Resolution 458-1993
GRANTS MANAGEMENT
RESOLUTION NO. 458
- 1993
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, AUTHORIZING THE EXECUTION OF
THE DEPARTMENT OF COMMUNITY AFFAIRS FY94 ANTI-DRUG
ABUSE GRANT AGREEMENT FOR PROGRAM ADMINISTRATION
WHEREAS, by Resolution No. 222-1993, the Monroe County Board
of Commissioners authorized the submission of a grant application
to the Department of Community Affairs to request funding for
five agencies that provide anti-drug abuse programs in Monroe
County; and
WHEREAS, the Department of Community Affairs has transmitted
the Program Administration Grant Agreement for execution by
Monroe County; now therefore
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, THAT:
1. The Mayor of the Board of County Commissioners is hereby
authorized to execute the FY94 Anti-Drug Abuse Program
Administration Grant Agreement which will provide $7,129.00 in
funding to Monroe County with a 25% match requirement; and that
2. This Resolution shall become effective immediately upon
adoption by the Commission and execution by the Presiding Officer
and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting of said Board held
on the 10th day of November, A.D. 1993.
Mayor London
Mayor ProTem Cheal
Commissioner Harvey
Commissioner Freeman
Commissioner Reich
yes
absent
yes
yes
yes
(Seal) .o.~
Attest: C.
Clerk
BOARD
OF MO
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state of Florida
Department of Community Affairs
Division of Housing and community Development
Bureau of Community Assistance
The Rhyne Building
2740 Centerview Drive
Tallahassee, Florida 32399
Lawton Chiles
Governor
Linda Looais Shelley
Secretary
SUBGRANT AWARD CERTIFICATE
Subgrantee: Monroe County Board of Co..is.ioners
Date of Award:
Grant Period:
OCT 0 4 1993
From: 10/01/93 To: 09/30/94
Project Title: Anti-Druq Abuse proqram
AclJainistration
Grant Number: 94-CJ-1Z-11-54-01-123
Federal Funds: $7,129.00
BGMTF Funds:
State Agency Match:
Local Agency Match: $2,376.33
Total Project Cost: $9,505.33
Program Area: ADM
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 awa~d 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-87, or OMB 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 b~ the State or Federal Government consistent with the
purposes and authorizat1on 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, a properly executed
Certificate of Acceptance of Subgrant Award is returned to the department.
,
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Auth rized Official
Clayton H. wilder
Community Program Administrato!
Bur.au of co..unity Assistance
10- c.I-9J
Date
[X]This award is subject to special and/or standard conditions (attached).
BPSM Revised 7-1-79
state of Florida
Department of Community Affairs
Division of Housing and Community Development
Bureau of Community Assistance
The Rhyne Building
2740 Centerview Drive
Tallahassee, Florida 32399
CERTIFICATION OF ACCEPTANCE OF SUBGRANT AWARD
The subgrantee, through its authorized representative,
acknowledges receipt and acceptance of subgrant award number
94-CJ-1Z-11-54-01-123 in the amount of $7,129,
for a project entitled: Anti-Drug Abuse Program
Administration
for the period of 10/01/93 through 09/30/94, in accordance with
the statement of work contained in the subgrant application, and
subject to the Department of Community Affairs' conditions of
aqreement and sDecial conditions governing this subgrant.
(Signature of Authorized Official)
(Date of Acceptance)
(Typed Name and Title of Official)
Attest:
Danny L, Kolhage
DCA-CJ Form 1 (June, 1985)
BY
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By
Deputy Clerk
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State DI Florida .
Department of Community AtTain .
Bureau or Public Safety Management .
lication for Federal Anti-Dru Abuse Act Funds
I DCA Contract Number: 94-CJ-1Z:11-54-0l-123
UNIQUE 10 NO. 90-077 PA ADM
A. Names & Addresses
1.
Continuation of Previous Subgrant? (Check One) V~ X
No
.
1. Prel,ious Subgrant, State Project ID Number (IfVes In 1. Above).
I 93 I - I CJ I - I 79 I - 111 I . I 54 I . I 01 I - 1062 I
3. -. . Subgrant Recipient.
Monroe County Board of Commissioners
Chief Elected Omcial:- Jack London
Title: Chai~n, Monroe County Board of Commissioners
Address: The Alamo Office Building
Summerland Key, FL
Zip Code: 33042
Area Code And Telephone Number
Area Code And Fax Phone Number
(305) 745' 1554
(305) 291 4401
.c. Chief Financial Omcer.
Chief Financial Officer: Danny Kolhage
Title: Clerk, Monroe County
Address: 500 Whitehead St:
Zip Code: Key West, FL 33040
Are. Code And Telephone Number (305 )294 / 4641
Area Code And Fax Phone Number (305) 29(/ 1864
5. Implementing Agency. (Government Agency Responsible for Project)
Chief Executh,'e Officer: Thomas W. Brown
Title: County Administrator
Address: 5100 College Rd., S. I.
Key West, FL
Zip Code: 33040
Area Code and Telephone-Number
Area Code and F81 Phone Number
(305 )292/4741
~05 )292/4401
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6.
Project Director. (Employee of Govemmentallmplementing Agency)
Name: Mary S. Broske
Title: Director, Grants Management
'Address: 5100 College Rd., S. I.
Key West, FL 33040
Zip Code:
Area Code and Telephone Number
Area Code and Fax Phone Number
Department
(305) 291 4471
605 )2921 4401
B. Administrative Data
,
7. Project Title.
A N T I 0 R U G A B U S E P R 0 G R A M
A 0 M I N I S T R A T I 0 N
8. For Period.
Period Month Day Year
Beginning 10 01 1993
Ending 9 30 1994
9. Is the Subgnntee or the Implementing Agency a Member of a Local
Criminal Justice Advisory Councilor Substance Abuse Policy Advisory
Board, Coalition, or Council?
