2000-CJ-D8-11-54-01-086 01/19/2000
.
State of Florida
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
00-CJ-D8-11-54-01-086 in the amount of $29,016,
for a project entitled: Samuel's House Shelter for
Women and Children I
for the period of 10/01/1999 through 09/30/2000, in accordance with
the statement of work contained in the subgrant application, and
subject to the Department of Community Affairs' conditions of
agreement and special conditions governing this subgrant.
as'~-F~
(Signature of Authorized Official)
z'oo 0
Shirley Freeman, Mayor of the Monroe County Board of Commissioners
(Typed Name and Title of Official)
".
\\.
,
\
;'1
DCA-CJ Form 1 (June, 1985)
Attachment "A"
State of Florida
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Sadowski Building
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
SUBGRANT AWARD CERTIFICATE
Subgrantee: MODroe County Board of CODIIDissioners
Date of Award:
Grant Period: From: 10/01/1999 To: 09/30/2000
Project Title: Samuel's BOuse Shelter for
Women and chilc:lr8l1 I
Grant Number: 00-CJ-D8-11-54-01_086
Federal Funds: $29,016.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $9,672.00
Total Project Cost: $38,688.00
Program Area: 20A
Award is hereby made in the amount and for the periOd shown above
of a grant under Title I of the Omnibus Crime Control and Safe
Streets Act of 1968, P.L. 90-351, as amended, and the Anti-Drug
Abuse Act of 1988, P.L. 100-690, to the above mentioned subgrantee
and subject to any attached standard or special conditions.
This award is subject to all applicable rules, regulations, and
conditions as contained in the Financial and Administrative Guide
for Grants, Guideline Manual 7100.10, Office of Justice Programs,
Common Rule for State and Local Governments and A-a7, or OMS
Circulars A-110 and A-21, in their entirety. It is also subject
to such further rules, regulations and policies as may be reasonably
prescribed by the State or Federal Government consistent with the
purposes and authorization of P.L. 90-351, as amended, and
P.L. 100-690.
SUBGRANT AWARD CERTIFICATE (CONTINUED):
This grant shall become effective on the beginning date of the
grant period provided that within 30 days from the date of award,
properly executed Certificate of Acceptance of Subgrant Award
is returned to the department.
~.~
Authori ed Official
Clayton H. Wilder
Community Program Administrator
Bureau of C~1"'ity AIIs.t.stance
ll..:....J 1.. c; '1
Date
[X]This award is subject to special and/or standard conditions
(attached) .
SCA Revised 7-1-79
Department of C~ity Affairs
Division of Housing and Community Development
Bureau of CnmMuDity Assistance
The Sadow.ki BUilding
2555 Shumard Oak Boulev.rd
T.llaha...., Plorida 32399-2100
SPECZAL COHDITIOH(S)/QBHERAL COMNENT(S)
Grantee (Hame of SPA):
Bureau of Community Assistance
Grant NUmb.r: OO-CJ-D8-11-54-01_086
Grant Title:
.:..
Samuel's House Shelter for Women and Children
In addition to the general conditions applicable to fiscal
administration, the grant is subject to the following Special
Condition(s)/General Comment(s):
GBNBRAL COHNBNT (S) :
Th. contr.ct for profe..ional ..rvic.. i. approved.
17*..." to be can ~ lJ.IIII} SuIJgtutN:
ContinuItianol~DW~~~J:laY. ~No
17*..,. lie ~ .........1Iy BCA:
SFV 2CDO DCA Canact NIIIIbIr
00
086
u..q.tD. 99-086 PM: 20A
CFDA t: 11.578
A. N8mes &Addtlaa
1. SUbanrnt ReciDilllt
Name of ChIef F.Iected om. WUh.1mi ~a Harvey , .
TItI. Hayor. Monroe County Board of Commissioners , , . !" ~
"
Addrea 310 n-4"K St.
CIty, StIta, ZIp Code ley Vest. lL 33040 .',
Ala Cada'Phanelll BUNCO,.. ArIa CodeIFalll _'
305.292.3440 30S.292.3466
2. ChIef F"mancial om..
Name of ChIef FirI8ndaI OftIcer Damay lCDlhage
TIlle IIonroe County Clerk of Court
Addreu SOa~tahaad St.
eIly, State, ZIp Co_ ley We.t. lL 33040
~ CGdWPhonelll 8UNCOM .. ~ CodllFaxlll
30S.292.35S0 305,292.3660
3. ImDlernentina Government Aaen Rllaanstbl. far P 'Id
HIm. of ChIef ec.cutIn 0ftIcIa1 J.... L. Roberts
CIty, SID, ZIp Code
COdWPhone III
30S.292.4441
IIonroe County Adm4ft4-trator
PubUc Sentee Bu." lc1mg. S100 College Road
ley West. lL 33040
SUNCOU#
CodeIFa ..
305.292.4544
4. Praject DirIaDr IIIId ContIIc:t Person. if -hit frwn PrajiCt Dhctar' '.
l!UIt be fimDIcMet., of Gawmr.lliRdaI 'ftlDtementlnu
NIme of Praject DhI:aIr u..ftft. S. Lloyd
TIlle . nac: =n.trator E-MaiI~
mcgrnts@mail.state.fl.U8
AddnIa 5100 College Road . .
CIty, S&a. ZIp co.- lay W.st. I'L 33040 . - .. _. ..... . . ..~
Ala CGdIAIonatl . , SUNCQM. ANa CodIllF..
305.292.4474 ' . 494.4474 305.292.4515
Name.. _ of Cf"~,.... Joanna Johnson
Samuel'. Bouse . . . '0 . &Md~
1511 Truman Avenue
cay, .... ZIp coa.: Key West, n. 33040
ANa CGdIAIona. I SUNCOMIlI ~(~. ,
30S.294~ 1184 305.294.9547
~ -.vm. MIIIIIDI'iaI Slate -d Lot:aJ AGiO' . ''Ice
a Adminisntiw Data
1. PrbJICt TJUa (Not to exceed 84 characters. including sPaes)
Samuel's House Shelter for Women and ChildrenJr
2. For Period
PeIiad Month DIy V.,.
lIginring October 1 1999
Ending September 30 2000
3. II the SUbgrIIItM or the ImpIemenung Agency aUembw of a 1.acat CItminaI J&.dce AdvItary Council Of'
Subltallea AIIuu Policy Advfaory ea.ra, Coalillan, or Council? (s.. the Progrur Annount:MrMt fr:r .
..m.., filboMJ,..,.,...) ~V. 0 No
.-
C. FI8caI D8ta
1. ." oth",than fila ChIef FInancial OIIIcItr).Remit Wall'lllt ta:
UN"". Lloyd
Public Service Bu1.lcl1Dg
.5100 Colle.e Road
ltey We.t, rr. 33040
NeD: If the lubp.. II PllUclfl.ttt.g in the SIIta of Florida Comprraaeil omc. el- ~~ntc tran..
Dl'Daram. rIinbIntmInt c:aanat be rllllittW ta any aIhtr entity.
2. MIIhad of PaymIIIt AMoatIdy a qglltwty
(III .........., tIIat the IIIIIIIIad "'.*d b. ~ throughout the .... g... period.)
