1st Addendum 09/18/2002
Clld( of die
Circul coun
Danny L. Kolhage
Clerk of the Circuit Court
Phone: (305) 292-3550
F~: (305) 295-3668
e-mail: phancock@monroe-clerk.com
Memnrandum
TO: Jennifer Hill, Director
Management Services
ATTN: Dave Owens
Grants Management
FROM: Pamela G. Hanc~
Deputy Clerk CY
DATE: September 30, 2002
At the September 18, 2002, Board of County Commissioner's meeting the Board granted
approval and authorized execution of Historic Preservation Grant Award Agreement Survey & Planning
Grants. Advanced Payment, Attachment B and Addendum to the Contract between Monroe County and the
Florida Department of State, Grant No. S3075, concerning the grant awarded to perform the Monroe
County Historic BUildings Survey Project.
Enclosed are three duplicate originals of the above mentioned for your handling. Should you
have any questions please do not hesitate to contact this office.
Cc: County Administrator w/o document
County Attorney
Fi nance
File.l
ADDENDUM TO GRANT AWARD AGREEMENT NUMBER S3075
AUDIT REOUlREMENTS
The administration of resources awarded by the Department of State to the Grantee may be subject to audits
and/or monitoring by the Department of State as described in this Addendum to the Grant A ward
Agreement.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-B3 and Section 215,97,
F,S" as revised, monitoring procedures may include, but not be limited to, on-site visits by Department of
State staff, limited scope audits as defined by OMB Circular A-B3, as revised, and/or other procedures,
By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Department of State, In the event the Department of State
determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any
additional instructions provided by the Department of State staff to the recipient regarding such audit. The
recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or audits
deemed necessary by the Comptroller or Auditor General.
AUDITS
P ART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non-profit organization as defmed
in OMB Circular A-133, as revised,
1. In the event that the recipient expends $300,000 or more in Federal awards in its fiscal year, the recipient
must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular
A-B3, as revised, EXHffiIT I to this agreement indicates Federal resources awarded through the
Department of State by this agreement. In determining the Federal awards expended in its fiscal year, the
recipient shall consider all sources of Federal awards, including Federal resources received from the
Department of State, The determination of amounts of Federal awards expended should be in accordance
with the guidelines established by OMB Circular A-B3, as revised. An audit of the recipient conducted by
the Auditor General in accordance with the provisions OMB Circular A-133, as revised, will meet the
requirements of this part,
2, In connection with the audit requirements addressed in Part I, paragraph 1., the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as
revised,
3, If the recipient expends less than $300,000 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-B3, as revised, is not required, In the event that the
recipient expends less than $300,000 in Federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions of OMB Circular A-B3, as revised, the cost of the audit must
be paid from non-Federal resources (i,e" the cost of such an audit must be paid from recipient resources
obtained from other than Federal entities),
4, The Internet web addresses listed below will assist recipients in locating documents referenced in the text
of this agreement and the interpretation of compliance issues,
State of Florida Department of Banking and Finance (Comptroller)
http://www.dbf.state.tl.us/
Federal Office of Management and Budget Circulars Index
htto:/ /www, whitehouse, gOV /0 MB/ gran ts/index, html#circu lars
Governor's Office Initiatives, Florida Single Audit Act
h tto:/ /www.mvtlorida.com/mvtloridal ~overnment! governorini tiati ves/fsaa/
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
htto:/ /www.le~.state.tl.us/
PART II: STATE FUNDED
This part is applicable if the recipient is a nons tate entity as defmed by Section 215,97(2)(1), Florida Statutes.
