Resolution 237-1980
RESOLUTION NO. 237
1980
RESOLUTION CONCERNING PUBLIC DEFENDER
INTERNSHIP PROGRAM
WHEREAS, the Board of County Commissioners of Monroe
County, Florida, herein called the "Applicant," after thorough
consideration of the problem and available data, has hereby
determined that the project described below is in the best
interests of the general public.
PUBLIC DEFENDER INTERNSHIP PROGRAM
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA, IN OPEN MEETING ASSEMBED IN THE CITY
OF
Marathon
, THIS 23rd
DAY OF
September , 1980, AS FOLLOWS:
1. That the project generally described above is in the
best interests of the Applicant and the general public.
2. That John H. Keane, Public Defender, by hereby
authorized to file in behalf of the Applicant an application ln
the form prescribed by the Florida Bureau of Criminal Justice
Planning and Assistance for a grant to be made to the applicant
to assist in defraying the cost of the project generally
described above.
3. That if such grant be made, the Applicant shall
provide or make necessary arrangements to provide such funds
and/or in-kind contributions in addition to the grant as may be
required by the Act to defray the cost of the project generally
described above.
4. That the Applicant is aware that the minimum required
non-federal cost of the project be appropriated cash and that
such funds designated as local hard cash contributions in all
related project budget schedules that are to be provided by the
Applicant are hereby appropriated funds for Criminal Justice
use for the express purpose of matching the LEAA or JJDP Funds.
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Page 1 of 2 Pages
3~5
5. That said John H. Keane, Public Defender, is
hereby authorized to furnish such information and take such other
action as may be necessary to enable the Applicant to qualify for
said grant.
6. That the Official designated in the preceding
paragraph is hereby designated as the authorized representative
of the Applicant for the purpose of furnishing to the Florida
Bureau of Criminal Justice Planning and Assistance such information,
data, and documents pertaining to the application for said grant
as may be required and otherwise to act as the authorized
representative of the Applicant in connection with this application.
7. That the original or certified copies of this
resolution be included as part of the application for said grant to
be submitted to the Florida Bureau of Criminal Justice Planning
and Assistance.
8. That if such grant be made, the Applicant or Official
designated in paragraph 4 above shall maintain such records
necessary and furnish such information, data, and documents as
required by the Florida Bureau of Criminal Justice Planning and
Assistance to support the implementation of the project generally
described above.
9. That this resolution shall take effect immediately
upon its adoption.
DONE AND ORDERED in open meeting.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
(Seal)
Don S
Blair offered the foregoing resolution
adoption, which was seconded by Commissioner
Upon roll call, the vote was:
Commissioner
and moved its
Hernandez
Ayes: 4
Nays: 0
Absent and/or Not Voting: 1
Date: September 23, 1980.
Attest:
/~ . L/?'
~{c/d~
Clerk ;f
MMQVED AS 10 10/IIII
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Page 2 of 2 Pages
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Sl:ATE OF' FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING
AND ASSISTANCE
ATTACHMENT I
PAGE 1
Project No.
Date Received
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
FY
_PARTC LOCAL
SUBGRANT APPLICATION
FOR
JJDP/LEAA FUNDS
JJDP __PART E
PART C STATE
For BCJA Use Only
PART I. GENERAL ADMINISTRATIVE INFORMATION*
1.
Public Defender Internship Program
Project Title:
2.
~Part "e"
o Other
o Part "D"
o Part "E"
o JJDP
Funding Category:
3,
CT-7
lZcontinuation of Grant No, CF=79 -1 / - 37U 1
l3trotal Months Prior Funding 1 ?
Program Area and Title in which Applicatiol't is Made:
4.
Type of Application:
~: 1 st Year of Funding
5.
Anticipated Subgrant Period:
December 1. 1980
through-liovember 30, 1981
6.
Date Application Submitted to RPC/MPU liocal Projects Only)
September 1980
7.
LEAA Support Sought: $ 12.000
Matching Share: Local $ 1, 333
State $
Total Budget: $ 1 ~, ~ ~ ~
(Numbers 8 - 11; type name, title, address and telephone number)
8,
Applicant:
Don Schloesser, Chairman
Monroe County Board of County Comm
500 Whitehead Street
Key West. FL 33040
9. Chief Financial Officer:
John H. Keane,
ssioners Public Defender
Signature
(Name & Title)
10, Implementing Agency:
Public Defender
Public Defender's Office
John H. Keane
424 Fleming Street
Key West' Florida
Signature
(Name & Title
Signature
(Name & Tit
12. Project
This project is designed to provide nine interns a three-month period (more or
. .
less) during which they will work with the Public Defender's Office doinF
either investigative or legal work. This will provide students with clinical "
experience while reducing the workload of the existing staff attorneys. ~
This public document was promulgated at an annual cost of $2.00 per copy for the purpose of informing p'ospeclive LEAA subgrantees of
actions and policies of the Bureau of Criminal Justice Assistence. 530 Carlton Building, Tallahassee, Florida 32301,
Form BCJA.AI
Revised 2/79
3~'1
n
STA.T,E OF FL:ORIDA
DEPARTMENT OF COMMUNI Y AFFAIRS
DIVISION OF PUBLIC SAFET't ,'LANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
ATTACHMENT I
PAGE: 2
Project Plan & Supporting Data
SUBGRANT APPLICATION INSTRUCTIONS
PART II. PROJECT PLAN AND SUPPORTING DATA*
\ ~~r State clearly and in detail the aims of the project, precisely what will be done, how and when it will be
, ' done, Who will be involved, and what is expected to result. Use the following major topics:
, ,
A. STATEMENT OF THE PROBLEM
B. GENERAL PROJECT DEVELOPMENT
C. MEASURABLE OBJECTIVES/STANDARDS
D. EvA~UATION
E. ACTI.VITIES AND TIMETABLE
F. RESOURCES
V L1..
