Resolution 056-1983
RESOLUTION NO. 56 -1983
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA, AUTHORIZING THE MAYOR
AND CHAIRMAN OF THE BOARD TO EXECUTE AN AGREEMENT
BETWEEN THE COUNTY AND THE FLORIDA DEPARTMENT OF
COMMUNITY AFFAIRS FOR A GRANT FROM THE DEPARTMENT
OF COMMUNITY AFFAIRS TO THE COUNTY FOR EMERGENCY
MANAGEMENT ASSISTANCE FUNDS TO BE USED BY THE MONROE
COUNTY DIVISION OF DISASTER PREPAREDNESS.
WHEREAS, the County has submitted an application for a grant
from the Florida Department of Community Affairs for funds to finance
Emergency Management Assistance in the Division of Disaster Preparedness,
and
WHEREAS, the Application has been approved, and the sum of
$19,218.00 has been allocated to the County for this purpose, now,
therefore,
IT IS HEREBY RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that:
The Mayor and Chairman of the Board of County Commissioners of
Monroe County, Florida, is hereby authorized to execute an agreement
between the County and the Florida Department of Community Affairs,
dated October 1, 1982, for the allocation by the Department of Community
Affairs to Monroe County of the sum of $19,218.00 to be used for
Emergency Management Assistance in the County's Disaster Preparedness
Program.
Passed and adopted at a regular meeting of the Board of County
Commissioners of Monroe County, Florida, held on the 4th day of
March
, A.D. 1983.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
(}U'!"" ~~~;i A
By daYOr/6,aiman .,~ "
(SEAL)
Attest:RALPH \1-
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BY
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AGREEi'1ENT
BETWEEN THE STATE OF FLORIDA ~
DEPARTMENT OF COMMUNITY AFFAIRS
AND
MONROE COUNTY DIVISION OF DISASTER PREPARED~ESS.
(NAME OF APPLICANT)
This Agreement, entered into this 1st day of
October , 19 82 between the Department of'
Community Affairs (the Grantee) and the Monroe County
. (NAME OF APPLICANT)
(Subgrantee), shall govern certain emergency management
related activities to be financed by the Grantee.
THEREFORE, the parties agree as follows:
T. TERM OF AGREEMENT:
a. This Agreement shall commence on the 1st day of
October , 19 82 and.shall continue in full force and effect
to and. lnc1udingt:F1e 30th day of September , 19 83 .
b. The Grantee agrees to allocate the Subgrantee the
maximum sum of $ 19,218 / 50 % which the Sut5grantee
will match wi th $T9, 218 . / 50 % for a total subgrant.
of $ 38 436 / 100% for the successful completion of the
items ot performance agreed to herein.
c. The Subgrantee shall perform activities under this
Agreement as specified in the "projected program activities"
attached hereto and incorporated herein by specific reference as
Exhibit A (Program Paper) for the following type of agreement:
X Emergency Management Assistance (EMA)
Maintenance and Services (M&S),
Other
d. It is agreed that liability of the Grantee under this
agreement shall not exceed the total of funds received by the
Grantee for this purpose.
e. The Grantee or Subgrantee may terminate t~is Agreement
for breach of Contract or in the event of non-availability of
funds with such notice as is reasonable under the.~ircumstances.
Either party may terminate this agreement without cause by
giving 30 days notice to the o~her party.
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f. The Grantee or Subgrantee may, from time to time,
request changes in the services to be provided unqer this
Agreement or in the operating budget. Such requ~sted changes
must be submitted in writing, agreed to and signed by both
parties in order to amend this Agreement. ·
.
g. The Subgrantee, in performing the requfrernents of
this Agreement, shall comply with applicable laws, .ruIes,
regulations, ordinances and codes of the federal, 'state and
local governments.
II. REQUIREMENTS AND ASSURANCES:
a. General Provisipns. The Subgrantee hereby
assures and certifies that it will comply with regulations,
policies, guidelines, and requirements including 44 CFR
Part 382, CPG 1-3 and 1-5, and OMB Circular No. A-8? and
A-102 as they relate to application, acceptance and use
of federal funds and required matching funds.
b. Budget Summary. The Subgrantee will complete the
.attached "budget summary and schedules" which ar~ incor-
porated herein by reference as Exhibit B (Project Budget)
and which must be approved by the Grantee prior to expen-
diture of funds by the Subgrantee.
c. Reports. The Subgrantee shall submit,' pt such
times and i~ such form as. may be prescribed, quarterly and
final financial report, as well as semi-annual and final
progress reports.
