abuse prevention is the goal of PWC. TEENLlNE has had a direct
impact in substance abuse identification and prevention. As a result, many parents and
adults involved with TEENLlNE have asked to learn more about substance abuse
prevention and recognition.
The more parents and youth caregivers know about teens habits, peers, experimentation
and beliefs the more successful substance abuse prevention will be. Parents are "the
anti-drug".
Parent participation - currently 10 TEENLlNE & HELPLINE parents and adults have
been identified to undertake The Parents Who Care Training.
The curriculum lasts 5 weeks and will be conducted in Nov 2002 and Mar 2003.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11- Page 5
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proqram
with a direct link to substance abuse prevention. For the first time youth and adults who
work youth were able call the hotline and get immediate help for drug, alcohol or
addiction problems. TEENLlNE, remains one of the only non- school based substance
abuse prevention programs in the County, allowing families and youth caregivers 24/7
access to prevention services. Teen and adult volunteers are trained to recognize the
various signs, types and issues pertaining to abuse. Once identified, the caller is given
anonymous and confidential guidance on where, when and how they can get help. In
addition, TEENLlNE produces a monthly television program that deals directly with
substance abuse and other teen issues. The format brings young people, caregivers
and families together to discuss, debate and decide what is best for our youth. The
show is aired on AT&T Channel 19 and is written and directed by teens, supervised by
the TEENLlNE Program Coordinator.
Services provided - Basic information/referral, and crisis intervention services are
provided to all areas of the Keys by use of a toll free 1-800 telephone line, 296-H ELP
(hotline), 292-8440 (TEENLlNE), Alcoholic Anonymous, Narcotics Anonymous,
ALANON & Ala-teen information lines. All phone numbers are advertised throughout
the Keys and provide direct substance abuse prevention services.
Qualifications & Credentials - HELPLINE is a licensed youth and adult substance abuse
provider by the Department of Children & Families and has been in existence since
1982. All youth and adult volunteers must undergo 32 hours of classroom instruction
followed by 12 hours of on the job training. In - service training augments new and
updated information. Instruction is conducted by The Monroe County Health
Department, The Care Center for Mental Health, The Domestic Abuse Shelter, Monroe
County Social Services, AA, NA, The Florida Keys Children's Shelter and other local
agencies. TEENLlNE operates under a partnership agreement with Monroe County
District Schools.
Accountabilitv - All administrative and financial records are audited yearly in
accordance to law. HELPLINE programs, data and reporting procedures are reviewed
by The Department of Children & Families and monitored by The Florida Attorney
General's Office.
HELPLINE, Inc. was incorporated under the not-for-profit statutes of the State of Florida
to provide a 24-hour crisis intervention, counseling and referral service in Key West and
the Florida Keys.
HELPLINE, Inc. follows standards of accounting and financial reported prescribed for
voluntary health and welfare agencies. It uses the accrual basis of accounting, which
recognizes revenue when earned and expenses when incurred. Local government and
public grants are recorded as support when performance occurs under the terms of the
grant agreement.
HELPLINE, Inc. will furnish existing computer and electronic communication and office
space for this project.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section /I - Page 6
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Bvrne Memorial State and Local Law Enforcement Assistance Formula Grant Proqram
Hel line
1. ProQram Objectives and Performance Measures: Up to three types of objectives may
be included in this section of your subgrant application, i.e., Uniform Objectives, Project-
Specific Objectives and Self-Generated Objectives. If you are proposing a project in one
of the Authorized Program Areas with no Uniform Objectives, contact FDLE, Office of
Criminal Justice Grants, at (850) 410-8700 for further guidance. Continue on a second
a e if necessa .
a. List the number and title of the Program Area to be addressed. Refer to Appendix II,
Part II, for a listing of authorized program areas.
04A
Community Crime Prevention
(#)
(Title)
b. List Uniform Objectives first, followed by any other appropriate objectives you may wish
to address. If additional objectives are included, please identify whether they are
Project Specific or Self-Generated Objectives. Uniform and Project Specific Objectives
form the basis for collection of data and quarterly performance reporting.
Uniform Obiectives (Mandatory, copy as worded for the program area addressed
and include all appropriate questions).
04A.02
Present 2 (two) crime and substance abuse prevention education classes.
Part 1 - During this reporting period, how many crime prevention and substance abuse
education classes were presented? [Briefly discuss these classes in the narrative.]
(each class is designed to be led by a facilitator and taught once a week in five sessions
lasting one to two hours each; includes workbook, videos, etc.)
FOLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11. Page 7
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Proaram
4. Activity Implementation Schedule. Complete the Activity 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 with mandatory due dates
for all projects. Place an additional .X' to indicate times applicable to your project, as illustrated for quarterly
program reports. Make a detailed listing of key activities under the heading "Programmatic Activities." Your
Quarterly Performance Reports will be reviewed against this schedule.
Subgrant Period
October 1 , 2002 throuqh September 30, 2003
(Beginning Date - Ending Date)
Administrative Activities
ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aua See
'.-
Submit Financial Reimbursement X X X X
Requests
Submit Financial Closeout Package X
Submit Quarterly Program Reports X X X X
(03) (03) (03) (03)
Submit Quarterly PGI Reports
(If applicable)
Programmatic Activities
(Continue on a second page if necessary.)
Be sure to include activities mentioned in the Project Description
ACTIVITY Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Prepare, advertise, schedule, setup, and X X
recruit for Parents Who Care Class
Conduct Parents Who Care Class (S X X
weeks)
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 1/. Page '8
Application for Funding Assistance
Florida Department of law Enforcement
Edward Byrne Memorial State and local law Enforcement Assistance Formula Grant Proaram
F. Project Budget
1. Budget Schedule
a. The Project Budget Schedule includes five Budget Categories (Salaries and Benefits, Contractual
Services, Expenses, Operating Capital Outlay, and Indirect Costs) and Total Project Costs. Total Local
Match must be a minimum of 25% of the Total Budget.
b. Enter the amount of federal, matching, and total funds by budget category that you will use to support
project activities. Enter dollar amounts only in applicable categories based on totals from the Budget
Narrative and leave others blank. Total Local Match must be a minimum of 25 percent of the Total
Budget.
c. Show all figures rounded to the next highest dollar; do not include cents.
(Example $4,505.25 as $4,506).
Type or Print Dollar Amounts Only in Applicable Categories and Leave Others Blank.
Budget Category
Federal
Match
Total
Salaries And Benefits
Contractual Services
9,487.00
3,163.00
12,650.00
Expenses
Operating Capital Outlay
Indirect Costs
Totals
$9,487.00
$3, 163.00
$ 12,650.00
FDLE Byrne Formula Grant Application Package
('1
Grant Application
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProClram
2. Budget Narrative
a. The Project Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits,
Contractual Services, Expenses, Operating Capital Outlay, Indirect Costs). The Total Project Costs should
be included.
b. You must describe the line items for each applicable budget category for which you are requesting subgrant
funding. Provide sufficient detail to show cost relationships to project activities. Reimbursements will only
be made for items clearly identified in the budget narrative.
c. Costs must not be allocated or included as a cost to any other federally financed program.
(Continue on additional oaaes if necessarv.)
Please respond to the following five items before providing the Budget Narrative.
1. Identify your Specific sources of matching funds. [Source of match must be cash and represent no less
than twenty-five (25) percent of the project's cost.]
HELPLINE receives funding United Way, Department of Children and Families, Florida Attorney General,
private trust funds and donations.
2. If Salaries and Benefits are included in the budget as Actual Costs for staff in the implementing agency, is
there a net personnel increase, or a continued net personnel increase from the initial year?
No: If no, please explain.
Yes: X If yes, please list number and title of position and type of benefits. HELPLINE will see
a net increase of one part-time position to coordinate the PWC program.
3. Indicate the OCO threshold established by the subgrantee. $750.00
4. If Indirect Cost is included in your budget please indicate the basis for the plan (e.g. percent of salaries
and benefits), and provide documentation of the appropriate approval of this plan.
Local Match provided by the Monroe County Grants Matching Funds. Purchasing methods to be used will conform to
existing Federal, State, and Local laws and regulations.
Salary of coordinator
FICA
3,428.00 ($21.43 per hour, times 160 hours)
262.00
3690.00 x 2= $7,380.00 Total Salaries and Benefits$ 7,380.00
Contracted facilitator for one (1) class (approx. 17 hours at $60.00/hour)1 ,000.00 x 2= $2,000
Total Contractual Services
$ 2,000.00
Expenses
One facilitator package and ten student packages
Estimated cost per five week class:
Advertising
Travel
Phone
1,200.00
300.00
75.00
60.00
$ 1,635.00 X 2 = 3,270.00
Total Expenses
Total Budget
$ 3.270.00
$ 12,650.00
Summary Information only- Not a Unit Cost Budget
Two five week classes, at a maximum cost of $6,325.00 each, must be completed, with a minimum of ten
students in each. $ 6,325 x 2= $12,650.00
Byrne grant funds: $9,487.00
County general revenue fund Match: $3,163.00
Total: $12,650.00
There will be a net personnel increase to coordinate this program. The PWC Coordinator will be responsible for setting
up training, submitting all data and FDLE requirements, organizing and setting up program and responsible to the
HELPLINE Program Coordinator.