. All of these topics are interrelated and should be written to reflect that fact. Clearly define
manageable but significant problem, document the need for the project and how the project will
address the problem. State measurable objectives which, if met, will have the projected effect on the
problem stated. Develop a plan for assessing the extent to which the project has met its stated
objectives. Organiz,e procedures and allocate resources in a manner that is realistic and compatible with
the objectives of the project. See annual action plan and Florida's Criminal Justice Program
Development Guidelines.
Start below and use continuation pages as necessary.
~
A. STATEMENT OF THE PROBLEM
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Statement of Problem
In the past dozen or more years, the justice system and its
components have grown in size and complexity. Litigation has increased
dramatically and the ability of State court systems to counsel has been
threatened. Further, the very structure of State court systems---
many being fragmented, underfunded, and lacking uniform policies---
has been perceived as a major impediment to improvement. Consequently,
national commissions, scholars, the A merican Bar A ssociation, State
court leaders, and national courts organizations have increasingly
called for structural improvements in the administration of justice by
the courts.
Since the U. S. Supreme Court Decision in Gideon v. Wainwright,
1963, delivery of legal services to indigent criminal defendants has been
an especially critical area in the administration of justice. However, indigent
defense representation has been one of the least popular criminal justice
expenditure items and defens e systems are chronically underfinanced.
The problem is made even more acute in the Sixteenth Judicial Circuit
because of our geographic characteristics reqriring extensive travel by
those involved in the criminal justice system to the various branch courts
strung out along the Keys. The number of criminal cases handled by the
Sixteenth Judicial Circuit does not begin to reflect its small population due
to the large influx of trans ients experienced by this area. There is a
;,
paucity of research knowledge about the actual effects of court and defense ;,
system consolidation, although there is a growing subjective consensus,
as evidenced by various national standards and commissions that these
3 ,,~--
efforts result in more evenhanded and cost effective justice.
Therefore, it is absolutley essential that there be a maximization
in the efficient utilization of the available state funds. Even though we
have increasing levels of state funding in indigent defense delivery, there
remains, according to recent studies, a low level of implementation of recent
Supreme Court Mandates on the right to counsel throughout the nation.
Through the use of legal interns and criminology interns we ho?e to more
effectively utilize available 'Personnel in the delivery of competent indigent
defense and maximize the effective utilization of our limited funding.
A dditionally, internships of this nature will provide an invaluable
educational experience. Law students will be able to translate their
classroom experience into practical experience, thus giving them an
additional insight into the system. Criminology students will have the
same opportunity with the additional benefit of experiencing one area in
the criminal justice system about which they are studying. Thus they
can compar.e the academic and practical components as ~ell as experience
one are of the criminal justice system about which they will eventually
be making career decisions.
Measurable Objectives
A mong the results sought will be improved defense delivery systems
through more efficient utilization of available funding providing a more
independent and organized defense representation with a wider scope of
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representation more in compliance with Supreme Court decisions
affecting right to counsel. A mongst the results sought, with regard
310
to structural reorganization and administrative improvements, are
improved long-range planning and management in areas of financing,
personnel and caseload, resulting in more uniformity of justice and
more effective managerial control of workload. More specifically, legal
interns and criminology interns will free staff attorneys from the
performance of non-attorney functions resulting in better utilization of
the attorneys unique professional resources. Law student interns and
criminology interns will al~o provide a pool for future recruitment of
trained and experienced staff members while at the same time giving
the interns practical public service experience in preparation for their
entry into the legal system. The primary recipients of the program will
not only include the Office of the Public Defender, but also the judges,
state attorneys and other members of the legal criminal justice system of
t he Sixteenth Judicial Circuit. Specifically, the legal interns will be
involved in legal research, preparation of legal momoranda and inter-
viewing of indigent defendants.
Criminology interns will be involved in the investigatiory aspect
of indigent defense delivery.
1. Employing one or more legal interns and one or more
criminological intern for an average of a three-month period for each.
2. Reducing the legal research and investigative caseload by 10%
through the use of interns thus increasing the quality of the work com-
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pleted by the staff.
3. Providing 10 hours of training and orientation to each intern
employed.
,._._}4-f~
Evalua t ion
Evaluation will be done in an ongoing manner through self-
assessment with the supervising attorney or supervising investigator.
There will be continuous monitoring of both legal and criminology interns
by the chief supervisors of staff attorneys and staff investigators. The
self-assessment evaluation will be designed to determine to what extent
the intern program is accomplishing the aforementioned objec~i:ves.
primarily. through an evalu~tion of caseload data, before. during and
after the implementation of the intern program. In addition. staff
a ttorneys will make assessments of the impact of the interns in freeing
them from performing non-attorney functions.
Other evaluation components will include the regular quarterly and
final progress reports which will be regularly submitted to the Bureau
of Criminal Justice Ass istance. These reports will include a narrative
report on how the project objectives are being met as well as qualitative
comments on how well the concept of using interns is working.
A Iso, a questionaire will be given to the interns which will
capture their impression of the experience as to its usefulness, how
they viewed their performance rating. and other items.
