Item C32BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 21, 2004 Add -On Division: Monroe County
Bulk Item: YES XXX NO Department: Social
Services/Transportation
AGENDA ITEM WORDING: Approval of an application for Federal Assistance between
Monroe County, the applicant, and the Federal Transit Administration for Financial Assistance to
purchase two transportation buses and approval of the County Administrator to sign the Grant
Application and Resolution.
ITEM BACKGROUND: The application, if approved by the Federal Transit Administration,
would purchase two transportation buses with funding coming from the Federal Funds for
$80,000, state funds $10,000 and county match $10,000. These vehicles would replace two
existing aging buses in the transportation fleet.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATION: Approval of agreement and resolution.
TOTAL COST: $100,000 BUDGETED: Yes X No
COST TO COUNTY: $10,000 SOURCE OF FUNDS: Program Budget
Account #102-61505-560640 & FDOT 5310 Grant
REVENUE PRODUCING: Y s _ No_X_ AMOUNT PER MTH YEAR
APPROVE Y: County A Yes OMB/Purchasing NA Risk Management NA
Prepared By:
Print Name: Jerry skew, Direc r, Transportation Department �-
DEPARTMENT DIRECTOR APPROVAL: /'' 7 —�
Print Nan*' L UIS LATORRE n
DIVISION DIRECTOR APPROVAL:
Print Name: J.
DOCUMENTATION: Included
DISPOSITION:
To Follow Not Required
Agenda Item #
Tuesday, January 20, 2004
Checklist for Application Completeness: Section 5310
Name of Applicant: Monroe County Board of County Commissioners
Check One: First Time Applicant Previous Applicant X
The following must be included in Section 5310 grant applications in the following order:
X This Checklist
X Applicant's cover letter and 2 copies of the governing board's Resolution.
X Application for Federal Assistance (Form 424, Code 20.513)
X Operating and Administrative Revenue Form
X Current Vehicle and Transportation Equipment Inventory Form
X Capital Request Form
X Exhibit A: Current System Description
X Exhibit A-1: Fact Sheet
X Exhibit B: Proposed Project Description
X Exhibit C: Public Hearing notice and Publishers Affidavit (for public agencies only.)
X Exhibit D: Coordination
X Exhibit E: N/A
X Exhibit F: Federal Certifications and Assurances
X Exhibit G: Certification of Equivalent Service (if grant is for non -accessible vehicles) N/A
X Exhibit H: Applicant Certification and Assurance to FDOT.
Date submitted to local Clearinghouse: January 21 2004
1/14/2004 11:35 AM 47 checklist-2004
C
UNTY So�MONROE
KEY WESTLORIDA 33040
(305)294-4641
Transportation Dept.
1100 Simonton St. Rm 1-181
Gato Building
Key West. Fl 33040
305-292-4422 Phone
305-292-4411 Fax
COVER LETTER
BOARD OF COU COMMISSinaertc
Mayor Murry E. Nelson, District 5
Mayor Pro Tern David P. Rice, District 4
Dbde M. Spehar, District 1
George Neugent, District 2
Charles "Sonny" McCoy, District 3
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
GRANT APPLICATION
Monroe County Board of County Commissioners submits this Application for the Section
5310 Program Grant and agrees to comply with all assurances and exhibits attached hereto and by
this reference made a part thereof, as itemized in this Checklist for Application Completeness.
Monroe County Board of County Commissioners further agrees, to the extent provided by
law (in case of a government agency in accordance with Sections 129.07 and 768.28, Florida
Statutes) to indemnify, defend and hold harmless the Department and all of its officers, agents or
employees from any claim, loss, damage, cost, charge, or expense arising out of the non-
compliance by the Agency, its officers, agents or employees, with any of the assurances stated in
this Application.
This application is submitted on this 211day of January, 2004 with two (2) original
resolutions or certified copies of the original resolution authorizing James L Roberts County
Administrator to sign this Application.
MONROE COUNTY ATTORNEY
PPROVED F RM:
SUZAN HUTTON
ASSISTANT �UN�T&TTORNEY
Board of County Commissioners
By:
Date: 46
Title: County Administrator
By:
Date: January 21, 2004
Title: Mayor
RESOLUTION FORM
A RESOLUTION of the MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS authorizing the signing and submission of a
grant application and supporting documents and assurances to the
Florida Department of Transportation, and the acceptance of a grant
award from the Department.
WHERAS, MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS has the authority to apply for and accept grant
awards made by the Florida Department of Transportation as
authorized by Chapter 341, Florida Statutes and/or by the Federal
Transit Administration Act of 1964, as amended;
NOW, THEREFORE, BE IT RESOLVED BY THE MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS MONROE
COUNTY; FLORIDA:
1. This resolution applies to Federal Program(s) under
U.S.C. Section(s) 5310.
2. The submission of a grant application(s), supporting
documents, and assurances to the Florida Department of
Transportation is approved.
3. James L. Roberts, County Administrator is
authorized to sign the application and accept a grant
award, unless specifically rescinded.
DULY PASSED AND ADOPTED THIS 21st day of January, 2004
By:
Murray E. Nelson
Mayor
ATTEST:
(seal)
By:
James L. Roberts
County Administrator
I I 1 (.04
MOINROE COUNTY ATTORNEY
ROVED AS T M:
SUZANNE HUTTON
ASSISTANT C UN ATTORNEY
APPLICATION FOR
FEDERAL ASSISTANCE
1. TYPE OF SUBMISSION:
Appfcation Preappicatgn
COmtnictrun CoratruYron
Non -Construction X Non -Construction
a. APPLICANT INFORMATION
Legal Neme
Monroe County Board of Cou
Address (Dive city. corMy, state and tip Code)
1100 Simonton St. Rm 1-181
Gato Building
Key West, Florida 33040
8. EMPLOYER IDENTIFICATION Nl1MBER (Elf,
OMB
1/21/2004 Appicent Identifier
Slate Application dentifier
Federal Identifier
Uvgwwaaondil Wra
Commissioners Social Services Transportation
Nacre and teleplgne MxT1b r of person to be contacted on natters invo"
INS appicaeon (pw area code)
Jerry L. Eskew
59-6000749
TYPE OF APPLICATION:
New Continuation Revision
Revision, enter appropoate Letter(s) in bwoes)
Increase Award B. Decrease Award C. Increase Duration
Decrease Duration Other
ASSISTANCE NUMBER: 20 513
TITLE Federal rransaAdrnnisnibon Section 5318 Program
12. AREAS AFFECTED BY PROJECT (cities, counties, states etc.)
Monroe County
13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF
Start Date Ending Date a. Appieant
^^ Jul_04 Jun-05 20th Congressional District
1. 1 11— nrr l rn l: (enter appropriate teeer in bmo
k. Stale
H InOeperdsra School Dist.
3. Cooney
I. State Controlled Iratihilion of Higher Leamag
:. Mraiicipal
J. Private Unniemity
). Township
K. IMan Tribe
:. Interstate
L. Indivdrtal
. Intern wmapal
M. Profit Orgarmtion
). Spemal District_ _
N. Other (Specify)
NAME OF FEDERAL AGENCY:
%derral Transit Administration
1. DESCRIPTIVE TITLE OF APPLICANTS PRntFr.T
Paratransit vehicle
Bus Body -On -Chassis
20th Congressional District
a. Federal $ 80,000.00
a. YES THIS PREAPPLICATION, APPLICATION WAS MADE AVAILABLE TO THE
D. ApOiWnt $ 10,000.00 STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON
c. State $ 10r000.00 Dale
d. Local $ b. NO PROGRAM IS NOT COVERED BYE O 1Z372
OR PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW
e. Other $
f. Program Incorta $ 17. IS TT'E APPLICANT DELINoMNT ON ANY FEDERAL DEBT?
YES If'Yes' attach an elrplambon NO
g. rorAL $ 100,00600
18, TO THE BEST OF MY KNOWLEDGE AND BELIEF ALL DATA IN THIS APPLICATION PREAPPLICATION ARE TRLE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHIORIZED BY THE GOVERNING
800Y OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSLAiANCES IF THE ASSISTANCE M AWARDED
a. Typed Name or Authonad Representative b. TMe
a Tebpfrone nrareer
James Roberts County Administrator 305-292-4441
d. Sigratury,af,/gMtgnao Reoresetatve <
No. me-oo43
Previous Editions Not Usaba 7
Stallard Form 424 (REV 4-08)
res
MONROE COUNTY ATTORNEY Pcribed by OMBClreular A-1p2
OVED AS M; Authorized for Local Reproduction
UZANNE A. 14U#ON
ASSISTANT CO TJORNEY
Date / �LjMJ 17 AFA5310.2004
TRANSPORTATION -RELATED OPERATING and ADMINISTRATIVE EXPENSES
Name of Applicant Organmation mo me couav so■rd of couar comnssiorom Date Completed 1/12/2004
Fiscal Period From 10/01/03 to 09/30/2004 Budget (estimated) based on FY 2004 Budget
TOTAL EXPENSE
OPERATING REVENUES TOTAL REVENUE
(Al APPftaNs)
;Passenger Fares for Transit Servi 401
50,000
Special Transit Fares(402),70,000
School Bus Service Revenues 403
Frei ht Tariffs 404
Charter Service Revenues 405
Auxiliary Transportation Revenues 406
Non -Transportation Revenues 407
Total Operating Revenues
120,000
OTHER REVENUES
Taxes Levied Directly b .Transit S stem 408
Local Cash Grants and Reimbursements
827,554
Local Special FareAssistance 410
State Cash Grants and Reimbursements
90,000
State S ecial Fare Assistance 412
Federal Cash Grants and Reimbursement
413
Interest Income 414
Contributed Services 415
Contributed Cash 416
Subsidy from Other Sectors of Operations
440
Total of Other Revenues
A 917,554
GRAND TOTAL REVENUES
$ 1,03MU-
24 OAE5310-2004
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CAPITAL REQUEST
VEHICLE REQUEST
FTA GMIS Code
Number of
Vehicles
Requested Options
Sources of undinq
Estimated
Cost
53101
5311
Either
11.12.04
2
20-22" Diesel Bus 9 amb
X
$100,000
11.