1, In the event that the recipient expends a total amount of state fmancial assistance equal to or in excess of
$300,000 in any fiscal year of such recipient, the recipient must have a State single or project-specific audit
for such fiscal year in accordance with Section 215,97, Florida Statutes; applicable rules of the Executive
Office of the Governor and the Comptroller; and Chapters 10.550 (local governmental entities) or 10,650
(nonprofit and for-profit organizations), Rules of the Auditor General. EXHIBIT 1 to this agreement
indicates state financial assistance awarded through the Department of State by this agreement. In
determining the state fmancial assistance expended in its fiscal year, the recipient shall consider all sources
of state financial assistance, including state fmancial assistance received from the Department of State,
other state agencies, and other nonstate entities, State fmancial assistance does not include Federal direct
or pass-through awards and resources received by a nonstate entity for Federal program matching
requirements,
2, In connection with the audit requirements addressed in Part II, paragraph 1, the recipient shall ensure that
the audit complies with the requirements of Section 215,97(7), Florida Statutes, This includes submission
of a financial reporting package as defined by Section 215,97(2)( d), Florida Statutes, and Chapters 10,550
(local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor
General.
3, If the recipient expends less than $300,000 in state fmancial assistance in its fiscal year, an audit conducted
in accordance with the provisions of Section 215.97, Florida Statutes, is not required, In the event that the
recipient expends less than $300,000 in state financial assistance in its fiscal year and elects to have an
audit conducted in accordance with the provisions of Section 215,97, Florida Statutes, the cost of the audit
must be paid from the nonstate entity's resources (i,e" the cost of such an audit must be paid from the
recipient's resources obtained from other than State entities),
2
P ART III: REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and
required by PART I of this agreement shall be submitted, when required by Section .320 (d), OMB Circular
A-133, as revised, by or on behalf of the recipient directly to each of the following:
A, The Department of State at each of the following addresses:
Division of Historical Resources
Bureau of Historic Preservation
Grants and Education Section
500 South Bronough Street
Tallahassee, FL 32399-0250
B, The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required
by Sections ,320 (d)(l) and (2), OMB Circular A-133, as revised, should be submitted to the Federal Audit
Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and (f), OMB Circular A-
133, as revised.
2, In the event that a copy of the reporting package for an audit required by PART I of this agreement and
conducted in accordance with OMB Circular A-133, as revised, is not required to be submitted to the
Department of State for the reasons pursuant to Section ,320 (e)(2), OMB Circular A-133, as revised, the
recipient shall submit the required written notification pursuant to Section .320 (e)(2) and a copy of the
recipient's audited schedule of expenditures of Federal awards directly to each of the following:
Division of Historical Resources
Bureau of Historic Preservation
Grants and Education Section
500 South Bronough Street
Tallahassee, FL 32399-0250
3. Copies of [mancial reporting packages required by PART II of this agreement shall be submitted by or on
behalf of the recipient directly to each of the following:
A. The Department of State at each of the following addresses:
Division of Historical Resources
Bureau of Historic Preservation
Grants and Education Section
500 South Bronough Street
Tallahassee, FL 32399-0250
3
B. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
4, Any reports, management letter, or other information required to be submitted to the Department of State
pursuant to this agreement shall be submitted timely in accordance with OMB Circular A-133, Florida
Statutes, and Chapters 10.550 (local governmental entities) or 10,650 (nonprofit and for-profit
organizations), Rules of the Auditor General, as applicable.
5, Recipients, when submitting financial reporting packages to the Department of State for audits done in
accordance with OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10,650
(nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date that the
reporting package was delivered to the recipient in correspondence accompanying the reporting package,
PART IV: RECORD RETENTION
1, The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement
for a period of five years from the date the audit report is issued, and shall allow the Department of State, or
its designee, Comptroller, or Auditor General access to such records upon request. The recipient shall
ensure that audit working papers are made available to the Department of State, or its designee,
Comptroller, or Auditor General upon request for a period of three years from the date the audit report is
issued, unless extended in writing by the Department of State,
EXHIBIT 1
FEDERAL RESOURCES A WARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLO'WING:
;NOTE: If the resources awarded to the recipient represent more than one Federal program, provide the same
information shown below for each Federal program and show total Federal resources awarded.
Federal Program National Park Service, U.S, Department of the Interior, Historic Preservation Fund Grants-In-Aid,
CFDA # 15-904, SO.OO,
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO TffiS AGREEMENT ARE AS FOLLOWS:
As contained in OMB Circular A-133,
4
SUBJECT TO SECTION 215.97. FLORIDA STATUTES:
State Project Florida Department of State, Acquisition/Restoration of Historic Properties, CSFA Number
45.031 $13,125.00 (thirteen thousand one hundred twenty five dollars).