3. Vendor.(EntIr,..... ~ Idllltfftcatlan Number of ~):
, .59 6000749
4. r"IErarIl""'''.-_1
.. WII the Plajec:t .... PftIjICt caen..w Incame (PGI)? 0 V. . No
(See a.*ft Ho. "... 13 far a UInItIan of PGL)
e. WII the ~~ be.........., 11ft ...... of..... funds? 0 V. at No
(If Vel, . ...... of request InUIt be........)
,
,
Samuel's House - Supplemental Information
Problem Identification:
The concept for Samuel's House was the vision of ODe individual in Monroe County that was
providing IA outreach ministry program to female inmates oftbe Monroe County Jail. In 1998,
tho concept became a reality aDd a woman '5 emergency shelter WU opeud. Tho facility provides
housing to individuals tJw need a place to Slay, whecher they havo been recently released from
' jail or in an abusive situation, the center is open 24 hours a day, 7 da~ a week. Women can
receive a variety of services through community olltreach or in-house programs. Besides tho
ttaditional tralmcut and counselinl sessions. Samuel's House offers . weekly &rOUP meeting tbat
i. focused on spiritual euhatacement through 8Jl iDtetfaith Bibl. study. As in the jail, tho progam
it well received aad altCndancc is OD a voluatary bais.
The development of Samuel's House WU in response to IU IIDaIISWered need in the community.
Women that were either homeless or displaccci hid few altamatives for housing. aad tbose
released &om jail had fow choices. Most just I'IIInIed to tbeir previOUl'UI!OlnJdil1gs and life
pattems UDtiI tho next event brought them back intO the criminal justice system. Seventy-five
percent of tho women who enter Samuel's House hav. com. through the jails, or througb the
County courts. They are eid,<< on probation, in drua oftimder pm..... or in need oftreatmcnl.
Samuel's House provides the missing link. Samuel's House chose it u their mission to break the
cycle and give tho women an opportunity to renew their sease of soIf-WOrth. Women are kept off
the streets, provided with detoxiticalion services, tlIICOUrapd and DIIIIInd to open the door to the
personal process of vocational counseling and uJtimarely,job pl.("~ The outreach p:ogram
offers UI opponunity for women ro consider po.sitive cbanp and bas resulted in some choosing to
participate in the more structured in-house program. Bom propams aequire a cuo manapr to
provide individttllli'Ud services to assist in the transition.
Program Description:
Problems with specific popuWions of women require specific case management, i.e.
individualized programs, medical manapment, court-required record keeping. aDd activity lop.
A case manaacr would develop plans that meet the individuals' court orden and penonal needs.
A trained cue manager will have the expertise in wodcinl with Idcticticm, womea and violence,
and behavioral issues. That ~erson would also have contICIS within tho community when refemaJ
services were n:quired. Tbe case JDaDager would aJao serve as . valuable link bc&wecn the
adminiSU'adve services ofthujudicial system U1d tho service needs of me individual.
Samuel~s House operateS OD simple values and strict rules lOcI reguIAtjOllS. All women must
ranain cloanlDd sober. AU WOIDm must aareo to random testing for substances or alcohol. All
WOlDen mlJlt aaree to go to work, make meetings and aaree to case management. All women
must follow tho illllnlClioJII from their probation officers, COlin appointed officials, and menw
health counselors. Samuel's House provides food, mentorin& COIlll8eIing. shelter, vocational job
readiness, IUd placement in -tr8a1mClllt and mental hoaldJ programs. Cue m.".rment provides
oversight, foUow-up and personalized IponIOnbip. The auached list identifies the SOIVices and
proaram. available in-house or 81 community outreach.
SAMUEL' HOUSE
1111 TRUMAN AVENUE
KEY WEST FLORIDA 33040
SERVICES AND PROGRAMS,
INHOUSE
1. In Ho.... SIlVie. 20 bids woman and chlld...n
2. In house me.l. provided, vocational and employment -.stancI
3. In ho.... substanCe abuae cou...... and mentoring ,
4. In house spiritual enhancement
I. In bo... cIothlnlllnd personal needl will be met.
8.. In hoUS8 court supervision ,
7. In house we do placement for ""port
a. In house we teach peISO..' ,.pon..bllltl..
. 8. In ho... pIOvlde Dental and M8dJcaI nlHlda
10. In-l1o.... structure on cI8Ily living .
11. In-ha.... 8Upport "lSanal development and Hlf esteem
12. Provide tmnsport8llan to NA AA
13. RefeR'818 to dJtferent organlzatlol1l
14. IN-HOUSE GROUPS .
1 Spiritual Enhancement Bible study GII.. flcllltltore
2 Tu_., evening 12 step graup Community and CII.... 7 -IPM
3 Wedn..ay night Codependency Community and Clients 7 -IPM
4 Thursday night Relapse prevention Community and CII.m. 7-
8PM .
5 IndlvldUIIseulons with elle.. by appt dally
OUTREACH PROGRAM FOR COMMUNITY
1. AvaDablDly of showers and m....
2. Cau......ng and .entorshlp
3. Referral to ather agencle. and treatment c.n....
4. OVernight shelter
I.. nme out from the street
-'- - "tyme .""'on.J State ."d l.Dt3J Aa.. ~nca
D. PragIWn Dam (ContInUed)
AdIvitIea Im~ Schea_ Camp... the Activitiea 'lnptemelatian SchedWe showing When .......
In tile Program ~tion Will camrn.nc:e WId hawthe PRI.i-,WfI ~ ThIs cMrt benc:hrnMca .....
IICltMIieI, DatIl admi~.dwand ~ An -x- hu......... far,.mu... ~far... '
prgjllClL PIBe.n _IUD'" -X- to indicllte ana ~ble to your prajecl 0eID the IlCiMtyIKtian that claM
not.ppay to your pmjeat: i.... If your project does not...-n POI. d.... thIt.ctivity from thI. .ched.....
ACTIVITIEs IMPLEMENTAnoN SCHEDULE
Sutijiiii Priij
. . ... .....
10/01/99 - 9/30100
- o.a.- 0.)
ACTMTY/ACTION Oct New DIe ... FIb ... . MIIy Jun Jut Aug ....
SUbmit Monthly CIUna X X X X X X X X X X X X
(~R""""'R.....)
SUbmit au.n.ny Clans '.
~R""'''''''''''Requ..) .
Submit FIMncW aa.eaut P.cage X
8ubmI au.t.ny PIagnIm Rtpan. X X X X
.
SUbmit au.n.n, PGI RIpDftI
(I.,plltlble)noc applicable
....--..... _. ................-
..
.-- - -,-._- "'-.JI' ~m
, 'wG B)'nM".".,....",,1I Local.. .~
e. _ Perfannence ~
Can.- ........ -- ~ - ~ .-.. (....... ill ~ '" far a. fIII-lIIII'
........ ........ - wau - to """'""- Yaur --..... is not.,.,.,.... _ _ ... .
'IICDII'IP'* .ppffc--.-. 'Ail nat..~ far........... .
" tile --- wau...... """" IICll "-........ ......... '*iIoIiwo IlUIIffIIIod il fIIIo cIacumoat or "
wau - ......,... oIIjoolMooto "'--. ""-....TllIlI.........~.farfllrlllor--...
DO NOr mila~ 1mm dIIIrInr ProgQm ~
stM babw."d IJM~".,.. n.,...wy.
Samuel's House - Program Objectives
20A
Corrections AlremaUves - Ha11\vay House
20A. 01
2OA. 02
To provide 75 o~den with transitional housing.