(See the Program Announcement for a description' of board responsibilities.)
(Check One) Yes X No
C. Fiscal Data
10. (If other than a Chief Financial Officer) Remit "'arrant to:
Grants Management Department
Monroe County
J 1. Vendor #I (Enter Federal Emplo)'er Identirication Number):
59-60000749
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12. SAMAS #I (Enter if you are.a state agenc)'):
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13.
A ward.
Budget Category Federal Match Total
Salaries and Benefits
5,924 1974.75 7,898.75
Contractual Services
. Expenses 1,606.58
1205 401.SE
Operating Capital
Outlay "
Data Processing
Indirect Costs
.
Totals 7,129
2376.33 9,505.33
14. "/iII the Project Accrue Project Generated Income?
(See Section H lif./or a definition 0/ "Program Income")
(Check One) Yes
No X
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D. Program Data
Problem Identification, In a maximum of two (2) typed paragraphs, briefly describe a specific
problem to be addressed with subgrant funds. If you are seeking funds to continue existing
project activities, describe any gaps between current and desired project results.
Proposed Solution. In a maximum of two (2) typed pages. briefly describe how project activities
will address the targeted problem. Describe who will do what, when. where and how.
Start below and use continuation a es as necess
, On March 28, 1990, the Monroe County Board of Commissioners
designated an Office of Substance Abuse. The following month
a Substance Abuse Policy Advisory Board was appointed. The
requested subgrant funds would prov.ide financial support for
the operating costs of the Office of Substance Abuse and the
Substance Abuse Policy Advisory Board, as well as overseeing the
administration of grant funds and program implementation.
The Office of Substance Abuse will provide clerical support
to both the Substance Abuse Policy Advisory Board and the
implementing agencies of the proposed grant programs., These
expenses would include postage, communications, printing,
advertisement and office supplies. Part of the salary of
one support staff person would also be provided.
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Program Administration
The Monroe County.Board of Commissioners (MCBOCC) appointed
the Substance Abuse Advisory Board (SAPAB) to function in an
advisory and investigative manner to the MCBOCC. By
defining the nature and the extent of the county drug
problem, identifying current programs that address the
problems and recognizing the additional resources needed to
comprehensively address substance abuse, the SAPAB
periodically reports to the MCBOCC in order to develop a
countywide drug control strategy plan.
Over the past two years the SAPAB, composed of
representatives from various units of government and
community agencies, has met to discuss the drug control
efforts in existence throughout the county. During the
course of the board's first year, status reports were
presented by the officers trained in the SRO/DARE Program,
representatives of the Residential/Work Release Program, and
the project director of the Monroe County Pretrial Substance
Abuse Program. In the second year, the SAPAB conducted a
"Needs Assessment Survey." The survey was distributed to
the SAPAB members, local agencies, and community
organizations associated with drug-related issues.
Following a discussion at a SAPABmeeting, the'results of
the survey showed that programs which addressed education
and prevention of alcohol and drug abuse ranked highest on
the list, along with agencies that provided outpatient
treatment services. Upon notification of the availability
of FY92/93 grant funds, the SAPAB published notice in local
papers and sent letters to the survey respondents inviting
interested parties to submit proposals. The notice advised
that the SAPAB would focus on those programs that provided
education and prevention of alcohol and drug abus8,
specifically cocaine, and to those programs that provided
outpatient services. The board met and reviewed the
proposals submitted, negotiated the fair distribution of
funds, and recommended those agencies for funding bef~re ~he
Monroe County Board of Commissioners. The MCBOCC accepted
their recommendations and submitted"those proposals to the
DCA FY93 Anti-Drug Abuse grant program.
By the end of this year, 1992, a procedure is to be
established by the Monroe County Board of Commissioners
which will designate the SAPAB as the coordinating agency to
review and recommend agencies for funding through th. ~onroe
County.s Clerks Drug Abuse Trust Fund. Pursuant to Florida
Statutes, Section 893.165(1) and Section 893.165(5), this
fund has been established and, as overseer of this fund, the
MCBOCCis responsible for its implementation,
administration, supervision, and evaluation. The SAPAB will
review requests filed by county drug abuse
treatment/education programs and will recommend to the
MCBOCC those agencies that qualify for assistance grants
provided by the Clerk's Drug Abuse Trust Fund.
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MONROE CQUNTY
Personnel for Project Admini
tion
Series #208
SENIOR OFFICE ASSISTANT
MAJOR FUNCTION
progressively responsible and advanced clerical work requiring a high
degree of clerical skills and some independent actions.
Work is performed under the general supervision of the Director, Grants
Management Department.
ILLUSTRATIVE DUTIES
(NOTE: These are intended only as illustrations of the various types of
work performed. The omission of specifie duties does not exclude them from
the position if the work is similar, related, or a logical assignment to
the pos i tion. )
.performs specialized and technical clerical and records keepinq duties with
a minimum of supervision.
Enters data in computer systems via video terminal.
Maintains and processes difficult statistical and specialized records
relatinq to the operation of the Department. Maintains records requirinq
specialized and advanced knowledge of the activities and responsibilities
of the Department. .
Types technical materials requiring specialized knowledqe of the operations
of the Department.
'Prepare qrants-related aqenda items for the Monroe COunty Board of COunty
Commissioners meetings. ~
Searches files and maintains a variety of source materials to assemble
background for grant applications'and departmental reports.
Receives and refers telephone calls and contacts from citizens and from
County personnel requesting specialized information and assistance from
department.
Provides secretarial support for the Department Director. Receives and
logs in mail and messages for the Department. Keeps appointment calendar
for the Department Director.
Types letters, memoranda, reports from copy or from a transcriber.
Performs other related duties at the direction of the Director Qf the
Grants Management Department.