Procedure and Timetable
Nine interns will be employed over a twelve month period; one or
more interns will be employed at a time for three-month periods. How-
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ev er,some interns may be employed for periods less that three months or for
periods in excess of three months. 'The interns will be recruited from
------------ ---- -_.--..-- --_. --.----+-----_._..- --------------...--
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, state educational institutions and will be paid approximately $500 per
month. In some cases, contribution funds may be paid by contrasting
institutions with educati onal credits being accrued by the interns. This
will commence when notification of grant award is received.
Resources
The existing Public Defender staff and the staff of associated
judicial agencies will provide the personnel resources. while the
facilities of the Office of the Public Defender (law library. desks,
etc.) will provide the physical resources.
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STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
SUBGRANT APPLICATION INSTRUCTIONS
PART III. BUDGET COMPONENT
PAGE: 5
Attached are budget schedules A through H. These must be completed In accordance with the
Subgrant Application Instruction Manual.
Budget Exhibits 1 and 2 are included and should be used to explain and justify items listed in the
budget schedules.
';:'
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STATE OF Fl.ORIDA
DEPARTMENl' OF COMMUNITY AFFAIRS ATTACHMENT I PAGE: 6
DIVISION OF PUBLIC SAFETY Pl.ANNING AND ASSISTANCE
BUREAU OF CRIMINAl. JUSTICE ASSISTANCE Budget Component
Schedule A
Budget Summary *
SUBGRANT APPLICATION INSTRUCTIONS
1. Budget Summary for Subgrant Period (Totals to be brought forward from supporting schedules):
S
C
H LEAA NON.FEDERAl. SHARE
E or --------------
D JJDP HARD CASH
U
L TOTAL
E COST CATEGORY SHARE STATE l.OCAL BUDGET
B Personnel . 12.00b
. 1,333 13,333
C Professional (Including Contractual and Consultant) Services
D Travel
E Equipment
F Construction
G Other Operating Expenses
H Indirect Costs ,
TOT AL COSTS 13,333
1. Funding Ratio:
LEAA/JJDP $ 12,000 90 %
State General Revenue .$ 1,333 JO %
State Buy-in Appropriation No. $ %
Local Hard Cash $ %
Appropriation No,
. Total Project Co~ts $ 13,333 100%
2. Estimates for Future LEAA/JJDP support to be requested:
Time Period: ---.DJ~_c.emlter 1, 1980 $ 1~,~~~
November 30. 1980 $
3. Monies awarded for Pro~ct Activities in priorlears of Funding:
Time Period 12/1/ 9Grant Number: C -79- LEAA Funds: 12,000 Matching: 1,333
to lI7307tffi 17-3701
-
4, (Circle One) There~ARE NOT Other Fund Sources: ::
Source: Time Period: , Amount: ,
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ST A Tl: OF F LOR IDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
ATTACHMENT I
PAGE: 14
Budget Exhibit I
Budget Narrative'
. SUBGRANT APPLICATION
PART III. BUDGET EXHIBIT I - BUDGET NARRATIVE*
Start Below and Use Continuation Pages as NeclIssary,
1. Schedule B Personnel Costs
Nine (9) interns will be employed over a twelve (12) month period, one (1)
or more interns will be employed at a time for three (3) month periods;
however, some interns may.be employed for periods less than three (3)
months, or for periods in excess of three (3) months, at a cost of $500.00
per month for each intern. ($500.00 x 9 x 3 = $13,000.00). The total
expenditure will not exceed the amount awarded under the grant, plus local
matching.
2. Schedule H,. Indirect Costs
Indirect Costs are not applicable for OPS positions under the Public
Defenders. Office.
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STATE OF FLO,RIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
SUBGRANT APPLICATION
ATTACHMENT I
PAGE: 15
Budget Exhibit II
Fiscal Questionnaire *
Start Below and Use Continuation Pages as Necessary.
PART III. BUDGET EXHIBIT II - FISCAL QUESTlONNAIRE*
1. Hard cash match in the amount of $1,333 will be expended from the
current general revenue budget which was approved by the Flo~ida
State Legislature. . -
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STATE OF F~ORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
ATTACHMENT I PAGE: 16
Com pi iance/ Administrative
Exhibit A
Subgrantee Resolution
SUBGRANT APPLICATION INSTRUCTIONS
If the subgrantee is not a state agency, a "Resolution" from the governing board is required. A sample
is included in the Subgrant Application Instructions.
A signed certified copy or original resolution should be attached in place of this form and labeled
EXHIBIT A in the original of the application.
A copy of the certified Resolution should be attached to each copy of the subgrant application.
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STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU?FCAIMINAL JUSTICE ASSISTANCE
SUBGRANT APPLICATION INSTRUCTIONS
ATTACHMENT I PAGE: 17
Com pi iance/ Administrative
Exhibit B
Standard Subgrant Conditions
, The applicant understands and agrees to the following conditions applicable to the administration of
"aILPa~t,B, Part C, Part E, JJDP, and, if applicable, discretionary, LEAA subgrants.
:.\t~r~\:";\~" .' .
,,1.' Reports, The subgrantee shall submit, at such
times and in such form as may be 'prescribed, such
reports as the BCJA may reasonably require, includ-
, ing monthly financial reports, quarterly and final
" progress reports and final financial and narrative
reports;:'
- ,: ~ .