To pmvide 75 ~dC'D with case "1s"a8== services IUd daily
structured activities.
20A. 03
To provide 7S off~ with short team iDdividuals SlId aroup
supportive life skiUs CODn$Oling.
. .
I!dw6. Byrne Memorial St.Jf8 and l.DaIJ A.m.......nce
F. Project Budaet Narrative
You must describe line itMIa for each Ipplicable Budget Category far Which you ere '*PIesting lubgrant
fuading. Pravtdelutncient dltalJ to shaw cast relationships to project activities. In addition, describe.pecIftc
sou..... of matching fundi.
SWt below and UN continuation Pagft .. nece.ury.
- -# ------ n_-.-- -.._"_... _,...."!'" __..~ r'UJlTWII
Case Manager
Salary
FICA 7.5%
W/C 2%
Insurance
$ 32,000.00
2,448.00
640.00
3,600.00
$ 38,688.00
--------
Grant Funds
Local Match
$ 29,016.00
9,672.00
Total
$ 38,688.00
-----
Local Hatch provided by the Monroe County Grants ijatching Fund.
The proposed position is new and will result in a net personnel
increase to the agency.
All purchases will be made in accordance with the Monroe County
Purchasing Policy Procedures.
The Case Management Position will require:
*CAP or 5 years administrative skills in Case Management of this
population of women
*Minimum of 40 hour/week and be on-call with a beeper
*Strong organization and documentation skills
*Knowledge of local and state agencies
*Strong networking skills through the county's mental health and
judicial agencies.
*Ahility to communicate with clientele
*Strong developmental skills in identifying goals and objectives
of clients
*Understanding of measurable outcomes
*Accurate record keeping
*Ability to work independently with residents and families
*A valid driver's license
*No past criminal record and passing of criminal record checks
-. · .- ,,'U!I WV.....U. lUlU ~y:snun ,mPl'01fenlflllt FonnUI.~nurt Pragl'lllll
EtARn. ~yme Memodal stam and Lot:aI Aaistarnce
G. Project Budget Schedule
The Project BUdget Schedule inclUdes six Budget Cat8gori.. (Salari.. and Benefits, Contractual Services,
&p...., Opermfng Capital Outtay (OCO), Datil Proceaing Snces, and IndifllCt Colts) and Totat Praject
Colts. Total Local Match must be 8 minimum 0125% of the Total Budget.
Type or PrInt Dollar Amoum. Only In AppIIcUIe CatlIgoriee and Leave other. BIMIe.
Sudg. Cat8gory Fed'" Match Total
Salari.. And Benefits
Contractua. Services $ 29.016.00 9.672.00 $ 38.688.00
.-
expenua
Operating Capal Outlay
DMa PraCllSing
Indirect CoatI
Totall $ 29.016.00 9.672.00 $ 38.688.00
~'-- --..--. ---- -I......" ''''IN "'....._,.. rW''''U'fI ""...,,~ r,w",.."
Edwaro _,pne Memorial State and Local Assista"..e
H. AcceDtance and Aaraernent
All pll'lons inYaMId In or having administrative responsiblflty forthe sUbgrant must reed th....Acceplance and
Agreement" condJItans. TIll. "AcceataftCe .nd AGreement'" (Section Hl must be retumed as I*t oftll.
comDleled .mlcatlon.
Note Condition No. 12: Only project ca.g Incurred on or after tile etfectJve date of till. .w.ment and
on or prior to the tennlnldlon d8te of a Nclplents project are eligible for reimburHment.
Conditions af Agreement.. Upon approval of this lubgrant, the approved application and the faflOlNing terms af
conditions wiD became binding. Non-compliance will result in project costs being disallowed.
The term "department"'. unl.. otherwise stated, refers to the Department of Community Main. The a.m
"Bureau., unl.. othlrWilsltat8d, raters to the BW'IIau of Community AIsist8nc:e.
The term .......... _plant" ,..,.. to the governing body of . city or a county or an Indian Tribe which
performs c:rImin.a jU8tlce functions as d*mined by the U.S. Secnary of the IntIrior. and ~ ...
..mpt........ng .-cy'" Which I. a subordinate agency of a city, county or Indian Tribe. or an agency undIr
the dlrectlan of an elected offtclal (far IDlMlple, Sherttr ar Clerk of the Court).
1. RIpOMs
L Praject Performance Reports:
The recipientlh8U submit department Qu8ltedy Ptojed. PedomrIllJCe Repottatothe Bu....u by February
1, May 1, August 1, and within forty-five (45) days aft<< the subgrant termination d8te.
In addJtian. if the subgrant award period Is extended beyond the .origin'" project period, additional
Ouartedy Project Pedonnanee RepottSlhaU be submitted.
~ R~aIRepans:
Ths recipient IhaU have a choice of submitting either IItWhIy or auMMy Financial CIain Repona
[DCA-eJ Form-3(A-G) RetIiaed OM8} to the bureau. Monthly IWmbur.1IMIIt ClaIms (1-11) aN
due tIIIrty4Ie (31) day8 __the end of the NpOrtIng period. QuarWIy Relmb&nement CIaIma
(1-3) ... due tbIrty-one (31) dap after the end of the NpOrtIng period. A tInaI t=In8nt:;./ a.m
Repon Ind a 0IninIII JUIIJt:e Connet (RnMdaI) OoNOUt Pet:kIIge wi belUbmitted to the bulwau
wiIhIn forty-five (45) daya oftha IUbgrant termination period. Such claim shaJI be distinctly identifted u
"IInar.
Before the "liner claim wtI be PRaIsed, the recipient must submit to the department au outatanding
project I'IpCIrta and m&IIt haw AtIIfiId au .... canditianl. FIiure to compty with tht abcM
pnMsions .... I'aIUIln farfeIbn of Nimburument.
The I'ICipiIId IhallIUbmIt department Quartertv Project GMerated Inr:<<rIe Repotta to the bn.u by
February 1, May 1. August 1, lad WItbIn tarty.ftv. (a) dap attar the sullgrant twmIndon ...
CCMrlng IUbgrant praject gennted income and expenditures during the pnNiaus quartlr. (See
PagflPh 14. Pragram Income.)
c.. other Reporta:
The ,.... IhaII SUbmIt 0Iher rIpOrtI .. may be ....sonably required by the bu....u. All f8qulred
AIpO..... inItrucIIans, and farms ...... be dlstrtbutld with the lubgr.nt award.
2. FIIcaJ Control and Fund AccountIng Procedures
The NCipient ..........bllh .... contraa ancI fund accounting procedure. that...we proper dlsburument
Md accounting aflubgnantfunda and..... non-fed.. expenditureL Nt funda spent onthla prajectlhd
be dIabursed aCCDrdIng to PnMatans of the project budget .. appnwed by the bu....u.
-. . ---- -''':1 --..--. UUU ~YOla&"" ""fI,ulffllmfUll ~rmu'iiI .-"illnI r-mglilm
Edwtua ...yme Memorial state and Local Assista"ce .
All expenditures and cost accounting of funds shall conform to Office of Justice Programs Rnanciel Guide,
U.S. Department of Justice Common Rule for state and LDt:sJ Governments, and in federal Office of
Management and Budget's (OMB) CIrculars A-21, A-87, and A-110, in their entirety).
AU funds not spent according to this agreement shall be subject to repayment by the recipient.
