Resolution 100-1987
,-
Billy Wagner, Director
Civil Defense
RESOLUTION NO. 100-1987
A RESOLUTION OF THE BOARD OF COUNTY COMMIS-
SIONERS OF MONROE COUNTY, FLORIDA, AUTHORIZING
THE MAYOR AND CHAIRMAN OF THE BOARD TO EXECUTE
AGREEMENT #87EM-76-11-54-10-037 BY AND BETWEEN
THE STATE OF FLORIDA DEPARTMENT OF COMMUNITY
AFFAIRS AND MONROE COUNTY.
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, as follows:
That the Mayor and Chairman of the Board is hereby au-
thorized to execute Agreement #87EM-76-11-54-10-037 by and
between the State of Florida Department of Community Affairs and
Monroe County, a copy of same being attached hereto.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting of said Board held
on the 17th day of February, A.D. 1987.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BY, (l,p.n. .J~.. - "l, PI,
,. ~ ~~~ s",
/J' MA /CHAIRMAN ...::; ,f/
/'
C...
( Seal)
Attest: DANNY L. KOLHAGE, Clerk
~/~i),e
APPRO . AS TO FORM
A G, L SUFFlCIE~
6'Y · ~1
AtM'""" Office 2'
- -- -'---"-:-.--
;;~--;....;;;;;.-;;;~~-----~-- -:- -
---- ---------~----- ---
...... .l 1.1>. .,_\_--.,....-.;,;:.~.._,I;;..,.'."""" <""-"""""':';"'''''~'''''''-'''''_''''_'''''-_''.,''^",_''r'_".'''~''
AGREEMENT # 87EM-76-11-54-1O-037
AGREEMENT
BETWEEN THE STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
AND
MONROE COUNTY
(NAME OF SUBGRANTEE)
This Agreement, entered into between the Department of
Community Affairs (Grantee) and Monroe County
(Subgrantee), shall govern certain emergency management related
activities to be financed by the Grantee.
THEREFORE, the parties agree as follows:
I
1. TERMS OF AGREEMENT
a. This Agreement shall commence on October 1,
1986 and shall continue in full force and effect to and including
September 30, 1987.
b. The Grantee agrees to allocate the Subgrantee
the maximum sum of $ 20,105.00 /50% which the Subgrantee will
match with $ 20,105.00 /50% for a total subgrant of
$ 40.210.00 /100% for the successful completion of the items of
performance agreed to her~in.
c. It is agreed that liability of the Grantee
under this Agreement shall not exceed the total funds received by
the Grantee for this purpose.
d. The Grantee or Subgrantee may terminate this
Agreement for breach of contract or in the event of non-
availability of funds with such notice as is reasonable under the
circumstances. The State of Florida's performance and obligation
to pay under this Agreement is contingent upon an annual
appropriation by the Legislature. Either party may terminate
this Agreement without cause by giving 30 days notice to the
other party.
e. The Grantee or Subgrantee may, from time to
time, request changes in the services to be provided under this
Agreement or in the operating budget. Such requested changes,
except as provided for in Paragraph II b, must be submitted in
wri ting, agreed to and signed by both parties in order to amend
this Agreement.
- ,I - ~ ._.._~~?J.Ii."
......-
".",.. -;. "~.':..:~:Z:~~~;;':';;': . ~",,!:.:~,,.,... .-~....-... ~~.".:
~:::..'-,!:'-"""~"~.
f. The Subgrantee, in performing the
requirements of this Agreement, shall comply with applicable
laws, rules, regulations, ordinances and codes of the federal,
state and local governments.
II. REQUIREMENTS AND ASSURANCES
a. General Provisions. The Subgrantee hereby
assures and certifies that it will comply with regulations,
policies, guidelines, and requirements including 44 CFR Part 302,
CPG 1-3 and 1-5, OMB Circular No. A-8? and A-128 as they relate
to application, acceptance and use of federal funds.
b. Budget Summary. The Subgrantee will comply
with the attached "Budget Summary" which is incorporated herein by
reference as Exhibit A and which must be approved by the Grantee
prior to expenditure of funds by the Subgrantee. Changes within
individual budget line items may be made at the discretion of the
Subgrantee, without Grantee approval, as long as the cumulative
amounts do not exceed twenty percent-(20%) of the total agreement
amount. Under no circumstances can the changes increase the
total budget allocation.
c. Scope of Work. The Subgrantee will comply
with the "Scope of Work" describing the activities/projects to be
accomplished under this Emergency Management Assistance (EMA)
Agreement. Such scope of work is attached to and incorporated
herein as Exhibit B.