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS:
As contained in the Compliance Supplement to CSF A Number 45,031,
The Grantee has read this Addendum to the Grant Award Agreement and has affixed their signature:
MONROE COUNTY
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Signature of Authorized Official
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Typed Name and Title of Aut orized Official
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ATTACHMENT B
HISTORIC PRESERVATION GRANT -IN-AID PROJECTS
REQUIRED DOCUMENTS FOR SURVEY PROJECTS '
Historical and archaeological survey projects funded with historic preservation grant-in~ .
aid assistance require the submission of a Final Survey Report, Survey Log Sheet, and Florida
Master Site File forms, This detailed historical information will be kept in the Florida Master
Site File for use by state agencies, corporations, scientists, historians, and the general public.
The Florida Master Site File is the statewide archive for historical and archaeological site
information which is maintained by the Division of Historical Resources,
For all survey projects, a Survey Log Sheet must accompany the Final Survey Report, If
standing structures are recorded, a Historical Structure Form must be completed for each
structure. If archaeological sites are recorded, an Archaeological Site Form must be completed
for each site, Separate forms for Historical Cemeteries, Historical Bridges, Underwater
Archaeological Sites, and Shipwrecks are also available for those resources, Copies ofllie
Survey Log Sheet and Site File Forms, as well as guides to completing the forms, are available
free of charge from the Florida Master Site File. All of these documents, once completed, are to
be sent to the Grants and Education Section as final products of the grant project. After a review
for completeness and sufficiency, the Grants and Education Section will forward them to the
Florida Master Site File,
For all but the smallest survey projects (those documenting a total of 35 or fewer cultural
resources), the Division of Historical Resources is requiring the use of the electronic data entry
program SmartForm. SmartForm is user-friendly, running on IBM-PC compatible computers of
at least the 486 class (including 80486, Pentium, and Pentium Pro), and printing with most.
combinations of printer and recent word processor. The SmartF orm package is free of charge
from the Florida Master Site File, and includes (1) a diskette with SmartForm program, an
installation program, example electronic forms, and SmartForm manual ready to be printed; (2)
and an optional paper copy of the manual.
A package of documents relating to survey proj ects is also available free of charge from
the Florida Master Site File. These include general guidelines for Site File users, guidelines for
packaging documents produced by survey projects in order to send them to the Site File, and a
form requesting assignment and confirmation of Site File numbers.
For information, contact the Florida Master Site File by one of the means below, Several
of the Site File forms and documents are also available on the World Wide Web and can be
downloaded as a Microsoft Word for Windows file.
Contact Information for the Florida Master Site File
Florida Master Site File Telephone: (850) 487-2299
Division of Historical Resources State SunCom: 277-2299
R.A. Gray Building Fax Line: (850) 921-0372
500 South Bronough Street Web Site: httpllwww.dos.state.fl.us/dhr/msf
Tallahassee, Florida 32399-0250
Requirements for
Archaeological and Historical Survey Submissions to
Florida Master Site File
A Survey log Sheet and USGS map depicting the project area must be included with all
submittals to the Florida Master Site File.
Paper Form SmartForm
(Under 35 sites)
New Site: New Site:
1. Survey Log sheet wi site dbf format (Disk)
plotted ori USGS map Numbered file folder with:
2, Numbered file folder with: USGS site map
Site file form Black & white photo
USGS site map Detailed site plan,for
Black & white photo archaeological site
Detailed site plan,for
archaeological site
If Historic Structure, a street If Historic Structure, a street
map must be included in file folder. map must be included in file folder.
Updated Site: Updated Site:
Site file form Black & white photo
Black & white photo USGS site map
USGS site map Detailed site plan,for
Detailed site plan,for archaeological site
archaeological site
If Historic Structure, a street If Historic Structure, a street
map must be included in file folder. map must be included in file folder,
Please contact the Florida Master Site File, (850) 245-6440, if additional forms, such as:
Historical Bridge Forms, Historical Cemetery Forms or Resource Group Forms, are needed,
Requirements for National Register Nominations differ from those of the Florida Master Site
File. Please contact the Survey and Registration Section of the Bureau of Historical Resources,
Department of State, for those requirements.