3, Approval of Consultant Contracts
The department shall review and approve in writing all consultant conncts prior to employment at .
consubnl Approval shall be b.sed upon the contract's compliance with requirements found In ths 0ftIce
at JUItice ProgrBmS RMnt:iaI Glide, U.S. Department of Justice eamn,an Rule for sea and ~
GcwMJmems. IIld In applicable state statutes. The department's approval at the recipient .~ent does
not conatituta .pproval of consubnt contracts.
... Allowable Costs
Allowance for COlts IncumId Under the sUbgrant shaD be determined according to -General Principl. at
AllaewbiJity 8nd Standards for Selected Colt Items" set forth in the OftIce of Justice Programs Rnanr:ial
GcMte, U.S. 0epaItrnent of Justice Common Rule for st.eAnd l.t:aI Govemment. and fedenIJ OMS Qa.W
No. A-87, "Cost PrInciples for stme.nd Local Governments", or OMS Ci1:cUr No. .4-21, "Colt PrInciples for
Education.,lnstItution...
.
All prac:edUr8S Mlployed In the use of fed.,.1 funds to procure services, suppli.. or equipment, sh.H be
according to U.S. Department of Justice Common Rule for st.ell1ld l..rJt>>I Govemmenta, or Attachment "C1'
of OMS CIrculIv No. .4-110 and Florida law to be eligible for reimburaemlnl
5. TI'IMIt
All travel reimbursement for out~f-state or out~f-grant-specifild work area shall be b.sed upon written
approwl of the department prior to commencement of actual travel.
The cast of all trwwI shd bs reimbursed according to local regulations, but not in eccea of provisions in
SectDJ 112.051, Rodda Statute..
All bill for -.y trawl ap..- sh.11 be submitted aCCOrding to pnwillons In SactbJ 112.081, Rodda
st.tuta.
8. WrIu.n AppravaJ at Changes in this ApProved AQreement
Recipientllhalf obtain appraval from the department for major changes. Th..e include, but are not limited
to:
L Chang.. in project activities, designs or reu.rch pians 1St forth in the approved agreement;
b. Budget devMdlana that do not meet the foHawing cm.ton. That is, a recipient may transfer funds
bIt\-Men budget categori. as long al the total amount of transfer dOlI not exceed ten (10) pen:ent at
the tatalappruwd budget and the transfer il made to an .pproved budget line item; or,
c. Transfers of fundi above the ten (10) Percent cap shaD be made only If a reviled budget Is appnMd by
the department.
d. Und.. no drcumatancea can transfers of fundi increase the teal budgeted award. Tranafera do not
allawfarlncnaing thequantilatiw numberofbma dacumwlted in uyapprDWd budget line item. (Far
........ equipmnltema in Opeming CapIaI Outlay or Expense C8t8gort_ or a1atr poaItIana in the
....... and Ber.db. C8Wgory.)
7. RelmburHment Subject to A_lable ~unda
The obIIgdon of the ... of FIortda to reimburH recipients far Incurred costa II subjectto IIV8iIabie fed...
AntI-Orug Abuse ~ funds. .
- .-.........- - - - --
. - - - -... .....-.- -. ~... . w~, M.'.
Edwan /file Memorial State and Lot:aI Jh:slst... 4e
8. Advance Funding
Adwnce funding ia authorized up to twenty..five (25) percent of the fed.... award for _ch project according
to Section 216.181(14)(b), Rorida Statut.. (1991); the Offtce of Justice Programs Rnanc8 Guide, U.S.
OepartmMt of Justice Common Rule for stat. end l.tx:aI Govemments. Advance funding shall be provided
to I recipient upon a written request to the department justifying the need for such funds. ThIs requeat,
Including the Juatlfication, ...... be encJOMd with the ...bgrant application.
9. Commencement of Project
If a project has not begun within abdy (60) daya after acceptance of the .ubgrant aMrd, the recipient IhaII
lend a ... to the bureau indicating atepl to initiate the proja, _sans for dllay .nd request a railed
praject starting date.
If I project has not begun Within ninety (90) daya Ifter aCClptance of the .ubgrant award, the recipient shall
IInd lnother letter to the bu....u, again explaining reaons for dilly Ind request another rlYiHd praject
ItMing date.
Upon nIC8ipt of the ,,;,sty (90) day lattar, the dlplrtment shaD d-.nine if the reaon for d"'y il jUltifted
ar IhaII, at Ita discretion, unltateraUy termin1t8 this ag.....ent and ~ subgrant funds to other
d8partment IpptDWd projects. The dlplrtment. Mar.warrant8d byllXt8nuatlng circ:umst8ncaa, mayatand
thalt8rting data of the project pat the niNIty (90) day period, but only by fonnlllllldten emendmentto this
.greement.
10. Extension of I Contract for Contractuaf Services
Extension of · contract for contractual MNicas betwMn the recipilnt Ind I contractor (which indudes atl
project bUdget categories) lhaa be in wrfting for. period not to a:eed .. (6) mOnth. and is lubject to ths
sama terms and condlUons set forth in ths initial contract. Only one extension of the contract shaJJ be
Iccaptable, unless failww to compjete tha contract Is dus to ewnts beyond the contraI of the contractor.
11. Excusable Delays
Except with ,.pect to defaUb of consuttants, the recipient shaD not baln default by reaan of any failure in
performance of this ag........ according to Its terms (including any faJhn by the recipient to make ptagraU
In the eactdion ofwark henauncwWhlch andangnluch 1*fDnnMca) if Iuch fa...... IriNa out of CI....
Myond the contrDllnd WIthout the fault or nagHgIIIC8 of the recipia. Such ClUAI incIuda but .. nat
IimitId to leII of God or of the pubHe ~, leII of the gcMmmlllt In ...ltIlovereign or: contrlctual
capacity, fires, ftOOdl, eptdemlcl, quarantine restrtctlons, ItrIkas, bight embargoes, and unusuaUy ....
\WdItr, but In -.y cue the failure to perfann nil be beyond the control and Wfthout the fault or
negJlgIIIC8 of the rac:ipia.
Ifflllureto perfom. is CIUHd byfaBure of I conluJtantta p.rorm arm_ progress, Ind Ifluch fljlure.....
outofClUAI beyond the control of recipient and consultant, and wtthoutflul or negligence of eith.. afthem,
the recipient shall not ba .... in d_uJt, unIar.
L 8uppOes or I8rYicaI to be furnished by the consultant W8I'e obtain... from oth.. sources,
b. The department OIdnd the recipient In WI1tIng to procure such supplies or s.vices from other sources,
and
Co The racipient failed to r-.onably comply with IUch order.
Upon IWIUSltoftha reciPient, the ~ 1haJI...... thefadl and the tDCtant of such fljlura, and
.,.... depertm.. dttarminee that any t.Iura to perform wa -ealioned by one or men said caURa,
,~d~ lChedule...... be .....lCcardlngly.1 , "
~..... .It t!
SFY 2000 Drug Co '01 and System ImptOV&ment Formula 1m Proglflm
Edward Bymeltfemonal State and Local AssIsmnce
12. Obligation of Recipient Funds
Recipient funds shall not under any circumstances be obligated prior to ths effective date or subsequent to
the tmnination date of the grant period. Only project coae incurred on or aft8r the etr.ctive dlde and
on or prior to the termination data oftbe recipiW'e project a.. eligible for Ntmbu.......ent. A colt Is
incurred when the recipient's empfoyee or consultant performs required Services. or when the recipient
receives goods, notwithstanding the date of order.