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KNOWLEDGE, ABILITIES AND SKILLS
Knowledge of professional office and business procedures and practices.
Knowledge of business English, spelling, and arithmetic, including
elementary statistics (percentages, averages).
Knowledge of the overall functions, responsibilities and services rendered
by the Department.
Ability to understand and follow oral and written instructions.
Ability to learn and perform assigned duties readily and adhere to
prescribed routines.
Ability to establish and maintain effective working relationships with
other County employees, and with the citizens of Monroe County.
Ability to maintain complex statistical records and to prepare periOdic
. reports from such records.
Ability to plan, organize and supervise the work of clerical and other
subordinates.
Ability to provide information correctly and concisely orally and in
writing.
Ability to meet deadlines, prioritize tasks, and work with several projects
simultaneously.
Possess a working knowledge of word processing and electronic spreadsheets.
MINIMUM QUALIFICATIONS
Must have graduated from high school or possess a-GED, and have had at
least two (2) years of experience as an Office Assistant II or equivalent
general clerical experience.
Must possess a valid Florida drivers license.
APPROVED:
.:\ - b - '-'3
Date
APJLo ]. 1993
Date
. I) Q O? ~99a
Dat~;'1 '1
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E Prooram Obj~ctives and Performance Measures
. .. . A d" XY} or the
. erformance measures (found an p,Pen 1X
Complete uniform program obJectlve~ and p . lement Your application IS not compl~te
federally authorized pr~gram &rlea you ~~~:~n~U Dot be considered for subgnnt funding.
without them and an ancomp ele app I
. Start helow anti us~ continuation a ~s as n~cess
. Program Obj ective ADlf 1:
Program Objective ADM 3:
Program Objective ADU 4:
PrograM Objective ADM 5:
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f
To' conduct 6 Substance Abuse Policy
AdvisorycBoRrd Meetings during the-grant
period. .
To ~onduct 6 monitoring/coordinating
reviews dur~ng the grAnt period.
To submit monthly financial claim reports
to the BPmt and insure quarterly reports
are submitted at the required time periods.
To provide administrative ,upport to the
SAPAB by scheduling and advertising board
meetings And act as liaison between the
Board and County Officials.
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F. Project Budget Schedule
The Project Budget Schedule includes six Budget Categories (Salaries and Benefits, Contractual
Services, Expenses, Operating Capital Outlay (OeO), Data Processing Services, Indirect Costs)
and Total Project Costs, ,
.
7'" e or Print Dollar Amounts Onl}' in A licable Cate ories and uave Others Blank.
Budget Category Federal :Match Total
Salaries And Benefits
5,924 1,974.75 7,898.75
"
Contractual Services
Expenses
1,205 401.58 1,606.58
Operating Capital .
Outlay
,
Data Processing
Indirect Costs
.
Totals
7,129 2376.33 9,505.33
FOR .94-CJ-IR-l~-J~-Ol-123
MONROE COUNTY
MONROE COUNTY
Budget for Anti Drug Abuse Program Administration
Personnel (Staff Assistant)
Salary
FICA (7.65%)
Retirement (17.75%)
. Worker's Compo (7%)
Total Personnel
EXDenses
Postage
Communications
Printing
Advertisement
Office Supplies
Total Expenses
TOTAL BUDGBT
$5,965.82
456.39
1,058.93
417.61
.'$7,898.75
$ 70.00
200.00
300.00
500.00
536.58
$1,606.58
$9,505.33
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H. Acceptance and Agreement
All persons involved in or having administrative responsibility for the subgrant must read tbese
"Acceptance and Agreement" conditions, This "Acceptance and Agreement" (Section H)
must be returned as part ortbe completed application.
Note Condition No. J3: Only project costs incurred on or arter the effedive date or this
agreement and on or prior to the termination date of a recipient's project are eligible for
reimbunement.
Conditions of Agreement. Upon approval of this subgrant, the approved application and the
following tenns of conditions will become binding. Non-compliance will result in project costs
being disallowed. .
The tenn -department", unless otherwise stated, refers to the Department of Community Affairs.
The tenn "bureau", unless otherwise stated, refers t~-the Bureau of Public Safety Management.
The tenn subgrant "recipient"refers to the governing body ofa city or a county or an Indian
Tribe which perfonns cnminal justice functions as determined by The U.S. Secretary of the
Interior, and includes an "implementing agency" which is a subordinate agency of a city, county
or Indian Tribe, or an agency under the direction of an ejected official (for example, Sheriff or
Clerk of the Court). '. .
I. Reports
A, Project Perfonnance Reports:
The recipient shall submit department Quarterly Project Performance Reports to
the bureau by February I, May I, August I, and November 1 covering subgrant
activities during the previous quarter.
The recipient shall submit an Annual Project Performance Report, for each twelve
(12) month period of project activities, This report shall be submitted to the
bureau within thirty (30) days after the end of the original twelve (12) month
period. The last quarterly report shall be submitted with the annual report,
In addition, if the subgrant award period is extended beyond twelve (12) months.
additional Quarterly Project Performance Reports shall be submitted as well as a
Final Project Performance Report. The latter report shall cover the entire time
frame of project activities and is due within thirty (30) days after the end of the
extended period.
B. Financial Reports:
The recipient shall submit Monthly Financial Claim Reports [DCA-NA 3 (A-G.
Revised January 1991)] to the bureau. A final Financial Claim Report and a
Criminal Justice Contract (Financial) Close-Out Package shall be submitted to
the bureau within forty-five (45) days of the subgrant termination period. .Such
claim shall be distinctly identified as "final". .
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Before the "final" claim wiIl be processed. the recipient must submit to the
department all outstanding project p'erformance reports and must have satisfied
any pending special conditions. Failure to comply with the above provisions shall
result in forfeiture of reimbursement.
