HomeMy WebLinkAboutResolution 722-1989
James R. Paros
Public Safety Division
RESOLUTION NO. 722 -1989
A RESOLUTION OF 'rHE BOARD OF COUNTY COMMISSIONERS OF
J-IONROE COUNTY, FLORIDA, ACCEPTING THE AWARD OF
EMERGENCY MEDICAL SERVICES (EMS) MATCHING GRANT
NO. LP 199 IN THE AMOUNT OF $ 5,000 . 00 AND AUTHORIZING
THE MAYOR/CHAIRMAN TO EXECUTE THE EMS MATCHING GRANT
AGREEMENT AND THE REQUEST FOR MATCHING GRANT
DISTRIBUTION
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,
FLORIDA, that the Board of County Cormnissioners hereby accepts the award
of Emergency Medical Services (EMS) Matching Grant No. LP199 in the amount
of $5,000.00 and that the Chairman/Mayor is hereby authorized to execute
the EMS Matching Grant Agreement and the Request for Matching Grant
Distribution, copies of same being attached hereto, to support the
purchase of pre-hospital activities, services and items as outlined in the
attachments.
PASSED AND ADOPTED by the Board of County Cormnissioner of Monroe
count:/ Florida, at a regular meeting of said Board held on the .,-r.,tday
of lJlQ_&..~et-, A. D . 19 J1.
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BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
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-1~aYor / ChairmarL:.:'::: _~,~.~.,~:
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(Seal)
Attest p~:N.X 4 ~OLI!AGE, ClerK
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Approved as to form and legal
sufficiency.
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By: .& XW'Y\. j c(,_\(~e/',r,
County Attorney's Office
STATE OF FLORIDA
DEPARTMENT OF HEALTH AND REHABIUTATIVE SERVICES
October 18, 1989
Michael H. Puto
Board of County Commissioners
Monroe County
5192 Overseas Highway
Marathon, Florida 33050
RECEiVED
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Dear Mr. Puto:
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It gives me great pleasure to inform you that your organization is
awarded Emergency Medical Services (EMS) Matching Grant No. LP199
in the amount of $5,000. This matching grant is to support the
purchase of the prehospital activities, services and items outlined
~n your matching grant application 1201 and its department
approved revisions (Appendix E) which are on file in the State of
Florida, Department of Health and Rehabilitative Services, Office
of Emergency Medical Services, Tallahassee, Florida.
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This grant is contingent upon your signature on this EMS Matc~ing
Grant Agreement and Request for Matching Grant Distribution,
(Appendix A). Return one copy of this EMS Matching Grant Agreement'
and Request for Matching Grant Distribution wi th original
signatures to the Department of Health and Rehabilitative Services,
EMS Matching Grants, Office of Emergency Medical Services, 1317
Winewood Boulevard, Tallahassee, Florida '32399-0700. Retain one
copy of each for your records.
The matching grant must be executed within the limits of the amount
awarded to y@a. Any costs above the matching grant amount awarded
under section 401.113(2)(b), Florida Statutes (F.S.), are the
responsibility of the grantee (applicant).
The matching grant begins October 1, 1989, or the date this EMS
Matching Grant Agreement is signed by both parties, whichever is
later. This matching grant ends September 30, 1990.
Your signature certifies that you have entered into a matching
grant agreement and ensures full compliance with the terms and
conditions of this agreement and each affixed Appendix (A, B, C, 0,
and E). The appendixes contain specific requirements applicable to
your agency/organization as grantee.
The purchase of any communications equipment or services during the
grant period must have the written approval of the Florida
Department of General Services, Division of Communications
(DIVCOM), before the purchase is made. We are required to disallow
communications costs which do not meet DIVCOM standards.
1317 WINEWOOD BL YO, · TALLAHASSEE. FL 32399-0700
BOB MARTINEZ, GOVERNOR
GREGORY L. COLER. SECRETARY
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Congratulations on receiving your EMS Matching Grant and for your
continued support in improving and expanding the prehospital
emergency medical services system.