d. Reports. Financial and progress reports must
be submitted on a quarterly basis. Progress reports are due
within 15 days after the end of each quarter. Financial reports
are due within 45 days after the end of each quarter. A final
financial report, serving as the close-out report, is due within
45 days after the termination of this Agreement. The Subgrantee
shall not receive reimbursement for quarterly expenditures until
thequarter~y progress report is received by the Grantee.
e. Fiscal and Program Accountability. The
Subgrantee must establish fiscal control of subgrant funds and
required matching expenditures. All monies spent on this project
will be disbursed in accordance with provisions of the budget
summary as approved by the Grantee. The Subgrantee acknowledges
that it has full responsibility for fiscal and programmatic
accountability for this subgrant. In the event the Subgrantee is
unable to produce records capable of being audited without
reconstruction by Auditors, all funds paid under this Agreement
by the Grantee to the Subgrantee shall be disallowed and subject
to repayment. The accounting system established and maintained
by the Subgrantee must have internal controls adequate to
safeguard the assets of the Subgrantee, check the accuracy and
reliability of accounting data, promote operating efficiency and
encourage compliance with described management pOlicies,of this
Agreement.
-2-
~,.
f. Recording and Documentation of Receipts and
Expenditures. Accounting procedures must
provide for an accurate and timely recording of receipt of funds
by type of expenditures made from such funds and of unexpended
balances. Accounting procedures must be adequate to ensure that
expenditures charged to this subgrant are for allowable purposes
and that documentation is readily available to verify that such
charges are accurate.
g. Unexpended Funds. Unexpended funds which are
reflected on the final financial report referred to in Paragraph
II d above will automatically revert to the Grantee and the
Grantee reserves the right to unilaterally re-ob1igate such
funds.
h.. Utilization and Payment of Funds. Funds
awarded are to be expended in accordance with the Subgrantee's
approved budget summary and scope of work. Payments to the
Subgrantee will be made on a quarterly basis in accordance with
approved expenditure reports submitted by the Subgrantee.
i. Obligation of Grant Funds. Subgrant funds
shall not be obligated prior to the effective date or subsequent
to the termination date of the subgrant period. Obligations
outstanding as of the termination date shall be liquidated within
45 days. Such obligations must be related to goods or services
provided and utilized within the subgrant period.
j. Audit. The audit requirements as set forth
in OMB A-128, Audits of State and Local Governments (attached
hereto and incorporated herein as Exhibit C) are to be adhered to
by the Subgrantee. These requirements shall be utilized in
negotiating contracts with independent auditors.
k. Retention of Records. The Subgrantee shall
maintain all records, documents and files pertaining to this
Agreement for a period of three years from the date of conclusion
of the Agreement unless informed by the Grantee that said records
may be disposed of earlier. Access to those records must be
provided at reasonable times to the Grantee and its employees and
agents and to the federal grant agency, its employees and
agents.
1. Legal Authorization. The Subgrantee
certifies with respect to this subgrant that it possesses legal
authority to apply for the grant and that the applicant's
governing body has adopted a resolution which authorized the
execution and acceptance of the Agreement with all understandings
and assurances contained herein; and names the authorized
official signing below to act in connection with this Agreement.
-3-
I_~'___.H_'_ _ _ "___. ______
The Subgrantee acknowledges that the responsibility for
complying with the approved subgrant award rests with the
recipient Subgrantee and acknowledges that failure to do so
constitutes grounds for the recession or suspension of this
subgrant and may influence future subgrant awards.
IN WITNESS HEREOF, the Grantee and the Subgrantee have
executed this Agreement;
FOR THE SUBGRANTEE:
FOR THE GRANTEE:
STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
BY:
Authorized County Official
BY:
Authorized Department Official
Name/Title
Gordon L. Guthrie
Division Director
Name/Title
Date
Date
Fed. Employer Identification #
":~'" ::-"!::1AS 70 rcr:I~1
~I I :~ .~/< ~~~~.!!FJc.rf..":~(:~~
~~: \ ~/J
" ,I,} '~
-4-
- f
Exhi.bi t A - Budget SUmnary
MJnroe
CoWlty
Coot Category Bwget Requested Budget Approved 1\m:mded Budget
1. ~bl'V & Fri..nqe Benefits $67,828.00 q:L1.n ?In nn
.
2. Travel -0- -0-"
3. Mninistrati ve -0- -o-
s
$67,828.00 .
4. 'lUmL $40,210.00
33,914.00 $20,105.00
5. Federal Share
-
6. Local Share 33,,914.00 $20,105.00
*Any i tern purd1ased in e.,<<:ess of $500 nuJSt have prior written approval fran the
Division of Emergency Managesrent.
:;z