,'. 2. Copyrights and Rights in Data, Where activities
. supported by this grant produce original computer
programs, writing, sound recordings, pictorial repro-
ductions, drawings or other graphical representation
and works of any similar nature (the term computer
',:,':f program includes executable computer programs and
"/". supporting data in any form), the BCJA has the right
':;';~~; to use, duplicate and disclose, in whole or in part, in
'. ," '1-', . .
',:~'~ any manner for any purpose whatsoever and have
:;~~;~:/:;other: do . so. If. ,the material is copyrightable;' the
.j'<l,.
. ();?; subgrantee may copyright such, and the BCJA
..,',4
t; reserves a royalty-free non-exclusive and irrevocable
license to reproduce, publish, and use such materials
in whole or in part and to authorize other to do so.
3, Patents. If any discovery or invention arises or i.s
developed in the course of or as a result of work
. performed under this grant. the. subgrantee shall refer
. the discovery or invention to LEAA through the
,.' BCJA, The subgrantee hereby agrees that determina-
tions of rights to inventions made under this grant
shall be made by the LEAA, who shall have the sole
and exclusive powers to determine whether or not
and where a patent application should be filed and to
determine the disposition of all rights in such
inventions, including title to and license rights under
any patent application or patent which may issue
,,' thereon, The determination of the LEAA shall be
accepted as final. In addition, the subgrantee hereby
agrees and otherwise recognizes that the government
~" shall acquire at least an irrevocable non-exclusive
royalty.free license to practice and have practiced
. throughout the world for governmental purposes any
~.'~;~',' invention made in the course of or under this grant.
, ';,;;, The subgrantee shall include provisions appropriate to
:'i;'t\C"' effectuate the purposes of this condition in all
",' /.....,.
'~;~"':';,j" contracts of employment, consultant's agreements or
,c.~(;~{,!, contracts.
. ,I.; ~ t", L
." 4. Discrimination Prohibited. No person shall, on
" .' the grounds of race, creed, color or national origin, be
, , excluded from participatiqn in, be refused the
'See Application Instructions Page 22,
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/
benefits of, or be otherwise subjected to discrimina-
tion under grants awarded pursuant to P.L. 90-351 as
amended by P.L. 91.644 or any project, program,
activity, or subgrant supported by such grants.
Subgrantees must comply with the provisions and
requirements of Title V I of the Civil Rights Act of
1964 and regulations issued by the Department of
Justice thereunder as a condition of award of Federal
funds and continued grant support. Subgrantees
further must comply with the Justice Department's
equal employment opportunity regulation in Feder-
ally assisted programs, to the end that discrimination
in employment practices of State planning agencies,
law enforcement agencies and other agencies or
offices administering, conducting, or participating in
any program or activity receiving Federal financial
assistance, on the grounds of race. color, creed, or
national origin. be eliminated, This grant condition
shall not be interpreted to require the imposition in
State plans or planning agency subgrant programs of
any percentage ratio, quota system, or other program
to achieve racial balance or eliminate racial imbalance
in a law enforcement agency. The United States
reserves to itself the right to seek judicial enforce-
ment to insure compliance with the foregoing
conditions prohibiting discrimination.
Subgrantee makes assurance that the implementing
criminal justice agency has and/or will formulate an
equal employment opportunity program in accor.
dance with 28 CF R 42.301, et seq" Subpart E, and
that it is on file held by the subgrantee or agency
thereof, for review or audit by officials of the BCJA
and/or the LEAA, as required by relevant laws and
regulations, or that, in conformity with the terms and
conditions of cited regulation no equal employment
opportunity programs are required to be filed by
subgrantee jurisdiction.
The subgrantee further assures that when a federal or
state court or federal state administrative agency
makes a finding of discrimination on the grounds of
race, color. religion, national origin or sex, a copy of
the findings will be forwarded to the Bureau of
Criminal Justice Assistance and to LEAA in Washing-
ton, D,C,
. The subgrante~ further assures that when $250.000
or more LEAA funds are accepted, a copy of the
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STAT!: OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
SUBGRANT APPLICATION INSTRUCTIONS
subgrantee's current Equal Employment Opportunity
Program and any subsequent revisions or supplements
:' to ~uch programs shall be provided to the Bureau of
i Criminal Justice Assistance and LEAA.
No otherwise qualified handicapped individual in the
United States as defined in Section 7(5) of the
" Rehabilitation Act of 1973 (P.L. 93-112) shall solely
. :' by reason of his handicap, be excluded from the
',participation in, be denied the benefits af, or be
. subjected to discrimination under any program or
activity. receiving Federal financial assistance from
LEAA. ,
5. Termination of Aid. This subgrant may be
terminated or fund payments discontinued by BCJA
. where it finds a substantial failure to comply with the
'..~ provisions of P. L. 90-351, and P. L. 93-415 or
regulations promulgated thereunder, including these
grant conditions or application obligations.
6. Responsibility of Subgrantee. The subgrantee
must establ ish fiscal control and fund accounti ng
procedures which assure proper disbursement of and
,fund accounting procedures which assure proper
disbursement of and accounting for, grant funds and
required non-federal expenditures. All monies spent
, on this project will be disbursed In accordance with
provisions of the project budget as said budget was
'. .. approved by the BCJA. The subgrantee acknowledges
, ;:~.~' that it has full resp'Qnsibility for fiscal and program-
matic accountability for this subgrant.
7. Recording and Documentation of Receipts and
Expenditures. Accounting procedures must provide
for an accurate and timely recording of receipt of
funds by source, of expenditures made from such
funds, and of unexpended balances. Controls must be
,established which are adequate to insure that ex-
. penditures charged to grant activities are for allow-
able purposes and that documentation is readily
available to verify that such charges are accurate.