The recipient shaIl submit department Quarterly Project Generated Income
Reports to the bureau by February ]. May]. August ]. and November] covering
subgrant generated income and expenditures during the previous quarter.
(See ]4. Program Income),
C. Oth~r Reports:
The recipient shall submit other reports as may be reasonably required by the
bureau. All required reports. instructions. and forms shall be distributed with the
subgrant award. .
.
2. Fiscal Control and Fund Accounting Procedures
The recipient shall establish fiscal control, and fund accounting procedures that assure
proper disbursement and accounting of subgrant funds and required non-federal
expenditures, All funds spent on this project shall be disbursed according to provisions of
the project budget as approved by the bureau,
All expenditures and cost accounting of funds shaIl conform to Office of Justice Programs'
Financial and Administrative Guide/or Grants (Guideline ManuaI7JOO.JD. US.
Department 0/ Justice Common Rule for State and Local Governments), and in federal
Office of Management and Budget's Circulars A-2J. A-87, and A-J JO. in their entirety).
All funds not spent according to this agreement shall be subject to repayment by the
recipient.
3. Compliance with "Collsultallt's Compditive Negotiatioll Act"
The recipient, when applicable. agrees to satisfy all requirem'ents provided in Sectiml
287.055, Florida Statutes. known as the "Consultants Competitive Negotiation Act".
.
4. Approval of Consultant Contracts
The department shall review and approve in writing all consultant contracts prior to
employment of a consultant. Approval shall be based upon the contract's compliance with
requirements found in the Office of Justice Programs' Financial and Administrativf! GuidI.'
lor Grants (Guideline ManuaI7JOO.JD, US. Department 0/ Justice's Common Rule/or
State and Local Governments), and in applicable state statutes. The department's .
approval of the recipient agreement does not constitute approval of consultant contracts.
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5. Allowable Costs
Allowance for costs incurred under the subgrant shall be detennined according to
"General Principles of Allowability and Standards for Selected Cost Items" set forth in the
Office of Justice Programs' Financial and Administrative Guide for Grants (Guideline
Manual 7100.ID, U.S. Department of Justice's Common Rulefor State And Local
Governments) and federal Office of Management and Budget's (OMB) Circular No. A-87,
"Cost Principles for State and Local Governments", or OMB's Circular No. A-21, "Cost
Principles for Educational Institutions".
All procedures employed in the use offederal funds to procure services, supplies or
equIpment, shall be according to V.S, Department of Justice's Common Rule for State and
Local Governments, or Attachment "0" of OMB's Circular No. A-IIO and Florida Law to
be eligible for reimbursement.
6. Travel
All travel reimbursement for out-of-state or out-of-grant specified-work-area shall be
based upon written approval of the department prior to commencement of actual travel.
The cost of all travel shall be reimbursed according to local regulations, but not in excess
of provisions in Section 112.061, Florida Statutes. , . '
All bills for any travel expenses shall be submitted according to provisions in Section
112.061, Florida Statutes. .
7. Written Approval of Changes in this Approved Agreement
Recipients shall obtain approval from the department for major changes. These include,
but are not limited to:
A. Changes in project activities, designs or research plans set forth in this approved
agreement;
B. Budget deviations that do not meet the following criterion, That is, a recipient
may transfer funds between budget categories as long as the totaJ amount of
transfer (increase or decrease) does not exceed ten (10) percent of the total
~pproved budget category and the transfer is made to an approved budget line
Item; or,
C, Transfers offunds above the ten (10) percent cap shall be made only if a revised
budget is approved by the department.
D. Under no circumstances can transfers of funds incruse the total budgtttd
award. Transfers do not allow for increasing the quantitative number of items
documented in any approved budget line item. (For example, equipment items in
Operating Capital Outlay or Expense categories or staff positions in the Salaries
and Benefits category.) .
8. Reimbunement Subject to Available Funds
The obligation of the State of Florida to reimburse recipients for incurred costs is subject
to available federal Anti-Drug Abuse Act funds,
9. Advance Funding
Advance funding is authorized up to twenty-five (25) percent of the federal award for
each project according to Section 2/6./8/(12)(B), Florida Statutes (199/); the Office of
Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual
7100.1D, US. Department of Justice's Common Rulefor State and Local Governments).
Advance funding shaJJ be provided to a recipient upon a written request to the department
justifying the need for such funds. This request including the justification shall be
enclosed with tfle subgrant application. ..
10. Commencement or Project
Ifa project has not begun within sixty (60) days after acceptance of the subgrant award,
the recipient shaJJ send a letter to the bureau indicating steps to initiate the project, reasons
for delay and request an expected project staning date. '
Ifa project has not begun within ninety (90) days after acceptance of the subgrant award, '
the recipient shall send another letter to the bureau, again explaining reasons for delay and
request another revised project staning date, '
Upon receipt of the ninety (90) day letter, the department shall determine if the reason for
delay is justified or shaJJ, at its discretion, unilaterally terminate this agreement and
reobligate subgrant funds to other depanment approved projects. The department, where
warranted by extenuating circumstances, may extend the starting date of the project past
the ninety (90) day period, but only by formal written amendment to this agreement,
11. Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contractor
(which includes all project budget categories) shall be in writing for a period not to exceed
six (6) months and IS subject to the same terms and conditions set forth in the initial
contract. Only one extension of the contract shaJJ be acceptable, unless failure to
complete the contract is due to events beyond the control of the contractor.