Sincerely,
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(F Director
Emergency Medical Services
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Official authorized to enter into an EMS
Matching Grant Agreement for agency/organization
(SEAL)
ATTEST:
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SIGNATURE:
John Stormont
Mayor/Chairman
Printed Name and Title:
Date: November 22, 1989
5 Appendixes:
1. Request for Matching Grant Distribution
2. EMS Matching Grant Conditions
3. EMS Request for Change in Matching Grant Budget
4. EMS Expenditure Report
5. Revisions to EMS Matching Grant Application
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APPENDIX A
REQUEST FOR MATCHING GRANT DISTRIBUTION (ADVANCE PAYMENT)
GOVERNMENTAL AGENCY AND NONPROFIT ENTITY
In accordance with the provision of section 401.l13(2)(b), F.S.,
the undersigned hereby requests an EMS matching grant distribution
(advance payment) for the improvement and expansion of prehospital
EMS.
Payment To: Monroe County Board of County Commissioners
5192 Overseas Hiqhway
Marathon, Florida
33050
Grant Number:
LP199
(SEAL)
Attest:
Federal Tax rD Number: 596000749
Clerk
Total Requested Matching Grant Amount: $ 5,000.00
Authorized Official
SIGNATURE:
Date: Nov. 22. 1989
Printed Name and Title:
John Stormont
Mayor/Chairman
SIGN AND RETURN WITH EMS HATCHING GRANT AGREEMENT TO:
APPROVED AS TO FOIIM
A.-!!) t.EGI1,I. SUFF/C/EfV~
t;y -G~lL_l" (1 ~D"
AN;;n, ,,'s Office
Department of Health and Rehabilitative
Services
EMS Matching Grants
Office of Emergency Medical Services
l3l7 Winewood Boulevard
Tallahassee, Florida 32399-0700
For Department of Health and Rehabilitative Services
Office of Emergency Medical Services Use Only
Approved Amount $
Date
By
EMS Grant Officer
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APPENDIX B
EMS HATCHING GRANT CONDITIONS
EMS HATCHING GRART-GENERAL FlNABCIAL REQUIREKElf.rS
These requirements are an integral part of the Matching Grant
Agreement between the agency/organization (grantee) and the State
of Florida, Department of Health and Rehabilitative Services
(grantor or department). In the event of a conflict, the below
requirements shall always be controlling:
1. A final financial report shall be submitted detailing all
expenditures of this grant. Bills for fees or other compensation
for services or expenses shall be maintained by the grantee in
sufficient detail for a proper pre-audit and post-audit of the
grantee's records.
2 . To the extent provided by law, the grantee hereby agrees to
indemnify and hold the department harmless from any and all cla~s
or demands for any personal injury or property damage resulting or
occurring in connection. with any acti vi ties conducted under the
Matching Grant Agreement and shall investigate all such claims of
every nature at its expense. In addition, to the extent provided
by law, the grantee hereby agrees to be responsible for any injury
or property damage resulting from any acti vi ties conducted. under
this grant agreement. .
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3. The grantee agrees to use the equipment purchased under tllis
grant solely for EMS throughout the equipment's useful life.:
Failure to use the equipment for EMS may result in funds being
returned to the department.
4. The grantee agrees to provide a contribution to the project
equal to the amount of the grant made by the department according
to this agreement. The grantee agrees to provide 50' of the total
project cost. At least 50' of the grantee's total required match
must be in casb. The grantee may not use state and federal funds
for match requirements unless specified by law. No costs or third
party in-kind contributions may count towards satisfying a matching
requirement of a department grant if they are used to satisfy a
matching requirement of another state or federal grant.