8. . Utilization and Payment of Funds. Funds
awarded are to be expended only for purposes and
activities covered by the subgrantee's approved
, project plan and budget. Payments will be made on
; ';' the basis of periodic requests and estimations of fund
'.:, needs submitted by the subgrantee.
. "
. 9.' Applicability of State and Local Practices.
" Except where inconsistent with federal requirements,
state/local procedures and practices wiU apply to
funds disbursed by the subgrantee. Thus, the Operat-
~ " ., 1
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ATTACHMENT I
PAGE: 18
Com pi iance/ Admi n istrative
Exhibit B
Standard Subgrant Conditions
ing Procedures of the General Accounting Division,
Comptroller's Office, State of Florida, must be
complied with, unless otherwise allowed by State
Statutes.
10. Non-supplanting. Federal funds are made avail-
able for grants may not be so used as to supplant
state or local funds that would be available in the
absence of such federal funds for law enforcement
activities but rather will be so used as to increase such
state or local funds.
11. Inspection and Audit. BCJA LEAA and the
Comptroller General of the United States, or any of
their duly authorized representatives, shall have
access for purpose of audit and examinations to any
books, documents, papers, and records of the
subgrantee, and to relevant books and records of
subgrantees and contractors, as provided in Section
521 of P.L. 90-351.
12. Maintenance of Records. All required records
. shall be maintained until an audit is completed and all
questions arising therefrom are resolved, or three
years after completion of a project, whichever is
sooner.
i
13. Allowable Costs. The allowability of costs in-
curred under any subgrant shall be determined in
accordance with the general principles of allowability
and standards for selected cost items set forth in FMC
74-4, "Principles For Determining Costs Applicable
to Grants and Contracts with State and Local
Governments", as further defined and delineated in
conditions 14 and 15 below, and in the LEAA
Financial Guide for Administration of Planning and
Action Grants. These costs have been extracted from
FMC 74-4, and the LEAA Financial Guide and
incorporated in the BCJA Administration Manual for
, Si.Jbgran t A wards.
Allowability of the costs of equipment purchased
with federal funds will be reduced to the extent or
. resale or recovery value where use of such equipment
for carrying out the purposes of the grant project is
discontinued (during the life of the project) or use for
law enforcement purposes is discontinued (after
completion of the project) unless all credits relating
to such contingencies as set forth in Section C.3 or
FMC 74-4 ("Applicable Credits") are applied to
offset or reduce grant charges.
14. . Expenses ,Not Allo~able. Subgrant funds may
not be expended for (a)' items not part of the
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, STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
SUBGRANT APPLICATION INSTRUCTIONS
approved budget or separately approved by BCJA (b)
" purchases of land or construction of buildings or
:' improvements thereon, or payment of real estate
"
" , mortgages or taxes, unless specifically provided for in
the subgrant agreement; (c) personal dues to organiza-
tions or federations; (d) entertainment including
luncheons, banquets, gratuities or decorations; (e)
purchase of automobiles or other automotive vehicles
:: unless provided for in the subgrant agreement; or (f)
, indirect . (overhead) costs, without p(;or BCJA
approval. Expenditure of funds in excess of the
submitted total cost estimate for any major budget
category will be permitted only with BCJA approval
where this involves an increase of more than 15
percent in the total category cost estimate. Such
, increas,es will be deemed, in effect, to constitute an
amendment of the subgrant application and award
i.~equiring BCJA concurrence.
, ,
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":;:.:' 15. Written Approval of Changes. Subgrantees must
I
, 'c, obtain prior written approval from BCJA for major
, :," project changes. These include (a) changes of sub-
stance in project activities, designs, or research plans
,set forth in the approved application; (b) changes in
the project director or key professional personnel
identified in the approved application; and (c)
changes in the approved project budget as specified in
t.he preceding condition. .
<~.:
16. Project Income. All interest or other income
earned by the subgrantee with respect to grant funds
or as a result of conduct of the grant project (sale of
publications, registration fees, service charges on fees,
etc.) must be accounted for. All interest and other
income should be applied to project purposes or in
reduction of project costs.
',;' 17. Title to Property, Title to property acquired in
whole or in part with subgrant funds in accordance
with approved budgets shall vest in the subgrantee,
subject to divestment at the option of BCJA (to the
extent of BCJA contribution toward the purchase
thereof) exerciseable only upon notice within 120
o,,! days after the end of the subgrant period or
, .' termination of the subgrant. Subgrantees shall exer-
cise due care in the use, maintenance, protection and
preservation of such property during the pe~iodof
project use.,
,',
ATTACHMENT I
PAGE: 19
. . ~.
Com pi iancel Administrative
Exhibit B
Standard Subgrant Conditions
18. Publications. The subgrantee may publish, at its
own expense, the results of subgrant activity without
prior review by BCJA provided that any publication
(written, visual, or sound) contains an acknowl-
edgment of LEAA and BCJA grant support. Publica.
tion of documents or reports with subgrant funds
beyond quantities required to meet standard report
requirements must be provid'ld for ,in approved
project plans or budgets or otheiwise approved by
BCJA and, for large quantity publication, manu-
scripts must be submitted in advance to BCJA.
All published material and written reports submitted
under this subgrant or in conjunction with contracts'
under the grant must be originally developed material
unless otherwise specifically provided in the grant or
contract document. When material, not originally
developed, is included in the report, it must have the
source identified. This identification may be in the
body of the report or by footnote. This provision is
applicable when the material is in a verbatim or
extensive paraphrase format.