13. Program Income (also known al Project Gen8l8ted Income)
prag...m income ",..". the graa income ..mid by the recipient during the subgrant period, al a dlnlct
....ult otthelubgrant awmd. Program income...... be h.ndIed acx:onung to the onIce of Justice Pragflml
RnandIJ/ Guide, U.S. Department of Justice Common RuM for smt. and I..Dt>>/ Gowmment. R__ce:
The Cub MMagtImetJt Improvement Act 011810).
14. Performance ot Agreement PnMslanl
In the event of default, non-complience or YioJation of .ny provision at thll .gl'Hmlnt by the recipient, the
,..enrs consultantl.nd supplin. or bath, the department shall Imposs landians It dSMII appropriate
incfUding withhotding p.yments .nd cancellation, tlnninatfon or IUIpenIion of the .g..-nent In wh~e or In
pmt. In such ewnt, the depanment... notify the recipient of Its decision thtty (30) day. In .dvance of the
er.ctive date of such anctIan. The reCIpient Ihall be paid amy for those services satiafactDrily perfarmed
prior to the etfectiw date of such sanction.
15. Access To Records
Th. Department of Community Affairs; the U.s. Ospattment of Justice, Offtce of Justice Programs, Burau
of Justice Assistance; .nd, the Auditor G...... of the state of F1aride, the U.S. Comptraa.. General or .ny
afther duly .uthoriDd representatives, shaH haw access to boob, documents, p.,... and ntcOrdI of the
recipient, implementing agency and contractDrs for the pUrpose of .udlt and examination accarding to the
Oftk:e of Justice Programs Rnl1J* Guide. U.S. Department of Justice Common Rule for stMell/ltJ LDt:t1J
GoNmment.
The department reMfVeI the right to unilateraJly terminate ttds .greement If the AlCiplant, ImpJ8IMIItIng
agency or contractor rtfusu to allow pubic IICCIII to aU documents. pap... I...., or other matIriata
IUbject to pravisiona of Chaptll' 118, FIotita StGtea, and made or received by the recipient or Its contractor
in conjunction with thll .greement.
18. AudIt
.. Recipients that apend $300,000 or men In . ~ In Fed... awardslhaD ... . lingle or pragrmn-
Ipecific audit conductad far that ~. The.....U be perfotmed In ICCOrdancewith the federal OMS
ChUw A-133 and athw .ppUCIbIe .....Iaw. The connct farthla Igf'eMIent .... be identifted with
tile 8Ubject audit in lb. Sch... 01 F..,.. FIMnciaI AalltMce. The conInIc:t IhaII be idenllfted u
fed~ fundi paa-.uuaugh the Florida Department of Community MaIrs and Include the c:omr.c:t
number, CFDA number, IWIfd amount, contract Plriod. funds receiwd and dilburud. When
_able. the recipient lhelllllbmft an annuaIllnancial.udltwhlch m....th. requhmants of Sections
11.45 and 218.348, Florida ma_: and, Chapters 10.550.nd 10.fSOO, Rules of the Florida Auditor
General.
b. A camp.... .udIt I'IpDIt WhIch CO\WI any portfon of the efrCIve dates of this .g,....ent must be
IUbrnftt8d wiIhin 30 days." Ita earn..., but no later than ... (8) months alar the audit period.
In en.. tD be campIete, the lubmittad qport .....1ncIud. any managemn ...... iaued ........,
and ............. Written rws,... to .. ftndIngs. both aUdIt I1IpDrt and management litter ftndIngs.
IncamptD allClt rIpDItI will not be aCClptl.d by the dll'*tlMnt and will be fItUmed to the recipient.
c. The recipient..... haw .Uaudlts earn... by an Independent PubUcAccountant (IPA). The IPA shall
be ..... a CertIfted Public AccaunIant or a Licena. PubUa Accountant.
d. The nlCiplent shall taka appropriate ~ acIIon WithIn aile (8) months ofthetaue dati ofth..UdIt
NpOIt in in8t:IncM of noncompliance will ,.... laM and Ngutatione.
, - - -- - -" - -- -..- -I.....'" ""II,ur"'..m I'"OIIJJUI. ~RII( I"rogram
Edwal, ,yme Memorial state and Loca/.llssis.-lce
.. Th. recipient shaJJ ensure that audit working PIIJ*S .... msde available to the department. or its
d..;gn.., upon request for a Period at three (3) yell" from the date the audit report .. iaad, unless
atended in writing by the department
f. If this agreement Is cIOIed aut without an audit, the dspartment res8MII the right to rec:ov. any
cfaaIowed COlD idMtified in an audit campleted after such closeout.
g. The completed audit reports should be sent to the following address:
Oepaltment of Community Affairs
OffIce of Audit &.vices
2555 Shumard Oak Boulevard
Sadowski Building
TaUllh...... Florida 32398-2100
17. Procedures for ClaIm Reimburument
All claims for reimbursement of recipient COltS shall be submitted an the DCA-CJ Form 3(A-G},
Reviad OMS, PNICrIbed and provided by the bu....... A l'ICipient stIIIU sUbmit 81th. monthly or
quarterty cia..... In order to report current project COlts.
AI claims for reimburument ....1 be, !lubmittld in sufftcient dltait for prop.. Pl'Hudlt and Post..Udlt.
18. Retention of Recordl
The recipient shall maintain aU records and documents for a minimum ofth.... (3) yell" from the date oftha
final financial statement and be awilable for audit and pubic disclosure upon request at duly authariDd
persons.
18. Own..hip of eat. and er.uv. Material
Own..hlp of mamdaI, dlscowria. Inventions, and nIIub dlMfoped, produced, or discoventd 1ub0rdiriat8
to this aar-nem Is gcwwned by the terms of the 0ftIce ot Justice Prag,..ms FInMci8/ Guide, U.S.
Department of JUItIce ComIrJcrft ~ for SUIte MIl I.JJcItI Govemment) or the fed.., OMS c.taiar A-11~
AIIachment N, Pel.."." a
20. Property Aa:ountabmty
The I'IdpiIllt ..... to UII all ftOlHXpIndable property for criminal justice purposes during Its useful life or
r.quest dspartrMnt d",itIon.
The ,....... ....bIIIh and 1Idmi1ist8r. syItIm to Protect. pt8IIIVa, ..... maintIIln and dispose of any
property furni.... to it by .. dapartment or pun:h1Md pursuant to this IIgfMment according to f....
property managlllllnt-.... -faith InthlOftlce of Jlllltlce Programs Flnana./Gafde, U.8. o.partment
of JU81C8 CcImr.w ,.. for State and I.Dce/ Gowmment} or the fed.. OMS CIrr:uMr A-11~
AIIachment N. ThI8 obUglUon contIn.... . long. the recfpient rains thl property, natwithslandlng
..,ntIon of_ ......4-
21. DIsputes and Appt1l1
The department ..... maIca .. d-.Ion in VdIng when NSpondlng.to any dlaputas, dllagr-.nenta or
qlMa1lal1l offllct...... Ulldarthle ......_It and shall distrtbut81t1 NSpOnseto aU concerned PBrtIeI. The
...... IhaI praclld dIIIganay will tile P.....nce of this .g....... .CCOrdIng to the daparlrMnt'a
dacIIion.