Monroe County will contract with Helpline Inc. for this project.
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G. Conditions of Acceptance and Agreement
Conditions of agreement requiring compliance by units of local government (subgrant recipients), implementing
agencies and state agencies upon signed acceptance of the subgrant award appear in this section. Upon approval
of this subgrant, the approved application and the following terms of conditions will become binding. Failure to
comply with provisions of this agreement will result in required corrective action up to and including project costs
being disallowed and termination of the project, as specified in item 16 of this section.
1. All Subgrant Recipients must comply with the financial and administrative requirements set forth in the
current edition of the U.S. Department of Justice, Office of Justice Programs (OJP) Financial Guide.
2. Reports
a. Project Performance Reports
The subgrant recipient shall submit Quarterly Project Performance Reports to OCJG 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.
Failure to submit Quarterly Performance Reports that are complete, accurate and timely may result in
sanctions, as specified in item 16 of Section G, performance of Agreement Provisions.
b. Financial Reports
(1) The subgrant recipient shall have a choice of submitting either a Monthly or a Quarterly Financial
Claim Report to the OCJG. Monthly Financial Claim Reports (1-11) are due thirty-one (31) days after
the end of the reporting period. Quarterly Financial Claim Reports (1-3) are due thirty-one (31) days
after the end of the reporting period. In addition, if the subgrant award period is extended, additional
Financial Claim Reports shall be submitted. A final Financial Claim Report and a Criminal Justice
Contract (Financial) Closeout Package shall be submitted to OCJG within forty-five (45) days of the
subgrant termination period. Such claim shall be distinctly identified as "final".
(2) All claims for reimbursement of subgrant recipient costs shall be submitted on the Financial Claim
Report Forms prescribed and provided by the Office of Criminal Justice Grants. A subgrant recipient
shall submit either monthly or quarterly claims in order to report current project costs. Reports are to
be submitted even when no reimbursement is being requested.
(3) All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audit.
(4) Before the "final" claim will be processed, the subgrant recipient must submit to the Department all
outstanding project reports and must have satisfied all special conditions. Failure to comply with the
above provisions shall result in forfeiture of reimbursement.
(5) The subgrant recipient shall submit Quarterly Project Generated Income Reports to OCJG by February
1, May 1, August 1, and within forty-five (45) days after the subgrant termination date covering
subgrant project generated income and expenditures during the previous quarter. (See Item 9,
Program Income.)
c. Other Reports
The subgrant recipient shall submit other reports as may be reasonably required by OCJG.
3. Fiscal Control and Fund Accounting Procedures
a. The subgrant 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 OCJG.
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b. All contractual expenditures and cost accounting of funds shall conform to OJP Financial Guide, U.S.
Department of Justice Common Rule for State and Local Governments, and federal Office of Management
and Budget's (OMB) Circulars A-21, A-8?, and A-110, in their entirety.
c. All funds not spent according to this agreement shall be subject to repayment by the subgrant recipient.
4. 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.
5. Obligation of Subgrant Recipient Funds
Subgrant funds shall not under any circumstances be obligated prior to the effective date or subsequent to the
termination date of the subgrant period. Only project costs incurred on or after the effective date and on or prior
to the termination date of the subgrant recipient's project are eligible for reimbursement.
6. Advance Funding
Advance funding may be authorized for up to twenty-five (25) percent of the federal award for each project
according to Section 216.181 (16)(b), Florida Statutes, the OJP Financial Guide, and the U.S. Department of
Justice Common Rule for State and Local Governments. Advance funding shall be provided to a subgrant
recipient upon a written request to the Department justifying the need for such funds. This request, including
the justification, shall be either enclosed with the subgrant application or submitted to the Department prior to
the first request for reimbursement.
7. Reimbursement Subject to Available Funds
The obligation of the State of Florida to reimburse subgrant recipients for incurred costs is subject to available
federal Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program funds.
8. Travel and Training
a. 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. Subgrant recipients shall obtain written
approval from the Department for reimbursement of training costs and related travel prior to
commencement of training, if the specific training was not listed in the approved budget.
b. The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in
Section 112.061, Florida Statutes.
c. All bills for any travel expenses shall be submitted according to provisions in Section 112.061, Florida
Statutes.
9. Allowable Costs
a. Allowance for costs incurred under the subgrant shall be determined according to the general principles
of allowability and standards for selected cost items set forth in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State And Local Govemments and federal OMB Circular A-8?, "Cost Principles
for State. Local and Indian Tribal Governments", or OMB Circular A-21, "Cost Principles for Educational
Institutions".
b. All procedures employed in the use of federal funds to procure services, supplies or equipment, shall be
according to U.S. Department of Justice Common Rule for State and Local Governments, or OMB Circular
A-110 and Florida law to be eligible for reimbursement.