19. Third Party Participation. No contract or agree-
ment may be entered into by the grantee for
execution of project activities or provision of services
to a subgrant project (other than purchase of supplies
, or standard commercial or maintenance services)
, . which is not incorporated in the approved proposal or
approved in advance by BCJA. Any such arrangement
shall provide that the subgrantee will retain ultimate
control and responsibility for the subgrant project
and that the contractor or subgrantee shall be bound
by these subgrant conditions and any other require.
ments applicable to the subgrantee in the conduct of
the project. BCJA shall be provided with a copy of all
such contracts and agreements entered into by
subgrantees.
20. Obligation of Grant Funds. Subgrant funds may
not, without advance written approval by BCJA be
obligated prior to the effective date or subsequent to
the termination date of the subgrant period. Obliga-
tions outstanding as of the termination date shall be
liquidated within 90 days. Such obligations must be
related to goods or services provided and utilized
within the subgrant period.
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STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
i ~
SUBGRANT APPLICATION INSTRUCTIONS
21, Fiscal Regulations. The fiscal administration of
subgrants shall be subject to such further rules,
regulations, and policies, concerning accounting and
records, payment of funds, cost allowability, sub-
mission of financial reports, etc., as specified in the
BCJA Administration Manual for Subgrant Awards
and other appropriate LEAA guideline manuals.
22. Subgrants for Construction. The subgrantee
, hereby agrees that it will incorporate or cause to be
". incorporated into any contract for construction
work, or modification thereof, as defined in the
regulations of the Secretary of Labor at 41 CF R
Chapter 60. The subgrantee shall obtain prior BCJA
approval for all contracts involving construction
projects.
23. Building Access for Physically Handicapped. Any
building construction funded from LEAA/JJDP allo-
cations and for which there is an intended use that
will require that such building or facility be accessible
to the public or may result in the employment or
residence therein of physically handicapped persons
must be so constructed as to assure that physically
. handicapped persons will have ready access to, and
use of, such buildings.
",
'1 24.. Information ~ystems. In respect to programs
, related to Criminal 'Justice Information Systems, the
subgrantee agrees to insure that adequate provisions
are made for system security, the protection of
individual privacy and the insurance of the integrity
and accuracy of data collection. Subgrantee agrees to
adhere to policies and procedures contained in a
Master Plan for Criminal Justice Information Systems
in the State of Florida.
The subgrantee further agrees:
a. That all computer software produced
, under this grant will be made available to
the LEAA through the BCJA for transfer
to authorized users in the criminal justice
community without cost other than that
. directly associated with the transfer.
'Systems will be documented in sufficient
detail to enable a competent data process-
ing staff to adapt the system, or portions,
thereof, to usage on a computer of similar
size' and configuration, of any manu.
f actu rer .
ATTACHMENT I PAGE: 20
Com pi i ance/ Adm i nistrative
Exhibit B
Standard Subgrant Conditions
b. To provide a complete copy(ies) of
documentation to the BCJA upon request.
Documentation will include, but not be
. limited to System Description, Operating
Instructions, user Instructions, Program
Maintenance Instructions, input forms, file
descriptions, report formats, program list-
ings and flow charts for tho Gystem and
programs.
c. That whenever possible all applicable
programs will be written in ANS COBOL in
order that they may be transferred readily
to another authorized user. Where the
'nature of the task requires a scientific
programming language, ANS FORTRAN
should be used.
d. To avail himself, to the maximum
extent practicable, of computer software
already produced and available without
charge. To insure that reasonable effort is
extended in this area, LEAA publications
and the BCJA Information Systems Spe-
cialists should be consulted.
25. Criminal Penalties. Whoever embezzles, willfully
misapplies, steals or obtains by fraud any funds, '
assets, or property which are the subject of a grant or
contract or other form of assistance pursuant to this
title, whether received directly or indirectly from
LEAA, shall be fined not more than $10,000 or
imprisoned for not more than five years, or both.
Whoever knowingly and willfully falsifies, conceals or
covers up by trick, scheme, or device any material
fact in any application for assistance submitted
pursuant to this title or in any record required to be
maintained pursuant to this title shall be subject to
prosecution under the provisions of Section 1001 of
Title 18, United States Code. Any law enforcement
program or project underwritten, in whole or in part,
. by any grant or contract or other form of assistance
pursuant to this title, whether received directly or
indirectly from LEAA shall be subject to the
provisio~s of Section 371 of Title 18, United States
Code.
~
26. Release of Information. Pursuant to Section 521
of the Act, as amended, all records, papers and other
documents kept by recipients of LEAA funds,
including cont\actors for subgrantees relating to the
I
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STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
.:., receipt and disposition of such funds, are required to
.. be m,de available to the LEAA and/or the BCJA.
These records and other documents submitted pur-
suant to other provisions of the Act, are required to
be made available by LEAA under the terms and
conditions of the Federal Freedom of Information
Act (5 U.S.C. 552). No research or statistical
, ,information that is identifiable to a priva1e person
will be collected, unless a Privacy Certificate 'has been
submitted to and approved by the state in accordance
with Section 22.3 of the U.S. Department of Justice
Regulations on Confidentiality of Research and
Statistical Information.
'. r . 27. Use of Airplanes and Helicopters. Airplanes and
helicopters purchased in whole or in part with grant
funds must be used for the purposes stated in the
application and may not be used for non~law
" enforcement purposes by State and local officials.