The Final Survey Report is to be submitted in draft form no later than forty-five days prior to
the end of the grant award period and as a final product at the end of the grant award period.
Archaeological Survey Reports shall comply with the "Archaeological Report Standards and
Guidelines," Rule 1A-46, Florida Administrative Code. The report shall include in the following
order:
a title page indicating the name of the project, the name of the author, and the date of the
report~
an acknowledgments page citing the sources of funding and other significant assistance;
disclaimer, and civil rights statement (civil rights statement applies to Federally funded
projects only);
an introduction describing the origin and objectives of the project;
a description of the survey area or theme, accompanied by a Florida Department of
Transportation county highway map or USGS topographic map outlining or highlighting
the survey area with identified sites plotted on a legible map of appropriate scale;
a summary of all past field surveys in the survey area of the current project and their
major findings relevant to the current survey;
a description of the field survey; including the specific methodology employed to identify
sites, to locate their boundaries, and to evaluate them;
a summary and chronological narrative of the significant. historical events or
developments related to the project area or theme;
identification of individuals and organizations that played significant parts in those events
and/or developments;
a final list of all previously identified sites located within the survey area, including the
Florida Site File Number and Survey Record Number;
a final list of all newly identified sites within the survey area, including the Florida Site File
Number and Survey Record Number;
conclusions and recommendations as to the significance of resources identified
according to National Register of Historic Places criteria, local designation criteria
(where applicable); and future survey, planning, and preservation action; and
a list of bibliographic sources and other appropriate supplemental material.
.Page l'
Ent 0 (FMSF only)_'_'_
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Survey Log Sheet
Florida Master Site File
Version 2.0 9/97
Survey # (FMSF only)
Consult Guide to the SUrYey Log Sheet for detailed instructions.
.. ",'.",;~~~'. .~ft<;,;:~~~"7%;~~~~~~W~~;~0;~ja~llml~ati'Q"ij~~na B-ibJIQg~hJ~'!I~tdrm~!i~i1s~1~~~,i~~'{~~4~i~if\Jf{~~I~,ri't~~'fi.?Z~!~'
Survey Project (Name and project phase)
Report Title (exactly as on title page)
Report Author(s) (as on title page- individual or corporate; last names first)
Publication Date (year) Total Number of Pages in Report (Count text, figures, tables, not site fonns)
Publication Information (If relevant, series and no, in series, publisher, and city, For article or chapter, cite page numbers, Use the style of
American Antiquity. see Guide to the Survey Log Sheet.)
Supervisor(s) of Fieldwork (whether or not the same as aulhorls); last name first)
Affiliation of Fieldworkers (organization, city)
Key Words/Phrases (Don't use the county, or common words like archaeology, structure, survey, architecture. Put the most important first.
Limit each word or phrase to 25 characters,)
Survey Sponsors (corporation, government unit, or person who is directly paying for fieldwork)
Name
Address/Phone
Recorder of Log Sheet
Is this surveyor project a continuation of a previous project? 0 No
Date Log Sheet Completed _'_'_
o Yes: Previous survey#(s) [FMSF only]
Counties (List each one in which field survey was done, do not abbreviate; use supplement sheet if necessary)
USGS 1 :24,000 Map(s) : Map Name/Date of Latest Revision (use supplement sheet if necessary):
{~t~}QJ~~QPt!oJi~:QL~~~y~t.,
Dates for Fieldwork: Start -1_'_ End -1-1_ Total Area Surveyed (fill in one) hectares
Number of Distinct Tracts or Areas Surveyed
If Corridor (fill in one for each): Width _ meters _ feet Length kilometers
acres
miles
HR6E06610097 Florida Master Site File, Division of Historical Resources, Gray Building, 500 South Bronough Street, Tallahassee, Florida 32399-0250
P/Jone85O-245-6440,Svncom205-6440, FAX 850-245-6439, Emai/ fmsfile@mail,dos,slate,f],us, WeD http://www.dos.slate,f],us/dhrfmsfl
P:\FSF\DOCS\MOM\mom_docslLogshetx.doc ,10/261013:06 PM