If the ....In appTlII the............. decilton, It a.lo shaJI be made In wrtang within ~ (21)
.....,. to the npldn,.... cMrk (agency dart). The I'IlcIpIent's right to appeal the dlpartment's
<IacisIon Is ~..:I In a...,. 12D. Rodda $I..,... and In pracedurwe .. forth in Rde 28-101.104.
FIotItM AGni~.tIh. Code. FaUur. to appeal wiIhIn w. ami frams constlluta a waIvw of proceIdlngs
under Chaptw 1. FIatida __.
~...., .olIO .. ....
.. "-- .. - q u .. - ---- -,,-._.. ....,... _.. _......& r\JIIIIUI. """.".I'ruglilm
Edwa. .3yme Memorial State and Local Assb., _Ace
22. Conferences and In.pection of Wark
Conferences may be hefd at the request of any party to this agreement N. any time, a representative of the
bureau, of ths U.S. Department of Justice Bureau of Justice Assistance or bath have the privilege of visiting
the project aD to monitor, inspect and s..... work perfanned under thll agreement.
23. Publication or PrInting of Reports
.. Before publlcMion or printing, a final draft af any report required under or I*taining to this agreement
IhaD be lent to the department for its IWView and comment.
b. Publications or printed reports covered und. .. above shall Indude the following statements on the
CXMIr page:
(1) "This r.port \WI preparad for ths Florida Department of Community Afras, SttMIn M. Seibert,
Secnary, In COOperation with the U.S. Deputmlnt af Justice. Bureau of JUItIce Assistance. - The
MId printed line shaU Identify the month end year the report w.. published.
(2) "This pragram WU lupported by grant. enrdad to the Department
of Community AfI'aIn, State af Floria, and by the Buren of Justice Militance (BJA), 0ftIce of
Justice Programs (OJP), U.~. o.p.nment of Justice. The BJA II a component of OJP which afso
Includes the Bureau of Justice Statistics, Nationallnatftute of Justice, otnce of JwenH. Justice and
OIIinquency Prevention, and the otIIce far VIctim. of Crime.-
(3) .Points of View, opinions, and condUlions expressed In this report ere those of the recipient mid do
not neceaarily rapntlent the olllcial position or paldes of the State. of Florida 'Department of
Community Aftain, the U.S. Department of Justice, Offtce of Justice Programs, or any other agency
of the state or""" gowmment.
24. Equal Employment Opportunity (eO)
No penon, on the grounds of race. creed, cotor or national origin shalf blexduded hm participation In, be
Nfu.. bendts of, or othllWilllubjected to discrimination under grantsewarded pcnuut to PubIt: Law
-.sI4. Non-DIat:timina Requirement. 01 the A1JtJ..Dtug Abuu Act ot1g88; TIle IV 0I1he CItII R/ghtaAl;t
at1N4; Sacticln ts04 oIlhe Re/t..... A1:l 011'73.. emended; 7JIe 1X00the ~ ~ of
1172; 7beAge~A1:lof1975; at!d. DepattmentolJuat/ce~~2'CFR
Patt 42, SUb,.". c. D. E, F, G and H. .
The recipient and a criminal justice agency that Is theirnptementing agency agAte to certify that they ....
do or do nat rnMt EEO progrmn critlrta .. lit farth In &aar tsD1 01 TlIe ,....,. 0mnIIua em. Control
end s.te StnNa Act 011'" .. 8III8fIded and that they haw or "..,. not formulated. Implemented IIIId
maintained.. curr.1t EEO Pragrmn. SUbmlalan of..... certItIcatIon is a ............ to ........1ntD
.... ...,......." ThIs certllIcation Is. rnaiII r'8pfeMntdon offact upon which ......... .... wMn
..... ................ If the recipient or impIementb. agency meetAa crit8ria but,.,. natform..-.
Impiemellted and IIIaJraIned SUCh . CUIrWIt written EEO Program, they have 120'" aftIr the .. this
Igr8ImInt .. mad. to comply with the /td. or flce loa of federal funds sUbject to the IIIIdIonIIn the
Jwtk>> SyItMJ n,nnmem A1:l 0I1grg, Pub. L. "157, 42 U.s.c. 3701. It Mq. (RefwMce Sec:tIaD 803
(e) 010.. Ac:(, 42 U.s.c. 3783 (e) end 28 CFR SectIon 42.207 CompIance InfotmeIion).
A1Jy lID egency. county or city receMng $500,000 or men in fld..... Anti-Dtug Abuu At:t funds slid
IUbmit Ita eq.... ~ opportunity plan, lndIor the most recent update. wfth Its application, far
IUbmItIeI to the U.8. Dlpertment of Justice, eu....u of JUStice Aalstance far appnwa
25. AIneriaIM witt m...... Ad 1_
8ubgrwaea InUIt comply wfth the nICIUIr'Inwa of the Americans with DlAbUIII-. /td (ADA), Public Law
101-338, which prahIbb dJIc:rtmination by public end Private liliiii.. on the bull of disability end requires
..... 8CCDIIU1IO't..... be made willi Ngard to ......~ (TIlle I), state and leal gOMlam.nt eaMc:e.
and 1ranspoIWk. (TIlle "). public accammodatlans (TIlle III). ... telecommunications (TIlle IV).
.......-...---... - .-
Edward · ne Memorlal St.1ta and Lot:aJ Assist& J
-" ----- ----.-- -.. -.....-.... .......... ......~.... . ..."'...,.
28. Criminal Intelligence System
The purpose of1he federal regulation published in 28 CFR Pert 23 - CttnmIi Int~ Syatems OptllJlt/ng
PoIIt:IN II to UIUnt that recipjenta of fedenll fundi for the DIint:iDIIJ Dumose of opel1lting a crtmiMI
irDIligence lyatem underthe Omnibus Crime Contto/ and SR sn.t. AI:t oI1Nl 42 U.S.C. 3701, fit uq.,
.'8IrJMded(Pub. L ~1, -8IIIMdedbyPub. L 93-83, Pub. L 93-415, Pub. L!U-43O, Pub. L SH 50a
Pub. L 95-115. ad Pub. L N-151}, UN thOle funds in conformance with the prtyacy and constitutional
rights of IndiYiduaJa.
The recipient and a criminal justice agencytl1at Is the Unptamentlng agency agrMto cartifythat they 0....
a criminaf InteIIgence ayatam In accordanca with Sac:tioaa 8Q2(e) MIl 818(0) oftha Onnibus otrr. CotmJI
- Safe StNata AI:t of 11118.. amended and compty with criteria as At forth In 2. eM Patt 23 _ CtIIniMI
Int~ SyItems Opatating PoIt:Iea and In the S....u of JustIce AuIsImIcn Formula GrMt Program
CWdance.. SUblniaion ofth.. ~tlft...dIon .. . pIW'aquIaIIa to .....ag Into thl8agw.m-.t.
Thia cartlftcation is . rnatariaI ~ of r.ct upon which rIIanca was placed when this ag,.....
was made. If the recipient or criminal juatIca agency operata . c:rimlnallntaUiganca Ipt8m and doe. not
meet Ad. and fed... regulation critMa, they must IndicNwhan they plan to come into complianca. Fedn
1- raquiga a lubgrant-fundad crtmlnaJ IntIIIiganca Iystem pruject to be In compliance with the Ad. and
"eraJ regulation _to the... offedarat fundi. The recipient.. r.ponsibIe forthe continued adherence
tD the NgUMtion gavwning the ol*doll of ths Iystem orr.c.e the loa offedn fundi. The depmtment'a
apprcMII of the recipient ag....._ does not COIIItituta apprD\MI of 1he subgrant funded devekJpment or
opandIon of a criminal intelligence system.