28. Educational Support. No person in the United
States shall, on the basis of sex, be excluded from
participation in, be denied the benefits of, or be
subjected to discrimination under any education
program or activity receiving LEAA financial assis-
tance with the exception of the qualifications set
. forth in Title IX,. Section 901 (a) of Public Law'
, ,92-318 (86 Stat. 373).
29. Commencement of Project. If a project has not
commenced within 60 days after the acceptance of
the grant award, the subgrantees will report by letter
the steps taken to initiate the project, the reasons for
delay, and the expected starting date. If, after 90
days from the acceptance of the award, the project is
not operational, a further statement of implementa-
tion delay will be submitted by the subgrantee to the
State Planning Agency. Upon the receipt of the
90.day letter, the SPA may cancel the project, and
redistribute the funds to other project areas. The
SPA, where warranted by extenuating circumstances,
may request approval from the LEAA Regional
Office to extend the implementation date of the
.., project past the gO-day period.
"
,,'
,"'" 30. Requests for Proposal or invitations for bid
'issued by the subgrantee to implement the subgrant
project are to provide notice to prospective bidders
that the LEAA organizational conflict of interest
ATTACHMENT I PAGE: 21
Com pi i ance/ Adm inistrative
Exhibit B
Standard Subgrant Conditions
provision is applicable in that contractors that
develop or draft specifications, requirements, state-
ments of work and/or RFP's for a proposed
procurement shall be excluded from bidding or
submitting a proposal to compete for the award of
such procurement. Reference: LEAA Guideline
ManuaIM7100-1A, Chapter 3, Parayraph 4ge.
31. Clear Air Act Violations. In accord with the
provisions of the Clear Air Act, 42 U.S.C. 1857 et
seq., as amended by P.L. 91-604; and Executive
Order 11602, subgrants will not be made to parties
convicted of any offense under the Clear Air Act.
32. Relocation Provisions. If any project results in
displacement of any person, the subgrantee shall
provide that:
a. Fair and reasonable relocation pay-
ments and assistance shall be provided to
or for displaced persons as are required in
such regulations, as are issued by the
Attorney General.
b. Relocation or assistance programs shall
be provided for such persons in accordance
with such regulations issued by the Attor-
ney General.
c. Within a reasonable period of time
prior to displacement, decent, safe and "
satisfactory replacement must be available
to the displaced person in accordance with
such regulations as issued by the Attorney
General. The authority of this provision is
found in the "Uniform Relocation Assis-
tance and Real Property acquisition Policy
Act of 1970", P.L. 91-646; 84 Stat. 1894.
i
33. Environmental Impact. Subgrantee hereby de-
clares that no significant environmental impact, as
defined by the National Environmental Policy Act
(NEPAl of 1969 and Law Enforcement Assistance
Administration (LEAA) Guidelines, may result from
implementation of this program. Subgrantee under-
stands that any application involving: (i) the con.
struction, renovation or modification of facilities; (ii)
the implementation of programs involving the use of
herbicides and ,pesticides; and/or (Iii) other actions
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STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
SUBGRANT APPLICATION INSTRUCTIONS
which may possibly have a significant effect on the
quality of the environment, must include either an
enviropmental analysis as required by LEAA, or a
substantiated negative declaration, that the proposed
action will not have a significant impact on the
environment.
34. Historic Sites. If any subgrant program involving
,construction renovation, purchasing or le~sing of
,: facilities has an adverse effect on properties listed in
the National Register of Historic Places, the sub.
, " grantee must notify the BCJA.
, . . 35. Competative Bid Procurement. Subgrantee de-
, dares that equipment will be purchased through a
comparative bid process if the equipment is not
. purchased from state contract lists. The subgrantee
. acknowledges that the receipt of one bid response in
a competative bid procurement will be considered a
,i
'sole source procurement in accordance with LEAA
Guidelines. Approval of the BCJA is required prior to
the procurement (reference section 208.00 - Pro-
curement Manual for Subgrant Awards).
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ATTACHMENT I PAGE: 22
Com pi iance/ Administrative
Exhibit B
Standard Subgrant Conditions
36. The subgrantee acknowledges that the respon-
sibility for complying with and implementing
"Part II - Project Plan and Supporting Data" of the
approved subgrant award document rests with the
recipient subgrantee or applicant as appropriate and
acknowledges that failure to do so may constitute
grounds for the recission or suspension of this
subgrant and/or may prevent future subgrant awards.
It is understood and agreed by the undersigned that
the grant received as a result of this application is
subject to the ve con 'tions.
Signature of Authorized Official
Don Schloesser, Chairman
Board of County Name and Title
Commissioners (Monroe Count}0_
Date
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It is understood and agreed by the undersigned that the grant received as
a result of this application is subject to the above conditions.
~, j}z' 4~ ___
SignaturA-f~rlzed Official -,
Don Schloesser, Chairman, Monroe County Board of Commissioners
Name and Title
Date
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ST.dITE OF FLORIDA
DEPARTMEIIlT OF COMMUNITY AF.FAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
ATTACHMENT I
PAGE: 23
Com pi iancel Administrative
Exhibit C - 1
Certification of Non.Supplanting
SUBGRANT APPLICATION INSTRUCTIONS
PART IV. EXHIBIT C
CERTIFICATION OF NON-5UPPLANTING*
(Part C, D or E Funds Only)
ANNUAL LAW ENFORCEMENT EXPENDITURES
and
COMPUTATION OF AVERAGE ANNUAL INCREMENT
YEAR FISCAL
YEAR
---~_.-
5 75-76
-,
4 76-77
3 77-78
2 78-79
79-80
Total Increment
Computation: ---'-
No. of Increments
TOTAL LAW ENFORCEMENT
EXPENDITURES.