10. Program Income (also known as Project Generated Income)
Program income means the gross income earned by the subgrant recipient during the subgrant period, as a
direct result of the subgrant award. Program income shall be handled according to the OJP Financial Guide
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and U.S. Department of Justice Common Rule for State and Local Governments (reference 31 CFR Part 206
- Management of Federal Agency Receipts, Disbursements, and Operation of The Cash Management
Improvement Fund).
11. Approval of Consultant Contracts
The Department shall review and approve in writing all consultant contracts prior to employment of a consultant
when their rate exceeds $450 (excluding travel and subsistence costs) for an eight-hour day. Approval shall
be based upon the contract's compliance with requirements found in the OJP Financial Guide, U.S. Department
of Justice Common Rule for State and Local Governments, and in applicable state statutes. The Department's
approval of the subgrant recipient agreement does not constitute approval of consultant contracts.
12. Property Accountability
a. The subgrant recipient agrees to use all non-expendable property for criminal justice purposes during its
useful life or request Department disposition.
b. The subgrant 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 OJP Financial Guide, U.S.
Department of Justice Common Rule for State and Local Governments or the federal OMB Circular A-11 O.
This obligation continues as long as the subgrant recipient retains the property, notwithstanding expiration
of this agreement.
13. 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 OJP Financial Guide, and the U.S. Department of Justice
Common Rule for State and Local Governments, or the federal OMB Circular A-110.
14. Copyright
The awarding agency reserves a royalty-free non-exclusive, and irrevocable license to reproduce, publish, or
otherwise use, and authorize others to use, for Federal government purposes:
a. The copyright in any work developed under an award or subaward, and
b. Any rights of copyright to which a subgrant recipient or subrecipient purchases ownership with support
funded under this grant agreement.
15. Audit
a. Subgrant 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 in The Schedule of Federal Financial Assistance in the subject audit. The contract shall be
identified as federal funds passed through the Florida Department of Law Enforcement and include the
contract number, CFDA number, award amount, contract period, funds received and disbursed. When
applicable, the subgrant recipient shall submit an annual financial audit that meets the requirements of
Sections 11.45 and 215.97, Florida Statutes, and Chapters 10.550 and 10.600, Rules of the Florida Auditor
General.
b. A complete audit report that covers any portion of the effective dates of this agreement must be submitted
within 30 days after its completion, but no later than nine (9) months after the audit period. In order to be
complete, the submitted report shall include any management letters issued separately and management's
written response to all findings, both audit report and management letter findings. Incomplete audit reports
will not be accepted by the Department and will be returned to the subgrant recipient.
c. The subgrant 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 subgrant recipient shall take appropriate corrective action within six (6) months of the issue date of
the audit report in instances of noncompliance with federal laws and regulations.
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e. The subgrant recipient shall ensure that audit working papers are made available to the Department, or
its designee, upon request for a period of three (3) years from the date the audit report is issued, unless
extended in writing by the Department.
f. Subgrant recipients that expend less than $300,000 in Federal awards during a fiscal year are exempt from
the audit requirements of OBM Circular A-133 for that fiscal year. In this case, written notification shall be
provided to the Department by the Chief Financial Officer, or designee, that the subgrant recipient is
exempt. This notice shall be provided to the Department no later than March 1 following the end of the
fiscal year.
g. If this agreement is closed out without an audit, the Department reserves the right to recover any
disallowed costs identified in an audit completed after such closeout.
h. The completed audit report or notification of non-applicability should be sent to the following address:
Florida Department of Law Enforcement
Office of Inspector General
Post Office Box 1489
Tallahassee, Florida 32302-1489
16. Performance of Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by the subgrant recipient,
the subgrant recipient's consultants and suppliers, or both, the Department shall impose sanctions it deems
appropriate including withholding payments and cancellation, termination, or suspension of the agreement in
whole or in part. In such event, the Department shall notify the subgrant recipient of its decision thirty (30) days
in advance of the effective date of such sanction. The subgrant recipient shall be paid only for those services
satisfactorily performed prior to the effective date of such sanction.
17. Commencement of Project
a. If a project has not begun within sixty (60) days after acceptance of the subgrant award, the subgrant
recipient shall send a letter to OCJG indicating steps to initiate the project, reason for delay and request
a revised project starting date.
b. If a project has not begun within ninety (90) days after acceptance of the subgrant award, the subgrant
recipient shall send another letter to OCJG, again explaining the reason for delay and request another
revised project starting date.
c. 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.