12. Excusable Delays
Except with respect to defaults of consultants, the recipient shaJJ not be in default by
reason of any failure in performance of this agreement according to its terms (including
any failure by the recipient to make progress in the execution of work hereunder .which
endangers such performance) if such failure arises out of causes beyond the control and
without the fault or negligence of the recipient. Such causes include but are not limited to
acts of God or of the public enemy, acts of the government in either its sovereign or
contractual capacity, ~res, floods, epidemics, quarantine restrictions, strikes, freight
embargoes, and unusually severe weather, but in every case the failure to perform shaJJ be
beyond the control and without the fault or negligence of the recipient.
lffailure to perfonn is caused by failureofa consultant to perfonn or make progress, and
if such failure arises out of causes beyond the control of recipient and consultant, and
without fault or negligence of either of them. the recipient shall not be deemed in default,
unless:
A. Supplies or services to be furnished by the consultant were obtainable from other
sources.
B, The department ordered the recipient in writing to procure such supplies or
services from other sources. and
C. The recipient failed to reasonably comply with such order.
Upon request of the recipient, the department shall ascertain the facts and the extent of
such failure. an~ if the department detennines that any failure to perfonn was occasioned
by one or more said causes, the delivery schedule shall be revised accordingly,
13. Obligation of Recipient Funds
Recipient funds shall not under any circumstances be obligated prior to the effective date
or subsequent to the termination date of the grant period, Only project costs incurred
on or after the effective date and on or prior to the termination date of the
recipient's project are eligible for reimbunement. A cost is incurred when the
recipient's employee or consultant perfonns required services. or when the recipient
receives goods, notwithstanding the date of order,
14. Program Income (also known as Project Generated Income)
Program income means the gross income earned by the recipient during the sub grant
period, as a direct result of the subgrant award, Program income shall be handled
according to the Office of Justice Programs' Financial alld Administrative Guide for
Grants (Guideline Manual 7100,1D, U,S. Department of Justice's Common Rulefor State
and Local Government. Reference: The Cash Management Improvement Act of 1990).
15. Performance or Agreement Provisions
In the event of default, non-compliance or violation of any provision of this agreement by
the recipient, the recipient's consultants and suppliers, or both, the department shall
impose sanctions it deems appropriate including withholding payments and cancellation.
tennination or ,suspension of the agreement in whole or in part. In such event, the
department shall notify the recipient of its decision thirty (30) days in advance of the
effective date of such sanction. The recipient shall be paid only for those services
satisfactorily perfonned prior to the effective date of such sanction.
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16.
Access To Records
The Department of Community Affairs; the U.S. Department of Justice, Office ofJustice
Programs, Bureau of Justice Assistance; and, the Auditor General of the State of Florida.
the V,S, Comptroller General or any of their duly authorized representatives, shall have
access to books, documents, papers and records of the recipient, implementing agency and
contractors for the purpose of audit and examination according to the OffiCe of Justice
Programs' Financial and Administrative Guide for Grants (Guideline Manual 7100. lD,
V,S. Department of Justice's Common Rule for State and Local Government).
The department reserves the right to unilaterally tenninate this agreement if the recipient,
implementing agency or contractor refuses to allow public access to all documents,
papers, letters, or other materials subject to provisions of Chapter 119, Florida Statutes,
and made or received by the recipient or its contractor in conjunction With this agreement.
17. Audit
A. The recipient shall provide to the department one copy of an annual audit
conducted in compliance with The Single Audit Act of 1984, P.L 98-502. The
audit shall be perfonned in accordance with the federal Office of Management and
Budget's Circular A-128 and other applicable federal law. The contract for this
agreement shall be identified with the subject audit in The Schedule.of Federal
Financial Assistance. The contract shall be identified as federal funds passed-
through the Florida Department of Community Affairs and include the contract
number. CFDA number, award amount. contract period. funds received and
disbursed, When applicable, the recipient shall submit an annual financial audit
which meets the requirements of Sectiolls 11.45 alld 216,349, Florida Statutes;
and. Chapters 10.550 and 10.600, Rules of the Florida Auditor General.
B, A complete audit report which covers any portion of the effective dates of this
agreement must be submitted within 30 days after its completion, but no later than
seven months after the audit period, In order to be complete, the submitted report
shall include any management letters issued separately and management's written
response to all findings, both audit report and management letter findings,
Incomplete audit reports will not be accepted by the department and will be
returned to the recipient.
'-
C, The recipient shall have all audits completed by an independent public accountant
(IP A). The IP A shall be either a Certified Public Accountant or a Licensed Public
Accountant.
D. The recipient shall take appropriate corrective action within six months of the issue
date of the audit report in instances of noncompliance with federal laws and
regulations. .
E. The recipient 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. .
F. If this agreement is closed out without an audit, the department reserves the right
to recover any disallo'K'ed costs identified in an audit completed after such close-
out,
. .
G, The completed audit reports should be sent to the fonowing address:
Department of Community Affain
.... . Office of Audit Sen'ice& . ..
. 2740 Centen'iew Drive
The Rhyne Building
Tallahassee Florida 32399-2100
18. Procedures for Claim Reimbunement
All claims for reimbursement of recipient costs shan be submitted on DCA NA Fonn 3
(A-G, Revised 1991) prescribed and provided by the bureau, A recipient shall submit
claims monthly in order to report currentproject costs.
All claims requesting reimbursement for Operating Capital Outlay (OeO) items having a
unit cost of $5,000 or more and a useful life of one (1) year or more shall be accompanied
by a completed non-expendable property fonn signed by the recipient's property
custodian. Iflocal accounting procedures require oeo reporting at a lesser amount than
$5,000. local requirements shall be adhered to.
All claims for reimbursement shan be submitted in sufficient detail for proper pre-audit and
post-audit.
All bills for fees or other compensation for services or expenses shall be submitted in detail
sufficient for a proper pre-audit and post-audit thereof.