(Excluding expenditures from Federal Sources)
INCREMENT
1,714,211. 00
1,889,318.00
2,199,318.00
2,673,801. 00
3,129,779.00
175,107
310,000
474,483
455,978
1,415,568
1,415,568
353,892
TOTAL INCREMENT
= Average Annual Increment
EVIDENCE OF NON.SUPPLANTING
Preceding Year's Expenditures ** (1979 - 8)0
Average Annual Increment
3, 129,779.00
353,892.00
3,483,671.00
3,600,000.00
1. TOTAL
2. ESTIMATED FISCAL YEAR EXPENDITURES (19 80-~1
If Item 1 exceeds Item 2, supplanting will result. However, if reduced or
unchanged expenditures for law enforcement would have been necessitated, even
if Federal financial support had not been made available. an explanation should
be given, demonstrating that fact.
I hereby certify that, based upon records supporting the estimated law
enforcement expenditures summarized above for the fiscal year ending
, expenditures for law enforcement purposes,
excluding expenditures from Federal sources, are at least as great as for, the
preceding year plus the average annual increment of such expenditures' as
calculated below,
I further certify that no LEAA funds will be utilized in lieu of governmental I
approoriat(f\, nds,
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Monroe County "
Appl,cant/Subgran tee
&:lATE
~~e-
Chairman.!J\/Ig!1!'.9.~_gounty Board of
" (NAME ANDTITLE) County
Commissioners
'See Application Instructions Pages
311
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STATE OF FLORIDA
DEPARTMENT OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
ATTACHMENT I PAGE: 25
Compl iancel Adm inistrative
Exhibit D
Rental Cost Certification
SUBGRANT APPLICATION INSTRUCTIONS
PART IV. EXHIBIT E RENTAL COST CERTIFICATION* -
Not applicable
PROJECT TITLE
SUBGRANTEE
In <;ompliance with LEAA regulations, all subgrantees are required to complete the following rental
cost certification if office rental costs are included under the federal or non-federal share of the grant
budget:
The following situation is applicable as indicated by an "X" on the appropriate tine:
The undersigned, acting as duly authorized representative for the subgrantee, hereby
certifies that: office space, including file, conference, mail, supply, reproduction and
storage rooms, does not exceed 150 square feet per employee (including intermittent
and/or part-time employees); rental costs are consistent with prevailing rates in the
area; rental charges are not in excess of $7.00 per square foot annually, or space cost
including maintenance and operating cost for facilities is not greater than $10.00 per
square foot annually.
_____ ____ A certification to the above statement cannot be made, and an explanation is attached
providing justification for a greater space requirement and/or higher space costs. A
request of the BCJA to grant prior approval of same is hereby made.
~~_n___ -fJon _ Schloesser, Chai'::TI1"~___
~~ure NAME and TITLE
Monroe County Board of
Conunissioners
DATE
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'sTAf6.0F FLORIDA
DEPARTMEN'r OF COMMUNITY AFFAIRS
DIVISION OF PUBLIC SAFETY PLANNING AND ASSISTANCE
BUREAU OF CRIMINAL JUSTICE ASSISTANCE
ATTACHMENT I
PAGE: 26
Com pi i ance/ Adm in is trati ve
Exhibit E
Equal Employment Opportunity Certification *
SUBGRANT APPLICATION INSTRUCTIONS
BUREAU OF CRIMINAL JUSTICE PLANNING AND ASSISTANCE
EEO Certificate of Compliance Form
All recipients of federal funds under Title 1 of the Omnibus Crime Control and Safe Streets Act of
1968, Public Law 90-351,82 Stat. 197, as amended, are required to certify compliance with Title 28,
Chapter 1, Subpart E of Part 42 of the Code of Federal Regulations as it applies to the implementing
criminal justice agency. .
STATUS OF COMPLIANCE
Form I
.____ (Authorizing Official)
certify that the ________________________________u____ H___ _____ ____._ (Criminal Justice Agency)
has formulated an equal employment opportunity program in accordance with 28 CF R 42.301, et. seq., Subpart E, and
that it is on file in the office of
(Name)
(Address)
(Title),
for review or audit by officials of the cognizant state planning agency or the Law Enforcement Assistance
Administration as required by relevant laws and regulations. 28 CF R 42.306.
(Signature)
______(Title)
(Date)
Form II
I John H ._._Kea~~l_I?_~~~<::h1oesser ,___.__._ (Authorizing Official)
Certify that the_ Pub~_~c;_p~fe})_de~.___1J>th J..Yo9.icia_1_~Cj,rc-u~ (Criminal Justice Agency)
in conf r ity with t the ~s ,and conditions of 28 CF R 42.301 is no re uired t file an equal employment program.
') ~~~ ~ (Signature)
:J
Chairma~ !i<JI}.!:()?__ foun ty Board (Title)
of Commissioners
PI.-<- 6.i!..<2_H12t.'Le.J:l_cl.c r - It 1-1:
Jud,' <!. ia.1 C I y-c.t< if-
tJ/3/[O
(Date)
OTHER: Do you have an EEO Plan? X
If yes, when was it last updated?
yes
7/1/80
no
Date
____211