2 Wheelchair positions
11.
11.
11.
11.
VEHICLE SUBTOTAL
$ 100,000
OTHER CAPITAL REQUEST
FTA GMIS Code
Quantity
Brief Description
Sources of F riding
Estimated
Cost
53101
5311
Either
11.
11.
11.
11.
11.
11.
OTHER CAPITAL SUBTOTAL
VEHICLE SUBTOTAL $100,000 + OTHER CAPITAL SUBTOTALS X 80%= Federal Request $ 80,000
31 CA5310-2004
EXHIBIT A
Overview
Monroe County Transit provides paratransit service to the elderly, handicap and
transportation disadvantaged citizens of Monroe County. The three geographical
service areas are Lower Keys (Key West) from mile marker 0 to 40, Middle Keys
(Marathon Key) from mile marker 47 to 72, and Upper Keys (Plantation Key and Key
Largo) from mile marker 73 to 112.
Fleet Size
All eighteen (18) paratransit buses are wheelchair equipped. The fleet is based as
follows:
Six (6) buses at 1100 Simonton St. Key West
Two (2) buses at 380 Key Deer Blvd. Big Pine Key
Four (4) buses at 490 63`d St. Marathon, and
Six (6) buses at 88800 Overseas Hwy Plantation Key
Routes
There are four (4) routes assigned to the Lower Keys, two (2) routes for the Middle
Keys and three (3) routes for the Upper Keys.
Hours of Operation
Monday through Friday 7:00 AM to 6:00 PM
(excluding County Holidays)
Staffing
Transportation Administrator, Administrative Assistant, Special Needs Coordinator,
One (1) Dispatcher, One (1) Reservationist, One (1) Scheduler, One (1) Regional
Transportation Specialist with CDL Class D License and Nine (9) CDL Class B
Licenses Transportation Drivers with Passenger and Airbrake Endorsements and up to
nine (9) On Call Substitute Transportation Drivers with CDL Class D or B Licenses.
Ridership
72% Elderly 60 years or older
28% Transportation Disadvantaged
of those two categories 14% are wheelchair
Vehicle Maintenance
Fully staffed maintenance facility with a recognized preventative maintenance program.
Single Audit Act
Attached is the Single Audit Act, and a copy of the latest completed audit.
EXBA5310.DOC
MARVA GREEN, P.A.
Certified Public Accountant
Members American Institute and Florida Institute
of Certified Public Accountants
lox 1529
Northside Dr., Suite 101
Vest, FL 33041-1529
Tel. (305) 294-2581
Fax (305) 294-4778
INDEPENDENT AUDITORS' REPORT ON SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND
STATE FINANCIAL ASSISTANCE AND SCHEDULE OF MATCHING REQUIREMENTS
Clerk Ex Officio
Board of County Commissioners
Monroe County, Florida
We have audited the basic financial statements of the Board of County
Commissioners of Monroe County, Florida (the "Board") as of and for the year
ended September 30, 2002, and have issued our report thereon dated March 24,
2003. These basic financial statements are the responsibility of the Board's
management. Our responsibility is to express an opinion on the basic
financial statements based on our audit.
We conducted our audit in accordance with U.S. generally accepted auditing
standards and the standards applicable to financial audits contained in
Government Auditing Standards, issued by the Comptroller General of the United
States. Those standards require that we plan and perform the audit to obtain
reasonable assurance about whether the basic financial statements are free of
material misstatement. An audit includes examining, on a test basis, evidence
supporting the amounts and disclosures in the basic financial statements. An
audit also includes assessing the accounting principles used and significant
estimates made by management, as well as evaluating the. overall financial
statement presentation. We believe that our audit provides a reasonable basis
for our opinion.
Our audit was made for the purpose of forming an opinion on the basic
financial statements of the Board taken as a whole. The accompanying schedule
of expenditures of federal awards and state financial assistance is presented
for the purpose of additional analysis as required by the U.S. Office of
Management and Budget Circular A-133, Audits of States, Local Governments, and
Non -Profit Organizations and the Florida Single Audit Act. The accompanying
schedule of matching requirements required by the grantor is also presented
for purposes of additional analysis. The accompanying schedules are not a
required part of the basic financial statements. Such information has been
subjected to the auditing procedures applied in the audit of the basic
financial statements and, in our opinion, is fairly stated, in all material
respects, in relation to the basic financial statements as a whole.
&.," C-Pik
Marva Green P.A., Inc.
Certified Public Accountants
March 24, 2003
I-1
Monroe County, Florida
i
Board of County Commissioners
h. Schedule of Expenditures of Federal Awards
and State Financial Assistance
For the Fiscal Year Ended September 30, 2002
Federal/State Agency,
Pass -through Entity CFDA
Federal Program/State Project Number
Department of Agriculture:
Direct Program:
Hurricane Georges Canal Cleaning 10.904
Passed through State Department of Elder Affairs and Alliance for Aging:
USDA 2001 10.570
USDA 2002 10.570
Total Program
Total Federal Agency
Department of Commerce:
Passed through National Oceanic & Atmospheric
Administration:
Sentinel Fisheries Program-00
11.427
Department of Health and Human Services:
Passed through State Department of Elder Affairs and Alliance for Aging:
Title 11113 Support Services - 2001
93.044
Title IIIB Support Services - 2002
93.044
Total Program
Title IIIC-1 Congregate Meals - 2001
93.045
Title IIIC-2 Home Delivered Meals 2001
93.045
Title IIIC-1 Congregate Meals - 2002
93.045
Title IIIC-2 Home Delivered Meals 2002
93.045
"r Total Program
Title III-D In -Home Services - 2002
93.052
Passed through Florida Department of Revenue:
Child Support Enforcement Title IV-D
93.563
Passed through State Department of Community Affairs:
Low Income Home Energy Assistance Prog 2001
93.568
Low Income Home Energy Assistance Prog 2002
93.568
Total Program
Total Federal Agency
Department of Housing and Urban Development
Passed through State Department of Community Affairs:
Affordable Housing Coordination 14.228
The accompanying notes are an integral part of this schedule
1-2
Cash
Contract Grant Number Receipts Expenditures
68-4209-9-208
US151
US251
40WCNCO04656
AA 129
AA229
AA129
AM 29
AA229
AA229
AA229
CC344
01 EA-90-11-54-01-018
02EA-2J-11-54-01-018
02DB-78-11-54-22-010
339,063
15,235
17,124
32,359
371,422
9,020
65,952
50,074
116,026
56,924
102,791
68,479
105,243
333,437
8,046
90,944
59,735
28,811
88,546
636,999
17,729
11,140
22,538
33,678
33,678
7,252
43,068
80,579
123,647
33,949
55,160
102,911
190,965
382,985
20,024
99,629
/30,930
49,697
80,627
706,912
17,729
1-3
Monroe County, Florida
Board of County Commissioners
Schedule of Expenditures of Federal Awards
and State Financial Assistance - Continued
For the Fiscal Year Ending September 30, 2002
Federal/State Agency,
Pass -through Entity CFDA
Federal Program/State Project Number
Department of Justice:
Direct Program:
Bureau of Justice Assistance:
Local Law Enforcement Block Grant
16.592
Local Law Enforcement Block Grant
16.592
Local Law Enforcement Block Grant
16.592
Local Law Enforcement Block Grant
16.592
Total Program
Passed through Florida Department of Law Enforcement:
Byrne Formula Grant Program- Inmate Intervention/Residential Program -2001
16.579
Byrne Formula Grant Program- Heron Residential Program-2001
16.579
Byrne Formula Grant -Program- Teenline Crisis Intervention & Referral-2002
16.579
Byrne Formula Grant Program- Juvenile Community Intervention Program-2001
16.579
Byrne Formula Grant Program- Residential Detox Program -2001
16.579
Byrne Formula Grant Program- Residential Detox Program -2002
16.579
Byrne Formula Grant Program- Samuel's House Shelter -2001
16.579
Byrne Formula Grant Program- Samuel's House Shelter -2002
16.579
Byrne Formula Grant Program- Sunrise House-2001
16.579
Byrne Formula Grant Program- Sunrise House-2002
16.579
Byrne Formula Grant Program- Street Smart Gang Prevention-2002
16.579