18. Excusable Delays
a. Except with respect to defaults of consultants, the subgrant recipient shall not be in default by reason of
any failure in performance of this agreement according to its terms (including any failure by the subgrant
recipient to make progress in the execution of work hereunder which endangers such performance) if such
failure arises out of causes beyond the control and without the fault or negligence of the subgrant recipient.
Such causes include, but are not limited to, acts of God or of the public enemy, acts of the government in
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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 subgrant recipient.
b. If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure
arises out of causes beyond the control of subgrant recipient and consultant, and without fault or
negligence of either of them, the subgrant recipient shall not be deemed in default, unless:
(1) Supplies or services to be furnished by the consultant were obtainable from other sources,
(2) The Department ordered the subgrant recipient in writing to procure such supplies or services from
other sources, and
(3) The subgrant recipient failed to reasonably comply with such order.
c. Upon request of the subgrant 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.
19. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the subgrant 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.
20. Written Approval of Changes in this Approved Agreement
Subgrant recipients shall obtain approval from the Department for major changes. These include, but are not
limited to:
a. Changes in project activities, target populations, implementation schedules, designs or research plans set
forth in the approved agreement;
b. Budget deviations that do not meet the following criterion. That is, a subgrant 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 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. Transfers do not allow for increasing the quantitative number of items documented in any
approved budget item, i.e., increasing the quantity of equipment items in Operating Capital Outlay or
Expense categories, or staff positions in the Salaries and Benefits category.)
d. Under no circumstances can transfers of funds increase the total budgeted award.
21. Disputes and Appeals
a. The Department shall make its decision in writing when responding to any disputes, disagreements or
questions of fact arising under this agreement and shall distribute its response to all concerned parties.
The subgrant recipient shall proceed diligently with the performance of this agreement according to the
Department's decision.
b. If the subgrant recipient appeals the Department's decision, the appeal also shall be made in writing within
twenty-one (21) calendar days to the Department's clerk (agency clerk). The subgrant recipient's right to
appeal the Department's decision is contained in Chapter 120, Florida Statutes, and in procedures set forth
in Rule 28-106.104, Florida Administrative Code. Failure to appeal within this time frame constitutes a
waiver of proceedings under Chapter 120, Florida Statutes.
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
Department, of the U.S. Department of Justice, or the Auditor General of the State of Florida, have the privilege
of visiting the project site to monitor, inspect and assess work performed under this agreement.
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23. Access To Records
a. The Department of Law Enforcement, the Auditor General of the State of Florida, the U.S. Department of
Justice, the U.S. Comptroller General or any of their duly authorized representatives, shall have access
to books, documents, papers and records of the subgrant recipient, implementing agency and contractors
for the purpose of audit and examination according to the OJP Financial Guide, and the U.S. Department
of Justice Common Rule for State and Local Governments.
b. The Department reserves the right to unilaterally terminate this agreement if the subgrant recipient,
implementing agency, or contractor refuses to allow public access to all documents, papers, letters, or
other materials subject to provisions of Chapter 119, Florida Statutes, and made or received by the
subgrant recipient or its contractor in conjunction with this agreement.
24. Retention of Records
The subgrant recipient shall maintain all records and documents for a minimum of three (3) years from the date
of the final financial statement and be available for audit and public disclosure upon request of duly authorized
persons.
25. Signature Authority
Both the Subgrant Recipient Authorizing Official or Designated Representative and the Implementing
Agency Official, Administrator or Designated Representative who sign Section I. Signature Page, have the
authority to request changes to the approved agreement. The Project Director has authority to submit
Financial and Performance Reports, with the exception of the Closeout Package, which also requires the
signature by the Chief Financial Officer of the Subgrant Recipient or authorized designee.
26. Delegation of Signature Authority
When the authorized official of a subgrant recipient or the implementing agency designates some other staff
person signature authority for him/her, the chief officer or elected official must submit to the department a letter
or resolution indicating the staff person given signature authority. The letter indicating delegation of signature
authority must be signed by the chief officer or elected official and the person receiving signature authority.
27. Personnel Changes
Upon implementation of the project, in the event there is a change in Chief Executive Officers for the
Subgrantee or Implementing Agency, Project Director, or Contact Person, the OCJG must be notified in writing
with documentation to include appropriate signatures.