19. Retention of Records
The recipient shan maintain an records and documents for a minimum of three (3) years
from the date of the final financial statement and be available for audit and public
disclosure upon request of duly authorized persons,
20. Ownenhip of Data and Creative Material
Ownership of material. discoveries, inventions, and results developed, produced, or
discovered subordinate to this agreement is governed by the tenns of the Office Of Justice
Programs' Financial and Administrative Guide for Grams (Guideline Manual 7100.1 D,
U.S. Department Of Justice's Common Rule for State and Local Government) or the
federal Office of Management and Budget's Circular A-l 10, Attachment N. Paragraph
Eight (8).
21. Property Accountability
The recipient agrees to use all non-expendable property for criminal justice purposes
during its useful life or request department disposition. .
.
. '
The recipient shall establish and administer a system to protect, preserve, use, maintain
and dispose of any property furnished to it by the department or purchased pursuant to
this agreement according to federal property management standards set forth in the Office
of Justice Programs' Financial and Administrative Guide for Grants (Guideline Manual
7100.1 D, U. S,. Department of Justice's Common Rule for State and Local Government) or
the federal Office of Management and Budget's Circular A-110, Attachment N. This
- obligation continues as long as the recipient retains the property, notwithstanding
expiration of this agreement,
22. Disputes and Appeals'
The department shall make its decision in writing when responding to 'any disputes,
disagreements or questions offact arising under this agreement and shall distribute its
response to all c:oncemed parties. The recipient shall proceed diligently with the
perfonnance of this agreement according to the department's decision.
If the recipient appeals the department's decision, it shall be made in writing within
twenty-one (21) calendar days to the secretary of the department, whose decision is final.
If the recipient appeals the department's decision, it also shan be made in writing within
twenty-one (21) calendaf days to the department's clerk (agency clerk). The recipient's
right to appeal the department's decision is contained in Chapter 120, Florida Statutes,
and in procedures set forth in Chapters 28-5 and 9-5, Florida Administrative Code.
Failure to appeal within this time frame constitutes a waiver of proceedings under
Chapter J 20, Florida Statutes.
23. Conferences and Inspection of Work
Conferences may be held at the request of any party to this agreement. At any time, a
representative of the bureau, of the U.S, Department ofIustice's Bureau of Justice
Assistance or both have the privilege of visiting the project site to monitor, inspect and
assess work perfonned under this agreement.
24. Publication or Printing of Reports
A. Before publication or printing, a final draft of any report' required under or
pertaining to this agreement shall be sent to the bureau for its review and
comment. .
B. Publications or. printed reports covered under A. above shall include the following
statements on the cover page:
1, "This report was prepared for the Florida Department of Communit}'
Affairs. Linda Loomis Shelley, Secretary, in cooperation with the
U.S. Department of Justice, Bureau of Justice Assistance," The ne>.1
printed line shall identify the month and year the report was published.
J
..,
..,
"This program was supported by grant # awarded to the Department
of Community Affairs, State of Florida, and by the Bureau of Justice
Assistance (BlA), Office of Justice Programs (OJP), V,S. Department of
Justice. The BJA is a component ofOJP which also includes the Bureau of
Justice Statistics, National Institute of Justice, Office of Juvenile Justice
and Delinquency Prevention, and the Office for V.ictims of Crime. "
3, "Points of view, opinions, and conclusions expressed in this report are
those of the recipient and do not necessarily represent the official position
or policies of the State of Florida, Department of Community Affairs, the
V,S. Department of Justice, Office of Justice Assistance, or any other
aoency of the state or federal government."
2.
25. Equal Employment Opportunity (EEO)
No person, on the grounds of race, creed, color or national origin shall be excluded from
participation in. be refused benefits of, or otherwise subjected to discrimination under
grants awarded pursuant to Public Law 89-564, Non-Discrimination Requirements of the
Anti-Drug Abuse Act of 1988; Title IV of the Civil Rights Act of 1964; Section 504 of the
Rehabilitation Act of 1973 as amended; Title IX of the Education Amendments of 1972;
The Age Discrimination Act of 1975; and, Department of Justice Non-Discrimination
Regulations 28 CFR Part 42, Subparts C, D, E, and G. ,
The recipient and a criminal justice agency that is the implementing agency agree to certify
that they either do or do not meet EEO program criteria as set forth in Section 501 of The
FederalOmnibus Crime Control and Safe Streets Act of 1968 as amended and that they
have or have not formulated, implemented and maintained a current EEO Program.
Submission of this certification is a prerequisite to entering into this agreement.
This certification is a material representation of fact upon which reliance was placed when
this agreement was made, If the recipient or implementing agency meet Act criteria but
have not formulated, implemented and maintained such a current written EEO Program,
they have 120 days after the date this agreement was made to comply with the Act or face
loss offederal funds subject to the sanctions in the Justice System Improvement Act of
1979, Pub. L 96-157, 42 U.S.c. 3701, et seq, (Reference Section 803 (a) of the Act, 42
U.S.C. 3783 (a) and CFR Section 42.207 Compliance Information),
Any state agency, county or city receiving $500,000 or more in federal Anti-Drug Abuse
Act funds shall submit their equal employment opportunity plan to the bureau.
26. Criminal Intelligence System
The purpose of the federal regulation published in 28 CFR Part 23 - Criminal1mel/igence
Systems Operating Policies is to assure that recipients of federal funds for the l'rincinal
purpose of operating a criminal intelligence system under the Omnibus Crimt.' Colltrol and
Safe Streets Act of 1968, 42 U.S,c. 3701, et seq., as amended (pub. L. 90-351. as
amended by Pub. L. 93-83, Pub. L. 93-415, Pub. L. 94-430, Pub. L. 94-503, Pub. L. 95-
115, Qnd Pub. L. 96-157), use those funds in conformance with the privacy and .
constitutional rights of individuals.' .
.t
".