5. The grantee agrees that cash and in-kind match will be
available during the grant period and used in direct support of the
grant project as provided in the matching grant application, its
department approved revisions, and Appendixes to the EMS Matching
Grant Agreement. The grantee's failure to complete the terms and
condi tions of this matching grant agreement due to insufficient
cash or in-kind match will result in the termination of this
matching grant agreement for cause.
6. All matching grants are made in accordance with section
401.113(2) (b), F.S., and shall be made through an EMS Matching
Grant Agreement. The EMS Matching Grant Agreement shall contain by
reference all regulations, rules, and other condi tions governing
the grant award.
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7 . The d I t:.ment agrees to advance distributj)f the grant
amount to governmental agencies and non-profit organ~zations after
receipt and approval of a properly completed EMS Matching Grant
Agreement and Request for Matching Grant Distribution document.
This payment is usually sent to the grantee by the Department of
Banking and Finance, Office of the Comptroller, within 45 days.
8. Any payments due the grantee under the terms of this grant may
be withheld until all special and financial reports due from the
grantee, and necessary adjustment thereto, have been approved by
the department.
9. All terms, condi tions , and provisions of the EMS Matching
Grant Distribution Agreement and other applicable documents are
hereby reaffirmed.
EMS HATCHING GRANT - GENERAL CONDITIONS
1. The grantee hereby agrees to (1) ~prove the existing quality
of prehospita1 emergency medical services (EMS) activities,
services, or to decrease patient mortality and morbidity; and (2)
to expand the extent, size or number of existing prehospi tal EMS
activities or services. The activities and services to be provided
are described in the EMS Matching Grant Application(s) and its
department approved revisions on file in the State of Florida,
Department of Health and Rehabilitative Services, Office ~of
Emergency Medical Services, Tallahassee, Florida.
2. Prehospital EMS activities will be rendered by the grantee in;
a manner consistent with Chapter 401, F.S., the work plan which is
included in the grantee's EMS Matching Grant Application, and its:
department approved revisions which are on file in the state's
Office of EMS, Tallahassee, Florida.
3. The grantee agrees to implement provisions of this matching
grant in accordance with federal, state, and local laws, rules,
regulations, and policies that pertain to EMS.
4 . Funds and items "purchased under section 401. 113 ( 2 ) (a), F. S. ,
will not be used to fulfill any state EMS matching grant program
requirements.
5. The grantee agrees not to use or disclose any client/patient
information under this grant for any purpose not in conformity with
state regulations and federal regulations (45CFR, Part 205.50)
except upon wri tten consent of the client/patient or his
responsible parent or guardian when authorized by law.
6. The grantee and any sub-grantee or contractor shall report to
the department unusual incidents in a manner prescribed in HRSR 0-
10-1, if services to clients will be provided under this grant.
Please contact your local department district office or state EMS
grant officer if you need a copy of this regulation.
7. The grantee shall own all items including buildings, vehicles
and equipment purchased with EMS matching grant funds unless
otherwise described in the matching grant application. The grantee
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shall clee 1 document the assignment of equipnu :>wnership and
usage, ana. l~la..Lntain this document so it is ava.:L..u...u....e during any
audi t . The owner shall be responsible for the proper insurance,
licensing, permitting, and maintenance of facilities and equipment
purchased with matching EMS grant funds.
B. The grantee agrees to stay within the total approved budget.
However, the grantee is not restricted to staying within the
individual line item amounts reflected in the approved budget,
except as indicated in the "EMS Matching Grant - Revisions" section
of this appendix.
9. The grantee shall be responsible for any amount which is in
excess of the total matching grant award.
lO. EMS matching grants are subject to the availability of funds.
The department's performance and obligation to pay under this grant
is contingent upon a sufficient annual appropriation by the
Legislature.