28. Background Check
Whenever a background screening for employment or a background security check is required by law for
employment, unless otherwise provided by law, the provisions of Chapter 435, Florida Statutes shall apply.
a. All positions in programs providing care to children, the developmentally disabled, or vulnerable adults for
15 hours or more per week; all permanent and temporary employee positions of the central abuse hotline;
and all persons working under contract who have access to abuse records are deemed to be persons and
positions of special trust or responsibility and require employment screening pursuant to Chapter 435, F.S.,
using the level 2 standards set forth in that chapter.
b. All employees in positions designated by law as positions of trust or responsibility shall be required to
undergo security background investigations as a condition of employment and continued employment. For
the purposes of the subsection, security background investigations shall include, but not be limited to,
employment history checks, fingerprinting for all purposes and checks in this subsection, statewide criminal
and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal
records checks through the Federal Bureau of Investigation, and may include local criminal records checks
through local law enforcement agencies.
(1) Any person who is required to undergo such a security background investigation and who refuses
to cooperate in such investigation or refuses to submit fingerprints shall be disqualified for
employment in such position or, if employed, shall be dismissed.
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(2) Such background investigations shall be conducted at the expense of the employing agency. When
fingerprinting is required, the fingerprints of the employee or applicant for employment shall be
taken by the employing agency or by an authorized law enforcement officer and submitted to the
Department of Law Enforcement for processing and forwarding, when requested by the employing
agency, to the United States Department of Justice for processing. The employing agency shall
reimburse the Department of Law Enforcement for any costs incurred by it in the processing of the
fingerprints.
29. Drug Court Projects
a. A Drug Court Project funded by the Byrne Formula Grant Program must contain the 10 key elements
outlined 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
obtained from FDLE, Office of Criminal Justice Grants, at (850) 410-8700.
b. To ensure more effective management and evaluation of drug court programs, the subgrant recipient
agrees that drug court programs funded with this award shall collect and maintain follow-up data on
criminal recidivism and drug use relapse of program participation. The data collected must be available
to U.S. DOJ and FDLE upon request.
30. Overtime for Law Enforcement Personnel
Prior to obligating funds from this award to support overtime by law enforcement officers, the U.S. Department
of Justice encourages consultation with all allied components of the criminal justice system in the affected
jurisdiction. The purpose of this consultation is to anticipate and plan for systemic impacts such as increased
court dockets and the need for detention space.
31. Criminal Intelligence System
a. The purpose of the federal regulation published in 28 CFR Part 23 - Criminal Intelligence Systems
Operating Policies is to assure that subgrant recipients of federal funds for the principal purpose of
operating a criminal intelligence system under the Omnibus Crime Control and Safe Streets Act of 1968,
42 U.S.C. 3701, et seq., as amended, use those funds in conformance with the privacy and constitutional
rights of individuals.
b. The subgrant 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 - 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.
c. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. If the subgrant 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 subgrant recipient
is responsible for the continued adherence to the regulation governing the operation of the system or faces
the loss of federal funds. The Department's approval of the subgrant recipient agreement does not
constitute approval of the subgrant-funded development or operation of a criminal intelligence system.
32. Confidential Funds
A signed certification that the project director or the head of the Implementing Agency has read, understands,
and agrees to abide by all of the conditions for confidential funds as set forth in the effective edition of OJP's
Financial Guide is required from all projects that are involved with confidential funds from either Federal or
matching funds. The signed certification must be submitted at the time of grant application.
33. Equal Employment Opportunity (EEO)
a. 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 Title VI
of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the
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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.
b. The subgrant 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 asset 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 subgrant 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).
c. Any state agency, county or city receiving a single grant award for $500,000 or more OR an aggregate of
grant awards for $1,000,000 or more during any 18 month period in federal funds, must have approval of
its EEO Plan by the U.S. DOJ, Office for Civil Rights (OCR). The subgrantee shall submit its EEO Plan to
FDLE, for submittal to the U.S. DOJ, OCR for approval. If the U.S. DOJ, OCR has approved an agency's
EEO Plan during the two previous years, it is not necessary to submit another EEO Plan. Instead, the
subgrantee need only send a copy of its approval letter from the OCR. However, if the EEO Plan approval
is more than two years old, an updated Plan must be submitted.
34. Americans with Disabilities Act
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).
35. 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 INA. 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.
36. National Environmental Policy Act (NEPA)
a. The subgrantee agrees to assist FDLE in complying with the NEPA and other related federal environmental
impact analyses requirements in the use of subgrant funds by the subgrantee. This applies to the following
new activities whether or not they are being specifically funded with these subgrant funds. That is, it
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applies as long as the activity is being conducted by the subgrantee or any third party and the activity
needs to be undertaken in order to use these subgrant funds,
(1) New construction;
(2) Minor renovation or remodeling of a property either (a) listed on or eligible for listing on the National
Register of Historic Places or (b) located within a 100-year flood plain:
(3) A renovation, lease, or any other proposed use of a building or facility that will either (a) result in a
change in its basic prior use or (b) significantly change its size: and
(4) Implementation of a new program involving the use of chemicals other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example,
in office, household, recreational, or educational environments.
b. For any of a subgrantee's existing programs or activities that will be funded by these subgrants, the
subgrantee, upon specific request from the Department and the U.S. Department of Justice, agrees to
cooperate with DOJ in any preparation by DOJ of a national or program environmental assessment of that
funded program or activity.