Byrne Formula Grant Program- Residential Drug and Alcohol Treatment -2002
16.579
Byrne Formula Grant Program- Monroe Youth Challenge Program-2002
16.579
Byrne Formula Grant Program- Sheriff Case Manager-2002
16.579
Total Program
Residential Substance Abuse Treatment for State Prisoners- 2001
16.593
Residential Substance Abuse Treatment for State Prisoners- 2002
16.593
Total Program
Total Federal Agency
Department of Labor:
Passed through National Council on the Aging, Inc.:
Senior Community Service Project 2001 17.235
Senior Community Service Project 2002 17.235
Senior Community Service Title V Project 2001 17.235
Total Program
The accompanying notes are an integral part of this schedule
1-4
Cash
Contract Grant Number Receipts Expenditures
1999-LB-VX-7835
--
34,454
2001-LB-BX-0035
--
46,621
2001-LB-BX-1575
108,142
--
2002-LB-BX-0240
88,050
--
196,192
81,075
01-CJ-J 1-11-54-01-111
64,679
--
01-CJ-J 1-11-54-01-107
11,062
--
02-CJ-2H-11-54-01-134
7,340
10,182
01-CJ-J 1-11-54-01-109
9,425
--
01-CJ-J 1-11-54-01-108
6,973
--
02-CJ-2H-11-54-01-129
8,513
22,954
01-CJ-J 1-11-54-01-110
28,857
--
02-CJ-2H-11-54-01-132
17,039
29,085
01-CJ-J 1-11-54-01-112
7,513
--
02-CJ-2H-11-54-01-128
6,732
11,533
02-CJ-2H-11-54-01-127
6,330
16,749
02-CJ-2H-11-54-01-130
15,291
45,155
02-CJ-2H-11-54-01-131
--
25,986
02-CJ-2H-11-54-01-133
6,718
20,242
196,472
181,886
01-CJ-9K-11-54-01-006
58,449
43,704
02-CJ-2A-11-54-01-004
21,859
64,593
80,308
108,297
472,972
71,258
AD-1169-30-15-512
130,053
104,217
AD-12521-02-55-12
14,685
26,244
OW-PY'01-04-00
46,109
64,401
190,847
194,862
1-5
Monroe County, Florida
Board of County Commissioners
Schedule of Expenditures of Federal Awards
and State Financial Assistance - Continued
For the Fiscal Year Ended September 30, 2002
Federal/State Agency,
Pass -through Entity
Federal Program/State Project
CFDA
Number
Department of Labor- Continued:
Passed through South Florida Employment & Training Consortium:
JTPA Liaison 2000
17.250
JTPA Liaison 2001
17.250
JTPA Summer Youth Employment & Trng Prg 00
17.250
Total Program
Total Federal Agency
Department of Transportation:
Direct Program:
Federal Aviation Administration:
Key West/Marathon AIP-1198
20.106
Key West AIP-1400
20.106
Key West AIP-3715
20.106
Key West AIP-3716
20.106
Key West AIP-3716
20.106
Key West AIP-3718
20.106
Key West AIP-3719
20.106
Marathon AIP-4415
20.106
Marathon AIP-4416
20.106
Total Program
Transportation Planning Assistance
20.205
National Highway Traffic Safety Administration:
Sheriffs Office Motorcycle Safety Project
20.600
Sheriffs Office Child Restraint Safety Program
20.600
Total Program
Total Federal Agency
The accompanying notes are an integral part of this schedule
IN
Cash
Contract Grant Number Receipts Expenditures
WWW-PY'01-01-01
WWW-PY'01-01-02
WIA-YS-PY'00-25-06
3-12-0037-1198
3-12-0037-1400
3-12-0037-1501
3-12-0037-1602
3-12-0037-1702
3-12-0037-1802
3-12-0037-1902
3-12-0044-1500
3-12-0044-1601
1,729
22,970
47,390
72,089
262,936
391,566
1,262,604
50,750
3,624
542,695
2,251,239
FAP#8888-488/AI893 104,275
FM-01-25-02-01 /AJ929 60,477
OP-01-02-20-01 /AJ979 35,788
96,265
2,451,779
26,283
26,283
221,145
33,549
202,438
1,710,517
50,750
848
21,649
529,842
24,160
597,451
3,171, 204
96,670
3,267,874
1-7
Monroe County, Florida
Board of County Commissioners
Schedule of Expenditures of Federal Awards
and State Financial Assistance - Continued
For the Fiscal Year Ended September 30, 2002
Federal/State Agency,
Pass -through Entity
Federal Program/State Project
Federal Emergency Management Agency:
Passed through State Department of Community Affairs:
Hurricane Georges - FEMA-1249-DR-FL
Tropical Storm Mitch- FEMA-DR-1259-FL
Hazardous Mitigation Shutter Project
Hazardous Mitigation Old Courthouse Shuttering Project
Total Program
Terrorism Preparedness
EMA State and Local Assistance FY 02
Total Program
Passed through State Department of Insurance:
Florida Wildfires 2001-FEMA-DSR-2359
Total Federal Agency
U.S. Fish and Wildlife Service:
Passed through State Department of Environmental Protection:
Clean Vessel Act
Total Schedule of Expenditures of Federal Awards
The accompanying notes are an integral part of this schedule
CFDA
Number
83.548
83.548 �.
83.548
83.548
83.552
83.552
15.616
NE1
/.
I,
II
Cash
,. Contract Grant Number Receipts Expenditures
01 UN-6P-11-54-15-007 151,114 87,283
1 01 HM-4R-11-54-15-009 -- 7,232
01 HM-4R-11-54-15-006 81,360 81,013
01-H M-14-11-54-15-022 142,461 137,952
374,935 313,480
02-PR-70-07-38-01-005 397
02-C P-04-11-54-01-044 -- 22,903
-- 23,300
01-01-920 7,609 7,609
—� 382,544 344,389
J
f
LE328 CVA 98-196 -- 50,000
I
$ 4,605,401 $ 5,020,237
1
1-9
Monroe County, Florida
Board of County Commissioners
Schedule of Expenditures of Federal Awards
and State Financial Assistance - Continued
For the Fiscal Year Ended September 30, 2002
State Agency Name
CSFANumber
Florida Department of Community Affairs:
On -site Sewage Replacement- Canal Study/Post Disaster/Little Venice
Emergency Management Base Grant' 20b1
52.003
Emergency Management Base Grant - 2002
52.008
Total Program
52.008 -
Hazardous Material Emergency Plan-2001
Hazardous Material Emergency Plan-2002
52.023
Total Program
52.023 -
Sanitary Wastewater Master Plan
Total Department
Florida Department of Elder Affairs:
Home Care for the Elderly - 2001
65.001
Home Care for the Elderly - 2002
65.001 r
Total Program
--
Alzheimer's Disease Initiative - 2001
65.004
Alzheimer's Disease Initiative - 2002
65.004
Total Program
Community Care for Elderly 2000
Community Care for Elderly 2001
65.010
Community Care for Elderly 2002
65.010
Total Program
65.010
Total Department
-'
Florida Department of Environmental Protection:
Litter & Marine Debris Grant - 2002
r
Solid Waste Recycling & Education 2002
37.009
Small Counties Solid Waste -2002
37.011
Waste Tire Solid Waste-2002
37.012 _
Upper Keys Community Pool
37.015
`
Stormwater Master Plan
37.017
Total Department
37.039
Information provided for state financial assistance but not required for federal awards. Y-
The accompanying notes are an integral part of this schedule. -
1-10
Cash
Transfer To
Contract Grant Number
Receipts
Expenditures
Subrecipients*
01 -DR-1 6-11-54-01 -001
457,462
103,800
--
01-CP-04-11-54-01-044
34,758
--
--
02-CP-04-11-54-01-044
76,837
102,974
--
111,595
102,974
--
01-CP-11-11-54-22-025
5,001
5,001
--
02-CP-11-11-54-22-031
1,878
--
--
6,879
5,001
--
99-DR-1 P-1 1-54-01 -001
--
56,366
--
575,936
268,141
--
KH-172
3,269
2,707
--
KH-272 -
--
379
--
3,269
3,086
--
KZ197
41,758
37,992
--
KZ297
1,252
11,067
--
43,010
49,059
--
KC071
7,318
--
--
KC 171
475,169
362,983
--
KC271
24,945
129,791
--
507,432
492,774
--
553,711
544,919
--
LCO2-22
6,800
12,839
12,839
RE02-22
9,840
127,034
127,034
SCO2-24
36,310
50,000
--
WT02-24
81,912
89,586
--
F0208
180,000
1 0$ 000
180,000
WM739
22,713
--
--
337,575
459,459
319,873
J
Monroe County, Florida
Board of County Commissioners
Schedule of Expenditures of Federal Awards
and State Financial Assistance - Continued
For the Fiscal Year Ended September 30, 2002
State AgencyCSFA Name
Number
Florida Department of Health and Rehabilitative Services:
Rural Matching Grant 2001
EMS Matching Grant -Hazardous Materials Response
64.003
Total Program
64.003
EMS County Award 2000
EMS County Award 2001
64.005
Total Program
64.005
Total Department
Florida Department of Highway Safety and Motor Vehicles:
Choose Life License Plates Fees
Florida Department of State:
Voting Systems Assistance 45.029
Voter Educ., Poll Worker Recruitment & Training 45.029
Total Program
State Aid to Libraries 45.030
South Florida Court Records Preservation
Total Department
Florida Department of Transportation:
Bicycle & Pedestrian Plan 2001-2002
Florida Keys Scenic Highways Coordinator
Long Range Transportation Plan Update
Overseas Heritage Trail Design & Construction 55.008
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport 55.004
Key West Airport 55.004
* Information provided for state financial assistance but not required for federal awards.