EMS HATCHING - SPECIAL ACCOUNTS, OVER PAnmNTS, AND REFURDS
1. All EMS matching grant funds shall be deposited by the grantee
in an account maintained by the grantee, and shall be assigned an
unique accounting code designator for all matching grant deposits
and disbursements or expenditures thereof. All EMS matching grant
funds in the account maintained by the grantee shall be accoun~ed
for separately from all other grantee funds. All EMS matching.
grant funds shall be used solely for prehospi tal acti vi ties as;
outlined in the EMS Matching Grant Application and its department
approved revisions.
2. The grantee shall return to the department within 45 days of
the grant's end or termination:
a. Any unused EMS matching grant funds remaining in the
assigned gran~e acc~unt at the end of the matching grant period.
b. Any interest earned on EMS matching grant funds deposited
in the grantee's assigned account shall be accounted for and
returned to the department at the end of the grant period or
subject to the department's advance approval, used for the purposes
of the grant.
c. If subsequent restrictions are issued by the Department
of Banking and Finance, Office of the Comptroller, the department
will notify the grantee in writing and the grantee will comply.
d. In the event the grantee does not provide all of their
in-kind or cash matching requirements as agreed to in the approved
budget, state funds equal to the match deficiencies shall be
returned to the department.
3. In the event the department determines that the grantee has
expended grant funds received from the department for purposes not
in accordance with this agreement, or has failed to provide the
agreed matching contribution, the grantee agrees to deposit the
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amount of disallowed expendi ture or defici, in matching
contribution' .Lnto the account maintained by the 1::I.l.a.ntee if such
determination is made before the period is closed~ but if the
determination is made after the period is closed, then the grantee
agrees to refund to the department the state's proportionate share
of the disallowed expenditure or deficiency in matching
contribution. In either case, the grantee agrees to make the
appropriate deposit to the account maintained by the grantee or
refund the amount to the department within 45 days after the
issuance of the department's notice of its determination. Should
repayment not be made in a timely manner, the department will
charge interest of one ( 1 ) percent per month compounded on the
outstanding balance after 45 days. Days will be counted beginning
with the day the amount was booked as a receivable by the
department.
EMS HATCHING GRANT - REVISIONS
The grantee shall obtain written approval from the department's EMS
grant officer on the Matching Grant Change Request document,
Appendix C prior to any' of the following changes to the approved
grant budget:
1. Introducing a new line item in the approved budget.
2. Increasing any budgeted salary, unless the increase. was
projected in the originally approved budget. \.
3. Introducing a sub-grantee or contractor relationship;
where none is specifically identified in the approved budget.
REPORTS AND DOCtJKElRATION
The grantee shall file one original and two copies of the following
reports:
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1. The Expenditure Report (Appendix D) indicating all agreed upon
budget expenditures.
2. Special Reports:
a. Communications Equipment and Systems.
The grantee agrees that all communications activities, services,
and equipment shall be approved in writing by the Florida
Department of General Services, Division of Communications as
required by section 401.024, F.S. Any costs for communications
activities and equipment which do not receive such approval shall
be disallowed. This approval must be dated after the effective
date of the grant and prior to any commitment to purchase of the
requ7sted . equip~e~t and/or services or both. This approval is
requ~red ~n add~ t~on to any previous Division of Communications
recommendation, conceptual review, or approval dated prior to the
effective date of the grant.
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If the mE. I" ng grant includes the purchase ( -ommunications
activities, b~Lvices, and equipment, the grantee a~.ggs to submit a
brief one page written summary report to the department which
describes how the grantee's EMS system has met the need identified
in the grantee's original application.
b. Emergency Transport Vehicles.
If the matching grant includes the purchase, licensing, BLS or ALS
permi tting of an emergency transport vehicle, or the refurbishing
of an existing BLS or ALS permitted emergency transport vehicle,
the grantee agrees to submit a brief one page wri tten summary
report to the department which includes the following information
regarding vehicles purchased or refurbished under this grant I
number of emergency and non-emergency responses; total mileage
accrued; number of days in service; number of days out of service;
mean response time (measured from the time an EMS dispatcher is
notified until the crew arrives on scene) for emergency calls; and
the degree to which the grantee has met the need identified in the
grantee's original application.
c. Medical/Rescue Equipment.