27. Non-Procurement. Debarment and SUSpension
The ,.pient agn181 to comply with Executive OnJr12548, DaNtment and Suspension (34 CFR, PM 85,
Section 85.510, PtIItidpant'a Reapon....). Th.e procedures require the recipient to certify It shaU not
enter into III1Y lawertiared COYar8d tranactlon with a parson who is deband, IUlpendad, declared inatiglble
or is voluntarify exduded from participating in this CO\Wed transaction, unI...uthorized by ths department.
28. Payment Contingent on Appropriation
The State of Florida.. performance and obligation tD pay und..thlsa~ Is contingent upon 1111 annual
apprapriatIon by the Florida Lagialature.
28. Fed... R8ltrtctlons on lobbying
The ,.... agrMI to campty will SactDr 31801 PubIc Law 101-121.. tarth In -New Reltrictions on
Labb)1irg; ItDtim FIMI ~, · pubIshed In the Fabtuaty 21, 1_ ,...,. Regist...
Each pamon shall fila the moat CUI'rW1t adlllon olthll CertIft.on And DlscIoIure Form. If applicable, with
-=II ~I that InItIata agency consIdntion of IUCh panIOn far award of federal contnlct, gJWIt, or
CDOpIIIIIIw agrMrrIIIIt of $100,000 or more; or fad.... loan of $150,000 or men.
ThII certlftcatIon Is. maIMaI ~ of fact upon which reliance.. placed when this........
....... SubmIaion of this cartlftcation .. a PfWIIqUiItte to ent8ring into this .greement subject tD
condIIIons and panaiIIaIimpow by SecIbJ 135t 7IIe 31, UnIad st.ta. Cot>>. Any person who fail. tD lie
tha~C8dfftcetion Is subjecttD. c:MI penaltyofnot... than $10,OoOlII1d not more than S1oo,000 far
... falknto fie.
Tha wlderlle_ cMI.... tD the bast of" or her lcnowIedge and bellet, that
L No fad..uy ~ funds haw ... paid or Ihd be paid to any parson for inftuenclng or
atl8mpting tD IntIuenca 1111 oftIcer or ampIoyee of any fed.., agency, . member of cong....., 1111 oftIcar
or Mtf*.y-. of COIlgNa. or 1111 emptayae of. member of cong....ln connection with the awarding of
any fadaraJ 10IIn, the ......80 into of any....... amendment, or modlftcatlon of any federal COIIII'-=t,
gmnt; loan or COGpaIdve ............
~'tll~"" - -.
- - -..- -. -..- -,....", "'lfIIu"..nflll( rurrnuliI (..tant PrOgram
EdwalD - pne Memorial $tam and Local Asslstc....:e
b. If any non-fed.., fundi have been paid or shall be paid to any person for influencing or attempting to
Influence an oftlcer or employee of congress, or an emptoyee ot a member of congress In connection
with thIa federal contract, grMt loan, or cooperative agreement, the undersigned shaJI campi.. and
submit the standard form, Disclosure ot Lobbvina Activiij-., according to its instructionL
C. Th. und..igned shaJJ require that the language of this certification be inclUded In aMrd documents for
aJllubgrant awards at all U.. and that aU IUbgrant recipients lhall certify and dllcfoH aCCOrdingty.
30. State Restrictionl on Lobbying
In addition to the PI'DYilionI contained In Pa..g..ph 30 of Section H, Acceptance and Agreement. the
expenditure of funds for the purpose at lobbying the legislature or a state agency is prohibited under this
contract.
31. Statement of Federal FUnding Percentage and Doll. Amount
When issuing statements, press releases, requests for propo...., bid SOUcilations, and other documents
describing projects or prag..rna funded in whoJe or in part with federal fundi, aU grantees end rwcipi8nts
rac:eiving th... fed.., fundi, inctuding but not limited to lItate and local governments, IhaJI c1.ny stat.:
L The percentage of the total COlt ~!h. prog..m or project that lhall be financed with fed..... funds, and
b. The dollar amount of fed.., fundi to be expended on the project or program.
32. Beclcgrouncl ChecK
It II strongly recommended that baclcgroUnd checks be conducted on eJI personnel providing direct services.
to juveniles.
33. ImmigrMian and Nationality Act
No public funds willlnt8ntionally be 8MRf1d to any contnIctDr Who knowingly empJoys unauthorized alien
woric8rs, constituting a violation of the employment pnMeions contained In 8 U.S.C. Section 1324a(e),
Section 274A(e) of the Immigrmion Met Nationa8ty Act C.'NA.). The Department IhaU considw the
empkJyment by any c:onnctor of unauthariad ...... . violation of Section 274A(e) of the 1NA. Such
vtoIatIon byUle IUbgrant recipient ofths employment pravillons contaNd in Section 274A(.) ofth.,NA.....
be grounds for un.... cancellation of this contract by the Department.
34. Drug Court Projects
A Drug Court ProjlCtfundld by the 8yrne Formula Grant Pragr'lln must corain th.10 key elements outlined
In the U.S. Department of Justice, OftIce of JUItice Pragr.ms. Drug Courts Program 0ftIce, program
guldllinea -Deftning Drug Courts: The K.y Components-, January 1887. Thi. document can be accessed
an the ~ of JUItica Programs WDlfd Wide Web Homepage: http://www.ojp.uadoj.job. '_
" ;nurd"r",
239 i
RESOLUTION NO. -1999
-
-..--....-
A RESOLUTION OF TIm BOARD OF COMMISSIO
OF MONROE COUNTY, FLORIDA AU1HORIZING
SUBMISSION OF A GRANT APPLICATION TO
FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
FY 99/00 ANTI-DRUG ABUSE GRANT PROGRAM
..-...--..-.-
. .--.-- .-.
I
I JI 2 5 199~ '
i
--..- --
c::\ '~..~''':,Ti'. :.:,
("":~:.,,: .\ :...L .~ 1:" :~:
-
WHEREAS, the Department of Community Affairs has aanounced the FY99/00 funding
cycle of the Anti-Drug Abuse Act Formula Grant Program; and
WHEREAS, on April 14, 1999, the Monroe County Board of Commissioners agreed to
serve as the coordinating unit of government in the pn:paration of the grant proposals and in the
distribution of funds allocated to Monroe County !J the amount of $230,028 with a 25% cash
match requirement; and
WHEREAS, the Monroe County Substaace Abuse Policy Advisory Board. with concern
given to the County's current drug control efforts, hu recommended certain programs receive
funding to provide the community with activities focused on dnJg and alcohol education,
prevention, rehabilitation, and treatment; now therefore,
. I
BE IT RESOLVED BY mE BOARD OF COUNlY COMMISSIONERS OF
MONRO~ cqUNTY, FLORIDA, that:
I. The Board of County Q>mmissioners CODCurs with the Monroe County Substance
Abuse Policy Advisory Board's recom"'~dations; and that
2. The County Administrator is hezeby authorized to sign and submit the application
packet for the FY99/00 grant funds to the Department of Community Affairs Anti-
Drug Abuse Grant Program; and that
3. This resolution shall become effective immediately upon adoption by the Board of
County Commissioners and execution by the Presiding Officer and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida,
at a regular m~g of said Board held on the 9* day of June, A.D., 1999'
Mayor Wilbelmi'll Harvey
Mayor ProTem Shirley Freeman
"COmmi.sioner Neugent' ,..