The accompanying notes are an integral part of this schedule.
1-12
r
Cash
Transfer To
Contract Grant Number
Receipts
Expenditures
Subrecipients"
MRGO08
--
26,025
EM276
95,581
26,250
95,581
52,275
=_
C0044
--
6,349
--
CG1044
53,584
53,584
1,573
7,922
--
--
*+
149,165
60,197
--
-
2,366
-
32,904
32,904
32,904
-
61,875
61,875
61,875
94,779
94,779
94,779
02-ST-32
175,078
175,078
11-10
2,000
--
271,857
269,857
94,779
FM#25207711401 /AI931
108,919
99,745
FM#25207711401 /AK519
21,037
25,000
==
WPI#6596618/AE270
14,847
--
AL005/4105004-1-54-01
--
753
WPI#6826783/AF373
212,781
759
_=
WPI#6826T84/AF374
65,667
1,779
--
WPI#6826755/A9304
30,971
34,034
25438518401/AF766
6,865
573
=_
25438318401 /AF774
154,953
116,502
--
-1
25436818401 /AF777
116,548
114,158
-- "
25437518401 /AG177
3,445
1,856
--
41265919401 /AL021
--
34
--
41265819401 /AL023
13,032
20,058
--
1
1-13
Monroe County, Florida
Board of County Commissioners
Schedule of Expenditures of Federal Awards
and State Financial Assistance - Continued
For the Fiscal Year Ended September 30, 2002
State Agency Name
Florida Department of Transportation- Continued:
Key West Airport
Marathon Airport i
Key West & Marathon Airport
Key West & Marathon Airport
Marathon Airport
Marathon Airport
Marathon Airport
Total Program
Total Department
Florida Department of Children and Families:
Community Care for Disabled Adults 2001
Community Care for Disabled Adults 2002
Total Department
Florida Fish & Wildlife Conservation Commission:
Derelict Vessel Removal
Derelict Vessel Removal
Total Program
BIP Boot Key Harbor Mooring Field
Boating Improvement Fund
Total Department
Florida Housing Finance Corp.:
State Housing Initiative Program Oct 01-Sept 02
Office of the State Courts Administration:
Civil Traffic Hearing Officer
Florida Department of Justice Administration:
Child Dependency Counsel
* Information provided for state financial assistance but not required for federal awards.
The accompanying notes are an integral part of this schedule.
CFSA
Number
55.004
77.005
77.005
77.006
52.901
22.001
21.001
1-14
- J
f
Contract Grant Number
Cash
Receipts
Transfer To
Expenditures Subrecipients*
41286519401 /AL288
-_
21,893
25437419401 /AG994
/ 53
-"
WPI#6826682/AA828
15,354
3,750
25426919402/AK043
141,766
129,772
25437718401 /AF765
41078019401 /AJ816
77,150
194,085
78,160 =_
518,097
41077919401 /AJ815
114,698
137,056
1,147,368
1,292,171
1,178,481 ==
I
1,303,979
KG-034
78,134
68,952
I,
KG-036
--
19,313
78,134
88,265
FW CC 0059/DV 00- 02
91,565
__
i
FWCC 0059/DV 01010
115,286
199,062
206,851
199,062
FWCC 00139
89,985
38,946
256,928
227,991
553, 764
465,999
824,331
873,936
""
13,661
22,084
22,084
1-15
Monroe County, Florida
Board of County Commissioners
Schedule of Expenditures of Federal Awards
and State Financial Assistance - Continued
For the Fiscal Year Ended September 30, 2002
State Agency Name
South Florida Water Management District:
Stormwater Improvement Projects
CFSA
Number
Total Schedule of Expenditures of State Financial Assistance
" Information provided for state financial assistance but not required for federal awards.
The accompanying notes are an integral part of this schedule.
1-16
i�
i
Cash
Transfer To
Contract Grant Number Receipts Expenditures Subrecipients*
C-12176 -- 199,750 --
$ 4,661,094 $ 4,570,247 $ 414,652
1-17
MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
NOTES TO SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2002
i
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The accounting policies and presentation of the Single Audit report of the
Board have been designed to conform to U.S. generally accepted accounting
principles as applicable to governmental organizations, including the
reporting and compliance requirements of office
of Managemenand Governments, andBuNontProfit
Circular A-133, Audits of States.
Organizations and the Florida Single Audit Act.
Reporting Entity - OMB Circular A-133 set forth the auditing and reporting
requirements for federal awards. The Board has
included a Schedule of
Assistance to satisfy the
Expenditures of Federal Awards and State
audit requirements of all government grantor agencies.
Basis of Accounting - Basis of accounting refers to when revenues and
expenditures or expenses are recognized in the accounts and reported in the
financial statements, and to the timing of the measurements made, regardless
of the measurement focus applied. Revenue
�red cost Revenue reimbursement
from unit contracts
cost
are recognized as program expenses are ncu
contracts are recognized based on the units of services delivered.
NOTE 2 - CONTINGENCIES
Grant monies received and disbursed by the Board are for Such specificaudits purposes
and
i d
are subject to review by the grantor agencies.
requests for reimbursement due to disallowed expenditures. Based on prior
experience, the Board does not believe that such disallowance, the BoaifAsany,
would March
have a material effect on the financial position
24, 2003 there were no material questioned or disallowed costs as a result of
grant audits in process or completed.
I-18
MONROE COUNTY, FLORIDA-BOARD OF COUNTY COMMISSIONERS
SCHEDULE OF MATCHING REQUIREMENTS
FOR THE YEAR ENDED SEPTEMBER 30, 2002
Amount
Received,
Total Receivable,
Contract Reimbursable or Refunded
Program Title Number Expenses Affecting Match
Florida Department of Elder Affairs
Direct Program:
Community Care for Elderly 2001
Community Care for Elderly 2002
Total Department
Florida Department of Health and
Human Services
Passed through State Department of
Elder Affairs and Alliance for Aging:
Title III 2001
Title III 2002
Total Department
KC171 $
362,983
362,983
KC271 $ _
129,791
107,800
$
492,774
470,783
AA129 $
132,177
132,177
AA229 $
394,479
366,715
$ —
526,656
498,892
Grant terms do not coincide with the Board's fiscal year. Accordingly, those grants beginning
in the prior fiscal year have an excess funding/liability presented as of September 30, 2001.
Fixed price contract based on units of service delivered. Balance is remaining funds
unexpended at end of contract.
1-19
(Continued)
Amount
Total
Match % of Match
Funding
Required Required
Required
10.00 ' 40,331
10.00 11,978
52,309
Excess Funding
(Liability) For Excess Funding
Year Ended (Liability)
September 30, September 30,
2002 2001 *
403,314
(40,331)
119,778
10,013
523,092
(30,318)
10.00 14,686
146,864
(14,687)
10.00 40,746
407,461
(12,982)
55,432
554,325
(27,669)
1-20
52,552
52,552
89,663
89,663
(Continued)
MONROE COUNTY, FLORIDA-BOARD OF COUNTY COMMISSIONERS
SCHEDULE OF MATCHING REQUIREMENTS -CONTINUED _
FOR THE YEAR ENDED SEPTEMBER 30, 2002
L
Program Title
Florida Department of Elder Affairs
Direct Program:
Community Care for Elderly 2001
Community Care for Elderly 2002
Total Department
Florida Department of Health and
Human Services
Passed through State Department of
Elder Affairs and Alliance for Aging:
Title III 2001
Title III 2002
Total Department
Excess Funding
Contract
Number
(Liability)
September 30,
2002
KC171 $
12,221
KC271 $
10,013
$ 22,234
AA129 $ 74,976 ••
AA229 $ (12,982)
$ 61,994
Grant terms do not coincide with the Board's fiscal year. Accordingly, those grants beginning
in the prior fiscal year have an excess funding/liability presented as of September 30, 2001.
Fixed price contract based on units of service delivered. Balance is remaining funds
unexpended at end of contract.
1-21
MARVA GREEN, P.A.