If the matching grant includes purchase and use of any or all
equipment which meets standards in Chapter 100-66, F.A.C., or is
approved by the providers medical director, the grantee agrees' to
submit a brief one page written summary report to the departme~t,
which includes the number of individual instances where
defibrillators and power rescue tools were used and the degree to:
which the grantee has met the needs identified in the grantee's
original application.
d. Public Education.
If the matching grant includes public education activities or
services, the grantee agrees to provide the department with class
rosters indicating: course title; beginning and ending dates; total
class hours; name and social security number of participants;
indication of participants who successfully complete the course,
and the degree to which the grantee has met the needs identified in
the original application.
e. Continuing Professional Education.
If the matching grant involves continuing professional education
activities or services, the grantee agrees to provide the
department with a syllabus of training activities, and class roster
indicating: title of activity; beginning and ending dates; name and
signature of grantee's medical director; name and signature of
presenter; certification number of all if appropriate,
participants; total class hours; an indication of those individuals
successfully completing the training; and, the degree to which the
grantee has met the need identified in the grantee's original
application.
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f. irch and System Evaluation/Quality A ince.
,If the matching grant involves research or evaluation, the grantee
agrees to submit a brief one page written summary which describes
the degree to which the grantee has met the needs identified in the
grantee's original application.
3. The required deadlines for providing the department with
Expenditure Reports are as follows:
for period October 1, 1989 through
March 31, 1990
for period April 1, 1990 through
June 30, 1990
c. November 14, 1990 for period July 1, 1990 through
September 30, 1990
4. The required deadline for providing the department with
special reports is December 15, 1990.
a.
April 30, 1990
b.
July 31, 1990
Expendi ture and Special Reports will be used to ensure adequate
monitoring and auditing of the grantee. The grantee, his sub-
grantee (s ) or contractor (s ) and assignee (s ) shall provide access
to, and furnish whatever information is necessary for, the
department to monitor the grant including access to all client
records. ~
The grantee agrees that a complete copy of the EMS Matching Grant;
Agreement, department approved matching grant changes, matching
grant application, and all Appendixes will be on file with the
person responsible for administering the matching grant.
ASSURANCE OF COHPLIAHCE
CREDIT STATEMENT
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The grantee assures that where activities supported ~ this grant
produce original writing, sound recording, pictorial reproductions,
drawings, or other graphic representations and works of any s~ilar
nature, the item produced will contain a proper credit statement
that system funding for this project, in whole or part, whichever
the case may be, was provided by the Florida Department of Health
and Rehabilitative Services, Office of Emergency Medical Services.
Any publicity statements by the grantee will also provide
appropriate credit for the department, the state's office of EMS,
and the grant program.
COPYRIGHTS
The grantee assures that where activities supported by this grant
produce original writing, sound recordings, pictorial
reproductions, drawings or other graphic representation and works
of any similar nature, the department has the right to use,
duplicate and disclose such materials in whole or in part, in any
manner, for any purpose whatsoever and to have others acting on
behalf of the department to do so. If the materials so developed
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are subje" ::> copyright, trademark, or patent, 'ral title and
every right,' ~nterest, claim, or demand of any k.:Lna in and to any
.patent, trademark or copyright, or application for the same, will
vest in the State of Florida, Department of State, for the
exclusive use and benefits of the state. Pursuant to section
286.021, F.S., no person, firm or corporation, including parties to
this grant, shall be entitled to use the copyright, patent or
trademark without the prior written consent of the Department of
State.
CIVIL RIGHTS CERTIFICATION
The grantee gi ves 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. The grantee agrees
to complete the Civil Rights Compliance questionnaire, HRS Forms 9,
46A and B, if so requested by the department.
Al though no federal funds are invol ved in this grant the grantee
assures that it will comply with the following the same as if
federal funds were being provided:
1. 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.