The recipient and a criminal justice agency that is the implementing agency agree to certify
that they operate a criminal intelligence system in accordance with Sections 802(a) and
818( c) of the Omnibus Crime Control and Safe Streets Act of 1968 as amended and
comply with criteria as set forth in 28 CFR Part 23 - Criminal Intelligence Systems
Operating Policies and in the Bureau of Justice Assistance's FY 1993 Formula Grant
Program Guidance. Submission or this certification is a prerequisite to entering into
this agreement.
This certification is a material representation of fact upon which reliance was placed when
this agreement was made, If the recipient or criminal justice agency operates a criminal
intelligence system and does not meet Act and federal regulation criteria, they must
indicate by when they plan to "ome into compliance, Federal law requires a subgrant
funded criminal intelligence system project to be in compliance with tbe Act and federal
regulation prior to the award of federal funds, The recipient is responsible for the
continued adherence to the regulation governing the operation of the system or faces the
Joss offederal runds. The department's approval of the recipient agreement does not
constitute approval of the subgrant funded development or operation ofa criminal
intelligence system,
27. Non-Procurement. Debarment and Suspension
.
The recipient agrees to comply with Executive Order 12549, Debarment aruJ Suspension
(34 CFR. Part 85, Section 85.510, Participant's Responsibilities). These procedures
require the recipient to certify it shall not enter into any lower tiered covered transaction
with a person who is debarred, suspended, declared ineligible or is voluntarily excluded
from participating in this covered transaction, unless authorized by the department.
28. Payment Contingent on Appropriation
The State of Florida's performance and obligation to pay under this agreement is
contingent upon an annual appropriation by the Florida Legislature,
29. Federal Restrictions on Lobb)'ing
The recipient agrees to comply with Section 319 of Public LoK' 101-121 set forth in liNn'
Restrictions on Lobbying; 111lerim Final Rule, II published in the February 26, 1990,
Federal Register.
Each person shall file the most current edition of this Certification And Disclosure Form.
if applicable. with each submission that initiates agency consideration of such person for
award offederal contract, grant, or cooperative agreement ofSl00,OOO or more; or
federal loan ofS150,OOO or more.
This certification is a material representation offact upon which reliance was placed when
this agreement was made, Submission of this certification is a prerequisite to entering into
this agreement subject to conditions and penalties imposed by Section 1352, Title 31,
United States Code. Any person who fails to file the required certification is subject to a
civil penalty of not less than S10.000 and not more than S100.000 for each failure to file.
The undersigned certifies. to the best of his or her knowledge and belief. that:
,j
No federally appropriated funds have been paid or shall be paid to any person for
influencing or attempting to influence an officer or employee of any federal agency,
a member of congress, an officer or employee of congress, or an employee of a
member of congress in connection with the awarding of any federal loan, the
entering into of any renewal, amendment, or modification of any federal contract,
grant, loan or cooperative agreement.
B. If any non-federal funds have been paid or shall be paid to any person for
influencing or attempting to influence an officer or employee of congress, or an
employee of a member of congress in connection with this federal contract, grant
loan, or cooperative agreement, the undersigned shall complete and submit the
standard form, Disclosure of Lobbying Activities, according to its instructions,
A.
C, The undersigned shall require that the language of this certific'ation be included in
award dpcuments for all subgrant awards at all tiers and that all subgrant recipients
shall certifY and disclose accordingly,'
30. State Restrictions on Lobbying
In addition to the provisions contained in paragraph 29 of Section Ii. Acceptance and
Agreement, the expenditure of funds for the purpose of lobbying the legislature or a
state agency is prohibifed under this contract. '
31. Statement of Federal Funding Percentage and Dollar Amount
When issuing statements, press releases, requests for proposals, bid solicitations, and other
documents describing projects or programs funded in whole or in part with federal funds,
all grantees and recipients receiving these federal funds, including but not limited to state
and local governments, shall clearly state:
A. The percentage of the total cost of the program or project that shall be financed
with federal funds, and
B. The dollar amount offederal funds to be expended on the project or program,
32. Project Oose-Out
Project funds which have been properly obligated by the end of the subgrant funding
period will have 90 days in which to be liquidated (expended). Any funds not liquidated at
the ,end o~the 90-day period will .Iapse an~ ~evert to th~ department. A subgrant funded
project will nor be closed out until the reCipIent has satisfied all close-out requirements in
one final subgrant close-out package.
'. .
.(
EEO Certification Letter - Subgrant Recipient
Mr. John A. Lenaerts. Chief
Bureau of Public Safety Management
Department of Community Affairs .
2740 Centerview Drive
Tallahassee. Florida 32399-2100
RE: Compliance with Equal Employment Opportunity (EEO) Program Requirements _
Subgrant Recipient
Dear Mr. Lenaerts:
I, the undersigned authorized official. certify that according to Section SOl of the Omnibus
Crime Control and Safe Streets Act of 1968 as amended. that...Initial one of the following:
. .
xxxx
The subgrant recipient does meet Act criteria,
The subgrant recipient does not meet Act criteria.
J affinn that I have read the Act criteria set forth in the Sub~rant Instructions. I
understand that if the subgrant recipient meets these criteria, it must fonnulate. implement and
maintain a written EEO Program relating to employment practices affecting minority persons and
women, ] also affinn that the subgrant recipient...Initial one of the following:
Has a CII"ent EEO Program Plan,
xxxxx
Does not have a current EEO Program Plan.
J further affinn that if the recipient meets the Act criteria and does not have a current
written EEO Program, federal law requires it to fonnulate, implement, and maintain such a
program within 120 days after a subgrant application for federal assistance is approved or face
loss of federal funds.
By:
Title:
,
......
CQunty
Date:
t;, \ (1) \ q 3
37
,'.;;~,~
.,' !:,.;.;.,
. ~~.: ..~~
..... -#'.