Certified Public Accountant
Members American Institute and Florida Institute
of Certified Public Accountants
.O. Box 1529
132 Northside Dr., Suite 101
ey West, FL 33041-1529
Tel. (305) 294-2581
Fax (305) 294-4778
INDEPENDENT AUDITORS' REPORT ON COMPLIANCE AND INTERNAL CONTROL OVER
COMPLIANCE APPLICABLE TO EACH MAJOR FEDERAL PROGRAM AND STATE PROJECT
Clerk Ex Officio
Board of County Commissioners
Monroe County, Florida
Compliance
We have audited the compliance of the Board of County Commissioners, Monroe
County, Florida (the "Board") with the types of compliance requirements
described in the U.S. Office of Management and Budget (OMB) Circular A-133
Compliance Supplement, and the requirements described in the Executive Office
of the Governor's State Projects Compliance Supplement, that are applicable to
each of its major federal programs and state projects for the year ended
September 30, 2002. The Board's major federal programs and state projects are
identified in the summary of auditor's results section of the accompanying
schedule of findings and questioned costs. Compliance with the requirements
of laws, regulations, contracts and grants applicable to each of its major
federal programs and state projects is the responsibility of the Board's
management. Our responsibility is to express an opinion on the Board's
compliance based on our audit.
We conducted our audit of compliance in accordance. with U.S. generally
accepted auditing standards; the standards applicable to financial audits
contained in Government Auditing Standards, issued by the Comptroller General
of the United States; OMB Circular A-133, Audits.of States, Local Governments,
and Non -Profit Organizations; the Florida Single Audit Act (Section 215.97,
Florida Statutes), and Chapter 10.550, Rules of the Auditor General of the
State of Florida. Those standards, OMB Circular A-133 and Chapter 10.550,
Rules of the Auditor General require that we plan and perform the audit to
obtain reasonable assurance about whether noncompliance with the types of
compliance requirements referred to above that could have a direct and
material effect on a major federal program or state project occurred. An
audit includes examining, on a test basis, evidence about the Board's
compliance with those requirements and performing such other procedures as we
I-22
considered necessary in the circumstances. We believe that our audit provides
a reasonable basis for our opinion. Our audit does not provide a legal
determination of the Board's compliance with those requirements
In our opinion, the Board complied, in all material respects, with the
requirements. referred to above that are applicable to each of its major
federal programs and state projects for the year ended September 30, 2002.
i
Internal Control Over Compliance
The management of the Board is responsible for establishing and maintaining
effective internal control over compliance with requirements of laws,
regulations, contracts and grants applicable to federal programs and state
projects. In planning and performing our audit, we considered the Board's
internal control over compliance with requirements that could have a direct
and material effect on a major federal program or state project in order to
determine our auditing procedures for the purpose of expressing our opinion on
compliance and to test and report on internal control over compliance in
accordance with OMB Circular A-133 and Chapter 10.550, Rules of the Auditor
General of the State of Florida.
Our consideration of the internal control over compliance would not
necessarily disclose all matters in the internal control that might be
material weaknesses. A material weakness is a condition in which the design or
operation of one or more of the internal control components does not reduce to
a relatively low level of risk that noncompliance with applicable requirements
of laws, regulations, contracts and grants that would be material in relation
to a major federal program or state project being audited may occur and not be
detected within a timely period by employees in the normal course of
performing their assigned functions. We noted no matters involving the
internal control over compliance and its operation that we consider to be
material weaknesses.
This report is intended solely for the information of the Board of County
Commissioners, management, federal awarding agencies and pass -through
entities, and specific legislative and regulatory bodies and is not intended
to be and should not be used by anyone other than these specified parties.
Marva Green P.A., Inc.
Certified Public Accountants
March 24, 2003
I-23
-- _I MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
FEDERAL PROGRAMS AND STATE PROJECTS
�r
'1 FOR THE YEAR ENDED SEPTEMBER 30, 2002
Summary of Auditor's Results
Basic Financial Statement Section
We issued an unqualified opinion on the basic financial statements.
No material weaknesses were identified.
No reportable conditions were identified which were not considered to be
material weaknesses.
No noncompliance material to the financial statements was noted.
Federal. Awards
The dollar threshold used to determine Type A programs was $300,000.
The Board qualified as a low -risk auditee.
We issued an unqualified opinion on compliance for major programs
No material weaknesses were identified.
No reportable conditions were identified which were not considered to be
material weaknesses.
No audit findings are disclosed that are required to be reported under Section
.510(a) of OMB Circular A-133.
I-24
MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
FEDERAL PROGRAMS AND STATE PROJECTS (Continued)
FOR THE YEAR ENDED SEPTEMBER 30, 2002
Major programs are as follows
Key West Airport Improvement Program,
CFDA 20.106 $ 3,171,204
FEMA Public Assistance Grants,
CFDA 83.548 313,480
Department of Health and Human Services,
Nutrition Title IIIC, CFDA 93.045 382,985
3,867,669
Total Federal Expenditures $ 5,020,237
Percentage of Major to Total Federal
Expenditures 77.R
State Financial Assistance Section
The dollar threshold used to determine Type A programs was $300,000.
We issued an unqualified opinion on compliance for major state projects.
No material weaknesses were identified.
No reportable conditions were identified which were not considered to be
material weaknesses.
I-25
MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
FEDERAL PROGRAMS AND STATE PROJECTS (Continued)
FOR THE YEAR ENDED SEPTEMBER 30, 2002
i
Major programs are as follows:
Department of Transportation -
Key West and Marathon Airports,
CSFA 55.004 $ 1,178,481
Florida Housing Finance Corp., State
Housing Initiative Program, CSFA 52.901
873,936
Department of Elderly Affairs,
Community Care for the Elderly,
CSFA 65.010
492,774
2.545 191
Total State Expenditures
$ 4.570 247
Percentage of Major to Total State
Expenditures
55.7X
Findin s Relatin to the Financial Statements Re wired t
By Generall Accepted Government Auditin Re o
Standards
None
Findin s and Questioned Costs for Major Federal Awards
None
Findings and Ouestinnad r„�+.. c__
None
State P
rted
I-26
MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
SUMMARY SCHEDULE OF PRIOR AUDIT FINDINGS
FEDERAL PROGRAMS AND STATE PROJECTS
FOR THE YEAR ENDED SEPTEMBER 30, 2002
For the year ended September 30, 2001 there were no audit findings concerning
federal programs or state projects required to be reported.
I-27
MONROE COUNTY, FLORIDA
BOARD OF COUNTY COMMISSIONERS
CORRECTIVE ACTION PLAN
FEDERAL PROGRAMS AND STATE PROJECTS
FOR THE YEAR ENDED SEPTEMBER 30, 2002
For the years ended September 30, 2002 and 2001,
there were no
for federal awards and state projects required to be repo reported. audit
Acco dining,
no corrective action plan is required. ngly,
However, we noted other matters involving the internal control over finan
reporting that we have reported to the management of the Board in a cial
letter dated March 24, 2003. Management has responded to those matters ate
tt
writing. �n
I-28
EXHIBIT A-1
DATA INFORMATION FACT SHEET
PART I -For Section 5310 applicants,
Existing
Expanded*
1.
Number of 1-way passenger trips
Provided to the elderly and persons
With disabilities (E & D): Year
41,477
45,000
2.
Number of individual E & D persons
Served: (unduplicated): Year
1,206
1,300
3.
Percentage of E&D needing
wheelchair positions AVERAGE
13.6%
20.0%
4.
Number of vehicles used
For this service:
9
9
5.
Number of ambulatory
Seats available:
186
186
6.
Number of wheelchair positions:
53
53
7.
Annual Vehicle Miles traveled:
236,002
247,000
8.
Avg. Vehicle miles traveled per day
955
1,000
9.
Normal number of days in operation
5
5
10.
Normal Vehicle hours in operations:
(day)
7 am until 6 Pm
7 am until 6 om
11.
Average trip length:
6 miles
6 miles
New*
36 D1FS5310.DOC
EXHIBIT D
Attached is the year 7/1/03-12/31/03 Standard
Coordination/Operator Contract.
01/13/04 EXHIBITD-2004
EXHIBIT 0
Effective: 07/01/03 to 12/31/03
STATE OF FLORIDA
COMMISSION FOR THE TRANSPORTATION DISADVANTAGED
STANDARD COORDINATION/OPEC �k FOR CONTRACT
THIS CONTRACT is entered into between the COMMUNITY TRANSPORTATION COORDINATOR THE
GUIDANCE CLINIC OF THE MIDDLE KEYS, designated pursuant to Chapter 427, F.S., to serve the
transportation disadvantaged for the community that includes the entire area of MONROE county, and
hereinafter referred to as the "Coordinator" and MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS, hereinafter referred to as the "Agency/Operator". The terms and conditions of this
Contract are effective JULY 1, 2003. and will continue through DECEMBER 31, 2003.
WHEREAS, the Coordinator is required, under Rule 41-2.011, F.A.C., when cost effective and efficient, to
enter into contract with a transportation Agency/Operator to provide transportation services; and
WHEREAS, transportation disadvantaged funds includes any local government, state or federal funds that are
for the transportation of transportation disadvantaged; and
WHEREAS, the Coordinator desires to contract with the Agency/Operator for the provision of transportation
services for the transportation disadvantaged; and
WHEREAS, the Coordinator believes it to be in the public interest to provide such transportation services
through the Agency/Operator for the residents of the service area who are clients of the Agency/Operator; and
WHEREAS, the Agency/Operator will provide the Coordinator the opportunity to develop a proposal for any
new transportation services needed; and
WHEREAS, the Agency/Operator, in an effort to, coordinate available resources, will make available
transportation services to the Coordinator.