2. Section 504 of the Rehabilitative Act of 1973, as amended, 29
U.S.C'. 794, which prohibits discrimination on the basis of handicap
in programs and activities receiving or benefiting from federal
financial assistance.
3. Title XI 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 acti vi ties receiving or benefi ting
from federal financial assistance.
4. The Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101
et seq., which prohibi ts discrimination on the basis of age in
programs or activities receiving or benefiting from federal
financial assistance.
5. 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.
6. All regulations, guidelines, and standards lawfully adopted
under the preceding statutes.
7 . U. S. Department of Health and Human Services Regulations for
Protection of Human Subjects (45 CFR, as amended) regarding the
protection of human research subjects.
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The grante I ~ees that compliance with this assu ~ constitutes
a cOJ;lditiou i vi.. continued receipt of, or benefi\. ........om state EMS
funds, and that it is binding upon the grantee, successors,
transferers, and assignees for the period during which such
assistance is provided. The grantee further assures that all
contractors, subcontractors, sub-grantees or others wi th whom it
arranges to provide services or benefits to participants or
employees in connection with any of its programs and activities are
not discrLminating against those participants or employees in
violation of the preceding statutes, regulations, guidelines, and
standards. In the event of failure to comply, the grantee
understands that the department 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.
FINANCIAL AND COMPLIANCE AUDITS
This requirement is applicable if the grantee is a state or local
government, uni versi ty, 'hospital or other nonprofit enti ty. It
shall not apply if the total of all funds received or earned from
the department is less than $25,000 during the grantee's fiscal
year. The grantee has "received" funds when it has obtained cash
from the department or when it has incurred expenses which will be
reimbursed by the department. Governmental grantees only , ~y
determine funds "received" in a manner consistent with their metl\od
of accounting.
The grantee agrees to have an annual financial and compliance audit
performed by independent audi tors in accordance with the current:
Standards for Audit of Governmental Organizations, Programs,
Activities and Functions (the "Yellow Book") issued by the
Comptroller General of the United States. State and local
governments shall comply with Office of Management and Budget (OMB)
Circular A-128, "Audits of State and Local Governments".
Universities, ....,hospitals, and other nonprofit providers shall comply
with the audit requirements contained in Appendix F of OMB Circular
A-lIO, "Grants and Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations", except as
modified herein. Such audits shall cover the entire organization
for the organization's fiscal year. 'The scope of audits performed
need include only the financial and compliance requirements of the
"Yellow Book", and may disregard those related solely to economy
and efficiency or to program results.
Compliance findings related to the department shall be based on
requirements in the grant agreement, including any rules,
regulations, or statutes referenced. Liabilities due to the
department because of unexpended funds or because funds were not
expended in accordance wi th terms shall be calculated and fully
disclosed in the report audit. This requirement does not expand
the scope of the audit as prescribed by the "Yellow Book". In
addition to the basic financial statements, the report audit shall
include: ( I) a detailed schedule of all revenues identified by
source, such as individual grants by grant number, client fees, and
private donations; and, (2) a schedule of functional expenses which
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presents litem expendi tures such as salaJ: travel, and
supplies by' program services and supporting services, with the
portion of total supporting services allowable to programs
presented as a single line item increasing program services and
decreasing supporting services. Where applicable, the audit report
shall include a computation showing whether or not matching
requirements were met.
The grantee shall ensure that audit working papers are made
available to the department or its designee upon request for a
period of five years from the date the audit report is issued
unless extended in writing by the department.
Unless otherwise required by Florida Statutes, copies of the
financial and compliance audit report and management letter, if
any, shall be submi tted wi thin 120 days after the end of the
grantee fiscal year to:
Office of Audit and Quality Control Services
Building 3, Room 219
1317 Winewood Boulevard
Tallahassee, Florida 32399-0700
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REVISIONS TO EMS MATCHING
GRANT APPLICATION
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