37. Non.Procurement, Debarment and Suspension
The subgrant 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 subgrant recipient to
certify it shall not enter into any lower tiered covered transaction with a person who is debarred, suspended,
declared ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized
by the Department.
38. Federal Restrictions on Lobbying
a. Each subgrant recipient agrees to comply with 28 CFR Part 69, "New Restrictions on Lobbying" and shall
file the most current edition of the Certification And Disclosure Form, if applicable, with each submission
that initiates consideration of such subgrant recipient for award of federal contract, grant, or cooperative
agreement of $100,000 or more; orfederalloan of $150,000 or more.
b. This certification is a material representation of fact upon which reliance was placed when this agreement
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and penalties imposed by 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.
c. The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) 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 federal loan, the entering into of any renewal, amendment, or modification of any
federal contract, grant, loan or cooperative agreement.
(2) 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 LobbvinQ Activities, according to its
instructions.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section If - Page 19
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
(3) 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.
39. State Restrictions on Lobbying
In addition to the provisions contained in Item 38 of Section G, Conditions of Acceptance and Agreement, the
expenditure of funds for the purpose of lobbying the legislature or a state agency is prohibited under this
contract.
40. "Pay -to-Stay"
Funds from this award may not be used to operate a "pay-to-stay" program in any local jail. Furthermore, no
funds may be given to local jails that operate "pay-to-stay" programs. "Local jail", as referenced in this
condition, means an adult facility or detention center owned and/or operated by city, county, or municipality.
It does not include juvenile detention centers. "Pay-to-stay" programs as referenced in this condition, means
a program by which extraordinary services, amenities and/or accommodations, not otherwise available to the
general inmate population, may be provided, based upon as offender's apparent ability to pay, such that
disparate conditions of confinement are created for the same or similar offenders within a jurisdiction.
41. Mitigation of Health, Safety and Environmental risks dealing with Clandestine Methamphetamine
Laboratories
If an award is made to support methamphetamine laboratory operations the subgrant recipient must comply
with this condition, which provides for individual site environmental assessment/impact statements as required
under the National Environmental Policy Act.
a. General Requirement: The subgrantee agrees to comply with Federal, State, and local environmental,
health and safety laws and regulations applicable to the investigation and closure of clandestine
methamphetamine laboratories and the removal and disposal of the chemicals, equipment, and wastes
used in or resulting from the operation of these laboratories.
b. Specific Requirements: The subgrantee understands and agrees that any program or initiative involving
the identification, seizure, or closure of clandestine methamphetamine laboratories can result in adverse
health, safety and environmental impacts to (1) the law enforcement and other governmental personnel
involved; (2) any residents, occupants, users, and neighbors of the site of a seized clandestine laboratory;
(3) the seized laboratory site's immediate and surrounding environment of the site(s) where any remaining
chemicals, equipment, and waste form a seized laboratory's operations are placed or come to rest.
Therefore, the subgrantee further agrees that in order to avoid or mitigate the possible adverse health, safety
and environmental impacts from any of clandestine methamphetamine operations funded under this award, it
will (1) include the nine, below listed protective measures or components; (2) provide for their adequate funding
to include funding, as necessary, beyond that provided by this award; and (3) implement these protective
measures directly throughout the life of the subgrant. In so doing, the subgrantee understands that it may
implement these protective measures directly through the use of its own resources and staff or may secure the
qualified services of other agencies, contractor or other qualified third party.