WHEREAS, this Contract allows for the provisions of transportation services be provided by the
Agency/Operator; in accordance with Chapter 427, F.S., Rule 41-2, F.A.C., and the most current Community
Transportation Coordinator policies.
NOW, THEREFORE, in consideration of the mutual covenants, promises and representations herein, the
parties agree as follows:
THE AGENCY/OPERATOR SHALL:
A. Provide services and vehicles according to the conditions specified in Attachment I.
B. Coordinate available resources and make available transportation services to the Coordinator. Such
services shall be provided in accordance with Attachment I.
C. Every three (3) months, submit to the Coordinator a Quarterly Year to Date Operating Report (from the
Annual Operating Report) detailing demographic, operational and financial data regarding coordination
activities in the designated service area. The report shall be prepared on forms provided by the
Commission for the Transportation Disadvantaged, hereinafter Commission, and according to the
instructions for the forms.
0. Comply with audit and record keeping requirements by:
1. Utilizing the Commission recognized Chart of Accounts defined in the Transportation
Accounting Consortium Model Uniform Accounting System for Rural and Specialized
Transportation Providers (uniform accounting system) for all transportation disadvantaged
accounting and reporting purposes. Agencies/Operators with existing and equivalent
accounting systems are not required to adopt the Chart of Accounts in lieu of their existing
Chart of Accounts but shall prepare all reports, invoices, and fiscal documents relating to the
transportation disadvantaged functions and activities using the chart of accounts and
accounting definitions as outlined in the above referenced manual.
2. Maintaining and filing with the Coordinator such progress, fiscal, inventory and other
reports as the Coordinator may require during the period of this contract.
3. By reserving to the Coordinator, the right to r•onduct finance and compliance audits at
any time. Such audits conducted by the Coordinator will be at the expense of the Coordinator.
E. Retain all financial records, supporting documents, statistical records, and any other documents
pertinent to this Agreement for a period of five (5) years after termination of this Agreement. If an audit
has been initiated and audit findings have not been resolved at the end of the five- (5) years, the
records shall be retained until resolution of the audit findings. The Agency/Operator shall assure that
these records shall be subject to inspection, review, or audit at all reasonable times by persons duly
authorized by the Coordinator or Commission or this Agreement. The Commission and the
Coordinator -shall -have full access to and the right to examine any of the records and documents during
the retention period.
F. Comply with Safety Requirements by.-
1 . Complying with Section 341.061, F.S., and Rule 14-90, F.A.C., concerning System
Safety or complying with Chapter 234.051, F.S., regarding school bus safety requirements for
those services provided through a school board;
2. Assuring compliance with local, state, and federal laws, and Commission policies
relating to drug testing. and:
3. Complying with Coordinator's System Safety Program Plan (SSPP) for designated
service area.
G. Comply with Commission insurance requirements by maintaining at least minimum liability insurance
coverage in the amount of $100,000 for any one person and $200,000 per occurrence at all times
during the existence of this Contract. In the event of any cancellation or changes in the limits of liability
in the insurance policy, the insurance agent or broker shall notify the Coordinator. The
Agency/Operator shall furnish the Coordinator written verification of the existence of such insurance
coverage prior to the execution of this Contract or proof of a self-insurance program operated by the
Agency/Operator. School board vehicle insurance coverage shall be in accordance with Section
234.03, F.S. and 234.211, F.S.
H. Safeguard information by not using or disclosing any information concerning a user of services under
this Agreement for any purpose not in conformity with the local, state and federal regulations, including
but not limited to 45 CFR, Part 205.50, except upon order of a court of competent jurisdiction, written
consent of the recipient, or his/her responsible parent or guardian when authorized by law.
Protect Civil Rights by:
1. Complying with Title VI of the Civil Rights Act of 1964 and Section 504 of the
Rehabilitation Act of 1973, as amended. The Agency/Operator gives this assurance in
consideration of and for the purpose of obtaining federal grants, loans, contracts (except
contracts of insurance or guaranty), property, discounts, or other federal financial assistance to
programs or activities receiving or benefiting from federal financial assistance and agreeing to
complete a Civil Rights Compliance Questionnaire it so required by the Coordinator
Agency/Operator shall also assure compliance with:
a. Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000d et seq.,
which prohibits discrimination on the basis of race, color, or national origin in programs
and activities receiving or benefiting from federal financial assistance.
b. Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794, which
prohibits discrimination on the basis of disability in programs and activities receiving or
benefiting from federal financial assistance.
C. Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 et
seq., which prohibits discrimination on the basis of sex in education programs and
activities receiving or benefiting from federal financial assistance.
d. The Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101 et seq., which
prohibits discrimination on the basis of age in programs or activities receiving or
benefiting from federal financial assistance.
e. The Omnibus Budget Reconciliation Act of 1981, P.L. 97-35, which prohibits
discrimination on the basis of sex and religion in programs and activities receiving or
benefiting from federal financial assistance.
f. All regulations, guidelines, and standards lawfully adopted under the above
statutes.
g. The Americans with Disabilities Act of 1990, as it may be amended from time to
time.
2. ' Agreeing that compliance with this assurance constitutes a condition of continued
receipt of or benefit from federal financial assistance, and that it is binding upon the
Agency/Operator, its successors, subcontractors, transferees, and assignees for the period
during which such assistance is provided. Assuring that operators, subcontractors,
subgrantees, or others with whom the Coordinator arranges to provide services or benefits to
participants or employees in connection with any of its programs and activities are not
discriminating against those participants or employees in violation of the above statutes,
regulations, guidelines, and standards. In the event of failure to comply, the Agency/Operator
agrees that the Coordinator may, at its discretion, seek a court order requiring compliance with
the terms of this assurance or seek other appropriate judicial or administrative relief, to include
assistance being terminated and further assistance being denied.
J. The Agency/Operator agrees to indemnify and hold the Coordinator harmless for all claims, cost
(including legal fees), and expenses associated with the services provided under this contract arising
out of the negligent acts of the Agency/Operator.
K Comply with all standards and performance requirements of the:
The Commission for the Transportation Disadvantaged [ Attachment II j;
2. The local Coordinating Board approved Transportation Disadvantaged Service Plan
and;
Any entities that purchase service.
Failure to meet the requirements or obligations set forth in this Contract, and performance
requirements established and monitored by the Coordinating Board in the approved Transportation
Disadvantaged Service Plan shall be due cause for non-payment of reimbursement invoices until such
deficiencies have been addressed or corrected to the satisfaction of the Coordinator.
L. Provide Corrective Action. A corrective action notice is a written notice to the Agency/Operator that the
Agency/Operator is in breach of certain provisions of this Contract and that correction is required. Any
corrective action notice will specify a reasonable time for corrective action to be completed. The
Agency/Operator agrees to implement the Corrective Action specified in the notice and provide written
documentation to substantiate the implementation of the Corrective Action.
M. All contracts, subcontracts, coordination contracts will be reviewed annually by the Coordinator and
local Coordinating Board for conformance with the requirements of this Contract.
N. Return to the Coordinator any overpayments due to unearned funds or funds disallowed pursuant to
the terms of this Contract that were disbursed to the Agency/Operator by the Coordinator. The
Agency/Operator-shall return any overpayment within thirty (30) calendar days after either discovery by
the Agency/Operator, or notification of the Agency/Operator by the Coordinator or entity purchasing
transportation, whichever is earlier. In the event that the Coordinator first discovers an overpayment
has been made, the Coordinator will notify the Agency/Operator by letter of such a finding. Should
repayment not be made in a timely manner, the Coordinator or purchasing entity will charge interest
after thirty (30) calendar days after the date of notification or discovery, or the Coordinator will deduct
said amount from future invoices.
O. In performing this Contract, the Agency/Operator shall not discriminate against any employee or
applicant for employment because of race, age, disability, creed, color, sex or national origin. Such
action shall include, but not be limited to, the following: employment upgrading, demotion or transfer;
recruitment or recruitment advertising,; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The Agency/Operator shall insert
the foregoing provision modified only to show the particular contractual relationship in all its contracts
in connection with the development of operation of the Contract, except contracts for the standard
commercial supplies or raw materials, and shall require all such contractors to insert a similar
provision in subcontracts relating to the performance of this Contract, except subcontracts for
standard commercial supplies or raw materials. The Agency/Operator shall post., in conspicuous
places available to employees and applicants for employment for Project work, notices setting forth
the provisions of the nondiscrimination clause.
P. By execution of this Contract, the Agency/Operator represents that it has not paid and, also, agrees not
to pay, any bonus or commission for the purpose of obtaining an approval of its application for the
financing hereunder. Funds disbursed to the Agency/Operator under this Contract shall not be
expended for the purpose of lobbying the Legislature, the judicial branch, or a state agency.
THE COORDINATOR SHALL:
A. Recognize the Agency/Operator as described in Chapter 427, F.S., and Rule 41-2, F.A.C.
B. Insure that entities with transportation disadvantaged funds will purchase Transportation
Disadvantaged services through the coordinated system.