d. Fiscal and Program Accountability. The
Subgrantee must establish fiscal control and fund. accounting
procedures which assure proper disbursement of and
accounting for subgrant funds and required matching
expenditures. All monies spent on this project will be dis-
bursed in accordance with provisions of the project budget
as approved by the Grantee. The Subgrantee acknowl~dges
that it has full responsibility for fiscal andptogrammatic
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 disailowed and subject to repayment. The accou~ting
system established and maintained by the Subgrantee must
have internal controls adequate to safeguard the assets of
the Subgrantee, check the accuracy and reliability 9f
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accounting data, promote operating effici(~ncy and en.courage
compliance with prescribed management policies and this
Agreement.
e. Recording and Documentation of Receipts ah~
Expendi tures. Accounting procedures must provide .for an
accurate and timely recording of receipt of funds.qy: type of
expenditures made from such funds and of unexpende.d ~alances.
Accounting procedures must be adequate to insure that expen-
ditures charged to this grant are for allowable purposes and
that documentation is readily available to verify that such
charges are accurate.
f. Utilization and Payment of Funds. Funds dwarded
are to be expended only for purposes and activities covered
by the Subgrantee's approv~d program activities and budget
(Exhibits A and B). Payments to the Subgrantee will be made
quarterJy on .the bas is of acceptable expend i ture reports
filed with the Grantee.
g. Obligation of Grant Funds. Subgrant fU0ds shall
not, without advance written approval by the Grantee, be
obligated prior to the effective date or subseque~t to the
~ermination date of the subgrant period. Obligations
outstanding as of the t~rmination date shall be liquidated
within. 90 days. Such obligations must be related to goods or
services provided and utilized within the subgrant .period.
h. Audit. An independent audit of the subgrantee's
financial management system will be performed not less
frequently than every two years by the Subgrantee. The
audits must comply with requirements of OMB Circulars No.
A-I02 (Attachment P) and A-IIO, must be performed in accor-
dance with Standards for Audit of Government Organizations,
Programs, Activities, and Functions and must be made on an
entity-wide basis which includes an appropriate sample of'
federal subgrants. The Subgrantee must indicate what
organization(s) will conduct the audit(s), the approximate
time the audit(s) will be initiated and completed, the
coverage to be provided (including the period of .
activities), and a projected dClte when the "audit report"
will be issued and forwarded to the Grantee.
i. Retention of Records. The Subgrantee shall main-
tain aIr records, documents and files pertaining t6.this
Agreement for a period of three years from the date of
conclusion of the agreement unless informed by the Grantee
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. . . ... in' , . .
that said records may'"be dispose of . earlier. Access to'
' ' those records- must be provided a;t reasonable • times •io the ' .
• Grantee and its' 'employees and .agents and to • the feder_a.l. .
grant' agency,. its employees and agents . _ . . - :
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. - j'• Legal Authorization. i The Subgrantee certifies -
with respect to this subgrant that it possesses legal .
authority to apply for' the" grant i•n ..that the a.pplj;ca:nt ' s
' governing body' has' adopted a resolution which authorizes
the execution and acceptance .of- ;the agreement with all.
'understandings and assurances contained herein ; and names
and authorizes-.the person . to act •in connection. .with this
agreement.
k. Standard or Special Conditions . ' The subgrantee
. agrees to comply . with the requirements as specified .i-n the
'attached "Standard or .Special /Conditions" appended hereto and
- incorporated herein by specificHreference . as Exhibit C. =
( Conditions ) .. ' . _
. The Subgrantee acknowledges that the, respons•ibility 'for
. complying with the. a "w
e approved subgrant ward restsith the reci_-.
- . . pient •Subgrantee and acknowledges • that failure to do- So may ' ' .
_ •constitute. 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 as of t'he date first written .abov.e . " '
FOR THE S BGRANTE.E:/ I' . ./ •
FOR, THE GRANTEE:
� � .o a '4 - - 4, 1�. FLORIDA-- .
BY ��s° ,.., ! ,, r , �, STATE OF .
Chi f Flect 'd Official's Sign=atua're DEPARTMENT 'OF . .. .
COMMUNITY ,AF.FAIRS
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Name/Title
•
BY
ai. °-1' . I i 3 Secretary
. a _ no,, ...,, , , . .
. . . Date - - • .
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. - . Fin nce .Director.' s . Signature • , . - ..
Nam0/Title • .. i • •
BY - - 1 , .
Local Disaster Prepare.dne'ss , � . .
. Director' s • SignatureH ' . •
Name/Title .I:.. ,
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