Commissioner Williams
Commissioner Reich
ves
yes
yes
yea
yes
Attest: .
tIfAIJ
AnlftDNt . ~a.;..';X
.
-... . ........
Monroe .County Board of Commiqioners
. .. ~
BY:~.~~',~ . -,- -...b-- e~~
. .
"
r'~TE
i.:A. ~
5.l~
".-- .;.-:"'".::.!,;..1 -
. ....-...... I
~ ~ _J::
~ 3~~~~~E
. "~t
IDes L. Roberts
tunty Administrator
onroe County Public Service Building
00 College Road
:y West, FL 33040
1Y 28, 1999
lyton H. Wilder
:A - Community Assistance
imina! Justice Programs
55 Shumard Oak Blvd.
llahassee, FL 32399-2100
r-'""- BOARD OF COUNTY COMMISSIONERS
-, '-p-- Mayor WiJlWmiaa HIm:y. Oistricc J
Mayor Pro TOlD Shirley Fn:cmaa. DIsIricIJ
Georp Neu... Dislricc 2
Hen WlUiIms, Disrric:t 4
Mary Kay Rcic:h. Disaric:t s
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SignatUre Authority - FY99/00 Monroe COWlty Anti-Dmg Abuse Grant Program
ar Mr. Wilder,
LY this letter serve as authorization for Deanna S. Uoyd to have signatUre authority in order to conduct the
siness related to program implementation. If any additional information or documentation is required. please
ltact 305.292.4474. Thank you.
LCordy, L;;fJ
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ncs L. Roberts
unty Administrator
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8FY2IJtJO D1ug COntIaIand Syamm ~ FatrnuM Glut PnJgIWn
EdwwrI Byrne.....,.......,..., ...,.,.,..
Cettlllcatlon of Compliance
with Equal EmpJoymwn Opportunity (EEOJ
I'tDgram Requl""".",. _ SubQI'UtfHJ
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I, the undersigned &Ithorized offfcial, C8I'tify that according to Section 501 at the
Omnibus Crime Control and Safe SlreetsAaof1S68. amended, that the Subgrantee
(Subgrant Recipient) . . .(SeIect 0118 of the foI/owing):
[!J Meets Ad Criteria '0 Does not meet Ati. Criteria
I affirm that I have read the Act criteria set forth in the SUbgrant Application
Instructions. I understand that if the Subgrant Recipient meeta th8se aiteria, it must
formulate, impJementand maintain awritten EEO PI., I'8tating to empbyment practices
affecting minority perIOnS and wam.... I 8180 cdftm. that the SUbgrant Recipient. . .
(Select one of the following):
GJ Has a cunent EEO Plan
o Does not have a current EEO Plan
I furth.. aftIrm that If the SubgrBnt Recipient meets the Act criteria and does not have
a CLIITW1t ..." EEO Plan, f8d... law requires it to formulate, implement, ..,d
maintain such a PI81 within 120 days after a SIbgrant application for fed...
_.iua i. approved Cl'face 1011 offlld... funds.
Name: .1_. L. Ioberts
TItle: County. Ad.offt".tracar
Date: t, IS' ('lq
Signature of Authorized Officiat:
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EdwiJn yme Memorial State and LDt:aJ Asm.. ca
I. nllture Paaa
In witn.. whentOf, tha partt. aftIrm th8y 8Rh Mve rIM and ag... to conditions I. forth In this agrHIII8IIt,
have read and undntand the ag,...,_ In its entirety and have executed this a~ by their duly
authorized oftIcen on the date. month and year lit out bIkIw.
Conacaons on this page. /neIudIn1l
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Slate of Florida
Department of Community AffaD
Bureau of Community ~ssistance
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By: QJL~ ~ . 'W1~d1...J ,
Type Name and TIle: Cl:Cl~r, eo.unUy Proqra AdII1nistrator '"-'
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Date: / I.... /2 -i tj-
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Subgrant RecipIent
Authorizing Offtcial of Governmental Unit
(Commission Chainnan, Mayor, or Designated Representative)
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Type Name andTJUe: James L. Roberts, KoDroe County Umil'l11trator
c,(e-j99
By:
Date:
FEID Number: S9 6000749
Impeementlng Agency
orncia~ Aclmtnlstratar or DesIgII8I8d Repraentatlye
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Type Name and TIle: James L. Roberts, Monroe County Administrator
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Date:
AITACHMENT B
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records
of this organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting- agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement
Only CUITent charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
Data Processing, PC Time, ete.
The vendor invoice is required for reimbursement. Intercompany allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified. .
Payroll
A certified ~ment verifying the accuracy and authenticity of the .payroll expense is needed.
If a Payroll Journal is provided, it should include:
· Dates
· Employee name
· Salary or hourly rate
· Total hours worked
· Withholding information and payroll taxes
· Check number and check amount
Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a taxi from
one's residence to the airport for a business trip is not reimbursable.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
A detail list of charges is required on the lodging invoice. Balance must be zero. Room must be
registered and paid for by traveler. The County will only reimburse the actual room and related
bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon
and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while on
County business. An odometer reading must be included on the state travel voucher for vicinity
travel. Mileage is notallowed from a residence or office to a point of departure. For example,
driving fonn one's home to the airport for a business trip is not a reimbursable expense.
Non allowable Expenses
The following expenses are not allowable for reimbursement:
· Capital outlay expenditures (unless specifically included in the contract)
· Contributions
· Depreciation expenses (unless specifically included in the contract)
· Entertainment expenses
· Fundraising
· Non-sufficient check charges
· Penalties and fines
Reviled 9199
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement
For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice is
required and a sample of the fInished product.
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Supplies, Services, etc.
For supplies or services ordered vendor invoice.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number ca1led, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida "Voucher for Reimbursement of Travel
Expenses". Travel must be submitted in accordance with Florida Statute 112.061. Credit card
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statements are not acceptable documentation for reimbursement. If attending a conference or
meeting a copy of the agenda is needed.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the vendor invoice, Fuel purchases should be documented
with paid receipts.
HUMAN SERVICE ORGANIZATION
LETIERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
A TI' ACHMENT e
The following is a summary of the expenses for (Human Service Omanization name) for the time
period of 05/01/99 to 05/31/99.
Check # Payee Reason
101 Realty Co. May rent
102 Electric Co. ":' - May utilities
103 Phone Co. May phones
104 John Doe PIR ending 05/14/99
105 John Doe PIR ending OS/28/99
(A) Total
(B) Total prior payments $ 4,500.00
(C) Total requested and paid (A + B) $ 7,900.00
(D) Total contract amount $15,000.00
Balance of contract (D-C)
Amount
$ 1,500.00
250.00
50.00
800.00
800.00
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I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthcnnore, these expenses
are in compliance with this organi71ltions' contract with the Monroe County Board of County
Commissioners and will not be submitted for reimbursement to any other funding source.
Executive Director
Atta~hments (supporting documentation)
Sworn and subscribed before me the _ day of 1999/2000.
Notary Public Notary Stamp