C. At a minimum, annually monitor the Agency/Operator for insurance, safety and reporting requirements,
pursuant to Chapter 427, F.S., and Rule 41-2, F.A.C. The information contained in the Annual
Operating Report must be collected, at a minimum, quarterly from the Agency/Operator.
THE OPERATOR AND COORDINATOR FURTHER AGREE:
A. Nothing in the Contract shall require the Coordinator to observe or enforce compliance with any
provision thereof, perform any other act or do any other thing in contravention of any applicable state
law. If any provision of the Contract is found by a court of law to violate any applicable state law, the
purchasing entity will at once notify the Coordinator in writing in order that appropriate changes and
modification may be made by the Coordinator and the Agency/Operator to the end that the
Agency/Operator may proceed as soon as possible with the provision of transportation services.
B. If any part or provision of this Contract is held invalid; the remainder of this Contract shall be binding on
the parties hereto.
C. Termination Conditions:
1. Termination at Will - This Contract may be terminated by either party upon no less than
thirty (30) days notice, without cause. Said notice shall be delivered by certified mail, return
receipt required, or in person with proof of delivery.
2. Termination due to Lack of Designation - in the event that the Coordinator so
designated by the local Coordinating Board and approved by the Commission, loses its
designation, this contract is terminated immediately upon notification to the Agency/Operator.
Notice shall be delivered by certified mail, return receipt requested, or in person, with proof of
delivery. Notice shall be effective upon receipt.
3. Termination due to Disapproval of Memorandum of Agreement - In the event that the
Commission does not accept and approve any contracted transportation rates listed within the
Memorandum of Agreement, this Contract is terminated immediately upon notification to the
Agency/Operator. Notice shall be delivered by certified mail, return receipt requested, or in
person, with proof of delivery. Notice shall be effective upon receipt.
4. Termination due to Lack of Funds - In the event funds to finance this contract become
unavailable, the Coordinator may terminate the contract with no less than twenty-four (24)
hours written notice to the Agency/Operator. Notice shall be delivered by certified mail, return
receipt requested, or in person, with proof of delivery. Notice shall be effective upon receipt.
The Coordinator shall be the final authority as to the availability of funds.
5. Termination for Breach - Unless the Agency/Operator's breach is waived by the
Coordinator in writing, the Coordinator may, by written notice to the Agency/Operator, terminate
this Contract upon no less than twenty-four (24) hours notice. Notice shall be delivered by
certified mail, return receipt requested, or in person with proof of delivery. Waiver by the
Coordinator of breach of any provision of this Contract shall not be deemed to be a waiver of
any other breach and shall not be construed to be a modification of the terms of this Contract,
and shall not act as a waiver or estoppel to enforcement of any provision of this Contract. The
provisions herein do not limit the Coordinator's right to remedies at law or to damages.
6. Upon receipt of a notice of termination of this Contract for any reason, the
Agency/Operator shall cease service and prepare all final reports and documents required by
the terms of this Contract. A final invoice shall be sent to the Coordinator within thirty (30) days
after the termination of this Contract.
D. Renegotiations or Modifications of this Contract shall only be valid when they have been reduced to
writing, duly approved by the Coordinator, and signed by both parties hereto.
E. Agency/Operator shall assign no portion of this Contract without the prior written consent of the
Coordinator.
F. This Contract is the entire agreement between the parties.
G. Attachments I and 11 are an integral part of the Contract and are hereby incorporated by reference into
this Contract. All subsequent attachments are of an optional nature.
H. Notice and Contact:
The name and address of the contract manager for the Coordinator for this Contract is:
Maureen Grynewicz
Guidance Clinic of the Middle Keys
3000 41" Street, Ocean
Marathon, FL 33050
The representative/position of the Agency/Operator responsible for administration of the program
under this contract is:
Administrator, Transportation
Monroe County Transportation
1100 Simonton Street
Key West, Florida 33040
In the event that different representatives are designated by either party after execution of this
Contract, notice of the name and address of the new representative will be rendered in writing to the
other party and said notification attached to originals of this Contract.
This contract and its attachments contain all the terms and conditions agreed upon by the parties hereto.
WITNESS WHEREOF, the parties hereto have caused these presents to be executed.
AGENCY/OPERATOR:
Monroe County Board of County
Commissioners
[ Agency/Operator Name ]
Dixie M. Spehar
Typed/Printed Name of Authorized Individual
Signature
Mayo;
Title
APPROVED AS TO FORM
AND LFeAL SUFFICAIV7
ANNA'r��� ivies
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7
ICY L. K AGE, CLERK
DE Ty CLERK
COMMUNITY TRANSPORTATION
COORDINATOR
Guidance Clinic of the Middle Keys
[ Coordinator Name]
Debbie Barsell, MSW, CAP
Typed/Printed Name of Authorized Individual
Si n
Executive Vice President
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ATTACHMENT I
AGENCY/OPERATOR CONTRACT
SERVICE DESCRIPTION
1. The Agency/Operator will be able to provide:
Ambulatory and wheelchair service, paratransit
2. The Agency/Operator will be available to provide transportation
Monday thru Friday, 7:00 am to 6:00 pm
Days Agency/Operator will not be able to provide services:
Service will not be provided on Saturday and Sunday or County holidays
3. Vehicles Agency/Operator will use to transport all passengers
Please attach
4. Vehicle/Equipment Standards (if any)
Air Conditioning, first aid kit, fire extinguisher, warning triangles, 2 way radios
5. Driver Requirements (if any)
All drivers are required to have a CDL B drivers license with airbrake and passenger endorsements.
Drivers are required to pass physicals and drug tests
6. Training
All drivers are trained prior to being released to drive.
7. Agency/Operator' fare structure
The CTC will reimburse MCSS the rate of $5.70 per person per one way trip and $0.31 per mile per trip
outside designated service areas for trips coordinated by the CTC. Monroe County Social Services will
pay a $0.20 administrative fee per one way trip to the CTC.
8. Billing/Invoicing and Reimbursement procedure for Agency/Operator
Monthly invoices, quarterly operating reports
9. Reporting Requirements
Monthly invoices, quarterly operating reports
ATTACHMENT II
The Commission for the Transportation Disadvantaged
Standards and Performance Requirements
Pursuant to Rule 41-2.006, Florida Administrative Code, the Community Transportation Coordinator and any
Transportation Operator/Agency from whom service is purchased or arranged by the Community
Transportation Coordinator shall adhere to Commission approved standards. These standards shall include:
It (a) Drug and alcohol testing for safety sensitive job positions within the coordinated system regarding pre-
employment, randomization, post -accident, and reasonable suspicion as required by the Federal
Highway Administration and the Federal Transit Administration;
(b) An escort of a passenger and dependent children are to be transported as locally negotiated and
identified in the local Transportation Disadvantaged Service Plan;
(c) Child restraint devices shall be determined locally as to their use, responsibility, and cost of such
device in the local Transportation Disadvantaged Service Plan;
(d) Passenger property that can be carried by the passenger and/or driver in one trip and can be safely be
stowed on the vehicle, shall be allowed to be transported with the passenger at no additional charge.
Additional requirements may be negotiated for carrying and loading rider property beyond this amount.
Passenger property does not include wheelchairs, child seats, stretchers, secured oxygen, personal
assistive devices, or intravenous devices;
(e) Vehicle transfer points shall provide shelter, security and safety of passengers;
(f) A local toll free phone number for complaints or grievances shall be posted inside the vehicle. The
local complaint process shall be outlined as a section in the local Transportation Disadvantaged
Service Plan including, advising the dissatisfied person about the Commission's Ombudsman Program
as a step within the process as approved by the Local Coordinating Board;
(g) Out of service area trips shall be provided when determined locally and approved by the local
Coordinating Board, except in instances where local ordinances prohibit such trips;
(h) Interior of all vehicles shall be free from dirt, grime, oil, trash, torn upholstery, damaged or broken
seats, protruding metal or other objects or materials which could soil items placed in the vehicle or
provide discomfort for the passenger;
(i) Billing requirements of the Community Transportation Coordinator to subcontractors shall be
determined locally by the local Coordinating Board and provided in the local Transportation
Disadvantaged Service Plan. All bills shall be paid within 15 calendar days to subcontractors; after
receipt of said payment by the Community Transportation Coordinator, except in instances where the
Community Transportation Coordinator is a non -governmental entity;
(j) Passenger/trip database must be maintained or accessible by the Community Transportation
Coordinator on each rider being transported within the system;
(k) Adequate seating for paratransit services shall be provided to each rider and escort, child, or personal
care attendant, and no more passengers than the registered passenger seating capacity shall be
scheduled or transported in a vehicle at any time. For transit services provided by transit vehicles,
adequate seating or standing space will be provided to each rider and escort, child, or personal care
attendant, and no more passengers than the registered passenger seating or standing capacity shall
be scheduled or transported in a vehicle at any time;
(I) Drivers for paratransit services, including coordination contractors, shall be required to announce and
identify themselves by name and company in a manner that is conducive to communications with the
specific passenger, upon pickup of each rider, group of riders, or representative, guardian, or associate
of the rider, except in situations where the driver regularly transports the rider on a recurring basis.