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,-' IJ'.........;
. I 'j
,I
EEO Certification Letter - Implementing Agency
Mr. John A, Lenaerts, Chief
Bureau of Public Safety Management
Department of Community Affairs
2740 Centerview Drive
Tallahassee, Florida 32399.2100
RE: Compliance with Equal Employment Opportunity (EEO) Program Requirements __
Cnminal Justice Agency
Dear Mr. Lenaerts:
. I, the undersigned authorized official, certify that according to Section 501 of the Omnibus
Crime Control and Saf~ Streets Act of 1968 as amended, that...Initial one of the following'
The criminal justice agency does meet Act criteria. xxxx
The criminal justice agency does not meet Act criteria.
1 affinn that I have read the Act criteria set forth in Sub grant Instruction$. 1 understand
that if the implementing agency meets these criteria, it must participate in the subgrant recipient's
EEO Program or fonnulate, implement and maintain its own written EEO Program relating to
employment practices affecting minority persons and women. I also affinn that the implementing
agency...Initial one of the following:
Has a current EEO Program Plan.
yyxxx
Does not have a current EEO Program ,Plan
1 further affinn that if the implementing agency meets the Act criteria and does not
participate in the subgrailt recipient's EEO Program or does not have its own written EEO
Program, federal law requires It to participate in such a program or fonnulate, implement, and
maintain its own program within 120 days after a sub grant applicatipn is approved or face loss of
federal funds.
By; ff\uires sii.~rized official;
Mar~ Broske
Title: Director, Grants Management' Department, Monroe County'
Date: 6/11/93
3'
:.', ",. 4.,:,:~ :'.'~ . :~.t' I
~. OJ!~~ 3":~~~E
(305) 294--4641
,"'-
SOAR I OUNTY COMMISSIONER!
MAYOR, Jack London, District 2
Mayor Pro Tern, A earl Cheal, District "
Wilhelmina Harvey, District 1
Shirley Freeman, District 3
Mary Kay Reich, District 5
Thomas W. Brown
County Administrator
Monroe COunty
Public Service Building
Wing II, Stock Island
Key West, FL 33040
(305) 292-4741
4>>
June 9, 1993
.'
Mr. John A. Lenaerts, Chief
Bureau of Public Safety Management
Division of Emergency Management'
Department of COmmunity Affairs
2740 Centerview Drive
Tallahassee, FL 32399-2100
Re: Monroe COunty FY 193 Drug Control and System Improvement
Formula Block Grant Program
Dear Mr. Lenaerts:
May this letter serve as authorization for Mary S. Broske,
Director, Grants Management Department, to be recognized as the
Administrator of the Implementing Agency, and that her signature
be accepted as such.
omas W. Brown
COunty Administrator
TWB/rnsb
.\
.I
~
GRANTS MANAGEMENT
RESOLUTION NO.
222
- 1993
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, AUTHORIZING THE SUBMISSION OF
A GRANT APPLICATION TO THB DEPARTMENT OF COMMUNITY
AFFAIRS FY 93/94 ANTI-DRUG ABUSE GRANT PROGRAM
WHEREAS, the Department of Community Affairs (DCA) has
announced the FY93/94 fundinq cycle of the Anti-Druq Abuse Act
Formula Grant proqram; and
WHEREAS, on April 14, .1993, the Monroe County Board of
. County Commissioners signed a Cert;ficate of participation and
aqreed to act as the coordinatinq unit of qovernmen~fo~ t~ :~
.purpose of preparinq Monroe County application(s) fdf qran~un~
requests to DCA; and ~~ j Co.. =
..., . c::
~ 2'
WHEREAS, the Substance Abuse POlicy Advisory B~rd, wi1:h,.J
consideration given to the County's current druq co~rol ~
activities, has recommended five aqencies that provide the~
community with proqrams focused on druq and alcohol~ducat~n, ~
prevention, rehabilitatiap.. and treatment; now ther~ore, ~ ~
'"T"
."T'
BB IT~ESOLVBD BY THB BOARD OF COUNTY COMMISSIONERS OP
MONROB COUNTY, FLORIDA, THAT:
1. The Board of COunty Commissioners amends the Substance
Abuse POlicy Advisory Board'S recommendations, and thereby
approves fundinq for the programs provided by the following
agenci.s: Monroe COunty Office of Substanc. Abus., Key w..t
Polic. Department, Monroe County Sheriff's D.partment, Lif.
Center Poundation, and Pretrial Service.; and that
2. The Board authorizes the COunty Administrator with
.iqnature authority on the' Department of Community Affair. Anti-
Drug Abuse Grant application.; 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 Commissioner. of
Monroe County, Florida, at a regular meeting of said Board held
on the 26th day of May, A.D. 1993.
APPROV~DASTOF.~~M Mayor London
AN LEGAl.. SUFF~ Y.
Mayor ProTem Cheal
Commissioner Harvey
Commissioner Freeman
Commissioner Reich
yes
yes
. yes
. yes
yes
By
(Seal~AmY L. KOLHAGE. Clp",
~~c.~
Clerk
I. Signature Page .
In witness whereof, the parties affinn they each have read and agree to conditions set fonh in this
agreement, have read and understand the agreement in its entirety and have executed this
agreement by their duly authorized officers on the day, month and year set out below,
Corrections inc/udin strikeovers whiteouts. etc.. on this a e are not acce table.
Swc of Florida
Department of Community Affairs
Bureau of Public Safety Management
By: U/~ tJ,. ~~
Title: Clayton H. Wilder, Community Program Administrator
Date: IO-c;t-9..J
Sub grant Recipient
Authorizing Official of Governmental Unit
(Commission Chain1Wl, Mayor, or Designated Representative)
By:
Title:
Thomas W. Brown
County Administrator
CoI(OJ~3
Date:
Implementing Agency
Official, Administrator or Designated Representative
By:
Title:
~~~
Director, Grants Management Department, Monroe County
Date: ~ f lo/it 3