1. Provide medical screening of personnel assigned or to be assigned by the subgrantee to the seizure
or closure if of clandestine methamphetamine laboratories;
2. Provide Occupational Safety and Health Administration (OSHA) required initial and refresher training
for law enforcement officials and other personnel assigned by the subgrantee to either the seizure
or closure of clandestine methamphetamine laboratories;
3. As determined by their specific duties, equip personnel assigned to the project with OSHA required
protective wear and other required safety equipment;
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 1/ - Page 20
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant ProQram
4. Assign properly trained personnel to prepare a comprehensive contamination report on each closed
laboratory;
5. Employ qualified disposal contractors to remove all chemicals and associated glassware, equipment,
and contaminated materials and wastes from the site(s) of each seized clandestine laboratory;
6. Dispose of the chemicals, equipment, and contaminated materials and wastes removed from the
sites of seized laboratories at properly licensed disposal facilities or, when allowable, properly
licensed recycling facilities;
7. Monitor the transport, disposal, and recycling components of subparagraphs 5. and 6. immediately
above in order to ensure proper compliance;
8. Have in place and implement an inter-agency agreement or other form of commitment with a
responsible State environmental agency that provides for that agency's (i) timely evaluation of the
environmental conditions at and around the site of a closed clandestine laboratory and (ii)
coordination with the responsible party, property owner, or others to ensure that ant residual
contamination is remediated, if necessary, and in accordance with existing State and Federal
requirements; and
9. Included among the personnel involved in seizing of clandestine methamphetamine laboratories, or
have immediate access to, qualified personnel who can respond to the potential health needs of any
offender(s)' children or other children present or living at the seized laboratory site. Response
actions should include, at a minimum and as necessary, taking children into protective custody,
immediately testing them for methamphetamine toxicity, and arranging for any necessary follow-up
medical tests, examinations or health care.
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section 11- Page 21
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
H. Signature Page
In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this
agreement, have read and understand the agreement in its entirety and have executed this agreement
by their duly authorized officers on the date, month and year set out below.
Corrections on this page, including
Strikeovers, whiteout, etc. are not acceptable.
State of Florida
Department of Law Enforcement
Office of Criminal Justice Grants
Signature:
~~N. ~
Typed Name and Title:
4- - /3- 0 '1..-
Clayton H. Wilder, Community Proqram Administrator
Date:
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Typed Name of Subgrant Recipient: Monroe County Board of County Commissioners
S;gnatu,e; -----L~~~-
Typed Name and Title: James L. Roberts, County Administrator
Date: May 31, 2002
Implementing Agency
Official, Administrator or Designated Representative
Typed Name:f '~tl:~ MJ)"'e County Boa'd of County Comml"'one"
Signature: ~
Typed Name and Title: James L. Roberts. County Administrator
Da~: May 31, 2002
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section If - Page 22
APPENDIX IV - CERTIFICATION OF COMPLIANCE WITH
EQUAL EMPLOYMENT OPPORTUNITY (EEO) PROGRAM REQUIREMENTS
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant PrOQram
SUBGRANTEE CERTIFICATION
I, the undersigned authorized official, certify that according to Section 501 of the Omnibus Crime
Control and Safe Streets Act of 1968 as amended, that the Subgrantee (Subgrant Recipient) .
(Select one of the following):
XX Meets Act Criteria
Does not meet Act Criteria
I affirm that I have read the Act criteria set forth in the Subgrant Application Instructions. I understand
that if the Subgrant Recipient meets these criteria, it must formulate, implement and maintain a written
EEO Plan relating to employment practices affecting minority persons and women. I also affirm that
the Subgrant Recipient. . . (Select one of the following):
XX Has a Current EEO Plan
_Does Not Have a Current EEO Plan
I further affirm that if the Subgrant Recipient meets the Act criteria 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 subgranl application for federal assistance is ~~ ~funds.
Signature of Subgrantee Authorized Official
Type Name: James L. Roberts
Title Countv Administrator
Subgrant Recipient: Monroe County Board of County Commissioners
D~e: May 31, 2002
FDLE B me Formula Grant A lication Packa e
Revised 03/25/2002
EEO Certification
Appendix IV - Page 1 of 2 ~ 3
Application for Funding Assistance
Florida Department of Law Enforcement
Edward Byrne Memorial State and Local Law Enforcement Assistance Formula Grant Program
H. Signature Page
In witness whereof, the parties affirm they each have read and agree to the conditions set forth in this
agreement, have read and understand the agreement in its entirety and have executed this agreement
by their duly authorized officers on the date, month and year set out below.
Corrections on this page, including
Strikeovers, whiteout, etc. are not acceptable.
State of Florida
Department of Law Enforcement
Office of Criminal Justice Grants
0jlm 1-/. .
Signature: ~
Typed Name and Title: Clayton H. Wilder. Community Proqram Administrator
Date: 4 - Is - 0 1-
Subgrant Recipient
Authorizing Official of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
Typed Name of Subgrant Recipient: Monroe County Board of County Commissioners
Signature: --/~~~
Typed Name and Title: James L. Roberts. County Administrator
Date: May 31, 2002
Implementing Agency
Official, Administrator or Designated Representative
Typed Name of Implementing Agency: Monroe County Board of County Commissioners
- v~L/
~
Signature: Typed Name and Title: James L. Roberts. County Administrator
Date: May 31, 2002
FDLE Byrne Formula Grant Application Package
Revised 03/25/2002
Grant Application
Section If - Page 22