Each driver must have photo identification that is in view of the passenger. Name patches, inscriptions
or badges that affix to driver clothing are acceptable. For transit services, the driver photo identification
shall be in a conspicuous location in the vehicle;
(m) The paratransit driver shall provide the passenger with boarding assistance, if necessary or requested.
to the seating portion of the vehicle. The boarding assistance shall include opening the vehicle door,
fastening the seat belt or utilization of wheel chair securement devices, storage of mobility assistive
devices, and closing the vehicle door. In certain paratransit service categories, the driver may also be
required to open and close doors to buildings, except in situations in which assistance in
opening/closing building doors would not be safe for passengers remaining on the vehicle. Assisted
access must be in a dignified manner. Drivers may not assist wheelchair up or down more than one
step, unless it can be performed safely as determined by the passenger, guardian, and driver;
(n) All vehicles ordered or put into service after adoption of this section of the Rule, and providing service
within the coordinated system, shall be equipped with two-way communications in good working order
and be audible to the driver at all times to the base. All vehicles that are not equipped with two-way
communications shall have two years to be in compliance after the adoption date of this section of the
Rule;
(o) All vehicles ordered or put into service after the adoption of this section of the Rule, and providing
service within the coordinated system, shall have working air conditioners and heaters in each vehicle.
Vehicles that do not have a working air conditioner or heater will be scheduled for repair or
replacement as soon as possible. All vehicles that are not equipped with an air conditioner shall have
two years to be in compliance after the adoption date of this section of the Rule;
(p) First Aid shall be determined locally and provided in the local Transportation Disadvantaged Service
Plan; and
(q) Cardiopulmonary Resuscitation shall be determined locally and provided in the local Transportation
Disadvantaged Service Plan.
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EXHIBIT F
Federal Fiscal Year 2004 FTA Certifications and Assurances
Required of all Applicants for FTA financial assistance, and all FTA Grantees with an active project receiving
capital program or formula program assistance.
Name of Applicant: Monroe County Board of County Commissioners
Name and Relationship of Authorized Representative: James L. Roberts. County Administrator
BY SIGNING BELOW, on behalf of the Applicant, declare that the Applicant has duly authorized me to make
these certifications and assurances and bind the Applicant's compliance. Thus, the Applicant agrees to comply
with all Federal statutes, regulations, executive orders, and administrative guidance required for each application
it makes to the Federal Transit Administration(FTA) in Federal Fiscal Year 2004.
FTA intends that the certifications and assurances the Applicant selects on the other side of this document, as
representative of the certifications and assurances in Appendix A, should apply, as required, to each project for
which the applicant seeks now, or may later, seek FTA assistance during Federal Fiscal Year 2004.
The Applicant affirms the truthfulness and accuracy of the certifications and assurances it has made in the
statements submitted herein with this document and any other submission made to FTA, and acknowledges that
the provisions of the Program Fraud Civil Remedies Act of 1986, 31 U.S.C. 3801 et seq., as implemented by
U.S. DOT regulations, "Program Fraud Civil Remedies," 49 CFR part 31 apply to any certification, assurance or
submission made to FTA. The criminal fraud provisions of 18 U.S.C. 1001 apply to any certification, assurance,
or submission made in connection with the Urbanized Area Formula Program, 49 U.S.C. 5307, and may apply to
any other certification, assurance, or submission made in connection with any other program administered by
FTA.
In signing this document, I declare under penalties of perjury that the foregoing certifications and assurances,
and any other statements made by me on behalf of the Applicant are true and correct.
Signature: � ��,.0 Date: �� G 1c .7
/, Name: James L. Roberts. County Administrator
n vA \ Authorized Representative of Applicant
AFFIRMATION OF APPLICANT'S ATTORNEY
for Monroe County Board of County Commissioners (Name of Applicant)
As the undersigned legal counsel for the above named Applicant, I hereby affirm to the Applicant that it has
authority under State and local law to make and comply with the certifications and assurances as indicated on
the foregoing pages. I further affirm that, in my opinion, the certifications and assurances have been legally
made and constitute legal and binding obligations on the Applicant.
I further affirm to the Applicant that, to the best of my knowledge, there is no legislation or litigation pending or
imminent that might adversely affect the validity of these certifications and assurances, or of the performances of
the project.
Signature: v Date: 0
Name: Suzanne A. Hutton
Applicant's Attorney
Each applicant for FTA financial assistance (exempt 49 U.S.C. 5312(b) assistance) and each FTA Grantee with an active capital or formula project
must provide an Affirmation of Applicant's Attorney pertaining to the applicant's legal capacity. The applicant may enter its signature in lieu of the
Attomeys signature, pros -Tided the applicant has on file this affirmation, signed by the attorney and dated this Federal fiscal year.
26
1/14/2004 11:17 AM FYCA5310.130C
EXHIBIT G Not Applicable
CERTIFICATION FOR AGENCIES REQUESTING NON -ACCESSIBLE VEHICLES.
If the applicant wants to purchase non -accessible vehicles for demand responsive
service, the following "Certification of Equivalent Service" must be completed and
included in the application.
CERTIFICATION OF EQUIVALENT SERVICE
The Monroe County Board of County Commissioners certifies that it's demand
responsive service offered to individuals with disabilities, including individuals who use
wheelchairs, is equivalent to the level and quality of service offered to individuals
without disabilities. Such service, when viewed in its entirety, is provided in the most
integrated setting feasible and is equivalent with respect to:
1. Response time;
2. Fares;
3. Geographic service area;
4. Hours and days of service;
5. Restrictions on trip purpose;
6. Availability of information and reservation capability; and
7. Constraints on capacity or service availability.
In accordance with 49 CFR Part 37, public entities operating demand responsive
systems for the general public which receive financial assistance under 49 U.S.C. 5310
and 5311 of the Federal Transit Administration (FTA) funds must file this certification
with the appropriate state program office before procuring any inaccessible vehicle.
Such public appropriate state program office before procuring any inaccessible vehicle.
Such public entities not receiving FTA funds shall also file the certification with the
appropriate state office program. Such public entities receiving FTA funds under any
other section of the FTA programs must file the certification with the appropriate FTA
regional office. This certification is valid for no longer than one year from its date of
filing.
Executed this day of
o,ji,4HOE COUNTY AFTORNEY
,APPROVED A&eT&OW:
SUZANNtA: HUTTON
AGSISTANT�OU A TORNEY
James L Roberts
County Administrator
Signature
1/142004 11:16 AM 33 ExhibitG-2004
I .q:11: Y
APPLICANT CERTiFICATiON AND ASSURANCE TO FDOT
To be completed and signed by an individual authorized by the governing boarc
of the applicant agency and submitted with the grant application.
COMMISSIONERS
The MONROE COUNTY BOARD OF COUNTY certifies and assures to the Florida Department of
Transportation in regard to its Application for Assistance under U.S.C. Section 5310 dated
1) It shall adhere to all Certifications and Assurances made to the federal government in its
Application.
2) It shall comply with Section 341.051 Florida Statutes and Chapter 14-73 Florida Administrative
Code.
3) It has the fiscal and managerial capability and legal authority to file the application.
4) Local matching funds will be available to purchase vehicles/equipment at the time an order is
placed.
5) it win carry adequate insurance to maintain, repair, or replace project vehicles/equipment in the
event of loss or damage due to an accident or casualty.
6). , It will maintain project vehicles/equipment in good woridng order for the useful life of the
vehicles/equipment ,
7) It will return project vehicles/eouipment to the Department if, for any reason, they are no longer
needed or used for the purpose intended
8) It recognizes the Department's authority to remove vehicles/equipment from its premises, at no
cost to the Department, if the Department determines the vehic ies/equipment are not used for tt
purpose intended, improperly maintained, uninsured, or operated unsafeiy.
9) it will not enter into any lease of project vehicfes/equipment or contract for transportation service
with any third party without prior written approval of the Department
10) It will notify the Department within 24 hours of any accident or casualty involving project
vehicles/equipment, and submit related reports as required by the Department
11) it will submit an annual financial audit report to the Department, if required by the Department
Date:
MONROE
ROVED AS
SUZANNE U TO
?ate ASSISTANT OUN7',! � ATTORNEY
Signature:
JAMES L. ROBERTS
COUNTY ADMINISTRATOR
23
OUNTYSMONROE
KEY WEST FLORIDA 33040
(305) 294_4641
Transportation Dept.
1100 Simonton St. Rm 1-181
Gato Building
Key West, F133040
305-292-4422 Phone
305-292-4411 Fax
January 21, 2004
Ms. Gloria Putiak
South Florida Regional Planning Council
3440 Hollywood Boulevard, Suite 140
Hollywood, FL 33021
Dear Ms. Putiak,
Murmy E. Nelson, District 5
Dbde M. Spehar,
Charles -SMY McCoy, District 3
93 jr
n> .
Please find attached the U.S.C. Section 5310 year 29 Capital Assistance Application
for year 2004 for Monroe County Transportation for your review.
Sincerely,
Jerry Eskew;
Sr. Administrator, Transportation
CC: Ike Mahmood
Federal Transit Programs Engineer, FDOT Miami